Summary

The Return Entry step of the Cash Receipts process is used to enter tax return payments into the application.

Step by Step

1     Create a new Cash Receipts batch.

• Open a CR Cash Receipts batch or create a new batch using the New Batch window (CR> Cash Receipts> Select New from the batch drop-down menu).

2     Open the Return Selection window (CR> Cash Receipts> Return Entry).

• The Return Selection window displays all of the returns that are included in the batch.
  • Click the Show Batch Totals icon to open an informational window that will display the Calculated Amount Total and Amount Paid Total for the active returns included in the batch.
  • Click the Business Number to open the BT Business Maintenance window for an existing return.
• Click the Delete icon or press DELETE to delete the selected return.
• Click the Modify icon or press ENTER to edit the selected return.
• Click the Create icon or press INSERT to create a new return to add to the batch. This will open the Return Maintenance window.

3     Create a new return.

• The Invoice Number will be automatically generated when you save the return.
• Designate a Year for the return.
• Enter a Business Number or click the field label to select one from a list.
  • Business numbers are codes used to identify each unique business and allow a single customer record to be attached to multiple businesses. A business number is automatically assigned to a business when it is created.
• The Federal Tax ID number, SSN and State ID number are all associated with the business selected in the Business Number field. If you do not know the Business Number, you could use the Social Security Number of the customer associated with the business to create the return.
  • The Federal Tax ID and the State ID numbers are associated with a business on the General tab of the Business Maintenance window (BT> Maintenance> Business> General tab).
  • The SSN is attached to an account on the Customer Maintenance window (Customer icon on the main application window> Social Security Number field).
  • The State ID field label is user defined and may not match the example described here.
• The Name and Service Address fields will automatically populate with the customer name and service address associated with the Business Number.
• Select a Tax Type from the drop-down menu.
  • Tax Types are created and maintained in the Business Tax module (BT> Maintenance> Tax Type).
• Designate a Period for the return.
• Select a Receipt Date, Transaction Date and Due Date for the return.
  • The Receipt Date and Transaction Date will both default to today's date. The Due Date will default to the due date specified for the selected Tax Type.
• The Apply Discount field will only be active if the tax type associated with the selected business is discountable.
  • Select Yes in order to apply the discount percentage set up on the tax type. You will also need to apply the discount on the Edit Return window covered below in Step 4.
  • Tax types are set up as discountable on the Tax type Maintenance field (BT> Maintenance> Tax Type> enter a value greater than zero in the Discount Percent field).
• The Extension Filed and Extension Date fields will only be active if the Allow Extension toggle is checked on the Tax Type Maintenance window.
  • Select Yes from the Extension Filed drop-down menu to file an extension for the return. The Extension Date field will display the extended date specified for the selected Tax Type, but this date can be edited.
• Click the Add Infraction icon or press INSERT when in the Infractions field to add an infraction to the return. This will open the Infraction Type Selection window.
  • Infraction types are used to track infractions against filed tax returns, but are not generally associated with monetary penalties. Infraction Types are created and maintained on the Infraction Type Maintenance window (BT> Maintenance> Infraction Type). 
• Enter an optional Description for the return.
• Select a Payment Method from the drop-down menu.
  • Payment methods are used to define what kind of payment is received when creating a receipt in the Cash Entry window. Pay methods are created and maintained on the Pay Method Maintenance window (CR> Maintenance> Pay Method). 
  • If you are using a pay method that has an associated cash override account, no other pay methods can be used on the receipt.
  • If you are processing a counter receipt through a credit card terminal, see the topic for details.
• The Payment Reference field can be used to enter reference information on the payment line item, such as a check number. This is an optional field and can be used to filter the receipts that display in the Display Receipts window (CR> Maintenance> Display Receipts).
• The Calculated Amount field will automatically populate with the total from the Calculated Amount column in the Line Items section below.
• Enter a Payment Amount for the return.
• The Return Balance field will display the amount owed on the return.
• The Credit Amount field will display any overpayment on the return.
• The Business Balance field will display the current outstanding balance for the selected business. If this field is populated, you may want to investigate which tax type periods are responsible for the balance and apply return payments to those periods first.

4     Add Fees to the return.

• Click the Create icon or press INSERT to add fees to the return. This will open the Fee Selection window.
  • Fees are user-defined codes used to generate an associated transaction on a business account. Fees are attached to tax types and then tax types are used to assess taxes on businesses.
  • Fees are created and maintained on the Fee Maintenance window (BT> Maintenance> Fee).
  • Select a fee and click the Confirm icon or press ENTER to add that fee and open the Edit Return Fee window.
    • The Edit Return Fee window will display the Fee code, Fee Type and Unit Type, if specified, for the selected fee.
    • If the fee is a unit type fee, enter the Number of Units and the Excluded Units to determine the total units that will be subject to the fee.
    • If the tax type associated with the return is discountable, you can select Yes from the Discountable drop-down menu in order to apply a discount to the fee. The Discount Amount and Calculated Amount fields will update accordingly.
    • Enter a Line Pay Amount and press ESC to return the fee to the Line Items section. You do not need to save this form as it saves automatically.
    • If the Omit Units toggle is checked on the Tax Type selected above, the units fields will be disabled and the unit information will not display on the fee line item.
    • The Line Pay Amount cannot exceed the value in the Calculated Amount field.
  • You can also calculate penalty and interest amounts on the fee. Choose Penalty or Interest from the Calculate icon drop-down menu or press F2 for Penalty or F3 for Interest.
    • As with standard fees, selecting a penalty or interest fee and pressing ENTER will open the Edit Return Fee window where you can specify a Line Pay Amount for the selected fee.
  • To quickly process payments on the return click the Calculate icon   drop-down menu and select Set Line Pays as Cash Payment or Set Line Pays.
    • This will automatically record full payments on all return line items, save the return and reset the Edit Return window so the next return can be entered.
    • Set Line Pays as Cash Payments will set the Payment Method field to Cash. Set Line Pays will set the Payment Method field to the default payment method set on the CR Setup window (CR> Utilities> Setup> Default Pay Method field).
    • Set Line Pays as Cash Payment can also be selected by pressing F11 and Set Line Pays can be selected by pressing F12.
• As you add fees to the return, the Calculated Amount and Return Balance fields will automatically update.
• Overpayments will credit the Credit Fee specified on the BT Setup window (BT> Utilities> Setup> Credit Fee field).
• Click the Save icon when complete.

5     Generate a Proof List.

• The Cash Receipts Proof List Report will display all of the return line items attached to the returns in the batch totaled by payment type (cash, check, other).
• Open the Proof List window (CR> Cash Receipts> Proof List).
• Select the level of detail to display on the report in the Report Type drop-down menu.
  • Select Detail to display a separate line item for detail line item on the receipt. The detailed version of the report shows the receipt number, whether or not the receipt was voided, customer number, date, customer name, cash receipt type, description, receipt amount, and the amounts for cash, check, other, change, net cash, and total.  Each receipt is totaled, and the report has a grand total.
  • Select Summary to display a single summary line item for each receipt.  The report shows the receipt number, whether or not the receipt was voided, customer number, date, customer name and the amounts for cash, check, other, change, net cash and total.  There is a grand total for the report.
• Select how the report should be sorted in the Sort By drop-down menu.
  • Select Customer Number if you would like to sort the receipts that display on the report by the customer number attached to the receipt.
  • Select Receipt Number if you would like to sort the receipts that display on the report by receipt number.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). 
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). 
• If the Cash Receipts Proof List was generated in detail format the report will display the receipt number, customer information, and the service rates and fee codes paid on the receipt.
  • The Type column will display Service if the receipt line item reduces the balance on a service. If the receipt line item is paying a fee code, the Type column will display Fee. If the receipt line item is creating a cash deposit, the UB module deposit fee code will display in the Type column.
  • If you generate in summary format, the report will display the receipt totaled by payment type.

6     Generate a BT Return Proof List.

• Open the BT Proof List window (CR> Cash Receipts> BT Proof List).
• Select the level of detail to display on the report in the Report Type drop-down menu.
  • The Summary report will display the Receipt number, Invoice number, Business number, Business Name, Calculated Amount, Payment Amount, Receivable Amount, Credit Amount, Deposit Amount and totals for each amount.
  • The Detail report will display everything included in the summary report as well the Fee, Fee Type, Unit Type, Number of Units, Excl Units and Subj Units.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

7     Print a GL Distribution List.

• The GL Distribution Report will display the debit and credit amounts created by the return line items included in the batch.
• Voided receipts will not display on the report since they will not affect the general ledger.
• Select GL Distribution on the Cash Receipts palette. This will open the GL Distribution Report window.
• The Journal Entry field will determine the fiscal period and fiscal year of the journal entry generated by the batch.
  • The journal entry date will default to the current date.
• The Fiscal Period and Fiscal Year fields are not enabled and will populate based on the date entered in the Journal Entry field.
• Select the level of detail you would like to include on the report in the Report Type drop-down menu.
  • The Detail report will display the fund, general ledger account, general ledger account description, receipt number, line item description, debits and credits. The report will also group and total the report by fund and display report totals of the debit and credit columns.
    • The line item description of a receipt can be viewed in CR> Cash Receipts> Enter Cash Receipts> Detail tab> Description column.
  • The summary report will display the fund, general ledger account, general ledger account description, debits and credits.  The report will also group and total the report by fund and display report totals of the debit and credit columns.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• Review the GL distribution report. If any errors are discovered on the GL Distribution list you may be able go back and correct the receipts. This depends on the security settings for your system.
• The GL distribution will display the net distribution when quick permits and quick licenses are created. Debits and credits that result in a wash will not display in the report.
• If the GL Distribution report is run in detail format, the report will display the net effect on the GL by receipt.  If there is a positive and negative receipt line item for the same charge type or GL account, the report will display the net distribution on the GL account, not the debit and debit to the same GL account.
  • If a GL account has a debit and credit across different receipts, the report will display each line item on the GL account, not the net effect. The receipt line items will only display as a net amount by receipt.

8     Commit the Cash Receipts batch.

• The final step in the Cash Receipts process is to commit the batch.  Select Commit on the Cash Receipts palette. This will open the Commit window.
• The Batch field will display the batch number of the batch being committed.
• The Journal Entry Date field will display the journal entry date entered on the GL Distribution step.
• The Fiscal Period and Fiscal Year fields will populate based on the journal entry date entered in the Journal Entry Date field on the GL Distribution step.
• Press ENTER or click the OK button to commit the batch.