Managing Cash Sales

The following procedures describe how to handle cash payments in Sales Order Entry.

Option A describes how to enter cash payments in Sales Order Entry, which is usually done for partial payments made on orders or for order deposits.

Option B describes how to enter cash payments in Invoice Entry, which is usually done for inventory that is sold over the counter and paid in full.

Upon completing cash payment using either method, cash receipts must be processed in Accounts Receivable to complete the process.

Option A - Managing Cash Sales in Order Entry

  1. On the Site Map screen, click Order Processing > Data Entry > Sales Order Entry.

  2. Complete the Sales Order Entry screen and press Enter.

  3. Complete the Properties window and press Enter.

    Note: If the Properties window doesn't automatically display, click the Properties button.
  4. Complete the Order Details window for each inventory item ordered and click OK.
    Note: If the Order Details window doesn't automatically display, click the Details button.
  5. On the Order Entry screen, click the Cash Payment button. The Payment / Deposit Entry window displays.
    Note: If the Always link to payment entry checkbox is selected on the Order Processing Installation > Properties tab, the Payment / Deposit Entry window will automatically display after completion of the Order Details window.
  6. Complete the Payment / Deposit Entry window for the cash payment made on the order. Click OK.
    Note: Entry in the Reference field is required. The reference number entered in this field will be the transaction reference number used during cash receipts update in Accounts Receivable.

  7. On the Order Entry screen, click the Apply Pay button.

  8. Complete the Apply Cash Payments screen and click Preview or Print.

  9. Review the report for accuracy.

  10. On the Apply Cash Payments – Update screen, select the Proceed with update checkbox to update the cash payments to Accounts Receivable.

  11. Process cash receipts as usual in Accounts Receivable Cash Receipts/Adjustment Entry. For more information on this process, please refer to the Accounts Receivable online Help.

Option B - Managing Cash Sales in Invoice Entry

Tip: When processing over-the-counter inventory sales, it may be helpful to first set up a customer code called "CASH SALES" for all such transactions. In addition, if there are sales tax discrepancies or commission-based sales, multiple "CASH SALES" accounts can be set up to track these types of cash payments. Customer codes can be set up using the Accounts Receivable Customers screen.

  1. On the Site Map screen, click Order Processing > Data Entry > Order Processing Invoices.

  2. Complete the Order Processing Invoice Entry screen and press Enter.

  3. Complete the Properties window and press Enter.
    Note: If the Properties window doesn't automatically display, click the Properties button.
  4. Complete the Invoice Details window for each inventory item ordered and click OK.
    Note: If the Invoice Details window doesn't automatically display, click the Details button.

  5. On the Invoice Entry screen, click the Cash Payment button. The Payment / Deposit Entry window displays.

    Note: If the Always link to payment entry checkbox is selected on the Order Processing Installation - > Properties tab, the Payment / Deposit Entry window will automatically display after completion of the Order Details window.

  6. Complete the Payment / Deposit Entry window for the cash payment made on the invoice. Click OK.

    Note: Entry in the Reference field is required. The reference number entered in this field will be the transaction reference number used during cash receipts update in Accounts Receivable.

  7. On the Invoice Entry screen, click the Print Invoice button.

  8. In the Print Report window, click Preview or Print. Review the invoice for accuracy.

  9. On the Invoice Entry screen, click the Update button.

  10. Complete the field in the Selections section and click Preview or Print. Review the report for accuracy.

  11. On the Invoice Register Update screen, select the Continue checkbox and click OK.

  12. Process cash receipts as usual in Accounts Receivable Cash Receipts/Adjustment Entry. For more information on this process, please refer to the Accounts Receivable online Help.