DBD: Cash Receipts 3 - Logging Payments & Customer Discovery (Level 2)

The Purpose of Level 2 Entry

Level 2 is the "Customer and Document" layer of the cash receipts cycle. In this panel, you break apart your grand physical deposit total by logging each individual check itemizing the drop. Behind the scenes, the system acts on this information to stage tracking files across your active transaction tables (AR7    and AT8   ).

If you attempt to close or exit Level 2 without fully distributing a customer's check value down to their outstanding liabilities, the system will trigger an out-of-balance warning. You must either finish distributing the check or cancel the item to keep the workspace unified.

Step-by-Step: Logging Individual Checks

1. Identify the Customer Profile

When the Level 2 screen initializes, your cursor will rest in the Customer field. You can proceed using two different discovery methods depending on the clarity of your physical check stub:

• Direct Entry / Alpha Lookup: If the customer name is clear, key in the Customer Code directly or use the standard query lookup tool.

  The Lookup Shortcut (Cust Lookup   ): If a check arrives from a parent corporation, a buying group, or a dba name that doesn't clearly match your customer master profiles, look at the payment stub for an invoice number (or any of the other identifying pieces of data offered in this lookup, but invoice number makes the most sense here).

  1. Click the Cust Lookup button on the panel.
  2. In the appropriate field, type in the exact data listed on the check stub.
  3. ⚠️ Data Entry Rule: You must type in any leading zeros (e.g., entering 0012345    instead of 12345   ) for the alternate key search to properly fire.
  4. Once the target is highlighted in the grid, press Enter or double-click the row. The system will automatically pull the correct underlying Customer Code and populate the field for you.

2. Record Check Metadata

Once the customer account is validated on screen, move sequentially through the item verification fields:

• Check Reference: Key in the customer’s physical check number or electronic wire trace ID. Upon pressing enter, a confirmation prompt will appear asking if you wish to add the new transaction record. Click Yes or press Enter.
• Check Date: Enter the literal date printed on the face of the physical check. If you are entering a check that arrived late or was backlogged, ensure you record when it actually came in rather than today's system entry date.
• Check Amount: Input the exact face value dollar total of the customer's check item.

3. Review the Accounts Receivable Context Summary

The moment you commit the check amount, the system dynamically renders an on-screen aging snapshot of that specific customer's active outstanding balance (ranging from current through over 60, 90, and 120-day categories).

Review this grid before proceeding. For example, if the face value of the check perfectly matches the sum of their oldest aging buckets, you can note this immediately before moving to Level 3 distribution.

Transitioning to Fund Allocation

Your check metadata is now safely staged. Leaving this customer panel active, you must now drill into the final operational layer to apply these funds against open balances.

• Previous Step: DBD: Cash Receipts - Establishing a Deposit (Level 1) Setting up batches, mapping dates, selecting bank codes, and entering control totals.
• Next Step: DBD: Cash Receipts - Payment Distribution Methods (Level 3) Executing manual item allocations, treating freight/sales tax balances, and running the 4 automated distribution methods: Summary Bills, Oldest First, Invoice Ranges, and Order Ranges.