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Cash_Receipts by xiuliliaofz

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									             CSU Kuali Days

    Welcome to CSU Kuali Days!

         Overview Session for:

Cash / Credit Card Receipts and Advance
                  Deposits
              April-May, 2009
                    Cash Receipts

           Training Team Members

•   Becky Everett, B&FS 1-0597
•   Brian Grube, B&FS 1-6633
•   Kay Gallatin, Biomedical Sciences 1-8396
•   Kendra Reitz, CSU Bookstore 1-1662
                Accessing the Kuali
                 Financial System
• A link to the test site of KFS is provided on the
  B&FS website.
• Effective July 1, 2009 access to KFS will be
  through the Campus Administrative Portal at
  https://cap.is.colostate.edu
• Log in using your eID (name)
• Log out using the X
                  Important Reminders

• KFS goes live on July 1st for FY 2010

• Training materials are available at
  http://kuali.colostate.edu and http://busfin.colostate.edu

• Virtual Kuali Help Desks can be retrieved by
  going to the CAP at https://cap.is.colostate.edu
  OR by clicking on the “Provide Feedback” found
  on most Kuali screens
                Important Reminders
                      (cont.)

• Please contact any training team member for
  assistance regarding this session

• Registration for current Kuali training sessions is
  open until filled or completed

• Hands-on training labs are scheduled June 1st -
  5th and June 8th – 12th (additional information will
  be provided soon)
                     Evaluations

Please complete the evaluation survey

- drop off in the session evaluation box
                          or
- with your training team member for this session
                          or
- return to Valerie Monahan: 6003 Campus Delivery
         Overview – Cash Receipts

Various Kuali documents REPLACE CASHNet
           Departmental Deposits

Why Replace CASHNet?
   • Single sign-on
   • Standardized look and feel
   • One database for all transactions
                   Overview – Cash Receipts


Process will remain very similar to the current Departmental
               Deposit process in CASHNet


Other than some cosmetic and terminology differences, the
only major difference is that your department may need to
break their deposit into a couple of different transactions –
depending on the types of receipts you are depositing.
                             Terminology
•   Financial Records System Term   Kuali Financial System Term
• FRS                               KFS
• No equivalent FRS code            Chart code (CO)

• General Ledger (GL) Acct
       (022376)                         Account (2237600)
• Sub Ledger (SL) Acct
       (223760)


• Account Control (GL)
       (1437, 2020)                    Object Code (1437,2020)
• Subcode (SL)                                         (4380,6600)
       (0600, 4000)
                     Object Code Structures

Object   Type          Normal    Objects commonly used in Cash
Code                   Balance   Receipts Process

1XXX     Asset         Debit     Accounts Receivable (1437)


2XXX     Liability     Credit    Tax Liability (202X)


4XXX     Revenue       Credit    Various Revenue Codes (4380)


5XXX –   Expense       Debit     Credit Card Clearing (6684)
9XXX                             Cash Over/Short (6634)
                                 Long Distance (6621)
                 Main Menu
                             Feedback Link
Menu Tabs




 Workflow Menu
    Buttons                  Current User



                                             Message of
                                              the Day
                         Documents used in the
                             CR Process


                                     Advance Deposit
                                     EFT (wire transfer or ACH) receipts

                                     Cash Receipt
                                     Cash, Check and Credit Card receipts*

                                     Distribution of Income and Expense
                                     “Zero Dollar” Deposits
                                     Negative Credit Card receipts (refunds
                                     > sales)

• Departments may choose to process ALL credit card receipts through the
    Distribution of Income and Expense Document
                  Example of the old
                  CASHNet Deposit

Example #1 – Relatively Simple, no credit card
receipts

Receipts:
$ 11.69 in Currency and Coin
$ 100.00 in Checks

Source of receipts:
$ 108.00 – Revenue for Sales of Goods/Services
$ 3.69 – Long-distance phone reimbursement
Example of the old
CASHNet Deposit
                       Old
                     CASHNet
                      Form
Example of the old
CASHNet Deposit
                        Old
                     CASHNet
                       Form
                     Continued
   Example of CR in Kuali
    using prior CASHNet
          Example



Click on
 Cash
Receipt
              CR Document


                Begin with
 All fields         a
 with an *      description
 must be
completed


                                Use the drop
                               down menu to
                              choose between
                                  entering
                                 individual
                              checks/batches
                                or total only
                 Cash Reconciliation
               section of CR Document
    Enter
 individual
    check
details here
 if you did
not choose
 total from
  the drop
down menu                                Be sure to
                                        click the add
                                        button after
                                        each line of
                                            input
               Accounting Lines
  Now you
  begin to
  enter the
accounting
lines detail                       Import
                                  lines for
                                    large
                                   entries
Accounting Lines (Cont.)

                  Each one of
                     these
                   magnifying
                glasses will take
                you to a search
Looking up object codes




        Here you are able
         to search on the
        old FRS subcode
        to locate the new
        Kuali Object Code
                     Looking up object codes




 Once you click
search the results
 will appear here
 and to input the
value in your form
 just click return
       value
                     Looking up object codes


As an alternative to looking up object codes with Kuali’s
online search, there is a list of object codes available under
“Guides and Documentation” on the kuali.colostate.edu
page.


IMPORTANT NOTE: If you unit currently utilizes user
defined subcodes, it is likely that these do not exist in Kuali.
Please work with your area’s Business Officer to determine
if Sub-Object Codes should be set up.
CR Document


                               If you are
                            reimbursing an
                             expense you
                             must put the
                            amount in as a
                                negative
                                number
                             because you
                             are doing the
                              opposite of
                            what a normal
                            transaction for
                              an expense
                            account would
                                   be
       This accounting
      lines total should
        equal the cash
     reconciliation total
CR Document



                         Upon
                     submission,
                       CR and
                       Advance
                       Deposit
                     documents
                     will route to
                     cashiers for
                      validation.
 You are now ready
   to submit the
    deposit for
    processing
               After Sumbission

  After you
    press
 submit you
  will get a                 Click on the pdf icon
  message                   beside the Print Cash
 letting you               Receipt you can print a
 know that                       cover sheet to
  you have                 accompany the deposit
successfully                to the cashier’s office.
 submitted
Printing CR Coversheet

                    This screen will appear
                  when you click on the pdf
                 icon. You can either open
                  from here or save to your
                     computer and open.
                 CR Coversheet

To print click
on this
printer icon




                                   Bring this
                                 Coversheet to
                                 the Cashiers
                                  Office along
                                   with your
                                 cash/checks
                Documents used in the
                    CR Process
Once the cash
receipt has
been saved or
submitted you
can click on
the General
Ledger
Pending
Entries and
see what
accounts will
be debited or
credited.
    Live example of KFS CR
           document



http://kuali.colostate.edu
                    CR Example #2 – Cash,
                   Checks, and Credit Cards
Example #2 – Adding in Credit Card Receipts

Receipts:
$ 155.55 in Currency and Coin
$ 1367.93 in Checks
$ 4062.45 in Credit Cards *

Source of receipts:
$ 5412.65 – Revenue for Sales of Goods/Services
$ 137.76 – State Sales Tax
$ 35.52 – County Sales Tax

* Departments may choose to process ALL credit card receipts through
the Distribution of Income and Expense Document
 CR Example #2 – Cash,
Checks, and Credit Cards
 CR Example #2 – Cash,
Checks, and Credit Cards
 CR Example #2 – Cash,
Checks, and Credit Cards
 CR Example #2 – Cash,
Checks, and Credit Cards




                Note that Credit Card
                 Clearing (formerly
                5650) is now entered
                  as a POSITIVE
                       number
             Distribution of Income
                  and Expense

Distribution of Income and Expense Document

Used for:

• Zero Dollar Deposits
   o When you have only credit card sales to record
   o Credit Card refunds > sales
                Distribution of Income
                     and Expense

Example – Credit Card Receipts ONLY

Receipts:
$ 4331.39 in Credit Cards

Source of receipts:
$ 4059.41 – Revenue for Sales of Goods/Services
$ 117.73 – State Sales Tax
$ 121.78 – City Sales Tax
$ 32.47 – County Sales Tax
Distribution of Income
     and Expense




                          No Cash
                         or checks
                            to be
                         brought to
                             the
                          Cashiers
                           Office
    Distribution of Income
         and Expense



                                No Cash
                             Reconciliation
                              tab or place
                              for Checks,
                                Coin, or
                                Currency




  Accounting
 Lines tab has
“From” and “To”
    sections
                  Distribution of Income
                       and Expense

•For a “normal” zero dollar deposit (positive
revenue is being booked),all of the accounting
lines will be in the “To” section

•To record negative revenue and therefore a
negative (credit) entry to credit card clearing, use
the “From” section


* For more information on the “To” and “From” sections, please
attend the Journal Entry training session.
                                 Distribution of Income
                                      and Expense




*** Upon submitting this document , it will route through your department’s standard approval chain. ***
    Live example of KFS DI
           document



http://kuali.colostate.edu
                 Advance Deposits

When a department receives wire or ACH
payments, they must use the Advance Deposit
document to record the receipt of the funds.

Example:

Receipts:
$ 51,769.12 via ACH transfer

Source of receipts:
$ 51,769.12 Accounts Receivable due
Advance Deposits
                   Advance Deposits

Look for the “Advance Deposits” tab under the “Document
Overview” tab (replaces the “Cash Reconciliation” tab that
is on the Cash Receipts document)




 Make sure that
  you are using
“07” as the Bank
      Code
Advance Deposits
                      HELP

• Training team members
• Help Desks
• Training materials located on
  kuali.colostate.edu
• Taped sessions will be available on the
  B&FS website
• Upcoming hands-on training labs in June
QUESTIONS???

								
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