QUESTION: 

How do you create a New Receipt? 

 

PROCESS:

From Receipt > New Receipt

 

Use the Tab key or your mouse to move between fields on the New Receipt screen. 


  1. Enter the receipt Date or leave it as the default current date. 
  2. Leave the Receipt Number as PRINT, if the receipt will be printed.
  3. Type in the Receiptee name. 
    • For SAVED receiptees – type in the first few letters of the name and a list of possible matches will display below the Receiptee name field. 
      • Use the mouse to select the appropriate receiptee and click Tab. 
      • The receiptee’s address will quick fill (if an address was set up for this receiptee). 
    • For NEW receiptees – type the receiptee name and click Tab. 
      • The message “<Receiptee Name> does not exist in your receiptee list.  Would you like to add this receiptee?   The receiptee will be a One Time Receiptee if you click Cancel”  will be displayed. 
      • Clicking on the OK button will place a check mark in the Add New Receiptee box on the screen.  This receiptee, along with any address information entered on the receipt screen, will appear on the receipt and will be added to the receiptee file when the receipt is saved. 
      • If you click on Cancel, the receiptee will be considered a “One Time Receiptee”. 
      • The One Time Receiptee option should be limited to cases where the receiptee will be issued only one receipt and will not be used again.  Note:   Entering a receiptee this way does not give any audit record of the receiptee’s activity, nor does it save this receiptee in the Receiptee file. 
  4. The Detailed $ Counter option can be used to help with counting and verifying cash and check totals.  
    • Checks may be listed separately or grouped by amount. 
    • After entering the cash and check information, click Save/Close.  
    • The Total Cash and Total Check amounts will fill automatically from the Detailed $ Counter. 
  5. Enter how much of this receipt is Total Cash (optional). 
  6. Enter how much of this receipt is Total Checks (optional).  
  7. Enter the receipt Description or reference.  This description will print on the receipt stub. 
  8. Enter the Beginning & Ending Receipt Number from the teacher’s receipt book (if applicable).   
  9. Click the Taxable box for each line that is taxable (if your district is set up to record sales tax on receipts).
  10. The optional Event Code and/or Category fields can be selected (if applicable). 
  11. Select the Account number.  
    • Type in the first digits or letters of the account that you are posting the receipt against. 
    • A list of possible matches will display below the Account field. 
    • Click with the mouse or use the down arrow key and Tab to select the account highlighted. 
  12. Enter the Amount to be posted to the selected account. 
  13. Click the Tab key to open another detail line. 
  14. After entering all receipt detail lines, click the Save button to save the receipt. 

 

A receipt may have as many detail lines as needed.  The main receipt form will print six (6) detail lines and a continuation stub will be printed for receipts with more than six detail lines. The total of all the detail lines will display as the amount of the receipt. 

 

Once a receipt is saved, it moves into the Unposted Receipt Register in the lower portion of the receipt screen.  Any saved receipts that are listed in the Unposted Receipt Register may be edited prior to printing the receipt.  

 

When ready to print the receipt, click the blue PRINT button or navigate to Receipts > Print Receipts. 

 

Optional:  To print a list of saved receipts before printing them, click on the Print Proof Listing button.  The Proof Listing includes signature lines to use as an approval for the payables.  

 

Related Articles: 

How to Edit an Unposted Receipt

How to Print Receipts

New Receipt screen detailed field explanations

How to Create a Manual Receipt