Santa Cruz Cash Receipt Manual Entry Process End User Guide

Transcription

1 Santa Cruz Cash Receipt Manual Entry Process End User Guide

2 SunGard Public Sector 1000 Business Center Drive Lake Mary, Florida Phone: (800) Fax: (407) Web site: SunGard Public Sector Inc. All Rights Reserved This document is covered by copyright. All rights reserved. SunGard Public Sector grants permission to the customer to whom it was sent to copy any part of this document for internal use only. It may be reproduced for use only by the party to whom it is sent directly by SunGard Public Sector for internal use only. It may not be reproduced in any other from or by any means, graphical, electronic or mechanical, including photocopying, recording, taping, or information and retrieval system, or used by or distributed to any third party without written permission of SunGard Public Sector. SunGard Public Sector reserves the right to modify or revise all or part of this document without notice. Printed in the U.S.A 2

3 Table of Contents SECTION 1: PROCESS TO MANUALLY INPUT CASH RECEIPT TRANSACTIONS... 4 SECTION 2: RUNNING A BATCH PROOF REPORT SECTION 3: ATTACHING DOCUMENTS TO THE CASH RECEIPT SET SECTION 4: APPROVING CASH RECEIPT TRANSACTIONS

4 Section 1: Manually Entering Cash Receipts into ONESolution 1. Navigate to the Search bar at the top of your Desktop, type ARBTCRUB, and hit the Enter button on your keyboard: 2. Click the Add button in the top Ribbon bar: If the add button is gray it is inactive and it means ONESolution has automatically added a new set. You will know you are in add mode because you will see Add Mode in the lower right corner of the screen. 3. Create and enter in the Set ID (Set Name) you would like to assign to the Cash Receipt Set: The CR Set ID format will be as follows: Initals of the end user (3 characters), dept code (2 digits), date (6 digits. Example: Mackensie Clara Lundeen, Dept 66, February 2nd, 2015 = MCL If you create multiple sets per day add a suffix at the end of the set ID, i.e. MCL A, MCL B etc. 4

5 4. If you know the total of all the transactions you are about to enter, you can populate the User Set Total field. If you don t know, you can leave it blank. You will need to populate it later once you are done entering in all your Cash Receipt Transactions. 5. Click the Save button in the top ribbon bar or the Enter button on your keyboard to save your Set. 5

6 6. Saving your Set will automatically open the below screen: 7. The Customer ID field will autopopulate with C Click in the Receipt field, and then on the Generate button in the top right corner to assign a Receipt number. 6

7 When clicking on the Generate button a drop down may give multiple options to choose from. Pick the first option CRREF. 9. The Receipt field will populate like so: 10. In the User Receipt Total field, enter the total amount for the receipt. 11. In the Receipt Date field, enter the date of the receipt: Enter the key and object of the account into the GL Account field: a. Trust GL Keys: If the GL Key for the transaction is for a trust and you formerly were not required to enter a sub-object or G/L account, please use Object Code

8 b. Refunds: If you are processing a refund and need to abate an expenditure Object Code, please enter the correct expenditure Object Code here. (When you enter the Unit Price for this line, please make the value negative) c. Bank Fees: If you receive credit card income and have bank fees, please use Object Code (When you enter the Unit Price for this line, please make the value negative) 13. If the transaction you are processing requires a Job Ledger Key and you don t see where to enter it, do the following: a. Make sure your cursor is in one of the GL Account fields. b. The Account Options Tab at the top of the screen will automatically open. c. Click to add a check mark to the box next to Show JL Side. 14. The section below the GL Account field can be ignored. It should default in the values shown below and these should not be changed: 8

9 15. Enter a description into the Description field: 16. Enter a quantity into the Quantity field and a unit price into the Unit Price field. The Extended Amount will autopopulate based on quantity X unit price. a. Refunds: If you are processing a refund and need to abate an expenditure Object Code, please make this value negative. b. Bank Fees: If you receive credit card income and have bank fees, please make this value negative. 17. Once you have entered all relevant values, click Enter on your keyboard or the Save button in the top ribbon bare to save your record/line item. *If you have not reached the value you inputted into the User Receipt Total field, the system will automatically clear the line item from your screen and put you on a new line item. *If the value you inputted into the User Receipt Total field matches the total of the line item, your receipt will save and the system will open a brand new receipt Once you have entered in all your receipts and line items, remember to return to the Set Management Window to make sure that the total of all the receipts in the Set matches the User Set Total: To navigate back to the Set Management Window click on Manage Sets on the Home Tab:

10 19. Make sure you Save your Set after editing the User Set Total field by clicking the Enter button on your keyboard or by clicking the Save button in the top ribbon bar: 10

11 Section 2: Running a Batch Proof Report Running a Set Proof Listing or Batch Proof Report will produce a Proof Report that lists all the transactions within your Cash Receipt Set. This report will identify any errors within your batch that need to be corrected. 1. Navigate to the ARBTCRUB screen and then click on the Links tab on the lefthand side of the screen. Then click on the Set Proof Listing link. 2. The following window will appear. The CR Set ID field will autopopulate, as will all other necessary fields. There is no need to edit any field on this screen. Click Submit to run your Batch Proof Report. 11

12 3. Navigate to your Jobs tab on your ONESolution Desktop and click on the options button, then turn on Auto Refresh by clicking on the button next to it (it will turn orange and say ON). Also turn on Show Completed. Wait for your Job to complete. 4. Once the Job completes, click on the + sign to expand out and view your Batch Proof Report. *Ignore the Tail Sheet Report 12

13 5. Click on the Batch Proof Report link to open it and review the data: 6. Click on Export to PDF and save the Batch Proof Report to your Desktop. You will be attaching this to your Cash Receipt Set. 7. Once the report is saved to your Desktop, navigate back to your Set on the ARBTCRUB screen: 13

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15 Section 3: Attaching Documents to the Cash Receipt Set The process to attach documentation to your Cash Receipt Set is listed below. There will be specific documents that you will be required to attach. You can also attach any other documentation that you feel might be relevant to your Cash Receipt Set. The required documentation you need to attach: Affidavit Half Sheet Batch Proof Report 1. Click on the Attachments tab at the top: If you don t have the Attachments Tab, do the following: a. Click on the Globe icon on the top left hand corner of the screen and select Settings 15 b. On the window that pops up, select tab Preferences, go to Show Attachments and set it to Enable. c. Then hit Apply Settings at the bottom of the window

16 2. Then click on the New Document icon: 3. The below screen will appear. From the Attach ID drop down, selct ARBTCRUB and enter a description into the Description box: Click on the Browse button to browse for the file you wish to attach and select it:

17 5. Once you have selected the document, click Open. 6. Once you have clicked Open, the following screen will appear. Click Attach. 17

18 7. The ARBTCRUB screen will reopen. Click on the Attachments tab on the lefthand side of the ARBTCRUB screen. The document you attached will appear as an icon with the description you had entered previously. 18

19 Section 4: Approving Cash Receipt Transactions Before a user can approve their set, the approval option must be activated. This is a one time set up and is done as follows: 1. Click on the Globe icon on the top left hand corner of the screen and select Settings On the window that pops up, select tab Screens Specific, go to pending approvals and set it to Enable. Then hit Apply Settings at the bottom of the window 19

20 2. Once you have attached all relevant documentation and have verified all the data within the Set, you now need to approve your Cash Receipt transactions. 3. On the Set Management Window, select the set ID for the set which is ready for approval. 4. Click the Open button to access the batch. 20

21 5. and Navigate to the Pending Approvals tab at the top of the screen: 6. Click the Approve icon: 7. Upon your approval, the Cash Receipt transactions will be electronically routed to the following entities so that they can review and approve your Set: Department Head Treasurer Controller 8. Your portion of this process is now complete. 21