Receipt and Refund Processing

RECEIPT CREATION

CREATE A RECEIPT

Go to Transactions/ Receipts
Click on +Create
Enter Details:
- Receipt # (System will auto assign if left bank)
- Date (System will auto assign if left bank)
- Received From
- Description
Click on the + to enter line item details
- Description
- Type (RC or RX)
- Amount (If a negative amount be sure to preceed the amount with -)
- Account (When entering an account, partial codes can narrow the search (ie: 001-11-)
Additional Items by either:
- Clicking on the + at the bottom left to enter another item
- Clicking the to duplicate the previous line
- Click the + within the receipt to add an item between already entered items
Use the up and down arrows to change the order of the items entered
Delete and item by clicking the x within the receipt
Click on Save
Click the X in the upper right corner of the work screen to close the window

EDIT A RECEIPT

CLONE A RECEIPT

Go to Transactions/ Receipts
Enter filters in grid rows to find the receipt to clone
Click on the "eye" to view the receipt you want to clone
Click on the "clone" button on the top left of the window
Enter new receipt number
Make any necessary changes
Click on SAVE
Click the X in the upper right corner of the work screen to close the window
Click the X in the upper right corner of the original receipts work screen to close

Receipts can be printed in a batch or one at a time

Create a Refund

Go to Transactions/Refunds (Legacy)
Click on +Create
Enter Details:
- Receipt # (System will auto assign if left bank)
- Date (System will auto assign if left bank)
- Create a check (Choose YES or NO from drop down menu)
- Vendor # If YES you must enter a vendor #
- Refunded to
- Description
Click on the + to enter line item details:
- Amount
- Description
- Account (Same option here, as in classic, to search, create, view, and clear)
Click POST

You can cancel the item before posting.

After posting an acknowledgement of successful posting will appear :

There is then the options to Create, Modify, Clone, Reverse, and Print

Issue Check for Refund if one needs issued

The print option allows a copy of the refund to be printed, not the actual check
Go to Transactions/Dispursments
Query grid for Refund to issue check for
Click on the check box at the beginning of the row for the refund
Click Generate Print File
Enter Details: Check # or let auto assign
Choose output type
Choose check form
Click Generate

Edit a Refund

Go to Transactions/Refunds
Query for the refund to be edited*
Click the refund number in the query results
Click MODIFY
- Only refund number, date, and Auditor description and Item description can be modified.
- Otherwise, refunds with checks must be voided in Disbursements. Refunds w/o checks can be edited using the REVERSE option.
Click VALIDATE
Click POST

Clone a Refund

Go to Transactions/Refunds
Query for the refund to be cloned
Click on the refund number in the query results
Click CLONE
Enter necessary information:
- Refund Number
- Date (System will auto assign if left blank)
- Any additional changes necessary
Click VALIDATE
Click POST

Reverse a Refund

Refunds with an associated check cannot be reversed

Go to Transactions/Refunds
Query for the Refund to be reversed*
Click on the Refund number in the query results
Click REVERSE
Enter necessary information:
- New Refund number (System will auto assign if left bank)
- Date (System will auto assign if left bank)
- Any additional changes necessary
Click VALIDATE
Click POST

When doing a query for a refund, you can enter beginning and ending numbers or leave blank for a return of all refunds