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. Select an existing batch or create a new one. More...
   • Select an existing batch. Use the Finder beside the Batch Number field to select the batch you want to work with.
   • Create a new batch. Click the Create New Batch button, and then enter the batch date, bank code, default currency (in a multicurrency ledger), and deposit number.
3. Create a new miscellaneous receipt for the customer. More...

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

   1. Click the Create New Entry button.
   2. In the Transaction Type field, select Miscellaneous Receipt.
   3. If the receipt is from an existing customer, specify the customer in the Customer Number field.

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

   1. Select the miscellaneous receipt from the list, or add a new line and select Miscellaneous Receipt in the Receipt Transaction Type column.
   2. If the receipt is from an existing customer, specify the customer number for the detail in the Customer Number column.
   3. Enter general information for the receipt entry, and then 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.
   • 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 add the receipt, the Charge button becomes 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 Number field blank, Accounts Receivable assigns 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 the Finder to select the tax group for the payer, if no tax group is displayed.

     Note: 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 the Taxes button.
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 Detail Tax.
9. Click 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.