Overview

Cash Receipts records a customer payment and applies it to open invoices. Enter deposit details (bank, date, check/ACH number, amount, payer) and distribute the payment across invoices. The screen shows running totals for Total Applied and Applied Diff. (unapplied amount).

Note: For receipts not tied to AR invoices (e.g., bank interest, rebates, refunds, loans, miscellaneous income), use Non‑Trade Cash Receipts.

You can also apply existing customer credits or cash-on-account balances alongside cash payments using Apply Credits & Cash on Account.

Pre-Requesite: Bank Code must be previosly defined (See Bank Code Setup)

Header Fields

Bank Number — Deposit bank code and name.
Company Number — Company entity receiving funds.
Deposit Date — Date of deposit (posting date).
Check Number — Check/ACH/Wire reference.
Check Amount — Total amount received.
Payor's Name — Customer name/remitter info.
Totals — Total Applied vs. Applied Diff. (amount remaining to apply).

Note: You can enter multiple deposits for the same bank/date/check number if needed.

Application Grid

Invoice # — Enter Invoice# xxx.nnnnnnn.
- Press / to display and select from a list of invoices for by customer.
- Press COA-dept#to enter a COA (Cash on Account) if no applicable invoice applies
- Press S=stmtno to apply cash to a specific Billing Statement
App. Amnt — Amount of the payment applied to this invoice.
Inv Bal — Remaining open balance before application.
Adj Cde / Adj Amnt — Optional adjustment code and amount (discounts, short‑pay, write‑off).
Balance — Residual balance after application (should be 0.00 if fully paid).

Post a Deposit — Steps

Enter Bank Number, Deposit Date, Check Number, Check Amount, and Payor's Name.
Move to line 6. Invoice # and select or type the first invoice number.
Enter the App. Amnt. Add additional invoice lines as needed until Total Applied equals the Check Amount.
(Optional) Enter Adj Cde and Adj Amnt for discounts or write‑offs.
Review Applied Diff. — it must be 0.00 before you can post.
Choose P to Post. Print a receipt/journal if required.

Commands

Line# — Jump to a field or invoice line.
Quit — Exit without posting.
TOP — Return cursor to the first header field.
PRint — Print deposit entry/receipt.
Hold — Save as held (incomplete) for later completion.
Post — Finalize and post the deposit.

Tips

Use Apply Credits & Cash on Account to apply existing credits alongside cash if needed.
For lockbox/ACH files, consider import utilities (if enabled) to pre‑populate invoices and amounts.
Enter adjustment codes consistently to keep deduction reporting accurate.

Troubleshooting

Applied Diff. not zero → Check invoice amounts and adjustments; confirm the Check Amount is correct.
Invoice not found → Verify Department and invoice number format.
Cannot post → Ensure you have rights and that no lines have negative balances.