Purpose: To apply payments made by cash or check. It is up to each association to determine what is included in each cash batch. Theoretically, all money for a day can be entered in one cash batch. Alternately, a cash batch could be created for each department, each day. Or, one cash batch per day could be set up for a lock box, and another one for a manual deposit.
Note: cash batches are processed in a three-step process; Cash Receipts Batch Entry, print a Cash Receipts Edit Listing, and Close Open Cash Receipts Batches.
Launch Point: This routine can be launched from the following location(s):
•Utilities → Routines → Cash Receipts →
Example: When the routine is launched a window will open
If you use batch totals and require a batch total be setup prior to the cash batch entry, enter the appropriate Transaction Date and select the Deposit Reference from the drop-down list. Otherwise, enter the appropriate Transaction Date, Deposited to account, and Deposit Reference. After entering the batch information, click the Open Batch button.
Note: The batch number will automatically start with “01” and then increment sequentially each time this window is opened for a particular date. If you are going into a batch that is already partially entered, make sure that you match the batch number with the original entry.
The batch entry window will open. Start by entering the information about the check, and then distribute the check.
In the Check Item Entry group, select either the Person or Firm button depending on who is the payor on the check. If a firm has sent a check that is paying for more than one employee we recommend breaking up the check and entering the divided amount for each person, under each person. In this case, be sure to set the Paid By and Payor to the firm.
Enter the Check #, Amount (this should be the full amount of the check unless as described above it is a firm paying for multiple employees). The Paid By will default to person if you selected the Person button, and firm if you selected the Firm button. The Payor will default to the individual’s name if you selected the Person button, and the firm’s name if you selected the Firm button.
If you selected the Person button and the check came from a firm, select “firm” from the Paid By drop-down list. If the person has a linked firm, the Payor will change from the individual’s name to the linked firm’s name. If no firm name is in the payor field, or it is not the name on the check, you can type in the appropriate Payor name.
Now you are ready to distribute the check. This must be done before you can enter the next check or exit the batch. Enter the payment amount in the appropriate Apply To payment window. If the check is paying for more than one area, enter the first partial payment amount, select the next Apply To button, and then enter the next partial payment amount in that payment window.
The Apply To buttons enabled and options available for certain Apply To buttons vary. If the module a particular Apply To button relates to is not set to the same period as the date of the cash batch in the Accounting Calendar, the related Apply To button will be disabled. So if the Accounting Calendar has Dues set to April and the cash batch date is in May the Dues Payments Apply To button will be disabled. Only those Apply To buttons where the related module is set to May in the Accounting Calendar will be enabled since the cash batch date is in May.
If the Person button is selected in the Check Item Entry group these Apply To buttons will be shown. Dues Payments, Event Payments, Product Payments, Review Payments, Names MOA, Firms MOA (disabled if the person is not linked to a firm), and Miscellaneous Cash Receipt.
If the Firm button is selected in the Check Item Entry group these Apply To buttons will be shown. Dues Payments will have options for Apply to Linked Members, Firm Contribution, and Group Payment, Event Payments will have options for Apply to Linked Persons, Group Payment and Group Registration (With Fees), Product Payments, Review Payments, Firms MOA, and Miscellaneous Cash Receipt.
Select Dues Payments for applying dues and contributions, Dues Payments - Apply to Linked Members for applying dues and contributions for an employee, Dues Payments - Group Payment for applying dues and contributions for multiple emoloyees of a firm, Event Payments to apply payments to event registrations, Event Payments - Apply to Linked Persons to apply payments to event registrations for an employee, Event Payments - Group Payment to apply payments to event registrations for multiple emoloyees of a firm, Event Payments - Group Registration (With Fees) to add multiple new registrations and apply payments for multiple employees of a firm, Product Payments to apply payments to product sales, Review Payments for applying peer review payments, Names MOA to apply money directly to the persons money on account (MOA), Firms MOA to apply money to the Firm’s money on account (MOA), and Miscellaneous Cash Receipt to apply money directly to a general ledger account. As you apply the check to various modules, detail rows will be added for the check, showing the disbursement.
When the full amount of the check has been disbursed, this message will be displayed. Click OK to proceed with the next check, or to exit the batch.
Until the batch has been formally closed, you have the option to delete a check from the batch.
If you have not yet distributed the full amount of the check, you can delete the entire check from the batch by clicking the Cancel/Delete Current Item button. If you just want to delete one of the detail rows, click the plus sign to the right of the check row in the grid to expand the detail rows. Right-click on the detail row you want to delete and select Delete this Batch Entry from the context menu.
If the check has already been completely disbursed, then highlight the check in the grid and click the Cancel/Delete Current Item button or right-click on the check row in the grid and select Delete this Batch Item from the context menu.
This message will be displayed if you are deleting the entire check. Click Yes to delete the check from the batch.
A count of the checks entered, and the total amount of the checks in the batch, is displayed above the Check Item Entry group. Also, once you enter a check the difference between the amount of the check and the amount already disbursed is shown as Unapplied in the Check Item Entry group.
You can exit the batch by clicking the Exit button. This can be done at any time as long as all checks entered have been completely disbursed. You can go back into a batch as long as it has not been closed.
When all the checks in the batch have been entered, you can run the cash receipts edit listing report from the batch entry window by clicking the Print Edit Listing button in the lower right of the window. You can also run the report from utilities → reports → cash receipts → cash receipts edit listing. This report is your hard copy that can be used both to verify that everything was entered correctly, as well as a record to keep in your files.
Watch the Cash Receipts Batch Entry video: