Cash Receipts

What is it and what is it for?

Each cash receipt records a collection from a customer and what that money is applied to. Most commonly you apply it to one or more invoices, debit memos or other documents with an open balance, indicating how much is paid on each one; you can also enter an early-payment discount or a tax withholding if your company uses them. When you save the receipt, the system generates the accounting entry in the general ledger (if your company uses the Accounting module) against the cash or bank account where the money came in, and reduces the balance of the applied invoices.

The receipt can have one or more payment methods (for example, part in cash and part by check), each with its own reference and financial institution. Once saved, you can generate a bank deposit from the receipt, or record a returned check if the customer's payment bounced.

Screens in this area

How to record a cash receipt step by step

1. Open the list and click New. You need the "add" level of the cash-receipts permission; if you don't see the button, ask your administrator for access.
2. Select the customer. The system proposes the cash/bank account, currency and default exchange rate configured in your preferences.
3. Choose the documents to pay. On the Documents tab, check the customer's open invoices or other outstanding documents and enter how much is being applied to each one; the system won't let you pay more than a document's open balance unless your company has unapplied payments enabled. If the list is long, use the Period control (a single date-range control: when you open it you can pick a relative period such as "This month" or set the from/to dates on the calendars) and click the refresh button; leave it empty to see documents from all dates.
4. Record the payment method(s). On the Payment Methods tab, indicate how the customer paid you (cash, check, card, transfer), with its amount, reference and financial institution if applicable.
5. Fill in the fiscal data when your country uses fiscal documents for this document type.
6. Save. The system validates the customer, the cash account, the applied documents and that the totals match before confirming the receipt. After saving, you can print it, email it or generate a bank deposit from it.

Key fields

Validations when saving

• Customer required and active.
• Cash / bank account required, active and sharing the receipt's currency.
• At least one applied document, ledger account or payment method with an amount, depending on which features your company has enabled; an empty receipt cannot be saved.
• Exchange rate greater than zero when the receipt or the applied documents are in a foreign currency.
• One payment method required, and you cannot indicate a cash account in both the header and the payment-methods detail at the same time.
• The applied document must exist, not be void, belong to the same subsidiary and, where applicable, the same customer as the header.
• Without unapplied payments enabled, the applied document's date cannot be later than the receipt's date.
• Credit-card payments cannot be applied to an invoice from a different period (month/year) than the receipt, if your company enabled that restriction in Preferences (applying broadly or only to taxable invoices). This restriction is optional: its checkboxes only show up in Preferences, and the validation only runs, when the feature is enabled for your company.
• Open accounting period for the receipt's date.
• Unique fiscal document (NCF) and automatic numbering configured, when your country requires it.
• Maximum number of lines per receipt across documents, accounts and payment methods combined.

Managing the document

From the details of an already-saved receipt you can, depending on your permissions:

• Deposit it, generating a bank deposit from the receipt, or mark it manually as deposited. The Deposit option in the Actions menu opens the Bank Deposit with the receipt already checked in the undeposited documents tab and the amount to deposit already calculated. If the receipt has no cash-account balance pending to be deposited (its money went directly into a bank or it was already deposited), the option is shown disabled.
• Record a returned check if the customer's payment bounced at the bank.
• Void it, indicating a reason; a voided receipt can no longer be edited.
• Delete it, if it doesn't yet have an electronically signed fiscal document.
• Duplicate it to create a new receipt from its data.
• Print, email or share a public link to the receipt, including by WhatsApp.
• View and post the associated accounting entry, if your company uses the Accounting module.
• Sign it electronically, in countries where the cash receipt is a signable fiscal document (for example, the payment complement in Mexico).

Additional features depending on your setup

• Apply to ledger accounts: adds the Accounts tab to the form, to apply the payment directly against the general ledger instead of (or alongside) applying it to invoices.
• Unapplied payments: lets you save a receipt whose amount doesn't exactly match the total of the applied documents, leaving an "unapplied" balance that is applied to future invoices later.
• Tax withholdings: if your company has a withholding regime configured for payments, withholding columns are added per applied document.
• Early-payment discount: if your company has it enabled, an early-payment discount can be applied on the receipt's invoices.
• Divisions, departments, classes and locations as profit center: additional columns on the Accounts tab depending on the modules your company has active.
• Projects: project column on documents and accounts, if your company uses the Projects module.
• Credit-card period restriction: a company preference that blocks paying with credit card an invoice from a different month than the receipt (either broadly or only for taxable invoices). Both checkboxes appear in Company Preferences only when the feature is enabled for your company; while it is off, the validation does not run even if the checkboxes were checked before.
• Electronic invoicing: in countries where the cash receipt is signable, the list shows the pending-to-sign tab and the detail lets you sign it.
• Batch printing: available on the Enterprise plan and for Partner-type users.

Availability and permissions

• Access is controlled by the "Cash Receipts" permission of the user group, with separate levels for view, add, edit, delete, void and reprint.
• Changing the receipt's sales rep requires a separate edit permission, apart from the general cash-receipts permission.
• Available on every AdmCloud plan, starting with the Billing plan. On the Enterprise plan, it requires the Sales module to be active.
• With subsidiaries enabled, each receipt is tied to a subsidiary.
• The apply-to-accounts and unapplied payments features are only available if your administrator turned them on.
• The fiscal sequence / NCF field only appears if your country handles fiscal documents for this document type.

Tips and common mistakes