The example
The steps below use a sample distributor, Lone Star Industrial Supply. Your customers, items and numbers will differ; the window and the fields won’t.
Today's mail brought a check from Neches Welding (customer 100270).
| Check number | 20599 |
|---|---|
| Amount | $1,570.00 |
| Remittance says | Paying invoice 3821401 |
It goes in today's deposit, D-4944, at bank 1. Post it so their account shows the invoice as paid.
Step by step in Cash Receipts By Customer ID
- 1.
Open the Menu on the left and search for Cash Receipts By Customer ID.
Cash is always posted to the customer who paid, so start from the customer, not the invoice.
- 2.
Type 100270 in Customer ID and press Enter. Their open invoices load in the grid, oldest first.
- 3.
Type 1 in Bank Number: the account the deposit goes into.
- 4.
Pick Check in Payment Type.
- 5.
Type $1,570.00 in Amount: exactly what's written on the check.
The receipt total has to match the bank deposit to the cent.
- 6.
Check Number 20599.
The check number is how anyone traces this payment later: the customer, your bank, an auditor.
- 7.
Type D-4944 in Deposit Num, today's deposit.
- 8.
Type $1,570.00 in Amount Received on that row. Amount To Apply drops to 0.00.
Apply to the invoice the customer told you, not simply the oldest. Their records and yours have to agree.
- 9.
Press Save.
Mistakes that cost money
These are the checks Simetta’s scored test makes on this task, and what each mistake costs a distributor when it happens for real.
Payment not posted
The money is in the bank but the customer still shows as owing it. Collections calls them about an invoice they paid, and their credit can hold new orders.
Payment applied to the wrong invoice
The invoice the customer paid stays open and ages, while another is marked paid. Their remittance won't match your statement and someone has to untangle it by phone.
Wrong amount applied
The deposit won't balance to the bank, and invoices show paid or unpaid by the wrong amount until month-end reconciliation finds it.
Check or deposit not recorded properly
Without the check number and deposit, the payment cannot be traced to the bank deposit when the customer or auditor asks.
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