Below is a listing of all fields in the Receive Money task window.
Use these buttons to navigate through the list of existing records or transactions. Select the Back (left arrow) button to see the previous record or transaction in the list; select the Next (right arrow) button to see the next record or transaction in the list.
Enter the number from the customer's check or method of payment here. You can enter up to 12 alphanumeric characters.
Note: If you are entering cash receipts, avoid using the reference "CASH" each time. It is generally a good idea to always use a unique reference number for each receipt transaction. This way you can easily identify and manage the receipt in reports and account reconciliation.
In this field, Sage 50 suggests an ID for the deposit ticket you want present to your bank. This code is also used for bank statement reconciliation. If you want to enter your own alphanumeric ticket number, you can do that as well (8 characters maximum). Sage 50 assigns deposit ticket IDs based on options set up on the Payment Methods tab of the Customer Defaults window.
Tip: If you choose to enter deposit ticket IDs in Receive Money window when entering a receipt, use different deposit ticket IDs for each separate bank deposit made. For example, enter 03/15/12 as the deposit ticket ID for all receipts recorded and deposited on March 15, 2012. This will make Sage 50's account reconciliation easier to manage because all receipts listed that day appear as one, combined deposit transaction.
Enter the receipt number that corresponds to the receipt number on the preprinted receipt form. Once the first receipt is printed, Sage 50 will increase this number by 1. Then each time you print a receipt from the same account (such as Cash Account), Sage 50 will increase the number of the last printed receipt by 1.
If you want to change the number for any reason—for example, to correct a printing error that threw the number sequence off or to account for a series of handwritten receipts that fall after the last receipt printed—simply change the number in the Receipt Number box. Sage 50 will increase this number by 1 as each subsequent receipt is printed.
Enter the Customer ID of the customer from whom you received payment. If you leave this box empty, you can only enter a direct sale (apply to revenues).
To display a list of existing customers, type ? in this field, or select the Lookup button. To add a new customer, type + or double-click the field, which displays the Maintain Customers/Prospects window.
If you enter an ID, Sage 50 displays the customer name in the Name field. If you left this field blank, you can enter a customer name. This is the signal to Sage 50 that you received payment from a non-customer and that the information entered here will only affect the general ledger and not affect any customer records.
You will select vendor ID from the drop-down list if you have received payment from a vendor, such as a refund check. You must first enter a credit memo (refund). Then, you receive the check from the vendor and apply the receipt to the credit memo.
If you do not have password privileges to accounts payable areas, you will not have access to this field, and the list will be disabled.
Sage 50 displays the current accounting system date or the first day of the accounting period (if you are not in the current period). Enter the date of the transaction; this date is used for aging.
This displays the name and address of the customer based on the customer ID selected. You cannot enter any information here; customer name/address information can be entered only in the Maintain Customers/Prospects window.
However, if you left the Customer ID field blank in Receive Money, you can enter a non-recorded customer name and address. This indicates that the receipt is for a direct sale and will be applied to revenues rather than invoices.
If you enter an amount in this field, Sage 50 will apply the receipt to invoices or revenues for you depending on the tab that has focus. You can change the way the amount is applied, if necessary.
If you don't enter an amount in this field, it will be calculated for you using the amounts you apply to invoices or revenues.
The Receipt Amount must equal the total amount of the Apply to Invoices and Apply to Revenues tabs to save the receipt.
From the list, select the method of payment this customer is using. The payment methods are entered on the Pay Methods tab of the Customer Defaults window. A few examples are: Cash, Check, AutoDeposit, AMEX, Discover, MasterCard, and VISA.
Enter or select the general ledger account ID to which you want to apply the deposit. This would generally be a cash account.
If you have the Hide General Ledger Accounts global option activated, the Cash Account lookup list displays only names of cash accounts currently set up in the chart of accounts. Select the cash account name to apply to this deposit.
Note: If you want to apply an alternate G/L account (an account that uses an account type other than Cash) for this transaction, you must click Journal.
If you are using real-time posting, this displays the amount in the selected G/L account based on the transaction date.
If you are using batch posting
If the word
Uncalculated appears in this field, select 
to update
the cash balance displayed. This button is not available if you selected
the Recalculate
Cash Balance Automatically in Receipts and Payments option in Maintain
Global Options.
If your customer is paying by credit card in either the Receive Money window or the Receive Money at time of sale dialog from the Sales Invoicing window, click this button to record the credit card information and authorization code without processing the credit card through Sage 50.
This button will be disabled if a credit card has been approved for this transaction through Sage 50 using Paya Exchange (Process button).
If your customer is paying by ACH or credit card and you want to process the payment through Sage 50, select this button in either the Receive Money task window or the Receive Money at time of sale dialog from the Sales/Invoicing window. You'll be able to enter the ACH or credit card information (or use a card reader) within Paya Exchange.
The Process button is disabled if an authorization code was manually entered for a credit card for this transaction (Record button).
Note: If the payment was authorized using Paya Exchange, "(Sale - Approved)" appears on the Transaction Information window.
Select this if a customer has sent a payment for an invoice that has not been entered into the system yet. This choice is not available for non-customers.
Invoices currently unpaid (having an open balance) are listed here. Sage 50 displays this only if you are applying the receipt to invoices.
The due date for the invoice appears here based on the invoice payment terms. Sage 50 displays this only if you are applying the receipt to invoices.
This identifies the current unpaid balance for the invoice. Sage 50 displays this only if you are applying the receipt to invoices.
You can enter several lines to describe this transaction. This appears on reports. Sage 50 displays this only if you are applying the receipt to invoices.
The discount is computed based on the terms for the customer, set up in the Customers/Prospects selection of the Maintain menu. You can change the discount amount if some special terms apply. Sage 50 displays this only if you are applying the receipt to invoices.
If you are applying the amount to invoices:
- Type in the amount you want to pay on this invoice.
- If you want to pay in full, check the Pay box.
- If the receipt covers multiple invoices, continue to highlight the applicable transactions and check the Pay box (at the far right of each invoice line), until the Check Amount box equals the total of the receipt.
- If the receipt covers all of the invoices, you can click Pay All instead of selecting to pay each invoice.
If you are applying the amount to revenues, the amount is calculated by multiplying the Quantity by the Unit Price. You can edit this field if necessary as follows:
- Enter the total amount for this distribution line.
- When you have entered all the line items for the receipt, press the Post or Save buttons to save the transaction.
Check this box to pay the invoice in full. To pay partially, enter the amount in Amount Paid; the Pay check box is then automatically selected.
You can use this to select the general ledger account to which you want to apply the discount. This is a required field.
Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the Discount Account field in this window. The Sales Discount account set up in Customers Defaults will be used. To modify the discount account used for this transaction, you must click Journal.
Enter the amount sold. This appears only if you are applying to revenues.
You can apply receipts to inventory items. In this case, you are crediting the sales account entered when you set up the inventory item. The inventory levels will be updated. It appears only if you are applying to revenues.
To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.
This is a description of inventory items and only appears if you are applying to revenues or applying to a vendor account.
If you entered a sales description for an inventory item, that information appears here. If the sales description field for an inventory item was left blank, Sage 50 displays the description for the inventory item. If both are blank or no item was selected, this field is defaulted with the description of the account number you enter in the next entry box.
Enter the general ledger income account number to use when recording this sale. If you enter an item number, this defaults from the sales account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the customer's default G/L sales account.
To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.
Note: If you have the Hide General Ledger Accounts button.global option activated, Sage 50 will not display G/L account fields in this window. To modify G/L accounts used for this transaction, you must select the Journal
Enter a unit price for this distribution line, if desired. Sage 50 automatically computes the amount from the quantity and the unit price. It appears only if you are applying to revenues.
This is the item tax type default established for the item set up in Maintain Inventory Items. However, it can be overwritten if you choose another existing code from the drop-down list. Tax type definitions are set up in Inventory Item Defaults.
Sage 50 calculates the amount by multiplying the Quantity by the Unit Price, if available. You can also enter an amount in this field.
If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies.
Optionally, enter the name of the representative who made the sale to the customer. You can also type + to enter a new sales representative in the Maintain Employees/Sales Reps window.
This is the total sales tax that is calculated for the invoice using the sales tax ID you selected. You can edit this field, if necessary.
Apply to Vendor Account Tab
Enter the amount sold. This appears only if you are applying to revenues.
You can apply receipts to inventory items. In this case, you are crediting the sales account entered when you set up the inventory item. The inventory levels will be updated. It appears only if you are applying to revenues.
To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.
This is a description of inventory items and only appears if you are applying to revenues or applying to a vendor account.
If you entered a sales description for an inventory item, that information appears here. If the sales description field for an inventory item was left blank, Sage 50 displays the description for the inventory item. If both are blank or no item was selected, this field is defaulted with the description of the account number you enter in the next entry box.
Enter the general ledger income account number to use when recording this sale. If you enter an item number, this defaults from the sales account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the customer's default G/L sales account.
To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.
Note: If you have the Hide General Ledger Accounts button.global option activated, Sage 50 will not display G/L account fields in this window. To modify G/L accounts used for this transaction, you must select the Journal
Enter a unit price for this distribution line, if desired. Sage 50 automatically computes the amount from the quantity and the unit price. It appears only if you are applying to revenues.
This is the item tax type default established for the item set up in Maintain Inventory Items. However, it can be overwritten if you choose another existing code from the drop-down list. Tax type definitions are set up in Inventory Item Defaults.
Sage 50 calculates the amount by multiplying the Quantity by the Unit Price, if available. You can also enter an amount in this field.