Departments Bringing Cash or Checks to BTS

   Overview   

In the TouchNet Departmental Deposit System, you can create a deposit for your department. This deposit is for any sales that are to be deposited into the University's bank account.

 

Tutorial Resources

Policy: Receipting and Depositing (Cash/Check/Wire Handling)

Policy: Credit/Debit Cards

In this article, you will learn how to complete a Web Departmental Deposit (WDD) for CASH Deposits.

2. Step 2

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Login with your MyID and password.

Click the Login button.

3. Step 3

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The TouchNet Departmental Deposit System U.Commerce Central page is displayed. This page is your command center for managing commerce activity across UGA.

4. Step 4

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Click the Applications menu at the top of the page.

5. Step 5

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In the Applications drop-down menu, click the Business Office link.

6. Step 6

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Use the following navigation to create deposits that consist of cash or checks.

Cashiering Home > University of Georgia > Offices > Bursar Cash > Web Dept Deposits > New Deposit

Click the New Deposit link.

7. Step 7

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The Create Web Departmental Deposit page is displayed.

Click the menu list under Select Template.

8. Step 8

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Click the CASH list item.

9. Step 9

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The Tender Types will default to CSH = CASH and CHK = CHECK. You do not have to use both tenders. If you do a deposit with just CASH and do not place anything in the amount field of CHK then that tender will disappear when submitted.

10. Step 10

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Enter the Detail Code that will be credited into the Detail Code field.

Example shown here: "4001".

11. Step 11

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Enter the amount that needs to be credited in the Amount field.

Example shown here: "700".

 

12. Step 12

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Repeat filling in the appropriate detail codes and amounts for however many credit lines you require.

Enter the Detail Code that will be credited into the Detail Code field. 

Example shown here: "4002".

13. Step 13

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Enter the amount that needs to be credited in the Amount field.

Example shown here: "600".

 

14. Step 14

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In the Enter Debit Information section, the Tender Type will be used to select how much of each tender represents your deposit

Enter the Cash portion of your deposit in the CSH Amount field.

Example shown here: "700".

15. Step 15

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Enter the amount of Checks for this portion of the deposit in the CHK Amount field.

Example shown here: "600".

16. Step 16

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The Description and the Account Number fields can be left blank. 

The Description field will default with a description that has already been assigned. Any edits to this field will only be stored in The TouchNet Departmental Deposit System and will not pass to the UGA Financial Management System.

The Account Number will populate once you proceed to the next step. This field cannot be edited.

17. Step 17

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Click the Validate button, to check your Detail codes and Deposit Amounts to ensure the deposit balances.

18. Step 18

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Your deposit is validated.

19. Step 19

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Once the deposit is validated, the Description field and the Account Number field will be displayed. You are now ready to submit your deposit.

20. Step 20

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The Account Number field contains the ChartField values (Account Code, Fund Code, Program Code, Department ID, Class Code...) all appended together to form a chartstring. Review this information to ensure your deposits are going to the correct chartstring.

21. Step 21

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Click the Create Deposit button, once you have validated your deposit. Once the deposit has been submitted you will not have access to edit.

Note: The Bursar & Treasury Services can reject a deposit, but only if it has not been accepted.

22. Step 22

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The “Deposit Successful” message is displayed along with the Deposit Number. 

The cash receipt will need to be printed and taken to the Bursar & Treasury Services with your cash deposit.

Example shown above: 1229

 

23. Step 23

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Click the Show Printable Detail button to print your receipt.

24. Step 24

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The Web Receipt will display for you to print.

Click the Print button for the Bursar's Reciept or Close button to return.