The Accounts Receivable Cash Donations Interface will allow you to interface receipts from a spreadsheet and print with .RPT file with overlay.
The Donation Receipt Parameter profile must be created before this process can be run for the first time. This profile defines what will be contained in the file imported by this process. Before accessing the screen below, you will be prompted for your format.
Click the Upload Button or Enter Directory of Interface File
If you clicked the upload button, name of file will load from file selected. If you entered a directory or device where the customer interface file resides you will need to enter file name.
.Accounts Receivable Period
Enter the accounting period that will be used to create the batch in Accounts Receivable for these transactions. The accounting period will be validated against the Finance calendar.
Accounts Receivable Cash Batch Type
Enter the Cash Batch type code to be used when creating this batch of receipts.
Receivable Group Code
Enter the receivable group code to be used for the interface. If you only have one receivable group, it will default here.
Preliminary Or Final Run
Enter "P" to run a preliminary report. A .LST file will be created listing any errors that have been encountered. The error messages are listed below:
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GL is blank, GL is too long, GL is not valid in YYYY
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Invalid Amount: ###
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Invalid Purpose Amount: ###
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Invalid Receipt Date: XXXXXXXX
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Invalid Source Code: XX
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Invalid Receipt format on Source Code: XX
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Location Code not in Database: XXX
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Customer Name is blank
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Receipt Number XXXXXXXXXX already exists
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Invalid Cash Payment Type XX, not on Batch Type TTT
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Bank code XXXX does not exist
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Receipt Print Format XX from Source code XX not found. Receipt not printed
These errors will need to be corrected until the preliminary report is free of any error messages
If a receipt number is left blank in the file, the system will auto generate the next available number and assign these numbers in sequence to the receipts in the file.
Enter "F" to run this process in final mode. The following items will occur:
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A report (.LST file) will be generated showing the batch number created in Accounts Receivable for the receipts that were uploaded.
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A receipt file (.RPT) will be generated. To print these receipts, use the Report Viewer, make sure to select the form overlay for cash donation receipts.
The batch created by this process should be balanced using the batch balancing menu to ensure that it is ready for the next interface to Finance.