DBD: Cash Receipts 1 - Overview & High-Level Architecture

Processing cash receipts accurately is the cornerstone of maintaining a clean general ledger, accurate aging sheets, and flawless bank reconciliations.


Within DB Distributor, cash receipts are managed through a strict, hierarchical 3-Level Processing Framework. This architectural design ensures that your physical bank deposits perfectly mirror your sub-ledger activity before any data is permanently committed to your financial history.


This overview guide explains the underlying data structure of a cash cycle, details how notes are preserved across system tables, and acts as a central index for this processing documentation series

The 3-Level Data Architecture

To prevent data entry errors and simplify tracking, the system breaks every cash entry cycle into three distinct structural layers:


Level 1: The Deposit Entry (The Bank Level)

The top layer represents your physical interaction with the bank for the day. Before entering a single dollar from a customer, you establish overall deposit tracking metrics. This layer locks in your post dates, selects your specific Bank Code string, and sets your control totals to keep separate daily deposits clean and distinct.


Level 2: Check Information (The Customer Level)

The middle layer identifies who sent the money. Beneath your deposit header, you log individual check numbers, customer accounts, and the exact face value of each check. This layer provides rapid shortcuts, such as looking up an ambiguous customer profile using an invoice number found on a check stub.


Level 3: Invoice Distribution (The Allocation Level)

The bottom layer defines where the money goes. For every check entered at Level 2, you drill down into the line-item distribution layer to choose exactly how funds are split—whether allocating to individual open invoices, writing off variances, or applying automated batch distributions.

Sub-Ledger Performance: Transaction Notes

When processing payments or logging unapplied cash, administrators can attach detailed historical context (up to 1,000 characters per entry) directly to individual payment lines.


The system preserves these entries across files during the entry-to-post cycle using a dedicated relational tracking method:

  • Entry Capture: Active notes are temporarily staged in the AT8_InvoiceTransNote    file under a unique 5-character primary key (NOTE_KEY   ).
  • The Post Cycle: When the batch is finalized, the payment records are written directly to your permanent open transactions table (AR7   ), carrying the NOTE_KEY    alongside them.
  • Relational Reference: Simultaneously, the system writes the permanent AR7    transaction key back into the AT8    record. This design allows the note file to function independently while ensuring that an asterisk (*   ) displays cleanly in the Open Invoice Inquiry dashboard for rapid audit review.

The Cash Receipts Documentation Index

To navigate the cash receipts loop or resolve a specific processing mismatch, select the targeted guide below:


Core Processing Workflow


Advanced Overrides & Corrections

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Related Articles