About the AR Cash Receipts Form

Use the AR Cash Receipts form to enter cash receipts (payments) for AR invoices.

There are two types of transactions categorized under cash receipts: Payments and Miscellaneous Cash Receipts. Payments are customer-related payments that you can post to specific invoices or account balances. Miscellaneous Cash Receipts are payments that are not customer-related (e.g., over-the-counter sales, money market fund payments, job expense refunds, etc.).

Auto Apply Payments

Once you enter the header information and save the record, the AR Initialize Receipts form displays, allowing you to specify how to apply payments.

You can choose to apply payments to the oldest invoices, on account, by invoice number, or by customer job. You also have the option to include/exclude retainage, apply discounts, or include/exclude finance charges. The Don't Initialize option allows you to bypass initialization and apply the payment manually.

Once you have selected the desired options and click OK, the system will cycle through the specified range of invoices, applying payment to each invoice as the remaining balance allows until the payment is fully applied. If you selected to apply payment 'on account', payment will be applied to the account balance rather than individual invoices (typically used for Balance Forward accounts).
Note: The Invoice Totals section (above the grid) displays information for each selected invoice. Be aware that the unpaid values (retainage, finance charges, and tax) include amounts in unposted cash receipts batches.
For more information about initializing payments, see About the AR Initialize Receipt Form.

Reversing a Payment

To reverse a posted payment, locate the invoice and enter an amount in the Total Applied column that is an exact opposite of the amount in the Prev Applied field.

The system flags this as a “reversing” entry and removes the input restrictions. Enter reversing values for all original values (i.e., Tax Applied, Disc Taken, Retg Applied, etc.) as applicable. The following example shows the difference between an original payment and a reversing transaction.


Total Applied

Tax Applied

Disc Taken

Tax Disc

Retg Applied

FC Applied















Do not tab off the line until after you have completed the reversing entry, as this causes the system to reset the “reversing” flag and re-enables the input restrictions.

Note: If multiple lines exist on the invoice, the system distributes the reversal accordingly to each line. To modify the distribution, use the AR Payment Detail form. For more information, see the AR Payment Detail topic.

Finance Charges

If finance charges were applied to an invoice, and the payment is not fully applied after paying tax, it is then applied to the finance charges. Once the finance charges are paid, any remaining amount is applied to the invoice total. If the payment is not sufficient to cover the finance charges, it will pay as much of the finance charge as is available, and none of the payment is applied to the invoice total.
Note: The FC Applied column will only display in the grid if you selected the Include TaxApplied in Grid option from the Options menu. This option does not affect whether payments are applied to finance charges. If you did not elect to Exclude Finance Charges, payments will always be applied to finance charges, regardless of whether you opt to display this column or not.

If you are manually applying payments or overriding the default applied finance charge, you can specify any amount of the payment to apply to the finance charges, as long as it does not exceed the 'unpaid' finance charge amount.

Note: Although finance charges may be assessed and paid on contract invoices, the finance charge portion of the invoice will not be updated to JC. Only the invoice amount will be updated to JC.

Changing and Deleting Previously Posted Transactions

To change a transaction, add it to the current batch using the AR Add Transaction to Batch form. See About the AR Add Transaction to Batch Form.

Allocating Amounts across Multiple Invoice Lines

If you want to assign a received amount to multiple lines on an invoice, select the invoice in the grid and click the Payment Details button. The AR Payment Detail form appears, allowing you to distribute the amount across the invoice lines as necessary. See About the AR Payment Detail Form.