CD - Receipts

Receipts Overview

This is a multi-purpose program that can be used to:

Add a new receipt against a customer's account.
View existing receipts.
Edit a receipt (that has not appeared on a 'final' Bank Deposit Report or has been posted to the GL).
Apply or unapply a receipt.
Generate a receipts listing.
Drill-down on a customer's account information.

Adding a New Receipt

Select the 'New' icon at the top of the screen to enter a new receipt and display a blank 'Cash Receipt – Add Screen'.

The focus is on the 'New' icon when the screen first loads. Press 'Enter' to open the 'Cash Receipt – Add' screen ready for input.

Fields that require further explanation
Customer Code	Enter a valid customer code or use the 'Binoculars' icon to search. To find a Customer, enter 3 or more characters of their code or any part of their Name and you will see a picklist of matching Customers.
Bank	The school's bank account into which this receipt is to be banked. If this receipt is to be banked into a different bank account, select from the picklist of active Bank Accounts. The default bank account is set up using program Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup on the 'Parameters' tab using the 'Usual Bank Account' field.
Payment Type	C = Cash, CC = Cheque, E = EFTPOS, P = Plastic, D = Direct Deposit, W = Web. The use of payment types 'Cheque' or 'EFTPOS' or 'Plastic' will automatically trigger a '[Payment Type] Details' screen, where additional information needs to be entered: Cheque Cheque Number. Bank (Mandatory). Branch (Mandatory). Drawer (Mandatory). EFTPOS Card Type. Card Number. Cardholder's Name. Expiry (Mandatory). Plastic Card Type. Card Number. Cardholder's Name. Expiry (Mandatory). CASH (Type C): This receipt type will be included in the Bank Deposit Report Total. They will be combined with Cheque and Plastic receipt types and posted to the Cashbook as one amount. Important! The date that gets posted to the Cashbook is the date from the 'Bank Deposit Report' when it is run in 'Final Report' mode. Therefore, if cash receipts have been entered over a few days and then banked, it is the date from the banking (Bank Deposit Report) that goes through to the Cashbook. CHEQUE (Type CC): This receipt type will be listed separately on the Bank Deposit Report. It will be included in the Bank Deposit Report Total. They will be combined with Cash and Plastic receipt types and posted to the Cashbook as one amount. Important! The date that gets posted to the Cashbook is the date from the 'Bank Deposit Report' when it is run in 'Final Report' mode. Therefore, if cheque receipts have been entered over a few days and then banked, it is the date from the banking (Bank Deposit Report) that goes through to the Cashbook. PLASTIC (Type P): This receipt type will be used where you have the old-style manual 'swipe' machine for credit card processing. This receipt type will be listed separately on the Bank Deposit Report. It will be included in the Bank Deposit Report. They will be combined with Cash and Cheque receipt types and posted to the Cashbook as one amount. Important! The date that gets posted to the Cashbook is the date from the 'Bank Deposit Report' when it is run in 'Final Report' mode. Therefore, if plastic receipts have been entered over a few days and then banked, it is the date from the banking (Bank Deposit Report) that goes through to the Cashbook. EFTPOS (Type E): This receipt type would be used where the payment is processed through an online EFTPOS machine. This receipt type will be listed separately on the Bank Deposit Report – but on a separate page. They will not be included in the Bank Deposit Report total. All EFTPOS receipts are totalled for each date and posted to the Cashbook. Important! The date on the 'Bank Deposit Report' when run in 'final' mode is not the determining factor for the Cashbook posting date for EFTPOS type receipts. The 'Bank Deposit Report' is still required to make these receipts post to the Cashbook however if you had EFTPOS receipts spanning say 3 days there will be 3 lines posted to the Cashbook. DIRECT DEPOSIT (Type D): This receipt type would be used where the payment has already been separately deposited into the school's bank account. Example: The customer has deposited directly into the school's account. They will not be listed on the Bank Deposit Report and not included in the Bank Deposit Report total. Each Direct Deposit receipt will be individually posted to the Cashbook. Important! The date on the 'Bank Deposit Report' when run in 'final' mode is not the determining factor for the Cashbook posting date for Direct Deposit type receipts. The 'Bank Deposit Report' is still required to make these receipts post to the Cashbook however each direct deposit will create a separate line in the Cashbook. WEB (Type W): This receipt type is used only where the payment is made electronically from the new Commercial Debtors Online Payments Portal. They will not be listed on the Bank Deposit Report and not included in the Bank Deposit Report total. They are totalled and posted to the Cashbook based on the Settlement Batch ID number (provided by the PayWay payment gateway) which is recorded in Comment Line 2 field on each receipt. Important! The date on the 'Bank Deposit Report' when run in final mode is not the determining factor for the Cashbook posting date for WEB type receipts. The 'Bank Deposit Report' is still required to make these receipts post to the Cashbook however each change in the PayWay payment gateway's batch number is stored in Comment Line 2 for these types of receipts. These are then totalled this way and create a line in the Cashbook for each batch number. The information entered here can be printed on the bank deposit report generated using program Finance > Commercial Debtors > Customer Transaction > Bank Deposit Report.
Date	The default for the first receipt will be the current date. The default for second and subsequent receipts will be the date from the previously entered receipt.
Amount	The full amount for this receipt.
Auto Apply	This checkbox indicates whether to automatically apply this receipt to the relevant customer account. This program will apply this receipt from the oldest transactions forward. Un-tick this box to manually apply the receipt. In this mode, the 'Receipt Apply' screen will appear. Either enter the amount to apply in the 'Applied Amount' column next to the transactions that you wish to apply the receipt against or 'Enter' on the column to take the full amount of the transaction. If you un-tick this box it becomes 'sticky'. This means that the program will remember this selection and it will become the default the next time this program is used.

Select the 'Save' button to commit this receipt to the TASS.web database.

Viewing or Editing Receipts

To 'View' or 'Edit' a receipt, use the search screen to locate the required receipt.

This search screen provides the facility to search for existing receipts in the database using various search fields.

Searchable areas include Receipt Selections, Search Criteria, and Filtering (individual or range searching by receipt number date or amount).

Click the 'GO' button to execute the search and display the 'Receipts' screen with the matching records.

'View' and 'Edit' functions are available to alter existing receipts.

Receipts that have been posted to General Ledger will be unavailable for editing. This also applies to receipts which have been banked and printed on a 'Final' Bank Deposit Report.

In both cases, the relevant link will be unavailable for selection.

You can search for all receipts that make up a bank deposit by using the 'Deposit Number' field. Each time a bank deposit report is run in 'Final Report' mode a new bank deposit number is assigned.

Fields that require further explanation
Printed	Y = the receipt has been printed in Finance > Commercial Debtors > Customer Transactions > Print Receipts. N = the receipt has not been printed.
On Statement	Y = the receipt has been printed on a Statement in *Finance > Commercial Debtors > Period End > Customer Statements.* N = the receipt has not been printed on a statement.

Deleting Receipts

A receipt can only be deleted if it is 'unbanked' and 'unposted'.

Use the search screen to locate the required receipt.

This search screen provides the facility to search for existing receipts in the database using various search fields.

Searchable areas include Receipt Selections, Search Criteria, and Filtering (individual or range searching by receipt number date or amount).

To search for 'unbanked' receipts, choose 'Unbanked Only' in the 'Banked Status' field.

Click the 'GO' button to execute the search and display the 'Receipts' screen with the matching records.

Use the 'Edit' function to pick the receipt that you wish to delete.

If the receipt is 'unbanked' and 'unposted', the 'Delete' icon will be available at the top of the screen. Click this to delete the receipt.