This article explains how to clear un‑applied cash receipts in Jobpac. This process is used when a deposit or cash receipt has been entered but not fully applied to AR invoices, leaving an un‑applied balance that needs to be removed correctly.
This is most commonly performed by finance or accounts receivable users who manage debtor receipts.
What is an un‑applied cash receipt
An un‑applied cash receipt occurs when a deposit or cash receipt is entered into Jobpac and is not applied, or only partly applied, to one or more AR invoices. The remaining balance sits as an un‑applied amount against the debtor.
Un‑applied amounts should be cleared to ensure debtor balances and the General Ledger remain accurate.
How clearing an un‑applied cash receipt works
To clear an un‑applied amount, you create a new deposit with the opposite value of the un‑applied receipt. This results in two un‑applied receipts that balance each other.
The negative receipt is applied first to a fully paid invoice, followed by applying the positive receipt to the same invoice. This approach ensures:
- Both receipts are fully applied
- The invoice returns to a fully paid status
- All transactions post to the same accounting period
- The General Ledger nets to zero
Note: This method avoids manual GL adjustments and keeps debtor and GL balances aligned.
Before you start
Before clearing an un‑applied cash receipt, confirm the following:
- You know the exact un‑applied amount.
- You have access to the General Credits menu.
- There is at least one fully paid invoice for the debtor with a value greater than the un‑applied amount.
You can view all un‑applied amounts by debtor from the General Credits screen.
Steps to clear an un‑applied cash receipt
The steps below use an example un‑applied receipt of $6,415.98.
1. Raise a new deposit for the negative value of the un‑applied amount (for example, ‑$6,415.98) and assign it to the same debtor.
2. Select OK to save the deposit, then return to General Credits.
3. Right‑click on the debtor and select Select. Choose the negative un‑applied receipt. Outstanding invoices for the debtor will display.
4. Tick Paid at the bottom of the screen to display fully paid invoices.
5. Select a fully paid invoice that is larger than the un‑applied amount and set the applied amount on that invoice to zero.
6. Apply the original un‑applied receipt amount back to the same invoice and select OK.
This clears the un‑applied amount on the receipt and creates an outstanding balance on the invoice equal to the original un‑applied value.
7. Select Back to return to the un‑applied receipts screen.
8. Select the remaining un‑applied amount and choose the relevant receipt from the list.
9. Enter the full invoice amount in the Applied column for that invoice and select OK.
The invoice will disappear from the list once it is fully paid again, and the cash receipt will have no remaining un‑applied balance.
10. Select Back to return to the General Credits screen and confirm there are no remaining un‑applied amounts.
What this allows you to do
Once complete, the un‑applied cash receipt is fully cleared, the debtor balance is correct, and the General Ledger reflects a net zero impact for the clearing transactions.
You can now continue processing receipts and invoices with confidence that balances are accurate.
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