Advance Payment - Entering (D)
Deposit Ticket - How to Make (D)
Applying a Payment to Several G/L Accounts (D)
Deposit Entry Screen - How to Use (D)
Applying an NIA (Non-Invoiced Amount) (D)
Posting Deposits to General Ledger (D)
Data Management Utilities for Deposits (D)
DEPOSIT SCREEN EDIT HELP <Ctrl A> Add a blank line at the cursor if you are on the repeating fields at the bottom part of the screen. All lines below will be pushed down a line.
<Ctrl E> Erase the line at the cursor if you are on the repeating fields in the bottom part of the screen. This will move up all lines below if there are any.
<Ctrl Z> Undo present changes to line cursor is on.
<Crtl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location. Use Shift Up arrow and Shirt Down arrow to go to the first and last repeating field, such as in an inventory item list.
<Alt G> Move cursor to the G/L Account # field from anywhere on the screen.
<Page Up> Move the cursor up a page.
<Page Dn> Move the cursor down a page.
<Shift Up-Arrow> Move the cursor to the first repeating line on the deposit.
<Shift Down-Arrow> Move the cursor to the end of the deposit, to the line just after the last invoice listed. If there are no invoices listed, it puts the cursor on the first repeating field.
<Shift Left-Arrow> Move the cursor to the Check Number field.
DESPOSIT SCREEN FILE HELP
<Ctrl P> Print (Type) a receipt slip. This command prints
out a receipt giving the Customer's name & address, check
#, amount and date. It states that the payment was applied
to the account.
<Ctrl N> Clear the screen, without saving or unsaving the current record, and set the reference number to the next available number.
<F5> exit lookup <Shift F5> close all lookups <F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
DEPOSIT SCREEN LOAD HELP
<Ctrl L> Load the last customer which was loaded on the
Customer screen (C),Deposit screen (D), Quote screen (Q) or
Accounts Receivable Invoice screen (R).
<Alt B> Search back for the previous deposit for the currently loaded customer.
<Alt D> If you press <Alt F> Search forward for the next deposit for the
currently loaded customer.
<Alt I> Load Invoice to Deposit screen. The cursor must be
on an Invoice line. This is used to "unpay" an invoice.
<Alt N> Load the next customer code, in alphabetical order.
<Alt O> Add to the deposit a list of all open invoices for
the current customer. You can use this to edit previously
entered deposits. First bring up the deposit then press
<Alt P> Load the previous customer code in alphabetical
order.
<F7> open/load previous record
<F8> open/load next record
DEPOSIT SCREEN TOOLS HELP
<Ctrl T> Dial Telephone. For detailed help, press <T>.
<Ctrl W> Saves the Reference # to a Word processor list.
To see the list, press F10, W, Ctrl N (to clear screen)
and then type DLABELS. To learn more, press <W>.
<Alt A> Add or remove Invoice # from open and paid invoice
pointers on Customer file (C). Press <U> to see
information on "Data Management Utilities." The same
information is found by pressing <Shift F1>, selecting
Questions, and then option U.
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
<Alt Z> If no check amount is entered,automatically pay all
open invoices. If a check amount is entered, automatically
apply check amount to open invoices starting at the lowest
Reference #. The entry will save even if the amount covers
more invoices than will fit on one deposit entry.
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Reference # (D)
Customer Code (D)
Date (D)
Ledger # (D)
For more help on posting deposits, from the<Shift F1>
screen select Questions, and then option P.
To set a G/L account up as a bank account, enter a "B"
in the Statement 1 field on the G screen. Then, on the
Setup Screen (#), specify which Ledger uses that G/L
account.
;Used before field was split in version 9
;Used before field was split in version 9
Check Amount (D)
If the customer is paying all the invoices listed,
press
Apply to G/L Account (D)
If the G/L# matches the number in the Special Deposit Acct#
field on the System Setup Screen 2 (&), the computer will
post that amount to the Special Deposit field on the
Customer file (C), which allows for the tracking of special
prepayments.
G/L Amount (D)
Payment Applied (D)
If the customer took a discount, enter the amount
the customer actually paid. Do not include the
discount in the Payment Applied. The next field is
for entering the Discount.
The Balance column on the right indicates the
amount that is still open on each invoice.
Pressing <Alt Z>, applies the payment to the
oldest invoices first.
Discount Applied (D)
The Discount Earned field on the right will be set to "Y" or
"N" to indicate whether the customer took a discount to
which he was entitled, based on Discount Date and the
Deposit Date.
Payment Type (D)
If the deposit is foreign (not from a U.S. Bank) enter an
"F". This specifies a foreign deposit and Report # 3 - 18
DEPOSIT TICKET will print a separate deposit ticket for
the foreign entries.
Check Number (D)
The check number will appear on report # 3-18 DEPOSIT
TICKET. If you want to enter a remark that does not appear
on the deposit ticket, enter an asterisk (*) here,
followed by the remark, a space, and the check number.
Only the check number will show on the deposit ticket.
If you want the deposit ticket to show a name other than
the customer name that shows on the screen, enter a space
here, followed by the name you want to use, a space, and
the check number.
Deposit Total (Y/N)
Report # 3-14, CUSTOMER PAYMENT LEDGER, prints a subtotal
for each "Y" in Deposit Total. This field is also used in
posting deposits to General Ledger. For more help on
posting deposits, press <P>. The same information is found
by pressing <Shift F1>, selecting Questions, and then
option P.
Advance Payment - Entering (D)
If you are tracking advance payments for a special
purpose, use the Apply to G/L Account field to apply the
check amount to the G/L account that you have set up for
this purpose.
ABC's standard Special Deposit Account # is 222.
Petty Cash Transactions (D)
ADDING TO PETTY CASH The correct time to add an amount to
Petty Cash is just before you make a deposit ticket. On
the C screen, set up Petty Cash as a customer. Make an
entry on the Deposit screen using Petty Cash as the
customer. Enter C for Payment Type, and a negative amount
in the Check Amount field. In the Apply to G/L Account
field, enter your Petty Cash Account #. In the G/L Amount
field, enter the amount again as a negative. When you make
your deposit ticket, your total deposit will be adjusted
by the amount added to the Petty Cash Account.
SUBTRACTING FROM PETTY CASH To enter an expense that was
paid from Petty Cash, choose the Petty Cash ledger by
pressing "-". Press the Petty Cash ledger number. Enter
the transaction the same way that you enter general ledger
checks.
Deposit Ticket - How to Make (D)
1. Press 2. Press 3. Enter "Y" in Deposit Total.
4. Press 5. Press Y if you want a deposit ticket printed. Press
N if you don't.
6. If you press Y, the computer asks if you want
condensed print. Press Y.
Either way, the computer updates the bank balance. To view
the new bank balance, press To enable automatic deposit posting, on the Questions
screen select option P.
Applying a Payment to Several G/L Accounts (D)
If you use automatic deposit posting, it will put the
amount into the specified G/L account, and the next two
paragraphs do not apply to your case.
If you post your Accounts Receivable to General Ledger by
manually making an entry on the Ledger screen (L), you
will need to apply the rebate check to the same G/L
account(s) that you applied it to on the Deposit screen
(D). Apply the rest of the deposit to the G/L Accounts
Receivable Accounts as usual.
If you post Accounts Receivable to General Ledger with
Report # 3-37, CASH DEPOSITS BY G/L#, the computer applies
the check to the proper G/L Accounts.
Deposit Entry Screen - How to Use (D)
1. Type the Customer Code and press 2. Type the customer's Check #, or if it's cash, type a C
in Payment Type. Press A. If the payment EQUALS the total of all open
invoices, press
B. If the payment DOES NOT EQUAL the total of all open
invoices, type in the amount of the payment and press
OR....Type in the amount that you want to apply to
each open invoice in the Pmt Apd column on the same
line as the invoice. You can also apply a discount to
an invoice by typing the discount amount in the Dis
Apd column.
3. Press
A payment can also be applied to a Receivable Invoice, by
choosing the option "D" or "B" after For help on making a deposit ticket, from the Questions
screen select D.
Applying an NIA (Non-Invoiced Amount) (D)
When Report # 3-12 CUSTOMER AGED TRIAL BALANCE is run, all
NIA's are displayed. Customers with NIA's should be
reviewed to make sure a mistake wasn't made when the
payment was entered. Check to see if there are NIA amounts
that should be applied to an open invoice. This happens
when an invoice is entered into the computer after a
payment was entered and the payment is not applied to the
invoice.
To apply an NIA to a customer's invoice follow these
steps:
1. Press 2. Type in the customer's code. Press 3. Let the check number and the check amount fields blank.
4. Type the NIA amount in the Pmt Apd. field. Press
5. Press
Posting Deposits to General Ledger (D)
1. The easiest way is to enable automatic deposit posting.
In the Setup Screen (#), enter either A or C in
Auto.Dep.Post, to select either the Accrual or Cash method
of calculating sales. Once this is set up, the computer
will post deposits to General Ledger whenever you enter a
Deposit with a Y in Deposit Total. The entry will be
posted into the selected checkbook ledger, using a decimal
check number.
Presently, automatic posting will not post to multiple
ledgers simultaneously. Also, it does not check A/R
Discount Account# on the Customer Type screen (Y).
2. Another method is to run a report at the end of the
month. Use either Report # 3-14, Customer Payment Ledger,
if you use the accrual basis of accounting, or Report #
3-37, Cash Deposits by G/L# for cash basis accounting. The
entry will be posted into the Computer Entries ledger.
3. The third way is to post the deposits manually by
making an Adjustment Entry directly into General Ledger.
Customer Refund (D)
On the D screen, enter the customer's code, the check
number and the check amount. Use Enter the customer's code on a new D screen record. Enter
a C for Cash in the Payment Type field. In the Check
Amount field, enter as a negative the cash amount that you
paid the customer. Save with When a deposit ticket is printed, the cash total will be
adjusted by the negative amount.
Saving a Deposit (D)
If the Check Amount is greater than the payments applied
to invoices, a negative amount will be applied to NIA
(Non-Invoice Amount).
The computer will not allow you to save a deposit if the
payments applied are greater than the total Check Amount
and any NIA amount on the Customer file (C).
To total a series of deposit entries, enter a Y in Deposit
Total. When you save the deposit, the computer totals the
deposits, starting after the last deposit with a Y in
Deposit Total. The total is displayed on the bottom of the
screen.
Press <P> for deposit posting information. The same
information is found by pressing <Shift F1>, selecting
Questions, and then option P.
Data Management Utilities for Deposits (D)
1. If you are on a network, use the ABC server for the
following steps. Otherwise start with Step # 2.
2. Go to the Deposit screen (D).
3. Enter the Customer Code for the account that contains
incorrect data.
4. Press
5. Enter the number of the invoice that is posted
incorrectly. The computer will correct the customer's open
and/or paid invoice pointers for the invoice in question.
The customer's balance will not be affected. The screen
display is not updated until you reload the customer.
6. To fix another invoice for this customer, go back to
step 4.
7. To fix any invoices for another customer, go back to
step 3.
This is a number from 1 to 999999. The computer
automatically sets it to the next available number.
To view or edit a previous deposit, enter the reference
number for that deposit.
This code references the Customer file (C). The computer
will load the customer and display the name, address,
balance, and non-invoice amount (NIA). The customer's
open invoices are listed on the screen, with any partial
payments.
Enter the date of the deposit. By default, the
computer lists the current program date.
If you are entering deposits for multiple bank accounts,
enter the Ledger number (3 - 7) of the bank account that
this deposit applies to. If this field is left blank,
the A/P Ledger# specified on the Setup A/P & A/R (&)
screen is used. The Ledger number is used to determine
which bank accounts to post deposits into.
Enter the amount of the payment. If one check is
to be applied to more than one customer, enter
only the amount to be applied to this customer.
You must make a separate deposit entry for each
customer.
If you want to apply this payment directly to a G/L account
instead of to a customer invoice or the customer NIA amount,
enter the G/L account number here. The amount you wish to
apply gets entered in the G/L Amount field. Examples of
payments you might apply this way are tax refunds or
insurance reimbursements for which there are no receivable
invoices.
Enter the amount you want to apply to the G/L account.
Each open invoice is listed on a separate line. On
each line, enter the amount of the payment you wish
to apply to that particular invoice. To skip an
invoice, press
Enter the amount of any cash discount given on the invoice.
This field is automatically filled in when a discount is
available, but you can manually override it.
Enter one of the following, or press # - Check F - Foreign Check
A - American Express M - MasterCard
B - Carte Blanch N - Diners Club
C - Cash V - Visa
D - Discover
Enter the check number or slip number.
Entering a "Y" here indicates that this is the last entry
in the deposit, and saving it will then tally the total
deposit, starting with the deposit after the previous "Y"
was entered, and display the total on the screen. You will
also be given the option to print a deposit slip (report #
3-18) immediately.
To enter a customer payment for which there is not yet an
invoice on the file, go to the Deposit screen (D). Just
enter the check number and amount and save the entry. The
deposit will go into NIA Amount as a negative customer
balance.
First setup a Petty Cash Ledger. This is done on the #
Screen. Choose one of the Ledgers that is not used and
enter the Petty Cash Account #.
When you are ready to take your checks to the bank, follow
these steps:
You may wish to enter a check, that is not to pay a
receivable invoice, to more than one G/L account. Enter
the total amount of the check as one deposit, apply a
portion of that to the desired G/L account and save the
entry. The remaining portion, which was not applied to a
specific G/L account, will be temporarily placed into the
customer's NIA (Non-Invoiced Amount). On the next Deposit
Reference #, enter the customer's data as if you would be
entering another deposit, but do not enter a check number
or check amount. Enter the G/L account # and the remaining
amount that you want to apply to it. The amount will be
taken from the customer's NIA and applied to the specified
G/L account number. This may be done as often as necessary
to apply the total check amount to the various G/L
accounts.
To apply a payment to a Customer's Invoice, press
When you enter a check from a customer on the D screen and
it is not applied to an invoice, the computer registers it
as an NIA (Non-Invoiced Amount). This happens when a Check
Amount is entered and no amount or a different amount is
entered in the Pmt Apd field or on the G/L Amount field.
There are three ways to post Deposits to General Ledger.
Sometimes a customer writes a check for more than what he
owes and you pay him back with cash.
The Amount Not Applied is the difference, if any, between
the Check Amount and the amount applied to invoices. When
the deposit is saved, this difference is applied to NIA
(Non-Invoice Amount) on the Customer file (C).
In the rare event of data corruption, a paid invoice may
show up as open, or vice versa. Also, an invoice may show
up under the wrong customer's account. To correct any of
these problems, follow these steps: