Cash Receipt (CR)

The Cash Receipt (CR) document records all monies collected and deposited manually. This includes collections against outstanding accounts receivables, cash basis revenue, and non-revenue-related receipts (for example, refunds posted to objects of expenditures and deposits into trust funds). You can enter this document as a stand-alone or it can reference Receivable (RE) documents.


Date of Record	Default is the date the document is accepted. Enter the date ( mm dd yy ) that you want to associate with this document, usually the current date.
Acctg Period	Default is inferred from Date of Record . If you want this document recorded in another accounting period, enter the open, desired period ( mm yy ). You cannot enter future periods.
Budget Fiscal Year	Default is inferred from Date of Record . If you want this document recorded in another fiscal year, enter the desired, open fiscal year. You cannot enter future budget fiscal years.
New/Modification [Action]	Default is New [E] . Valid values are: New [E] This is a new document. Modification [M] This document is modifying a previously accepted document. This allows you to add lines to a previous document, change the amounts on existing lines (not codes), or cancel a line (decrease a line amount to zero). To change codes in an existing line, you must cancel that line and reenter a new line. You can recorded both these lines on the same document by selecting Modification [M] .
Bank Account	Required. All lines recorded on a cash receipt must be deposited to the same bank account. See Bank Account (BANK) for valid values.
Cash Account	Default offset cash accounts are inferred from Bank Account (BANK). Enter an offset cash account if: The system does not use the default offset cash account on Bank Account (BANK). You want to override the account recorded on Bank Account (BANK). The offset cash account code represents the account debited as a result of this document. If you enter an account code, you are overriding the offset cash account for all lines on the document.
Comments	Optional. Enter a descriptive note.
Document Total	Required. Enter the unsigned net amount of all lines on the document. To compute this amount: 1. Add all the increase amounts, 2. Add all the decrease amounts, and 3. Subtract the smaller of these amounts from the larger and enter that amount.
Calculated Doc Total	Display only. This amount is system-computed and displays the total of the line amount.

Reference Invoice View


Line	Optional. Enter a unique number for each document line.
Reference Document	Conditional. Required for revenue documents and vendor refunds. Also required for balance sheet documents if Reporting Category is entered. Enter the transaction code, agency and number of the referenced Receivable (RE), or Payment Voucher (PV) number to which the cash will be applied.
Line	Optional. Specify the reference line number where you want to apply the cash. If this field is blank, cash is applied to the referenced document lines in sequential order.
Amount	Required. If this is a new line, enter the dollar amount of the item(s) described on this line. If this line is a modification to a previous line, enter the amount of the change over (under) the previous amount. Do not enter a negative/positive sign. The decimal point is optional, but you must enter two digits for cents.
Partial/Final	This field is automatically set using the short and overpayment tolerances from Revenue Option by Agency and Revenue Source (ROAR) if agencies have set up this option. Otherwise, this field is set using the short and overpayment tolerances from Revenue Options (ROPT).
Partial/Final
Description	Optional. Enter a descriptive note about this line.

Accounting View


Fund	Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. See the Fund Index (FUND) for valid values.
Agency	Required. Enter the agency receiving the revenue. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Org	Conditional. Organization is required on revenue documents if Revenue Budget Organization Option is Y (required on budget and accounting) on Fund Agency Index (FAGY) for this line's fund/agency combination. If this line is a vendor refund, it is controlled by Expense Budget Organization Option on Fund Agency Index (FAGY). Otherwise, this field is optional and used for reporting purposes only. Refer to Organization Index (ORGN) for valid values.
Activity	Conditional. Required on revenue documents if Revenue Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). If this line is a vendor refund, it is controlled by Expense Budget Activity Option on Fund Agency Index (FAGY). See Activity Index (ACTV) for valid values.
Revenue Source	Conditional. Required on all documents except balance sheet documents and vendor refunds. On balance sheet documents, enter the balance sheet account or the object on vendor refunds. Refer to Revenue Source Index (RSRC) for valid values.
Appropriation Unit	Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.
BS Account	Conditional. Required if this line is a balance sheet document. Enter a deferred revenue account if the line is recording a cash advance. If this account is a type 23, ensure that it is a non-cash asset account. See Balance Sheet Account Index (BACC) for valid values.
Job Number	Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details. Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.
Termini	Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.
Def/Inc/Dec	Default is Default [blank] . Required if modifying a line. Valid values are Decrease [D] and Increase [I] .

All Attributes View


Vend/Prov/Cust	Conditional. Required if cash is applied to a customer account. Enter the customer from whom you are receiving payment. If a receivable is referenced, this field is inferred from the Receivable (RE) document. Refer to Customer (CUST) for valid values. Required on vendor refunds if Vendor Control Option on System Control Options (SOPT) is Yes [Y] . See Vendor Index (VEND) for valid values.
Billing Code	Conditional. Required if cash is being applied to a customer account. Enter the billing code that identifies the billing profile for the customer account application. Refer to Billing Profile (BPRO) for valid values.
Sub-Organization	Conditional. Required on vendor refunds if Sub-Organization Required on Spending on Organization (ORG2) is Required [Y] , or Required on Expenditure Transactions [3] . Required on revenue documents if Sub-Organization Required on Revenue on Organization (ORG2) is Required [Y] . Otherwise, this field is optional. Refer to Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub-organization.
Sub-Revenue Source	Conditional. Sub-Revenue Source is required if Sub-Revenue Source Required on Revenue Source (RSR2) is Yes [Y] for the revenue source used. Otherwise, this field is optional. Refer to Revenue Source Index (RSRC) for valid values. You must enter a revenue source before you can enter a sub-revenue source.
Function	Conditional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered in Organization (ORG2). If this line is a vendor refund, it is controlled by Expense Budget Function Option on Fund Agency Index (FAGY). Refer to Function ( FUNC ) for valid values.
Cust Name	Display only. This value corresponds with Vendor/Provider/Customer . If a vendor code is entered, then the corresponding vendor name is displayed.
Object/Sub	Conditional. Object is required on vendor refunds. Otherwise, this field is blank. Refer to Object Index (OBJT) for valid values. Sub-Object is required on vendor refunds if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Otherwise, this field is optional on vendor refunds. This field should be blank when object is not entered. Refer to Sub-Object (SOBJ) for valid values.
Rept Category	Conditional. Required on vendor refunds if Reporting Category on Agency (AGC2) is Required on Expenditure Transactions [3] . Required on revenue documents if Reporting Category Required on Revenue Transaction is Yes [Y] on Agency (AGC2). Required on balance sheet documents if Reporting Category Option on Balance Sheet Account Index (BACC) is Y (required on documents) for the balance sheet account entered. Otherwise, this field is optional. Refer to Reporting Category (RPTG) for valid values.