Receiving a Non A/R Payment

Occasionally, you might need to receive a payment for something other than Accounts Receivable or a Client Deposit. A non-A/R Receipt is used in cases where the incoming funds are not to be applied to an Accounts Receivable item. In some cases, the payer might not even be an actual customer (e.g. Vendor refunds or employee reimbursements). In these cases, AcctVantage does allow for non-A/R Receipts to entered for a miscellaneous payer.

This lesson will only cover the specifics of Non A/R Receipts. For the basics on entering a Receipt see the article on how to Receive a Payment from a Customer.

1. Applying a Non A/R Receipt from an existing Client

  1. Navigate to Accounts Receivable ➤ Receipts, create a new Receipt and enter the header data.
  2. Select the Non A/R tab. This is where you will charge the payment directly to a GL Account.
  3. Enter the G/L Account(s) to balance the Receipt.
  4. When the Distribution Remaining = 0.00, click OK to save the Receipt (and don't forget to Post!)
  • Any line item with a positive amount will result in a CREDIT to the account. A negative amount would result in a DEBIT to the account.
  • A Receipt can be split between the A/R and Non A/R tabs. This would be helpful if your Client is remitting payment for A/R items but you also charged a restocking fee for unrelated returned items.
non-A/R Receipt example 1

2. Applying Non A/R Payments from someone other than a Client

Setup

You'll first need to enable a System Configuration setting to be able to enter a Receipt from someone other than a Client.

  1. Navigate to Administration ➤ System Configuration.
  2. Select Receipt from the drop-down list.
  3. Find the setting Allow Misc Client Receipts and double-click to set it to True.
  4. Click OK to save your changes.
System Configuration - Receipts

2.1. Enter a Miscellaneous Client Receipt

Now that the setup is complete, you can enter a miscellaneous Client Receipt.

Enter the payer in the Client Name field and press the tab key. You'll be presented with a confirmation dialog box (see next screenshot.)

non-A/R Receipt example 2

2.2. The record doesn't exist ...

Click Cancel here if you don't want to create a new Client record for the non-Client payer. You'll be presented with another confirmation dialog box (see next screenshot.)

The record doesn't exist

2.3. Add receipt for Misc client ...

Verify the name of the miscellaneous Client and click OK to continue.

Add receipt for Misc client

You can now continue data entry as illustrated above. The only substantial difference from a normal Receipt is that the A/R tab is not here when using a miscellaneous Client.