quick reference guide: - enter a cash receipt

ADOA – General Accounting Office

QUICK REFERENCE GUIDE:

ENTER A CASH RECEIPT

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

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ENTER A CASH RECEIPT

Table of Contents

Overview ...........................................................................................................................................3

Cash without Customer ......................................................................................................................3

Collected Earned Revenue without Receivable Reference ....................................................................... 3

Check without Customer ....................................................................................................................6

Wire Transfer without Customer ........................................................................................................6

Direct Deposit without Customer .......................................................................................................7

Supporting Documentation ...................................................................................................................... 7

Research Cash Receipts ......................................................................................................................8

Quick Reference Guide

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10/10/2023

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ENTER A CASH RECEIPT

Overview

Cash Receipt (CR) transactions record money collected by the state generally from customers, and, on

occasion, for other purposes such as a reimbursement from an employee. A cash receipt can optionally

reference several types of Receivable transactions, but does not have to reference a receivable.

Generally, money collected is in the form of cash, checks, wire transfer, and direct deposit. The

predominately-used transaction code for recording deposits is the CR transaction.

Cash without Customer

Collected Earned Revenue without Receivable Reference

1. Click the Expand caret next to the Global Search field.

2. Select the Page Code option.

3. In the Global Search field, enter CR.

4. In the drop-down menu that generates, select CR Cash Receipt. The CR Financial Transaction

page will generate.

5. Click Create.

6. In the Transaction Department field, select the user’s department 3-digit code from the pick

list.

7. Select Auto Numbering check box.

8. Click Continue.

9. A new CR transaction will generate and opens to the Header tab. Note that the transaction

is in Draft, the Version number is 1, the Function is New and the Status is Held.

Complete the Header tab of the transaction.

1. In the General Information section:

a. In the Transaction Description field, enter the reason for the CR transaction.

Note: It is recommended to include as much detail as possible in the Transaction Description

field in order to ease future transaction research and lookup.

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

ENTER A CASH RECEIPT 4

b. In the Transaction Total field, enter the total amount of the payment.

c. In the Bank Account field, select BK01 from the pick list.

2. Click the Vendor tab.

Complete the Vendor tab of the transaction

1. In the Tab Level Actions section, click the “+” icon to add a Vendor line.

a. Insert a blank Vendor line. No vendor needs to be selected.

2. In the Billing Profile field, select the pick list.

3. On the Search Billing Profile screen that generates, locate the correct billing profile for the

person who provided payment by either choosing it from the grid, clicking the Next arrows

to show more options, or entering a department or unit value to narrow the results.

4. Click on the correct billing profile.

5. Click Ok.

6. In the Line Amount field, enter the total amount of the payment.

7. In the Payment Type field, select the method of payment.

8. Click Save.

9. Click the Accounting tab.

Complete the Accounting tab of the transaction.

1. In the Tab Level Actions section, click the “+” icon to add an Accounting line.

2. In the Line Amount field, enter the total amount of the payment.

3. In the Department field, enter the user’s department 3-digit code.

4. In the Function field, enter the user’s department function number.

Note: Typically, the function infers the fund, unit, and other elements so that these elements

would not need to be separately entered.

1. In the Fund field, enter the user’s department fund number.

2. In the Appr Unit field, enter the user’s department appropriation unit number.

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

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3. In the Unit field, enter the user’s department unit number.

4. In the Revenue field, enter the user’s department revenue number.

5. Click the Expand caret on the blue Accounting line.

6. In the General Information section:

a. In the Currency field, enter the total amount paid in dollar bills.

b. In the Coin field, enter the total the total amount paid in coins.

7. In the COA section:

a. In the Task field, enter the user’s department task number.

b. In the Dept Revenue field, enter the department revenue number for the user’s

department.

Note: The Dept Revenue and Tasks fields are controlled by the FDREQ table and are optional

dependent on how the agency has configured the settings. See the required COA disclaimer in

the “Chart of Accounts Elements” section of this manual for more details.

Check the CR transaction for errors and submit it.

1. Click Validate to check for errors. If any errors exist, fix the errors and click Validate again. If

the validation is successful, the following message is displayed: Transaction validated

successfully.

2. Click the Posting section.

3. Click the Expand caret on the blue Posting line to see the details of the credit and debit

postings for the receipt.

4. Review and verify the postings correspond to the values entered on the Accounting line.

5. Click Submit to submit the transaction for approval. If submission is successful, the following

message is displayed: Transaction submitted successfully - Pending Approval.

6. Click Close.

7. Click Home icon to return to the home page.

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

ENTER A CASH RECEIPT 6

Check without Customer

When processing a check, the primary difference relates to the payment information.

On the Vendor tab’s Payment Information section:

 In the Payment Type field, select Check.

On the Vendor tab’s Check/EFT section:

 Check/EFT Number – If multiple checks are included in deposit, this can be left blank.

 Check Date – Date of check being deposited. If multiple checks are included in deposit, this can

be left blank.

Wire Transfer without Customer

When processing a wire transfer, the primary difference relates to the payment type.

On the Vendor tab’s Payment Information section:

 In the Payment Type field, select Wire Transfer.

On the Vendor tab’s Wire Transfer section:

 In the Wire Transfer Number field, enter the wire ID.

 In the Wire Transfer Date field, select the date the money was received at the bank.

Note: The wire ID will be required for deposits of wires. This number will be included on the

wire statements sent to the agencies by the Arizona State Treasurer’s Office.

Prior to submitting the transaction, attach the wire statement.

1. Select Attachments on the Header tab.

2. Either drag and drop in an attachment or click Browse to add an attachment.

3. Click Upload.

4. When all attachments are uploaded, click Close.

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

ENTER A CASH RECEIPT 7

Direct Deposit without Customer

When processing a direct deposit, the primary difference relates to the payment type and required

document attachments.

On the Vendor tab’s Payment Information section:

 In the Payment Type field, select Direct Deposit.

On the Vendor tab’s Payment Information section:

 In the Payment Date field, enter the deposit validation date, using separate lines if needed for

multiple direct deposits.

Supporting Documentation

 For one CR to one bank transaction, the agency can email the required information in the body

of an email to the Treasurer’s Office Agency Deposits Team (agencydepo[email protected]ov).

o Required information is:

 Agency

 Transaction ID

 AZ360 and Bank Deposit Amount

 Approximate Bank Deposit Date

 For multiple CRs to multiple bank transactions, one CR to multiple bank transactions or multiple

CRs to one bank transaction, the agency is required to complete and submit ASTO Deposit Form

spreadsheet.

o The ASTO Deposit Form spreadsheet can be found at on the following website

https://www.aztreasury.gov/forms under the Agency Deposits section. Excel lines can

be adjusted (deleted or added) on the spreadsheet, as needed.

o Verify the CR total and bank transaction total are equal and email the spreadsheet to

agencydeposit@aztreasury.gov.

Quick Reference Guide

Internal Use Only ADOA - GAO

10/10/2023

ENTER A CASH RECEIPT 8

Research Cash Receipts

The Cash Receipt transactions update several inquiry tables. One that will be most commonly used is the

Cash Balance Detail. The steps to find the status of the cash receipt are shown below.

1. Click the Expand caret next to the Global Search field.

2. Select the Page Code option.

3. In the Global Search field, enter CBALDQ.

4. In the drop-down menu that generates, select CBALDQ Cash Balance Detail. The CBALDQ

page opens.

5. In the Fund field, enter the fund number being researched.

6. Click Apply.

7. View the cash balances. To view additional fields, click the Expand caret on the blue grid

line.

For tracking the workflow status of a deposit made with the Arizona State Treasurer’s Office, reference

the Locate a Transaction quick reference guide.