Receipts-Entering and Applying

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Distribution

AR Administrator^*

AR Manager^*

AR Receipts Specialist

Related Procedures

Receipts-Entering and Applying.

Ownership

The AR Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

IS Receivables
N ® Receipts ® Batches
Receipt Batches

Receipt Batches

1. Complete the Receipt Batches information.

Batch Type field.

"Manual Regular" should be the default.

Batch Source field.

Select "Manual" from LOV. The Currency, Receipt Class, Bank Name, and Bank Account Number will automatically fill in.

Payment Method field.

Select the desired Payment Method from LOV.

Batch Name field.

The Batch Name entered is dependent on the Payment Method chosen in the previous step.

Cash/Check Local: Pre-printed Bank Deposit Ticket Control#.
Example: 34700001
Credit Card Local: Three digit Department number, two digit month, two digit day, sequential number starting with 1.
Example: 34704191
Electronic Payment Local: User initials, two digit month, two digit day, trans number.
Example: MNF04191
Cash/Check State: State provided Deposit Control # (DCN)
Electronic Payment State: State provided Deposit Control # (DCN)

Control-Count field.

Enter the total number of receipts to add to the batch.

Control-Amount field.

Enter the total amount of the receipts to add to the batch.

2. Select the Receipts button.

The Receipts Summary form will appear.

3. Enter the Receipts Summary information.

Receipt Number field.

The Receipt Number entered is dependent on the Payment Method and Batch Name chosen in previous steps.

Cash/Check Local: Batch Name entered previously, a hyphen, and the number from the check.
Example: 34700001-5698
Credit Card Local: Batch Name entered previously, a hyphen, and the last 6 digits of merchant number.
Example: 34704191-698512
Electronic Payment Local: Batch Name entered previously, a hyphen, and a short bank description.
Example: MNF04191-a short description here
Cash/Check State: Batch Name entered previously, a hyphen, and the number from the check.
Electronic Payment State: Batch Name entered previously, a hyphen, and a short bank description.
Example: 65984569-a short description here

Type field.

Accept the default of "Cash".

Receipt Date field.

Enter the receipt date.

GL Date field.

Enter the GL Date.

Receipt Amount field.

The Receipt Amount entered is dependent on the Payment Method chosen in a previous step.

Cash/Check Local: Cash/Check Amount
Credit Card Local: Transmission Amount
Electronic Payment Local: Wire/EFT Amount
Cash/Check State: Cash/Check Amount
Electronic Payment State: Wire/EFT Amount

4. Repeat to add additional receipts.

The actual count and amount on the Receipt Batches form is updated as each receipt is entered.

5. Save the information in the Receipts Summary form.

6. Close the Receipts Summary form.

7. View the Receipt Batches form.

The Difference-Count field and the Difference-Amount field should be zero.

If not, there are errors in the number of receipts entered, or the amounts. Locate and correct any errors before proceeding.

Apply Receipts

8. Apply the receipts to Transactions.

Select the first receipt.
Select the Open button.

The Receipts form will open to allow application of the receipt to a Transaction.

9. Apply the Receipts.

Locate Customer or Transaction.

Use the Trans Number, Customer Name, or Customer Number field to locate the desired Customer.

Once the Customer appears, select the Location from the LOV if it does not automatically complete.

10. Select the Applications button.

The Applications form will appear.

11. Complete the Applications information.

Transaction Number.

Use the LOV to locate the desired Transaction.

Amount Applied.

The Amount Applied field will display the entire amount of the Transaction. Edit the field if desired.

12. Continue to apply as necessary.

13. Save the Receipt Application.

14. Close the form.

Close all forms until the Receipts Summary form appears.

15. Select next receipt.

16. Repeat the Receipt Application process until complete.

End of activity.

Effective: 08/18/04

Revision: 2

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