Recording Trip Income

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

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:

This topic assumes you are familiar with selecting and completing document input forms. For more information, please see Completing Document Input Forms.

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select ASTR - Trip Receipt (where AS represents the location code of the document type) from the Select a document type dialog. Trip Receipt is then displayed in Input form.
  3. The trip receipt Number defaults to the next available number.
  4. The Date defaults to the date you are entering the information, i.e. today's date. The date must be the date the payment was received. To change the date, select a date from the drop-down calendar.
  5. The Period defaults to the current period and only needs to be changed if the date has been amended to a date in another accounting period.
  6. Select OK to confirm your selections.
  7. The Trip Receipt document input form is displayed, populated with the details entered in the Document Input dialog.
  8. 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-select in the field and select the bank account from the Select account dialog.
  9. Select the method of the received payment by double-selecting in Paying In\Bank Direct, then double-select to select an option from the Select PAYINORBANK key dialog.
    The following options are available:
    BANK-CASH - choose this option if funds have been paid directly into the bank account. This posts the entry directly to the bank nominal. There is 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 is 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 need to post an ASPS - Paying in Slip document. For more information, please see Recording Money Paid into the Bank (Paying in Slip).
  10. Next, select the student to whom the payment relates. Double-select in Student, then double-select to select the required student from the Select account dialog. The Debtor Summary section is updated to reflect the current status of the student debtor account.
  11. Enter the amount (can be a partial amount or the full total owed) that was paid in Value, e.g. 186.00 (Do not enter any currency symbols, i.e. £, $, etc.)
  12. Double-select in Trip, then double-select to select the required trip from the Select account dialog.
  13. The account code for the selected trip is displayed in Trip. The Debtor Summary is updated to reflect the amount entered in Value. If a partial payment is made, press the F5 key or POST 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.
  14. A trip receipt report is automatically generated, which can then be saved or printed as required. To save a copy of the receipt, select the Save icon, then select an option from the drop-down list. To print a copy of the receipt, select the Print icon.
    We recommend you save or print the trip receipt as you are unable to reproduce the document.
  15. To view the details of the posted document in an Document Enquiry window, select the link for the document from the Documents Posted panel.