Enter Cash Receipts - Transaction Entry Tab
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Access this form using Transactions>Enter Cash Receipts. |
Use this form to record cash receipts. (The Cash Receipts Session form always precedes it.) After you have recorded cash receipts, use Activities>Receipt Writing - Transaction Entry Tab to print them.
Use this tab to enter document and transaction information.
Budget and Encumbrance Users
Click Check Budget and Encumbrance Balances 
to check balances for the current document.
Multicurrency Users
The Exchange Rate field is only available if the Administrator has installed and added the Multicurrency module (Organization>Add a Module) and selected a Currency, other than the organization's functional currency, on the Session form. See Multicurrency Dates for more information about how rates are calculated. When the system is required to perform multiplication calculations involving fractional numbers, it is not uncommon to have rounding differences. See Rounding Rules for Transaction Entry for more information. You can restrict receipts to customers (Recipient ID field) using the "Always Receive in Customer's Currency" (Maintain>Accounts Receivable>Customers>Customer tab) check box.
Receipt
- 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.
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: Select a deposit number from the drop-down list, or enter a new deposit number that includes this receipt. This number can be used to group multiple receipts for one deposit slip.
If you use the Bank Reconciliation module for this organization and have multiple cash receipts using a single deposit number, be sure to complete this box for each document. The Activities>Reconcile Cash Accounts form displays a single item for each deposit number, when available. Any cash receipts that do not have deposit numbers are combined as a single deposit by cash account and effective date.
Recipient ID: Select the recipient to associate with the cash receipt, or use Find 
to help you select an ID. This ID is optional, and the box only displays if the Accounts Payable, Accounts Receivable Reporting, and/or Payroll modules are installed.
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.
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, a debit or credit amount, an effective date, an entry type, 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.
- 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).
- 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 CR (Cash Receipts). 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).
- A document's debits and credits can be out of balance for a combination (Document Number, Fund code, Balancing segment, Effective Date, or Entry Type), when the Session Status is Batch-to Suspend.
- If you selected the Apply Offsets on Save/Post check box (Options>Customize Workstation Settings>Preferences tab), and the transaction is not in balance, the system automatically applies offsets when you click the Save or Post button on this form. Offsets must have been previously set up using the Maintain>Offset Account Assignments form.
- You can only enter one Exchange Rate, per Effective Date, per document.
- NOTE TO MULTICURRENCY USERS When functional cash type General Ledger accounts are used in alternate currency documents, the document currency controls the type of currency that will be disbursed or received by the functional cash account. For manual processes, the session currency dictates the document currency. The entry amount is in the document currency and the functional amount is calculated using the exchange rate when the transaction is posted.
- For example, let's say, you are using a functional cash account with a currency of USD (US Dollar) and an alternate currency check or receipt of CAD (Canadian Dollar). During transaction entry, you enter an amount of 200 CAD and the USD equivalent is calculated to be 150 USD. When you reconcile this functional cash account, you will see both the document amount of 200 CAD and the functional amount of 150 USD for that check or deposit.
- Alternatively, if a functional currency session is used to pay or receive an alternate currency invoice, the check or receiving document is issued in the functional currency. In this case, both the entry amount and the functional amount are the same. When reconciling the functional cash account, the document amount would be repeated as the functional amount.