How do I enter Cash Receipts?

All payments are entered into Cash Receipts.  There will be some variation in the data entry depending on the type of receipt.  Treasurer's Receipts are straightforward entries.  Animal licenses and Business licenses have mini-databases associated with them to track their specific information.  Utility receipts will link with customer billing information.  BIAS also has the ability to create custom receipt types if needed.

General Notes about Cash Receipts:

  • All receipts need a customer.  A general "Walk-In Customer" or "Misc. Customer" can be created for receipts where the history does not need to be tracked.
  • Customers can be created during receipt entry.
  • Each BIAS Cash Receipts user is given a Cash Receipting ID.  The password can be different than the primary BIAS log in.

What type of transaction are you receipting?

Go to Cash Receipting > Cash Receipts

  1. Click Add New

  1. Enter User password

  1. Select receipt Type Treasurer's receipt

  1. Double click to select Description

The select box on the left does not need to be checked.  As amounts are entered, the box is checked automatically.  The total for the receipt is in the bottom right corner.

  1. BARS Code will populate with the selected description or double-click to change it.  M

  1. Enter Amount

  1. Enter Quantity

  1. Enter how the Payment was made

Record how the customer is making the payment:

Cash Click in Check field without any other entry, tab through to Amount and it will automatically populate.

Check enter Check number in Reference tab to Amount and it will automatically populate.

Cash & Check Enter check number in Reference tab to Amount edit to match portion being paid by check, tab to Cash remainder will populate automatically.

Credit Card or EFT Enter a number in CC/EFT  or enter the word "EFT" tab to Amount and it will be populated automatically.

  1. Click Save & Next or Save & Close

The Treasurer's Receipt can cover a wide range of electronic and physical receipts. Treasurer's Receipt Types can be customized to include types that are often used or organize them in such a way that only related receipt types are seen.  For example;  building permit types.  There are a few considerations when defining new receipt types, contact BIAS Support or submit a ticket for assistance.

Similar to Batch Payments, generic customers can be defined for receipts where you do not need to research the account history.  Consider using "Walk-In-Customer for example."  When using regular and large receipts it is recommended to create a Customer for that situation, even if it is only used once.

How do I add a Treasurer's Receipt?

If the Treasurer's Receipt has been setup with Default Lines, the Write Defaults button will add them to the Receipt.

Once the transaction is entered into the correct line, uncheck View All to only the see the ones with an entered value

Utility Payments cannot be entered on a date before the last closed billing period.  For example, if the Billing date is June 30th and the billing period is closed, the first day that payments can be entered is June 30th

Go to Cash Receipting > Cash Receipts

  1. Click Add New

  1. Enter User Password

  1. Enter Date, the

  1. Enter Customer  number or double-click in the Customer field for select from list. If you need to add a new utility customer, see How do I add a new utility customer?

  1. Select the receipt Type Utility Payment

  1. Enter reason For the transaction

What type of Utility Payment needs to be made?

Choosing the customer is an important part of distinguishing between an individual and a batch payment.  Individual payments are intended for customers who come to the counter and request a receipt.  Batch payments are usually entered at the beginning or end of the day and reflect drop off or mail-in payments.  When choosing an individual Utility Billing Customer, BIAS will assume that it is an individual payment.  If the customer account called Utility Payments or Batch Payments is chosen, the system defaults to a batch payment.

After entering the Customer, select the receipt Type Utility Payment.  The screen will update to reflect that a utility payment is being entered and the payment shown will reflect the customer balance.

If the customer is paying a partial amount, edit Payment field to correct amount being paid. If customer is paying the full balance, there is no need to edit the Payment field.  Tab to the following fields to record how the customer is paying.

Cash Tab the Cash field without any other entry the amount will populate automatically.

Check enter the Check #  tab to Chk Amt and the check amount will populate automatically.

Cash & Check enter the Check # tab to Chk Amt, edit the check amount to portion being paid by check. Tab to Cash and the remainder will populate automatically.

The system will allow this type of entry, but it is not recommended.  A warning will remind that two entries should be made.

Credit Card enter a credit card reference number or word EFT in  CC/EFT#,  tab to CC/EFT Amt and amount will populate automatically.

Regardless of the method of payment, the payment balance must be zero to proceed.  Payments can be edited in how they are applied to various service categories, but it is not recommended.

After the payment has been entered and the balance is zero, click Save & Next or Save & Close.

This will open a prompt to print a receipt, click Cancel or Print

When a customer makes an overpayment the customer balance due must be overwritten with the total amount of the payment.  

Here is what is seen by default:

  1. Overwrite the Payment amount total to $60
  2. Enter in Payment method Check#, Chk Amt, CC/EFT#, Cash, or Check & Cash
  3. Excess payment amounts are automatically distributed by the percentage of each of the customer's base fees

At any time  partial utility payments can be accepted. Edit the payment total to the partial amount rather than leaving the customer's full default balance.  The amounts applied to various service categories are cascaded starting with late fees and interest in all categories, then other charges in all categories, and finally basic and consumption charges starting from the bottom with water paid last.

Here is what is seen by default:

  1. Overwrite the Payment
  2. Enter in Payment method Check#, Chk Amt, CC/EFT#, Cash, or Check & Cash
  3. The excess amount is booked to Water Basic because there were no balances in the other categories.

Begin the transaction is the same as any receipt.  When entering the Customer a generic customer is selected when doing batch utility payments.  This can have a name like "Utility Payments" or "Batch Payments"  When these are selected, the Batch Pymt option is automatically checked.  If a non-utility customer is selected in conjunction with a Utility Payment type, by default it will assume that it is a batch payment.

  1. Double Click or F5 from Customer Name to select a customer.

The customer balance can be seen in the list view.

  1. Highlight the desired customer from the list

After selecting the customer the Payment field defaults to the customer balance noted in the list view.  

Complete entry the same way as an individual payment, but do NOT click Save & Next as that will close the receipt.  

  1. Click Add New to add the next payment, repeat until all entries are completed.

A running total for the batch is available on the screen.

4. Click Save & Close or Save & Next when finished

BIAS maintains an animal database that helps search for animals, print lists for animal control staff, or run renewal notices easily.

Go to Cash Receipting > Cash Receipts

  1. Click Add New

  1. Enter User Password

  1. Enter Date defaults to user's BIAS sign-in date

  1. Enter Customer double click in the customer field to select from list or create a new customer. Find instructions on How to Enter a New Customer?

  1. Select the receipt Type Animal License

Any customer with an animal in the system will have a bold Animals button. When selecting a customer from the list view, double click on the customer.

The Animal License Type, combined with the customer populates with a list of animals assigned to the customer.

  1. Check Select for desired Animal to renew
  2. Review the Tag Year should be current year renewing for and Tag Number verify it it the correct tag number

  1. Click Distribution tab once desired animals have been selected
  2. Click Write Defaults to show all available BARS options or double click to choose from the Chart of Accounts

  1. Enter Amount
  2. Enter Quantity

  1. Enter Payment method & Amount paid for instructions on how to enter payment methods see  How Do I Enter Cash Receipts? (Subsection Treasurer's Receipt)
  2. Click Save & Next or Save & Close

BIAS maintains a database for business licenses so it can easily be searched for business data which can be easily edited during the transation.

Go to Cash Receipting > Cash Receipts

  1. Click Add New

  1. Enter User Password

  1. Enter Date, defaults to user's BIAS sign-in date

  1. Enter Customer double click in the customer field to select from list or add a new customer. How Do I Add A New Customer?

  1. Select Type Business License

Any customer with an existing business license  will have a bold Business License button. When choosing a customer from the list view double click on the customer.

Click Business License to update Customer's Business information

  1. Enter Business License # here only if this will be a permanent number

  1. Enter or Edit the Business Information that appears on the license.

Business Information can also be edited in the receipt.

  1. Enter or Edit Physical Location this is important for a liquor license and may differ from the mailing address.

  1. Enter or Edit Ownership Information, this is strictly informational.

Once the Business Information has been updated

  1. Enter the License Year and License # unless they have a permanent number

  1. Click the Distributions tab

  1. Select the appropriate BARS accounts

  1. Enter Amount

  1. Enter Payment information

  1. Click Save & Next or Save & Close

When clicking Save & Close or Save & Next a printer prompt will appear to print the receipt and the Business License.  The license can also be printed at a later date.

  1. Click Print to print Business License and Receipt if desired

Do you want to continue with how to print a Business License?

How to I print a Business License

Go to Cash Receipting > Cash Receipts

  1. Highlight Business License transaction desired to print
  2. Click Print Bus Lic

  1. Select Printer
  2. Click Print
Congratulations, you are done!

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