04/01/2023

OVERVIEW OF USAS REVENUE TRANSACTIONS

Receipts & Refunds

Receipts

• Receipt Codes are 4 digits in the account code assigned by AOS.

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Fund xxxx SCCC 000000 000

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• Defined by ‘Source’ (Local, State, Federal) from which they are received and the ‘Purpose’ for which they serve (unrestricted/restricted)

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• Transaction Indicator/ TI = 03

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Receipt Grid Icons & Buttons

• Create - Create New, Close or X.
• View -View, Edit, Clone, or Reverse receipt
• Edit - in Open Posting Period
• Print - Xml or pdf (pdf can be custom form)
• Delete
• More - pull in fields (i.e. receipts posted by username)
• Report
• Advanced Query
• Reset

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Creating Receipts(RC) or Reductions of Expenditures (RX)

• Create New or Close or X out of screen.
• Receipt # -
• Leave blank to auto populate based on setup in System <Configuration <Transaction Configuration OR Enter receipt number

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• Date of receipt or RX - must be in OPEN period.

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• Search account by account code, description or xrefs entered on revenue/expenditure accounts.

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Receipt Items

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Delete receipt item

Move receipt lines up/down

Copy receipt item

Search for Account

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View a Receipt

• Can EDIT a receipt or reduction of expenditure if the Posting Period is open.
• by default, the receipt # is allowed to be changed.
• To Prevent being able to edit receipt #, enable rule:
• org.ssdt_ohio.usas.model.receipt.ReceiptNumberChanged

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• CLONE - copies all information into a new one while allowing changes to be made. Defaults to current date.

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Reverse a Receipt

• Can reverse a receipt/reduction of expenditure.

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• Defaults to current date but date may be changed to any date from an Open posting period.

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• Ability to Edit the reversal transaction to update fields or delete items not to be reversed.

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Printing Receipts & RX

• Can print one or a batch of several.

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• Output format: XML or PDF

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• PDF can be customize. i.e. Logo
• Creating Custom Forms for Printing PDF-USAS Documentation
• Save FORM under Report Manager to choose when printing.
• Can have separate FORMS w/ Logo for

RX and Receipt transactions.

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Finding RX transactions via Receipt Grid

• Use the to filter to find RX transactions.

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Importing Receipts &

Reductions of Expenditures

• Using a CSV file with the proper Receipt Import Criteria.
• Template spreadsheet provided in documentation.
• USAS_Standard role can utilize the Import function.
• Xrefs from Accounts can be used but must match.
• Fields with commas will be wrapped with double quotation marks when imported.

i.e. Fees -Doe,John will import “Fees-Doe,John”

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Example of Importing RC and RX csv

(screenshot next slide)

• Includes blank Receipt# field to auto populate.
• Includes a Receipt(RC) & a Reduction of Expenditure(RX).
• Includes example of CSV comma’s format in quotes.
• Includes usage of XREF codes.
• These are found on the Account codes.
• Useful for those employees sending in a file from a department that can use xrefs. i.e. Cafe

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Example csv

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Advanced Query - example

Find a Donation in Fund 001

• Apply Query to find results in Grid below.

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• Save Query to utilize later.

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Using Advanced Query - Finding Xrefs to use with Importing Receipts

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REPORTS

• Grid’s results can be made into a report.

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• Reports available:
• SSDT Receipt Ledger Report
• SSDT Receipt Listing
• SSDT Reduction of Expenditure Ledger Report

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REPORTS

• Public Shared USAS Reports Library has description, view of sample report and report definition to use.

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• Link found under USAS Help button

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• Examples of Shared Reports:
• Receipt Listing Sorted by Fund-SCC with one line per receipt number with details about each receipt.

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• Receipt Ledger Report that shows both Receipts (RC) and Reduction of Expenditures (RX)

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REFUNDS

• Refunds include returning money previously receipted into the system.

• Individual variables affecting Refund Processing:
• Account Filters, User’s Roles, district’s Rules.
• i.e. by default, vendor/account must be active.
• Rule can be customized by district.

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• Create, Edit, Clone, delete, and print.

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REFUNDS

• Create New, Close or X.
• REFUND # - Auto Populate from set up in Transaction Configuration or manually entered.

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• Date - open posting period
• Refunded to - fill in only if no check will be processed.

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REFUND with Check

• User checkmarks the 'Create Check' when creating the Refund.
• When selected, it will open up the check fields. After the vendor number is entered, it will automatically populate the 'Refunded To' field with the name of the vendor.

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• Check number can be assigned in the Disbursements grid. Either a physical check or electronic payment will be created in the system depending on the default payment type of the vendor.

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EDIT, CLONE and DELETE a Refund

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• EDIT - only fields allowed to be edited will be displayed (i.e. description, date).
• CLONE - Copies all information to create a new Refund.
• Delete -
• Can be used for any Refund that does not have a check.
• Date of refund to be deleted must be dated in an open period.
• Delete the refund from the Refund grid using the delete icon.
• Will ask user for confirmation of deletion.
• The deletion of a refund will not show on transaction reports.

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DELETE/Reverse a Refund with a Check

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• Refund that included a Check -
• Go to the disbursement grid to select the check to Void.
• This will reverse the Refund.
• Marks the Refund void
• Reverses the transaction & does show on the revenue account history.

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Finding Refunds with Checks

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• Filter by REFUND Type Checks on Disbursement Grid.
• Can also generate report from grid’s results.

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• Filter by REFUND Type on reports:
• SSDT Disbursement Detail
• SSDT Disbursement Summary
• SSDT Outstanding Disbursement Summary report.

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Refund Reports

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• Reports generated from Refund Grid results.

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• SSDT Refund Ledger Report

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• SSDT Void Refund Ledger Report

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