csu kuali days welcome to csu kuali days! overview session for: cash / credit card receipts and...
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CSU Kuali Days
Welcome to CSU Kuali Days!
Overview Session for:
Cash / Credit Card Receipts and Advance Deposits
April-May, 2009
Cash Receipts
Training Team Members
• Becky Everett, B&FS 1-0597• Brian Grube, B&FS 1-6633• Kay Gallatin, Biomedical Sciences 1-8396• Kendra Reitz, CSU Bookstore 1-1662
Accessing the Kuali Financial System
• A link to the test site of KFS is provided on the B&FS website.
• Effective July 1, 2009 access to KFS will be through the Campus Administrative Portal at https://cap.is.colostate.edu
• Log in using your eID (name)
• Log out using the X
Important Reminders
• KFS goes live on July 1st for FY 2010
• Training materials are available at http://kuali.colostate.edu and http://busfin.colostate.edu
• Virtual Kuali Help Desks can be retrieved by going to the CAP at https://cap.is.colostate.edu OR by clicking on the “Provide Feedback” found on most Kuali screens
Important Reminders (cont.)
• Please contact any training team member for assistance regarding this session
• Registration for current Kuali training sessions is open until filled or completed
• Hands-on training labs are scheduled June 1st - 5th and June 8th – 12th (additional information will be provided soon)
Evaluations
Please complete the evaluation survey
- drop off in the session evaluation box
or
- with your training team member for this session
or
- return to Valerie Monahan: 6003 Campus Delivery
Overview – Cash Receipts
Various Kuali documents REPLACE CASHNet
Departmental Deposits
Why Replace CASHNet?
• Single sign-on• Standardized look and feel• One database for all transactions
Overview – Cash Receipts
Process will remain very similar to the current Departmental Deposit process in CASHNet
Other than some cosmetic and terminology differences, the only major difference is that your department may need to break their deposit into a couple of different transactions – depending on the types of receipts you are depositing.
Terminology• Financial Records System Term Kuali Financial System Term
• FRS KFS• No equivalent FRS code Chart code (CO)
• General Ledger (GL) Acct
(022376) Account (2237600)
• Sub Ledger (SL) Acct(223760)
• Account Control (GL)
(1437, 2020) Object Code (1437,2020)
• Subcode (SL) (4380,6600)
(0600, 4000)
Object Code Structures
Object Code
Type Normal Balance
Objects commonly used in Cash Receipts Process
1XXX Asset Debit Accounts Receivable (1437)
2XXX Liability Credit Tax Liability (202X)
4XXX Revenue Credit Various Revenue Codes (4380)
5XXX – 9XXX
Expense Debit Credit Card Clearing (6684)Cash Over/Short (6634)Long Distance (6621)
Main Menu
Message of the Day
Current User
Workflow Menu Buttons
Feedback LinkMenu Tabs
Documents used in the CR Process
Advance Deposit EFT (wire transfer or ACH) receipts
Cash Receipt Cash, Check and Credit Card receipts*
Distribution of Income and Expense“Zero Dollar” DepositsNegative Credit Card receipts (refunds > sales)
• Departments may choose to process ALL credit card receipts through the Distribution of Income and Expense Document
Example of the old CASHNet Deposit
Example #1 – Relatively Simple, no credit card receipts
Receipts:$ 11.69 in Currency and Coin$ 100.00 in Checks
Source of receipts:$ 108.00 – Revenue for Sales of Goods/Services$ 3.69 – Long-distance phone reimbursement
Example of the old CASHNet Deposit
Old CASHNet
Form
Example of the old CASHNet Deposit
Old CASHNet
Form Continued
Example of CR in Kuali using prior CASHNet
Example
Click on Cash
Receipt
CR Document
Begin with a descriptionAll fields
with an * must be
completed
Use the drop down menu to
choose between entering individual
checks/batches or total onlyEnter the
currency &
coin count
here
Cash Reconciliation section of CR Document
Enter individual
check details
here if you did not choose
total from the drop
down menu
Be sure to click the add button after each line of
input
Accounting Lines
Now you begin to enter the
accounting lines detail Import
lines for large
entries
Accounting Lines (Cont.)
Each one of these
magnifying glasses will take you to a search
Looking up object codes
Here you are able to search on the old FRS subcode to locate the new
Kuali Object Code
Looking up object codes
Once you click search the results will appear here and to input the
value in your form just click return
value
Looking up object codes
As an alternative to looking up object codes with Kuali’s online search, there is a list of object codes available under “Guides and Documentation” on the kuali.colostate.edu page.
IMPORTANT NOTE: If you unit currently utilizes user defined subcodes, it is likely that these do not exist in Kuali. Please work with your area’s Business Officer to determine if Sub-Object Codes should be set up.
CR Document
If you are reimbursing an expense you must put the
amount in as a negative number
because you are doing the opposite of
what a normal transaction for
an expense account would
be This accounting lines total should equal the cash reconciliation
total
CR Document
You are now ready to submit the deposit for processing
Upon submission,
CR and Advance Deposit
documents will route to cashiers for validation.
After Sumbission
After you press
submit you will get a message letting you know that you have
successfully submitted
Click on the pdf icon beside the Print Cash
Receipt you can print a cover sheet to
accompany the deposit to the cashier’s office.
Printing CR Coversheet
This screen will appear when you click on the pdf icon. You can either open from here or save to your
computer and open.
CR Coversheet
To print click on this printer icon
Bring this Coversheet to the Cashiers Office along
with your cash/checks
Documents used in the CR Process
Once the cash receipt has been saved or submitted you can click on the General Ledger Pending Entries and see what accounts will be debited or credited.
CR Example #2 – Cash, Checks, and Credit Cards
Example #2 – Adding in Credit Card Receipts
Receipts:$ 155.55 in Currency and Coin$ 1367.93 in Checks$ 4062.45 in Credit Cards *
Source of receipts:$ 5412.65 – Revenue for Sales of Goods/Services$ 137.76 – State Sales Tax$ 35.52 – County Sales Tax
* Departments may choose to process ALL credit card receipts through the Distribution of Income and Expense Document
CR Example #2 – Cash, Checks, and Credit Cards
CR Example #2 – Cash, Checks, and Credit Cards
CR Example #2 – Cash, Checks, and Credit Cards
CR Example #2 – Cash, Checks, and Credit Cards
Note that Credit Card Clearing (formerly
5650) is now entered as a POSITIVE
number
Distribution of Income and Expense
Distribution of Income and Expense Document
Used for:
• Zero Dollar Depositso When you have only credit card sales to recordo Credit Card refunds > sales
Distribution of Income and Expense
Example – Credit Card Receipts ONLY
Receipts:$ 4331.39 in Credit Cards
Source of receipts:$ 4059.41 – Revenue for Sales of Goods/Services$ 117.73 – State Sales Tax$ 121.78 – City Sales Tax$ 32.47 – County Sales Tax
Distribution of Income and Expense
No Cash or checks
to be brought to
the Cashiers
Office
Distribution of Income and Expense
No Cash Reconciliation tab or place for Checks,
Coin, or Currency
Accounting Lines tab has
“From” and “To” sections
Distribution of Income and Expense
• For a “normal” zero dollar deposit (positive revenue is being booked),all of the accounting lines will be in the “To” section
• To record negative revenue and therefore a negative (credit) entry to credit card clearing, use the “From” section
* For more information on the “To” and “From” sections, please attend the Journal Entry training session.
Distribution of Income and Expense
*** Upon submitting this document , it will route through your department’s standard approval chain. ***
Advance Deposits
When a department receives wire or ACH payments, they must use the Advance Deposit document to record the receipt of the funds.
Example:
Receipts:$ 51,769.12 via ACH transfer
Source of receipts:$ 51,769.12 Accounts Receivable due
Advance Deposits
Advance Deposits
Look for the “Advance Deposits” tab under the “Document Overview” tab (replaces the “Cash Reconciliation” tab that is on the Cash Receipts document)
Make sure that you are using
“07” as the Bank Code
Advance Deposits
HELP
• Training team members• Help Desks• Training materials located on
kuali.colostate.edu• Taped sessions will be available on the
B&FS website • Upcoming hands-on training labs in June
QUESTIONS???