Receipts (Contract module)

The Receipts page in the Contract module works with the Transactions page to track payments received. Use the breakout of the fields to help with report filtering.

The Receipts page is separate from Transactions because a payment transaction does not always have an associated receipt. A receipt is typically created and then associated with one or more existing payment transactions.

Navigate to Contract > Payment Info > Receipts using the links in the Navigation Pane.

Add a receipt

Select Add Item in the Actions menu.
Complete the fields:
- Period Year: Select the year of the receipt.
- Period Month
- Effective Date
- Posting Date
- Receipt Date
- Receipt Number
- Receipt Type: Select the type of payment, such as cash or check.
- Routing Number: If the payment type was a check or ACH payment, enter the routing number.
- Account Number: If the payment type was a check or ACH payment, enter the account number.
- Amount Received
- Currency Type: Select the currency received.
- Notes
Attach documents to your receipt record:
1. Select Add Documents.
2. Upload a document.
Select Save Changes in the Actions menu.

The receipt appears in the Contract Receipts List.

Next, reconcile the receipt against a transaction.

Edit a receipt

Select the receipt from the Contract Receipts List.

The details of the receipt populate in the Payment Receipt section.
Make your changes.
Select Save Changes in the Actions menu.

Delete a receipt

Select the receipt from the Contract Receipts List.

The details of the receipt populate in the Payment Receipt section.
Select Delete Item in the Actions menu.
Select Yes in the confirmation dialog that opens.

The page refreshes. Lucernex deletes the receipt, and it no longer appears in the Contract Receipts List.

Reconcile receipt

New Receipt Reconciliation

If enableNewReceiptReconciliation is turned on in your firm, apply tenant credits and payments with more control and accuracy on the Reconcile Receipt dialog of the Receipts page. Reconcile credit transactions to a receipt, ensuring that the total debits and credits are balanced and that Lucernex never allocates more than the receipt amount or creates a negative total balance.

When a check amount exceeds the total of available transactions, Lucernex allows you to apply part of the check to those transactions and retain the remaining balance as a credit. This credit can be applied to future transactions until it is fully used. Lucernex also supports partial allocation of a transaction, so you can apply only part of a transaction amount to a receipt and leave the remaining balance open to be reconciled later.

Amount Not Allocated at the top of the dialog updates to show the remaining receipt amount available to be allocated to a transaction. When you select multiple transactions, Lucernex applies the receipt amount to debit transactions before applying any remaining amount to credit transactions.
The Previously Allocated Amount column indicates transaction amounts that are already allocated to a receipt.
When you select a transaction to allocate to the receipt, the Amount Not Allocated column updates to show the remaining transaction amount and the Amount to be Allocated column updates with the transaction amount to be applied to the receipt.

These values update in real time as you change selections, and Lucernex prevents you from allocating more than the remaining receipt amount (including any applicable credits). When you select or clear transactions, Lucernex recalculates Amount To Be Allocated and Amount Not Allocated from the first selected transaction to the last one, so these amounts always reflect the correct remaining receipt balance and cannot become negative.

If a transaction is already fully allocated to the receipt, or if the total amount to credit the selected transactions is greater than the remaining receipt amount that can be allocated, an error message appears and Lucernex does not save the allocation.

If required, contact Accruent Support to request that enableNewReceiptReconcilliation is turned on in the Manage Features page of your firm.

Select the receipt to reconcile.

The details of the receipt populate in the Payment Receipt section.
Select Reconcile Receipt in Actions menu.
Select the transactions to reconcile.
Select Mark Payment Transactions as Processed to mark the transaction as processed.

After a transaction is marked as processed, you can’t make further changes. Only select this if you are certain you do not need to make any further changes. Review Hold and Processed Flags.
Select Reconcile.

The reconciled transactions appear in the Applied to Payment Transactions (see list) section.
View the receipt on a transaction:
1. Select the Transactions tab.
2. Select the transaction you reconciled in the Contract Payments List.
3. Scroll to the Payment Information section.
  
  The receipt appears in the Payment Receipt List.