Skip to main content

5.01 Unallocated Cash Entry

Cash Manager How To

Written by Denisa Arjoca
Updated over 2 weeks ago

This document demonstrates how to enter a cash receipt without having an invoice in COINS that is being paid.

  1. To begin, use the Menu Search to find Quick Cash Receipt Entry- Batches or go to Cash Manager > Cash Transactions > Quick Cash Receipt Entry (Figure 1) through the tree menu.

  2. Click Add at the bottom of the screen to create a new batch (Figure 1).

Figure 1: Click Add to Create a New Batch

  1. Include the appropriate Fiscal Period and Bank Code for the transaction, and optionally, a Description (Figure 2). Transaction Date will pre-populate, but can be changed if desired/needed. To allow intercompany transactions, check the checkbox for Inter-Company.

  2. Click Save (Figure 2).

Figure 2: Enter in Appropriate Information, Click Save

  1. The user will then be directed to the Cash Receipt Entry - Update Batch screen (Figure 3).

  2. Click Add at the bottom of the screen to add a new transaction (Figure 3).

Figure 3: Click to Add a New Transaction

  1. The Customer Account must be entered, but the Job Number is optional (Figure 4).

    • If a Job Number is entered, the cash can only be applied to that job.

    • If the Customer Account is entered and Job is left blank, the cash can later be allocated to any invoice from that customer.

  2. Click the Customer Account Lookup (…) and click the pointing-finger on the appropriate customer (Figure 4).

Figure 4: Click Customer Lookup, Select Customer

  1. Include the Check Number, Check Date, Amount, and Deposit Ref (Figure 5). The Check Date needs to be in the same fiscal period as the batch, or else an error message will pop up when saved.

  2. Click the floppy disk to Save the line (Figure 5).

Figure 5: Enter in Appropriate Information, Click Save

  1. This will bring up the Allocate Cash screen. If any unpaid invoices exist for this customer, cash receipts can be allocated to those invoices on this page. (Figure 6).

  2. For this example, the cash will be left unallocated, so click Next in the bottom, right corner of the screen (Figure 6).

Figure 6: Click Next

  1. This will bring the user back to the Update Batch screen, and the Status column will read, “Receipt is unallocated” (Figure 7).

  2. These unallocated receipts do not need to be entered individually to match actual checks received – they can be a single cash receipt per customer for the amount of unallocated cash that customer has credit for. This one cash receipt can ultimately be used to pay several invoices belonging to this customer.

  3. Using the action bar at the bottom of the screen, select Post from the drop-down and click the arrow to “Apply Action” and post the batch (Figure 7).

Figure 7: Post the Batch

Did this answer your question?