This section explains how to create receipts in a detail batch. You can also create receipts in a summary batch. For more information about receipt batches and the differences between the two types, see “Receipts Overview”.
You can use this procedure to create receipts for payers who are not residents, tenants, or owners of condo, co-op, or HOA units. For more information about non-tenant receipts, see Step 7 in the following procedure.
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From the side menu, select Receivables > Create Detail Batch or Payments > Create Detail Batch. The Batch Receipt filter appears.
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Batch Description Accept the system date and time description default or enter a new description for your batch.
Batch Notes Type notes about the batch. These notes disappear when you post the batch.
Total of receipts Type the total monetary amount for the receipts in the batch.
Number of receipts Type the number of receipts in the batch.
Deposit Date Accept the system date default or type the date you intend to deposit the receipts in this batch.
Post Month Accept the default post month or type a different post month.
Deposit Memo Type information about the deposit.
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Property Type the code for the property associated with the payment.
Unit Type the code for the unit associated with the payment.
Payer Type the name of the non-occupant.
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If your system is set up to allow you to add charges from the Receipt screen and you want to add a charge to this receipt, follow the instructions in “To create a charge from a receipt”.
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Click Enter Detail.
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Voyager replaces the Enter Detail button with an Erase Distribution button and a Reselect Tenant button. If the Resident field was completed, the spreadsheet is updated to show all outstanding charges for the specified resident or tenant. If the receipt is for a vendor, owner, or commercial customer, the top part of the screen changes to eliminate unnecessary fields.
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Charges appear in the spreadsheet in the Charge Payment Sequence specified in the Accounts & Options screen. Charges not included in the defined sequence appear in chronological order.
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Complete the Amount field and press the TAB key or click in another field. Voyager distributes the amount among the charges in the spreadsheet.
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If you change the amount and want Voyager to redistribute it, click Erase Distribution, type the new amount, and then tab out of the Amount field.
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Date Received Accept the default or type the date you want to use.
Check Num If the payer is paying by check, type the check number.
Cash Acct By default, when you click Enter Detail, Voyager completes this field with the offset account for the G/L account associated with the charge code that appears in the first row of the spreadsheet. If the associated G/L account does not have an offset account, or the payee has no outstanding charges, Voyager completes this field with the Cash account specified in the Accounts & Options screen. If you want to use a different G/L account, type or select the account number.
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Cash Payment If this receipt is for cash payment, select this check box.
Print Receipt Select the check box if you want to print the receipt.
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Click in the first Pay field. Voyager distributes the amount from the Amount field to the charges in the spreadsheet. If you do not want to accept the program's payment distribution, click Erase Distribution to return all Pay fields to zero, or type over the amounts in the Pay fields.
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Complete a line in the spreadsheet for the part of the payment not associated with an existing charge, if any. This part of the payment is called a prepay. For more information about prepays, see “Prepays”.
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Pay Type the amount.
Charge Code Leave this field set to prepay unless you want the prepay to apply only to charges that use a specific charge code. If you want the prepay to apply only to charges that use a specific charge code, type or select the charge code.
Job In Voyager Construction Management and Job Costing, type or select the job code.
Category In Voyager Construction Management and Job Costing, type or select the job category.
Date Type the date.
Ref Select the way you want Voyager to use the amount received.
Any Select this option if you want the amount paid available for paying any charge. (The charge code should be prepay.)
Hold for Select this option if you want the amount paid available to pay only charges for the specified charge code. (The charge code should match the type of charge you want the amount held for.)
Manual Select this option if you will manually apply the prepay. If you select this option, Voyager does not automatically apply the prepay to any charge. (The charge code should be prepay.) For information about manually applying prepays, see “Manually Applying Prepays”.
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When you have finished, click Save. A new receipt screen appears, with details of the previous transaction in a new Batch Information section at the bottom.
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Repeat this process for each receipt in the batch. Until the total amount or number of receipts entered matches or exceeds the entries in the Declared fields on the Batch Receipt screen, each time you click Save, Voyager presents a new Receipt screen and updates the list of transactions at the bottom. Then the Batch Receipt screen appears, displaying the total amount and number of the entered items.
