Receipts Entry

Overview of AR10

Many customer orders are prepaid, enabling you to enter payments via check, cash, credit card, etc. in Order Entry as you enter the order. But of course, not all orders are prepaid. Customers also remit payments in response to invoices. In other cases they may send in payments that aren’t directly attributable to either an order or an invoice. Receipts Entry accommodates any such payments. Use Receipts Entry to record any payment receipt that isn’t an order prepayment.

You can also use Receipts Entry to apply other miscellaneous payment amounts that affect an invoice balance. Apply open credit amounts to specified invoices in Receipts Entry. You can apply a discount to an invoice balance or write off a portion of an invoice balance. Receipts Entry offers a flexible interface that enables you to use any of these methods or others separately or in combination to affect the balance of an invoice.

• From the DDI Connect main menu, double-click Accounts Receivable
• Double-click Receipts Entry. You will see a screen similar to this one:

Adding a New Receipt

To add a new receipt, click the New button on the toolbar. You will see this screen:

The following fields are available on this screen:

Field	Description
Fiscal Year	Enter the fiscal year that this receipt should apply to
Customer ID	Type the customer number or click the list icon to launch the Name/Address Inquiry screen
Invoice number	If the receipt you are entering is towards an existing invoice, you can enter that information here. Type the invoice number or click the list icon to select from a list of invoices in the system
Receipt #	To assign a specific receipt number, type it here. Otherwise, leave it blank to have the system automatically apply the next available receipt number

When you are ready to proceed, click OK. You will now see this screen:

There are two tabs on this screen:

Receipt Setup tab

The following fields are available on this screen:

Field	Description
G/L tran date	This is the date that the transactions should be posted to the general ledger. The system will default this date to the current business date. To change the date, type the new date in dd/mm/yyyy format or click the calendar icon to select the date
Receipt date	This is the date that should be used for the receipt. The system will default this date to the current business date. To change the date, type the new date in dd/mm/yyyy format or click the calendar icon to select the date
Amount	Enter the receipt amount
Description	If desired, you can enter a short description of the receipt
Ck. account	The system will default to using the transaction defaults for the account. If you wish to change it, click the drop down arrow to select the account
Post to G/L	If selected, the transactions will post to the GL. Otherwise, they will be recorded but will NOT post to the GL
Payment Method	Click the drop down arrow to select the payment method being used. Additional fields will enable, based on the method you select
Receipt tran #	This field will populate if you processed the receipt payment via Cash Processing

When you have entered the information, click the Line Items button in the lower right corner of the screen or click the Line Items tab

Line Items tab

When you reach the Line Items screen, you will see this screen:

To begin adding line items, click the Add button. The fields will enable for data entry:

The following fields are available on this screen:

Field	Description
Invoice #	If you elected to associate this receipt with an invoice, the invoice # field will be populated. You can change the selection by typing another receipt number in the field or by clicking the list icon to select from a list of invoices for this customer
Amount	Enter the amount being applied to this line item
Reference	If desired, you can enter a short reference (such as check number)
Transaction	The transaction will default to be a payment on an invoice, if you opted to associate an invoice. You can click the drop down arrow to select from a list of transaction types
Credit GL	Enter the credit GL account number or click the list icon to select from a list of active gl numbers in the system
Debit GL	Enter the debit GL account number or click the list icon to select from a list of active gl numbers in the system

Once you have entered the information for the line item, click OK to add it to the receipt.

If you have additional items to add, click Add again to repeat the process. When you have finished entering all of the information, click Save to retain your changes.

Locating an Existing Receipt

To locate an existing receipt, you can type the receipt number in the Receipt # field and press enter to launch the receipt entry screen in view mode. You can also scroll down the list of existing receipts to locate the one you wish to find.