How To Create a Cash Receipt

Staff can create a Cash Receipt through Kuali Financial Systems (KFS). The Cash Receipt (CR) eDoc is used to record cash and checks for subsequent deposits into bank accounts by Cash Operations.

• The CR eDoc routes to Cash Operations staff for approval after the deposit is brought to the Cash Operations Office.

• Submit a CR eDoc on each day that you receive payment, regardless of whether funds are brought to Cash Operations. 

• If the deposit is less than $500, funds must be delivered to Cash Operations within 7 calendar days.

• Once the total of cash/check received equals or exceeds $500, funds must be delivered to Cash Operations by the end of the following business day.

1. Navigate to Accounts Receivable & Cash.

   

2. Click Cash Receipt.

3. Enter the Description using the following format: Department, Date, and Dollar Amount.

   

4. Use the drop-down menu to select Individual Checks/Batches or Total Only.

   

   1. Use Individual Checks/Batches to list checks individually in the eDoc.

   2. For a large number of checks, use Total Only to enter the total amount of checks in the box, and attach the Excel spreadsheet to the Notes and Attachments tab. The Excel file should include the check number, date, and amount. 
      Note: If Total Only is selected and a spreadsheet is not attached, the eDoc may not get approval.  All checks must have the date received stamped/written on the back.

   3. If you selected Individual Checks/Batches above, enter the individual check details, including the check number, the date on the check, a description (i.e., the name on the check), and the check amount.

   4. Click the ADD button after entering each check. 
      

5. Enter Accounting Lines using the following format: Account Number, Object Code, and Amount.
   

   Note: If you are using the expense object code, the amount you enter must be negative.

   1. Click the plus (+) button after entering each Accounting Line.

   2. Ensure that the Reconciliation Total and the Accounting Line(s) Total are equal to one another.
      

6. Attach the Backup Documentation for the deposit in Notes and Attachments. Backup includes but is not limited to:

   • Register receipts

   • Handwritten receipts

   • Invoices

   • Payment logs

     

7. Click Submit when done to route the CR eDoc to Cash Operations for approval. After you submit the eDoc, a confirmation message will display.

   

8. Click on the PDF icon next to Print Cash Receipt Coversheet to retain a copy for your records. You do not need to print a copy for Cash Operations.

   1. All deposits brought to Cash Operations must be delivered in a sealed fraud-stopper bag. You can obtain these bags from Cash Operations, or you may use your own as long as they are tamper-proof.

      

   2. Two copies of the Cash Receipt Form, which can be found on the Cash Operations website, should be filled out and left outside the bag. This receipt is your proof of delivery to Cash Operations and should be retained by your department as part of your backup documentation for that day’s deposit.