How to Create a Regular A/R Cash Receipt

The A/R Cash Receipt is where one would create an A/R Receipt for an A/R customer account. An A/R account for a customer must be created before an A/R cash receipt can be created. Refer to How to Create an A/R Account for more information on this process.

A regular A/R cash receipt is used for continuous customers who provide money to the boards. For example, employees paying for benefits or if once a week an organization rents out the school gymnasium they would be a regular customer. The receipt is created and can be printed to provide to the customer/organization if requested.

To create a regular A/R cash receipt, a user must be setup as a Cashier in the User Management settings. If the user is not a Cashier, an access denied error will display when the user clicks on the New Regular button. Contact your system administrator to be provided access if necessary.

Use the following steps to create a regular A/R cash receipt:

1. Click on the Business tab, click Accounts Receivable, and select A/R Cash Receipt Management.

2. Click on the New Regular button.

3. In the A/R Cash Receipt- Regular screen, enter the Account Number.

Note: Based on the Account Number selected, fields below will auto-populate information.

4. Click on the Revenue Category drop-down menu to select or update an option.

5. Click on the Payment Type drop-down menu to select or update an option.

6. If applicable, enter the Cheque #.

Note: This field will only be available if Payment Type is Cheque.

7. Enter or update the Re field.

8. Enter the Cash Amount.

Note: Based on the Cash Amount entered the Amount Paid($) column will auto-populate the required amounts. Each line item will have a maximum amount that can be paid (Inv Balance($) column) and the Amount Paid($) cannot exceed this.

9. If applicable, make changes to any values in the Amount Paid($) column.

10. Click on the Save button, Save & Print button if a printed copy is required or click on the Cancel button to return to the A/R Invoice Management screen without saving changes.

Note: If the Amount Paid($) is less than the Inv Balance($) a dialog box will appear, warning of the overpayment and if the system should create an Overpayment On-Account. Click Yes to create an overpayment on account. Click No to not to create overpayments. Click Cancel to go back to the cash receipt entry screen without saving the cash receipt.

11. If Save & Print is selected, if applicable, in the Cash Receipt Print section, click on the Available Templates drop-down menu to select an alternative option.

12. In the Delivery Method section, select one of the following buttons: Print (Hard Copy), Email or Fax.

Note: Click on the Cancel Print button to cancel the A/R Cash Receipt print process.

13. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

Note: The options to Save (Download) and/or Print are available.