Contents of the Cash Receipts Form
After you open a cash receipts transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The Project Information grid contains individual transaction line items.
Fields
| Field | Description |
|---|---|
| Transaction Filename | This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file. |
| Active Company | This field displays if you have multiple companies in Vantagepoint. This field displays the active company to which the individual transaction or transaction file belongs to. |
| Status | This field displays the current status of the transaction file. |
| Approved By | If the transaction file has been approved, this field displays the approver's name. |
| Reference Number | Enter a number by which to reference this transaction. Deltek recommends that you use today’s date as the reference number for your cash receipts. This will sort the receipts by date in the bank statement reconciliation. If multiple references exist within a single deposit, use a notation on the end of the date.
For example: reference numbers 062823A, 062823B would be deposits A and B for 6/28/23. If the selected bank has automatic numbering for transactions set up, [AUTONUMBER] displays in this field and you cannot enter a reference number. In this case, the number is based on the reference number specified on the Transaction Settings form in . |
| Bank | Select the bank code to associate with this transaction. The bank code directs the implicit posting for the transaction entry file. |
| Date | Specify the date for this transaction. |
| Comment | Enter a comment for the cash receipt/employee repayment. This field displays Deposit by default (as long as a reference number is entered). |
| Diary | This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in
.
Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. All diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions. If you use multiple companies, you can select only those diary codes that are set up for the current company. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction. |
| Diary Number | This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted.
The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid of the Diary Auto Numbering Options section on the Transaction Settings form, in . |
| Currency | This field appears if you use multiple currencies. This field displays the currency used for the transaction. |
| Exchange Override | This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click
 to update the transaction currency and the exchange rate for the transaction.
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Project Information Grid Fields
| Field | Description | ||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | Enter a description for the cash receipt item. | ||||||||||||||
| Invoice | Click
 in this field to open the Invoice Lookup dialog box, and select one or more outstanding invoices for which to apply the cash receipt. The dialog box displays a list of all invoices to choose from. Or, if you entered a project in the grid, the dialog box displays a list of all the invoices for the project. In the dialog box, you can also use the search field to find a specific invoice number if the invoice list is long.
If you use Intercompany Billing in conjunction with the detailed subledgers feature to generate intercompany invoices and you use this field to specify an intercompany invoice, Vantagepoint automatically prefills the Account field for this cash receipt transaction with your enterprise's intercompany accounts receivable account. If you use the Pre-Invoice feature, you can enter an invoice in the Invoice field or a pre-invoice in the Pre-Invoice field for a cash receipt, but you can't make entries in both fields. If the cash receipt is for a retainer, select the Retainer checkbox in the row, and the Invoice field is disabled. |
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| Project Name | When you enter an invoice in the Invoice field, this field prefills with the project that is associated with the invoice. Alternatively, you can leave the Invoice field blank, select a project from the Project lookup in this field, and then use the Invoice lookup in the Invoice field to select from a list of invoices specific to the project that you entered in the Project field. | ||||||||||||||
| Pre-Invoice | This field displays if either of the following are true:
This field is enabled only after you enter a project in the Project field. Enter a pre-invoice number or select one on the Pre-Invoice lookup. You can enter an invoice in the Invoice field or a pre-invoice in the Pre-Invoice field for a cash receipt, but not both. |
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| Phase Name | If you use phases (WBS2):
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| Task Name | If you use tasks (WBS3):
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| Tax Code |
This field displays only if you set the Enable Tax Auditing Feature option to Yes in . Select the tax code for the cash receipt. The list displays tax codes that have been set up in the Taxes Codes form as output taxes with an active status. An output tax has at least one checkbox selected on the Options tab in . If the invoice that you selected in the Invoice field in this grid contains a tax item, the tax code for that item prefills in the Tax Code field even if the tax's status has been changed to inactive and it is no longer an output tax. In this scenario, if the tax no longer has a general ledger account entered for it in the Taxes Codes form, you cannot post the cash receipt. You must add an account in the Account field for the tax code, and then post the cash receipt transaction file. |
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| Account | This field prefills with the account (usually an accounts receivable account) that will be credited when you post a cash receipt transaction entry file. When you enter an invoice in the
Invoice field in this grid, the
Account field prefills with the accounts receivable account that is mapped to an invoice account entered for the active company in the Invoice Mapping Accounts grid in
. If no accounts receivable account is mapped, the
Account field prefills with the accounts receivable account that is entered for your company in the Company Accounts section of the Posting Accounts form in
.
When you enter an intercompany invoice in the Invoice field, the Account field prefills with the intercompany accounts receivable account for your enterprise that is entered in the Intercompany Accounts section of the Posting Accounts form in . When you enter a pre-invoice in the Pre-Invoice field, the Account field prefills with the account that is entered in the Pre-Invoice Receipt Offset field in . If you enter a partial cash receipt for the pre-invoice and then change the account when you enter another partial cash receipt, when the pre-invoice is applied to a regular invoice, the full amount paid will be debited to the last credit account used. You can override the account in this field, but it is not recommended. |
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| Amount | This field prefills with the amount of the invoice or pre-invoice that you selected in the Invoice or Pre-Invoice field in this grid. If you do not enter an invoice, then enter the amount of the cash receipt directly in the Amount field. | ||||||||||||||
| Exchange Override Rate | If you use multiple currencies, you can use this field to override the exchange rate for a single line item. Vantagepoint stores each transaction amount that you enter in the currency that you selected when you created the transaction file. Vantagepoint also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, Vantagepoint uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field. | ||||||||||||||
| Tax Basis |
This field displays only if you set the Enable Tax Auditing Feature option to Yes in . The amount in the Tax Basis field prefills, based on the entry that you make in the Tax Code field and the Receipt Amount field. You can override the prefilled entry and enter a different tax basis. |
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| Source Currency Code | For invoice receipts, this is the billing currency specified on the invoice. | ||||||||||||||
| Source Balance | For invoice receipts, this is the outstanding balance of the invoice. | ||||||||||||||
| Source Relief |
For invoice receipts, this is the amount in the source currency that will be applied to the balance of the invoice. If the receipt currency is the same as the source currency, then this field is read-only. For non-invoice receipts, this field is blank (and read-only). |
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| Interest | Select this checkbox if the client is paying off an interest charge. This option is available only if a revenue account is entered in the Account field. This checkbox is not enabled when you enter a pre-invoice in the Pre-Invoice field in this grid. | ||||||||||||||
| Retainer | Select this checkbox if the line item is a retainer amount. A retainer is an advance amount collected from a client prior to work beginning on a project. The amount of the retainer is typically stipulated in the client's contract. When you select the Retainer checkbox, the Invoice field in the grid is disabled. This checkbox is not enabled when you enter a pre-invoice in the Pre-Invoice field in this grid. | ||||||||||||||
| Due To/From Company | Vantagepoint enables this field if you use multiple currencies and an intercompany account is selected in the
Account field. Use this drop-down list to select the company from which the account balance is due. The drop-down lists all companies other than the company that owns the project/phase/task.
If you are also using the Intercompany Billing feature, your company can generate intercompany invoices and Accounts Payable vouchers. In this case, the Due To/From Company field is filled in wit the name of the company from which the balance is due. You must also specify a "due to/from" company on any record associated with an Account defined in Intercompany Billing. |
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| Account Name | This column displays the general ledger account name for the line item. | ||||||||||||||
| Client Name | The following table identifies the values that can prefill in this field. You cannot change the prefilled entry.
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| Phase Name | This column displays the phase number associated with the line item. | ||||||||||||||
| Project Name | This column displays the project number associated with the line item. | ||||||||||||||
| Task Name | This column displays the task number associated with the line item. |