Processing AR Cash Receipts

AR Cash Receipts applies customer payments to open invoices and supports miscellaneous receipts that do not post to customer accounts. Standard receipts update Cash Management per the CM interface on AR Company Parameters.

Before you start

• Customer records are current. Confirm the customer before applying cash; misapplied cash is costly to unwind.
• Have payment details (check number/date when paying by check).
• Know the CM company/account and a deposit-number convention aligned with the bank deposit.
• CM Company on Company Parameters cannot change while this batch (or Misc Cash Receipts batches) is open.

Steps

Header: CM and deposit

1. Open AR Cash Receipts and start or open a batch.
2. Set header CM Company / CM Account (defaults from AR Company Parameters; override when needed) and Deposit #. Use a consistent date+sequence convention (Trimble example 0416-1). Same Deposit # + CM account accumulates into one CM deposit when CM Interface is Summary; align with bank deposit and CM reconciliation.

Apply a payment to invoices

3. Select the customer and enter payment amount and method details; save/update the receipt header.

4. Initialize Receipt can auto-apply after save/update. Common choices:

   • Apply by invoice number (start at first open, or start at a specified invoice)
   • On-account / balance-of-receipt options the form exposes
   • By customer job (Material Sales invoices)
   • Include retainage, apply discounts, and finance-charge options as needed
   • Don't Initialize when you will manually pick invoices or split a check

5. On the receipts grid / Payment Detail, set line-level amounts:

   • Apply Amount, Apply Tax, Apply Retg, Apply RetgTax, Apply FC, Disc Taken as applicable
   • Shortcuts: Ctrl+A (apply current due and related amounts when focus is in Apply Amount); Ctrl+G for retainage apply patterns documented on Payment Detail
   • Total Applied is overridable

6. Remove Input Restrictions exists above the Payment Detail grid but should be rare. Prefer documented apply fields. The Clearing net $0 retainage edge case uses Remove Input Restrictions when required for that pattern.

7. Prefer File → Process Batch → Validate before Post. Review Receipts Audit List, CM Distribution, and Error List as needed, then post.

Miscellaneous receipts

8. Open Misc Receipts via the Misc Receipts button on the form (some builds may also expose a File menu path). Misc receipts do not apply to customers or invoices; Initialize Receipt and discounts/retainage do not apply.

9. Enter a description of the payment (no customer) and allocate lines:

   • O = GL-only
   • J / E / S = job / equipment / SM

   Do not use misc receipts to apply cash to open AR invoices. Misc receipts still use CM Account; when transaction dates differ within a deposit, CM uses the most recent date for the deposit.

10. To change a previously posted miscellaneous receipt, add the transaction back into the current batch (File → Add Transaction; look for Transaction Type M). If the deposit has been cleared in CM, CM-related inputs are disabled.

Notes

• Applying cash to retainage on Payment Detail (Apply Retg) is payment application, not retainage release. Release held retainage with Releasing AR Retainage (direct AR) or JB Release Retainage (JB invoices).
• Do not apply AR cash to unpaid retainage on a JB-created invoice as a substitute for JB Release Retainage; that makes JB Open Retainage inaccurate.
• Related: AR Company Parameters, AR Customers, AR Invoice Entry, Releasing AR Retainage, Clearing net $0 retainage.