Bursar's Office

Bursar's Office... Cash Receipt Procedures for FMS

NOTE: For further clarification of the procedures described, please refer to Chapter 5, Accounts Receivable for Processors Training Participant Guide. Also, please refer to the Bursar’s Office website at for additional guidance regarding HOOP requirements.

A. Decide the type of cash receipt

Each department will need to decide what type of cash receipt transactions they perform. Generally there are two types:

  1. Invoices which establish a receivable in FMS - The department invoices a customer for services performed or in accordance with a contract. The invoicing is done through the FMS Billing module and an item (invoice) is created that payment must be applied to.
  2. Miscellaneous cash - The department receives payments periodically which are not invoiced (i.e. donations, gratuities, rewards, service revenue, expense reimbursements, etc.) and which they may be unaware of the amount of monies they will receive.

B. Previously invoiced items and invoice being paid is known

When the department receives payment for an item previously invoiced through the Billing Module in FMS, the department staff knows the invoice being paid, the invoice being paid is being paid in-full, and the department can enter all their information on one page, this is called an Express Deposit. The following are the procedures that should be followed for processing the payment:

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Online Payments
  4. November 10, 2006text"> Select "Add a New Value" tab
  5. DO NOT change the Deposit Unit (it should default to "UTHSC")
  6. DO NOT change the Deposit ID (it should default to "NEXT"); NEVER type "NEXT" in this field
  7. Select Add
  8. The "Totals" tab should be displayed. Complete the following fields:
    1. Acctg Date: - this item defaults to the current date and can be changed. Make sure the date reflected is the date the deposit will be sent to the bank. To determine this date remember that all deposits received by the Bursar’s office before 12:00 p.m. will be processed and taken to the bank that day. Any deposits made after 12:00 p.m. will be taken to the bank the following business day.
    2. Bank – this should always say "CHASE"
    3. Account – select "DEPO" if you are making a deposit of cash or checks. Select "CCARD" if you are making a deposit of credit cards.
    4. Deposit Type – select one of the following and remember that you must do a separate deposit for each type:
      1. "C" – cash (dollars and cents)
      2. "K" - checks
      3. "D" – credit cards (Mastercard and Visa)
    5. Control Currency – this should always say "USD"
    6. Format Currency – this should always say "USD"
    7. Rate Type – this should always say "CRRNT"
    8. Exch Rt – this should always say 1.00000000
    9. Control: enter the total monetary amount of your deposit in the first box and enter the number of items being paid in the second box (i.e. if this is a deposit paying three invoices you would enter "3" in the box).
    10. The remaining fields are updated by previously entered information. Do not enter any further data.
  9. Select the "Payments" tab. Complete the following fields in the "Payment Information" section:
    1. Payment ID – enter the check number (if the check is 123 only enter "123" (without quotes); DO not enter "Check 123, ck #123, #123," etc.). If you are depositing cash enter your department name, your initials, and the word "cash" (ie. Bursar_hee cash). If you are depositing credit cards put in your department name, credit card type (i.e. MC for Mastercard, VI for Visa). If you are entering a wire transfer enter your department name and the wire transfer number (i.e. Bursar 112546001).
    2. Acctg Date – comes from the "Totals" tab and is the date the deposit is taken to the bank.
    3. Amount – enter the amount in dollars and cents that is being applied to the invoice(s).
    4. CurrencyRate – this should always say "USD"
    5. Type – this should always say "CRRNT"
    6. Select the "+" sign in "Reference Information" section to select the items (invoices) being paid.
    7. Click on the "+" in the payment line to add more payments to the deposit (i.e. if you have more than one check, more than one credit card type, or more than one wire transfer).
    8. Use Refresh to update and verify balances.
    9. Repeat steps above until "Deposit balance" changes to "Yes" and the "Entered Total" and "Control Total" match along with your Count for each. This determines when your deposit is in balance and that all payments in the deposit have been entered.
    10. Select "Save" when your deposit is complete.
    11. Select the "Action" tab and select "Post Now." You are done!
  10. Return to the "Totals" tab and screen print your page for inclusion with your deposit items.
  11. Run a calculator tape of the items you are depositing. Run a separate tape for each item type (i.e. credit cards, checks, cash, and coins). Make sure that your calculator tape matches the page you printed from FMS.
  12. Make copies of your checks and any other support you have for reference later. The Bursar’s office will not make copies of items on your behalf.
  13. Place your FMS Totals page, copies of your checks and supporting documentation, calculator tape, and items you are depositing in an envelope (you can use an interoffice envelope, mailing envelope, etc.) and deliver your deposit to the Bursar’s office for processing before noon on the deposit day. Please use separate envelopes for each deposit type for ease of processing.

C. PREVIOUSLY INVOICED ITEMS BUT INVOICE BEING PAID IS UNKNOWN OR IS NOT BEING PAID IN FULL:

You use the Regular Deposit components to enter payments to invoices for customers when the invoice being paid is unknown or is not being paid in full.

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Online Payments
  4. Select Regular Deposits
  5. Select Add A New Value tab (DO NOT change the Deposit Unit or Deposit ID; NEVER type in "NEXT")
  6. Select Add
  7. The "Totals" tab should be displayed. Complete the following fields:
    1. Acctg Date: - this item defaults to the current date and can be changed. Make sure the date reflected is the date the deposit will be sent to the bank. To determine this date remember that all deposits received by the Bursar’s office before 12:00 p.m. will be processed and taken to the bank that day. Any deposits made after 12:00 p.m. will be taken to the bank the following business day
    2. Bank – this should always say "CHASE"
    3. Account – select "DEPO" if you are making a deposit of cash or checks. Select "CCARD" if you are making a deposit of credit cards.
    4. Deposit Type – select one of the following and remember that you must do a separate deposit for each type
      1. "C" – cash (dollars and cents)
      2. "K" – checks (including personal, corporate, and traveler’s checks)
      3. "D" – credit cards (Mastercard and Visa)
    5. Control Currency – this should always say "USD"
    6. Format Currency – this should always say "USD"
    7. Rate Type – this should always say "CRRNT"
    8. Exch Rt – this should always say 1.00000000
    9. Control – enter the total monetary amount of your deposit in the first box and enter the number of items being paid/applied in the second box (i.e. if this is a deposit paying three invoices you would enter "3" in the box).
    10. The remaining fields are updated by previously entered information. Do not enter any further data.
  8. Select the "Payments" tab. Complete the following fields in the "Payment Information" section:
    1. Payment ID – enter the check number (if the check is 123 only enter "123" (without quotes); DO NOT enter "Check 123, ck #123, #123," etc.). If you are depositing cash enter your department name, your initials, and the word "cash" (ie. Bursar_hee cash). If you are depositing credit cards put in your department name and credit card type (i.e. MC for Mastercard, VI for Visa). If you are entering a wire transfer enter your department name and the wire transfer number (i.e. Bursar 112546001).
    2. Acctg Date – comes from the "Totals" tab and is the date the deposit is taken to the bank.
    3. Amount – enter the amount in dollars and cents that is being applied to the invoice(s).
    4. Currency – this should always say "USD"
    5. Rate Type – this should always say "CRRNT"
    6. Exch Rt – this should always say 1.00000000
    7. DO NOT select "Payment Predictor" (UTHSC is not using this feature)
    8. DO NOT select "Journal Directly" for this type of transaction
    9. DO NOT select "Range of References" unless you know that you are applying payments to consecutively numbered invoices
    10. Enter the Customer ID in the "Cust ID" field
    11. Click the "+" in the Customer Information box if more than one customer is being paid on the payment
    12. Enter the reference type value (i.e. "I" for Invoice) in the "Qual Code" field in the "Reference Information" section
    13. Enter the reference value (i.e. item (invoice) number) in the "Ref Value" field. If the reference values include ranges of values check the "Range of References" box at the top of the page. Then you enter the "to" value in the "To Ref Value" field.
    14. Click the "+" button in the "Reference Information" section to insert additional reference items. Repeat for all the reference items on the payment.
    15. Click the "+" button in the "Payment Information" section to add another payment and repeat the steps above.
    16. Use Refresh to update and verify balances remaining.
    17. Repeat steps above until "Balance" changes to "Balanced." This determines when your deposit is in balance and that all payments in the deposit have been entered.
    18. Select "Save" when your deposit is complete.
  9. Return to the "Totals" tab and screen print your page for inclusion with your deposit items.
  10. Run a calculator tape of the items you are depositing. Run a separate tape for each item type (i.e. credit cards, checks, cash, and coins). Make sure that your calculator tape matches the page you printed from FMS.
  11. Make copies of your checks and any other support you have for reference later. The Bursar’s office will not make copies of items on your behalf.

AFTER CREATING THE REGULAR DEPOSIT YOU MUST BUILD A PAYMENT WORKSHEET TO APPLY YOUR PAYMENTS.

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Apply Payments
  4. Select Create Worksheet
  5. The "Deposit Unit" is always "UTHSC"
  6. The "Deposit ID" is the "Deposit ID" on your FMS "Totals" printout.
  7. Click "Search"
  8. Select the appropriate payment(s) from the result list.
  9. The Worksheet Selection page appears with payment information from the Regular Deposit entry pages.
  10. Click "Build"
  11. The Worksheet Application page appears with open items for the customer. If reference items were entered on the deposit those items will be checked. Their selection will be reflected in the amount selected and amount remaining totals at the bottom of the page.
  12. Check the "Sel" entry for any items being paid.
  13. If an item is being partially paid, enter the payment amount in the "Pay Amt" field by overwriting the amount in the box.
  14. If there is an overpayment amount to be left as a credit on the customer click "+" at the end of any line to insert the overpayment amount
    1. A blank row is added and selected
    2. Enter the remaining credit amount in the "Pay Amt" field as a NEGATIVE number (i.e. if the overpayment is fifty dollars enter it as "-50.00" (no quotes).
    3. Type a reference identifier in the "Item ID" field and Press <TAB> to navigate to the Type field.
    4. Select "OA" in the "Entry Type" field.
    5. Click Save. Remember the Deposit ID.
  15. Repeat steps above until all worksheets are built for all payments received.

After the worksheet(s) is/are created, they must be finalized.

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Apply Payments
  4. Select Finalize Worksheet
  5. The "Deposit Unit" is always "UTHSC"
  6. Enter the "Deposit ID" for each worksheet OR your "User ID" to bring up all the worksheets you created.
  7. Click Search. A list of worksheets appears.
  8. Select "Post Now"
  9. Place your FMS Totals page, copies of your checks and supporting documentation, calculator tape, and items you are depositing in an envelope (you can use an interoffice envelope, mailing envelope, etc.) and deliver your deposit to the Bursar’s office for processing before noon on the deposit day. Please use separate envelopes for each deposit type for ease of processing.

D. PROCESSING PAYMENTS RECEIVED FOR SERVICES NOT BILLED-MISCELLANEOUS CASH TRANSACTIONS:

You use the Direct Journal Deposit option when you are recording cash receipts for monies your department DID NOT invoice. Items you would process via this method include miscellaneous cash, revenues, and expense reimbursements (other than travel). Also, DO NOT include sponsored project funds in your deposit. Sponsored project funds should be sent to PAF for processing. Please refer to page 11, Additional Tips section, for guidance on processing your deposits.

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Online Payments
  4. Select Regular Deposits
  5. Select Add A New Value tab (DO NOT change the Deposit Unit (should say "UTHSC") or Deposit ID; NEVER type in "NEXT")
  6. Select Add
  7. The "Totals" tab should be displayed. Complete the following fields:
    1. Acctg Date: - this item defaults to the current date and can be changed.  Make sure the date reflected is the date the deposit will be sent to the bank. To determine this date remember that all deposits received by the Bursar’s office before 12:00 p.m. will be processed and taken to the bank that day. Any deposits made after 12:00 p.m. will be taken to the bank the following business day.
    2. Bank – this should always say "CHASE"
    3. Account – select "DEPO" if you are making a deposit of cash or checks. Select "CCARD" if you are making a deposit of credit cards.
    4. Deposit Type – select one of the following and remember that you must do a separate deposit for each type:
      1. "C" – cash (dollars and cents)
      2. "K" – checks (including personal, corporate, and traveler’s checks)
      3. "D" – credit cards (Mastercard and Visa)
    5. Control Currency – this should always say "USD"
    6. Format Currency – this should always say "USD"
    7. Rate Type – this should always say "CRRNT"
    8. Exch Rt – this should always say 1.00000000
    9. Control: enter the total monetary amount of your deposit in the first box and enter the number of line items being applied in the second box (i.e. if this is a deposit paying three revenue accounts you would enter "3" in the box; if this deposit is for three checks you would enter "3" in the box, etc.).
    10. The remaining fields are updated by previously entered information. Do not enter any further data.
    11. Select the "Payments" tab. Complete the following fields in the "Payment Information" section:
    12. Payment ID – enter the check number (if the check is 123 only enter "123" (without quotes); DO NOT enter "Check 123, ck #123, #123," etc.). If you are depositing cash enter your department name, your initials, and the word "cash" (ie. Bursar_hee cash). If you are depositing credit cards put in your department name and credit card type (i.e. MC for Mastercard, VI for Visa). If you are entering a wire transfer enter your department name and the wire transfer number (i.e. Bursar 112546001).
    13. Acctg Date – comes from the "Totals" tab and is the date the deposit is taken to the bank
    14. Amount – enter the amount in dollars and cents of the deposit for a specific revenue or expense account.
    15. Currency – this should always say "USD"
    16. Rate Type – this should always say "CRRNT"
    17. Exch Rt – this should always say 1.00000000
    18. DO NOT select "Payment Predictor" (UTHSC is not using this feature)
    19. Select "Journal Directly" for this type of transaction
    20. DO NOT select "Range of References".
    21. Click the "+" button in the "Payment Information" section to add another payment and repeat the steps above.
    22. Use Refresh to update and verify balances remaining.
    23. Repeat steps above until "Balance" changes to "Balanced." This determines when your deposit is in balance and that all payments in the deposit have been entered.
    24. Select "Save" when your deposit is complete
  8. Return to the "Totals" tab and screen print your page for inclusion with your deposit items.
  9. Run a calculator tape of the items you are depositing. Run a separate tape for each item type (i.e. credit cards, checks, cash, and coins). Make sure that your calculator tape matches the page you printed from FMS.
  10. Make copies of your checks and any other support required for reference later. The Bursar’s office will not make copies of items on your behalf.
  11. Place your FMS Totals page, copies of your checks and support documentation, calculator tape, and items you are depositing in an envelope (you can use an interoffice envelope, mailing envelope, etc.) and deliver your deposit to the Bursar’s office for processing before noon on the deposit day. Please use separate envelopes for each deposit type for ease of processing.

Once the deposit is created the payment account entries must be created.

From the Main Menu:

  1. Select Accounts Receivable
  2. Select Payments
  3. Select Direct Journal Payments
  4. Select Create Accounting Entries
  5. The "Deposit Unit" is always "UTHSC"
  6. The "Deposit ID" is the number from your FMS page printout OR you can search for deposits by your "User ID"
  7. Click Search
  8. Select the appropriate deposit and and payment. The Direct Journal Entry, Accounting Entries page appears.
    1. Enter "UTHSC" into the GL Unit field.
    2. Enter the appropriate value in the Oper Unit field.
    3. Enter a valid Department code in the Dept field.
    4. Enter a valid fund code for the Fund field.
    5. Enter a valid project in the Project field (if necessary).
    6. Enter a valid program code for the Program Code field.
    7. Enter a valid account number into the Account field.
    8. Enter a valid class code into the Class field.
    9. Type the amount to be credited to this distribution line. The amount should be entered as a NEGATIVE number (i.e. fifty dollars should be entered as "-50.00" (without quotes)).
    10. If additional distributions are required, click the If additional distributions are required, click the "+" button and repeat steps above.
    11. Click on the lightening bolt button. The debit side of the journal entry appears in the scroll area. If the entries are out of balance an error message will appear and you will need to review the previous steps.
    12. If Total Debits equal Total Credits select "Complete" check box.
    13. Click Save. You are done!

Addditional Tips:

  1. FMS comes with a Fund-Area-Org Crosswalk that translates your old TUFIMS account numbers into FMS account numbers. Create a cheat sheet for your office that everyone can reference with the new account numbers you use most. FMS also has Revenue, Expense, and Balance Sheet Crosswalks.
  2. New accounts created in FMS can be easily looked up via "trees" in FMS.
  3. You can delete any deposit you are entering by going to the "Action" tab and selecting "Delete" in he Express Deposit and Worksheet. You can select "Delete Deposit" in the Regular and Direct Journal Deposits. Remember that deposits can only be deleted if they have not been posted by the Bursar’s office.
  4. If the payment received is for a sponsored project it must be forwarded to PAF for processing with supporting documentation of the deposit. DO NOT process payments for sponsored projects with your department’s regular deposit.
  5. You must include a check log detailing the date, amount, check number, and name on the check with your deposit. A check log register can be printed from FMS. The check log must match the amount of your deposit.
  6. You must include copies of your checks and supporting documentation with your deposit. Supporting documentation include copies of RIs for expense reimbursements, copies of letters and statements for miscellaneous cash, copies of doc Ids, etc.
  7. If copies and supporting documentation are not provided, or the deposit is not properly entered in FMS (i.e. individual checks are not entered, account numbers are not provided, etc.), the deposit will be returned to the department for processing. The department will be held accountable for violating the 24 hour deposit policy required by HOOP up to and including potential monetary damages and audit findings.
  8. You should check the outstanding invoices for a customer prior to applying payments to assure that (1) the payment was/was not for an invoiced, (2) the payment is being made for the full amount, and (3) the payment is applied to the correct customer. REMEMBER: if the payment is for an item NOT invoiced, the payment should be recorded as a Direct Journal transaction.
  9. Receivable Update processes overnight. Payments applied to customer accounts will not be reflected in the system until the following business day.
  10. Each department must assure that there is a segregation of duties between the persons generating the invoices, receiving the cash, preparing the deposit and entering the receipt transaction in FMS. 
  11. Please feel free to contact the Bursar’s Office at 713-500-3088 if you have any questions or need additional clarification. You can also reference the Bursar’s Office website at for additional guidance and HOOP policies regarding cash receipts.

 

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