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To Correct a Check That is in Error
Alternative Method to Editing Cash
This option compares and checks the cash entered in option 1 from the Accounts Receivable (A/R) screen— Enter Cash—and must be run before posting. It prints a Cash Edit Report. The report lists all of your entries, compares the total to the Batch Total you entered, and compares the total applied for each check against the check amount. If check totals are not equal or other errors are found, the system prints a message on the edit saying that the batch is out of balance (in error) and does not allow posting until it is corrected. A/R codes are examined and all fields are checked for errors. If accounts are currently in use, a warning message prints on the report.
Note: The edit report sorts by check number, because one check can pay multiple accounts. You don’t have to break the check down into individual amounts for the accounts being paid.
1. From the AR menu, type 2 - Edit Cash and press Enter. The system automatically runs the edit. If the edit is successful the initial cash edit screen appears.
2. To post cash and generate a cash edit report enter Y. You see the following sorting options.
Sort by batch or check number
Sort by batch/account/check number
Sort by batch number/account name check number.
Note: The System-Wide Setting - Options for AR Cash Application Edits allows you to choose a preferred sort for your A/R cash edits. The system default for sorting is by customer’s check number, but you can select other sorts, such as by batch number, customer name, or customer account number.
3. The AR Cash Receipts report is automatically created when option 2 - Edit Cash is run. This report lists all your entries, compares the total to the Batch Total you entered, and compares the total applied for each check against the check amount. If check totals are not equal or other errors are found, the computer prints on the edit that the batch is out of balance or in error and does not allow posting until it is corrected. AR codes are examined and all fields are checked for errors. An example report is shown on the next page with the new Aging parameters.A sample report is shown below.
4. If the process runs correctly, you will see the message, “This Run Approved For Posting” in the bottom right of the report.
Warning - This batch is out of balance but approved for posting
Error - This batch is out of Balance
To Correct a Check That is in Error
“Warning - This batch is out of balance but approved for posting”
When you get this message, review your edit to make sure that:
All of the information you entered is correct
No checks were left out of the batch
Only the batch total was entered incorrectly
If all the above conditions are true, you are ready to post cash.
If you found an error or omitted checks, go back to Enter Cash to make any corrections or additions, then rerun the edit before you go to Post Cash.
“Error - This batch is out of Balance”
When you get this message:
Check the edit to find where the errors were made.
Go back into Enter Cash and correct the errors.
Rerun the edit until you get a message stating, “This batch approved for posting.”
To Correct a Check That is in Error
1. Enter option 1 – Enter Cash, and then select option A to enter cash on the ledger screen.
2. Enter the data on the first screen exactly as you did when you first entered it (check number, check amount, date, batch number, and batch total). Refer to the edit report to show you exactly what was entered. Press Enter.
3. Use the Field Exit key to clear all entries for the check on the second screen (ledger) screen (The screen where you enter PP, PF.) Press Enter.
4. If the account has more than one page on its ledger, clear all entries for the check on all pages. This reverses the entries for that check and allows you to reenter them correctly.
5. Go back to the first screen and enter the correct information, such as check# and check amount. Press Enter.
6. Reapply cash on the ledger screen. Press Enter.
7. Repeat these steps for all checks that are in error.
If only your batch total was in error, and the edits state “Warning. This Batch is out of balance but approved for posting,” you can proceed with option 3 – Post Cash. You don’t need to make corrections. However, make sure that it was only your batch total entry that was incorrect, and that you have not left out any checks or included too many.
1. Enter the data for the first account number shown on the edit. Do not enter the first check applied.
2. Enter the correct batch total.
3. Press Enter to accept the new batch total.
4. Press Enter again through the invoices.
5. Run and then post the edit.
Alternative Method to Editing Cash
If you think it would be easier to start over than try to correct the cash entries, you can do the following:
1. Enter FIXAR on the command line of the A/R menu, and press Enter.
2. Select the option to delete cash. This deletes transactions that were entered at your terminal but not yet posted.
3. Repeat the cash entries.
Note: You must be authorized to enter commands at your terminal to access this program.