A/R Prepayments Screen

When you add a new receipt batch, this field initially shows the code and description for the default bank specified on the A/R Options screen.

You can enter or select a different bank code, if necessary.

This is the exchange rate currently in effect for the specified bank, currency, rate type, and rate date. You can change the rate if necessary. (Accounts Receivable selects the rate to display from the Currency screens in Common Services.)

The rate type is a code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type or select one from the Finder.

You define rate types using the Currency Rate Types screen in Common Services.

This is usually the date on which the batch was created.

The program uses the batch date as the default document date for new documents you add to the batch.

Accounts Receivable displays the session date as the default batch date when you create a new batch. You can type a different date in the field, or select a date using the calendar. (Click the icon beside the Batch Date field to display the calendar.)

You can change the batch date any time before you post the batch, provided the Ready To Post option is not selected.

When you post the batch, the batch date becomes part of your audit trail. You use it to select batches to print on the batch listing and batch status reports.

You enter a check number with each payment by check.

If the payment is not by check, you can enter another reference number, or you can leave the field blank to let Accounts Receivable assign a number that consists of the batch number and the entry number.

This field shows the amount of the receipt in the customer's currency. You apply this customer amount to the customer's account on the receipt application table on the A/R Receipt Entry screen.

In multicurrency ledgers, the receipt amount is converted from the bank currency to the customer currency using the exchange rate information contained on the Rate Override screen.

To change the exchange information for a selected receipt, open the Rate Override screen by clicking the Rates button at the bottom of the Receipt Entry or the Quick Receipt Entry screen.

This is the exchange rate currently in effect for the specified customer, currency, rate type, and rate date. You can change the rate if necessary. (Accounts Receivable selects the rate to display from the Currency screens in Common Services.)

A code for the kind of rate you want to use when converting multicurrency amounts on customer invoices to functional currency. You specify a default rate type for the customer in the customer record. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type or select one from the Finder.

You define rate types using the Currency Rate Types screen in Common Services.

Accounts Receivable lets you specify a default currency for the batch, which is used as the default for the receipts you add to the batch.

You can change the currency for a particular receipt, and you can use a variety of currencies in the same receipt batch.

When you create a new receipt batch, you assign a deposit number to the batch. You can:

• Create a new deposit number for the receipt batch. Click the New button beside the Deposit Number field to let the program assign the next deposit number specified on the AR Options screen.
• Assign an existing deposit number to the batch. Use the Finder to select an existing deposit number (for example, to consolidate a number of receipt batches into one bank deposit). Accounts Receivable lets you assign a single deposit slip to multiple batches.

If the option Create Deposit Slip When Receipt Batch Is Created is selected on the A/R Options screen, you can leave the field blank and let the program assign the next deposit number when you add the first receipt to the batch.

If the option to create a deposit slip is not selected, you must assign or create a deposit slip manually before you can save a receipt, prepayment, unapplied cash transaction, or miscellaneous receipt.

Tip: You do not have to create a deposit slip if the batch contains only apply document transactions.

You cannot edit the number once you add the first receipt to a batch.

This field indicates whether optional fields are assigned to the currently selected receipt. If any receipt optional fields are set up for automatic insertion, this field is selected when you add a new receipt entry.

To view or edit optional fields for the current transaction on the Optional Fields screen, click the Zoom button beside the field.

If you assigned exactly the same optional fields to the customer record as you defined for receipts, the optional field values from the customer record appear.

If an optional field is defined for receipts, but is not assigned to the customer, the program displays the value specified in the Optional Fields record.

For information about assigning optional fields to receipts, see Editing Optional Fields for a Receipt.

Payment codes identify the types of payments you process, such as cash or checks.

You use payment codes on the A/R Receipt Entry screen and on the Prepayments screen (in Invoice Entry) to categorize receipts for the deposit slip. For example, your company may define three different codes for payments made by credit card—one type to identify each of the three credit cards you accept.

Tip: Click the Payment Code Finder to see a list of payment codes and associated payment types.

If you use Payment Processing and want to process a credit card payment, you must select a payment code that uses the payment type SPS Credit Card before adding the document or prepayment. After you select the payment code, the Processing Code field appears, along with a status field that displays information about the status of the credit card transaction. After you add the document or prepayment, the Charge and Quick Charge buttons become available.

A processing code specifies the bank, currency, and merchant account that will be used to process a credit card transaction.

The Processing Code field becomes available after you select a payment code that uses the SPS Credit Card payment type. Verify that the Processing Code field displays the correct processing code. If you need to change it, type the code or use theFinder to select a code.

Note: The bank and currency for the batch and transaction must match the bank and currency specified for the processing code you select.

This is the amount of the check or other receipt.

In a multicurrency ledger, the amount is in the currency in which it was paid. The program displays the default batch currency for a new receipt, but you can select a different currency using the Finder for the field.

Accounts Receivable uses the receipt date to:

• Assign the receipt to aging periods on statements and reports, and to update statistics in customer records, as well as in salesperson records, if you keep salesperson statistics.
• Calculate any early payment discount.
• Report the number of days to pay.

The program uses the deposit date (entered on the A/R Receipt Entry screen or the Batch Information screen) as the default date for the receipt entry, but you can change it. For more information, see A/R Receipt Entry Screen or A/R Batch Information Screen (Receipts).

This date is shown as the Document Date on reports that include receipts and apply document transactions.

If you use Payment Processing, the Status field displays the status of a Paya credit card transaction, such as "Not Charged" or "Charge Pending."

If the transaction has been processed, this field displays the authorization code for the transaction. You can use this code to look up the transaction in Sage Virtual Terminal.