Creating a Cash Batch

Creating a cash batch is the first step in entering cash payments. You will define deposit and posting dates, enter totals, and optionally add lock box codes, bank charges, and currency exchanges. In this procedure, you will learn how to create a batch.

To create a cash batch (header)

  1. Access Cash Header (AR20.1).
  2. Create a cash batch by defining the process level, cash code, reference, deposit date, post date, cash code, pay code and reference. Use the following guidelines to enter field values:
    Control: Count and Amount

    Type the total number of payments in the batch. This is required if you selected Yes in the cash Batch Control field on Company (AR01.1). Control totals must equal entry totals before you can release a batch.

    If control totals are not required, you can still enter the total number of payments, but if the control totals don't match the entered totals, the system will give you a warning. It will still allow you to release the batch.

    Currency

    Select a different currency code to override the currency for the batch which defaults from the cash code. If a batch contains non-base currency payments, use Options (AR20.2) to override the currency exchange rate that defaults from the Currency application.

  3. Click the More button to open Options (AR20.2). You can override general ledger codes, assign a lock box code, enter optional bank charges for the cash batch and you can define exchange rate. When the batch is released, the bank charges will credit cash and debit the account you assigned.
  4. Conditional. If you selected the Operator Required field on Company (AR01.1), you must click the Oper button to open Operator (AR06.4). Assign an operator to the cash batch.
  5. Click the User button to open Cash Batch User Fields (AR20.3). Type user-defined data in the fields. The information entered here is for reference only. The value of the field is defined on Company (AR01.1).
  6. After you enter cash, click the Remit button to open Cash Remittance (AR21.5) to enter information referenced on the payment's remittance advice. The remittance information you enter on this form will be processed by Automatic Cash Application (AR130).