Note: A user must be defined (within the School Accounting System) to have rights to edit received froms or the ability to add received froms will not be available in Web Link.
From the data entry screen for cash receipts, click the Search button for the Received From ID field and then click the Add New button.
At the Received Froms screen, 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 stating the record is not an active received from and to contact the Business Office in order for it to be changed; click OK.
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 a 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.
Enter a generic description for what the received from is used for in the Description field. The description can be alphanumeric and up to 40 characters long. The description entered here can be pulled into descriptions used on cash receipts.
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 2-digit state abbreviation (or applicable 2- or 3-digit code for the province, if located outside of the United States) for the received from in the State field.
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 ##### - ####, after advancing from the field.
Enter the applicable country code (US, CA, or MX) where the received from is located in the Country field. If the State field is completed, the corresponding country code will appear by default in this field, but can be changed if needed.
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 for the received from’s website 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.
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.
Click the Save button to save the new received from.