Cash flow ➔ Miscellaneous ➔ Instrument status
It is possible to generate an overview of all post dated 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 if the post dated cheques 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.
Note: The descriptions in the following are based on having the Advanced: Instrument handling check box selected. You can find this check box at System ➔ General ➔ Settings ➔ Bank settings under the General section. Additionally, in this document, Post dated cheque is selected at Type and Cash in is selected at Show in the Range section.
Select a payment instrument to view the status. You can choose from Post dated cheque, Cheque, or Letter of Credit. In this description, Post dated 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 range to display the receipts that fall within the selected range. Select the All check box for all due 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 related instrument status. For more information, see Selecting accounts.
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 post dated cheques.
Note: This is available only if To be collected or To be discounted is selected.
Under this section, you will see different criteria depending on the selection you make at Show. The following description describes the criteria if Cash in is selected.
Type or select an instrument number range. Select the All check box for all instrument 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, To be discounted, or 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 number for the post dated cheque.
Under this section, you will see details of the instrument status, payment reference, instrument number, transaction type, and others.
You may not see all the buttons in one screen. The buttons change according to your selection at Type, Group by and if you have selected Invoices, Received, To be collected, To be discounted, Bounced, or All.
Click this to display the search results according to the defined criteria.
Click this to generate the debtor statement. For more information, see Generating debtor statement for post dated cheques.
Click this to display the summary report of the payment instrument statuses.
Click this to display the debtor card. For more information, see Viewing debtor cards.
Click this to display the completed transaction based on the internal reference number.
Click this to display the completed transaction based on the customer reference number.
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 after selecting a particular invoice (once you have received a post dated cheque payment for the invoice). The invoice will then be removed from the results at Invoices and will be displayed at Received. For more information, see Receiving post dated cheques.
Click this to block the transaction 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 invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, Instrument number, or To Cash instrument.
Note: This is not necessary for a single debtor.
Click this to display further details of the payment instrument status.
Click this to display the details of the selected post dated 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. The invoice will then be removed from To be collected or To be discounted, and will be displayed under Received.
Click Settle to settle the record for payments that have been collected. For more information, see Settling post dated cheques. The button will then change to Unsettle. Click Unsettle to revert to the settled status.
Click this to reject a post dated cheque payment. The invoice can then be viewed at Bounced and will be displayed at Invoices. For more information, see Bouncing post dated cheques.
Click this to select a layout and print the report on deposited amounts.
Click this to indicate you have deposited the post dated cheque payment into the bank. For more information, see depositing post dated cheques.
Click this to delete the received post dated cheques.
Click this to reverse the entry. Once this button is clicked, the Replace Date screen will be displayed. Type or select the replace date and click OK. The invoice will then be removed from the results at Received and will be displayed at Invoices.
Click this to exit.