Create a Cash Receipt From a Customer Invoice

System Location: Data Entry > AR > Cash Receipts

This topic provides details on how to create a cash receipt (or deposit) using a customer invoice as the source of information.

For more information see Cash Receipts.

 

  1. Go to the blue Data Entry button, open the AR dropdown menu, and select Cash Receipts.
  2. Click New (located at the top of the page.)
Details Section
  1. Provide the Check Number.
    • Entered "manually" by user
  2. Select the Customer (Code) the receipt is for.
    • Selecting the Customer Code first limits the invoices displayed when searching.
  3. Select the invoice(s) to use as the source of the cash receipt.
    1. Click Search (located next to 'Invoice Number.')
    2. Select the desired invoice(s) from the Invoice Selection Screen.
      • If the Customer Code was not selected prior to searching, make sure to select invoices from the same customer.
    3. Click OK.
  4. Verify / provide information for the following fields:
    • Receipt Date
    • Period Number
    • Bank Code
      • The Bank Code must have a currency code that matches either the customer's currency code or your home currency code.
    • Exchange Rate
Line Items Section
  1. Verify / provide information for the following fields for each line item present:
    • Invoice Number
    • Gross Amount
    • Discount Amount
Complete the Cash Receipt
  1. Click Save to save and close the receipt.
    • The system automatically processes the receipt upon saving it.
    • Clicking 'Process' keeps the receipt open for viewing.
    • Once processed, the receipt cannot be edited.
    • Receipts in a posted period cannot be unprocessed.
Sync the Payment to Commerce Suite

When Commerce Suite is enabled and connected, a manual cash receipt can update an invoice that is already in Commerce Suite. The cash receipt remains the source of the balance. Commerce Suite does not write the payment back.

  1. Confirm the customer is synced to Commerce Suite and the invoice was already sent to Commerce Suite.
  2. Select a receipt type of Check, Cash, ACH, EFT, Wire, or Credit Card.
  3. Select the customer, then select one invoice.
  4. When the receipt qualifies, Sync payment to Commerce Suite appears and is selected. Leave it selected to send the payment.
  5. Enter the amount. A partial payment is allowed.
  6. Click Save or Process.

When the sync succeeds, the system displays Payment successfully synced to Commerce Suite. In Commerce Suite, a full payment shows the invoice as paid with a balance of 0. A partial payment shows the remaining balance. An updated invoice PDF is uploaded. The cash receipt Audit Trail records the invoice, the receipt or check number, the balance, and the Commerce Suite invoice.

Clear Sync payment to Commerce Suite before you save if this payment should stay in the cash receipt only. The receipt still saves, the system displays Commerce Suite Sync Not Requested, and Commerce Suite does not change.

Sync payment to Commerce Suite is hidden, and nothing is sent, when any of these are true:

  • Commerce Suite is disabled or disconnected.
  • The customer is not linked to Commerce Suite.
  • The invoice was never sent to Commerce Suite.
  • The receipt is applied to more than one invoice.
  • The receipt type is Stripe or NET1, the receipt was created by Commerce Suite, or the receipt is a refund.

Changing the customer, receipt type, invoice, or line items shows or hides the checkbox. Changing the customer selects the checkbox again.

After a successful sync, reopen the receipt to see Sync payment to Commerce Suite selected and unavailable. Saving again does not send a second update.

If Commerce Suite cannot be reached or returns an error, the receipt still saves. A Commerce Suite Sync Failed or Commerce Suite Connection Error message shows the error. Correct the connection, then review the invoice in Commerce Suite.

Unprocess or Delete on a receipt that was synced this way does not change Commerce Suite. The system warns you that the balance must be corrected there. No cancels. Yes continues. Unprocessing also clears the sync link on the receipt.

For more information see Refund a Commerce Suite Payment.

 

Back to Cash Receipts