1. Fiscal Services Office Rev March 17, 2016
KFS DEPOSITs
Welcome to the Deposits training.
This tutorial provides an overview of the Advance Deposit and the Credit Card Receipt documents in KFS.
Fiscal Services Office
Rev March 17, 2016

2. KFS Advance Deposit (AD) eDoc
Used to Record Direct Bank Deposits.
The AD is used when checks, cash, or Wire/EFT are received and need to be credited to an account.
The user creating the AD is responsible for ensuring that the actual bank deposit occurs.
The AD eDoc creates the specified accounting entries in KFS including the appropriate cash offset entries to the department and default bank accounts.
Routed to Fiscal Administrator (FA) for Approval.
Note: For Credit Card Receipts, use the Credit Card Receipt eDoc.
AD is used to record deposits that go directly to the bank when monies received by the university are in the form of cash, checks or Wire/EFT.
The Advance Deposit eDoc enables distribution of the amount received to the appropriate accounts in the financial system and the user creating the AD is responsible for ensuring the bank deposit occurs.
Ads route directly to FAs. Use the CCR eDoc for CC payments made to the Univ to be deposited

3. AP 8.701 url: http://www.hawaii.edu/policy/ap8.701
Please refer to Administrative Procedure and /or contact the Treasury Office ( ) for operation questions or any receipting procedures for deposits.
url:
Refer to Administrative Procedure for receipting and depositing of funds received by the university

4. Creating an AD
From the Main Menu, click the “Advance Deposit” link. Navigation is Main Menu > Transactions > Financial Processing
Once logged into KFS you create an AD by clicking on the Advance Deposit link. Navigation is Main Menu > Transactions > Financial Processing

5. AD Document Layout AD eDocs have eight (8) tabs.
Enter the Bank Deposit information in the Advance Deposit tab.
Use the Accounting Lines tab to enter the Account information to which the deposit will be made.
Electronically attach redacted and scanned supporting documents in the Notes and Attachments tab.
Supporting docs include the bank deposit slip, the check listing, daily POS summary or an ACH remittance advice.

6. AD Document Overview Tab
Complete the Description and Explanation fields.
Description is your 3-digit FO Code, a short description, and the date of the deposit in MM/DD format.
Enter an explanation to further describe the deposit.
The first tab on the AD is the document overview tab.
In the Description field enter your 3-digit FO Code, followed by a short description that includes the month and day of your deposit.
Use the Explanation field to enter a further explanation of the Deposit that is being entered.
The Total Amount field will display the total amount of the deposit after entering the accounting lines and saving the eDoc; it cannot be edited.

7. AD Advance Deposits Tab
The UH default bank code is prepopulated and can only be changed by users with the Treasury Manager role.
Complete the Date, Reference Number, Description, Type Code, and Amount fields. Note: entries are based on the type of deposit (Cash/Check or Wire/EFT). Click “add”.
On the Advance Deposits tab complete the Date, Reference Number, Description, Type Code, and Amount fields.
In the Date field enter the same date as the bank deposit slip for a Cash/Check deposit or enter the date on the remittance advice for a WIRE/EFT.
In the Reference Number field enter the bank deposit slip number for a Cash/Check deposit or enter the 6 digit reference number on the remittance advice for a WIRE/EFT.
Enter a short description in the Description field.
Click the Type Code drop down button to select the type of deposit. The default is Cash/Check.

8. AD Accounting Lines Tab
Complete the required fields on the Accounting Lines tab: Chart, Account Number, Object and Amount. Click “add”.
The amounts from the Accounting Lines must match the total entered on the Advance Deposit tab.
The required fields to complete on the Accounting Lines tab are Chart, Account Number, Object and Amount.
Be sure the amounts from the Accounting Lines tab match the total entered on the Advance Deposits tab.

9. AD Accounting Lines Tab – Negative Amounts
When recording a deposit for a reimbursement of expenditures (e.g., UH reimbursed for personal expenses).
When recording a deposit for a refund (e.g., Manufacturer rebate for previous UH purchase).
On the Accounting Lines tab there may be instances when you enter a negative amount such as a reimbursement or refund situation.
Reimbursement: When recording a deposit for a reimbursement of expenditures, the amount in the Accounting Lines tab must be negative. It is a reduction in expenditures.
Refund: When recording a deposit for a refund, the amount in the Accounting Lines tab must be negative. It is a reduction in expenditures. Tip: Use the same object code that was on the PO used for the purchase.
Negative amounts can be entered with a minus sign or in parenthesis.

10. AD Capital Edit Tab
The Capital Edit tab must be completed if you have used a Capital Object Code on the Accounting Lines tab.
Typically, the only time this tab would be used is when receiving a refund from a purchase with a capital asset object code. This scenario rarely happens.
Note: Complete the Capital Edit tab if the deposit was applied to a capital object code such as when receiving a refund from a purchase with a capital asset object code.

11. AD General Ledger Pending Entries Tab
On the General Ledger Pending Entries tab data will display after the eDoc is saved and will display until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process when the eDoc is fully approved and FINAL.
Upon saving the AD, data will display on the General Ledger Pending Entries tab until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process when the eDoc is fully approved and FINAL.

12. Adding Notes and Attachments
Enter any Notes and Attachments, and/or add Ad Hoc Recipients as necessary on the corresponding tabs.
Use the Notes and Attachments tab to electronically attach supporting documents: the bank deposit slip, or ACH remittance advice, a check listing, and the daily POS summary. Be sure sensitive information has been redacted prior to attaching. To attach accompanying receipts or support documents, click on the “Browse” button to search for, select and attach. Be sure to click the add button.
Use the Ad Hoc Recipients tab to add any ad hoc recipients as necessary.

13. AD Workflow Routing
After the initiator submits the AD, it will route to the respective FA of the account for approval.
After the AD is approved, the document status changes from ENROUTE to FINAL.
The Route Log tab can be reviewed to determine the eDoc workflow. After the initiator submits the AD, it will route to the respective Fiscal Administrator of the account for approval. After the AD is approved, the document status changes from ENROUTE to FINAL.

14. ADVANCE DEPOSIT (AD) portion of the DEPOSITS
This concludes the
ADVANCE DEPOSIT (AD) portion of the DEPOSITS
TRAINING

15. KFS Credit Card Receipt DOCUMENT (CCR)
Following is an overview of the Credit Card Receipt Document or CCR document type in KFS.

16. KFS CCR eDoc Used to Record Direct Bank Deposits.
The CCR is used when credit card payments are received and need to be credited to an account.
The user creating the CCR is responsible for ensuring that the batches are settled daily.
The CCR eDoc creates the specified accounting entries in KFS including the appropriate cash offset entries to the department and default bank accounts.
Route to the Fiscal Administrator (FA) for Approval.
The CCR is used to record deposits that go directly to the bank when monies received by the university are in the from of credit card payments.
The Credit Card Receipt eDoc enables distribution of the amount received to the appropriate accounts in the financial system and it created the cash offset entries to the department and default bank accounts.
The user creating the CCR is responsible for ensuring that the batches are settled daily.
CCRs are routed to FA for approval.

17. AP 8.710 url: http://www.hawaii.edu/policy/AP 8.710
Please refer to Administrative Procedure AP and /or contact the Treasury Office ( ) for operation questions or any credit card receipting procedures for deposits.
url:
Refer to Administrative Procedure AP for processing credit card transactions.

18. Creating the CCR
From the Main Menu, click the “Credit Card Receipt” link. Navigation is Main Menu > Transactions > Financial Processing
Once logged into KFS you create a CCR eDoc by clicking on the Credit Card Receipt link. Navigation is Main Menu > Transactions > Financial Processing

19. CCR Document Layout CCR eDocs have eight (8) tabs.
Enter the Bank Deposit information in the Credit Card Receipts tab.
Use the Accounting Lines tab to enter the Account information to which the deposit will be made.
Electronically attach redacted and scanned supporting documents in the Notes and Attachments tab.
Supporting documents include the batch settlement report, daily POS summary or a list of students refunded.

20. CCR Document Overview Tab
Complete the Description and Explanation fields.
Description is your 3-digit FO Code, a short description, and the date of the deposit in MM/DD format.
Enter an explanation to further describe the deposit.
The first tab on the CCR is the document overview tab.
In the Description field enter your 3-digit FO Code, followed by a short description that includes the month and day of your deposit.
Use the Explanation field to enter a further explanation of the Deposit that is being entered.
The Total Amount field will display the total amount of the deposit after entering the accounting lines and saving the eDoc; it cannot be edited.

21. CCR Credit Card Receipts Tab
Complete the Type, Merchant Number, Date, and Amount fields.
Note: Ref Nbr will populate when the Merchant Number is selected.
Enter “VM” in the Type field, UH has one Credit Card Receipt Type.
Click the “lookup” icon beside the Merchant Number field or the Ref Nbr to perform a search for the Merchant.
On the Credit Card Receipts tab Complete the Type, Merchant Number, Date, and Amount fields
Enter “VM” in the Type field as UH only has one Credit Card Receipt Type code.
To perform a search for the Merchant click on the magnifying glass or lookup icon beside the Merchant Number field or the Ref Nbr field.
From the CC Vendor Lookup screen, click the “return value” link for the applicable Vendor.
The Merchant Number and the Ref Nbr field will both populate when the applicable vendor is selected.

22. CCR Credit Card Receipts Tab
Enter the Deposit Date and Amount and click “add”.
Note: the Date selected is the batch settlement date.
The remaining field to complete on the Credit Card Receipts tab are the date and amount fields. Enter the date shown on the batch settlement report in the Date field and enter the Amount of the deposit and click the “add” button.

23. CCR Accounting Lines Tab
Complete the required fields on the Accounting Lines tab: Chart, Account Number, Object and Amount. Click “add”.
The amounts from the Accounting Lines must match the total entered on the Credit Card Receipts tab.
The required fields to complete on the Accounting Lines tab are; Chart, Account Number, Object and Amount.
Be sure the amounts from the Accounting Lines tab match the total entered on the Credit Card Receipts tab.

24. CCR Capital Edit Tab
The Capital Edit tab must be completed if you have used a Capital Object Code on the Accounting Lines tab.
The Capital Edit tab is required to be completed if a Capital Object Code was used in the Accounting Lines tab.

25. CCR General Ledger Pending Entries
The General Ledger Pending Entries tab data will display after the eDoc is saved and will display until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process when the eDoc is fully approved and FINAL.
Upon saving the CCR, data will display on the General Ledger Pending Entries tab until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process when the eDoc is fully approved and FINAL.

26. Adding Notes and Attachments
Attach the batch settlement report and other supporting documentation such as the daily point of sale summary or a list of students refunded. Submit the eDoc.
Use the Notes and Attachments tab to electronically attach redacted supporting documents: the batch settlement report, the daily POS summary or a list of students refunded. To attach accompanying receipts or support documents, click on the “Browse” button to search for, select and attach.

27. CCR Workflow Routing
After the initiator submits the CCR, it will route to the respective FA of the account for approval.
After the CCR is approved, the document status changes from ENROUTE to FINAL.
The Route Log tab can be reviewed to determine the eDoc workflow. After the initiator submits the CCR, it will route to the respective Fiscal Administrator of the account for approval. After the CCR is approved, the document status changes from ENROUTE to FINAL.

28. KFS Contacts FMO website - http://www.fmo.hawaii.edu/
Kuali Financial - kfs.hawaii.edu/
Submit a Trouble Ticket -
KFS Help Desk - ph
Financial Systems Training -
ph or

29. This concludes the
DEPOSITS
TRAINING