Cash Batch

About Cash Batch

The cash batch interface uses a sortable grid to view outstanding cash receipts that have not yet been posted. These transactions may come from the online credit card payments, fast cash entries, manual cash entries, payment plan uploads, automatic donation feed from alumni/development module, miscellaneous cash (non-student account), and other sources.

Understanding Cash Batch

Bill batch is reached by navigating to Student Financials > Cash Batch

• Member: The filter on member function allows the isolation of a single member for viewing or posting. The member filtering function allows for flexibility in segregating different batches. There can be many sources of cash receipts in Campus Café. Some transactions will appear is specialized batch for automatic credit card entries or gift receipts. These will have specific system generated member names. Example WB20150210 might contain credit card receipts for February 10. AL20150210 might contain gift receipts for that day. Generally, any items that you manually enter will have your username as the member/batch name. The member/batch can be displayed, totaled, and batched separately, or all members/batches can be displayed at once. Click the Refresh/Filter View button to see the results
• The rename member function: allows saving a batch of transactions for later review and/or posting. This is useful if you need to start another batch or wish to have someone else review a batch at a later time.
• The merge member function allows merging two members to post in a single batch.
• The sponsor lookup/add function allows adding of cash transactions for sponsors. Sponsors can be organizations or other entities who must be billed for enrollments. This function will allow manual cash adjustments to sponsor billing accounts. The receivables for sponsor accounts is at the sponsor level and not the student, even though the cash and billing transactions might be on behalf of an individual student. Sponsor accounts should not be confused with third-party accounts. In the third-party account scenario, the receivable is on the student and simply billed to a third party.

Outstanding individual transactions appear as a table below.

• Clicking the pencil will allow the individual editing of a transaction
• Clicking the red X will delete the cash batch item.
  
• The transaction code is used to designate the type of transaction (e.g. cash, check, credit card).
• The description is used to annotate the transaction and will default to the description in the transaction code table if left blank.
• The semester is optional on this page, but must ultimately be filled in for all cash transaction records. See notes in posting section for details on semester hierarchy. It is not necessary to enter a semester on each individual transaction on this page especially if all the transactions are for the same semester/term. The semester can be specified at the cash batch posting stage for the entire batch.
• The A/R credit amount and other distributions must offset the cash amount or a transaction error will appear when attempting to update the record. It is possible to have a hybrid transaction with cash, A/R credit, and distributions. For example, the cash amount might be $1,000.00. The A/R credit is $700.00. This amount will display on the student account as a credit for $700.00. The remaining $300.00 is put in a housing deposit escrow account. This amount will not display on the student account, but be recorded with the student id in the escrow account for later identification, retrieval, or reversal.  
• Payplan Balances column shows any Payment Plans with an outstanding balance and the semester in which that payment plan is assigned.

Post Cash Batch

Running the cash batch post process will apply the cash to the student ledgers.

1. In the  Batch Operation Member enter the Member to post
2. Click Post Cash Batch
3. A new screen appears
   User Assigned Batch Number: Optional. If left blank, the system will automatically assign a batch number that can be used to identify a specific batch.
   Default Batch Semester: This is used to designate the semester to be added to the transaction records when posted. This field should not be confused with the semester filtering function. All accounts receivable transaction records must have a semester/term associated with each record. For automatic billing rules billing, this is never a problem since each transaction already has the proper semester. The value entered here will fill in any records where the semester is left blank. For example, if you are entering a manual billing batch, you can leave the semester empty on each record to save keystrokes. The semester entered here will override all such blank semesters. If this prompt is left blank, then the semester default in the A/R control file will be used as a default. To summarize, the semester will be filled in using the following hierarchy:
   • Individual record entry.
   • Posting prompt entered on this posting page.
   • Default value in the A/R control file.
     It is important to remember that individual records that have a semester entered into them will never be overridden by the posting semester or the A/R control file default.

The batch posting date determines the actual transaction date in each A/R record. While the date will default to today, it can be overridden to any other valid date desired. Any valid date will be accepted as long as it is not prior to the last G/L posting date. The system will not allow you to post transactions into the subsidiary ledger if the general ledger is closed for that period. If this situation occurs, it is an easy matter to “un-post” the period on the general ledger side temporarily to get a batch posted with a prior date.

4. Click Post Cash Batch
5. After posting, a pop up will appear with a PDF summarizing all transactions posted

Use Fast Cash Interface

Click on the Fast Cash button to add to records to a cash receipt batch from a roster for simple student account transactions.

1. Use the Bios Person to Add Lookup lookup a student ID number or enter a student ID number in the Bios ID# to Add box
2. In the Cash Received Box enter the amount of cash received
3. In the Transaction Code drop down choose the transaction code
4. In the Description  optionally enter a description to override the transaction code's default description
5. In the Additional Desc box optionally enter an additional description
6. In the Cash Receipt# box optionally enter the receipt number
7. In the Check Number optionally enter the check number
8. In the Semester drop down choose the semester associated with the cash. If the semester is left blank, the semester entered when the batch is posted will be the default. If the semester prompt is left blank when the batch is posted, then the semester will default to the A/R control file default semester.
9. In the PayPlan Award Code optionally choose the payment plan
10. Click Add Fast Cash
11. The transaction is added to the cash batch to be posted
12. Repeat the process for further cash, note that the transaction code

Use Miscellaneous Cash Interface

This screen is used entering cash that is not related to a student account. This is essentially cash that is a journal entry in the cash subsidiary ledger.

1. From the Cash Batch screen click the Add Misc Cash Batch
   The transaction code is used to designate the type of transaction. Some examples would be cash, check, credit card.
   The description is used to describe the transaction and will default to the description from the transaction code table if left blank.
   The semester is optional for miscellaneous transactions.
   The cash received amount is the total cash received for the transaction. It must equal the total of offsetting distributions to be a valid transaction. An error message will appear if a transaction is out of balance.
   The distribution section is used to enter one or more offsetting entries for the cash amount entered. These distributions can be entered manually using this interface, or they can come from a pre-set distribution that was set up in the transaction code table. For example, a particular transaction code might have a percentage distribution set up to create three separate offsets for 25%, 25%, and 50%. Clicking the Opt Auto-Fill Unsaved button will automatically create the appropriate distribution on the page. It will remain unsaved until the save button is clicked with a successful update. The offsets and cash amounts must balance to 0 for a valid updateable transaction.
   A cash batch may have both student account transactions and miscellaneous transactions in the same batch so as to total the amount of a cash deposit for a given day or period.