Fillable Printable Cash Receipts Journal Download

Cash Receipts Journal Download

Cash Receipt (320) and Credit Card (323) Journals

Revised March 2016 Accounting & Reporting – Job Aid Page 1 of 4

Cash and Credit Card journals in PeopleSoft are used to record pay ments received from third parties. Preparers and

Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation,

knowledge of the activity, and conformity to applicable UCSF Policies and outside agency requirements.

Purpose of Cash & Credit Card Journals

Cash Journal (Source Code 320) Credit C ard Journal (So urce Code 323)

• Use Cash Journals to record the receipt of cash,

checks, and electronic payments from third parties.

• Alw ays i nclude the cash receipt/deposit date in the

Journal Hea der Long Description.

•

Use Credit Card Journals to record credit card receipts

from third parties.

•

Alw ays i nclude the settlement receipt date in the Journal

Header Long Description.

Logging into PeopleSoft and Beginning a New Journal

from the applications menu. If you have set MyAccess to display “Favorites”, you may need to change to

“All Apps” or search for PeopleSoft.

Click on Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

The Create/Update Journal Entries component displays:

Enter the correct Business Unit, (defaults to the

Business Unit set in your PeopleSoft System Profile).

Enter a Journal ID using the UCSF preferred

“xxABCxxxx”

format, where:

• xx = the fiscal period of the journal

• ABC = your specific 3-character Journal Preparer ID

• xxxx = a sequential numbering scheme of your

choosing

Overwriting the default of NEXT al lo ws you to locate

your entered journals on the Find an Existing Value

tab. Using this preferred method, you can easily

change the Journal ID search to contains “ABC“ and

quickly find any journal you have created.

Enter the correct Journal Date (defaults to current)

• During the first two (2) business days of a month,

you may enter dates in the prev ious m onth. Make

sure to allow time for journal approval, ensuring

the journal posts before month-end close.

• You may enter a date in a future period and save

your journal, but you cannot edit or submit it until

the period of the selected date opens.

Click the Add button.

After navigating to components you frequently use,

save them to your Favorites to make recalling them

a breeze:

1. Click Favorites

2. Click Add to Favorites

3. Give the favorite a Description,

4. Click OK

To recall a saved Favorite:

1. Click Favorites

2. Click the name of the favorite you want to open

Cash Receipt (320) and Credit Card (323) Journals

Page 2 of 4 Accounting & Reporting – Job Aid Revised March 2016

Preparing a Cash or Credit Card Journal – Header Tab

Click on the Header tab, and enter the following information:

Long Description (required) – ent er a

description that adequately describes the

purpose of the journal:

• Cash Journal – Include the date cash

was deposited

• Credit Card Journal – Include the

settlement receipt date

Ledger Group – select ACTUALS

Source – enter 320 for Cash Journals,

or enter 323 for Credit Card Journals

Reference (optional) – 8-character field

Attach documents that support the journal:

• Cash Journal – Deposit slip or Lockbox Deposit Notification, and any relevant backup documentation excluding

check copies

•

Credit C ard Journal – Settlement Tapes for terminal transactions; Authorize.net reports for internet transactions

Click the Attachments (x) link in the

journal header (x = the number of

attachments that have been uploaded

to this journal)

Click the Add Attachment button

from the Journal Entry

Attachments pop-up

Click the Choose File or Browse

button (depending on browser

configuration) from the File

Attachment pop-up.

(Not shown) Browse for the file you

want to attach, select it, and click

the Open button

Click the Upload button on the

File Attachment pop-up

Enter a Description of the

uploaded document (optional)

Repeat steps 5a-5d for all other

files to be attached, then

Click OK when done to return to

the journal entry screen

Cash Receipt (320) and Credit Card (323) Journals

Revised March 2016 Accounting & Reporting – Job Aid Page 3 of 4

Cash or Credit Card Journal – Lines Tab

Click on the Lines tab to enter the financial information on the journal

♦

Instructions for the CREDIT (-) Side of Jour n als

The CREDIT (-) side of the journal is used to record the receipt of revenue, expense reimbursements from individuals, or

undistributed cash. Be sure to use the appropriate revenue chartstring – Account/Fund/Dept ID/Project/Function/Flexfield.

Refer to the Combo Edit Quick Reference Guide to ensure you are using the correct Account/Fund combo for revenues.

♦

Instructions for the DEBIT (+) Side of Journals

Cash Journal (Source Code 320) Credit Card Journal (Source Code 323)

Account: must debit one of the following accounts:

• 10110 – B OA Cam pu s D epos it o r y

• 10105 – Union Bank Lockbox

• 23040 – Undistributed Wires Account

Account: must debit one of the following accounts:

• 10115 – Terminal MasterCard (MC), Visa (V), and Discover

(Disc) Cre dit C ard Tr ans ac ti ons

• 11417 – Am e r ic an E xp r es s (AMEX) Credit Card Transactions

•

10100 – Internet Credit Card Transactions

Amount: enter the exact amount of each deposit. Do not

lump multiple deposits or electronic payments into one line.

Open Item Key: required only if debiting Account 23040

• Contact Cash & Controls for this unique identifier. Use

the exact format provided.

Amount: enter the total amount of settlements per day/

settlement tape, separated by credit card type.

• Always combine MC and Visa settlement totals

• Always separate Disc and AMEX settl em ent t ot als

Reference: For checks, enter the L oca ti on N um be r fr om

the deposit slip or Lockbox Number. If debiting Account

23040, use the same unique identifier as the Open Item Key.

•

The Location Number can be found on the lower left hand

corner of the deposit slip.

For ACH & Wires, enter 0000000000

Reference: enter the Merchant ID (MID), per credit card type,

as follows:

• Instead of using the entire MID, use the last 6 digits for

Visa/MC and the last 10 digits for Disc

• Use all 10 digits for AMEX

Journal Line Description: must begin with the date of the

transaction (mm/dd/yy) followed by the transaction type. For

electronic payments, add the vendor name after transaction

type. Examples below.

• Deposit: 01/31/16 Deposit

• Lockbox: 01/31/16 LBCR

• ACH: 01/31/16 ACH, Vendor Name

• Wire: 01/31/16 Wire, Vendor Name

Journal Line Description: must begin with the date of the

transaction (mm/dd/yy) followed by the credit card type.

Examples below.

• Visa/MC: 01/31/16 Visa/MC

• Disc: 01/31/16 Disc

• AMEX: 01/31/16 AMEX

Enter the SpeedType (if applicable), or the appropriate Chartstring information

Enter the Debit (+) and Credit (-) amounts as described above for the type of journal you are creating.

Scroll over to the far right of the screen to enter the Reference and Journal Line Description on each line o f the

journal to explain the transaction. These fields will display on the Transaction Detail Report in MyReports.

After entering al l lines , Total Debits must equa l Total Credits and the Journal Status should be N (not edited). If

not, the mismatch must be corrected.

Save the journal before moving on to the next step.

Cash Receipt (320) and Credit Card (323) Journals

Page 4 of 4 Accounting & Reporting – Job Aid Revised March 2016

Edit and Submit a Cash or Credit Card Journal; Review App roval Status

The Edit Journal process must be run prior to submitting any journal, and ensures that:

• All chartfield combinations are valid

• The Journal Date is in an open period

• Total Debits equal Total Credits

Click the Process drop-down menu and select Edit Journal

Click the Process button and wait until the edit process completes.

If there are errors, the Journal Status will display “E” and the lines in error will be marked with an “X”.

• If you have an error status but no lines are marked in error, this is most likely because Total Debi ts do not

equal Total Credits, or because the Journal Date is in a closed period.

• For lines marked with “X”, go to the Errors tab to review the error description. Refer to the

Combo Edit Quick

Reference Guide for more information regarding valid chartfield combinations.

When the errors are corrected, click the Save button and re-run the Edit Journal process

If the Edit Process is successful and there are no errors, Journal Status is set to V (Valid).

Change the Process drop-down menu to Submit Journal and click the Process button.

Click on the Approval tab to view the Approval Status and list of approvers. The journal will be listed in the first

approver’s Worklist until action is taken. Click the Notify button at the bottom of the page if you wish to notify the

Approver via email. Return to the Approval tab at any time in the journal cycle to see the current step of the

approval process. When the journal has been approved and posted, the Journal Status will display P.

For more journals training, see the Controller’s Office website.