Recording Cash Register Payments on Account

If the cash register is not currently open, do the following:

From the Sales menu, select Open Cash Register to open the Open Register window.

Enter the appropriate information. See below for field descriptions.

Register: Name of the register to be opened.

Cashier: Name of the cashier opening the register.

Opening balance: Amount of money to be assigned to this register as an opening balance.
Note: This amount will be taken into account when the final balance is calculated.

Click [OK] to open the Cash Register – Main Register window. E-automate is ready to record sales or payments.

Click [Receipts…] to open the Record Customer Payment window.

Enter the appropriate information. See below for field descriptions.

Customer: Customer who is making the payment. The customer phone number automatically populates.

Description: Optional description of the payment.

Number: Number automatically assigned to this payment by the database.
Note: This field defaults to the next sequential number in the list of customer payments but you may change it.

Date: Date on which the payment is received.

Method: Method the customer used to make the payment – cash, check, credit card, or wire transfer.
Note: If you select Check, the Check number and Check date fields display. If you select Credit Card, the Card number and Expiration fields display.

Check number: The customer's check number on this payment.

Check date: The date on which the check was written.

Card number: The customer's credit card number used for this payment.

Expiration: Date the credit card used for this payment expires.

Amount: The amount received.

To apply the payment to one or more invoices, do one of the following:

To apply this payment to any invoices assigned to this customer, click [Auto Apply Customer Payment]. E-automate selects invoices to apply the payment to, beginning with the oldest invoice and continuing to applying it until the payment has been disbursed.

To select the invoice(s) to which the payment without a discount should be applied:

In the Invoice field, use the lookup icon to select the invoice.

In the Amount field, enter the amount to be applied.

Click [QuickAdd] to add the invoice and amount to the list.

Repeat Steps a through c until you have applied the entire payment.

To select the invoice(s) to which the payment with a discount should be applied:

Click [Add] to open the Add Customer Payment Invoice window.

Enter the appropriate information. See below for field descriptions.

Apply to credit memo/invoice: Invoice to which this payment should be applied.

Apply to unapplied payment: General ledger account to which this payment should be applied.

Amount to apply: Amount to be applied.
Note: The full amount of the invoice is automatically entered but you may change it.

Terms discount amount: Discount amount to be applied to the invoice according to the terms.

Reverse Sales Tax: When checked, e-automate creates a miscellaneous charge credit memo against the invoice to reverse the tax charged on the invoice.
Note: This checkbox is used if you inadvertently charge a nontaxable customer tax.

Terms discount account: Account to which the terms discount is

applied.
Note: The Terms Discount Given account is automatically selected but you may change it.

Terms discount department: Department with which the terms discount is associated.

Accounts receivable account: Account to which the payment is

applied.
Note: The Accounts Receivable account is automatically selected but you may change it.

Click [OK] to add the invoice to the list on the Record Customer Payment window.

Repeat Steps a through c until you have applied the entire payment.

Click the Miscellaneous tab to bring it forward.

Enter the appropriate information. See below for field descriptions.
Note: Typically you do not have to change information on the Miscellaneous tab; however, you can make special corrections by modifying the fields when necessary.

Unapplied Accounts Receivables account: General ledger account to which customer payments are posted that are not applied to an invoice.

Undeposited receipts account: General ledger account into which customer payments are received.
Note: The balance in this account represents the total from payments received but not deposited.

Click [OK] to record the payment and post it to the appropriate accounts. e-automate opens the Attention Required window asking you if you want to print a receipt.

Click [Yes]. e-automate prints the sales receipt and clears the fields in the Cash Register –Register Name window.

To view a summary of the activities for the cash register, click [Summary].

To close the register, do the following:

To view and print the journal when you close the register, check Print Journal On Close.

Click [Close Register] to open the Attention Required window.

Click [Yes] to close the register.

If you choose to print the journal, e-automate opens the POS Register Journal window. Do the following:

Click the [Print] button to open the Select Printer window.

If needed, change the printer, pages, or copies information.

Click [OK] to print the journal.

Close the POS Register Journal window.