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Receipts

Receipts

 

 

Receipt

The Receipt module allows the user to process receipts or reduction of expenditures.

A receipt is the process of posting monies received by the district.  A reduction of expenditure is the process of reducing an expenditure that has already been posted. Both receipts and reduction of expenditures may be processed on the same receipt transaction by specifying the type in each line item. The posted receipt will show RC for receipt and RX for a reduction of expenditure. A receipt will use a revenue account, whereas a reduction of expenditure uses a budget account.

Individual user receipt processing is controlled by a variety of variables such as User account where the Account Filter and Role are defined for each user, Rules, etc.  The Receipt number can be set to auto increment based on the Transaction Configuration settings under System/Configuration.

Create Receipts

  1. From the Transaction menu, select "Receipts".

  2. Click on

  3. Enter in desired information into the receipt

    1. Click on the

      to add items

    2. The description entered in Items will show on reports up to 3000 characters.

    3. Under Type, select RC for receipt or RX for reduction of expenditure.

    4. To enter an account code:

      1. Use the drop-down to select an account.

      2. Begin typing the account code to narrow down the selections.

        1. Note: When typing the account code, it is necessary to include the hyphens.

      3. Use the 

         icon to open a pop-up window for the account search.

        1. The account search option includes the FYTD Received and FYTD Percent Received amounts.

    5. Click on

      to post the receipt to the system; click Cancel to return to the Receipts grid without posting the receipt.

Search/View Receipts

The Receipt Grid allows the user to search for receipts/reduction of expenditures that have been posted in the system.  Click on

to view a particular receipt/reduction of expenditure.

Edit Receipts

Existing receipts from an open posting period may be modified.  If the posting period is closed, the receipt fields are validated upon saving the transaction and the system will throw an error regarding not being allowed to edit a transaction in a closed posting period.

  1. Search for the desired receipt on the grid.

  2. Click on the edit icon 

    to edit the transaction.

    1. Make the desired changes.

  3. Click  

     to post the changes to the receipt. Click Cancle to return to the Receipt grid without modifying or saving the receipt changes.

By default, the receipt number is allowed to be changed. This can be prevented if desired by enabling the rule org.ssdt_ohio.usas.model.receipt.ReceiptNumberChanged.

Print Receipts

Click on 

 to submit a copy of a posted Receipt in a desired output format.  Users can print a single Receipt or a batch of Receipts at one time.

Clone Receipts

The clone function may be used to copy all the information from an existing receipt or reduction of expenditure into a new transaction, while allowing changes to be made.

  1. Select the desired receipt from the Receipt grid.

  2. Click on 

    to view the Receipt information.

  3. Click on 

    to clone the receipt or reduction of expenditure information into a new receipt or reduction of expenditure.

  4. Make any desired changes and click on

    to post the transaction to the system. Click Cancel to return to the Receipt grid without posting the receipt.

Reverse a Receipt

The reverse option may be used to reverse all or selected items from a posted receipt and/or a reduction of expenditure.  A new transaction will be created that negates the positive positive receipt/reduction of expenditure items from the original transaction.  The date on the reversal receipt will default to the current date, but the user may choose to enter another date within an open posting period to post the transaction.  The user may edit the reversal transaction created to update fields or delete Items they do not want reversed.  

  1. Select the desired receipt from the Receipt grid.

  2. Click on image-20260106-192140.png to view the receipt information.

  3. Click on image-20260106-192211.png  to reverse the receipt.

  4. The current date will be the default on the Reverse Receipt Date.  Click on image-20260106-192248.png to post the receipt or click image-20260106-192329.png return to the receipt without posting the reversed receipt.

Delete Receipts

The delete function may be used to delete an entire receipt or a reduction of expenditure as long as the posting period of the original receipt or RX is open. 

  1. Search for the desired receipt on the grid.

  2. Click on

     to delete the receipt.

  3. Click on "Delete" to confirm the deletion.

Import Receipts 

The import receipt option may be used to import receipt and reduction of expenditure transactions from a spreadsheet (CSV format).   Please refer to the Receipt Import Criteria for further details on the CSV file format.  We've also provided a template spreadsheet for districts to use.  Any rules pertaining to receipts will also be applied when importing receipts.  The USAS_Standard role will be able to utilize the Import function.  

  1. From the Transaction menu, select "Receipts."

  2. To import a CSV file, click on 

    .

  3. Click on "Choose File", browse for the file (.CSV), and click "Open" or select the file by double-clicking on the file name.

  4. Make sure the system brought in the proper file.   

  5. Click on "Load." 

    image-20260106-192848.png

     

  6. The selected filename will be visible on the pop-up.

  7. A message box will appear showing the number of Records Loaded and the Number of Errors.   

    1. image-20260106-193010.png

       

  8. An output (CSV) file will be created containing the number of records loaded or records with errors.  Possible import errors can be found in the Appendix under USAS Error Messages.

  9. If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file.