A/R Quick 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 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.

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 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.

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.

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.

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.

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.

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.

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 program displays the payment type specified for the payment code you entered.

The payment type can be Cash, Check, Credit Card, or Other.

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 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.

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.