Keying Misc Receipts into MAP AR

Transcription

1 Keying Misc Receipts into MAP AR PURPOSE This procedure describes how to enter Miscellaneous Receipts into MAP Accounts Receivable. The purpose of this procedure is to ensure that these payments are posted correctly to the general ledger. TRIGGER Perform this procedure when you have received Miscellaneous Receipt payments that need to be recorded in MAP Accounts Receivable. ASSISTANCE If you need assistance, please report your issue to the Self Service Help Desk: -desk/selfservice PROCEDURE Prior to Entry into MAP: Completing the Paper Forms Complete the Accounts Receivable forms (listed below) documenting Miscellaneous Receipt activity: Visa/Mastercard/Discover: MAP Accounts Receivable (AR) Credit Card Receipt.xls AMEX: Map Accounts Receivable (AR) AMEX Credit Card Receipt.xls MAP Miscellaneous Receipt All cash/check miscellaneous receipts should be included in the deposit bag window at the appropriate drop box location. Credit Card miscellaneous receipts should be ed to That form will be the basis for the data to be entered into MAP. All receipts must be keyed and balanced by 3:00 pm. MAP Keying Steps From the MAP Home Page 1. Under the Main Menu, click on the WVU AR Receipts Input folder. 2. Click on the Receipts sub-folder. 3. Click on Batches. The Receipt Batches screen will open in a new window. 1

2 If you receive a message that states The application s digital signature cannot be verified, click Run. 4. Department Responsible for MAP AR Data Entry - Complete/review the Receipt Batches window as follows: Batch Type Batch Source Batch Number Currency Batch Date Receipt Class GL Date Defaults to Manual-Regular. Click the LOV button for list of Batch Sources. Refer to AR Batch form and select the appropriate batch source. Refer to AR Batch form for Batch Name. Example: 19001ST Defaults to USD. Defaults to current. Defaults based on Batch Source. Defaults to current. 2

3 Payment Method Deposit Date Bank Name Comments Bank Account Number Control Count Control Amount ----MAP: Keying Misc Receipts into MAP Accounts Receivable---- Defaults based on Batch Source. Defaults to current. Click the LOV in the field and it will default based on Batch Source. Leave blank (for Revenue Services use only). Defaults based on Bank Name. Enter the Count from the AR Batch Form. Example: 2 Enter amount from AR Batch Form. Example: Click within the Descriptive Flexfield (DFF) in the lower right corner. 3

4 6. The Batch Information screen appears. ----MAP: Keying Misc Receipts into MAP Accounts Receivable Complete the two required fields (yellow). CASH/CHECK: This information is on the bank deposit slip. CREDIT CARD: This Deposit Location information is on the credit card settlement report. A list of values is available. Cash or Checks: Three-digit number from the deposit ticket. Example: 586 Sequence Number Visa, Mastercard, Discover: Seven-digit number First six digits are mmddyy and come from the credit card settlement document. Enter 0 as the final digit. Example: American Express: Seven-digit number First six digits are mmddyy and come from the credit card settlement document. Enter 1 as the final digit. Example: Click OK to exit the DFF. 4

5 9. Department Responsible for MAP AR Data Entry Click the Receipts button (lower right corner). 10. Department Responsible for MAP AR Data Entry - Click Open. 11. Complete/review the Receipts window as follows: Receipt Method This auto-generates; no input required. 5

6 Receipt Number Currency Receipt Amount Receipt Type State Receipt Date GL Date Functional Amount Activity Remittance Bank fields ----MAP: Keying Misc Receipts into MAP Accounts Receivable---- Do NOT key spaces, slashes and dashes. Key using UPPER CASE only. Refer to Miscellaneous Receipt form for the Miscellaneous Receipt number. Defaults to USD. Enter the Amount from the Miscellaneous Receipt. Example: Click the Receipt Type Field and choose Miscellaneous. This is the only receipt type departments will use. Defaults to Cleared. Defaults to the current date. Defaults to the current date. Defaults to Receipt Amount. Click the LOV button for a list of Activities. Select MISC RECEIPTS, and click OK. Defaults to WV State Treasury 12. Click Distributions. Multiple distribution lines may be entered on this form. The lines will be distributed by specific dollar amounts. 6

7 13. Complete/review the Distributions window as follows: % Amount GL Account Percentage of Distribution of funds Do not enter a value. Percentage will default based on the amounts entered. Enter the amount of the receipt. Example: Default accounting information will be displayed. Enter appropriate distribution. To properly distribute funds, BE SURE TO CHANGE DEFAULT ACCOUNTING INFORMATION. Default: Repeat this step until all GL distribution lines have been entered. Then click OK. 15. On the Receipts window, select File/Save from the Menu. 16. To key another Miscellaneous Receipt in the same batch, go to the Toolbar and press the New Line button. Then go back to Step 10 to enter another line. 17. When all the Miscellaneous Receipts have been keyed for the batch, click the X in the upper right corner to close the Receipts window and return to the Receipt Batches window. 7

8 18. From the Receipt Batches window, confirm the Control Total is equal to the Actual Total and the Actual Total is equal to the AR Batch Form Total. Verify that the Batch Status is Closed. 8

9 19. If totals do not match, review receipts within the batch to find error. Has a receipt been keyed incorrectly? Was the batch added incorrectly? Make necessary corrections. 20. After the batch has been keyed into MAP AR, then complete the following details on the AR Batch form: Processed By GL Date Person who keyed documents into MAP. Enter current date. 21. You have completed this task. 9