Receipt/Sales Credit Transfer Form Instructions

This form is used to distribute current and previous year deposited receipts and sales credits to multiple lines of coding and/or funding strings. This form requires Departments and Dean’s Office signatures. Cash Management will collect the other signatures when they are needed.
The purpose of this form is:

  1. To distribute previously deposited receipts from a revenue clearing account to multiple lines of coding and/or department funding strings.
  2. To record sales tax by county related to each sale.
  3. To correct revenue entries previously recorded in error.

Remember:

  • All transfers require department and Dean’s Office signatures.
  • All transfers need to attach documentation to support the transfer journal.
    • For distributing from pooled revenue account, the original receipt journal ID needs to be provided.
    • For recording sales tax, time period of the sales receipts need to be provided.
    • For correcting error previously made, the original wrong journal ID needs to be provided.
  • All transfers involving Funds 133 & 144, Cash Management will work with RSP for reviewing and approval.
  • All transfers involving fund 233, Cash Management will work with Gift Management for reviewing and approval.
  • All transfers involving fund 150, Cash Management will forwarded it to Madison Budget Office at mbo@vc.wisc.edu for processing.
  • All transfers involving account code 46xx, Cash Management will work with Property Control accounting team for reviewing and approval.
  • All transfers involving account code 1xxx are not allowable.
  • All transfers involving partial amounts to be subject to sales tax will require separate lines for the amount tax exempt and the taxable amount per county tax code.
  • Enter each revenue line based on what county tax code is to be used. Leave the county code field blank if the revenue line is not subject to sales tax.

Note: After completing each field of information, use the Tab key to move to the next field of information.

 

Completing the Receipt/Sales Credit Transfer Form
Contact Information (person completing form)

Prepared By:

Enter full name of person preparing form.

Department Name:

Enter full name of the Department making deposit.

Dept ID:

Enter 6-digit department identification code.

Date Prepared:

Enter date form is completed on (mm/dd/yyy).

Phone No.:

Enter the preparer’s telephone number (xxx) xxx-xxxx.

E-mail:

Enter the preparer’s e-mail address.

Fiscal Year:

Enter the current fiscal year.

Reason for the transfer:

Enter reason for the revenue transfer.

 Transfer From:

Funding, Amount, and Description Fields: Coding

Dept:

Enter 6-digit Division/Department ID.

Fund:

Enter 3-digit Fund Code.

Prog:

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

Project:

Enter 7-digit Project Code. 

Act ID:

Leave blank

Account:

Enter 4-digit SFS Account Code ( numeric numbers), 9xxx.  

Tax Code Leave blank.

County Tax Code Name:

Leave blank. Select county’s name from scroll down menu only if the deposit was subject to sales tax in error previously.  

Amount:

Enter a positive amount (debit) for revenue clearing amount, or revenue amount being moved and include the county tax code only if the original revenue was subject to sales tax, or revenue amount being recorded in error previously.

Description (30):

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

Bank Deposit Date mm/dd/yyyy(10): When applicable, enter the bank deposit date from WISDM under “Jrnl Line Ref.”  field. This is the date that US Bank received the receipts. (max 10 alpha numeric characters).  
PO# or Journal ID  or   Bank Dpst Acct (10): When applicable, enter PO # if the deposit is PO related vendor refund, or a journal ID related to the transaction, or the last 4 digits of the bank account number per original deposit received by US Bank (max 10 alpha numeric characters).  

Check No. or Reference No.(10):

When applicable, enter the check number which starts with CKxxxx or reference number in WISDM which related to the original transaction.   (max 10 alpha numeric characters).     

Invoice No. or Voucher ID  (12):

When applicable, enter the invoice No. or voucher ID related to this original transaction.  (max 12 alpha numeric characters).   

Total Deposit:

Leave as is; the cell will be automatically filled based on amounts entered above.

 Transfer To:

Funding, Amount, and Description Fields: Coding

Dept:

Enter 6-digit Division/Department ID.

Fund:

  Enter 3 digit Fund Code.

Prog:

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:

Enter 4-digit SFS account code (numeric numbers), 9xxx. 

Tax Code Leave blank.

County Tax Code Name:

Leave blank if a deposit is not subject to sales tax. If it is tax reportable, select county’s name from scroll down menu where the transaction was occurred.

Amount:

Enter a negative amount (or credit) for revenue amount recording sales tax by county or for each transaction being redistributed to correct lines of coding/department funding strings. 

Description (30):

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): When applicable, enter bank deposit date from WISDM under “Jrnl Line Ref” field. This is the date that US Bank received the receipts. (Max 10 alpha numeric characters).    
PO#  or Journal ID or Bank Dpst Acct (10): When applicable, enter PO # if the transaction is a refund related to the PO, or the bank account number per original deposit received by US Bank or a journal ID related to the transaction (max 10 alpha numeric characters). 

Check No. or Reference No. (10):

When applicable, enter the check number starts with CKxxxx or reference number in WISDM which related to the transfer (max 10 alpha numeric characters).    

Invoice No. or Voucher ID  (12):

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

Total Transfered Amount

Leave as is; the cell will be automatically filled based on amounts entered above.

Total per Column Leave as is; the cell will be automatically filled based on total deposits plus total transferred amount. Total per column must equal to zero.

Please keep a copy of this form in your office and send a copy to Cash Management by one of the following methods:

  1. E-mail as an attachment to Cash Management at cashmgt@bussvc.wisc.edu.
  2. Mail with signature to 21 N. Park St. Suite 5301, Madison, WI 53715-1218

Please do not send forms direct to staff for processing.

Receipt/Sales Credit Transfer Form

Questions regarding this form should be sent to Cash Management at 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.

Calculating Gross Sales
based on Net Sale Information
Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Calc for Gross Sale

(Net Sale x 1.055) 

Gross Sale

Sales Tax "Exception A" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of the Gross Sale

(Use for Milwaukee, Ozaukee, and Washington Counties.)

Calc for Gross Sale

(Net Sales x 1.060)

Gross Sale

Sales Tax "Exception B" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Racine and Waukesha Counties.)

Calc for Gross Sale

(Net Sales x 1.051) 

Gross Sale

Sales Tax "Exception C" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Calc for Gross Sale

(Net Sales x 1.050) 

Gross Sale