Fields in the Receive Payments window

Fields in this window
Receive Payments window

Window Overview | To use this window | Fields in this window | To find this window

Deposit to Account button

Click this button if you wish to record a customer payment directly into an account; an individual cash-receipts transaction will be recorded in the account.

Enter the account you wish to use as the account where the customer payment will be recorded. Use the search button to search your list of checking accounts.

Balance

This field displays the current balance of the checking account you selected in the Deposit to Account field. If you wish to display the Find Transactions window to view more detailed information about the checking account, click the zoom arrow.

Group with Undeposited Funds button

Click this button to record a customer payment into the undeposited funds account, an individual cash-receipts transaction is recorded in the undeposited funds account -- not directly to your checking or credit card accounts. After you've grouped all of the cash-receipts transactions you wish, you can then make a bank deposit which will include a group of cash-receipts transactions that you select.

The account you selected as your Checking Account for Undeposited Funds using the Accounts & Banking Linked Accounts window is displayed to the right of the button.

Customer

Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer you've entered, click the zoom arrow to display the Profile view of the Card Information window.

After you enter a customer name, all sales for the customer are displayed in the scrolling list. Open sales are displayed at the top of the list, followed by orders and then by closed sales (if you've marked the Include Closed Sales selection).

ID #

When you begin to create a transaction in this window, this field automatically displays the next BusinessBasics CR (Cash Receipts) number available.

If you click this field, Auto # will appear. If you're using BusinessBasics on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # isn't displayed once you enter a number in the field or move to another field.

If you choose to enter a number here, consider leaving the CR prefix assigned to the number, so it's easy for you to distinguish the transaction as a Cash Receipts Journal transaction. If you choose to enter a number in the ID # field, the next time you record a customer payment, the ID # will automatically revert to the next available BusinessBasics CR number; it won't increase the number you entered by one.

Date

Enter a date for this transaction or accept the default date.

Use the Calendar function, if you like, to select and enter the date.

Amount Received

Enter the amount of the payment.

Payment Method

Select the method of payment for the transaction, if you wish.

If you've selected a payment method for a customer using the Payment Details view of the Card Information window, the payment method will automatically be selected. You can change it, if you wish.

Details button

If you've entered a payment method in the Payment Method field, click the Details button, if you wish, to open the Applied Payment Details window and enter additional information about the payment.

If you've selected a payment method for a customer using the Payment Details view of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.

Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various BusinessBasics reports, as well as the Receipts Journal.

Invoice # / Cust PO # column

This column displays either the numbers assigned to each of the customer's sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Customer Purchase Number in Receive Payments in the Sales view of the Preferences window.

Status column

This column displays the status of each of the sales in the list.

OPEN: Sales transactions with a balance still owed.

CLOSED: Sales transactions with a zero balance (that is, sales that have been fully paid).

If you want to open the Invoice view of the Find Transactions window to view more detailed information about a specific sale, click the zoom arrow next to the sale's status.

Date column

This column displays the date that each of the sales in the list was recorded.

Orig Amount column

This column displays the current amount due for each of the sales in the list.

Total Due column

This column displays the total amount due for each sale in the list.

Amount Applied column

Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column.

In order to display default amounts, use the Sales view of the Preference window to choose the preference Apply Payments Automatically to the Oldest Invoice First. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the payment amount, if the payment amount is less than the invoice amount it's been applied to.

You can distribute the payment amount to more than one sale.

Total Applied

The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field.

Total Received

This field displays the amount entered in the Amount Received field. The amount in the Total Received field must equal the amount in the Total Applied field before you record the transaction. In other words, the Out of Balance field must be zero before you record.

Out of Balance

This field displays the difference between the amount in the Total Received field and the total in the Total Applied field. The Out of Balance amount must be zero before you record.

Include Closed Sales

Mark this selection if you want to display closed sales in the scrolling list.

Journal button

Click this button to open the Transaction Journal window; the Receipts view is selected. Recorded transactions can be found using this window.

Register button

Click this button to open the Bank Register window where you can enter and view all your transactions for asset accounts with checking privileges or liability accounts with credit card privilege from one window.

Record button

Click this button to record the payment amount in the Cash Receipts Journal, increase the checking account you selected at the top of the window and decrease the customer's accounts receivable balance.

Cancel button

Click this button to remove all the entries you've made and close the window.

If you're viewing a previously recorded transaction, clicking this button will close the window.

Deposit to Account button	Click this button if you wish to record a customer payment directly into an account; an individual cash-receipts transaction will be recorded in the account. Enter the account you wish to use as the account where the customer payment will be recorded. Use the search button to search your list of checking accounts.
Balance	This field displays the current balance of the checking account you selected in the Deposit to Account field. If you wish to display the Find Transactions window to view more detailed information about the checking account, click the zoom arrow.
Group with Undeposited Funds button	Click this button to record a customer payment into the undeposited funds account, an individual cash-receipts transaction is recorded in the undeposited funds account -- not directly to your checking or credit card accounts. After you've grouped all of the cash-receipts transactions you wish, you can then make a bank deposit which will include a group of cash-receipts transactions that you select. The account you selected as your Checking Account for Undeposited Funds using the Accounts & Banking Linked Accounts window is displayed to the right of the button.
Customer	Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer you've entered, click the zoom arrow to display the Profile view of the Card Information window. After you enter a customer name, all sales for the customer are displayed in the scrolling list. Open sales are displayed at the top of the list, followed by orders and then by closed sales (if you've marked the Include Closed Sales selection).
ID #	When you begin to create a transaction in this window, this field automatically displays the next BusinessBasics CR (Cash Receipts) number available. If you click this field, Auto # will appear. If you're using BusinessBasics on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # isn't displayed once you enter a number in the field or move to another field. If you choose to enter a number here, consider leaving the CR prefix assigned to the number, so it's easy for you to distinguish the transaction as a Cash Receipts Journal transaction. If you choose to enter a number in the ID # field, the next time you record a customer payment, the ID # will automatically revert to the next available BusinessBasics CR number; it won't increase the number you entered by one.
Date	Enter a date for this transaction or accept the default date. Use the Calendar function, if you like, to select and enter the date.
Amount Received	Enter the amount of the payment.
Payment Method	Select the method of payment for the transaction, if you wish. If you've selected a payment method for a customer using the Payment Details view of the Card Information window, the payment method will automatically be selected. You can change it, if you wish.
Details button	If you've entered a payment method in the Payment Method field, click the Details button, if you wish, to open the Applied Payment Details window and enter additional information about the payment. If you've selected a payment method for a customer using the Payment Details view of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.
Memo	Using up to 255 characters, enter a description of the transaction. This description will appear on various BusinessBasics reports, as well as the Receipts Journal.
Invoice # / Cust PO # column	This column displays either the numbers assigned to each of the customer's sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Customer Purchase Number in Receive Payments in the Sales view of the Preferences window.
Status column	This column displays the status of each of the sales in the list. OPEN: Sales transactions with a balance still owed. CLOSED: Sales transactions with a zero balance (that is, sales that have been fully paid). If you want to open the Invoice view of the Find Transactions window to view more detailed information about a specific sale, click the zoom arrow next to the sale's status.
Date column	This column displays the date that each of the sales in the list was recorded.
Orig Amount column	This column displays the current amount due for each of the sales in the list.
Total Due column	This column displays the total amount due for each sale in the list.
Amount Applied column	Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column. In order to display default amounts, use the Sales view of the Preference window to choose the preference Apply Payments Automatically to the Oldest Invoice First. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the payment amount, if the payment amount is less than the invoice amount it's been applied to. You can distribute the payment amount to more than one sale.
Total Applied	The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field.
Total Received	This field displays the amount entered in the Amount Received field. The amount in the Total Received field must equal the amount in the Total Applied field before you record the transaction. In other words, the Out of Balance field must be zero before you record.
Out of Balance	This field displays the difference between the amount in the Total Received field and the total in the Total Applied field. The Out of Balance amount must be zero before you record.
Include Closed Sales	Mark this selection if you want to display closed sales in the scrolling list.
Journal button	Click this button to open the Transaction Journal window; the Receipts view is selected. Recorded transactions can be found using this window.
Register button	Click this button to open the Bank Register window where you can enter and view all your transactions for asset accounts with checking privileges or liability accounts with credit card privilege from one window.
Record button	Click this button to record the payment amount in the Cash Receipts Journal, increase the checking account you selected at the top of the window and decrease the customer's accounts receivable balance.
Cancel button	Click this button to remove all the entries you've made and close the window. If you're viewing a previously recorded transaction, clicking this button will close the window.