Misc Cash Receipt - Accounts Receivable Cash Donations Interface (Import)
The Accounts Receivable Cash Donations Interface when run in final mode, creates a receipt file (.RPT) that contains official receipts for the donations made. 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.
Directory Of Interface File
Use the upload button to search your computer for your file.
The system will default to your current disk and directory.
Name Of Interface File
The file you select from your computer will load here. This file should be saved as a tab delimited text file in excel before uploading.
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:
- GL is blank, GL is too long, GL is not valid in YYYY
- Invalid Amount: ###
- Invalid Purpose Amount: ###
- Invalid Receipt Date: XXXXXXXX
- Invalid Source Code: XX
- Invalid Receipt format on Source Code: XX
- Location Code not in Database: XXX
- Customer Name is blank
- Receipt Number XXXXXXXXXX already exists
- Invalid Cash Payment Type XX, not on Batch Type TTT
- Bank code XXXX does not exist
- 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: A report (.LST file) will be generated showing the batch number created in Accounts Receivable for the receipts that were uploaded. A receipt file (.RPT) will be generated. To print these receipts, use 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.
This process should always be run in preliminary mode first. The .LOG file will contain any errors and the errors will also be printed out of the report that comes out of the process.
If you would like to create a new batch code for the upload of receipts instead of using the batch code for entering cash receipts manually in Accounts Receivable, you can do so by adding the batch code to the database. The main benefit here will be a clear differentiation on those receipts entered and those that are uploaded through this process.
NOTE: If you do not have a receipt number defined in your spreadsheet, the system will automatically assign the next available number for the location ID (first three characters of the receipt number). The system will never assign a duplicate number.
When the interface is run in final mode, a batch of receipts will be created in Accounts Receivable along with a .RPT file that can be printed out at anytime. This batch will still need to be balanced and interfaced to Finance just like you would normally do.