Contents of the Manage Cash Receipts Screen
Use the fields and options to configure the Manage Cash Receipts screen.
Identification
Receipt
Field | Description |
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Date |
Enter, or click
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Receipt |
Enter the receipt number for the transfers or cash receipts. 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. The system adds one to the number that is currently stored in the transaction control number table. When you save the transaction, the assigned receipt number displays in the field and cannot be modified. Note: Costpoint assigns the cash receipt number by fiscal year and period. Cash receipt numbers automatically begin at 1 for each new accounting period. You can modify the last system number on the Configure System Assigned Cash Receipt Number screen whenever the validation for duplicate numbers prevents you from saving a new transaction. You can also use the Configure System Assigned Cash Receipt Number screen to maintain the sequential ordering of numbers from one accounting period to the next.
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Deposit No |
Enter a deposit number of alphanumeric characters. This field is optional. Note: For automatically generated net-zero cash receipts from Post Standard Bills, this field displays REVERSE BILL.
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Currency |
When you enter a new cash receipt, this field contains your company's functional currency. You can use the Exchange Rates subtask to change the type of currency received. When you review an existing cash receipt, this field displays the currency received for this cash receipt. |
Rate Group |
This field displays the rate group selected for this cash receipt. Rate groups are maintained on the Manage Exchange Rate Groups screen in Costpoint Multicurrency and contain currency exchange rate information. |
Period to Post
Field | Description |
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Fiscal Year, Period, and Subperiod |
Enter, or click
Entry |
User |
This non-editable field displays the ID of the person who logged into the system. |
Date |
This non-editable field displays the system date. |
Receipt Currency Total (Debit and Credit) |
These two fields display running totals for the debit and credit table window transactions. You cannot save the cash receipt if the debit and the credit totals are not equal. |
Functional Currency Total (Debit and Credit) |
These two fields display running totals for the debit and credit table window transactions expressed in your company's functional currency. You cannot save the cash receipt if the debit and the credit totals are not equal. |
Recalculate Lines
Field | Description |
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Recalculate |
Click this button to recalculate the amounts in the Receipt Currency Totals and Functional Currency Totals fields based on the rates in the Exchange Rate subtask. |
Over Budget |
This check box is used in Costpoint Budgeting and ETC 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. This check box is 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:
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Default Account from Account Group |
Select this check box to set the account based on the Project Account Abbreviation as the default. This also allows the organization to default from the project. |
Location |
Use this field to enter the UNC (network) path of a document image that contains information about the data you are entering. For example, \\server\directory. Local and mapped drives are not allowed. |
Table Window
Click
on the toolbar to make additions.
Field | Description |
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Line |
This is a non-editable field that is incremented automatically by the system. As you insert lines in this table, the line number is recalculated. |
Transaction Description |
Enter a description (up to 30 characters) for this detail line. This is stored in the General Ledger detail and is printed on detail account and project reports. You can edit this field for both cash receipts and receivable items. Note: For automatically generated net-zero cash receipts from the Post Standard Bills process, this column displays REVERSE BILL for both the debit (reversal invoice) and the credit (original invoice) rows.
|
Bill Currency |
This column displays the three-letter code of the currency used for this customer's bill. |
Amt Recvd |
Enter the amount received for this invoice number. If the customer took a discount, record the amount received on one line and the discount on another line using the same invoice number. |
Discount Amt |
Enter the discount taken for this invoice. The system credits the receivable account and posts the debit to Discounts Taken Account on the Configure Accounts Receivable Settings screen. When you enter a discount taken, it does not change the debit and credit totals at the bottom of the screen. This helps you match the total debit to the cash received for the day. |
Finance Charge Recvd |
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 Amt Recvd plus Unidentified Amount Received (in the Invoice Information subtask) must add up to 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.
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Invoice |
Enter the invoice number that relates to the amount received. If the system finds the invoice in the receivable history, it prefills the Account, Organization, Project, and Customer Name fields if they apply. You also can select the Invoice Information subtask to record cash receipts. If you use the Invoice Information subtask, do not enter anything into the Manage Cash Receipts screen; the program automatically enters all of the required accounting information, including the debit to the default cash account, after you select the invoices that were paid. If the invoice has not been entered or posted to the General Ledger, you can still enter it, but you must also enter the account, organization, project, and customer account (if applicable) so that when the invoice is posted from the billing side, all of the information matches up in the open receivable reports. |
Customer Account |
Enter, or click
|
Customer Name |
Enter, or click
|
Cash Account Description |
This non-editable field displays the cash account description for the account and organization combination on this line. This cash account is linked to accounts/organizations through the Configure Accounts Receivable Settings screen or the Manage Transfer Accounts screen. The description from the Configure Accounts Receivable Settings screen is system-defined, while description from the Manage Transfer Accounts screen is user-defined. |
Bank Abbrev |
This non-editable field displays the bank abbreviation for the account and organization combination on this line. This bank abbreviation name is created on the Manage Company Bank Accounts screen in Costpoint General Ledger and is linked to accounts/organizations through the Configure Accounts Receivable Settings screen or the Manage Transfer Accounts screen. |
Account |
Enter, or click
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Account Name |
The corresponding name of the account you selected displays in this field. Otherwise, enter, or click
|
Organization |
Enter, or click
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Organization Name |
The corresponding name of the organization you selected displays in this field. Otherwise, enter, or click
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Project |
Enter, or click
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Project Name |
Enter, or click
|
Ref 1 |
Enter or click
|
Ref 1 |
This non-editable field displays the reference 1 name from the reference number entered. |
Ref 2 |
Enter or click
|
Ref 2 |
This non-editable field displays the reference 2 name from the reference number entered. |
Org Abbrev |
Enter, or click
|
Project Abbrev |
Enter, or click |
Proj Acct Abbrev |
The project account abbreviation (if any) displays in this column. |
Check |
Enter the number of the check or EFT (up to nine numerals) that the customer used to pay the invoices. This information is 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 you are posting. |
Expense Report ID |
Use this optional column to enter an expense report ID. You can enter alphanumeric characters. This expense report ID identifies the travel advance that produced leftover monies that an employee returned to the company. You enter the actual funds into Costpoint using this screen. |
Vendor |
This non-editable field displays the vendor identification number after you select a vendor and complete the required information in the Travel Advances subtask and click OK. |
Advance |
This field displays the non-editable 10-character number that you assigned to the advance in the Enter Advance Requests or Maintain Advance History screens in the Travel module of previous Costpoint versions. |
Func Amt Recvd |
This column displays the value of the Amount Received column in your company's functional currency. |
Func Discount Amt |
This column displays the value of the Discount Amount column in your company's functional currency. |
Bank Account Currency |
This non-editable field displays the bank account currency code. For example, USD. |
Bank Account Amount |
Enter the amount in the bank account currency. This field is only for cash accounts. |
Subtasks
Subtask | Description |
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Invoice Information | Click this link to open the Invoice Information subtask to view and pay invoices. |
Transfers | Click this link to open the Transfers subtask.
Use the Transfers subtask to transfer cash from one cash account/organization to another. Before you use this function, you must have already set up the cash account on the Manage Transfer Accounts screen. |
Exchange Rates | Click this link to open the Exchange Rates subtask.
Use the Exchange Rates subtask to enter the type of currency received in payment for the selected invoice. You can also select the rate group, change the rate date, and find and apply rates. |
- Related Topics:
- Invoice Information Subtask
Use the Invoice Information subtask on the Manage Cash Receipt screen to select from all outstanding invoices and apply cash received against them. - Transfers Subtask
Use the Transfers subtask on the Manage Cash Receipt screen to transfer cash from one account/organization to another. - Exchange Rates Subtask
Use the Exchange Rates subtask on the Manage Cash Receipts screen to enter the type of currency received in payment for the selected invoice payment.