Financial Processing > Standard Transaction E-Docs

Credit Card Receipt

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The Credit Card Receipt (CCR) document is used to record the receipt of income via credit card payments to the university and distribute the funds received to the appropriate accounts in the financial system. Fiscal officers and support staff, department, responsibility center, and campus administration staff are typical users of the CCR.

More:

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifDocument Layout

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifProcess Overview

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifExample

Document Layout

The CCR document has its own unique tab called Credit Card Receipts 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, Create Capital Assets and Modify Capital Asset tabs, see Standard Tabs under Overview > KFS E-Doc Fundamentals.

 


Credit Card Receipts Tab

Credit Card Receipts tab definition

Type

Required. Enter the unique code for the credit card type, or search for a type from the Type lookup searchicon.

Location Code

Required. .

The unique number that identifies the Credit Card Vendor.

Date

Required. Enter the date of the receipt or select it from the calendar cal.

Batch#

Required. Enter the batch number assigned to this particular credit card transaction.

Amount

Required. Enter the amount of the credit card transaction.

 

Process Overview


More:

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifBusiness Rules

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifRouting

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifInitiating a Distribution of Income and Expenses Document

 
Business Rules

The credit cards receipts total must be greater than zero.

The credit card receipt total must be equal to the total of the Accounting Lines tab.

Negative accounting line amounts are allowed.

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

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

The Object Code restrictions are as follows.

 

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 Expenses

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

Non-Current Liabilities

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 Advance Deposit documents

Object Type Code

Description

Restrictions

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

Consolidated object code restrictions for Advance Deposit documents

Consolidated Object Code

Description

Restrictions

FDBL

Fund Balance

Unallowable

 

Object sub type code type restrictions for Credit Card Receipt documentslightbolb-small   Making Corrections: If a Credit Card Receipt has been initiated and approved, but the accounting line information was incorrect, use the GEC document to make the correction. If the total amount of a Credit Card Receipt is incorrect, use the AD document to make the correction. If a credit card refund is made, use the AD document to record the transaction.

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

 
Routing

After a CCR document is submitted, it is automatically approved and does not route. The document status is 'FINAL' and the transaction is posted to the G/L during the next G/L batch process.

CCR document


Initiating a CCR Document

1.     Select Credit Card Receipt from the Financial Transactions menu.

2.     Log into the KFS as necessary.

A blank CCR document with a new document ID appears.

3.     Complete the standard tabs.

go-arrow-red     For more information about the standard tabs, see Standard Tabs.

4.     Complete the Credit Card Receipts tab and click tinybutton-add1.

Continue adding as many credit card receipt lines as necessary.

5.     Click buttonsmall_submit.

6.     Review the General Ledger Pending Entries tab.

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

7.     Review the Route Log tab.

No approval is required.

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

 

Example

Parking operations accepted a credit card payment in settlement of a parking fine. Each area capable of accepting credit card payments in this manner has a vendor number assigned (established using the Credit Card Vendor document on the Administration menu). This information, along with the reference number and amount of the transaction is entered in the Credit Card Receipts tab. The KFS account and object code that should receive the credit for this payment is entered in the Accounting Lines tab. The CCR document allows an operating unit to properly reflect receipts from credit card transactions that they have accepted, in the correct accounts in the KFS. Unlike Cash Receipt (CR) documents, the CCR document does not route to a central processing unit, such as a Bursar's office, for reconciliation and deposit.