Generating Department Receipts


Concept


Steps:

  1. Begin by navigating to the Department Receipts page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Cashiering link.

    Step 2
  3. Click the Collect Department Receipts link.

    Step 3
  4. Click the Add button.

    Step 4
  5. Use the Department Receipts page to create department receipts.

    Step 5
  6. The system displays the status of the department receipt in the Receipt Status field.

     

    Before you click the Create Receipt button, this field displays the Not Posted value. After you click the Create Receipt button, the value changes to Processed if approval of the department receipt is not required. If approval is required, the value changes to Pending when you click the Create Receipt button.

    Step 6
  7. Instead of specifying a target key as you do for student and corporate payments, you must select the chart of accounts to which your department receipt posts in the Target Detail group box. In addition, if there is tax associated with the department receipt, you must manually add a target row for the tax and specify its tax authority.

    Step 7
  8. Click in the Amount field.

    Step 8
  9. Enter the monetary amount for the target.

     

    Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "500.00"
    .

    Step 9
  10. Click in the Tax Authority field.

    Step 10
  11. Enter the tax authority associated with the amount of tax that you are including in the department receipt. You select a tax authority for the tax target row only.

     

    Enter the desired information into the Tax Authority field. Enter

     a valid value
     e.g.
     "GSA"
    .

    Step 11
  12. Click the ChartFields link to select the chart of accounts to which your department receipt posts.

     

    Click the ChartFields link.

    Step 12
  13. Use the Journal Set ChartFields page to define item type GL interface parameters for a journal set.

    Step 13
  14. Click the SpeedType link to select a SpeedType, which is a predefined set of ChartFields for a department your cashiering office works with regularly. After you select the SpeedType, the system automatically populates the appropriate general ledger fields.

     

    In this case, however, you will enter general ledger information manually.

    Step 14
  15. Enter the desired information into the GL Business Unit field. Enter

     a valid value
     e.g.
     "EGVBU"
    .

    Step 15
  16. Click in the Ledger field.

    Step 16
  17. Enter the desired information into the Ledger field. Enter

     a valid value
     e.g.
     "PROJ_ACT"
    .

    Step 17
  18. Click in the Account field.

    Step 18
  19. Enter the desired information into the Account field. Enter

     a valid value
     e.g.
     "120006"
    .

    Step 19
  20. Click in the Department field.

    Step 20
  21. Enter the desired information into the Department field. Enter

     a valid value
     e.g.
     "95000"
    .

    Step 21
  22. Click in the Fund Code field.

    Step 22
  23. Enter the desired information into the Fund Code field. Enter

     a valid value
     e.g.
     "QFUND"
    .

    Step 23
  24. If your institution does not use PeopleSoft General Ledger, the Ext GL Chartfld (external general ledger ChartField) field appears here instead of the Chartfield 1, 2, and 3 fields.

    Step 24
  25. Click the OK button.

    Step 25
  26. Enter the type of tender being used for the department receipt.

     

    Click in the Tender field.

    Step 26
  27. Enter the desired information into the Tender field. Enter

     a valid value
     e.g.
     "CASH"
    .

    Step 27
  28. Click in the Amount field.

    Step 28
  29. Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "500.00"
    .

    Step 29
  30. If you assigned a Deposit ID to the selected tender key when you opened the cashiering office, it appears here.

    Step 30
  31. If you enter a check tender as the tender key, click the Tender Details link to access the Check Information page where you enter specific information about the check tendered.

     

    If you select a credit card tender as the tender key, click the link to access the Credit Card Information page, where you enter specific information about the credit card used.

    Step 31
  32. The label and functionality of this button changes according to the automatic receipt printing setup of your valid cashiers and valid registers.

     

    If you are not printing automatically, the label of this button is Create Receipt. Click the button to create a department receipt.

     

    If you are printing automatically, the label of this button is Create and Print Receipt. Click the button to simultaneously create the receipt and print it using Forms Engine.

     

    Click the Create Receipt button.

    Step 32
  33. When you click the Create Receipt button, the label changes to Print Receipt. Click it to print the receipt using Forms Engine. Forms Engine generates the receipt to the appropriate printer as specified on the Valid Registers page.

    Step 33
  34. Once you create a receipt, click the New Transaction button to return to a new, blank Department Receipts page so that you can process another department receipt.

    Step 34

You have successfully generated a department receipt.

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