Accounts receivable cheat sheet

This function posts a cash, check, credit card or electronic payment to a customer account and creates bank account deposits.

1. Go to Accounting > Accounts Receivable > Cash Receipts Posting.
2. Enter or search for the customer. The screen will populate with all open items.
3. Verify the bank, choose the payment method, enter a check number and enter a dollar amount. The posting date will default to the current calendar date. This screen shows a fully applied payment to a single invoice.
4. Click Save to add this item to the batch.
5. When all items are added to the batch, click the Print & Post to A/R button to update the batch.  The system will produce a Daily Cash Receipts Journal for review.

   

See also

• Apply customer open credits

Adjustments may be made directly from the Cash Receipts Posting screen using a specified G/L account offset.

Go to Accounting > Accounts Receivable > Cash Receipts Posting. This screen shows a balance of $0.89 written off because the payment was short. The written off amount will post to the selected G/L account.

See also

• Customer account adjustments

Use this function to remove a sales tax posting while applying payment to the rest of the invoice.

1. Go to Accounting > Accounts Receivable > Cash Receipts Posting.
2. Right click on an invoice to credit the sales tax.
3. The system will create the credit on the same screen. The tax reduction will be reflected on the current period Sales Tax Journal as an increase of non-taxable sales and corresponding decrease in non taxable sales.

   

See also

• Enter sales tax credits and debits

Use this function to seamlessly reverse a previously applied and posted payment on account.

1. Go to Accounting > Accounts Receivable > A/R Check Void.
2. Choose the customer and search for the payment to be reversed.
3. Click Void to reverse the item. The system will create a negative cash receipt and open the item for application of a future payment, followed by a negative bank item.

See also

• Void A/R checks

All customer information including sales history and transaction history are stored here.

1. Go to Accounting > Accounts Receivable > Customer Ledger. The screen defaults to a listing of open customer invoices.
2. Change to “paid” to view a list of invoices followed by the payment vehicle.
3. Choose Payment History to view a list of payments followed by the paid items. This screen shows all open invoices.

   

See also

• View customer invoice and payment history

POS transactions combine sale and payment in a single posting.

1. To identify a POS item go to Sales > Order > Sales Order Inquiry.
2. Proceed to the Final tab. If Cash Order is checked, the transaction requires full payment at time of shipment.

   

3. To view open POS items go to Sales > Order > Point of Sale.
4. A grid will display each batch number and payment method (cash, check, credit card). It is important to post in anticipation of the bank reconciliation.
5. Click the Preview button to print a report to validate all payment receipts before posting.

See also

• Print and post invoices daily
• Search for orders

Follow this process to create invoices for sales made on account for which payment is due later.  Note that some systems are set to automatically post invoices without the intermediary billing process.

1. Go to Sales > Invoicing > Invoicing.
2. Choose the Billing tab on the right side of the screen and determine whether you want to bill all items or by delivery truck. (Open invoices must be placed in the “billing” batch before being available to post).
3. If there are items ready for invoicing, proceed to the Invoice Preview screen. Low or negative GP items will be highlighted in red.
4. Choose individual items or all items and select the Print Option “Print and Post to A/R” to post the batch to the system. The system will produce a Daily Sales Journal Report.

See also

• Print customer invoices in batch

The daily sales invoicing process produces a report when the batch is posted.  Use this menu path to reproduce the report for any day.

1. Go to Sales > Invoicing > Daily Sales Journal.
2. Choose the posting date or a date range and click Run.
3. The output lists each invoice with gross sales (including tax), net sales (excluding tax), freight, sales tax, merchandise cost and gross profit. Each branch is summarized, followed by a grand total for all branches. This report is also available on Accounting > End of Month Closing & Journals > Sales Journal.

See also

• Daily Sales Journal report

The daily cash receipts process produces a report when the batch is posted. Use this menu path to reproduce the report for any day.

1. Go to Accounting > Accounts Receivable > Daily Cash Receipts Journal.
2. Choose the posting date or batch and click Run. The output is divided in 3 sections.
   • Section 1 lists each transaction in detail, indicating whether it was processed through point of sale, or as a miscellaneous receipt. All data is summarized as a G/L entry.
   • Section 2 provides a summary of activity by posting date and is useful to tie to the posted bank deposit.
   • Section 3 summarizes receipts by customer.

   This report is also available on Accounting > End of Month Closing & Journals > Cash Receipts Journal.

   See also: Make journal entries

This report summarizes daily point of sale activity.

1. Go to Sales > Order > Point of Sale.
2. The Point of Sale window will appear.
3. Click Final to produce a report for a particular date or batch.

See also

• Create a point of sale (POS) order