TTUHSC Online Cash Receipts

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					                         TTUHSC Online Cash Receipts 
The new online Cash Receipts system became available December 1, 2009 and has replaced the
DDIS (Departmental Deposit Information Sheet). All cash receipts except for the Lubbock MPIP
office, who will continue to use their current online automated process for non-contract
receipts, must use this system to record receipt of cash, checks, wires and credit card
payments. Cash receipts for revenue contracts interface to the Contract Database and Contract
AR system where you can track payment on those contracts.

New Process: The online Cash Receipts system has replaced the paper DDIS form. The online
process allows for departmental deposit information entry, electronic routing and approval. The
online system also has the capability of returning an online cash receipt for correction. Reports are
available to help you monitor the cash receipting process.

The online Cash Receipts system site is available at https://www.fiscal.ttuhsc.edu/CashReceipts.
The Cash Receipts system may also be accessed directly from the Contracting Website at:
https://www.fiscal.ttuhsc.edu/contracting/ .

A document containing detail about the Cash Receipts system is available by clicking on “Help” in
the Menu on the left side of the site.




                 Select “Help”




Process Outline: 
 
Enter Cash Receipt 
 
Click on “New” in the menu bar on the left. You will be asked to sign in using your eRaider name
and password.

Your name and department information will populate in the cash receipt based on your eRaider ID.



TTUHSC Finance Systems Management                                                      [1]
   1. Enter the deposit date. This date will feed to Banner as the Transaction Date. If this date
      does not match the actual deposit date, Student Business Services (SBS) may change the
      date.

   2. Enter the deposit amount. This amount must match the total of all deposit lines in the detail
      section below.

   3. Enter the appropriate bank code from the drop down menu provided. The Lubbock deposits
      that are not MPIP should be coded to 66 – HSC PlainsCapital General Fund.

   4. Notes are not required. They may be useful to the intermediate approver or for queries.

   5. SBS Notes is reserved for SBS to communicate with you in the event a CR is returned.

   6. There are four deposit types:
         o Contract Revenue
                   FOAP information is defaulted from the contract accounts receivable (billing) in
                   the Contract Database and Contract AR systems
                   Description is required and will feed to Banner and be reflected in Cognos
                   reports
                   Contract number is required. You must select an AR Billing from the choices
                   available when you click on the “Billing” button




                    Click                         Select “Billing
                   “Billing”                          Item”




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                   Deposit number is for Student Business Services (SBS) and Accounting
                   Services use only
                   Line Notes are not required but provides an additional data field for queries or
                   reports. This information will not feed to Banner or your ledger reports.
                   Amount is the total amount for this detail line




                                                                               Click “Add
                                                                                  Line”




         o Expense Reimbursement
                FOAP information is required and should match the FOAP information of the
                original expense that is being reimbursed
                Description is required and will feed to Banner and be reflected in Cognos
                reports
                Original Expense Document ID is required
                Deposit number is for Student Business Services (SBS) and Accounting
                Services use only
                Line Notes are not required but provides an additional data field for queries or
                reports. This information will not feed to Banner or your ledger reports.
                Amount is the total amount for this detail line




                                                                    Click “Add
                                                                       Line”


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         o Other
                   FOAP information is required
                   Description is required and will feed to Banner and be reflected in Cognos
                   reports
                   Deposit number is for Student Business Services (SBS) and Accounting
                   Services use only
                   Line Notes are not required but provides an additional data field for queries or
                   reports. This information will not feed to Banner or your ledger reports.
                   Amount is the total amount for this detail line




                                                                             Click “Add
                                                                                Line”




         o Patient Billing Revenue
                  FOP information is required (the account code will automatically default)
                  Description is required and will feed to Banner and be reflected in Cognos
                  reports
                  Contract number is required. However, you will not select a Billing as an
                  accounts receivable (billing) is not required
                  Deposit number is for Student Business Services (SBS) and Accounting
                  Services use only
                  Line Notes are not required but provides an additional data field for queries or
                  reports. This information will not feed to Banner or your ledger reports.
                  Amount is the total amount for this detail line




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               Enter
              Contract                                                     Select “Add
                                                                              Line”




   7. After you enter each detail line of the deposit you must click “Add Line”.

   8. Review all added lines. You can delete, edit or copy lines if needed.

   9. After all lines are correct, you have two options:
          a. Click Forward – This allows you to forward the cash receipt to another individual
             using a search feature. The cash receipt is not submitted for approval. The individual
             receiving the forwarded cash receipt must submit it. They will be considered the
             depositor.




                                                    Search for an
                                                 individual and Click
                                                      “Forward”


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         b. Click Submit – This will complete your Cash Receipt and submit it to be approved by
            the intermediate approver or Student Business Services.




   Click “Submit” after
      reviewing lines




   10. When the cash receipt is submitted, the depositor will receive this confirmation screen. View
       the Cash Receipt by clicking on “View Cash Receipt in PDF Format”.




                                                                             View and print
                                                                             PDF version of
                                                                              cash receipt

   11. Print the cash receipt and take to your intermediate approver or to the Student Business
       Services (SBS) office along with your bank deposit of cash, checks, wire transfers and credit
       card batch settlement reports.




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An intermediate approver or the SBS office may edit or return your cash receipt. If a cash receipt is
returned, you will get an email stating that your cash receipt has been returned. To view and
correct the cash receipt, click on “Action Items” in the menu on the left side of the Cash Receipt’s
site and open the cash receipt. Once corrected, submit the cash receipt again. The cash receipt
will follow the same review and approval process as the original submission.

Features: 
Action Items 

The Action Items section located on the menu lists the cash receipts waiting your submission.
These receipts are not considered completed and cannot be approved until submitted. Cash
receipts fall into your Action Items if they are either returned or forwarded for your submission.




TTUHSC Finance Systems Management                                                        [7]
 

Returned Cash Receipts 

Intermediate approvers and the SBS office have the ability to return a cash receipt to the person
who originated the cash receipt for corrections or more information. If a cash receipt that you
entered is returned, you will receive an email notification.

To access the returned cash receipt, click on “Action Items” from the menu on the left side of the
Cash Receipts main page.




                                            Click “Action Items”




A list of cash receipts will display. The status field will indicate the cash receipts that have been
returned. Click on the cash receipt number that you wish to correct and resubmit.




                                                            Click on cash
                                                           receipt number




To correct or add additional information to a line in a cash receipt, click on the red “Edit” link in the
edit column for the cash receipt line you need to correct or add additional information.




TTUHSC Finance Systems Management                                                          [8]
                              Click “Edit”


Correct or add any additional information for this line of the cash receipt and click “Add Line”.




                                                                                Click “Add
                                                                                   Line”



After the line is added, review edited information for accuracy and click “Submit”. The cash receipt
will go back through the original approval process.



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                             Click “Submit”

You will see a confirmation screen after you submit the cash receipt.




                                                                View and print
                                                                PDF version of
                                                                 cash receipt


Click on “View Cash Receipt in PDF format” to review your cash receipt. You may print a copy of
the corrected version for your records.




TTUHSC Finance Systems Management                                                 [10]
After you edit and submit the cash receipt, you will get an email confirmation that the cash receipt
has been modified.

Forwarded Cash Receipts 

Users have the ability to forward a cash receipt to you for submission. When a cash receipt is
forwarded to you, you become the depositor. The cash receipt will not be approved until you
successfully submit it. If a cash receipt is forwarded to you, you will receive an email notification.

To access the forwarded cash receipt, click on “Action Items” from the menu on the left side of the
Cash Receipts main page.




                             Click “Action Items”




A list of cash receipts will display. The status field will indicate the cash receipts that have been
forwarded. Click on the cash receipt number that you wish to submit.




                                                            Click on cash
                                                           receipt number




To correct or add additional information to a line in a cash receipt, click on the red “Edit” link in the
edit column for the cash receipt line you need to correct or add additional information.




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                                   Click “Edit”

                                                                                                     
Correct or add any additional information for this line of the cash receipt and click “Add Line”.




                                                                                 Click “Add
                                                                                    Line”



After the line is added, review edited information for accuracy and click “Submit”.




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                             Click “Submit”


You will see a confirmation screen after you submit the cash receipt.




                                                                View and print
                                                                PDF version of
                                                                 cash receipt


Click on “View Cash Receipt in PDF format” to review your cash receipt. Print the cash receipt and
take to your intermediate approver or to the Student Business Services (SBS) office along with
your bank deposit of cash, checks, wire transfers and credit card batch settlement reports.




TTUHSC Finance Systems Management                                                  [13]
Pending Cash Receipts: 
To view pending cash receipts, click on “Pending” in the menu on the left side of the Cash
Receipts site. You will see a list of all “Pending” cash receipts waiting for intermediate approval or
approval from the Student Business Services office.




                                                  View detail of
                                                  cash receipt




To view the detail of a pending cash receipt, click on the red cash receipt number in the Cash
Receipt column.




Reports: 
There are three reports available to help you manage your cash receipts:

       •    History – Displays a list of all approved and posted cash receipts that you have
            permission to approve. You can click on the cash receipt ID to view the cash receipt
            details (CRs must have been approved by Student Business Services)
       •    Search – Allows you to search for any cash receipt in the system regardless of status
            and permissions.
       •    Daily Approvals – Provides a list of the CRs that Student Business Services has
            approved based on a given date.


TTUHSC Finance Systems Management                                                       [14]
To access available reports, click on “Reports” in the menu on the left side of the page.




                               Click “Reports”




Click on an option to view the reports.




Look for planned development of reports through Cognos as we further develop this application.
The reports can be located at Public Folders > HSC Business Affairs > Departmental Reports >
Cash Receipt.

If you have questions about the online Cash Receipts system, please contact Student Business
Services at 743-1888 ext 226 or fsm@ttuhsc.edu.




TTUHSC Finance Systems Management                                                    [15]