Enter A/R Receipts - Transaction Entry Tab

Access this form using Transactions>Accounts Receivable>Enter A/R Receipts.

Use this form to record customer receipts-indicating that a customer has paid some or all of an invoice. (The A/R Receipts Session form always precedes it.) Entering and posting a receipt reduces or clears the balance of an existing invoice.

Use this tab to enter document and transaction information for both Receipts and Prepayments.

Note: If Receipts are the only types of items being processed in the batch, than only an ARC transaction session will be generated. If Prepayments are the only type of items being created in the batch, than only an ARP transaction session will be generated. However, if both a Receipt and a Prepayment are created in a single working batch, the system will create two transaction sessions (ARC and ARP) but use the same Session ID. The two transaction sessions will be linked and must be posted at the same time.

Note: For Prepayments, if a global prepayment default (GL Account Code) was entered by the Administrator on the Set Up A/R Module - Accounts Receivable tab, (Organization>Set Up Modules>Accounts Receivable), then when Use Distribution Code button is used, the system automatically defaults to that selected GL Account Code. Even though the default displays, a different GL Account Code can be selected on the form during transaction entry.

 

Receipt Number

• To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID.
• To edit or view an existing document, select it from the drop-down list.
• We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

Date: Accept the session date, or enter a valid date specific to this document.

Amount: Enter the amount of the receipt, omitting currency and grouping symbols. The document amount and the net of the transaction lines must equal if the Session status is BP or OL. If the status is BS, these lines can be out of balance.

Description: Accept the session description, or enter a description specific to this document.

Deposit Number: Enter a deposit number for this receipt. (This number is optional, but it may help track the receipt more easily.)

Customer ID: Select the customer that is associated with the receipt, or use Find to help you select an ID. The drop-down list does not contain customers that have been designated as Cash Only on the Maintain>Accounts Receivable>Customers form. After selecting an ID, the Choose Invoices form displays. Select the Transaction Type, or accept the default Receipt and select the invoices, the system displays the appropriate data in the table. If Transaction Type Prepayment is selected, the system will create a prepayment based on the information entered on the A/R Receipts form.

To display only the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Payment Method: Enter a payment method, such as cash, check, or credit card. Once entries have been saved, they are available for selection in the drop-down list.

Transaction Type: The system displays Receipt or Prepayment. This field was selected on the Choose Invoices form for the designated customer.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, an invoice number, a debit or credit amount, an entry type, an effective date, and a description. These fields can be found on all transaction entry forms, see Transaction Entry Overview. However, the following fields are specific to this form.

• Document Number: The system displays the invoice or prepayment number.
• Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Currency and Rate Type selected on the Session form. You can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected by the Administrator (Organization>Set Up Modules>Multicurrency). For more information, see Multicurrency Dates.
  This column is only available if: the Multicurrency module has been installed and set up by the Administrator (Organization>Add A Module), and the Session currency selected is a currency other than the functional currency (File>New Organization>Functional Currency panel).
  
• {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of ARC (A/R Receipts) or ARP (A/R Prepayments). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). If flow-thru was set up by the Administrator (Organization>Set Up UDF Default Sources), a UDF value can flow from Transactions>Accounts Receivable>Enter A/R Invoices or Edit A/R Invoices to this tab.
• Click Choose Invoices to see all available open invoices and prepayments for this customer. Remember, when selecting an invoice on the Choose Invoices form, the data displays in this table, and the invoice number cannot be changed. See Choose A/R Invoices - Receipts for more information.