Entering Receipts in CATS [CATS Knowledge Base]

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=====Entering Receipts in CATS=====
{{entry>0;Receipts/Entry;-}}
This is a step-by-step guide to entering receipts in CATS. 
{{entry>0;Receipts/Add;-}}{{entry>0;Add/Receipts;-}}{{entry>0;Add/Deposits;-}}

====Quick Guide Steps====
  - From the main menu, go to **Accounting > Data Entry > Receipts**.
  - Select **Add** from the menu.
  - Enter the Bank account and click **Apply**. 
  - Choose an entry method (described in detail below).
  - Input the **Date**, **Number of Items**, and **Deposit Amount** on the deposit slip. CT#, Note, and Bank Statement information are optional. 
  - Enter the **Date**, **Account Code**, and **Amount**. The Note and Check number are optional.
  - Select invoices to pay from the list or from the chooser, or enter an amount against a G/L number. Continue until you have balanced the transaction. 
  - Select **Continue** to return to the add disbursements dialogue. 
  - Select **Print** from the scan to print and preview your disbursements. 
  - Pick **Print Checks** to print a check from CATS (optional).
  - Select **Post** to post your disbursements to the general ledger.

====Entering Receipts====
In general, receipts are used to apply payments received by you to your sales invoices, to a counterparty account, or to a general ledger account. CATS uses [[cats:glossary#d|double-entry bookkeeping]] to credit bank G/L accounts and put the debit against other G/L accounts (A/R, etc.). 

From the main menu, select **Accounting > Data Entry > Receipts**. 
[{{:cats:procedures:accounting:transactions:receipts_accessmenu.png|Accessing the Receipts Area}}]

You will see a scan of pending (unposted) receipts entered by your user ID. Select **Add** from the toolbar menu to create a new receipt. 
[{{:cats:procedures:accounting:transactions:receipts_pendingreceipts.png|Scan of Currently Pending Receipts}}]

<note>If you are logged in as a Supervisor you can see, print, and post all pending receipts from all user IDs. </note>

In the **Select Bank Account** box, fill in the appropriate bank code in the Deposit into Bank field, then select **Apply** to continue. 
[{{:cats:procedures:accounting:transactions:receipts_enterbankcode.png|Enter the Bank Code}}]

====Deposit Slip====
Receipts use a format that mimic bank deposits, so there is an overarching Deposit Slip that can hold multiple checks, each for a different account. 
<note important>With the bank account record is a **G/L Number** at the top of the screen. This will be the G/L number that is credited when this transaction is posted.</note>

Next, CATS will prompt you to supply details about the Deposit Slip portion of our receipt. Enter a **Date**, number of **Items** (the checks we received), **Deposit Amount** and ** Note** (optional).
[{{:cats:procedures:accounting:transactions:receipts_deposit.png|Deposit Slip Details}}]

The item number refers to the number of checks (or other entries) you will include on this one receipt. If you received two checks from the same account, you can choose to enter one item for both of them, but this entry may not match your bank statement.

<note tip>The **Bank Statement Period YYYY-MM** field is optional. Bank statement month and year are only known if the transaction is already included on a statement from the bank. Unless you intend to show that the transaction has cleared the bank (appeared on the bank statement), leave the bank statement month and year fields blank.</note>

Select **Apply** to proceed.

====Check (Item) Entry====
{{entry>0;Receipts/Checks;-}}
Next, we will enter each check that we received and apply them to invoices (or an account). 
Select your entry method.
[{{:cats:procedures:accounting:transactions:receipts_scanreceipt.png|Enter Check Details}}]

Below is a description of each method.

====Scan Entry Method====
The scan entry method for adding a receipt lets you see a list of invoices dated before the deposit date that have open balances. 
Negative balances are payable (due someone else); positive balances are receivable (due you). 
If you pick this method, you will see a list of open invoices to choose from. 
[{{:cats:procedures:accounting:transactions:receipts_pickamt.png|Pick the invoice}}]
 
Place your cursor on the line item for the correct invoice. In the **Amount to Pay** column you can enter the amount you wish to pay against each invoice. 

===Invoice Scan Tools===
Other payment options are available in the Tools menu.
[{{:cats:procedures:accounting:transactions:receipts_toolsmenu.png|The Tools Menu on Invoice Scan Entry}}]

  * **Pick**: Pay the selected invoice in full.\\ 
  * **Unpick**: De-select this invoice. Blanks out the **Amount to Pay** field.\\ 
  * **Status**: Displays the box shown below, which shows information about this receipt.\\ 
  * **All**: Shows all open invoices for this account. Removes viewing filters (such as the one shown when changing the Due Date) in the Status box. \\ 
  * **Due**: Change the Due Date filter to show invoices with future due dates. If you cannot find an invoice to be paid and know it should be showing on this screen, try changing this **Due Date** field.\\ 
  * **Pay All**: Pays the balance on all of the invoices on the scan.\\ 
  * **Pay None**: Removes all amounts from the Amount to Pay column for **all** line items.\\ 
  * **a. Offset to Proof**: Takes the offset amount (amount left over) and puts it in a Proof G/L account. You can choose the G/L account to use in a later step. \\ 
  * **b. Offset to Cash**: Takes the offset amount (amount left over) and puts it against a Cash G/L account. The Cash G/L account is usually the bank account. \\ 
  * **c. Offset to Cash and Proof**: Takes the offset amount (amount left over) and splits it between the Cash G/L account and a Proof G/L account.\\ 
  * **Proof Amount**: The amount of money left on this receipt item (check) that needs to be offset using a proof account. 
 
At any time, you can choose the **Tools > Status** option to see if you have any proof amount for this transaction. The status box displays more information about and extra options for creating this transaction. 
[{{:cats:procedures:accounting:transactions:receipts_toolsstatus.png|Tools Status Box on a Receipt}}]

  * **Available**: Details the count of items available and the total amount available to pay (adds up the balance of all the open invoices).\\ 
  * **Selected**: Shows the number of invoices selected to pay against and the total amount you have chosen to pay against them.
  * **Offset to Options**: Functions in the same way as the **Offset to** options above. Choose **Both**, **Proof**, or **Cash**.
  * **Due Date up to**: Allows you to view invoices with due dates in the future. The default due date range is today's date. 
  * **Transaction Amount**: Displays the total amount of the disbursement as entered by you.
  * **Proof Amount**: Displays the amount to be offset to a separate G/L number(s). 
 
In the status box above, we can see that our initial check was for 45,000.00, but I have only chosen two invoices for **$703.82**. I will need to apply the other **$44,296.18** to another invoice or to a proof account, as shown below.

When you have finished with the status box, select **Apply** (or **Cancel** to cancel changes) to close it and return to the invoice scan.

Choose **Continue** to apply cash against these invoices and return to adding receipts.
[{{:cats:procedures:accounting:transactions:receipts_continuefrominvoicescan.png|Choose Continue to apply cash against these invoices and return to adding receipts.}}]

You will return to adding checks to this bank deposit.
Continue adding checks with the scan method, or use one of the methods described below to finish this receipt.

====The Account Entry Method====
Another method is to apply the receipt directly to an account code, but to offset the proof in another way. 
First, choose the Account entry method on the top part of the receipt entry.
[{{:cats:procedures:accounting:transactions:receipts_pickaccountsmethod.png|Select Account under Entry Method.}}] 

After you enter the relevant information and pick **Apply**, you will be presented with a choice.
[{{:cats:procedures:accounting:transactions:receipts_accountsmethodtypeenterno.png|Account Entry Method Options}}]

===Entering an Invoice Number===
Enter an invoice number for that account in the field provided. This is useful if you need to put money against an invoice that does not have an open balance, or if you know the invoice number and do not want to scan through a large list of numbers.

If you choose to **Select invoice: Leave blank for list**, but leave the field blank, you will see the invoice chooser.
Pick an invoice from the list and choose **Continue** to proceed. 
[{{:cats:procedures:accounting:transactions:receipts_accountsmethodinvoicechooser.png|The Invoice Chooser for Payment}}]

You will then be asked to enter the amount to apply to this invoice. Fill this in, then pick **Apply**.
[{{:cats:procedures:accounting:transactions:receipts_accountsmethodapply.png|Apply Amount to Invoice}}] 

You can repeat this process for multiple invoices until you are finished applying the receipt. 

===On Account Invoices===
If you need to enter an amount against an account, but do not want to create a simple credit or debit to the account code, you can choose to **Create an On Account invoice**. You can fill in an optional reference number in the field provided to help you identify this invoice..  
[{{:cats:procedures:accounting:transactions:receipts_oainvoiceselection.png|Choose Create an On Account Invoice}}]

An On Account invoice is an invoice that CATS creates for you - visible only in the general ledger scan, not from the invoicing area) - that can be paid off like any other invoice. It allows you to apply an amount to this account, indicating that an amount was received from an account for an invoice that does not exist in CATS. 

Here is an example of an OA invoice in the pending receipt scan as part of a bank deposit. 
[{{:cats:procedures:accounting:transactions:receipts_oaonpendingreceipt.png|On Account Invoice on Pending Receipt.}}]

First, you would let CATS create the OA invoice for you, and when you printed and posted it CATS will add an entry to the general ledge as shown in the image below.
[{{:cats:procedures:accounting:transactions:receipts_oaingeneralledger.png|General Ledger Scan of On Account Invoice}}]

Then, if an actual invoice comes in for this account, you could enter the invoice into CATS, then reverse the OA invoice entry or pay off the OA invoice and the regular invoice in one transaction.

===Proof Amount===
The proof amount is used if the exact amount you are entering on either receipts or disbursements does not match the amount on the invoice. 

If you select **Apply a proof amount directly to a G/L number**, this will create a credit for that account code that does not reference any invoices, with the offset going to a proof G/L number. You can enter the proof amount to several G/L account numbers.

In this example, the client has sent us a check for $305,000.00, but the invoice was for only $304,234.80. When we click **Continue** after filling in the amount to apply, we see that CATS is asking us to choose a G/L number for the proof amount. 
[{{:cats:procedures:accounting:transactions:receipts_proofglno.png|Proof Amount and G/L Account}}]

Change the G/L No for Proof Amount as needed, then fill in the optional note field to indicate the reason for this proof amount. Choose **Apply** to proceed with adding items to this receipt.

CATS will create another line item on the transaction, displaying this proof amount and putting it against that G/L number. 
[{{:cats:procedures:accounting:transactions:receipts_proofamountonpendingtransaction.png|Proof Amount on a Pending Transaction}}]\\ 
\\ 

====G/L Acct Method====
After entering the deposit slip amount, the check (item) entry screen will appear. Here, you only need to enter the amount of the first item. 
[{{:cats:procedures:accounting:transactions:receipts_glmethodamountonly.png|Enter the Amount of Each G/L Entry}}]

You will be asked for a G/L number, as shown below. Enter an appropriate G/L number and select **Apply** to continue. You can also enter a Loan Number if you wish to reference a loan.
[{{:cats:procedures:accounting:transactions:receipts_glmethodputinglno.png|Enter a G/L Account Number}}]

Next, input the amount to apply toward the balance (the amount of the deposit is automatically entered).
[{{:cats:procedures:accounting:transactions:receipts_glmethodenteramount.png|Enter Amount to apply to a G/L Number}}]

Continue applying money toward G/L accounts until you are finished and the proof amount equals zero. Here is a simple G/L method receipt in the pending scan.
[{{:cats:procedures:accounting:transactions:receipts_glmethodpendingreceipt.png|Pending Receipt Entered Against G/L Numbers}}]

As you can see, the G/L number for the bank is credited, with two other G/L numbers being debited. 

====Multiple items====
Receipts that have multiple items will prompt you between items to continue with adding the deposit.
[{{:cats:procedures:accounting:transactions:receipts_continuewithdeposit.png|Continue with Adding the Receipt}}]

===Decreasing Item Count===
Select **Yes** to proceed or **No** to cancel. If you cancel, you will be asked to adjust the item count down by one on the deposit.

Choose **Yes** to finish with the receipt and put the remainder of the deposit against a proof account. Click **No** to return to adding checks to the deposit.

<note>This prompt will also show if you originally entered **2** for the item count but the first check used the entire amount of the deposit.</note> 

===Increasing Item Count===
If you originally entered the number of items as three, but when you have finished adding three items the proof amount is not 0.00, you will be asked to adjust the item count on this deposit, increasing it by one.  
[{{:cats:procedures:accounting:transactions:receipts_adjustcount1to2.png|Increase Item Count}}]

Again, pick **Yes** to finish with the receipt or **No** to return to adding checks to the deposit. 

The **Amount** will be filled in automatically if there is only one check. If there is more than one check, when you are doing the last check CATS will fill the leftover amount in automatically.
[{{:cats:procedures:accounting:transactions:receipts_addfirstcheck.png|Check Amount Filled In}}]

[{{:cats:procedures:accounting:transactions:receipts_popupboxes.png?direct&900|Information at the bottom of screen when adding a receipt}}]
Note the two boxes at the bottom of the screen pictured above. 
[{{:cats:procedures:accounting:transactions:receipts_popupbox1.png?|Progress of receipt entry}}]
The box at the lower left of the screen keeps track of the progress of the receipt entry. 
[{{:cats:procedures:accounting:transactions:receipts_popupbox2.png?|Most recent receipt transactions}}]
The box at the lower right shows the most recent receipt transactions that you have entered and the total count and amount.

When asked if you want to change the default G/L account, select **No** (unless you are sure that this is the correct default G/L number).

====Canceling Adding a Receipt====
Each method has its own dialogue for canceling a receipt, but in general you will see the following prompts.

If you want to cancel adding a receipt from the invoice scan, select **Exit** from the menu.
[{{:cats:procedures:accounting:transactions:disbursements_scancancelexit.png|Select Exit from the menu to cancel picking invoices to apply.}}]

You will be asked to confirm canceling the invoice scan entry. Select **Yes** to proceed to the proof amount prompt. 
[{{:cats:procedures:accounting:transactions:transactions_cancelinvoicescanentryyes.png|Choose Yes to proceed to proof amount prompt.}}]

CATS will prompt you to apply the entire amount to a proof amount. You can choose to do so (see the section on proof amounts below) or you can click the **Cancel** button to cancel adding the transaction entirely.
[{{:cats:procedures:accounting:transactions:disbursements_cancelwithproofamount.png|Cancel from the proof amount prompt to cancel the receipt.}}]

When canceling from a proof amount prompt CATS will ask if you wish to **Re-enter** or **Accept**  the Proof amount. This will allow you to change the proof amount if you wish to continue with adding the receipt. Choose **Quit** to stop adding this receipt.
[{{:cats:procedures:accounting:transactions:disbursements_cancelfromproofamountquit.png|Choose Quit to cancel adding this transaction.}}]

You will be asked to confirm cancellation. Select **Accept this item** to have CATS add the receipt, even if it is out of balance. Choose **Cancel transaction** to proceed with canceling. 
[{{:cats:procedures:accounting:transactions:disbursements_canceltransaction.png|Select Cancel transaction to stop adding this disbursement.}}]

When canceling from another prompt, you will be asked to confirm the cancellation action. Click **Yes** to cancel or **No** to continue adding the transaction. 
[{{:cats:procedures:accounting:transactions:transactions_canceltransactno.png|Select Yes to cancel adding this transaction.}}]

CATS will show you the that the transaction has been canceled with a message in the upper right corner that lists the transaction number. 
[{{:cats:procedures:accounting:transactions:transactions_entrynocanceled.png|Entry has been canceled message.}}]

====Printing and Posting Receipts====
{{entry>0;Receipts/Posting;-}}{{entry>0;Receipts/Printing;-}}
This section describes how to print and post receipts. After you enter receipts, you must print and then post before they affect the general ledger.

===Printing Pending Receipts===
From the pending scan, pick **Print > One Transaction**, then choose the output as usual.
[{{:cats:procedures:accounting:transactions:receipts_printmenu.png|Printing Pending Receipts}}]

[{{:cats:procedures:printmenu_html_openinbrowser.png|Print Output Options}}]

Here is a receipt printed to **HTML > Open in Browser**.
[{{:cats:procedures:accounting:transactions:receipts_printedreceipt.png|Sample Receipt Printed to HTML}}]

To print only receipts you have entered, select **All by XX** (your user name). The supervisor user ID can view and print receipts by all users. 

If you choose **Select**, CATS will ask you to specify which transactions to print. You will see a scan asking you to pick the transactions from a chooser. You only need to select one record for each transaction, and CATS will print the entire record. 
[{{:cats:procedures:accounting:transactions:receipts_selecttoprint.png|Select Transactions to Print}}]

===Posting Receipts to the General Ledger===
Receipts that have been previously printed and are in balance can be posted to the general ledger. This function works much the same as the printing feature described above. 

From the pending receipts scan, pick **Post > One Transaction**. 
[{{:cats:procedures:accounting:transactions:receipts_postmenu.png|Post Transactions Menu}}]

You will be asked to confirm posting this receipt. Select **Yes** to proceed or **No** to cancel. The number shown is the internal record number for this receipt. This number is shown in the scan to allow you to identify that receipt. 
[{{:cats:procedures:accounting:transactions:receipts_postpendingreceipt.png|Confirm Posting of Receipt}}]

To post only your receipts, select **All by XX** (your user id). The Supervisor user ID can post receipts by all users.  

If you choose **Select**, you will be asked to choose from a list of receipts. You only need to select one line for each receipt, and CATS will post the entire record. 
[{{:cats:procedures:accounting:transactions:receipts_postingrange.png|Post a Range of Transactions}}]

Pick **Continue** to proceed with posting these receipts. You will see another confirmation dialogue; choose **Yes** to continue with posting. 

After posting, the pending receipts scan will no longer show the receipt you posted. Select **Ledger Scan** from the toolbar menu to view the transaction you just printed. 
[{{:cats:procedures:accounting:transactions:transactions_ledgerscanselect.png|View Ledger Scan from Pending Scan}}]

Review the receipt, then select **Exit** to return to the pending receipts scan. 
[{{:cats:procedures:accounting:ledgerscan_exitfrommenu.png|Exit Ledger Scan}}]

For more information on transactions, please see the index. 

{{tag>"receipts" "add receipt" "print receipt" "post receipt" "modify receipt" "reverse receipt" "delete receipt" "deposit slip"}}