Note: Below are the steps to complete the batch options screen for a new batch of cash receipts.
Enter a unique description for the new batch in the Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Note: If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.
If the Posting Type (specified below) is Cash/Receivable Account, enter the date to use as the posting date for the cash receipts in the Batch Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable. Use the mm/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current month (as based on the computer date).
Note: If the month entered in this field is more than two months different from the current month, a warning icon will appear to the right of the field; verify the month entered is correct. If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.
Enter the appropriate posting type (Cash Receipt Date, Cash Receipt Number, Cash/Receivable Account, or Individual Entry Detail Line) for how to post the cash receipts entered within the batch to General Ledger and display within the Check Reconciliation option in the Posting Type field, or click the down-arrow button to select the correct one. To post one cash entry for each different date of the cash receipts within the batch, select Cash Receipt Date. To post one cash entry for each different cash receipt number within the batch, select Cash Receipt Number. To post one cash entry per cash account (or receivable account, if applicable) using the date entered in the Batch Date field above (and disregarding the individual cash receipt dates entered in the batch), select Cash/Receivable Account. To post one cash entry for each different cash receipt detail line within the batch, select Individual Entry Detail Line. Leave the field blank to have the system default to the posting type specified in the Default Cash Receipts Posting Type field in the General Ledger System File.
If applicable, select the Recurring Entries field to retain the batch of entries after posting the batch. A checkmark will appear in the box if the field is selected. For example, select the field if the batch (entries) needs to be processed on a regular basis, such as each month or quarter.
Note: This field is disabled if the Create Receivables field is selected for the batch.
If creating a batch at the end of the fiscal year to record outstanding receivables to the current fiscal year for money earned, but not yet received, complete the End of Fiscal Year Options section.
Select the Create Receivables field in order to record outstanding receivables by specifying the revenue, cash, and receivable accounts for the cash receipts entered within the batch. If the Create Receivables field is selected, then upon posting the batch, the entries to credit the revenue accounts and debit the receivable accounts will post, while the entries to debit the cash accounts and credit the receivable accounts will be able to be brought into a future batch of cash receipts in the next fiscal year when the money is actually received by using the Select Receivables for Processing option. A checkmark will appear in the box if the field is selected.
Note: This field is disabled if the Recurring Entries field is selected for the batch.
For Iowa school districts who reverse GAAP expense only, select the Reversing GAAP field to reverse GAAP expense the cash receipts (outstanding receivables) within the batch, if applicable. If the cash receipts (outstanding receivables) are reverse GAAP expensed, the totals do not post to the revenue accounts, but are reflected on the C.A.R. A checkmark will appear in the box if the field is selected.
Note: The Reversing GAAP field is only enabled if the Create Receivables field is selected, and is also only enabled for those Iowa school districts who have specified they reverse GAAP expense at the end of the fiscal year (the Reversing GAAP field is selected in the System File).
Click the Save button.