Writing Receipts

Writing Receipts:

Note: The receipt/deposit process is a two step process, therefore a receipt must be written prior to completing a deposit.

1. Select "Write New Receipt" on the Receipts menu

2. If the receipt is handwritten, check the appropriate box on the top right hand corner of the screen. Note: If you check the "Handwritten?" box, the receipt will not be printed

3. Enter in the name of the individual that the money is being received from or scan the person's bar code to automatically populate the appropriate name in the "Received From" box

4. Change the date if necessary. Note: This date will not be shown on the bank reconciliation. It is the date of the deposit that is included. See Depositing

5. Write in a receipt memo Note: This field is not required

6. Select the appropriate box for the type of transaction taking place

Products:

 This option is for when you are performing an item sale Note: Items must be entered into "Item Admin"

Accounts:

 This option is for cash collections unrelated to item sales such donations

Note: All boxes with asterisks must be filled in to complete this process

7. For Product Sales: Select the item that is being purchased and select a quantity. Complete any required Options and Select "Sale" to sell the Item or “Order” to order the item. Note: The “Order” button assumes that the purchaser is paying for an item that they will pick up at a later date/time. *Repeat to add multiple items to receipts

8. For “Account” Sales – Enter the account you are posting this money to, enter the name of the Fundraiser this sale should be associated to (if applicable), enter a name (optional) and the amount to be posted to this account. Select “Add”. *Repeat to add multiple items to receipts

9. Once entries are complete select The appropriate payment type: Cash, Check, Card Note: paying a receipt with the card option in ASBWorks does NOT charge the Credit Card, it is for record keeping only., or Student Funds (if available)

10. Click on "Save" and print the receipt to finish the transaction Note: If cash tendered so happens to be greater then the amount due, a change box will appear prior to printing the receipt

Finding Receipts:

1. Select "Find Receipt" at the bottom of the screen

2. Enter in as many fields as possible to narrow the search. Note: If only one receipt matches your search criteria you will be taken directly to that receipt

Editing Receipts:

Note: If the receipt has been deposited, you will have first remove the deposit and then edit the receipt

1. Select Receipts/Write New Receipts

2. Find the receipt you desire to edit. Follow the instructions above for "Finding Receipts"

3. Edit the desired fields of the receipt that you have chosen.

4. Click the “Save” button to finalize changes

How to Credit Memo:

A Credit Memo allows you to remove a debt that has been previously placed on a Student.

In ASBWorks.com

1. Go to Receipts module, click Write New Receipt.

2. Enter Individuals name in the “Received From” box. Receipts that were charged on account will appear in pop up window.

3. Click on icon next to the item in the “CR Memo” column.

4. Complete required date, reason and account fields then press “OK”.

In the Point of Sale

1. Click Received From to look up the individual.

2. Receipts that were charged on account will appear in pop up window.

3. Click on desired receipt and click “Credit Memo” button.

4. Complete required Credit Amount, date and reason fields then press “OK”.

Note: In either case, once the credit memo is complete, you will not see that student on the Receivables report. You will see the credit memo on the Account Statement and Activity Report.

*A Credit Memo cannot be changed or removed once saved.

Making a payment to an item charged on a student’s account using money accumulated in Students Funds Account.

Note: money accumulates in the Student Funds Account via returns made to student when cash or check is not returned to student.

In POS:

1. Look up student using “Received From” button. “Unpaid Items” box will appear. Select Item(s) and click OK.

2. Select Item to Pay and click “Make Payment”. Multiple items must be pulled onto receipt separately from Unpaid Items box.

3. Click Finish and Pay and then choose payment method(s) and click Finish.

In ASBWorks.com:

1. Look up student in “Received From” field. “Unpaid Items” box will appear. Select one or more unpaid items and then select the “Make Payments to Item(s)” button.

2. Change the Total to paid to the amount available as the Student Balance. Balance of Student Funds available will be listed at the bottom of the receipt page.

3. Select the “Funds” button to pay with Student Funds. That will fill in the amount available

4. Click “Save to complete transaction.

Credit Card Receipts vs. PayPros:

Wrong Way if using Open Edge

Correct way when using Open Edge

Identifiable differences when reviewing receipts in ASBWorks