CASH RECEIPTING

 

 

 

 

DESCRIPTION:  Cash Receipting is used to post cash/check payments for those items that are not billed out to a customer. These can be reimbursement checks from vendors, rebates from manufacturers, monies received for miscellaneous items such as permits, maps, etc.  NOTE:  DO NOT USE THIS PROGRAM IF YOU ARE RECEIVING CASH/CHECK FOR AN ITEM THAT YOU BILLED FOR A CUSTOMER.  That needs to be done through the PAYMENT POST menu item.  This program is more for walk-in items that you would not normally type up an invoice for.

 

NOTE:  Before you can use Cash Receipting, you must set up the bill codes (in the Bill Codes menu item) for the items you would put on the receipt. (REMEMBER to make the Bill Code Type CASH RECEIPTING!)  You will also need the appropriate Debit and Credit account numbers.  For more information on Bill Codes see:  Bill Codes 

 

Make sure to create the SOURCE OF ENTRY CRJ (Cash Receipt Journal).  This can be done in the General Ledger module under the Source of Entry menu item.  Because the Cash Receipting keeps track of Receipt Numbers, the very first time you start receipting through Pro Fund Accounting, you should enter the LAST PAPER RECEIPT NUMBER you used under the CONTROL #.

 

Now that you have set up your bill codes, and set up your Source of Entry called Cash Receipt Journal, you are ready to start entering receipts.

 

 

 

To access:  Click on the Customers module  then click the Cash Receipting menu item.   

 

The following window will appear:

 

 

NOTE:  You can NOT edit a receipt; you can only void it.

 

To enter a new cash receipt, click the New button.  Enter the Received From information.  If this is a regular receipt, you can create a customer and then select the customer from the drop down list that is next to the Received From field.  It will automatically fill in the Received From name field.

 

The Effective Date will default to today's date or you can enter a date using the calendar button.

 

For the Reference #, you can enter information that is specific to the item you are receipting.  Example:  The Permit Number of the Permit the person is paying for.

 

Enter the Check # if applicable, or if the payment is in cash, then you can type in CASH.

 

The Entered by field is for you to enter the name or initials of the person receipting this item.

 

The Taxable box will automatically default to non-taxable (check marked in the box).  If this item needs to be taxable, uncheck the box and remember to add a Bill Code of Sales Tax when entering your descriptions.

 

The Memo field is for any information you would like printed on the receipt.

 

Select the appropriate Bill Code by using the drop down list.  The Description field will default from the Bill Code.  The Quantity will default to 1.  The Price Each will default from the Bill Code.  If the Price Each is blank, then you will need to enter it.  If necessary, change any of the information in these fields by clicking on that field and entering in the correct information.  The Total will be automatically calculated.  Enter any additional Bill Codes for this receipt.  If any bill codes you selected require sales tax, the sales tax bill code will appear at the bottom of the receipt.

 

When you are finished, click the Save button.  A confirmation window will appear asking if you want to print your receipt.  Click Yes to print; click No to not print.  If you selected Yes to print, the receipt will show in the Report Viewer window.  Click the Print button to print it out.  You also have the option to Export this receipt to a file.  On the Report Viewer window, click on the X in the upper right corner of the window to close the window.

 

To VOID A RECEIPT, find the Receipt you would like to void in the grid at the top and click on it.  NOTE:  By clicking the Void button, the receipt will be removed from your cash account and the sale or reimbursement from your revenue or expense account.  HOWEVER, it does NOT remove the receipt number from the file.  Once you have clicked the Void button, a confirmation window will appear asking you to Confirm void of this receipt and all its line items.  Click OK to continue with the void; click Cancel to leave the receipt as is.  Once the receipt has been voided, it will now say Voided in front of the name in the Received From field.  If you need a copy of the voided receipt, click on the Print button.  You will see that the word Voided is before the name and also the amounts of the invoice are zero.

 

Click the Done button or the X in the upper right corner of the window to close the window.