Cash Receipts Support Document
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Processing Payments
- Go to "5. Load Balances Due" off the Main Menu.
- Record cash deposit activity.
- Go to "1. Post Transactions" off the Main Menu.
- To turn on the ability to scan/enter a bill number, go to "I. Installation" off the Main Menu.
- After selecting a customer you may choose "View Balances" to check the balances as of the last loading (from step 1).
- To cash out in the morning.
- Go to "R. Reports Menu," and choose "1. Cash Receipt Journal."
- This report should be run to match your recording method; date, deposit number, work station ID can all be method types of reporting.
- To reverse an entry from the report, use "3. Reverse Transactions" from the Main Menu.
- To post an entry that is missing return to step 2.
- Continue on only after balancing cash and checks.
- Transfer data from Cash Receipts to other modules.
- Transfer to G/L, T/A, U/B, A/R using Main Menu items 6 though 9.
- Confirm that the debit to the cash account matches the total deposit being made.
- A report will print after each transfer.
- The report totals should match cash code totals that they relate to.
- The G/L clearing accounts should be credits that match T/A, U/B, A/R.
- Exit Cash Receipts.
- Enter Tax Administration to receive the data from CR
- The deposit number to use will be pre-defined.
- Accept the transfer and print the report.
- The amount should match in total that was sent.
- Choose "2. Post Cash Receipts" from Tax Administration Main Menu to post the deposit.
- Do not print the deposit slip.
- Choose "A. Transfer to GL" from Tax Administration Main Menu.
- A report will print.
- Exit Tax Administration.
- Enter Utility Billing to receive the data from CR
- Change the remittance number to "cash" if it is not already.
- Accept the transfer and print the report.
- The amount should match in total what was sent.
- Choose option "A. Transfer to General Ledger" off the Utility Billing Main Menu.
- A report will print.
- Exit Utility Billing.
- Enter Accounts Receivable to receive the data from CR
- The deposit number to use will be pre-defined.
- Accept the transfer and print the report.
- The amount should match in total what was sent.
- Choose option "2. Post Cash Receipts" from the Accounts Receivable Main Menu to post the deposit.
- Do not print the deposit slip.
- Choose "A. Transfer Data to G/L" from the Accounts Receivable Main Menu.
- A report will print.
- Exit Accounts Receivable.
- All transfers from A/R, U/B, T/A (to G/L) may include other activity, including...
- Interest added to custom accounts.
- Penalty added to custom accounts.
- New billing added to customer accounts.
- Adjustments made to customer accounts.
- Cash posted electronically from the bank lock box.
- It is important that the G/L clearing account's Debits are equal to the cash sent to each module. If not, determine what happened.
Common reasons not to match include:
- Cash posted directly in the module A/R, U/B or T/A.
- NSF cash backed out of the module A/R, U/B or T/A.
- Manipulation of credits in or between modules.
- A G/L entry is required to adjust cash with the clearing account.
