[AR] Entering AR Cash Receipts

Standard Operating Procedure for Entering Cash Receipts in Accounts Receivable

Objective

This SOP outlines the steps to enter a cash receipt in Accounts Receivable to accurately record customer payments and apply them to invoices.

Key Steps

Step 1: Log into Vista 0:10

• Access your login for Vista.

• Navigate to Accounts Receivable Programs.

• Select AR Cash Receipts.

1.  

   Step 2: Create a New Batch 0:19

   

   • Double-click to open the AR Cash Receipts program.

   • Click on Create New Batch.

   • If needed, you can use an existing batch by unchecking Show My Batches Only and selecting Include All Unposted Batches.

2.  

   Step 3: Set Batch Month and Sequence Number 0:41

   

   • Choose the Batch Month and hit OK.

   • Create a sequence number by either hitting In, typing New, or clicking the plus symbol.

3.  

   Step 4: Enter Customer Information 1:11

   

   • In the Customer field, hit F4 to select the customer.

   • Set the transaction date to the date the payment was deposited.

4.  

   Step 5: Input Payment Details 1:28

   

   • Enter the check number for reference.

   • Set the check date to the date on the check.

   • Confirm the check amount is defaulted.

5.  

   Step 6: Select Bank Account and Deposit Number 1:52

   

   • Ensure the CM account is defaulted by the AR customer CM account.

   • Hit F4 to select your bank account if necessary.

   • Enter a deposit number (e.g., check number or date).

6.  

   Step 7: Finalize Batch Entry 2:40

   

   • Do not initialize the two lines and hit OK.

7.  

   Step 8: Apply Payment to Invoices 2:52

   

   • Review the invoice details.

   • Fill in the total applied, tax applied, discount taken, retainage applied, and finance charges applied as necessary.

8.  

   Step 9: Save and Process Batch 3:19

   

   • Click save.

   • Go to File, then Process Batch, and select Validate.

9.  

   Step 10: Post the Batch 3:39

   

   • Review the distribution to JIL accounts and ACM entry distribution.

   • If satisfied, proceed to post the batch.

10.  

    Step 11: Close the Program 4:00

    

    • Confirm the update was successful.

    • Hit close to exit the program.

11. Cautionary Notes

    • Ensure all customer details are accurate before saving.

    • Double-check the transaction date and check number for correctness.

12. Tips for Efficiency

    • Use keyboard shortcuts (like F4) to speed up the selection process.

    • Keep a record of common deposit numbers for quick reference.

13. Link to Loom

    https://loom.com/share/3790237cea654b068b1880561de9cb12