In this guide, we show How to Process a Paying In Slip for a Central Payment in the Finance Module. This guide is divided into 5 sections:
- How to Add a Paying In Slip
- How to Centrally Authorise Paying In Slips Immediately
- How to Centrally Authorise Paying In Slips Later
- How to Automatically Reconcile Payments
- How to Manually Reconcile Payments
- How to Cancel a Paying In Slip
Access: The minimum permissions required to Process Paying In Slips are found in the Finance Module section Config > Setup > Roles & Permissions.
This Guide forms part of the CENTRAL PAYMENTS AND RECEIPTS USER GUIDE. Click on the link to see Related Guides.
How to Add a Paying In Slip
Go to Modules > Finance > Finance Home Page > Accounts Receivable > Paying in Slips.
Note: If the customer is marked as On Hold, their Receipt will not appear in the Pay In list. Make sure to check the customer status before attempting to add their Receipt.
Select Add.
Complete all asterisked fields. Make sure Centrally Paid is ticked. Highlight the relevant transactions and pay attention to Control Total.
When happy, select Pay In.
How to Centrally Authorise Paying In Slips Immediately
A Confirmation pop up is displayed. Choose Yes to Centrally Authorise the Paying In Slip now, or choose No to authorise at a later time, for example at the end of the period.
If Yes is chosen, choose either Print and Export or Print.
After clicking Print and Export, for example, click Yes to export the authorisation slips.
Two Files are sent to the browser’s downloads folder. If the Authorisation was Successful, confirm by clicking Yes.
The first File, named CentralAuthorisation can be printed and signed for the School’s records.
The Authorised Paying In Slip(s) can be viewed in the Paying In Slips overview page.
How to Centrally Authorise Paying In Slips Later
Pay In the Receipts as instructed above. Multiple Receipts can be selected.
If No is chosen on the Confirmation pop up, the unauthorised Paying In Slips can be authorised together at the end of the period.
The unauthorised Paying In Slips can be seen on the Paying In Slips page with a status of Unposted.
To authorise the Paying In Slips, go to Modules > Finance > Finance Home Page > Routines > Central Authorisation.
Making sure the Toggle is set to Accounts Receivable (AR), select the Paying In Slips and click Process.
In the pop up, select either Print and Export or Print.
Two Files are sent to the browser’s downloads folder. If the authorisation was successful, confirm by clicking Yes.
The first File, named CentralAuthorisation can be printed and signed for the School’s records.
How to Automatically Reconcile Payments
When the Paying In Slip has been Authorised, the Payments can be either Automatically or Manually Reconciled.
It may be that, in notifying the School of Central Receipt Payments, the Local Authority has also sent a File for Automatic Reconciliation.
If the is the case, proceed with Automatic Reconciliation as per these instructions: How to Use Automatic Reconciliation to Reconcile Central Payments and Receipts.
How to Manually Reconcile Payments
If it is not possible to use Automatic Reconciliation, or Automatic Reconciliation fails, Manual Reconciliation can be used.
To Manually Reconcile the Payments, go to Modules > Finance > Finance Home Page > Routines > Central Manual Reconciliation.
Making sure the Toggle is set to Accounts Receivable (AR), select the Paying In Slip and click Reconcile. Paying In Slips are dealt with one by one.
Select the Payment Period and a Treasurer Reference and click Reconcile.
How to Cancel a Paying In Slip
For details on How to Cancel a Paying In Slip, see: How to Process Paying In Slips in Accounts Receivable.