Receipts is where you record and track all incoming money for your school. Many daily transactions in Edlio Accounting are receipts — a student pays an activity fee, a parent submits a check for a field trip, or a community member makes a donation. Each receipt records who the money came from, how it was paid, and which fund (or funds) it belongs to.
Think of Receipts like your checkbook register for incoming money. You record each payment as it arrives, assign it to the correct fund, attach source documentation, and later group posted receipts into a bank deposit.
Navigating the receipts list
The Receipts list displays all recorded receipt activity with comprehensive search and filtering tools:
Partial search: Search prior activity instantly by typing partial payer names, receipt numbers, or descriptions.
Status filtering: Filter list views by status (Posted vs. Deposited) to quickly locate receipts awaiting deposit.
Deposit traceability: For deposited receipts, the associated deposit number is directly displayed on the receipt row for instant cross-referencing.
Creating a receipt
To record a new receipt:
Navigate to Receipts > New Receipt.
Contact Type: Choose Individual for money received from parents, staff members, community donors, or businesses. Choose Student for funds received directly from a student (available if your district utilizes SIS student integration).
Contact / Payer: Enter the name of the individual or organization. If Student is selected, choose the student from the integrated roster.
Deposit Account: This automatically defaults to your school's primary checking account (configured in Settings). In typical daily operations, you will not need to change this.
Payment Method: Select Cash, Check, or Credit Card. When Check is selected, enter the check number in the reference field.
Date: Defaults to today's date, or adjust to match the date payment was physically received.
Amount: Enter the total payment amount received.
Description: Enter what the funds are for (e.g., "6th Grade Science Camp Fee").
Fund Allocation: Assign the amount to one or more funds. You can search or select funds by name or account number. The system displays the selected fund's current balance directly beside it.
Multi-Fund Split Allocation: Click + Add Fund to allocate payment across multiple funds (e.g., $100 check split $75 to Field Trips and $25 to General Activity). The system provides a real-time remaining-to-allocate indicator. The allocation must balance exactly to the total receipt amount before the system allows posting.
Attachments: Drag and drop supporting documentation (such as a copy of the check, donation letter, or receipt book stub) directly into the upload area.
Select Post Receipt to save and commit the transaction. You can then print receipt copies for the payer and your records.
Receipt statuses
Each receipt moves through distinct lifecycle states:
Posted: The receipt has been recorded and allocated, but has not yet been grouped into a bank deposit. Posted receipts appear as Undeposited Receipts on your Accounting Dashboard.
Deposited: The receipt has been included in a finalized bank deposit. The associated deposit number appears directly on the receipt details.
Voiding a receipt (order of operations)
⚠️ Important order of operations for voiding:
Accounting maintains an immutable audit trail. A receipt that has already been included in a finalized deposit cannot be voided on its own. You must void the deposit first to return the receipt to Posted (undeposited) status, and then void the receipt.
To void an undeposited posted receipt:
Open the receipt from the Receipts list.
Select the Void action button.
Enter a mandatory explanation in the Void Reason field (e.g., "Incorrect payer name" or "Check returned NSF").
Confirm the void. The receipt status updates to Voided, reversing the fund allocation while preserving the full audit trail.
Print or archive the void documentation according to district retention guidelines.
Payment methods
Receipts currently support three payment methods:
Cash: For currency and coin payments.
Check: For paper checks or cashier's checks. Always enter the check number in the reference field for reconciliation tracking.
Credit Card: For card or electronic payments received at the school counter.
Receipts sub-areas
The Receipts module contains three primary functional areas:
Receipts: Record individual incoming payments and view complete receipt history.
Deposits: Group posted receipts into bank deposit batches with deposit slips. See Deposits: Taking Money to the Bank.
Customers: Manage individuals and organizations who provide funds. Each customer profile includes name, customer code, type, email, and optional address and tax ID.
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