Add or Edit a Receipt

The Receipt page allows authorized users to create and maintain receipt information. Based on the Revenue Collection Batch defaults and special conditions, the page displays differently to facilitate different receipting environments. There are a number of less common variations on how this page can be used. ClosedClick here to view the three most common variations:

  • In Back Office mode there are no customers. Mail payments are the most typical form of Back Office transactions. In the overwhelming majority of cases, these types of transactions consist of a payment in full for a single account/customer/invoice and the payment is in the form of a check. No receipt is typically generated.
  • In the Counter - Multiple Transaction Type mode where the customer can pay for multiple items using multiple forms of payments; at the end of the transaction a receipt is generated. Despite the need for such flexibility, the vast majority of these types of Counter payments will consist of a single transaction being paid for with a single payment.
  • The Counter - Single Transaction Type mode is a combination of the two modes described above. Only a single type of transaction is processed (e.g., water bills at the water department), but the transaction is customer-initiated at a counter and will most likely require a receipt to be printed.

Use the Prev and Next buttons on the far-right side of the page header to view previous and next receipts.

The Receipt page also has a number of hardware interfaces to support. The use of bar coded forms and bar code scanner devices are used to facilitate data entry. Collection Station (cash register) devices are used to provide secured cash drawers and slip printers which are capable of validating checks and forms. The slip printer also generates a receipt form that is much different than the standard receipt form generated on a laser or line printer.

To add or edit a receipt, follow the steps below:

Note: NOTE: If you make any changes and want to reset all entries to what they were before the page was opened, click Reset BEFORE you save your changes.

Note: NOTE: If a note is associated with the receipt, the Notes icon () appears next to the Payment Date. Click the icon to open the Receipt Notes pop-up window where you can view the note.

  1. The Cashier ID field is visible and required if the Batch Type is Counter and Single Cashier Batch is not selected on the Revenue Collection Batch page. This field contains the code that identifies the cashier responsible for the receipt. Cashier ID is hidden if the Batch Type is Back Office or Deposit on the Revenue Collection Batch page.
  2. The Password field is visible and required if the Batch Type is Counter and Single Cashier Batch is not selected on the Revenue Collection Batch page. This field contains the password for the cashier responsible for the receipt. The password is displayed as symbols instead of the actual characters entered. Password is hidden if the Payment Type is Back Office or Deposits on the Revenue Collection Batch page.
  3. The Received From field is visible and enabled if the Batch Type is Counter on the Revenue Collection Batch page. This field contains the name of the person making the payment. It may contain 64 characters. Received From is hidden if the Payment Type is Back Office or Deposit on the Revenue Collection Batch page.
  4. In Description enter text to describe the receipt as a whole. It may contain 256 characters.
  5. Select the Add Notes check box if you want to attach a note or comments to the receipt. See Notes for more information on how to add notes.

The Transactions section groups the receipt transaction information. Click the plus sign to add multiple transactions to the receipt. If there are multiple transactions, click the minus sign to remove the selected transaction from the receipt. The fields that display in the Transaction section may vary depending on the Batch Type and Payment Code you select. Some of the fields are discussed below:

  1. The Payment Code field is visible and required if the Batch Type is Counter or Back Office on the Revenue Collection Batch page. Select the receipt transaction payment code that defines the default G/L Distribution and whether special processing is required in a sub ledger application. Only active payment codes are displayed. Click the G/L Distribution icon to the right of the Payment Code field to view debit and credit G/L accounts associted with a payment code. The view is available only for non-Receivable module payment codes.
  2. The Project field is visible and enabled only after a valid payment code has been entered where the payment code allows for project information. Select the project to which the receipt transaction will be associated. The project will be assigned to all credit general ledger distributions (non Due To/Due From) created for the transaction.
  3. The Transaction Reference Number field displays in the case of transactions tied to an A/R sub ledger. Select the account, invoice, etc., number to which the payment transaction is being applied. For non A/R sub ledger transactions, this data is not required and is for informational purposes only.

    In Transaction Reference Type select the type of transaction reference.
  4. The Waive Delinquent Charges check box is visible and enabled if the payment code selected is an A/R Sub Ledger payment code. Select this check box if delinquent charges can be waived.
  5. The Account field is visible and required if the Batch Type is Back Office or Counter and the Payment Code is a valid utility account number. The account number displays in this field which is used to determine whether payment plan information is used.
  6. The Amount is required if the Payment Code is associated with an A/R sub ledger. Enter the receipt transaction amount. If the customer/invoice/account balance due is less than zero, 0.00 is defaulted instead of the negative balance amount. When the Payment Code is Deposit, the Amount is the sum of all unpaid deposits on the account.
  7. In Description enter text to describe the transaction.

The Payments section groups the receipt payment information fields. Click the plus sign to add multiple payments. If there are multiple payments, clicking the minus sign to remove the selected payment.

  1. When selected, the Default Amount check box populates the Amount field below with the amount entered in the Amount field in the Transactions section.
  2. The Amount is the payment transaction amount. The default is the amount entered in the Amount field in the Transactions section. The acceptable range of entry is -999,999,999.99 and 999,999,999.99, including zero. The amount must be greater than or equal to the transaction totals.
  3. The Type field is enabled and visible if the Batch Type is Counter, Back Office, or eSuite on the Revenue Collection Batch page. Select the type of payment (e.g., cash, check, credit card, etc.).
  4. Click Save/New to save the receipt and enter another receipt if needed. When finished, click a Revenue Collection Batch breadcrumb link to return to the batch or Batch List.
See Also

Deposit Receipt

Collection Stations

Add or Edit a Revenue Collection Batch

Revenue Collections Overview