DAS LogoR⋆STARS Data Entry Guide

Chapter #10

Revenue Cycle


PURPOSE

This chapter is intended to provide system users with an understanding of the revenue and cash receipts procedures within R⋆STARS. Additionally, the reporting capabilities of R⋆STARS are discussed and are followed by revenue and invoicing examples.


Table Of Contents

10-1 OVERVIEW OF REVENUE AND CASH RECEIPTS CYCLE

10-2 REVENUE REPORTING

10-3 REVENUE EXAMPLES

10-4 ACCOUNTS RECEIVABLE INVOICE –  EXAMPLE

10-5 FINANCE CHARGES

Interest and late Charge Eligibility Criteria

10-6 TRANSFERS TO CENTRAL COLLECTION UNIT

10-7 DEPOSIT RECONCILIATION

Deposit Record requestable reports


 

10-1 OVERVIEW OF REVENUE AND CASH RECEIPTS CYCLE

Revenue collection is a key activity for most R⋆STARS users. The annual budget passed each year by the Legislature is dependent upon revenues received during the year. The collection of revenues earned by the user must be carefully monitored and controlled to provide funds necessary to operate the state.

Six types of transactions to record actual revenues and cash receipts are available within R⋆STARS. Accounts Receivable invoicing is also a feature of R⋆STARS. As shown in the following diagram, the Revenue and Cash Receipts Cycle consists of accrual recognition, collection of accruals, cash receipts not previously accrued, Reduction of Expense, deferred revenue recognition, invoicing,  and accumulation of interest on delinquent receivables.

 

Accrual Recognition

Accruals are revenues that have been earned but not yet received. For example, claims against grants are recorded as Accounts Receivable and Revenue. Accrued revenues are entered manually or system generated by  R⋆STARS. Several types of transactions are available to record accrued revenues. Some of the more common ones are shown here:

◾ Record accounts receivable/due from other governments (with or without Document Financial Table support) for revenue accrued

◾ Record income taxes receivable and liability to outside agencies

◾ Record accounts receivable for external grant and project billings

 

Collection of Accrued Revenues

Collection of accrued revenues are cash receipts in payment of revenues previously earned. For example, payment in April of income taxes owed from the preceding calendar year represents a collection of accrued revenues.

Collections of accrued revenues are entered manually or system generated by R⋆STARS. Several types of transactions are available to record the collection of accrued revenues. Some of the more common ones are shown here:

◾ Record receipt of revenue previously accrued

◾ Record collection of income taxes

◾ Record collection of external grant and project billings.

 

Cash Receipts Not Previously Accrued

Cash receipts not previously accrued come in many different forms. Some examples include:

◾ Cash received as revenue is earned, such as payment of a traffic ticket on the day it is issued

◾ Cash received for deferred revenues, such as pre-payment of income taxes

◾ Cash received that is due to another organization, such as payroll deductions for health care plans

Collection of cash not previously accrued is entered manually into R⋆STARS. Several types of transactions are available to record this category of cash receipts. Some of the more common ones are shown here:

◾ Record cash receipts not previously accrued

◾ Record cash receipts and credit a liability

 

Expenditure Refunds (Reduction of Expense – ROX)

Reductions of Expense (ROX) or reimbursements are cash receipts collected because of a refund relating to an overpayment of an expenditure. For example, if an invoice for five desks is paid in full, but only three are received, the refund for the price of two desks is an ROX (or reimbursement).

ROXs for current and prior year expenditures are entered manually into R⋆STARS using various transaction codes.

 

Deferred Revenue Recognition

Deferred revenue is recorded when cash is received for something that has not yet been earned. For example, income taxes paid in the third quarter for the fourth quarter are recognized as deferred revenue in the third quarter. In the fourth quarter, it would be recognized as revenue since that would be the period in which it was earned.

 

Accounts Receivable Invoicing

The invoicing features of R⋆STARS can be utilized when recording Accounts Receivable – Billed at the invoice level. Once entered at a detail level, invoices can be run for mailing to customers. For certain transactions (T-Codes) defined in the D53 – Titles Profile with a Table ID of ARIV (Accounts Receivable Invoice), the 515 – Invoice Entry Screen must be completed and the total extensions for all related document numbers must balance against the transaction amounts when releasing the batch on the 502 –  Batch Balancing Screen. Very few agencies in Oregon use this functionality.

 

Accumulation of Interest and Late Charges

R⋆STARS supports the collection process by providing for the accumulation of interest and/or late charges based on user-defined parameters, aging schedules, statements, and past due notices. Separate totals for interest and principal are provided.

 

10-2 REVENUE REPORTING

After revenue cycle transactions have been entered, the status of accounts receivables, revenues, and ROXs (or reimbursements) should be monitored. R⋆STARS provides two types of reporting capabilities that enable users to monitor the status of the transactions:  on-line inquiry and standard requestable reports. The following sections describe on-line inquiries and the standard reports available for revenue cycle transactions.

 

On-line Inquiry

On-line inquiry allows the users to access the on-line system to view specific Document Financial Table records. Transactions that do not have Document Financial Table support may be viewed on-line using the General Ledger or Accounting Event Inquiry screens.

The available inquiries are:

59 – Document Inquiry by Vendor
64 – Document Record Inquiry
65 – General Ledger Record Inquiry

84 – Accounting Event Record Inquiry
85 – Vendor Transactions Inquiry
89 – Summary General Ledger Account Inquiry

 

Standard Receivable Reports

The standard reports are requested by the R⋆STARS user. Some of these reports are requested only centrally and others are requested only by the agencies. This is determined by the REQUESTABLE IND field on the D64 – Report Control Profile.

9750
9760
9770
9790*

Accounts Receivable Document Status
Accounts Receivable Aging
Account Receivable Calc Interest
Accounts Receivable Reconciliation

9800
9810
9820
9830

Invoices
Statement of Account
Delinquent Notice
Delinquent Notices Report

*Requested Centrally

 

10-3 REVENUE EXAMPLES

In this section, an example of receiving cash from an individual requesting a GED Certificate is shown below. No receivable has been previously accrued.

On 7/23/14, the Office of Community College Services receives $3 from an individual requesting a GED Certificate. Upon receipt of this money, the Office of Community College Services records the following batch type 2 transaction.

Example:

 S504   UC: 10                   STATE OF OREGON              07/23/14 04:49 PM

 LINK TO:      S D:     REVENUE/RECEIPTS TRANSACTION ENTRY       NOTE: N   PROD

 BATCH: AGENCY 558 DATE 072314 TYPE 2 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE: 072314   EFF DATE: 072314  DUE DATE:         SERV DATE:

  CUR DOC/SFX: CR111111 001  REF DOC/SFX:               MOD:    AGENCY: 558

   TRANS CODE: 190       RECPT OF REV TREASURY DEPOSIT NOT ACCRD

        INDEX: 10000     OFFICE OF COMMUNITY COLLEGE SERVICES

          PCA: 21240     GED TESTING CENTER                        AY: 15

 COMP/AGY OBJ: 0228      OTHER NONBUSINESS LICENSES AND FEES

 AMOUNT: 00000000003.00  RVS:    DESC:

  DOC COUNT: 00001  DOC AMT: 00000000003.00 DOC AGY: 558  FUND OVRD:

 VEND/MC:                 NM: JOE SMITH

 PMT TYPE:   INT:       ADD1: COTTAGE STREET

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:     CITY: SALEM                 ST: OR  ZIP: 97310

 PEN AMT:                CHECK #:                 DEPOSIT #: DP111111

 G38:                APPN NO:          FUND:         GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3:              RTI:

 
 

 F1-HELP  F2-INVOICE  F3-RTI  F4-EDIT  F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS

 F8-PRINT  F9-INTERRUPT  F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

 

10-4 ACCOUNTS RECEIVABLE INVOICE – EXAMPLE

In this section, an example of an accounts receivable invoice transaction is shown below.

A customer is being billed for State Archives Record Use Forms. The total amount is $70.75. The bills are dated the last day of May and are due by the first day of August. The completed Revenue Receipts Transaction Entry screen to record the receivable is shown below.

Example:

 S504   UC: 19                   STATE OF OREGON              07/23/14 04:49 PM

 LINK TO:      S D:     REVENUE/RECEIPTS TRANSACTION ENTRY       NOTE: Y   PROD

 BATCH: AGENCY 176 DATE 073114 TYPE 2 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE: 072314   EFF DATE: 073114  DUE DATE: 080114  SERV DATE: 073114

  CUR DOC/SFX: AR111111 001  REF DOC/SFX:               MOD:    AGENCY: 176

   TRANS CODE: 103       ESTABLISH A/R OTHER BILLED-INVOICE

        INDEX:

          PCA: 24304     ARCHIVES - MISC. RECEIPTS                 AY: 15

 COMP/AGY OBJ: 0407 8109 MISCELLANEOUS REVENUE

 AMOUNT: 00000000070.75  RVS:    DESC: ARC/RECORD USE FORMS 8/06

  DOC COUNT: 00001  DOC AMT: 00000000070.75 DOC AGY: 176  FUND OVRD:

 VEND/MC: 0000000000 000;  NM: JOHN D. DOE

 PMT TYPE:   INT:       ADD1: 155 COTTAGE STREET

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:     CITY: SALEM                 ST: OR  ZIP: 97301 0000

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO: 031761    FUND: 2350    GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3: 00401        RTI:

 

 TRANSACTION SUCCESSFULLY CHANGED

 F1-HELP  F2-INVOICE  F3-RTI  F4-EDIT  F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS

 F8-PRINT  F9-INTERRUPT  F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

 

The user can press   F2  -INVOICE to go to the 515 – Invoice Entry Screen.

Example:

 S515   UC: 19                  STATE OF OREGON               07/23/14 11:38 AM

 LINK TO:                        INVOICE ENTRY                             PROD

 

 BATCH-   AGY: 176   DATE: 072314   TYPE: 2   NO: 334   DOC NO/SFX: AR111111 001

 AGY: 176   MSG: BSD

 OREGON STATE ARCHIVES INVOICES.

 MMDDYY -------------NARRATIVE-------------  QTY      UNIT COST       EXTENSION

 070314 FAX/PDF                                 1           0.75            0.75

 070314 BASIC RECORDS                           5           5.00           25.00

 070314 NON-RESIDENT                            5           5.00           25.00

 062714 BASIC RECORDS                           2           5.00           10.00

 062714 NON-RESIDENT                            2           5.00           10.00

 
 
 
 
 
 
 
 

                                                         TOTAL:            70.75

 Z07 NEXT RECORD SUCCESSFULLY READ

 

 F1-HELP F2-MSG F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLR ENTER-INQ CLEAR-EXIT

The user can attach standard messages to invoices that are sent to customers or vendors. This can be done either by pressing the   F2  -MSG key which will interrupt the user to the 94 – Agency Message Profile, or by simply typing an agency and keyword of a previously saved message on the 515 screen. The 515 screen must be balanced against the related document before the transaction can be released.

Example:

 S094   UC: 19                   STATE OF OREGON              07/23/14 11:40 AM

 LINK TO:                    AGENCY MESSAGE PROFILE                        PROD

 ACTIVE

 AGY: 176  KEYWORD: BSD                   PAGE: 01

 

 THIS INVOICE REPRESENTS A CHARGE FROM THE BUSINESS SERVICES DIVISION.

 QUESTIONS ? CALL (503) 986-2252 OR (503) 986-2242 - BSD-ACCOUNTING.

 

 PLEASE MAKE CHECK PAYABLE TO:

     OREGON STATE ARCHIVES

     BUSINESS SERVICES DIVISION

     255 CAPITOL ST. NE, SUITE 180

     SALEM OR 97310-1342

 

 FOR SFMA USERS - PLEASE PAY USING A BT WITH 730/731 T-CODES

 AND REFERENCE THE DOC NO/SFX FOR ACCURATE PAYMENT PROCESSING.

 
 
 

                                                         STATUS CODE: A

  EFF START DATE: 06282004   EFF END DATE:            LAST PROC DATE: 06232005

 Z07 NEXT RECORD SUCCESSFULLY READ

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

If   F2  -MSG is pressed, the user is taken to the 94 profile. A new message may be added or old messages may be updated. For a new message, agency and keyword and text must be entered and saved. The agency and keyword are then displayed when interrupting back to the 515 screen. After the invoice and message are saved, and if enter (inquire) is pressed, the first line of the message associated with the keyword is displayed on the 515 screen.

Example:

 S515   UC: 19                  STATE OF OREGON               07/23/14 11:38 AM

 LINK TO:                        INVOICE ENTRY                             PROD

 

 BATCH-   AGY: 176   DATE: 072314   TYPE: 2   NO: 334   DOC NO/SFX: AR111111 001

 AGY: 176   MSG: BSD

 THIS INVOICE REPRESENTS A CHARGE FROM THE BUSINESS SERVICES DIVISION.

 MMDDYY -------------NARRATIVE-------------  QTY      UNIT COST       EXTENSION

 070314 FAX/PDF                                 1           0.75            0.75

 070314 BASIC RECORDS                           5           5.00           25.00

 070314 NON-RESIDENT                            5           5.00           25.00

 062714 BASIC RECORDS                           2           5.00           10.00

 062714 NON-RESIDENT                            2           5.00           10.00

 
 
 
 
 
 
 
 

                                                         TOTAL:            70.75

 Z07 NEXT RECORD SUCCESSFULLY READ

 

 F1-HELP F2-MSG F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLR ENTER-INQ CLEAR-EXIT

As stated before, for certain T-Codes defined in the D53 profile (Table ID: ARIV), the 515 screen must be completed properly. The total extensions for all related document numbers must balance against the transaction amounts when releasing the batch on the 502 screen.

If a transaction has already been released, the 515 screen will prevent the user from changing the information on this invoice, as the related transaction has been posted to the history file.

 

10-5 FINANCE CHARGES

R⋆STARS supports the collection process by providing for the accumulation of interest and late charges (flat fee amount) based on user defined parameters, aging schedules, statements, and past due notices. Separate totals for interest and principal are also provided.

The overnight batch process (DAFM310) reviews accounts receivable documents in the Document Financial Table for eligibility for interest and/or late charge calculation. Control indicators maintained on the 25 –  Agency Control Profile determine when the interest calculation process is performed and for which month the interest and fees are posted. If the accounts receivable documents meet the criteria for eligibility listed below, interest will be calculated and an accounting transaction will be generated for recording the interest and/or late charge amounts. Interest is calculated utilizing the interest rate in one of the following profiles:

◾ 53 – Agency Document Control Profile –  The interest rate is taken from this profile if the document type is subject to interest.

◾ 54 – Agency Receivable Document Exemption Profile  – The interest rate is taken from this profile if a particular document (with a document type on the 53 profile) is subject to a different interest rate calculation. Documents that are exempt from interest and late fee calculations are also entered in the 54 profile.

 

Interest and late Charge Eligibility Criteria

◾ The document has been given final approval.

◾ There is an entry in the 53 profile for the Agency and Document Type.

◾ The document balance is greater than zero.

◾ There is no interest activity for the document in the month specified in the 25 profile.

◾ The document due date, compared to the current date, is equal to or greater than the number of days past due on the 53 profile, i.e., the number of days before calculating interest have expired.

◾ There is not an entry in the 54 profile for the document with an override Exempt from: ...Interest and Late Fee Calculation: indicator of Y.

These Profiles, their elements and detailed coding instructions are described in Chapter 6.

See the examples below:

Screen A:

 S053   UC: 19                   STATE OF OREGON              07/28/14 01:09 PM

 LINK TO:                AGENCY DOCUMENT CONTROL PROFILE                   PROD

 
 
 

AGENCY: 102  DOC TYPE: AR

 

 INTEREST AND LATE FEE CALCULATION

   DAYS PAST DUE DATE: 045  TRANSACTION CODE: 106

        INTEREST RATE: 12.00        COMP OBJ: 2615  AGENCY OBJ:

             LATE FEE: 0007.00      COMP OBJ: 2615  AGENCY OBJ:

    COMPOUND INTEREST: N (Y/N)

 

 TRANSFER TO COLLECTIONS

    SUBJECT TO TRANSFER: Y (Y/N)

   DAYS BEFORE TRANSFER: 090

 

       A/R DEF DUE DAYS: 030

 

                                                         STATUS CODE: A

  EFF START DATE: 07182014   EFF END DATE:            LAST PROC DATE: 07182014

 Z02 RECORD SUCCESSFULLY CHANGED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 53 profile has an entry for agency 109 and document type AR, and is therefore subject to interest accumulation.

Screen B:

 S054   UC: 19                   STATE OF OREGON              07/28/14 01:17 PM

 LINK TO:           AGENCY RECEIVABLE DOCUMENT EXEMPTION PROFILE           PROD

 
 
 

                     AGENCY: 102   DOC NO: AR111111   FY: 15

 
 

          EXEMPT FROM:

 

          INTEREST AND LATE FEE CALCULATION: N (Y/N)

                    TRANSFER TO COLLECTIONS: N (Y/N)

                 DUNNING NOTICE PREPARATION: N (Y/N)

                              INTEREST RATE: .08

 
 
 
 
 

                                                         STATUS CODE: A

  EFF START DATE: 07182014   EFF END DATE:            LAST PROC DATE:

 Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 54 profile, has an entry for a specific document and an overriding the interest rate defined in the 53 profile.

Screen C:

 S054   UC: 19                   STATE OF OREGON              07/28/14 01:17 PM

 LINK TO:           AGENCY RECEIVABLE DOCUMENT EXEMPTION PROFILE           PROD

 
 
 

                     AGENCY: 102   DOC NO: AR111111   FY: 15

 
 

          EXEMPT FROM:

 

          INTEREST AND LATE FEE CALCULATION: Y (Y/N)

                    TRANSFER TO COLLECTIONS: N (Y/N)

                 DUNNING NOTICE PREPARATION: N (Y/N)

                              INTEREST RATE:

 
 
 
 
 

                                                         STATUS CODE: A

  EFF START DATE: 07182014   EFF END DATE:            LAST PROC DATE:

 Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 54 profile, has an entry for a specific document and has exempt from interest and late fee calculation by setting the indicator to Y. This also overrides the 53 profile.

 

10-6 TRANSFERS TO CENTRAL COLLECTION UNIT

R⋆STARS supports the ability to automatically transfer delinquent receivables to a central collection unit.

The overnight batch process (DAFM310) reviews accounts receivable documents in the Document Financial Table for eligibility for transfer to collections. Control indicators maintained in the 25 profile determine if the transfer process is performed. If the accounts receivable documents meet the criteria for eligible documents listed below, the receivable will be transferred to collections.

 

Transfer to Collection Eligibility Criteria

◾ The document balance must be greater than zero.

◾ The document type is listed in the D54 – System Parameters Table as eligible.

◾ The Subject to Transfer: indicator in the 53 profile is Y for the document type.

◾ The number of days before transfer has expired.

◾ There is not an entry in the 54 profile for the document with an Exempt From: ... Transfer to Collections: indicator of Y.

Specific documents that are exempt from transfer to collections are entered in the 54 profile.

The example below illustrates the combined use of the 53 and 54 profiles to determine collection eligibility.

Screen A

 S053   UC: 19                   STATE OF OREGON              07/28/14 01:09 PM

 LINK TO:                AGENCY DOCUMENT CONTROL PROFILE                   PROD

 
 
 

 AGENCY: 102  DOC TYPE: AR

 

 INTEREST AND LATE FEE CALCULATION

   DAYS PAST DUE DATE: 045  TRANSACTION CODE: 106

        INTEREST RATE: 12.00        COMP OBJ: 2615  AGENCY OBJ:

             LATE FEE: 0007.00      COMP OBJ: 2615  AGENCY OBJ:

    COMPOUND INTEREST: N (Y/N)

 

 TRANSFER TO COLLECTIONS

    SUBJECT TO TRANSFER: Y (Y/N)

   DAYS BEFORE TRANSFER: 090

 

       A/R DEF DUE DAYS: 030

 

                                                         STATUS CODE: A

  EFF START DATE: 07182014   EFF END DATE:            LAST PROC DATE: 07182014

 Z02 RECORD SUCCESSFULLY CHANGED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 53 profile, has an entry for agency 109 and document type AR, with a Subject to Transfer indicator of Y.

Screen B

 S054   UC: 19                   STATE OF OREGON              07/28/14 01:17 PM

 LINK TO:           AGENCY RECEIVABLE DOCUMENT EXEMPTION PROFILE           PROD

 
 
 

                     AGENCY: 102   DOC NO: AR111113   FY: 15

 
 

          EXEMPT FROM:

 

          INTEREST AND LATE FEE CALCULATION: N (Y/N)

                    TRANSFER TO COLLECTIONS: Y (Y/N)

                 DUNNING NOTICE PREPARATION: N (Y/N)

                              INTEREST RATE:

 
 
 
 
 

                                                         STATUS CODE: A

  EFF START DATE: 07182014   EFF END DATE:            LAST PROC DATE:

 Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

The 54 profile, has an entry for a specific document with an Exempt From: ... Transfer to Collections: indicator of Y. Thus, this document will not be transferred.

 

10-7 DEPOSIT RECONCILIATION 

The deposit reconciliation process described in this section is the automated process for reconciling the deposit transactions entered into R⋆STARS with the transactions processed at the bank. The transaction codes used to process the deposit transactions into the system do not post to the general ledger account for Cash on Deposit with the Treasury. Instead they post to a general ledger account for Unreconciled Deposits. Funds posted to Unreconciled Deposits cannot be expended until the Deposit is reconciled with the Treasury. Once the process has reconciled the transactions, a system generated transaction posts to Cash on Deposit with the Treasury and reverses the Unreconciled Deposit entry.

The deposit transactions reconcile based on the Financial Agency, Account Number (entered in the Agency Code 3 field), the Deposit Number, and the amounts from both the R⋆STARS deposit transaction and the Bank’s deposit transaction. The first three elements create a unique record on both the R⋆STARS system and the Treasurer’s system. Records that match exactly will get a Release Status of Y (yes). Records that do not match exactly will get a Release Status of N (no).

For Unreconciled Deposits only:

Transactions that are in error on R⋆STARS need to be corrected by a two step process: 

1. Reverse the original transaction.

2. Enter a transaction with the correct coding/amount, deposit number, etc.

To review the document and transaction data, use the drilldown inquiry capabilities on the 63 – Cash Control Financial Inquiry. Drill down on Balance Type 34: Unreconciled Deposits.

Two control reports will be generated showing the non-reconciled records. The first will be for agency use (DAFR3321) and the second (DAFR3322) will be for the central agencies use. Both reports will list the unreconciled deposit transactions from both the agencies’ entries and the bank’s entries with the following data:  Account Number, Deposit Number, Treasury Fund, R⋆STARS Deposit Amount (net), R⋆STARS Effective Date, Bank Deposit Amount, and the Bank Effective Date.

Deposit errors on the Bank’s side of the transaction that exceed $5.00, once identified, will be handled in R⋆STARS with an on-line release process. The agency completes the Manual Request Form, attaches documentation, and faxes to Treasury. Treasury then changes the Release Status of the deposit on the 12 – Manual Deposit Release Screen to M. In the nightly cycle the RELEASE STATUS of the deposit is changed to M Manual and the system generates the necessary cash transaction.

Only Treasury staff have security to change the Release Status of a deposit. The Release Status field is changed to M and a Description must be entered. These are the only fields that a user is allowed to change on-line.

 

12 Manual Deposit Release Input Coding Instructions

ALL deposit transactions can be reviewed on this screen. The purpose of the 12 screen is to provide the capability of scrolling records for review and/or manually releasing to generate the reconciled cash transactions.

Control Key

◾ AGENCY – Enter the three character AGENCY. Required.

◾ ACCOUNT NUMBER – Enter the five character ACCOUNT NUMBER or leave blank. This element represents the Account Number that is entered in the Agency Code 3 field when the deposit transaction is entered in R⋆STARS.

◾ DEPOSIT NUMBER – Enter up to a fourteen character DEPOSIT NUMBER or leave blank. This element represents the Agency's deposit number to the bank.

Information Elements

◾ TREASURY FUND – The TREASURY FUND is the four character Treasury Fund that is looked up on the on the D23 – Fund Profile based on the Fund entered on the deposit transaction entered in R⋆STARS.

◾ DEPOSIT $ – SFMS – The net amount of the deposit transactions entered into R⋆STARS summarizied by the Agency, Account Number, and Deposit Number.

◾ DEPOSIT $ – BANK – The amount of the deposit transactions from the Bank’s tape summarized by the Agency, Account Number, and the Deposit Number.

◾ DATE – SFMS – The oldest Effective Date of the deposit transaction(s) entered into R⋆STARS for the control key elements.

◾ DATE – BANK – The date the bank processed the deposit per the control key elements.

◾ RELEASE STATUS – Enter the one character field as an M to manually release the deposit for processing in the overnight deposit reconciliation process. This will cause the system to generate the transaction needed to be able to spend the cash revenue. If the deposit automatically reconciled, the release status will be Y. If the deposit has not yet reconciled, the release status will be N.

◾ DESCRIPTION – If a deposit is manually released this field is required. Enter the up to forty character description that will describe why this deposit is being manually released. In Oregon, reference the Treasury’s deposit number.

Example:

 S012   UC: 10                   STATE OF OREGON              07/28/14 02:00 PM

 LINK TO:                    MANUAL DEPOSIT RELEASE                        PROD

 
 
 

                 AGENCY: 100

 

         ACCOUNT NUMBER: 00004          RECONCILIATION DATE: 05/30/08

 

         DEPOSIT NUMBER: CR2222248

 

          TREASURY FUND:

                     SFMS                         BANK

 

 DEPOSIT $:                 0.00                   114,341.47

 

      DATE:          /  /                       07/28/14

 

       RELEASE STATUS: M (Y,A,N,M)   LAST USER ID: STDAA59

 

          DESCRIPTION: REVERSE DW5232662

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DELETE F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

 

Deposit Record requestable report

The DAFR3330 – DEPOSIT Reconciliation Record Report is a requestable report that displays cash receipt deposit records. The report is selected by Treasury Fund and the Reconciled field including the reconciliation date and the status. The status indicates how the records were reconciled corresponding to the SPEC SEL 1: options in the 91 – REPORT REQUEST PROFILE (e.g. Y, M and N). If the SPEC SEL 1: is set to M, only manual release deposits will be reported for a particular Treasury Fund. See the Report Guide – DAFR3330 for more information on requesting this report.

 

The DAFR3330 is a snapshot of the records found on the 13 – DEPOSIT Research Screen.

Example:

 F013   UC: 10                                                07/28/14 02:07 PM

 LINK TO:                       DEPOSIT RESEARCH                           PROD

 AGENCY:   100  FROM:          THRU:

 ACCT #             DEPOSIT #                  TREAS FUND        STATUS   M

 

 ACCOUNT     DEPOSIT         TREAS          SFMS           TREASURY      REL

 NUMBER      NUMBER          FUND          AMOUNT           AMOUNT      STAT  S

 00714       CA4672570                         0.00              75.00    M

         DEP DTE 050508  RECON DTE  071414    SFMS DTE

 00714       CR2222248                         0.00         114,341.47    M

         DEP DTE 051708  RECON DTE  072814    SFMS DTE

 
 
 
 
 
 
 
 
 
 
 
 

 F1-HELP  F2-DEP DTL  F7-PRIOR PG  F8-NEXT PG  F9-INT  ENTER-INQUIRE  CLEAR-EXIT

Agencies may find that using the 13 screen is more convenient than the report because of the immediate response instead of waiting for the report to be produced.


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