Posting Receipts

Receipt Number

Revenue Ledger Account

Control Number

Reference Receivable

Project Ledger Account

Receipt Amount

Transaction Description

Set Period

Displays the Reset Period page for changing the fiscal year, period, or transaction date. For details, refer to Resetting Periods.

Deposits

Displays the Receipt Deposits page, where you can designate selected receipts as deposits. For details, refer to Creating Bank Deposits.

Receivable Number

Reference number, identifying the receivable record associated with this receipt. If the receipt is not related to a receivable, you may accept the field’s 0 default. Character/8

GL Asset Account Number

General Ledger balance sheet account used to record the receipt. The system defaults the account from the receivable identified in the Receivable Number field. If the receipt is not related to a receivable, the field is blank.

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

Code for grouping receipts as a bank deposit. If you are not creating a deposit, leave the field blank. Character/10

You can override the deposit number in the Deposit Information page by assigning a different number when you set up the deposit. After you post the receipt, the deposit number displays in the Warrant Number field of the Detailed Displays option’s Transactions Detail page. For details, refer to Creating Bank Deposits. 

Deposit Date

Date to assign to the deposit. If you are not creating a deposit, leave the field blank.

If needed, you can override your entry by assigning a different date in the Deposit Information page. The deposit date displays in the Invoice Date field of the Detailed Displays option’s Transaction Detail page.

*Budget Unit*

Low organization code for the Revenue Ledger account to update when the receipt is posted. This field’s title is defined in the Fund Accounting Profile.

The fund (Level 1 Organization Chart record) tied to the budget unit becomes important for receipts you set up as deposits.

If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page.

Account Number

Revenue account for recording the receipt. The budget unit and account combination must exist in the Revenue Ledger.

For receipts you set up as deposits, the system checks the fund in combination with this account code when selecting records in the Bank Account Reconciliation option. The system also checks the receipt’s fund in combination with its Cash Account.

*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 where the project revenue is recorded. If used, the project and account combination must exist in the Project Ledger.

Payer Number

Code identifying the source for the receipt.

Cash Account Number

General Ledger cash account to update when the receipt is posted. The system defaults the cash account established in the Fund Accounting Profile. However, you can change the default if needed.

For receipts you set up as deposits, the system checks the fund in combination with this Cash Account when selecting records in the Bank Account Reconciliation option. The system also checks the receipt’s fund in combination with the code you entered in the Account field.Full Account Window Page

Receipt Number

Unique number identifying the receipt record. Character/12

• If you use sequential numbers for receipts, enter the next available number.

• If you post a receipt from a check and you do not use sequential numbering, you can use the check number, unless the check covers other receipts.

Description

Description of the receipt transaction. If you are referencing a receivable, the corresponding description defaults. Character/25

Control Number

Number for grouping receipt transactions. Using this number, you can track the receipt in the Fund Accounting > Entry & Processing > Detailed Displays > Transactions option. The control number can also be used to group receipts for reporting purposes. Character/8

Receipt Amount

Monetary amount received in dollars and cents.

Total Entry

Running total of receipts entered in the current session. Display only.

The following display-only fields show amounts when you reference a receivable. Otherwise, the fields remain blank.

Receivable

Original amount for the receivable you are referencing.

Payments

Total-to-date receipts already posted for the receivable.

Balance

Receivable amount still not recorded as revenue.