Cash Receipt



Cash Receipts are used to complete the following activities:

Gravity supports 2 methods for entering cash receipts:

Select undeposited funds when you are using credit cards or don't know how the individual cash receipts are assembled into a bank deposit.

Select deposit ticket when the primary source of cash receipts are received as cash or checks and assembled into a bank deposit.

A selection for each entity is made in the entity configuration. See Entity Configurations

Access cash receipts functions from the financials, revenue options.

Enter a Check or Credit Card

Apply Unapplied Payments and Credits

Select a Customer. Use the in-line search capability or the drop-down search box.

Selecting a Customer retrieves the customer’s defaults.

The customer name displays confirming the customer selection.

Use this option to use an invoice number to find the associated customer ID.

By default the cash receipt only displays invoices for the active entity.

Set this flag to Yes, and Gravity allows one cash receipt to be posted to invoices from multiple entities. Multi-entity settings must be in place to use this feature. Gravity will relieve the Accounts Receivable in each entity and post the Due To/From entries as the Entity receiving the payment will owe funds to the other Entities.

The date will default to the current date

The Apply Date defines the GL fiscal period the transaction will apply to. The date will default to the current date.

The currency will default to the currency of the customer.

The Exchange rate will be selected from the Exchange Rate table based on the Apply Date. The Exchange rate can be changed.

When selecting the Deposit Ticket method, the Entry Date and Apply Date are moved to the Deposit Ticket. A Bank Account must be selected.

Select the type of transaction from the drop down list displayed.

For payment types check, cash, or wire, enter reference information. For payment type of credit card, the credit card transaction number is returned to this field.

For payment types check, cash, wire, or credit card, enter a document reference such as a check number.

For payment type apply credit/payment use the credit field's lookup feature to select the customer’s unapplied credit to be applied in this transaction.

The Credit and Unapplied Cash Receipts fields are only displayed when payment type Apply Credit/Payment is selected.

For payment types check, cash, wire, or credit card, enter the amount of the cash receipt transaction.

Entry date is the date the journal entry was created and defaults to the current date. 

Use for payment type credit card only. Select an existing credit card or create a new credit card entry.

Credit card entries must be Authorized immediately for validation and application through the credit card gateway.  Once they are Authorized they will be posted.

See Credit Card Processing

Shows the total amount of the cash receipt applied to invoices in the grid.

This is a system maintained field. It is calculated when the batch is saved.

Displays the amount of the cash receipt not applied to invoices. This is a system maintained field. It is calculated when the batch is saved.

The invoice selection grid is not displayed until a customer is selected.

Select the Invoice to which the payment is applied. Remove and/or change the selection by un-checking the selection box. To remove all selections double click on the header selection box.

Reference fields to help in identifying invoices in the grid.

Remaining amount represents the remaining open amount of the invoice. You cannot apply more that the remaining amount.

Selecting an Invoice allows editing of the discount amount if one was taken by the customer. Gravity does not automatically take the discount amount even if the terms are met.

Manually enter or edit a write-off amount.

Payment amount is the amount from the cash receipt applied to the invoice. It defaults to the remaining amount.

Manually enter or edit the payment amount to apply less than the invoice's remaining amount.