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					                                                                      Kuali Project
 __________________________________________________________________________________________




         Cash Receipts / Cash
            Management
                                              Functional Specification
                                                    2006-08-17
   [The Functional Specification should be used to document business requirements for all Kuali functions. It
 should serve as a repository for information that develops over the course of the project. It should also serve as
           one of the sources for final user documentation for the project.]Table of Contents
 Revision History ......................................................................................................................................................5
 Functional Description .............................................................................................................................................6
 Business Requirements and Assumptions ...............................................................................................................7
   Requirements .......................................................................................................................................................7
     Business requirements .....................................................................................................................................7
     Routing requirements .......................................................................................................................................8
               Cash Receipt ....................................................................................................................... 8
               Advance Deposit ................................................................................................................ 8
               Credit Card Receipt ............................................................................................................ 8




___________________________________________________________________________________________

                                                                       17 August 2006



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                Cash Management .............................................................................................................. 8
  Assumptions.........................................................................................................................................................9
Business Rules .......................................................................................................................................................10
  Unclassified........................................................................................................................................................10
  Universal ............................................................................................................................................................10
  Universal with Institutional Values ...................................................................................................................10
  IU Specific ........................................................................................................................................................10
Pending Ledger Entries (optional) ........................................................................................................................11
Flow of Events (optional) ......................................................................................................................................14
  Main Success Scenario ......................................................................................................................................14
  Alternate Flows ..................................................................................................................................................16
  Pre-Conditions ...................................................................................................................................................17
  Post-Conditions ..................................................................................................................................................17
Pages and Actions ..................................................................................................................................................18
Cash Receipts Document .......................................................................................................................................19
  Main Document Page .........................................................................................................................................19
    Document-specific tabs ..................................................................................................................................19
        Cash Reconciliation ................................................................................................................... 19
    The Cash Reconciliation tab shows the cash broken down by checks, currency, and coins. The verifying
    unit will be able to perform the verification function from this tab...............................................................19
                Actions ............................................................................................................................. 19
        Check Detail .............................................................................................................................. 20
                Actions ............................................................................................................................. 20
        Permissions ................................................................................................................................ 20
    Who can initiate a document? ........................................................................................................................20
    What view of the document does a user see? ................................................................................................20
    Which standard actions are available in each view? ......................................................................................21
    Exceptions to Standard Workflow Actions....................................................................................................22
Credit Card Receipt Document ..............................................................................................................................23
  Main Document Page .........................................................................................................................................23
    Document-specific tabs ..................................................................................................................................23
        Credit Card Receipts .................................................................................................................. 23
                Actions ............................................................................................................................. 23
        Permissions ................................................................................................................................ 24
    Who can initiate a document? ........................................................................................................................24
    What view of the document does a user see? ................................................................................................24
    Which standard actions are available in each view? ......................................................................................24
    Exceptions to Standard Workflow Actions....................................................................................................25
Advance Deposit Document ..................................................................................................................................26
  Main Document Page .........................................................................................................................................26
    Document-specific tabs ..................................................................................................................................26
        Advance Deposits ...................................................................................................................... 26
                Actions ............................................................................................................................. 26
        Permissions ................................................................................................................................ 27
    Who can initiate a document? ........................................................................................................................27
    What view of the document does a user see? ................................................................................................27



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     Which standard actions are available in each view? ......................................................................................27
     Exceptions to Standard Workflow Actions....................................................................................................28
Cash Management Document ................................................................................................................................29
  Main Document Page .........................................................................................................................................29
     Document-specific tabs ..................................................................................................................................29
           Cash Drawer Activity ................................................................................................................ 29
                     Actions ............................................................................................................................. 29
           Deposits ..................................................................................................................................... 30
                     Actions ............................................................................................................................. 30
  Permissions ........................................................................................................................................................31
     Who can initiate a document? ........................................................................................................................31
     What view of the document does a user see? ................................................................................................31
     Which standard actions are available in each view? ......................................................................................31
     Exceptions to Standard Workflow Actions....................................................................................................32
Deposit Wizard ......................................................................................................................................................33
  Page-specific tabs...............................................................................................................................................33
  Deposit Header...................................................................................................................................................33
                     Actions ............................................................................................................................. 33
           Cash Receipts............................................................................................................................. 34
                     Actions ............................................................................................................................. 34
  Page-specific controls ........................................................................................................................................34
  Which actions are available? .............................................................................................................................34
Portal ......................................................................................................................................................................35
Error Messages ......................................................................................................................................................36
Workflow and Routing ..........................................................................................................................................37
  Workflow Actions (optional) .............................................................................................................................37
  Routing Rules and Actions (optional)................................................................................................................37
Permissions ............................................................................................................................................................38
Additional Information (optional)..........................................................................................................................39
Conceptual Data Model .........................................................................................................................................39
  Definitions..........................................................................................................................................................41
Database Objects (optional) ...................................................................................................................................42
Questions/Issues .....................................................................................................................................................43




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                                            Revision History
        [The Revision History section should be used to list changes to the document. Version 1.0 will
        always be the initial draft of the Functional Specification. All fields should be completed.]

    Version             Date               User                                 Description
   <x.x>           <date>              <name>               <details>
   1               8/15/2005           A. Mintz             Iteration 1 – basic cash receipts and cash
                                                            management
   2               10/18/2005          A. Mintz             Iteration 2 – advance deposits and credit
                                                            card receipts
   3               8/17/2006           W. Price             Updated to reflect current implementation




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Functional Description
        [The Functional Description section should provide an overview of the function. The
        description should be a non-technical description. It might be useful to specify the purpose
        and scope of the function; what function(s) it is associated with and anything else that is
        affected or influenced by this function.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]
The functionality of the Cash Receipts (CR) document in FIS will be split into multiple documents in Kuali.
The Kuali Cash Receipts (CR) document will be used to record cash and checks received by units, for
subsequent deposit into bank accounts. Cash Receipts route for verification and preparation of bank deposits.
Units which make bank deposits directly (―advance deposits‖) will use the Advance Deposit (AD) document.
Units which receive credit card payments will use the Credit Card Receipt (CCR) document. These documents
do not route for verification. Since, in FIS, cash and checks cannot be commingled on the same document with
advance deposits or credit card receipts anyway, and since Cash Receipts for cash and checks route differently
than Cash Receipts for advance deposits and credit card receipts, it makes sense to implement these operations
as different document types in Kuali.

As outlined in the document ―Cash Receipts Design Approach‖, the Kuali design will be flexible enough to
support multiple approaches to the cash verification and deposit preparation processes. Institutions will be
responsible for configuring the Workflow definition of the Cash Receipts document type, including possibly
writing one or more route modules / rules, to support their approach.

 Each unit that verifies cash receipts and/or prepares bank deposits will use a Cash Management (CM)
document to keep track of verified Cash Receipts, and to consolidate those Cash Receipts into bank deposits.
(The actual verification of the Cash Receipt will be done on the Cash Receipt document itself.) The Cash
Management document is the means by which a unit manages its cash drawer.

The Cash Management document will, in the future, be extended to enable a verifying unit to perform
cashiering activities, such as cashing checks, making change, and advancing cash to units.




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Business Requirements and Assumptions
        [The Requirements and Assumptions section should always provide a list of the Business
        Requirements and a list of the Business Assumptions.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]


Requirements
        [The Business Requirements sub-section should list the top-level requirements of the
        module/document, i.e., the module/document should always do “XYZ”.]

Business requirements
    1. Restrictions based on Object Type Code: as defined by the application parameter rule
        ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedObjectTypeCodes')
    2. Restrictions based on Object Sub-Type Code: as defined by the application parameter rule
        ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedObjectSubTypeCodes')
    3. Restrictions based on Consolidated Object Code: as defined by the application parameter rule
        ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedConsolidatedObjectCodes')
    4. Other restrictions based on attributes of Object Code or Account: to be determined by Uniface code
        analysis.
    5. The amount of an Accounting Line may never be zero.
    6. When generating Pending Ledger Entries from Accounting Lines, negative amounts on income object
        codes, and positive amounts on expense object codes, create Credits. Positive amounts on income object
        codes, and negative amounts on expense object codes, create Debits.
    7. Only individuals associated with the Cash Receipt‘s verifying unit may verify the Cash Receipt, perform
        cashiering activities, or prepare bank deposits.
    8. Deposits may only be made for a given Cash Drawer when that Cash Drawer has been opened; Cash
        Drawers are opened by creating a Cash Management document for the appropriate verification unit, and
        hitting the ―Open Cash Drawer‖ button.
    9. A verifying unit may create any number of Interim Deposits for a Cash Management document, but only
        one Final Deposit. Creating a Final Deposit locks the verifying unit‘s Cash Drawer. Once a Final
        Deposit is created, a verifying unit may not verify any more Cash Receipts until its Cash Drawer is
        unlocked. The Cash Drawer will be unlocked if the Final Deposit is canceled (which can only happen
        before the containing Cash Management is routed). Once the current Cash Management has been
        finalized, another Cash Management document may be created and used to open the Cash Drawer.
    10. Only one open/active Cash Management document may exist for a given Cash Drawer at any given
        time. Attempts to create a new Cash Management document when an existing Cash Management
        Document already has the related Cash Drawer open will instead redirect the user to the existing Cash
        Management Document.




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Routing requirements
Cash Receipt
    1. Only a defined financial system user who may initiate a Cash Receipt document, and may not initiate
       Cash Receipt documents for the verification unit to which they belong, if any.
    2. A Cash Receipt document may not be routed for approval, or have any other routing-related actions
       performed on it, unless the sum of the amounts on accounting lines belonging to object codes having the
       ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object codes having
       the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of checks,
       currency, and coins, less any change-out amount.
    3. A Cash Receipt requires the approval of the verifying unit for that document.

Advance Deposit
    1. Only a defined financial system user may initiate an Advance Deposit document.
    2. An Advance Deposit document may not be routed for approval, or have any other routing-related actions
       performed on it, unless the sum of the amounts on accounting lines belonging to object codes having the
       ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object codes having
       the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of advance
       deposits.
    3. An Advance Deposit document requires no approval.

Credit Card Receipt
    1. Only a defined financial system user may initiate a Credit Card Receipt document.
    2. A Credit Card Receipt document may not be routed for approval, or have any other routing-related
       actions performed on it, unless the sum of the amounts on accounting lines belonging to object codes
       having the ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object
       codes having the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of
       credit card receipts.
    3. A Credit Card Receipt requires no approval.

Cash Management
    1. Only a defined financial system user associated with a verifying unit may initiate a Cash Management
       document for that unit.
    2. The user may only initiate such a document if the status of the Cash Drawer associated with the
       verifying unit is ―locked‖. If that Cash Drawer is not locked, the user will be directed to the existing
       Cash Management document associated with that Cash Drawer.
    3. A Cash Management document requires no approval.



Assumptions
        [The Business Assumptions sub-section should list the assumptions made of current
        functionality, if any.]
    1. It is assumed that each institution will:


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            a. define its own route module / rule to determine the unique verifying unit to which to route each
                Cash Receipt
            b. replace the default Kuali route module / rule with one that implements its routing policy
            c. maintain the data that links authorized individuals to each verifying unit
            d. maintain the data that allows association of a Cash Receipt to its verifying unit
            e. define the Cash Drawer associated with each verifying unit
    2. All Cash Drawers are assumed to be virtual
    3. It is assumed that users will invoke the functionality of the Kuali system through either the Portal or the
       Action List. The Portal allows users to initiate documents, and to perform other business functions as
       necessary. The Action List is a list of documents which have been routed to the user for some sort of
       action. The implementation of the Portal and the Action List has been left undefined at this time.
    4. It is assumed that the functionality implemented in FIS through the ―Bursar Drawer‖ reference table
       inquiry will be accomplished through a separate task. It is not considered part of the Cash Receipt / Cash
       Management process as presented in this Functional Specification.




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Business Rules
        [The Business Rules section provides a comprehensive listing of the rules associated with the
        function represented in the document. Business rules are invoked in response to events.
        Business rules may come from outside sources such as government regulations or be
        internally mandated.]

Unclassified
        [The Unclassified Business Rules sub-section provides a listing of the rules that aren’t initially
        associated with Universal, Universal with Institutional Values or IU Specific. These rules
        should be placed under the three main sub-sections as analysis progresses.]

Universal
        [The Universal Business Rules sub-section provides a listing of the rules which are standard
        across all Kuali institutions as written.]

Universal with Institutional Values
        [The Universal with Institutional Values Business Rules sub-section provides a listing of the
        rules which are standard across all Kuali institutions but refer to institution-specific data values
        that may differ across institutions and may require additional/different value entries.]

IU Specific
        [The IU Specific Business Rules sub-section provides a listing of the rules which are specific to
        Indiana University and can either be adopted by other Kuali institutions , replaced with similar
        institutional-specific rules, or simply commented out.]




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Pending Ledger Entries (optional)
         [The Pending Ledger Entries section provides a summary of how the pending ledger entries
         impact the function represented in the document
         This section can include references. Specify the sources from which the references can be
         obtained. This information may be provided by reference to another document.]
Generate pending ledger entries for the Cash Receipt document as follows.

For each accounting line in the From section:
       Generate a pending ledger entry:
              fiscal year = current fiscal year (fiscal year with which current date is associated)
              chart = chart from accounting line
              account = account from accounting line
              sub-account = sub-account from accounting line (if blank, set to dashes)
              object code = object code from accounting line
              sub-object = sub-object from accounting line (if blank, set to dashes)
              balance type = actual (―AC‖)
              fiscal period = blank1
              document type = Cash Receipt (―CR‖)
              system origin code = document‘s origin code2
              document number = document‘s document number
              ledger entry sequence number = next available sequence number3
              If the accounting line‘s description is blank
              then: description = description from document header
              else: description = description from accounting line.
              If the object code‘s object type is Expense Expenditure (―EX‖) or Expenditure not Expense
              (―EE‖) or Expense not Expenditure (―ES‖) or Asset (―AS‖)
              then: if the amount from the accounting line is greater than zero
                      then: amount = amount from the accounting line
                              debit / credit = debit (“D”)
                      else: amount = absolute value of amount from the accounting line
                              debit / credit = credit (“C”)
              else: If the object code‘s object type is Income Cash (―IN‖) or Income not Cash (―IC‖) or Cash
                              not Income (―CH‖) or Liability (―LI‖)
                      then: If the amount from the accounting line is greater than zero
                              then: amount = amount from the accounting line
                                      debit / credit = credit (“C”)
                              else: amount = absolute value of amount from accounting line
                                      debit / credit = debit (“D”)

1
           It is assumed that the Poster will substitute the current fiscal period when it encounters a pending entry whose fiscal period is
set to blanks.
2
           The FIS Tables documentation refers to an Origination Code table, but does not actually describe the table. It is assumed that
the correct origin code is inserted into the document at the time the document is created.
3
           Pending ledger entries for a document are numbered sequentially, starting from 1, in the order they are created. This ensures
consistent presentation, as well as a unique identifier for each pending ledger entry.


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                          else:internal system error—invalid object type (delete pending entries for document,
                                       do not route document)
              object type = object type for object code from accounting line
              transaction date = current date
              organization document number = org doc # from document header
              project code = project from accounting line (if blank, set to dashes)
              organization reference number = org ref ID from accounting line
              reference financial document type = blank
              reference origination code = blank
              reference document number = blank
              financial document reversal date = blank
              encumbrance update code = blank
              transaction posting date = blank
              document approved code = ―N‖
              Set the sufficient funds object code based on the sufficient funds code for the account in the
                      accounting line, as follows:
                           account‘s sufficient funds      set to
                           code
                           Account (―A‖)                   ―A/L‖
                           Cash (―H‖)                      ―A/L‖
                           None (―N‖)                      ―A/L‖
                           Object Code (―O‖)                object code from
                                                           accounting line
                           Level (―L‖)                     level for object code from
                                                           accounting line
                           Consolidation (―C‖)             consolidation for object
                                                           code from accounting line
              offset code = ―N‖
        Generate an offset pending ledger entry:
              fiscal year = current fiscal year (fiscal year with which current date is associated)
              chart = chart from accounting line
              account = account from accounting line
              sub-account = sub-account from accounting line (if blank, set to dashes)
              object code = object code from Offset Definition Table entry for fiscal year, chart, document
                      type and balance type used for pending ledger entry
              sub-object = dashes
              balance type = actual (―AC‖)
              object type = object type from explicit pending ledger entry
              fiscal period = blank
              document type = Cash Receipt (―CR‖)
              system origin code = document‘s origin code
              document number = document‘s document number
              ledger entry sequence number = next available sequence number
              description = ―TP Generated Offset‖ (the institution‘s preferred description for generated offset
                      entries)
              amount = amount from explicit pending ledger entry


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              If the pending ledger entry‘s debit / credit is debit (―D‖)
              then: debit / credit = credit (―C‖)
              else: debit / credit = debit (―D‖)
              transaction date = current date
              organization document number = org doc # from document
              project code = project from accounting line (set to dashes if blank)
              organization reference number = org ref ID from accounting line
              reference financial document type = blank
              reference origination code = blank
              reference document number = blank
              financial document reversal date = blank
              encumbrance update code = blank
              transaction posting date = blank
              document approved code = ―N‖
              sufficient funds object code = sufficient funds object code from explicit pending ledger entry
              offset code = ―Y‖
For each accounting line in the To section:
       Same as for Income section, except:
       On the pending ledger entry:
              If the object code‘s object type is Expense Expenditure (―EX‖) or Expenditure not Expense
              (―EE‖) or Expense not Expenditure (―ES‖) or Asset (―AS‖)
              then: if the amount from the accounting line is greater than zero
                      then: amount = amount from the accounting line
                              debit / credit = credit (“C”)
                      else: amount = absolute value of amount from the accounting line
                              debit / credit = debit (“D”)
              else: If the object code‘s object type is Income Cash (―IN‖) or Income not Cash (―IC‖) or Cash
                              not Income (―CH‖) or Liability (―LI‖)
                      then: If the amount from the accounting line is greater than zero
                              then: amount = amount from the accounting line
                                      debit / credit = debit (“D)
                              else: amount = absolute value of amount from accounting line
                                      debit / credit = credit (“C)
                      else: internal system error—invalid object type (delete pending entries for document,
                                      do not route document)




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Flow of Events (optional)
Main Success Scenario
        Cash Receipt Document creation (Check Detail entry mode)
      Actor/Role Actions                               System Actions
      1.user who doesn't belong to the Verification
      Unit Workgroup creates a new Cash Receipt
      Document
                                                       2. system displays newly-created blank Cash Receipt
                                                       Document
                                                       3. check entry mode defaults to ―Individual
                                                       Checks/Batches‖
      4. user enters document description
      5. user enters zero or more Check Detail
      lines with positive Amounts, and/or a
      positive Total Currency Amount, and/or a
      positive Total Coin Amount
      6. user enters one or more accountingLines
      such that the some of the accountingLines
      with income Object Codes is equal to the
      sum of the accountingLines with expense
      Object Codes (if any) plus the current Total
      Check Amount, Total Currency Amount,
      and Total Coin Amount
      7. user Submits Cash Receipt Document
                                                       8. system routes Cash Receipt Document to
                                                       Verification Unit Workgroup for approval
        Cash Receipt Document approval
      Actor/Role Actions                               System Actions
      1.user who belongs to the Verification Unit
      Workgroup logs in and uses docsearch or
      Action List to locate an enroute Cash
      Receipt Document
      2. user selects an enroute Cash Receipt
      Document
                                                       3. system displays enroute Cash Receipt Document
      4. user Approves the Cash Receipt
      Document



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                                                       5. system (eventually) marks Cash Receipt Document
                                                       as Final-but-not-deposited


Alternate Flows
        Cash Receipt Document creation (Check Total entry mode)
      Actor/Role Actions                               System Actions
      1.user who doesn't belong to the Verification
      Unit Workgroup creates a new Cash Receipt
      Document
                                                       2. system displays newly-created blank Cash Receipt
                                                       Document
      3. user selects check entry mode ―Total
      Only‖
      4. user enters document description
      5. user enters a positive Total Check
      Amount, and/or a positive Total Currency
      Amount, and/or a positive Total Coin
      Amount
      6. user enters one or more accountingLines
      such that the some of the accountingLines
      with income Object Codes is equal to the
      sum of the accountingLines with expense
      Object Codes (if any) plus the current Total
      Check Amount, Total Currency Amount,
      and Total Coin Amount
      7. user Submits Cash Receipt Document
                                                       8. system routes Cash Receipt Document to
                                                       Verification Unit Workgroup for approval


        Cash Receipt Document creation failure
      Actor/Role Actions                               System Actions
      1.user who belongs to the Verification Unit
      Workgroup attempts to create a new Cash
      Receipt Document
                                                       2. system returns an authorization error, since a user
                                                       may only create a Cash Receipt Document if they
                                                       aren't in the Verification Unit Workgroup




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Pre-Conditions
        [The Pre-Conditions sub-section provides a listing of the conditions that must be true for the
        inputs to ensure a successful execution of an action. For example, a user wants to access the
        FIS. He must have a valid account.]


        1. <aPreCondition>
        [The pre-condition is presented here.]
        2. <aPreCondition>
        [The pre-condition is presented here.]


Post-Conditions
        [The Post-Conditions sub-section provides a listing of the conditions that will exist and hold
        true once an action is successful. For example, a user can authenticate to the FIS.]


        1. <aPostCondition>
        [The post-condition is presented here.]
        2. <aPostCondition>
        [The post-condition is presented here.]




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Pages and Actions
        [The Pages and Actions section provides a detailed review of the function that will be
        represented in the document. This section should include process descriptions, flowcharts,
        activity diagrams or other descriptions of functionality.]




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Cash Receipts Document
Main Document Page
Document-specific tabs

Cash Reconciliation
The Cash Reconciliation tab shows the cash broken down by checks, currency, and coins. The verifying unit
will be able to perform the verification function from this tab.




Actions
   Action                              Views         Response
   show                                all           Redisplay the page for this document, expanding the
                                                     Cash Reconciliation tab to show the cash summary.
   hide                                all           Redisplay the page for this document, collapsing the
                                                     Cash Reconciliation tab.
   select check entry mode             Full Entry    Redisplay page with ―Check Detail‖ tab visible; make
   ―Individual Checks/Batches‖                       ―Total Check Amount‖ field read-only
   select check entry mode             Full Entry    Redisplay page with ―Check Detail‖ tab invisible; make
   ―Total Only‖                                      ―Total Check Amount‖ field read-write
   recalculate                         Full Entry    Verify that the Total Check Amount, Total Currency
                                                     Amount, and Total Coin Amount are valid.
                                                     If valid
                                                     then: Update the Cash Reconciliation Total
                                                     else: Display one or more error messages

Check Detail
The Check Detail tab is where the initiating unit describes details of individual checks or batches of checks
associated with this Cash Receipt. The unit has the choice of listing each check individually, entering batches of
checks, or simply providing a total of all checks received. This tab will only be visible if the Check Entry Mode
is ―Individual Checks/Batches‖.




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Actions
    Action                          Views      Response
    show                            all        Redisplay the page for this document, expanding the Check
                                               Detail tab to show the check detail.
    hide                            all        Redisplay the page for this document, collapsing the Check
                                               Detail tab.
    add individual check            Full Entry Verify the fields on the individual check line:
                                                        check / batch # is not blank
                                                        date is a valid date
                                                        amount is a valid amount.
                                               If data is valid
                                               then: Add the check to the Cash Receipt
                                                        Add the amount to the Total Check Amount
                                                        Add the amount to the Cash Reconciliation Total
                                               else: Display error messages.
    delete individual check         Full Entry Delete the check from the Cash Receipt
                                               Subtract the amount from the Total Check Amount
                                               Subtract the amount from the Cash Reconciliation Total

Permissions
Who can initiate a document?
Any financial system user who is not a member of the Verification Unit Workgroup can initiate a Cash Receipt
document.

What view of the document does a user see?
Documents present themselves in views, which differ from one another in the data and actions they present to
the user.

The Cash Receipt document presents itself in three views:
    a full entry view, which allows the user to enter, change or delete virtually all of the data associated
      with the document
    a verification view, which allows a member of the Cash Receipt‘s verifying unit to verify the Cash
      Receipt
    a view-only view, which allows a user to look at the document, but not change it

The view that the document presents to the user is determined by the following algorithm:

If the document has not yet been routed for approval (workflow status = initiated or saved)
then: If the user is the document‘s initiator
        then: Render the document‘s full entry view
        else: Render the document‘s view-only view
else: If the document has been routed for approval (workflow status = enroute)
        then: If the user is a member of the Cash Receipt‘s verifying unit
              then: Render the document‘s verification view



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                else: Render the document‘s view-only view.
        else:   Render the document‘s view-only view.

Which standard actions are available in each view?
In addition to the actions described in this table, the document will present the user with workflow actions as
described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification.

  Location                     Action                                                     View
                                                                          Full Entry   Verification View Only
  Document Overview tab        show/hide                                       x            x           x
  Cash Reconciliation tab      show/hide                                       x            x           x
                               select check entry mode                         x
                               recalculate                                     x
  Accounting Lines tab         show/hide                                       x             x           x
                               show detail/hide detail                         x             x           x
                               import lines                                    x
                               browse                                          x
                               add (import)                                    x
                               cancel import                                   x
                               leave Chart field                               x
                               leave Account field                             x
                               leave SubAccount field                          x
                               leave Object field                              x
                               leave SubObject field                           x
                               leave Project field                             x
                               add (accounting line)                           x
                               delete (accounting line)                        x
                               search ( )                                      x
                               click on Chart column header                    x             x           x
                               click on Account column header                  x             x           x
                               click on SubAccount column header               x             x           x
                               click on Object column header                   x             x           x
                               click on SubObject column header                x             x           x
                               click on Project column header                  x             x           x
                               click on Org Ref Id column header               x             x           x
                               click on Amt column header                      x             x           x
                               click on Line Desc column header                x             x           x
                               click on Chart value                                                      x
                               click on Account value                                                    x
                               click on SubAccount value                                                 x
                               click on Object value                                                     x
                               click on SubObject value                                                  x
                               click on Project value                                                    x
  Pending Entries tab          show/hide                                      x              x           x
  Notes tab                    add                                            x              x           x


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  Location                     Action                                                        View
                               show/hide                                      x               x       x
  Ad Hoc Recipients tab        add (person request)                           x
                               add (workgroup request)                        x
                               delete (person request)                        x
                               delete (workgroup request)                     x
                               show/hide                                      x               x       x
  Route Log tab                show/hide                                      x               x       x

Exceptions to Standard Workflow Actions
Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be
made available.




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Credit Card Receipt Document
Main Document Page
Document-specific tabs

Credit Card Receipts
The Credit Card Receipts tab allows entry of detailed information for individual credit card receipts, and shows
detail of credit card receipts which have already been entered.




Actions
   Action                 Views           Response
   show                   all             Redisplay the page for this document, expanding the Credit Card
                                          Receipts tab to show detailed Credit Card Receipt info.
   hide                   all             Redisplay the page for this document, collapsing the Credit Card
                                          Receipts tab
   Type search            Full Entry      show the standard Search page for Credit Card Type values
                                          If value returned
                                          then: set credit card type for line to returned value
                                          else: leave credit card type for line unchanged
   Vendor search          Full Entry      show the standard Search page for Vendor values
                                          If value returned
                                          then: set vendor for line to returned value
                                          else: leave vendor for line unchanged
   add (credit card       Full Entry      Verify the fields on the credit card receipt line:
   receipt)                                        type is valid entry in Credit Card Type table
                                                   vendor is valid entry in Credit Card Vendor
                                                           table for given Credit Card Type
                                                   date is a valid date
                                                   ref nbr is not blank
                                                   amount is a valid amount.
                                          If data is valid
                                          then: Add the credit card receipt to the document
                                                   Add the amount to the credit card receipts total
                                          else: Display error messages.
   delete (credit card                    Delete the credit card receipt from the document
   receipt)                               Subtract the amount from the credit card receipts total




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Permissions
Who can initiate a document?
Any financial system user can initiate a Credit Card Receipt document.

What view of the document does a user see?
Documents present themselves in views, which differ from one another in the data and actions they present to
the user.

The Credit Card Receipt document presents itself in two views:
    a full entry view, which allows the user to enter, change or delete virtually all of the data associated
      with the document
    a view-only view, which allows a user to look at the document, but not change it

The view that the document presents to the user is determined by the following algorithm:

If the document has not yet been routed for approval (workflow status = initiated or saved)
then: If the user is the document‘s initiator
        then: Render the document‘s full entry view
        else: Render the document‘s view-only view
else: If the document has been routed for approval (workflow status = enroute)
        then: Render the document‘s view-only view.
        else: Render the document‘s view-only view.

Which standard actions are available in each view?
In addition to the actions described in this table, the document will present the user with workflow actions as
described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification.

  Location                           Action                                                     View
                                                                                      Full Entry   View Only
  Document Overview tab              show/hide                                             x           x
  Credit Card Receipts tab           show/hide                                             x           x
                                     add (credit card receipt)                             x
                                     delete (credit card receipt)                          x
                                     click on Type column header                           x           x
                                     click on Vendor Number column header                  x           x
                                     click on Date column header                           x           x
                                     click on Ref Nbr column header                        x           x
                                     click on Amount column header                         x           x
  Accounting Lines tab               show/hide                                             x           x
                                     show detail/hide detail                               x           x
                                     import lines                                          x
                                     browse                                                x
                                     add (import)                                          x
                                     cancel import                                         x


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  Location                           Action                                                      View
                                     leave Chart field                                       x
                                     leave Account field                                     x
                                     leave SubAccount field                                  x
                                     leave Object field                                      x
                                     leave SubObject field                                   x
                                     leave Project field                                     x
                                     add (accounting line)                                   x
                                     delete (accounting line)                                x
                                     search ( )                                              x
                                     click on Chart column header                            x          x
                                     click on Account column header                          x          x
                                     click on SubAccount column header                       x          x
                                     click on Object column header                           x          x
                                     click on SubObject column header                        x          x
                                     click on Project column header                          x          x
                                     click on Org Ref Id column header                       x          x
                                     click on Amt column header                              x          x
                                     click on Line Desc column header                        x          x
                                     click on Account value                                             x
                                     click on SubAccount value                                          x
                                     click on Object value                                              x
                                     click on SubObject value                                           x
                                     click on Project value                                             x
  Pending Entries tab                show/hide                                               x          x
  Notes tab                          add                                                     x          x
                                     show/hide                                               x          x
  Ad Hoc Recipients tab              add (person request)                                    x
                                     add (workgroup request)                                 x
                                     delete (person request)                                 x
                                     delete (workgroup request)                              x
                                     show/hide                                               x          x
  Route Log tab                      show/hide                                               x          x

Exceptions to Standard Workflow Actions
Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be
made available.




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Advance Deposit Document
Main Document Page
Document-specific tabs

Advance Deposits
The Advance Deposits tab allows entry of detailed information for individual advance deposits, and shows
detail of advance deposits which have already been entered.




Actions
   Action                 Views           Response
   show                   all             Redisplay the page for this document, expanding the Advance
                                          Deposits tab to show detailed Credit Card Receipt info.
   hide                   all             Redisplay the page for this document, collapsing the Advance
                                          Deposits tab
   Bank search            Full Entry      show the standard Search page for Bank values
                                          If value returned
                                          then: set bank for line to returned value
                                          else: leave bank for line unchanged
   Bank Account           Full Entry      show the standard Search page for Bank Account values
   search                                 If value returned
                                          then: set bank and bank account for line to returned value
                                          else: leave bank and bank account for line unchanged
   add (advance           Full Entry      Verify the fields on the advance deposit line:
   deposit)                                        bank is valid Bank
                                                   bank account is valid Bank Account for that Bank
                                                   date is a valid date
                                                   reference number is not blank
                                                   amount is a valid amount.
                                          If data is valid
                                          then: Add the advance deposit to the document
                                                   Add the amount to the advance deposits total
                                          else: Display error messages.
   delete (advance                        Delete the advance deposit from the document
   deposit)                               Subtract the amount from the advance deposits total




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Permissions
Who can initiate a document?
Any financial system user can initiate an Advance Deposit document.

What view of the document does a user see?
Documents present themselves in views, which differ from one another in the data and actions they present to
the user.

The Advance Deposit document presents itself in two views:
    a full entry view, which allows the user to enter, change or delete virtually all of the data associated
      with the document
    a view-only view, which allows a user to look at the document, but not change it

The view that the document presents to the user is determined by the following algorithm:

If the document has not yet been routed for approval (workflow status = initiated or saved)
then: If the user is the document‘s initiator
        then: Render the document‘s full entry view
        else: Render the document‘s view-only view
else: If the document has been routed for approval (workflow status = enroute)
        then: Render the document‘s view-only view.
        else: Render the document‘s view-only view.

Which standard actions are available in each view?
In addition to the actions described in this table, the document will present the user with workflow actions as
described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification.

  Location                           Action                                                     View
                                                                                      Full Entry   View Only
  Document Overview tab              show/hide                                             x           x
  Advance Deposits tab               show/hide                                             x           x
                                     add (advance deposit)                                 x
                                     delete (advance deposit)                              x
                                     click on Type column header                           x           x
                                     click on Vendor Number column header                  x           x
                                     click on Date column header                           x           x
                                     click on Ref Nbr column header                        x           x
                                     click on Amount column header                         x           x
  Accounting Lines tab               show/hide                                             x           x
                                     show detail/hide detail                               x           x
                                     import lines                                          x
                                     browse                                                x
                                     add (import)                                          x
                                     cancel import                                         x


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  Location                           Action                                                      View
                                     leave Chart field                                       x
                                     leave Account field                                     x
                                     leave SubAccount field                                  x
                                     leave Object field                                      x
                                     leave SubObject field                                   x
                                     leave Project field                                     x
                                     add (accounting line)                                   x
                                     delete (accounting line)                                x
                                     search ( )                                              x
                                     click on Chart column header                            x          x
                                     click on Account column header                          x          x
                                     click on SubAccount column header                       x          x
                                     click on Object column header                           x          x
                                     click on SubObject column header                        x          x
                                     click on Project column header                          x          x
                                     click on Org Ref Id column header                       x          x
                                     click on Amt column header                              x          x
                                     click on Line Desc column header                        x          x
                                     click on Account value                                             x
                                     click on SubAccount value                                          x
                                     click on Object value                                              x
                                     click on SubObject value                                           x
                                     click on Project value                                             x
  Pending Entries tab                show/hide                                               x          x
  Notes tab                          add                                                     x          x
                                     show/hide                                               x          x
  Ad Hoc Recipients tab              add (person request)                                    x
                                     add (workgroup request)                                 x
                                     delete (person request)                                 x
                                     delete (workgroup request)                              x
                                     show/hide                                               x          x
  Route Log tab                      show/hide                                               x          x

Exceptions to Standard Workflow Actions
Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be
made available.




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Cash Management Document
Main Document Page
Document-specific tabs

Cash Drawer Activity
The Cash Drawer Activity tab allows the user to open a closed Cash Drawer, or shows the activity that has
taken place against the verifying unit‘s Cash Drawer since it was last opened.




Actions
   Action                 Views                  Response
   show                   all                    Redisplay the page for this document, expanding the Cash
                                                 Drawer Activity tab to show the cash drawer activity.
   hide                   all                    Redisplay the page for this document, collapsing the Cash
                                                 Drawer Activity tab.
   open cash drawer       Full Entry (cash       Redisplays the page, with up-to-date information about
                          drawer closed)         available cash receipts for this verifying unit
   refresh                Full Entry (cash       Update totals for checks, currency, and coin amounts for
                          drawer open)           deposited and available cash receipts for this verifying unit,
                                                 and redisplay the page with the new totals.

Deposits
The Deposits tab shows bank deposits that the unit has made from the verified Cash Receipts associated with
this Cash Management document. The tab also has a section allowing the unit to prepare new Interim and Final
deposits.




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Actions
   Action                      Views       Response
   show                        all         Redisplay the page for this document, expanding the Deposits
                                           tab to show the deposits already made.
   hide                    all             Redisplay the page for this document, collapsing the Deposits
                                           tab.
   search for Bank         Full Entry      Show the standard Search for the Bank table.
                                           If value returned
                                           then: Set bank for deposit to returned value
                                           else: Leave bank for deposit as is.
   search for Bank Account Full Entry      Show the standard Search for the Bank Account table
                                                   (limiting search to specified bank if bank field
                                                   contains a value).
                                           If value returned
                                           then: Set bank and bank account for deposit to
                                                           returned value
                                           else: Leave bank and bank account for deposit as is.
   add interim deposit     Full Entry      Display the Deposit Wizard for creating a new Interim
                                           deposit.
   add final deposit       Full Entry      Display the Deposit Wizard for creating a new Final deposit.
   cancel interim deposit  Full Entry (if  Cancels a specific interim deposit, restores the associated cash
                           no final        receipts to undeposited status, updates the totals in the Cash
                           deposit exists) Drawer Activity tab, and redisplays the page.
   cancel final deposit    Full Entry (if  Cancels the final deposit, reopens the Cash drawer, restores
                           a final deposit the associated cash receipts to undeposited status, updates the
                           exists)         totals in the Cash Drawer Activity tab, and redisplays the
                                           page.

Permissions
Who can initiate a document?
Only a user associated with a verifying unit may initiate a Cash Management document for that unit. Once a
Cash Management document has been initiated, another Cash Management can not be initiated for the same
unit until the existing document has been finalized (had a Final Deposit attached to it, and been successfully
submitted to workflow).


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What view of the document does a user see?
Documents present themselves in views, which differ from one another in the data and actions they present to
the user.

The Cash Management document presents itself in two views:
    a full entry view, which allows the user to enter, change or delete virtually all of the data associated
      with the document
    a view-only view, which allows a user to look at the document, but not change it

The view that the document presents to the user is determined by the following algorithm:

If the document has not yet been routed for approval (workflow status = initiated or saved)
then: Render the document‘s full entry view
else: Render the document‘s view-only view.

Which standard actions are available in each view?
In addition to the actions described in this table, the document will present the user with workflow actions as
described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification. There is
nothing inconsistent about being able to perform workflow actions on a document while at the same time not
being able to change any of the document‘s data.

   Location                     Action                                                    View
                                                                         Full Entry:    Full Entry:   View Only
                                                                          no final      with final
                                                                          deposit        deposit
   Document Overview tab        show/hide                                     x              x           x
   Cash Drawer Activity tab     show/hide                                     x              x           x
                                refresh                                       x              x
   Deposits tab                 show/hide                                     x              x           x
                                add interim deposit                           x
                                add final deposit                             x
                                cancel (interim deposit)                      x
                                cancel (final deposit)                                       x
                                leave Bank Code field                         x              x
                                leave Bank Acct field                         x              x
                                search ( )                                    x              x
                                click on Bank Code column header              x              x           x
                                click on Bank Acct column header              x              x           x
                                click on Deposit # column header              x              x           x
                                click on Deposit Type column header           x              x           x
                                click on Deposit Date column header           x              x           x
                                click on Amt column header                    x              x           x
                                click on Doc Nbr column header                x              x           x
                                click on Cash Reconciliation Total            x              x           x
                                column header


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   Location                     Action                                                       View
   Pending Entries tab          show/hide                                     x                x       x
   Notes tab                    add                                           x                x       x
                                show/hide                                     x                x       x
   Ad Hoc Recipients tab        add (person request)                          x                x
                                add (workgroup request)                       x                x
                                delete (person request)                       x                x
                                delete (workgroup request)                    x                x
                                show/hide                                     x                x       x
   Route Log tab                show/hide                                     x                x       x

Exceptions to Standard Workflow Actions
Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be
made available.




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Deposit Wizard
Deposit Wizard page
Page-specific tabs

Deposit Header
The Deposit Header tab allows the user to input the Bank Code, Bank Account, and Deposit number which will
be associated with this deposit..




Actions
   Action                           Response
   show                             Redisplay the page for this document, expanding the Deposit Header tab
                                    to show the cash drawer activity.
   hide                             Redisplay the page for this document, collapsing the Deposit Header tab.
   search for Bank Code             Show the standard Search for the Bank table.
                                    If value returned
                                    then: Set bank for deposit to returned value
                                    else: Leave bank for deposit as is.
   search for Bank Acct             Show the standard Search for the Bank Account table
                                            (limiting search to specified bank if bank field
                                            contains a value).
                                    If value returned
                                    then: Set bank and bank account for deposit to
                                                    returned value
                                    else: Leave bank and bank account for deposit as is.

Cash Receipts
The Cash Receipts tab displays all verified, undeposited cash receipts associated with this verification unit. The
user selects which Cash Receipts should be part of the Deposit which is being constructed.




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Actions
   Action                      Response
   show                        Redisplay the page for this document, expanding the Cash Receipts tab to show
                               the deposits already made.
   hide                        Redisplay the page for this document, collapsing the Cash Receipts tab.

Page-specific controls
The Create button will attempt to create an Interim or Final Deposit containing the information in the Deposit
Header tab, and the Cash Receipts selected in the Cash Receipts tab.

All Deposits must contain at least one Cash Receipt. When a Deposit is created, all of the Cash Receipts
associated with it will be marked ―deposited‖, and will not be available when creating future deposits. Once a
Cash Management document becomes Final, all of the Cash Receipts associated with its Deposits also become
Final.

Which actions are available?

   Location                     Action
   Deposit Header tab           show/hide
   Cash Receipts tab            show/hide
   Page controls                create              create a new Deposit using the selected Cash Receipts and
                                                    the Deposit Header information, and return to the Cash
                                                    Management Document page
                                refresh             redisplay the page, after loading an up-to-date list of
                                                    available Cash Receipts from the database
                                cancel              discard the deposit being created, and return to the Cash
                                                    Management Document page




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Portal
The Portal should make the following actions available:
  Action                 Constraints          Response
  new Cash Receipt       user is a valid      If the user is a valid financial systems user
                         financial systems    then: Create a new Cash Receipts document
                         user                          Display the new Cash Receipts document.
                                              else: Error—user is not a valid financial systems user.
  Cash Management         user is a valid    If the user is not authorized for one or more cash receipts verifying
                             financial        units
                             systems user     then: Error—user not authorized to perform function
                                              else: If the user is authorized for multiple verifying units
                          user is
                                                       then: Allow the user to choose one.
                             authorized for            If any Cash Management document for the unit exists in
                             one or more                        a state other than ―final‖4
                             cash receipts             then: If there is more than one such document
                             verifying units                    then: System error
                                                                        else:    If the document is in the ―saved‖ state
                                                                                 then: If the state of the Cash Drawer
                                                                                                   associated with the unit is
                                                                                                   not ―open‖
                                                                                          then: System error
                                                                                          else: Set the document state to
                                                                                                           ―initialized‖5
                                                                                                   Open the document
                                                                                 else: Error—someone else already has
                                                                                                   the document open
                                                               else:    If the state of the Cash Drawer associated with
                                                                                 the unit is ―locked‖
                                                                        then: Create a new Cash Management
                                                                                          document
                                                                                 Set the state of the Cash Drawer to ―open‖
                                                                        else: System error




4
         Or whatever the final resting place of a document in Workflow is …
5
         Or whatever the initial state of a newly-created document in Workflow is …


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Error Messages
        [The Error Messages section should provide an overview of how messages will be handled for
        the function that will be represented in the document. Most of the functions will require error
        messages related to saving data to the database (ex: characters in a numeric field). However,
        there are some functions that require error messages that relate directly to business rules
        validation. It might be necessary to list error messages in this section or list error messages
        within the Business Rules section.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]


        1. <anErrorMessage>
        [The actual error message is presented here.]
        2. <anErrorMessage>
        [The actual error message is presented here.]




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Workflow and Routing
        [The Workflow and Routing section provides an overview of the workflow and routing actions
        and rules for the function represented in the document.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]


Workflow Actions (optional)
        [The Workflow Actions sub-section provides an overview of workflow interactions.]


Routing Rules and Actions (optional)
        [The Routing Rules and Actions sub-section provides an overview of routing. Routing rules
        indicate where a particular transaction is routed based on the validated data contained in the
        transaction.]




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Permissions
        [The Permissions section provides an overview of the permission structure function that will be
        represented in the document. This section should include actions and states. It might be
        necessary to present the actions and states in this section or within the Business Rules
        section.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]




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Additional Information (optional)
        [The Additional Information section can be used to provide supplemental information for the
        function that will be represented in the document. It may be necessary to include
        supplemental information for clarity to readers (ex: definitions).
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]

Conceptual Data Model
The Kuali Cash Receipts / Cash Management process introduces the concepts of ―Verifying Unit‖, ―Cash
Drawer‖, and ―Cash Management Document‖ as illustrated in the conceptual data model below.

                Verification Unit                initiates
                    Member


                                                                                                  Cash Management
                   belongs to
                                            Cash Drawer                         controls             Document



                                                                                                        records


                                             Verification                       Verified
                                                Unit                          Cash Receipt




     Financial                               Unverified
                          initiates                                                                   Deposit
    System User                             Cash Receipt                               deposits


                                               contains                                              deposits into




                                               Check                                               Bank Account




                                                                                                        Bank


Figure 1 - Cash Receipts / Cash Management Conceptual Data Model

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Any Financial System User can initiate a Cash Receipt. When routed, the Cash Receipt will go to its Verifying
Unit (which is represented by a workgroup in Kuali Workflow). In FIS, the verifying unit is the Bursar‘s Office
associated with the initiator‘s campus, but in Kuali, the concept of Verifying Unit has been generalized to allow
institutions to define their process as they see fit. The institution will be responsible for configuring the routing
for the Cash Receipts document in Kuali Workflow to reflect the institution‘s routing policies.

Each Verifying Unit manages a Cash Drawer, which extends the concept of the Bursar Drawer in FIS. Each
day, the unit produces a Cash Drawer Daily Activity, represented in FIS by the Bursar Control Screen, and in
Kuali by the Cash Management document. When a Verifying Unit is ready to start the day's activity, they create
a new Cash Management Document and use it to open the Cash Drawer.

When a Cash Receipt is verified, it becomes associated with the current Cash Drawer Daily Activity, and will
be displayed in the Deposit Wizard for inclusion in one of the unit‘s Bank Deposits for that day. Bank Deposits
may be Interim Deposits or a Final Deposit. Interim deposits collect a set of verified Cash Receipts, but leave
the Cash Drawer open; a Final Deposit collects a set of verified Cash Receipts, and locks the Cash Drawer until
the Cash Management document is submitted to Workflow for routing. Once a Cash Receipt is associated with
a Deposit, it is marked as ―deposited‖ and will remain in that state until the Deposit is canceled, or until the
associated Cash Management document is approved. If a Deposit is canceled, all associated Cash Receipts
return to ―verified‖ status. If the Cash Management document is approved, all Cash Receipts associated with its
Deposits are marked ―final‖.

Only Financial System Users who have a Verifying Unit Authorization for a Verifying Unit may verify Cash
Receipts for that Verifying Unit.

                                                          Close                                                         O
                               Figure 2 - Cash           Drawer
                                                            d          Lifecycle
                                                                             open Cash Drawer
A Cash Drawer may be in one of three states, as illustrated in Figure 2. It will begin each day in the ―closed‖
state. Any user in the Verifying Unit may create a new Cash Management document for that verifying unit, andadd
                                                                                                        Final
use it to open a locked Cash Drawer, which will change the Cash Drawer‘s status to ―open‖. Once aFinal Deposit
Deposit is added to that Cash Management document, the Cash Drawer's status will change to ―locked‖. After
the Cash Management Document has been submitted to Workflow, and becomes Approved, the Cash Drawer
will return to ―closed‖ state.
                                                                                              approve
                                                                                         Cash Management once a
There can be only one unapproved Cash Management document for a non-closed Cash Drawer at a time;                       Lo
Cash Drawer is opened, subsequent attempts to create a new Cash Management document Document redirect
                                                                                             will instead
the user to the existing Cash Management document.

A user does not have to have the Cash Management document open in order to verify Cash Receipts; they will
see the Cash Receipts awaiting verification in their Action Lists, and be able to open them from there.

The user who has the Cash Management document open is the only user who may prepare bank deposits from
the Verifying Unit‘s Cash Drawer. Interim Deposits may be prepared at any time, and do not affect Cash
Receipt verification activity. Once the user begins to prepare a day‘s Final Deposit, however, the contents of the
Cash Drawer are frozen (denoted by the Cash Drawer‘s status changing to Locked), and no activity may take


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place against that Cash Drawer. If the user cancels the preparation of the Final Deposit before accepting it, the
Cash Drawer reverts to ―open‖ status, allowing further activity. When the user accepts the final deposit, several
things happen:
     the Cash Management document receives final approval
     all verified Cash Receipts associated with the Verifying Unit receive final approval
     the Cash Drawer becomes ―closed‖.


Definitions
        [The Definitions sub-section should contain terms that help define the function. They can be
        defined in any order desired, but generally alphabetical order provides the greatest
        accessibility.]




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Database Objects (optional)
        [The Database Objects section provides an overview of the table structures for the function
        that will be represented in the document. While it might be unnecessary to list the actual
        tables, it might be useful to document key items related to the current database (ex: naming
        conventions, the use of Clobs to handle large amounts of text). There should be a reference
        the conceptual data model.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]




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Questions/Issues
        [The Questions/Issues section provides a list of items that are concerns to the Business
        Analyst, DM, Lead Developer or SME with regard to the function that will be represented in the
        document.
        This section can include references. Specify the sources from which the references can be
        obtained. This information may be provided by reference to another document.]




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DOCUMENT INFO
Description: This is an example of cash receipt. This document is useful for conducting cash receipt.