Program Description
This program can be found on the Accounts Receivable Data Entry menu (AR-1-2). Cash Posting allows you to apply checks or money to a customer's account through the use of various TAC (Transaction Accounting Codes).
The following tasks are also performed with Cash Posting:
Upon application of the transaction, immediate adjustment is made to the customer's Accounts Receivable balance.
An accumulative check amount is displayed as the deposit is entered.
There is the ability to add or subtract from a customer's account with various adjustment entries.
There is the ability to transfer credit memos or credit balances from one record to another.
There is also the ability to perform various allowances such as writing off tax and freight charges.
Files are updated in order to create necessary reports to reconcile the daily bank deposit and Accounts Receivable.
Each deposit is assigned a deposit number which is used to correspond with the necessary accounting reports.
The General Ledger is automatically updated upon exiting the Cash Posting program. All appropriate TAC codes are posted to the General Ledger. One journal entry is made per deposit per general ledger account number.
There is the ability to define a non Accounts Receivable customer. The amount can be posted to the daily deposit and update the General Ledger in the appropriate accounts.
The current AR balance displays upon the entry of a customer.
The Customer (CUSTD) data file is updated with the date and amount of last payment.
Cash Receipts Control File Maintenance (BI-3-1-18-4) needs to be set up before using the Cash Posting program.
Rev 15 Changes
A new Global option has been added to the Billing Control Record (Global Record 2). This is field number 53 (Display Ship-To/Bill-To Cust # During Alpha Search In Inv/Cash Posting (Y/N)). If this Global option is set to Y, a second line will display during Alpha Customer Name Search during Invoice Entry, Credit Memo Entry, Order Entry and Cash Posting that will display the Ship-To and Bill-To Customer Numbers. See Screen sample below:
On multiple payments to an invoice, the Item Type field in the Accounts Receivable File (ARECD) would not be set. Instead, it would show up as blank in the Account Inquiry. Also, on the Aging by Item Type report, the invoice and payments would not print together. This will also happen on other TAC codes such as ADJ, ART, CMT, etc. This has been corrected. If you would like to correct existing records, there is a program on the Miscellaneous II System Manager Menu (LMSY904) that will write the correct Item Type into the transactions where the item type is blank, and it is linked to an invoice.
The ship to customer number will now be written into Accounts Receivable transactions that are linked to an invoice. Prior to Revision 15, this field was set to zero. This will happen on transactions such as PMT’s, ART’s, ADJ’s, CMT’s, etc. This field is printed on the AR Worksheets.
The invoice number field has been changed to display nine characters instead of eight characters.
Internal changes were made to correct a problem with how the Customer Name was updated in the Cash Receipts File (CRECD). The name was adjusted three characters to the right. This would drop the last three characters.
Rev 14 Changes
N/A
Rev 13 Changes
If the Allow Override of AR Account In Cash Posting field (21) in Cash Receipts Control File Maintenance (BI-3-1-18-4) is set to Y, the operator can override the AR Account when entering the Cash Receipt program. It will default to the Global AR Account in field 7 of Cash Receipts Control File Maintenance.
If the Allow Override of Cash Account In Cash Posting field (22) in Cash Receipts Control File Maintenance is set to Y, the operator can override the Cash Account when entering the Cash Receipt program. It will default to the Global Cash Account in field 8 of Cash Receipts Control File Maintenance.
There is now the ability to press enter at the customer number (Cust. No.) prompt to gain access to a customer by entering an invoice or credit memo number. To go back to the customer number (Cust. No.) prompt, press enter at the Invoice or Credit Memo Number prompt. Once an invoice or credit memo number has been entered, the program will display the customer assigned to the invoice and will place cursor at the amount field.
If attempting to access using a date or a service charge invoice number, the program will display the first customer with that number on it's account.
In order to do this, the program will first look in the Invoice Header data file (INVHDRD) to see if it is a valid invoice that is currently on the system. If it is not found there because of a purge, the program will look at the Accounts Receivable data file (ARECD). In order to do this in a timely manner, a new temporary index was created to the Accounts Receivable file (ARECD) called AREC2X. It will be rebuilt during End of Day Processing at the end of each day.
There is now the ability to enter ART (Accounts Receivable Transfer) or CMT (Credit Memo Transfer) to an invoice on another customer's account. An error message will display and there is the choice to continue or cancel. In both the ART and CMT Tac Codes, the To Invoice # field can be on a different customer account. The From Invoice # field must be on the account being accessed.
Below is an example of a CMT:
This is an example of applying an ART to a different customer number:
The user can enter PMT to an invoice on a different customer's account. In the example below, the invoice number is on another customer's account.
When applying PMT, ART or CMT to a different customer account, the AR data file (ARECD) will be created for the other customer number, the AR Balance in the Customer file (CUSTD) for the other customer will be updated, and the Cash Receipts (CRECD) data file will be created using the other customer number and name.
Notes:
Program logic was also changed to add to a new index to the Cash Receipts file (CRECD). This index is CREC2X.
See also:
Rev 12 Documentation
Cash Posting is found on the A/R Data Entry menu, 1-2. A credit alert status is set in the Customer File Maintenance program. This is field 12 in Customer File Maintenance, Credit Alert (Y/N/L/E). When a customer is input and the credit alert status is set to L for lockout, the word LOCK will display on the screen next to the check number prompt. The Cash Posting transaction displays as normal. This is to notify the operator that the customer that is input is on a credit alert lockout status and if the payment is made the lock status should be reviewed.
Payment Application For 11/06/96 Posted 11/06/96 BY Lock Chk. No Cumul.Amt
Cust.No. 4830000 HOME HEATING INC. Amt
AR Balance = 46678.91
Inv.No Tac * Tdate Amount Paid Balance C/M.No C.Disc Frt S.Tax