Add/Edit Deposit Receipts
This option is found on the Deposit Receipts sub-menu, and enables you to record deposits which are then posted and applied to invoices or held temporarily until applied when the option to Add/Edit Cash Distribution is executed. Deposits may be distributed from this screen also, which eliminates the step of applying payments at the Add/Edit Cash Distribution screen - however, you must be sure that charges have been posted prior to posting deposits to be applied so that the payment has something to apply against.
Enter the entity ID.
Deposit entries are stored under a "batch number" for tracking purposes which also references your name as the data entry person. Press the period key to automatically generate and display the next available batch number. To add deposits to an existing batch, enter the batch number or enter ??? and RETURN to view a list of unposted batches.
A counter automatically calculates the number of deposits added for this batch.
The total dollar amount of the deposits added for this batch is automatically calculated and displayed.
Enter a period (.) and RETURN to use the next available transaction number. To edit an existing transaction, enter the transaction number. If unknown, enter ??? and RETURN to view a list of transactions for this batch.
Enter the client location code if applicable.
Enter the ID of the customer that has made the payment. If unknown, enter ??? and RETURN to search for the ID by name.
Enter the number of the check for future reference, or enter the form of payment.
Enter the date that appears on the check.
Enter the date the check was received, or press the RETURN key to accept the default displayed.
Enter Y if this deposit should be applied to invoices when payment distributions are made, or N if the deposit is to be held temporarily before application, or is not going to be applied to invoices.
Enter the amount of the check. This is considered the deposit amount prior to invoice distribution.
Enter any remarks applicable to this deposit. Suggestion: Include invoice numbers for future reference.
Enter the bank ABA reference, or press RETURN to accept the default displayed.
If the General Ledger account numbers have been assigned to Deposits in the Interface Control File, the G/L distributions will display automatically. If not, enter the entire G/L account number. You may enter any number of distributions, but the debits and credits must equal before you can file and save the deposit entered. Press RETURN at the beginning of a new line to exit the G/L distributions.
The G/L account description is automatically displayed as it was entered in the Chart of Accounts.
Enter the amount to debit, or just press RETURN to enter the amount as a credit.
Enter the amount to credit, or just press RETURN if the amount for this line was entered as a debit.
From the MODIFICATIONS prompt, you may either enter FI to FILE and SAVE the deposit and apply the money later to specific invoices by executing the menu item Add/Edit Deposit Applications, or enter X1 and RETURN to distribute the money to specific invoices at this time (be sure the APPLY flag is set to Y). If you choose to enter X1, the following screen will appear:
ENTER WHO TO ID (???=SEARCH, SPACEBAR & RETURN IF DONE)>
NOTE: Entering EX and RETURN anywhere in this screen will clear the screen and return you to the Deposits entry screen while still displaying the deposit information for this client.
Each distribution line is automatically sequentially numbered. You are not limited as to the number of distribution lines you may enter.
Enter the ID of the person to whom the deposit should be applied. Example: The deposit may be made by one client but applied to a different client. You will enter the ID of the client to which payment should be applied. If the ID is unknown, enter ??? and RETURN to search for the ID by company or last name. If finished applying the deposit, press the Spacebar once and press RETURN.
The name of the person to whom distributions are being made will be automatically displayed.
A list of invoices with balances is displayed. Enter the line number corresponding with the invoice you wish to pay, or enter the method of application: If you wish to apply the money beginning with a specific date, enter the date in this format: MM-DD-YY (01-15-89). If you wish to apply the money beginning with the oldest invoice with a balance, enter O and RETURN. To apply money to a specific invoice, enter the invoice number, (which is automatically preceded by I#). Enter LFC and RETURN to display the original customer ID if needed. Enter ??? and RETURN to display invoices by 1) all dates, 2) open dates, 3) all invoices, 4) open invoices - press RETURN from this prompt to exit without selecting an invoice from the list displayed. You may enter any number of application lines.
If there is money that the system cannot automatically distribute, or you do not manually distribute, it will remain as Undistributed and must be manually distributed later by selecting the Add/Edit Deposit Application option. When deposits are posted, any amounts that could not be distributed will be reflected on an error listing (or print the Balances as of a Date Report).
Enter an applicable A/R Code or press RETURN to accept the default displayed. If unknown, enter ??? and RETURN to select from a list of A/R Codes.
The default reference is the form of payment. You may enter any description for future reference.
Enter the amount to distribute or press RETURN to accept the amount displayed. You may choose to distribute any amount equal to or less than the Undistributed Amount.
NEXT STEP: List of Deposits Entered