Process Cash Receipts - Standard Mode

Verify Standard Mode

NAVIGATION: SETUP menu > Tenant Management Settings > Accounting

  1. Cash Receipts Setup tab > Cash Receipts Mode: selection should show STANDARD
  2. If STANDARD is selected, follow the steps outlined below.
  3. If another closing option is selected, please follow the instructions for that mode.

Cash Receipts Entry

NAVIGATION: ACCOUNTING menu > Cash Receipts > 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
  5. Enter or select the Tenant Number or Last Name and Hit Tab Key until reaching Transaction Date
  6. Enter Date of Cash Receipt.  
    1. User can click on the Browse Button (Box with Dots) and select a date from the Calendar.  
    2. Press TAB.
  7. Actual Date will match Transaction Date. Press TAB
  8. Enter or select the transaction Code (for example: 01-00 for cash receipt or 02-00 for security deposit). Press TAB
  9. Enter Check Number if applicable. Press TAB
  10. Enter Transaction Amount. Press TAB
  11. Enter Reference Number if applicable. Press TAB and press SAVE
  12. Enter all Cash Receipts for that Day following the Same Process
  13. When Finished with entries, close the view and proceed to the Cash Receipt Edit List.

Cash Receipts Edit List

NAVIGATION: ACCOUNTING menu > Cash Receipts > Edit List

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Payment Type: select from the options
    1. All Payment Types
    2. ACH: select ACH Payments Only box to have the edit list only show ACH Payments on the list
    3. Credit Cards
    4. Checks
    5. Cash
    6. Money Orders
  4. Receipt Date: enter or select a start and end date
  5. Sort Option: select how you want the report sorted:
    1. Batch/Sequence
    2. Tenant Number
  6. Create Merge Interface
    1. Enter a check mark in this field before running the report to have the report information available to print batch letter or forms based on this report.
    2. Preview or print this report and then go to Batch Letters and Forms and press the Build from Last Report button to populate the grid
  7. Preview or print the report (see Report Preview, Print and Save Options).
  8. Verify all Transactions
    1. If the Edit List is correct, move on to Posting.
    2. If the Edit list is incorrect, please return to Cash Receipts Entry to begin the edit process

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: ACCOUNTING menu > Cash Receipts > 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.  
  6. If Correct, move on to Posting

Post Cash Receipts

NAVIGATION: ACCOUNTING menu > Cash Receipts > Post Cash Receipts

  1. Area Number: enter or select the area; leave blank to see all areas
  2. Community Number: enter or select the community; leave blank to see all communities
    1. A community cannot be selected if the Area Number was left blank.
  3. Receipt Date: enter or select a start and end date
  4. Deposit/ACH Date: enter or select the deposit date
  5. Payment Type: select from the options
    1. All Payment Types
    2. ACH
    3. Credit Cards
    4. Checks
    5. Cash
    6. Money Orders
  6. Click START CASH RECEIPTS POSTING button
  7. Preview or print the report (see Report Preview, Print and Save Options).

7/2023

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