Untitled Document

	Receipt File

Program Navigation : Main | Receipts

Section Description

The receipt file is used to record any payments or reimbursements received that are not included in the budget. The receipts are assigned to a centre and a general ledger (accounting category). Receipt values are included in some centre and expenditure analysis reports.

Since the main purpose of receipts is to assign them to a centre or general ledger, it is important to note that the full advantage of using the receipt file is only attainable if you have purchased the Centre and Stocktaking or Orders and Accounting modules.

Steps

To get to the Receipt File

To get to the Receipt File, select the Main menu and select Receipts, or click on the Receipts button on the navigator.

Adding a Receipt Entry

To add a new receipt entry:

Click on the New button in the bottom of the window and all of the fields shown will blank out. The receipt number will automatically generate the next available number.
Enter a relevant reference number. Upper case is forced. Be descriptive with date and type of cost. (The TAB key moves to the next field.)
Enter the date received. Click on the small calendar icon to choose a date from the calendar.
Enter the centre (ie. room) relevant to the payment. Click the down arrow to choose from the list.
Enter the Amount Received.
Select the general ledger (accounting category) relevant to the payment received.
Enter any relevant remarks about the payment.
Click on the Save button in the bottom of the window to save your changes. Clicking Cancel will cancel all changes.

Editing Receipt Entries

To edit details of an existing receipt entry:

Locate the record to edit by using List or Search (see Searching (Lookups)).
Alter any of the required fields.
Click on the Save button in the bottom of the window to save changes. Clicking Cancel will cancel all changes.

Deleting a Receipt Entry

To delete an existing receipt entry:

Locate the record to delete by using List or Search (see Searching (Lookups)).
Click on the Delete button to delete the item. Click OK when asked if you wish to delete.

Reports

To view the receipt reports, click on the Reports tab located at the top left of the receipt file screen. The receipt file provides 4 reports:

Receipt Number: This report lists all receipt entries in receipt number order. To generate the report, select Receipt Number from the report list on the left and click on Preview or Print.
Reference Number: This report lists all receipt entries in reference number order. To generate the report, select Reference Number from the report list on the left and click on Preview or Print.
Cost Centre: This report lists all receipt entries grouped by cost centre. To generate the report, select Cost Centre from the report list on the left and click on Preview or Print.
Date Range: This report lists all receipt entries between a given date range. To generate the report, select Date Range from the report list on the left, enter the start and end date for the desired date range and click on Preview or Print.