Summary

After the receipts have been entered into the Cash Receipts batch, print the reports and commit the batch.

If you use the Bank Reconciliation module, you can use the Receipt Deposits process to create Bank Reconciliation module transactions from the committed Cash Receipts.

Step by Step

1     Select a Cash Receipts batch you would like to commit.

• Select a batch from the batch selection drop-down menu on the Cash Receipts palette.

2     Generate a Proof List.

• The Cash Receipts Proof List Report will display all of the receipt line items attached to the receipts in the batch totaled by payment type (cash, check, other). Voided receipts will display on the Proof List, but VOID will display in the Void column next to the receipt number. Voided receipts will also be totaled separately on the report.
• 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.
• Check the Include payment method summary toggle to include totals for each pay method on the report.
  • When this toggle is checked, the report will display the Receipt Total, Void Total and Grand Total amounts for each pay method included in the 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).
• 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.

3     Generate a BT 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 as 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).

4     Generate an LP Proof List.

• Open the LP Proof List window (CR> Cash Receipts> LP 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, Customer Name, Invoice Number, Transaction Date, Transaction Type, Application Number, License Number, Description, Invoice Amount, Payment Amount and Credit Amount. A report total will also be provided for the Invoice Amount, Payment Amount and Credit Amount columns.
  • The Detail report will display everything included in the summary report as well as the Fee Code, Fee Type, Unit Type, Number of Units and Detail Amount for each line item.
• 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 if there are Utility Billing module transactions in the batch.

• If there are Utility Billing module payments or deposits in the Cash Receipts batch, you will be required to print the UB Proof List. 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. Receipt line items on non-UB accounts or Cash Receipts module type codes will not display on the report.
• 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.
  • The Transaction Type column will display the type of transaction created by the receipt line item.
    • Cash Deposit will display in the column if a cash deposit was created by a receipt line item in the batch.
  • The Transaction Date column will display the transaction date on the transaction and the date will be the same as the receipt date on the receipt.
  • The Currency column will display the payment method (cash, check, credit card, etc.) used on the receipt.
    • Payment methods are created in the Cash Receipts module in CR> Maintenance> Pay Method.

6     Print a GL Distribution List.

• The GL Distribution Report will display the debit and credit amounts created by the receipt line items included in the batch. If there are UB customer account payments in the batch, the service rates, fee codes, and services on the transactions will display on the UB GL Distribution Report.
• Voided receipts will not display on the report since they will not affect the general ledger.
• 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 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.

7     Print the UB Distribution List if there are Utility Billing module transactions in the batch.

• The UB GL Distribution Report is similar to the GL Distribution Report, but it can include the service rates and fee codes that are being paid on UB module customer accounts. The UB GL Distribution Report will only include journal entry line items created by transactions on UB module accounts. Payments made to accounts other than UB module accounts will not display on this report.
• Voided receipts will not display on the report since they will not affect the general ledger.
• Select UB GL Distribution from the Cash Receipts palette. This will open the UB GL Distribution window.
• The value in the Journal Entry Date field has no function. The journal entry date of the journal entry created by the Cash Receipts batch is set by the GL Distribution step, not the UB GL Distribution step.
• 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     Print the PM Distribution report.

• There are no print options for the PM Distribution report.
• The report will display the Task code, Task Description, Receipt Number, Debit Amount, Credit Amount, Account Number and Account Description. The report will also provide task and report totals.
• 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).

9     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.