Creating Credit Card Deposits - AR Cohort

   Overview   

In the TouchNet 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 to complete a Web Departmental Deposit (WDD) for Credit Card Deposits processed against Account Receivable Balances for Cohort Units.

Note: If you are not part of a current AR Cohort, do not use this article.

1. Step 1

UGA Cash Management System (TouchNet ) Login page displayed with the U.Commercial Central tile highlighted

To navigate to the UGA Cash Management System (TouchNet ) Login page enter the following URL: https://secure.touchnet.com/ucommercecentral

2. Step 2

UGA Cash Management System (TouchNet ) Login page displayed with the Login button highlighted

Log in with your UGA MyID and password.

Click the Login button.

3. Step 3

UGA Cash Management System (TouchNet) U.Commerce Central page displayed and highlighted

The UGA Cash Management System (TouchNet) U.Commerce Central page is displayed. This page is your command center for managing commerce activity across UGA.

4. Step 4

UGA Cash Management System (TouchNet) U.Commerce Central page displayed with the Business Office link highlighted

Click the Applications menu tab at the top of the page.

Select the Business Office link.

5. Step 5

UGA Cash Management System (TouchNet) U.Commerce Central page displayed with the New Deposit link highlighted

Use the following navigation to record your credit card deposits.

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

Click the New Deposit link.

6. Step 6

Create Web Departmental Deposit page displayed with the Use Template dropdown menu highlighted

The Create Web Departmental Deposit page is displayed.

Click the Select Template list.

7. Step 7

Create Web Departmental Deposit page displayed with the AR CREDIT CARD option highlighted

Click the AR CREDIT CARD list item.

8. Step 8

Create Web Departmental Deposit page displayed with the Enter Credit section highlighted

Continue by placing only 1 transaction date worth of deposits on each transmittal.

9. Step 9

Create Web Departmental Deposit page displayed with the Detail Code field highlighted

The Detail Code will default to 41SD. This is the Detail Code for All AR Cohort Credit Card Deposits.

10. Step 10

Create Web Departmental Deposit page displayed with the Amount field highlighted

In the Amount field, enter the amount that needs to be credited to the Detail Code .

Example shown here: You will deposit $13.00 into 41SD. Enter "13" into the Amount field.

11. Step 11

Create Web Departmental Deposit page displayed with the Tender Type field highlighted

In the Enter Debit Information section, the Tender Type at the bottom will be used to reflect that the transactions are Credit Card Receipts. The Tender Type will default to CCPS - Credit Card PeopleSoft.

12. Step 12

Create Web Departmental Deposit page displayed with the Amount field highlighted

In the Amount field, you will enter the total amount of Credit Card transactions you are depositing.

Example shown here: Enter "13" into the Amount field.

13. Step 13

Create Web Departmental Deposit page displayed with the Description field highlighted

The Description fields can be left blank. This field will default with a description that has already been assigned. Any edits to this field will only be stored in the UGA Cash Management System and will not pass to the UGA Financial Management System.

14. Step 14

Create Web Departmental Deposit page displayed with the Account Number field highlighted

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

15. Step 15

Create Web Departmental Deposit page displayed with the Validate button highlighted

Click the Validate button to check your Detail Codes and ensure your Deposit Amounts balance properly.

16. Step 16

Create Web Departmental Deposit page displayed with the Your deposit has been validated message highlighted

If successful, a message will appear at the top of the page saying your deposit is validated.

17. Step 17

Create Web Departmental Deposit page displayed with the Description and Account Number fields highlighted

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

18. Step 18

Create Web Departmental Deposit page displayed with the Make Deposit button highlighted

Click the Make Deposit button, once you have validated your deposit. Once the deposit has been submitted you will not be able to make further edits.

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

19. Step 19

Create Web Departmental Deposit page displayed with the Deposit Successful message highlighted

If successful, the Deposit Successful message is displayed.

20. Step 20

Create Web Departmental Deposit page displayed with the Deposit number highlighted

The Deposit Number is required to be emailed in order to notify the Bursar and Treasury Services that your deposit ticket is ready.

Send an email and invoice numbers to ardeposits@uga.edu and deposits@uga.edu: 

Subject: CREDIT

Body: Please post (DEPARTMENT NAME) WDD for transaction date (DATE) totaling $[Insert Amount].

Web Receipt #[Insert Deposit Number]

Along, with the email address of the person requiring a receipt, if any.

21. Step 21

Create Web Departmental Deposit page displayed with the Show Printable Detail tab highlighted

Click the Show Printable Detail button to print your receipt.

22. Step 22

Web Receipt displayed with the Print button highlighted

The Web Receipt will display for you to print.

Click the Print button.
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