Enter an Invoice for a Cash Receipt

Use the Cash Receipts Entry (RCE) program to enter an invoice and distributions for each cash receipt manually. See Background and Road Map for more information.

Click Applications.

Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Invoice number

Required
12 alphanumeric

Enter the number of the invoice to which you want to apply all or part of the customer payment or click the Lookup icon and use the standard lookup options to select the invoice from a list.

Trans type

Required
2 alphanumeric

Select a transaction type or leave blank for the default of PY for payment:

Select	Transaction type
CA	Credit Adjustment
CM	Credit Memo
DA	Debit Adjustment
DI	Debit Invoice
DM	Debit Memo
DP	Deposit
GL	GL distribution
PY	Payment
WO	Write-off

The program displays these fields:

Field Name	Displays
Deposit number	The deposit number you entered or that the system assigned
Customer number	The customer number you entered or selected
Payment/Ref no	The check/reference number you entered
Payment method	The payment method you selected
Misc cash receipt?	Whether this is a miscellaneous cash receipt
Invoice number	The invoice you entered or selected
Trans type	The transaction type you selected
Payment/Credits	The amount of this payment
Applied	The amount you have applied
Balance	The current balance: Payment - Applied
Invoice balance	The balance for the invoice you entered or selected
Invoice date	The date of this invoice
Discount date	The discount date for this invoice
Due date	The due date for this invoice
Sales order	The sales order associated with this invoice

Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Payment amount	Required 14 numeric in the format 999999999999.99	Accept the displayed payment amount or enter a different payment amount.
Discount amount	Optional 14 numeric in the format 999999999999.99	Accept the displayed discount amount or enter a different amount. If the transaction date is after the discount date and the grace period is set with the Discount grace period in days option in the System Options Maintenance (XM) program (Accounts Payable Options) the program displays an alert but allows you to enter the discount.
Reference	Optional 30 alphanumeric	Accept the Payment/Ref no you entered or enter a different reference for this transaction.
Adj/distribution code	Optional 10 alphanumeric	Select a code to categorize this transaction.
Transfer-to cust	Optional 10 alphanumeric	Leave blank unless you want to transfer this invoice balance to another customer. In that case, enter the number of the customer to whom you want to transfer this invoice balance or click the Lookup icon and use the standard lookup options to select the customer from a list.

Choose the appropriate options:

To	Do This
Exit without completing this cash application	Click Cancel.
Accept the data	Click OK. The program prompts Invoice number and Trans type. Enter another invoice for this customer or leave blank to exit.
Delete the invoice application	Click Delete.
Add notes to the invoice application	Click Notes. See Enter or Change Notes.

Note
You cannot delete a record unless it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Apply payment to another invoice for this customer	Click Add.
Delete the selected invoice	Click Delete. See Delete.
Copy the selected invoice	Click Copy. See Copy.
Display the selected invoice	Click Select.
Print the invoice listing	Click Print. See Print.
Display a list of invoices that you can click to select	Click Invoice selection. See Apply Cash Receipts to Invoices.
Exit invoice entry	Click Exit.

Choose the appropriate options when you click Exit:

To	Do This
Change a field	Click Modify.
Delete this record	Click Delete. See Delete.
Exit without updating the record	Click Cancel.
Record this payment as a customer deposit	Click Cust deposit. See Enter a Customer Deposit.
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) invoices	Click Auto apply.
Enter an invoice and distributions manually	Click Applications.
Select invoices for cash application or adjustments	Click Invoice selection. See Apply Payments to Invoices or Apply an Adjustment or Write-Off to an Invoice.
Distribute cash to a specific account	Click GL. See Distribute Cash to a Specific Account.
Enter a debit memo for a credit to be taken	Click DR memos. See Create a Debit Memo for a Credit Taken.
Accept the data and exit the record	Click OK. The program prompts Customer number, Payemnt/Ref no, Payment method, and Misc cash receipt? Enter another customer or leave blank to exit. If the program displays the message Payment balance is [amount] ...Distribute the rest? See Distribute the Payment.

Choose the appropriate options when you click OK:

To	Do This
Add another payment	Click Add.
Delete the selected payment	Click Delete. See Delete.
Copy the selected payment	Click Copy. See Copy.
Display the selected payment	Click Select.
Display payments from a specific payment	Click Restart. The program prompts Customer number, Payment/Ref no, Payment method and Misc cash receipt?. Enter the first customer number you want to display or leave these fields blank to begin with the customer in the file.
Print the payment listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit payment mode	Click Exit.

Click Register to print the Cash Receipts Register or choose the appropriate options after you click Exit:

To	Do This
Change a field	Click Modify.
Delete this batch	Click Delete. See Delete.
Exit without updating the record	Click Cancel.
Print the Cash Receipts Register for this batch	Click Register.
Display the payments for this batch	Click Payments.
Exit this batch	Click OK.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another deposit	Click Add.
Delete the selected deposit	Click Delete. See Delete.
Copy the selected deposit	Click Copy. See Copy.
Display the selected deposit	Click Select.
Display deposits from a specific deposit	Click Restart. The program prompts Deposit number. Enter the first deposit you want to display or leave blank to begin with the first deposit in the file.
Print the deposit listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Set your options for this program	Click Prog opts. See Set Cash Receipts Entry Options.
Exit the program	Click Exit.