Entering a Simple Receipt

Step-by-Step

  1. Navigate to the Cash Processing or AR Workflow homepage and click the Add Simple Receipt link.
  2. Enter data for all pertinent fields (described below) and click Add Simple Receipt.

Required Data Fields

Paying Household – if receipt was made by a household, specify the household.

Paying Person – if receipt was made by a person, specify the person.

Paying Organization - if receipt was made by an organization, specify the organization

Payor Name - if receipt was made by an entity that is not in the system, this text field can be used

NOTE:  You must specify a paying entity for the receipt

Apply to Person – if the receipt was made to be used for a specific individual, specify the person.

Receipt Category – select the appropriate category from the drop-down list.  Note that if the system finds an unpaid invoice, the category will default to Invoice Payment.  This may be updated as desired.  Depending on the receipt category selected, the system may require other data to be entered.  For example, if a category of Invoice Payment is selected, the system will populate the AR Invoice Header field if possible or require the user to populate the field.  Another example would be the category of Direct Purchase.  This selection requires the user to specify both an Apply to Person and a Catalog Item, as a charge item will be created on the person’s finance page.

Receipt Date – specify the date when the receipt was received.

Amount – indicate the amount of the receipt.  This amount must be a non-zero amount.  It must be a positive number for all Receipt Categories except Refund when it must be a negative number.

Cash GL Account – will normally default but may be updated as desired.

CR GL Account – will normally default to an account based on the receipt category selected but may be updated as desired.

Cash Rec Batch – if a cash receipt batch is required for posting all receipts on your system, specify or create the batch number here.

Optional Data Fields

Process Status Code – select the appropriate code from the drop-down list.

Description – (optional) enter a description.

School Year – if this receipt is for a specific school year, select the school year from the drop-down list.

AR Inv Type – if this receipt is for a specific invoice type (for example, tuition or auxiliary) select the appropriate type from the drop-down list.

Rcpt Type – select the appropriate type from the drop-down list.  Note that certain selections such as IPS/FACTS, and EFT do require that appropriate payment account records exist for the payor.

Check Number – if this receipt has a check number, specify it here.

Credit Card Info – if this receipt was made via a credit card, enter the necessary information as requested in this section.

EFT Info – if this receipt was made via electronic funds transfer, the necessary information should be populated by the system from the payer’s payment account records.

Catalog Item – if this receipt is associated with a direct purchase, enter the catalog item here.  When posted, this receipt will also create a charge item record for the designated catalog item.

AR Invoice Header – must be populated if the Cash Receipt App Type is an Invoice Payment.