8/4/2016 writing receipts

8/4/2016 Writing Receipts

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Writing Receipts

Writing Receipts:

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

1. Select "Write New Receipt" on the Receipts menu2. If the receipt is handwritten, check the appropriate box on the top right hand corner of the screen. Note: If you

check the "Handwritten?" box, the receipt will not be printed3. Enter in the name of the individual that the money is being received from or scan the person's bar code to

automatically populate the appropriate name in the "Received From" box4. Change the date if necessary. Note: This date will not be shown on the bank reconciliation. It is the date of the

deposit that is included. See Depositing5. Write in a receipt memo Note: This field is required6. Select the appropriate box for the type of transaction taking place

Item Sale:· This option is for when you are performing an item sale Note: Items must be entered into "Item Admin"

Item Order:· This option is similar to "Add Item" however this is used for preorder items. Orders are made and pick ups are

completed at a later time. See also: Pick up Orders

Other Amount:· This option is for cash collections unrelated to item sales such donations

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

7. If the item is associated with a fundraiser, select "Fundraiser" from the "Category" drop down menu8. Select the item that is being purchased and select a quantity. Select "Add Item"9. Once entries are complete select "Finish & Pay" on the bottom right hand corner of the screen10. Select payment from the drop down menu and enter the amount being collected, the amount field will automaticallyreduce as payments are made. Repeat this step until the full amount is paid.

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11. Click on "Finish" and print the receipt to finish the transaction

Finding Receipts:

1. Select "Find Receipt" at the bottom of the screen2. Enter in as many fields as possible to narrow the search3. To view the payment breakdown of the receipt, select "Payments" on the bottom right of the screen Note: If only

one receipt matches your search criteria you will be taken directly to that receipt4. To view the payment breakdown of the receipt select "Payments" on the bottom right of the screen

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Note: If cash tendered so happens to be greater then the amount due, a change box will appear prior to printing thereceipt

Editing Receipts:

Note: If the receipt has been deposited, you will have first remove the deposit and then edit the receipt

1. Select Receipts/Write New Receipts2. 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. Click on the payments tab and then click Save bu㈂on to finalize.

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Note: To save the changes made to the receipt, you must select "Payment" and than select "Save" in the payment dialogbox.

How to Credit Memo:

In ASBWorks.com

1. Go to Receipts module, click Write New Receipt.2. Look up individual by last name. Receipts that were charged on account will appear in pop up window.3. Click on desired receipt and click “Credit Memo” button.

4. Complete required date, reason and account fields then press “OK”.

In the Point of Sale

1. Click Start Sale then Received From to look up the individual.2. Receipts that were charged on account will appear in pop up window.3. Click on desired receipt and click “Credit Memo” button.

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4. Complete required date, reason and account fields then press “OK”.

In either case, once the credit memo is complete, you will not see that student on the Receivables report. You will seethe credit memo on the Account Statement and Activity Report.

Making a payment to an item charged on a student’s account using money accumulated in Students FundsAccount.

Note: money accumulates in the Student Funds Account via returns made to student when cash or check is not returnedto student.In POS:

Look up student using “Received From” button. “Unpaid Items” box will appear. Select Item(s) and click OK.

Select Item to Pay and click “Make Payment to Item”. Multiple items must be pulled onto receipt separately from UnpaidItems box.

Click Finish and Pay and then choose payment method(s) and click Finish.

In ASBWorks.com:

Look up student in “Received From” field. “Unpaid Items” box will appear. Choose Item and click OK

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Change the Total to paid to the amount available as the Student Balance. Tip: click the “Finish and Pay” button to see theamount available in the lower left corner of the Payments screen.

On the Payments screen, choose “Student” from the Payment Type drop down. That will fill in the amount available(which you can also see in the bottom left corner).

Click the “Add Payment” button then Finish to complete the transaction.

See also: Voiding Receipts/Printing Receipt Copies and Pick up Orders

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8/4/2016 Returns



Returns

Returns:

ASBWorks offers the capability to issue returns on items that have already been paid for. See below for step bystep instructions on this simple process:

Note: If the return is going to be performed as a Refund Check or Student Fund Credits, special accounts must beset up in "Ledger/Account Admin/Special Accounts"

1. Select Receipts/Returns

2. Either scan the students id card bar code or find the purchaser in the "Customer" drop box.

3. By selecting the customer, all of the customer's receipts will load on the screen. Select the receipt that thereturn is associated with.

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8/4/2016 Returns


4. Scan the item's bar code, or type in the correct quantity on each item that will be returned. This willautomatically populate the "Refund" category for the amount that the item was originally sold for. ClickContinue.

5. For a full cash return, select "Ok". For a Check return, see step 6. *If the Student Funds Account has beenset up in Special Accounts, the Refund Amount will default to post to that account. If there were any remainingunpaid items on the student's account, the refunded monies would first post to reduce that balance.

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8/4/2016 Returns


6. For a cash, check return, or partial cash returns, zero out the On Account amount and enter in the amount ofcash to be returned, then select a bank account for the check to be paid from. If using a handwritten check, selectthe "Handwritten?" box and enter the check number. If printing a check, leave the "Handwritten?" box unchecked.The check will then go to the Print Queue in the "Print Checks" application. Select "Ok". Note: If the original checkissued by the customer has not yet been deposited, it will appear in the "Checks on Hand" box. This will allow youto return the original check to the customer.

7. A printable receipt will then open up, and the return process is complete. Don't forget to print check ifneeded!

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8/4/2016 Returns



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8/4/2016 Depositing



Depositing

Depositing:

Upon collecting the money and receipting, the user would need to deposit the money into their bank. Theuser would go into Receipts/Make Deposit and select the receipts that match with the deposit. By selectingthe receipts the deposit slip amount should match the amount of actual deposited. It is important to dothis correctly for this amount will be reflected on your bank reconciliation

1. Select the receipts to be deposited by checking the boxes on the left

2. Click "Ok" when ready to continue3. Select the "Deposit In" drop down menu and select the bank account that the money will be depositedin to Note: Memo can be edited to display information of your choosing and will appear on certain reports

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8/4/2016 Depositing


4. If the amount of the deposit does not match the receipts, key in the actual amounts to where theyapply

5. Select the expense account to make the necessary adjustment to the ledger6. Select "Save and Print" to continue7. Select Yes or No to Save and Print this Deposit Slip. A PDF will be created in a separate window

8. If the deposit slip was printed correctly, select "Yes". The process of creating a deposit slip is complete9. If the deposit slip did not print correctly, select "No" and make the proper adjustments in order tocomplete the process

Removing a Deposit

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8/4/2016 Depositing


There may be times when you miscalculate a deposit and/or mistakenly add a receipt to the deposit slip,this feature will allow you to undo the deposit and redo the deposit slip or edit a receipt. Note: If you havealready completed the bank reconciliation and cleared the deposit in question you will not be allowed touse this feature unless you remove the reconciliation first. See Tools/Bank Recon History/RemoveReconciliation

1. Select Receipts/Make Deposit2. Find the Deposit you wish to remove by using the “Previous” or "Find" buttons at the bottom left.

"Find" allow to search for deposits by bank account,date, receipt numbers or amount.Note: Thisundoes the deposit making it as though it was never done in the first place

Once you are on the deposit you wish to remove, you will have two choices, to Remove the deposit orPrint a Copy.

1. Once the Deposit has been removed all the receipts that were associated with that deposit willreturn to the Undeposited Receipts queue and will wait for deposit.

Ability to Edit Sales Account in Other Amount type sales a㠀〱er Deposit ‐ Find Receipt first, click on line to change, thenchoose correct Account and click Change to save. Click on the payments tab and then click Save bu⬼ᴝon to finalize.

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8/4/2016 Depositing


Note: Once a deposit is removed you may go back and edit a Receipt. See: Editing Receipts

See also: Writing Receipts


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8/4/2016 Voiding Receipts/Printing Receipt Copies



Voiding Receipts/Printing Receipt Copies

Voiding Receipts/Printing Receipt Copies:

1. Select Receipt/Write New Receipt in the receipt menu2. At the bottom of the screen click on "Find Receipt” to search for receipt by receipt number or select

“Previous” and “Next” to navigate back and forward between checks3. Once a receipt has been selected, select either "Void" to void a receipt, or "Print" to print the

receipt copy

Note: You can not void a receipt if it has already been deposited. To void a deposited receipt, you mustfirst remove the deposit that includes the receipt.

Unvoiding ReceiptsCan be accomplished using the Unvoid button on voided receipts. Find the Voided Receipt by filtering forVoided Receipts on the Transactions Report, and the Find Receipt button as explained above.

See also: Writing Receipts35

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8/4/2016 Voiding Receipts/Printing Receipt Copies



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8/4/2016 Deposit History



Deposit History

Deposit History:

The Deposit History application is a very useful tool to go back and view all of the deposits that you havemade. To get the full benefit of this application follow the steps below:

1. Select Receipts/Deposit History on the top menu

2. Select the bank account that you would like to view the deposits from

3. Select the date of the deposit on the left side of the screen

4. The first page you will see is the "Summary" page. This page gives you a brief breakdown ofchecks, cash and totals for that specific deposit.

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5. Next, you can select "Sales Summary" on the top of the screen. This page breaks down thetransactions by account name, amount, and the description of the receipt.

6. Last but not least, you will select "Sales Detail". This page breaks down each receipt by account,name of the person/vendor that the receipt was written to, the description, receipt number, date, andamount.

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7. To generate a deposit history report, select "Generate Report" on the bottom of the screen. Note:Check the Include Detail box to have receipt details included on report


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8/4/2016 Pick up Orders



Pick up Orders

Open Orders/Pick up Orders: This func樀쐄on in ASBWorks.com allows users to scan the Web Store Receipt bar codeor lookup the student to mark items as received. Go to Receipts>Write New Receipt and click the Open Orders Buጀစon.

1. Select Receipts/Write New Receipt in the Receipts menu2. Select "Open Order" at the bottom of the screen

3. Search for the order by entering in the customer name or bar code and selecting "Search"

4. Change the Deliver amount to the number they are receiving, click Process Orders and confirm once the yellow boxappears.

A receipt will then be generated detailing the item(s) picked up and original receipts,40

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8/4/2016 Pick up Orders


See also: Writing Receipts


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8/4/2016 writing receipts

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