With the increasing number of online payments and over-the-counter payments coming into the database, the method for creating receipts needed to be modified to handle the increased number of payments. Unlike over-the-counter payments where only a few records may be created at the same time or within a few seconds of each other, online payments have the possibility of creating handfuls of payments within the same second. To facilitate this, we changed how receipts are created, how the receipt number is formatted, and how receipts are stored in the database.

Two major modifications within the Cash Receipting (CR0) database were made.

• First, we increased the length of the receipt number by adding two digits to the front of the existing receipt number.

• Second, we removed the Workspace Receipt Group number (2 digits before the decimal) from being stored in the same field as the receipt number. This means that the CR0 database now has two separate columns to designate a fully formatted receipt number: [tblWorkspace.ReceiptGroup].[tblReceipt.ReceiptNumber].

 

 

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Tracking the new receipt number

You can see this new receipt number format in the Workspace maintenance view in Caselle Connect with the Receipt update note that we added as part of this update. It will show you what your last receipt number was with the new format:

 

 

Which views were updated?

We updated every view that displays the receipt number to use the new formatted receipt number. This was done to help you consistently see the new number format. Other than the receipt number being longer, the receipt number will be displayed like it was in prior program versions with the workspace receipt group number followed by a decimal point and then the receipt number within that group. 

Example: Enter Payments view

For example, in the Enter Payments view shown below, you can see the Receipt Number field shows the same Workspace Receipt group number and a decimal point followed by the receipt number. This is the same as it was in versions prior to 2025.02, with a couple of additional leading zeroes before the actual receipt number.

 

Example: Receipt Inquiry view

Another example would be inside our Receipt Inquiry view.

 

Changes to searching and filtering selection criteria - Reports

Even though we try to make these types of changes as non-intrusive as possible,  it does present a challenge with how it affects the reporting inside Cash Receipting. If you look at any of the following reports, you’ll now see a [Report].Receipt number column in the Selection Criteria, Report Order, and Columns tab.

• Deposit List

• Reconciliation Report

• Payment Register

• Receipt Register

• Unposted GL Report

• Unupdatated Payments Report

 

What's the same?

This new report column will show the formatted receipt number that users are comfortable with, as it will include the Receipt Group and Receipt Number as one value.

 

Example: Receipt number column in report output

Here is an example of what the [Report].Receipt Number column looks like in the report output:

 

What's different?

The uncomfortable part with this new column is when you use it to define specific criteria for the report output. The search grid is no longer available within the selection criteria value dialog through the Search (binoculars) button.

 

You can still use the field in the selection criteria to designate a single receipt number or range of receipt numbers, but instead of clicking the Search (binoculars) button to open a search grid of receipt numbers, you’ll need to manually type those receipt numbers in the Enter Value field, like in the following image.

Important! Please note, when entering the receipt number manually you do not need to enter the decimal point separating the workspace receipt group number.

 

 

Using Search to look up receipt numbers by workspace

If the search grid is something that you ultimately want to use to filter down the receipts in your report, you can still do this, but it will take an extra step compared to the old program version.

Step 1: Instead of using the [Report].Receipt number column, you’ll use the Receipt. Receipt number column in the selection criteria.

This column will allow you to use the Search (binoculars) button, BUT this field column will only show/filter the actual receipt number value, and it will NOT include the workspace receipt group. Example: If you want to show receipt number 1.000003578, then you would enter 3578 in this field.

 

Step 2: Determine your receipt group.

This can be done either by adding the [Report].Receipt group column to the selection criteria OR you can use the Additional Options tab on the report to choose which workspace you want to use to filter receipts.

• Using the selection criteria

• Using the Additional Options tab

 

Using the selection criteria

You can use the [Report].Receipt group to filter receipt numbers by workspace. Each workspace is assigned to a receipt group and selecting a receipt group will select receipt numbers from the selected workspace. 

In the example below, you can see the filter is set to the receipt number column, mentioned in step 1, and the receipt group is set with the column option.

 

 

 

Using the Additional Options tab

You can also use the Additional Options tab to filter receipt numbers by workspace. You can see in the example below, how to use Workspaces (on the Additional Options tab) to set the workspace. 

 

Important! One special note, if you use the Receipt form/report to reprint your receipts, you’ll need to use both the Receipt.Receipt number and Workspace.Receipt group columns to filter your receipt number to select the receipts you want to reprint.

 

Using selection criteria to select a single receipt

You can set up a report or form to select a single receipt. For example, reprinting a receipt. In the selection criteria, replace ALL for the [Report].Receipt number with a receipt number. 

 

 

 

 

 

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