KFS DEPOSITS Fiscal Services Office Rev March 17, 2016

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. 2

AP Please refer to Administrative Procedure and /or contact the Treasury Office ( ) for operation questions or any receipting procedures for deposits. url: 3

Creating an AD From the Main Menu, click the “Advance Deposit” link. Navigation is Main Menu > Transactions > Financial Processing 4

AD Document Layout 5

AD Document Overview Tab 6 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.

AD Advance Deposits Tab 7 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”.

AD Accounting Lines Tab 8 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.

AD Accounting Lines Tab – Negative Amounts 9 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).

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. 10

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. 11

Adding Notes and Attachments Enter any Notes and Attachments, and/or add Ad Hoc Recipients as necessary on the corresponding tabs. 12

AD Workflow Routing 13 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.

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

KFS CREDIT CARD RECEIPT DOCUMENT (CCR)

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. 16

AP Please refer to Administrative Procedure AP and /or contact the Treasury Office ( ) for operation questions or any credit card receipting procedures for deposits. url:

Creating the CCR From the Main Menu, click the “Credit Card Receipt” link. Navigation is Main Menu > Transactions > Financial Processing 18

CCR Document Layout 19

CCR Document Overview Tab 20 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.

CCR Credit Card Receipts Tab 21 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.

CCR Credit Card Receipts Tab 22 Enter the Deposit Date and Amount and click “add”. Note: the Date selected is the batch settlement date.

CCR Accounting Lines Tab 23 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.

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

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. 25

Adding Notes and Attachments 26 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.

CCR Workflow Routing 27 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.

FMO website - Kuali Financial - kfs.hawaii.edu/kfs.hawaii.edu/ Submit a Trouble Ticket KFS Help Desk - ph Lynn Rathbun - ph , KFS Contacts 28

This concludes the DEPOSITS TRAINING 29