Online Receipt Entry

Use the Online Receipt Entry page to enter online receipts. Online receipts are typically used when customers make payments at a cashier window and need a receipt, or if you need to override the system's default allocation for a partial payment. This section also includes information for entering Fund Accounting Receipts and Miscellaneous Billing Receipts.

The following items appear on the Action Bar when accessed from the Online Receipt Entry Base page:

Item	Description
View FA	Displays accounting information associated with the selected line item.
Search	Displays the Citation Lookup page which can be used to search for Agencies and Citations.
Entity Lookup	Displays the Customer Selection page which can be used to search for customers.

Enter Line Items

Choose the Receipt Entry page.
On the Register Access page, enter the Register Number and Password, if needed, then click OK.
On the Online Receipt Entry page, enter the Batch Number, Employee Name, and Register Date for the entry, then click OK.
On the Base page, complete the fields for each line as needed in the List section.
Click OK.
In the Payment Information section, complete the fields as needed.
Use the following as needed:
- Click Change to return to the List section line items where you can make changes to the line items.
- Click Save to saves the payment without printing a receipt.
- Click Print to save the payment and print the receipt that can be given to the payer.
- Click Restart to clear the line items and start over.

Enter Sales Tax Line Items

Choose the Receipt Entry page.
On the Register Access page, enter the Register Number and Password, if needed, then click OK.
On the Online Receipt Entry page, enter the Batch Number, Employee Name, and Register Date for the entry, then click OK.
On the Base page, enter a taxable line item in the List section. For more information, see the Fields section below.
On the next line, enter the appropriate tax revenue code starting with TAX. If this item is subject to another tax, such as a city sales tax, enter the appropriate city tax revenue code on the next line to calculate the tax.
Repeat Steps 4-5 for all taxable items.
Click OK.
In the Payment Information section, complete the fields as needed.
Use the following as needed:
- Click Change to return to the List section line items where you can make changes to the line items.
- Click Save to saves the payment without printing a receipt.
- Click Print to save the payment and print the receipt that can be given to the payer.
- Click Restart to clear the line items and start over.

Use Entity Lookup

Choose the Receipt Entry page.
On the Register Access page, complete the fields as needed, then click OK.
On the Online Receipt Entry page, click Entity Lookup.
On the Customer Selection page, enter search criteria in the Enter Customer Name to Query field, then click OK.
In the Entity Lookup Results List section, select the record, then click OK. If your search yielded only one record, the Entity Detail page displays immediately.
On the Entity Detail page, select the Pay field for each item the customer is paying for at this time in the List section, then click OK.
Note the page refreshes and displays the items being paid and the Payment column.
Click OK.
On the Online Receipt Entry page, complete the fields as needed in the Payment Information section.
Use the following as needed:
- Click Change to return to the List section line items where you can make changes to the line items.
- Click Save to saves the payment without printing a receipt.
- Click Print to save the payment and print the receipt that can be given to the payer.
- Click Restart to clear the line items and start over.

Create a Fund Accounting Receipt

Use the Online Receipt Entry page for payments for items that are not billed through another CommunityPLUS system, but are instead created and interfaced directly to a batch in the Fund Accounting system. To create a receipt for such a payment, create a line item directly in the Online Receipt Entry window after you select the appropriate revenue code.

Choose the Receipt Entry page.
On the Register Access page, enter the Register Number and Password, if needed, then click OK.
On the Online Receipt Entry page, enter the appropriate revenue code as set up in the Fund Accounting system in the Code field.
In the List section, complete the fields as needed. Use Lookup to look up information when needed.
Click OK.
In the Payment Information section, complete the fields as needed.
Use the following as needed:
- Click Change to return to the List section line items where you can make changes to the line items.
- Click Save to saves the payment without printing a receipt.
- Click Print to save the payment and print the receipt that can be given to the payer.
- Click Restart to clear the line items and start over.

Enter a Miscellaneous Billing Receipt

Use the Miscellaneous Billing Detail page for Miscellaneous Billing system receipts. For these receipts, the customer ID is the customer number. If you do not know this number, you can search by customer name.

Choose the Receipt Entry page.
On the Register Access page, enter the Register Number and Password, if needed, then click OK.
On the Online Receipt Entry page, enter the revenue code your organization uses to represent the Miscellaneous Billing system in the Code field.
Enter the customer number in the Customer ID field. If you need to search for the customer number, proceed to the next step. Otherwise, skip to Step 7.
Click Lookup.
On the Customer Selection page, enter search criteria, then click OK.
Select the record, then click OK.
On the Miscellaneous Billing Detail page, change the Total to Pay if needed, otherwise, click OK.
On the Online Receipt Entry page, complete the fields as needed in the List section. Use Lookup to look up information when needed.
Click OK.
In the Payment Information section, complete the fields as needed.
Use the following as needed:
- Click Change to return to the List section line items where you can make changes to the line items.
- Click Save to saves the payment without printing a receipt.
- Click Print to save the payment and print the receipt that can be given to the payer.
- Click Restart to clear the line items and start over.

Fields

Register Access Page

Field	Description
Transaction Date	System date for the transaction. This date can be changed. For details, refer to Receipt Transaction Date.
Register Number	Enter the two-digit register number.
Password	Optional password for the register number. Character/8
Batch Number	Enter a number for grouping payments received at this register. Character/8
Employee Name	Name of the employee that will be printed on receipts. Character/15
Register Date	System date for the transaction. Changing this date changes the date for this register only. Otherwise, leave it as the default date. MM/DD/YYYY format.

Online Receipt Entry Page

Receipt Information Section

The fields in this section are display-only.

Field	Description
Batch Number	Assigned number for grouping payments received at this register.
Employee	Name of the employee that prints on the receipt.
Receipt Number	Number identifying the receipt.

Register Information Section

The fields in this section are display-only.

Field	Description
Register	Number of the register.
Register Date	System date for the transaction.
Scan Line	Identification of the item as scanned from the barcode.

List Section

Field	Description
Line Number (unlabeled)	Displays the line number.
Code	Revenue code. Use Lookup to look up a valid revenue code. Character/24
Description	Description of the revenue code. Character/25
Customer ID	Identification number of the customer. Use Lookup to look up a valid customer identification. Character/25 For a revenue code associated with the FA billing system that does not have a detail amount, the system assigns 1.00 as the customer ID. You can override this with a brief description of the receipt or other appropriate information. For revenue codes associated with all other billing systems (AR, EN, PR, TR, TM, UB), you must enter a customer ID or click Entity Lookup to look up a valid customer identification.
Amount	Amount due for the selected revenue code and customer. This displays automatically. Decimal/12,10 Click View FA or Lookup to view accounting information associated with the selected line. Change related accounting information if needed.

Payment Information Section (Unlabeled)

Field	Description
Payment Type	Form that the payment is in: Batch Cash Check Credit Card Other
Amount	Total amount of all line item charges. This defaults once all lines have been entered and the user advances to the Payment Information section. But, it can still be changed.
Reference	Number used to identify a payment such as a check number. Depending on how your payment types are set up, a reference number may be required. Character/20
Authorized?	Displays an authorization number when the credit card is validated. This field is available only if your organization is set up with credit card processing.
Total Amount	Displays the total amount of all the receipts. Display only.
Number Items	The total number of line items as displayed in the List section. Display only.
Total Paid	Amount of payment that has been received. Display only.
Change Due	Amount due to the payer if the total amount received was greater than the amount due. Display only.
Payor	Name of the individual or group that made the payment.
Copies	Number of copies of the receipt to be printed.