If you are using balance forward and are processing new receipts:

·       And do not select the AutoGenerate Rows from Subsidiary Master checkbox, you can enter receipts as usual.

·       And select the AutoGenerate Rows from Subsidiary Master checkbox, when you click the Generate Detail Rows button, the grid data window will populate with appropriate Subsidiary rows related to the ID Number and, in turn, will distribute the receipt amount (Cash Tendered) across the generated rows, depending on the Receipting Priority.

If you are using open items and are processing new receipts:

·       And do not select the AutoGenerate Rows from Open Items checkbox, you can enter receipts as usual.

·       And select the AutoGenerate Rows from Open Items checkbox, when you click the Generate Detail Rows button, the grid data window will populate with appropriate Open Item rows related to the ID Number and, in turn, will distribute the receipt amount (Cash Tendered) across the generated rows, depending on the Distribution Type selected. If you choose Proportional, the receipt amount will be distributed evenly across all populated Open Items rows. If you choose Priority, the receipt amount will be distributed in the priority order.

·       Right-click within the detail grid and choose Select Open item to open the Select Open Item window to associate an open item with a transaction being entered. This option allows you to manually select an Open Item transaction.

o     If you right-click in the details, you can choose ID#/Subsidiary Code (opens the Lookup for ID#/Subsidiary Code window), Attach to Payment Plan (opens the Attach Payment to Payment Plan window) or Detach a Previous Payment (opens the Detach a Previous Payment window).

o     If you right-click in the Account Code column in the detail grid, you can choose Account Number List (opens the GL Master Account Codes window).

o     If you right-click in the 1098-T Eligibility column in the detail grid, you can choose Maintenance Screen to open the Maintain Table Values window.

If the payment should be applied to the payment plan, you must attach the payment to the receipt. To attach the payment to the payment plan, right-click on the row of the payment transaction to be attached and select Attach to Payment Plan. The Attach Payment to Payment Plan window opens and you can select the appropriate option.

 

If a student has unpaid sanction fines, you are automatically notified and an option to apply the payment to the sanction appears. If you chose to apply the payment to the sanction fine, the Select Student Life Charges to Pay window appears where you can select the appropriate fine, enter the amount paid, and associate it to the appropriate A/R code, if needed.

When using a foreign currency, you can enter the home currency amount or the foreign currency amount (that will be calculated, based on the exchange rate). This is allowed to function both ways because the cashier will be asked what amount needs to be paid in foreign denomination to satisfy an amount owed in the home currency. In this case, the cashier can input the base currency amount owed and the corresponding amount to receipt in the foreign currency will be calculated by the system.

Only one currency per Receipt Header row is allowed. Therefore, if someone needs to pay in two currencies, two separate receipts must be generated. The currency code is required, and the default is the base or home currency.

·	Access the Manage Holds window to view hold information.
·	FERPA Permissions exist for this student. Click the icon to access the Current Student FERPA Permissions window.
·	FERPA Permissions are not defined for this student.
·	Access the Subsidiaries window to view additional balance information.
·	Access the A/R Inquiry window to view additional transaction information.
·	Notes exist for this student. Click the button to access Notepad.
·	No notes exist for this student. Click the button to access Notepad and add them.
·	Add feedback. Click the button to access the Review/Add Comments and Attachments window.
·	Review existing feedback and/or add new feedback. Click the button to access the Review/Add Comments and Attachments window.

 

·       Source Code ·       Receipt Date ·       Third Party Payment * ·       Group Num ·       AutoGenerate Rows from Subsidiary Master?  * ·       AutoGenerate Rows from Open Items?  * ·       ID Number ·       Balance Amount reflects a student's posted balance for subsidiaries selected on the Subsidiary Definition window plus any preliminary or unposted transactions (depending upon how you have configured A/R). To more easily view how much a student owes when entering a receipt, click the Subsidiaries icon and the A/R Inquiry icon. ·       A/R Hold Select or review any holds on a student's account. To view detailed information about the hold or add a new hold, click the Holds   icon or View/Add Additional Holds button. ·       Deposit Number ·       Receipt Name ·       Receipt Total ·       Project Code ·       Cash Tendered ·       Cash Returned ·       Notation 1 ·       Notation 2 ·       Currency * ·       Print Receipt ·       Distribution Type  *	·       Proportional Distribution ·       Priority Distribution ·       Total Due * ·       Exchange Rate * ·       Net Total Due * ·       Generate Detail Rows	·       A/R Code (Receipting Code) ·       Transaction Amount ·       Account Code ·       Account Description Defines the account. ·       Subsidiary Code ·       Check Number ·       ABA Number ·       Transaction Description ·       Financial Aid Period ·       ID Number ·       Name Displays the name associated with the selected ID Number. ·       Billing Period * Used by the fee calculation process to generate changes, fees, refunds, and credit adjustments. If your school uses both Enhanced Billing and Open Items, a Billing Period is required. ·       Charge Year * ·       Charge Term * ·       1098-T Academic Year * ·       1098-T Academic Term * ·       Fee Code ·       Payment Plan ·       Plan Description ·       AR Invoice Number ·       Project Code ·       1098T Eligibility ·       Foreign Amount ** ·       Currency **
* These columns are only available and active if certain configurations have been set and certain conditions are present. See the online Help topic for each column for specific information. ** These columns are available only if you are operating in Foreign Currency.

If an ID Number is entered and the selected receipt code has a 1098-T eligible subsidiary code assigned, the 1098-T academic year and academic term are required.

 

1. Open the Receipt Entry window.

2. Click New Detail to open the Receipt Entry Detail window. Depending on your school's configurations, you may see additional fields in the window.

3. The Source Cde is set to RC and cannot be edited.

4. The Receipt Date is defaulted to today's date, and you can update it to another date. Required.

5. A Group Num is generated by the system. You can enter a unique number or select an unposted group from the drop-down.

6. Enter the student's ID Number. Required. If you don't know the student's ID number, use the right-click options to do an advanced search to find the student.

7. The Balance updates according to the selected student ID.

8. Select or view A/R Holds on the student's account.

9. Enter a Deposit Number.

10. The Receipt Name autofills based on the selected ID Number. You can update the name if need be.

11. The Receipt Total updates automatically when receipt transactions are added.

12. Select a Project Code if the payment is associated with a project.

13. Enter the payment amount in the Amount Tendered.

14. Use the Notation 1 and Notation 2 fields to enter additional information related to the payment (up to 30 characters in each field).

15. Select from the following Print Receipt options to determine whether the receipt is printed when it is saved.

1. Don't Print Receipts

2. Don't Print No change

3. Print Receipts

4. Print Receipts-No change

16. Enter transaction details in the table by right-clicking and selecting Add row.

1. Select an A/R Code. Options are the receipt codes your school has defined.

2. Enter the Transaction Amount.

3. The Account Code, Account Description, Subsid Code, and Check Number columns autofill when the A/R Code is selected.

4. If the Check Number folio column is a check payment, enter the check's ABA Number.

5. The Transaction Description autofills based on the selected A/R code, and can be updated if needed.

6. The ID Number and Name autofill based on the ID Number in the header.

7. Select a Fee Code if applicable.

8. The Payment Plan and Plan Description columns are disabled.

9. The Project Code autofills with the selection in the header Project Code field.

10. The 1098-T Eligibility column autofills based on the selected A/R code.

17. Click Save.

18. When a payment is a credit card payment, any of the transaction rows are associated with a receipt code that is set up with a general payment convenience fee, a pop-up window appears. When you choose to apply the convenience fee, the transaction amount updates to include the fee.

19. If the fees applied change the total amount, the Amount Tendered updates as needed.

When the receipt is saved, the new receipt batch can be viewed on the Receipt Entry window. If the receipt is for a credit card payment and has transactions associated with a receipt code that is set up with a  general payment convenience fee, a miscellaneous charge batch is also created and can be viewed on the Miscellaneous Charges and Transaction Groups  windows.

 

 

 

The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in General Ledger (General Configuration window).

1.    Click the Add Feedback icon or Review Feedback icon. The Review/Add Comments and Attachments window appears.

2.    To add a comment, enter it in the Comment box and click the Add button.

3.    To edit a comment:

a.    Hover over the comment and click the Edit icon. The Edit Comment window appears.

b.    Make your update and click the Update comment button. The Edit Comment window closes and the comment automatically appears on the Review/Add Comments and Attachments window.

You can only edit comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

4.    To delete a comment, hover over the comment and click the Delete icon. The comment is deleted.

You can only delete comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

5.    To e-mail the author of another comment:

a.    Click the E-mail icon. The Send Email window appears.

b.    In the From column, enter your e-mail address.

c.     Use the remaining e-mail options to enter your message.

d.    To include an e-mail attachment, click the Attachment button. The Select File window appears. Locate the file, select it, and click the Open button. The Select File window closes and the file is attached.

e.    To remove an e-mail attachment, click the Remove Attachment button. The attachment is automatically removed.

f.     Click the Send button. Your e-mail message is sent.

6.    To add an attachment:

a.    Click the Select a file to attach button. The Select the File to Attach window appears.

b.    Locate the file and select it.

c.     Click the Open button. The Select the File to Attach window closes and the file is selected.

d.    Click the Add button and the selected attachment appears on the Review/Add Comments and Attachments window.

7.    To print the comments:

a.    Click the Print button. The Print window appears.

b.    Select the appropriate printer and settings.

c.     Click the Print button. The comments are printed.

d.    To close the Print window, click the X icon.

8.    To close the Review/Add Comments and Attachments window, click the Close button or   icon.

When the option to add rows exists: if the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting.

1.    Access the Excel spreadsheet that contains the cells you want to copy and paste into J1 Desktop.

2.    Select the cells you want to copy.

To select multiple rows, press the Ctrl key and click each row.

3.    Right-click and select Copy or press the Ctrl + C keys.

4.    In the grid, click where you want to paste.

5.    Click the Paste from Excel button or press the Ctrl + V keys. The information is pasted into the grid.

6.    Click the Save button.

 

General payment convenience fees are applied only to the transactions that have a receipt code associated with a general payment convenience fee. The fee is not applied to payment plan payments since they have their own convenience fee association.

There could be a couple of reasons why the receipt total doesn't update, even when a transaction is associated with a Receipt Code that has a general payment convenience fee.

• The Transaction Amount an/or Percent for the miscellaneous charge code may not be greater than 0. Check the Miscellaneous Charge Codes to verify the Transaction Amount and Percent are greater than 0, and check the Receipt Code Control window to confirm the appropriate Misc Charge Code is associated with the receipt code.

• The receipt code may be associated with a transaction for a payment plan payment. General payment convenience fees are not applied to payment plan payments.