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Entering Owner Payments (Cash Receipts)


TOPS [ONE] Version, Last Updated 07/17/2018


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Post an Open Cash Receipt


A manual cash receipt is used when you receive a payment from a homeowner. 

This guide will give you step-by-step instructions on how to add a Manual Cash receipt and how to prevent error

"Amounts cannot exceed balance due" or" You have payments whose check amounts do not equal the distributed amounts. Please correct and try again." when posting a cash receipt. 


Step By Step

1. Click Accounts Receivable and select Cash Receipts.

2. Click Cash Receipts- MANUAL


This will open the Add Cash Receipt page


3. Edit the Post Date - The post date defaults to the current date. 

The post date will be the date the payments are posted to the owners' account. 

Note: Be cautious with backdating payments. Use the Owner Balance report to verify an owners balance for your specified post date. (See step 7) 


4. Add an Owner

You can search for an owner by their name, address, or account number. 

5. Enter the Check Number 

6. Enter the Total Amount Number of the payment

7. To distribute the amount to different charge codes, click Detail 

Note:  When you click detail, it's showing today's balances for those codes.

If you're backdating payments, use the Owner Balance report to make sure you don't try to pay more than the balance due for the code. Trying to overpay a balance will give you the following error: 

"You have payments with invalid amount distribution. Please correct and try again."


Code Distribution to use  Option to choose which cash application order is applied to this cash receipt.

Target Bank  The target bank will default to your primary bank. You have the option to change the bank.

Allocation Table  Determine which charges will be paid.

Amount Left To Distribute - This field will display the remaining balance that hasn't been allocated.

Code - This column will display the code alias of a code.

Due - This column will display current outstanding balances for each code listed in the table.

Paid - Here, you'll allocate how much of the payment you want to allocate to a specified charge code.

Total - This column displays the ending balance of the charge code. This is automatically calculated when a value is entered into the paid field.



8. To add another cash receipt to the batch, click 

If multiple checks are added in this batch, they will all post on the same date. 


9. When finished, click Save 

10. Confirm 


After you click Yes, the transaction is still Accrued (not posted) 


How do I post the cash receipt? 

TOPS [ONE]- Post an Open Cash Receipt



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