Inputting Cash Receipts

You can record a previously issued receipt only (in which case the user must specify a receipt number). 

Receipts can be printed when they are entered, or you can select to print a receipt at a later time, usually at the end of day.

The entry process is done on two entry screens, the first is Receipt Details and the second is an allocation screen. Receipts are processed from Main Menu > Accounting > Cash Receipting > Processing > Cash Receipts Input. 

Step-by-step guide 

To input cash receipts: 

1. The Receipting Office is the code for the office from which receipting is performed to enable separate bank deposit listings to be produced. Leave code blank if you only have one office. If the office has an associated Last Receipt Number (parameter type ‘LO’), then the receipt number will be the next number. If a Last Receipt Number parameter does not exist, the next receipt number for the bank specified will be used. 
2. Enter which bank the funds are being receipted into, usually:
   11 - Office Account
   21 - Trust Account 
3. The Date of receipting (defaults to today but can be changed if necessary). This is the day that the funds were received. It might be different to the date that the receipt entry is being made in the system. 
4. Enter the total amount received. 
5. On the Media field, you can select from the following options:
   C – Cash: Cash can be entered without a drawer
   Q Cheque
   B Bank Cheque
   M Money Order
   R – Credit Card: You can enter the Credit Card details in the credit card specific fields; you will be prompted to apply a credit card surcharge (if applicable)
   T - Direct Deposit
   D - Direct Debit Authority: Generates a direct debit file for processing by the firm's bank
   E – EFTPOS Transaction
   G – Telegraphic Transfer
   Note: The options 'T' or 'G' is to be used where money has been deposited into the firm’s bank account electronically. These transactions are passed to the General Ledgers system as individual items i.e. they are not summarised. 
6. For Received from Type, you can select from one of the following:
   Entity
   Bill No
   Matter
   An input field is available next to this list where the appropriate identifier can be added, based on your selection in the drop down list. If you choose Entity, the "SUNDRY" entity id may be used for miscellaneous receipts. The name of payee may be entered or overridden.
   
   
7. The Received From field is automatically populated based on the selections made in the Received From Type field and the value input. 
8. Enter the drawer's name on cheque (if applicable). Pressing F3 from your keyboard will duplicate the contents of the Received From field to the Drawer field.
9. Enter the name of bank for cheques, bank cheques or money orders. This field is available when Media type Q - Cheque is selected. Upon selecting R – Credit Card as Media type, this field will change to C/Card Organisation where you can enter the associated credit card company, e.g. Visa, American Express. 
10. The Cheque Location:
    For cheques, enter the branch of bank.
    For credit cards, enter the credit card number. This field will display as Credit Card Number. (This is optional)
    For direct debits, enter the direct debit reference number for the debtor. 
11. The Clearance Date field is driven using the CD parameter which can be maintained from Parameters > Accounting > Clearance Days. Clearance Date is calculated when receipting into Trust as Receipt Date plus 'Clearance Days'. If the clearance date falls on a weekend day, the clearance date is then set forward to the next available working day. If Public holidays are set by way of Parameter ‘HO’ they will be taken into account also. For updating the clearance date:
    Add clearance days to Receipt Date (Clearance days is the elapsed days – not business days)
    If date is a Saturday, add a further 2 days
    If date is a Sunday, add a further 1 days 4.
    If date is a Public Holiday, add a further 1 day. 
12. For Action. you can select from the following options: - P - Receipt already printed. Use this if you do not intend to physically print the receipt. - Y - Print receipt, i.e. print immediately on the user’s default printer. This is the default selection. - N - Defer receipt printing. Use this to allow bulk printing or printing at a later date. 
13. The receipt Number is the number pre-printed on the receipt. This number is entered if the receipt has already been printed / issued