Creating a Miscellaneous Receipt

Purpose: Use this document as a reference for creating a miscellaneous receipt.

Audience: Accounts Receivable staff.

You must have at least one of these local college managed security roles:

  • ZC AR Support

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

The Miscellaneous Receipts feature in PeopleSoft Accounts Receivable is used to record payments that are not intended to pay an existing customer AR item. Instead of applying the payment to an open receivable, the payment is set up to be journaled directly to the General Ledger.

When entering the deposit, the user selects Miscellaneous Receipts as the Deposit Type. PeopleSoft then automatically selects Journal Directly for the payments in that deposit. The user can enter additional receipt information and generate a printable receipt through BI Publisher.  

This feature provides a straightforward way to record miscellaneous cash received by the organization while maintaining the payment and deposit information within PeopleSoft AR

Expand or collapse content Entering a Regular Deposit

Navigation: Accounts Receivable > Payments > Online Payments > Regular Deposit

  1. The Regular Deposit search page displays. Select the Add a New Value tab.
  2. Enter your district's Business Unit as the Deposit Unit (it may be prefilled).
  3. Leave the Deposit ID as “Next” (unless local business practice dictates otherwise).
  4. Select the Add button.
  5. The Regular Deposit Totals page displays with the Accounting Date (the current date prefills).
    1. Select your district's Bank Code.
    2. Select your district's Bank Account.
    3. Select a Deposit Type of 'M' (Miscellaneous) (This value may prefill. It is important to change it from 'C' to 'M').
    4. Enter 'USD' as the Control Currency.
    5. Enter the Control Total Amount - the sum of all payments in the deposit group.
    6. Enter the Count - the number of all payments in the deposit group.
  6. Select the Payments tab.
Regular deposit page on the Totals tab. The Payments tab is highlighted. On the totals tab, the Bank Code, Bank Account, Deposit Type (with M entered into the field), and the Control Currency (with USD entered into the field) fields are all highlighted. Within the Control Totals section, the Control Total Amount and Count fields are highlighted.

The Balance field displays the status for the deposit. When the amount total and number of entered payments equals the control amount and count from the Totals page, the status changes from Not Balanced to Balanced. The total amount of all the payments in the deposit must match the control totals on the Totals page before you can create a payment worksheet.

Note that you cannot update payment information for a deposit that has been reconciled with a bank statement.

The Accounting Date field displays the payment date, using the accounting date on the Totals page as the default. The system validates the payment date to make sure that the date falls within the open period for the business unit and transaction type as defined on the Open Periods page for the business unit. The payment date may be different from the deposit date, if you use the postmark date from checks. The payment date affects earned discounts, so it's important that it is accurate.

  1. The Payments page displays. For each payment entered into this group:
    1. Enter a Payment ID. Local business practice should inform your decision (some examples CK1234, EFT1234 or CASH1234).
    2. Enter an Amount.
    3. The Payment Method defaults to 'Check' and most common. Optional to manually change to EFT.
    4. Make sure the Payment Predictor checkbox is NOT selected.
    5. Confirm the Journal Directly checkbox is selected.
    6. To add additional payment, in the Payment Information section select the plus icon [+] then repeat steps 7A - 7E.
    7. Select the Save button to generate the Deposit ID.
  2. Section complete.
Regular Deposit page on the Payments tab. Within the Payment Information section, the Amount, Payment ID, and Payment Method fields are highlighted. The Jouranl Directly checkbox is selected and highlighted.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial

View the external link to Entering a Regular Deposit for Miscellaneous Receipt. This link will open in a new window.

Expand or collapse content Creating a Miscellaneous Receipt
  1. Select the Receipts hyperlink on the Regular Deposit page’s Payments Tab.
Regular Deposit page on the payments tab. The Receipts hyperlink is highlighted.
  1. The Receipt page displays. Enter the following:
    1. Description (Required): This is a description field that should be used to describe what the payment is for (bookstore, grant refund, etc.)
    2. Receipt Reference (Optional): This field is to reference any outstanding invoices or paperwork that is back up documentation for the payment. This field can also reference the third-party credit card receipt information.
    3. First Name (MI) (Required): Customer’s First Name and Middle Initial.
    4. Last Name (Required).
    5. Comments (Optional): An additional field for any necessary information to either the business or customer.
  2. Select the Save button.
  3. Select the Print Receipt button.
  4. Please refer to the Process Schedule Request steps for further instructions.
  5. Section complete.
Receipts page. the Receipt Information section fields are all highlighted. The Save and Print Receipt buttons are highlighted. The Process Monitor hyperlink is also highlighted.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Creating a Miscellaneous Receipt. This link will open in a new tab/window.

Expand or collapse content Completing Direct Journal

Navigation: Accounts Receivable > Payments > Direct Journal Payments > Direct Journal Acctg Entries

  1. The Create Accounting Entries search page displays.
    1. Enter Deposit Unit.
    2. Enter or lookup the Deposit ID.
    3. Select the Search button and the Direct Journal Acctg Entries page displays.
  2. The Accounting Entries page displays. If your college has AR Speed Types set up please see the note below. If not, please skip to Step 17.

AR Speed Types are pre-configured and named ChartField (accounting) strings created within the Accounts Receivable Module. Selecting one will autofill the distribution line's ChartFields. For more information, please refer to QRG Creating AR Speed Types.

Direct Journal Acctg Entries page on the Accounting Entries tab. Within the Distribution Lines section on the ChartFields tab, the Speed Type button is highlighted.
  1. Enter the Line Amount as a NEGATIVE number (you are crediting the associated revenue account). Enter valid field values to complete the ChartString.
  2. Use the scroll bar to view all field values. Optional to enter details in the Line Description field.
  3. Select the Create (lightning bolt) icon within the Currency Details section to generate the cash balancing lines.
Direct Journal Acctg Entries page on the Accounting Entries tab. The Create icon is highlighted within the Currency Details section. Within the Distribution Lines section on the ChartFields tab, the Lines Amount and chartstring fields are all highlighted. The scroll bar is also highlighted.
  1. The cash balancing lines appear. Mark the Complete check box and select the Save button.
  2. Repeat steps 16 through 20 until all payments have been processed.
  3. Select the Deposit Control tab to verify the deposit and count is balanced.
  4. Process complete.
Direct Journal Acctg Entries page on the Accounting Entries tab. The Complete checkbox is selected and highlighted. The Save button is also highlighted.

Use the Previous in List and Next in List buttons at the bottom of the page to scroll through your payments to verify all boxes/payment information has been completed correctly.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Completing Direct Journal for Miscellaneous Receipt. This link will open in a new tab/window.

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