About Processing Receipts

You use the A/R Receipt Entry screen to:

• Enter cash, check, credit card, and other receipts directly into Accounts Receivable.
• If you use Payment Processing, process credit card payments for receipts, prepayments, unapplied cash, and miscellaneous receipts.
• Print deposit slips.
• Enter adjustments with the documents they adjust, instead of as separate transactions, using Adjustment Entry.

You can also use the A/R Quick Receipt Entry screen to:

• Enter cash, check, credit card, and other receipts directly into Accounts Receivable.
• Print deposit slips.

This topic describes how to:

• Enter receipts from customers.
• Apply receipts to outstanding invoices and other documents in your customer accounts.
• Apply prepayments, credit notes, debit notes, and adjustments to other documents and account balances.
• Process miscellaneous receipts that do not affect any of your customer accounts.
• Write off amounts and enter other adjustments.
• Edit receipt batches imported from non-Sage 300 programs. (You can edit these batches only if you chose the Allow Edit Of Imported Batches option on the A/R Options screen.)

Entering Deposits and Applying Receipts

Receipt entry involves two main tasks:

• Entering receipts, which involves entering general information about the receipt.

  Note: Receipts entered using the A/R Receipt Entry screen are available also on the Quick Receipt Entry screen, and vice versa.

• Applying receipts, which involves selecting options and entering details you need to apply. You can apply:

  • A new receipt or previously posted prepayment or unapplied cash transaction to an invoice, a credit note, or a debit note.
  • A credit note to an invoice or a debit note.

You create a receipt batch for each bank account for which you want to enter receipt transactions, assigning a bank code to identify the bank. You can add all receipts to the batch before applying the deposits to specific invoices, or you can apply receipts as you enter them.

The A/R Quick Receipt Entry screen lets you add the day's receipts to a batch and print a deposit slip to be able to take the money to the bank quickly. You can use the A/R Receipt Entry screen, later, to apply the receipts to invoices and debit notes.

On the A/R Receipt Entry screen, you can view the details for a receipt on one screen. For more information, see A/R Detail Accounts/Taxes Screen (Receipts).

On the A/R Quick Receipt Entry screen, you can view all the receipts in a batch on one screen. For more information, see A/R Batch Information Screen (Receipts).

Applying Receipts to Pay Customer Accounts

You use the A/R Receipt Entry screen to apply receipts from your customers to the invoices or other documents the customer is paying. You also use this screen to apply credit notes to customer accounts and "pay" debit notes.

The A/R Receipt Entry screen lets you apply receipts in several ways so that you can choose the method that best matches your requirements. You can:

• Select posted documents to apply against other documents or account balances.
• Enter receipts and apply them to the appropriate documents or balances.
• Apply third-party checks and keep a record of who issued the check.
• Automatically apply receipts to the appropriate documents or balances.
• Apply receipts that you manage using Project and Job Costing. For more information, see Applying a Receipt to a Job-Related Invoice.
• If you use Payment Processing, process a credit card payment for a receipt in Paya.

Entering Prepayments and Unapplied Cash Transactions

When you enter a prepayment in a receipt entry screen, you specify all the information you need to deposit the money and post the transaction. You can apply it to the customer's account at a later date.

You can enter all the information Accounts Receivable needs to process prepayments and unapplied cash transactions in either the A/R Receipt Entry screen or the A/R Quick Receipt Entry screen.

If you use Payment Processing, you can process a credit card payment for the receipt in Paya.

You can also enter prepayments with their associated invoices in the A/R Invoice Entry screen. Do so if you want to apply a prepayment to a specific unposted invoice. If you need to edit the prepayment later, however, you must use the A/R Receipt Entry screen.

Entering Miscellaneous Receipts

You can use the A/R Quick Receipt Entry screen to enter a miscellaneous receipt quickly for inclusion on a deposit slip.

You can use the A/R Receipt Entry screen, later, to distribute the receipt to general ledger accounts. When you select or add a miscellaneous receipt on the Receipt Entry screen, Accounts Receivable displays a table where you enter account distribution information.

Miscellaneous receipts are sometimes called "cash invoices," because you do not enter an invoice and a receipt separately. Also, because the invoice portion is considered fully paid, you do not enter retainage or terms information with a miscellaneous receipt.

You can enter miscellaneous receipts for existing customers, as well as for one-time customers who have no customer record in Accounts Receivable.

If you enter a miscellaneous receipt for an existing customer, an invoice is automatically created for the customer using the prefix and next number specified for invoices on the A/R Options screen. The receipt is immediately applied to this invoice when you post the receipt.

If the miscellaneous receipt is not for a regular customer, you can leave the customer number blank, and simply enter a payer and a reference to identify the source and the reason for the receipt. (Note that if you later reverse the receipt in Bank Services, both the receipt and associated invoice are reversed.)

If you use Project and Job Costing, you can enter job-related information for the invoice. To enter a job-related miscellaneous receipt, you must enter a customer number.

If you use Payment Processing, you can process a credit card payment for the receipt in Paya.

You use the Document Taxes button to check or change the tax group or other tax information for the document.

You use the Accounts/Taxes button to check or change tax information for a selected detail.

When you post a miscellaneous receipt:

• Taxes are automatically calculated for miscellaneous receipts, and the Tax Tracking report is updated.
• Project and Job Costing is updated with any information you entered in job-related fields.

Multicurrency Ledgers

For a multicurrency batch, you specify a default currency for the batch, which is used as the default for the receipts you add to the batch. However, you can change the currency for a particular receipt, and you can use a variety of currencies in the same receipt batch. More...

To enter different exchange rate information for a particular receipt, select the receipt, click the Rates button, and then enter the information in the Rate Override screen.

Assigning Deposit Slip Numbers

Accounts Receivable assigns a unique number to each new deposit slip you enter. The deposit slip number is part of your audit trail and you can look it up in the Receipt Batch List screen, to find out whether you printed the deposit slip.

The deposit slip number also appears with the receipt transaction in the Document Inquiry screen and in the Customer Inquiry screen, to help you find out when you deposited the receipt.

A receipt batch can contain only one deposit slip, but you can assign a number of receipt batches to the same deposit slip. If you post receipt batches that contain errors, Accounts Receivable creates a separate error batch for each deposit slip that contained incorrect transactions, and assigns the original deposit slip number to each error batch.

Printing Deposit Slips

If you use Accounts Receivable to print deposit slips, you can print them before or after posting the associated receipt batches. Depending on the Receipt options selected for Accounts Receivable, you may need to print deposit slips before you can post the receipt batches to which they are assigned. (For information about options that affect printing of deposit slips, see A/R Options Screen.)

You can use the Deposit button on the A/R Receipt Entry screen to print a deposit slip for the batch you are working with. You can also use the Deposit Slips screen, available from the Transaction Reports folder, to print the slips.

You transfer information from the printed deposit slip to the preprinted form you use for the bank. You may also be able to adapt Accounts Receivable's deposit slip form so you can print directly on your bank's deposit slips.

Note: If you are entering a receipt for a Paya credit card transaction, you should process the credit card payment before you print the receipt. If the Allow Edit after Receipt Printed option is not selected in A/R options, the Charge and Quick Charge buttons are disabled after you print the receipt, and you cannot process the credit card payment.