32 Enter Batch Receipts

This chapter contains these topics:

If you do not use bank tapes to load receipts from your customers into the Accounts Receivable system, you can scan them or enter them manually.

As you enter receipts, the system removes them from the entry lines to the detail portion of the Batch Entry form. Batch receipts information is stored in the Batch A/R Cash Application table (F0312) until you process the receipts.


From Accounts Receivable (G03), choose Automatic Receipts Processing

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

Before You Begin

  • Specify in the processing options whether you will scan receipts or enter them manually. This determines the type of information that the system displays.

What You Should Know About

Topic Description
Changing scanned receipts To change scanned receipts, choose Work next to the appropriate receipt. Change the necessary information and re-scan the check.
Deleting scanned receipts To delete a receipt from the batch, choose the Delete option next to the appropriate receipt.
Exiting the batch If you exit the batch with an amount remaining that is not equal to zero, the system displays a warning message. This warning does not prevent you from exiting the batch.
Multi-Currency If you do not specify a currency code, the system uses the domestic currency of the company.

32.1 Entering Scanned Receipts

To speed the entry of receipts, you can use an optical reader or a magnetic scanning device to enter batch receipts. You scan the information on the bottom edge of the customer's payment to automatically enter the bank transit number and bank account number. If your bank has encoded the payment, the batch number is automatically entered when you scan the receipt.

Depending on how you set the processing options, you can scan the receipt and:

  • Manually enter the amount and the date.

  • Manually enter only the date. The scanner enters the amount of the payment.

The Batch Receipts Entry form is designed for a magnetic ink character reader (MICR).

To enter scanned receipts with manual amount and date

On Batch Receipts Entry

Figure 32-1 Batch Receipts Entry screen

Description of Figure 32-1 follows
Description of ''Figure 32-1 Batch Receipts Entry screen''

Complete the following fields:

  • G/L Date

  • Deposit Amount Expected

  • Amount

  • Receipt Date

Field Explanation
Deposit Amount Expected On batch header forms, this is the total amount that you expect to enter for the batch. This amount must be entered without decimals. For journal entries in the general ledger, this amount is the total of the debits. In other systems, it is the total amount of all documents in the batch. The system keeps track of the amount you enter and displays the difference, if any, when you finish the batch. When you review batches of transactions, this is the difference between the input total and what you actually entered.

Example: Input Total 10052 Total Entered 10000

Total Remaining 52

If you are using batch control but you did not enter an input total, this amount appears as a negative number when you review batches.

Note: Depending on how your system uses batch review, this field might not apply to batches created by your particular system.

Amount The amount of the receipt/payment or item to be applied to the open balance of an invoice or voucher pay item.

You can apply amounts for partial payments. The total amount applied must equal the payment amount.

To enter scanned receipts with manual date only

On Batch Receipts Entry

Complete the following fields:

  • G/L Date

  • Deposit Amount Expected

  • Receipt Date

The scanner enters the encoded receipt amount and MICR information.

32.2 Entering Manual Receipts

In addition to using a magnetic scanner or an optical reader to enter batch receipts, you can enter them manually.

To enter manual receipts

On Batch Receipts Entry

Figure 32-2 Batch Receipts Entry (Manual) screen

Description of Figure 32-2 follows
Description of ''Figure 32-2 Batch Receipts Entry (Manual) screen''

  1. Complete one of the following fields:

    • Document

    • Address Number

    If you do not know the address (customer) number, you can specify a bank transit number and bank account number to retrieve the appropriate customer number.

  2. Complete the following fields:

    • G/L Date

    • Deposit Amount Expected

    • Receipt Number

    • Receipt Amount

    • Receipt Date

    • Company

  3. Override the default information (optional).

  4. Do one of the following and then press Enter:

    • Specify a document number if the TI code is I (invoice matching)

    • Specify a statement number if the TI code is T (statement)

  5. To exit the batch, press F3.

32.2.1 What You Should Know About

Topic Description
Changing manual batch receipts You can change a manual batch receipt before or after you close the batch. To change a receipt, choose the Work option next to the appropriate receipt. Make the necessary changes and exit the batch again.
Processing Detail or Summary records Do not enter detail and summary records in the same batch. Instead, create a separate batch for each type of record. The mode (detail or summary) in which you enter transactions from the bank tape affects later processing.

When you process batch receipts, you must use the corresponding version (detail or summary) to process the batch. For example, if you enter receipts from the tape in summary mode, you must later process them in summary mode. If you enter them in summary mode and then try to run the detail version when processing batch receipts for the same receipts, the system cannot process them.

32.2.2 Processing Options

See Section 105.3, "Batch Cash Entry (P03121)" for more information.

32.2.3 Data Selection

The versions for Process Batch Receipts include the correct data selections. Do not change this information.