CASH RECEIPTING

DESCRIPTION:  This program is used to post cash/check payments for those items that are not billed out to a customer. These can be reimbursement checks from vendors, rebates from manufacturers, monies received for miscellaneous items such as permits, maps, etc.  (DO NOT USE THIS PROGRAM IF YOU ARE RECEIVING CASH/CHECK FOR AN ITEM THAT YOU BILLED A CUSTOMER FOR.  That needs to be done through PAYMENT POST. This program is more for walk-in items, such as permits, maps, copies and other items that you wouldn't normally type up an invoice for.)

NOTE:  Before you can use cash receipting, you must set up bill codes for the items you would put on the receipt, such as permits, maps, copies, and other items. (REMEMBER to make the Bill Code Type CASH RECEIPTING!)  You will also need the appropriate Debit & Credit account numbers.

Also, make sure Cash Receipting Journal is set up under SOURCE OF ENTRY (General Ledger menu). Because the Cash Receipting keeps track of Receipt Numbers, the very first time you start receipting through Pro Fund Accounting, you should enter the LAST PAPER RECEIPT NUMBER you used under the CONTROL #.

Now that you have set up your bill codes, and set up your Source of Entry called Cash Receipting Journal, you are ready to start entering receipts.

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To start, click the CUSTOMERS button  on the Main Screen , then click the CASH RECEIPTING button.

The following screen will appear:

TO ENTER A CASH RECEIPT:

(NOTE:  You can NOT edit a receipt; you can only void it.)

1. Click the NEW button.

2. RECEIVED FROM:  Enter the person or company that you are receiving cash/check from.

If you have this person set up already, you can use the pull-down menu next to to "received from" box.  Click the pull-down menu to see available people.

3. EFFECTIVE DATE:  The system will automatically default to today.

If you need to change the date, click on the calendar button  and select the proper date.

4. REFERENCE NUMBER: Enter the appropriate reference number, if applicable.  Example: the Permit Number of the Permit the person is paying for.

5. CHECK #:  Enter a check number, if applicable.  If you received cash, you can just type in CASH in the box.

6. ENTERED BY:  Enter the name or initials of the person entering this data.

7.   NON-TAXABLE:  This box will automatically default to non-taxable (check marked in the box).  If this item needs to be taxable uncheck the box and remember to add a Bill Code of Sales Tax when entering your descriptions below.

8.  MEMO:  Enter any pertinent notes or information you would like to have contained in this receipt.

9. ENTER INFORMATION PERTAINING TO RECEIPT:  When you pick a particular bill code (set up for cash receipting), the Description, Quantity, Price Each, and Total should automatically enter in the appropriate spaces.  If you need to change the quantity, click on that box and enter the correct amount, then tab over to price each and the TOTAL should automatically recalculate.

10. When you are done entering all the applicable information, click the SAVE button to save your entry.

11. PRINTING:  Once you've clicked SAVE, a confirmation box will appear asking if you want to print your receipt.  Yes to Print; No to not print.

If you selected YES, the receipt will show on the screen.  Click on the Print button  to print it out.

12. Click DONE to exit the program.

VOIDING RECEIPTS

1. Find the Receipt you would like to void in the grid at the top and click on it.

2. Click the VOID button.

NOTE: By clicking the VOID button, the receipt will be removed from your cash account and the sale or reimbursement from your revenue or expense account; HOWEVER, it does NOT remove the receipt number from the file.  If you void a receipt, you can print a copy of the voided receipt for your records.

3. Once you've clicked the VOID button, you will receive the following Confirmation Screen.  Click OK to continue with the void; Cancel to leave the receipt as is.

4. Now that you have voided your receipt, you will notice that is says VOID in front of the person's name.

5. If you need a copy of the voided receipt, click on the Print button.    You will see that the word "VOID" is before the person's name, and also the amounts of the invoice are zero.