Cash Receipts Journal

Purpose of this document

Cash receipts from agency payments, financial donations, etc. may be recorded using the Cash Receipts Journal. A Cash Receipt Journal is a type of General Journal, so you can use it to post transactions to G/L Accounts, Bank Accounts, Agencies, Vendors, and Fixed Assets accounts. You can apply the payment to one or more entries when you post the payment, or you can apply the payment to posted entries later. The most common use of the Cash Receipt Journal is to record payments from Agencies. The Bank Deposit Procedure may be followed as an alternative to Cash Receipts.

This document describes how to post transactions to G/L Accounts, Bank Accounts, Agencies, Vendors, and Fixed Assets accounts using the Cash Receipts Journal.

Ceres Object release 6.00.00 is required for the functionality described in this document.

TABLE OF CONTENTS

• Creating Cash Receipts Journal Entries
• Reviewing the Cash Receipts Journal
• Posting the Cash Receipts Journal

Creating Cash Receipts Journal Entries

1. The Cash Receipts Journal can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Cash Receipts Journals” in “Tell me what you want to do” then selecting “Cash Receipts Journals” from the results in the Go to Pages and Tasks section OR by selecting the “Cash Receipts Journals” menu action (if present) from your Role Center home page.

2. If using Batches, select your batch from the Batch Name field at the top of the Cash Receipts Journal page and click OK.

3. Update the Lines as follows:

Posting Date: Enter the posting date of the entries.

Document Date: Enter the date the payment was received if it is different than the posting date.

Document No.: Enter a Document Number. If system assigned, the Document No. is automatically filled in by the number series assigned to the Batch.

External Document No.: Enter the check number of the payment you are entering.

Account Type: Select Agency if the payment is from an Agency. You can select other Account types for different types of transactions.

Account No.: Select the Account from the List. If the Account Type is Agency, then a list of agencies will be displayed.

Account Name: Displays the Account Name of the entry in the Journal. The Agency Name will display when the Account Type is Agency and the G/L Account Name when the Account Type is G/L Account.

Food Drive No: Select the appropriate value if you want to track financial $ received from a food drive in Ceres.

Description: Enter text to describe the entry.

Amount: If you do not want to post the application at the same time you post the journal, enter the amount of the payment. Debit amounts are entered as a positive and credit amounts as a negative in the Amount field. Alternatively, a positive amount is entered in the Debit Amount and Credit Amount fields. 

If you want to post the application at the same time you post the journal, do one of the following:

1. To record a full invoice payment, in the Applies-to Doc. No. field, click the Assist Button. Select the line to which the payment will be applied, then click Process, Set Applies-to ID. Once you have set the applies-to ID on the relevant lines click OK.
2. To record a partial invoice payment, in the Amount field of the Cash Receipt Journal, enter the amount you wish to apply as a negative number. In the Applies-to Doc. No. field, click the Assist Button, select the line to which the payment is applied, then click Process, Set Applies-to ID. Once you have set applies-to ID on the relevant lines click OK.
3. If you are recording full payment for multiple invoices, click Actions, Functions, Apply Entries. Select the line to which the payment is to be applied, then click Process, Set Applies-to ID. Once you have set the applies-to ID on the relevant lines click OK.
4. If you are recording a partial payment for multiple invoices, click Actions, Functions, Apply Entries. On each line to which the payment is to be applied, then click Home. Process, Set Applies-to ID. Edit the Amount to Apply field, enter the partial amount as a positive number, and then click OK.

Bal. Account Type: You can use this field to offset the payment and balance the entry. If the amount is being deposited into a Bank Account, select Bank Account from the list. Please note that if you self-balance each line, a separate entry for each line will be posted to the G/L Cash Account and the Bank Account. Alternatively, you may want to balance the entire Journal and enter a single line for the total amount that is being deposited.

Bal. Account No.: Select the Account from the List. If you select Bank Account as the Bal. Account Type, then a list of Bank Accounts will be displayed.

Reviewing the Cash Receipts Journal

1. After all the Journal Lines have been entered confirm the Total Balance field at the bottom of the Page is $0. The debit and credit amounts must be in balance by Posting Date, and/or Document No. or Fund before the Journal will post.

2. Run the Test Report for a final review of the data. The Test Report can be accessed from Actions à Posting à  Test Report on the menu. Select Preview to preview the report or Print to print the report.

Posting the Cash Receipts Journal

1. The Cash Receipts Journal must be posted before the Agency Ledger Entries and the General Ledger is updated.

2. Post or Post and Print the Journal. Click on Post/Print from the menu and then select Post or Post and Print. Select Yes to confirm that you want to post the journal lines.