The Receipt Report allows users to review information pertaining to receipts generated via Receipt and Internal Account Receipts modules, as well as Point of Sale (POS). Depending on the amount of information required for review, two different receipt reports are available: The Receipt Report and the Detailed Report, which includes Debit and Credit Account information, Allocation Amount, and more.
1. From the Accounts Receivable menu, click Receipt Report.
2. Click the General Report tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
Make the appropriate selections, as described in detail below.
4. Select the Voided check box to include voided receipts in the report.
5. Select the Internal Accounts check box to include receipts that are linked to an internal account.
The Internal Accounts check box may be selected by default based on the Default Internal in Student Billing Reports setting in SIS > Setup > System Preferences > Default User Preferences > Display Options.
6. To include receipts printed over a specific Receipt Date Range, enter the start and end date in the two provided text boxes.
7. To include receipts created over a specific date range, enter the start and end date in the Created Date Range text boxes.
8. To pull receipts that are linked to a specific Debit Account or Credit Account, select the applicable accounts from the corresponding pull-downs.
9. To include receipts generated as a specific Payment Type, select the type of payment(s) from the corresponding pull-down, such as Cash, Credit, Check, etc.
10. To include receipts generated for a specific Amount of money, enter the dollar amount in the provided text box.
11. To filter the report by a specific Invoice #, enter the number in the provided text box.
12. To filter the report by a specific Receipt #, enter the number in the provided text box
13.To filter the General Report based on accounting strip elements, such as a specific Fund, Facility, etc., enter the element code in the applicable text box. You can filter by as many elements as needed.
To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
14. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report. Click the floppy disk icon to name and save the report. In order to generate a saved report, from the Receipt Report screen, select the saved report from the pull-down; your report will generate automatically.
a. You can also click the Trash Can icon to delete saved reports.
b. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
The General Report displays the following columns: Receipt #, Transaction #, Receipt Date, Created Date, Fiscal Year, Customer name, Invoiced To, Paid By, Invoices, Description, Created By, Deposit Date, Void Date, Reference Number, Payment Type, Amount, Ledger Balance, MJ #, and MJ Source & Amount.
15. Click the Receipt # link to open Accounts Receivable > Receipts or Internal Account Receipts.
16. When you hover over the Invoices column with the mouse, all linked invoices display; from here, you can click the desired Invoices link to open Accounts Receivable > Invoices or Internal Account Invoices.
17. Click the MJ # link to open Budgeting/General Ledger > Manual Journals or Internal Account Manual Journals.
The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.
If you see grayed out lines in the report, it means there are multiple lines of information that pertain to the same Receipt #. In the example displayed, there are multiple manual journal numbers linked to the same receipt.
1. From the Accounts Receivable menu, click Receipt Report.
2. Click the Detailed Report tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
Make the applicable selections, as described in detail below.
4. Select the Voided check box to include voided receipts in the report.
5. Select the Internal Accounts check box to include receipts that are linked to an internal account.
The Internal Accounts check box may be selected by default based on the Default Internal in Student Billing Reports setting in SIS > Setup > System Preferences > Default User Preferences > Display Options.
6. To include receipts printed over a specific Receipt Date Range, enter the start and end date in the two provided text boxes.
7. To include receipts created over a specific date range, enter the start and end date in the Created Date Range text boxes.
8. To pull receipts that are linked to a specific Debit Account or Credit Account, select the applicable accounts from the corresponding pull-downs.
9. To include receipts generated as a specific Payment Type, select the type of payment(s) from the corresponding pull-down, such as Cash, Credit, Check, etc.
10. To include receipts generated for a specific Amount of money, enter the dollar amount in the provided text box.
11. To filter the report by a specific Invoice #, enter the number in the provided text box.
12. To filter the report by a specific Receipt #, enter the number in the provided text box
13. Select the Display Element Descriptions check box to display descriptions for applicable elements on the report.
14. To filter the Detailed Report based on accounting strip elements, such as a specific Fund, Facility, etc., enter the element code in the applicable text box. You can filter by as many elements as needed.
To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
15. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report. Click the floppy disk icon to name and save the report. In order to generate a saved report, from the Receipt Report screen, select the saved report from the pull-down; your report will generate automatically.
a. You can also click the Trash Can icon to delete saved reports.
b. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
The Detailed Report displays the following columns: Receipt #, Transaction #, Receipt Date, Created Date, Fiscal Year, Customer name, Invoiced To, Paid By, Invoices, Description, Created By, Deposit Date, Deposit #, Cashout Date, Cashout #, Void Date, Voided By, Receipt Amount, MJ #, MJ Source & Amount, Reference Number, Payment Type, Debit Account, Credit Account, Allocation Amount, Payment Amount, Refunded Amount, Type, and all applicable accounting strip elements, such as Fund, Function, etc.
16. Click the Receipt # link to open Accounts Receivable > Receipts or Internal Account Receipts.
17. When you hover over the Invoices column with the mouse, all linked invoices display; from here, you can click the desired Invoice link to open Accounts Receivable > Invoices or Internal Account Invoices.
18. Click the MJ # link to open Budgeting/General Ledger > Manual Journals or Internal Account Manual Journals.
The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.
If you see grayed out lines in the report, it means there are multiple lines of information that pertain to the same Receipt #. In the example displayed, there were multiple checks issued for the same receipt.
The Receipt Reconciliation report is used as a reference for reconciling receipts in Focus.
1. From the Accounts Receivable menu, click Receipt Report.
2. Click the Receipt Reconciliation tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
Make all the applicable selections, as described in detail below.
4. To include receipts generated over a specific Date Range, enter the start and end date in the two provided text boxes.
5. Select how you want the receipts to be sorted in the report from the Sorting pull-down; options include Fund then Customer or Customer.
6. Select the Exclude EFT Receipts check box to exclude receipts created as a result of an electronic funds transfer.
7. Select the Exclude Customers Not in System check box to exclude receipts generated for customers who aren't recorded in the system via Purchasing/Accounts Payable > Vendors/Customers or as a student.
8. Select the Internal Accounts check box to include receipts that are linked to an internal account.
The Internal Accounts check box may be selected by default based on the Default Internal in Student Billing Reports setting in SIS > Setup > System Preferences > Default User Preferences > Display Options.
9. To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
10. When all of the report criteria has been entered and/or selected, click Run Report.
The Receipt Reconciliation report is broken down by customer, then Receipt #, Transaction #, Receipt Date, Description, Receipt Amount, MJ #, MJ Source & Amount, Debit Account, Type, and the applicable elements that make up the accounting strip.
11. Click the Receipt # link to open Accounts Receivable > Receipts or Internal Account Receipts.
12. Click the MJ # link to open Budgeting/General Ledger > Manual Journals or Internal Account Manual Journals.
13. To print all sections of the receipt reconciliation at once, click Print All.
14. Click the Download PDF link to download all sections of the receipt reconciliation to a PDF.
See Additional Features for details on Exporting, Printing, Filtering, Saving the report, and more.
Click the Excel icon and/or the Printer icon in the Export section to export or print the table of data.
The following steps apply to the Detailed Report only.
a. In the pop-up window, select the Repeat details in all rows check box to repeat the main row information on every related detail row in the export or print file. This is useful when sorting, filtering, or creating pivot tables in spreadsheets. If the check box is not selected, repeated information is removed from detail rows to reduce duplicate data in the output.
b. Click Confirm to continue with the export or print using the selected detail row option.