Steps
to Set Screen PreferencesNote: The instructions listed below explain each field as they appear on the Cash Receipts screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the General Ledger screen, select the Data Entry menu and then Cash Receipts.
If a batch already exists, the Cash Receipts Batch Search screen will appear. To continue adding cash receipts to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Cash Receipts
The Cash Receipts screen will appear for the selected cash receipts batch. The description and processing month for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will also appear.
On the Individual Entry screen (tab), click the New Record button to initialize the screen for a new entry.
Tip: If desired, cash receipts can also be entered directly into the Batch Entries List (grid) by clicking the Grid Entry tab and then completing all the fields of information in the blank line (indicated with an asterisk) at the bottom of the Batch Entries List. If the Grid Entry screen is utilized, the cash receipts can only be entered with one detail line per cash receipt key; if multiple detail lines need to be entered for a cash receipt (cash receipt key), then use the Individual Entry screen instead.
Complete the Header Information of the cash receipt.
If applicable, enter the number of the receipt (from the receipt book) in the Cash Receipt Number field. The receipt number can be alphanumeric and up to 12 characters long. If the Use System Numerically Assigned Cash Receipt Numbers field is selected in the General Ledger System File, the Cash Receipt Number field is disabled (cannot be changed), and the system will automatically assign the cash receipt number once the cash receipt is saved (using a number equal to the cash receipt key).
Note: If the Cash Receipt Number field is enabled, place the cursor in the first position in the field (or highlight all the text in the field, if applicable) and press the + key (plus sign) to increment the receipt number by one (or increment the receipt number from the previous cash receipt entry in this batch by one, if the field is blank), or press the - key (minus sign) to decrement the receipt number by one.
If desired, enter the ID of the received from (from whom the money was received) for the cash receipt in the Received From ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: In order to enter an ID in this field for an entity already defined as an employee, employer history, payee, ship to address, vendor, and/or customer, the entity role of Received From must first be added by calling up the entity within the Received From File and clicking Yes when prompted to make the entity a received from.
Tip: If the received from is defined with default account numbers with distribution percentages, the Default Distribution List will appear below the name of the received from (to the right of the Received From ID field) for informational purposes.
Enter the date of the cash receipt in the Cash Receipt Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Note: The date for the cash receipt should be within the specified processing month for the batch or else it could result in not being able to successfully complete the check reconciliation option.
Enter a summary description for what is included on the cash receipt in the Cash Receipt Description field. The description can be alphanumeric and up to 40 characters long.
Note: To use the description from the Received From File for the specified received from, enter a R in this field.
Enter the total amount of the cash receipt in the Cash Receipt Amount field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail lines and display the total in this field (only applicable if the cash receipt is not entered with a received from defined with default account numbers with distribution percentages).
Note: If a received from was entered for the cash receipt and the received from is defined with default account numbers with distribution percentages, a prompt appears asking to delete all the detail lines and re-add them based on the designated distribution percentages; click Yes to have the system re-do the detail lines with the correct amounts calculated in the Cash Receipt Detail Amount field as based on the distribution percentages, or click No to not re-do the detail lines and just manually complete the Cash Receipt Detail Amount field for the lines.
Tip: If the Automatically Calculate Totals on Cash Receipt Entry field in the General Ledger System File is selected, the system will automatically add up all the detail lines when saving the cash receipt and display the total in this field (only applicable if the cash receipt is not entered with a received from defined with default account numbers with distribution percentages).
If desired, enter any additional information for the cash receipt in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.
The Cash Receipt Key field is disabled (cannot be changed) and will be updated with an entry line number once the cash receipt is saved. The Cash Receipt Key field is typically only used when searching within the batch (by clicking the Find button on the Cash Receipts screen) in order to sort the cash receipts in the batch in the order they were entered.
Complete the Detail Information of the cash receipt.
Enter the account number to be credited (or debited if a negative amount is entered) for the line item in the Chart of Account Number field. Typically, the account number entered here is a revenue account. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If one or more default chart of account numbers had been entered in the Received From File for the received from, the designated account number(s) will appear in the detail section with each account number as its own detail line item; the account numbers can be changed as desired. (Note: If using the Grid Entry tab instead, if a received from is defined with more than one default account number, a search screen will appear showing all the account numbers in order for the user to select which account number to use.)
Tip: If the user entering the cash receipt is assigned to one or more account groups with the GL & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups. Once the account number is specified, the description, budget balance, and year-to-date balance for the account number display at the bottom of the screen.
Enter a description for the line item in the Cash Receipt Detail Description field. The description can be alphanumeric and up to 40 characters long. If default account numbers had been entered with descriptions in the Received From File for the received from, the default description will appear but can be changed if needed.
Note: To use the description for the specified received from as entered in the Description field in the Received From File, enter a R in this field. To use the cash receipt description entered in the Header Information, enter an H in this field. To use the description for the account number from the Chart of Accounts File, enter a C in this field.
Enter the amount to be distributed to the specified account number for this line item in the Cash Receipt Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. If default account numbers had been entered with distribution percentages in the Received From File for the received from, the calculated amount as based on the percentage of the total amount of the cash receipt will appear but can be changed if needed. (Note: If using the Grid Entry tab instead, if a received from is defined with default account numbers with distribution percentages, the amount does not default in as cash receipts can only be entered with one detail line when using the Grid Entry tab.)
Enter the cash (or other asset) account number to be debited (or credited if a negative amount is entered) for the line item in the Cash Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The default cash account number entered in the General Ledger Cash Account field in the Fund File for the fund of the specified account number will appear (unless the Cash Account Number field displays in front of the Chart of Account Number field and the Cash Account Number field is set to repeat in the screen preferences), but can be changed.
Note: If the Create Receivables field is selected on the batch options, the cash account number entered in this field will not be utilized until the money is actually received in the next fiscal year and a future batch of cash receipts has been created to bring in the applicable entries using the Select Receivables for Processing option.
The Receivable Account Number field is only enabled if the Create Receivables field is selected on the batch options. If applicable, enter the receivable account number to be used for the line item in the Receivable Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Only for Kansas organizations, the Subject to Sales Tax field and Sales Tax ID field appear to the right of the Receivable Account Number field.
Select the Subject to Sales Tax field if the account number entered in the Chart of Account Number field for the line item is an activity fund and the line item needs to have sales tax calculated. A checkmark will appear in the box if the field is selected.
The Sales Tax ID field is only enabled if the Subject to Sales Tax field is selected. If applicable, enter the ID of the sales tax (and corresponding rate) to use to calculate sales tax for the line item in the Sales Tax ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The Subject to Sales Tax and Sales Tax ID fields are disabled if the Create Receivables field is selected on the batch options, or the cash receipt was brought into the batch using the Select Receivables for Processing option.
Tip: If the Subject to Sales Tax field is selected, the system will calculate the appropriate amount of sales tax during the posting process, using the rate(s) defined for the designated sales tax for the detail line, and post additional entries for the amount of the sales tax, along with the normal cash receipt entries; the normal cash receipt entries include a credit to the specified revenue account for the amount of the detail line and a debit to the specified cash account, and the additional entries for sales tax include an entry for the negative sales tax amount to the specified revenue account number (as entered for the detail line) and an entry for the positive sales tax amount to the sales tax revenue account for the applicable fund. For example, using a sales tax rate of 6%, if a detail line of $100 for account number 72 1790 530 was entered with the Subject to Sales Tax field selected, the system will calculate the sales tax of $5.66 (which is 6% of $94.34, and $5.66 + $94.34 = $100), and post the normal cash receipt entries of $100 credit to 72 1790 530 and $100 debit to the cash account (i.e. 72 101), along with the additional entries for sales tax of - $5.66 to account number 72 1790 530 and $5.66 to the sales tax revenue account for Fund 72 (i.e. 72 1930).
Repeat the steps to complete the Detail Information to enter all the detail line items for the cash receipt.
Note: The Distributed amount for the cash receipt (as shown at the bottom of the screen) must equal the Cash Receipt Amount specified in the Header Information.
If the Cash Receipt Amount field was left blank (and the Automatically Calculate Totals on Cash Receipt Entry field in the General Ledger System File is not selected), click the Calculate button for the Cash Receipt Amount field at this time to have the system automatically add up the total of all the detail line items and display the total amount.
Click the Save button.
Note: If desired, to print a receipt form for the cash receipt displayed, click the To Screen & Save button instead to save the cash receipt and print the receipt form now, using the report entered in the Default Cash Receipt Report field in the General Ledger System File.
Tip: The total of all the cash receipts for the cash receipt number, account number, cash account number, receivable account number, fund, and batch are displayed on the screen.
Once all the cash receipts have been entered, print a listing and post the batch.
Tip: Print a Cash Receipt Listing from the Reports menu to view a listing of all the cash receipts in the selected batch. Print the Cash Receipt Form from the Reports menu to print an actual receipt form for a cash receipt. If needed, print the Receivables Report from the Reports menu to view a listing of the receivable entries, including those that are outstanding and those that have been fully received.
Note: When entering and posting regular cash receipts (the Create Receivables field is not selected on the batch options), the revenue accounts (as entered in the Chart of Account Number field) will be credited and the cash accounts (as entered in the Cash Account Number field) will be debited; and for Kansas organizations, refer to the Tip above Step 7 for additional information on the entries posted for sales tax, if applicable. When entering and posting outstanding receivables at the end of the fiscal year (the Create Receivables field is selected on the batch options), the revenue accounts (as entered in the Chart of Account Number field) will be credited and the receivable accounts (as entered in the Receivable Account Number field) will be debited; then when the money is actually received in the next fiscal year, the entries to debit the cash accounts (as entered in the Cash Account Number field) and credit the receivable accounts (as entered in the Receivable Account Number field) can be brought into a future batch of cash receipts using the Select Receivables for Processing option.
For Kansas organizations only, after posting a batch of cash receipts, print the Cash Receipt Listing - Sales Tax report (accessed from the Reports menu on the General Ledger screen, and then Data Entry Reports) for a batch (or month) in order to view all the information for the posted cash receipts, including the sales tax, if desired.