Non Sufficient Funds Reverse Deposit Entry

Menu Path: Accounts Receivable $Images\bluerarw.gif$ Customer Payments $Images\bluerarw.gif$ Non Sufficient Funds Reverse Deposit Entry

Purpose

Reverse deposits that did not clear the banking system (non-sufficient funds).

Overview

Use Non Sufficient Funds Reverse Deposit Entry to enter information for payments that were rejected because the payer had non-sufficient funds (NSF) available in the bank account of the payment. You can also add an NSF service charge and print an NSF invoice to be sent to the customer (payer). An NSF invoice is created in the accounts receivable system that is equal to the amount of the payment plus any service charges.

Note For information on setting up NSF service charges, see Group Payment Rule Maintenance or Customer Payment Rule Maintenance.

For customer payments, entering a NSF payment creates a collection task in Collection Task Management and can also result in all future orders going on credit hold if set up in Group Credit Rule Maintenance or Customer Credit Rule Maintenance. The customer’s payment can optionally be reversed. For miscellaneous payments, the original miscellaneous payment general ledger posting is reversed.

Note Before you use this functionality, make sure that the category NSF Charge defaults to a general ledger account in System General Ledger Account Maintenance (otherwise, you may end up with an unbalanced journal entry).

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Non Sufficient Funds Reverse Deposit Entry window.
Show Data	Click this button to refresh non-sufficient deposits data.
Print	Click this button to display, output, email, or print the NSF invoice, which you can send to the customer. Note The NSF invoice uses A4 size paper. If you are outputting to a printer, verify the correct paper is loaded before printing.
Remarks	Click this button to display Remark Entry, which allows you to enter remarks that print on the NSF invoice, which you will send to the customer.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.
Post	Click this button to display Accounts Receivable Post, which allows you to post payments for the selected batch.

Main Tab Fields and Buttons

Field or Button	Description
Batch #	This field displays the open batch (if one is still open). You can use the Select, Open, Edit, and Close buttons on the Batch tab in the ribbon to work with batches. Note The batch numbering sequence is shared by Deposit Entry, Non Sufficient Funds Reverse Deposit Entry, and Factor Receivables Entry, but you must use a separate batch for each type of entry. If you attempt to use the same batch number for any of these programs, a warning message appears, and you must select a different batch number. Note It is highly recommended that you use a separate batch for non-sufficient funds payments received for each day, and post to the general ledger only when you have completely entered the entire batch. This will help out during the bank reconciliation process, and will make the cash account information in Account Detail Inquiry more meaningful.
Description	This field displays the description of the batch.
Count	The field displays the number of non-sufficient funds payments in the batch.
Total	This field displays the total non-sufficient funds deposit amount in the currency selected.
Currency	Enter the currency of the deposit, or click the Lookup button to select the currency. The currency defaults to the general ledger currency. Note A deposit batch can only have one currency. After you enter a payment for this deposit batch, you cannot change the currency.
Bank Account	Enter a bank account for the deposit batch, or click the Lookup button to select a bank account. You can only select a general ledger account that is in the Cash general ledger category. This field defaults to the account entered for your user ID in User Extended Options. Note A deposit batch can only have one account. After you enter a payment for this deposit batch, you cannot change the account.
Period	Click the Lookup buttons to select the period and year for the deposit. These fields default to the default accounts receivable general ledger period.
NSF Date	Enter the date the payment was rejected by the bank or financial institution, or click the drop-down arrow to select the date.
Type	Select the deposit type. You can select one of the following types: Customer Payment - This is used to enter NSF payments from customers. Miscellaneous Payment - This is used to enter NSF payments that are not from customers.
Customer Code	Enter the customer code of the customer associated with the payment, or click the Lookup button to select the customer code. This field is only available if you select the Customer Payment radio button.
Payment Name	Enter a name for the payment. This field is only available if you select the Miscellaneous Payment radio button.
Retain Customer	Select this check box if you want the customer to be retained from the previously-entered customer. This check box is only enabled if you select the Customer Payment radio button. Example The customer has multiple NSF payments. You can then select this check box to avoid having to enter the customer for each payment.
Use Paying Customer	Select this check box to use the paying customer for the payment. Example Customer A is set up as a paying customer for Customer B. If you select this check box, and then enter Customer B's customer code or name in the Customer Code or Customer Name field, the software substitutes Customer A's customer code and name so that the paying customer is used for the payment. This check box is only enabled if you select the Customer Payment radio button. For information on setting up paying customers, see Customer Maintenance.
Customer Name	Enter the customer name of the customer associated with the payment, or click the Lookup button to select the customer name. This field is only available if you select the Customer Payment radio button.
Amount	This field displays the original payment amount of the selected payment ID.
Add	Click this button to add the NSF payment (and back out the original payment if the Backout Original Payment check box is selected). Note After you click this button, the customer’s accounts receivable balance is adjusted by the NSF payment amount.
Payment ID	Enter the check number or payment identification number associated with the NSF payment, or click the Lookup button to select a check number or payment identification number for the selected customer.
Payment Method	This field displays the payment method.
NSF Service Charge	Enter any service charge amount associated with the non-sufficient funds payment. This field is only enabled if you select the Customer Payment radio button. For information on setting up NSF service charges, see Group Payment Rule Maintenance or Customer Payment Rule Maintenance.
Clear	Click this button to clear the current NSF payment information.
Reference Number	Enter the transaction reference number for the payment, or click the Lookup button to select the transaction reference number. This field defaults to the transaction number for the selected payment ID if the payment ID is only associated with one payment.
Backout Original Payment	Select this check box to back out the original deposit and undo all payment applications for it. This check box is only available if the Customer Payment radio button is selected.
Amount Rebilled	This field displays the total amount rebilled, which is equal to the payment amount and any NSF service charge. This is the amount that will appear as an open receivable (with a reference type of NS) until the customer pays it (if it is a customer payment).
Remove	Click this button to remove the selected payment from this deposit. Note After you click this button, the customer’s accounts receivable balance is adjusted by the payment amount being removed.
Image	Enter the folder path and file name for the scanned image of the customer’s check, or click the Lookup button to navigate to and select the file.
Payments	This grid displays non-sufficient funds payments that have been entered in the current batch. This grid includes the following columns: Payment Amount - This column displays the amount of the NSF payment in the currency of the batch. Service Charge - This column displays the service charge the for NSF payment. Amount Rebilled - This column displays the total of the payment amount and the service charge. This is the amount that will appear as an open receivable (with a reference type of NS) until the customer pays it (if it is a customer payment). Customer Code - This column displays the customer code of the customer making the payment. Customer Name - This column displays the name of the customer making the payment. Payment Date - This column displays the date of the NSF payment. Payment ID - This column displays the check number or other payment identification number. Payment Method - This column displays the original method of payment (for example, check). Payment Name - This column displays the payment name if this is a miscellaneous payment. NSF Ref # - This field displays the transaction number for each non-sufficient funds payment. Every NSF payment has a reference type of NS (non-sufficient funds). Seq - This column displays the entered sequence of the payment. Type - This column displays customer or misc to indicate the payment type.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.