Financial Processing > Standard Transaction E-Docs

 

Cash Receipt

http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_1.png>http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_6.png>http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_42.jpg>http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_43.png>http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_44.png

The Cash Receipt (CR) document is used to record cash and checks received by units, for subsequent deposit into bank accounts by a central processing unit. The CR document creates the specified accounting entries in the Financial System.

The CR document routes for verification and preparation of bank deposits. Recording refunds to the university via the CR document allows you to credit the funds to the account and object code from which they were originally paid. The CR document may be used by university central administration staff that collect cash and checks and reconcile a cash drawer, but do not physically make the bank deposit themselves.

The user creating the CR utilizes reconciliation within the CR. After approved, the CR document creates the specified accounting entries in the KFS.

More:

http://int.kfs.kuali.org/kfs-int/static/help/button.gifDocument Layout

http://int.kfs.kuali.org/kfs-int/static/help/button.gifProcess Overview

http://int.kfs.kuali.org/kfs-int/static/help/button.gifExample


 

Document Layout

The CR document has its own unique tabs called Cash Reconciliation, Currency and Coin Detail, and Check Detail in addition to the standard financial transaction tabs.

go-arrow-red     For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, Accounting Lines, Accounting Lines for Capitalization and Modify Capital Asset tabs, see Standard Tabs under Overview > KFS E-Doc Fundamentals.

 

Check Entry Mode

You are able to change the check entry mode by selecting either Individual Checks/Batches or Total Only in the list located near the Total Check Amount field. Selecting Total Only allows you to manually enter the total check amount without the detailed check information. When Individual Checks/Batches is selected the system calculates the total amount from the detailed check data entered into the Check Detail tab.

When the Individual Checks/Batches check entry mode is selected, the Total Check Amount field becomes display-only. You must populate the Check Detail tab so that the system can automatically update the total check amount. The system displays the current entry mode in the upper left corner as you change the selection.

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/ImagesExt/image45_46.jpg

When the Total Only entry mode is selected, the Check Detail tab does not appear in the document and you are prompted to manually enter the Total Check Amount.

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/ImagesExt/image45_47.jpg

Cash Reconciliation Tab

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/ImagesExt/image45_48.jpg

Cash Reconciliation tab definition

Title

Description

Total Check Amount

Optional. This field works in conjunction with the Individual Checks/Batches or Total Only list below.

When Individual Checks/Batches is selected from the list, it becomes display-only. The system updates this total as checks are added to the Cash Reconciliation document in the Check Detail tab.

When Total Only is selected from the list, it becomes an input box for a user to manually enter the Total Check Amount.

Individual Checks/Batches or Total Only list

Required. Select from the list: Individual Checks/Batches or Total Only.

Total Currency Amount

Display-only. Calculated from Currency and Coin Detail tab.

Total Coin Amount

Display-only. Calculated from Currency and Coin Detail tab.

Cash Reconciliation Total

Display-only. The total currency, coin, and check amount for the CR document.

 

Currency and Coin Detail Tab

 

Currency and Coin Detail tab definition

Title

Description

Dollar Count

Optional. Enter the total dollars per type of currency. If the type of currency is not hundred, fifty, twenty, ten, five, two, or one dollar bill, enter the total into the Other Dollar Amount box.

Cent Count

Optional. Enter the total cents per type of coin. If the type of coin is not hundred, fifty, twenty, ten, five, or one cent coin, enter the total into the Other Cent Amount box.

 

Print Cash Receipt Cover Sheet Option

If you need to send a paper copy of the CR document to the verifying unit along with the accompanying media (cash, checks, coins, etc.) you can print a PDF version of a cash receipt by clicking the Print Cash Receipt Coversheet link which appears in the top middle area of the document after submitting the document.

 

The cash receipt cover sheet looks like this:

http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_52.jpg

 

Process Overview

 

Business Rules

         The Check Amount, Total Currency Amount, and Total Coin Amount must be zero or greater.

         The Cash Reconciliation Total must be equal to the total of the Accounting Lines.

         There must be at least one accounting line in the document.

         The CR document is one-sided. The KFS automatically generates the other side of the entry affecting the cash account, as defined by the data entered into the document.

         The object sub type and object code restrictions are as follows.

 

Object sub type code restrictions for Cash Receipt documents

Object Sub Type Code

Description

Restrictions

AR

Accounts Receivable

Unallowable

BI

Bond Issuance

Unallowable

BU

Budget Only Object Codes

Unallowable

CA

Cash

Unallowable

CE

Cost Recovery Expense

Unallowable

CL

Capital Lease Purchases

Unallowable

CS

Cash

Unallowable

DR

Depreciation

Unallowable

FB

Fund Balance

Unallowable

FR

Fringe Benefits

Unallowable

HW

Hourly Wages

Unallowable

MT

Mandatory Transfers

Unallowable

NC

Non-Current Assets

Unallowable

NL

Non-Current Liabilities

Unallowable

PL

Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

TF

Transfer of Funds

Unallowable

TN

Transfers Generic

Unallowable

VA

Valuations and Adjustments

Unallowable

 

Object type code restrictions for Cash Receipt documents

Object Type Code

Description

Restrictions

ES

Equipment Start-Up Costs

Unallowable

IC

Income Not Cash

Unallowable

 

Consolidated object code restrictions for Cash Receipt documents

Consolidated Object Code

Description

Restrictions

FDBL

Fund Balance

Unallowable

lightbolb-small   Making Corrections: If a CR has been initiated and approved, but the accounting line information was incorrect, use the General Error Correction (GEC) document to make corrections. If the total amount of a CR is incorrect, use the Advance Deposit (AD) document to make the correction.

go-arrow-red   For more information about the GEC and AD documents, see General Error Correction and Advance Deposit.

 

Routing

The procedures for processing CR documents are slightly different than for other financial documents. Upon submission, CR documents produce an FYI to the fiscal officer and the document routes directly to the members of the KFS-FP Cash Manager role associated with the CR initiator's campus code. This role will verify cash receipts and prepare bank deposits . After a CR document has been submitted by the initiator, ad hoc routing is not available to anyone else. If a fiscal officer wishes to approve the document before it is processed by the Cash Manager role, the initiator must ad-hoc route the document to the fiscal officer.

exclaim     How CR approvals work: The approval of CR documents is controlled by the campus associated with each role member in the KFS-FP Cash Manager role. The CR document is routed to the role members associated with the campus that the initiator is associated with based on their KFS-SYS User role (or the campus associated with the Department ID on their Person profile). The initiator of the CR document cannot be a member of the KFS-FP Cash Manager role.

http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_54.jpg

 

Initiating a Cash Receipt Document

1.     Select Cash Receipt from the Financial Processing submenu group in the Transactions submenu on the Main Menu tab.

2.     Log into the KFS as necessary.

A blank CR document with a new document ID appears.

3.     Complete the standard tabs.

If entering a refund (using an expense object code rather than an income object code) enter the dollar amount as a negative number in the Accounting Lines tab.

If entering a cash receipt for a capital asset, select the accounting lines on the Accounting Lines for Capitalization Tab enter the appropriate existing asset number in the Modify Capital Assets Tab. You cannot enter a new asset for a cash receipt.

go-arrow-red     For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, Accounting Lines, Accounting Lines for Capitalization and Modify Capital Asset tabs, see Standard Tabs.

4.     Complete the Coin and Currency Detail tab, if currency and coins are received.

5.     Complete the Check Detail tab, if Individual Checks/Batches entry mode is selected.

6.     If Total Only mode, enter the Check Amount in the Cash Reconciliation tab.

7.     Click tinybutton-recalculate to update the Total Currency Amount, Total Coin Amount, and Cash Reconciliation Total fields (display-only)

8.     Click tinybutton-add1 after entering information for each check or batch.

Each time you add a check or batch, the Total Check Amount, Total Currency Amount, Total Coin Amount, and Cash Reconciliation Total fields in the Check Reconciliation tab are updated.

http://int.kfs.kuali.org/kfs-int/static/help/ImagesExt/image45_56.jpg

9. Enter Accounting Line fields.

go-arrow-red Ad-hoc route the document to another user (optional).

If you wish another user (such as the fiscal officer) to approve or review the document before the approval by the central processing area, select the requested action from the Action Requested list, and enter the approver's username in the Person box or select it from the person lookup searchicon.

go-arrow-red     For more information about ad hoc routing see Route Log.

10.  Click buttonsmall_submit.

Unless the ad hoc recipients are specified, the document is directly routed to the members of the KFS-FP Cash Manager role associated with the initiator's campus code. A member of this role must approve this document for it to be completed.

11.  Print the Cash Receipt Cover Sheet, if necessary.

12.  Review the General Ledger Pending Entries tab.

The pending entries include offset generated lines to cash or fund balance object codes.

13.  Review the Route Log tab.

go-arrow-red     For information about the Route Log tab, see Route Log.

14.  A fiscal officer receives an FYI or could approve the document if requested by the initiator through ad hoc routing.

15.  A member of KFS-FP Cash Manager role approves the document.

go-arrow-red     For more information about how to approve a document, see Workflow Action Buttons.

The central processing area should reconcile the amount received for deposit with the cash receipt media breakdown and the CR documents, verify the CR document by confirming the amount of the media, and then approve the CR document.

 

Example

The university received a check to refund a conference registration fee. In the Accounting Line tab, enter the account and expense object from which the funds were originally paid and enter the amount as a negative number. Because an expense object is being used with a negative amount, the system credits the expense object code, returning the funds to the account they originally came from. The pending entries include the credit to expense and offset generation to the cash.