You can use the Banking>Cash Receipts screen to record cash or check deposits and invoice payments, edit previously-entered cash deposits or invoice payments, or void or delete them, as needed.
Note: You can also enter customer payments from the Payments screen.
Identifying a customer for cash deposits is optional. You can record a deposit slip number for any cash deposit. Entering cash deposits is convenient for businesses that deposit cash receipts from over-the-counter sales, while the entering invoice payments options provides a method for recording payments on specific customer invoices.
From the action bar of the Cash Receipts screen, you can use the Payments List icon to access the Cash Receipts List to review, print, or export selected deposits or invoice payments.
Clients can create and upload images of cash receipts for processing using the Mobile Upload application from a smartphone or mobile device. When you open the Cash Receipts screen to enter receipt information and process the check or receipt for the client, the Unprocessed Receipts link appears to alert you to any pending, uploaded unprocessed checks or cash receipts.
To enter, review, or edit cash deposits or invoice payments:
Select Cash Deposits or Invoice Payments from the Select Type field of the Cash Receipts screen and enter the appropriate details in the fields that appear.
When
entering a customer name, you can type a few letters of the name in
the Customer field and select from the
drop-down list that appears.
Note: A customer name is required for invoice payments.
For cash deposits, this field is optional as customer names may not
be known.
When entering cash deposits or invoice payments, fill in the fields of the appropriate screen as needed.
If there are unprocessed receipts, you can click the Unprocessed Receipts link to select from a list of images of unprocessed receipts attached to this deposit and view the attachment. The invoice and the details of the invoice appear on the screen. Use the attached invoice to enter or edit the details of the current receipt. If an existing attachment is incorrect, click Detach from the Acton bar to detach this file from the record. Click Attach from the Action bar to select a different attachment from the list in the Attach Documents dialog box, or to navigate to and attach a scanned copy of another deposit slip.
To view or edit an exiting invoice payment or deposit, click Recent Cash Receipts and select from the list of customers to see all the open invoices for the customer you specified. You can click an invoice number in the Invoice # column of the Cash Receipts screen, to move to the Customer Invoice screen where you can view or edit the selected invoice.
To add a new cash receipt, click the Add a New Cash Receipt icon (the plus icon) on the Action bar.
To void or delete a selected payment, click Void or Delete, respectively, from the Related Actions panel.
Notes:
To see a list of previously-entered deposits or invoice payments, click the List icon on the Action bar of the Cash Receipts screen to go to the Cash Receipts List screen. Use the Select Criteria panel of the screen to see all information for all customers within a specified time frame and or for a type of account, or to narrow your list further.
For any payment, the steps of entering and editing receipt details should be completed within the same period.
You can use the Notes field to enter any notes about the cash deposit or invoice payment for your reference.
Select the account to which you are making the deposit from the Revenue Account drop-down list. The field defaults to the first revenue account on your chart of accounts, but you can specify another account.
Enter the number of the deposit slip for your cash deposit or invoice payment in the Deposit # field. The number you enter is retained so you can enter multiple items on a single deposit slip. This reduces clutter in the Reconciliation, as all deposits grouped under the one number are combined when you reconcile.
Use the drop-down list in the Cash Account field to specify the cash account to which to credit the transaction.
Use the drop-down list in the Department field to specify the department to which to credit the transaction.
The amount you enter is automatically applied to any open invoices, beginning with the oldest open invoice. Any additional unapplied amount is identified as a Cash Deposit item in the invoice panel. You can also enter a deposit in an account for any customer.
If you have set up a Current Assets account linked to the category Undeposited Funds, you can enter an Undeposited payment from a customer on the Cash Receipts screen and then record the deposit later.
To enter an Undeposited payment from a customer:
Enter the payment on the Cash Receipts screen, selecting the account you set up for Undeposited funds from the Cash Account drop-down list, but without identifying a deposit slip number.
Click the List icon on the Action bar to move to the Cash Receipts List.
Use the Cash Receipts List to move the deposit.
For more information on:
Attaching invoices, see Upload and Attach Documents
Listing previously entered deposits or invoice or entering Undeposited payments, see View the Cash Receipts List