How do I record a customer advance?
A customer advance is a prepayment for goods or services rendered to a customer. Use Record Customer Advance to log an advance for a customer when (1) you are not using Connect Accounts Receivable or (2) the customer has paid with no invoice.
Recording a customer advance
1. Open Connect Project Accounting > Jobs > Record Customer Advance.
2. Fill in the options on the form.
Source type | Source ID | Source description | Source
Comments
3. Click Save (CTRL+S).
The customer advance is saved.
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Changing a customer advance
1. Open Connect Project Accounting > Jobs > Record Customer Advance.
2. Use the GL Period to select the GL period that was used to record the transaction.
3. Now, use the Date field to enter the date the transaction was created.
4. Click Edit (CTRL+E).
The transactions that were created in the selected GL Period and date display in the Transaction grid.
5. Click on a transaction to select it.
6. Now, use the fields on the form to edit the transaction properties.
7. Click Save (CTRL+S).
The customer advance is updated.
Deleting a customer advance
1. Open Connect Project Accounting > Jobs > Record Customer Advance.
2. Use the GL Period to select the GL period that was used to record the transaction.
3. Now, use the Date field to enter the date the transaction was created.
4. Click Delete (CTRL+D).
5. Use the options on the Delete Transactions form to delete the transaction.
The customer advance is deleted.
Options
Amount
Use Amount to enter amount to advance to the customer.
What is the advance amount?
I want to add an amount. Enter an amount, then click Save (CTRL+S) to complete the entry.
I want to reverse an amount. Enter an amount, followed by the minus sign (-), and then click Save (CTRL+S) to complete the entry.
Check number
A check number is a unique number that is assigned to each check.
Is there a check number for the transaction?
Yes, the transaction includes a check. Use the Check Number field to enter the number that is printed at the top of the check.
No, the transaction does not include a check. Leave blank the Check Number field.
Date
The Transaction Date is the date the system will use to record the entry.
Do you want to use the current date as the transaction date?
Yes, I want to use the current date. Continue to the next step.
No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Description
A description is a word or phrase that describes the character or features of the record.
What is the description?
Use the Description field to enter a word or phrase (50 characters or less).
GL period
The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x.
Do you want to use the current period as the GL period?
Yes, I want to use the current GL period. Continue to the next step.
No, I want to use a different GL period. Use the GL Period drop-down list to select a MM/YY (MM/DD/YYYY).
Job number
A job number refers to a user-defined code that is created in Connect Project Accounting for reporting resources and transactions associated with a specific job.
What is the job number?
I know the job number. Use the Job Number field to enter it.
Help me find the job number. Click Search, it's located at the end of the Job Number field.
Redisplay previous transactions
Use Redisplay (CTRL+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction.
Source type, ID, and description
Source documents is the paperwork generated by doing business. Source documents include: Invoices, Statements, Deposit Slips, Supplier Invoices, Checks, Purchase Orders, Bank Statements, and Canceled Checks.
The source type refers to the category or group that tells you where the transaction came from. The source ID is a user-defined field that allows you to save a last name or code with the transaction. The source description is a word or phrase that offers information that will add to the source type and ID.
What is the source ID?
I want to use an existing source ID. Use the Source ID drop-down list to select an option.
I want create a new source ID. Use the Source ID field to enter a new item. The light blue background on this fields means that you can add items to the drop-down list.
What is the source description?
I want to use an existing source description. Use the Source Description drop-down list to select an option.
I want to create a new source description. Use the Source ID field to enter a new word or phrase to describe the source. The light blue background on this fields means that you can add items to the drop-down list.
Type
Since a customer advance is a prepayment, the transaction type is recorded as an advance. This field is view only.