Tips & Troubleshooting

Receive Money tips

Depositing money received

When you enter Receive Money or Receive Payments transactions, you can choose to accept the funds in one of two ways:

■	Deposit to account. If your daily receipts are low volume and you prefer to deposit the money in the bank each day, you may want to deposit directly into your cheque account and update the balance in your company file immediately.

■	Group with undeposited funds. If you process a high volume of payments each day, you may prefer to group the receipts in a batch and deposit them to your account later. The receipts won’t affect your chequing account balance until you record a bank deposit using the Prepare Bank Deposit window.

Assigning a cash receipt to more than one job

If you receive a payment that affects more than one job, use separate line items to allocate the amount that belongs to each job. For example, assume you’ve received $100 for services you provided on Job1 and Job2. You could enter a line item for Service income for $60 and indicate that it is for Job1. In a second line item, you could allocate the remaining $40 to Service income and indicate that it is for Job2. Receipts can be split among any number of jobs.

Warning message: use another window for this cash receipt

This message is to remind you that Receive Money transactions are for entering transactions that do not relate to customer sales. Generally, Receive Money transactions are for recording other income, such as bank interest or equity deposits. You need to use the Receive Payments window to record customer receipts. For more information, see Receiving money.

Receiving payments with no card

You are not required to select a card for all your transactions. For example, you may make a one-time sale to a customer for whom you don’t want to create a card. To record this kind of sale, you can create a special customer card—you could call it ‘cash sale’ or ‘one-time sale’—and use it when you enter this kind of transaction.

Note that you need to enter shipping details if you are going to deliver the goods.

The ID number displayed is incorrect

If you want to use a different ID number for a Receive Money transaction, enter the correct number in the ID No. field. The next receipt you enter will be assigned the next available ID number.

Duplicate receipt ID numbers

You can assign the same ID number to multiple cash receipts.

If you want to delete the receipt with the duplicated ID, locate the original transaction using the Bank Register window or the Transaction Journal window and open it in the transaction entry window where you originally entered it. You can edit the invoice number or reverse the transaction as your system allows.

The chequing account balance was not affected by a cash receipt transaction

The chequing account balance may not change if you have selected the wrong account, or if the account you selected is the wrong account type.

In the Bank Register window, locate and open the original transaction, then make sure that you selected the correct checking or credit card account in the Deposit to Account field. You may have accidentally grouped the deposit with undeposited funds.

In the transaction window, click the zoom arrow next to the Deposit to Account field to open the Account Details window. Check that the correct account type is assigned to the account. For example, it may not be a bank account type.

Change, reverse or delete the transaction as you normally would. For more information, see Changing or deleting a transaction.

I can’t record a receipt because the transaction is unbalanced

Before you can record a receipt, the amount you received must be fully allocated, with no out of balance amounts showing. Check each transaction line in the window to make sure the allocated amounts (in the Amount column) equal the amount you entered in the Amount field at the top of the window.

Once the Out of Balance amount shows 0.00, you can record the transaction.

Changing amounts included on a bank deposit

If you need to change the transactions you included in a bank deposit you have processed, you can delete or reverse the bank deposit using the Prepare Bank Deposit window. You can then change or delete the individual transactions and prepare the bank deposit again.

note : You can delete a bank deposit only if your transactions are changeable.

If your transactions are unchangeable, you must reverse the deposit.

For more information about deleting or reversing transactions, see Changing or deleting a transaction.

There’s nothing to print when you try to print a bank deposit

■	Check the bank account and dates you selected in the Prepare Bank Deposit window.

■	Use the Bank Register or Find Transactions window to locate one of the transactions. Check if the funds were deposited to an account, instead of being grouped with undeposited funds. This may have happened for some or all of your missing transactions.

■	Check that you have transferred the funds from your undeposited funds account into your bank account.

For more information, see Bank deposits.

Starting a new fiscal year with undeposited funds

If you want to start a new fiscal year and you haven’t prepared a bank deposit for all your undeposited funds, you need to select the Keep Receipts Grouped with Undeposited Funds option in the Start a New Fiscal Year window. The receipts can then be deposited in the new fiscal year.