DBD: Cash Receipts 5 - Journals, Auditing & Final Posting

With your deposits established (Level 1), checks logged (Level 2), and funds fully distributed (Level 3), you have completed the entry phase of the cash receipts cycle.


This final foundational guide covers the auditing and clearing phase: printing physical deposit tickets, executing pre-validation adjustments, and running the system update to commit your data permanently to your corporate financial records.

Automated Deposit Ticket Printing

Before running your balancing journals, you have the option within the system to generate a clean, physical deposit ticket to send along to your financial institution.

  • Workflow Advantages: Utilizing this feature completely eliminates the need to hand-write check metadata or calculate manual sub-totals, saving hours of administrative time over the fiscal year.
  • Formatting Adaptability: The system uses a highly flexible document format blueprint. Your administrator can customize which data fields print and adjust their layout positioning to cleanly match your specific bank's requirements.
  • ⚠️ Bank Scanner Alignment: Because commercial banks utilize automated high-speed sorting machines, your bank will likely require you to attach one of their pre-printed, blank deposit slips to the printout so their hardware can scan your unique corporate MICR routing number.

Pre-Validation Auditing & The Correction Loop

According to generally accepted accounting principles (GAAP), all cash receipts must be recorded in your sub-ledgers. To ensure compliance and verify accuracy, you must run a Cash Receipts Journal to check all entered data prior to executing a final update.

The Cash Receipts Journal cleanly aggregates every single deposit entry processed since your last system update loop.

🛠️ How to Correct an Entry Error

If your journal reveals a data entry error (such as a mismatched control total, an incorrect check reference code, or a fat-fingered invoice allocation), do not run the update. Follow this exact structural reverse-traversal path to make your corrections:

  1. Exit the Cash Receipts Journal screen.

    Reselect the core Cash Receipts Entry.

    Recall the target record layer matching the scope of your error:

    • Level 1 Error: Recall the Deposit Entry to adjust your macro parameters, override dates, or delete the entire deposit cluster.
    • Level 2 Error: Recall the Check Entry on that specific deposit to alter check amounts, fix reference strings, or drop a check item completely.
    • Level 3 Error: Drill down and recall the specific Invoice Line bound to that check to adjust allocation distributions, modify radial action selections, or clear a line mismatch.
  2. Exit the Entry program once your values are fixed.
  3. Reselect and re-run the Cash Receipts Journal to confirm your changes.

Executing the Final System Update

Once your Cash Receipts Journal has been thoroughly reviewed and your batch variance reads exactly 0.00   , you are ready to post.

🔴 System Hard Stop: The system update tool utilizes strict data validation. The program will completely block an update execution unless every single deposit reported inside the batch has been fully distributed down to zero.

Backend System Processing Functions

When you click Update, it systematically sweeps your temporary staging environment and executes the following simultaneous database procedures:

  • Open Balance Reconciliation: Modifies and applies credits to your active open customer invoices table (AR6   ).
  • Credit Analysis Profiling: Updates the customer's macro master account balance and updates their corporate real-time credit analysis history.
  • General Ledger Integrity: Automatically routes double-entry balancing postings (accrual and/or cash-basis depending on your system configuration) directly into your permanent General Ledger Detail Transaction File.
  • Commission Matrix Advancement: Based on your organization's system parameter settings, the update moves validated commission rules out of temporary pending tables directly into your active Commissions Payable reporting ledger.
  • Sales Tax Processing: Based on your system parameters, the engine moves recorded sales tax transactions out of staging files into your permanent Sales Tax Payable tables.
  • Workspace Purge: Completely flushes and clears out your temporary active Cash Receipts Entry files, preparing a fresh workspace canvas for your next daily deposit cycle.

End of Core Processing Series

You have successfully mapped out the foundational cash receipts loop. If you are dealing with a complex financial override, a transaction reversal, or an out-of-period adjustment, proceed to our advanced troubleshooting sub-series:

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