Creating a Deposit Slip (Dept)


Concept

Purpose: To demonstrate how to create deposit slip in FI$Cal.

 

Scenario: Record a manual deposit slip in FI$Cal from a hard copy deposit slip created outside of FI$Cal.

 

Roles: Deposit Slip Processor


Steps:

  1. Begin by navigating to the Deposit Slip Entry page to enter a deposit slip.

    Step 1

  2. Click the Main Menu button.

    Step 2

  3. Click the Accounts Receivable menu.

    Step 3

  4. Click the Payments menu.

    Step 4

  5. Click the Online Payments menu.

    Step 5

  6. Click the Deposit Slip Entry menu.

    Step 6

  7. Click the Add a New Value tab.

    Step 7

  8. The Deposit Type field is required when creating a deposit slip. Certain deposit types will need STO approval.

    Step 8

  9. Click the Look up Deposit Type button.

    Step 9

  10. Click the Manual link.

    Step 10

  11. A Manual deposit is a deposit slip created outside of FI$Cal and later recorded in FI$Cal. Manual deposit type requires manual entry of all deposit slip information.

    Step 11

  12. Click the Add button.

    Step 12

  13. The Deposit Slip Entry page is used to enter the deposit slip details.

    Step 13

  14. The Depository Bank and Demand Account fields are prepopulated based on what was used for the prior transaction. If this is the first deposit slip created, key in the Depository Bank and Demand Account before the Deposit Slip Number.

    Step 14

  15. The CTS Bank Account and Location fields are prepopulated based on the user security configuration.

    Step 15

  16. The Deposit Slip Number only needs to be entered for manual Deposit Slips.

    Step 16

  17. Click in the Deposit Slip Number field.

    Step 17

  18. Enter the desired information into the Deposit Slip Number field.

     

    Enter "1094123456".

    Step 18

  19. Click in the Confirm Deposit Slip Number field.

    Step 19

  20. Note: The CTS Bank Account field updates based on the 2nd - 4th digit value of the 10 digit Deposit Slip Number (If those digits are valid for CTS Bank Account).

    Step 20

  21. The deposit slip number must be keyed in twice, if the two values do not match, FI$Cal will give an error message.

    Step 21

  22. Enter the desired information into the Confirm Deposit Slip Number field.

     

    Enter "1094123456".

    Step 22

  23. Click in the Location field.

    Step 23

  24. Enter the desired information into the Location field.

     

    Enter "000".

    Step 24

  25. Click in the Deposit Date field.

    Step 25

  26. Enter the desired information into the Deposit Date field.

     

    Enter "09/08/2016".

    Step 26

  27. The Adjustment field is used by STO to make the deposit balanced. In this scenario, no adjustment is needed. For supplemental and wire deposit slips, only the adjustment, check and total fields will be used.

    Step 27

  28. Click in the Check field.

    Step 28

  29. Enter the desired information into the Check field.

     

    Enter "20".

    Step 29

  30. Click in the Item Count field.

    Step 30

  31. Enter the desired information into the Item Count field.

     

    Enter "1".

    Step 31

  32. The Total Deposit field is used to enter the total amount of the deposit. This value is most commonly positive but the Total Deposit field can be negative* for correction purposes.

     

    *Only the State Treasurer's Office staff may enter negative deposits for correction.

    Step 32

  33. Click in the Total Deposit field.

    Step 33

  34. Enter the desired information into the Total Deposit field.

     

    Enter "20".

    Step 34

  35. If a Department elects to have a Reviewer* to review the Deposit Slip prior to releasing it, keep the status as Draft and press the Save button below.

     

    Notify the Reviewer to review the Deposit Slip. Your part in the process in the system would end here!

    *This is a departmental business process decision.

    Step 35

  36. The Reviewer / Deposit Slip Processor must change the Deposit Slip Status to Ready before saving otherwise only a draft will be saved.

     

    Once the deposit slip is saved the Print Deposit Slip and Delete Deposit Slip buttons will be enabled.

    Step 36

  37. Click the Deposit Slip Status list.

    Step 37

  38. Click the Ready list item.

    Step 38

  39. Click the Save button.

    Step 39

  40. In this scenario the deposit slip type is "Manual," and only Supplemental Deposit Slips require approval.

    Step 40

  41. At Deposit Slip entry, departments can click the Create Regular Deposit button at this point to create the AR Regular Deposit and the corresponding Cash Clearing entries. If not, these items will be created during batch.

    Step 41

  42. For deposit slips requiring approval, the Create Regular Deposit button is disabled until the deposit slip has been approved. Departments can click the Create Regular Deposit button after approval.

    Step 42

You have successfully completed the "Creating a Deposit Slip" topic.

 

Key Takeaways:

- The Deposit Slip Processor creates the Deposit Slip and sets the status to ready. 

- A Deposit Slip can be left in Draft status and reviewed by a Reviewer (a different Deposit Slip Processor) if your department elects to do so.

- Supplemental deposit types will automatically be put on hold.

 

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