Cash Receipt Log Instruction

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					                                              Catholic Social Services
                                       Receipt/Contribution Log Instructions

BASIC RULES

             1. A Receipt log and Contribution Log (also referred to as the Deposit Log) must equal
                one deposit

             2. Credit cards payments can not be listed with cash and check payments.

             3. If your office/department scans checks for deposit, then your cash Deposit Logs
                should not have cash and checks on the same log.

             4. All contributions are deposited separately from other deposits and should be
                recorded on the Contribution Log.

             5. Signatures of the Preparer and the Reviewer are required before the Deposit Log is
                submitted to the Accounting Office.

             6. An electronic file of the Deposit Log must be e-mailed to the Accounting Office on
                the day of deposit. E-mail logs to the Junior Accountant and the Senior Accountant.

             7. If you have more than two distributions your deposit log will print on two pages.
                Both pages must be included with submitting the signed receipt log and deposit
                documentation to the Accounting Office.

             8. Both the electronic file of the deposit along with the signed deposit long must be
                submitted to the Accounting office before the deposit can be entered into the system.

COLOR CODE GUIDELINES

Yellow Fields = Field that can be completed by you

  Green Fields = Headings

   Blue Fields = Distribution Headings

  Gray Fields = Do not enter information manually. Field is either program to
                automatically update or is for Accounting Office Use Only.
                Gray Fields include: Payment Number
                                                             Batch Number
                                                             Date
                                                             Total Amount
                                                             Project Amt

CSS Receipt/Contribution Log Instructions   Rev. 7/23/2012    -1-
HEADER QUESTIONS

Method of Payment
Place and “X” to indicate if the deposit only includes credit cards or includes cash or check.

                      Cash/Checks - One Log for "EACH" Deposit Slip
                      Credit Cards


Office and Date
       1. Record the office that received the funds
       2. List the date the deposit was taken to the bank


 Office:                                           20
 Deposit
  Date:                                       04/24/09



BASIC PAYER INFORMATION


                                                                                           Credit
                                                                        Method              Card
                                                                          of                Type
                                     DEV            RE                 Payment              (Use
                                     Code          Data                (Use drop            drop      Last
                                   (Use drop       Entry                 down               down     Four
                                     down
                                                   Code                  menu               menu     Credit
                                     menu
  Receipt                           options        Const                options    Check   options   Card
    #               Payer            only)          No.      Purpose     only)      No.     only)     No.

The following column headings need to be completed as follows:

Receipt #
Refers to office receipt provided to the Payer.

Payer
The Payer is defined as the full name of:
      1. The person or entity who wrote the check, or
      2. The person who is named on the credit card, or
      3. The person or entity that paid in cash




CSS Receipt/Contribution Log Instructions   Rev. 7/23/2012       -2-
DEV CODE
The DEV Code only appears on the “Contribution Only Log”. It is used to identify funds
received as a result of the Fall Appeal, Spring Appeal, On-line Contributions, and Special
funding drives for Greensboro or Refugee Office. There is a drop down menu listing all
available options.

RE Data Entry Code
This code is only required on the “Contribution Only Log”. If the payer is in the Raiser’s Edge
system they will have a RE Data Entry Code – Constituent number. If the payer is a new donor
they will be assigned a RE Data Entry Code by the Accounting Office once the paperwork is
submitted.

Purpose
This field allows you to indicate the purpose of the funds such as fees, donations, golf
tournament, adoption, counseling, etc.

Method of payment
Use drop down menu to select one of the following methods of payment: Cash, Check or
Credit Card. For recording Electronic Funds Transfers use Check as method of payment and for
the check number list – EFT or EFT UW.

Check No.
Use this column to record the check number the payer used or to indicate an Electronic Funds
Transfer (EFT) or EFT UW Electronic Funds Transfer for United Way Funds.

Credit Card
Use drop down menu to select the credit card the payer used.

Last four Credit Card Numbers
If the payer used a credit card provide only the last four numbers of their credit card.

Total
The total for the payer is automatically calculated based on the numbers entered in the
distribution column.




CSS Receipt/Contribution Log Instructions   Rev. 7/23/2012   -3-
DISTRIBUTION

A distribution segment will need to be completed for each distribution the payer has directed
their funds to. The deposit receipt log allows up to four distributions. If you need more
distribution segments, please contact the accounting office.


                                                                          Project
                                                                           Amt
                                                                           (Equals       (Use only for
                                                                          Distribution     IS Accts)
  GL Distribution                                         (Use only
                                                                           Amount
     Account                                            for IS Accts)                    Funding
                                                                         when there is
   Number (CR)                    Distribution               Project       a project     Source
  FF-OO-LL-AAAAAA                   Amount                    Code           code)        Code



GL Distribution Account number (Dashes are REQUIRED)
       This number must include:
              FF – Fund Code (Options are 01 for unrestricted and 03 for
              restricted).

                           OO- Office Code

                           LL- Location Code (only if applicable)

                           AAAAAA – The account number

Distribution Amount
       Enter the amount the payer has going to the GL Distribution Account Number.

Project Code
       For all deposits that affect revenue accounts (Income Statement Accounts) such as
       Grant/Contract revenue accounts, contribution or fees a project code is required.

             If the distribution affects a receivable account no project code is required.

Project Amount
       The Project Code is automatically updated with the distribution amount when you enter
       a project number in the project code field.

Funding Source
      Enter the funding source number if applicable.




CSS Receipt/Contribution Log Instructions   Rev. 7/23/2012              -4-
VERIFY DEPOSIT TOTAL
Make sure the deposit total equals the amount on the bank deposit slip or total credit card
submissions for that date.

SIGNATURES
The preparer and the reviewer are required to sign off on the Deposit Log before it is submitted
to the accounting office.

DOCUMENTATION
Before the reviewer can approve the Deposit Log the support documentation must be attached
to the Deposit Log.

For all cash payments, a carbon copy of the receipt issued to the payer should be included along
with any cards or notes that accompanied the payment.

For all check payments, a copy of the check and any check stubs, cards or notes attached with
payment should be submitted. If checks are scanned then a copy of the scan check report and
check stubs, cards, or notes that accompanied the payment should be submitted.

For all credit card payments, a copy of the credit card transmission printout and all the notes,
cards, or forms that accompanied the payment should be submitted.


SUBMISSION
      1. All Deposit Logs must be completed electronically and e-mailed to the Accounting Office
         on the day of deposit.

      2. The Accounting Office will not be able to verify or enter the deposit until the signed
         Deposit Log and supporting documentation is received.

      3. The signed Deposit Log and support documentation should be submitted to the
             Accounting Office at least once a week.


                    A. For two distributions or less, print just print the first page of the deposit
                       log. To print the first page of the deposit log follow these steps:
                             File
                                Print
                                    Locate Print range box
                                        Select page(s)
                                              Enter “1” for the following fields: From:         To: Enter:

                    B. If you have more than two distributions your deposit log will print on two pages.
                       Both pages must be submitted to the Accounting Office.

CSS Receipt/Contribution Log Instructions   Rev. 7/23/2012   -5-

				
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