Batch Post Cash

Batch Post Cash can be used to post cash receipts as a batch versus individually through Post Cash Receipts. This document will take you through the illustrated steps to Batch Post Cash by Load Lockbox, Load Batch or New Batch as well as where to Recall Previous Batch and Reprint Batch. See Related Topics.

 

Notes:

1. Batch Post Cash and Batch Apply Postings security access can be applied separately. See more here.

2. Customer Type Cash Application should be established and/or reviewed prior to Batch Post Cash to indicate how overpayments will be handled. See more here.

3. Cash Tolerance can be established to define how remaining invoice balances will be handled. See more here.

 

Navigate To: Accounting>Cash Receipts>Batch Post Cash

 

Load Lockbox

1. Select Posting Date.
2. Select the Payment Type used for your company lockbox or imported bank payments.
3. Click Load Lockbox.
4. Click the ... button to browse and select the lockbox file from the Import File Location.
5. Click the ... button to browse and select the lockbox file format from the Import File Format location.
6. Click Load.

• If an error is found during import, the Import Error Log will display on the screen and indicate the error description and corresponding line item.
  
• A duplicate invoice number may exist in the lockbox file. TRUX will import the duplicate, notify you with a message and highlight the duplicate in yellow in the grid
• Once the lockbox is imported, the invoice grid will be populated with the payments. Below are some items to review before posting the lockbox payments.

• Review imported lockbox payment in the invoice grid.
• Review Batch Posting Total.
• Click the Details tool tip to view Invoice Details

.

• Print Batch (optional).

• Cash Tolerance Adjustment (if using) will adjust an invoice underpayment within the tolerance setting. See more here .
• Customer Type will apply overpayments based on the Cash Application setting by Customer Type. See more here.

7. If you are ready to post the lockbox batch, click Apply Postings. Payments will now apply to customer accounts.
8. Print & Clear. Reconcile the total payments to the Cash Log Listing . Cash Log Listing will include:

Cash Receipts: Payments listed individually, summarized by Payment Type.

Overpayments: Invoice payments greater than the invoice balance.

Underpayments: Invoice payments less than the invoice balance.

Omitted Payments: The account has invoice balance for invoice numbers lower than the invoice number being paid. See Example:

9. Clear the log. It is recommended to clear the log after each batch is posted.

Note: Cash Log Listing is used to reconcile total payments posted to total payments received. The Cash Log Listing is not intended for use as a Bank Deposit Slip.

10. If you are not ready to post the lockbox batch, click Save changes and Close.

 

Recall Your Previous Batch

Users can recall their own saved unposted Batch #'s by clicking on the Batch # drop down. Only Batch #'s associated with the current user are displayed. To load a batch from another user, click Load Batch.

 

 

Load Batch

Load an unposted batch from another user.

1. Click Load Batch.
2. Select user name+batch# from Open Batch by User drop down.
3. Click Load.
4. Batch #, Posting Date & Payment Type will change to the loaded Batch.
5. Invoice grid will populate with payments from the loaded Batch.

6. Follow the steps to Review and Apply Postings.

 

Enter a New Batch

1. Click New Batch.
2. Select Posting Date.
3. Select Payment Type.
4. Populate the invoice grid:

• Load Lockbox
• Manually enter invoice, customer, reference, amount, etc...
• Click Search to select Customer/Site

5. Follow the steps to Review and Apply Postings.

 

Reprint Batch

Navigate To: Report>Report Center>Accounting>Reprint Batch Cash

1. Enter Batch Number to Reprint.
2. Preview, Print, Export or Email.

 

Related Topics

Reverse Batch Post Cash

Cash Tolerance

Post Cash Receipts

Payment Reporting