31 Work with Speed Receipts

This chapter contains these topics:

31.1 Working with Speed Receipts

Navigation

From Accounts Receivable (G03), choose Automatic Receipts Processing

From Automatic Receipts Processing (G0313), choose Speed Receipts Entry

As an alternative to the complex method of entering manual receipts, you can use a speed method to quickly enter high-volume, simple receipts. For example, you might have several receipts that you need to apply directly to invoices. The speed receipts entry method enables you to reduce the number of keystrokes associated with each transaction, which decreases the amount of data entry time.

When working with speed receipts, you can:

  • Enter each receipt directly.

  • Select open items for a customer. Based on the information you specify, the system automatically loads the open items for application.

Because Speed Receipts Entry is designed for efficiency, you can only enter the following types of receipts:

  • Receipts that are directly associated with an invoice or a group of invoices

  • Receipts that are directly associated with a statement number

  • Unapplied receipts

  • Chargebacks

Unlike manual receipts, speed receipts are stored in the Batch A/R Cash Application table (F0312). They remain in this temporary worktable until you process them. When you process them, the system updates the records in the A/R Ledger table (F0311).

The following shows some of the advantages and disadvantages of the speed receipts entry method.

Advantages Disadvantages
  • You can focus on specific types of high-volume receipts.
  • You can concentrate on the source document instead of the keyboard, which reduces entry time.

  • You can set up default information for common fields to apply to all detail lines of a receipt.

  • You can avoid overwriting information on the top of the form when you complete your last detail line. The system automatically rolls up to a new page of detail lines.

  • You can use one hand on the numeric keyboard for data entry.

  • You can toggle between setup mode and entry mode without losing any previously entered information.

  • You can correct or modify a receipt before you commit it to the Batch A/R Cash Application table.

  • You can suspend the entry of a partial batch and continue it at a later time.

  • You can postpone the validation of transactions until you process the batch.

  • You can cross-reference chargebacks by specifying an alphanumeric value as the chargeback reference.

  • You cannot enter all types of receipts.
  • You cannot change or modify a receipt on the Speed Receipts Entry form once you commit it. You must use the Batch Receipts Entry form to do so.

  • You cannot immediately view the results of receipts entry on the Customer Ledger Inquiry form.

  • You must process speed receipts before updating the A/R Ledger table.


Figure 31-1 Speed Receipts Entry screen

Description of Figure 31-1 follows
Description of "Figure 31-1 Speed Receipts Entry screen"

31.1.1 What You Should Know About

Topic Description
Using the Enter function versus the Commit function When entering speed receipts, you use two primary functions:
  • Enter

  • Commit

When you choose the Enter function, the system:

  • Copies the default header information into the detail of the receipt.

  • Calculates the amount remaining on the receipt.

  • Re-displays information for review. This lets you modify the information you set up without updating the Batch A/R Cash Application table.

When you choose the Commit function, the system updates the Batch A/R Cash Application table. If you need to make further changes, you must use the Batch Receipts Entry form.

Using the Setup function versus the Entry function Choose the Setup/Entry function to toggle between the setup and entry modes. You can toggle between either input mode at any time, and you will not lose any previously entered information. In setup mode, you can override any field that is protected in entry mode.

When you first access the Speed Receipts Entry form, you are automatically in setup mode. In this mode, you can enter header information and default column values.

In entry mode, the system:

  • Restricts the entry of header fields and default column fields

  • Protects the columns that you designate as unused

  • Limits entry to the receipt detail

Suspending a partial batch You might need to suspend a batch that is partially complete and then continue adding transactions to it later. To do this, commit the transactions entered so far and exit the batch with an amount remaining.
Entering receipts to an existing batch You can re-enter an existing batch at any time to enter additional receipts. To do this, specify the batch number on a blank Speed Receipts Entry form. The system displays:
  • The previously committed transactions

  • The total amount you expect to enter for the batch

  • The total amount remaining on the receipt

Revising a receipt Once you commit a transaction, you cannot change or delete it on the Speed Receipts Entry form. To do so, you must use the Batch Receipts Entry form.

31.2 Setting Up Header Information

To simplify entering receipts, you can set up default header information for a receipt. For example, you can specify the G/L bank account to debit when you post the receipt.

When you set up header information, you can:

  • Enter default values that apply to all detail lines of a receipt

  • Enter a default value in any column header field that is blank to avoid entering identical information in each associated detail line

  • Designate a column header field as unused during entry

Setting up header information is the first task in the speed receipts entry process. After you do this, you enter the detail for the receipt.

31.2.1 Example: Header Information

The following example shows the default information that the system needs to apply receipts to company 100 and debit bank account 100.1110.BEAR with a G/L date of 9/29/17.

Figure 31-2 Speed Receipts Entry (Header) screen

Description of Figure 31-2 follows
Description of "Figure 31-2 Speed Receipts Entry (Header) screen"

To set up header information

On Speed Receipts Entry

  1. To specify default values, complete any of the following optional fields:

    • G/L Bank Account

    • G/L Date

    • Amount Expected

    • Company

    • Currency Code

    • Exchange Rate

  2. To specify default column values, complete the blank fields above the corresponding columns.

  3. To designate a column as unused, specify a slash (/) in the blank field above the appropriate column.

31.3 Selecting Open Items for Application

As an alternative to entering receipt information directly, you can select open items in a customer's account and automatically load them in the detail lines. You can specify the criteria that the system uses to load the open items. For example, you might want to specify a range of invoices with a specific invoice date.

Selecting open items for payment is an optional task in the speed receipts entry process. You can select open items before or after setting up the necessary header information for a receipt.

31.3.1 Before You Begin

  • The following task assumes that you have specified the receipt number and receipt date as column overrides when setting up header information.

To select open items for application

On Speed Receipts Entry

  1. Set up the necessary header information (optional).

  2. Choose the Select Documents function.

    Figure 31-3 Document Selection Window screen

    Description of Figure 31-3 follows
    Description of "Figure 31-3 Document Selection Window screen"

  3. On Document Selection Window, complete one of the following fields:

    • Address Number

    • Parent Number

  4. To limit the information displayed, complete any of the following fields:

    • Document Number/Through

    • Due Date/Through

    • Invoice Date/Through

    • Company

    • Currency

    • Reference

31.3.2 What You Should Know About

Topic Description
Skip to Due Date field Unlike most Skip to fields in the Accounts Receivable system, the Skip to field on Speed Receipts Entry acts as a Skip-to Document field or Skip to Due Date field, depending on the selection criteria you specify. If you select a range of documents, the documents appear in order of the document number. If you select a date range, the documents appear by due date. If you specify both or neither a document or due date, the documents appear in the order you set in a processing option.

When you specify a skip to due date, the system summarizes the information displayed. This minimizes the time it takes to access and display the selected documents.

Removing unwanted items You can use the Compress Display function to remove unwanted items in the detail of a receipt. The system:
  • Removes all items that you do not mark with a 1

  • Consolidates the marked items to the top of the detail information

You can then select additional open items to be loaded on Speed Receipts Entry following the marked items. You can use this function as many times as necessary prior to committing the transactions to the Batch A/R Cash Application table.

Reviewing the detail of a document To review the detail of a document, such as the document type or the discount available, choose the Customer Ledger Detail Information option next to the appropriate document.

If the transaction is summarized, you cannot review the detail.


31.4 Applying Receipts to Invoices

When you receive a payment from a customer, regardless of the amount, you can quickly apply the receipt directly to an invoice or a group of invoices. Applying receipts to open invoices is the most common method of receipt entry.

31.4.1 Example: Invoice Match Receipt

The following example shows receipt number 6275, which was received for the amount of the invoice (1,500). It is being applied to invoice 615 for customer number 3005.

Figure 31-4 Speed Receipts Entry (Receipt 6275) screen

Description of Figure 31-4 follows
Description of "Figure 31-4 Speed Receipts Entry (Receipt 6275) screen"

31.4.2 Before You Begin

  • The following task assumes that you have specified the receipt number and receipt date as column overrides when setting up header information.

To apply receipts to invoices

On Speed Receipts Entry

  1. Set up the necessary header information.

  2. Select the necessary open items for application (optional).

  3. Toggle to entry mode (F8).

  4. Specify 1 (invoice match) in the following field:

    • Option

  5. To override default information, complete the following fields for each document that matches an invoice:

    • Document Number

    • Remitted Amount

  6. To update the detail lines, press Enter.

  7. Choose the Commit function (F6) to update the Batch A/R Cash Application table.

31.4.3 What You Should Know About

Topic Description
Applying receipts to invoices with discounts You can enter an invoice match receipt with a discount amount. To do so:
  • Set the appropriate processing options when you process batch receipts to allow discounts and determine the cut-off date.

  • Enter the net amount of the receipt in the Remitted Amount field on Speed Receipts Entry. If you do not, the system creates an unapplied receipt for the remaining amount after taking the discount.


31.5 Applying Receipts to Statements

In addition to applying receipts to invoices, you can apply a receipt to a statement number.

When you apply a receipt to a statement, the system applies the amount of the receipt to the oldest open invoice or group of invoices on the statement. This is similar to entering balance forward receipts.

31.5.1 Example: Statement Match Receipt

The following example shows a receipt for 1,000.00 applied to statement number 8.

Figure 31-5 Speed Receipts Entry (Statement Match) screen

Description of Figure 31-5 follows
Description of "Figure 31-5 Speed Receipts Entry (Statement Match) screen"

31.5.2 Before You Begin

  • The following task assumes that you have specified the receipt number and receipt date as column overrides when setting up header information.

To apply receipts to statements

On Speed Receipts Entry

  1. Set up the necessary header information.

  2. Select the necessary open items for application (optional).

  3. Toggle to entry mode (F8).

  4. On a blank line, specify 2 (statement match) in the following field:

    • Option

  5. Specify the statement number in the following field:

    • Document Number

  6. Complete the following field:

    • Remitted Amount

  7. To update the detail lines, press Enter.

  8. Choose the Commit function (F6) to update the Batch A/R Cash Application table.

31.6 Entering Unapplied Receipts

You can apply a receipt to a customer's account balance instead of matching it to a specific invoice or group of invoices. To do this, enter an unapplied receipt. For example, you might not know which invoices to match a receipt to during entry. This method enables you to enter the amount of the receipt into the system immediately and match it to invoices at a later time.

If you do not specify a document number, the system handles it like an unapplied receipt.

The following example shows a receipt for 5250.00 from customer number 3005. In this example, the invoice number to apply the receipt against is unknown.

31.6.1 Example: Unapplied Receipt

Figure 31-6 Speed Receipts Entry (Unapplied) screen

Description of Figure 31-6 follows
Description of "Figure 31-6 Speed Receipts Entry (Unapplied) screen"

31.6.2 Before You Begin

  • The following task assumes that you have specified the receipt number and receipt date as column overrides when setting up header information.

To enter unapplied receipts

On Speed Receipts Entry

  1. Set up the necessary header information.

  2. Toggle to entry mode.

  3. On a blank line, specify 1 or 2 in the following field:

    • Option

  4. Complete the following fields:

    • Remitted Amount

    • Address Number

  5. To update the detail lines, press Enter.

  6. Choose Commit to update the Batch A/R Cash Application table.

31.6.3 What You Should Know About

Topic Description
Matching an invoice to an unapplied receipt You can match an invoice to an unapplied receipt. First, apply the receipt to the appropriate invoices. Then, enter a negative invoice match receipt to the unapplied receipt. Use a different receipt number for the transaction. The amount remaining is zero.

31.7 Entering Chargebacks

Depending on whether you are entering a chargeback for an open invoice or an amount not associated with an invoice, you can:

  • Enter a receipt with a chargeback

  • Enter a stand-alone chargeback

The following describes the two types of chargebacks and how the system handles them.

Method Description
Receipt with a chargeback When applying a receipt to an invoice, you can enter a chargeback for an amount left open on the invoice. For example, you might want to charge back an incorrect or expired discount amount. You must identify a customer reference number to indicate that the document is a chargeback.

When you enter a receipt with a chargeback, the system:

  • Matches the receipt to the appropriate invoice or group of invoices (a stand-alone chargeback)

  • Closes the original document

  • Creates a chargeback for the remaining amount of the document

  • Stores the information you specify as the chargeback reference on the chargeback for later use

Stand-alone chargeback You can enter a stand-alone chargeback for an amount that is not associated with a specific invoice. For example, you might enter a stand-alone chargeback for an amount that was previously written off and should not have been, or when you do not know the number of the original invoice.

When you enter a stand-alone chargeback, the system:

  • Creates a chargeback invoice for the amount you specify as the remitted amount. You must specify a negative amount.

  • Stores the information you specify as the chargeback reference on the chargeback for later use.


31.7.1 Example: Receipt with a Chargeback

The following example shows a receipt for 900. The invoice amount was 957.25. When the receipt is processed and updated, the system will create a chargeback for the difference, 57.25. In the Chargeback Reference field, the receipt number is entered for future reference.

Figure 31-7 Speed Receipts Entry (Chargeback) screen

Description of Figure 31-7 follows
Description of "Figure 31-7 Speed Receipts Entry (Chargeback) screen"

31.7.2 Example: Stand-Alone Chargeback

The following example shows a chargeback that is not associated with an invoice. In this example, the invoice has been paid so no invoice exists to which you can attach the chargeback.

Figure 31-8 Speed Receipts Entry (Stand-Alone Chargeback) screen

Description of Figure 31-8 follows
Description of "Figure 31-8 Speed Receipts Entry (Stand-Alone Chargeback) screen"

31.7.3 Before You Begin

  • The following tasks assume that you have specified the receipt number and receipt date as column overrides when setting up header information.

To enter a receipt with a chargeback

On Speed Receipts Entry

  1. Set up the necessary header information.

  2. Select the necessary open items for application (optional).

  3. Toggle to entry mode (F8).

  4. On a blank line, specify 1 or 2 in the following field:

    • Option

  5. To indicate this is a chargeback, complete the following fields:

    • Chargeback Reference

    • Reason Code (optional)

  6. To override default information, complete the following fields:

    • Document Number

    • Remitted Amount

  7. To update the detail lines, press Enter.

  8. Choose the Commit function (F6) to update the Batch A/R Cash Application table.

Field Explanation
Chargeback Reference An alphanumeric value used as a cross-reference or secondary reference number. Typically, this is the customer number, supplier number, or job number.

Form-specific information

The customer reference might be, for example, a stock number or cross-reference number to another system.


31.7.4 What You Should Know About

Topic Description
Invoice match chargebacks The system stores the original invoice information on the chargeback record if you enter that information when you create the chargeback.

To enter a stand-alone chargeback

On Speed Receipts Entry

  1. Set up the necessary header information.

  2. Select the necessary open items for application (optional).

  3. Toggle to entry mode (F8).

  4. On a blank line, specify 1 or 2 in the following field:

    • Option

  5. To indicate this is a chargeback, complete the following fields:

    • Chargeback Reference

    • Reason Code (optional)

    • Address Number

  6. Specify a negative amount in the following field:

    • Remitted Amount

  7. To update the detail lines, press Enter.

  8. Choose the Commit function (F6) to update the Batch A/R Cash Application table.

31.7.5 What You Should Know About

Topic Description
Applying a receipt using the chargeback reference To quickly apply a receipt to a chargeback, specify one of the following in the Option field and a number in the Chargeback Reference field:
  • . (period)

  • , (comma)

The system matches the receipt to the chargeback based on the chargeback reference you specify when creating the chargeback.