This document demonstrates how to locate unallocated customer cash in COINS (page 1), and how to use this cash at a future date to pay an invoice for a customer (page 3).
How to Find Unallocated Customer Cash
There are multiple reports a user can run to see unallocated cash for a customer:
Combined Aging Report by Customer – Current
Go to Accounts Receivable > Reports > Customer Reports > Combined Aging by Customer – Current (Figure 1).
Select the checkbox for Include Unallocated Customer Cash (Figure 1).
For the Checks field, select Unallocated (Figure 1). This option determines what column of the report to show this cash.
Figure 1: Combined Aging by Customer - Current
Enter in the appropriate information in the other tabs.
Click Next in the bottom, right corner of the screen to generate the report.
The report will show the unallocated customer cash in the column on the far right (Figure 2).
Figure 2: Combined Aging by Customer – Current (Report)
Unallocated Cash Transactions Report
Go to Cash Manager > Reports > Cash Transaction Reports > Unallocated Cash Transactions Report (Figure 3).
Enter in the appropriate information and click Next in the bottom, right corner of the screen (Figure 3) to generate the report (seen in Figure 4).
Figure 3: Enter in Report Information, Click Next
Figure 4: Unallocated Cash Transactions (Report)
Allocating Customer Cash to Invoices
Unallocated cash can later be allocated to an invoice, or invoices, belonging to a customer.
To begin, go to Cash Manager > Cash Transactions > Allocate Customer Cash (Figure 5) or use the Menu Search to find CB Allocate Customer Cash – Batches.
Click Add at the bottom of the screen to add a new batch (Figure 5).
Figure 5: Add a New Batch to Allocate Customer Cash
Enter in the appropriate Fiscal Period and Bank Code for this transaction, and optionally, a Description (Figure 6). When Inter-company is checked, it allows customer cash to be allocated to a different company from the current company.
Click Save in the bottom, right corner of the screen (Figure 6).
Figure 6: Enter in Appropriate Information, Click Save
This will bring the user to the Allocate Cash – Update Batch screen (Figure 7).
Click Add at the bottom of the screen to add a new transaction (Figure 7).
Figure 7: Click to Add a New Transaction
Click the Customer Lookup (...), then click the pointer-finger on the appropriate customer (Figure 8).
Figure 8: Click Lookup, Select Appropriate Customer
Click the Cash Ref Lookup (…) to pop up that customer’s list of unallocated cash. Then, click the pointer-finger on the appropriate check (Figure 9).
Figure 9: Click Lookup, Select Appropriate Check
The corresponding data from the check will populate into the transaction line (Figure 10).
Click the floppy disk to Save the line (Figure 10).
Figure 10: Data Populates into Line, Click Save
Click on the hyperlink under Cash Ref in the line that was just created (Figure 11).
Figure 11: Click Hyperlink Under Cash Ref
This will bring the user to the “Allocate Cash – Check Details” screen (Figure 12).
In the Analysis Lines tab, click Add to add a new allocation line (Figure 12).
Figure 12: Click Add in Analysis Lines Tab
For the next steps, it’s important to know where the invoice to allocate the cash to is in COINS (either Accounts Receivable or Job Receivables).
To find out what module the invoice is in, go to Accounts Receivable > Inquiries > Customers (Figure 13).
Click the hyperlink of the appropriate Customer Account (Figure 13).
Figure 13: Click the Customer Account Hyperlink
From the Customer Details Inquiry, there will be a drop-down in the top, left corner of the screen (Figure 14).
Miscellaneous Sales invoices will be in the Invoices tab (Figure 14). These invoices would be marked as SL Ledger analysis in step #21.
Figure 14: Miscellaneous Sales Invoices (SL Ledger analysis)
Job Receivables invoices will be in the Certificates tab (Figure 15). These invoices would be marked as CS Ledger analysis in step #21.
Figure 15: Job Receivables Invoices (CS Ledger analysis)
Back at the “Allocate Cash – Check Details” screen in the Analysis Lines tab, where the user is adding a transaction, the code in the drop-down under Ledger, and the subsequent Analysis, will indicate what type of transaction it will be (Figure 16).
CS Ledger – and a job number analysis, indicates a job receivable allocation.
SL Ledger – and a customer number analysis, indicates an AR allocation, for Service and miscellaneous non-job invoices.
CC Ledger – and a customer number analysis, is used for the remainder of the allocated balance, when the CS or SL component doesn’t account for the total amount.
Click the floppy disk to Save the line after the appropriate Ledger and Analysis are selected (Figure 16).
Figure 16: Select Appropriate Ledger and Analysis, Click Save
Note: There can be multiple Analysis Lines, if entering invoices from multiple modules.
This will bring the user to a Check Page, CS or SL, depending on the previous choices taken in the process. This page will show any unpaid job invoices tied to this job and customer, or any unpaid AR invoices tied to this customer (Figure 17).
In the To Allocate tab, click the Open folder in the line of the invoice that is being paid using the unallocated cash (Figure 17).
Figure 17: Open Appropriate Line in To Allocate Tab
Enter the Amount Paid, then click the floppy disk to Save the line (Figure 18).
Figure 18: Enter Amount Paid, Click Save
The section at the top of the page will show the cash has been fully allocated (Figure 19).
Click Next in the bottom, right corner of the screen (Figure 19).
Figure 19: Cash is Fully Allocated, Click Next
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 20).
Figure 20: Click Apply Action to Post
