Batch Receipts - Detail Page

Use this page to search for, view, add, and update receipts in a selected batch file. The page includes the following sections:

Search section for entering criteria to search for receipts in a selected batch.
List section for displaying data from the receipts found in your search.
Detail section for updating receipts and adding new receipts to the batch. This section includes two tabs: General and Receipt Data.

Menu Path: Fund Accounting > Entry & Processing > Receipts > Batch Receipts > select a batch > click OK

Hold Field

Each batch receipt has a Hold checkbox for determining whether the receipt can be posted. This field is in the General tab of the Batch Receipts - Detail page.

If the box is selected, the receipt is on hold and cannot be posted.
If the box is blank, the receipt can be posted.

To determine the status of a receipt, display the receipt in the List section, and then view its Hold Status field.

If the field is blank, the receipt is not on hold and can be posted.
If the field displays On Hold, the receipt can only be posted by releasing it first.

There are two ways to clear a batch receipt's Hold field:

Display the receipt in the Batch Receipts - Detail page, clear the Hold field, and then click OK to save the change.
Display the Batch Receipts page, select the batch containing the receipt, click Release, then click Yes in the confirmation dialog. This clears the Hold fields for all receipts in the batch.

Adding a Receipt to an Existing Batch File

Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.
Select a batch, and then click OK to display the Batch Receipts - Detail page.
Click Add New to access the detail section.
In the General and Receipt Data tabs, complete the fields as indicated in the Fields section below.
Click OK to save the receipt:
- If the Continuous checkbox is selected, you return to the Period / Year fields so you can add the next receipt.
- If the Continuous checkbox is blank, the add process ends.

Updating an Existing Receipt

Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.
Select the batch containing the receipt, and then click OK.
The Batch Receipts - Detail page displays for the batch selected.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the receipt you want to update, and then click OK. The record displays in the detail section.
Change the receipt's fields as needed.
Click OK to save your changes.
- If the Continuous checkbox is selected, repeat Steps 5-7 for the next receipt. You return to the list section when you save the last receipt.
- If the Continuous checkbox is blank, you return to the list section.

Deleting a Batch Receipt

Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.
Select the batch containing the receipt, and then click OK .
The Batch Receipts - Detail page displays for the batch selected.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the receipt you want to delete.
Click Delete.
In the Confirmation dialog, click Yes.

Fields

Following are descriptions of the fields in the page's General and Receipt Data tabs.

General Tab

Field	Description
Entered By	Login ID of the user who entered the batch. Display only.
Control Number	Number identifying the batch. You can use the control number to add more receipts to the batch. Later, you use this number in posting the batch’s receipts. Character/8
Hold	Checkbox indicating whether the receipt is on hold, in which case, it cannot be posted until it is released. Select the box to change the receipt's status to On Hold. Leave the box blank to allow the receipt to be posted.
Total	Running total of all the receipts saved to the current batch, as identified by its Control Number. Display only.
Period/Year	Fiscal period and year to associate with the receipt.
Receivable Number	Number identifying the receivable tied to the batch receipt. Information from the receivable defaults when you enter a valid receivable number. If the receipt is not tied to a receivable, use the default value, 0. The following fields only apply if you are creating a bank deposit. For details, refer to Creating Bank Deposits. Description - Brief description of the deposit. Bank Account - The bank account associated with a receipt. This field appears only if the Print Checks by Bank Account option is selected in the Fund Accounting profile. You must select the relevant bank account from the drop-down list. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing. The Print Checks by Bank Account option is available in release 22.4 and higher. Deposit Number - Number identifying the deposit. Character/8 Deposit Date - Date that applies to the deposit.

Receipt Data Tab

Field	Description
GL Asset Account	General Ledger balance sheet account where the receivable was recorded. You cannot access this field if the receipt does not reference a receivable.
Ledger Type	Select the relevant ledger from the drop-down list.
Account Number	Revenue account where the receipt is recorded, as stored in the Revenue Ledger.
*Project*	Code for the low-level project where the revenue is recorded. This field and the next only apply if you use project accounting. The field’s title is defined in the Fund Accounting Profile.
Account	Revenue account for recording project revenue, as stored in the Project Ledger.
Payer Number	Code identifying the source of the receipt.
Cash Account Number	General Ledger cash account to update when the receipt is posted. The system defaults the cash account from the Fund Accounting Profile.
Receipt Number	Number identifying the receipt. Character/30
Receipt Amount	Monetary amount received.