Receipts represent any money the church has received into one of its asset accounts, typically in the form of a deposit, though it could represent receiving money in other ways, such as a refund. The receipts window is where you can view, add, edit, copy and delete any receipts that you need to enter into the finance module of Shepherd's Staff.
There are filters in this view to control which Book and bank account you're viewing receipts for, as well as filters to see only specific status(es) of receipts within your payments grid. You can also search for specific transactions using the standard search conventions.
Receipts will have one of the following statuses:
» Completed — The receipt transaction has been written, but has not yet been cleared through the bank account reconciliation utility. Completed transactions affect the balance of the accounts used in the transaction. Completed receipts may be edited within the fiscal year they were written in.
» Cleared — The receipt has been cleared through the bank account reconciliation utility. A receipt in this status cannot be edited or voided.
» Void — The receipt has been voided, and all of its line items have been reversed setting the receipt to $0.00. Receipts from a prior fiscal year cannot be voided; a journal entry must be created to reverse them.
» Pending — The receipt transactions have been written, however, it is not yet affecting the balances of the accounts that were used in the transaction. Use this status if you want to write a receipt, but it hasn't yet been taken to the bank to be deposited.
- To access the Receipts window, click on the "Activity" tab and then click "Receipts". This view will default to show the last 24 months of receipts in descending date order.
- You can select which book's transactions you'd like to view in the "Book" drop list. To filter to a specific Bank Account, select the bank account you'd like to view in the "Account" drop list. To filter to show just a specific status or statuses of transactions, select the status(es) you want in the "Filter" drop list.
- To add a new receipt, click the "Add" button at the bottom of the window, and enter your receipt in the box that appears.
- To edit a receipt, find the receipt you want to edit on the grid, and click on it so it is highlighted, and then click "Edit" at the bottom of the window.
- To copy a receipt, find the receipt you want to copy on the grid, click on it so it is highlighted, and then click "Copy" at the bottom of the window.
- To delete a receipt, find the receipt you want to delete on the grid, click on it so it is highlighted, and then click "Delete" at the bottom of the window. Only pending receipts can be deleted.
- Clicking Print will provide you with a variety of receipt reports to preview, such as receipts grouped by Vendor or Status, or you can print an ungrouped list of receipts by clicking the "(default)" option. Click on the report you wish to view, then click "Select"