With the SAP implementation, several methods have been established for posting the General Ledger accounting information associated with a cash receipt. If a Customer Master Record has been created in SAP, the posting will occur either by a bank transmission to SAP for checks sent to the Bank of America central lockbox or by Cash Accounting’s use of a manual entry associated with a unique transaction code for funds received by electronic funds transfer into the Bank of America or the university-wide M&T Bank account.
Checks and Cash (Currency, Coin)
If a department receives a check or cash, it is the responsibility of the department to communicate to the sender the university’s policy to use either EFT or the university’s central lockbox. Until the sender complies with that policy, the department may use their existing deposit tickets to prepare the check(s) and cash for courier pickup.
Checks and cash should be deposited immediately and not accumulated, in order to ensure the safeguarding of university assets. The department then should post the accounting information to the general ledger using the SAP Cash Journal (FBCJ). The SAP cash journal can only be used to post cash if an invoice is not being posted and the cash receipt is not sponsored revenue. If the cash receipt is payment for an invoice or sponsored revenue (GL 420101), then the deposit transmittal must be used. This can be found on the Forms website. Please read the instructions on the form carefully.
If HopkinsOne has not created a Cash Journal template for the department, the cash receipt information should be forwarded to Cash Accounting using the SAP Excel spreadsheet and sent as an e-mail attachment to Cash Accounting’s currently existing e-mail address for uploads [email protected]. The department should contact HopkinsOne to request a SAP Cash Journal.