Create a cash receipts batch

Cash receipt batches may contain a single item or multiple items.

1. Select Cash Receipts from the Receivables menu, and the Cash Receipts window opens.

2. Click the Add button, and the New Cash Receipt Batch window opens. Required fields are marked with a red asterisk.

3. Complete the fields as described below.

   • Batch Number: Enter an alphanumeric ID for the batch, or leave blank if custom numbering is set up. The number must be unique to this accounting cycle.

   • Description: Enter a description for the deposit.

   • Comments: Optional. Enter a comment, clicking on the ellipsis to open a text box if needed for a longer comment.

   • Submitted Date & Submitted By: Display only; populated by the system when the batch is submitted.

   • Approved Date & Approved By: Display only; populated by the system when the batch is approved.

   • Transaction Date: Enter the date to be used for the general ledger entry when the batch is approved. The batch may be pre- or post-dated as required. This date defaults to today's date if the field is left blank.

   • Bank Account: Select the bank account into which the receipts will be deposited. This selection cannot be changed once receipts are added to the batch.

   • Total: Display only; the total of all receipts in the batch.

   • Comments: Optional.

4. Click Save when finished, and the Cash Receipt Items tab is displayed.

5. Click the Add button on the Cash Receipt Items tab, and the Cash Receipt Item popup opens. Use this form to enter an individual receipt that will be on the deposit.

6. Complete the fields as described below. Required fields are designated by a red asterisk.

   • Receipt Number: Optional. Enter an alphanumeric ID. If left blank, the receipt number will default to a series beginning with 00001.

   • Method: Select the method used to make the payment. The choices in the drop-down are defined in Cash Receipts Configuration.

   • Description: Enter a brief description.

   • Reference: Optional. This field may be used for check number, credit card number, etc. as desired.

   • Customer: Select the customer from whom the cash is being received by entering the customer name or code. The choices in the drop-down are defined in Customer Management. If this receipt is payment on an invoice, select the customer paying the invoice.

   • AR Reference: Optional. If this receipt is payment on an invoice, click the ellipsis. The Choose AR Record popup opens. Click the AR Ref Number link, and the number is copied to the Cash Receipt Item popup.

   • Date Received: Type the date, or click the calendar icon to select the date.

   • Receipt Amount: Enter the amount being received.

   • Account Code: Enter the account code, or click the to open the Account Code Assistant, and use it to select the account. If you need to split the transaction between multiple accounts, click the Allocation button. Click here for instructions on using Account Code Allocation.

   • Balancing Account: The default balancing account is displayed. Edit or allocate as needed.

7. Click Save when finished, and the receipt is saved to the batch and displayed in the Cash Receipt Items grid. Or click Save and Add to enter additional receipts.

8. Repeat steps 5 - 7 until you've finished adding receipts to the batch.

9. Click Save, and the batch is saved with a status of New.

Once a cash receipts batch has been saved, it must be submitted.

You can submit the batch by clicking the Submit Batch button in the Cash Receipts Batch Form window, but if you want to submit a group of batches, click here for instructions.

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