Filing a Daily Cash Report

Filing a Daily Cash Report

Overview:

A single Cash Report is completed for each day based on payments received. The report must be generated whether or not any payments have been made.

Steps:

1. Run “Aeon Daily Payment Report”
   1. Save as PDF
   2. Save to current FY "Daily Cash Report" folder in Files tab of Financial channel in Patron Services Team
2. Run daily income report on TouchNet
   1. Verify that totals on Aeon Daily Payment Report and the TouchNet report match
   2. Save TouchNet report to current FY "Daily Cash Report" folder in Files tab of Financial channel in Patron Services Team
3. If checks have been received, fill out Credit Voucher
   1. Save copy of check and Credit Voucher to current FY "Daily Cash Report" folder in Files tab of Financial channel in Patron Services Team
4. If Wire Transfers have been received
   1. Save proof of wire claim showing Aeon transaction numbers associated with each payment to current FY "Daily Cash Report" folder in Files tab of Financial channel in Patron Services Team

Naming Convention:

1. Save all daily files using the following date format YYYYMMDD adding the following suffixes:
   
   1. _AR - for Aeon Daily Payment Reports
   2. _uP - for uPay revenue reports (TouchNet)
   3. _CV - for Credit Vouchers
   4. _WT - for Wire Transfers

Details:

The Aeon Daily Payment Report for the day being documented is compared against actual checks, credit card receipts, and evidence of wire transfers collected in the office. The Aeon report is filed together with a Cash Sheet (an Excel file) documenting the receipts, and the receipts themselves. (In the case of credit card or wire transfer payment, a copy of the Aeon Invoice is filed along with the receipt.) These paper reports are kept as department records for five years. They may be used to reconcile payments appearing in the General Ledger (GL). Once the report is filed, any checks received are sent for deposit with a Credit Voucher.

Aeon Daily Payment Report:

Found at: https://sqlreports3.atlas-sys.com/reports

• [see manager for username and password]
• Click through: Harvard University Reports (Aeon Reports)>Imaging Services>Aeon Daily Payment Report.
• Choose appropriate date from drop down calendar icon. As only a single day’s report is possible at this time, you may need to view and print several Aeon reports for the Cash Report you are completing. (On a Mon., for example, Fri., Sat., and Sun. would all need to be included, though there should be no payment activity on the weekend at this point.)
• Click: View Report (on the far right)
• Print Report (eventually we may keep downloaded Excel files, but not yet…)

Cash Sheet:

Found at: GROUPS$\Patron_Services\Finance\FY18\FY18 Daily Cash Reports\... .

Change date on Cash Sheet and save with the date being reported on as a file name.

Total checks and receipts received and enter data in the corresponding fields on the Cash Sheet.

Verify that the total sum on the Cash Sheet matches the total on the Aeon Report.

Credit Voucher:

When checks are received, they must be sent for deposit with a Credit Voucher. A template can be found at:

GROUPS$\Patron_Services\Finance\FY18\FY18 Credit Vouchers\CreditVoucher TEMPLATE.xlsx

• Change date to date being documented
• For each check, split payment according to service coding (see: “\Patron_Services\Office Reference\Services_Coding_Mapping”), and enter in separate lines.
• Enter check number followed by Transaction number under Explanation of Credit, and proceed through form. There will usually be multiple lines per check.
• Total, enter your name, and print out to send with checks to Financial contact.