Library Guides: JCU Library Experience Procedures: Receipting & Payments (SMS)

Accessing SMS

Open SMS Cloud (Student Management System). This link can be found on the JCU Staff page - FinanceOne CiAnywhere.
The following screen opens and then directs you sign in with Single Sign On. Untick keep me logged in (this allows others to log in on generic computers)
A dashboard appears, click the Student Management found in the Ci in the Cloud section on the right. Click the down arrow if it isn't appearing.
Click on Cash Receipting 2 button
SMS will then open, follow the Creating and Retrieving a Batch in SMS instructions

Creating/ Retrieving a Batch in SMS

Purpose: To be able to create and retrieve batches

Related Confluence pages:
- Using SMS: Purpose: To be able to use Student Management System
- Types of Payments in SMS: Purpose: To see what types of payments can be made and what details need to be filled out in SMS
- Receipting – Useful Information Purpose: To be able to find a receipt number in a current batch, printing a duplicate receipt, searching for a receipt by patron name, change the Batch user and how to delete a line prior to saving.

ALMA Roles
- Not Required
Responsibility
- All frontline staff

Open SMS Live (Student Management System)
Select Receipt tab
Type Batch number in the Batch Reference field
- Batch number protocol:
  - Cairns: Site (Library + location (Cairns) + date (ddmmyy) = LCddmmyy LC290323
  - Townsville: Site (Library + location (Townsville) + date (ddmmyy) = LTddmmyy LT290323

The first transaction of the day will bring up a Warning List box – double-check the batch reference is correct, should be today's date format LTDDMMYY or LCDDMMYY then click OK

Log into SMS cloud see instructions here
Click on Menu

Click on Batch User (#Bat090.01.MNT)

Fill in the following details:
- That day's batch number LTDDMMYY (Townsville) or LCDDMMYY (Cairns)
- Your JCU Number

Click Retrieve in the top menu, which should then change the previous person's name to yours.

A window will appear to ask if you are sure you want to make changes to the current batch number. Agree.

! If you create a batch with the wrong date, let your team leader know via email !

note in the email the receipt numbers that were incorrectly processed under that batch number if possible.

rachael.mcgarvey@jcu.edu.au for TSV
vaurian.lewin@jcu.edu.au for Cairns

Entering a payment

Check the Batch Reference is correct (e.g. LT290319 for Library Townsville 29 March 2019).
Complete the Allocation Details and Payment Details according to type of transaction/payment. See the table below.

Type of payment	CS Type	Student Card required (to link to account)	Additional Reference	Receipt to
CopyPrint account (JCU students only)	MFD	Required	Student ID number	SURNAME, First name
Printing printed and paid for at Library Help desk	SAP	Not required	Printing	SURNAME, First Name (if receipt requested)
3D printing paid for at Library Help desk	SAP	Not required	3D	SURNAME, First Name (if receipt requested)
Binding, laminating, badges, photocopying and incidental sales	LBL	Not required	Binding or other	SURNAME, First Name (if receipt requested)
Library fine	LF	Required for Students Not Required for staff and community members	Student ID number or SURNAME, First Name for Staff and Community Borrowers	SURNAME, First name
Library Card fee	LCF	Not required	SURNAME, First name	SURNAME, First name
ILL payments by JCU students and staff	LDI	Not required	SURNAME, First name	SURNAME, First name
ILL payments by non-JCU clients	LDE	Not required	SURNAME, First name	SURNAME, First name
Multimedia equipment hire by JCU students and staff	LAV	Not required	SURNAME, First name	SURNAME, First name
Special Collections charges – internal with no GST – for use by JCU students and staff	LNQI	Not required	SURNAME, First name	SURNAME, First name
Special Collections charges – external with GST – use for non JCU clients	LNQE	Not required	SURNAME, First name	SURNAME, First name

Ledger Category = CS (Cash sale)
Search Lgr Cat = ST (when student card required - MFD & LF – not required for staff or community borrower)
Customer Id = Scan student ID barcode (when student card required - MFD & LF - not required for staff or community borrower)
CS Type = Transaction type (e.g. LBL, LF, MFD) – see SMS Transaction codes below
Amount = $ amount being paid
Additional Reference = see SMS Transaction codes below
Process Payment as CASH or EFT
- Payment details:
  - CASH or EFT
  - Amount ($$.cc)
Receipt to = see SMS Transaction codes below
Process Payment as CASH or EFT
- Payment details:
  - CASH or EFT
  - Amount ($$.cc)
- Receipt to = see SMS Transaction codes below
- Save and clear
IMPORTANT!
Write the receipt number on the Merchant Copy EFTPOS slip and place in the cash drawer. Do not leave EFTPOS receipts laying around on the desk!
If after saving the record you realise that you entered CASH instead of EFT or vice versa, alert the Team Leader Library Experience with all details so the entry can be voided and correctly receipted (this is critical to enable banking to proceed without errors).

Printing a receipt

When you have entered a purchase into SMS cloud:

Click the search tab and enter ePay receipt
Click the icon this will open up the following screen
In the Destination drop down menu select Display announcement when report is ready for viewing and enter the receipt number
Click Submit Request to Server on the left menu
A window opens that looks like this
On the lower right hand side, a pop up message appears, click to open the PDF receipt
Print as per Secure Black/Colour process