Enter Cash Receipts

This screen is used to enter all cash receipt amounts into the accounting system. Each cash receipt entry can be linked to an open receivable invoice, or coded on the fly if no receivable invoice exists.

1.	Select the Cash Receipts options from the Trucking Menu and then select the Add Button to enter a new cash receipt amount.

Bank Acct # – Enter the general ledger account that the payment is being deposited into. The default for this account should be set up in the Trucking Properties Screen.

Deposit Date – Enter the date of the bank deposit for this receipt amount. This date will control the transaction date for the accounting system and determine which accounting period the receipt amount will be posted to.

Check No – Enter the check number of the check being deposited.

Rec'd From – This field represents the customer name that paid the bill. This field is optional and if the customer is not set up on the client list, you can skip this field and enter the customer's name in the next field. Note: It is a good practice to set up the customer information in the Client Module so that the receipt can be linked to a customer number for future reference.

Customer Name – If you do not select a customer in the preceding field, you will need to type in a customer name in this field in order to identify the customer making the payment.

Check Amount – Enter the total amount of the check. After the check amount is entered, the system allows for the amount to be coded to as many cash receipt items as necessary in order to apply the receipt to the appropriate receivable invoices and / or accounting codes. The breakdown amounts are entered using the Add, Edit, and Delete Buttons on the right hand side of the grid below the Check Amount field. On the first entry, the Add Button is automatically selected and you are immediately ready to enter the first breakdown amount using the following fields:

•Link to Open A/R Inv – When this box is checked, the system will display all of the open receivable freight and citrus bills and allow you to link the payment to the open bill amounts. You can look up the billings by the freight bill number or by the customer name by selected the Freight Bill Order or Customer Order option. If you do NOT want the payment entry linked to a receivable invoice, simply uncheck this box.

•A/R Invoice Info – If the Link to Open A/R Inv option was checked, then you will need to select the appropriate reference number for the open receivable invoice from the drop down list. Once an invoice has been selected, the invoice information will be displayed including the customer name on the invoice, the invoice amount, any prior payments on the invoice, and the current amount due.

•Amount – Enter the amount to be applied on this item.

•G/L Acct (CR) – If the payment is being applied to an open invoice, then the credit account field will be pulled from the receivable invoice and will normally represent the accounts receivable account. If the entry was NOT linked to a receivable invoice, then you must enter the account to be credited for this entry.

Once the fields have been entered, the Save Button will be highlighted. Click on the Save Button to record the current entry or click on the Cancel Button to erase the current entry. The Edit Button is used to make changes to existing items. Use the Add Button to continue entering the breakdown amounts until the Running Totals match the check amount on the upper portion of the screen and the Remaining Balance is zero. Once the remaining balance is zero, the Save Button on the top left-hand side of the screen will be enabled to save the entire set of entries. The Edit Button at the top of the screen is used to change any information on an existing group of cash receipt entries.

The Delete Button at the top of the screen is used to completely remove a cash receipt entry and all related items. Each receipt entry is linked to the associated spread amounts via a unique group number, so when a selected receipt entry is deleted, all entries in the group are deleted. If you only need to delete a single item in the group, edit the entry and then use the Delete Button on the right hand side of the screen once you have selected the desired item.

4.	Select the Print Button to print the cash receipts register. This register can be used to compare the receipt amount totals for each day with the bank's cash deposit ticket totals.

Select the Post Button to record the cash receipts through the accounting system. During the posting process the customer invoices will be removed from the open a/r aging schedule if they have been paid in full, otherwise the remaining unpaid balance will remain on the aging schedule. The historical cash receipts file will be updated (receipts.adt) and the general ledger will be updated according to the various accounts associated with the receipt entries.