The entries in this section illustrate the recording of revenues and cash receipts in the accounting records. The entries are for illustrative purposes only and should not be considered all inclusive. Entries posted to GL Code Series 71XX “In-Process” in treasury and treasury trust accounts also require an entry from the Office of State Treasurer (OST), as illustrated below, to clear the In-Process GL Codes.

The entry would be reversed for In-Process debit amounts.

Refer to Section 85.15 of this manual for illustrations of budgetary entries to record and adjust estimated revenues.

To record the deposit of cash revenues (refer to Subsection 85.20.10.e):

To record cash over or short (refer to Subsection 85.20.10.d):

The following entries illustrate the recording of the adjustment for a non- sufficient funds (NSF) check that was initially coded as revenue in a Treasury account. Refer to Section 85.22.

Upon receipt of the Cash Receipt Journal Summary (A8) from OST, the agency clears receipts in-process and establishes a receivable for the NSF check in the Suspense Account (Account 01P).

Further entries depend on circumstances. Option 1 would be used when the agency is in a position to redeposit the NSF check within a day or two of its return by the bank. Option 2 would be used if there were a delay before redeposit of the NSF check.

OPTION 1

OPTION 2

To record the subsequent collection of an NSF check for which an adjustment was posted (refer to Subsection 85.24.50) and which is deposited with a Cash Receipt Journal Summary (A8). Refer to Subsections 85.22.30 and 85.22.40.

To record the deposit of an AFRS ACH expenditure payment that was returned electronically to the state.  Refer to Subsection 85.22.50.

To record deposit of moneys pending identification of the proper account and revenue sources. Refer to Subsection 85.20.50.

To record reversal once the proper account and revenue sources are identified.

To record deposit of receipts in the proper accounts and revenue sources.

To record deposit of receipt in an operating account pending identification of the proper revenue sources. This entry assumes that the deposit is subsequently determined to belong in the operating account in which it was initially deposited. Refer to Subsection 85.20.60.

After researching the deposit, the agency determines the proper revenue coding.

		Dr.	Cr.
Cash Revenues (3210) Revenue Source Code (0920) Items Placed in Suspense		xxx
	Cash Revenues (3210) (with appropriate revenue source code)		xxx

To record deposit of receipt in Suspense Account (Account 01P) pending identification of the proper account. Refer to Subsection 85.20.60.

Suspense Account (Account 01P):

		Dr.	Cr.
Receipts In-Process (7110)		xxx
	Appropriate asset or liability GL Code		xxx

To record the transfer of monies from Suspense Account (Account 01P) to the appropriate operating account.