Status Screen​

​Status Screen Overview

The Cash Receipts Status screen displays receipt documents that have been entered and saved in the application.

All saved or submitted Deposits or saved Documents must be selected from the Status screen to open them in the Deposits, Distribute, or Approval screen, or to add attachments in the Attachments screen.

New deposits are entered directly on the Deposits screen.

There are three parts of the Status screen:

  • A search criteria area in which you can select or enter information and then click Find to find specific cash receipt documents.
  • A Deposits section with a list of deposits that have been saved but not yet added to a document.
  • A Documents section with a list of Cash Receipt documents, sorted by Document #, that have been created from deposits.

Figure 1 - Status screen example

 

Click a column header of the Deposits or Documents list to sort it.

Deposits Section

  • Atch – An Attachment icon indicates if there are attached documents. Click the icon to open the Attachment screen where you can view the attached document
  • Deposit – the deposit number (automatically generated by the application)
  • Date – date the deposit was saved in the application
  • Amount – total amount of the deposit
  • Status – status of the deposits. Submitted or In Progress.

Documents Section

  • Atch – An Attachment icon indicates if there are attached documents. Click the icon to open the Attachment screen where you can view the attached document.
  • Deposit – the deposit number (automatically generated by the application).
  • Document # - eight character alphanumeric document number.
  • Total Amt – total amount of the deposits.
  • Type – the Batch Type, either I, J, or K.
  • BatchNo – the batch number. When a document is released by agency or sent to STO, the current day's batch number is automatically assigned. The range of batch numbers that will be used are setup by the agency’s Cash Receipts administrator. The document will keep the batch number unless STO returns the document.
  • Date
  • Description – 30 character description.
  • Status - includes:
    • Awaiting Receipt Distribution - Document has been saved but the transaction code and other fiscal coding has not been completed.
    • Awaiting Approval Level – document is waiting for approval. The Approval Level name is determined by your agency Cash Receipts administrator.
    • Awaiting DFM Release – documents with transaction codes 027, 10R, or 10P require DFM approval.
    • Awaiting STO Release -Waiting for STO to release the document. Would also be on a document that STO created for an agency.
    • Released - Document released by STO.
    • Returned by STO - Document returned from STO.

Search for Deposits or Documents

1. Select or enter search criteria (e.g., Document #, Status, Tran Code (Transaction Code, etc.).

2. You can search by a Group name by selecting a name from the drop down menu.

3. Click Find.

4. If necessary, click Reset to reset the search criteria to the defaults.

Open a Deposit

1. Click the Deposit link to open the Deposits screen. Use this to open a deposit that is In Progress and that you need to complete. (A deposit that has been submitted cannot be changed.)

2. Complete the deposit and then click Deposit Complete.

3. Click the Document link to open the Distribute screen. Use this to create a Cash Receipts document from a Deposit that has been saved and completed.

Figure 2 - Example of Links to open deposits

 

Open a Document

Once you have located a document, click Select next to it to open the document and complete the process indicated in the Status column. If you do not have appropriate permissions to open a document, a message will be displayed stating so.

Figure 3 – Select to open documents example

 

1. Click Select next to a document with a Status of Awaiting Receipt Distribution or Receipt Distribution in Progress to complete cash receipt distribution and/or fiscal coding. This will open the document in the Distribute screen.

2. Click Select next to a document with a Status of Awaiting Approval Level to open a cash receipts document that needs to be approved (according to your agency’s approval process). This will open the document in the Approval screen. The Approval Level name will be determined by your agency Cash Receipts administrator.

3. If the status is Returned by STO, click Select to open the document in the Documents screen. Then click STO Notes to view any notes that STO may have entered for you.