Summary

The Import Cash Receipts process allows you to import transactions from a lock box location and update customer accounts with the payments. The lockbox transactions are imported into the application from a file and the format of that file will vary depending on the bank that receives the payments. In order to use this process, your bank must send you a list of lockbox transactions in a file format that can be imported.

Follow this process to import the file containing the lockbox information. If you do not have the file containing the transactions to import, you will have to obtain the file before running this process.

Step by Step

1     Create a new CR Cash Receipts batch in CR> Cash Receipts.

• Select New from the CR Cash Receipts batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Cash Receipts process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The transaction date of the imported transactions is either entered during the Import step or is pulled from the imported transactions.
  • The fiscal period the imported transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report in CR> Cash Receipts> GL Distribution.
• You can delete batches by selecting a batch and pressing DELETE.

2     Import cash receipts.

• Select Import UB Receipts from the Cash Receipts palette. This will open the Import window.
• You can run the Import UB Receipts step as many times as you would like. For example, if you have multiple import files, you can run the Import UB Receipts step multiple times in the same batch. The transactions in each import file will be added to the Cash Receipts batch. This also means that if you accidentally import the same file twice, the payments will be added to the batch twice.
• Input a payment date in the Payment Date field. This field will default to the current date.
  • The date entered in this field will be used as the transaction date of the transactions being imported unless you check the Use Record Date toggle.
• Select the format of the file you would like to import from the Format drop-down menu.
• Select the payment method of the imported transactions from the Currency Type drop-down menu.
  • The payment types are set up in the Pay Method Maintenance window (CR> Maintenance> Pay Method).
• Click the File Location field to select the file you received from the bank or third party. This is the file that contains the transactions you would like to import.
• Check the Use Record Date toggle if you would like the transaction date on the transactions to be pulled from the import file rather than the Transaction Date field.
• Click the Confirm icon to import the transactions from the file into the batch.
  • The import process is run immediately, so the job cannot be scheduled for a later time.

3     View the imported lockbox transactions in the Enter Receipts window.

• This is an optional step and does not apply to users that access the Cash Entry window using the Cash Entry option on the Cash Entry palette.
• The Enter Receipts window will display all of the lockbox transactions that have been imported into the Cash Receipts batch. The Enter Receipts window is opened using the Enter Receipts window. If the Enter Receipts option has been disabled on the Cash Receipts palette, you cannot open the Enter Receipts window.
• Select Enter Receipts from the Cash Receipts palette to open the Enter Receipts window.
• All of the lockbox transactions imported into the batch will display in the window. Highlight a transaction and press ENTER to open the Cash Entry window and modify the payment.
• Press ENTER to save the changes.

4     Print a Proof List.

• The Proof List will list all of the receipts in the batch totaled by payment type.
• 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).

5     Print the UB Proof List.

• You will be required to print the UB Proof List because there are UB module payments in the Cash Receipts batch. The UB Proof List Report is similar to the Cash Receipts Proof List, but it will display the payment made to each UB module service.
• Select UB Proof List from the Cash Receipts palette. There are no filter or sort options on this report.
• 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).
• The UB Proof List will display the payment, all 20 UB services and the portion of the payment that is paid to each service. If a UB deposit is being created in the batch, the service attached to the deposit type fee code will be billed a negative amount.
  • There will also be an amount in the Cash Deposits this batch total field at the bottom of the report.

6     Print a GL Distribution List.

• Select Distribution List on the Cash Receipts palette. This will open the Receipt Distribution Report window.
• The Journal Entry field will determine the fiscal period and fiscal year of the journal entry created 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.

7     Print the UB Distribution List.

• Select UB GL Distribution from the Cash Receipts palette. This will open the UB GL Distribution window.
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry field.  The journal entry date will determine the fiscal period in which the receipts are recorded.
• Select the level of detail you would like to include on the report.
  • The summary report will display the GL account number, description and debit and credit amount.
  • The detailed report will display GL account number and description, customer number, fee code, debit and credit amount. The detailed version of the report will also total by GL account 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).
• Review the report.
  • If a deposit has been created in the batch, the UB GL Distribution will display the debit to the GL cash account and the credit the GL liability account attached to the UB deposit type fee code used to create the deposit.
    • You can view the GL accounts attached to a UB fee code in UB> Maintenance> Fee Code> Open the deposit type fee code.
  • The Cash Receipts column in the summary section of the report will display any UB Cash Deposits created in the Cash Receipts batch.

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.
• Press OK to commit the batch.