Producing Trip Receipts
When money is collected from a student, a receipt needs to be recorded so that the balance of the student debtor account can be reduced or cleared.
This is achieved by completing a Trip Receipt document input form:
- Select Options > Document Input from the top menu.
- The Document Input dialog is displayed. Select the trip receipt Document Type from the drop-down list. Typically, this is LLTR (where LL represents the location code). The Input Form then defaults to Trip Receipt.
- The receipt Number defaults to the next available number. The date defaults to today's date and can be edited as required by selecting the required date from the Document Date calendar.
- The Document Period defaults to the current period and will only need to be changed if the date has been amended to a date in another accounting period. Click the OK button to confirm your settings.
The Trip Receipt document input form is displayed and populated with the information previously entered. - The Bank field defaults to the main bank account used by your establishment/organisation. This only needs to be changed if a different bank account is required. Double-click in the field and select a different bank account from the List of Ledgers dialog if required.
- Select the method of the received payment by double-clicking in the Paying In\Bank Direct field and selecting either of the following:
BANK-CASH - choose this option if funds have been paid directly into the bank account. This will post the entry directly to the bank nominal. There will be only one entry on the cash book for reconciliation purposes.
PAYIN - choose this option if the funds have been received either as cash or cheque. Each entry will be added to a paying-in-slip control account and to paid into the bank account later. When the money/cheques are paid into the bank, you will need to post an LLPS - Paying in Slip document. - Next, select the student to whom the payment relates. Double-click in the Student field, then select the required student from the List of Accounts dialog. The Debtor Summary section is updated to reflect the current status of the student debtor account.
- Enter the amount that was paid in the Value field (this doesn't necessarily need to be the full amount).
- Double-click in the Trip field and select the required trip from the List of Accounts dialog.
- The account code for the selected trip is then displayed in the Trip field. The Debtor Summary is updated to reflect the amount entered in the Value field. If a partial payment is made, press the F5 key to post the payment (a part payments can be left unallocated until the final balance has been received). If the full balance has been paid, hold down the Shift key then press F5 to post the document and allocate the full payment to the trip booking.
- If the payment was paid directly into the bank, the applicable bank nominal is then debited. If PAYIN was selected as the method of payment, the Pay-In Slip Control Account nominal is debited. The Student Debtors nominal is credited to clear/reduce the balance on the Student Debtor account raised by the trip booking. An Account Enquiry is automatically displayed.
- A trip receipt report is then automatically generated which can then be saved or printed as required.