Cash Receipts Support Document

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Processing Payments

  1. Go to "5. Load Balances Due" off the Main Menu.


  2. Record cash deposit activity.
    • Go to "1. Post Transactions" off the Main Menu.
    • To turn on the ability to scan/enter a bill number, go to "I. Installation" off the Main Menu.
    • After selecting a customer you may choose "View Balances" to check the balances as of the last loading (from step 1).

  3. To cash out in the morning.
    • Go to "R. Reports Menu," and choose "1. Cash Receipt Journal."
    • This report should be run to match your recording method; date, deposit number, work station ID can all be method types of reporting.
    • To reverse an entry from the report, use "3. Reverse Transactions" from the Main Menu.
    • To post an entry that is missing return to step 2.
    • Continue on only after balancing cash and checks.

  4. Transfer data from Cash Receipts to other modules.
    • Transfer to G/L, T/A, U/B, A/R using Main Menu items 6 though 9.
    • Confirm that the debit to the cash account matches the total deposit being made.
    • A report will print after each transfer.
    • The report totals should match cash code totals that they relate to.
    • The G/L clearing accounts should be credits that match T/A, U/B, A/R.
    • Exit Cash Receipts.

  5. Enter Tax Administration to receive the data from CR
    • The deposit number to use will be pre-defined.
    • Accept the transfer and print the report.
    • The amount should match in total that was sent.
    • Choose "2. Post Cash Receipts" from Tax Administration Main Menu to post the deposit.
    • Do not print the deposit slip.
    • Choose "A. Transfer to GL" from Tax Administration Main Menu.
    • A report will print.
    • Exit Tax Administration.

  6. Enter Utility Billing to receive the data from CR
    • Change the remittance number to "cash" if it is not already.
    • Accept the transfer and print the report.
    • The amount should match in total what was sent.
    • Choose option "A. Transfer to General Ledger" off the Utility Billing Main Menu.
    • A report will print.
    • Exit Utility Billing.

  7. Enter Accounts Receivable to receive the data from CR
    • The deposit number to use will be pre-defined.
    • Accept the transfer and print the report.
    • The amount should match in total what was sent.
    • Choose option "2. Post Cash Receipts" from the Accounts Receivable Main Menu to post the deposit.
    • Do not print the deposit slip.
    • Choose "A. Transfer Data to G/L" from the Accounts Receivable Main Menu.
    • A report will print.
    • Exit Accounts Receivable.

  8. All transfers from A/R, U/B, T/A (to G/L) may include other activity, including...
    • Interest added to custom accounts.
    • Penalty added to custom accounts.
    • New billing added to customer accounts.
    • Adjustments made to customer accounts.
    • Cash posted electronically from the bank lock box.
    • It is important that the G/L clearing account's Debits are equal to the cash sent to each module. If not, determine what happened.

Common reasons not to match include:

  • Cash posted directly in the module A/R, U/B or T/A.
  • NSF cash backed out of the module A/R, U/B or T/A.
  • Manipulation of credits in or between modules.
  • A G/L entry is required to adjust cash with the clearing account.

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