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Payment Receipt Record View 3.0

Payment Receipt Record View 3.0

Owned by Emma Greenwood
Last updated: Apr 19, 2024

The purpose of the Payment Receipt Record View is to enter payments received by customers. From here, users can Apply documents, review the Journal Details, and/or post the receipt. When receipts are posted, the Customer Balances and Customer Aging are updated, and the receipt becomes available to the Checkbook Deposit transaction. Payment Receipts make a journal entry when they are posted. Users can apply the receipt to one or more open transactions, enter a Discount Taken, enter a Rebate amount to apply, and/or record a Write Off Amt. When the application is saved, the Customer Balances and Customer Aging are updated. Applications that have an amount in either the 'Discount Amount' or 'Write Off Amount' will generate a journal entry and applications that have an amount entered in the 'Rebate Amount' will auto generate and apply a Rebate Settlement.

To view the help page for the NorthScope 2.0 Payment Receipt and Apply Documents Record Views, please click here: Payment Receipt Record View, Apply Documents Record View.

Software Version: 2024.04.19 and newer

Page Header

Header Toolbar

Toolbar IconsDescription
Delete

 Deletes the transaction, batch, or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. 

WARNING: Records cannot be recovered once they are deleted!

(lightbulb) If a Payment Receipt that has been fully or partially applied is deleted (prior to posting), all applications will be automatically removed. 

Help Opens the online WIKI help page for the current page. 
More Actions

 Displays a drop down menu of related actions. The list of options includes:

  • Journal Details - The Journal Details Window for this transaction will include:
    • The Cash Receipt Journal Entry (in both the Receipt Currency Amounts and Home Currency Amounts)
      • Debit to the Checkbooks Cash Account 
      • Credit to the Customer A/R Account 
    • All the associated application Journal Entries - even though they may have happened on different dates
    • All the associated Currency Gain/Loss Journal Entries - even though they may have happened on different dates

(lightbulb) Until the transaction Approved or Posted, this is a temporary journal entry so no Journal ID will be assigned. 

New Opens a new blank record for data entry.
Notes

 Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled. 

Print Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. 

When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed.

Save Saves the changes made to the record. 
Save & Close Saves your changes and closes the page.

Home Tab

FieldsDescription
Amount

A text box to enter the amount of the payment received. This defaults to 0.00, is required and must be >= 0.00 to Approve and/or Post. This field is only editable after a 'Customer' has been selected and while the transaction Status is "New". Editing this value and saving the transaction will re-calculate the 'Applied Amt.' and 'Unapplied Amt.' fields.

Database Field: ERPx_ARTransactionHeader.ExtendedAmount

Applied Amt.A non-editable text box to identify how much of the Receipt, in the Receipt currency, has been applied. This defaults to 0.00 but will re-calculate as the receipt is applied. Receipts can be posted without applying, but if they have been applied, this amount will be >0.00. This is a calculated field that is not editable on this page. This field is not linked to a Database Field.
Checkbook

A single-select lookup to identify which checkbook the receipt will be deposited into. The value defaults as follows:

  1. If the Checkbook that is assigned to the Customer is in either the Customer Currency or the Home Currency then default to the Customer Checkbook, else
  2. If the Checkbook that is assigned to the "Default Payment Receipt Checkbook" Sales Preference is in either the Customer Currency or the Home Currency then default from the Preference, else
  3. Set to blank and require a value before enabling the rest of the data fields

This field is enabled after a 'Customer' has been selected and while the transaction Status is "New". The lookup contains the list of all the 'Active' checkbooks assigned to the Customer or the Home Currency. 

Database Field: ERPx_ARTransactionHeader.CheckbookSK

Comment

A text box to enter a comment. This defaults to blank and is not required. This field is always editable even after the transaction is posted. This must be <= 60 characters.

Database Field: ERPx_ARTransactionHeader.Description

Customer

A single-select lookup to select the Customer you received the payment from. This defaults to blank but is required before anything other than the 'Receipt Date' can be edited. If not assigned, the message "Customer is required." will be displayed. Because this value determines the initial value assigned for the 'Checkbook'. if it is changed after it has been assigned, a message will appear as: "Changing the Customer will reset the Checkbook and/or Receipt Currency." This field is editable while the transaction Status is "New".

The lookup contains the list of all 'Active' customers, including the customer accounts that are on hold, displayed as Customer Name (Customer ID). 

Database Field: ERPx_ARTransactionHeader.CustomerSK

Open Credit Amt.

 A calculated field to display the total unapplied credit balance for the Customer. This is calculated by summarizing the unapplied amounts from all negative Quick Sales (including settled Accounts Receivable sales programs), negative Sales Orders, Returns and negative Price Adjustments that belong to the current customer. This shows as blank if the customer does not have any unapplied credit balance transactions. This field is only visible for unposted Payment Receipts, it is not visible after the Payment Receipt is posted. This is a calculated field that is not stored in the database.

Open Rebate Amt.

A calculated field to display the current accrued Rebate balance for the customer. This amount is calculated as the sum of the 'Program Balance' (as seen on the 'Pro