24 Revise Receipts

This chapter contains these topics:

After you enter receipts, you might need to revise them. For example, you might have applied a receipt to the wrong customer or invoice. Depending on the posting status, you can delete or void the receipt and apply it to the correct customer or invoice.

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From Accounts Receivable (G03), choose Manual Receipts Processing

From Manual Receipts Processing (G0312), choose a receipts entry method

What You Should Know About

Topic Description
Changing an unposted receipt Use Receipts Entry to change an unposted receipt. You can change the following information:

  • Receipt date

  • Receipt amount

  • Amount applied

  • Remark

To change any other information, you must delete the receipt and re-enter it.
Reversing an unposted receipt Use Receipts Entry to automatically reverse an unposted receipt and restore the open amount of the original invoice or pay item. To do so, locate the receipt. Then, using the Change action, choose the Automatic Reversing Entries function.

When you reverse an unposted receipt, no audit trail exists.
Deleting unposted receipts Use Receipts Entry to delete an unposted receipt. When you delete an unposted receipt, there is no audit trail.

You cannot delete a posted receipt. You must void it and apply it to the correct invoice.
Choosing the appropriate receipt Use Receipts Entry to locate a receipt number that exists in several batches. You can access a window to view all batches that include a specific receipt number. You can then choose the appropriate receipt.

24.1 Voiding a Receipt

To automatically reverse a posted receipt and restore the open amount of the invoice, void the receipt. When you void a receipt, the system:

  • Creates an RO document for the voided receipt

  • Restores the original invoice or pay item

  • Changes the pay status of the original invoice from paid to approved

When you post the batch again, the system posts only the new entries and creates reversing entries in the general ledger.

To void a receipt

On Receipts Entry

  1. Locate the appropriate receipt.

  2. Use the Change action and press F13 to void the receipt.

  3. If a field is highlighted with a warning, press F13 again.

  4. Press F16 to access Customer Ledger Inquiry and view the results.

24.2 Creating an NSF Receipt

When a customer's bank account does not have sufficient funds available to pay the receipt that appears on the deposit statement, you can create an NSF (non-sufficient funds) receipt and re-open the invoice.

When you reverse an NSF receipt, the system does the following for unposted receipts:

  • Reverses (deletes) the receipt without an audit trail

  • Restores the open amount of the original invoice

For posted receipts, the system:

  • Creates an RV (void) document for the NSF receipt and highlights the original document. When doing customer analysis, this document type helps you distinguish reversals of NSF funds from reversals for such things as entry errors.

  • Restores the open amount of the original invoice.

  • Changes the pay status of the original invoice from P (paid) to A (approved).

  • Creates reversing entries to the general ledger during the post.

You must post the batch again. The system posts only the new entries in the batch.

To reverse an NSF receipt

On Receipts Entry

  1. Locate the receipt.

  2. Use the Change action and press F17 to reverse the NSF receipt.

  3. If a field is highlighted because of a warning, press F17 again.

  4. Press F16 to access Customer Ledger Inquiry and view the results.