Receive and apply cash

Step by step

1. Identify the receipt System

   The bank connector imports a stable transaction identity. Reconcile any confirmed processor-settlement mapping with an existing receipt; memo similarity alone cannot discard a deposit or prove a match.

   • Identify a unique incoming cash source
   • Updates Bank feed transactions, Payments received

2. Review the match proposal AR Clerk

   AR Clerk compares customer, amount, currency and invoice evidence. Proposed payment applications remain proposals until accepted. Uncertain matches stay in the review queue with their original bank context.

   • Prepare an attributable allocation
   • Updates Payments received, Payment applications, Bank feed transactions

3. Apply accepted cash AR Clerk

   AR Clerk commits only permitted invoice payment allocations within the receipt amount and invoice balance. Leave the remainder unapplied. Short-pay and discount suggestions use separate approved adjustments rather than pretending the missing amount was cash.

   • Apply actual receipt cash once
   • Updates Payments received, Payment applications, Invoices

4. Reconcile the result Controller / CFO

   Controller / CFO reviews the balance and ledger outcome. Later allocation of previously recognized cash transfers unapplied value rather than debiting cash again. Returned or refunded amounts preserve their original effect and correction history.

   • Reconcile receipt and receivable outcomes
   • Updates Payments received, Payment applications, Invoices

AR Clerk

AR Manager, Controller / CFO and System carry the responsibilities shown at each stage.

Customer

And Sales Rep access remain within their own permitted scope.