3.0 AR Deposits

Modified on Fri, 24 Oct at 12:41 PM

AR Deposits

Overview

The AR Deposits form, which is accessed by going to the Accounting Tab on the Softbase Main Menu provides users with the ability to apply funds received as payments against Customer invoices in Softbase.

Header

Journal Name – This is the journal name for all deposits done during this session. You can enter a value or use the Next journal # button.

Effective Date – The date that you want to show the deposit as being applied to the customer’s account

Cash Account – The cash account you would like to post to for this session.

Note: Each time you select the Post button the system will perform a posting to the cash and A/R accounts. If you would like a single dollar amount to post to the cash account you can choose a Cash Account that is a cash clearing account then perform a single entry to credit the cash clearing and debit the actual deposit account.

Customer # - Enter the customer you are posting the deposit to

Check # - Enter the reference you would like to use for the money received. Could be check number, credit card authorization, etc

Check Amount – Enter the amount you will be posting against the customer’s account

Conversion Rate – Enter the rate to use if money was in a foreign currency

Invoice # Search – Use this to filter the Current Invoices data grid if there are a large number of them

Cash Entry Detail

If you know the specific invoice you would like to pay or want to partial pay an invoice enter the invoice number in the Invoice # field

Account # - the cash account you will be offsetting the deposit against

Amount – the amount you would like to pay for the entered invoice. As invoices are moved to the lower data grid the amount field will be reduced by the invoice amount. The amount is the remaining balance on this check. The amount must come to 0.00 in order to post the payment.

Control # -enter the control number if applicable for this invoice

Use the Plus (+) sign to add an invoice to the Cash Entry Detail data grid

Use the X to remove an invoice from the data grid

Use the Broom button to clear the entry fields

Use the Pencil button to post the payment

Current Invoices

This section lists all of the open invoice for the customer selected

If you want to pay invoice in full you can double click on an invoice and it will move the invoice to the Cash Entry Detail datagrid

All – use this button if you want to pay all invoices for this customer

Journal Totals

This will show the number of checks you have posted in the title bar.

The top data grid is the accounting that has been posted so far for this session

The bottom data grid shows the following:

Cash account posted to for each invoice
Amount posted against the invoice
Customer number that the payment was posted to
Customer name that the payment was posted to