Cash Receipt, Cash Management and Cash Drawer

Overview 

The Cash Receipt (CR), Cash Management (CMD) and Cash Drawer (CDS) are used to manage deposits made through a central cashiering area at the University. 

• Accounts Receivable deposits are managed by Cash Controls and Payment Applications. 
• Deposits made directly to the bank can be recorded using the Advance Deposit.

Cash Drawer

The Cash Drawer table is updated by the Cash Management document. Adjustments can be made to the Cash Drawer using the Cash Drawer lookup and maintenance document. In order, to approve Cash Receipts the Cash Drawer must be opened which is done on the Cash Management document. When a Cash Drawer is open, the Cash Drawer cannot be edited from the Cash Drawer lookup.  

• Create New / Copy
  • There can only be one Cash Drawer per campus code; if a Cash Drawer has not been created for a campus, a Cash Manager assigned to the Campus will see the Create New button and Copy links next to Cash Drawers that do not currently have a Cash Management Document open in order to create the Cash Drawer. The users Campus Code (Person) must also match the assigned campus.
• Edit
  • Cash Drawers can be edited by users in the Cash Manager role
  • Cash Drawers can only be edited if the Cash Drawer has not been opened by the Cash Management Document. 
  • Cash Drawers are updated from the Cash Management Document, you will only need to edit the Cash Drawer if an adjustment needs to be made. 

Edit Campus

The Campus Code assigned to the user will default and be read only. 

Currency Amounts

Enter the number of each denomination or use Other Dollar Amount to indicate the total amount of the currency. 

Cash Drawer

Enter the number of each coins or use Other Cent Amount to enter a total change amount. 

Cash Receipt

The Cash Receipt (CR) document is used to record cash and checks received by units, for subsequent deposit into bank accounts by a central processing unit (such as the Bursar's office), via the Cash Management document (CMD). 

The CR document routes for verification and preparation of bank deposits. Each unit that verifies cash receipts and prepares bank deposits uses a Cash Management document (CMD) to consolidate those cash receipts into bank deposits. The actual verification of the Cash Receipt is done on the CR document itself. The CMD is the document that manages a drawer. Cash Receipts optionally route to Sub Fund Review. 

In the base implementation, Cash Managers cannot create Cash Receipts.

Cash Reconciliation 

The Cash Reconciliation tab keeps track of the checks, currency and coin being deposited and any change requests being made. The Reconciliation Net Total must match the accounting lines amount.

• Total Check Amount: The following options are available: 
  • Individual Checks/Batches: Checks can be entered individually in the Check Detail tab. The total checks will display in the Money Submission Total field, when the tab is recalculated.
  • Total Only : The Check Detail tab does not appear in the document and you can manually enter the Total Check Amount.

• Total Currency Amount: Calculated from Currency and Coin Detail tab.
• Total Coin Amount: Calculated from Currency and Coin Detail tab.
• Cash Submission SubTotal: Total Currency Amount plus Total Coin Amount
• Money Submission Total: Cash Submission plus Total Check amount (either entered when Total Only is selected, or in detail in the Check Detail tab).
• Total Change Currency Amount: Total currency requested in the Change Request tab.
• Total Change Coin Amount: Total coin amount requested in the Change Request tab.
• Change Request Total : The total change currency plus total change coin.
• Reconciliation Net Total: Money Submission Total less Change Request Total.

Current and Coin Detail 

• Dollar Count:. Enter the total number of bills per type of currency. If the type of currency is not listed or you would prefer not to provide a count, enter the total currency amount into the Other Dollar Amount field.
• Cent Count: Enter the total number of coins or enter the total amount into the Other Cent Amount field.

Check Detail Tab

This tab displays and can be completed when Individual Checks/Batches is selected in the Cash Reconciliation tab. The checks added to this tab will be reflected in the Money Submission Total field in the Cash Reconciliation tab. 

Change Request Tab

The Change Request tab will display when parameter CHANGE_REQUEST_IND is Y. Use this tab to request change from the deposit being made in order to replenish departmental petty cash. 

• Dollar Count:. Enter the total number of bills per type of currency. If the type of currency is not listed or you would prefer not to provide a count, enter the total currency amount into the Other Dollar Amount field.
• Cent Count: Enter the total number of coins or enter the total amount into the Other Cent Amount field.

Accounting Lines

The Amount on the Cash Receipt Accounting Lines must match the Reconciliation Net Total in the Cash Reconciliation tab. If the object code will be expense or asset (basic accounting category = debit), enter a corresponding negative amount in the Accounting Lines tab. The offset will be to Cash. 

Print Cash Receipt Cover Sheet Option

 If you need to send a paper copy of the Cash Receipt document to the verifying unit along with the accompanying media (cash, checks, coins, etc.) you can print a PDF version of a cash receipt by clicking the Print Cash Receipt Coversheet link which appears in the top middle area of the document after submitting the document.

Making Corrections

If a Cash Receipt has been initiated and approved, but the accounting line information was incorrect, use the General Ledger Transfer (GLT) document to make corrections. If the total amount of a Cash Receipt is incorrect, use the Advance Deposit (AD) document to make the correction.

Approval and Verification

Cash Receipt documents route directly to the members of Kuali Financials-FP Cash Manager role associated with the Cash Receipt initiator's campus code. This role will verify cash receipts and prepare bank deposits (the role members may be part of the campus Bursar's office, for example). 

Cash Receipts cannot be approved until the Cash Drawer is opened which is done via the Cash Management Document.

When the drawer is open the Cash Manager must verify the monies received and change requests made on the Cash Receipt. Following are the tabs described above with the ability to verify funds received and requested. Each tab has the ability to Copy All and then to make changes as needed. As funds are verified the Manager Column in the Check Reconciliation tab is updated

Once verification is complete, approve the Cash Receit and it is available for deposit using the Cash Management Document. 

Cash Management Document

The Cash Management (CMD) document is used to record the actual bank deposit for one or more Cash Receipt (CR) documents and track cashiering activities that affect the cash drawer throughout the day. The cashiering activities might include change orders, cashing university checks, and temporary cash advances.

The CMD document is used to group approved cash receipts for a given verification unit into separate deposits so that they can be sent to the bank for deposit. Verifying units can choose to make interim deposits if they wish and must make a final deposit when they close out the cash drawer associated with the CMD document. You may deposit checks only during the interim deposits and checks, currencies and coins during the final deposit.

Use of the CMD document is restricted to members of Kuali Financials-FP Cash Manager role. Members of this role might be located in an institution's Bursar office or another central processing unit.

In order for users to submit the Cash Management document, the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed even if your institution is not planning to use the Bank Offset feature. See Bank and Bank Offsets for more information. 

Only one CMD per campus can be open at a time, all Cash Managers for a specific campus can access the open CMD.

Cash Drawer Activity Tab

The Cash Drawer Activity tab contains information about the current status of the cash drawer, the number and amounts of approved cash receipts awaiting deposit, and the number and amounts of any deposits already made on the document.

Cash Drawer Activity As of section

• Verification Unit: Displays the campus code of the verifying unit to which the document initiator belongs. Verification of cash receipts occurs asynchronously with respect to the Cash Management document, thus the activity totals are only valid as of the last time they were calculated, and may have changed in the interim. Click the Refresh button to recalculate up-to-the minute activity totals.
• Cash Drawer Status: Indicates the current status of this verification unit's cash drawer. Possible statuses are:
  • Closed: The cash drawer is not open for the collection of cash receipts. When the Cash Drawer is closed, the Open Cash Drawer button displays. 
  • Open: The cash drawer is open and cash receipts can be grouped into deposits. The time the cash drawer was opened is also displayed.
  • Locked: A member of the verification unit has selected to make a final deposit and a new cash management document and further deposits cannot be made until the current Final Deposit is canceled or the Cash Management Document is submitted.
• Cash Drawer Activity: Indicates how many cash receipts are available for deposit and provides a summary of the check, currency and coin totals of the cash receipts.
• Deposit Activity: Displays the Operating Deposit amount, which reflects the total of all approved cash receipts available for deposit, the number and total amounts of any interim deposits, and the amount remaining to be deposited.

Cash Drawer Currency/Coin Section

• Summarizes the currency and coin from the Cash Drawer. The amount is updated with deposits and when the Apply Transaction button is clicked in the Cashiering Transaction tab or the deposits are made in the Deposits tab.

When you open the cash drawer or cancel a Final Deposit , two tabs become available:

• Deposits: From this tab you can create an Interim or Final Deposit. 
• Cashiering Transactions. The Cashiering Transactions tab tracks your daily cash transactions and the Deposits tab tracks the deposits that you make from the Cash Receipt documents.

Cashering Transaction Tab

The Cashiering Transactions tab allows you to keep track of all of the cashiering activities throughout the day. The activities might include, change orders, advances, and cashing checks. The Cashiering Transactions tab is divided into Money In area and Money Out area. The Money In area is used to record the money you have received and Money Out area is used to record the money you have paid out in exact currency and coin denominations. The Money In and Money Out area must be always in balance in order for the transaction to post. For example, if you are recording cash advances in the Money In area, you must record the equal amount of money paid out in the Money Out area.

The Money In area includes Currency/Coin, New Miscellaneous Advance, and Cashiering Checks sections while the Money Out area includes Currency/Coin, and Open Miscellaneous Advances sections. The summary of the cash drawer activities are reflected in the Cash Drawer Activity tab when the apply transaction button is clicked.

Open Misc Advances Section:

The Open Miscellaneous Advances section displays a running list of open advances that you have entered into the New Miscellaneous Advance section and allows you to record the payments towards the open cash advances. The list is updated when you click the apply transaction button. Money In must equal Money Out in order to Apply Transaction. 

• To clear the amount, enter an amount, click Apply Transaction. Money In must equal Money Out. 

Deposits

Use Interim Deposit to deposit checks through out the day. Only checks from approved Cash Receipts can be deposited on Interim Deposits. Select the Cash Receipts to include in this Deposit. 

Use Final Deposit to deposit cash and currency and any remaining checks. Completing the Final Deposit will Lock the Cash Management document. Cash Receipts can no longer be approved. 

Completing the deposits adds them to the Deposits tab. 

The Deposits tab shows bank deposits that the unit has made from the verified Cash Receipts associated with this CMD document. The tab also has a section allowing the unit to prepare and accept a new deposit.

The add interim deposit button is used for depositing the checks and the add final deposit button is used for depositing the final checks, currencies, and coins.