[Mveca_usas] Refund of Receipt

[Debra Dinnen]

Good Morning!

I had twelve districts respond with helpdesk tickets.  So, I decided to respond to all.  Here are some possible short cuts for Classic software users.

Attached is a spreadsheet template for adding vendors using USALOAD/VENLOAD.  Users must have group manager privileges to execute this program.  You can hover over the column header on the VENLOAD spreadsheet to see the comment with the valid responses.  If you already have a spreadsheet with the vendor information, just change the headers on your existing spreadsheet and add any field that is missing.  You may get this information from the building or department staff.  If you don't have the vendor information in spreadsheet format, you can enter it on the attached spreadsheet and use the Excel functions to fill down to increment the vendor number.  Save the spreadsheet as a csv and use the file transfer (flying paper) to transfer it to the host.  Go to USALOAD and select VENLOAD.
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Run VENLOAD as a Report first to check for any errors.  If you don't have errors, run the Update option.  If there was a partial import, create a new spreadsheet with the corrections needed.


The AUTOPOST_OTHER template is also attached.  There is a worksheet for Refund of Receipt with the needed column headers.  If you are using a point-of-sale software, you may be able to get a report in csv format with the needed fields.  Change the column headers and test it using AUTOPOST/OTHER. The leading zeros are required for the account codes!

Another option to finding the receipts that need to be refunded is to query receipts using Safari ODBC and filter by a specific description or receipt account code to get a listing.  Use the filtered spreadsheet to create the refund.  Use the fill down function in Excel to complete the refund load sheet.  You may only need to manually enter the amount and vendor number. The leading zeros are required for the account codes!   Save a working spreadsheet as xlxs and then save the spreadsheet as a csv.  Once you have a spreadsheet with the column headers, transfer it to the host.  Execute AUTOPOST OTHER option.
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Like other AUTOPOST options, go down to the Files to process prompt and hit F7 to see the list of files available for import.  You may see transaction numbers auto-populated on the option page.  Remove those numbers since the transaction numbers are on your spreadsheet.  You can change the posting date and allow negative balances, if needed.  Run it as a Validate first.  Make any corrections on your xlxs spreadsheet and then save as csv.   Once you resolve any errors, run AUTOPOST as Actual.    View AUTOPOST_OTHER.TXT to confirm the correct totals.

Please respond to this email if you want a demo to test the spreadsheet loads.

Thank you to Miami Trace, Blanchester and Yellow Springs for explaining your process.  I found that receipts for student activities are posted many different ways.

I hope this helps and please send me any feedback.  Particularly, if you have a better solution!!

Deb Dinnen
937-767-1468 x3113
MVECA
330 E Enon Rd
Yellow Springs, OH 45387


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