Use this subtask to perform two different types of actions. You can view invoices to identify number and amount and, after quitting the screen, enter this information in the Invoice Number and Amount fields in the Enter Cash Receipts screen. Secondly, you can copy the same information from one or more invoices in this screen to the Enter Cash Receipts screen. You cannot save this subtask until the Amount Received field has been reduced to zero.
This non-editable field displays the date from the main screen.
This non-editable field displays data from the main screen.
This non-editable field displays the currency in which you received the customer receipt (from the main screen). Most fields in the table will display in this currency.
This non-editable field displays the rate group from the main screen.
These non-editable fields display the fiscal year, period, and subperiod from the main screen.
Enter, or use Lookup to select, a customer's account. After you exit the field, the system will display the customer's name and the table will populate with all of the customer's outstanding invoices. The field to the right displays the customer's name.
Use this drop-down box to select a cash account to which the cash receipt should be applied (debited). You can select only those accounts that have been identified as cash accounts in the Maintain Transfer Accounts screen. You can use this feature to apply money to two different cash accounts on the same receipt number.
Enter the customer's check number, or some other reference number, to identify this payment. This check number will be stored in the customer receivable history.
Use this drop-down box to select the criterion by which to sort the invoices in this table. All the columns in this table are available as the primary sort.
Once you have chosen the criterion for your sort, select this pushbutton to sort the data.
Enter the amount received from this customer for this cash receipt. You must distribute the amount entered here before updating the main screen.
This field displays the amount of cash received for this customer that has not been distributed to an invoice or finance charge, or entered as an unidentified amount. Amount Unapplied must be zero before you can process the information in this screen. Note that the Discount Taken column does not change Amount Applied.
Enter the amount of cash received that cannot be related to an invoice or "Interest" charges. This amount will create or update an invoice number "Unknown" so that the balance can be applied to invoices in the future. The accounting for this amount will cause a debit to cash and a credit to the customer receivable account and organization. Note that this "Unknown" invoice will print on the open receivable aging report for this customer as a negative invoice.
This non-editable field displays data from the Accounts Receivable History table. If you apply finance charges to a customer's outstanding balance, there will be an invoice number that begins with the customer's account number and ends in "INT" that relates to the accrued finance charges. If you have had "unidentified amounts received" in the past, there will also be an invoice number that begins with "UNK," showing amounts received but not distributed to a specific invoice. The Invoice Amt field for the "UNK" invoice will almost always be negative. If you want to distribute it back to outstanding invoices, enter a negative amount received and distribute it to actual invoices until the Amount Unapplied is zero.
This non-editable field displays data from the Accounts Receivable History table.
Enter the number of the check that was received for this invoice. If you received another form of payment, you may want to enter some other reference number. This information will be stored in the Accounts Receivable History table. If you pay more than one invoice with one check, you can copy the check number to other invoices without retyping. Enter the check number for payment of the first applicable invoice. Hold the shift key down as you choose the other applicable invoices. When all invoices paid with that check have been highlighted, select the Apply pushbutton. All invoices now show the same check number.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table.
This non-editable field displays data from the Accounts Receivable History table. It displays the net amount due for this invoice since the last posting. Please note that the information for this field will not be updated until you post the cash receipts to the General Ledger.
Enter the cash received for this invoice. The total of this column plus Unidentified Amount Received must add up to the Amount Received in the top of the screen. When all of the cash has been distributed, the Amount Unapplied should be zero. Note that the Amount Unapplied does not include discounts taken. If your customers pay from a statement, enter an Amount Received equal to the Balance Due until the Amount Unapplied is less than the Balance Due. Then apply the Amount Unapplied to that last invoice.
Enter the prompt payment discount taken for this invoice. You may want to review the original discount amount offered. Entering an amount in this field will cause the system to post a credit to the accounts receivable account and a debit to the discounts taken account. It will also reduce the invoice amount due. The system will display a warning message if the discount taken is different from the original discount. However, it will not prevent you from entering a different amount.
Enter the amount of the finance charge that you received for this invoice. You should enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received in the top of the screen.
Enter the amount of cash received that cannot be related to this invoice. The total of this column plus Amount Received must add up to the Amount Received in the top of the screen.
This field is calculated by adding the Amount Received, Disc Taken Amt, and Prior Amt Rcvd to show the total Amount Applied to the receivable account. The Balance Due is the Invoice Amt Due less the Amount Applied.
This field displays the amount calculated by subtracting the Amount Applied from the Invoice Amt Due.
This field displays the total amount of any prior receipts. This amount is added to the Amount Received and the Disc Taken Amt to arrive at the total Amount Applied.
This field displays the total discount taken on prior receipts.
This field displays the prior adjustment amounts, if any.
This non-editable field displays the account number from the Accounts Receivable History Table.
This non-editable field displays the organization from the Accounts Receivable History Table.
This non-editable field displays the reference 1 number from the Accounts Receivable History Table.
This non-editable field displays the reference 2 number from the Accounts Receivable History Table.
This field, which is used by all invoices, is updated when bills are posted. If the invoice is a standard bill, project product bill, customer product bill, or manual bill, this field will contain an "S." If the invoice is a progress payment bill, the invoice type will be "P." If the invoice is a delivery bill, the invoice type will be "D."
This field is used only by delivery invoices for projects that bill using progress payments. It is updated when delivery invoices are posted through the Edit Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. This field displays the full value of the shipped finished good.
This field is used only by Delivery invoices of projects that bill using progress payments. It is updated when Delivery invoices are posted through the Edit Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. The liquidation amount represents the Progress Payments that have been billed to the customer. It reduces the delivery amount to arrive at the net invoice amount.
As noted in the Invoice Type documentation, liquidations are "netted" and posted with the delivery invoice, under the net method. However, liquidations are calculated and stored by both the delivery invoices and the form DD250s from Costpoint Sales Order Entry, regardless of whether the Gross or Net method is used. If the delivery invoice calculates a liquidation amount, it will be reflected in this field.
The Liquidation Taken field is used by delivery invoices for projects that bill using progress payments. This field will default to the value of the liquidation amount calculated by the Delivery invoice. It can be adjusted if the customer pays an amount that is different from the invoice amount. The system will display a warning message if the liquidation taken is different from the liquidation amount. You cannot save the new amount of liquidation until you have accessed the Invoice Detail subtask in the Maintain A/R History screen to correct the amount as it appears there in the Liqd Taken field. In addition, you cannot change the Liqd Taken field if the invoice is a standard (S) invoice or if the invoice type is blank.
This field displays the amount received in terms of your company's functional currency.
This field displays the amount of the discount taken in terms of your company's functional currency.
Enter the amount of the finance charge that you received for this invoice. Enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received in the top of the screen.
This field displays the unidentified amount received expressed in terms of your company's functional currency.
Select this pushbutton to highlight all invoices listed. This function is best used when sorting by customer account number when a customer is paying all his outstanding invoices. You can select the Cancel pushbutton if you change your mind.
Select this pushbutton to apply the Balance Due to the Amount Received for the selected invoice numbers.