Writing Receipts

Writing Receipts:

For Receipt and Depositing video tutorials, click here

Note: The receipt/deposit process is a two step process, therefore a receipt must be written prior to completing a deposit.

1. 1. Select "Write New Receipt" on the Receipts menu

2. 2. If the receipt is printed, check the appropriate box on the top right hand corner of the screen. Note: If you check the "Print?" box, the receipt will printed once complete

3. 3. Enter in the name of the individual that the money is being received from in the "Received From" box. If you are recording multiple receipts at once, you may enter a fictitious individual into the system such as “Multiple Receipts” for ease of entry, and also use this in subsequent receipts.

4. 4. Add the date of the receipt

5. 5. Write in a receipt memo (optional)

6. 6. Select the appropriate section for the type of transaction taking place. System will default to Category

Products:

 This option is for when you are selling an Item. Item must be previously added into Item Admin.

Category:

 This option is for cash collections unrelated to item sales such donations. This will likely be the most common type of entry. You may enter multiple membership sales in this manner, but understand that the “PTA Member info for the individual will not update in “Admin”, “Individuals” if this manner is used, only the amount of the sale and the categories credited will be recorded.

Note: All boxes with asterisks must be filled in to complete this process

7. For Product Sales: Select the item that is being purchased and select a quantity. Complete any required Options and Select "Sale" to sell the Item. *Repeat to add multiple items to receipts

8. For “Category” Sales – Enter the category you are posting this money to, enter the name of the Fundraiser this sale should be associated to (if applicable), enter a name (optional) and the amount to be posted to this account. Select “Add” to add the category to the box below *Repeat to add multiple items to receipts

9. Once entries are complete select the appropriate payment type: Cash, Check, Card Note: paying a receipt with the card option in ASBWorks does NOT charge the Credit Card, it is for record keeping only.

10. Click on "Save" and print the receipt to finish the transaction Note: If cash tendered so happens to be greater then the amount due, a change box will appear prior to printing the receipt

Finding Receipts:

1. Select "Find Receipt" at the bottom of the screen

2. Enter in as many fields as possible to narrow the search Note: Be sure to check the Handwritten? Box anytime you search for a handwritten receipt along with any other information used to search

3. Select “Search” and you will be taken to that receipt. Note: if there are multiple receipts that match your search criteria a list of the receipts will populate below and you will need to select the receipt you wish to view

Editing Receipts:

1. Select Receipts/Write New Receipts

2. Find the receipt you desire to edit. Follow the instructions above for "Finding Receipts"

3. Edit the desired fields of the receipt that you have chosen.

4. Select “Save” to finalize changes.

You may change any fields as long as the amount remains the same and the receipt has not been deposited. If the amount needs changing, you must void the receipt and write another.

NEW – you are now able to edit the receipt category even if the receipt has been Deposited/Reconciled:

1. Find the Receipt you need to edit

2. Double Click on the incorrect Category

3. Type in the correct Category name and Select the “Update” button

4. Select the “Save” button *Note – You do not need to re-add any payment information

Open Orders:

Whenever a webstore purchase is made for an item that you are tracking inventory on, you will need to process those “Open Orders”. Processing Open Orders can be done individually from Write New Receipt or from the Inventory tab within Item Admin.

1. Select Receipts/Write New Receipt in the Receipts menu

2. Enter the name of the individual picking up items into the “Received From”, a box will appear the shows the individuals information and orders to be picked up

3. Enter the amount that you are delivering in the “Deliver” column next to each item and click Process Orders

Confirm once the yellow box appears.

A receipt will then be generated detailing the item(s) picked up and original receipts,

Open Orders when no name is on the Received from:

Whenever a webstore purchase is made for an item that you are tracking inventory on AND you do not require that the purchaser login to their webstore account to purchase the item, you will need to process those “Open Orders”. Processing Open Orders can be done individually from Write New Receipt or from the Inventory tab within Item Admin.

1. Select Receipts/Write New Receipt in the Receipts menu

2. DO NOT Enter the name of the individual picking up items into the “Received From”. Instead select the “Info” button to bring up a list of all Open Webstore Orders.

3. Enter the amount that you are delivering in the “Deliver” column next to each item and click Process Orders

Confirm once the yellow box appears.

A receipt will then be generated detailing the item(s) picked up and original receipts,