Entering a Cash Receipt

Cash receipts are entered using the Cash Receipts option.  

How to enter a cash receipt:

Creating a new cash receipt:

1. Select the Cash Receipts menu (or select the Cash Receipts menu and then Cash Receipts).

2. On the Cash Receipts screen, select the Cash Receipts tab if not already selected.

3. Click the New button.

Completing header section of a cash receipt:

4. At the entry screen, complete the header information:

   • If applicable, enter the number of the receipt (i.e. from the receipt book) in the Cash Receipt Number field.

     Note: If the Use System Numerically Assigned Cash Receipt Numbers field is selected in the General Ledger System File, the Cash Receipt Number field is disabled, and the cash receipt number will automatically be assigned once the cash receipt is saved (using a number equal to the cash receipt key).

   • Select the Recurring field if the cash receipt is one that will be used on a regular basis, such as each month or quarter.

     Tip:  Cash receipts designated as recurring are separated from non-recurring cash receipts and can only be included in a recurring deposit (batch).

   • If applicable, enter the ID of the received from (entity from whom the money was received) in the Received From field.

     Note: If a received from is defined with default account numbers with distribution percentages, a prompt appears asking for the total amount of the cash receipt; enter the amount and click the Apply button to automatically add the detail lines for the appropriate account numbers and amounts, as based on the designated distribution percentages.

     Tip: If a user is defined to have rights to edit received froms, the Add New and Edit options appear on the dropdown search.

   • Enter the date of the cash receipt in the Date field.

     Tip: The date entered in this field determines the month of the deposit (batch) to which the cash receipt must be added. For example, a cash receipt with a February date must be added to a February deposit (batch).

     Note: The date entered in this field must be within a fiscal year that has already been started within General Ledger; if needed, contact the Business Office and request to have the new fiscal year started.

   • Enter a summary description for what is included on the cash receipt in the Description field, or enter a R to use the description defined for the received from.

   • If desired, enter any additional information for the cash receipt in the Comments field.

Completing detail section of a cash receipt:

5. Complete the detail information:

   Note: If the specified received from has one or more default chart of account numbers entered (in the Received From File), the designated account number(s) and description(s) will appear in the detail section with each account number as its own detail line; complete the information for the detail lines or delete the lines if needed.

• Enter the account number to be credited (or debited if a negative amount is entered) for the line item in the Account Number field. Typically, a revenue account number is entered in this field.

  Note:  If the user is assigned to one or more account groups with the GL & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups.

  Tip:  The budget and year-to-date balances for the account number display above the list.

• Enter a description for the line item in the Description field, or enter one of the shortcut keys:  

  • R - to use the description defined for the received from.

  • H - to use the description entered above in the header information.

  • C - to use the description for the account number from the Chart of Accounts.

• Enter the amount to record for the line item in the Amount field. If default account numbers had been entered with distribution percentages in the Received From File for the received from, the calculated amount as based on the percentage will appear but can be changed if needed.

• Enter the cash (or other asset) account number to be debited (or credited if a negative amount is entered) for the line item in the Cash Account Number field. The default cash account number for the applicable fund as entered in the Fund File in General Ledger will appear, but can be changed if needed.

• Only for Kansas organizations, the Subject to Sales Tax field and Sales Tax ID field appear to the right of the Cash Account Number field.

  • Select the Subject to Sales Tax field if the account number for the line item is in an activity fund and the line item needs to have sales tax calculated.

  • If applicable, enter the ID of the sales tax (rate) to use to calculate sales tax for the line item in the Sales Tax field.

  Tip: If the Subject to Sales Tax field is selected, the system will calculate the appropriate amount of sales tax during the posting process, using the rate(s) defined for the designated sales tax for the detail line, and post additional entries for the amount of the sales tax, along with the normal cash receipt entries.

6. If needed, repeat Step 5 until all the detail line items have been entered for the cash receipt.

   Tip:  If needed, to delete a line item, click the Delete button to the right of the desired line, and then click the Delete button when prompted.

Saving a cash receipt:

7. Click the Save button.

   Tip:  If desired, click the Save and New button instead to save the cash receipt and add another one.

   Note:  Once a cash receipt is saved, the Cash Receipt Key displays showing the entry line number for the receipt. The Cash Receipt Key cannot be changed and is typically used to sort the cash receipts in the order they were entered.

8. If desired, click the Print button to print the cash receipt form.

   Tip:  The cash receipt form prints using the report designated in the General Ledger System File in the Default Cash Receipt Report field.

   Note: The Print button only appears if the Default Cash Receipt Report field is completed in the General Ledger System File.

9. After all the cash receipts have been entered, click the X to close the entry screen.

10. If desired, print a listing (if the user has rights to do so).

11. Create a deposit, and then add the appropriate cash receipts to the deposit batch and save; refer to Adding Cash Receipts to a Deposit.

12. Inform the Business Office to post the cash receipts in the deposit batch.