OpenPro Application Guide Accounts Receivables (AR)
Chapter 16: Cash Receipts
Introduction
Cash Receipts lets you enter into the system the payments you receive from your customers. Cash receipts are first entered and then posted. In between these procedures, you can print an edit list of cash receipts to verify that your entries are correct before you commit to posting them.
You can also print a worksheet noting how cash received is to be applied; that is, which open items are to be paid. Returned checks should not be entered as “negative receipts”; these are handled by a separate selection.
Entering Cash Receipts
Click on AR Cash Receipts from the main Receivables menu. The following screen appears:
Enter in the customer number or SEARCH CUSTOMER. If it is a new customer you can add them using ADD CUSTOMER.
Cash receipts can be entered in for a customer or Non-A/R Cash Distribution:
- select the payment type, check cash etc.
- enter in the check number or its other form of payment.
- put in notes regarding this transaction in the reference field.
- select the open item the check is paying; if there are no open items the amount can be left open as a credit to there account. To apply the prepaid open items you can select on the top SHOW UNAPPLIED.
- Select the cash account number that this check will be deposited into.
- Add the cash receipts.
When you add the transaction it confirms with Cash receipts xxxx has been entered.
Unapplied cash receipts
Click on the unapplied cash receipts. It will open up the cash receipts that have not been applied. Click “fill” for the cash receipts and select the open item it should be applied to.
If you are just receiving a check that needs to be applied to a G/L account number, you can do that in OpenPro.
Enter in the top section, select the account for Open Amount and check “not available” for future A/R, then click “add”.
Cash receipt misc items
In both add mode and change mode, the amount remaining to be distributed displays on the screen.
If there is an amount left over after all open items for the customer have been paid, this amount will be applied as an open credit. Once the automatic application of cash is complete, the Cash receipts screen is displayed.
Manual Application
If you choose not to apply this check it will be left open with as an open credit for the customer. If you want it applied you must apply it manually. The bottom half of the screen is displayed to enable you to apply the cash receipt amount to selected open items. The screen also shows the <Amount remaining> (the remaining, unapplied, portion of the cash receipt). The same check can apply to more than one document. The <Amount remaining> is displayed continuously.
Apply-to
Enter the number of the document (typically an invoice) to which payment is to be applied (in whole or in part). The document must have already been posted and must not have been deleted from the A/R Open Item file. The displayed balance reflects any posted or unposted payments made on this item.
Adding Cash Receipts
You can add a cash receipt by first going to the main menu and clicking on “receivables”. From there, click on “A/R Cash Receipts”, which takes you to the main cash receipt window. From that window, click on “Add Customer” to add a new customer so you can view and edit all receipts pertaining to that customer.