Web Departmental Deposits

Web Departmental Deposits Accounts Receivable Financial Operations and Business Technology Wichita State University Ext. 3070 wsuaccountsreceivable@wichita.edu Room 201 Jardine Hall Page 1 Revised, January 2017

TABLE OF CONTENTS Introduction to Web Departmental Deposits......Page 3 Entering a New Web Departmental Deposit..Page 4 Using the Expense Return Template Page 16 Checking Status, Deposit History and Web Departmental Deposit Report...Page 18 How to get to the Web Departmental Deposit Report....Page 23 Changing your Password...Page 27 Request for Adding or Changing User Roles. Page 28 Request for New Detail Codes. Page 28 Page 2

Introduction to Web Departmental Deposits Wichita State University is introducing a new and improved method of processing and depositing departmental receipts. This new standard allows departments the ability to electronically deposit cash receipts through TouchNet s Web Deposits software. This software streamlines departmental deposits by providing a more accurate and efficient way of processing. Additionally, this functionality allows departments to enter a more meaningful description which feeds to the general ledger and can be seen in financial reports. 1) What are web departmental deposits? Web departmental deposits are batch deposits that can be submitted electronically rather than using an Excel deposit form. Web departmental deposits: Tender types include cash, paper check and cash-like transactions (such as a money order or cashier s check) Give a reporting history of a department s web deposits 2) What are the user roles and responsibilities? Each user has been assigned one or both of these roles in the TouchNet Operations Center: Web departmental deposit user: All users will be assigned the web departmental deposit user role, which will enable users to process deposits online through TouchNet. This user role is limited to viewing and reporting on their own transactions. Reporting user: Reporting user roles are assigned to users who require access to view all deposit history and reporting for a specific office/department. Note: Both roles may be assigned to one user depending on the needs of your department. Page 3

Entering a New Web Departmental Deposit To create a web departmental deposit, a user enters the deposit information and submits batches to Accounts Receivable (AR) for approval. Important notes to remember and the procedure for adding a new deposit are outlined below. Important Notes: Credit card deposits will not be processed on the same web deposit as cash and checks. If you are accepting credit card payments and not using Campus Merchant Edition (CME) or Marketplace, please contact creditcards@wichita.edu. International checks should be processed on a separate deposit for each check item. If international checks are combined with U.S. checks in a deposit, AR will separate the deposit. An adjustment will be apparent during the department s reconciliation process. A way of determining a U.S. check is that it will have a 9 digit routing number. If you have completed a Foundation check request and have a check to deposit, please use a Gift description detail code that will deposit into R80073, unless this check is payment for services rendered to the Foundation by your department. Please use your appropriate service revenue account that can be found on your web departmental deposit template. If you sell any item(s) such as food, T-shirts or other tangible items, or have cash receipts from renting something or from an event/admission, you must remit sales tax by selecting a Tax description detail code. When making a deposit to your department s account, the detail code is split behind the scenes as in the screen shot below so that the proceeds will be divided between the applicable revenue account codes and account code R80121, State Sales Tax. Page 4

Funds from a grant or contract, where receipts come from a grant, are required to be forwarded to and deposited with the Office of Research. Funds from a donation (cash receipts from someone who received nothing in return and requests a tax receipt/write-off), should be forwarded to and deposited with the Foundation. If you are planning to conduct a silent auction, raffle or other such fundraiser, please contact AR in advance. All checks should be made payable to Wichita State University and must be endorsed with PAY TO THE ORDER OF COMMERCE BANK FOR DEPOSIT ONLY WICHITA STATE UNIVERSITY stamp. Page 5

1) Log into the Operations Center A) Log into your mywsu portal at www.mywsu.wichita.edu B) In the Quick Links channel under Administrative Applications, select the Web Department Deposit link. C) Enter your user name (c21797.mywsuid) and password. (Note: Every 90 days you will be prompted to reset your password. If you are already using CME and or Marketplace, your username and password will be the same.) Note: If you have 3 failed attempts at logging in to TouchNet you will be locked out and will need be unlocked. Please contact AR. Note: If this is your first time logging in you will be prompted to answer security questions. Page 6

2) From the Applications tab select Business Office 3) Click on Wichita State University Offices (Your department) Web Dept Deposits New Deposit Page 7

4) Select a template from the drop down. Before selecting your template it will be blank. The detail code, amount and description fields will populate once you select a template from the drop down menu. Please do not enter your own detail codes or enter your own funding. Note: You will see trash can icons to the side of the blank template. By clicking on these icons, you will remove rows from the template. Once a template is selected the rows will appear again with your departments detail codes. Note: If you get logged out or the system times out the deposit will have to be recreated if the Make a Deposit button has not been clicked on. 5) The Create Web Departmental Deposit page is displayed. The template will display with the detail codes that have been created by AR in Banner for your department. Page 8

6) In the Enter Credit Information section, complete the following fields: Amount Enter the total amount of funds to be credited to each individual detail code. Note: Detail Code, BF00 allows you to enter a credit rather than selecting a Detail Code that has already been set up by AR. This can be used for running your deposit long. This detail code should rarely be used. Description A description will automatically populate. This field can be overwritten for a more detailed description of the deposit. You can use a description that will easily identify the deposit for future reference or leave this field as is and enter a description for the deposit in the Deposit Description field located towards the bottom of the template. Note: The description field in the Credit and Debit sections can contain up to 18 character spaces which will feed to Banner. If additional space is needed, the Deposit Description field will allow additional text (up to 81 character spaces), although the additional text may only be viewed in TouchNet/Web Deposits. Note: Please do not change any Tax descriptions. Each line in the Enter Credit Information field should now show the detail code to be credited, the amount to be credited and a description (either the default or a new description if one was added). Page 9

Note: Detail Code The detail code is populated automatically once a template is selected. This field determines the general ledger (GL) accounts to be credited. Detail codes are four alpha-numeric characters that are used to represent the Banner FOAPAL* which will be credited. After the detail code is selected and the deposit is validated, the Banner FOAPAL will populate and can only be corrected if the Make a Deposit button has not been clicked on and by clicking on New Deposit. See the Request for New Detail Codes section if new detail codes are needed. *Definition of FOAPAL: FOAP - Fund, Org (department/organization), Account and Program. AL - A is used to designate Accounts Receivable or funds owed to the department. L represents special Banner account codes to track/manage unapplied payments. 7) In the Enter Debit Information section, complete the following fields: Amount In each available row, enter the total amount of each tender type. Each line in the Enter Debit Information field should now show the selected tender type, the amount to be debited and a default description. Note: Description of Tender Types Please do not change these description fields. Note: The Other (BF00) option allows you to enter a debit rather than selecting a tender type which can be used for running your deposit short. This detail code should rarely be used. Page 10

(Note for CME Users Only: In the amount field, enter the credit and debits for your deposits (cash, check, long and short). These amounts should match what is on your CME Revenue by Payment Method report. Negative amounts (ex: $-5.00) cannot be entered on web deposits use BF00 to represent them. Next you will enter a description in the Deposit Description field for your deposit. (Ex: Daily deposit 4/20/16) CME users currently print out the Revenue by Payment Method report shown below. This will still need to be sent to AR with each deposit. Page 11

8) Click the Validate button to confirm that the totals balance and that the detail codes you have entered are valid. If the values are correct, the page will update and display a validation message. The deposit will now be in a Pending status. The account information associated with each detail code will now be displayed in the FOAPAL fields to the right of that detail code, amount and description. If you are satisfied with your detail codes, FOAPAL string values, amounts and the validation message is displayed. You will see your calculated totals with credits and debits matching towards the bottom. Please proceed to Make Deposit. The deposit will now be in a Pending status. Note: If the Make Deposit button is not selected then the deposit will not be complete on the departments end. If your totals do not match, you will receive the message shown in the next screenshot. You will then need to review the deposit to find the error. Once the deposit totals match, proceed to the Validate and Make Deposit buttons. Note: The two most common reasons to receive an error message would be: There is a detail code or a value in the FOAPAL string that cannot be validated. The totals for your credits and debits do not match. Page 12

Please contact AR if you need assistance or are unsure of how to correct any issues. Page 13

9) You will see the screen below after making the deposit. Click on the Show Printable Detail button. Print and send with all cash and checks in your locked green bag to AR to complete the deposit. Show Printable Detail Note: If you forget to print the Show Printable Detail receipt, complete the following steps: Click on Wichita State University Offices (Your department) Web Departmental Deposits Status. The Deposits Summary page will appear. Click on the deposit ID number in the Pending Deposits section. The deposit details will be displayed. You can also sort by selecting a radial button in the Deposit History at the top or by clicking on any of the Titles (Date, Deposit ID, Deposit Description, and Amount). Page 14

Print the Deposit Details screen and submit with the cash and checks in the locked green bag to AR for approval. To capture the entire deposit image, print the Deposit Details page by right clicking, print preview and use the print orientation option of landscape. 10) Log out of the Operations Center by clicking on your name in the top right hand corner and click on Logout. 11) After departmental deposits have been submitted, AR will evaluate the batch information and payment types for accuracy and consistency before approving or editing the deposit if needed. Page 15

Only AR has the ability to edit or submit a pending deposit. You will be notified by AR if your deposit is incorrect and has been edited. Using the Expense Return Template This template is to be used when paying back an expense. (Example: Reimbursing Procurement Card or travel expenses.) Not every department will have this template. If you find that you are needing a template for expense returns please contact Accounts Receivable and they will get a template created for you. 1) Select the Expense Return Template 2) Enter amount in both credit and debit fields, click Validate. Page 16

3) You will notice that funding has been generated in the Fund, Orgn, Acct and Prog fields. At this time, enter your correct Fund, Orgn, Acct and Prog fields only in the credit sectionand click on Validate again. The funding you entered will now be in the correct fields. Proceed with your deposit as normal. Page 17

Checking Status, Deposit History and Web Departmental Deposit Report You may need to track the status of a deposit, research the details of a specific deposit or generate a Web Departmental Deposit Report based on certain criteria. Viewing the Web Departmental Deposit Report and monitoring the status of a deposit can be done by using the Deposits Summary page. Page 18

To check the status of your deposit, click Status. Here you will see either Pending or Submitted. Pending means that AR has not processed your deposit completely. Once AR receives your deposit and submits it, the status will change to Submitted. Web departmental deposit users and reporting users are both authorized to view the Deposits Summary page. However, whereas a web departmental deposit user may view only their own deposit history, a reporting user may view all deposit history for that department. 1. Log into the Operations Center A) Log into your mywsu portal at www.mywsu.wichita.edu B) In the Quick Links channel under Administrative Applications, select the Web Department Deposit link. C) Enter your user name (c21797.mywsuid) and password. (Note: Every 90 days you will be prompted to reset your password. If you are already using CME and or Marketplace, your username and password will be the same.) 3) From the Applications tab select Business Office Page 19

4) Click on Wichita State University Offices (Your department) Web Departmental Deposits Status The deposit history table displays the status of all the deposits you have submitted to AR. Deposits may have the following status types: EXAMPLE 1: Pending Status. Deposit has been validated by the department but has not been approved by AR. To view detailed information about the deposit click on any of the underlined fields. Page 20

EXAMPLE 2: Submitted Status. Deposit has been approved by AR. To view detailed information about the deposit click on any of the underlined fields. EXAMPLE 3: Changed and Submitted Status. The deposit has been edited, approved and submitted by AR. A change to a deposit will only be made by AR if there is a discrepancy with the deposit. Any discrepancies will be communicated to the department if changes are made. Page 21

EXAMPLE 4: Rejected Status. The deposit has been rejected by AR. This status should rarely be used or seen. If for any reason the deposit cannot be completed by AR, discrepancies will be communicated to the department. Page 22

How to get to the Web Departmental Deposit report: 1) Log into the Operations Center A) Log into your mywsu portal at www.mywsu.wichita.edu B) In the Quick Links channel under Administrative Applications, select the Web Department Deposit link. C) Enter your user name (c21797.mywsuid) and password. (Note: Every 90 days you will be prompted to reset your password. If you are already using CME and or Marketplace your username and password will be the same.) Page 23

2) From the Applications tab select Business Office 3) Click on Cashiering Reports and Web Dept Deposit, New Report In addition to the reports on the Deposits Summary page, reporting users can also generate reports based on more specific criteria, including certain users, specific value types (such as receipt numbers) or specific fields in the FOAPAL string. These reports can be exported as CSV-format files for use in a spreadsheet application, or they can be printed directly from your browser window. Note: The Web Departmental Deposit report is only available to a user who has both the Web Departmental Deposit and Reporting User roles. All other reports listed on the Cashiering Reports page are unavailable to users of Web Deposits. Page 24

Follow these steps to generate a Web Departmental Deposit Report. 1. From the Cashiering Reports page, click the Web Dept Deposit New Report link. The Web Departmental Deposit Report page is displayed. 2. The Web Departmental Deposit Report page allows you to set variables to tailor the report to your specific needs. Select the search criteria variables you need to generate your report. Campus Select the campus from which you need to report. (Choose Wichita State University.) Office Select a single office, multiple offices or all offices from the list. Hold down the Ctrl key and click on each office to select multiple offices. Approval User Select a single approver, multiple approvers or all approvers from the list. Hold down the Ctrl key and click each approved user to select multiple approval users. Page 25

Entry User Select a single departmental deposit user, multiple departmental deposit users or all departmental deposit users from the list. Hold down the Ctrl key and click each user to select multiple entry users. Deposit status Select a single status, a combination of statuses (i.e. Changed and Pending) or all statuses from the list menu. Hold down the Ctrl key and click each status to select multiple deposit statuses. Date range You can either select a specific date range by using the From and To dropdown menus or you can click one of the four options: Today, Yesterday, Month or YTD. When you set your date range, the To line defaults to today s date. Specific Value If you click any or all of the options for this setting, you can leave the default at All or enter the value for the selection you have made. For instance, if you click the Web Deposit ID (Deposit #) button, you will be prompted to enter the ID number of the specific deposit you want to find. Note: If you are trying to find a deposit with a status of Pending or Changed and Pending, there will not be a TCS Receipt Number or TPG Reference Number. These numbers are only generated once the deposit has been approved and submitted to the general ledger (GL). G/L field(s) This list includes options for specific fields in the FOAPAL string, such as the Ledger, Fund or Account. You can select any number of variables or all variables in this field. 3. Click the View Report button to create a report based on the variables you have selected. Once the page updates and displays your report, you can click the Export to CSV button to export your data to a CSV - format file, which can be opened using a spreadsheet application. Page 26

Changing your Password 1. Log into the Operations Center 2. On the main page go to your name in the upper right hand corner and select Edit Profile. 3. Click the Change Password tab. Type your current password, enter a new password and re-enter the new password in Confirm Password. Select Change Password at the bottom of the screen. Passwords must be between seven and 32 characters long, contain an uppercase, lowercase, numeric and special character. Passwords are case sensitive. The box on the right will show you when you have met the minimum requirements when entering a new password. You will also see all green checkmarks. Page 27

Adding or Changing User Roles Before users can begin entering web departmental deposits, access must be requested. To request access for an employee or to disable an employee who no longer needs access, send an email to wsuaccountsreceivable@wichita.edu. Please include their name, mywsu#, which role(s) and which office(s) they need access to or where access should be disabled. After the request has been submitted, the user will be assigned a unique username and password, and a specific role for processing web departmental deposits. Request for New Detail Codes A detail code is a set of four alpha-numeric characters which are used to represent the Banner FOAPAL when processing a web deposit. To request a new detail code or to change the FOAPAL of an existing detail code, please send an email to wsuaccountsreceivable@wichita.edu. Page 28