Batch entry can be done using the following methods:
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Manual Entry
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Scanning
This section of the documentation describes how to complete batch entry using both methods.
Manual Batch Entry
Menu Path: Billing & Receipts > Cash Receipts > Batch > Manual Entry
Use the Manual Batch Entry page to enter receipt batches. Batch receipt entry is typically used to record receipt of payments that customers mailed in, such as tuition, student fees, or lunch money. You manually enter multiple receipts by payment type, using a register.
Enter Manual Batches
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Choose the Manual Entry page.
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On the Register Access page, enter the Register Number and Password, if needed, then click OK.
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On the Manual Batch Entry page, complete the fields. Depending on the Revenue Code selected, the District Selection page may display. If this page does not display, proceed to Step 4. Otherwise, select a district from the List section, then click OK. This difference will also affect the fields in the Manual Batch Receipt Entry page.
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Click OK.
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On the Manual Batch Receipt Entry page, enter the appropriate ID numbers in the District and Customer Identification fields. You can click Lookup to find valid IDs.
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Enter the amount the customer is paying in the Amount field
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Enter the reference number, such as the check number, in the Reference Number field.
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Repeat Steps 5-8 for all receipts in this batch, up to 999, then click OK.
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Select File In the Command field. A dialog will display indicating when the batch is recorded.
Scanning Batch Entry
Use the Scanning Batch Entry page as an alternative to manually entering the batch of receipts. You can use this method if your organization includes a barcode on its bills and your register must be configured with a scanner.
Menu Path: Billing & Receipts > Cash Receipts > Batch > Scanning Entry
Enter Scanned Batches
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Choose the Scanning Entry page.
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On the Register Access page, enter the Register Number and Password, if needed, then click OK.
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On the Scanning Batch Entry page, complete the fields as needed, then click OK.
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On the Scanning Batch Receipt Entry page, scan the barcode from the bill. The bill identification displays in the Scan-Line field along with the matching ID number in the Customer ID field.
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If the Check Amount field was selected on the Register Access page, enter the amount in the Amount field.
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If the Enter Check Number field was selected on the Register Access page, enter the reference number in the Reference ID field.
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Repeat Steps 4-6 for each item in the batch.
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Click OK.
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Select File in the Command field to save the batch.
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 register number. |
|
Password |
Optional password for the register number. |
Batch Receipt Entry Pages
|
Field |
Description |
|---|---|
|
Batch Number |
Number identifying the batch for 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 will change the date for this register only. Otherwise, leave it as the default date. |
|
Revenue Code |
Code identifying the type of revenue for the receipts. Click Lookup to display the Revenue Codes page and look up a revenue code. |
|
Description |
Description of the Revenue Code. Display-only. For Manual Batch Entry page only. |
|
Enter Reference Number |
Select to include the input of the check number for reference. For Manual Batch Entry page only. |
|
Enter Check No. |
Select to allow check numbers to be used to reference payments. For Scanning Batch Entry page only. |
|
Check Amount |
Select to allow partial payments. Otherwise, leave blank to require full payment at all times. For Scanning Batch Entry page only. |
Batch Receipt Entry Pages Additional Information
This page displays the Batch Number, District, Register, Employee, Register Date, Total Items, Revenue Code and Batch Total in the top section.
|
Field |
Description |
|---|---|
|
Tax Year |
Tax year that the receipt will count towards. YYYY format. |
|
Batch No |
Number of the batch. Display-only. |
|
Scan Line |
Identification of the bill as scanned on the barcode. Character/24 For Scanning Batch Entry page only. |
|
No |
Number of the batch. Each batch can hold up to 999 items. Display-only. |
|
Year |
Tax year for the batch. Display-only. |
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District |
Code identifying the district. Click Lookup to display the District Select page and look up a district. Character/8 |
|
Customer Identification |
Identification code of the customer. click Lookup to display the Customer Selection page and look up a customer number. Character/13 |
|
Amount |
Payment amount. Decimal/12,2 |
|
Reference ID |
Number on the form of payment, such as a check number, for reference. |
|
Inst |
Select to roll over the bill to four installments. |
|
Command |
Drop-down list for the action to take with the batch:
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