SIMBA: Journal Entry for Cash Deposits

The purpose of this article is to provide directions for how to complete a journal entry for cash deposits in SIMBA.

Creating a Standard Cash Deposit Entry

1. Select the Park GL Account Document tile
2. Populate header entry fields
   
   • Document Date = Date of Deposit
   • Posting Date = Date of Deposit
   • Reference = Business Area + today’s date + user initials + sequential number
     
     • Ex:  386010152020bmg1
     • This is important information requested by the bank reconciliation team
   • Doc. Header Text = Cash Deposit (can include any other specific information)
     
   • Document Type = YC
     
     • To make this field available for input:
       
       • Click Editing options
          
       • Select Document type ready for input from the Doc. Type Option dropdown menu.
       • Click Change user master to save.
       • Click the back arrow to return to the entry document.
          
     • Type YC into the Document type field.
       
     • Note: You will need to remember to change the Doc Type to YC when doing your cash deposits. The Doc. Type will determine which workflow approvals are required.
3. Populate line item entry fields
   
   • Line 1
     
     • G/L Acct = Select appropriate revenue GL
     • D/C = Credit
     • Amount
     • Text = Include any details explaining why the revenue was collected
     • Cost Center, Internal Order, or WBS
   • Line 2
     
     • G/L Acct = Select appropriate bank clearing GL that corresponds to your depository bank and payment method
       
       • Ex: 11001106 = Citizens-Transfer-Clr-IN-Chec-1682
         
         • Cash and check payments can be posted in batch and both use the check clearing GL.
         • Consult with your Financial Officer if you are unsure of which bank clearing GL that you should be using.
     • D/C = Debit
     • Amount
     • Business Area = Your unit’s BA
     • Fund = 1850000001
       
       • Can be defaulted for all Cash Deposits regardless of payment type
     • Grant = NOTRELEVANT or Valid Grant #
4. Click Save parked document.
   
5. Record document number.
   
6. Click More > Document > Display. 
   
   • You can also back out to the home screen and use the Change Parked Document tile.
     
   • Note: The system should automatically display the document that was just created.
7. Click Services for Object > Create > Create Attachment to attach a copy of the bank deposit slip. Make sure the amount of the deposit equals the amount recorded to the bank clearing GL.
   
   • Attach the prepared deposit slip. You should not wait until the validated slip comes back from the bank.
     
8. Click More > Document > Change to put document into Change mode.
   
9. Click More > Document > Save as Completed to start the workflow.
   

Reversing a Standard Cash Deposit Entry

1. Select the Reverse Journal Entries tile.
2. Enter Document Number and Fiscal Year.
3. Enter Reversal Reason and Posting Date
   
   • 01 = Reversal in current period
     
     • Posting Date must match the original document
   • 02 = Reversal in closed period
     
     • Posting Date must be in the current (open) period
       
4. Click Post.
   

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