Add/Edit Receipt

A receipt represents any money that is being received by the church. Typically, this takes the form of a deposit. In order to represent these actions a receipt transaction must be created. In a receipt, the Asset (bank account, typically) is debited, which increases it, and typically, an income and/or a dedicated account are credited, which will also increase these accounts. 

• Receipts can be added, edited, copied and voided within the Receipts window. You can filter your receipts by status within the Status droplist.
• This grid will show your receipts with their document number, date, amount, description/memo, status, bank account, Vendor (if a vendor was added to a receipt), if there is a note on the receipt and its internal transaction ID
• You can select which book's receipts you're viewing in the "Book" drop list, and you can select which bank account's receipts you're viewing in the "Account" drop list.
• By default, this view will show the last 24 months of receipts. If you wish to see beyond that, uncheck the "Last 24 months" checkbox.
• Click the "Add" button to add a new receipt. 

1. At the next window that appears, select which bank account you want to write the receipt to. This will be sorted by account number, but if you wish to sort by name, check the "Sort by name" checkbox. Click select once you've clicked on the bank account you wish to use.
2. In the window that appears, you'll see the bank account selected in the top left corner. To change it, click the pencil icon next to it. The Balance of that bank account, and the total of this receipt will appear across the top.
3. Next, you'll see the Document number. This number will automatically increment up from the last document number, but you are able to change this number if you wish. If a receipt is set to pending status, the document number will be automatically set to 0.
4. Set the date and status of the receipt in the next two fields. If you set the status of a receipt to pending, the date will automatically be cleared out.
5. Fill in a description for your receipt, if desired. This description is applied to the transaction as a whole.
6. If this receipt is coming from a vendor specifically, for example, a refund, you can check the "From a vendor" checkbox to enable the droplist below the checkbox to specify a vendor.
7. In the dark gray area of the window, you can enter the line items for your receipt. In the account drop box, you can select which account you'd like to use as an offset account. By default, only income and dedicated accounts can be selected, but if you click the filter button to the left of this drop list, you can choose additional account types to use. The accounts will be sorted in name order if the "Enter by name" box is checked.
8. Enter any description you want for the line item in the "Description" field, then fill in the amount for this line item in the amount field.
9. Click the add button to add this line item to the receipt. Repeat steps 7-9 until you have added each line item you need to the receipt.
10. If you need to change a line item you've added, click on it and click the "Edit" button at the bottom of the window. If you need to delete a line item, click on the line item and click the "Delete" button at the bottom of the window.
11. If you have any attachments, such as an image of a counter's sheet, you can click the Paperclip icon on the right side of the window to bring up the attachments window. There are three slots to enter attachments, click the green plus sign next to one of the slots to search your computer for a file to attach to the check payment. Click the paperclip with the red x if you want to remove the attachment in that slot. Click OK when finished.
12. Click the thumbtack icon to add a note to this receipt.
13. If you need to add multiple receipts at once, make sure the "Add multiple?" box is checked.
14. Click Save to save your receipt.

If you need to make changes to a receipt after it has been written, you can edit your receipt, as long as it has not been cleared, voided or is from a prior fiscal year.

1. On the Receipts window, search for the receipt that you want to edit.
2. Once you have found the receipt, click on it to select it, and then click the "Edit" button at the bottom of the window.
3. The receipt window will appear. If you need to edit any line item, click on the line item you want to make changes to, and click "Edit" at the bottom of the window.
4. If you need to delete a line item, click on the line item you need to remove, and click "Delete"
5. You can also add any line items through the dark gray area of the window.
6. Click "Save" when finished.

If you need to void a receipt, you can do so as long as it is not from a prior fiscal year or has been cleared through the bank account reconciliation utility.

1. On the Receipts window, search for the receipt you want to void.
2. Once you have found the receipt, click on it to select it, and then click the "Edit" button at the bottom of the window.
3. At the bottom left-hand corner of the receipt window, if this receipt has not been cleared, and it is from your current fiscal year or later, you will see the void option. Click this option to void the receipt. A window will appear to confirm you want to void the receipt. Click "Yes" to mark the receipt as "Void".