Kuali Cashier Applications

Kuali Cashier Applications Kuali is a web-based financial services system tailored to a university s specialized accounting functions. The system uses electronic documents, e-docs, to enter information into the system and routes these documents for approvals. The routing process, including checks and balances, is determined by the type of e-doc. On final approval e-doc transactions are then passed to the University s General Ledger. Kuali system generated e-doc numbers track all transactions. Deposits slips have been created for every university department. These deposits slips along with a Kuali system e-doc will verify deposits are credited to the correct department. E-Doc numbers correspond to the G Receipt number on the department s ASR. Departmental Batch numbers will no longer be used to track departmental deposits. There will be one Batch number per campus for the day, it will be the Cash Management e-doc number. The Cashier functions are on the Kuali Main Menu tab. The Advance Deposit, Cash Receipt and Cash Management functions are covered in this document. User s Workflow Menu Buttons Menu Tabs 1 Kuali Cashier Apps - Rev 10/07/09

Basic Kuali Tools Use the following tools to enter information into any of the e-docs forms. Box Text Box entry field, if the box contains default text it may be selected or overwritten add Check Box Selection Box, multiple choices are permitted, click to select or deselect each box Option Radio Button, only one choice is permitted List Click on the down arrow to select from a pull-down list of approved options Action Button To perform an action or complete an entry, the label summarizes the action, click the button http://www.kuali.org External Link - Click on the underlined web address to navigate to another web page or system within the same browser Internal Link Click to navigate to a different place on the current page, a different screen within the current application, or a related system Login to the System Login is required after a function is selected. Before the requested function form is opened, a login dialog box will appear, enter your login UserID and password. Each UserID is setup with certain privileges, allowing access to specific forms and approval functions. Time Out For security, the system has a 30 minute no activity, time out feature. On re-entering, the system will open at the same point. Logging Off To logoff, close the web browser with the standard close features or use the Close button X in the upper right corner of the screen. 2 Kuali Cashier Apps - Rev 10/07/09

Processing e-docs An e-doc form is set-up to look like a file from a file cabinet, with processes listed on tabs. A selected e-doc opens with the required tabs expanded and the optional tabs collapsed. The action buttons are located at the bottom of the e-doc. Each process may be displayed or hidden by clicking on the Show or Hide toggle button on the tab. Document Type Name Help Document Header Expand/Collapse All Tabs Help Click on the? for the Help option for this e-doc. The function of this e-doc is displayed and all of the Kuali Help is available here. The Help includes a listing of the Help Contents, an Index and a Search feature. Expand All/Collapse All All of the tabs may be displayed or hidden by selecting the Expand All or Collapse All buttons in the upper right corner of the e-doc. Text Fields Text fields are used to enter information, required fields have an (*) asterisk to the left of the field name. Text field entries can be simple text entry, check boxes that allow several choices, radio buttons that only allow one choice or the lookup function that will allow a selection from an approved list. Document Header The document header contains the Document Number generated by the system, the document s current Status in the workflow process, the UserID of the document Initiator, and the system generated Created date.. 3 Kuali Cashier Apps - Rev 10/07/09

Required Fields Required fields have an asterisk (*) in front of the text field label. The system returns an error message, if a required field is not entered. Lookup Function The Lookup function is available when a magnifying glass icon appears at the end of the text field label. This function searches through the system s reference table information and displays a list of valid values. Click on the icon to open the Lookup form. Enter any part of the information you are looking for, this will limit the search and reduce the amount of information Lookup must search. To start the search hit the Search button at the bottom of the Lookup form. The asterisk (*) and the percent sign (%) may be used to perform a wild card search. Enter any part of the search value and the wild card, the system will then return all values that match the search pattern. Click the Return Value link to have the value populate the form. Drilldown Clicking on a link in a retrieved data line can be used to drilldown and display the details of that data. Workflow Action The standard buttons at the bottom of the e-doc are used to Submit, Save, Close or Cancel the current e-doc. The Save allows the user to save the document to work on later. Clicking on the Close button will first ask for the document to be saved, then close the document. Cancel deletes this e-doc from the system. Workflow Action Buttons 4 Kuali Cashier Apps - Rev 10/07/09

Action List The Action List is a listing of all the e-docs requiring the currently logged in user to complete or acknowledge. Click on the Action List button to open the pending e-docs, the most commonly requested actions are Approve the transaction, Acknowledge by opening the e-doc and a courtesy FYI. Once an e-doc in the Action List has been acted on, it is cleared from the user s Action List. Document Search Click on Doc Search to search for an e-doc. Enter the search criteria and click the Search button. Document Search Results The search results are listed at the bottom of the Document Search. Click on the e-doc s Document ID link to open the document. To see the workflow user report, click on the user link. The workflow status report is available by clicking on the Route Log icon. 5 Kuali Cashier Apps - Rev 10/07/09

Financial Transaction Processes The financial transaction e-docs, documented, are accessed from the Financial Processing sub-menu group of the Transactions, and the Administrative Transactions. The e-docs covered are Advanced Deposit, Cash Receipt and Cash Management. Advance Deposit - Used by departments that transact their own bank deposits, without processing through the Cashier s Office. The Advance Deposit e-doc distributes the deposit to the appropriate accounts. Cash Receipt Records cash and checks received by departments for bank deposits, processed by the Cashier s Office, via the Cash Management Document. Cash Management Used by the Cashier s Office to total the university s bank deposits for the day, one Cash Management document per campus. The day s Cash Receipt e-docs are attached to the daily Cash Management e-doc. 6 Kuali Cashier Apps - Rev 10/07/09

Advanced Deposits (AD) The Advanced Deposit (AD) e-doc is used by departments that manage their own deposits, not processed through the Cashier s Office. Once completed these deposits are send to the Bank of America. The Advanced Deposit e-doc is approved by the originating department and then passed to the University s General Ledger. Incorrect postings to the General Ledger will be processed through Journal Vouchers. Departments that are currently using armored car cash pick-up or a lockbox will use Advanced Deposit to manage their deposit transactions. Departments that are a distance from the university may use Advanced Deposit to create their own deposits and send them directly to the Bank of America. The originator of the AD e-doc is responsible for ensuring that the actual bank deposit is made. Use your web browser to go to the Kuali site. Use the Main Menu tab in the Kuali site. All processes have been organized by financial function. The Advanced Deposit is listed in the Financial Processing section. Click on the Advanced Deposit link to open a new e-doc. The Kuali system will generate a unique document number in the field Doc Nrb. 7 Kuali Cashier Apps - Rev 10/07/09

The Advance Deposit e-doc is a single-sided entry document. For this document type, the Kuali system generates the other side of the entry that affects the cash account. The Advance Deposit e-doc opens with the required tabs expanded and optional tabs collapsed. The Advance Deposit s total must be equal to the total of the Accounting Lines tab. The document must contain at least one accounting line, to credit the deposit to the appropriate department. Negative accounting line amounts are allowed. On completion, the AD e-doc is automatically approved and doesn t route to anyone else for approval. The document status is set to Final and it is posted to the General Ledger during the next batch process. To process an Advance Deposit e-doc select it from the Financial Transactions menu. Log into Kuali as needed. Complete entries for the Document Overview Tab, the Advance Deposits Tab and the Accounting Lines and click the Add button. To complete the form click on the Submit button at the bottom of the form. Review the General Ledger Pending Entries tab. The Tab Key may be used to move from field to field as information is entered. The Tabs and Fields for the Advanced Deposit e-doc are: Document Overview Tab Description* - (Required) - Enter a description for the e-doc, since this field is accessible by all system users, don t enter confidential information. Advance Deposits Tab Bank Code* - (Required) - Enter the code for the bank where deposit will be made. Bank Lookup is available for this field. Date* (Required) - Enter the date of the deposit or click on the Calendar icon Reference Number* - (Required) - Enter the transaction number, this can be anything determined by the depositing department. Description - (Optional) - Enter a description of the transaction, you may enter confidential information since this does not appear on financial reports and not viewed by all users. Amt* - (Required) - Enter the total amount of the deposit. Actions* - Click the Add button to enter this record into the system. Accounting Lines Tab Chart* - (Required) - Select the chart code from the pull-down chart list. Account Number* - (Required) - Enter the account number or search for it with the Account Lookup tool. Sub-Account - (Optional) Enter the sub-account number or use the Sub-Account Lookup tool. Object - (Required) - Enter the object code or use the Object Code Lookup tool. Sub-Object - (Optional) - Enter the sub-object code or use the Sub-Object Lookup tool. Project - (Optional) - Enter the project code or use the Project Lookup tool. Org Ref Id - (Optional) - Enter any appropriate data for this transaction. Amount - (Required) - Enter the amount. Actions - (Required) - Click the Add button to enter this record into the system. An Accounting Line that has been added may be removed by clicking on the Delete button at the end of the line. The Bal Inquiry button on an entry will open the Balance Inquiry menu. Use the Lookup icon to select the corresponding report. 8 Kuali Cashier Apps - Rev 10/07/09

Import Accounting Lines Select the Import Lines button to enter a large number of accounting line entries. Use an Excel spreadsheet saved in CSV, Comma Separated Values format. Click on the on the Accounting Lines tab. Templates used for importing to different document types are listed here. Select the template for the document being used and then save the template to your computer as an Excel workbook. Add the data to the file. Required fields are marked with an asterisk and appear in red. Save the file as an Excel workbook. Delete the header rows at the top of the spreadsheet. Save the file again, with a new name and in CSV format. To import the file, click Browse and navigate to the Excel file and click Open and then click Add on the Accounting Lines tab. General Ledger Pending Entries tab After a document has been submitted, the General Ledger Pending Entries tab displays the entries that will be posted to the General Ledger. System-generated offset transactions may also be included in this tab. Before submitting the e-doc, the tab contains the message There are currently no General Ledger Pending Entries associated with the Transaction Processing document. 9 Kuali Cashier Apps - Rev 10/07/09

Cash Receipt The Cash Receipt e-doc records both cash and checks received by departments for deposit by the Cashier s Office. This e-doc creates a deposit that passes through to the Cash Management e-doc for processing. The Cash Reconciliation Total must be equal to the total of the Accounting Lines tab. There must be at least one Accounting Line to determine which account to credit. In the Total Check Amount field select Individual Checks/Batches from the pull-down menu. This setting gives you access to the Check Detail tab where individual checks are entered. Since the system totals the checks, the Total Check Amount field is display only. Selecting Total Only requires you to manually enter the Totals for the checks in the Total Check Amount field and the Check Detail tab does not display. Enter a breakdown of the bills and coins to be deposited. The Accounting Lines are used to disburse the deposit into the correct department s accounts. To process a large number of checks, there is an Excel spreadsheet import feature. Once the Cash Receipt is completed, print the Cash Receipt Cover Sheet. The cover sheet is a printed sheet with a summary of the deposit. Bring the cover sheet to the Cashier s Office with the department s deposit. Sealed deposits are not re-counted by the Cashier s Office. 10 Kuali Cashier Apps - Rev 10/07/09

Cash Receipt e-doc Select Cash Receipt, under the Financial Processing listing, in the Transaction Frame on the Main Menu tab. A Login screen may appear, if you have not logged in previously. After logging in, a Cash Receipt e-doc form is displayed. In the document header the Doc Nbr has been system generated. In the Document Overview tab enter a Description for this e-doc. Since this field is viewable by all system users, don t enter sensitive information. 11 Kuali Cashier Apps - Rev 10/07/09

Cash Reconciliation Tab In the Total Check Amount field the selection Individual Checks/Batches in the pull-down menu will allow entry of checks individually in the Check Detail tab. Numeric fields perform value verification, ensuring that only numeric non-negative numbers are entered. Click on the recalculate button to update the cash total. Currency and Coin Detail Tab Enter the number of bills and coins in the count fields. Click the recalculate button to update the Amount field, next to each count. The currency total will be populated in the Cash Reconciliation tab. Check Detail Tab Each check is entered on a single line. Enter the Check/Batch# using the number on the check, the check date, a check description, and the check amount. The check description can be used to hold sensitive information since this is not a publicly viewed field. Click on the Add button to enter this check into the Cash Reconciliation Total. The system will update the Cash Reconciliation Total as each check is added. 12 Kuali Cashier Apps - Rev 10/07/09

Accounting Lines Tab Use the Accounting Lines to allocate the deposit to one or more department s accounts. The Accounting Lines must total the Cash Reconciliation Total. Use the Import Lines button to enter several accounting lines with the use of a CSV saved Excel spreadsheet. Click on the on the Accounting Lines tab. Templates used for importing to different document types are listed here. Select the template for the document being used and then save the template to your computer as an Excel workbook. Add the data to the file. Required fields are marked with an asterisk and appear in red. Save the file as an Excel workbook. Delete the header rows at the top of the spreadsheet. Save the file again, with a new name and in CSV format. To import the file, click Browse and navigate to the Excel file and click Open and then click Add on the Accounting Lines tab. The Required fields include Chart, Account, Object, and Amt. The Optional fields are the Sub-Account, the Project and Org. Ref. Id. Use the Chart pull-down menu to select from the valid Chart entries. Many of the fields have the Lookup feature available, this assures valid entries. To complete an Accounting Line, click on the Add button at the end each line. Submitting the Cash Receipt e-doc Upon completing the Cash Receipt form click on the Submit button at the bottom of the form. After submitting an e-doc it is routed for any necessary approvals. The Ad Hoc Recipients tab may be used to route this e-doc to others for them to Acknowledge, Approve or for an FYI. Click on the Print Cash Receipt Coversheet link to print a copy of the Cash Receipt. Take the Cash Receipt Coversheet and the actual deposit to the Cashier s Office for deposit. Review the General Ledger Entries tab, the pending entries include offset generated lines to cash or fund balance object codes. 13 Kuali Cashier Apps - Rev 10/07/09

Cash Receipt Coversheet After completing the Cash Receipt function, take the Cash Receipt Coversheet, deposit and adding machine tape to the Cashier s Office. Each deposit slip requires a separate e-doc. The deposit slip number at the bottom of the slip is used as the Org. Doc. #. The Cashier s Office will verify and approve all Cash Receipts. Approvals will be done by checking in the Action List of the Cashier s Office for the CR e-doc number, then verifying the Org. Doc. # and the Amount. There will be no Cash Only bags used, use the Cash and Checks bags. There will be no Cashier s Office processing of credit card transactions. Restricted Fund Accounting For RFA, use 29 for the Gift Account number. Use separate e-docs for Gifts and Non-Gifts deposits. No more than 25 checks on a Deposit Slip, each check must be listed. 14 Kuali Cashier Apps - Rev 10/07/09

Cash Management (CMD) The Cash Management e-doc is used to record all Cash Receipt documents for the day. The CMD is used to group all approved Cash Receipts for deposits to the bank. Interim deposits or only one final deposit may be made. The final deposit must be made when the cash drawer, that is associated with the CMD, is closed out. You may deposit checks only during the interim deposits and checks, currency and coins during the final deposit. Use of the CMD is restricted to the Cashier s Office. The CMD document does not route for approval. Once a member of the Cashier s Office approves the document, the status is set to Final. There can be only one unapproved CMD document at a time, and only one user may have the document open. 15 Kuali Cashier Apps - Rev 10/07/09

Opening the Cash Drawer Click the Open Cash Drawer button to begin grouping the approved Cash Receipt documents into deposits. Re-opening the Cash Drawer This message appears when the Cash Drawer has been opened but has not been closed out. The first button Return to Index, returns you to the Main Menu without opening a Cash Drawer, while the second button opens an existing drawer (document). You may not open another drawer until the previous one has been closed. Document Layout The Cash Drawer Activity and Deposits are additional tabs in the CMD document. Cash Drawer Activity Tab The Cash Drawer Activity tab lists information about the current status of the cash drawer, including the number and amounts of approved cash receipts awaiting deposit, and the number and amounts of any deposits currently in the document. 16 Kuali Cashier Apps - Rev 10/07/09

Verification Unit - Display-only. This field displays the Cashier s Office Cash Drawer Status - Display only - Displays the current status of this cash drawer Closed: The cash drawer is closed to the collection of cash receipts 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 Cashier s Office member has chosen to make a final deposit and use a new cash management document, further deposits cannot be made until the current CMS is canceled or submitted. Cash Drawer Activity - Display-only - With the cash drawer open, this section 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 - Display-only This section shows the Operating Deposit amount, reflecting the total of all approved cash receipts Use the Refresh button to update the activity totals Cash Drawer Currency/Coin Section fields 17 Kuali Cashier Apps - Rev 10/07/09

Currency Count Enter the currency for the corresponding denominations Currency Amount Displays the Total for each of the currency denominations. The amount is updated when the apply transaction button is clicked in the Cashiering Transaction tab or the deposits are made in the Deposits tab. Coin Count Enter the coin count for each coin denomination Coin Amount Displays the total amount of money for each coin denomination. The amount is updated when the apply transaction button is clicked in the Cashiering Transaction tab or the deposits are made in the Deposits tab. Cash Drawer Totals Displays a summary of the cash drawer s total, including the total amount of miscellaneous checks, currency, coin, and items in Process The Deposits and Cashiering Transactions tabs become available when the cash drawer is opened or re-opened. The Deposits tabs tracks the deposits that are made from the Cash Receipts documents. Deposits Tab The Deposits tab displays the bank deposits the department has made from the verified Cash Receipts associated with this Cash Management e-doc. This tab has a section allowing a department to prepare and accept a new deposit. 18 Kuali Cashier Apps - Rev 10/07/09

Cash Drawer Activity Tab The total number and the amount of the approved Cash Receipts are displayed in the Cash Drawer Activity tab. Opening for the first time or re-opening the Cash Drawer will set the Status to Open. Use the Add Interim Deposit button to create an Interim Deposit. Only checks may be entered in an Interim Deposit. Use the Add Final Deposit button for checks, currency and coins. Create a New Interim Form The Interim Deposits form only deposits checks not currency or coins. Use the Create a New Interim form to add approved Cash Receipts to the Cash Management Document. Click the Add Interim Deposit to make a new deposit from the approved Cash Receipt Documents. 19 Kuali Cashier Apps - Rev 10/07/09

Deposit Header Tab This holds the bank information for this deposit. Deposit Header Tab Fields Bank Code * (Required) Enter the bank s code or select it from the Bank Code lookup Deposit Type Display only Deposit is interim or final Deposit # - Optional Enter the number assigned by the Cash Management Document user Cash Receipts Tab The Cash Receipts tab lists the approved Cash Receipt documents available for deposit. Click in the check boxes to the left of each Cash Receipt to select it. A check box in the header row selects all of the Cash Receipt documents. 20 Kuali Cashier Apps - Rev 10/07/09

Cash Receipts Tab Fields # - Display only Numbers the Cash Receipt Document Number Display only The Cash Receipt s document number Description Display only The document description in the Cash Receipt Create Date Display only Date the Cash Receipt was created Check Total Display only Total dollar amount for checks in the Cash Receipt. If check detail is entered on the Cash Receipt document, then the individual checks are listed under the Cash Receipt summary row and displays the Check/ Batch #, Check Date, Description, and the Amount fields for each check. The Cashiering Transactions Checks Tab Checks entered into the Cashiering Transactions Checks tab are available for deposit along with the checks in the Cash Receipt documents. Cashiering Transaction Checks Tab Fields # - Display only Numbers the Cashiering Transactions Check Number Display only The check number on the Cashiering Transaction check Description Display only The description for the Cashiering Transaction check Check Date Display only The check date Check Amount Display only The check amount Finalizing Deposit Use the Add Final Deposit button at the bottom of the form to create the final deposit and to close out the Cash Management document. If all of the checks were inadvertently deposited in the interim deposit, the Finalize Deposits button appears in the bottom of the Deposits tab to allow you to finalize your last interim deposit. The currency and coins are also finalized. After the deposits are finalized, the Cash Drawer is Locked and the Cash Management document may be submitted. Create a New Final Deposit Screen Use the Create a New Final Deposit screen to enter the final check, currency and coin deposits. Entries are made in the Deposit Header, Currency and Coin Detail and Cash Receipts tabs. Only the final deposit contains the Currency and Coin detail tab, these tabs are not available in the interim deposit. 21 Kuali Cashier Apps - Rev 10/07/09

Deposit Header Tab The Deposit Header tab holds the bank information for this deposit. Deposit Header Tab Fields Bank* (Required) Enter the bank s code or select it from the Bank Code lookup Bank Account* (Required) Enter the bank account number or select it from the Bank Account lookup Deposit Type Display only Deposit is interim or final Deposit # - Optional Enter the number assigned by the Cash Management Document user 22 Kuali Cashier Apps - Rev 10/07/09

Currency and Coin Detail Tab Currency Count Optional Enter the currency count for each denomination Currency Amount Display only Displays the total amount for each currency denomination Coin Count Optional Enter the coin count for each denomination Coin Amount Display only Displays the total amount for each denomination. Cash Receipts checks entered with the Total Only option are automatically deposited in the final deposit. Cashiering Transactions Checks Tab Checks entered into the Cashiering Transactions Checks tab are available for deposit along with the checks in the Cash Receipt documents. Cashiering Transaction Checks Tab Fields # - Display only Numbers the Cashiering Transactions Check Number Display only The check number on the Cashiering Transaction check Description Display only The description for the Cashiering Transaction check 23 Kuali Cashier Apps - Rev 10/07/09

Check Date Display only The check date Check Amount Display only The check amount Finalized Cash Management Document Click add Final Deposit to make a new deposit made up of the approved Cash Receipt documents. After the deposits are finalized, the Cash Drawer is Locked and the Cash Management document may be submitted. Click Refresh to update the Cash Receipts Click Cancel to the cancel deposit Click Submit to finalize this Cash Management Document and submit it, 24 Kuali Cashier Apps - Rev 10/07/09