Overview

This article describes how to create a Cash Receipt to record inbound cash received from a customer, investor, or vendor, including prepayments and retainers. Once saved and approved, a Cash Receipt posts automatically if your org's Auto-Post setting is enabled or the Scheduled Post job runs; otherwise, post it manually before applying it to a Billing.

In this article:

• Before You Begin
• Create a Cash Receipt
• Posting Cash Receipts
• Customer Prepayments
• Refund Cash Receipts
• Cash Receipt Fields
• Related Articles

Before You Begin

• Confirm your Ledger and Default GL Accounts are already configured. The Bank Account and Credit GL Account fields on a Cash Receipt default from these settings. See Default GL Accounts.
• Also ensure your Customer Account records have these fields set:
  • Accounting Type field set to "Customer" or "Customer and Vendor"
  • Accounting Active checkbox is checked
• If you want your Cash Receipt to go through a Salesforce approval process, then set that up to update the Posting Status field to "Approved." You will also need to set "In Process" as the default value.

Create a Cash Receipt

Cash Receipts are created automatically by the system when you Receive Payment from a Billing, charge a customer for a prepayment with a payment method on file (Sola/Stripe), or when you send them a prepayment payment link to pay (Sola/Stripe).

To create a Cash Receipt manually, follow these steps:

1. Navigate to Accounting Home > Create Entries > Revenues > Cash Receipts.
2. Click New. Then enter the following fields for each section, as needed. Required fields display with a red asterisk (*).
3. Set the following fields at a minimum (see the Cash Receipt Fields section below):
   1. Customer
   2. Receipt Date
   3. Amount
   4. Reference
   5. Optional fields:
      1. Description
      2. GL Variables, Project/Task
4. Click Save. After saving, check the Posting Status field to confirm whether the receipt posted automatically or still needs to be posted.

Posting Cash Receipts

If the Auto-Post setting for Cash Receipts is enabled on the Post Settings screen, a Cash Receipt in Approved status posts automatically after you save it. If you manually change an existing Cash Receipt's Posting Status to Approved, it also posts automatically.

If Auto-Post is not enabled, but the daily Scheduled Post job is set up, all Approved Cash Receipts post automatically based on the Next Run Date and Preferred Start Time.

If neither is set up, once the Posting Status is set to Approved (for example, after going through a Salesforce approval process) you can also post the receipt manually using the Post button on the record or the list view button.

The next step is to apply this Cash Receipt once the Billing is available. For more detail, review the Apply a Cash Receipt article. [LINK NEEDED]

Customer Prepayments

Coming in Summer '26

Prepayments and retainers represent funds collected from a customer before work or goods are delivered, and are recorded in Accounting Seed as Cash Receipts. There are two ways to handle them.

• You can create a prepayment Cash Receipt manually by selecting Customer Prepayment in the Type field. This allows you to track the prepayment in a dedicated GL Account, such as a customer deposit or prepayment liability account, by overriding the Credit GL Account field on the Cash Receipt.
• For organizations using Sola or Stripe, the AR Prepayments feature provides an automated workflow initiated from the Account record. From an Account, click Receive Payment, fill out the Request Prepayment screen, and the system sends the customer a secure payment link by email and creates a draft Cash Receipt. When the customer pays, the system automatically posts the Cash Receipt to a dedicated Prepayment GL Account. When the Billing is created, apply the prepayment Cash Receipt to it using the standard apply process. For steps and setup, see AR Prepayments and AR Prepayments Setup.

Refund Cash Receipts

Use the Refund action on a Cash Receipt to have the system create your refund Cash Receipt for an overpayment or duplicate payment. Depending on how the refund is being made, set the Payment Type. If Check, you can print the check from the Cash Receipt once this is complete and mail to your customer. Review the Issue a Refund from a Cash Receipt article for more detail.

Cash Receipt Fields

Field	Required?	Defaults?	What it is/Action
Customer (Account)	Yes	No, enter this	Select the Account the payment is from.
Type	Yes	Yes	Select the value that matches the nature of this payment, such as a standard payment from a customer.
Ledger	Yes	Yes	The associated Ledger. This defaults to either the default ledger on the org or the user's default ledger.
Posting Status	Yes	Yes	A status of Posted indicates the debits and credits are recorded in the Ledger, and the Cash Receipt cannot be edited unless it is first unposted. See the Posting Cash Receipts section above.
Receipt Date	Yes	No, enter this	Enter the date the Cash Receipt was received in this field.
Accounting Period	Yes	Yes	This defaults to the Accounting Period that bounds the Receipt Date you enter.
Amount	Yes	No, enter this	Enter the total amount received (check/electronic) for this Cash Receipt.
Applied Amount		Calculated	Amount of the Cash Receipt applied to Billings.
Balance		Calculated	Amount minus Applied Amount; what remains on the Cash Receipt to be applied.
Balance Adjustment	No	No	Enter a currency amount to reduce the Cash Receipt Balance. Does not create a GL transaction. Requires the Cash Receipt Balance Adjustment Edit permission set; otherwise read-only.
Convenience Fees	No		AR Automation field: fees charged are shown in this field.
Description	No	No	A written description of the purpose for this Cash Receipt.
Reference	Yes	No, enter this	The customer's check number or the electronic transaction's reference number.
Alternate Payee Name	No	Yes, if set on Account	Part of the Refund workflow. Defaults from the Account's Alternate Account Name once the record is saved, and appears in the Payee field on the check for a Refund Cash Receipt. Can be overridden.
Payment Type	No	Yes	Part of the Refund workflow. Defaults to Check. Select Electronic to change it.
Check Number	No	No	Part of the Refund workflow. The associated check number.
Memo	No	No	Part of the Refund workflow. Note information to print in the Memo field on the check.
Payee Street, City, State, Postal Code, Country	No	No	Part of the Refund workflow. The Payee's address as it appears on the check.
Bank Account	Yes	Yes	Defaults to the Default Bank Account set on the Ledger. This GL Account is debited with the transaction.
Credit GL Account	Yes	Yes	Defaults to the Unapplied AR GL Account set on Default GL Accounts. Credited with the transaction, then debited when the Cash Receipt is applied to a Billing.
Cash Flow Category	No	Yes	Select the appropriate category if cash flow functionality is in use.
GL Variables	No	Yes	GL Variables default from the Account.
Projects, Project Tasks and Products	No	No	Set Project, Project Task, and Product if needed.
Banking Information (Bank Deposit, Bank Transaction, Bank Transaction Date, Bank Reconciliation)	No	System-populated	Reference only. Leave these fields blank.
Voided Information (Void, Void Date, Void Description)	No	System-populated	Populates automatically if the Cash Receipt is voided using the Void button. Leave blank.

Related Articles

• Apply Cash Receipts
• Issue a Refund from a Cash Receipt
• AR Prepayments
• AR Prepayments Setup
• Charge a Customer using Sola
• Charge a Customer using Stripe
• Void a Cash Receipt

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