Cash Entry Window

Create a Receipt for a UB Customer

 

Summary

 

The Cash Entry window is used to enter payments on customer accounts, including payments on Utility Billing module accounts. When a payment is made on a UB module account in a Cash Receipts batch, the receipt date on the payment will be used as the transaction date of the payment in the Utility Billing module.

 

When you enter a payment on a UB customer account in a Cash Receipts batch, there are two additional reports that need to be generated before the batch can be committed: UB Proof List and UB GL Distribution.

 

The UB Proof List Report is similar to the Cash Receipts Proof List, but it will total the receipt line items by service rather than payment type. The UB Proof List will only display receipt line items on UB accounts. Receipt line items on non-UB accounts, Cash Receipts module type codes or voided receipts will not display on the report. If the UB module is set up to automatically redistribute credit balances, the redistribution transactions will display on the report.

 

The UB GL Distribution Report is similar to the Cash Receipts GL Distribution Report, but it will display the service rates and fee codes that are on the receipt.

 

The Cash Entry window can be used to create deposits on UB module accounts.

 

Related Links

 

Click here for information on creating a cash deposit on a UB customer account.

Click here for an overview on deposits.

Click here for information on committing a Cash Receipts batch.

 

Step by Step

 

1     Create a Cash Receipts batch. 

 

  • Select the New Billing palette in CR> Cash Receipts. This will expand the Cash Receipts palette and display the steps of the Cash Receipts process.
  • Select New from the Cash Receipts batch number drop-down menu to create a new batch. This will open the New Batch window.
    • If there are open batches in the Cash Receipts process, you can create a new batch without affecting the transactions in the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the receipt or journal entry date of the transactions in the batch.
    • The receipt date is entered when each receipt is generated and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (CR> Cash Receipts> GL Distribution).
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon .

 

2     Open the Cash Entry window. 

 

  • There are two ways to open the Cash Entry window: (CR> Cash Receipts> Enter Receipts> INSERT) or (CR> Cash Receipts> Cash Entry). The way you access the Cash Entry window depends on the security setup in the Cash Receipts module.

 

3     Select the customer and customer accounts to pay. 

 

  • The Customer Information section is used to select the customer that is paying the receipt.
    • If a customer is paying a balance on another customer’s account, you do not have to enter customer information into this section. You can use the Account/Category tab to add the customer account that is being paid onto the receipt.
  • Add a single customer's accounts to the receipt by clicking on the Customer Number field label to select the UB customer that is paying. This will open the Customer Accounts window.
    • The Customer Accounts window will display all customer and customer accounts created in the application.
    • Enter information into the Search Criteria section and click the Refresh icon to filter the customers that display in the window.
    • Click the Expand button next to a customer record to display all of the customer accounts attached to the customer.
    • Select a customer record to include all of the accounts attached to the customer or select a customer and hold down CTRL to select which accounts to include on the receipt.
      • You can include all of the accounts on the receipt in the Customer Accounts window and then remove specific accounts using the Accounts tab on the Cash Entry window.
    • An alert window will open if there is a receipt alert on the customer account.
      • Receipt alerts can be added to UB customer accounts using an adjustment type code (UB> Maintenance> Adjustment Type> Receipt Alert toggle). If the adjustment type code has been used to create a transaction on a customer account (for example, past due penalties), an alert window will display when the customer account is selected in the Cash Entry window.
      • The alert window will display the transactions on the customer account that create the alert. For example, if the customer account was assessed past due penalties, the penalty transaction will display in the window.
  • Add multiple accounts from multiple customers to the receipt by clicking the Create icon drop-down menu and selecting Add UB Accounts with Amount. This will open the Account Selection window.
    • The Account Selection window will display all customer and customer accounts created in the application.
    • Enter information into the Search Criteria section and click the Refresh icon to filter the customers and accounts that display in the window.
    • Highlight an account and click the Modify icon to open the UB Account Maintenance window for the selected account.
    • Highlight an account and click the Add Account icon to add the account to the Selected Accounts section to the right.
      • Multiple accounts from multiple customers can be added to a single receipt. You can use the CTRL or SHIFT keys to select multiple accounts before adding them to the Selected Accounts section. If an account is added once, an error message will appear informing you that the duplicate account will not be added to the receipt but all the other accounts will proceed as expected.
      • Accounts that were mistakenly added to this section can be removed with the Remove Account icon .
      • Click the Confirm icon to add the selected accounts to the receipt.
      • You can repeat this filtering and selection process using Add UB Account with Amount without overwriting the accounts previously added to the receipt.
  • After a customer account has been selected the Accounts/Category tab will display all of the customer accounts that have been included on the receipt.
  • Select the customer account balances to pay or remove them from the receipt.
    • The customer accounts selected in the Customer Accounts window will display on the Accounts/Category tab. If a single customer was selected, all accounts attached to the customer will display in the Cash Entry window.
    • If the customer owes a balance on any of the accounts, the Total Due field in the Receipt Information section will update with the balance of all of the accounts.
      • If the customer is making a partial payment on an account, that will be set up on the Detail tab.
    • If the customer does not want to pay the balance on one of the accounts, highlight the account and press DELETE. This will remove the account from the receipt and update the Total Due field with the new balance.
    • If the customer is paying another customer’s bill, select Add New Account from the Create icon drop-down menu. This will open the Customer Accounts window again. Select the customer or customer accounts that should be included on the receipt and press ENTER. This will add the selected customer or customer accounts to the receipt.
      • Just like when the customer was selected in the Customer Information section, select a customer to include all customer accounts on the receipt or select a customer and customer accounts.
  • If the customer is making on overpayment on an account, enter the total amount of the payment in the Amount to Pay field.
    • The overpayment will be applied to the services attached to the customer account based on the overpayment percentage setup of the services and how the UB module is set up.
    • If Last Bill is selected in the Overpayment Distribution drop-down menu on the UB setup (UB> Utilities> Setup> Payment tab), the overpayment will be applied to the services on the account based on the distribution between the services on previous billings.
    • If Fixed Percentage is selected in the Overpayment Distribution drop-down menu on the UB setup, the overpayment will be applied to the services on the customer account based on the overpayment percentages setup on the services (UB> Maintenance> Service> Overpayment Percentage field).

 

4     Select the services and amount to pay or enter a deposit on the customer account. 

 

  • The Detail tab displays the services attached to the accounts on the receipt and the balance of each service.
  • The Amount to Pay column displays the amount that will be paid on each service. By default, the Amount to Pay field will equal the amount due on the service.
  • Modify the amount in the Amount to Pay field to enter a partial payment on a service. The Total Due field in the Receipt Information section will update after the amount has been modified.
  • Press INSERT to enter a customer deposit. This will open the Type Code Selection window.
    • Select a CR module type code that is set up as a UB module deposit and press ENTER to add the deposit to the receipt.
    • In order to create the cash deposit, the CR module type code must have the UB Deposit Type toggle checked on the Type Code Maintenance window (CR> Maintenance> Type Code) and there must be a UB module fee code set up as a deposit fee code with the same title as the type code. For example, if the type code is titled “DEP”, then the UB fee code must also be titled “DEP.”

 

5     Enter the payment. 

 

  • The Payments section is used to enter the payments on the receipt.
    • Enter the amount of payment in the Amount column in the Payments section. By default, the field will populate with the total amount due on the receipt when the cursor is placed in the field.
      • If a customer wants to pay using multiple pay methods (cash and check for example), you can create multiple payment line items in the Payments section.
    • Select a Pay Method from the drop-down menu.
      • Pay methods are created and maintained in CR> Maintenance> Pay Method.
      • If there are slips attached to the pay method they will print when the receipt is saved.
      • If you are using a pay method that has an associated cash override account, no other pay methods can be used on the receipt.
    • If you are processing a counter receipt through a credit card terminal, see the Credit Card Terminal Payments topic for details.
  • Highlight a payment line item and press DELETE if you would like to delete the payment line item.
  • Verify the receipt date is correct.
    • The receipt date is entered in the Date field in the Receipt Information section. The receipt date is used as the transaction date on the payment and is also used on many of the Cash Receipts module reports.
  • Click the Save icon when complete to save the receipt.
  • There are three ways to determine which slips will print out when a receipt is generated in the Enter Cash Receipts window.
    • Check the Automatically print receipt on save toggle on the Operator Maintenance window (CR> Maintenance> Operator) to print all slips that are set up as default receipts in the Maintain Slips window (CR> Maintenance> Slip Maintenance). If there are no default slips set up, no slips will print.
      • If the Automatically print receipt on save toggle is not checked on the Operator Maintenance window, the default slips will not print when receipts are saved in the Cash Entry window.
    • Slips attached to a payment method will print when that payment method is used on the receipt. Slips are attached to payment methods in the Payment Method Maintenance window (CR> Maintenance> Pay Method).
      • You can attach a slip set up as an endorsement to a check payment type so that the endorsement will print when the check payment type is used on a receipt.
    • Slips attached to a type code will print when that type code is added to a receipt. Slips are attached to type codes in the Type Code Maintenance window (CR> Maintenance> Type Code).
    • All three of these methods can be used in conjunction, but the slips that are set up as default slips in the Maintain Slips window will always print before the slips that are attached to payment method or type code.
  • If the account selected is in delete status, a warning message will be displayed when you attempt to save the receipt. This warning message is informational only and will not prevent you from processing the receipt.

 

6     Commit the batch.