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Cash receipt template free for non-profit organizations

good afternoon this is Joe Scarano from arrays thank you for joining us this afternoon for our basketball online training webinar Series today we'll be covering the cash receipts module that has been enhanced um in the accounting system so when you open up your cash receipts module you are presented with a screen that shows both the ability to do client payments and cash receipts so if you do not have the accounts receivable module you will not see this little button here to enter a client payment if you have the accounts receivable module and you're entering a payment for an open receivable you need to click on client payments notice when I click on client payments the bottom of the screen will change you'll see how it changes for to display the open client bill the original Bill date the due date the reference and the amount and then the balance due for the bill let's start with cash receipts so as you know all of your cash receipts are processed and entered to undeposited funds that you then make a deposit for so you enter your client name which is an other name if you enter any name here under client payments or a client I'm sorry under cash receipts you will see other names constituents vendors and even employees if you enter an employee name you will see the employee also you will not see clients whereas if you go to client payments and you enter a name here you will only see client names you will not see other names you will not see vendors constituents or employees so let's enter a simple client payment so you enter the name you put in the date of the transaction the reference this tells me that I've entered this reference for this transaction type that's a duplicate reference check you can turn that off if you like under your user preferences user preferences or X is accessible here you then enter the amount of the transaction if you have the cost allocations module you can select how you want to allocate that transaction so I can say Grant revenue and it pulls up my line item for Grant revenue and then from here I can enter the amounts that I want to distribute shows the total of the transaction equal five thousand dollars the other thing that we'll now allow you to do is change the order of the transaction so if I wanted to move this line up I can move it up a line I can move this up a line and I can move transactions the distribution up or down lines if you want this in numerical order when I do save and new it's going to post this transaction and then I enter my next cash receipt so if I enter another name of the name if you're changing the address you can open up and change the address you can also drill down to the other name transa the other name record so if I click on view entity it's going to open up that other name record so if you needed to make changes to the other name you can then drill down from the transaction screen to The Entity that you were entering your transaction for let's switch this to a client payment so I'm not going to save what I just did so now once again with the accounts receivable module if you're entering payments from a client you enter the client name okay it brings up the open bills for that client I enter the reference the amount and then I can apply the amount against the open bills once again the total amount must agree with the the distribution down here so when I'm entering a client payment if it's another client they enter the name bring up the open client bills for that particular client in both cash receipts and client payments you can attach a document so if you have a document that is a backup of your cash receipt you can attach it to the document so if I enter the name here put in reference the amount and when I save this see that this image can be open so you can view the image attached to your transaction let's say that you are doing a client payment and you enter the client's name this client doesn't have any open bills so what I'm going to do is enter a prepayment once again you put in the reference you put in the amount and then you click prepayment but let's say it was prepaid tuition and I click ok and that actually posts the transaction the okay there treats it as a save and new so I just entered a prepayment for a client and let's Now quickly add a bill for that client paying for tuition let's say it was let's say it's the winter 2022 . and we're going to save that so a few months down the line that client is going to make the balance of his payment let's say it was the end of December so as you can see he's made a prepayment and we billed him a thousand dollars so his net amount due is five hundred dollars so we're going to enter the reference put in the amount now because this was a prepayment this reflects a credit balance in his AR account so we have to enter a minus 500 here and then pay the entire bill so his net amount I'm sorry his net amount five hundred dollars we offset the prepayment with the bill and the 500 payment so now his net payment is five hundred dollars so let's say we had a client who issued a credit memo for and we're not going to be billing that client anymore so now we have to issue a refund this is a new feature that we've introduced with the uh client payments is you can now issue a refund check to a client so I'm going to enter the client as you can see there's a balance due to the client we have a credit of five of a thousand dollars and an open bill for 500 so we actually owe this client Alexis Lawrence five hundred dollars we're going to check refund when I check refund if you notice it changes the reference to be printed we're going to end up issuing her a 500 check we're going to offset this 500 here and a negative thousand here so we have net amount oh we have to do the opposite I'm sorry minus 500 here it's a little confusing in a thousand dollars here so we want to make sure that the amount of a refund will create a zero balance in any credit that she had issued or prepayments or credit memos or reversed AR bills so now we have a check that we're going to issue her for five hundred dollars we then go to print checks there's a check we're going to cut to her I'm going to generate the checks we're going to print the check and then post the check so now if I go to my cash account register and take a look at my BB T cash account you'll see that transaction it's still treated as a client receipt but as you can see it's a credit it's a credit because it's actually a check if I go to my reports menu and do my cash disbursements for this month see the check that we cut to Alexis for five hundred dollars if we then go back to our transactions and look at our bank reconciliation we can see the check that we cut to Alexis for five hundred dollars so the initial transaction entry for refunds is a little confusing because it's not technically a cash disbursement it's a negative cash receipt to offset a client bill so we treat it the same way as we treat all other CR transactions but it's a negative CR transactions but in effect it's actually a check so we were able to refund the client for the amount that we owed her for the credit memo that we issued her so in review quickly cash receipts are different from client payments when you enter a cash receipt you'll only see other names constituents vendors and possibly even employees whereas if I go to client payments I will only see client names here you can issue a prepayment or record a prepayment for a client and you can also issue a refund check so that's the uh additions that we've made to the cash receipts module I appreciate everyone's time today thank you and hope you're all doing well and staying safe I'm Jose Scarano from arrays and we'll talk to you all soon bye-bye