Internal Account Receipts

The Internal Account Receipts module can be used to create a receipt as a record and/or for a customer regarding any incoming payments or incoming revenue.

Creating/Editing Receipts

1. From the Accounts Receivable menu, click Internal Account Receipts.

Internal Account Receipts

2. Click the Create/Edit Receipts tab.

3. Select the Facility from the pull-down.

Internal Account Receipts

You cannot edit the Facility of a receipt that has been deposited unless the deposit is first voided. Note: This does not apply to allocations as districts may allocate receipts after the deposit has been made.

Start typing the name or facility number in the Filter text box for a quick search. Note: The Filter text box is available on all following pull-downs as well.

4. If the customer is already registered in the system, you can select them from the Customer pull-down. Making a customer selection will auto-populate the Customer Name field.

Internal Account Receipts

If it is a new customer that has not been registered and saved in the system, leave the Customer pull-down blank and type their name in the Customer Name field.

Internal Account Receipts

5. The Date defaults to the current date. To change the receipt date, click in the Date field and edit.

Internal Account Receipts

You can backdate the receipt date, but you cannot post date. The field will turn red letting you know there is an error.

6. Enter a Description if desired.

The Description can be as long or short as needed. To expand the box, click the two lines in the right corner and drag the box to a bigger size. This feature applies to any text box that has the two double lines in the right corner.

7. If the product purchased and being paid for is a standard product registered on the Product List, select it from the Product pull-down.

If a Product is selected from the pull-down, the Description will auto-populate with data entered on the Product List--this will delete anything written in the Description field previously.

The products listed in the Product pull-down populate from the Internal Account Product List and/or the Product List (depending on settings). Both of these screens can be found from the Accounts Receivable menu.

8. If an invoice was previously created that you’d like to attach to the receipt, select it from the Invoices pull-down. If the Amount was not already populated, it will automatically populate now based on the invoice.

The Invoices displayed in the pull-down are dependent on the Customer selected. The invoice would have to be tied to a specific customer when creating the initial invoice. If there haven’t been any invoices tied to the selected customer, then you will not see the invoice listed here.

9. If a product was not pulled in or an invoice was not attached, you can enter the Amount for the receipt.

The option to edit the Amount field when tied to a product or invoice is dependent on the district.

You cannot edit the Amount of a receipt that has been deposited unless the deposit is first voided. Note: This does not apply to allocations as districts may allocate receipts after the deposit has been made.

10. Select the Type of payment being made: Cash, Check, EFT, Other, etc. Some districts may have more or less options here; it is dependent on district settings.

If the customer is using a debit/credit card for payment, you will need to use your own debit/credit software to process the payment. If you are using Point of Sale (POS) with Focus, the transaction, including the receipt, will all be generated via POS.

11. If the payment Type is a Check, you can utilize the Reference Number by entering the check number. Otherwise, the Reference Number section can be used for any additional payment information.

12. The last column is the EFT Bank column, which will remain inactive (grayed out) unless EFT is selected as the payment Type. If EFT is selected as the method of payment, you will have a pull-down of all your banks. Select the bank to which you would like to receive the funds. Note: EFT receipts are automatically deposited by the system.

Internal Account Receipts

13. Once all selections have been made and all information has been entered, click in any of the text fields and press Enter to save the receipt line.

You will know the data has saved because the line will turn blue and a red minus sign will appear; this serves as a delete button. Click the red minus sign to delete the line of data. You will also notice a View and a Files & Comments button appear.

14. Click the View button to add additional information like the accounting strip.

Internal Account Receipts

Clicking the View button opens the receipt in the Current Receipt tab where you can define the appropriate accounting strip(s).

15. Select the applicable elements from each pull-down, such as Fund, Function, Object, etc. and edit the Amount, as needed. Press the Enter key to save the line of data.

You can split the total between two allocations as long as the amounts entered equal out to the total of the receipt: see the Receipt Total and the Allocations Total.

When the setting, Allow Choosing Any Accounts, is enabled via Setup > Settings > Internal Accounts tab, you have the ability to select any accounts desired from the Debit and Credit pull-downs. Note: The setting is enabled via Setup > Profiles: Edit Debit/Credit.

If a Debit and Credit account is selected for When an IA Receipt is created without an invoice via Setup > Settings > Internal Accounts tab, the Debit and Credit pull-down defaults to the selection made when an internal accounts receipt is created that is not linked to an invoice.

16. Edit the Journal Date as needed.

Internal Account Receipts

17. From the Current Receipt tab, you also have the ability to Post the receipt by clicking the corresponding button. Note: The Receipt Total must be equal to the Allocations Total before posting.

Internal Account Receipts

For more information on posting receipts, see Posting Receipts.

18. You can add Files and Comments from the Current Receipt tab or by clicking the Files & Comments button from the Create/Edit Receipts tab to add additional information to the receipt.

Internal Account Receipts

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

b. To add a comment, type the comment in the text box. Then, click the Post button. The comments left here are for internal use only, meaning only other staff members will have access. Comments will not print on the receipt or be viewable by the customer in any way.

Once a comment is posted, it cannot be deleted or edited.

19. You can also Print from the Create/Edit Receipts tab by clicking the corresponding button. Printing receipts can also be done from the Receipt History tab.

Internal Account Receipts
Importing Receipts and Allocations

The Import feature allows users to import data from a CSV file in order to quickly create receipts and/or add allocations.

1. From the Accounts Receivable menu, click Internal Account Receipts.

2. From the Create/Edit Receipts tab, click Import to add receipts already created in a CSV file.

To quickly create a CSV document with the appropriate headers for which you will be using to keep information, click the Excel (CSV) icon in the Export section to download the table to your computer.

3. Select the CSV file from your computer that contains the data to be imported. Click Open.

4. From the Import CSV pop-up window, review the automated header selections in each column pull-down to ensure the correct information is pulling into the applicable column. When all column headers have been matched, click Import CSV.

5. Imported information automatically pulls into the applicable fields.

6. To import allocations for a receipt, click View.

Internal Account Receipts

7. From the Current Receipt tab, click the Import button in the Internal Allocations section to import allocations already established in an Excel spreadsheet. See the previous steps for more information about importing.

Internal Account Receipts
Posting Receipts

1. From the Accounts Receivable menu, click Internal Account Receipts.

2. Click the Create/Edit Receipts tab.

Internal Account Receipts

Review the information submitted upon creating the receipt to be sure it is correct.

3. To review and/or edit additional information, click View.

Internal Account Receipts

Clicking the View button will open additional receipt information in a new tab titled Current Receipt.

4. Add any additional Files and/or Comments, as needed.

5. You also have the option to edit the Journal Date. This gives you the ability to choose when the actual transaction will be posted and affect your accounts.

6. Click Post from the Current Receipt tab to finalize the receipt.

Note that you still have the option to edit all information for any receipts before they are posted. To edit information, navigate back to the Create/Edit Receipts tab.

Accounts Revenue receipts that aren't tied to an invoice must credit revenue. The warning, Revenue receipts that aren’t tied to an invoice must credit revenue displays if a receipt is posted and hits 1130 but is not attached to an invoice.

7. To post a receipt or multiple receipts, navigate back to the previous screen by clicking on the Create/Edit Receipts tab.

8. To select receipts for posting, select the check box in the Check All column.

To select all receipts for posting, click on Check All. Clicking this header will automatically select everything listed.

9. Once your selections have been made, click the Post Selected button.

Receipt History

1. From the Accounts Receivable menu, click Internal Account Receipts.

2. Once the receipt is posted, it will disappear from the Create/Edit Receipts tab as well as the Pending Receipts tab. To view posted receipts, click on the Receipt History tab.

On this screen, you will see all of your submitted receipts, unless granted with other permissions, in which you may see yours as well as receipts posted by other users in the district.

3. By default, this screen will show you the 100 most recent receipts submitted. Click View All Receipts to see everything (100+ receipts).

Internal Account Receipts

a. To revert back to original data, click View Recent 100 Receipts.

Internal Account Receipts

Regardless of the amount of records displayed, you will see the same information for each receipt displayed: Customer, Created By, Date, Description, Type (of payment), Product, Amount, Reference Number, Receipt # (number), and Voided.

A Receipt # (number) is only assigned after the receipt has been posted.

Once a receipt has been voided, you will see the date it was Voided in this column.

4. To void or view a posted receipt, click the View button.

Depending on the district, different information may display here. In the image shown, you see general receipt information, and a section titled Internal Allocations. You will also see the Journal Date, Receipt Total, and may see the Allocations Total. At the bottom of the listed total(s), you will see the Void button.

Note that Files and Comments can be added even after the receipt has been posted.

5. To void a receipt, click the Void button.

Clicking Void generates a pop-up window for additional information.

a. Enter a Void Description to explain the reason for the voided receipt.

b. Enter a Void Journal Date stating when you want the actual void posted to your account(s).

You may or may not be able to void receipts. This is dependent on three things:

  1. The district must enable voids.
  2. You must have the profile permissions to void transactions.
  3. The funds tied to the receipt cannot already be deposited into a bank account. If this is the case, you will have to void the deposit first.

6. Click the Receipt History tab to continuing viewing posted receipts and/or voided receipts.

7. To print a receipt, click the Print button.

Clicking Print will generate a pop-up print preview screen.

a. To print, click the printer icon located in the upper right corner of the screen. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

b. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

On the actual printout you will see the name of the facility, your username in the Cashier section, and the Customer’s name. The information listed in the header and footer will depend on the template created/uploaded by the district.

There will also be an Items section showing the product purchased and the Amount charged.

The next section is the Payment section where you will see the payment type and the Amount paid.

In the Notes section, once printed, you will have the option to leave hand-written notes on the receipt for the customer or for your personal records.

Additional Features

Click Filters to breakdown data.

a. To add more than one filter to a column, click the green plus sign.

b. To delete an additional filter, click the red minus sign.

c. For additional filtering options, click the gray arrow for a filter pull-down.

See Filters for more information.

You can also sort data by clicking on any of the headers that contain the black double arrows. Click once for ascending results; click twice for descending results. In the image shown, data has been sorted by Customer--notice that the names are in alphabetic order starting with “A” because the header was only clicked once.

To navigate through the listed pages, click the Prev and Next buttons. To jump to a specific numbered page, type the number in the page text box and press Enter. Note: This option will not display if all data can be shown on one page.

Internal Account Receipts

Click the Excel icon in the Export section to export the data to an Excel spreadsheet.

To print the report, click the Printer icon in the Export section as shown in the image above. Depending on browser settings, this will generate a print preview where you will have the ability to change the layout, print two-sided, etc.

At any point while on the Internal Account Receipts screen, you will have the ability to search for receipts by using the Look up Receipt # feature at the top of the screen.