Customer Cash Receipt Entry overview

Customer > Entry > Cash Receipt

Function acronym: ARECE

Use this function to post payments received from a customer. You can record regular and COD payments. You can also post credits against a customer account.

Use Customer Cash Receipt Entry-Entry Defaults to set workflow defaults for Customer Cash Receipt Entry.

Payments can be associated with a customer number, lockbox number, or invoice number. Cash that is received from a customer but is not applied to a specific invoice is an Unapplied Cash (UC) transaction. You can apply unapplied cash to outstanding invoices at a later date. window to set workflow defaults for posting payments.

Miscellaneous credits (MC) for customers are created in Customer Transaction Entry or Sales Order Entry for returned merchandise and credit orders that do not reference an active invoice on a customer’s account and are available to be applied to invoices.

You can make adjustments to sales taxes on invoiced orders in Customer Cash Receipt Entry. If a customer was taxed in error due to incorrect tax rates or because they are exempt, you can write off or adjust the taxes when the customer pays the invoice. Sales tax adjustments in Customer Cash Receipt Entry update the tax audit record that was created when the order was entered in Sales Order Entry.

In Customer Cash Receipt Entry, you can view all open invoices and credits for a customer according to their invoice number, due date, discount date, invoice date, purchase order, or amount. You have the option to receive payments on an open item basis or by oldest invoice. Discounts can be taken if the customer is within the discount due date. If the discount due date has passed, you still have the option to give the discount, but it is considered unearned. Allowing the unearned discount to be taken should depend on the customer record, and shown as a negative amount to differentiate them from invoices. To write off unapplied credits, select the credit in the Credits section and click Writeoff to access the Write-Off Distribution window.

You can also handle miscellaneous cash, cash that is received but not applied towards a specific invoice, in Customer Cash Receipt Entry. Credits are listed in their own section to expedite the application of payments, miscellaneous cash, and unapplied cash towards a customer’s balance on one window.

You can accept partial payments against invoices. When you record the payment, the system creates a new scheduled payment for the remainder of the invoice.

If you have multiple schedule pays due to split pay terms or if a debit memo was applied to an invoice creating a second scheduled pay, the first scheduled pay (001) is paid in full, and a message appears on the journal to indicate the invoice is paid in full. The first invoice is considered active until it is fully paid. Other scheduled pays may still be active and unpaid on the invoice.

If the invoice is paid in full and the apply amount is less than the invoice amount, this message is displayed: Write-off Window Has Incorrect Amounts or Accounts. Please Correct.

Select an account to record the write-off amount.

File updating

When you first access Customer Cash Receipt Entry, open a journal if you have not already done so. You can change the posting date and period, and specify a check proof. After entering transaction, print the journal in Customer Entry Journal Print Report.

Payments and cash transactions are distributed automatically to GL, AR, and Check Reconciliation accounts. The interface to General Ledger depends on your SA Operator Setup settings.

If you interface to Check Reconciliation, the Cash GL account code in CR Bank Setup is updated when cash is posted. If the G/L Account # field is blank, the customer's AR Control account in Customer Setup is used, with an offsetting entry made to the Bank account code. If no AR Control account is found, the AR Control account from the SA Operator Setup record is used. If none is defined in SA Operator Setup, then the account in the internal R&D operator record is updated. If none of these records contain a suitable GL Cash account code, the SA Company Setup suspense account is used. The Current Balance field in the bank record is also updated, and a Check Reconciliation transaction is written to CR Transaction Entry.

You can view fatal type errors encountered during the Customer Cash Receipt Entry file update process in Sales Invoicing Exception Inquiry. Use this inquiry if you receive the error: Update Completed. An Error Was Encountered. Check OEIX For Details. Use the Accounts Receivable Exception Type to view AR-type errors. Processing is not interrupted by these errors and General Ledger is updated with postings to suspense accounts, if necessary.

Note: Fatal errors might occur for an inactive or missing invoice, inactive or missing credit, or missing customer record, etc. These errors must be resolved and payments or credits reapplied.

Controlling batch processing

During Final Update in Customer Cash Receipt Entry, when processing a payment to a large number of invoices, the error message An unexpected error has occurred is sometimes displayed and the payment is not posted. This is due to the size of the batch file and its failure to complete before a system time-out occurs. You can manage these errors with options in SA Administrator Options.

To control your batch size and avoid a time-out error, set the Batch Size value in SA Administrator Options-Customers-Cash Receipts. The value in this field is checked when you run Final Update to process invoice payments, credits, and split check payments in Customer Cash Receipt Entry. The number of records created in each batch is limited to this setting. By default, this is set to 0, implying a load limit of 1000 records. You can set this value to a smaller number to process smaller batches of records at a time. For example, if you set this option to 200, and you process an update for 1000 records, the update is split into five batch files for processing.

Alternatively, you can activate another option to implement a batch call process that operates outside of the 1-minute system time-out constraint. Select Use Advanced Polling Interface Logic for Designated Service Interface Calls in SA Administrator Options-System-General, then select the appropriate service call from the Available Advanced Polling Calls list to enable a batch process to run during Customer Cash Receipt Entry. Batch polling can be selected for these processes:

  • Transaction grid is loaded: ARECE Invoices Load Grid - areceinvbuilddisplay
  • Auto Apply of invoice payments is selected: ARECE Invoices Auto Apply Oldest - areceinvoicesoldestok
  • Invoices are marked and applied as Paid in Full: ARECE Invoices Paid In Full - areceinvoicespifbutton
  • Original Discount is selected to reset transaction discounts to their original values: ARECE Invoices Choose Original Discount - areceinvoiceschooseorigdisc
  • Reset is selected to reset selected transactions to their original values: ARECE Invoices Choose Reset - areceinvoiceschoosereset
  • Retrieve invoices to perform Final Update: ARECE Invoices Retrieve Invoices - areceupdtstage2
  • Final Update is performed: ARECE Invoices Final Update - areceupdtstage3
As the batch process runs, a poller is initiated that tracks the status of the batch call using a database table that is updated as the batch process progresses. This status can be requested, in process,completed successfully, or completed with errors. If there are errors, a message is displayed to the screen with the specific error. When the status is completed successfully or completed with errors, the poller stops for that specific call and processing continues as normal.
Note: Select only one of these batch process control options. Any value in the Batch Size field in SA Administrator Options-Customers-Cash Receipts is ignored if you have enabled the Use Advanced Polling Interface Logic for Designated Service Interface Calls option in SA Administrator Options-System-General

Transaction and Apply To

Use the Transaction and Apply To sections to filter for specific records when you post cash receipts. The posting types available are: Payment, Split Check, Apply credit, Cash on Delivery (COD), and Miscellaneous Cash.

When you select a posting type, other related fields are displayed. For example, if you select Payment, the Check #, Payment Type, Amount, and Date fields are displayed. You can specify values in these fields and click Next to edit the fields in the Apply To section.

In the Apply To section, when you select value in the Type field, other related fields are displayed. For example, if you select Group, the Group field is displayed. When you click Next, these tabs and grids are displayed: Invoices, Credits, and Debits. You can apply payments and credits in the grids.

If you select Invoice in the Apply To Type field, and multiple invoices exist with that number, a dialog window is displayed. You can select the correct invoice and customer from the list and click OK. The invoice information is defaulted in the Cash Receipt Entry window.

Caution: 
If a system failure causes Customer Cash Receipt Entry to shut down while you are posting to a customer, your system administrator must close the journal in SA Journal Setup. After the journal is closed, the transaction is cleared. You must reopen the journal and post the transaction again.

Your system administrator must also unlock any locked customer records. When you reopen Customer Cash Receipt Entry, make a note of the customer number in this message: [Customer number]: Customer Record Locked by Another User, Cannot Post (5369). The system administrator can clear the Cash Receipt In Process option in Customer Setup-Credit to unlock the record.

Customer Master Groups

The Customer Master Group feature enables you to use Customer Cash Receipt Entry to receive and apply payments and credits from the master group to any member of the group. Entering receipts and payments for the group uses the Group option and lookups for Customer #, Lock Box, Group, Ship To, Bank, Invoice #, and Suffix, if you have personalized to add these fields. The group function varies depending on which transaction method you select: Payment, Apply Credits, Cash on Delivery (C.O.D.)

Note:  Split Check and Misc. Cash are not available options if you use Group. If you select either of these, the Group option remains unavailable. Although Split Check and Misc. Cash cannot be used with a group, both are still available and remain unchanged in standard functionality.

Using the group process to apply payments to members of the group is an efficient method. Group functionality enables you to view all group member invoices simultaneously. Split Check does not.

As you enter the check and apply the payment for a customer master group, you can pay one or more invoices directly with the check. You can also apply Miscellaneous Credit (MC) and Unapplied Cash (UC) to invoices. If you apply a check amount, and apply an MC or UC within the same Set Number, the MC and UC amount are applied first by the system. The check is applied second. The original amount of the check is retained.