Making a Standard Direct Journal Deposit

Once you have received monies as either cash/checks, credit card, or ACH/EFT/wire tender and receipted/logged appropriately; or received monies as Cash Expense Refunds, you will then enter the deposit into myUFL.


Scenario: Your department has raised $500.00 in cash in book sales. All funds can be credited directly to your revenue account.


Click the Main Menu.

Select Add a New Value tab to begin a new deposit or use Find an Existing Value tab to look up previous deposits.


Enter the desired Deposit Unit into the Deposit Unit field. The Deposit Unit is the Business Unit for the deposit.


Enter "0500".

The Totals tab contains the control information.  myUFL uses this information to validate the details on the Payments tab.


The Accounting Date field will automatically default to the next business day.  You would change depending upon the tender type being deposited:

- Cash/Check: Will be the day the deposit is processed by Treasury Management

(generally the next business day)

- Credit Cards: Must be the settlement date

- EFT/ACH/Wire: Must be the date of the addendum


The Bank Code will be Wachovia.


The Bank Account will be UFV (or CONC if in Jacksonville) for cash/checks;

CC for Credit Cards; and EFT for EFT/ACH/Wire deposits.


Click the Look up Deposit Type  button.

Choose the appropriate Deposit Type.


In this example, we are depositing cash.  Click the Cash Deposit link.


Note: Make separate deposits for cash and checks.

Enter the total amount of the deposit into the Control Total Amount field. Enter "500.00".

Enter the correct number of sequences into the Count field.


You can enter multiple counts to list checks individually or to break a deposit into different categories.  Counts are generally determined by department.


Cash is usually 1.  Enter "1".

Enter the desired Payment ID into the Payment ID field. This field is required, but determined by department.  Enter "Book Sales".

Enter the appropriate amount for this sequence into the Amount field.


In this example, we only had 1 sequence.  Enter "500.00".

Scroll down, if needed.

Scroll up, if needed.

To create the Accounting Entry, be sure the Deposit Unit appears on the screen.  Deposit ID will appear by default if immediately creating entry after recording deposit.  If not, enter Deposit ID or any other search parameter to locate the desired deposit.


Enter the appropriate ChartField string information for the deposit.


Enter the desired Dept into the Dept field. Enter "05000000".

Enter the desired Fund into the Fund field. Enter "141".

Enter the desired Program into the Program field. Enter "7200".

Enter the desired Account into the Account field. Enter "440500".

Enter the desired Budget Reference into the Bud Ref field. Enter "CRRNT".

Enter the desired Amount into the Line Amount field. Enter "-500.00".


Note:  Line Amount should always be entered as a credit (negative number).

Click the Create button to create the accounting entry.

Notice myUFL automatically creates the balancing debit line for you.


Making a Standard Direct Journal Deposit

If you need help with…

• Technical issues, contact the UF Help Desk:

      - 392-HELP

      - helpdesk@ufl.edu


• Policies and Directives,

      - Contact Treasury Management at 392-9057                                                                                                                

      - Refer to Cash Handling and Controls at http://www.fa.ufl.edu/departments/treasury-management/cash-handling-and-controls/                                                                        


© Training and Organizational Development, Office of Human Resource Services,                                                                                                                 

 University of Florida, Gainesville, FL 32611                                                                                                                              


Enter the desired Deposit Unit into the Deposit Unit field. The Deposit Unit is the Business Unit for the deposit.


Enter a valid value e.g. "0500".

Enter the total amount of the deposit into the Control Total Amount field. Enter a valid value e.g. "500.00".

Enter the correct number of sequences into the Count field.


You can enter multiple counts to list checks individually or to break a deposit into different categories.  Counts are generally determined by department.


Cash is usually 1.  Enter a valid value e.g. "1".

Enter the desired Payment ID into the Payment ID field. This field is required, but determined by department.  Enter a valid value e.g. "Book Sales".

Enter the appropriate amount for this sequence into the Amount field.


In this example, we only had 1 sequence.  Enter a valid value e.g. "500.00".

Enter the appropriate ChartField string information for the deposit.


Enter the desired Dept into the Dept field. Enter a valid value e.g. "05000000".

Enter the desired Fund into the Fund field. Enter a valid value e.g. "141".

Enter the desired Program into the Program field. Enter a valid value e.g. "7200".

Enter the desired Account into the Account field. Enter a valid value e.g. "440500".

Enter the desired Budget Reference into the Bud Ref field. Enter a valid value e.g. "CRRNT".

Enter the desired Amount into the Line Amount field. Enter a valid value e.g. "-500.00".


Note:  Line Amount should always be entered as a credit (negative number).

Click the object.
Click the Accounts Receivable menu.
Click the Payments menu.
Click the Online Payments menu.
Click the Regular Deposit menu.
Click the Add a New Value tab.
Enter the desired information into the Deposit Unit field. Enter
a valid value
e.g.
"0500"
.
Click the Add button.
Click the Look up Deposit Type (Alt+5) button.
Click the Look Up button.
Click the Cash Deposit link.
Enter the desired information into the Control Total Amount field. Enter
a valid value
e.g.
"500.00"
.
Enter the desired information into the Count field. Enter
a valid value
e.g.
"1"
.
Click the Payments tab.
Enter the desired information into the Payment ID field. Enter
a valid value
e.g.
"Book Sales"
.
Enter the desired information into the Amount field. Enter
a valid value
e.g.
"500.00"
.
Click the Journal Directly option.
Click the scrollbar.
Click the Save button.
Click the object.
Click the Payments button.
Click the Direct Journal Payments menu.
Click the Create Accounting Entries menu.
Click the Search button.
Click the Yes button.
Enter the desired information into the Dept field. Enter
a valid value
e.g.
"05000000"
.
Enter the desired information into the Fund field. Enter
a valid value
e.g.
"141"
.
Enter the desired information into the Program field. Enter
a valid value
e.g.
"7200"
.
Enter the desired information into the Account field. Enter
a valid value
e.g.
"440500"
.
Enter the desired information into the Bud Ref field. Enter
a valid value
e.g.
"CRRNT"
.
Enter the desired information into the Line Amount field. Enter
a valid value
e.g.
"-500.00"
.
Click the Create button.
Click the Complete option.
Click the Save button.