Receipt Writing Session
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Access this form using Activities>Receipt Writing. |
Use this form to set up a session for the receipts you are about to print, or to add documents to an existing session. You must define the session by assigning it an ID (anything to identify this batch of receipts), and then enter the Description, Status, and Date. Click Start to display the transaction entry form.
This process allows cash receipts to be printed while generating accounting entries to record the receipts in the system. As each transaction is saved (or posted, depending on session status), the cash receipt prints.
Multicurrency Users
The Currency and Rate Type fields are only available if you have installed and added the Multicurrency module.
Session ID
- To create a new Session, enter a unique session ID representing the group of related documents, or press the "+" (plus) key to have the system assign a session ID. You might use the Session ID "RC0725xx01," for example. The first two characters would be an abbreviation for "receipts." The next six characters would represent the date. The last two would be a numeric sequence indicating that this is the first session of this type for this date.
- To edit an existing unposted session with a status of BP or BS, select it from the drop-down list.
- To view an existing posted session, enter the ID or search for it using the Find button.
- We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.
Status: Select a status from the drop-down list. When the organization was set up by the Administrator using the Organization>Organization Preferences>Processing tab, a processing mode was designated. The status appears in the drop-down list according to the processing mode that was chosen for the organization. The table below shows which status is valid for each processing mode:
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Organization Processing Modes |
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Status |
Batch |
Combination |
Online |
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Batch-To Post (BP) |
Valid |
Valid |
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Batch-To Suspend (BS) |
Valid |
Valid |
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Online Posting (OL) |
Valid |
Valid |
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Description: Enter a session description for this batch of receipts.
Date: Enter a valid date for this session.
Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Rate Type: Select an existing exchange rate type from the drop-down list. The system lists any custom types you created, along with two predefined rate types—Daily Spot Rate and Monthly Average Rate. Custom rate types were created using Maintain>Multicurrency>Exchange Rate Types.
Session Totals: The system displays the total number of receipts and total amount.
- If a session is created with a status of Batch-To Suspend or Batch-To Post, the receipts can be edited using Transactions>Edit Receipt Writing. (The system generates a transaction source code of CRS—Receipt Writing.) See Edit Receipt Writing Session.
- Rather than manually entering a session ID each time, you can have the system assign the next available session ID. With the cursor in the Session ID box, simply press the "+" key to automatically increment the session ID from the last session ID used. As the Administrator, if you want to change the last session ID, use the Organization>Organization Preferences>Session tab.
- Prohibit and Warn dates do not apply to this form. These dates were set up by the Administrator using the Organization>Organization Preferences>Entry Dates tab.
- Once you begin entering receipts on the transaction entry form, click Session Information
to change session information. - Click Entry Defaults
to set or change default values for certain fields or "boxes" that are used during transaction entry.