Debtors - Transferring monies held in a Ledger account to a family - debtor account

Families can receive a simple credit through Receipt Entry taken from a General Ledger account; it is optional to have a specific General ledger account for holding the money.

STEPS:

1. Create a Cost Centre
2. Create the Receipt
3. Credit the Family from the General ledger Account
4. Apply the money to the Family

STEP 1 – Create a Cost Centre

Path:               Debtors > System > Receipt Entry

If necessary create a Cost Centre to apply the money to, this must be attached to a valid Ledger Code. If you already have a Cost Centre to use skip this step.

1. Go to System and select Cost Centre
2. Enter a Unique Numerical code
3. Enter your description
4. Select the general ledger Account you wish to use
5. Click Save

STEP 2 – Create the Receipt

Path:               Debtors > Receipt Entry

You can use an existing batch or create a new batch.

1. Click [New Receipt]
2. Select the Family you wish to credit with the $ amount
3. Click under tender and enter a zero (you will receive and error if you don’t but you can just ignore it and continue)
4. Go to the Ledger tab

STEP 3 – Credit the Family from the General ledger Account

In the Ledger tab add a credit to the Family for the $ amount.

1. Select the correct Ledger Account
2. Enter the amount of the credit as a negative amount
3. Go to the correct tab to apply the amount

STEP 4 – Apply the money to the Family

The money can be credited to any tab, the tabs can be different for adding the credit, this is a general overview.

1. Go to the Tab you wish to Credit the money to.
2. You should now have an unapplied amount showing in red.
3. Optional; you may wish to create a new Line for this transaction, this will depend upon the tab you are in and how you want to apply the credit.
4. If this is a new line select the Student Code or select the transaction you wish to apply the amount to.
5. Depending upon how you are applying the money, select the Cost Centre Code to credit with the money or apply it to an existing transaction.
6. Put a Tick in apply
7. Click new receipt and the unapplied will be gone or if only part of the money was applied continue until all the credit is used.