How the "Post to AR" Function Works in the Cash Sales Transaction Form

Overview:

In QNE Optimum Accounting Software, the "Post to AR" (Accounts Receivable) function allows businesses to convert a Cash Sales Transaction into a credit transaction, ensuring that receivables are properly recorded. This feature is particularly useful when a client initially processes a cash sale but later decides to defer payment, requiring the transaction to be recognized as an Accounts Receivable (AR) entry.

Default Scenario:

By default, a Cash Sales Transaction in QNE is recorded as a paid transaction, where the system assumes that the customer has fully settled the amount. However, in real-world scenarios, a client may suddenly request to shift the sale to a credit transaction, meaning the payment will be collected at a later date. The "Post to AR" function allows this change while ensuring accurate financial tracking.

Procedure:

Step 1: Navigate to the Cash Sales Form

• Go to the Sales Module

• Click on Cash Sales to open transaction form.

• Enter the required details such as:

  • Customer (e.g., 101-C001 – Care Software Solutions Inc.)

  • Deposit to (e.g., Cash on Hand)

  • Other necessary details like Currency, Agent, and Reference Number.
    

Step 2: Add Items to the Sales Transaction

1. Under the Details tab, input the products or services sold.

2. Specify the following:

   • Stock Code (e.g., ASUS-MB, CANON4310SP)

   • Quantity

   • Unit Price

   • Tax Code

   • Total Amount
     
     

3. Click Save 

Step 3: To view the GL posting, navigate to the Info tab in the menu ribbon and select GL Journals.

✔ ️ In this example, the GL posting records a Debit to Cash on Hand and a Credit to the Revenue Account, indicating that the transaction has been fully paid.

Step 4: Enable the "Post to AR" Option

1. Locate the "Post to AR" checkbox in the form’s right section.

2. Select the checkbox to classify the transaction as Accounts Receivable instead of a cash sale. This action will disable the Deposit To field, and the Cash Sales Form will display a 'Posted to Customer' mark, indicating that the transaction will be recorded as Accounts Receivable upon saving

✔ The system will update the GL posting accordingly

? Updated GL Entry (After Selecting "Post to AR")

• Debit: Accounts Receivable (₱33,500.00)

• Credit: Revenue Account (₱33,500.00)
  
  

✔️ This adjustment reflects that the payment is no longer immediate, and the customer has an outstanding balance.