Deferred Revenue Jet Upload Template

(Do not use between July 3rd through January 31st)

Template Instructions
(New 05/12/2015)

This Deferred Revenue Jet Template documents and performs the following functions:

This upload is available between February 1 through June 30.
  • To move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year.
  • To correct revenue transfers accidently sent to the future fiscal year which relates to current year activities and services rendered.

Examples of deferred revenue:

  • Receipts received on or before June 30th for fall conferences.
  • Summer session tuition.
  • Prepayment for services and/or activities to be performed in a future fiscal year.
  • Down payments to be returned in a future fiscal year.

Remember:

  • Enter each deferred revenue line based on what county tax code is to be used. Leave the county tax code field blank if the deferred revenue line is not subject to sales tax.
  • Preparer, supervisor and Dean's Office contact names are required to be entered on the top of the Jet template.
  • Attach supporting documentation to each transaction.
  • Include on the Jet template the following (when applicable):

    -For distributing from a pooled revenue account, the journal ID and bank deposit date related to the original deposit receipt.

    -For a correction, the original journal ID.

Completing the Deferred Revenue Jet Upload Template

Preparer: (required)

Enter preparer’s name and date.

Department Supervisor: (required)

Enter department supervisor’s name and date.

Dean's Office: (required)

Enter Dean’s Office contact’s name and date.

 Transfer From:

Funding, Amount, and Description Fields: Coding

Def. Rev. "D":

(if applicable)

  • Leave blank if it is deferred revenue transfer;
  • Enter "D" if it is a correction to move the revenue back to current year from future year.
Department: (required) Enter 6-digit Division/Department ID.

Fund: (required)

Enter 3-digit Fund ID.

Program: (required)

Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.  

Project:

Enter 7-digit Project ID. 

Act ID:

Leave blank.

Account: (required)

Enter 4-digit SFS Account Code (should be numeric numbers), 9XXX.  

Tax Code:

  • Leave blank if it is deferred revenue transfer;
  • Leave blank if it is a correction to move nontaxable revenue back to current year from future year;
  • Enter a count tax code TXXX if it is a correction to move the taxable revenue back to current year from future year.

 

Amount:
  • Enter a positive amount (debit) for each revenue line being moved to future year;
  • Enter a negative amount (credit) if it is a correction to move the revenue back to current year from future year.
Description(30): (required) Enter the description of the original transaction being moved (max 30 alpha numeric characters).

Bank Deposit Date:

mm/dd/yyyy (10)

Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters).  

Journal ID(10):

When applicable, enter the journal ID of the original transaction being moved (max 10 alpha numeric characters).

Check No.(10):

When applicable, enter check number, starts with CKxxx (max 10 alpha numeric characters).     

Invoice No. (12):

When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters).     

 Transfer To:

Funding, Amount, and Description Fields: Coding

Def. Rev. “D”:
  • Enter “D” if revenue is to be moved to future year;
  • Leave blank if it is a correction to move the revenue back to current year from future year.

Department: (required)

Enter 6-digit Division/Department ID.

Fund: (required)

Enter 3 digit Fund ID.

Program: (required)

Enter 1-digit Program Code such as 0,1,2,3,4,6,8,9,F,R.    

Project:

Enter 7-digit Project code. 

Act ID:

Leave blank

Account: (required)

Enter 4-digit SFS account code (should be numeric numbers), 9XXX.    

Tax Code
  • Leave blank if the deferred revenue is not subject to sales tax;
  • Leave blank if it is a correction to move the revenue back to current year;
  • Enter a county tax code TXXX if the deferred revenue is sales tax reportable. Choose the county tax code TXXX related to the county where services occur.

Amount:

  • Enter a negative amount (credit) for the revenue that needs to be moved to future year;
  • Enter a positive amount if it is a correction to move the revenue back to current year from future year.

Description (30): (required)

Enter the description of the original entry being moved or provide a brief description which will help you identify this transfer (max 30 alpha numeric characters).  

Bank Deposit Date

mm/dd/yyyy (10):

Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters).   

Journal ID (10):

When applicable, enter the bank deposit account number when the receipt was originally deposited into or journal ID related to this transaction (max 10 alpha numeric characters).

Check No.(10):

When applicable, enter the check number starts with CKxxxx. (max 10 alpha numeric characters).

Invoice No. (12):

When applicable, enter the invoice No. related to this transfer (max 12 alpha numeric characters).

Total Leave as is; the cell will be automatically added up based on all amounts entered under “Amount”. The “Total” must equal to zero.

Preparer’s, Department supervisor’s and Dean’s Office’s names are required to be entered on the top of the Deferred Revenue Jet Upload Template.

Please email all the supporting documents and the Deferred Revenue Jet Upload Template (excel) Cash Management at Cashmgt@bussvc.wisc.edu, and cc to your supervisor and your Dean's Office contact person.

Please do not send forms direct to staff for processing.

Deferred Revenue Jet Upload Template (future year)

Questions regarding this should be directed to Cashmgt@bussvc.wisc.edu.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page. If you are having problems printing, on the Excel toolbar, select File, then Page Set Up. This will open a dialog box for you to select “Fit to 1 page.” If this solution does not work, please contact your IT support person for further assistance.