Objective. Overview. Prerequisites. Procedure

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1 Module: Accounts Receivable Topic: Payment Processing Miscellaneous Cash Receipt Entry MUNIS Version 7 Objective This document provides step-by-step instructions on how to enter miscellaneous cash receipts. It is intended for a user who already has a basic understanding of the MUNIS payment entry program. Overview Miscellaneous receipts are payments for items that have not been billed within MUNIS (i.e. license, park fees, rental fees etc.). Entering is similar to entering any other payment except rather than finding a bill, you add a Misc Receipt. A Charge Code must exist for each item for the current collection year. Prerequisites Before you can successfully use this feature, you must ensure that the necessary parameters and codes are in place. If parameters and codes are not set up, or not set up correctly, you may need to contact your MUNIS System Administrator or Department Manager to have them updated or added into the MUNIS system. Procedure Use the following steps to enter miscellaneous cash receipts. Open Payment Entry: General Revenues> Payment Processing > Payment Entry Page 1 of 9

2 This screen is considered the payment batch header screen. A batch is used to store multiple payments, which allow users to post entire batches of payments to the General Ledger at once. On the MUNIS toolbar, click. This opens a new payment batch. Complete necessary information and either click Entry Date Clerk Receipt Option Department Batch Number Deposit Number Interest Effective Date Year/Period Receipt Number Number of Receipts Amount Total Batch Released Auto Validate Bank Code Bank Acct or tab through the last field to move forward. The date that the batch is being entered. Defaults to today s date. The date will need to be changed to the following business day if the batch will be received by the Treasurer s Office after the 1pm cut off. The user ID of the clerk who is entering the batch. System generated. No access to this field. The default for printing a receipt is 0- NO RECIEPTS. Leave the default as is. Optional. Select the department for the payments being entered. System generated. Tab through to accept default. Leave this field blank. The effective date of the payments. This should match the entry date from above. The year and period of the payments. The effective date should fall within the year and period. If you have permission, you may change this date. If not accept the default and tab through. System generated. System generated. The total number of receipts contained in the batch. System generated. The total amount of the receipts contained in the batch. Once the batch has been Output/Released, this box will be checked indicating the process has been completed. Validation is not used in Miscellaneous receipts. Ensure that this box is not checked. There is no access to this field when Auto Validate is not checked. There is no access to this field when Auto Validate is not checked. Page 2 of 9

3 To enter a new payment, click on Field Receipt Loc/Dept Customer Paid By Parcel Charge Code and complete the necessary fields. Action or Description Defaults to the next available receipt number. This is system generated and you will not have access to this field. Defaults to blank. Type the department from which you are receipting payments. If you do not know the department number, click Field Help to see a list of valid locations/departments. Defaults to zero. This is used if there is not a valid customer number to apply the payment to. As it displays a 0, it updates the Paid By field to show CUSTOMER. If a value is entered, it must be a valid customer number in the MUNIS system. Click Field Help to see a list of valid customer numbers. Select your department from this list. Defaults to the customer name indicated in the Customer field. DO NOT change this field. Allows user to enter a parcel ID number. Defaults to blank. If a value is entered, it must be a valid charge code in the MUNIS system. Click Field Help to see a list of valid charge codes. The field to the right of the charge code will enter the charge code s description. Also, the GL Payment Allocation will automatically populate with the Sequence, Org, Object, Project, Account Description, Amount, and Description. Page 3 of 9

4 Quantity Price Charge Amount Cash Account If applicable this field will allow entry. Enter the number of items being applied. If applicable this field will allow entry. Enter the price of the item. If using Qty x Unit Price this field updates based on the Price and Quantity of the items. If using a flat fee, the cost of the charge may default here. This amount can be changed, or if it is $0.00 a charge amount must be entered. (The charge code is established as either a flat fee or a qty x unit price.) Defaults the org and object of the cash account GL code. DO NOT CHANGE THE CASH ACCOUNT. Tab through the cash account into the GL Payment Allocation. If this receipt is complete, you will click to save the receipt and move to the complete receipts screen. Page 4 of 9

5 7. Enter all applicable information in the complete receipt screen. Last Receipt for Customer? Payment Method Leave this checked. Select the appropriate payment method. Options include: 1- CHECK 2- CASH 3- CREDIT CARD 4- BANK XFER 5- OTHER 6- MANUAL BANK PMT 7- E-CHECK 8- WIRE TRANSFER 9- MULTIPLE (More than one type of payment is being accepted. Once this selection is made, you will be brought to a multiple payment screen. Each payment type should be entered here.) Page 5 of 9

6 You will then need to select and. *Please note: you may only select the payment option(s) that are valid according to your policies. Check/Reference # Add l Payment Ref Receipt Option Indv Receipt Option Printer Print GL Accounts? Validate? Effective Date Total for this receipt Total for Customer Reference Paid by Customer # Paid by Reference Total Remitted Change Due Enter NSF Check data? Correct? Optional. Enter the check # or reference #. Optional. Enter additional payment reference. Defaults to the selection made on the payment batch header, but may be changed. If you have selected receipt option 0, you will not have access to this field. If you have selected receipt option 0, you will not have access to this field. Select the appropriate option: N- Do not print general ledger accounts on the customer receipt. Typically this is the default. Y- General ledger accounts used on the receipt will print on the customer receipt. For Misc Receipts this flag should not be set. This should default from the payment batch header. Accept default and tab through. System generated. No access to this field. The total amount due for the current receipt will populate here, if you are entering multiple receipts for the same customer. If only entering one receipt for this customer, this field will be blank. System generated. No access to this field. The total due from this customer will populate here. Optional. 12 character field for a reference. This should default from the payment batch header. Accept default and tab through. This should default from the payment batch header. Accept default and tab through. The total due will default. If customer is paying more than the total due (ie. needs change), enter the total being remitted by the customer. System generated. No access to this field. The change that is due to the customer, if the total being paid is more than the total remitted. No access. If all information contain in the apply payment screen is correct, select Y. If information needs to be corrected, type N and make corrections. Page 6 of 9

7 8. Click on to save the payment. 9. When all receipts are entered, the batch should be released and a proof report will be generated. To do so, choose file and exit until you are at the batch header screen. 10. Click on to return to the batch. 11. Click on in the Menu and select the appropriate output options for the report. Once the options are selected click. 12. Choose the printer you would like to use. (When MUNIS printer is selected and local is designated in the Printer name field, it is the same as choosing Local printer. The local print option, either way, prompts your computer s normal printer dialog box.) Page 7 of 9

8 13. Print 2 copies of this report off to bring to the Treasurer s Office with the monies. The Treasurer s Office will stamp both copies. One copy will be kept by the Department and page 1 of the second copy will be taken to the Auditor s Office. The Treasurer s Office will keep pages 2 & 3. When you receive this message during output, leave this blank and select OK. Other Miscellaneous Receipt options: To resume a batch that has been started: 1. Click 2. Click 3. Select from the Menu. Page 8 of 9

9 Results General results Batch proof tables and history tables are updated with this activity. Multiple payment type records are written to the payment tables. Status Change The release status of the transaction in the proof and history tables is set to Y, released and ready to be posted. GL Impact The General Ledger is not affected by this action. Other MUNIS Modules Impact What s Next? Miscellaneous cash receipts can be displayed using the Receipt Maintenance screen. Click the Open Folder button next to the Pmt Method field to view the individual payments. Miscellaneous cash receipts can be seen in reporting by running the Payment Proof process. Miscellaneous cash receipts are posted by running the Payment Journal and Proof process. Page 9 of 9