How To Process Cash Receipts

Verify Class Mode

The tenant management module should be in Standard Cash Receipts Mode to use this how to.  To verify, go to Settings > Tenant Accounting > Cash Receipts Setup (tab). Cash Receipts Mode should have Standard selected.  If you are in Class Mode use How To Process Cash Receipts in Class Mode.

Cash Receipts Entry

NAVIGATION: ACTIVITIES menu > Cash Receipt Processing > Cash Receipts Entry

  1. These fields are one time only or not used during individual entry process.
    1. Batch Number and Sequence number are assigned by the system during the entry/save process.  Leave these fields blank.
    2. Check the Retain Transaction Code field if you will be doing several cash receipts using the same transaction code.  The system will only retain 01-?? codes until the user changes it.  This field may be left blank.
    3. Check the Retain Area/Community Information field to have the system retain that portion of the tenant's number.  This field may be left blank.
    4. The cursor automatically begins with the Tenant Number for entry
  2. Enter or select the Tenant Number or Last Name and Hit Tab Key until reaching Transaction Date
  3. Enter Date of Cash Receipt.  User can click on the Browse Button (Box with Dots) and select a date from the Calendar.  Press TAB.
  4. Actual Date will match Transaction Date
  5. Press TAB
  6. Enter or select the transaction Code (for example: 01-00 for cash receipt or 02-00 for security deposit) Hit Tab Key
  7. Enter Check Number if applicable
  8. Press TAB
  9. Enter Transaction Amount
  10. Press TAB
  11. Enter Reference Number if applicable
  12. Press TAB and press SAVE
  13. Enter all Cash Receipts for that Day following the Same Process
  14. When Finished with entries, close the view and proceed to the Cash Receipt Edit List.

Edit Cash Receipts

A Cash Receipt cannot be edited or deleted if a receipt has been printed.  Adjustments may be made by entering a second transaction or by voiding the transaction using the Void Receipt program from the Quick Link menu and reentering the cash receipt.

NAVIGATION: ACTIVITIES menu > Cash Receipt Processing > Cash Receipts Entry

  1. This procedure is only allowed if a receipt has not been printed.
  2. User will press BROWSE beside Batch Number Field
  3. Select the incorrect entries.  
  4. Make Corrections in the appropriate fields and Save
  5. Please Run the Edit List again and verify Accuracy.  If Correct, move on to Posting

Cash Receipts Edit List

NAVIGATION: ACTIVITIES menu > Cash Receipt Processing > Cash Receipts Edit List

  1. Select an Area Number
  2. Select a Community Number if posting by the Community
  3. Check the ACH Payments Only box to have the edit list only show ACH Payments on the list
  4. Check the order by Tenant Number box
  5. PREVIEW or PRINT the Edit List
  6. Verify all Transactions
  7. If the Edit List is Correct, move on to Posting..
  8. If the Edit list is incorrect, please Return to Cash Receipts Entry to begin the edit process

Post Cash Receipts

NAVIGATION: ACTIVITIES menu > Cash Receipt Processing > Post Cash Receipts

  1. Select an Area Number
  2. Select a Community Number if posting by the Community
  3. Enter or select the Deposit/ACH Date
  4. Check the ACH Payments Only box if only ACH payments are to post or
  5. Check the Credit Card Payments Only box to only post Credit Card payments
  6. Press POST
  7. Print/save posting register

2/2022

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388