Editing a Cash Receipt

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Previously entered Cash Receipts can be edited to correct errors or record additional information.  To do so, select the Cash Receipt Grouping on the Existing Cash Receipts Grid of the Cash Receipts Window - Existing Tab.  Then, if the Cash Receipt Grouping has multiple  Cash Receipt Distributions, select the proper entry on the Payment Distributions Grid and click the Edit button.  This will display the Cash Receipt Window.


cash receipt - edit window


You'll notice that certain information on this window is available for editing while other information cannot be changed.  If you need to alter information that is unavailable, the Project Code for instance, you would have to void the entry and re-enter it correctly.


It is important to understand that changing information in the Receipt Information portion of the window, such as the Fiscal Month and Receipt Date, will change all Cash Receipt Distributions within the Cash Receipt Grouping selected on the Existing Cash Receipt Grid.  However, changing information in the Payment Distribution section, such as the Amount or the Transaction Description, will be changed only for the Cash Receipt Distribution selected on the Payment Distribution Grid.


Make any desired changes to the Cash Receipt Distribution and click the OK button to save your edits.  Upon doing so, the appropriate information on both the Existing Cash Receipts and Payment Distribution Grids will be updated.  Each field on the Cash Receipt Window is explained next.


Receipt Information (changes all Distributions in the Cash Receipt):


Date:  The date of the Cash Receipt Grouping.  This is the date the receipt will appear in the Accounting- Checkbook window.


Check Number (Check No.):  You can optionally enter the Client's Check Number or other reference to the payment method such as "WIREXFER".


Payment Type:  Select the appropriate Payment Type for the receipt which determines into which Cash Account the receipt will be recorded.


Deposit Slip Number (Deposit Slip No.):  You can optionally enter your Deposit Slip Number.  Cash Receipts are grouped on the Checkbook by Receipt Date and Deposit Slip Number.


Fiscal Month:  The Fiscal Month into which the Cash Receipt is posted.



Payment Distribution (only changes the current Cash Receipt Distribution):


Type:  A non-editable field describing the classification of the Cash Receipt.  The Cash Receipt Types are: Retainer for Project, Deposit on Proposal, Payment on Invoice, and Miscellaneous.


Transaction Description (Trans. Desc.):  You can enter the optional description of the Cash Receipt transaction to further explain the purpose of the receipt.


Amount:  The amount of the Cash Receipt is recorded in this field.



Other information on the Cash Receipt Window will be displayed depending on the Type of the Cash Receipt:


Project/Order:  The Project Code and Name from which the Cash Receipt was received.  This information cannot be edited and will be displayed for all Types except Miscellaneous Cash Receipts.


Name:  The optional Name field will only be available for Miscellaneous Cash Receipts and is the name of the individual or company from which the Cash Receipt was received or may also be a description of the Cash Receipt.


Invoice Number (Invoice No.):  The Invoice Number is available only for Payment Types and  is the Invoice to which the Payment is recorded.  You can change the Invoice Number to move the Payment to a different Invoice.  You can search for the desired Invoice Number by clicking the Search button in left corner of the window.


Proposal/Document Number (Prp/Doc No.): The Project Proposal Number to which the Deposit is recorded.  This cannot be changed from this window and is only present for Deposit Types.