New Cash Receipt Window
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The New Cash Receipt Window is used to record any Retainers, Deposits on Proposals, or Payments on Invoices from your Client. The New Cash Receipt Window allows you record a Check for a single Deposit or Payment or to easily distribute a single Check from your Client across a variety of Proposals or Invoices.
Lookup By (enter any one...)
Choose to enter the cash receipt for a Project/Order, Client, or Invoice Number. Choose and enter ONLY one of these options.
To record a new Cash Receipt, first decide if you want to record the funds for a single Project or for all Projects of a particular Client by using the Lookup By Project/Order and Lookup By Client options, respectively. You can also enter a Lookup By Invoice Number to pay a specific invoice you may not know the Client or Project Code for.
Enter the amount of the receipt into the Amount field.
Select the appropriate Payment Type. You can optionally input the Client's Check Number, your Deposit Slip Number, and change the Receipt Date.
Next, simply "tag" the Retainer, Deposit on a Proposal, or Payment on an Invoice, or any combination thereof, to which you wish to record the Cash Receipt. Click the OK button to save the new receipt. Each of the controls and fields on the window are described in detail below. For further details on each cash receipt entry see the following: Enter Retainer or Deposit or Enter an Invoice payment.
New Cash Receipt window Field Descriptions:
Lookup By Project/Order, Client, Invoice No.: Cash Receipts can be recorded for a single Project, over all Projects for a single Client, or for a specific Invoice Number.
Project/Order (Proj./Ord.) and Client: Input the proper Project or Client Code in this field. Upon doing so, the Client Deposit / Retainer and Payment Grids will display all the Proposals and unpaid Client Invoices for the Project or Client, respectively.
Invoice No.: Input the Invoice Number you wish to enter the cash receipt against. Upon doing so, the Client Code will be found and the Invoice you entered to pay will be tagged. All other Proposals and unpaid Client Invoices for the Client will appear as well.
Amount: Enter the full value of the Client's Check into the Amount field. The Amount may represent a single Deposit or Payment, but also may be distributed as several Deposits, Payments, and/or Retainer.
Payment Type: Select the appropriate Payment Type for the Cash Receipt. Payment Types determine into which Cash Account the receipt will be recorded and automate the grouping of receipts with the same payment method (i.e., credit card, client check, etc.) into a single entry on the Accounting - Checkbook window. Payment Types can be created or edited on the Company Information Window - A/R Showroom Tab. For more information, see Cash Receipt Payment Types and the Company Information Window - A/R Showroom Tab.
Check Number (Chk. No.): This is an optional field which is used to record the number of the Client's Check or, if other methods of payment were employed, a phrase or confirmation number such as "WIRE" for funds that were electronically wired.
Date: The Date of the Cash Receipt needs to be entered here and will represent the date on which the Cash Receipt is displayed in the Accounting - Checkbook window.
Deposit Slip Number (Deposit Slip No.): This is an optional field which is used to record the number of your bank Deposit Slip. The Deposit Slip Number will default to the selected Payment Type. Receipts will be grouped together on the Checking Window - Checkbook Tab by the combination of the Receipt Date and Deposit Slip Number. In other words, if certain Cash Receipts have the same Receipt Date and Deposit Slip Number, they will appear as a single Deposit entry on the Checkbook.
Client Deposit / Retainer (Proposals / Quotes) Grid: The Client Deposit / Retainer Grid is the top grid on the New Cash Receipt Window. The first row of this grid is always reserved to enter Retainers for the Project. If the By Client option is used, one Retainer row will be present for each Project of the Client. Beneath the Retainer row, the grid displays all Proposals for the Project in Proposal Number order. When recording a new Cash Receipt, you can select which Proposals or Retainer to apply the funds.
By default, only Proposals not indicated as Complete nor Inactive and that have not received Deposits greater than their Requested Amount will appear. If every Proposal for the Project or Client is needed, select the Show All option above the Client Deposit / Retainer Grid.
Edit Button: Click the Edit button to change the Amount or Transaction Description of the selected Retainer or Deposit on Proposal on the Edit Cash Receipt Payment Window.
Tag Button: Click the Tag Button to display the Tag Proposal Window on which you can input, or search for, a Proposal Number to quickly select and tag the Proposal on the Client Deposit / Retainers grid.
Payment (Invoices) Grid: The Payment Grid is the second grid on the New Cash Receipt Window. This grid shows all Client Invoices for the Project or Client, depending on the By Project/Order and By Client options, that the Client has not yet paid in full. The Invoices will be listed in Invoice Number order.
By default, only Invoices not paid in full (or otherwise closed) will appear. If every Client Invoice for the Project or Client is needed, select the Show All option above the Payment (Invoices) Grid.
Edit Button: Click the Edit button to change the Amount or Transaction Description of the selected Payment on Invoice on the Edit Cash Receipt Payment Window.
Tag Button: Click the Tag button to display the Tag Invoice Window on which you can input, or search for, an Invoice Number to quickly select and tag the Invoice on the Payments grid.