Setup Process

Create your spreadsheet format that you will distribute to any end user (i.e. school or clerk) that will be entering cash receipts.
The mandatory fields for MISC cash receipts are marked with an "*" below
04* Source Code (Max= 2)
05* Payment Type (Max= 2)
06* Location No (Max= 3)
07 Receipt No (Max=10)2
08* Receipt Date (Max= 8)
09* Amount (Max=12) * 10 Cheque No (Max=10)
11* Misc Customer Name (Max=30)
12 Address 1 (Max=30)
13 Address 2 (Max=30
14 Address 3 (Max=30)
15 Address 4 (Max=30)
16 Postal Code (Max=10)
*17 Description (Max=50)
18 Purpose Code (Max 10)
19 Purpose Amount (Max=12)
20 Purpose Description (Max=20)
21* GL Account (Max=20)
Note: For Grant/Donation receipts, all fields except the receipt no (if it is to be auto generated) are mandatory so that the receipt can properly be created and issued.
Helpful tips for your spreadsheet
- The source code, and location field could be hard coded on each spreadsheet and can be an invisible column to the end users if necessary. For regular misc receipts, source code will always be CE. For Donations, it would be the source code you have defined in Accounts Receivable for Donations (i.e. DO)
- Source code and payment type should always be in capital letters
- Date must be formatted as YYYYMMDD with no spaces, slashes or dashes
- GL must have no separator values
- Dollar amount must be free of symbols
- Misc name should appear the same way you wish it to appear on the printed receipt Once the spreadsheet has been created and filled in, be sure to Save the spreadsheet as Text (tab delimited) file.
Use the upload button in Cash Donations Upload
Create a Profile for your upload. You will need two profiles if you plan to upload Misc Cash Receipts in addition to Grant/Donation Receipts. This is done in Donation Receipt Parameters in Accounts Receivable. You need to only create this once and unless you change the order of the fields on your spreadsheet, you will not need to access it again.