Monies Received Transactions in A/R

The Monies Received section, in the Accounts Receivable module, contains 3 individual functions:

§ Void Receipts/Deposits/Apply Deposits

Each of these functions is now composed of Data Plus' standard processing steps: Data Entry, Edit List, and Post. This should make the entry process much more intuitive for you, the user, as the look and feel remains consistent with the rest of our applications.

This technical note will guide you through the process of entering receipts/deposits, voiding receipts/deposits, and applying deposits.

Entering Receipts & Deposits

Defintion of Receipt: A payment that is received for an existing invoice, and will be applied to the invoice at the time of entry.

Definition of Deposit: A payment that will be applied to an invoice at a later time, as the invoice has not yet been entered. A deposit is applied to an invoice through the Apply Deposit function.

Data Entry

Data Entry is where you will start the process of entering your receipts and deposits. You can enter Receipts and Deposits within the same batch. Upon selecting the Data Entry button, the following Batch Header screen will appear, where you will need to specify the details of your batch.

Listed below are definitions for each of the fields shown above.

Batch ID: This system will automatically default in the next Batch ID.

Entry Date: The system will default the current date into this field. It is the date on which the transactions are being entered into this batch.

Property ID: This field is available to Multi-Property Installations only. You are required to specify the Property for which you are entering Receipts/Deposits.

Trans Cnt: Enter the number of transactions you plan on entering within this batch.

Total DR: Enter the total debit amount of the Receipts/Deposits being entered.

Post Mo/Yr: The system will automatically default in the current Post Month & Year that the system is in. You may change the month or year, depending on your user specified posting restrictions.

When finished, press F2 to continue. The following screen will appear:

You will be required to enter information into each of the above fields, which are given a short description below.

Type: This field is where you specify whether you are entering a Receipt or a Deposit. Enter 'R' for Receipt OR 'D' for Deposit. You may also use Ctrl-L to select the type.

Customer: Enter the customer number OR use Ctrl-L to search and select from a list of customers.

Date Received: Enter the date on which this Receipt or Deposit was received.

Check/CC No: In the first field, a check number may be specified. The next field is available for you to enter in a 16-digit credit card number. You may specify either a check or credit card, but not both.

Suffix: To further uniquely identify a deposit or receipt, you may add a suffix in this field.

Amount: Enter the amount of the Receipt or Deposit.

Description: Enter a description for this transaction.

Bank Transit No: Enter the bank transit number printed on the check. This number is required if you are utilizing the system-printed Bank Deposit slip.

Cash Account: The cash account specified in parameters will default in this field.

When finished, press F2 to continue. The screen that appears next will depend on whether you entered a Receipt or Deposit transaction. Both options are shown below.

Receipt

You will be required to enter information into each of the above fields, which are given a short description below.

Apply to Type: Specify how this receipt is to be applied. Your options are:

‘1’ to Apply on Account OR ‘3’ to Apply to Invoice

The default value is ‘3’ but may be changed. If you select to Apply on Account the Invoice No field will not be required.

Invoice No: Use Ctrl-L to search and select the invoice you would like to apply the receipt to.

Apply to SC?: Enter 'Y'es if you would like to apply the receipt to Service Charges otherwise leave the default of 'N'o.

Description: The invoice description will default into this field. You may modify it.

Amount: Enter the amount of the deposit that you would like to apply to the invoice or customer account.

Receivable Account: The receivable account specified in customer's record.

Over/Under Amount: Enter any overage or underage that applies to this receipt. An overage (check amount is greater than the invoice amount) is entered as a positive amount and credits the Over/Under account (see Parameter file). An underage (check amount is less than the invoice amount) is entered as a negative amount and debits the Over/Under account. This feature allows you to balance out any inexact receipt amounts received.

Over/Under Account: The account specified in the Accounts Receivable Parameter file is displayed, but may be changed.

When finished, press F2 to save and continue entering additional transactions.

Deposit

You will be required to enter information into each of the above fields, which are given a short description below.

Event Date: Enter the date on which the event is to take place.

Description: Enter a description for the deposit.

Amount: Enter the amount of the deposit.

Receivable Acct: The receivable account, specified in parameters will default in this field.

When finished, press F2 to save and continue entering additional transactions.

Once you have completed entering in your transactions, you may print your edit list. If any errors appear on the edit list, they must first be corrected through Data Entry. If no errors appear on the edit list, you may continue with the Posting process.

Voiding Receipts, Deposits, and Apply Deposits

This function allows you to void any previously posted Receipts, Deposits, or Apply Deposits.

Data Entry

Data Entry is where you will complete the entry process for your Void Receipts, Deposit, and Apply Deposit transactions. Upon selecting the Data Entry button, the following Batch Header screen will appear, where you will need to specify the details of your batch.

You will be required to enter information into each of the above fields, which are given a short description below.

Batch ID: This system will automatically default in the next Batch ID.

Entry Date: The system will default the current date into this field. It is the date on which the transactions are being entered into this batch.

Property ID: This field is available to Multi-Property Installations only. Specify the Property for which you are entering Receipts/Deposits.

Trans Cnt: Enter the number of transactions you plan on entering within this batch.

Total DR: Enter the total amount of the Receipts/Deposits being voided.

Post Mo/Yr: The system will automatically default in the current Post Month & Year that the system is in. You may change the month or year, pending your user specified posting restrictions (admin > users).

When finished, press F2 to continue. The following screen will appear:

You will be required to enter information into each of the above fields, which are given a short description below.

Customer No: Enter the customer number OR use Ctrl-L to search and select from a list of customers.

Check Number: Use Ctrl-L to search and select the check number of the deposit or receipt you would like to void.

Credit Card No: Use Ctrl-L to search and select the credit card number, you will then be prompted to select the specific transaction you wish to void. Once selected, you will be returned to the screen above & the details of your selection will be displayed to the right under 'Credit Card Info'.

Suffix: If a suffix was entered on the receipt or deposit you've specified, it will appear in this field.

Void Date The date on which this transaction is being voided. The system will default in the current date.

Description: Enter a description for this transaction.

Amount: The amount of the receipt or deposit you selected will be displayed.

When finished, press F2 to save. If you are voiding a Deposit that has not yet been applied, this will conclude the entry process for that transaction. If you are voiding a receipt, or a deposit that has been applied, additional selections will be available, as outlined below:

Receipt

If you are voiding a Receipt, the following screen will be displayed once you press F2 from the main entry screen. The Void Invoice Selection screen will list any invoices that this receipt was applied to, and you will have the option to void any of the invoices listed.

If you would like to void the invoice(s), simply highlight the invoice & press Enter to toggle the Void flag to 'Yes'. It will automatically default to No. Once finished, press F2 to continue.

Applied Deposit

If you are voiding an Applied Deposit, the following message will appear upon hitting F2 from the main entry screen.

Select ‘Yes’ – the system will void the Apply Deposit transaction, as well as the Deposit itself. You will then be brought to the Void Invoice Selection screen, as shown above in the Receipts section, where you can also void the invoice(s) the deposit was applied to.

Select ‘No’ – the system will only void the Apply Deposit transaction. The Deposit transaction will become available for you to apply to other invoices.

Entering Apply Deposits

This function allows you to apply previously posted Deposits to specific Invoices.

Data Entry

Data Entry is where you will complete the entry process for your Apply Deposits transactions. Upon selecting the Data Entry button, the following Batch Header screen will appear, where you will need to specify the details of your batch.

You will be required to enter information into each of the above fields, which are given a short description below.

Batch ID: This system will automatically default in the next Batch ID.

Property ID: This field is available to Multi-Property Installations only. Specify the Property for which you are entering Receipts/Deposits.

Entry Date: The system will default the current date into this field. It is the date on which the transactions are being entered into this batch.

Trans Cnt: Enter the number of transactions you plan on entering within this batch.

Total Deposits: Enter the total Deposit amount being applied.

When finished, press F2 to continue. The following screen will appear:

You will be required to enter information into each of the above fields, which are given a short description below.

Customer No: Enter the customer number OR use Ctrl-L to search and select from a list of customers.

Apply Date Enter the date on which the deposit is being applied.

Deposit No: Enter the Deposit Number OR use Ctrl-L to search and select from a list of deposits from this customer.

When finished, press F2 to continue. The following distributions screen will appear:

Note that the screen above is the same distribution screen that appears during receipts entry! You will be required to enter information into each of the above fields, which are given a short description below.

Apply to Type: Specify how this receipt is to be applied. Your options are:

‘1’ to Apply on Account OR ‘3’ to Apply to Invoice

The default value is ‘3’ but may be changed.

Invoice No: Use Ctrl-L to search and select the invoice you would like to apply the receipt.

Apply to SC?: Enter 'Y'es if you would like to apply the receipt to the Service Charge; otherwise leave as the default of 'N'o.

Description: The invoice description will default into this field. You may modify it.

Amount: Enter the amount of the deposit that you would like to apply to the invoice or customer account.

Receivable Account: The receivable account specified in customer's record.

Over/Under Account: The account specified in the Accounts Receivable Parameter file is displayed, but may be changed.

When finished, press F2 to save and continue entering additional transactions.

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.