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University of British Columbia
Cash Receipts
TABLE OF CONTENTS
C H A P T E R 1 ....................................................................................................2
OVERVIEW ..............................................................................................................2
C H A P T E R 2 ....................................................................................................5
BANKING PROCEDURES ..............................................................................................5
C H A P T E R 3 .................................................................................................. 11
PREPARE MANUAL CASH RECEIPTS .............................................................................. 11
C H A P T E R 4 .................................................................................................. 15
PREPARE ONLINE CASH RECEIPTS ............................................................................... 15
C H A P T E R 5 .................................................................................................. 24
SEARCH FOR CASH RECEIPTS ..................................................................................... 24
C H A P T E R 6 .................................................................................................. 28
SEARCH AND REPRINT CASH RECEIPTS - ONLINE ........................................................... 28
C H A P T E R 7 .................................................................................................. 32
FORMS ................................................................................................................. 32
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C
H A P T E R
1
OVERVIEW
Course Objectives
This course will provide you with an overview of the banking arrangements for UBC
Okanagan (UBCO) and how the cash receipts form will be completed.
At the end of this course, you will be able to:
Understand the procedures for department deposits
Learn how to make coin and currency orders
Know the procedures for returned cheques and incoming wire remittances
Complete a manual Cash Receipts form
Complete an online Cash Receipts form
Search and reprint a Cash Receipts form
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Who is UBC’s depository bank?
HSBC Bank Canada is the depository bank of the University of British Columbia. Two
branches in Kelowna are designated to accept deposits from UBCO. These are:
Main Branch
384 Bernard Avenue
Kelowna, B.C. V1Y 6N5
Louise Kitchin - Manager Customer Service
E-mail: louise_kitchin@hsbc.ca
Telephone: (250) 712-6726
Fax: (250) 712-6750
Banking Hours: Monday to Thursday (9:30 AM to 4:00 PM)
Friday (9:30AM to 5:00 PM)
Alternate Branch
Orchard Park Mall
1950 Cooper Road
Kelowna, B.C. V1Y 8K5
Christine Lovely - Manager Customer Service
Telephone: (250) 712-6708
Banking Hours: Monday to Thursday (9:30 AM to 4:00 PM)
Friday (9:30AM to 5:00 PM)
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Who are the contact persons for specific banking related inquiries?
Finance contact persons in Kelowna:
Name
Brendan Smyth, Manager
Jeannette Chevrette
Deborah Davis
Telephone
250-807-8617
250-807-8615
250-807-8616
E-mail Address
bsmyth@finance.ubc.ca
TBA
TBA
Finance contact persons in Vancouver:
Michael Chan – Manager, Revenue Accounting
604-822-6779, mchan@finance.ubc.ca
Inquiries
Name
Returned Items
Lynn Koyzan
604-822-0250
lkoyzan@finance.ubc.ca
Collection Item
Jean Forward
604-822-2635
jeanm@finance.ubc.ca
Incoming Wire
Lynn Koyzan
604-822-0250
lkoyzan@finance.ubc.ca
Deposit adjustment
Michele Benitez
604-822-2903
michele@finance.ubc.ca
Stop Payment General account
Joy Oke
604-822-3141
joy@finance.ubc.ca
Stop Payment –
Payroll account
Jill Darling
604-822-4193
jill@finance.ubc.ca
Outgoing Wire
Lisa Lee
604-822-8239
lisalee@finance.ubc.ca
Petty Cash
Lynn Koyzan
604-822-0250
lkoyzan@finance.ubc.ca
Foreign Draft
Lucy Chiu
604-822-5863
lucyc@finance.ubc.ca
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Telephone
E-mail Address
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C
H A P T E R
2
BANKING PROCEDURES
This chapter discusses the following banking procedures:
Department cash and/or cheque deposits including foreign currency deposits and
large cheque deposits
Incoming wire remittances
Coins and currency orders
Returned cheques
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Department Deposits:
1. Prepare a manual Cash Receipt form (Chapter 3) or an online Cash Receipt form
(Chapter 4).
2. For cheque deposits, write the SpeedChart, T# (found at the bottom right hand
corner of the Cash Receipt form), department name, and UBC Account # at the back
of the cheque.
UBC Account # 10020-437218-001 for Canadian and foreign currency deposits
other than US dollars
UBC Account # 10020-437218-070 for US dollar deposits
3. Departments accepting high volumes of cheques are encouraged to have an
endorsement stamp (minimum requirements UBC a/c #, Dept Name). Stamps can
be ordered from HSBC or the Bookstore at your cost.
4. Attach the Bank Deposit Slip to the deposits and enclose in the HSBC tamper proof
deposit bags obtained from the Bookstore. Separate the deposit slip before enclosing
in the tamper proof bag. Should the entire deposit slip be enclosed in the tamper
proof bag, HSBC cannot return any copies to UBC. Send the long copy (white – CAD
/ yellow – US) of the manual Cash Receipt to Financial Services for data entry, not
applicable if the online Cash Receipt is used.
5. Seal the bag and have two persons verify the contents by initialing the tag.
6. Update the Cash Receipt Log Book to complete the audit trail for deposits. Attach the
tag to the department’s daily deposit log book as it contains the “control no.” for
each deposit bag. Indicate which T deposit slips are included in the deposit bag.
7. The deposit bag should be dropped into the Secure Deposit Box located at the
Student Services department, Registrar’s Office, Monday to Friday, between 8:30 AM
and 4:30 PM.
8. The drop box is cleared weekly by Brinks armored car service. Current schedule is
every Friday between 1:00 and 1:30 PM. Department deposits are dropped off at
HSBC Bernard Avenue branch.
9. Additional Brinks armored car service is available by contacting Linda Ma of Supply
Management in Vancouver at 604-822-2638 or linma@exchange.ubc.ca. The
following information will be required: department name, frequency, pick-up time,
address, contact person, phone number, e-mail and speed chart. Rates are as
follows:
Regularly scheduled service: $25.00 per trip
One time pick-up or delivery for location not on contract: $43.00 per trip
Saturdays & Sundays: $43.00 per trip
Upon Request Pick-up (24 hours notice) $32.00 per trip
Overtime for immediate response: $117.00 per hour
Charges for Holiday Service: $76.00 per shipment
Coin Charges: $0.50 per bag or box of coin handled in any one shipment
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Large Deposit Amounts:
1. Large deposit amounts of $1.0 million and over should receive same day value.
2. Phone and e-mail details of the amount/department reference/contact to Clint
Meyers, Treasury Dept. at UBC Vancouver, 604-822-2049,
clint.meyers@treasury.ubc.ca
3. Send cheque via courier to the Bernard Avenue branch no later than 12:00 noon.
Foreign Currency Deposits:
1. Use a separate manual GA402 Cash Receipts – Canadian deposit slip for foreign
currency cheques and seal in a separate tamper proof bag (DO NOT INCLUDE WITH
regular CDN or USD deposits).
2. Complete the form as usual leaving the amount blank.
3. Foreign currency (except USD) is subject to a minimum handling charge of $2.50 per
item and the net proceeds will be deposited to the CAD account.
4. Financial Services will enter deposit into FMS upon receipt of the funds.
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Incoming Wire Remittances:
1. For efficient receipt of wire payments, remittance instructions must be provided to
the sender.
2. For CAD $ Deposits via Wire (General):
Pay to: HSBC Bank Canada - SWIFT Address HKBCCATT
For account: 016-10020-437218-002
Beneficiary: University of British Columbia
Beneficiary Details: for example
Dept Name: Treasury
Reference: Clint Meyers
Phone: 604-822-2049
Re: Grant # 123 from Gov’t of BC /Dept ID/PG or speed chart info
3. For USD Deposits via wire:
Pay to: HSBC Bank Canada - SWIFT Address HKBCCATT
For account: 016-10020-437218-070
Beneficiary: University of British Columbia
Beneficiary Details: for example
Dept Name: Treasury
Reference: Clint Meyers
Phone: 604-822-2049
Re: Grant # 123 from Gov’t of BC /Dept ID/PG or speed chart info
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Coins and Currency Orders:
Cash for Cash (Making Change – or Coinage Account)
1. Each Department that requires "making change" will be provided with a special
HSBC bank account called "Coinage Account". Contact Michael Chan in Vancouver at
604-822-6779 if this account is required. An HSBC coinage account kit will be
provided.
2. The Department will make change by depositing funds to its "coinage account", at
the same time as requisitioning cash/coin. Each Department will be responsible for
reconciling its own "coinage account".
3.
A monthly bank statement will be provided to the Department. For departments that
make regular change a charge of $1.75 per $1,000 value will apply. The delivery of
the cash/coin requested will be delivered via Brinks delivery (if this service is
required, please contact Linda Ma at 604-822-2638 in Supply Management).
4. Complete a standard HSBC deposit form (provided in your HSBC "coinage" accountkit not the regular web "T" deposit slip).
5. Day 1: Enclose the "making change" HSBC deposit slip (not the regular "T" deposit
slip), cash or cheque for deposit and the "making change" Cash Requisition order
form (supplied in your coinage account kit) in the HSBC tamper proof deposit bag.
Seal and send the bag to the Bernard Avenue Branch via Brinks.
6. Day 2: Bernard Avenue Branch will fill the order & Brinks will pick-up from Bernard
Avenue Branch.
7. Day 3 or next scheduled delivery date: Brinks delivers coin/cash order to UBCO Dept.
8. Currency orders will be available the second business day for pick up by Brinks, with
delivery to the Department on the next scheduled delivery date.
9. New coinage deposit forms can be ordered through HSBC for $2.50 per book of 25
or photocopied deposit forms are acceptable by HSBC.
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Returned Items
1. All returned items (except USD) will be processed through the Returned Items
account 10020-437218-005.
2. All returned items will be sent to HSBC Vancouver Main Branch, available next
business day (except items cleared through eastern Canada which are available
within 2-3 business days) and will be delivered in the daily courier run from HSBC to
UBC Vancouver.
3. The returned cheque will be processed in Vancouver and a letter stating the reason
for the return will be sent drawer and to the department contact person responsible
for cash handling. In most cases, a handling fee of $25.00 will be charged for all
returned cheques. Tuition returned cheques may be charged a handling fee of
$15.00.
4. Whenever a T# or Student # was provided on the original deposit, HSBC will report
the information on a best effort basis.
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C
H A P T E R
3
PREPARE MANUAL CASH RECEIPTS
There are two types of Cash Receipts Forms:
Canadian Currency Deposits (Form GA402): This form should be used to
deposit Canadian funds to HSBC and to record deposit into FMS (Financial
Management System). This form should also be used for foreign currency
deposits, other than US dollars.
US Currency Deposits (Form GA405): This form should be used to deposit
US funds to HSBC and to record deposit into FMS.
The Cash Receipts Forms have four sections:
The top two sections go to the bank.
The third copy goes to Financial Services for data entry or retained for data entry
by online departments.
The last copy is filed with user department.
BE SURE TO USE THE CORRECT FORM FOR EACH CURRENCY (CANADIAN or US). When
depositing Canadian funds, use the Canadian form and enter all information in Canadian
dollars. When depositing US dollars, use the US form and enter all information in US
dollars. FMS automatically calculates the exchange to record the US transactions, there
is no need to convert US to Canadian.
Do not hold cash or cheques overnight. All monies must be deposited daily to the safe
depository box. A deposit consists of any combination of cash and/or cheques. Use a
separate form for each daily deposit.
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Procedure:
1. Complete the fields in the Cash Receipts Forms by following these guidelines. All
fields followed by an asterisk * are optional or defaulted fields.
DEPOSIT SLIP – TOP HALF
FIELD DEFINITION AND DESCRIPTION
FIELD NAME
Direct Queries To:
(Top Right Corner)
Enter the name of the person to be contacted for questions or back up documentation.
Phone No.
Contact person’s phone number.
Deposit Date
Enter the date the deposit was taken to the bank.
Department Name &
Department Address
Enter the department name and address where the bank deposit originated.
Deposit Information
Enter the number of bills and total cash value for each type of bill. Enter the total amount of any coins (this
is for Canadian deposits only). Enter total value of all cash in two places (Total Cash and Cash In boxes).
Enter total value of cheques in two places (Total Cheques and Chq). If the deposit contains more than one
cheque, include a list or adding machine tape of all cheques.
TRANSACTION RECORD – BOTTOM HALF (ABOVE JOURNAL ENTRY LINES)
FIELD NAME
FIELD DEFINITION AND DESCRIPTION
Source
Identifies which department deposited the cash and originated the Cash Receipt form, where form is filed,
and who entered the data into FMS.
The three codes are (CC_ for Canadian or CU_ for US):
M – Cash Manual – User department deposits cash and originates form, then sends form to
Financial Services for data entry and filing.
D – Cash Department – User department deposits cash, originates form, enters data, and files
form.
F – Cash Finance – Financial Services deposits cash, originates form, enters data, and files form.
Rate Type
For US deposits only, check the appropriate box for the total amount of the deposit. AVG for $9,999 and
under, COMM for $10,000 and over.
Check for "S" (Specific
Purpose) or "R"
(Research) Funds only
Check the appropriate boxes if the funds are credited to Specific Purpose or Research Funds. (Fund
numbers Sxxxx or Rxxxx).
Description
Describe type of deposit, name of originating institution from which funds are received, reason for
receiving funds, and other significant information.
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FIELD NAME
TRANSACTION RECORD – BOTTOM HALF (JOURNAL ENTRY LINES)
FIELD DEFINITION AND DESCRIPTION
First Line
The first line (mostly shaded) is a debit to the bank account.
Deposit Amount (Dr.)
Enter the total deposit amount field only. Total deposit amount must agree with "Total Deposit" on upper
portion of Cash Receipts form. Do not change the values in the Chartfields (shaded boxes) for this line.
The blank lines below this first line are for entering the credit side of the transaction.
First Line Reference
Optional. User-defined description to assist user department to identify this transaction. Use numbers,
letters or combination of both (to a maximum of 8 characters).
Credit Lines (blank)
This is where you record the credit side of the transaction.
SpeedChart
Optional. A unique code which defines a Fund/DeptID/PG combination specific to this transaction.
Account
Required. Describes the type of asset, liability, revenue or expense to be credited. (eg. Accounts
Receivable, Taxes Payable, Food Sales)
Fund / Dept ID
Required. Enter the Fund and DeptID to which the transaction is being charged/credited.
Program /
Project / Grant
Optional fields, however Project/Grant is a required field for deposits to research funds.
Credit Amount (Cr.)
Enter the dollar value to be credited to this Chartfield combination.
Reference
Optional. User-defined description to assist user department to identify this transaction. Use numbers,
letters or combination of both (to a maximum of 8 characters).
GSTPAY
(TOTAL GST IN THIS
DEPOSIT)
Enter the total GST amount collected in this deposit. GST must be entered separately and not included in
any other credit lines. Do not change Chartfield values for this line.
PST
(TOTAL PST IN THIS
DEPOSIT)
Enter the total PST amount collected in this deposit. PST must be entered separately and not included in
any other credit lines. Do not change Chartfield values for this line.
Total Credit
Required. Total credits must agree with "Total Deposit" remitted to the bank.
Authorization
Signature
Required. Contains signature of individual responsible for the accuracy and completeness of the bank
deposit and the corresponding Cash Receipt form.
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2. Review the form to ensure that all entries are correct. Obtain signature of individual
responsible for the accuracy and completeness of the bank deposit and the
corresponding Cash Receipt form.
3. For cheque deposits, write your SpeedChart, T# (found at the bottom right hand
corner of the Cash Receipt form), department name, and UBC Account # at the back
of the cheque.
UBC Account # 10020-437218-001 for Canadian and foreign currency deposits
other than US dollars
UBC Account # 10020-437218-070 for US dollar deposits
4. The department name must be written at the back of the cheque so that Financial
Services will know who to contact if any problems arise with a cheque, e.g. returned
cheques.
5. Attach the top two sections of the form to the cash and/or cheque deposit. Enclose
in the HSBC tamper proof deposit bags obtained from the Bookstore. Seal the bag
and have two persons verify the contents by initialing the tag.
6. Update the Cash Receipt Log Book to complete the audit trail for deposits. This log
book must be maintained by a person not responsible for the preparation of the
deposit and include the following:
Deposit Number (preprinted number on Cash Receipt Form prefaced with a "T")
Deposit Date – Date dropped into the secure deposit box or delivered to bank
Total Deposit Amount
Deposited By – Name of person delivering the deposit to the bank
Signature of person delivering the deposit
The suggested layout of the logbook is as follows:
Deposit No.
(TXXXXXX)
Deposit Date
Deposit Amount
Deposited By
Signature
7. Attach the tag to the department’s daily deposit log book as it contains the “control
no.” for each deposit bag. Indicate which T deposit slips are included in the deposit
bag.
8. The deposit bag should be dropped into the secure deposit box located at the
Student Services department.
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C
H A P T E R
4
PREPARE ONLINE CASH RECEIPTS
The cash receipt form is a web based form that uses Adobe 5.0. In order to use this
form the user must have access to FMS nQuery. This cash receipt web form prints out 2
copies of the Bank Deposit Slip (one is sent to the bank and one is kept for department
filing) and a Journal Entry Form which should be filed with the department. The cash
receipt web form generates a reference number (i.e. T3######) which should be used
as the deposit reference. Once the cash receipt web form has been saved and the
message "The form has been submitted successfully" appears on the screen, the data
will be saved in FMS.
There are two types of Cash Receipts Forms:
Canadian Currency Deposits: This form should be used to deposit Canadian
funds to HSBC and to record deposit into FMS (Financial Management System).
US Currency Deposits: This form should be used to deposit US funds to HSBC
and to record deposit into FMS.
Each Cash Receipts Form consists of a Bank Deposit Slip (steps 1 thru 3) and a Journal
Entry Form (step 4).
Bank Deposit Slip has 3 sections:
Contact Person Information
Cheque Deposit Information
Cash Deposit Information
Journal Entry Form has 2 sections:
Journal Entry Header Information
Journal Entry Lines Information
BE SURE TO USE THE CORRECT FORM FOR EACH CURRENCY (CANADIAN or US). Do
not mix currencies on one form. FMS automatically calculates the exchange to record
the US transactions, there is no need to convert US to Canadian.
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Procedure:
1. To enter Online Cash Receipts in FMS nQuery, click on Online Cash Receipts when
you log on to CWL.
2. Select Canadian Currency Deposits or US Currency Deposits, whichever is applicable,
from the Cash Receipts System.
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3. This is the screen for the Bank Deposit Slip (Steps 1 thru 3).
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4. Complete the bank deposit slip using the following information.
FIELD NAME
Direct Queries To
(lastname,firstname
middlename/initial)
BANK DEPOSIT SLIP – CONTACT PERSON INFORMATION
FIELD DEFINITION AND DESCRIPTION
Required (max. 30 characters). Enter the name of the person to be contacted for questions or back up
documentation. In lastname,firstname middlename/initial format. The entry can contain alphabetic
characters, spaces, periods, hyphens, and apostrophes. Valid entries might include:
O Brien,Michael
Jones IV,James
Phillips MD,Deanna Lynn
Reynolds Jr.,Dr. John Q.
Phipps-Scott,Adrienne
Knauft,Peter
Phone No. (include
area code)
Required. Contact person's 10-digit phone number.
Deposit Date
(mm/dd/yyyy)
Required. Enter the date the deposit is taken to the bank.
Filing Location
Required (max. 20 characters). Enter the filing location where the journal entry is kept.
Dept. Name
Required (max. 30 characters). Enter the department name where the bank deposit originated.
Dept. Address
Optional (max. 78 characters). Enter the department address where the bank deposit originated
Authorized by
Required (max. 30 characters). Person who is responsible for the accuracy and completeness of the bank
deposit and the corresponding Cash Receipts form. Authorized person must sign Bank Deposit Slip. Same
format as 'Direct Queries To' field.
BANK DEPOSIT SLIP – SYSTEM GENERATED INFORMATION (ONLY ON THE PRE-PRINTED FORM)
FIELD NAME
FIELD DEFINITION AND DESCRIPTION
Reference No.
Generated by the system after the form is submitted successfully. FMS transaction reference number
prefixed with a "T".
HSBC Account No.
Defaulted. HSBC account number.
Entered by
Retrieved by the system after the form is submitted successfully. Web ID and username of person logging
on FMS nQuery.
Date (mm/dd/yyyy)
Retrieved by the system after the form is submitted successfully. Date submitted the form online.
Teller's Initial
Blank. Initial by Teller when deposit.
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FIELD NAME
BANK DEPOSIT SLIP – CHEQUE DEPOSIT INFORMATION
FIELD DEFINITION AND DESCRIPTION
Enter Cheque No., Payer and Amount for each cheque.
Cheque No.
Required if amount > $0.00. (max. 15 characters).
Payer
Required if amount > $0.00. (max. 46 characters).
Amount
In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash Receipts form.
Total Cheques
Calculated by the system. In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash
Receipts form.
FIELD NAME
BANK DEPOSIT SLIP – CASH DEPOSIT INFORMATION
FIELD DEFINITION AND DESCRIPTION
Enter the number of bills for each type of bill. Total cash value for each type of bill is automatically calculated by the system. Enter
the total amount of any coins (this is for Canadian deposits only). In Canadian dollars for CAD Cash Receipts form. In US dollars for
US Cash Receipts form.
Total Cash
Calculated by the system. In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash
Receipts form.
Total Cheques
Calculated by the system. In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash
Receipts form.
Total Deposit
Calculated by the system. In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash
Receipts form.
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5. This is the screen for the Journal Entry Form (Step 4).
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6. Complete the journal entry form using the following information.
FIELD NAME
JOURNAL ENTRY FORM – JOURNAL ENTRY HEADER INFORMATION
FIELD DEFINITION AND DESCRIPTION
Direct Queries To
(lastname,firstname
middlename/initial)
Automatically copied from Bank Deposit Slip.
Phone No. (include
area code)
Automatically copied from Bank Deposit Slip.
Deposit Date
(mm/dd/yyyy)
Automatically copied from Bank Deposit Slip.
Filing Location
Automatically copied from Bank Deposit Slip.
Dept. Name
Automatically copied from Bank Deposit Slip.
Dept. Address
Automatically copied from Bank Deposit Slip.
Authorized by
Automatically copied from Bank Deposit Slip.
JOURNAL ENTRY FORM – SYSTEM GENERATED INFORMATION (ONLY ON THE PRINTED FORM)
FIELD NAME
FIELD DEFINITION AND DESCRIPTION
Reference No.
Generated by the system after the form is submitted successfully. FMS transaction reference number
prefixed with a "T".
HSBC Account No.
Defaulted. HSBC account number.
Entered by
Retrieved by the system after the form is submitted successfully. Web ID and username of person logging
on FMS nQuery.
Date (mm/dd/yyyy)
Retrieved by the system after the form is submitted successfully. Date submitted the form online.
Total Cash
Automatically copied from Bank Deposit Slip.
Total Cheques
Automatically copied from Bank Deposit Slip.
Total Deposit
Automatically copied from Bank Deposit Slip.
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FIELD NAME
JOURNAL ENTRY FORM -- JOURNAL ENTRY HEADER INFORMATION
FIELD DEFINITION AND DESCRIPTION
Ledger Group
Defaulted. ACTUALS ledger group.
Source
Defaulted. CCW (Canadian Cash Receipt Web) for CAD Cash Receipts Form. CUW (US Cash Receipt Web) for
US Cash Receipts Form.
Is a Budget Increase
required for "S"
(Specific Purpose) or
"R" (Research) Funds
Required. Check the "Yes" box if the funds are credited to Specific Purpose or Research Funds (Fund
numbers Sxxxx or Rxxxx) and a budget increase is required for the funds.
Description
Required (max. 70 characters). Describe type of deposit, name of originating institution from which funds
are received, reason for receiving funds, and other significant information.
FIELD NAME
JOURNAL ENTRY FORM -- JOURNAL ENTRY LINES INFORMATION
FIELD DEFINITION AND DESCRIPTION
Debit Line
Mostly shaded. Debit to the bank account.
Deposit Amount (Dr)
Automatically copied from Total Deposit on upper portion of Journal Entry form. In Canadian dollars for CAD
Cash Receipts form. In US dollars for US Cash Receipts form.
Reference
Optional (max. 10 characters). User-defined description to assist user department to identify this
transaction. Use numbers, letters or combination of both.
Credit Lines (line 1 to
line 19)
This is where you record the credit side of the transaction.
SpeedChart
Blank if Fund/Dept ID/Program/Project/Grants is entered. Required if Fund/Dept ID/Program/Project/Grants
is not entered. A unique code which defines a Fund/DeptID/PG combination specific to this transaction. For
SpeedChart/Type listings, click SpeedChart Lookup button.
Account
Required. Describe the type of asset, liability, revenue or expenses to be credited. (e.g. Accounts
Receivable, Taxes Payable, Food Sales). For Account listings, click Account Lookup button.
Fund
Blank if SpeedChart is entered. Required if SpeedChart is not entered. Enter the Fund to which the
transaction is being charged/credited. For Fund listings, click Fund Lookup button.
Dept ID (Org)
Blank if SpeedChart is entered. Required if SpeedChart is not entered. Enter the Dept ID to which the
transaction is being charged/credited. For Dept ID listings, click Dept ID Lookup button.
Program
Blank if SpeedChart is entered. Optional if SpeedChart is not entered. Enter the Program to which the
transaction is being charged/credited. For Program listings, click Program Lookup button.
Project/Grant (PG)
Blank if SpeedChart is entered. Required for deposits to "S" (Specific Purpose) or "R" (Research) Funds.
Otherwise, optional. Enter the Project/Grants to which the transaction is being charged/credited. For
Project/Grant listings, click Project/Grant Lookup button.
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FIELD NAME
JOURNAL ENTRY FORM -- JOURNAL ENTRY LINES INFORMATION
FIELD DEFINITION AND DESCRIPTION
Credit Amount (Cr)
Enter the dollar value to be credited to this Chartfield combination. In Canadian dollars for CAD Cash
Receipts form. In US dollars for US Cash Receipts form.
Reference
Optional (max. 10 characters). User-defined description to assist user department to identify this
transaction. Use numbers, letters or combination of both.
GSTPAY (line 18)
Total GST amount collected in this deposit. GST must be entered separately and not included in any other
credit lines.
PST (line 19)
Total PST amount collected in this deposit. PST must be entered separately and not included in any other
credit lines.
Total Credit
Calculated by the system. In Canadian dollars for CAD Cash Receipts form. In US dollars for US Cash
Receipts form.
Remainder to Allocate
Calculated by the system. Deposit Amount minus Total Credit.
Exchange Rate
For US Deposits only. Retrieved by the system after the form is submitted successfully.
Est. CAD Equivalent
For US Deposits only. Estimated CAD Equivalent of the Deposit Amount. Calculated by the system after the
form is submitted successfully.
7. Check to make sure the data are entered correctly.
button at the bottom of the Journal Entry Form to
8. Click
validate the data entered and save the data in FMS system.
9. If the data is not valid, "The form hasn't been submitted successfully" will be
displayed and the data will not be saved in FMS system.
10. If the form is submitted successfully, "The form has been submitted successfully" will
be displayed, reference number will be generated and the data will be saved in FMS
system.
11. Click Print Cash Receipts Form button to display the form in print mode and follow
the instruction to print the form. 2 copies of the Bank Deposit Slip and 1 copy of the
Journal Entry Form will be printed.
12. Ensure the form is printed before clicking the Back To Entry Mode button to display
Cash Receipts Form in entry mode.
13. User should attach 2 copies of the Bank Deposit Slip to the cash and/or cheque
deposits and keep a copy of the Bank Deposit Slip & Journal Entry Form for his/her
own record. Enclose in the HSBC tamper proof deposit bags obtained from the
Bookstore. Seal the bag and have two persons verify the contents by initialing the
tag.
14. Follow steps 6 to 8 of Chapter 2 Manual Cash Receipts.
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C
H A P T E R
5
SEARCH FOR CASH RECEIPTS
To assist in verifying if a deposit has been entered in FMS, an inquiry feature is available
in FMS nQuery that allows for the Cash Receipts to be retrieved. Both manual (entered
in Financial Services) and online (entered by User) Cash Receipts can be retrieved using
this method.
An inquiry feature also exists in FMS to allow users to check if the deposit has been
received by the bank. However, the user must have access to FMS Live. Both manual
(entered in Financial Services) and online (entered by User) Cash Receipts can be
retrieved using this method.
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Procedure:
Search via FMS nQuery
1. To search for Cash Receipts in FMS nQuery, click on FMS nQuery when you log on to
CWL.
2. Select General Ledger from the FMS nQuery Menu.
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3. Select Journal Inquiry from the Cash Receipts Menu.
4.
Enter the T Reference No. and click on the
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button.
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5. The journal entry details of the Cash Receipt form will appear.
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C
H A P T E R
6
SEARCH AND REPRINT CASH
RECEIPTS - ONLINE
To assist in verifying if a deposit has been entered in FMS, an inquiry feature is available
in FMS nQuery that allows for the Cash Receipts to be retrieved and reprinted. Only
Cash Receipts entered by the user can be retrieved by that user. Cash Receipts entered
in Financial Services cannot be retrieved using this method.
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Procedure:
Search via FMS nQuery
1. To search for Cash Receipts in FMS nQuery, click on FMS nQuery when you log on to
CWL.
2. Select Cash Receipts from the FMS nQuery Menu.
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3. Select Consult and Reprint Cash Receipts from the Cash Receipts Menu.
4. Enter the T Reference No. and click on the
button. Alternatively,
enter the inclusive dates when the Cash Receipt was created and click on the
button. Check the
the current user ID are to be shown.
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button if only the cash receipts entered by
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5. If the inclusive dates are entered, a list of Cash Receipts entered during these dates
will appear.
6. Click on T Reference No. link and the Cash Receipt form will appear. Note that if you
click on a T Reference No. link of a cash receipt of another user, this message will
appear.
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C
H A P T E R
7
FORMS
The following forms are attached for reference purposes:
Cash Receipts – Canadian GA402
Cash Receipts – US GA405
Coinage Deposit Form
Department Cash/Coin Order Form
Sample of Returned Cheque Letter - General
Sample of Returned Cheque Letter – Tuition
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