xTuple ERP Reference Guide

Enter the customer number of the customer whose cash has been received. The lookup feature located to the right of the field leads to a searchable customers list. You may also access this list using the keyboard shortcut CTRL + L. Once a customer number is entered, the customer name and billing address will display. Select the ? or $ symbol to view customer information for the specified customer. If a customer's credit is good, the button will feature a black question mark (?) icon. If the customer is on credit warning, the icon will turn into an orange dollar sign ($). A red dollar sign ($) indicates the customer is on credit hold.

Enter the name of the customer group whose invoices you want to apply cash to. When you enter a customer group in this field, any open invoices for customers belonging to the group will be shown. Cash receipts for customer groups must be fully-applied before the cash receipt can be posted. If partially-applied, you will be prevented from posting the cash receipt until all the funds are applied to open invoices for customers in the customer group.

Check this box to automatically post the cash receipt when the SAVE button is pressed.

Specify the amount of cash received from the customer.

Displays the amount of cash that has been applied to the specified customer's invoice(s).

Displays the amount of any miscellaneous distribution(s).

Displays the amount of any discounts given when cash is applied to open receivables inside the billing discount period for those items.

Displays the difference between the amount to be applied and the amount applied.

If your system is configured to enable customer deposits, you may select one of the following options for applying any unapplied cash receipt balance:

Specify the type of funds being used for the cash receipt. Choose from the following types (the corresponding letter code for each is also shown): check (C), certified check (T), cash (K), wire transfer (W), and other (O). If you are using xTuple's credit card processing functionality at your site, the following additional funds types options will be available: Master Card (M), Visa (V), American Express (A), Discover Card (D).

Use this field to enter the customer's payment number, transaction number, or any other document number you wish to associate with the cash receipt.

Use this field to specify the date on the payment you received. This is the document date used when running the receivables aging report.

Select the bank account you want to post the cash receipt to. The asset account used for the selected bank account is specified on the Bank Account master.

Specify the date of the cash distribution. This is the date the cash receipt will hit the general ledger (G/L). By default, the current day's date will appear. If the distribution date precedes the application date, the label Apply Balance As will change to Record Receipt as to clarify that the cash will be recorded as a credit memo or customer deposit until the application date arrives. On the application date, the credit memo or customer deposit will automatically be applied to its specified receivable document(s).

Specify the date you want the cash to be applied to the selected receivables. By default, the current day's date will appear. To prevent receivable aging and G/L balance mismatches, you may not enter an application date prior to the earliest document date of receivables the cash is being applied to.

If your system is configured to use projects, select a project number to associate with the cash receipt.

Select one of the following optional receivables accounts:

To search for an invoice in the Open Items display, begin typing an invoice number into this field. As you type, the list will automatically scroll toward the invoice number you are typing. You can also search for invoices manually by scrolling through the list.

Select to include credit memos in the list of open receivables. If shown, credit memos may be applied to a customer's open balance in the same way the cash receipt amount is applied—that is, using any of the available application buttons on the screen. This feature gives you the option of consuming open credits before cash is applied.

Display lists open receivables (i.e., invoices and debit memos) for the specified customer or customers within the specified customer group.

Highlight an open item and then select this button to apply an amount to an individual open item.

Highlight an open item and then select this button to apply cash to the balance for the line. This will all cause any eligible discounts to be applied.

Highlight an open item and then select this button to remove any amount applied toward the open item.

Select to apply the available balance to open receivables. If the applied balance exceeds the amount due on an open item, the remaining balance will be applied to the next open amount. This will all cause any eligible discounts to be applied.

Select to add a miscellaneous distribution.

Display lists credit card information for the specified customer.

Highlight a credit card and then select this button to move the credit card up in the sequence of credit cards. Sequence numbers are automatically adjusted to reflect the change in position.

Highlight a credit card and then select this button to move the credit card down the sequence of credit cards. Sequence numbers are automatically adjusted to reflect the change in position.

Enter the card verification value (CVV) code found on the back of the specified credit card. This may be an optional feature at your site. Contact your systems administrator for details.

This is a scrolling text field with word-wrapping for entering notes related to the cash receipt. Notes entered here may be viewed later on the Cash Receipts Report screen.