Enter Cash Receipts

The cash account must have a bank account abbreviation on the cash account line when it is posted to update bank reconciliation history. The cash account defaults from the Default Accts subtask of the Customers (Accounting\Maintain\Customers) or the A/R Settings (Administration\Configure\Accounting) screens. Both of these screens require a bank abbreviation. However, if the cash account is changed on the cash receipt, the cash account must exist in the Transfer Accounts screen (Accounting\Maintain\Accounts) with a bank abbreviation in order for the bank abbreviation to default.

Enter the receipt date for the transfer(s) or cash receipt(s) that you are entering. When you select the New Record icon, the current date will default.  

The date you enter cannot be more than 50 years before the current year, as determined by your system date. If you enter an "old" date, the system will display an error message asking you to check and reenter the date.

The receipt number is a nine-character numeric field. This number must be unique within each accounting period.

Leave this field blank to have the system automatically assign the next available receipt number within the accounting period entered on this screen. When you save the transaction, the assigned receipt number displays and cannot be changed.

If you allow the system to assign the receipt number, it will add one to the number currently stored in the transaction control number table. As an alternative, you can manually assign receipt numbers.

Note:  Costpoint assigns the cash receipt number by fiscal year and period. Cash receipt numbers will automatically begin at "1" for each new accounting period. You can change the last system number in the Set System Assigned Cash Receipt Number screen whenever the validation for duplicate numbers prevents you from saving a new transaction. You can also use the Set System Assigned Cash Receipt Number screen to maintain the sequential ordering of numbers from one accounting period to the next.

Enter a deposit number of up to 15 alphanumeric characters. This field is optional.

When you enter a new cash receipt, this field contains your company's transaction currency. Using the Exchange Rates subtask, you can change this to the type of currency received. You must select the Apply Rates pushbutton in the Exchange Rates subtask to update this field.

When you review an existing cash receipt, this field displays the currency received for this cash receipt.

Enter, or use Lookup to select, the customer account number. When you post cash receipts, the system uses the customer number assigned to the cash receipt to update A/R history.

If you enter a customer number and the system cannot find the invoice number for that customer, the system will record the transaction using the customer number and invoice number you entered. This may cause an invoice to appear unpaid on an A/R Aging report.

In general, you should enter cash receipts against invoices using the Invoice Information subtask. This will ensure that the cash receipt is applied against the correct invoice.

This checkbox is used in Costpoint Encumbrance Tracking during the Calculate Over Budget Transactions process. Encumbrance tracking allows you to track expenditures for both posted and unposted transactions on an individual project and compare these expenditures to the budget ceilings set in the Project Line Item Budgets screen.

This checkbox will be selected if the transaction amounts are above the budget ceiling. As a result, if someone tries to post cash receipts, the transaction will not be accepted. If this occurs, you can:

• Increase the budget ceiling in the Project Line Item Budgets screen.

• Change the project/account combinations to different charge points.

• Uncheck the Over Budget checkbox and allow the over budget charge to post.

Select a fiscal year from Lookup or enter the fiscal year where the cash receipt will post. The fiscal year must be open.

Select a period from Lookup or the period where the cash receipt will post. The accounting period must be open.

Select a subperiod from Lookup or enter the subperiod. The subperiod must be open.  

 This non-editable field displays the ID of the person who logged into the system.

This non-editable field displays the system date.

This field displays the running total for the debit table window transactions. You cannot save the cash receipt if the debit and the credit totals do not equal.

This field displays the running total for the credit table window transactions. You cannot save the cash receipt if the debit and the credit totals do not equal.

This field displays the running total for the debit table window transactions expressed in your company's functional currency.  You cannot save the cash receipt if the debit and the credit totals do not equal.

This field displays the running total for the credit table window transactions expressed in your company's functional currency. You cannot save the cash receipt if the debit and the credit totals do not equal.

Select this pushbutton to recalculate the amounts in the Receipt Currency Totals and Functional Currency Totals fields based on the rates in the Exchange Rate subtask.

Use this field to enter the location of a document image containing information that supports the data you are entering. For example, a valid path might be C:\My Documents\Cash Receipt.

This is a non-editable field, incremented automatically by the system. As you insert lines in this table, the line number is recalculated.

This field displays the rate group selected for this cash receipt. Maintain rate groups in the Exchange Rate Groups screen.

You can change the rate group in the Exchange Rates subtask. The transaction and functional currency must exist in the rate group you selected. Select the Find Ratespushbutton to change the exchange rate. Select the Apply Ratespushbutton to update the Currency and Rate Group fields in the Identification block.

Enter the invoice number that relates to the amount received. If the system finds the invoice in the receivable history, it will fill in the account, organization, project, and customer number fields, if they apply.

You also can select the Invoice Information link to record cash receipts. If you use the Invoice Information subtask, do not enter anything into the Enter Cash Receipts screen; the program will automatically enter all of the required accounting information, including the debit to the default cash account, after you have selected the invoices that were paid. If the invoice has not been entered or posted to the General Ledger, you can still enter a cash receipt. Leave the invoice number blank and an "UNK" invoice will be assigned to the cash receipt. Once the invoice is posted, the credit "UNK" invoice can be applied against the invoice.

You must also enter in the Account, Organization, Project (if applicable), and Customer Account (if applicable) fields, so that, when the invoice is posted from the billing side, all of the information will match up in the open receivable reports.

Enter, or use Lookup to select, an account. As you tab to the next field, the system will validate that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod of this cash receipt. The system will display a warning message if the account fails any of the above validations; you should then correct the account. When you exit the row and save the cash receipt at the same time, the system will perform additional validation to determine whether the account is valid for the organization.

In general, you should not enter accounts for cash receipts that have invoices related to them. Instead, you should either use the Invoice Information subtask, or enter the existing invoice ID on the line and the account will automatically default in the column.

Enter, or use Lookup to select, an organization number.

As you tab to the next field, the system will validate that the organization is active and that the organization allows charging for the fiscal year, period, and subperiod of this cash receipt. The system will display a warning message if the organization fails any of the above validations; you should then correct the organization. Note that if you have used an organization abbreviation, you should not enter anything in this field unless you want to erase the organization abbreviation. If you exit the row and save the cash receipt at the same time, the system will perform additional validation to determine whether the organization is valid for use with the account.

Enter, or use Lookup to select, a project number.

If you use Lookup for a project after entering in the Account and Organization fields, it will list only those projects that are valid for the Account and Organization combination. The program will also check that the fiscal year, period, and subperiod ending date is not later than the project end date. You will receive a warning if the project is not included in the period of performance, but you will be able to continue. You should note that if you have used a project abbreviation, you should not enter anything in this field unless you want to erase the project abbreviation.

This non-editable field displays the bank abbreviation for the account/organization combination on this line. Only cash accounts will have a bank abbreviation.

You created this bank abbreviation name in the Company Bank Accounts Detail Information screen and is linked to accounts/organizations via the A/R Settings screen (Administration\Configure\Accounting) or the Transfer Accounts screen (Accounting\Maintain\Accounts).

Enter the number of the check or EFT (up to nine numerals) that the customer used to pay the invoices. This information will be stored in the receivable history or travel advance history for future reference.

Although this field is optional, we suggest that you enter a check or wire transfer number as a reference for the cash receipt you are posting.

Enter the discount taken for this invoice.

The system will credit the receivable account and post the debit to the Discounts Taken Account in the A/R Settings (Administration\Configure\Accounting) screen.

Entering a discount taken does not change the debit and credit totals at the bottom of the screen. This is done so that you can match the total debit to the cash received for the day.

Enter the amount received for this invoice number.

Enter a description (up to 30 characters) for this detail line. This will be stored in the General Ledger detail and will be printed on detail account and project reports. You can edit this field for both cash receipts and receivable items. If you do not enter a transaction description, the account description will default.

Enter the amount of the finance charge that you received for this invoice.

You must enter this amount as a separate line item. The total of this field plus Amount Recvd plus the Unidentified Amount Received (in the Invoice Information subtask) must add up to the Amount Received in the header of the Invoice Information subtask.

Note:  The Account/Org/Project where you post finance charges is usually different than the receivable account used for A/R. You set up this account/org in the A/R Settings screen (Administration\Configure\Accounting) or by customer in the Default Accounts subtask in the Customers screen (Accounting\Maintain\Customers).

This non-editable field displays the vendor identification number. This will default from the Customers screen (Accounting\Maintain\Customers) if a vendor ID was entered.

This field displays the non-editable 10-character number you assigned to the advance in the Enter Travel Advance Requests or Archive Travel Advances History screens.

Use this optional field to enter an expense report ID of up to 12 alphanumeric characters.

This expense report ID identifies the travel advance that produced leftover monies that an employee returned to the company.

This field displays the three-letter code of the currency used for this customer's bill.

Enter, or use Lookup to select, a reference number that is assigned to reference number 1.

The heading entered for Reference 1 in the G/L Settings screen will display your label for this field. As you move to the next field, the system will validate that this reference number can be charged. If you have entered an invalid reference number or a reference number that is not a reference number 1, you will receive an error message and will need to correct the reference number before continuing. No additional validation will occur if you exit the row or save the cash receipt.

Enter, or use Lookup to select, a reference number that is assigned to reference number 2.

The heading entered for Reference 2 in the G/L Settings screen will display your label for this field. As you move to the next field, the system will validate that this reference number can be charged. If you have entered an invalid reference number or a reference number that is not a reference number 2, you will receive an error message and will need to correct the reference number before continuing. No additional validation will occur if you exit the row or save the cash receipt.

Select this checkbox to display the Project Name, Organization Name, Reference 1 Name, and Reference 2Name fields for this cash receipt row.

This field displays the value of the Amount Received field displayed in your company's functional currency.

This field displays the value of the Discount Amount field displayed in your company's functional currency.

This non-editable field displays the cash account description assigned to this cash receipt row.

Enter, or use Lookup to select, the abbreviated code, up to six characters, for the desired organization number.

If you have already entered the organization number on this line, you can tab through this field and the system will insert the corresponding organization abbreviation.

Enter, or use Lookup to select, the abbreviated code, up to six characters, for the desired project.

If you have already entered the project number on this line, you can tab through this field and the system will insert the corresponding project abbreviation.

The project account abbreviation, if any, will default into this field.

This will default if the account used has a project account abbreviation associated with it in the project account group and the project entered belongs to the project account group.

This non-editable field displays the account name assigned to this cash receipt row.

This non-editable field displays the organization name assigned to this cash receipt row.

This non-editable field displays the project name assigned to this cash receipt row.

This non-editable field displays the customer name assigned to this cash receipt row.

This non-editable field displays the reference 1 name from the reference number entered.

This non-editable field displays the reference 2 name from the reference number entered.