CSU Kuali Days Welcome to CSU Kuali Days! Overview Session for: Cash / Credit Card Receipts and Advance Deposits April-May, 2009

Cash Receipts Training Team Members Becky Everett, B&FS Brian Grube, B&FS Kay Gallatin, Biomedical Sciences Kendra Reitz, CSU Bookstore

Accessing the Kuali Financial System A link to the test site of KFS is provided on the B&FS website. Effective July 1, 2009 access to KFS will be through the Campus Administrative Portal at Log in using your eID (name) Log out using the X

Important Reminders KFS goes live on July 1 st for FY 2010 Training materials are available at and Virtual Kuali Help Desks can be retrieved by going to the CAP at OR by clicking on the “Provide Feedback” found on most Kuali screenshttps://cap.is.colostate.edu

Important Reminders (cont.) Please contact any training team member for assistance regarding this session Registration for current Kuali training sessions is open until filled or completed Hands-on training labs are scheduled June 1 st - 5 th and June 8 th – 12 th (additional information will be provided soon)

Evaluations Please complete the evaluation survey - drop off in the session evaluation box or - with your training team member for this session or - return to Valerie Monahan: 6003 Campus Delivery

Overview – Cash Receipts Various Kuali documents REPLACE CASHNet Departmental Deposits Why Replace CASHNet? Single sign-on Standardized look and feel One database for all transactions

Overview – Cash Receipts Process will remain very similar to the current Departmental Deposit process in CASHNet Other than some cosmetic and terminology differences, the only major difference is that your department may need to break their deposit into a couple of different transactions – depending on the types of receipts you are depositing.

Terminology Financial Records System TermKuali Financial System Term FRSKFS No equivalent FRS codeChart code (CO) General Ledger (GL) Acct (022376) Account ( ) Sub Ledger (SL) Acct (223760) Account Control(GL) (1437, 2020) Object Code (1437,2020) Subcode(SL) (4380,6600) (0600, 4000)

Object Code Structures Object Code TypeNormal Balance Objects commonly used in Cash Receipts Process 1XXXAssetDebitAccounts Receivable (1437) 2XXXLiabilityCreditTax Liability (202X) 4XXXRevenueCreditVarious Revenue Codes (4380) 5XXX – 9XXX ExpenseDebitCredit Card Clearing (6684) Cash Over/Short (6634) Long Distance (6621)

Main Menu Message of the Day Current User Workflow Menu Buttons Feedback Link Menu Tabs

Documents used in the CR Process Advance Deposit EFT (wire transfer or ACH) receipts Cash Receipt Cash, Check and Credit Card receipts* Distribution of Income and Expense “Zero Dollar” Deposits Negative Credit Card receipts (refunds > sales) Departments may choose to process ALL credit card receipts through the Distribution of Income and Expense Document

Example of the old CASHNet Deposit Example #1 – Relatively Simple, no credit card receipts Receipts: $ in Currency and Coin $ in Checks Source of receipts: $ – Revenue for Sales of Goods/Services $ 3.69 – Long-distance phone reimbursement

Example of the old CASHNet Deposit Old CASHNet Form

Example of the old CASHNet Deposit Old CASHNet Form Continued

Example of CR in Kuali using prior CASHNet Example Click on Cash Receipt

CR Document Begin with a description All fields with an * must be completed Use the drop down menu to choose between entering individual checks/batches or total only Enter the currency & coin count here

Cash Reconciliation section of CR Document Enter individual check details here if you did not choose total from the drop down menu Be sure to click the add button after each line of input

Accounting Lines Now you begin to enter the accounting lines detail Import lines for large entries

Accounting Lines (Cont.) Each one of these magnifying glasses will take you to a search

Looking up object codes Here you are able to search on the old FRS subcode to locate the new Kuali Object Code

Looking up object codes Once you click search the results will appear here and to input the value in your form just click return value

Looking up object codes As an alternative to looking up object codes with Kuali’s online search, there is a list of object codes available under “Guides and Documentation” on the kuali.colostate.edu page. IMPORTANT NOTE: If you unit currently utilizes user defined subcodes, it is likely that these do not exist in Kuali. Please work with your area’s Business Officer to determine if Sub-Object Codes should be set up.

CR Document If you are reimbursing an expense you must put the amount in as a negative number because you are doing the opposite of what a normal transaction for an expense account would be This accounting lines total should equal the cash reconciliation total

CR Document You are now ready to submit the deposit for processing Upon submission, CR and Advance Deposit documents will route to cashiers for validation.

After Sumbission After you press submit you will get a message letting you know that you have successfully submitted Click on the pdf icon beside the Print Cash Receipt you can print a cover sheet to accompany the deposit to the cashier’s office.

Printing CR Coversheet This screen will appear when you click on the pdf icon. You can either open from here or save to your computer and open.

CR Coversheet To print click on this printer icon Bring this Coversheet to the Cashiers Office along with your cash/checks

Documents used in the CR Process Once the cash receipt has been saved or submitted you can click on the General Ledger Pending Entries and see what accounts will be debited or credited.

Live example of KFS CR document

CR Example #2 – Cash, Checks, and Credit Cards Example #2 – Adding in Credit Card Receipts Receipts: $ in Currency and Coin $ in Checks $ in Credit Cards * Source of receipts: $ – Revenue for Sales of Goods/Services $ – State Sales Tax $ – County Sales Tax * Departments may choose to process ALL credit card receipts through the Distribution of Income and Expense Document

CR Example #2 – Cash, Checks, and Credit Cards

Note that Credit Card Clearing (formerly 5650) is now entered as a POSITIVE number

Distribution of Income and Expense Distribution of Income and Expense Document Used for: Zero Dollar Deposits o When you have only credit card sales to record o Credit Card refunds > sales

Distribution of Income and Expense Example – Credit Card Receipts ONLY Receipts: $ in Credit Cards Source of receipts: $ – Revenue for Sales of Goods/Services $ – State Sales Tax $ – City Sales Tax $ – County Sales Tax

Distribution of Income and Expense No Cash or checks to be brought to the Cashiers Office

Distribution of Income and Expense No Cash Reconciliation tab or place for Checks, Coin, or Currency Accounting Lines tab has “From” and “To” sections

Distribution of Income and Expense For a “normal” zero dollar deposit (positive revenue is being booked),all of the accounting lines will be in the “To” section To record negative revenue and therefore a negative (credit) entry to credit card clearing, use the “From” section * For more information on the “To” and “From” sections, please attend the Journal Entry training session.

Distribution of Income and Expense *** Upon submitting this document, it will route through your department’s standard approval chain. ***

Live example of KFS DI document

Advance Deposits When a department receives wire or ACH payments, they must use the Advance Deposit document to record the receipt of the funds. Example: Receipts: $ 51, via ACH transfer Source of receipts: $ 51, Accounts Receivable due

Advance Deposits

Look for the “Advance Deposits” tab under the “Document Overview” tab (replaces the “Cash Reconciliation” tab that is on the Cash Receipts document) Make sure that you are using “07” as the Bank Code

Advance Deposits

HELP Training team members Help Desks Training materials located on kuali.colostate.edu Taped sessions will be available on the B&FS website Upcoming hands-on training labs in June

QUESTIONS???