As payments are received, they need to be posted to Inform as Cash Receipts. When you have completed this process, you should see an increase in your company's bank account balance, a decrease in your customers' Accounts Receivable balance, and a debit posting to your General Ledger Cash Account. There are two main types of Cash Receipts: Customer Cash Receipts are payments and transactions involving customers that have accounts with your company; Miscellaneous Cash Receipts are payments received from other sources, such as vendors and donors.
When posting Customer Cash Receipts, you may need to make changes to the discount or invoice amount. Through the system, you can apply discounts and make adjustments to both the payment and the invoice or invoices that it is applied to. Also, we recommend that you familiarize yourself with the basic Customer Cash Receipt Posting procedure before attempting to make these changes.
User Auditing
When you have multiple users who have posted to the Cash Receipts batch, it can be difficult to remember who posted which receipts. Use the Print User Audit button in the bottom toolbar to print all of the receipts entered by the user that you are currently logged in as. This report will display only the receipts saved to the current batch by this user, including the total amount saved by the user and the General Ledger distribution for the receipts. If the user has not saved any receipts to the current batch, this button will be disabled.
Posting to Multiple Bank Accounts
If you have multiple bank accounts set up in your system, you may want to post payments to both accounts at the same time. When a payment is posted, it is added to the batch according to the G/L Bank Code entered in the upper right corner of the screen. Since each bank code is considered a separate batch, changing this code to a different bank account will change your Batch Total. As you are posting payments, you can change this field to reflect the account that will receive the payment.
When you are ready to post to Accounts Receivable, each bank code batch must be posted separately. Change the G/L Bank Code field before clicking the Print & Post to A/R button to indicate which batch you are posting. Once the batch for the bank account is posted, the Batch Total will display as zero; this only applies to the batch for the bank account that is currently entered in the G/L Bank Code field. Enter the next bank account in the G/L Bank Code field to view the Batch Total and post the receipts for that account.
**If you are saving receipts to multiple batches, please be sure that you post all of your batches by checking each bank account for a balance. Clicking the Print & Post to A/R button will only post the batch that you are currently viewing for the bank account that you have selected. Any amounts that you have entered for other bank accounts must be posted separately.**
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Post a Miscellaneous Cash Receipt Post a Check for a Vendor Return Apply a Discount to an Invoice |
Additional documents, such as image files or pdf's can be attached to the customer's payment. These attached documents can then be accessed through the Customer Ledger under the Paid Invoices or Payment History tabs. See the Add an Attachment page for more information.
Print a Cash Receipts Audit Trail
Print a Cash Receipts History Report