Enter Cash Receipts

The Enter Cash Receipts command is used to record the receipt of payment from a retail agent, insured or third-party source, hereafter referred to as the client.

To create a new batch, click the Payments/Adjustments menu, and then click Enter Cash Receipts.

To enter a new cash receipts batch, click the New button.

You can use the boxes and buttons described in the table below to manage the batch in the Receive Payment window.

Box/Button	Description
Date	Populates with the current date and can be modified
Period	Populates with the current accounting period and can be modified
Total	The total of all payments added to this batch
Cash Account	Bank account being affected by this cash receipt batch
Division/Entity	Entity being affected by this batch
Description	System-generated description of this batch and can be modified
Messages	System-generated messages indicating whether the batch is in balance or not
Close	Closes this payment batch
Add Payment	Adds a new payment to the batch by opening the Payment Application tab for editing
Delete Payment	Deletes the selected payment from this batch
Print Journal	Prints the cash receipts journal which must be completed before the batch can be posted
Post Batch	Posts the batch
Kill Batch	Cancels the batch

Click the Add Payment button to save the previous entry and clear the screen to create another cash entry.

The Payment Application tab holds the detail of each payment recorded in this batch, including amount, check number, and applied invoices.
Use the buttons and boxes described in the table below to enter payment information.

Box/Button	Description
Client ID	The ID number of the retail agent or insured account. Enter the ID if known, or click or for assistance in making the selection.
Invoice Search	Used to search the system by invoice number. Enter the invoice number and press Enter to display the invoice detail on the Applied Invoice tab and populate client ID and name. This can only be used with system generated invoices not converted.
From	Becomes available only when the Third Party Pay option is selected. Click or to make your selection.
Third Party Pay	Select to indicate whether the payment being recorded has been received from a party other than the agent or insured.
Description	A brief description of this payment. The description is displayed in the journal and in lookup screens. Used with unapplied payments
Amount	Total amount of the payment.
Reference	Used to record the check number or other information used as a reference to this check.
Unlabeled list	The check date received by your agency
Method	Method of payment, e.g. Agent Check, Money Order
Applied Invoices tab	Displays all invoices selected to be paid with this payment, and is used to enter amounts applied to each selected invoice
Comment	Displays comments added to a selected invoice in the Applied Invoices tab; also appears on the journal.
Totals	Displays the check total from the Amount field in the upper portion of the screen. Unapplied – displays any unapplied amount from the payment Applied – displays the total of applied amounts from the payment Over-Applied – displays any over applied amount from the payment
Close	Closes this payment batch
Add Payment	Saves the current payment and provides a blank record to add additional payments.
Pick List	While the cursor is placed in the box next to the Client ID field, this button is used to view a list of retail agents, insureds, and other client types.
Delete Payment	Deletes the currently displayed payment and provides a blank record to allow the addition of additional payments.
Select Invoice Button	Displays the Select Invoices dialog box which is used to select invoices to be paid.
Delete Invoice	Deletes the invoice selected in the Applied Invoices grid.
Create Voucher	Opens the Instant Voucher dialog box, used to apply a payment to a new submission that does not currently have an invoice associated with it. Used for Cash With App payments only.
Save	Saves changes made to the voucher batch
Cancel	Cancels changes made to the voucher batch
Options Button	Provides three additional options: Premium Finance – updates premium finance information in AIM Recall Statement – allows the user to manually pull up a saved statement after by-passing the automatic message Invoice Search – user may search for a specific invoice (same workflow that exists in the Lookup menu)
Policy Detail tab	Used to view the policy number, effective date, quote ID, insured and commission rates for the invoice selected on the Applied Invoices tab.
Invoice Payments/Adjustments tab	Used to view any payments or adjustments made to the invoice selected on the Applied Invoices tab.
Policy Account History tab	Used to view of any transaction that applies to the invoice selected on the Applied Invoices tab.
Notes tab	Add or view any notes to this invoice.

In the upper half of the Payment Application dialog box, enter the information regarding the payment being processed.
When complete, click the Select Invoice button.
In the Select Invoices dialog box, select the invoices to be paid using the features described in the table below.

Feature	Description
Yellow highlight bar	Used to determine which invoice the cursor is on when scrolling through the grid. When the invoice has been selected, the highlight bar will turn blue.
Available Invoices tab	Holds invoices available for selection and addition to this payment batch.
Search Field	Used to search for a particular invoice. Choose search parameters of: Invoice Number Policy number Named Insured Quote ID Date
Change ID	Used to change the ID to that of another retail agent or insured. An example of use is to select invoices from multiple retail agent accounts in the application of a payment received from a premium finance company.
Pay In Full	If not selected, causes the amount field on the Applied Invoices tab to display zero, alerting the user to enter the amount to be applied to the invoice. If selected, causes the amount field on the Applied Invoices tab to display the open balance of the invoice. This feature, if selected, applies to all selected invoices.
Include Financed Items	When selected, causes the display of invoices for policies that have been flagged as being premium financed.
Apply	Causes the selected invoices to be pulled into the Applied Invoices tab for payment.
Select	Use to individually select invoices for payment.
Unselect	Use to remove from selection the selected invoice.
Select All	Use to select all invoices available.
Unselect All	Use to remove from selection all selected invoices.
Show Paid	If Yes, displays all paid and unpaid invoices in this grid for selection. If No, only unpaid invoices will display for selection.
Show Pending	If Yes, displays all invoices for selection, including those that may have already been selected in another batch. If No, only those invoices that are unpaid (or not selected in another batch) are displayed for selection.
Selected Invoices group box	Boxes display the selected entity for this batch, as well as the payment total, total of invoices selected and revised total (difference between the payment total and total of invoices selected).
Close	Closes the Select Invoices dialog box and returns the user to the Payment Application tab.
Invoice Detail tab	Holds information pertaining to the history of this invoice and policy in both the AIM and Visual Accounting systems.
Invoice Payments/Adjustments	Displays any other payments made against the invoice.
Policy Acct History	Displays all invoicing activity for the policy.
Acct Payments/Adj.	Displays any other payments or adjustments made to the policy.
AIM Activity	Displays AIM’s activity log for the policy.
Notes	Used to view and add notes that apply to the policy.

Select the Invoices to apply payment to, using the features described above.

To select a group of invoices: select the first invoice, and then press and hold the Shift key down and select the last invoice. Doing so selects a block of invoices.

To select invoices individually: Press and hold down the Ctrl key while clicking each one, or use the arrow keys to scroll between invoices and the space bar to select them.

When all required invoices have been selected, click the Apply button to return to Payment Application to continue processing the batch.

Review the invoices selected on the Applied Invoices tab, making changes to the Amount and Comments boxes as required.
Any amount on the check being processed that is not applied to an invoice will display on the lower part of this screen as an unapplied amount.
If it is necessary to add an invoice, click Select Invoice again.
To remove an invoice from this payment, highlight the required invoice and click Delete Invoice.