cats:procedures:accounting:transactions:enteringreceipts

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cats:procedures:accounting:transactions:enteringreceipts [2015/07/30 16:16] – amandacats:procedures:accounting:transactions:enteringreceipts [2020/03/10 19:28] (current) – [The Account Entry Method] amanda
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 =====Entering Receipts in CATS===== =====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;-}}
  
-This is a step-by-step guide to entering receipts in CATS. {{entry>0;Receipts/Entry;-}}{{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.).  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**.  From the main menu, select **Accounting > Data Entry > Receipts**. 
-[{{:cats:procedures:accounting:transactions:receipts_access.png|Accessing the Receipts Area}}]+[{{: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.  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_simplependingreceipt.png?1000|Scan of Currently Pending Receipts}}]+[{{: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> <note>If you are logged in as a Supervisor you can see, print, and post all pending receipts from all user IDs. </note>
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 <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> <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. Here we enter a **Date, Cash Transaction#** (optional), number of **Items** (the checks we received) and **Deposit Amount**.  +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_depositfields.png|Deposit Slip Details}}]+[{{: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. 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.
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 {{entry>0;Receipts/Checks;-}} {{entry>0;Receipts/Checks;-}}
 Next, we will enter each check that we received and apply them to invoices (or an account).  Next, we will enter each check that we received and apply them to invoices (or an account). 
-Select your entry method, then fill in the **CT#** (optional), **Check No**, **Account**, and **Amount**. Pick **Apply** to proceed. +Select your entry method. 
-[{{:cats:procedures:accounting:transactions:receipts_addfirstcheck.png|Enter Check Details}}]+[{{:cats:procedures:accounting:transactions:receipts_scanreceipt.png|Enter Check Details}}]
  
 Below is a description of each method. Below is a description of each method.
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 Negative balances are payable (due someone else); positive balances are receivable (due you).  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.  If you pick this method, you will see a list of open invoices to choose from. 
-[{{:cats:procedures:accounting:transactions:receipts_listofopenreceivables.png|List of Open Receivables}}]+[{{: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.  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. 
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 [{{:cats:procedures:accounting:transactions:receipts_toolsmenu.png|The Tools Menu on Invoice Scan Entry}}] [{{:cats:procedures:accounting:transactions:receipts_toolsmenu.png|The Tools Menu on Invoice Scan Entry}}]
  
-**Pick**: Pay the selected invoice in full.\\  +  * **Pick**: Pay the selected invoice in full.\\  
-**Unpick**: De-select this invoice. Blanks out the **Amount to Pay** field.\\  +  * **Unpick**: De-select this invoice. Blanks out the **Amount to Pay** field.\\  
-**Status**: Displays the box shown below, which shows information about this receipt.\\  +  * **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. \\  +  * **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.\\  +  * **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 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.\\  +  * **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. \\  +  * **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. \\  +  * **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.\\  +  * **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. +  * **Proof Amount**: The amount of money left on this receipt item (check) that needs to be offset using a proof account. 
    
-When you have finished selecting how much to apply to each invoice, you can choose the **Tools > Status** option to see if you have any proof amount for this transaction. +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}}] [{{:cats:procedures:accounting:transactions:receipts_toolsstatus.png|Tools Status Box on a Receipt}}]
  
-<note>**Available:** Details the count of items available and the total amount available to pay (adds up the balance of all the open invoices).\\  +  * **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.</note>  +  * **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. 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.
-[{{:cats:procedures:accounting:transactions:receipts_invoicelistpicked.png|Put Amounts to Pay Against Invoices}}] 
  
-Pick **Exit** to finish with this receipt item. You will return to adding checks to this bank deposit.+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. Continue adding checks with the scan method, or use one of the methods described below to finish this receipt.
  
 ====The Account Entry Method==== ====The Account Entry Method====
-Another method is to apply the receipt directly to an account code in one of three ways, as shown here:+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}}] [{{:cats:procedures:accounting:transactions:receipts_accountsmethodtypeenterno.png|Account Entry Method Options}}]
  
 ===Entering an Invoice Number=== ===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. 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. If you choose to **Select invoice: Leave blank for list**, but leave the field blank, you will see the invoice chooser.
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 CATS will create another line item on the transaction, displaying this proof amount and putting it against that G/L number.  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}}]+[{{:cats:procedures:accounting:transactions:receipts_proofamountonpendingtransaction.png|Proof Amount on a Pending Transaction}}]\\  
 +\\ 
  
 ====G/L Acct Method==== ====G/L Acct Method====
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 [{{:cats:procedures:accounting:transactions:receipts_addfirstcheck.png|Check Amount Filled In}}] [{{:cats:procedures:accounting:transactions:receipts_addfirstcheck.png|Check Amount Filled In}}]
  
-Note the two boxes at the bottom of the screen pictured above. The box at the lower left of the screen keeps track of the progress of the receipt entry. The box at the lower right shows the most recent receipt transactions that you have entered and the total count and amount. +[{{: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). 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==== ====Printing and Posting Receipts====
 {{entry>0;Receipts/Posting;-}}{{entry>0;Receipts/Printing;-}} {{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. 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=== ===Printing Pending Receipts===
 From the pending scan, pick **Print > One Transaction**, then choose the output as usual. From the pending scan, pick **Print > One Transaction**, then choose the output as usual.
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