Recording receipts accurately is foundational to compliant school activity fund accounting. Whenever teachers turn in field trip funds, booster clubs submit concession cash, or students pay club dues, bookkeepers record the transaction in the Receipts module.
Navigating the Receipts Manager
Click Receipts in the top navigation bar. The main receipts table displays all recorded transactions with status indicators, receipt numbers, dates, payers, amounts, and payment methods:
đĄ Best-Practice Adoption Tip: When taking in classroom collections, verify that the physical money matches the teacher's collection sheet before creating the receipt. For check payments, enter the physical check number in the Check Number field to simplify bank deposit auditing.
Recording a New Receipt
To record incoming funds, click the blue New Receipt button in the upper right corner:
Payer Type: Select whether the payment is from an Individual (parent, community member, vendor) or an enrolled Student.
Contact: Enter or search for the payer's name.
Deposit Account: Select the school checking or operating bank account where the funds will eventually be deposited.
Payment Method: Choose Cash, Check, or Card. If Check is selected, input the check number in the required field.
Date & Amount: Enter the transaction date and total monetary amount received.
Description: Provide a clear, audit-compliant description (e.g., "8th Grade Science Olympiad T-Shirt Sales").
Fund Allocation: Click Add Fund to assign the payment to the appropriate Fund Account and Object Code. If one check covers multiple activities, allocate the amounts accordingly across multiple fund lines.
Post Receipt: Verify the live summary in the right sidebar and click Post Receipt. Click Save for Later if you need to hold the record as a draft.
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