Accounting Finance:Cash Receipts (Manual Cheques)

Open Item/Balance Forward Accounts

• There are two types of customer/vendor accounts:

- Open Item accounts are usually non-shareholder/vendor accounts and the customer/vendor will usually provide a list invoices/credit notes the cheque is to be settled to as well as any eligible discounts.

- Balance forward accounts are usually shareholders and a small number of non-shareholder accounts. The system will settle the cheque during autocash application to the oldest invoice/credit note and will post any applicable discounts.

Enter Manual Cheques into ASW

• Select ASW Fastpath→Cash Management→AR Cash Management Tasks→AR Payment Tasks→Enter Financial Transactions
• Enter voucher type 20
• Enter batch amount
• Click enter

A/R payment entry

• Enter document type (default is CHK)
• Enter document number (cheque number)
• Enter debtor number
• If you don’t know name of customer, click F4 and
• Enter name of customer in search field
• Mark name and press enter
• Enter Transaction amount
• Enter text CHEQUE #123
• Click enter twice

Cash book details entry

• Change bank (optional)
• Change bank amount (when working with multiple cheques, put the total $ amount under bank amount)
• Change currency (if currency is changed you may need to change bank amount)
• Enter transaction reference MM/DD/YY
• Click enter

A/R open items selection

• If account is an open item account, cheque may be settled to individual transactions
• Mark transactions to settle and press enter (optional)
• OR enter document number
• OR select Maintain item settlement (this option allows you to enter an individual amount and discount) (if the store does not take discounts, change the paid amount trans to the amount before discount and delete cash discount amount)
• OR select Selection or F7 and change mark selected <Y>, press <enter> twice to update.
• OR select Settlement Diff or F9(this option allows you to enter any differences to specific general ledger accounts) (optional)
• OR select Fnc list or F10 and 21 (this option allows you to post the unsettled portion of the payment to the account) AND
• Click update or F1 when completed OR
• Click F11 to cancel settlement
• Click F11 again to confirm
• By pressing “F11” you do not cancel the entry but instead leave the payment unsettled
• Note – for shareholder just press F11 twice

A/R payment entry

• Enter another cheque OR
• Click F12 to move back to previous panel
• Click F3 when completed
• Click F3 again

Financial system transaction entry

• Mark close batch
• Enter printer queue (make sure printer is lp05)
• Click enter
• Go into the printer queue and release & print the first pages of the report
• Click enter

Run Query Request

• Return to ASW - A/R Payment Tasks
• Select Print bank deposit ticket information report

1. Enter Batch creation date MM/DD/YY

2. Enter Journal number (after you have printed your batch, you will see on the top Journal: 6043)

3. Click enter

Bank deposit tickets

• Change Printer Lp05
• Change Copies 1
• Click Enter
• Make a copy of each cheque and write down customer # and give to Document Imaging Coordinator for scanning (copy of cheques should not be left in scanning tray if she is not in the office)
• Attach copy of bank deposit ticket with cheques going to bank
• Place cheques into CIBC deposit bag if over $250,000 in total value
• OR goto FIN-BANK-026 (Work with CIBC eDeposit) and scan and upload cheques to CIBC