From the General Ledger screen, select the Maintenance menu and then Received Froms.
At the Received Froms screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the received from in the Received From ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the Legal Business Name (or Last Name if an individual), leave the ID field blank; once the record is saved, the ID will be assigned. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Received From, a prompt will appear asking if the Received From role should be added; click Yes to make the entity a received from.
Select the Active field to stipulate the received from is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new received from, the Active field is selected by default.
The role(s) in which the received from is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new received from, the system automatically assigns the entity role of Received From. If more than one entity role appears, the received from can be used and accessed in all the applicable areas using the exact same ID.
If the received from is not an individual, enter the name of the received from in the Legal Business Name field. If the received from is an individual, leave this field blank. The name can be alphanumeric and up to 75 characters long.
Note: If the company's name starts with the word "The", be sure to enter "The" at the beginning of the name in the Legal Business Name field; the system will disregard "The" when automatically assigning the ID (if applicable) and when searching on the Received From Name field in other areas of the system (for example, "The Paper Company" becomes "Paper Company, The" for sorting and searching purposes).
If the received from is an individual, enter the person’s last name in the Last Name field. If the received from is not an individual, leave this field blank. The last name can be up to 40 characters long.
If the received from is an individual, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field if applicable, or click the down-arrow button to select the correct one. If the received from is not an individual, leave this field blank.
If the received from is an individual, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field if applicable, or click the down-arrow button to select the correct one. If the received from is not an individual, leave this field blank.
If the received from is an individual, enter the person’s first name in the First Name field. If the received from is not an individual, leave this field blank. The first name can be up to 30 characters long.
If the received from is an individual, enter the person’s middle name in the Middle Name field. If the received from is not an individual, leave this field blank. The middle name can be up to 30 characters long.
If correspondence should be sent directly to a specific person or department at the received from, enter the name of the person or department in the Attention field. The name can be alphanumeric and up to 30 characters long.
Enter the address (up to two lines) for the received from in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 30 characters long.
Enter the city where the received from is located in the City field. The city can be alphanumeric and up to 25 characters long.
Enter the appropriate state abbreviation (or applicable code for the province, if located outside of the United States) for the received from in the State/Province field. If the state abbreviation or province code is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the state abbreviations and province codes for the specified country (as entered in the Country field, or United States if the Country field is blank) appear by default when searching, but the filters can be changed if needed in order to view other state or province codes.
Enter the zip code for the received from in the Zip Code field. The zip code can be alphanumeric and up to 15 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter the applicable 2-digit code of the country where the received from is located in the Country field, or click the down-arrow button to select the correct one. If the State/Province field is completed, the corresponding country code will appear by default in this field and can only be changed by first deleting the state or province (or specifying a different state or province).
Enter up to three phone numbers (including a fax number, if applicable) for the received from in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. Each phone number can be up to 30 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
If desired, enter the address of the website for the received from in the Internet Address field. The website address can be up to 50 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
If the received from is not an individual, enter the name of the person or department who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.
Enter a generic description for what the received from is used for (what money or funds are received from them) in the Description field. The description can be alphanumeric and up to 40 characters long. The description entered here can be pulled into the Cash Receipt Description field (in the Header Information section) and the Cash Receipt Detail Description field (in the Detail Information section) when entering cash receipts.
Leave the Last Cash Receipt Date field blank when entering the new received from, as the system will automatically update this field with the latest date a cash receipt was posted for the received from. If a date is in this field, it will display below the received from’s address when entering cash receipts.
If desired, complete the Received From Defaults section for the received from.
Select the Use Distribution Percents field to enable the Distribution Percent field in the Receipt Accounts List in order to have the system populate the detail lines (in the Detail Information section of a cash receipt) using the specified account numbers and percentages for this received from. If the field is selected, when entering cash receipts for this received from, the system will automatically distribute the total amount of the cash receipt (as entered in the Header Information section of the cash receipt) among the account numbers entered in the Receipt Accounts List based on the designated percentages. A checkmark will appear in the box if the field is selected.
Enter the account number(s) to use as the default when entering in cash receipts for this received from in the Receipt Accounts List. To do this, complete the blank line (indicated with an asterisk) at the bottom of the Receipt Accounts List as follows:
Enter the account number to use as the default in the Chart of Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter a description to use as the default for the account number (detail line) in the Cash Receipt Detail Description field. The description can be alphanumeric and up to 40 characters long. To use the description for the account number from the Chart of Accounts File, enter a C in this field.
If the Use Distribution Percents field is selected, the Distribution Percent field is enabled. If applicable, enter the percentage of the total amount of a cash receipt (as entered in the Header Information section of a cash receipt) to be distributed to the specified account number in the Distribution Percent field. The total percentage of all the default account numbers for the received from must equal 100%; if the received from has only one default account number entered, enter 100 as the percentage.
Note: To remove a default account number, click the Delete button to the left of the desired record; when prompted to delete the record, click Yes.
If desired, enter the email address(es) for the received from in the Email Addresses section.
Enter the business email address for the received from in the Business Email Address field. Enter a home or personal email address for the received from in the Personal Email Address field. Enter another email address for the received from in the Other Email Address field. The email addresses can be up to 50 characters long and must follow the proper format of "username@example.com".
Specify the uses for each email address by selecting the appropriate usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields). If the received from will be sent other email communications, such as reports, from within the School Accounting System using the particular email address, select the Other Communication field. Disregard the fields for Direct Deposit and Tax Forms as they are not applicable to a received from (would only be used in other areas if the received from had multiple entity roles). A checkmark will appear in the box if the field is selected.
Note: In order to email reports to a particular email address for the received from, at least one of the usage fields (Direct Deposit, Tax Forms, or Other Communication field) must be selected for the email address (at the time a report is emailed, the usages for which email addresses to use is then specified).
Click the Save button to save the new received from.