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.

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Document Layout

Process Overview

Example

Document Layout

The CCR document has its own unique tab called Credit Card Receipts in addition to the standard financial transaction tabs.

     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 .
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 .
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

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Business Rules

Routing

Initiating 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 documents 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.

   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.

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.

     For more information about the standard tabs, see Standard Tabs.

4.     Complete the Credit Card Receipts tab and click .

Continue adding as many credit card receipt lines as necessary.

5.     Click .

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.

     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.