Cash Entry Window

UB Cash Deposits

 

Summary

 

A cash deposit is a deposit created at the time cash is received. Creating a cash deposit does not require that the deposit was charged to the customer account when the account was created using the New Account Wizard.

 

If a deposit is created from the New Account Wizard, the wizard will create a Billing transaction in UB Adjustments and Fees. When the Billing transaction is paid, a Payment transaction will be created to pay the Billing line and a Deposit transaction will be created to record the deposit amount on the customer account. A Cash Deposit is different because it records the Billing, Payment and Deposit transactions in one step.

 

Related Links

 

Click here for information on creating a UB deposit CR type code.

Click here for information on creating a UB deposit using the New Account Wizard.

Click here for information on creating a receipt using a CR type code.

Click here for information on the Jobs Viewer window.

Click here for information on the View Reports window.

 

Step by Step

 

1     Create a cash deposit using the Cash Entry window. 

 

  • Open or create a Cash Receipts batch in CR> Cash Receipts.
  • Open the Cash Entry window (CR> Cash Receipts> Enter Receipts, or CR> Cash Receipts> Cash Entry).
  • Select the customer you would like to enter the deposit on in the Customer Number field.
    • Click the Customer Number field label to select a customer from a list.
    • The selected customer must have a Utility Billing module account.
  • Open the Detail tab of the Cash Entry window.
  • Press INSERT to add a type code to the receipt. This will open the Type Code Selection window to select a Cash Receipts module type code.
    • The Cash Receipts module type code must have the same code as a deposit fee code in the UB module.
  • The Amount Due column will populate with the amount attached to the Cash Receipts type code (CR> Maintenance> Type Code> Open the deposit type code> Amount field).
  • Enter a payment and save the receipt.

 

2     Print a UB Proof List Report. 

 

  • Print a UB Proof List Report (CR> Cash Receipts> UB Proof List).
  • 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 here for information on the Jobs Viewer window.
    • 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). Click here for information on the View Reports window.
  • The UB Proof List Report will display the deposit as a Cash Deposit transaction type. The Proof List Report will also display the service being charged on the deposit.  The deposit fee code (UB> Maintenance> Fee Code> Select a fee code> Service to Charge field) in the UB module determines the service that will be billed the deposit amount.
  • The total amount of cash deposits in the batch will display in the Cash Deposits this batch field at the bottom of the UB Proof List Report.

 

3     Print the UB GL Distribution Report. 

 

  • Generate the UB GL Distribution window (CR> Cash Receipts> UB GL Distribution).
  • 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 here for information on the Jobs Viewer window.
    • 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). Click here for information on the View Reports window.
  • The cash deposit will create the following journal entry:

 

    Description of GL account

    Debit

    Credit

    Cash account on deposit fee code

    XXX

     

    Revenue account on deposit fee code

     

    XXX

 

  • If the general ledger accounts used in the journal entry are not correct you can change the GL accounts attached to the deposit fee code using the Fee Code Maintenance window (UB> Maintenance> Fee Code). Changing the GL accounts on the deposit fee code will update the GL accounts used in the journal entry created by the UB GL Distribution Report.

 

4     Commit the Cash Receipts batch. 

 

  • Commit the Cash Receipts batch if the journal entry to create the deposit is correct.
  • Once you commit the payment, the deposit will display on the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History> Deposit History).