Contents

Overview

Work with Bank Deposits

Work with Bank Deposit

Display Bank Deposit

Work with Payments

Display Payments

Work with Payment

Display Payment

Work with Payment Allocations

Display Payment Allocations

Work with Payment Allocation

Display Payment Allocation

Work with Items to Pay

Apply Payment to Statement

Work with Statement Items to Pay

Work with Distributions

Display Allocation Distribution

Work with Payment Distribution

Work with Item Distributions

Work with Item Distribution

Apply Partial Payment

Overview

The Accounts Receivable System allows you to record payments from customers and to apply the payments to the invoices and/or other receivable items owed by the customer. These payments are grouped together and entered as deposits into the Accounts Receivable System. Each deposit entered into the system should be balanced with the actual amount deposited at the bank. This allows you to more easily balance your bank account by having amounts on Accounts Receivable reports and General Ledger entries match the deposit amounts on the statement from your bank.

Excluding related comments, there are four record types that make up a deposit. In most cases you will deal with only three of these records.

In most cases during entry you will not see the Paid For record. The system will automatically create a Paid For record with the same customer account number and amount as the Paid By record. If you do not fully distribute the payment amount to the Paid By customer, the system will prompt you for additional Paid For accounts. When you distribute all of the payment amount to the Paid By account, the system will return to a prompt for the next payment.

When you have completed entry of the Bank Deposit and insured that it balances to the actual dollar amount deposited in the bank, you must post the deposit. All deposits for an accounting period must be posted before you can close the period.

Unposted deposits are not reflected on agings or statements but are immediately reflected on any inquiries and account balances as they are entered.

The links will guide you through the basic steps to enter a deposit. They are not intended to show you all of the options and functions available. Use this Quick Start guide while you actually enter a deposit. Each Quick Start link will give you the information you need to enter a simple straightforward deposit. Click on the above image to start the Quick Start guide.

We suggest that you practice entering deposits and explore the many options and functions in order to fully learn the features available to you. When you are finished with practice deposits, you can unpost and delete your practice deposits.

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This display is used to work with Deposits using various options and functions.

Access Work with Bank Deposits by selecting option "3=Deposits" from the Accounts Receivable System display. The following display should be shown. All deposits in history can be accessed from this display. The deposits are listed in descending date order with the most recent deposits at the top of the list. If you have not created any deposits, no deposits will appear on the list. Use function "F6=Create" to add a new deposit.

- From this display you can start a new deposit by using the "F6=Create" function key. You will be prompted for information to set up a new deposit. Click on the above Quick Start image to advance to that display.

This display is used to create a new Deposit.

Access the Work with Bank Deposit display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use function "F6=Create". The following display will appear.

- On this display enter a deposit number and the date of the deposit in the fields provided. Accept the Cash G/L Account that is shown. You can read the field infomation below the screen image if you need more inforamtion. When you have filled in the fields, press the "ENTER" key. A prompt will appear for information related to the payment. Click on the above Quick Start image to advance to that display.

Enter the following fields:

Deposit Number: Enter a number which identifies the deposit. This is useful if you have multiple deposits on the same day or multiple users entering deposits. One suggestion is use the initials of the user combined with the date in YYMMDD format. If the same user enters multiple deposits for the same date, suffix the Deposit Number with a letter or number. When the list of deposits is displayed in Deposit Number order the users deposits will be listed in date order. The Deposit Number must be unique for each deposit.

Date: This date defaults to the current date. You may change it if necessary. It should be the date the deposit was made at your bank. This date will be used to determine the accounting period for statements, agings and general ledger. This date will also be used on the journal entry passed to the general ledger for the deposit. Using the correct deposit date will make your bank reconciliation easier.

General Ledger Account: This account defaults to the company value for Default Cash G/L Account. If this is not the correct account for the deposit being entered, change it to the general ledger account number representing the bank account where the deposit is made. If you position the cursor on this field and use the F4 key, you can select the account from a list of available accounts for deposits.

If you are creating a new deposit, use the "ENTER" key to add the record. You should now see a blank Work with Payment display.

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This display is used to see a Bank Deposit record after the deposit has been posted .

Access the Work with Bank Deposit display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use option "5=Display". The following display will appear.

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This display is used to work with and create payments within a deposit.

Access the Work with Payments display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use option "3=Payments" against the deposit for which you want to see a list of payments. If there are no payments in the deposit, the list will be empty.

Some of the following functions may not be available on some versions of this display.

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This display is used to to work with a payment.

Access the Work with Payments display by selecting option "3=Deposits" from the Accounts Receivable System display. Then select option "5=Display" against the deposit that contains the payment you wish to work with. Then select function "F11=Payments" to access the payments in the deposit.

Some of the following functions may not be available on some versions of this display.

This display is used to to work with or add a payment..

Access the Work with Payments display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use option "3=Payments" against the deposit that contains the payment you wish to work with. Then use option "2=Change" to access the payment record.

- If you have no more payments to enter, press the "F3=Exit" key to exit the deposit. Otherwise, enter the account number for the customer, the check number and the amount of the payment. (If you do not know the customer's account number, place the cursor in the Account No. field and press the "F4" key, then select the account from the list).When you have finished entering the fields, press the "ENTER" key. A list of unpaid items for the account will be displayed. Click on the above Quick Start image to advance to that display.

Enter the following fields:

Account No.: Enter the customer account number for the payment you are entering. If you do not know the account number, you can display a list of customers for selection by placing the cursor in the Account No. field and pressing the F4 key.

Account Name: When you enter a value in the Account No. field, anything entered in the name field will be ignored. When entering amounts for miscellaneous transactions not related to accounts receivable, leave the Account No. field blank and enter a name or description for the transaction in the Account Name field. When you do this, you will be prompted for the G/L distribution of the transaction. For this type of transaction, you will not enter the cash account for the transaction, you will enter the other side of the transaction and the amount entered will automatically be offset to the G/L account associated with the deposit.

Payment Document: Enter the document number associated with the payment. This will most likely be the check number. However, the term document is used here instead of check number because the document could be cash, a debit or credit memo, or some other document associated with an adjustment to the account.

Payment Amount: Enter the amount of the payment or adjustment. This amount should always match the amount of the check in the case of payments. This way if someone searches for payments made by a customer, they will always be able to find the correct amount. If a payment needs to be split among multiple accounts, use multiple Paid For records not multiple Payment records.

Payment Date: This date always defaults to the date of the deposit. However, in some cases you may have received the payment from the account one or more days prior to depositing it in the bank. In that case you can enter the actual payment receipt date here. The transaction will be reflected on agings and period closed based on the deposit date but will be reflected on the customer's statement based on this Payment Date.

Other fields: You do not need to enter the other fields on the display unless required for your specific implementation.

Functions: From this display there are several options for distributing the payment against the account's receivable items. The default method when you use the "ENTER" key is to apply the payment from Work with Items to Pay for the account.

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This display is used to to view a payment record.

Access the Work with Payments display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use option "5=Display" against the deposit that contains the payment you wish to display. Then use function "F11=Payments" to display the list of payments in the deposit. Then use option "5=Display" to display the desired payment.

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This display is used to allocate a payment to one or more customer accounts. These are referred to as Paid For accounts.

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This display lists the allocations of a payment to one or more customer accounts. These are referred to as Paid For accounts.

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This display is used to create a new Payment Allocation for a new Paid For account. If there are any distribution records for an existing allocation, you will not be able to change the Paid for Account number.

Paid for Account: Enter the customer account number to which you wish to allocate part or all of the payment.

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This display shows an existing Payment Allocation.

Access the Work with Payments display by selecting option "3=Deposits" from the Accounts Receivable System display. Then use option "5=Display" against the deposit that contains the payment you wish to display. Then use function "F11=Payments" to display the list of payments in the deposit. Then use option "5=Display" to display the desired payment. Then use option "5=Display" to display a Payment Allocation record.

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These displays are used to apply a payment or an adjustment against open items for an account. There are three sequences in which the items can be displayed: Document Number; Sold To Account By Date; and By Date. There are also multiple views (not shown) for each of these displays. You can change sequences by using function key "F16" (shift F4).

- On this display, enter a "B" next to the items being paid. When you have finished flagging all items, press the "ENTER" key. The balances on those items should go to zero and the undistributed amount at the top right of the display should be zero. If not zero, you will have to adjust the paid items using other options listed below the screen image, until the undistributed amount is zero. When finished, press the "F12" key to return for the next payment. Click on the above Quick Start image to go back to that display.

You can clear or adjust the items by entering the various options codes to the left of the items and pressing the "ENTER" key. You can also enter options on more than one line before pressing the "ENTER" key. When you have finished applying the payment, the undistributed amount should be zero unless you have more than one customer account associated with the payment.

Use the "F12=Cancel" key to return. If creating new payments, when you return with an undistributed amount of zero, you will go to a new Work with Payment screen for the next payment. When you return with an undistributed amount not equal to zero while creating new payments, you will be prompted for a new Paid for Account record on the Work with Payment Allocation display for the remaining amount. Otherwise, you will be returned to the previous display.

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This display is used to to place amounts On Account for a customer. You can enter a document (invoice/credit/debit) number if you have one. In cases where the payment is for a manual transaction which has not yet been posted, if you create an On Account record with the correct document number, then when the document is posted at a later date, the system will convert the On Account record to a normal receivable item record which will have the distribution attached. The transaction will then appear as any other transaction where the receivable item was posted first and then the payment applied to it afterward. The default Document No. is "On Account".

Document No.: Enter the document number (invoice/debit/credit/check) that you want assigned to the new receivable item.

Amount: Enter the amount you want assigned to the new receivable item.

Sold to Account: If you want the new receivable item assigned to a Sold To account (for source of transaction) different from the credit account, enter that account here.

Item Reference 1: You may enter a reference number here if you have one. On normally imported items, this value is passed from the billing system and is used for lookup by reference number 1 and is also used for auto offset during month end close.

Item Reference 2: You may enter a reference number here if you have one. On normally imported items, this value is passed from the billing system and is used for lookup by reference number 2.

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These displays are used to apply a payment or an adjustment against open items for an account. The open items displayed are those for the selected period from the Apply Payment to Statement display. There are three sequences in which the items can be displayed: Document Number; Sold To Account By Date; and By Date. There are also multiple views (not shown) for each of these displays. You can change sequences by using function key "F16" (shift F4).

You can clear or adjust items by entering the various option codes to the left of the items and pressing the "ENTER" key. You can also enter options on more than one line before pressing the "ENTER" key. When you have finished applying the payment, the undistributed amount should be zero unless you have more than one customer account associated with the payment.

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These displays are used to apply a payment or an adjustment against open items for an account. The open items displayed are those for the selected period from the Apply Payment to Statement display. There are two sequences in which the items can be displayed: Document Number; and By Date. There are also multiple views (not shown) for each of these displays. You can change sequences by using function key "F16" (shift F4).

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This display is used to manage all distribution records related to a Payment Allocation record.

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This display lists all the cash application and adjustment distributions associated with a specific Paid For record.

Access the Display Allocation Distribution screen by: select option "3=Deposits" from the Accounts Receivable System display; use option "5=Display" against the deposit that contains the payment you wish to display; use function "F11=Payments" to display the list of payments in the deposit; use option "7=Allocs" to display the list of Paid For Allocations: and finally, use option "3=Distrib" to display a list of Allocation Distribution records..

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This display is used to create distribution records directly by entering the item document number to be paid or adjusted, the amount to be applied and the G/L account where the adjustment is to be posted. The offset account to your adjustments to Accounts Receivable is always the G/L account from the company value for Accounts Receivable. The offset account to your adjustments for non Accounts Receivable payments is always the cash account associated with the current Bank Deposit.

Document No.: Enter the document you wish to pay or adjust. If the document does not exist for the Paid For Account, you will receive an error message. To create a new Receivable item for your document number use function "F15=On Account".

Amount: Enter the amount to apply to the document.

G/L Account: Enter the G/L account to indicate where to distribute the amount in the General Ledger.

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This display is used to work with receivable item distributions. It displays just those distributions for a specific receivable item (invoice).

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This display is used to add or update a distribution for a specific receivable item (invoice).

G/L Account: Enter the G/L Account for the item distribution. To apply cash to the receivable item, use the same G/L Account as assigned to the current Bank Deposit.

Amount: Enter the amount of the item distribution adjustment.

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This display is used to make a partial cash distribution to a specific receivable item (invoice).

Amount: Enter the amount of the partial payment.

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This display is used to change the default path when using the enter key from various displays while entering a new deposit. The default path before you override your path is "Payment --> Open Items". When you override your path, it will not affect other users. The uses the original default path.

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