A/R Prepayments Screen

The account set from the customer record appears in this field as the default. It specifies the general ledger receivables control, payment discounts, prepayment liability, retainage, and write-offs accounts to which the transaction will be distributed.

You can change the account set. If you use multicurrency, however, the new account set must use the same currency as the customer's account set.

This is the amount due for the particular payment. The amount for each payment is calculated from the percentage that is specified in the terms code.

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 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 batch is not set Ready To Post on the A/R Receipt Batch List.

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.

The batch number is a permanent part of the information stored for each invoice, debit note or credit note. If your A/R G/L Integration options specify batch numbers as the description or reference for general ledger transactions, the batch number appears with the transaction on Accounts Receivable reports, such as posting journals and the G/L Transactions report.

You can use batch and entry numbers to trace transactions through the Accounts Receivable system and, if you use the numbers as the descriptions or references for G/L transactions, into your general ledger (unless you consolidate the transactions during posting in Accounts Receivable).

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.

The customer number identifies the customer whose account will be updated when you post the prepayment. The customer number also determines the billing address and sets the default tax group and payment terms.

In multicurrency systems, the customer number also determines the currency of the document.

Tip: Click the Details link to view more information from the customer record.

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. 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 after you add the first receipt to a batch.

This field displays the available discount amount, as determined in the A/R Invoice Entry screen.

The document number is the number on the invoice, debit note or credit note you received. You can add standard prefixes to each document (such as INV, NCR, NDR, INT) so they will be grouped on combined listings.

You can use a document number only once for a customer.

Tip: Click the Details link to view more information from the document record.

This field displays the total amount of the document, including taxes, as specified on the A/R Invoice Entry screen.

Accounts Payable assigns an entry number to each new entry you create. An entry number identifies the sequence in which an entry was added to a batch and, along with the batch number, forms part of the audit trail for the transaction.

Select the Job Related option if this document is for a project you are managing using Sage 300 Project and Job Costing.

When you select the option, additional fields appear in the detail table to let you enter job-related information.

When you post the document, Accounts Receivable updates the specified contract, project, category, and (if required) the resource in Project and Job Costing.

This field displays the number of entries in the selected 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 Finder .

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.

This field displays the date to which the transaction is posted.

Accounts Payable uses posting dates, rather than document dates, to select open documents for revaluation, so that exchange adjustments are posted to the correct fiscal year and period.

The default posting date that appears can be the document date, the batch date, or the session date, depending on the selection for the Default Posting Date option on the A/P Options screen.

After you click Save, the prepayment document number is automatically assigned and displayed in this field.

Tip: Click the Details link to view more information from the document record.

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.

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 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.

You can enter an optional reference of up to 22 characters for each entry.

The reference appears with the entry on the batch listing report and the G/L Transactions report.

To calculate the retainage amount, the program multiples the document amount (or the document total, if you include taxes in retainage) by the retainage percentage

The retainage amount is subtracted from the document amount (or the document total) to calculate the amount due.

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.

This field displays the total amount for the specified entry.