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AR Receipt Details

Posted October 27, 2026

AR Receipt Details

AR Receipt Details is the page that records one AR or Misc receipt: who it came from, the deposit it belongs to, its amount and accounts, and the invoices it pays. Only an AR receipt pays invoices. A Misc receipt does not, so the Misc page does not show Earn Date or the Invoices section, and its credit accounts appear under Receipt Credit Accounts. Differences are noted under each field.

The page opens from the Details link of a receipt at Finance > AR > Receipts. You need the FinanceAR Full role to make changes, or the FinanceAR Read role to view it.

What can be changed depends on the receipt's current status:

- Before it is posted, every field can be changed.
- A receipt is posted when its deposit is posted. After that, on an AR receipt, the Customer, Receipt Amount, Receipt Date, Earn Date, Deposit, Classification, and credit accounts are locked. The Person, Name on Receipt, Reference Date, Reference Number, Receipt Method, Customer Memo, Internal Memo, and invoice amounts can still be changed until the receipt is finalized, unless it is a Deferred Receipt.
- A Misc receipt is finalized when it is posted, so it cannot be changed after posting.
- A posted receipt with an Earn Date and a deferred or unearned revenue credit account is a Deferred Receipt. A Deferred Receipt cannot be changed, because changing its invoice amounts changes the general ledger.
- A finalized receipt cannot be changed.
- A voided receipt cannot be changed.

Deposit is the deposit the receipt belongs to. The date of the deposit, not the Receipt Date, determines when the receipt reaches the general ledger. Options for a deposit include New Deposit or choosing an existing deposit for the ledger that is not posted or marked as deposited at the bank. New Deposit adds Deposit Account, the bank or undeposited funds account the money goes into; Deposit Description; Deposit Date; and Deposit Config, the Payment Configuration the deposit belongs to, if any. The deposit cannot be changed once the receipt is posted or its deposit is marked as deposited.

Customer is the customer record or household record the receipt came from. It is required on an AR receipt and optional on a Misc receipt. It cannot be changed once the receipt is posted.

Person is the student or inquiry the receipt is for. The list shows the students and inquiries of the customer, and an asterisk marks each person the customer is the bill-to for. Leave it blank when the receipt is for the whole household. Choosing a person limits the Invoices section to that person's invoices. When your school calculates balances by student, the receipt counts toward the balance of the person chosen here, as Balance Calculation - By Student explains. On an AR receipt, the person can be changed after posting until the receipt is finalized, because it does not affect the general ledger; invoices the receipt already pays stay allocated. The person cannot be changed on a Deferred Receipt.

Receipt Date is the date the receipt was received, as opposed to the date written on the receipt or the date it was mailed. It cannot be changed once the receipt is posted or its deposit is marked as deposited.

Receipt Amount is the total of the receipt. Changing it spreads the amount across the invoices below, starting with the first. The Receipt Amount cannot be changed once the receipt is posted or its deposit is marked as deposited.

Name on Receipt is the name of whoever the receipt came from, as it appears on the receipt. It can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Reference Date is the date written on the receipt, such as the date of a check. It can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Reference Number is the number written on the receipt, such as a check number. On a receipt with Gateway Status information, it holds the payment processor's transaction number and cannot be changed. Otherwise it can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Earn Date is the date the receipt is recognized as revenue. It appears only when the Deferred Schedule setting in Application Setup is in use, and only on AR receipts. It is required when a credit account is a deferred or unearned revenue account, must be blank otherwise, and cannot be before the deposit date. Earn Date Revenue Recognition explains how it is used. It cannot be changed once the receipt is posted.

Receipt Method is how the receipt was received. Its choices are configured by clicking the Receipt Method link, which requires the FinanceAR Full and DBA Full roles. It can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Customer Memo is the note that appears on the receipt the customer receives. It can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Internal Memo is for your staff only. It can be changed until the receipt is finalized, unless it is a Deferred Receipt.

Classification appears when your school uses classifications. Changing it also changes the classification of each credit account that had the previous classification or none. It cannot be changed once the receipt is posted or its deposit is marked as deposited.

Course appears only on a receipt recorded for a course, and shows that course.

Is Posted, Is Finalized, and Is Void show whether the receipt has been posted, finalized, or voided. Finalizing and voiding are done from the Finalize, Void, and Void NSF tabs, which require the FinanceGL Full role. Reason For Voiding shows the reason entered when the receipt was voided.

Credit Accounts (Receipt Credit Accounts on a Misc receipt) lists the accounts credited by the receipt and the amount for each. The amounts must add up to the Receipt Amount. Add Credit Accounts adds more rows. On an AR receipt, no more than one credit account can be a deferred or unearned revenue account. The credit accounts cannot be changed once the receipt is posted or its deposit is marked as deposited.

Invoices appears only on an AR receipt. It lists the unpaid invoices of the customer, the invoices of the customer's students and inquiries, and every invoice the receipt already pays. Enter the amount to apply to each invoice in Distribution; Remaining below the column shows what is left to allocate, and the allocations cannot add up to more than the Receipt Amount. A highlighted row is an invoice whose customer is not the bill-to for that person. Deferred / Unearned appears only when the Deferred Schedule setting is not in use; choose an unearned or deferred revenue account there when the invoice was issued after the deposit date and no credit account is a deferred or unearned revenue account. Allocating AR Receipt/Credit - Individual walks through the steps. Invoice amounts can be changed after posting until the receipt is finalized, unless it is a Deferred Receipt.

Save And New saves the receipt and opens a new receipt, and Save And Next Receipt saves it and opens the next selected receipt. A Misc receipt has only Save.

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