The Cash Receipt Document

Section A
      1. System Information Zone
      2. Accounting Zone
      3. Reconciliation Zone
          Cash and/or Checks
          Credit Card Receipts
          Advance Deposits
          Recording Refunds
The Transaction Processing “Action” Buttons
Routing the Cash Receipt Document
      Key to Routing Status
      Ad Hoc Routing
Printing Paper Copies
      Printing Before Routing
      Printing Routed Document
Searching for Existing CR Doc
Reporting Tax Information
Correcting a Cash Receipt
Cash Receipt Document Restrictions
Table of Bursar Contacts by Campus
Processing Overview

Section A
Basic Information

The cash receipt document is used to record cash, checks, and credit card deposits made to Indiana University's bank accounts. Send a copy of the cash receipt document along with the deposit to the Bursar's Office. (Printing procedures are outlined in the section 'Printing Paper Copies'.) Although the functionality of the document remains the same, procedures for processing the Cash Receipt document may vary from one campus to another. This document outlines procedures for the Bloomington campus where cash receipt deposits need to be delivered to the Bursar's office by a courier. Use the web form at http://www.indiana.edu/~mailsvc/ for a pick up. On all other campuses, procedural questions regarding the use of the cash receipt document should be directed to the appropriate campus business office.

System Information Zone: Top portion of the Cash Receipt document

System information ensures that each transaction is unique and can be tracked throughout the initiation/approval process. The following system generated data appears in "System Information" fields.

The remaining information must be entered by the user.

Accounting Zone: Middle section of the cash receipt.

Information in the Accounting zone is entered the same, regardless of the source of income.

3. Reconciliation Zone: The bottom portion of the cash receipt

Cash and/or Checks

When recording a deposit of checks and cash, the Reconciliation zone should appear as follows:

Click on the down arrow beside the Checks field to bring up the following Check Detail screen. It is a good practice to add details for auditing purposes later on.

The Check Detail screen provides fields where the user may enter check numbers, check dates, descriptions (e.g., the name of the person or company from which the check was received), and check amounts. After entering the data on this screen, click on the OK button to carry the check total back to the Checks field on the document.

Click on the down arrow beside the Currency field to bring up the following Currency Detail screen.

Click on the down arrow beside the Coins field to bring up the following Coin Detail screen.

The Coin Detail screen provides fields where the user must enter the total amount of currency received for each denomination.
The example above shows that the currency deposit for this transaction was $4.25 worth of quarters; $1.20 worth of dimes; $.25 worth of nickels; $.25 worth of pennies.

After entering the data on this screen, click on the OK button to carry the check total back to the Coins field on the document.

The completed Cash Receipt document would appear as follows:

Reconciliation Zone: Credit Card Receipts

This field, Crdt Crd, is not used by most departments. Departments who receive credit card payments processed through an outside vendor should contact FMS Customer Service (fmshelp@indiana.edu) for information before completing a Cash Receipt document involving credit card payments.

Reconciliation Zone: Advance Deposits

Some university departments take their deposits straight to the bank rather than sending them to the Bursar's Office for deposit. These are referred to as advance deposits and must be recorded in the university financial system via the Cash Receipt document. The document is filled out exactly the same as for deposits of cash or currency, or credit card receipts, with the exception of the Reconciliation zone.

Note: A Cash receipt document for cash advance deposits will automatically approve and does not route. Therefore, advance deposits cannot be combined with other deposits on the same Cash Receipt document.

To fill in the Reconciliation zone for an advance deposit you must click on the down arrow beside the Advance Deposit (Adv Dep) field. It is not possible to enter data directly into the Advance Deposit field on the face of the document.

Click on the down arrow beside the Adv Dep field to bring up the Advance Deposit Detail screen.

The following information is entered into the Advance Deposit Detail fields:

To display a list of valid bank codes, double-click on the Bank Code field. The appropriate bank code can be selected from the Bank Code Lookup window shown on the following page. Use the scroll bar to the right of the screen for additional bank code choices.

Double-click on the appropriate code, or select it and click on the OK button to return the code to your document. If the bank code is not in this list, contact IU Treasury Operations for further instructions, or FMS Customer Service (fmshelp@indiana.edu) .

Click on the OK button to save these values to your document. See the screen below for how the finished Advanced Deposit should appea.r

Recording Refunds

1) Account	Enter the account number from which the funds were originally paid.
2) Object	Enter the expense object code from which the funds were originally paid.
3) Amount	Enter the amount as a negative (e.g., -500.00).

Because an expense object code is being used with a negative amount, the system views this as income, and will place the funds back where they belong.

Note: If you are depositing funds that were originally expended on a capital asset object code, (7XXX), please contact FMS Customer Service before initiating the Cash Receipt document. Capital Asset object codes require special handling. Below is an example of such a transaction:

Anytime you are dealing with a capital asset item, you need to put the asset number from the original purchase order on the Assets to be Updated screen. If multiple assets are involved, assets must be added with the Notes button on the right side of the main screen.

The Transaction Processing “Action” Buttons

Several buttons appear to the right of the screen in most TP documents. Each button performs a specific "action" or function that can also be accomplished through the use of the menu bar. However, the buttons provide a shortcut for the user. While many of these buttons appear on most documents, some documents have buttons that are unique to them.

OK Button
The OK button saves the document and begins the routing process. The Cash Receipt document routes to the campus Bursar Office, except for the Advance Deposit Cash Receipt which is automatically approved.

CANCEL Button
This button allows you to exit from the document. If you have made any entries on the document you will see a pop-up screen with the following message: "Document has been modified. Would you like to save your changes?" Clicking on Yes will save the document to your in-box with a status of “I” ("In process"). If you click No you will return to the Document Group Selection screen and the document will be lost.

Note: The "Save" function on the menu bar (File > Save) allows you to "freeze" a document at any stage while you are creating it, without losing any data already entered. For example, if you are called away from your desk or have to leave the FIS while initiating a document, you may want to save it at that point and come back to it later. Alternatively, you may simply want to set aside a document to be completed later. The document will be stored in your In Box with an "Approval Def." status. It will maintain its original document number and the status will be "I" until you complete and route it.

ROUTE Button
When you are initiating a Cash Receipt document, there will be no entries in the Routing log. Once the document has been saved to the initiator’s in-box, or approved, the Routing log can be seen by opening the Cash Receipt document and clicking on the “Route” button.

At the Document Routing Log you can check to see:

• Who has been notified that a document is awaiting their action
• When they were notified
• Who actually took some sort of action
• When they took action
• The status (what kind of action has been taken, if any)
• If the person who took action was part of a workgroup

 NOTES Button
The Notes button allows you to attach a note to a document. Anyone who views the document may also view the note attached to it. (See "Attaching a Note to a Document" in the FIS document Introduction to Transaction Processing.)

SUBACCOUNTING Button
This button allows you to assign a sub-account number, a sub-object code, a project code, and/or an additional reference number to an accounting line.

TAX Button
This button takes you to a tax screen that is only available when the cursor is on an accounting line with specific account and object code information. See section VII for use of this screen. This button is used to report sales taxes for certain transactions.

CASHIER Button
This button brings up the cashiering document. This document is used by the Bursar to verify the cash amounts entered on the CR by the initiator. This button is available only for the campus Bursar workgroup.

Routing the Cash Receipt Document

Click on the OK button to begin the routing. For most types of Cash Receipt documents, a dialog box pops up and asks you if you would like to print your Cash Receipt document before routing it. Click Yes because you will need to send a paper copy of the document to the Bursar's office, along with the accompanying media (cash, checks, coins, etc.). The electronic Cash Receipt document is then automatically routed to the campus Bursar workgroup. At this point the status of the document is "Q."

Cash Receipt documents which do not route to the bursar's office, and for which you will not receive the printing dialog box are
   1) Credit card transactions
   2) Advanced deposits.

II = document has been ad hoc routed by the initiator to another approver prior to Bursar approval.
Q = document has routed to campus Bursar office
V = document validated and approved by Bursar office
A = After Bursar Control Screen (BCS) approval and the nightly batch cycle, status changes to approved document.
Document Routing Log: Lists the person(s) to whom the document was routed. Clicking on the "Route" button takes you to the log.

2. Ad Hoc Routing

Ad Hoc Routing only works on Cash Receipt documents at the first level (i.e., the document’s initiator). If a Fiscal Officer wishes to see and approve the document before it is approved, Ad Hoc routing should be turned on by the document initiator before the document is routed.

Printing Paper Copies

Printing a Document Before Routing

When you have finished creating your Cash Receipt document and click the OK button to route it, the following dialog box will appear on your screen.

Click on the Yes button to bring up the following window.

The settings on this window should not be changed unless you wish to print more than one copy of your Cash Receipt document. In this case you should change the Copies setting to reflect the number of copies you wish to print. Click on the OK button to finish the printing process. Your document will be printed on your default printer.

Printing a Document That Has Already Been Routed

Even if a document has already been routed by you or some other user, it is still possible to print a paper copy of the transaction. The document must first be retrieved using the FIS search procedures. Once the document is displayed on your screen, select Print from the File option on the menu bar to display the following window.

In order to print all of the information contained on the face of the document (i.e., total description and explanation), leave the print mode settings as they appear above, and click on the OK button. The following window will then be displayed.

Once again, the settings on this window should not be changed unless you wish to print more than one copy of your Cash Receipt document. In this case you should change the Copies setting to reflect the number of copies you wish to print. Click on the OK button to finish the printing process. Your document will be printed on your default printer

Searching for an Existing Cash Receipt Document

Steps for searching for an existing Cash Receipt document in the Transaction Processing system are outlined below.

From the Welcome screen, click on the Search for Documents button (or choose Document Search from the Inquiries menu bar options). The following Document Search window will be displayed on your screen.

In the Search Criteria section of the Document Search screen, enter as much information as you know about the document you wish to find. In the example below, the user is searching for a Cash Receipt document created on August 21, 2003, by the user PJTAYLOR, in the amount of $1065.950. The more information you can put in, the narrower the search will be.

Once the data has been entered into the Search Criteria section, click on the Search button to display the search results in the Search Results section of the screen.

Open the document by double-clicking on the document number, or placing your cursor on the appropriate Search Results line and click the Open button.

Reporting Tax Information

A tax information screen is a part of the Cash Receipt. Each month, the university is required to report and remit sales tax collected to the State of Indiana. Annually IU is required to report gross sales, taxable sales, the amount of sales tax remitted, and the county for which the sale occurred. The tax information screen allows users to enter the required information in the correct format and it can be captured easily for reporting purposes.

When your organization has sales that collect the Indiana state sales tax, you will use the Cash Receipt to deposit the tax collected. If you use account number 96-127-79, object code 9015, the tax information screen will pop up. The tax screen is only available when the cursor is on an accounting line. The following information must be entered:
  • Account number that had the sales
  • Gross Sales
  • Taxable Sales
  • Month and four-digit year for which the sales tax was collected

For assistance with reporting tax information, e-mail taxpayer@exchange.ucs.indiana.edu

Correcting a Cash Receipt

If a Cash Receipt has been initiated and approved, but was incorrect, the following process should be used to correct the transaction.

If an incorrect account or object code was used, the General Error Correction (GEC) document should be initiated to make corrections. Instructions for use of the GEC may be found at http://www.fms.indiana.edu/fis/html_docs/gec/gec.asp.

If an amount was entered incorrectly, a negative Cash Receipt document must be initiated. Use the same account number and object code as on the original Cash Receipt, but put in a negative amount.

Note: Use the Advanced Deposit field in the Reconciliation Zone to enter the amount. Because this Cash Receipt is correcting an error, and no media will be sent to the campus Bursar office, this Cash receipt needs to automatically approve and NOT route to the campus Bursar. Entering the amount into the Advance Deposit field will accomplish this automatic approval.

If an error was made on the Tax screen, do not process another Cash receipt. Send e-mail to the FMS Tax Area at taxpayer@exchange.ucs.indiana.edu

Cash Receipt Document Restrictions

Cannot use Salary object codes (2XXX and 3XXX). Note: All reimbursement checks for salary and wages should be sent to FMS Payroll, Poplars 526, Bloomington campus.

Cannot use transfer object codes 1699 and 5199.

Capital asset object codes need special handling; contact FMS Customer Service before using 7XXX object code on a Cash Receipt Document.

Appendix 1: Table of Bursar Contacts by Campus

Processing Overview

The procedures for processing Cash Receipt documents are slightly different than for other financial documents in the Transaction Processing system. The following steps are taken:

1. Completes the electronic Cash Receipt document in the Transaction Processing (TP) system and clicks on the OK button to begin the routing process. The electronic Cash Receipt document is automatically routed to the campus Bursar workgroup. At this point the status of the document is “Q.”
   
2. Prints a copy of the cash receipt document
   
3. Sends a paper copy of the document to the Bursar’s office, along with the accompanying media (cash, checks, coins, etc.)

Bursar

1. Reconciles the amount received for deposit with the cash receipt media breakdown and the electronic cash receipt document
   
2. Verifies the cash receipt document by confirming the amount of the media. When the document is approved the status changes to “V”.
   
3. When the daily Bursar Control Screen (BCS) is approved the “V” in the status field of the Cash Receipt document changes to an “A.” The number of the deposit document is entered automatically into the org doc# field of the Cash Receipt document.