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All Departments must use the Cash Receipts system to record receipt of all cash,
checks, wires and credit card payments. Cash receipts for revenue contracts
interface to the Contract Database and Contract AR system where you can track
payment on those contracts.
The Cash Receipts system allows for departmental deposit information entry, electronic
routing and approval. The system also has the capability of returning an online cash
receipt for correction. Reports are available to help you monitor the cash receipting
process.
The system can be accessed from:
• Cash Receipts
• WebRaider portal > Business Affairs tab > Links to Financial Systems > System
Links > Cash Receipts
The Cash Receipts system is also available from the Contracting website by using
Contract AR/Billing via the External Links at the top of the banner page.
This document, containing details about the Cash Receipts system, and an online video
tutorial are available by clicking Help in the menu bar on the left side of the Cash
Receipts page.
Click Help
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Document Index:
Process Outline – Information necessary to process all types of cash receipts
1) Enter Cash Receipt
2) Upload Supporting Documentation
3) Complete Cash Receipt
Deposit Types – Information necessary to process the following eight deposit types:
1) Clinical Trial
2) Contract Revenue
3) Expense Reimbursement
4) Gift
5) Other
6) GE Patient Billing
7) Sales and Service
8) Sponsored Programs
Features – Information describing features of the Cash Receipts System
1) Your Action Items
2) Pending Cash Receipts
3) Reports
4) Questions
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Process Outline (click link to return to table of contents)
Enter Cash Receipt (click link to return to table of contents)
To enter a cash receipt, click New in the menu bar on the left side of the Cash Receipts
page. You will be asked to sign in using your eRaider name and password.
Your name and department information will populate in the cash receipt based on your
eRaider ID. Enter the information in the Cash Receipt Header-Overall Deposit section.
1. Deposit Date: The Deposit Date will default to the current date. This date will
feed to Banner as the Transaction Date. The deposit date must reflect the actual
date the deposit posted to the bank. You may change this date to match the
actual date of the deposit otherwise, if this date does not match the actual
deposit date, Student Business Services (SBS) may change the date.
2. Deposit Amount: Enter the Deposit Amount. This amount must match the total of
all deposit lines in the detail section.
3. Bank Code: Enter the appropriate Bank Code from the drop-down menu
provided. The Lubbock deposits that are not MPIP should be coded to 67 – HSC
Lubbock JPMC Op (Operational) Deposit.
4. Notes: Notes are not required. They may be useful to the intermediate approver
or for queries.
5. SBS Notes: This field is reserved for SBS to communicate with you in the event a
CR is returned.
Click New
Enter information
in Cash Receipt Header
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Using the fields in the Detail Line Information section, you will enter the Cash Receipt
lines to show how you want the deposit distributed. Not all fields are used for each
deposit type.
When entering the Detail Line Information, the following general requirements will apply.
Enter a description for each line that contains the following information in the
standardized format shown:
- Date of deposit, entered as MM/DD
- Type of payment received, entered as “Cash” for currency and checks, “Wire”
for wire transfers, and “MC/V/DISC”, “AMEX”, or “Phreesia” for credit card
payments
- For credit card payments, enter the last four digits of the merchant ID
- Other payer information as space allows up to 30 characters in total
For cash receipts to record credit card payments, enter each card type and batch
settlement total on a separate line.
For cash receipts to record wire transfers, enter each wire transfer on a separate line.
• Wire Transfers: EVERY TIME you submit a cash receipt for a wire transfer in the
Cash Receipts System, you will need to send a copy of the cash receipt and
copies of any supporting documents to SBS for processing/approval to the SBS
▪ Note: Cash Receipts will not be process/approved unless an email or
physical cash receipt and supporting documents are received by SBS.
Enter fields
for Detail Line Information section
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• Supporting documents: need to include a copy of the wire and deposit number
which can be found in the email sent from Accounting Services. See example
below.
• Deposit number: needs to be added to your cash receipt under deposit number.
The cash receipt cannot be approved without one. The deposit number is usually
10 numbers with two letters at the end - Example: 0000000000TC. This number
will be found on the email sent from Accounting Services. See example below.
• Per HSC OP 50.07, Deposit Procedures: “State law requires timely deposit of
funds into TTUHSC Depository Bank Accounts. Funds received must be
deposited within three (3) business days with no exceptions. Receipts totaling
$100 or more must be deposited by the following business day.”
• Additional assistance: view TTUHSC: Cash Receipts or contact Student
Business Services at [email protected].
Wire Transfer
Supporting Document
Email Example
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Deposit Types (click link to return to table of contents)
There are eight deposit types to select from in the Type drop-down menu:
1) Clinical Trial
2) Contract Revenue
3) Expense Reimbursement
4) Gift
5) Other
6) GE Patient Billing
7) Sales and Service
8) Sponsored Programs
1) Clinical Trial (click link to return to table of contents)
▪ FOP information is required. The Account code will default based on the subtype
entered.
▪ Select Subtype from the drop-down list. Subtype will determine the appropriate
account code.
▪ Description is required and will feed to Banner and be reflected in Cognos reports.
▪ Deposit Number is added by Student Business Services (SBS), so leave this field
blank.
▪ Line Notes is not required but provides an additional data field for queries or
reports. This information will not feed to Banner or your ledger reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
Select Type from
drop-down menu
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Note: The information regarding the Deposit Number and Line Notes will not be
repeated for each deposit type presented in this training document.
2) Contract Revenue (click link to return to table of contents)
▪ Contract Number is required. You may use the Search feature if you do not know
the contract number. Click Search and the Search and View Contracts page will
display.
▪ You must select an AR Billing from the choices available when you click the
Billing button.
▪ FOAP information is defaulted from the contract accounts receivable (billing) in the
Contract Database and Contract AR systems.
▪ Description is required and will feed to Banner and be reflected in Cognos reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Click Search
Click Billing
Select an AR Billing
Select Subtype
Click Add Line
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Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
3) Expense Reimbursement (click link to return to table of contents)
▪ FOAP information is required and should match the FOAP information of the
original expense that is being reimbursed.
▪ Original Expense Doc ID is required.
▪ Description is required and will feed to Banner and be reflected in Cognos reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
4) Gift (click link to return to table of contents)
▪ FOP information is required. The Account code will default based on the subtype
entered.
▪ Select Subtype from the drop-down list. Subtype will determine the appropriate
account code.
▪ Description is required and will feed to Banner and be reflected in Cognos
reports.
Click Add Line
Click Add
Line
Enter Original
Expense Doc ID
Select
Payment Type
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▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ Gift Information including legal name, address, and contact name is required.
▪ Select Gift Type from the drop-down menu.
▪ After you enter each detail line of the deposit, click Add Line.
Supporting documentation is required to be included with a cash receipt with Gift type
lines. For funds to be properly posted to the system, the following supporting documents
are required:
▪ Proposal request made to the donor for the funds
▪ Award letter
▪ Copy of the check with the routing number redacted (blacked out) on the check
copy
5) Other (click link to return to table of contents)
▪ FOAP information is required.
▪ Description is required and will feed to Banner and be reflected in Cognos reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
Enter Gift
Information
Select Gift Type
Click
Add Line
Check to add
Supporting
Documentation
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6) GE Patient Billing (click link to return to table of contents)
▪ You must select a Campus from the drop-down menu.
▪ The FOAP information will automatically default based on Campus selection.
▪ Billing Area Code may be entered if known.
▪ Description is required and will feed to Banner and be reflected in Cognos reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
7) Sales and Service (click link to return to table of contents)
▪ FOAP information is required.
▪ Description is required and will feed to Banner and be reflected in Cognos
reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Enter sales tax collected, if any, on a separate line. Enter the appropriate fund
and enter 210013 in the Account field.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
Click Add Line
Click
Add Line
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8) Sponsored Program (click link to return to table of contents)
▪ FOP information is required. The Account code will default based on the subtype
entered.
▪ Select Subtype from the drop-down list. Subtype will determine the appropriate
account type.
▪ Description is required and will feed to Banner and be reflected in Cognos
reports.
▪ Payment Type is required for every line. Select the Payment Type from the drop-
down menu. The Merchant ID is required for MasterCard/Visa/Disc, American
Express or Phreesia. The last four digits of the Merchant ID should be entered for
the chosen card type.
▪ Line Amount is the total amount for this detail line.
▪ After you enter each detail line of the deposit, click Add Line.
After you have completed entering each detail line of the deposit, review all added lines
and check for accuracy. You can Delete, Edit, or Copy detail lines of the deposit, if
needed.
Select Subtype
Click
Add Line
Click
Add Line
Description is
required
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Upload Supporting Documentation (click link to return to table of contents)
You can include supporting documentation saved on your computer by using the
Upload feature of this application. Click Browse to locate and select the documents
from your computer, and then click Upload. Document types that can be used with the
Upload feature include Excel, Word and PDF.
Note: the Upload feature may also be used for a cash receipt with all other deposit type
lines, however supporting documentation is optional and only required for a cash receipt
with Gift type lines.
Delete
Copy
Edit
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Complete Cash Receipt (click link to return to table of contents)
After all lines are correct, you have two options:
▪ Click Forward – This allows you to forward the cash receipt to another individual
using a search feature. When you forward the cash receipt, it has not been
submitted for approval. The individual receiving the forwarded cash receipt must
submit it. They will be considered the depositor.
▪ Click Submit – This will complete your cash receipt and submit it to be approved
by the intermediate approver or Student Business Services.
Search for an
individual and
click Forward
Click Submit after
reviewing lines
Click Browse to locate and
select documents
Click Upload
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When the cash receipt is submitted, the depositor will receive the Cash Receipt
Confirmation screen. You can view the cash receipt by clicking View Cash Receipt in
PDF format.
Print the cash receipt and take to your intermediate approver or to the Student Business
Services (SBS) office along with your bank deposit of cash, checks, wire transfers and
credit card batch settlement reports.
Cash Receipts will not be approved unless an email or physical cash receipt and
backup have been received by SBS.
Student Business Services is located off South Loop 289 at 6630 Quaker Avenue, Suite
H. Cash Receipts may also be delivered to the secure drop box located at 1B429 on the
first floor, just west of the TTUHSC Pharmacy, at the TTUHSC 4
th
street location.
Wire Transfers and Credit Card cash receipts can be emailed to
[email protected]. Please attach cash receipt and back-up to the emails.
Click View Cash Receipt
in PDF format
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Features (click link to return to table of contents)
Your Action Items (click link to return to table of contents)
The Your Action Items section located in the menu bar on the left side of the Cash
Receipts page, lists the cash receipts waiting for your submission. These receipts are
not considered completed and cannot be approved until submitted. Cash receipts fall
into Your Action Items if they are either Returned or Forwarded for your submission. To
view these items, click Your Action Items in the menu bar on the left side of the Cash
Receipts main page.
The lists of cash receipts in Your Action Items will display. The Status field will indicate if
the cash receipts have been Returned or Forwarded.
Returned Cash Receipts – Intermediate approvers and the SBS office have the ability to
return a cash receipt to the person who originated the cash receipt for corrections or
more information. If a cash receipt that you entered is returned, you will receive an
email notification.
Forwarded Cash Receipts – Users have the ability to forward a cash receipt to you for
submission. When a cash receipt is forwarded to you, you become the depositor. The
cash receipt will not be approved until you successfully submit it. If a cash receipt is
forwarded to you, you will receive an email notification.
Click the red ID number for the cash receipt that you wish to correct and submit.
Click
Your Action Items
Status field
Click Cash
Receipt Number
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To correct or add additional information to a line in a Returned or Forwarded cash
receipt, click the red Edit link for the cash receipt line you need to correct or add
additional information. To duplicate the cash receipt, click Copy. To remove the cash
receipt from the system, click Delete.
Correct or add any additional information for this line of the cash receipt and click Add
Line. After the line is added, review the edited information for accuracy and click
Submit. The cash receipt will go back through the original approval process.
Edit
Click Add Line
Click Submit
Copy
Delete
Review New Line
and/or Updated
Information
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After you submit the cash receipt, you will see a Cash Receipt Confirmation screen and
receive an email confirmation that the cash receipt has been modified. Click View Cash
Receipt in PDF format to review your cash receipt.
For a Returned cash receipt, you may print a copy of the corrected version for your
records. For a Forwarded cash receipt, print the corrected cash receipt and take to your
intermediate approver or to the Student Business Services (SBS) office along with your
bank deposit of cash, checks, wire transfers and credit card batch settlement reports.
You may print a copy of the corrected version for your records.
Note: When reviewing cash receipts in Cognos reports processed from Banner and you
notice a cash receipt needing a reversal, please contact Accounting Services at
Pending Cash Receipts (click link to return to table of contents)
To view Pending Approval cash receipts, click Pending in the menu bar on the left side
of the Cash Receipts page.
You will see a list of all cash receipts waiting for intermediate approval or approval from
the Student Business Services office.
Click Pending
Click View Cash
Receipt in PDF format
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To view the detail of a pending cash receipt, click the red ID number.
The Pending Approval cash receipt will display. To view and print the cash receipt, click
View Cash Receipt in PDF format.
Reports (click link to return to table of contents)
There are five report options available to help you manage your cash receipts:
▪ Search – Allows you to search for any cash receipt in the system regardless
of status and permissions.
▪ Status History – Displays a table with the status history of the cash receipt.
The last status in the Status column indicates the current status.
▪ Approval History – Displays a list of all approved and posted cash receipts
that you have permission to view. You can click on the cash receipt ID to view
Click View Cash
Receipt in PDF format
Click the Cash
Receipt Number
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the cash receipt details (CRs must have been approved by Student Business
Services).
▪ Daily Approvals – Provides a list of the CRs that Student Business Services
has approved based on a given date.
▪ Intermediate Approvers - Provides a list of all Intermediate Approvers. You
can sort the list by bank code by selecting the bank code from the drop-down
list.
Click Reports in the menu bar on the left side of the Cash Receipts page to view the
available report options.
Questions (click link to return to table of contents)
If you have questions about the Cash Receipts system, please contact Student
Business Services at 806-743-7867 or email Student Business Services at
For additional information, refer to related OPs – 50.07 Deposit Procedures; 50.10
Endorsement Stamps and Endorsement of Checks; 50.26 Use of Cash Receipts
Systems; 50.35 Unidentified Receipts and Holding Account Maintenance; 50.36 Sales
Tax Collection; 50.37 Payment Card Processing by TTUHSC Departments.
Click Reports
