Processing a Cash Sale or Miscellaneous Receipt

You add a miscellaneous receipt when you make a cash sale to a regular customer or when you receive a one-time payment from others.

If the payment is from a regular customer, Accounts Receivable generates a paid invoice for the sale when you post the receipt.

If you are entering a receipt for a one-time customer, for whom you do not create a customer record, Accounts Receivable does not create an invoice when you post the receipt.

To add a cash invoice or miscellaneous receipt:

1. Open Accounts Receivable > A/R Transactions > Receipt Entry.

   Note: You can use the A/R Quick Receipt Entry screen to add a miscellaneous receipt to a deposit slip, but you must use the A/R Receipt Entry screen to distribute the receipt to general ledger accounts.

2. Use the Batch Number field to do one of the following:
   • Create a new receipt batch by clicking the New button.
   • Select an existing batch using the navigation buttons or the Finder .
3. Create a new miscellaneous receipt for the customer. More...

   If you are using the A/R Receipt Entry screen:

   1. Click the New button beside the Entry Number field.
   2. In the Transaction Type field, select Miscellaneous Receipt.
   3. If the receipt is from an existing customer, type the customer number or use the Finder beside the Customer Number field to select the customer.

   If you are using the A/R Quick Receipt Entry screen:

   1. Select the miscellaneous receipt from the list, or add a new line using Miscellaneous Receipt as the transaction type. (Click the down arrow in the Transaction Type column, and then click Miscellaneous Receipt.)
   2. If the receipt is from an existing customer, type the customer number for the detail in the Customer Number column, or use the Finder on the Customer Number column heading to select the number.
   3. Click Open to open the A/R Receipt Entry screen.
4. Enter general information for the receipt entry. More...
   • A description for the entry.
   • Date and the year and period.
   • Payer name, if the payer is not an existing customer.
   • Payment code.

     Note: 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 receipt. 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 receipt, the Charge and Quick Charge buttons become available.

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

     For more information about payment codes, see A/R Receipt Entry Screen.

   • Check or receipt number.

     Note: If you leave the Check/Receipt No. field blank, Accounts Receivable will assign a number automatically when you add the receipt.

   • Receipt amount and, for a multicurrency system, the currency.
   • Invoice number.

     Note: You can also leave this field blank to let Accounts Receivable assign the invoice number.

   • Tax group. More...

     Use theFinder to select the tax group for the payer, if no tax group is displayed.

     Note: If you entered the code for an existing customer, the tax group specified in the customer record appears, but you can change it.

5. Enter distribution details for the receipt. More...
   • If the receipt is job-related, select the Job Related option, and then use the job-related fields that appear to distribute the receipt to contracts, projects, categories, and resources, as required.
   • If the receipt is not job-related, for each distribution detail, enter the distribution code or the general ledger account number and the amount.

   You can also type an optional reference and description.

6. If you have a multicurrency ledger and you want to specify the exchange rate for the miscellaneous receipt:

   1. Click Rates.
   2. On the A/R Rate Override screen that appears, change the rate date and exchange rate, as necessary.
   3. Click OK.
7. To check or change the taxes calculated for the document (including the tax reporting amount), or to change the tax group for the document, click Document Taxes.
8. To check the taxes calculated for a distribution detail, or to enter them manually if tax is not calculated automatically for the receipt, select the detail, and then click Account/Tax.
9. Click Add or Save.

10. If you use Payment Processing and selected a payment code that uses the payment type SPS Credit Card, click the Charge or Quick Charge button to process a credit card payment for the receipt.

11. Click Close to close the A/R Receipt Entry screen.