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Contents of the Manage Cash Receipts Screen

Use the fields and options to configure the Manage Cash Receipts screen.

Identification

Receipt

Field	Description
Date	Enter, or click to select, the receipt date for the transfers or cash receipts. In general, you do this daily. The date that you enter cannot be more than 50 years before the current year, as determined by your system date. If you enter an old date, you receive an error message asking you to check and reenter the date.
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.
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.
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
Fiscal Year, Period, and Subperiod	Enter, or click to select, the fiscal year, period, and subperiod in these fields. 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
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: Increase the budget ceiling. Change the project/account combinations to different charge points. Clear the Over Budget check box and allow the over budget charge to be posted.
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
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.
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 to select, the customer account number a customer. When you post cash receipts, the system automatically uses the customer number assigned to the invoice for history. If you enter a customer number and the system cannot find the invoice number for that customer, the system records the transaction using the customer number that you entered. This may cause a discrepancy if you run the A/R Aging report by customer, rather than invoice or project. In general, do not enter a customer account for cash receipts that have invoices related to them because the system automatically brings in the customer's account number after the invoice number is entered.
Customer Name	Enter, or click to select, the customer name.
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 to select, an account. As you tab to the next column, the system validates that the account number is not a summary account, the account is active, and the account allows charging for the fiscal year, period, and subperiod of this cash receipt. The system displays 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 performs additional validation to determine whether or not the account is valid for the organization. In general, you do not enter accounts for cash receipts that have invoices related to them. Instead, use the Invoice Information subtask, or enter the existing invoice ID on the line and the account automatically loads in the column.
Account Name	The corresponding name of the account you selected displays in this field. Otherwise, enter, or click to select, an account.
Organization	Enter, or click to select, an organization number. As you tab to the next column, the system validates that the organization is active and that the organization allows charging for the fiscal year, period, and subperiod of this cash receipt. The system displays a warning message if the organization fails any of the above validations; you should then correct the organization. If you use an organization abbreviation, do 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 performs additional validation to determine whether or not the organization is valid for use with the account.
Organization Name	The corresponding name of the organization you selected displays in this field. Otherwise, enter, or click to select, an organization.
Project	Enter, or click to select, a project number. If you click for a project after you enter an account and organization, it lists only those projects that are valid for the account and organization combination. The program also checks that the fiscal year, period, and subperiod ending date is not later than the project end date. You receive a warning if the project is not included in the period of performance, but you can continue. If you use a project abbreviation, do not enter anything in this field unless you want to erase the project abbreviation.
Project Name	Enter, or click to select, the project name.
Ref 1	Enter or click to select a reference number that is assigned to reference number 1. The heading entered for reference 1 on the Configure General Ledger Settings screen in Costpoint General Ledger 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.
Ref 1	This non-editable field displays the reference 1 name from the reference number entered.
Ref 2	Enter or click to select a reference number that is assigned to reference number 2. The heading entered for reference 2 on the Configure General Ledger 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.
Ref 2	This non-editable field displays the reference 2 name from the reference number entered.
Org Abbrev	Enter, or click to select, the abbreviated code for the desired organization number. If you already entered the organization number on this line, you can tab through this field and the system inserts the corresponding organization abbreviation.
Project Abbrev	Enter, or click to select, the abbreviated code for the desired project. If you already entered the project number on this line, you can tab through this field and the system inserts the corresponding project abbreviation.
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
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.

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Contents of the Manage Cash Receipts Screen

Use the fields and options to configure the Manage Cash Receipts screen.

Identification

Receipt

Field	Description
Date	Enter, or click to select, the receipt date for the transfers or cash receipts. In general, you do this daily. The date that you enter cannot be more than 50 years before the current year, as determined by your system date. If you enter an old date, you receive an error message asking you to check and reenter the date.
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.
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.
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
Fiscal Year, Period, and Subperiod	Enter, or click to select, the fiscal year, period, and subperiod in these fields. 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
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: Increase the budget ceiling. Change the project/account combinations to different charge points. Clear the Over Budget check box and allow the over budget charge to be posted.
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
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.
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 to select, the customer account number a customer. When you post cash receipts, the system automatically uses the customer number assigned to the invoice for history. If you enter a customer number and the system cannot find the invoice number for that customer, the system records the transaction using the customer number that you entered. This may cause a discrepancy if you run the A/R Aging report by customer, rather than invoice or project. In general, do not enter a customer account for cash receipts that have invoices related to them because the system automatically brings in the customer's account number after the invoice number is entered.
Customer Name	Enter, or click to select, the customer name.
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 to select, an account. As you tab to the next column, the system validates that the account number is not a summary account, the account is active, and the account allows charging for the fiscal year, period, and subperiod of this cash receipt. The system displays 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 performs additional validation to determine whether or not the account is valid for the organization. In general, you do not enter accounts for cash receipts that have invoices related to them. Instead, use the Invoice Information subtask, or enter the existing invoice ID on the line and the account automatically loads in the column.
Account Name	The corresponding name of the account you selected displays in this field. Otherwise, enter, or click to select, an account.
Organization	Enter, or click to select, an organization number. As you tab to the next column, the system validates that the organization is active and that the organization allows charging for the fiscal year, period, and subperiod of this cash receipt. The system displays a warning message if the organization fails any of the above validations; you should then correct the organization. If you use an organization abbreviation, do 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 performs additional validation to determine whether or not the organization is valid for use with the account.
Organization Name	The corresponding name of the organization you selected displays in this field. Otherwise, enter, or click to select, an organization.
Project	Enter, or click to select, a project number. If you click for a project after you enter an account and organization, it lists only those projects that are valid for the account and organization combination. The program also checks that the fiscal year, period, and subperiod ending date is not later than the project end date. You receive a warning if the project is not included in the period of performance, but you can continue. If you use a project abbreviation, do not enter anything in this field unless you want to erase the project abbreviation.
Project Name	Enter, or click to select, the project name.
Ref 1	Enter or click to select a reference number that is assigned to reference number 1. The heading entered for reference 1 on the Configure General Ledger Settings screen in Costpoint General Ledger 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.
Ref 1	This non-editable field displays the reference 1 name from the reference number entered.
Ref 2	Enter or click to select a reference number that is assigned to reference number 2. The heading entered for reference 2 on the Configure General Ledger 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.
Ref 2	This non-editable field displays the reference 2 name from the reference number entered.
Org Abbrev	Enter, or click to select, the abbreviated code for the desired organization number. If you already entered the organization number on this line, you can tab through this field and the system inserts the corresponding organization abbreviation.
Project Abbrev	Enter, or click to select, the abbreviated code for the desired project. If you already entered the project number on this line, you can tab through this field and the system inserts the corresponding project abbreviation.
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
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.