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Transaction Entry Buttons

Load Receipts (Print)

Receipt Writing - User Defined Fields Tab

Printing Receipts

General Ledger Checklists

General Ledger FAQs

Receipt Writing - Transaction Entry Tab

Access this form using the Activities>Receipt Writing>Start button.

Use this form to record and print cash receipts. (The Receipt Writing Session form always precedes it.)

Use this tab to enter document and transaction information. Your data is designed to print on a preprinted receipt available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering. After completing this transaction entry form, click the Save/Post button to display the Load Receipts form. The system ensures that the entry balances, and then it prints the customer's receipt.

If you selected the Apply Offsets on Save/Post check box (Options>Customize Workstation Settings>Preferences tab), and the transaction is not in balance, the system automatically applies offsets when you click the Save or Post button on this form. Offsets must have been previously set up using the Maintain>Offset Account Assignments form.

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.

Click Check Budget and Encumbrance Balances to check balances for the current document.

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. See Multicurrency Dates for more information about how rates are calculated. 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. You can restrict receipts to customers (Recipient ID field) using the "Always Receive in Customer's Currency" (Maintain>Accounts Receivable>Customers>Customer tab) check box.

 

Receipt

  • To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID. This ID serves as the beginning receipt number.
  • To edit or view an existing document, select it from the drop-down list.
  • We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Date: Accept the session date, or enter a valid date specific to this receipt.

Amount: Enter the amount of the cash receipt you are writing.

Description: Accept the session description, or enter a description specific to this receipt.

Deposit Number: Select a deposit number from the drop-down list, or enter a new deposit number that includes this receipt. This number is optional, and it can be used to group multiple receipts for one deposit slip.

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: Select the recipient to associate with the cash receipt, or use Find to help you select an ID. This ID is optional, and the box only displays if the Accounts Payable, Accounts Receivable Reporting, and/or Payroll modules are installed.

To only display the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Payer: Enter the payer name if the system has not already provided this information. If a Recipient ID is selected, the Payer information cannot be changed here—it can be changed using Maintain>Accounts Payable>Vendors, Maintain>Accounts Receivable>Customers, or Maintain>Payroll>Employee Information.

Printed On Stub: Enter the receipt information to be printed on the receipt stub.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount, an effective date, entry type, and a description.

  • Fund, General Ledger, {Segment Names}: Enter a segment code, or select one from the drop-down list. The system displays all available segments in this table. Segments were set up by the Administrator when the organization was created (File>New Organization>Account Segments panel).
  • Debit, Credit: Enter an amount in either the debit or credit column for each line, but not in both. This amount must be greater than or equal to zero.
  • 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. As the Administrator, 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 (Organization>Set Up Modules>Multicurrency).
    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 entry type is initially set to Normal, but you can change it if your entries are End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
  • Effective Date: Accept the default effective date, or enter a new one for this line item. This date is the effective date that posts to the ledgers.
  • Description: Accept the default description, or enter a new one for this line item.
  • {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of CRS (Receipt 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. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). If flow-thru was set up by the Administrator (Organization>Set Up UDF Default Sources), a UDF value can flow from Maintain>Accounts Receivable>Customers to this tab.
  • You can only enter one Exchange Rate, per Effective Date, per document.
  • NOTE TO MULTICURRENCY USERS When functional cash type General Ledger accounts are used in alternate currency documents, the document currency controls the type of currency that will be disbursed or received by the functional cash account. For manual processes, the session currency dictates the document currency. The entry amount is in the document currency and the functional amount is calculated using the exchange rate when the transaction is posted.
    For example, let's say, you are using a functional cash account with a currency of USD (US Dollar) and an alternate currency check or receipt of CAD (Canadian Dollar). During transaction entry, you enter an amount of 200 CAD and the USD equivalent is calculated to be 150 USD. When you reconcile this functional cash account, you will see both the document amount of 200 CAD and the functional amount of 150 USD for that check or deposit.
    Alternatively, if a functional currency session is used to pay or receive an alternate currency invoice, the check or receiving document is issued in the functional currency. In this case, both the entry amount and the functional amount are the same. When reconciling the functional cash account, the document amount would be repeated as the functional amount.