Preparing Cash Receipt and Credit Card Journals

Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Journal Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to applicable UCSF Policies and outside agency requirements. 

See Establishing Journal Preparers and Approvers in PeopleSoft for the steps and training required to assign the Journal Preparer and/or Journal Approver role to a UCSF staff member.

At UCSF, source code is used to distinguish the different types of PeopleSoft journals.  Each source code has specific rules and guidelines.  Follow the Cash Receipt (320) and Credit Card (323) Journals job aid to prepare or approve a cash receipt (source code 320) or credit card (source code 323) journal in PeopleSoft.

Journals should be prepared and approved within 5 business days of cash deposit or a credit card transaction. Alternate Journal Approvers must be established and assigned to prevent backlogs for both departments and the Controller’s Office when a primary department Journal Approver is on vacation or extended leave.

The financial system month-end close deadline for campus departments is the second business day of the following month. All cash receipt and credit card journals must be submitted and approved by campus departments by the deadline to ensure that payments are recorded in the proper period. Payments deposited and received at the beginning of a month before the month-end close for the prior month should not be processed until the system is open for the month.

If you have questions about cash receipt or credit card journals, contact a Cash & Controls Team member.