Oregon DHS

J. Receipt Screen (RCPT)

1. RCPT

Purpose:	This screen allows you to display and update client receipting account information from the Client Pay-In system.
Access:	Accessed through the Main Menu Screen via the Receipt (RCPT) or via the MACT screen. The system displays the most current receipt information for the Prime ID entered.

Once you are at RCPT, you can enter any Prime ID, and the system displays the most recent receipt records.

While you are in the inquire mode (Trans Type =1), you can change the Prime ID at any time.

The screen displays one receipt record at a time. To view additional receipts use the appropriate function keys.

Read the bottom of the screen for different options.

2. Function Keys:

F2 = MENU Returns you to the Main Menu screen without a prime number.

F3 = EXIT Returns you to the previous screen you were using.

F4 =PMNT Takes you to the Payment screen for the client you are currently processing.

F9 = Prev Retrieves the previous receipt record for the Prime ID you have entered. This key is only functional when it is shown at the bottom of the screen.

F10 = Next Retrieves the next receipt record for the Prime ID you have entered. This key is only functional when it is shown at the bottom of the screen.

3. Inquiry on a Receipt

Procedure

To view the client’s RCPT screen for more detailed information, use the following steps.

1. Type SFMU (Example A)

Press <Enter>

2. Type the Prime Number (Example A)

Press <Enter>

3. Tab to Receipt (RCPT) (Example A)

Type S
Press <Enter>

4. To move to the next receipt (Example B)

Press F10=Next

5. To move to the previous receipt (Example B)

Press F9=Previous

Once you have viewed this receipt, if you would like to view others, tab to the “Sel” line and type S and <Enter>. This will take you to the MACT screen where you may select another line in MACT and type in R for RCPT.

Example A

Example B

4. Adding a Receipt

Procedure:

1. Type in SFMU

Press <Enter>

2. Tab to Receipt (RCPT)

Type S
Press<Enter>

3. Tab to Trans Type

Type A
Type Prime ID
Press <Enter>

4. To receipt payments for the following types of deposits:

PC-Personal Check

With check number (See example A)
Without check number (See example B)

MO-Money Order (See example C)
OT-Other (See example D)
CU-Cash (See example E)

5. Press <Enter>

6. Message will ask, Do you want to add this receipt?

If correct type Y, If incorrect type N
Press <Enter>

7. Check that message reads Successfully added.

8. Curser moves back to Trans Type. Follow steps 3 through 6 until completed.

9. Balance checks and run a tape.

Example A (PC-Personal Check with a check number)

Use this when receipting a personal check with a check number. The Rcpt ID is the check number.

Example B (PC-Personal Check without a check number)

Use this when you are receipting a personal check without a check number. Use Eight 9’s as the Rcpt ID to identify this type of transaction.

Example C (MO-Money Order)

Use this when receipting a money order. The Rcpt ID is the money order number.

Example D (OT-Other)

Use this when receipting any “other” type of transaction, including a check written on behalf of a client. Important: If the person that is writing the check is not our client, write the client’s name and the client’s Prime ID on the check. This is so we can credit the correct account and locate the appropriate account if the check is returned from the bank NSF-Non Sufficient Funds.

Example E (CU-Cash)

Use this when receipting in cash.

5. Voiding an existing receipt record

Procedure to void a receipt that does not have a bank deposit number:

(If you have a receipt that needs to be Voided, and the receipt has a deposit number, call: Financial Services Receipting & Trust at 503-947-1090.)

1. Type in SFMU

Press <Enter>

2. Tab to Receipt

Type S
Press <Enter>

3. Trans Type

Tab to Trans Type in the RCPT screen
Type V
Press <Enter>

The receipt must have a STAT RCPT = VA for you to be able to void.

If this record cannot be voided, the screen displays an error message. Otherwise, the screen will ask you to confirm the void with a Y or N.

Y-will void the receipt, and back out the amounts on MACT and YACT. A screen message confirms that the record has been voided.
N-cancels the void and returns you to the inquire mode. You can also change the void by changing the Trans Type to an I and pressing <Enter>.

6. Receipts and Deposits

Per ORS rules, the payments must be deposited the same day as received, or the next business day.
Deposits must ABSOLUTELY be entered into SFMU on the same day that the receipts are entered.
If the workday ends before a bank deposit is physically able to be made, the delivery may be made the following day.
Under NO circumstances should a deposit be delivered before all entries have been made into SFMU and it has been verified that the receipts balance to the deposit.

7. NSF Checks

NSF checks will go to the Pay-In Technician. If necessary, the tech will void the check on SFMU and mail it to the branch for collection. When the payment is collected, it will need to be reentered into SFMU.
If the check is not on SFMU, the Pay-In Technician will take care of the bookkeeping end. When the branch receives the payment for the NSF, it will be receipted with a new receipt and deposit it just like the original payment. However, the receipt must indicate that the payment is for an NSF check.

8. DHS29 General Receipt (Replacing the AFS29)

Fill out the AFS29 or the DHS29 for the client if they are paying for the current month.
Use one receipt for each check/person.
When one check for multiple clients is received, there must be one receipt made for each client.

If there is not individual receipt numbers, the payments will not be posted correctly.
For this situation, indicate on the receipt that this is payment 1 of 12 with check number XXXX, so that it may be tracked.

When multiple checks are received for one client, there needs to be multiple receipts made.

Entry into SFMU must be made separately as well with different check and numbers for each entry. This is especially important with NSF checks.

9. Canada Checks

If a Canada check is received, it must be deposited the same day. Receipt and deposit the check as is. Do not call the bank for exchange rates.

If the check is in Canadian dollars, the Department will get a Transaction Advice from Treasury indicating the amount of the discount. Receipting will them make any corrections necessary.

Procedure

1. Fill out a DHS29 General Receipt.

2. Indicate that the amount of the check was Canadian$ or USD.

3. Fill out a deposit slip.

10. Elderplace Client

You must identify all Elderplace clients in the description of the DHS29 receipt. Use the receipt code of 308 for these Elderplace clients.

11. Receipting Monies Chart

The Receipting Monies Chart is located in the Support Staff Assistance Manual G 11.

12. Commonly Used Receipting Codes Chart

The chart that shows the most commonly used Receipting Codes is located in the Support Staff Assistance Manual G 13.

13. Receipting Code Matrix

The entire Receipting Code Matrix is located in the Support Staff Assistance Manual G 14.

14. RCPT ERROR MESSAGES

Error #	Error Message	Data Items
JF003	INVALID SCREEN IDENTIFIER IN FASTPATH The Fast path entered could not be found.	FAST PATH
JF009	MONTHLY ACCT FILE CLOSED The monthly account file is not available at this time. Try again later.
JF014	KEY PRESSED INACTIVE FOR THIS SCREEN Key pressed currently does nothing.
JF015	FASTPATH FILE NOT OPEN The Fast path file is not available at this time. Try again later.
JF018	APPLIED RECEIPTS FILE CLOSED The applied receipts file is not available at this time. Try again later.
JF019	PAYMENT FILE CLOSED The payment file is not available at this time. Try again later.
JF020	YEARLY ACCUNT FILE CLOSED The yearly account file is not available at this time. Try again later.
JF021	PROVIDER SERVICE FILE CLOSED The provider service file is not available at this time. Try again later.
JF025	SYS ID INVALID FOR THE FASTPATH ENTERED The two-characters following the Fast path entry field contains the System ID of the screen. Enter the correct system ID for the screen to uniquely identify the screen.	SYS ID
JF040	USER NOT AUTHORIZED OR UPDATE ACTION REQUESTED An update action (i.e. Trans Type A,V or N) has been entered for which you have not been authorized. Contact your RACF Sub Administrator for questions on authorization.
JF041	USER NOT IN SAME DISTRICT AS CLIENT UPDT NOT AUTHORIZED Your branch is not in the same district as the client you are trying to update. Contact your RACF Sub Administrator for questions on authorization.
RC001	DO YOU REALLY WANT TO ADD THIS RECEIPT? A request to add a receipt has been entered. If the information entered is correct, reply Y to add the receipt. If the information entered is not correct, reply N to open fields for change. To cancel, add and return to inquire mode, change Trans Type to I and press enter.
RC002	RECEIPT SUCCESSFULLY ADDED The receipt being displayed has just been added to the payment file.
RC005	RECEIPT MARKED AS NON SUFFICIENT FUND The receipt being displayed has just been marked as NSF (non sufficient funds). The Stat Rcpt on the screen will display NS to indicate the receipt has been marked as NSF.
RC006	DO YOU REALLY WANT TO VOID THIS RECEIPT? A request to void a receipt has been entered. If this is the correct receipt to void, reply Y. To cancel the request reply N or change the Trans Type to I and press enter.
RC007	RECEIPT DISPLAYED IS MARKED AS NSF The receipt being displayed was previously marked as NSF.
RC008	CANNOT DO VOID PENDING ADJ FOUND FOR PRIM ID ENTERED A request to void a receipt was entered. However, on or more pending adjustments were found for the Prime ID entered and the request was cancelled. The pending adjustments for the Prime ID entered must be processed before voiding the receipt.
RC009	NO RECEIPTS FOUND FOR PRIM ID ENTERED There were no receipts found on the payment file for the Prime ID entered.	PRIME ID
RC010	INVALID TRANS TYPE MUST BE A, V, N OR I Something other than an A, V N or I was entered in the Trans Type. Please correct and press enter.	TRANS TYPE
RC011	CLIENT WAS REFUNDED ON THE RECEIPT $99,999.99 A request to void a receipt or mark it as NSF was completed, but the amount displayed was not recovered. The client overpaid and was refunded the amount shown.
RC012	MONTHLY ACCT RECORD NOT FOUND FOR PRIM ID ENTERED A monthly account record was not found for the Prime ID entered. Contact SPD Information Systems.	PRIME ID
RC013	PLEASE ENTER PRIME ID Enter was pressed but there was no Prime ID to process.	PRIME ID
RC014	PLEASE ENTER Y OR N A request was entered (Add, Void or NSF) which requires a Y or N reply to complete. To cancel request and return to inquire mode, change trans type to I and press enter.	ANS
RC015	INVALID ANS, ENTER Y OR N Something other than a Y or N was entered. Correct and press enter to continue processing.	ANS
RC016	RECEIPT SUCCESSFULLY VOIDED The receipt being displayed has just been voided. The Stat Rcpt on the screen will display VD to indicate the receipt has been voided.
RC017	CANNOT DO NSF. PENDING ADJ FOUND FOR RECEIPT A request to NSF a receipt was entered. However, one or more pending adjustments are found for the Prime ID entered and the request was cancelled. The pending adjustments for the Prim ID entered must be processed before marking the receipt as NSF.
RC018	DO YOU REALLY WANT TO MARK THIS RECEIPT NSF? A request to mark a receipt as NSF has been entered. If it is the correct receipt to mark as NSF, reply with Y. To cancel the request reply N or change the Trans Type to I and press enter.
RC019	RECEIPT ALREADY VOIDED A request has been entered to void the receipt or mark it as NSF. However, the receipt has already been voided and cannot be voided or marked NSF again.
RC020	RECEIPT ALREADY MARKED NSF A request has been entered to void the receipt or mark it as NSF. However, the receipt has already been marked NSF and cannot be voided or marked NSF again.
RC022	INVALID RECEIPT TYPE Valid Receipt types are CU-Currency, MO-Money Order, PC-Personal Check or OT-Other. Please correct and press enter.	RCPT TYPE
RC023	REFERENCE NMBR REQUIRED WITH RECEIPT TYPE PC When a receipt type or PC has been entered, the reference number is also required. Please correct and press enter.	REF NMBR
RC024	AMT OF RECEIPT MUST BE GREATER THAN ZERO The Amt Rcpt must be greater than zero. Please correct and press enter.	AMT RCPT
RC025	RECEIPT DISPLAYED IS VOID The receipt being displayed was previously voided.

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