The Miscellaneous Income/Expense Posting program allows you to post miscellaneous income or expenditures to the Activity Section, Facility, Inventory Items, League, Locker, Pass Type, Rental Item, Service Item, Ticket or Trip you select. Optionally, you can create a Miscellaneous post not linked to any specific item, if desired.
Examples: Miscellaneous Income for a facility might include revenue from a vending machine located in the facility's main entrance. Miscellaneous Expenses for a facility might include payments to the distributor of the vending machine.
By default, the DataGrid lists all income and expenses postings made within the last seven (7) days. Date range fields allow you to expand or limit this.
To Create a Miscellaneous Income/Expense Posting
- Expand the Drop-down list for Posting Option and choose the Module to which you wish to post.
THEN
Expand the subsequent Drop-down list to select the specific item.
OR
Select Misc if the posting is not being linked to a specific item. - Click Add. The fields at the bottom of the screen will become active.
- Accept the default Date or overwrite as needed.
- Enter the Amount of the Posting.
- Expand the Drop-down list for Posting Typeand make your selection.
- Income (Credit) - Select this option to post revenue coming in to your department.
- Expense (Debit) - Select this option to post payments going out of your department.
- Enter a Description for this posting.
- Click the Picklist icon to select the appropriate GL code. Enter a Cost Center, if desired.
- Enter any additional Notes you wish to associate with this posting.
- Click the Picklist icon to select the Pay Code for your posting.
Note: Credit Card Payment Codes are not available. You cannot do Misc Income/Expense postings to Credit Cards. To perform a Misc Income posting for a credit card, process a blind credit through your gateway credit card processor and then enter it into RecTrac using a Miscellaneous Payment Code, OR establish a Miscellaneous Service Item for this purpose and "sell" it in Global Sales for the amount of the Posting.
- Accept the default entries for User Name and Drawer or overwrite as needed.
- Click Post. The record you create will appear in the Income/Expense Records DataGrid.
To Change a Miscellaneous Income/Expense Posting
- Search the Income/Expense DataGrid to find the transaction you wish to change.
- Highlight/select it and click Change.
- Make changes as necessary.
- Click Post. The record will be changed. A new receipt number will be added to the Receipt List field in the DataGrid.
Buttons on the screen…
Click Refresh to refresh the Income/Expense Records DataGrid.
Click Add to create a new Misc Income/Expense posting.
Click Change to edit the record you have selected in the Income/Expense Records DataGrid.
Click Delete to purge the record you have selected in the Income/Expense Records DataGrid.
Click Print Log to print the Misc Income Expense Posting you just created. The current posting only is printed.
Click Here to See a Sample Posting Log
Note: The Print Log button prints the Misc Income/Expense Posting you just added only and only if you click the button immediately after making the postings.
The full DataGrid is NEVER printed using this button. If you leave this program and come back into it and click the Print Log button, the resulting report will be blank.
The Misc Income/Expense Report provides functionality for printing all records in the DataGrid. This report is available in the Report Output Listing program.
Click Post to save your posting changes.
Click Cancel to abort changes to a posting.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
MiscIncExpPosting_Tab1
Posting Option (MiscIncExpPosting_PostingOption)
Expand the Drop-down list for Posting Option and choose the Module to which you wish to post.
THEN
Expand the subsequent Drop-down list to select the specific item.
OR
Select Misc if the posting is not being linked to a specific item. Your options are:
- Activity (Section)
- Court
- Facility
- Inventory
- League
- Locker
- Miscellaneous
- Pass (Type)
- Rental (Item)
- Service Item
- Ticket
- Trip
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Locker (MiscIncExpPosting_Locker)
This field is applicable only if your Posting Option is Locker.
Click the Picklist icon to select the Locker to which this posting will be linked.
DeleteTrip (MiscIncExpPosting_Trip)
This field is applicable only if your Posting Option is Trip.
Click the Picklist icon to select the Trip Code to which this posting will be linked.
DeletePass Code (MiscIncExpPosting_Pass)
This field is applicable only if your Posting Option is Pass.
Click the Picklist icon to select the Pass Type to which this posting will be linked.
DeleteSection (MiscIncExpPosting_Section)
This field is applicable only if your Posting Option is Activity.
Click the Picklist icon to select the Activity Section to which this posting will be linked.
DeleteFacility (MiscIncExpPosting_Facility)
This field is applicable only if your Posting Option is Facility.
Click the Picklist icon to select the Facility to which this posting will be linked.
DeleteInventory Code (MiscIncExpPosting_Inventory)
This field is applicable only if your Posting Option is Inventory.
Click the Picklist icon to select the Inventory Item to which this posting will be linked.
DeleteLeague Code (MiscIncExpPosting_League)
This field is applicable only if your Posting Option is League.
Click the Picklist icon to select the League to which this posting will be linked.
DeleteRental Item (MiscIncExpPosting_Rental)
This field is applicable only if your Posting Option is Rental.
Click the Picklist icon to select the Rental Item to which this posting will be linked.
DeleteService Item (MiscIncExpPosting_ServiceItem)
This field is applicable only if your Posting Option is Service Item.
Click the Picklist icon to select the Service Item to which this posting will be linked.
DeleteTicket Code (MiscIncExpPosting_Ticket)
This field is applicable only if your Posting Option is Ticket.
Click the Picklist icon to select the Ticket Code to which this posting will be linked.
DeleteCourt (MiscIncExpPosting_Court)
This field is applicable only if your Posting Option is Court.
Click the Picklist icon to select the Court to which this posting will be linked.
DeleteBegin Post Date (MiscIncExpPosting_BeginDate)
Accept the default Date or click the Calendar icon to select an alternate date, if desired. If opting to choose a new date, click the Refresh button to initialize the Income/Expense DataGrid to your new settings.
DeleteEnd Post Date (MiscIncExpPosting_EndDate)
Accept the default Date or click the Calendar icon to select an alternate date, if desired. If opting to choose a new date, click the Refresh button to initialize the Income/Expense DataGrid to your new settings.
DeleteIncome/Expense Records (MiscIncExpPosting_DataGrid)
The Income/Expense Records DataGrid lists all income and expenses postings made within the last seven (7) days by default. Use the Date Range fieldsto expand or limit this. The DataGrid displays the Module, Link Details, Description, Post Date, Debit (Expense) or Credit (Income), the Amount, the GL Code and Cost Center, the User ID, and the Receipt List.
Note: A new receipt number is generated for each miscellaneous posting. If an existing record is changed the new receipt number will be added to the receipt list within the Income/Expense Records DataGrid.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
DeletePrint Notes On Log? (MiscIncExpPosting_PrintNotes)
This field is applicable only if you are opting to print the Misc Income and Expense Posting Log.
Select this option to include the text in the Notes field if any on the Misc Income and Expense Posting Log if desired.
Note: The Print Log button prints the Misc Income/Expense Posting you just added only and only if you click the button immediately after making the postings.
The full DataGrid is NEVER printed using this button. If you leave this program and come back into it and click the Print Log button the resulting report will be blank.
The Misc Income/Expense Report provides functionality for printing all records in the DataGrid. This report can be found in the Report Output Listing tool.
Post Date (SAMiscIncome_PostingDate)
Accept the default Posting Date or click the Calendar icon to select an alternate date, if desired. This should be the actual date that funds were entered or withdrawn frm your department.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Posting Type (SAMiscIncome_DebitOrCredit)
Expand the Drop-down list and make your selection.
- Income (Credit) - Select this option to post revenue coming in to your department.
- Expense (Debit) - Select this option to post payments going out of your department.
Description (SAMiscIncome_PrintDescription)
Enter a Description for this posting. This field will accept up to 100 alpha-numeric characters. The Misc Income Expense Posting Log will list the first 30 characters in this field, and the first 18 will appear in the Transaction Reference 2 field on the GL Distribution Report.
DeleteGL Code (SAMiscIncome_GLCode)
Click the Picklist icon to select the appropriate GL code. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
DeleteAgency Pay Code (MiscIncExpPosting_AgencyPayCode)
Select the appropriate Discount/Agency Payment Code to which this posting should be linked. This is a Mandatory field and the list contains only those Payment Codes flagged as "Discount/Agency."
The entry you make in this field tells Finance the Agency from which the Reimbursement originated. For Example: A child uses hourly care and it is paid for by the Red Cross. You would select your Red Cross Payment Code in this field.
Payment Codes are maintained in Payment Code Management. Type = Discount/Agency.
DeleteCost Center (SAMiscIncome_CostCenter)
Click the Picklist icon to select the appropriate Cost Center, if desired.
DeleteNotes (SAMiscIncome_Description)
Enter any additional Notes you wish to associate with this posting. This field will accept up to 30,000 characters, all of which will print on the Misc Income Expense Posting Log, should you opt to Print Notes on Log. The first 18 characters of the text entered in this field will appear in the Transaction Reference 2 field on the GL Distribution Report.
DeletePay Code (SAMiscIncome_PayCode)
Click the Picklist icon to select the Pay Code for your posting. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Note: Credit Card and Foreign Currency Payment Codes are not available. You cannot do Misc Income/Expense postings to Credit Cards or Foreign Currency. To perform a Misc Income posting for a credit card process a blind credit through your gateway credit card processor and then enter it into RecTrac using a Miscellaneous Payment Code OR establish a Miscellaneous Service Item for this purpose and "sell" it in Global Sales for the amount of the Posting.
User Name (SAMiscIncome_UserName)
Accept the default entry (your User ID) or click the Picklist icon to select an alternate User to link to your posting. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Note: The ability to override the Payment User is controlled on the Permissions profile • Button/Misc Permissions tab • Miscellaneous Settings Group.
Cash Drawer (SAMiscIncome_CashDrawer)
Accept the default entry (the drawer to which you are linked) or enter an alternate Cash Drawer number for this posting. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Note: The ability to override the Cash Drawer setting is controlled on the Permissions profile • Button/Misc Permissions tab • Miscellaneous Settings Group.