Misc Cash Receipt - Donations Receipt Parameters

The Donations receipt parameters is a profile required to utilize the Accounts Receivable Cash Donations Interface (Import).

One profile must be created to define where each of the fields exists in the file that will be imported to Accounts Receivable.

Insert

Format Name This is the descriptive field displayed on the processing selection and on profile maintenance screens so you can identify various formats. This process will support more than one interface profile for various journal entry interfaces. An interface from an Excel spreadsheet will normally be a delimited format.

Fixed/Comma Or Tab Delimited [F/C/T] Enter 'C‟ for a comma delimited format. Enter „T‟ for a tab delimited format. Enter 'F' for if the information is in a fixed format. A FIXED format file is a file where the information can be extracted by specifying a start position and length of each field.

Backup Location Enter the disk and directory used to store the interface file as a backup in case it is needed again.

Field Order (FIELDS 4-20) These fields display if your file is in a delimited format. Identify the order of the fields in the bank file by using the numbers Ø-1Ø with Ø being the first item of data. The example above corresponds to a sample spreadsheet format.

Start Position - Length These fields display if your interface file is in a fixed format. You must define the start position and length for each field in your interface file that corresponds to fields Ø5-14. The length cannot exceed the maximum length defined beside each field.

Check your source codes in the Accounts Receivable database to ensure that a proper print format has been attached. Even if you do not plan to print receipts through this import, you must still have at least 1 receipt format defined and attached to the source code. Make sure to check any source code that you plan on interfacing. (i.e. CE – regular misc cash entry, DO – Donation Receipts, etc)

Source Code Changes

SOURCE CODE CE

SOURCE CODE DESCRIPTION CASH ENTRY

SORT CODE 00

REVENUE TYPE [G/D/S] S

RECEIPT PRINT FORMAT 1

Run the Accounts Receivable Cash Donations Interface.

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 in Finance.

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, got to your Report Viewer and select the .RPT file. 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.