Cash flow ➔ Miscellaneous ➔ Instrument status
It is possible to generate an overview of all cheques in your administration that have been used to receive payments from your debtors. This enables you to quickly see the incoming cash flow through the payment instrument. You can also see whether the cheques in question are bankable. This makes it easier to decide what to do with receipts that have been received.
You can filter the payment instrument status that you want to display. To search for the payment instrument status, you need to define one or more of the following criteria and click Refresh. The payment instrument statuses that match the search criteria you have entered are then displayed.
Select a payment instrument to view the status. Choose from Cheque or Letter of Credit. In this document, Cheque is selected.
Note: The available criteria will change depending on your selection.
Type or select a payment date range to display the payment instrument status that falls within the range. Select the All check box for all payment dates.
Type or select a due date/maturity date range to display the payments/receipts that fall within the selected due date/maturity date range. Select the All check box for all due dates/maturity dates.
Select Cash in or Cash out to be displayed in the payment instrument status.
Type or select a debtor account number to view the instrument status.
Select one that applies to the payment instrument status you wish to view.
Click Advanced to display the advanced criteria. Click Simple to hide the advanced criteria.
Select the required option to group the instrument status by Cash instrument, General ledger, Account, Payment reference, Instrument no., or Details. The available options will change depending on your selection.
Select this check box to exclude settled cheques.
Note: This is available only if To be collected or Bank statement is selected.
Select this check box to view all the bank statements.
Note: This is only available if Bank statement is selected.
Under this section, you will see different criteria depending on the selection you make at Show. The following descriptions describe the criteria if Cash in is selected.
Type or select an instrument number range. Select the All check box for all numbers.
Type an amount range. Select the All check box for all amounts.
Type or select a statement/invoice date range. Select the All check box for all dates.
Note: You will see Statement date if either Received, To be collected, Bank statement, and Bounced is selected under the Range section. You will see Invoice date if either Invoices or All is selected.
Type or select a cash instrument number to view the status. For more information, see Selecting cash instruments.
Type a payment reference number (of the payment made from the selected cash instrument).
Type a deposit/statement number for the cheque.
Note: You will see Statement number if Bank statement is selected under the Range section. For everything else, you will see the Deposit number.
You may not see all the buttons on one screen. The buttons change according to your selection at Type, Group by and if you have selected Invoices, Received, To be collected, Bank statement, Bounced, or All.
Click this to display the search results according to the defined criteria.
Click this to add a new note or to view existing notes for the selected account. Type a note, click Timestamp (optional), Save and then Close to exit.
Click this to view the debtor card. For more information, see Viewing debtor cards.
Click this to view the complete transaction of the selected line based on the internal reference number.
Click this to view the complete transaction of the selected line based on the customer reference number.
Click this to go to the debtor maintenance screen. For more information, see Creating accounts receivable.
Click this to display the Transaction screen. Information related to the purchase order/sales order such as the G/L number, our reference number, your reference number, debit and credit amount, and others will be displayed.
Click this to export the data to Microsoft Excel.
Click this to view further details of the payment instrument status.
Click this to block the transactions from further actions.
Click this to assign Own account, Payment date, Payment method, Instrument Number, and To Cash instrument to a debtor.
Click this to group the selected invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, Instrument number, or To Cash instrument. (This is not necessary for a single debtor).
Click this to view the summary report of the payment instrument statuses.
Click this to view the details of the selected cheque.
Click this to return to the previous screen. This button is available only after Zoom is clicked.
Click this to reverse the deposit date.
Click this to settle the record of payments that have been collected. The button will then change to Unsettle.
Click this to revert to the settled status.
Click this to reject the cheque payments. The status will then change to “Bounced” and the original invoice will be displayed under Invoices.
Click this to indicate you have deposited the cheque payment into the bank.
Click this to view the report on deposited amounts.
Click this after selecting a particular invoice (once you have received a cheque payment for an invoice). This will change the status of the record from “Invoiced” to “Received”.
Click this to delete the received cheques.
Click this to exit.