Enter Customer Payments

When you click the Payments button in Cash Receipts Entry, the deposit number is displayed with entered payments:

Field Name	Displays
Cust no	Customer number from whom the payment was received
Customer name	Name associated with the customer number
Payment/Ref no	Customer's check number or payment reference
Mthd	Payment method
Cash	A check mark indicates that Misc cash receipt? was selected when the payment was entered
Payment	Payment date
Payment amount	Payment amount
Applied?	Y indicates the payment amount has been fully applied

Choose the appropriate option:

To	Do This
Add a payment to the deposit	Click Add.
Delete a payment from the deposit	Highlight the line and click Delete. See Delete.
Copy a payment	Highlight the line and click Copy. See Copy.
Display or change a payment	Highlight the line and click Select or double click the line.
Print the payment listing	Click Print. See Print.
Return to the batch header	Click OK. See Enter or Change an AR Deposit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Deposit number	Display only	The number assigned to this deposit
Customer number	Required 10 alphanumeric	Enter the customer number, click the Lookup icon and use the standard lookup options to select the customer from a list, or leave blank if this is a miscellaneous cash receipt. If you enter a customer who is consolidated to a parent ARC, the program displays the ARC number when you complete data entry. This field cannot be changed once a payment record is created.
Payment/Ref no	Conditional 25 alphanumeric	Enter the check number or another reference (for example, WIRE for an electronic funds transfer). For manual processing of credit cards, you can assign a payment reference (e.g., the card type and payment authorization code for the transaction) or enter the word AUTO if you want the system to assign a unique number based on the payment method and a sequence number (e.g. VS/000000294008). Note To enter credit card payments in this program, the Allow credit card entry in cash entry? system option (in System Options Maintenance - Accounts Receivable Options) must be selected. If the payment method you are using requires a unique payment reference (set in AR Payment Method Codes Maintenance), the program will not allow you to enter duplicate check/reference numbers. This field cannot be changed once a payment record is created.
Payment method	Required 2 alphanumeric	Accept the default payment method or select a different one for this transaction.
Misc cash receipt?	Optional	Leave blank unless you are entering a miscellaneous cash receipts. See Enter Miscellaneous Cash.
Payment date	Required 10 date	Accept the deposit date or select a different date for this transaction.
Payment amount	Required 14 numeric in the format 999999999999.99 or -999999999999.99	Enter the full payment amount for this transaction, including payment fees, to be applied to the customer's account. The program deducts the fees when it calculates the total bank deposit. The program allows a negative amount if the payment type is RF (refund).
Cash org code	Required 2 alphanumeric	Leave blank to use the posting criteria set up in the Posting Criteria Maintenance (XPC) program or select the code for cash organization under which the money is to be deposited.
Cash account no	Required 10 alphanumeric	Leave blank to use the posting criteria set up in the Posting Criteria Maintenance (XPC) program, enter the cash account number in which the money is to be deposited, or click the Lookup icon and use the standard lookup options to select the account from a list.
Sold-to cust no	Optional 10 alphanumeric	Enter the sold-to customer if you are receiving a payment from an AR consolidated customer and you want to limit the invoices displayed to one customer within that consolidation. You can click the Lookup icon and use the standard lookup options to select the customer from a list.
Processing fee	Optional 14 numeric in the format 999999999999.99	Leave blank to have the system supply or calculate the fee or enter an amount for this payment. If you leave blank when you press F10, the system displays the calculated fee: Payment amount x Processing fee % or the amount entered in the Processing fee (amt) field for this payment method in the Payment Methods Maintenance (TPMM) program.
CC auth code	Conditional 8 alphanumeric	If you process credit card payments manually, enter the authorization code for the charge. The field is disabled if you process credit card payments automatically; the authorization code will be updated by credit card processor when the register is updated.
Card name	Conditional	If this is a credit card payment method, select the credit card to use (maintained in Credit Card Maintenance).
AP contact	Display only	The customer's accounts payable contact (AP contact specified in Customer Maintenance)
Phone	Display only	The AP contact's phone number (Phone number 1 specified in Customer Contact Maintenance)
Email	Display only	The AP contact's email address (specified in Customer Contact Maintenance)

Choose the appropriate options:

To	Do This
Delete this payment	Click Delete. See Delete.
Go to a related program	Click Jump. See Jump.
Record this payment as a customer deposit	Click Cust deposit. See Enter a Customer Deposit to be Applied to a Sales Order.
Apply this payment on account for the customer	Click On-account. See Place a Payment On-Account.
Automatically apply the payment to the oldest (earliest) invoice(s)	Click Auto apply.
Enter an invoice and its distributions manually	Click Applications. See Enter an Invoice for a Cash Receipt.
Apply cash receipts to invoices	Click Invoice selection. See Apply Payments to Invoices.
Apply an adjustment or write off to an invoice	Click Invoice selection, click the invoice you want to apply an adjustment to, and click Adjust. See Apply an Adjustment or Write-Off.
Distribute cash to non-AR accounts	Click GL. See Distribute Cash to a Specific Account.
Enter a debit memo for a cash payment	Click DR memos. See Create a Debit Memo for a Credit Taken.
Enter miscellaneous cash receipts	Confirm that you selected the Misc cash receipt? field and click GL. See Enter Miscellaneous Cash.
View or import documents associated with the payment (e.g., sales order, acknowledgment, packing slip, etc.).	Click Documents. Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available. Click Import to import a document for this payment (e.g., a copy of the customer's check). See Document Archiving and Document Import.
Change or add notes to accounts payable contact	Click AP contact. See Customer Contact Maintenance. Click OK to return to this program. This button is available if the AP contact is set up in Customer Contact Maintenance.
Return to list of payments	Click OK. See step 1. If an undistributed payment amount remains, the program prompts Payment balance is [amount]; distribute the rest? Click No to return to the list of payments or click Yes. See Distribute the Payment.
Exit this deposit	Click Exit. See Enter or Change an AR Deposit.

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