USAS RECEIPT PROCESS USAS RECEIPT PROCESSES INDEX FILES

USAS RECEIPT PROCESS

USAS RECEIPT PROCESSES INDEX FILES INVOLVED T R A N S I D E RECEIPT - RECEIT. IDX - RCDESC. IDX - ACCT. IDX T R A N S I D E REFUND T - RECEIT. IDX R - RCDESC. IDX N - CHECK. IDX - ACCT. IDX I - VENDOR. IDX ACCT SIDE REDUCTION OF EXPENDITURE - ACCT. IDX A S D E ACCT SIDE ARF T - AR. IDXRA N - ARCODE. IDX S When a transaction is processed, you I - ARCUST. IDX D have two “sides” to consider: E - RECEIT. IDX • Transaction Detail Side: contains data entered in - ACCT. IDX transaction program ACCT SIDE • Account Side: updates the accounts (entered on the transaction) with the amounts (entered on the transaction) ACCT SIDE

RECEIPT FILE LAYOUTS (SYSTEM MANAGER GUIDE) RECEIPT File Layout = RECEIT. IDX RCDESC File Layout = RCDESC. IDX AR File Layout = AR. IDX ARCODE File Layout = ARCODE. IDX ARCUST File Layout = ARCUST. IDX

RECEIPTS IN DATATRIEVE The following domains contain receipt transaction data RECEIPTS: domain containing data from RECEIT. IDX RECEIPT_DESCS: domain containing data from RCDESC. IDX ARF IN DATATRIEVE The following domains contain ARF transaction data ACCOUNTS_RECEIVABLE: domain containing data from AR. IDX AR_CODE: domain containing data from ARCODE. IDX AR_CUSTOMER: domain containing data from ARCUST. IDX

EDIT PROGRAMS • only accessible for users with OECN_SYSMAN identifier • edit programs affect the transaction detail side only – they do not update the account information. You will need to use ACTSCN or Datatrieve to update the amounts on the account file. • Changes made in a particular edit program will only affect the. IDX file associated with that edit program (it will not automatically update the same information stored on another. IDX file) • Not all data entered in the edit programs is validated so you must pay careful attention when adding/modifying data in the edit programs available include: • RECEDT - Receipt Edit Program Transaction Detail Side

USAS REPORTS The following reports can be used to balance the amounts posted on the account summary record to what is posted on the transaction detail records Account Summary Reports REVSUM: pulls amounts from budget fields in ACCT. IDX FINSUMM: pulls amounts from cash fields in ACCT. IDX Transaction Detail Reports REVLED: pulls amounts from RECEIT. IDX and CHECK. IDX FINDET: same as above but combines them by cash account BALCHK: looking at ACCT. IDX file only and comparing the MTD, YTD & FYTD revenue amounts are in balance for each type of account ACTBAL: compares the fiscal-to-date and month-to-date revenue amounts on each revenue account with the total of the transactions on these accounts for the current fiscal year.

RECEIPT – WHAT IS POSTED ON TRANSACTION DETAIL SIDE • Creates records on the following. IDX files: • RECEIT. IDX • Creates a record for each receipt item entered • RCDESC. IDX • A record is created for the "Auditor Form Description“ and Received From” fields

RECEIPT – WHAT IS POSTED ON ACCOUNT SIDE • ACCT. IDX • When receipts are posted, the Cash and Revenue accounts are updated in the ACCT. IDX file. • • • The amounts for each individual item are added to MTD, FYTD, and YTD receipt amounts on the revenue and cash accounts The FYTD “remaining” for the Revenue account decreases on the revenue account. . The “fund balance” and “available cash balance” increases for the Cash account (it also inadvertently increases the “unencumbered balance”, “unenc minus future” and “remaining balance” on the cash account) If PTD figures are being tracked, the PTD actual receipts on the revenue and cash accounts are increased. The PTD ending balance on the cash account is increased.

REFUND OF RECEIPT – WHAT IS POSTED ON TRANSACTION DETAIL SIDE RECEIT. IDX Creates a record on the RECEIT. IDX for each refund of receipt item entered RCDESC. IDX • Creates a record on the RCDESC. IDX for the "Auditor Form Description“ and Received From” fields CHECK. IDX • A record is created for each check line item. The CHECK. IDX file contains an item record showing the details of each check processed as well as a check header record summarizing the check. VENDOR. IDX Updates the YTD & FYTD totals on the vendor file.

REFUND OF RECEIPT – WHAT IS POSTED ACCOUNT SIDE ACCT. IDX The Cash and Revenue accounts are updated. The Revenue account(s) MTD, FTD & YTD “Actual Received” amounts are decreased; the FTD “Remaining Receivables” amount is increased The related Cash account’s MTD, FTD & YTD “Receipt” amounts as well as the cash “Fund Balance” and “Available” Balance are decreased (it also inadvertently decreases the “unencumbered balance”, “unenc minus future” and “remaining balance” on the cash account)

REDUCTION OF EXPENDITURE– WHAT IS POSTED ON TRANSACTION DETAIL SIDE • RECEIT. IDX • • Creates a record on the RECEIT. IDX for each reduction of expenditure item entered. RCDESC. IDX • Creates a record on the RCDESC. IDX for the "Auditor Form Description“ and Received From” fields REDUCTION OF EXPENDITURE– WHAT IS POSTED ON ACCOUNT SIDE • ACCT. IDX • Cash, Appropriation and Budget accounts are updated on the ACCT. IDX file. • The Budget and related Appropriation account’s MTD, FTD & YTD “Actual Expended” amounts are decreased • The Budget and related Appropriation account’s “Unencumbered Balances” are increased • The related Cash account’s MTD, FTD & YTD Expended amounts are decreased; the cash “Fund Balance” and cash “Available” Balance are increased.

REVIEW RECEIPTS Receipts created/stored/updated on: RECEIT. IDX RCDESC. IDX CHECK. IDX (refund) VENDOR. IDX (refund) ACCT. IDX Update/Modify Receipts DATATRIEVE RECEIPTS RECEIPT_DESCS RECEDT- to modify header information REVSUM includes encumbered amounts (pulls from ACCT. IDX) REVLED includes encumbered amounts (pulls from transaction files) BUDLED/BUDSUM for reduction of expenditures RECLED reports pull receipt data from the RECEIT. IDX