Incoming monies, other than those from a van line (see the Importing Statements from a Van Line section) are entered as a cash receipt batch.
The following procedure describes the general processing flow of a cash receipt batch.
Verifying and Applying a Cash Receipts Batch
1. In MoversSuite,
2. Access Payment Management,
3. Select a batch imported from Cash Receipts from in the Batch Management data grid. Cash Receipt batches will contain only detail records for positive payment amounts (Payment Code of “M”),
Note: Cash receipt batches will have an initial status of “System.”
Figure 45: Sample cash receipt batch
4. Press Deposit Report to view and compare the Deposit Statement to what was actually received.
Figure 46: Payment Management > Batch Management > Deposit Report button
Missing and incorrect entries will need to be corrected before processing begins. Cash receipts with an incorrect amount must be voided and a new cash receipt created. See Voiding Cash Receipts and Creating a New Cash Receipt Batch for more information,
Important: Cash receipts can be added and voided up until they have been applied (Detail Processing > Apply) or until the batch has been sent to processing (Batch Management > Process). Once the receipt is in a status of “In Process” the ability to adjust the batch is restricted.
5. Once the amount of the deposit has been verified, press Details to open the Statement Detail dialog,
Figure 47: Statement Detail dialog
In Statement Detail:
a. Enter the actual deposit date in Wire/Journal Date,
b. Enter amount of the deposit in Control Amount,
c. Select the appropriate Cash/Clearing Account from the available list (as defined within Payment Management Posting Accounts). The general ledger account selected must be the correct for the type of cash receipts being processed,
d. Press Done to save the changes for the batch,
6. Access Detail Processing and verify that each receipt is correct and that the order and customer associated is correct. A receipt can still be edited, voided, and have changes made to associated orders through Cash Receipts up until the Apply has been pressed for any batch detail item (see Working in Cash Receipts). If the batch is already being processed, then order association can be changed through the Apply Wizard,
When the batch is ready to be processed:
In general, the Apply Wizard will be used for items imported from Cash Receipts to update the associated orders and will be applied by setting an amount in either Unapplied Cash and/or general ledger allocation,
Important: Payments need to be applied to an Order Number or general ledger account and NOT against a cash receipt number.
7. Select a detail line item to apply,
8. Press Apply to access the Apply Wizard,
Note: Once details begin to be processed, the status of the batch will be set to “In Process.”
9. Use Find and Delete to add and remove orders from the receipt,
10. To apply a payment receipt as Unapplied Cash for an order(s):
a. Click the ellipses button next to Unapplied Cash to access the Unapplied Amounts dialog,
Figure 48: Unapplied Amounts dialog
b. Place a check in Post box for each order to be applied. A cash receipt number will also appear in the Order Number field – avoid selecting cash receipts,
Note: It is recommended to apply unapplied cash against an order only; avoid applying a cash receipt to unapplied cash.
c. Set the appropriate Amount for each order. The total applied for all orders cannot be greater than the Unapplied Amount,
d. Verify and select the correct Customer Number, if necessary. The customer is set for an order within Billing Information > Customer Information,
e. Press OK to set the unapplied amount,
11. To apply a payment receipt to a general ledger account:
a. Click the ellipses button next to GL Account Allocation to access the GL Allocate Wizard,
Figure 49: Sample allocations in GL Allocate Wizard
b. Select the appropriate Branch to process the apply against,
c. Select a Division, if needed,
d. Select a Main Account for the allocation,
e. Select an Order Number for the line item.
Note: Setting the Order Number will allow transactions associated to the receipt to appear in the Dynamics GP Order Inquiry,
f. Enter a Description for the line item,
g. Enter the specific Amount associated to the selected order. Note: The amount available to be applied will automatically be inserted into the Amount field. The total amount of all allocations entered in the GL Allocate Wizard cannot exceed the Unapplied Amount,
h. Press Add to create the line item. Saved line items will appear with the GL Allocate Wizard data grid where they can be edited or deleted,
i. When all line items have been added press Done to apply the allocation,
12. Repeat Steps 7 through 11 until all receipt
details have been fully applied as denoted by a checkmark (
) in the first column of each record displayed
in the Detail Processing data grid. Use the navigation buttons in the
bottom right-hand corner of the wizard to move to the next record. See the
Using Payment Management Wizards
section for more information,
13. Press Done to close the Apply Wizard,
14. Press the Generate Transaction button to create posting transactions for the receipt. Note: Generate Transaction button will be active when all detail items are fully-applied,
Figure 50: Payment Management > Detail Processing > Generate Transactions button
15. When a confirmation dialog appears, press Yes to continue with generating accounting transactions.
Figure 51: Confirmation dialog for accounting transaction creation
16. A final confirmation dialog will appear once all transaction are created. Once posted, all receipts will display a status of “Posted” in Cash Receipts and the batch will no longer be available. Note: Set the Show All option for the Batch Management data grid to view posted cash receipt batches.
RELATED TOPICS:
Using Payment Management Wizards