Cash Receipts

Menu Path: Daily > Cash Receipts

The Cash Receipts transaction process allows the user to enter cash receipts associated with customer bills. It also includes a mechanism for entering miscellaneous cash receipts and/or miscellaneous charges, such as NSF check charges.

Initially, the user creates a batch header record. Any number of users can enter cash receipts simultaneously because of the batch process. Once a batch header record is created, the user then enters a record for each customer and records the amount received. Once all receipts have been entered, the user prints and journal and the posts the transactions to the customer accounts. The transactions entered do not appear on the customer transaction activity until they have been posted.

Batch ID: Enter a unique batch ID or allow the system to generate a batch ID number automatically.

Process Date: Enter the process date for the batch. This date will be used by the system as the process date assigned to each transaction on the customer transaction history. If the user double-clicks on the field, the system will automatically display the current date as the process date.

Billing Group: Select the billing group from list provided. Receipts are entered by billing group. Only a valid billing group will be accepted by the system.

Use Cash Account: From the list provided, select the cash account that should be debited for this batch. If the field is set to <Service>, the system will use the cash account that has been specified on the Services transaction codes. Otherwise, the system will use the cash account specified in this field. The list will include the general ledger accounts that have been identified as cash accounts on the GL Accounts.

Post Month/Year: Enter the post month and post year in which the general ledger activity for this batch should posted. The system will accept any month between 1 and 12 and any year. The post month and year are not required to match the process date, but it is recommended that these fields match if the general ledger is running on a calendar year.

Note: Enter any note that should be recorded on each customer transaction.

AutoPay Batch?: If the Autopay function is active, the system will automatically create a cash receipts batch when the bills are posted to pay the bills for the Autopay customers. When the batch is created the system will check this box. When the box is checked, the system will automatically create ACH transctions in the Autopay application. If the Autopay is not active, checking this box will have no impact.

When the user selects this button, the system will display the counter receipts window. This window allows the user enter an amount tendered, distribute payments over multiple accounts and calculate change.

When the user selects this button, the system will display the standard cash receipts window . This window allows the user to enter individual customer receipts.

When the user selects, this button, the Receipts Journal and the Receipts Journal Distribution is displayed on the screen. These journals provide the printed audit trail for the receipts transactions. If the system identifies any problems with the transactions entered, an error message will be displayed with transaction in question.

When a payment is applied to the customer’s account, the system will automatically distribute that payment over the outstanding transactions. The order of payment application is defined with the function Update Payment Distribution and is distributed over the principle charges, interest charges, and penalty charges related to services and any miscellaneous charges that have been applied to the customer’s account. This distribution is created when the user selects this button.

When the user selects this button, the system will post the receipts transactions. During the posting process, the system updates customer transactions and history and updates the general ledger activity. Upon completion of the posting procedure, the system deletes the batch and all of the associated transactions.

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Scan…: If the bills are printed with a barcode image of the account number, the system has the functionality to receive the account number by scanning the barcode on the bill. Scanning the barcode in this field is equivalent to manually entering the account number and account suffix. If the scanning option is to be used, then the Activate Scanning? box should be checked. If this box is checked, the system will skip the account number and account suffix fields.

When the user scans the barcode, the system will display the account number, account suffix, customer name and balance due. The system will then position the cursor on the amount field. If the amount paid is the same as the receipt, then the user can scan the next account number in while the cursor is positioned on the amount field. If the amount displayed is different from the actual amount received, the user must change the amount to reflect the actual receipt, key Enter and then scan the next account number.

Account: Enter the account number and account suffix. The user can scan the customer master table to select the correct account number it is not known.

Check No: Enter the check number associated with the cash receipt. When the window is initially displayed, the system will skip the check number field. If the user is going to enter the check numbers, then the user should check the Enter Check Numbers? box. If this box is checked, the system will stop at the check number field.

Amount: Enter the amount of the cash receipt. When the account number and account suffix are entered, the system will display the balance due for the customer. If the amount displayed matches the actual receipt, select Enter, and begin the next transaction. If the amount does not match the actual receipt, enter the correct amount and then select Enter.

Date Added: This field is the date and time the transaction was entered and is maintained by the system. Using the field, the system will display the transactions in the order that they are entered.

Note: Enter a note that is specific to this customer’s transaction. The note will be saved with the customer transaction.

The receipts entry also provides the user with the ability to enter miscellaneous adjustments to the customer transactions at to record receipts that are not directly associated with bills that have been sent to the customer. An example of a miscellaneous charge would a charge to the customer’s account for an NSF Check, or a reduction in the customer’s account for early payment. An example of a miscellaneous cash receipt would be the customer paying for a filing fee or permit. This transaction is also used by the system to record interest that is earned on a loan.

Misc Cash?: If this box is checked, the system will process the miscellaneous transaction as a cash transaction. For a postive amount, the system will debit the Cash Account and credit the revenue account. The transaction will have no impact on the customer’s balance but a memo entry will be recorded as part of the customer’s transaction history. The amount will display in the amount column on the Receipts Journal.

If the box is not checked, the system will process the transaction as an adjustment to the customer’s account. For a positive amount, the system will debit the Accounts Receivable (A/R) account and credit the revenue account. The customer’s balance will also be adjusted by the same amount. The amount will appear in the adjustment column on the Receipts Journal

Miscellaneous: Enter the transaction code that represents the adjustment. The user may select from any of the transaction codes that are defined on the system.

Note: This feature is used by the system to apply interest charges on outstanding loan services. To review how the system processes loan payments, click here.

Misc Amount: Enter the amount of the miscellaneous transaction. If the amount is positive, it will be added to the customer’s account.

Manual Distribution?: When the journal is printed, the system creates a set of detailed transactions based upon how the payment will be distributed. If the user wishes to override the distribution scheme of the system, this box should be checked, and the distributions should be entered by the user.

If this button is selected, the system will display the current transaction activity of the customer.

If this button is selected, the system will display the distribution of the payment. The user accesses this window to manually change the distribution created by the system.

Transaction Code: Enter the transaction code from the valid list of transaction types.

Amount: Enter the amount associated with the transaction code.

Debit Account: Enter the general ledger account that should be debited by the amount. When selecting the account number, the sign of the amount should be ignored. Regardless of the sign of the amount, the amount will be debited to this account.

Credit Account: Enter the general ledger account that should be credited by the amount. When selecting the account number, the sign of the amount should be ignored. Regardless of the sign of the amount, the amount will be credited to this account.

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The difference between this process and the standard receipts entry is two-fold. First, the user can enter the amount tendered and the system will calculate the change. Second, the user may enter multiple account bills to be paid with a single check or cash receipt. The transactions are being entered into the standard cash receipts. Once all counter receipts have been entered, the user may print the journal and post the transactions as with the standard entry.

Billing Group: Select the billing group from the list provided. If a billing group is selected that is not the original billing group, the system will create a new batch record.

Check Number: (Optional) Enter the check number tendered by the customer. If a check number is entered, it will be defaulted on each transaction.

Note: (Optional) Enter a note for the transaction.; If a note is entered, it will be defaulted on each transaction.

Scan…: If the bills are printed with a barcode image of the account number, the system has the functionality to receive the account number by scanning the barcode on the bill. Scanning the barcode in this field is equivalent to manually entering the account number and account suffix. If the scanning option is to be used, then the Activate Scanning? box should be checked. If this box is checked, the system will skip the account number and account suffix fields.

When the user scans the barcode, the system will display the account number, account suffix, customer name and balance due. The system will then position the cursor on the amount field. If the amount paid is the same as the receipt, then the user can scan the next account number in while the cursor is positioned on the amount field. If the amount displayed is different from the actual amount received, the user must change the amount to reflect the actual receipt, key Enter and then scan the next account number.

Account: Enter the account number and account suffix. The user can scan the customer master table to select the correct account number it is not known.

Check No: Enter the check number associated with the cash receipt. When the window is initially displayed, the system will skip the check number field. If the user is going to enter the check numbers, then the user should check the Enter Check Numbers? box. If this box is checked, the system will stop at the check number field.

Amount: Enter the amount of the cash receipt. When the account number and account suffix are entered, the system will display the balance due for the customer. If the amount displayed matches the actual receipt, select Enter, and begin the next transaction. If the amount does not match the actual receipt, enter the correct amount and then select Enter.

Date Added: This field is the date and time the transaction was entered and is maintained by the system. Using the field, the system will display the transactions in the order that they are entered.

Note: Enter a note that is specific to this customer’s transaction. The note will be saved with the customer transaction.

The receipts entry also provides the user with the ability to enter miscellaneous adjustments to the customer transactions at to record receipts that are not directly associated with bills that have been sent to the customer. An example of a miscellaneous charge would a charge to the customer’s account for an NSF Check, or a reduction in the customer’s account for early payment. An example of a miscellaneous cash receipt would be the customer paying for a filing fee or permit. This transaction is also used by the system to record interest that is earned on a loan.

Misc Cash?: If this box is checked, the system will process the miscellaneous transaction as a cash transaction. For a postive amount, the system will debit the Cash Accout and credit the revenue account. The transaction will have no impact on the customer’s balance but a memo entry will be recorded as part of the customer’s transaction history. The amount will display in the amount column on the Receipts Journal.

If the box is not checked, the system will process the transaction as an adjustment to the customer’s account. For a positive amount, the system will debit the Accounts Receivable (A/R) account and credit the revenue account. The customer’s balance will also be adjusted by the same amount. The amount will appear in the adjustment column on the Receipts Journal

Miscellaneous: Enter the transaction code that represents the adjustment. The user may select from any of the transaction codes that are defined on the system.

Note: This feature is used by the system to apply interest charges on outstanding loan services. To review how the system processes loan payments, click here.

Misc Amount: Enter the amount of the miscellaneous transaction. If the amount is positive, it will be added to the customer’s account.

Manual Distribution?: When the journal is printed, the system creates a set of detailed transactions based upon how the payment will be distributed. If the user wishes to override the distribution scheme of the system, this box should be checked, and the distributions should be entered by the user.

Amount Received: Enter the total amount received. As the user applies the payment to various accounts and miscellaneous payments, the system will calculate the change due to the customer. If the amount tendered is equal to the amount due, the user does not need to enter this field. This field is only to calculate the change due.

When the user selects this button, the system will print a receipt to the default printer. This receipt is formatted for a three-inch strip printer. . To view a sample of the standard counter receipt, click here.

When the user selects this button, the system will erase the amount received and change field. The system will also remove the transactions from the window. Once this button has been selected, the user cannot display the counter receipt again

If this button is selected, the system will display the current transaction activity of the customer.

If this button is selected, the system will display the distribution of the payment. The user accesses this window to manually change the distribution created by the system.

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