Summary

The Receipt Search window is used to filter and display receipts. You should restrict access to this feature if you do not want users to have access to uncommitted receipts in any batch. Security can be set up on specific menu options using the Menu Security feature (SS> Security> Menu Security).

The Receipt Search window will display a list of receipts filtered by operator, station, CR Cash Receipts batch number, amount, receipt date and/or receipt number. Uncommitted and voided receipts will display in the window.

Step by Step

1     Locate a receipt.

• Open the Receipt Search window (CR> Receipt Search).
• Enter information into any of the fields in the Search Criteria section in order to filter the receipts that will display in the window. These fields can accommodate both full and partial field details. You can enter information into as many of the filter fields as you would like.
• Click the ADVANCED SEARCH link to expand the number of available search fields. Once expanded, the BASIC SEARCH button will close the expanded search fields.
• Click the Batch Number field label to filter the receipts that display in the window by Cash Receipts batch.
• The Reference Number field is used to filter the receipts that display in the window by the reference number attached to the receipt.
  • Reference numbers are attached to receipts when entering a payment type in the Payments section of the Cash Entry window.
• The Customer Number field list is used to filter the receipts by customer number. Click the Customer Number field label to select a customer number from a list window.
  • This field will filter the receipt by customer record number, not customer account number. For example, if a customer has two UB module customer accounts (000001-001, 000001-002), receipts for both of those customer accounts will display in the window.
• The Receipt Status drop-down menu is used to filter the receipts by voided and valid receipts.
  • Receipts cannot be voided after they have been committed.
• The Receipt Number field is used to filter the receipts that display in the window by receipt number.
  • Depending on how the Cash Receipts module is set up, receipt numbers can either be automatically generated when the receipts are saved, or created by the user when a receipt is entered (Auto number receipts toggle in CR> Utilities> Setup).
  • Receipt numbers are entered in the Receipt Number field in the Receipt Information section on the Cash Entry window.
• The Receipt Date From and Receipt Date To fields are used to filter the receipts that display in the window by receipt date.
  • The receipt date is entered in the Date field in the Receipt Information section on the Cash Entry window when the receipt is being created.
  • The receipt date is not necessarily the same date the Cash Receipts batch is created, or the journal entries are posted to the General Ledger.
• Enter a value in the Receipt Amount field to filter the receipts that display in the window by receipt amount.
• The Station drop-down menu is used to filter receipts by the CR station that was used to create the receipt.
  • The Station drop-down menu will display all stations that have been created in CR> Maintenance> Station.
  • If a receipt is modified on another station before it is committed, the receipt will still be filtered by the station that was used to create the receipt.
• The Operator drop-down menu is used to filter receipts by the CR Operator that created the receipt.
  • The Operator drop-down menu displays all of the operators created in CR> Maintenance> Operators.
  • If a receipt is modified by another operator before it is committed, the receipt will still be filtered by the operator that created the receipt.
• The Commit Status drop-down menu is used to filter the receipts that display in the window by committed and uncommitted receipts.
  • A receipt is committed once the batch the receipt it belongs to is committed in CR> Cash Receipts> Commit.
• The Pay Method drop-down menu is used to filter the receipts by the Pay Method associated with the receipt when it was created.
  • The Pay Methods drop-down menu displays all of the pay methods created in CR> Maintenance> Pay Method.
• The Type Code drop-down menu is used to filter the receipts by the Type Code selected when the receipt was created.
  • The Type Code drop-down menu displays all of the type codes created in CR> Maintenance> Type Code.
• The AR, BP, BT, LP, PT and SA fields can be used to filter the displayed receipts by module specific information.
• Click the Search button   to apply the filters to the receipts that display in the window.

2     View the filtered receipts.

• Once the search is complete, the data grid will display all the relevant receipts.
• Click the header row for any column in order to sort the receipts by that column.
• Click the Expand button next to a receipt to expand and display the receipt details.