Moving a Cash Receipt Deposit From One Customer to Another in Sage 300 CRE Accounts Receivable

Moving a Cash Receipt Deposit From One Customer to Another

Summary

Follow these instructions for reallocating a cash receipt from one customer's account to another through the Modify Customer option in Accounts Receivable of Sage 300 CRE.
It's important to note that modifying the customer for any part of a deposited item will apply this change to the whole initial deposited item.

Resolution

Option 1: Move a full deposit item to a different customer via Change Customer Function.

  1. Access the Accounts Receivable, Tasks menu, select Adjust Receivables.
  2. Enter the customer currently assigned to the cash receipt.
  3. Set an accounting date for the record. 
    1. Tip: This accounting date is not used for the process - see note below for more information.
  4. From the View drop-down list, select All Activity.
  5. Select the cash receipt whose customer you would like to change.
  6. Click Change Customer.
  7. Click List and select the new customer for the cash receipt.
  8. Verify that the amount you want to move matches the amount that appears in the Deposit Item Information portion of this window. If it does, then click OK.
    1. Note: This voids the entire deposit item on the old customer, and adds a customer cash receipt to the new customer. The date used will typically be the original deposit date unless the period is closed in GL. See note below for more information..
  9. If the amount does not match, click Cancel and void the deposit and re-enter to the correct customer.
  10. Finalize the adjustment by clicking Finish.

Option 2: Redirect part of the deposit to a different customer. 


If the amount that needs to be moved was on a deposit item that included other amounts, then you must void the incorrect portion of the deposit and create a new deposit to the correct customer.

For example, if you applied 12,000.00 to customer A and it was supposed to be 10,000.00 to customer A and 4,000.00 to customer B, you would: 

1. If the cash receipt has been reconciled, you will need to unreconcile the deposit in Cash Management.  See the step-by-step instructions in the Bangert Knowledge Base Article, Changing the Reconciliation Status of a Transaction in Cash Management.

2. In Accounts Receivable, Tasks, Adjust Receivables, enter in the appropriate Customer and Accounting Date and then select the All Activity View. When possible, use the original deposit date for the void and re-entry.

3. Select the Invoice Cash Receipt for 12,000.00 and click Unapply. Note: If the cash receipt is already split into 2 cash receipts, select the 4,000.00 cash receipt and click Void. Then skip to step 11.

4. Select the Customer Cash Receipt for 11,000.00 and click Apply.

5. Select the invoice that you want to apply the partial payment to and then click Amount. Note: If it is greyed out, select the invoice again by clicking once.

6. Type the amount that you want to apply to this invoice and then click OK.

7. Click OK.

8. Select the Customer Cash Receipt for 4,000.00 and click Void. Note: If the cash receipt is green and has an "r" next to the dollar amount or is blue and has a "c" next to the dollar amount - it has been reconciled or cleared in Cash Management.

9. Select Yes for the message "If you continue the selected activity will be voided and will not longer be available for adjusting or editing."

10. Click Finish. 

11. In Tasks, Enter Cash Receipt, select the view you use for deposits and enter the 4,000.00 cash receipt as a deposit to the correct customer using the void date from step 7 as the deposit date.

12. If the cash receipt was reconciled, rereconcile the original deposit, the partial void and the new deposit (the void and new deposit should wash each other out. Use the same cleared date as on the original deposit (typically the statement date that the deposit was reconciled).

Additional Notes

  1. When you change the customer, all transactions use the original accounting date of the deposit, unless that accounting date is closed in General Ledger. If it is closed, you receive a message based on your settings in General Ledger, File, Company Settings, GL Settings, Processing, Allow entry to a closed period.
    1. If this check box is selected, you can enter a new date or use the old one.
    2. If the check box is clear, you receive a prompt to enter a new date or to cancel. If you want to send the entries to the closed period, click Cancel, and open the period in General Ledger.
    3. If you enter a new date, then the reversal and the new transaction use the new date.
  1. You can use the Change Customer feature whether or not it has been reconciled in Cash Management. Cash Management does not track the customer on cash receipts, so changing the customer does not create transactions for Cash Management. If you are moving part of the cash receipt, you will need to unreconcile and void the portion that belongs on the second customer (or void the entire deposit item and re-enter with the correct split).
  2. An enhancement request was submitted to add the ability to use Change Customer to move only a portion of the overall deposit item.

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