receipt entry user guide - pcschoolpath: debtors → receipt entry receipts are batched for easier...

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Receipt Entry User Guide



Table of Contents

Receipt Entry ...................................................................................................................... 3 Receipting - Quickstart .................................................................................................. 4 Receipting Information .................................................................................................. 5

Create a New Batch ..................................................................................................... 5 Application History Tab .............................................................................................. 7

Receipting to Debtors – Auto Apply .......................................................................... 8 Receipt to Debtors ...................................................................................................... 9 Receipt to Sundry ..................................................................................................... 10 Receipt to Holding/Home Stay ................................................................................ 11

Receipt to Ledger ..................................................................................................... 12 Receipt to Voluntary ................................................................................................. 13 Receipt to Foundation ............................................................................................. 14

Receipt – Auto Load (Direct Debit, BPay and School Plan) .................................. 15 Receipt to Sub Receipt ............................................................................................. 17 Refund a Credit Balance ........................................................................................... 21 Refund a Holding Deposit ........................................................................................ 23

Receipt a Discount .................................................................................................... 25 Receipt a Credit ......................................................................................................... 26

Receipt a Credit/Journal ........................................................................................... 28 Receipt an Invoice and payment at same time ....................................................... 29 Receipt a Credit from General Ledger ..................................................................... 30

Printing a Receipt ......................................................................................................... 31 Deleting a Receipt ........................................................................................................ 32

Finalising a Batch ......................................................................................................... 33



Receipt Entry All receipting is batched for easier entry and control. Receipting features;

Receipting immediately affects the family balances as it is entered and does not rely on the batch being finalised.

Multiple receipt batches can be open allowing operators to have their own receipt batch.

All types of receipting can be processed through this one view, i.e. standard fees, sundries, holding deposits, voluntary and general ledger.

One receipt can be dissected to different areas such as standard and sundry fees.

Receipting can be done for more than one bank account within a batch.

A bank deposit slip can be printed from these entries creating one copy for the bank and a second copy for the school.

All Types of receipting can be processed through Receipt Entry;

Against the Family Account

Directly to the Ledger either by using or bypassing the Family Code

Against the Family Sundry Account

To Holding and Home Stay

To Voluntary

Against the Foundation



Receipting - Quickstart Standard Receipting is a simple affair.

1.

Select or create a Batch to work in;

If this is a current Batch select the Batch from the browse button.

If it is a new batch Clear Catch and enter a new Batch number.

2. If this is a new Batch enter the description.

3. Click New Receipt.

4. If this is for a Family receipt, select the Family, if not go to From Whom and enter the details.

5. Enter the Amount paid and in By enter or select the Tender.

6. Select the tab to apply the amount or click Auto Apply Debtors to receipt o the Family account’s oldest bills.



Receipting Information Path: Debtors → Receipt Entry Receipts are batched for easier processing:

All types of receipting can be processed through this one view, i.e. standard fees, sundries, holding deposits, voluntary and general ledger.

One receipt can be split to multiple payment areas.

Finalisation of a batch should coincide with banking, i.e. print the bank deposit. This also updates the ledger.

Multiple batches may be open.

Create a New Batch

Create a new receipt batch or open an existing batch.

1. Clear Batch If a Batch is open and you wish to open a new Batch click Clear Batch before proceeding.

2. Batch No. If this is a new Batch, enter the new number. If you wish to open an existing batch click the browse button and select the batch you want.

3. Date The date will default to Today’s date this can be changed when creating a new batch.

4. Pd The Debtor Period will default and cannot be changed.

5. Default Bank The bank details will default from the entries in the Utilities/System File Maintenance.

6. Desc For a new batch enter a freeform description of the receipt batch.

7. Receipt No Once you have tabbed off the Header you can select if the receipt numbering is to be Automatic or Manual.

8. New Receipt Always click on the New Receipt BUTTON to create a receipt line.



If receipting to a family, select the family you are entering a receipt for.

1. New Receipt Important; Click this button to access the first available receipt line in the batch.

2. Date The date will default from the Header but can be changed.

3. Famkey

Optional;

Enter the first two or three letters of the family code, and select the correct code from the drop down list.

If not receipting to a Family leave this blank.

4. From whom This field will default from the information attached to the Famkey and can be changed.

5. Purpose of Payment

This will default from the Description entered in the Header but can be changed.



Application History Tab

This tab allows you to view the details of Family Receipts should you need to check anything, you cannot view amounts that have been applied directly to the Ledger.



Receipting to Debtors – Auto Apply The full amount of the payment can be applied automatically to the outstanding Invoices of the selected Family. Using Auto Apply will pick up any unapplied credits along with the receipted amount and apply it to the Family account from the oldest invoice to the most current.

1. Id The Bank will default whey you click into the Tender grid;

If you wish to select an alternative account click on Id and select the account.

2. Amount Enter the $ value of the receipt.

3. By

Select the tender type of payment received;

If the payment is more than one tender type use the tab key go to the next line.

Enter the correct $ amount for each tender type.

All E Tender entries within the batch will be combined to one $ amount for Banking purposes.

All DD Tender entries will be listed as individual $ amounts.

Cash and Cheque entries will be combined to the one amount.

4. Receipt Details

Details will default but can be changed to suit the individual Receipt.

5. Auto Apply Debtors

Optional;

If the total amount Receipted in to be applied to outstanding Debtors Invoices, click the Auto Apply Debtors button.

6. Unapplied Before the amount is applied you will see the total of the Receipt as an Unapplied amount. When you click New receipt the amount is applied and this amount should be zero.



Receipt to Debtors If you wish to apply the Receipted amount to individual Invoices do not click Auto Apply Debtor instead go to the Debtors tab and select specific invoices for applying the payment.

1.

The amount can be applied by either; Apply $;

Enter the $ values against any invoices to be paid

This can be a partial payment. Apply;

Place a tick in any of the Radio Boxes you wish to pay. Auto Apply;

Click Auto Apply to distribute the balance or place the account in credit.

2.

The Unapplied amount will reduce with each amount paid;

You must end up with the full amount Applied.

The amount can be applied to other tabs, not only to Debtors.

3. Click New Receipt to complete the transaction and to instigate a new receipt entry.



Receipt to Sundry Applying to Sundry is much the same as applying to Debtors except you go directly to the Apply to Sundry tab to apply the payment. The full amount or a part can be applied to Sundries.

After entering the Receipt details go to the Apply to Sundry tab where;

The amount can be applied by either; Apply $;

Enter the $ values against any invoices to be paid

This can be a partial payment. Apply;

Place a tick in any of the Radio Boxes you wish to pay. Auto Apply;

Click Auto Apply to distribute the balance or place the account in credit.

Click New Receipt to complete the transaction and to instigate a new receipt entry.



Receipt to Holding/Home Stay The receipted amount can be applied in part or full to the Holding/Homestay tab.

After entering the Receipt details go to the Holding/Home Stay tab to apply the amount;

When applying click into a New Line and select the Student for the receipt.

Select the Code (Cost Centre) to be used, either for a Holding or Home Stay deposit.

Either;

Apply$; enter the $ value if not applying the full amount, then tab, this will place a tick in the Apply box. And remove part of the unapplied amount.

Apply; tick the Apply box and tab, this will remove the unapplied amount.




Receipt to Ledger The receipted amount can be applied in part or full to one or more Ledger account, it is optional to select a Family code but if a Family Code is selected the payment will not credit the Family account.

After entering the Receipt details go to the Ledger tab to apply the amount;

Select the Ledger Account you wish to apply the amount to.

Tab to remove the applied amount.

You can continue until there is no more to apply or apply the balance elsewhere.




Receipt to Voluntary The receipted amount can be applied in part or full to the Voluntary tab.

After entering the Receipt details go to the Voluntary tab to apply the amount;

Click into an new line to apply the amount to the Voluntary tab.

Select the Student to apply the amount against.

Either;

Apply$; enter the $ value if not applying the full amount, then tab, this will place a tick in the Apply box. And remove part of the unapplied amount.

Apply; tick the Apply box and tab, this will remove the unapplied amount.




Receipt to Foundation Receipts can be applied to the Foundation.

After entering the Receipt details go to the Foundation tab to apply the amount;

Select the Member.

If a Pledge has already been created select the Pledge and apply the Payment.

If there is no pledge one can be created and the payment applied.




Receipt – Auto Load (Direct Debit, BPay and School Plan) Direct Debits, BPay and School Plan can be easily imported into PCSchool from a Bank File.

School Plan; is a commercially available third party fee handling service.

After entering the Receipt details the Auto Load button will become active;

1. Click the Auto Load button to activate the Import window.

2. In the File Type field select the File Format for the Import.

3. In the File Name field select the file to Import.

4. The Execution Date will default and can be changed.

5. Click the Import Button to bring the Families into the grid.

6.

Select the Tender you are going to use for the Import.

Tenders that start will E for Electronic will be in the Bank Reconciliation area as one amount.

A Tender that starts with D for Direct Debit will be listed individually.

7. The default is the Auto Apply the payments to Debtors, to manually apply the payments remove the tick.

8. Click Apply to Batch.

9. Click Exit.



The file contents will be loaded into the Receipt Batch if they are not applied you can manually apply them.



Receipt to Sub Receipt A Single Receipt can be applied to multiple families; this may be a payment made from Centrelink, a Scholarship payment, an amount received from the Government or any other receipted amount that is to credit several families. You can only print one receipt for the full value of the initial line entry. It is not possible for any Sub Receipts to be printed. When using Sub receipts it is best to finish the sub receipting until the Unapplied amount is zero. If a mistake is made the receipts need to be deleted from the last to the first. You may need to contact the Helpdesk.

A Single Receipt can be split to several Families;

1. Do not select a Famkey, leave this field blank.

2. Enter the Receipt details.

3. Enter the Amount Received; this is the amount of the cheque received.

4.

Options;

f the amount receipted to the family is different from the amount receipted through the cheque such as for Centre Link payments, this amount needs to be taken from a ledger account.

If the amount receipted will is the full amount to be receipted, click New Receipt.



If the Payment received is not the full amount to be credited the balance to be credited to the families must be transferred from a designated account to add to the amount already receipted. Create a negative $ amount to the designated General Ledger account.

1. Go to the Ledger tab.

2. Select the account to draw the $ value from.

3. Enter a negative amount for the difference I the cheque to the amount to be receipted.

4. The unapplied amount will now reflect the full amount to be credited.



1. Click on ‘New Receipt’.

2. Start entering the Famkey and select the Family from the drop down list.

3. Enter the amount to be receipted to this Family.

4. Click Sub Deposit.



Sub Receipt.

1. Displays the original Receipt number of the payment.

2. Displays the amount of the original receipt.

3. Shows the balance that can be applied.

4. Enter the amount to credit to the Family.

5. Click OK.

6. The amount can now be Auto Applied to Debtors.

7. Click New receipt to continue applying the unapplied amount must end up as Zero.



Refund a Credit Balance If a Family is in Credit and you wish to refund the amount by drawing a cheque you will need to have an account in the Ledger, ideally placed immediately below your Default Sundry Debtors account. The account is created in Finance/General Ledger/Model Account Entry and will have the Account Types of Posting, Asset and Debit; this can be named Refund of Fees to Holding account. There are two ways to create the refund;

Through Debtor Receipting

Through Batch Billing

Credit – Debtor Receipting

The cheque can be drawn via Finance/General Ledger/Batch Transaction Entry/Payments against the account created for the Refund.

After entering the Receipt details with a value of 0 go to the Ledger tab;

1. Select the Account the Cheque was drawn from.

2. Enter a positive amount for the refund.

3. Go to the Debtors tab and click Auto Apply.

This will clear the Credit and the Ledger account.



Credit – Batch Billing

This credit can be created through either Batch Billing or Invoice entry. Batch Billing is the preferred way as it is easier to track if needed. Create a Cost Centre pointing to the Ledger account created.

Path: Debtors → Batch Billing View Create a charge against the Family equal to the amount to be refunded this will leave the Family with a 0 balance.

Create the Batch and enter the details in the usual way

1. Select the Student.

2. Select the correct Cost Centre for the Refund.

3. Enter a positive amount to be refunded.



The Cheque can now be drawn through Finance/General Ledger/Batch Transaction Entry/Payments and sent to the Family.

Refund a Holding Deposit

At some stage you may need to Pay out the balance of a Holding Deposit, this can be done in one receipt entry. If paying the balance out by;

Cash; if the amount is a cash payment it can be paid out directly from Debtors.

Cheque; the amount can be placed in a Ledger account and a cheque created through the Ledger.

Pay as a Cash amount.

If the Payment is to be paid out in cash

Create a Negative Receipt for the amount to be paid out with the Tender of Cash,

Then go the Holding/ Home Stay tab and apply the amount.

The amount can now be paid and will reduce the Cash amount to be banked.



Pay as a Cheque

The amount can be placed in a Ledger account to be Paid out as a cheque through General Ledger/Batch Transaction Entry/Payment.

After entering the Receipt details with a value of 0 go to the Debtors Holding/Home Stay tab;

1. Go to the Holding/Home Stay tab and enter a negative value for the amount to be paid out against the deposit.

2. Make sure there is a tick in the apply column.

3. Go to the Ledger tab.

4. This will give you the amount to be applied to the Ledger Code of your choice.

5. Click New Receipt to finish the transaction.



Receipt a Discount It is possible when receipting to apply a Credit to the family this may be for such things as an Early Settlement Discount.

After entering the Receipt details go to the Debtors Tab;

1. Click; Create Line.

2. Select a Student.

3. Select the Cost Centre you use for this Credit.

4. In the Charged column enter a negative amount for the Credit.

5. In the Apply $ column enter the negative amount again.

6. The Radio Box should automatically have a Tick placed in it.

7. Click Auto Apply to apply both the Receipted amount and the Credit.

8. Click New Receipt to continue.



Receipt a Credit Receipting to Debtors or Sundry can be done even if no invoice has been raised, this process may place a Family in Credit.

After entering the Receipt details go to the Sundry or Debtors tab to apply the amount;

1.

Click either;

Debtors tab; Create Line

Sundry tab; Add a Credit.

2. Select the Student Code for the Credit,

3. Select the Cost Centre for the payment.

4.

The amount should only appear in the Apply column. Either;

Enter the $ amount if the receipt is not to be fully applied

Tick the Apply box to Apply the full amount.

5. Click New Receipt to complete the transaction and to instigate a new receipt entry.



If when entering a receipt it puts the Family in credit, you will be alerted and asked if you want to proceed.

After entering the Receipt details click Auto Apply;

Answering Yes will apply the balance to either;

The Default Cost Centre created for Credits providing it is entered under Utilities/ System File Maintenance/ Financial System Defaults/ Def Credit Item Code.

The first Cost Centre code created under System/ Cost Centre.

Answering No will allow you to apply the balance to other areas.



Receipt a Credit/Journal A Journal adjustment can be created to Credit a Families account.

After entering the Receipt details with a 0 amount go to the Debtors Tab;

1. Click Create Line.

2. Select the Cost Centre code for this entry.

3. Enter the amount as a negative in the Charged column only.

4. Tick the Apply radio box.

5. Click New Receipt.

6. A Journal will be created for the amount and credit the family.



Receipt an Invoice and payment at same time An Invoice can be created and Paid when money is to be receipted to a Family and no Invoice has been created. This creates a record for the family but does not affect the current balance.

1. Click Create Line.

2. Select the Student.

3. Select the Cost Centre Code.

4. Enter the amount of the ‘Invoice’.

5. Enter the amount of the payment.

6. Click New Receipt to finish the transaction.



Receipt a Credit from General Ledger Crediting a Family from the General Ledger will create a zero dollar value and does not affect the banking. The money must be in a valid General Ledger account.

After entering the Receipt details with a tender amount of 0 go to the Ledger Tab;

7. Select the Ledger Code you have placed the money in.

8. Enter a negative amount to take the money out of the account.

9. Apply the money in the usual way.

10. Click New receipt to finish the transaction.



Printing a Receipt Receipts can be set to automatically print or you can choose to print individual Receipts, Printing is made to the Default printer. To set receipts up to automatically print go to Utilities/ System File Maintenance/ Financial System Defaults/ and set the Printing option.

When Printing receipts the Default can be overwritten. Receipts can be reprinted or if you have selected not to print your can click New Printer and print the receipt.



Deleting a Receipt

A receipt can be deleted by highlighting the line and clicking Delete Receipt.



Finalising a Batch When a batch is finalised it will update a receipt transactions to the General finalised to the Ledger When finalising a Receipt Batch it is finalised to the Ledger Period not the Debtors and will update the receipt transactions to the Ledger. Batches can be finalised to the;

Current Year by selecting the correct Period.

The Previous Year by selecting Prior Year.

The following Year where the Batch will be placed in Pending.

1. Click on ‘Finalise Batch located in the bottom left hand side of the screen.

2.

Click on the drop down list to select the period to finalise the Batch to;

Cash System; Credits are processed against the General Ledger income accounts.

Accrual; Debtor Control Account is credited.

receipt entry user guide - pcschoolpath: debtors → receipt entry receipts are batched for easier...

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