What This Process Does


  • This process makes it possible to locate specific receipt masters in order to delete them, make changes to them or simply view them.


Best Practices


  • Audit Trail - It is always best to review your audit trail carefully before setting flags, so that changes to receipts are not necessary.


Requirements


  • Verification - If a receipt has not been Source User Verified (Process Tab in receipt), you can make changes to the information or mark it for deletion and then rerun/set flags on your audit trail.


Task Bar


  • If your task bar lists Audit trail, Update Bank Reconciliation and Receipt Distribution separately, follow these instructions:
    • To Delete or Change a Receipt:
      • If the Receipt Master has been verified but not distributed, you can flag the Receipt for deletion or make a change to it after undoing the Receipt Audit Trail verified flag: Maintenance → Undo → Receipt Audit Trail
      • If the Receipt Master has been distributed, you must undo the Receipt distribution flag which will undo the source user verified flag as well: Maintenance → Undo → Receipt Distribution
    • To Change the Amount of a Receipt:
      • If the amount of the receipt needs to be changed, you must undo the Update Bank Reconciliation flag: Maintenance → Undo → Update Bank Reconciliation


  • If your task bar lists Verify, Distribute and Update together, follow these instructions:
    • To Delete or Change a Receipt:
      • If the Receipt Master has been verified, distributed, and updated, you can flag the Receipt for deletion or make a change to it after undoing the Receipt Distribution which will undo the Audit Trail verified flag: Maintenance → Undo → Receipt Distribution
    • To Change the Amount of a Receipt:
      • If the amount of the receipt needs to be changed, you must undo the Update Bank Reconciliation flag: Maintenance → Undo → Update Bank Reconciliation


Query Receipts


  1. Finance → Financial Management → Query → Receipts
  2. Enter Range/Select criteria to narrow your search.
  3. The range fields below are not inclusive of the criteria available. Those listed are commonly used.


FIELDSOpt.Rec.Req.Description
Fiscal Year—♦—Range on the fiscal year of the entry
Transaction Number—♦—The transaction number is listed on the audit trail report; if you need to make a change to a specific receipt ranging on the transaction number will query only the transaction which needs to be changed
Entry Date—♦—Range on date receipts were entered
Source User—♦—Query only entries made by the source user identified
Fiscal Month—♦—Range on the fiscal month of the entry or entries
Bank Rec Updated Date—♦—Range on date receipts were updated to bank reconciliation (date is available on Process Tab)
Opt. = Optional  Rec. = Recommended  Req. = Required