Post Deposit

You can post receipts for bank deposits in two ways:

• Immediately after adding them to the deposit. For details, see Creating Deposits and Working with Existing Deposits.
• At a later time by using the Post Deposit function. This topic describes this function.

For either method, you will use the Posting screen to post receipts (on account, to the general ledger, to the gift certificate account, to the layaway plan account, to an open item on the account, or a combination of these). This topic explains using this screen.

Notes:

• GlobalWare stores cash receipts in the Cash Receipts (CashReceipts) table when you add them, but not in the general ledger until you post them. Unposted cash receipts appear on the Cash Receipts Query report, but not on general ledger reports.
• The term "unposted" is not the same as "on account". A receipt posted on account is posted to the general ledger's unapplied funds account (typically 2040 for customer or 2045 for provider), but not elsewhere.

After you finish applying all receipts for a bank deposit, the Posting screen closes automatically. If you post receipts for a deposit listed on the Post Deposit screen, GlobalWare gives you the choice of posting more unposted deposits if any still exist.

Accessing the Posting Screen

You can access the Posting screen from two places:

• From the Bank Deposit screen, which enables you to post receipts immediately after adding them to a bank deposit. For details, see Creating Deposits and Working with Existing Deposits.
• From the A/R submenu, which enables you to post receipts for bank deposits created earlier. The following procedure details this.

To access the Posting screen for a deposit created earlier:

1. On the A/R submenu, click Post Deposit.

   If more than one unposted deposit exist, the Post Deposit screen appears.

   Notes:

   • The list is limited to the branches to which the employee has access.

   • If only one unposted deposit exists, the Posting screen appears. For details about this screen, see step 2.

   Post Deposit screen

   

   Each row in the grid represents an unposted bank deposit by displaying the deposit's control number and deposit date.

2. Double-click the row for the bank deposit that has the receipts you want to post.

   The Posting screen appears with the selected deposit's receipt displayed (or one of the receipts if the deposit has more than one).

   Posting screen

   

   Field, button, and link descriptions

   The following table describes the fields on the Posting screen.

   Field	Description
   Account ID	Account ID of the entity (customer, provider, vendor, or employee) from which you received payment.
   Check #	Check number for the payment received, if applicable. CASH is indicated if the payment was received in cash.
   Receipt #	Number that GlobalWare automatically assigned to the receipt.
   Amount	Amount of the payment received.
   Remaining	Remaining unposted amount of the payment received.
   Account Name (not labeled; under Account ID)	Name of the account displayed in the Account ID field.
   On Account	Indicates whether to leave the amount on the account. Immediately after selecting this option, GlobalWare posts the payment to the customer unapplied funds account that is specified on the System tab of the System Control screen (typically 2040 for customer or 2045 for provider). See System Tab. The payment appears in the Search Results grid on the Adjust Accounts screen as an on-account item (as "ONACCOUNT" in the Invoice # field). See Leaving Receipt Amounts on Account below.
   GL	Indicates whether to post the amount received directly to the general ledger. This option displays the Where to Apply This Item grid with one offset transaction automatically provided. You can specify one or more offset transactions for the receipt. See Posting Receipts Directly to the General Ledger below. IMPORTANT: Using this option could cause customer statements to be inaccurate.
   Gift Certificate	Indicates whether the amount received is for the purchase of a gift certificate. This option displays an area at the bottom of the Posting screen, which enables you to post the payment to the gift certificate account. See Posting Receipts for Gift Certificates below.
   Layaway	Indicates whether the amount received is a payment by a customer who wants to pay for a future trip on a layaway basis. This option displays an area at the bottom of the Posting screen, which enables you to post the payment to the layaway account. See Posting Receipts for Layaway Plans below.
   Invoice	Number of the invoice you want to search for. You do not need to include leading zero characters when you type invoice numbers (for example, type 11160 rather than 000011160). In addition, you can specify more than one invoice in this field. Separate them with a comma and a space character (for example, 11160, 11183, 11202). When you click SEARCH, the Where to Apply This Item grid appears, listing open items that match the invoice number. See Posting Receipts to Open Invoice Items below.
   PNR	Passenger Name Record (PNR) number associated with the item you want to search for. When you click SEARCH, the Where to Apply This Item grid appears, listing open items that match the PNR number. See Posting Receipts to Open Invoice Items below.
   Confirmation #	Ticket or confirmation number associated with the item you want to search for. When you click SEARCH, the Where to Apply This Item grid appears, listing the open item that matches the ticket or confirmation number. See Posting Receipts to Open Invoice Items below.
   From	Beginning date of a range of dates for the items you want to search for. Use the From date in conjunction with the To date to define a range. If you specify only the From date, the range includes all dates from this date to the current date. For car and hotel providers, use the commission due date (return date). For other invoices, use the invoice date. For non-invoice items, use the customer or provider due date. When you click SEARCH, the Where to Apply This Item grid appears, listing open items that match the specified range of dates. See Posting Receipts to Open Invoice Items below.
   To	Ending date of a range of dates for the items you want to search for. Use the To date in conjunction with the From date to define a range. If you specify only the To date, the range includes all dates before and including this date. For car and hotel providers, use the commission due date (return date). For other invoices, use the invoice date. For non-invoice items, use the customer or provider due date. When you click SEARCH, the Where to Apply This Item grid appears, listing open items that match the specified range of dates. See Posting Receipts to Open Invoice Items below.
   Pay ID	Pay ID associated with the item you want to search for. You can specify more than one pay ID in this field. Separate them with a comma and a space character (for example, 3235, 3245, 3248). When you click SEARCH, the Where to Apply This Item grid appears, listing open items that match the pay ID. See Posting Receipts to Open Invoice Items below.

   The following table describes the buttons and links on the Posting screen.

   Button or Link	Description
   Skip This Receipt	Skips the currently displayed receipt and continues to the next one (if any) in the deposit. This is useful if you do not know how you want to post a receipt, but you do not want to put it on account. Note: You cannot skip a receipt if you have posted part of it.
   SEARCH	Searches for open items that match the search criteria you specify in the Optional Search Data area of the screen and displays them in the Where to Apply This Item grid on the Posting screen. This screen enables you to post the payment to the open item you select.
   CHANGE ACCOUNT ID	Opens the Find an Account ID screen. Use this screen to find and select a different account ID than the one displayed in the Account ID field. For details, see Using the Lookup Buttons and Screens. This screen enables you to change the account ID so that you can apply payments to its items. For example, one commission check from Marriott (account ID MC) can pay for bookings for both Marriott hotels and Courtyard by Marriot (account ID CY). After you apply payments to items for the initial account ID, click CHANGE ACCOUNT ID, select a different account ID, and apply payments to items for that account ID.

Leaving Receipt Amounts on Account

You can leave a receipt amount on the account. If you apply a partial amount on account, GlobalWare automatically posts the remainder amount on account. You cannot post the remainder amount elsewhere. For example, you can apply some of a receipt to an invoice, and then post the rest on account, but you cannot apply some on account, and then post the rest to an invoice.

To leave an amount on the account, on the Posting screen, click On Account.

Immediately after you select this option, GlobalWare posts the payment to the unapplied funds account in the general ledger (typically 2040 for customer or 2045 for provider). This account is specified on the System tab of the System Control screen. See System Tab.

Note: The Invoice # column in the Search Results grid on the Adjust Accounts screen indicates the on-account item as "ONACCOUNT". For details, see Adjust Accounts Overview.

Posting Receipts to Open Invoice Items

You can post a receipt amount to one or more open invoice items. You do not need to post the entire receipt amount to open invoice items. However, you must apply the remainder amount elsewhere (on account, directly to the general ledger, to the gift certificate account, or to the layaway plan account) before continuing to the next receipt.

To post the amount to one or more open items on the account:

1. On the Posting screen, specify search criteria in the Optional Search Data area. For descriptions of the search criteria fields, see Accessing the Posting Screen above.

   Note: To find all open items for the account, do not specify any search criteria before you click SEARCH.

2. Click SEARCH.

   The Where to Apply This Item grid appears with matching open items for the account displayed.

   Notes:

   • If you used the Invoice, PNR, Confirmation #, or Pay ID search criteria fields, GlobalWare pre-selects the open items it finds. In addition, GlobalWare presets each Amount field for selected items to the full amount received. You will need to change amounts so that the sum of the amounts does not exceed the amount received.
   • To view invoice detail for a listed item, select the item and press F4. The Invoice Display screen appears. For more information, see Invoice Display Screen.
   Posting screen (all open items listed)

   

   Tip: You can increase the size of the Posting screen by dragging an edge or corner to the desired size. This enables you to more efficiently view and work with data in the Where to Apply This Item grid.

   Field and button descriptions (grid and bottom area of screen)

   The following table describes the fields in the Where to Apply This Item grid and below it. For descriptions of other fields on the screen, see Accessing the Posting Screen above.

   Field	Description
   Due	Amount due for the invoice item.
   Amount	Receipt amount to apply to the invoice item.
   Provider	Provider account ID.
   Comm	Commission amount received for the provider.
   Date	Date of the bank deposit.
   Invoice #	Number of the invoice associated with the invoice item.
   Acct ID	Account ID of the entity (customer, provider, vendor, or employee) from which you received payment.
   Cost	Total invoice item cost.
   Rcvd	Amount received for the invoice item.
   Pay	Indicates whether the payment will be applied to the invoice item when you click OK. N indicates payment will not be applied; P indicates payment will be applied.
   Traveler	Name of the traveler.
   Ticket/Conf Num	Ticket or confirmation number associated with the invoice item.
   PNR #	Passenger Name Record (PNR) number associated with the invoice item.
   Pay ID	Pay ID associated with the invoice item.
   Discount	Discount amount applied to the invoice item.
   Selected	Total receipt amount to apply to selected invoice items in the grid.
   Total	Total amount due for all invoice items displayed in the grid.

   The following table describes the buttons below the Where to Apply This Item grid. For descriptions of other buttons and links on the screen, see Accessing the Posting Screen above.

   Button	Description
   OK	Posts the receipt to the open invoice items you have selected. Note: If you applied part of the payment to open invoice items, you must apply the remainder amount before continuing to the next receipt.
   ADD ADJUSTMENT	Opens the Miscellaneous Adjustments screen. If a customer underpays an invoice by an insignificant amount, you can write off the amount in the general ledger. For example, if you receive a customer check for an amount that is less than the amount due, you can create an adjustment to write off the rest of the amount. Use this screen to make adjustments for underpayments. For a brief procedure, see Adding Adjustments below. For more information, see Adjusting for Overpayments and Underpayments. Note: You can also make adjustments for customer overpayments. See Adjusting for Overpayments and Underpayments.
   ADD/EDIT INVOICE	Opens the Invoice screen with the selected invoice item displayed. Use this screen to edit an existing invoice item or add an invoice item. For example, if you receive a commission check for a different amount than the amount that is due, you can edit the commission due amount on the invoice item, or you can create a commission-only invoice item. For a brief procedure, see Adding or Editing Invoice Items below. For more information, see Editing an Existing Invoice or Adding a New Invoice Item.
   SELECT ALL	Selects all invoice items displayed in the grid. When you click this button, GlobalWare automatically populates the Amount field for each invoice item in the grid and changes the Pay field to Y. IMPORTANT: Because GlobalWare automatically populates the Amount field, make sure that the amount is appropriate for each invoice item displayed in the grid. For example, if the grid displays three invoice items, and you click SELECT ALL, GlobalWare automatically sets the Amount field to the full receipt amount for EACH invoice item, which would not be appropriate.

3. If not already selected, double-click the open item to which you want to apply the amount to select it. You can select more than one open item.

   Notes:

   • Double-click a selected item to deselect it.
   • GlobalWare presets each Amount field for selected items to the full amount received. You will need to change amounts so that the sum of the amounts does not exceed the amount received.
   • Items listed in the grid can also include credits available to the account. You can apply them when you apply the receipt. To apply credits, select and add them to the amount to pay. For example, if you are posting a $100 receipt and the account has a $500 charge and a $50 credit available, select the credit and specify 150.00 in the Amount field of the charge. (If you select the credit, but do not increase the amount to pay for the charge, GlobalWare stores a zero-dollar transaction on the unapplied funds account in the general ledger, and the credit will be left open.)
   • After they are applied, credits appear in the general ledger in a Payment Adjustment control, not the Receipts control of the deposit. If you void the cash receipt, the credits are not unapplied. (Only the cash receipt and the items it is applied to are unapplied.)
4. In the Amount field for each selected open item, specify the amount to apply. Make sure that the sum of all amounts does not exceed the amount received.
5. To apply amounts to the selected items, click OK.

Adding Adjustments

If a customer underpays an invoice by an insignificant amount, you can write off the amount in the general ledger. For example, if you receive a customer check for an amount that is less than the amount due, you can create an adjustment to write off the rest of the amount.

To create an adjustment from the Posting screen:

1. Click ADD ADJUSTMENT.

   The Miscellaneous Adjustments screen appears.

2. Specify adjustment information as appropriate. For details, see Adjusting for Overpayments and Underpayments.

3. When finished with the Miscellaneous Adjustments screen, click SAVE.

   GlobalWare refreshes the Where to Apply This Item grid on the Posting screen with your changes.

   Note: Wait until the grid refreshes before you enter amounts to post.

Adding or Editing Invoice Items

You can edit an existing invoice item or add an invoice item from the Posting screen. For example, if you receive a commission check for a different amount than the amount that is due, you can edit the commission due amount on the invoice item, or you can create a commission-only invoice item.

To create or edit an invoice item from the Posting screen:

1. In the Where to Apply This Item grid, select the invoice item that you want to edit (or that has the invoice to which you want to add an item).

2. Click ADD/EDIT INVOICE.

   The Invoice screen appears with the selected invoice item displayed.

3. Edit the item as appropriate, or click ADD to create a new invoice item. For details, see Editing an Existing Invoice or Adding a New Invoice Item.

4. When finished with the Invoice screen, click SAVE.

   GlobalWare refreshes the Where to Apply This Item grid on the Posting screen with your changes.

   Note: Wait until the grid refreshes before you enter amounts to post.

Posting Receipts Directly to the General Ledger

You can post a receipt directly to the general ledger by specifying one or more offset transactions. You do not need to post the entire receipt amount directly to the general ledger. However, you must apply the remainder amount elsewhere (on account, to the gift certificate account, to the layaway plans account, or to an open item on the account) before continuing to the next receipt.

IMPORTANT: Using this option could cause customer statements to be inaccurate.

To post the amount received directly to the general ledger:

1. On the Posting screen, click GL.

   The Where to Apply This Item grid appears with one offset row automatically provided.

   Tip: You can increase the size of the Posting screen by dragging an edge or corner to the desired size. This enables you to more efficiently view and work with data in the Where to Apply This Item grid.

   Field and button descriptions (grid and bottom area of screen)

   The following table describes the fields in the Where to Apply This Item grid and below it. For descriptions of other fields on the screen, see Accessing the Posting Screen above.

   Field	Description
   Acct #	General ledger account to use for the offset transaction.
   Branch	Branch to which to apply the payment.
   Comment	Comment associated with this posting. By default, this field is set to the account name or the name you provided in the From field on the Bank Deposit screen. For more about the Bank Deposit screen, see Creating Deposits and Working with Existing Deposits.
   Ref1	Free-form text generally used for invoice number (if associated).
   Ref2	Free-form text generally used for customer account.
   Ref3	Free-form text generally used for provider account.
   Group ID	Identifier of the group to associate with the offset transaction (if applicable).
   Amount	Receipt amount to post to the general ledger account for the offset transaction.
   Selected	Total receipt amount to apply to selected offset transactions in the grid. Note: The amount is usually negative because the bank transaction is positive.

   The following table describes the buttons below the Where to Apply This Item grid. For descriptions of other buttons and links on the screen, see Accessing the Posting Screen above.

   Button	Description
   OK	Posts the receipt directly to the general ledger according to the offset transactions you have set up. Note: If you applied part of the payment directly to the general ledger, you must apply the remainder amount before continuing to the next receipt.

2. Change the general ledger chart number, the branch, a comment for the general ledger, references 1, 2, and 3, and the amount to apply as appropriate. In addition, specify a group ID if applicable.

   Note: The amount is usually negative because the bank transaction is positive.

3. If you need to add another offset transaction, select the first offset transaction row in the grid, press the Down Arrow key (or press Tab or Enter at the end of the first offset transaction row), and make changes as appropriate.

4. When finished adding and changing rows, click OK.

   GlobalWare posts the receipt directly to the general ledger according to the offset transactions you have set up.

Posting Receipts for Gift Certificates

You can post customer payments as gift certificate purchases. You do not need to post the entire receipt amount to the general ledger account for gift certificates. However, you must apply the remainder amount elsewhere (on account, directly to the general ledger, to the layaway plans account, or to an open item on the account) before continuing to the next receipt.

To post a receipt as a gift certificate purchase:

1. On the Posting screen, click Gift Certificate.

   An area at the bottom of the Posting screen appears with posting information for the gift certificate payment already populated.

   Field and button descriptions (bottom area of screen)

   The following table describes the fields in the bottom area of the Posting screen. For descriptions of other fields on the screen, see Accessing the Posting Screen above.

   Field	Description
   GL Account	General ledger account for gift certificates. By default, this standard chart number is 2050. This chart number is set up on the System tab of the System Control screen. See System Tab.
   Branch	Branch to which to apply the payment.
   Name	Name of the account displayed in the GL Account field.
   Amount	Receipt amount to post to the general ledger account for gift certificates.
   Ref1	Indicates that this posting is for a gift certificate.
   Comment	Comment associated with this posting. Maximum length is 30 characters. By default, this field is set to the account name or the name you provided in the From field on the Bank Deposit screen. For more about the Bank Deposit screen, see Creating Deposits and Working with Existing Deposits.

   The following table describes the buttons in the bottom area of the Posting screen. For descriptions of other buttons and links on the screen, see Accessing the Posting Screen above.

   Button	Description
   OK	Posts the receipt to the general ledger account for gift certificates. Note: If you applied part of the payment to the gift certificate account, you must apply the remainder amount before continuing to the next receipt.

2. Specify the branch, the amount to apply, and a comment for the general ledger.

3. Click OK.

   GlobalWare posts the receipt to the general ledger account for gift certificates.

   Note: The Invoice # column in the Search Results grid on the Adjust Accounts screen indicates the gift certificate item as "GIFTCERT". For details, see Adjust Accounts Overview.

Posting Receipts for Layaway Plans

You can post customer payments made for future trips on a layaway basis. You do not need to post the entire receipt amount to the general ledger account for layaway plans. However, you must apply the remainder amount elsewhere (on account, directly to the general ledger, to the gift certificate account, or to an open item on the account) before continuing to the next receipt.

To post a receipt as a layaway plan payment:

1. On the Posting screen, click Layaway.

   An area at the bottom of the Posting screen appears with posting information for the layaway plan payment already populated.

   Field and button descriptions (bottom area of screen)

   The following table describes the fields in the bottom area of the Posting screen. For descriptions of other fields on the screen, see Accessing the Posting Screen above.

   Field	Description
   GL Account	General ledger account for layaway plans. By default, the standard chart number is 2055. This chart number is set up on the System tab of the System Control screen. See System Tab.
   Branch	Branch to which to apply the payment.
   Name	Name of the account displayed in the GL Account field.
   Amount	Receipt amount to post to the general ledger account for layaway plans.
   Ref1	Indicates that this posting is for a layaway plan.
   Comment	Comment associated with this posting. Maximum length is 30 characters. By default, this field is set to the account name or the name you provided in the From field on the Bank Deposit screen. For more about the Bank Deposit screen, see Creating Deposits and Working with Existing Deposits.

   The following table describes the buttons in the bottom area of the Posting screen. For descriptions of other buttons and links on the screen, see Accessing the Posting Screen above.

   Button	Description
   OK	Posts the item to the general ledger account for layaway plans. Note: If you applied part of the payment to the layaway plan account, you must apply the remainder amount before continuing to the next receipt.

2. Specify the branch, the amount to apply, and a comment for the general ledger.

3. Click OK.

   GlobalWare posts the receipt to the general ledger account for layaway plans.

   Note: The Invoice # column in the Search Results grid on the Adjust Accounts screen indicates the layaway item as "LAYAWAY". For details, see Adjust Accounts Overview.