Edit Receipt Writing - Transaction Entry Tab
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Access this form using the Transactions>Edit Receipt Writing>Start button. |
Use this tab to edit transaction line items or document information for existing cash receipts. When receipts were printed (Activities>Receipt Writing), the system automatically generated general ledger receipts with a transaction source code of CRS—Receipt Writing. See Receipt Writing Session.
Begin by selecting a Receipt number. The system displays the current document information for the cash receipt. You can change the Date, Description, Deposit Number, and transaction entry line items. If you change the Debit or Credit amount, the total Amount cannot change. You cannot add new documents or change the Receipt number, Recipient ID, or Payer information.
Advanced Security Users
Account Level Security is available for this form. This feature allows you to define the account codes and related amounts a user can view on transaction entry forms. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
Multicurrency Users
The Exchange Rate field is only available if the Multicurrency module has been installed and added by the Administrator (Organization>Add a Module) and selected a Currency, other than the organization's functional currency, on the Session form. When the system is required to perform multiplication calculations involving fractional numbers, it is not uncommon to have rounding differences. See Rounding Rules for Transaction Entry for more information.
Receipt: Select an existing receipt from the drop-down list.
Date: Accept the date (assigned to the selected receipt), or enter a new one.
Amount: The system displays the amount of the generated cash receipt that was created using the Activities>Receipt Writing form. You cannot edit this amount.
Description: Accept the existing description, or enter a new one.
Deposit Number: Accept the existing deposit number assigned to the receipt, or enter a new number.
Payment Method: Enter a payment method, such as cash, credit card, or check. Once entries have been saved, they are available for selection in the drop-down list.
Recipient ID: The system displays the Recipient ID. You cannot edit this ID. This box only displays if the Accounts Receivable Reporting module is installed for this organization.
Payer: The system displays the payer information, if applicable, for this receipt. You cannot edit this information.
Transaction Entry Table: You can either accept the data in this table, or edit it.
- Fund, General Ledger, {Segment Names}: The system displays the document's segment codes.
- Debit, Credit: The system displays the debit or credit for the line item. Keep in mind, if you make changes to these columns, the total Amount cannot change.
- Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Currency and Rate Type selected on the Session form. You can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected by the Administrator (Organization>Set Up Modules>Multicurrency). See Multicurrency Dates for more information about how rates are calculated.
This column is only available if: the Multicurrency module has been installed and set up by the Administrator (Organization>Add A Module), and the Session currency selected is a currency other than the functional currency (File>New Organization>Functional Currency panel). - Entry Type: The system displays the entry type for the line item. Valid types are: Normal, End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
- Effective Date: The system displays the existing effective date. This is the effective date that posts to the ledgers.
- Description: The system displays the existing line item description.
- {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of CRS (Receipts Writing). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields.