A/R Receipt Entry Screen

The customer's account set appears as the default in this field, but you can change the account set to another one that uses the customer's currency.

Note: You cannot specify an account set for apply transactions, for miscellaneous receipts that have no customer number, or for adjustments you make in Receipt Entry.

This field appears if you select Receipt as the transaction type. It displays the total credit you are advancing to your customer on the current receipt.

You use the Zoom button beside the field to open the Advance Credit screen, which lets you process an advance credit to a customer for goods that they have returned, but which you have not yet received. For more information, see About Processing Advance Credits for the Return of Goods.

On the customer's statement, the invoice to which advance credit is applied appears as fully paid. However, because the advance "credit" is actually a separately numbered debit document, it remains on the statement, reflecting the customer's true unpaid balance, until you issue a credit note when the goods are received.

This field appears for prepayments. You use it to specify the type of reference to use when selecting the document to which you are going to apply the prepayment.

You can select:

• Document Number (invoice or debit note)
• PO Number
• Order Number
• Shipment Number

Then, in the Apply To field, you specify the document number, PO number, order number, or shipment number.

You use Apply Document transactions to apply a posted prepayment, unapplied cash transaction, or credit note to outstanding documents in the customer's account. (You specify the outstanding document in the Document Number field.)

Note: When you apply credit notes that include retainage, only the original document balances are affected. Outstanding retainage amounts remain with original documents until you post retainage documents or adjustments to clear the outstanding retainage.

Specify one of the following methods for applying partial customer payments to a number of invoices:

• Top Down. Receipts are applied automatically to invoices beginning with the first invoice until the receipt is fully applied.
  • If you use this method to apply a receipt to an invoice that uses a multiple payment schedule, you may have to adjust the amounts manually. For invoices with a multiple payment schedule, you should prorate the receipt by amount.
  • Discounts, if any, are applied to the last allocated line only. If you wish to allocate discounts proportionately, prorate the receipt by amount.
• Prorate By Amount. Payments are applied proportionately to all invoices, depending on their relative amounts.

To open a separate screen where you can apply a receipt to the details of a job-related invoice (for a contract that you manage using Sage 300 Project and Job Costing), select the invoice on the detail-entry table, and then click Jobs.

You enter a number in this field only for Prepayment transactions.

Enter the number of the invoice, debit note, purchase order, or sales order to which a prepayment applies, if you know it.

The document number you specify does not have to exist in Accounts Receivable. Later, when you enter and post the specified document (or the document that contains the specified purchase order number or order number), Accounts Receivable applies the prepayment to the document during posting.

You do not have to enter a number in this field.

Note: If you do enter a number, you can click the Inquiry button beside the Document Number field to view comprehensive Accounts Receivable information for the apply-to document in the Document Inquiry screen.

When applying transactions using Select Mode, you click the Auto Apply option, and then click the Go button to apply a receipt or apply-document transaction to a customer's account.

Accounts Receivable automatically applies the amount to outstanding invoices, debit notes, and interest charges for the customer, starting with the document with the earliest due date. If an amount is left over, it is applied to the document due next, and so on, until the amount is fully applied.

To apply additional posted credit notes, prepayments, partially applied receipts, and unapplied cash transactions together with the current receipt, change their Apply statuses to Yes in the table before you click the Go button.

You can make any changes you need to the list after using the Auto Apply option.

Note: Clicking the Go button does not change previously entered Apply statuses or amounts. If you made a mistake in applying amounts and want begin again, change the Apply statuses back to No, clear the Auto Apply check box, then click the Go button to reset the table.

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 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.

Use this field to:

• Create a new batch.
• Select the number of an existing batch you want to edit.
  

The batch number is a permanent part of the information stored for a receipt, and it appears with the transaction on Accounts Receivable reports, such as posting journals and the G/L Transactions report, if you use the option to use the numbers as the description or reference for general ledger transactions.

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, in your general ledger (unless you consolidate the transactions during posting in Accounts Receivable).

For more information, see Adding, Editing, or Deleting a Receipt Batch.

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.

Identifies the customer account to which to post a receipt. You can type the customer number or select it from the Finder for the Customer Number field.

Tip: To view comprehensive Accounts Receivable information for a selected customer, click the Inquiry button beside the Customer Number field. The Customer Inquiry screen appears, with the current customer selected.

This field appears in multicurrency ledgers for customers who do not normally use the currency assigned to a receipt batch.

The field shows how much of the selected receipt or credit note has not yet been applied to the customer's account, in the customer's currency. (The Receipt Unapplied field shows the unapplied amount in the receipt currency.)

This field appears only for miscellaneous receipts in multicurrency ledgers.

It shows the undistributed amount in the customer currency. (The Receipt Undistributed field shows the undistributed amount in the receipt currency.)

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.

The deposit date is the date you deposit the receipts for the deposit number at the bank. The deposit number is printed on the deposit slip.

Accounts Receivable assigns the batch date as the default for this field, but you can change it.

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 can contain an optional description of the entry, up to 30 characters long.

When you add a transaction (except for Apply Document transactions) in either Receipt Entry or Quick Receipt Entry, a document number is assigned to the transaction. The number is determined by the prefix and next number entered for the receipt transaction type on the Numbering tab of the A/R Options screen.

When entering an Apply Document transaction, use the Document Number field to select a prepayment, unapplied cash, or credit note transaction to apply to an account.

You must use a valid document number from the customer's account.

Note: If you want to view comprehensive Accounts Receivable information for the specified document, click the Inquiry button beside the Document Number field. The Document Inquiry screen appears, with the current document selected.

Use this field to specify the type of document to which to apply the current receipt or credit document.

If you are entering a Receipt transaction, you can apply the receipt to invoices, debit notes, and credit notes.

If you are entering an Apply Document transaction, you can apply a selected credit document only to invoices and debit notes.

This field displays the name of the person who entered the transaction.

Use this field to open an existing receipt by entering the entry number for the receipt.

When you add the miscellaneous receipt, Accounts Receivable assigns the number using the prefix and next number specified on the A/R Options screen for invoices, or you can type an invoice number.

If you are viewing a posted miscellaneous receipt, you can click the Inquiry button beside the Document Number field to view comprehensive Accounts Receivable information for the invoice in the Document Inquiry screen.

Note: You can use an invoice number only once.

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 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.

Use this field when applying receipts in Select Mode to specify the order by which to list the customer's documents. You can choose Document Number, PO Number, Due Date, Order Number, Document Date, Current Balance, or Original Document Number.

Tip: If you use retainage accounting, listing documents by their original document number makes it easier to apply retainage payments when you receive these amounts from customers.

You set the default order for this field using the Default Order Of Open Documents option on the A/R Options screen.

When you enter a customer number, Accounts Receivable displays the payer name from the customer record. You can enter another name, such as the name on a third-party check.

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.

The posting date is used to record the date the document was applied to another transaction and when it is posted to General Ledger. It does not affect the determination of the discount or the days to pay statistics.

Accounts Receivable also uses this date to select the default fiscal year and period to which the transaction is posted. (You cannot change to another year or period.)

The default posting date that appears depends on your choice for the Default Posting Date option on the A/R Options screen.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

The Processing Code field becomes available after you select a payment code that uses the SPS Credit Card payment type.

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

Verify that the Processing Code field displays the correct processing code. If you need to change it, type the code or use the Finder 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.

This field appears only for miscellaneous receipts.

It shows the amount of the receipt that has not been distributed to general ledger accounts. In a multicurrency ledger, the amount is shown in the receipt currency. The Customer Undistributed field shows the equivalent amount in the customer's currency.

Use the field to check that you have distributed the correct amount before posting the batch. You cannot post the receipt until the undistributed amount is zero.

For transaction types other than Miscellaneous Receipt, you can use this field to store additional information (such as the EFT number) that you want to keep with the transaction.

For Miscellaneous Receipt transactions, enter an optional reference for the distribution.

This reference appears with the distribution in the General Ledger batch, if you select the Type-Posting Seq.-Batch-Entry No. (Number) option for the G/L Reference Field option on the G/L Integration screen, and you do not consolidate general ledger transactions during posting.

The mode you select when applying receipts and credit notes determines the method by which you select the documents to pay.

Select Mode lets you order the list of documents outstanding for the customer, so you can easily mark the ones to pay. You can specify the type of document to display and the order in which to list documents of the selected type. You can also see any transactions that are pending against the customer's open documents in other unposted batches or entries.

You must turn on Select Mode to use the Auto Apply option when applying receipts to the accounts of balance-forward customers.

If you do not use Select Mode, you apply receipts directly to document numbers by typing each document number to which you will apply an amount, or by selecting it from the Finder. You cannot see pending transactions or use the Auto Apply option.

The name of this field varies according to your selection in the Order By field.

Use the field to type the number, amount, or date of the first record you want to see in the list of the customer's open documents.

Note: When you display documents for a national account, they are listed first by customer number, then by the method you specify in the Starting field.

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.

Tax groups specify the authorities that tax the customer and assign the customer's tax classes in each authority. (Tax classes determine the specific classification for a tax, such as which rate is applied or whether the customer is exempt.)

The customer's tax group appears in the field when you enter the customer number. You can assign a different tax group, or you can change the tax information for the document on the Document Taxes screen. You can also change the detail tax class or tax included status for any of the detail lines you enter with the document.

To change the tax rates for a tax authority, however, you must use the Tax Services screens in Common Services.

In multicurrency ledgers, if you change the tax group to one that uses a different currency than the customer, you can choose whether to let the program calculate the tax reporting amount, and you can change the tax type, rate date, and exchange rate for the tax reporting currency.

This field displays the total for the batch.

The program displays the total tax calculated or entered for all the details and tax authorities used on the document.

You can specify the following transaction types for a receipt:

• Receipt. More...

  Receipts are payments for specific invoices. You apply them to the customers' accounts before you post the receipt batch. Receipts that are not fully applied are posted with an unapplied balance. You can apply the under-applied receipt, later, using an Apply Document transaction.

• Prepayment. More...

  Prepayments are cash on account that can be posted now and applied later to invoices.

• Unapplied Cash. More...

  You record an unapplied cash transaction when you receive a customer payment and you cannot identify an invoice to which it should be applied.

• Miscellaneous Receipt. More...

  Miscellaneous receipts are either:

  • Receipts that do not involve customer accounts, such as a payment for a long distance call, or a check from the sale of capital equipment.
  • A "cash receipt" from an existing customer. If you receive immediate payment for a sale, you can use a miscellaneous receipt to record both the receipt and the sale. When you post a miscellaneous receipt for an existing customer, Accounts Receivable creates an invoice using account distributions you enter with the receipt. It also assigns an invoice number using the prefix and next number specified for invoices on the A/R Options screen.
• Apply Document. More...

  You use Apply Document transactions to apply a posted prepayment, unapplied cash transaction, or credit note to outstanding documents in the customer's account. (You specify the outstanding document in the Document Number field.)

  Note: When you apply credit notes that include retainage, only the original document balances are affected. Outstanding retainage amounts remain with original documents until you post retainage documents or adjustments to clear the outstanding retainage.

This field displays the amount of the selected receipt or credit note that has not been applied to a customer account. Confirm that this amount is correct before posting the batch.

In Receipt Entry, the year and period are combined in one field.

In the Quick Receipt Entry screen, the year and period are in separate fields that you can reach by pressing the Tab key or by clicking the field.

Accounts Receivable automatically displays the fiscal year and period for the posting date you enter for a receipt. You cannot change the year or period except by changing the posting date.