Create a cash receipts batch

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

1. Select Cash Receipts from the Accounts Receivable menu, and the Cash Receipt Batches window will open.

2. Click at the bottom of the window, and the Batch Form window opens in a popup. Required fields are marked with a red asterisk.

3. Complete the fields as described below.

   • Batch Number: Enter an alphanumeric ID for the batch. 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.

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

5. Click , and the Batch Item Form opens in a popup window. 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 an asterisk.

   • Receipt Number *: Required; enter an alphanumeric ID.

   • 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.

   • AR Reference: Optional. If this receipt is payment on an invoice, click the ellipsis, and select the invoice from list.

   • Customer Name *: Select the customer from whom the cash is being received. 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.

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

   • Amount *: Enter the amount being received.

7. Click Save when finished. The receipt is saved, and the account information is displayed for completion.

8. Edit the information on the Account tab, if needed.

9. Click on the Balancing Account tab. The amount defaults to the receipt total.

10. Enter a balancing account, edit the amount, and enter the percentage to be allocated to this account.

11. Click Add to add the account information.

12. When finished entering account information, click Save. The receipt is saved to the batch and displayed in the Batch Receipt Items grid.

13. Repeat steps 5 - 12 until you've finished adding receipts to the batch.

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

Once a cash receipts batch has been saved, it must be submitted. Click here for instructions.

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