Cash Receipts
Cash Receipts records payments received against customer accounts. A receipt identifies the customer, payment method and amount, reduces the customer's outstanding IMS balance, keeps an audit log, and shows financial-posting information when a journal has been associated with the voucher.
Browse existing receipts
The toolbar provides First, Previous, Voucher No., Next and Last controls for moving through existing Cash Receipt vouchers. Selecting a voucher loads its customer, payment, notes, balance and financial-posting information.
Customer information
Each Cash Receipt belongs to one customer. Enter the Customer ID directly or use the customer-search button. When a valid customer is selected, IMS shows:
| Field | Meaning |
|---|---|
| Customer ID | IMS customer account ID. |
| Name | Customer name. |
| Phone | Customer telephone/mobile information. |
| Balance | Current customer balance before/after receipt processing. |
| Account No. | Financial/customer account number stored on the customer master. |
Payment information
The receipt date is set from the IMS server date. Select a configured non-voucher Sales Payment Type and enter the receipt amount. The amount must be non-zero before the voucher can be saved.
The Payment list comes from the Sales Payment Types master and excludes system-reserved and Voucher payment methods.
Create a Cash Receipt
- Click New.
- Select or find the customer.
- Select the required Payment method.
- Enter the receipt Amount.
- Enter any useful Notes.
- Click Save.
Saving creates the new receipt voucher and reduces the selected customer's balance by the receipt amount. IMS also records an Add Cash Receipt entry in the transaction log.
Edit an unposted Cash Receipt
An authorized user can edit a receipt while it has not been financially posted and has not been voided. The customer, payment method, amount and Notes can be revised.
IMS corrects the customer balance as part of the edit. If the amount changes for the same customer, it restores the previous amount and applies the revised amount. If the customer changes, IMS restores the previous customer's balance and applies the receipt effect to the new customer.
Void a Cash Receipt
An unposted Cash Receipt can be voided after confirmation. IMS sets the receipt Amount to zero and returns the original amount to the customer's balance. The Void Cash Receipt action is written to the transaction log.
Financial information
The Financial section displays the stored Journal No., posting user and posting date/time when the Cash Receipt has been financially posted. A receipt can also be identified as manually posted.
This screen records and displays the posting metadata, but the uploaded Cash Receipts module does not itself contain the current central journal-posting implementation. The user workflow therefore treats financial posting as a separate finance-control step.
Transaction log
The Log section shows Cash Receipt activity with the date/time, IMS user and action. Typical entries include adding, editing and voiding the receipt.
Permissions
New Cash Receipts and management actions are controlled separately by the user's financial permissions. Users without Add Cash Receipt permission cannot create new vouchers, while Edit/Void require the applicable Cash Receipt management permission.