Overview

Use this article to apply a posted Cash Receipt to Billings, individual Billing Lines or Master Billings. This article also covers how to add/move a Credit Memo balance to a Cash Receipt so that the combined balance can then be applied to Billings, individual Billing Lines or Master Billings.

In this article:

• Apply Cash Receipt to Billings
• Apply Cash Receipt to Billing Lines (in Summer '26 release)
• Apply Cash Receipt to Master Billings
• Move a Credit Memo Balance to a Cash Receipt (in Summer '26 release)
• Adjust a Remaining Cash Receipt Balance (in Summer '26 release)
• Configurations
  • Edit Apply/Unapply Columns (optional)
• Related Articles

Apply Cash Receipt to Billings

Once a Cash Receipt has been entered and posted (best practice: apply CRs in Posted status), it is ready to apply to the Billings it pays. The CR Apply screen supports up to 2,000 billings; narrow your results using the filter criteria at the top right of the screen.

To apply a Cash Receipt:

1. Navigate to Accounting Home > Create Entries > Revenues > Cash Receipts.
2. Open the Cash Receipt you want to apply and click Apply/Unapply. The Cash Receipt Apply screen displays, with Billings selected in the Search For field by default.
3. To narrow your search, select one of the filters, then click Search Billings.
4. Locate the billing row you want to apply the Cash Receipt to. Then you can:
   1. Click the right arrow next to a Billing to apply its full outstanding balance, or enter an amount in the Received Amount field.
   2. Adjust the Applied Date, Adjustment Amount, or Adjustment GL Account as needed.
5. Click Save & Complete to save and return to the Billing screen, Save & Refresh to save and stay on this screen, or Save & New to save and open a new Cash Receipt.

When the Cash Receipt is applied, a Billing Cash Receipt (BCR) is created that reduces the Balance of the Billing and the Cash Receipt by the amount that was applied. Click the Applied To tab on the CR record to review the applied information.

Important:

• If the applied amount brings a Billing's balance to 0.00, the Paid Date on the Billing is set to the Applied Date. The Paid Date only populates when the Billing is fully paid.  
• Multi-currency: If the exchange rate on the Applied Date differs from the Billing's original posted rate, applying the payment can generate a realized Currency Gain/Loss transaction on the Billing Cash Receipt.

Apply Cash Receipt to Billing Lines

You can apply a Cash Receipt to specific Billing Lines on both Accrual and Cash Basis ledgers. For Cash Receipts on Cash Basis ledgers, you can do this only when the Cash Basis setting on the Enablements page is set to Manual (default is Proportional). If your Cash Receipt is on a Cash Basis ledger and your setting is set to Proportional, you will not be able to apply to Billing Lines (the "Billing and Billing Lines" option is hidden on the CR Apply screen).

Required Configuration for Cash Basis Ledgers only (to use this feature)

If you use a cash basis ledger and would like to apply cash to billing lines, follow these steps:

1. From Accounting Home > Configurations menu > click on Enablements
2. Click the pencil icon to edit the page and scroll down to the Cash Basis setting.
3. Click the Manual radio button, then click Save.

Optional configuration (Cash Basis or Accrual Ledgers):

a. Update the Billing Cash Receipt page layout to include the Billing Line field

1. From Setup > Object Manager > search for and click on Billing Cash Receipt.
2. Click on Page Layouts > select AR Cash Receipt Layout or your page layout if using a different one.
3. Drag the Billing Line field and place (recommended) below the Billing field, then click Save.

b. To configure the Billing Line columns that appear on the Cash Receipt (CR) Apply screen's Billings and Billing Lines view:

1. From Setup > Object Manager > search for and click on Billing Lines
2. Click Field Sets then click the CR Apply - Billing Line Apply Field Set
3. Drag fields into the field set to add columns, including any custom fields, and Save.

c. To configure the fields that the Billing Line Search Term can search on:

1. From Setup > Object Manager > search for and click on Billing Lines
2. Click Field Sets then click the CR Apply - Billing Line Search Field Set
3. Drag fields into the field set to add columns, including any custom fields, and Save.

d. Add the BCR related list to the Billing Lines page layout:

1. From Setup > Object Manager > search for and click on Billing Lines
2. Click on Page Layouts > select Project Billing Line Layout or your page layout if using a different one.
3. Click Related Lists then drag the Billing Cash Receipt related list and drop it below the Transactions related list. Save.

 

 

Steps to apply a Cash Receipt to a Billing Line:

1. Open the Cash Receipt you want to apply and click Apply/Unapply.
2. Select Billings and Billing Lines from the Search For field.
   1. If you do not see this option check that your org is on Summer '26 version or later and then ensure that if the CR is on a Cash Basis ledger, the Enablements setting is set to Manual.
3. Enter search criteria as needed to find the Billing and Line: Billing Line Amount (Min/Max), and Billing Line Search Term to search across configured Billing Line fields.
4. Click Search. Billing rows display with an arrow to expand and show that Billing's individual Billing Lines.
5. Click the right arrow on a Billing Line row to apply that line's balance, or enter an amount manually.
6. Click Save & Complete.

You can apply at the Billing Line level or the whole-Billing (parent) level, but not both on the same Billing at the same time. Once an amount is entered at the Billing Line level, the Billing header row is disabled until the Billing Line applications are cleared, and the reverse is also true.

When you apply at the Billing Line level, the Billing Cash Receipt has the Billing Line populated:

For Cash Basis ledgers with the Cash Application Method set to Manual on the Enablements page, applying at the Billing Line level posts cash to the specific GL Account on that Billing Line, instead of distributing it proportionally across all lines on the Billing. The screenshots below illustrate this:

Apply to Master Billings

1. Display a Cash Receipt that you want to apply to Billings on a Master Billing.
2. Click Apply/Unapply.
3. Select Master Billings from the Search For field.
4. Click Search. The related Master Billing(s) display.
5. Click the right arrow next to the Master Billing Number to expand the drawer and view its associated Billings.
6. Click the right arrow on the Master Billing row to apply the total Master Billing balance, or click the arrow on an individual Billing within the drawer to apply or manually enter an amount there instead.
7. Click Save & Complete.

Note: Application is done in order of the Billing with the earliest Billing Date. The Cash Receipt balance is applied to remaining Billings on the Master Billing in that order until the balance reaches 0.00.

Move a Credit Memo Balance to a Cash Receipt (and Then Apply)

You can apply a Credit Memo's balance directly to a Cash Receipt, then use the increased balance to apply to Billings, Billing Lines, or Master Billings.

1. Open the Cash Receipt and click Apply/Unapply.
2. Select Credit Memos from the Search For field.
3. Enter search criteria as needed.
4. Click Search. The results grid title updates to "Credit Memos," and the column headers change to Number, Amount, Balance, and Applied Amount. Note: Amount is the Credit Memo's original amount. Balance is the remaining unapplied amount available to move to the Cash Receipt.
5. Click the right arrow on a Credit Memo row to apply its full balance, or manually enter an amount in the Applied Amount field. The amount cannot exceed the Credit Memo's remaining balance.
6. Click Save & Refresh or Save & Complete.

While in the Credit Memos view, the calculated fields update to show Cash Receipt Amount, Credit Memos Applied, Total Applied to Billings, and Available Balance to Apply.

 

To unapply a Credit Memo, click the left arrow or clear the Applied Amount field. Important: If unapplying would bring the Cash Receipt's balance below 0.00, the system blocks the action with the message: "The cash receipt balance cannot be less than 0." If the Cash Receipt has already been applied to Billings using the increased balance, you must first unapply it from those Billings before you can unapply the Credit Memo.

Warning: Voiding a Cash Receipt that has a Credit Memo balance applied reverses both the Credit Memo application and any Billing applications made using that balance. Voiding does not delete the original posted transactions. It creates offsetting reversal entries, preserving the audit trail. See Void a Cash Receipt before performing this action.

Note: A Cash Receipt cannot be unposted while it is still applied to Billings or to a Credit Memo. Unapply it from both first.

Adjust a Remaining Cash Receipt Balance

When a Cash Receipt is applied to a Billing, the Cash Receipt's Balance is reduced by the amount that is applied. When Cash Receipts are fully applied their Balance is automatically set to zero.  At times, custom integrations or workflows can leave a balance on the Cash Receipt; use the following steps to configure then make adjustments. 

Setup for the Balance Adjustment Field

1. Add the Balance Adjustment (Balance_Adjustment__c) field to the Cash Receipt page layout and Lightning page below the Balance field.
2. Assign the permission set "Cash Receipt Balance Adjustment Edit" to the user who needs to make the adjustment. This permission set is not assigned to any user automatically; an admin has to assign it manually.

A best practice is to assign this temporarily to the user who needs to make the adjustment and then unassign the permission set once adjustments have been made.

Using the Balance Adjustment Field

Entering a value in Balance Adjustment on a Cash Receipt reduces the Balance by exactly that amount. The Balance field’s formula has been updated to accommodate this new field: 

IF( Void__c, 0, Amount__c - Applied_Amount__c - Convenience_Fees_Charged__c - Balance_Adjustment__c) 

Clearing the Balance Adjustment value (back to blank or 0) restores the Balance to what it was before the adjustment. To make an adjustment once setup is complete:

1. Edit the Cash Receipt
2. Enter the amount you want to adjust the Balance by in the Balance Adjustment field.
3. Click Save.

Note: 

• The Balance Adjustment does not create any GL transaction.
• If a Cash Receipt with the Balance Adjustment entered is voided, the Balance will continue to show 0  even if the Balance Adjustment field has a value in it. 

Configurations

Optional
To configure the Billing columns that appear on the Cash Receipt (CR) Apply screen's Billings view:

1. From Setup > Object Manager > search for and click on Billing
2. Click Field Sets then click the CashReceiptApply Field Set
3. To add/remove columns, including any custom fields, drag the field from the top area to the field set. Note: the field set has limited configurable space, due to the required columns and working area to the right. The configurable area and field set are shown in the screenshots below:
   
   
   

Related Articles

• Master Billings
• Void a Cash Receipt
• Create a Cash Receipt

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