ISSUE: 

New Receipt screen field definitions

 

INFORMATION:

From Receipts > New Receipt

 

 

Field Name Explanations 

** Indicates Required Fields

 

** Receipt Date:   (required)

  • Automatically defaults to the current system date. 
  • If different from the current system date, enter the date in a MM/DD/YYYY format. 
  • SchoolFunds Online will verify the date to be sure that it falls within the current fiscal year. 

 

** Receipt Number:   (required)

  • Type the word PRINT when entering a receipt that will print on a receipt form. 
  • When printing receipts, the receipt number is assigned as the receipts print.
  • If you are creating a manual receipt (one that will not be printed), type in the receipt number. 
  • A notification will appear if you try to save a manual receipt with a duplicate number. 

 

** Receiptee:   (required)

  • Saved Receiptee:  If the receiptee has already been saved in the receiptee file, type in the first few letters of the receiptee’s name and a list of possible matches will display below the receiptee name field. 
    • To select the receiptee, click with the mouse or use the down arrow key.  Tab to select the receiptee highlighted. 
    • Click Tab again and the receiptee’s address information will quick fill (if an address was set up for this receiptee). 

 

  • New Receiptee:  When using a new receiptee (that is not in the receiptee file), type the receiptee name and click Tab. 
    • The message “< Receiptee Name > does not exist in your vendor 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 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 only be issued 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 the receiptee in the receiptee file. 

 

 

Cash/Checking Balance:

  • This is a “display only” field that references the current balance in the Cash/Checking account. 

 

Detailed $ Counter:

  • An optional tool to help with counting and verifying currency and check totals 
  • Checks may be listed separately or grouped by amount. 
  • Click Save/Close and the Total Cash and Total Checks fields will fill automatically. 
  • This information will be available on the Review Receipt screen after the deposit is posted. 
  • Using the Detailed $ Counter is required to use the Automated Deposit Ticket process. 

 

Total Cash: 

  • Enter how much of the receipt is from cash (optional). 
  • If a cash amount is entered, the system will verify the sum of the cash and check amount equals the total receipt amount. 
  • The cash amount will print on the receipt and Deposit Analysis when the deposit is posted. 

 

Total Checks: 

  • Enter how much of the receipt is from checks (optional). 
  • If a check amount is entered, the system will verify the sum of the cash and check amount equals the total receipt amount. 
  • The check amount will print on the receipt and Deposit Analysis when the deposit is posted. 

 

Receipt Total: 

  • This is a “display only” field that references the total amount of the receipt. 

 

** Description:   (required)

  • Fill in a receipt description or reference.  The description will print on the receipt stub. 

 

Beginning & Ending Receipt Number: 

  • Use these fields to enter the corresponding receipt numbers from the teacher’s receipt book (optional).  

 Taxable (if district is set up to record sales tax on receipts): 

  • Click the box in this field for each line that is taxable. 

 

Event Code (if activated on the User, My Profile screen):

  • To associate a revenue with a previously entered Event Code, click on the drop-down arrow and choose an Event Code from the drop-down list. 

 

Category (if activated and set up on the District Admin screen):

  • To associate a revenue with a previously entered Category, click on the drop-down arrow and choose a Category from the drop-down list. 

 

** Account Number:   (required)

  • Type in the first digits or letters of the account that you are receipting.  
  • 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. 
  • Clicking on the Account Balances button will display a list of all available account with current balances for reference. 

 

Balance: 

  • The current balance of the account selected will display. 
  • This balance is for reference only and will not change until the receipt is printed and/or posted. 

 

** Amount:   (required)

  • Enter the amount to be posted to the selected account.