Receipt entry workflow

Following are the steps for entering receipts. Note that they can be processed individually or in batches. Before entering receipts, ensure that the receipting function has been configured as per Set up Receipting

Paperless workflow, with authorisation required

Process individual receipts

To do this, the Batch Receipt Processing checkbox in Ledger Definition must be unticked.

1. Be in the ledger that you wish to enter the receipt for.

2. Go to Input and click on Receipt Entry.

   1. Period - Choose the correct period (or confirm that the period displayed is correct).

   2. Bank Account Number - Choose the bank account that the funds will be deposited into. Only accounts that have been set up as Bank accounts will show on the list.

   3. Payer Account Number - if the receipt is for the payment of an account, such as an employee paying off their personal account, choose the relevant account. This field can be left blank if no account exists, such as a person coming in to pay offering.

   4. Payer Address - if an account was chosen in the Payer Account Number field, and the account has an address completed, it will be displayed here. Otherwise, the address can be manually input here, if required to be printed on the receipt.

   5. Receipt Printed - tick this box if a manual receipt has already been provided. Then enter the receipt number in the Receipt Number field below. Otherwise, to have GL2 print a receipt, leave the box unticked.

   6. Tax Message - tick the box if you would like to choose a message to appear on the receipt. Then choose the relevant message from the Message Number field below.

   7. Receipt Date - enter the date of the receipt transaction.

   8. Amount - this field totals all amounts entered in the Deposit Details section.

   9. Deposit Details

      1. Click on the + button to add the payment method of the receipt. Choosing "Cash" or "Cheque" will direct the funds to the receipt clearing account (debit), whereas any other payment method will debit the bank account selected on the receipt.

      2. For cheques, enter the cheque details in the Description fields to have them print on the Bank Deposit slip.

      3. Multiple payment methods can be added if required.

3. In the receipt lines section, complete the credit side of the receipt. Additional lines can be added if the receipt is to be allocated to more than one account.

4. If backing documents have been scanned and are to be added to the receipt, click the Attachments button. Add attachments to the receipt and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed.

5. When the receipt is done, click Save.

6. A pop-up message will appear. If the receipt is ready for processing, click Yes. Otherwise, click No and the receipt will be put on hold.

7. Another pop-up window will then appear for the printing of the receipt, and the authorising and updating steps to be completed. Note that if you ticked the Receipt Printed checkbox at step 2e, the Print button beside Print Journal Listing will be inactive, therefore skipping the Print Receipt step. 

Once all steps have been completed, the receipt will be printed, and the journal entry authorised and posted.

When it is time for the money to be taken to the bank, complete the steps in the Process the Bank Deposit section.

Process receipts in batches

To do this, the Batch Receipt Processing checkbox in Ledger Definition must be ticked.

1. Complete steps 1-6 as per the Process individual receipts steps.

2. When all receipts have been entered and are ready for printing, go to Input and click Print Pending Transactions.

3. Click on the Receipts tab, select the receipts to be printed, and click Print.

4. Have the relevant person authorise and post the the receipt journals by going to Authorise and Update Transactions.

Once all steps have been completed, the receipts will be printed and the journal entries printed, authorised, and posted.

When it is time for the money to be taken to the bank, complete the steps in the Process the Bank Deposit section.

Process the Bank Deposit

When it is time for the money to be taken to the bank, follow these steps to reconcile the money and print the Bank Deposit Summary. As part of this process, a journal will automatically be done to transfer the money from the receipt clearing account to the bank account.

Note that today's date must be open in the Open Transaction Date Range in Ledger Definition so that the deposit journal can be posted.

1	Go to Input and click Print Pending Transactions.
2	Click on the Bank Deposit Summary tab. Note that if the batch processing method is used, the journals must be posted to the ledger before they will show under the Bank Deposit Summary tab.
3	In the Bank Account field, select the bank account where the funds are to be deposited.
4	Select all the receipts that make up the money to be taken to the bank. A total for Cash and Cheque is displayed at the bottom of the screen so you can check that the amounts reconcile. Open
5	Click Print.
6	In the Bank Deposit Summary Processing window that appears, select the correct printer and print the Bank Deposit Summary. Then click Yes to authorise and update the journal. Open

The Bank Deposit Slip/s have now been printed, and the journal to transfer the money from the receipt clearing account to the bank account has been posted.

Non-paperless workflow, with authorisation required

Process individual receipts

To do this, the Batch Receipt Processing checkbox in Ledger Definition must be unticked.

1. Be in the ledger that you wish to enter the receipt for.

2. Go to Input and click on Receipt Entry.

   1. Period - Choose the correct period (or confirm that the period displayed is correct).

   2. Bank Account Number - Choose the bank account that the funds will be deposited into. Only accounts that have been set up as Bank accounts will show on the list.

   3. Payer Account Number - if the receipt is for the payment of an account, such as an employee paying off their personal account, choose the relevant account. This field can be left blank if no account exists, such as a person coming in to pay offering.

   4. Payer Address - if an account was chosen in the Payer Account Number field, and the account has an address completed, it will be displayed here. Otherwise, the address can be manually input here, if required to be printed on the receipt.

   5. Receipt Printed - tick this box if a manual receipt has already been provided. Then enter the receipt number in the Receipt Number field below. Otherwise, to have GL2 print a receipt, leave the box unticked.

   6. Tax Message - tick the box if you would like to choose a message to appear on the receipt. Then choose the relevant message from the Message Number field below.

   7. Receipt Date - enter the date of the receipt transaction.

   8. Amount - this field totals all amounts entered in the Deposit Details section.

   9. Deposit Details

      1. Click on the + button to add the payment method of the receipt. Choosing "Cash" or "Cheque" will direct the funds to the receipt clearing account (debit), whereas any other payment method will debit the bank account selected on the receipt.

      2. For cheques, enter the cheque details in the Description fields to have them print on the Bank Deposit slip.

      3. Multiple payment methods can be added if required.

3. In the receipt lines section, complete the credit side of the receipt. Additional lines can be added if the receipt is to be allocated to more than one account.

4. If backing documents have been scanned and are to be added to the receipt, click the Attachments button. Add attachments to the receipt and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed.

5. When the receipt is done, click Save.

6. A pop-up message will appear. If the receipt is ready for processing, click Yes. Otherwise, click No and the receipt will be put on hold.

7. Another pop-up window will then appear for the printing of the receipt and journal listing, and authorising and updating steps to be completed. Note that if you ticked the Receipt Printed checkbox at step 2e, the Print button beside Print Journal Listing will be inactive, therefore skipping the Print Receipt step. 

Once all steps have been completed, the receipt will be printed and the journal entry printed, authorised, and posted.

When it is time for the money to be taken to the bank, complete the steps in the Process the Bank Deposit section.

Process receipts in batches

To do this, the Batch Receipt Processing checkbox in Ledger Definition must be ticked.

1. Complete steps 1-6 as per the Process individual receipts steps.

2. When all receipts have been entered and are ready for printing, go to Input and click Print Pending Transactions.

3. Click on the Receipts tab, select the receipts to be printed, and click Print.

4. Go back to Input and click Print Pending Transactions. Select the journal listings for the receipts and click Print. 

5. Have the relevant person authorise the receipt journals.

6. Once the receipts are authorised, go to Input and click Update Pending Transactions. Select the authorised receipts and click Update.

Once all steps have been completed, the receipts will be printed and the journal entries printed, authorised, and posted.

When it is time for the money to be taken to the bank, complete the steps in the Process the Bank Deposit section.

Process the Bank Deposit

When it is time for the money to be taken to the bank, follow these steps to reconcile the money and print the Bank Deposit Summary. As part of this process, a journal will automatically be done to transfer the money from the receipt clearing account to the bank account.

Note that today's date must be open in the Open Transaction Date Range in Ledger Definition so that the deposit journal can be posted.

The Bank Deposit Slip/s have now been printed, and the journal to transfer the money from the receipt clearing account to the bank account has been printed and posted.