Collect Accounts Receivable

Use the Collect Accounts Receivable screen when your Church receives a collection from an Accounts Receivable Client.


To access the Collect Accounts Receivable screen:

  • From The Initial Portal of Church Windows choose Accounting.
  • Choose Transactionsin the Button Bar at the top of the screen
  • Then, click Collect Accounts Receivable


  • First enter your defaults:
    • Default Date Occurred
    • Default Asset Account  
    • Default Pay Method

    Note:
    If you change the selection from any of these boxes at any time after having added items to the Unposted Collections Batch, you will affect change in all batch items. Nevertheless, you can still change the Date Occurred, the Asset, and the Payment Method manually for each item individually as you add them to the batch list.

  • Add each collection you wish to process to the Unposted Collections Batch list. There are two ways to process a collection:
    1. Select Accounts Receivable / Client dropdown
      • Make your selection(s) and click the Add to Batch (CTRL +) button to add the collection information.

      2. OR

    2. Quick Collect button:
      • Collect Invoices Entered Today

      • Use the View Clients with a Balance feature to view Accounts Receivable / Client balances.


        If you wish to create collections for any of the listed vendors:

        • First click the Quick Collect button.
        • Then, click View Clients with a Balance.
        • Click the checkmark checkmark next to each client name.
        • Click the Create Collection button to add the clients marked with a checkmark checkmark to the Unposted Collections Batch.
        • On the Collect Accounts Receivable screen you can adjust, verify, and post the selected collection.

      • Use the View Outstanding Invoices feature to view invoices that have been entered, but not yet collected.

        If you wish to create collections for any of the listed clients,

        • First click the Quick Collect button.
        • Then, click View Outstanding Bills.
        • Click the box next to each client's name to place a checkmark checkmark.
        • Click the Create Collection button to add the clients marked with a checkmark checkmark to the Unposted Collections Batch.
        • On the Collect Accounts Receivable screen you can adjust, verify, and post the selected collections.
  • Date Occurred, Asset, Amount to Pay, Payment Method, Check or Ref #, and Comments
    Adjust these fields as needed.
  • Dep. Slip?
    Click to place a checkmark checkmark in the box if you want the batch items to show on the Deposit Slip.
  • Unposted Collections Batch
    Verify the collection information for each item showing.
  • Remove Selected Client
    If you wish to remove clients currently showing in the Unposted Collections Batch, click the line that shows the client and click the button.
  • Click the Paid box next to each item that represents a collection you wish to post in the current batch.
    • Doing so will place a checkmark checkmark in the box.
    • Items without a checkmark checkmark will remain unpaid until the next time you decide to post payments.
  • Click the button to Save the batch for use at a later time
  • Click Print to print an Accounts Receivable Report listing of the items.
  • Click the Post button to post the items that have a checkmark checkmark in the Paid box.
  • The automatically generated transaction number and the total dollar amount for the batch will display in a message asking you one last time if you wish to print the batch. Answer by clicking Yes or No.
  • Use the transaction number(s) in the message to look up the posted transaction(s) on the Browse Transactions screen. Each transaction item in the batch will appear as a ARCL transaction.

Note:
If you wish, click the Show Running Balances button show the balance of the items being added to the batch.