Steps
to Complete Batch Options for Cash ReceiptsNote: In order for the Cash Receipts option to be available in Web Link, a user must be defined with rights to enter cash receipts (within the User Security option in the School Accounting System).
Select the Data Entry menu and then Cash Receipts.
If you previously created a cash receipt batch and it has not been posted (from within the School Accounting System), the Cash Receipts Batch Search screen will appear listing those batches (batches created by other users will not be visible). To continue adding cash receipts to an existing batch, select the desired batch by double-clicking on the batch description or clicking on the batch once and then clicking the Select button. Otherwise, to enter a new batch, click the Add New button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Cash Receipts
Tip: Cash receipt batches created in General Ledger with the Create Receivables field selected on the batch options, or batches that contain entries brought in using the Select Receivables for Processing option, cannot be accessed in Web Link.
The Cash Receipts screen will appear for the selected cash receipt batch.
Complete the Header Information of the cash receipt.
If applicable, enter the number of the receipt (from the receipt book) in the Cash Receipt Number field. The receipt number can be alphanumeric and up to 12 characters long. If the Use System Numerically Assigned Cash Receipt Numbers field is selected in the General Ledger System File within the School Accounting System, the Cash Receipt Number field is disabled (cannot be changed), and the system will automatically assign the cash receipt number once the cash receipt is saved (using a number equal to the cash receipt key).
Note: If the Cash Receipt Number field is enabled and the receipt number is all numeric, press the + key (plus sign) to increment the receipt number by one (or the receipt number from the previous cash receipt entry in this batch, if the field is blank), or press the - key (minus sign) to decrement the receipt number by one.
If desired, enter the ID of the received from (from whom the money was received) for the cash receipt in the Received From ID field. If the ID is not known, click the Search button to select the correct one.
Note: If a user is defined to have rights to edit received froms, the Add New button and Edit button will appear on the search screen in order to add a new received from to the Received From File or edit an existing received from (for example, edit a received from's address).
Steps
to Change a Received From
Tip: If the received from is defined with default account numbers with distribution percentages, the Default Distribution List will appear below the name of the received from (to the right of the Received From ID field) for informational purposes.
Enter the date of the cash receipt in the Cash Receipt Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date. The current computer date of the web server will appear as the default, but can be changed to a date that is within the month prior to the current computer date to any future date within a fiscal year that has already been started within the School Accounting System.
Note: The date for the cash receipt should be within the specified processing month for the batch or else it could result in not being able to successfully complete the check reconciliation option.
Enter a summary description for what is included on the cash receipt in the Cash Receipt Description field. The description can be alphanumeric and up to 40 characters long.
Note: To use the description from the Received From File for the specified received from, enter a R in this field.
Enter the total amount of the cash receipt in the Cash Receipt Amount field. The amount can be up to 14 digits long and will be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail lines and display the total in this field (only applicable if the cash receipt is not entered with a received from defined with default account numbers with distribution percentages).
Note: If a received from was entered for the cash receipt and the received from is defined with default account numbers with distribution percentages, a prompt appears asking to delete all the detail lines and re-add them based on the designated distribution percentages; click OK to have the system re-do the detail lines with the correct amounts calculated in the Amount field as based on the distribution percentages, or click Cancel to not re-do the detail lines and just manually complete the Amount field for the lines.
Tip: If the Automatically Calculate Totals on Cash Receipt Entry field in the General Ledger System File is selected, the system will automatically add up all the detail lines when saving the cash receipt and display the total in this field (only applicable if the cash receipt is not entered with a received from defined with default account numbers with distribution percentages).
If desired, enter any additional information for the cash receipt in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.
The Cash Receipt Key field is disabled (cannot be changed) and will be updated with an entry line number once the cash receipt is saved. The Cash Receipt Key field is typically only used when searching within the batch (by clicking the Find button on the Cash Receipts screen) in order to sort the cash receipts in the batch in the order they were entered.
Complete the Detail Information of the cash receipt.
Note: If one or more default chart of account numbers had been entered for the specified received from (in the Received From File), the designated account number(s) will appear in the detail section, with each account number as its own detail line item. If applicable, complete the information for the line items, or click the Delete link located to the right of a line item to delete the line.
Tip: By default, ten detail lines will appear in the Detail Information section (unless the received from is defined with more than ten default chart of account numbers); if needed, click the Add Rows button located at the top of the Detail Information List to add another line. Any blank lines will automatically be removed (deleted) when the cash receipt is saved.
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, the account number entered here is a revenue account. If the account number is not known, click the Search button to select the correct one. If one or more default chart of account numbers had been entered in the Received From File for the received from, the designated account number(s) will appear in the detail section with each account number as its own detail line item; the account numbers can be changed as desired.
Tip: If the user entering the cash receipt is assigned to one or more account groups with the GL & WL Data Entry usage (in the User Security option within the School Accounting System), the account number entered here must be included in one of the designated account groups. Once the account number is specified, the description, and year-to-date balance for the account number display at the bottom of the screen.
Enter a description for the line item in the Detail Description field. The description can be alphanumeric and up to 40 characters long. If default account numbers had been entered with descriptions in the Received From File for the received from, the default description will appear but can be changed if needed.
Note: To use the description for the specified received from as entered in the Description field in the Received From File, enter a R in this field. To use the cash receipt description entered in the Header Information, enter an H in this field. To use the description for the account number from the Chart of Accounts File, enter a C in this field.
Enter the amount to be distributed to the specified account number for this line item in the Amount field. The amount can be up to 14 digits long and will be rounded to 2 decimal places by the system if capable. 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 of the total amount of the cash receipt 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. If the account number is not known, click the Search button to select the correct one. The default cash account number as entered in the Fund File in the School Accounting System for the fund of the specified account number 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 entered in the Account Number field for the line item is in an activity fund and the line item needs to have sales tax calculated. A checkmark will appear in the box if the field is selected.
If applicable, enter the ID of the sales tax (rate) to use to calculate sales tax for the line item in the Sales Tax ID field. If the ID is not known, click the Search button to select the correct one.
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.
Repeat Step 5 until all the detail line items have been entered for the cash receipt.
Note: The Distributed amount for the cash receipt must equal the Cash Receipt Amount specified in the Header Information. These totals are displayed at the bottom of the screen.
If the Cash Receipt Amount field was left blank (and the Automatically Calculate Totals on Cash Receipt Entry field in the General Ledger System File is not selected), click the Calculate button for the Cash Receipt Amount field at this time to have the system automatically add up the total of all the detail line items and display the total amount.
Click the Save button.
Note: The total of all the cash receipts for the cash receipt number, account number, cash account, fund, and batch are displayed on the screen.
A message will appear stating the cash receipt was saved; click OK.
10. If desired, click the Print Receipt button to print a receipt form for the current cash receipt displayed. The Print Receipt button only appears if the Default Cash Receipt Report field is completed in the General Ledger System File within the School Accounting System.
Note: In order to print the report, a receipt must be displayed on the screen and have the Cash Receipt Number field completed. Also, a PDF viewer, such as Adobe® Reader, must be installed on your computer prior to running the report; if you do not have a PDF viewer, download Adobe® Reader free of charge by going to http://get.adobe.com/reader/ and following the instructions.
11. To enter another cash receipt, click the Add New button, click OK when prompted to continue, and then repeat Steps 4-10.
Tip: If desired, the Save and Clear button could have been utilized in Step 8 (instead of the Save button) to save the cash receipt and add another one, and then this step could have been skipped.
12. Once all the cash receipts have been entered, print a listing (if the user has rights to do so) and then inform the Business Office to post the cash receipt batch.