Navigation:  Accounts Receivable > Accounts Receivable Transactions Menu > Payments and Credits     Apply Receivables transaction     Defaults menu     Options menu   Enter Receivables transactions

In this form you enter transactions into transaction entry tables. These transactions are not posted to the actual transaction tables until you Post them. You can change, delete or print them before you Post them.

 

If you previously entered any Receivables transactions which have not been Posted they are still here. Otherwise you’re viewing the form without any data. The sample below shows an Invoice transaction and is typical of any Charge transaction.

 

 

Header panel

 

TransID

The permanent ArTransID assigned to this transaction. No other Receivables transaction will have this same value. If you delete this transaction before posting it this ArTransID value will not be reused.

 

Type

The ArType for a new transaction is your current default Type. When other ArTypes are available you can select a different one from the drop-down list.

 

CustomerID

Enter the CustomerID when you know it or use Lookup to find it.

 

Name

Shows the name of this Customer.

 

Date

Transaction Date. If your System Administrator has specified Earliest Open and/or Latest Open dates for transaction entry then this Date must be within that range.

 

Reference

This is the appropriate external reference for this transaction. When posting Invoices the appropriate reference is the Invoice number. When posting a check received from a Customer the appropriate reference is that Check number.

 

Amount

Accounts Receivable Amount. The Amount may be 0.00 if this is a cash transaction without any affect on Accounts Receivable.

You always enter this Accounts Receivable Amount without any sign. The system knows whether this is a Debit or Credit to Accounts Receivable based on the ArType.

 

Currency

When Currency Manager is installed this shows the Currency for this Customer.

 

Notes

Use this memo field for any supplementary description for this transaction.

 

Additional fields for Invoices

The fields below are applicable only to Customer Invoices and equivalent transactions. These fields are not applicable to Payments and Credits and equivalent transactions.

 

The Terms you specify for a Customer determine the defaults used in transaction entry and importing. Each Terms value has an entry in the Terms table that specifies the Net Days, Cash Discount Days and Cash Discount Percent for that Terms value. The system uses the transaction Date to determine when this Invoice transaction should be paid. It is calculated by adding the value specified by Net Days for this Customer to the transaction Date. The initial default can be changed during transaction entry.

If you change a transaction Date during transaction entry then those dates determined by the transaction Date are recalculated.

After a transaction has been posted these values may be changed using the Receivables transactions maintenance task.

 

Net Date

Net Date is the latest date by which this Invoice should be paid. Net Date is determined by the transaction Date together with the NetDays for the Terms specified for this Customer.

 

Charge Interest

The Charge Interest field is a check box used to indicate whether interest charges apply to this transaction. Checked means they do. Unchecked means they don't. The initial value is inherited from the Charge Interest setting for this Customer.

 

Detail panel

The Detail Panel is used to distribute the Accounts Receivable Amount entered in the Header Panel to the appropriate General Ledger Accounts.

 

If there is a list of commonly used AccountIDs for your current ArType they are set up automatically when you Insert a new transaction or if you change the ArType. Enter in the appropriate Debit or Credit amounts for those AccountIDs that are active in this transaction. Ignore any of the other AccountIDs that you don’t need for this transaction.

 

The system displays totals of Debit and Credit amounts at the bottom of each column. These totals include the Accounts Receivable Amount in the Header panel. If these totals are not in balance you cannot post this transaction.

 

For example, assume you enter an Invoice with an Amount of $382.00. Until you enter an Amount in the Detail section the total Debits is 382.00, the total Credits is 0.00.

 

If you do not want to post a particular transaction when you do Post All then leave that transaction in an out-of-balance condition.

 

AccountID

Enter the AccountID when you know it or use Lookup to find it.

 

Debit

Amount to Debit to this Account.
When an ArType is Payment or CrMemo then the Accounts Receivable Amount is a Credit and a typical distribution amount is a Debit so you’d enter it in the Debit field.

 

Credit

Amount to Credit to this Account.
When an ArType is Invoice then the Accounts Receivable Amount is a Debit and a typical distribution amount is a Credit so you’d enter it in the Credit field.

 

JobID

When Job Costing is installed this field is available to specify a JobID when applicable. Enter the JobID when you know it or use Lookup to find it.

 

In either the Debit or Credit column you can press [Ctrl+D] or select Defaults | Debit/Credit Balance from the menu or its shortcut or double-click your mouse and the system will automatically fill in the applicable Debit or Credit amount to balance this transaction.