Cash Journal Webinar: Processing a Cash Journal Please e-mail questions to cashjournal@sa.rutgers.edu October 19, 2017

Lesson Objectives: Cash receipts process Processing of a cash journal Cash journal transactions must be prepared and submitted for approval by the next business day of the related bank deposit Descriptive field requirements Installation of the Desktop Integration Installer ADFdi (excel add-in) Attaching a document and posting a cash journal Withdrawing a cash journal

Cash Receipt Journals Overview A cash receipt journal is a standard manual journal that uses the RU Cash Receipts journal category. This process replaces the Cash Transmittal form that was used by RIAS and the Rutgers Biomedical and Health Sciences (RBHS) Cash/Check Deposit Transmittal form used by Banner. Cash journal transactions must be prepared and submitted for approval by the next business day of the related bank deposit. All departments need to comply with the format of the descriptive field requirement for cash journals. All cash receipt journals are manual and can be created for GL cash transactions or project transactions. For project transactions, the cash receipt journal process only applies to non-sponsored projects. The Grant and Contract Accounting (GCA) office will use the Project module to record receipts for sponsored projects. Cash receipt journals are only created for nonstudent cash, checks, credit cards, or wire transfers.

Methods for Creating Cash Journals There are two ways in which cash journals can be created in the Financial Management System. Spreadsheet Cash Journals can be entered in a spreadsheet template and uploaded into the GL. Forms Cash Journals can be entered directly into the GL via the Create Journal form.

Creating a Cash Journal in a Spreadsheet Visit the Controller’s website (uco.rutgers.edu). Under News and Projects (grey box) on the bottom right, select Permanent Cash Journal Templates. Scroll down to the last paragraph and click on Forms Repository. Scroll all the way down to CASH JOURNAL TEMPLATES and download the correct template by clicking the XLXS link, as illustrated below.

Cash Journal in a Spreadsheet (Cont’d) Open the appropriate excel template by double-clicking the downloaded file. Note: If a blank excel sheet opens, please make sure the Desktop Integration Tool has been installed and excel settings have been updated. If submit button is inactive, download Desktop Integration Installer (ADFdi)

Desktop Integration Installer (ADFdi) download Cash Journal in a Spreadsheet (Cont’d) Desktop Integration Installer (ADFdi) can be downloaded by logging into Oracle from the navigator menu, last option under tools "download desktop integration" or follow the link provided below: https://ecbg.fs.us2.oraclecloud.com/fndSetup/adfdiRemoteServlet?excel-addin-installer Desktop Integration Installer (ADFdi) download

Cash Journal in a Spreadsheet (Cont’d) By double-clicking on any cell within the body of the entry, the excel spreadsheet will prompt to connect to the Oracle Financial Management System. Please enter credentials (netid and password) and select Connect.

Cash Journal in a Spreadsheet (Cont’d) Required Journal Header Fields: Accounting Date, Category, Journal Lines and Description in a format that is illustrated in the following slides. Leave the Journal field blank in the Journal Header, since a unique Journal Batch number is automatically generated when the entry is submitted The category in the cash journal spreadsheet is already populated. Enter the Accounting Date in the Journal Header field.

Cash Journal in a Spreadsheet (Cont’d) Required - The Description field in the header section of the journal entry, enter the following based on the type of Cash Journal. Please note an underscore “_” space is REQUIRED between each of the fields included in the description. The format shown below MUST be followed exactly to prevent your Cash Journal from being rejected. For Cash Receipts: Include location ID, date of entry, type of deposit (i.e. cash) and description of transaction (i.e. deposit for ____). The date of entry for cash is the date on the deposit slip. Example: 421_12/31/16_cash_cash deposit for dining   For Credit Card Receipts: Include the merchant ID (MID), date of entry and the credit card type. Locations with multiple MIDs should prepare separate cash journals for transactions related to each MID. You can combine settlements as long as they are from the same month. The date of entry for credit card transactions is the settlement date or dates of the transaction. You can abbreviate the credit care type ie: MC, V, DS, AX Example: 8027136582_2/17/17_Mastercard&Visa

Cash Journal in a Spreadsheet (Cont’d) For Check Receipts: - Include location ID, date of entry, type of deposit (i.e. Commercial deposit) and check number (if only one check per deposit slip) or number of checks included in the entry (i.e. if 5 checks will be included in one entry-specify). The date of entry for checks is the date on the deposit slip. Example: If one check: 421_12/31/16_commerical_ 123456 If multiple checks: 421_12/31/16_commerical_ 5 For Wires/ACH Receipts:- Include the number of entries (if you have multiple wires/ACH attached), sender name, and date of receipt. The date of receipt for wires/ACH is the date when the Controller’s Office received the funds on the bank statement. Example: 4_ HORIZON NJ HEALT_2/17/17

Desktop Deposit If your department is using a check remote scanner the location number for those deposits will be different from what’s on your deposit ticket. The location ID is the location code when using the desktop deposit as the backup.

Cash Journal in a Spreadsheet (Cont’d) - The first journal line, the cash string is already populated. The total debit amount must be entered at the end. - Starting on the second line, enter all fields labeled with an asterisk (Unit, Division, Organization, Location, Fund Type, Account, Activity, IntraUnit, and Future). Double-clicking any cell opens a pop-up window to enter the strings. If the credit is for a project please follow instructions on the next slide.

Cash Journal in a Spreadsheet (Cont’d) If the credit amount is tied to a project, double-click on the cell under Line Descriptive Flexfield (Column Z). A popup window appears asking for Account Details. Click the Account Details drop-down arrow and select RU Revenue Interface (This category is used for Cash, Checks, Credit Cards and Wire Transfers). Three more fields populate Contract, Project and Task number. Note: If you do not know one of these parameters, Report 013 can be run under Tools > Reports & Analytics to find them. Enter the Contract Number in the Contract Number field. Enter the Project Number in the Project Number field, enter the Task Number in the Task Number field and click the OK button.

Submitting a Spreadsheet Cash Receipt Journal Select the Submit button when the journal is complete. A new Submission Options pop-up window appears. If you use the spreadsheet upload template, you must: from the Submission Option select Submit Journal Import. Note: Do not select Submit Journal Import and Posting, since you will not be able to attach any documents to posted journals when you choose this option. From the Import Descriptive Flexfields options select Yes with validation and Submit.

Submitting a Spreadsheet Cash Receipt Journal Oracle will generate a Process number for this transaction. At this time the journal has not been uploaded to Oracle.

Attaching a Document and Posting a Cash Journal Query the imported journal in the Oracle system and attach the appropriate documentation to the journal header. Login to the Financial Management (Oracle Cloud) System. Select the General Accounting > Journals tile and click on the Tasks icon. Select Manage Journals from the links on the right. .

Attaching a Document and Posting a Cash Journal Easy way to find imported Cash Receipt Journal: Enter the current Accounting Period in the Accounting Period field. (Ex: Oct-17 in the Accounting Period field.) Enter your NetID in the Created By field. Note: If there is no Created By field, click on Add Fields and select the Created By option and click the Save button. Optional: You can also search by Category: RU Revenue Interface and Batch Status: Unposted to further query your results. Click Search.

Attaching a Document and Posting a Cash Journal Select the Journal from the Search results region by clicking on the Journal Name or Journal Batch Name. Retain the unique Journal Batch Name for your records.

Attaching a Document and Posting a Cash Journal Select the + Manage Attachments icons from the Journal Batch header to add an attachment. Click the Browse button to select a file to attach from your computer. The attachment needs to be sent as a PDF file not a JPEG. Navigate to the file and select it. Click Open in the Open pop up window.

Attaching a Document and Posting a Cash Journal Select OK on the Attachments pop-up window. You should see the file populated in the Attachments field. Click Save to save the journal with the attachment. Click Post to post the journal. The journal now routes to the University Controller’s cashiering operations for approval. Please make sure the backup documentation is legible and not cut off. This will cause the cash journal to be rejected if it’s not legible.

Samples of Required Documents by Type of Deposit Cash and checks – deposit slip

Samples of Required Documents by Type of Deposit Credit Card – batch settlement

Samples of Required Documents by Type of Deposit Wire – Bank statement

Sample of Cash Journal via Spreadsheet

General Accounting Journals Task menu. Cash Journal Directly in Oracle by Create Journal via forms Navigating to the Journal Entry Form - After you login to the Financial Management System, you can navigate to the Create Journal form using the following path: Click the General Accounting icon. Click the Journals icon. Click the Task menu.

Navigate to the Journal Entry Form (Cont’d) Once the Task menu is displayed, you can select to the option to Create Journal via forms. Click the Create Journal link to create a new journal using the form.

Cash Journal Directly in Oracle by Create Journal via forms Enter the Ledger name Rutgers Ledger. Enter the Accounting Date in the Journal Header field.

Cash Journal Directly in Oracle by Create Journal via forms Description in the format provided in the slides. Search for RU Cash Receipts category in the journal header. Populate Journal Lines with the appropriate GL strings.

Cash Journal Directly in Oracle by Create Journal via forms Description in the format provided in the slides. Search for RU Cash Receipts category in the journal header. Populate Journal Lines with the appropriate GL strings.

Sample of Cash Journal via Forms

Withdrawing a Cash Journal If you submitted a Cash Journal and need to change attached back-up and realized this after it’s been posted to approval, withdrawing option will allow you to make edits and resubmitting for posting. In Oracle Cloud click on General Accounting icon, under Journals there is a tab that says “Pending approval from others”, click on the Cash Journal without opening it and click on the withdraw button on top of the window, there will be a pop-up window, confirm that you want to withdraw the Cash Journal and click OK button.

Please e-mail questions to cashjournal@sa.rutgers.edu