Cash Receipts

Entering payments against existing Sales Order invoices is quick and easy, and depends largely on the information available on the check received from the customer. The types of information received with the check can be divided into three categories:

Checks where one invoice is noted, by either invoice number or Bill-to PO, as being paid.
Checks where many invoices are noted, by either invoice number or Bill-to PO, as being paid.
Checks which do not note invoices being paid by number, but contain a name and amount paid.

The process for applying payments differs slightly, depending on the information provided, for the sake of efficiency.

System Navigation

Accounting > Cash Receipts

Cash Receipts pre-filter

The Cash Receipts pre-filter is used to produce reports for a variety of invoice scenarios. From this pre-filter, Users can access the Invoices to Pay form and the Pay by Month form, as well as make a payment on an account.

Button/Field/Flag	Description
View	Generates the report selected using the pre-filters entered. Not available when "Report Type" is set to "Payment On Account".
Apply	Posts the payment as specified in the pre-filter. Only available when "Report Type" is set to "Payment On Account".
Report Type	Pick list used to determine the kind of report that will generate. Options are: Pay By Month - Opens the Pay By Month form, which displays outstanding total invoices by month. From this form, invoices can be paid by monthly periods or individually. Payments on Account - Used when checks do not note which invoices are being paid and creates a payment as a Sales Order with a negative "Balance Due" for the selected Ship-to Company that can be applied to an outstanding invoice at a later time. The Net1 Credit Card Processor can be used for Payments on Account (beginning in version 17.02.018.0000). When applying payments on account and using a Net 1 processor and Payment Type using credit cards, the system will display the Net1 Payment window. Pre-Payments - Opens the Invoices to Pay form populated by Sales Orders that exist, but have not yet been invoiced. If a partial pre-payment is posted, once the order is invoiced, the pre-payment amount is transferred from the pre-payment account to a regular payment account. If an order is fully pre-paid, upon invoicing the order is marked as paid. Regular Payments - The default for Cash Receipts which displays all invoiced but not paid Sales Orders in the Invoices to Pay form.
Bill-to Company	Used to filter for invoices by Bill-to Company.
Ship-to Company	Used to filter for invoices by Ship-to Company.
Billing Group	Used to filter for invoices by Billing Group. Not available when "Report Type" is set to "Payment On Account".
Sales Order	Used to filter for invoices for a specific Sales Order. Not available when "Report Type" is set to "Payment On Account".
Bill-to PO	Filters by "Bill-to PO" field on the General 1 tab of Sales Orders. Not available when "Report Type" is set to "Payment On Account".
Ship-to PO	Filters by "Ship-to PO" field on the General 1 tab of Sales Orders. Not available when "Report Type" is set to "Payment On Account".
Order Description	Filters by the "Description" field on the Misc 1 tab of Sales Orders. Not available when "Report Type" is set to "Payment On Account".
Payment Date	Sets the Payment date for invoices paid after selection. Example: If a date is changed to 09/20/2013, invoices paid with that filter will have a payment date of 09/20/2013.
Cash Account	Sets the Cash Account to which check payments will be made. The default for this field is determined by the Cash Account specified (1) on the Payment Type assigned to the order or (2) in Accounting > Options > Accounts Receivable tab.
Credit To Account	Sets the Credit To account for Payments on Account. Only available when "Report Type" is set to "Payment On Account".
Facility Group	Used to filter for invoices by Facility Group.
Facility	Used to filter for Invoices by Facility.
Amount	Sets the amount of payment to make to an account. Only available when "Report Type" is set to "Payment On Account".
Reference	Stores a payment reference number, such as the check number. Only available when "Report Type" is set to "Payment On Account".
Deposit Number	Stores a number that will carry through to the Process Checks form and allows multiple payments to be made using the same Deposit Number. Useful in situations where banks allow multiple checks to be grouped together into a single deposit with a transaction or deposit number to track it.
Bill-to Credit Card	Used to select a credit card that has been stored against a Bill-to Company. Only available when "Report Type" is set to "Payment On Account". If using the Credit Card Processor "NET1", an additional window will be opened to input payment information. When processing payments in NET1, (beginning in version 17.02.018) the card that is supplied no longer needs to have an address that matches the address on the Bill-To.
Payment Type	When "Report Type" is set to "Payment On Account," this field is used to indicate the Payment Type that will be used to process the transaction. When "Report Type" is set to "Pre-Payments" or "Regular Payments," this field filters for orders whose Payment Type matches the Default Payment Type specified on the Credit tab of the Customer record.
Payment Currency	Sets the Currency in which orders will be displayed on the Invoices to Pay form and in which payments will be made for the selected orders. Example: If an order was created in USD and this field is set to EUR, the order will be displayed with an EUR balance. When the payment is applied, the amounts will be set for the EUR currency. The default value for this field is based on the currency marked as the default via Accounting > Maintenance > Currencies. Note: If the Cash Account selected has a currency specified, this currency will provide the default value for this field and not the currency marked as the overall default. Added to support multi-entity and multi-national customers to help prevent errors and speed up transaction time.
Currency Filter	Filters for orders that were created in the selected Currency. Only available when "Report Type" is set to "Regular Payments". or "Pre-Payments".
Print Receipt	If checked, prints a receipt of the transaction. Only available when "Report Type" is set to "Payment On Account".

Pay By Month form

Opened via the "View" button when "Report Type" is set to "Pay By Month" on the Cash Receipts pre-filter, the Pay By Month form allows easy payment of monthly invoice totals for individual Bill-to Companies. On the header of this form, unpaid financial periods are displayed with their monthly balances. Default columns listed on the header include: Period, Month, Gross Due, Discount, Net Due, and Selected.

Field/Button	Description
Total Gross	Displays the total gross amount of the periods selected in the header. The gross amount is the amount prior to applicable discounts from the terms. Multiple periods may be selected at once.
Total Net	Displays the total net amount of the periods selected in the header. The net amount is the amount after applicable discounts from the terms. Multiple periods may be selected at once.
Cash Account	Select a cash account to make payments to.
Currency	Select a Currency for payments.
Regular	Opens the "Invoices to Pay" form and displays all invoices for the selected Company individually.
Pay Gross	Opens the "Process Checks" form for the total gross amount of a selected periods. This is for Customers not taking a discount and paying all invoices within selected periods with a single check. The number of Invoices being paid with the check will be displayed in Process Checks.
Pay Net	Opens the "Process Checks" form for the total net amount of a selected month's invoices. This is for Customers taking a discount and paying all invoices within selected periods with a single check. The number of Invoices being paid with the check will be displayed in Process Checks.

Cash Receipts report

Opened via the "View" button on the Cash Receipts pre-filter, the Cash Receipts report is a mover form which lists outstanding orders on the left-hand side, invoices to pay on the right-hand side, and information regarding the check(s) and amounts that the transactions are for. Double clicking an order in the Outstanding Orders section will move it to the Invoices To Pay section and update the check fields, and vice versa; double clicking an order in the Invoices To Pay section will move it to the Outstanding Orders section and update the check fields.

Button/Field	Description
View Detail	Opens the order selected in the Invoices to Pay section in view mode.
Apply	Opens the Process Checks form and applies the payments to the selected orders as configured.
Remarks	Displays the Remarks entered on the Sales Order header Misc 2 tab.
Modify Amt	Opens the Payment Deductions form, which is used to apply deductions to the order selected in the Invoices to Pay section. When applying Payments on Account, the POA Cash account as defined in Accounting > Options > Accounts Receivable tab will be displayed instead of the regular cash account.
Short/Over Pay	Opens the Short/Over Pay form, which is used to enter the amount from the check and determine how to handle the shortage/overage.
Import Excel	Option to import payment information from a properly formatted user selected spreadsheet. When a file is selected here, ensure it has the exact column names shown below in the exact order. Spreadsheet formatting rules: The spreadsheet must have all six of these exact column names in this exact order: Date Paid, Order Number, Bill-To PO, Check, Amount, Payment Type The following two columns may optionally be added at the end of the six required above: Adjustment Amount, Adjustment Account Example of properly formatted spreadsheet below: Importing rules/logic Only one of Order Number or Bill-To PO is required. One of either Order Number or Bill-To PO must be filled in on each row in the excel sheet. The fields on the excel sheet correspond to the fields on the right hand side of the Cash Receipts from prior to the user clicking the "Apply" button. Once the "Apply" button is clicked the system displays a prompt showing all details of what will be processed in Deacom. If multiple orders are paid using the same check number, this will be treated as if the user manually moved those orders to the right side of the Cash Receipt form and clicked the "Apply" button, paying with the same check.
Open Orders For	Displays the Bill-to Company, if one was selected on the pre-filter.
Checks To Print	N/A to this form as payments are being received, not made.
Invoices To Pay	Indicates the number of orders in the Invoices To Pay section.
Discount	Pick list used to determine the discount preferences for the orders. Options are: No Discount - No discount will be applied, regardless of what the Terms on the order(s) may indicate. Take Discount - The discount indicated on the Terms of the order(s) will be applied regardless of the "Discount Cut-Off" indicated on the Terms. Use Order Setting - The discount indicated on the Terms of the order(s) will be applied, but only if payment is being processed within the "Discount Cut-Off" indicated on the Terms.
Total Gross	Displays the total dollar amount of orders being paid.
Deductions	Displays the total number of deductions being given.
Cash Discounts	Displays the total sum of the cash discounts being applied.
Total Cash	Displays the total cash to be received.

Payment Deductions form

Opened via the "Modify Amt" button on the Cash Receipts report, the Payment Deductions form lists the accounts being credited and debited for this payment and is used to indicate partial payments, increase discount amounts, or take additional deductions, and usually occurs when the "Total Cash" field is greater than the amount of the check. This form is also used in situations where check amounts will need to be applied to different accounts besides the Cash and AR accounts, which are the default accounts to which Cash Receipts are applied. Once the Payment Deductions form has been launched, the form will display a debit against the appropriate Cash account and a debit against the appropriate AR account.

Note that deductions are applied to single orders one at a time. Once the user has moved the appropriate order to the Invoices To Pay section of the Cash Receipts report, they may click the "Modify Amount" button to display the Payment Deductions form for that order only. Once the appropriate deductions have been taken, users may save the entry, return to the Cash Receipts report, and then select another invoice to make a deduction.

One example of how this form may be used when the "Total Cash" field is greater than the amount of the check is explained in the process below. In this case, users will need to determine whether to increase the Discount amount, take additional deductions, partially pay the invoice, or some combination of all three. The table below the example indicates the fields and options available to the "Payment Deductions" form.

If the standard terms discount has already been taken, with the "Take Discounts" checkbox, and need to change the discount, remove the invoice from the right-hand, to-be-paid side by clicking the "< Remove" button (or Alt-R). Clear the "Take Discounts" checkbox and move the invoice back to the right by clicking the “Move >” button. Click the "Modify Amt" button to bring up the detailed GL entry to modify.
Next, take a manual discount by clicking on the "Account" field and entering the Discount GL account, using the "Standard GL account" search box. Tab to the "Debit Amount" field and enter the new discount amount. Click the "Add Line" button to see the new discount line added to the GL entry, and the Cash amount reduced.
On the "Payment Deductions" form, enter additional deductions in the same way, by clicking on the "Account" field and entering the Deduction GL account, using the "Standard GL account" search box. Tab to the "Debit Amount" field and enter the deduction amount. Click the "Add Line" button to see the new deduction line added to the GL entry, and the Cash amount reduced.
Next, enter a reduced amount of the total invoice to be paid by clicking or tabbing to the "Set Total Amount" field and entering the total amount that the invoice should be reduced by. The credit to AR will be set to whatever is entered. Previously established discounts and deductions remain and the difference will be entered as the debit to Cash.
When finished manually editing the GL entry, click "Save" (Alt-S) and "Exit" (Alt-X) to leave the "Payment Deductions" form and return to the Invoices to Pay form. Once again, the "Cash" field on this form should match the amount of the check, and the total deductions and discounts can be reviewed before clicking "Apply" and returning to the original work flow, at the Process Checks form.

When adding and modifying Journal Entry lines to account for payment deductions, the "Description" field can be used for reporting purposes.

Button/Field	Description
Add	Opens the Edit Payment form to add a new Journal Entry line, which is used to select an account and enter an amount and description.
Modify	Opens the Edit Payment form for the selected Journal Entry line, which is used to select an account and enter an amount and description.
Delete	Deletes the selected Journal Entry line.
Order	Displays the Sales Order Number for which deductions are being applied.
Set Total Amount	Displays the total amount being paid by the customer. Modifying this number automatically adjusts the Credits and Debits listed. If this number is set to a lesser value than what is due, the difference will remain as to be received on the order.

Short/Over Pay form

Opened via the "Short/Over Pay" button on the Cash Receipts report, the Short/Over Pay form lists the customer, Facility, and check amount information and allows the user to create a rebilling Sales Order for the outstanding or overage amount.

Button/Field	Description
Apply	Applies the payment as specified in this form and, if the "Create Rebilling SO" flag is checked, creates a Sales Order for the "Shortage" amount listed.
Payment Date	Specifies the date the payment will be posted to the GL.
Bill-to Company	Displays the Bill-to Company associated with the order(s) being paid and who the check is from.
Ship-to Company	Displays the Ship-to Company associated with the order(s) being paid.
Facility	Displays the Facility associated with the order(s) being paid.
Invoice Total	Displays the total amount for all orders listed in the Invoices To Pay section.
Check Total	Indicates the amount listed on the check.
Shortage	Displays the difference between "Invoice Total" and "Check Total". If the "Create Rebilling SO" flag is checked, this will be the amount of the Sales Order.
Work Flow	Displays the Work Flow associated with the order(s) being paid.
Create Rebilling SO	If checked, a Sales Order will be created for the Bill-to, Ship-to, and Shortage specified. Orders with a positive amount will be treated as regular Sales Orders to be paid; Orders with a negative amount will act as payments on account.

Process Checks form

Opened via the "Apply" button on the Cash Receipts report, the Process Checks form applies the payments to the selected orders as configured.

Button/Field/Flag	Description
Number of Checks	The number is this field is set to 0 unless processing a credit. In this case, the system will indicate the number of checks, per customer, that will be generated.
Invoices Paid	Displays the total number of invoices that will be paid with this transaction.
Total Gross	Displays total gross amount for all orders being paid.
Cash Discounts	Displays total Discounts to be applied from agreed upon Terms.
Deductions	Displays total manual Deductions to be applied.
Total Cash	Displays total amount to be paid after Discounts and Deductions.
Payment Amount	Represents the total payment amount that will be entered into Deacom. Access to this field is controlled via the "Accounting -- bypass payment amount" security setting. If the security setting is set to "No," this field is enabled, and the user must enter an amount equal to the Total Cash amount before continuing. If the security setting is set to "Yes," this field is disabled, and the Payment Amount will be set as the full Total Cash amount.
Reference	Used to record a reference number for the payment being received, typically the check number from the customer.
Deposit Number	Displays a number to use as a reference for deposits made.
Date Paid	Displays the date with which payment will be posted. Populates based on the "Payment Date" selected in the Cash Receipts pre-filter.
Bill-to Credit Card	Allows the user to select a credit card saved to the Bill-to Company record to use as a payment method. If using the Credit Card Processor "NET1", an additional window will be opened to input payment information.
Payment Type	Search field used to select the Payment Type being used to process the transaction.
Cash Account	Search field used to select the Cash Account to which the check amount will be credited. Populates based on the "Cash Account" selected in the Cash Receipts pre-filter. The default selection is defined via the "Cash Payments" field in Accounting > Options > Accounts Payable tab.
Paper Output	If checked, a record of the transaction will be sent to the printer specified in the "Printer" field.
Printer	Pick list used to select the Printer where paper output is to be printed.