Sensores basados en ftalocianina

Client Deposits, Retainers & Payments

Any money coming in to your business is recorded under A/R by selecting Cash Receipts from the menu. This will bring up the main cash receipts window. You can use this window to enter all types of receipts and edit or delete existing receipts. Clicking on the Add button will bring up the window for entering a new receipt from a client. Clicking on the Add Misc. button will allow you to enter all other types of receipts that are not from a client. This would include things such as insurance premium refunds, interest on a savings account or maybe a refund from the IRS for overpaid taxes. As you enter receipts they will appear on the grid for new entries. You may print a posting journal then click on the Post button to do the actual posting.

A running total of entered receipts is shown in the upper right. Note that on multi-user systems, each user will have their own window for new entries. The window will show the entries just for that user, the journal will print just for that user, and the post will post only the new entries for that user.

Using the Post button will cause all of the new entries to be posted. They will update the project information, accounting records and all reports. They will also be removed from the New window and moved to the Existing window (see the two tabs at the top of the window, New and Existing). Until you Post, you will not find the receipts in any other parts of Design Manager.

You will find that almost all receipts are entered by clicking on the Add button (or using Alt-A). You should see the following window come up.

The window may appear complex at first sight but it is very easy to use and allows you to record most of your receipts on a single window.

Begin by filling in a Project code or showroom order number. You can click on the search button or press the Alt-S keys to bring up the search window to find a project code or an order number. You can also click on By Client and enter a client code rather than a project code. The upper grid will show all of the proposals and quotes for the project. The lower grid will show all of the open invoices (i.e. invoices that have not been paid in full) for the project. The sample window above shows two proposals and two open invoices for the project. After selecting a project code or order number, you should fill in the amount of the check you received in the Amount field. You can also fill in the check number, a deposit slip number and select the cash account to which you want the receipt posted.

The date of the receipt is entered in the upper right corner of the window. We recommend you use the date you deposit the check in the bank. This will make it easier to reconcile your bank statements at the end of the month.

The payment type is selected. These are setup under company information and are used to designate which cash account or credit card account you want to use.

The deposit slip field is usually left blank. You can use this to change the way deposits are shown in the checkbook window. Cash receipts are grouped by date and deposit slip number. If you are making two deposits on the same day use a deposit slip number of 1 for all receipts going on the first deposit and a 2 for all receipts going on the second deposit. You can also use letters such as ‘a’ and ‘b’. On the checkbook window you will see a total for all receipts with a deposit slip number of 1 and a second total for deposit slip 2 for all receipts with the same receipt date. These will then correspond to the deposit entries on your bank statement.

You are now ready to designate the invoice or proposal that is being paid. If the payment is for a deposit, just click the tag checkbox for that proposal. If it is for more than one proposal check all proposals that are being paid. Likewise, check any invoice that is being paid. As you check off items you will see the totals at the bottom of the window add up the deposits and invoice payments.

The retainer line is used if the payment (or a part of it) does not apply to either an invoice or a proposal. This will always be the first line of the proposal section. Click the Tag box on the retainer line then click on Edit to enter the amount.

paying. This is very common especially on proposals. Enter the amount actually sent by the client by clicking the tag box for the appropriate proposal or invoice then click on the Edit button to the far right of the grid. This will allow you to edit the amount for the line that is highlighted so you can change the amount to the exact amount sent to you.

You may enter a negative amount if you want to remove money from a proposal or from the retainer. A common need is to use money from the retainer to pay an invoice. You would check the retainer line and put in a negative amount then check the invoice to which it is to be applied and enter a similar but positive amount. There will be no effect on the actual cash but money will be removed from the retainer and applied to the invoice.

You will need to continue tagging and editing until the Total Receipt shown in the lower left equals the Amount of the check entered at the top of the window. Once these are equal, click on OK to save the entry.

Accounting: For positive dollar amounts the system will automatically debit the selected cash account and credit either the client deposit account and/or the accounts receivable account depending on the nature of the entry. Retainers and client deposits go to the client deposit account while payments on invoices go to the accounts receivable account. If a negative dollar amount is entered the cash account will be credited and the client deposit and/or accounts receivable account will be debited. Once a client invoice has been paid off by the exact amount it will no longer appear on this window. You can use the edit cash receipts function to change or void an invoice payment and then the invoice will reappear.

The fiscal accounting period to which the entries are posted is set on the main cash receipts window in the upper left although receipts appear in the checkbook by the receipt date.

Miscellaneous Receipts

From time to time you will receive receipts that are not related to a project. To enter these receipts click on A/R and pick Cash Receipts from the menu. This will bring up the main cash receipts window. At the bottom of this window click on the Add Misc. button. This will bring up the window for entering non-project related cash receipts shown below:

Start by entering the name of the company or person that sent the receipt. Next enter the amount and the date. The amount may be entered as a negative if you are trying to reduce the cash balance. We recommend you use the date you deposit the check in the bank. This will make it easier to reconcile your bank statements at the end of the month.

The check number and deposit slip number may also be entered. These are optional fields and may be left blank. You can use the deposit slip field to change the way deposits are shown in the checkbook window. Cash receipts are grouped by date and deposit slip number. If you are

making two deposits on the same day use a deposit slip number of 1 for all receipts going on the first deposit and a 2 for all receipts going on the second deposit. You can also use letters such as ‘a’ and ‘b’. On the checkbook window you will see a total for all receipts with a deposit slip number of 1 and a second total for deposit slip 2. These will then correspond to the deposit entries on your bank statement.

Select the checking account which will receive the deposit if it is not the one already displayed and then enter a description of the entry. The description is shown on several accounting reports and may be helpful in identifying the reason for the entry at a future date.

Click on OK to save your entry. Don’t forget to post it by clicking on the Post button from the main cash receipts window.

Accounting: The offset account is the general ledger account that will be credited. A positive amount will automatically debit the selected checking account based on the payment type. If you enter a negative figure (i.e. –100.00) in the Amount field then the system will credit the checking account and debit the offset account. If you do not know what account number to use for the Offset Account then you may want to select the suspense account or check with your accountant. The fiscal accounting period to which the entries are posted is set on the main cash receipts window in the upper left. Receipts are entered into the checkbook by the receipt date.

Editing Cash Receipts

Edits and voids of cash receipts are all done from the main cash receipts window. Click on A/R

and then select Cash Receipts. You will see the main cash receipts window.

If the receipt you want to edit has not been posted, you should see it on this window. Prior to posting you may make edits simply by highlighting the entry and clicking on the Edit button at the bottom of the window. You may also delete the entry by clicking on the Delete button. Editing a receipt that has not been posted has no effect on the accounting records as it has not yet been recorded.

If the receipt has been posted then you will need to click on the tab at the top labeled Existing. This will display a list of all previously posted cash receipts as shown below:

at the top of the list. To help find an entry you can click on a column heading and the list will resort by that column. If you know the project code of the entry you want to edit then click on the column heading Project Code (just click on the column label "Project Code" or anywhere in the little heading box that holds "Project Code"). The list will now be sorted by project code with the most recent entries at the top. Clicking on the heading box a second time will cause the list to be sorted in reverse order. You may sort by any of the displayed column headings. Note that there is a horizontal scroll bar at the bottom of the window that will show many more columns to the right.

Once you have found the record to edit, click on it so it is highlighted. If you want to void the receipt, click on the Void button. If you want to change the receipt then click on the Edit button which will bring up the Edit Cash Receipts window shown below. This is the edit window for a payment on an invoice.

All edits are made on this window. You can change the amount, invoice (or proposal) number, receipt date, check number, deposit slip number, cash account, and the description. If you are editing a miscellaneous receipt you will also be able to edit the name and offset account fields. To edit a field just change the field to what you want it to be. In the example above if the amount should have been $2,200 then just change the amount to 2200.00. Click on the OK button to save the change and update the records. If you need to change a field that is not editable such as the project code then you must void the entry and reenter it as a new entry.