Treasurer's Receipt History Maintenance

Use Treasurer's Receipt History Maintenance to view the history of a Treasurer's Receipt and to print Treasurer's Receipts for transactions that were already posted.

Note:  The Post Receipts process creates the history records from the data entered during Treasurer's Receipt Entry.

Tip:  For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Treasurer's Receipt History Maintenance, click More.

   

  • Click History from the Menu Bar, and next click Treasurer's Receipt History Maintenance.

  • Or, use the keyboard shortcut:  [ALT] [t] [e].

   

• Creating a new Treasurer's Receipt History record, click More.

   

  • To create a new history record for a newReceipt Number:

  • Enter the new Receipt Number.

  • Click Retrieve or press [ENTER] if the button is in focus.
    Keyboard shortcut:  [ALT + t]
    
    Or, click File from the Menu Bar, and next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  • To create a new history record for an existing Receipt Number:

  • Enter the existing Receipt Number.

  • Click File from the Menu Bar, and next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tips:

  • If you do not know the Receipt Number, click Search.

  • To indicate that you are building a new Receipt Number history record, displays above the Receipt Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Treasurer's Receipt History Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Receipt Information Area
  Receipt Number	Enter a new or existing Receipt Number and click Retrieve.  (6.0)  Required. Tip:  If you do not know the Receipt Number, click Search.
  Type	Displays the Receipt Type, which is always 2 for Treasurer's Receipt History.  (1.0)
  	You can use Search to view all of the existing Treasurer's Receipt history transactions that have been posted.  From the Search List you can select a history record to maintain. Keyboard shortcut: [ALT + r]
  	To update the new or changed information click Save or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed history records.
  	To delete an existing history record, enter the Receipt Number and click Delete.
  	To display an existing history record or to enter a new history record for a new Receipt Number, enter the Receipt Number and click Retrieve or press [ENTER] if the button is in focus. Keyboard shortcut: [ALT + t]
  	If there is more than one history record with the same Receipt Number, click Prev or Next to see the other records. Note:  Usually, there is only one Receipt Number per history record.  However, if you do not purge the receipt history, it is possible that the system will reuse existing Receipt Numbers.
  Account Information Area
  Account Number	Leave blank.  (up to 6 characters).
  Description	Enter the description for the payment.  (up to 20 characters)
  Owner Name 1	Leave blank.  (up to 35 characters)
  Property ID	Leave blank.  (up to 12 characters)
  Transaction Detail Area
  Previous Balance	Leave zero.  (7.2)
  Transaction Date	Enter the Received Date.  (MM/DD/YYYY)
  Received From	Enter the name of the person or business from which you received the payment.  (up to 30 characters)
  Clerk Initials	Enter the initials for the clerk who received the payment. Consistently use the same initials for each clerk to provide an accurate audit trail, and because some reports are sorted by the clerk initials.  (up to 3 characters)
  Tender Detail Area
  Check 1 Number	Enter the Check Number.  (6.0)
  Check 1 Amount	Leave zero.  (7.2)
  Check 2 Number	Leave zero.  (6.0)
  Check 2 Amount	Leave zero.  (7.2)
  Credit Card Number	Leave blank.  (up to 19 characters)
  Credit Card Amount	Leave zero.  (7.2)
  Cash Received	Enter the total payment amount.  (7.2)
  Amount Tendered	Enter the total payment amount (same as above).  (7.2)
  Change Returned	Leave zero.  (7.2)
  Due Date Information Note:  You can enter transactions for up to seven Transaction Accounts.
  Account	Enter the General Ledger, Appropriations, or Revenue Transaction Account Number.  (up to 8 characters)
  Amount	Enter the Transaction Amount.  (7.2) Note:  The transaction amounts should add up to the Amount Tendered above.
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To generate the Treasurer's Receipt, click Print or press [ENTER] if the button is in focus. Keyboard shortcut: [ALT + p]

• Viewing or Editing an existing Treasurer's Receipt History record, click More.

  CAUTION:  To avoid losing data, you must save new or changed Treasurer's Receipt history records.

  1. To display the record to be changed, enter the Receipt Number and click Retrieve or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     
     Tips:

  2. If you do not know the Treasurer's Receipt Number, click Search.

  3. If there is more than one history record for the Receipt Number, click Next or Prev to display the record that you want to maintain.

  4. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  5. Enter the data changes.

  6. To complete the edit process, click Save or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + s]

   

• Deleting a Treasurer's Receipt History record, click More.

  1. To display the record to be deleted, enter the Receipt Number and click Retrieve or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     
     Tips:

  • If you do not know the Treasurer's Receipt Number, click Search.

  • If there is more than one history record for the Receipt Number, click Next or Prev to display the record that you want to delete.

  2. Use one of the following methods to delete the history record.

  3. Click Delete.
     Keyboard shortcut: [ALT + d]

  4. Or, click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  5. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note: After you click Proceed, you will see the following message on the Status Bar.
     
     

   

• Displaying the Treasurer's Receipt sample, click More.

   

  To see descriptions of the Treasurer's Receipt fields and to see a report sample, refer to Treasurer's Receipt Entry.

   

• Descriptions of the report fields, click More.

   

  Field Descriptions are not available at this time.