Receipt/Sales Credit Transfer Form Instructions
This form is used to distribute current year deposited receipts and sales credits to multiple lines of coding/funding strings. Use this form for the following purposes:
- To distribute previously deposited receipts from a revenue clearing account to multiple lines of coding/department funding strings.
- To record sales tax by county related to each sale.
- To correct revenue entries which previously where recorded to incorrect funding strings.
Remember:
- 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.
- Any revenue transfers involving Funds 133, 144, or 182 and are not use account code 9050 or 9051, must be submitted to Research and Sponsored Programs located at 21 N. Park St., Suite 6401, Madison, WI 53715.
- All transfers involving Fund 161, require detail backup.
- All receipt/sales credit transfers using account code 9050 and 951 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
Note: After completing each field of information, use the 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: |
Enter date the form is completed. |
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. If future (deferred) revenue, then enter the new 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 ID. |
Prog: |
Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R. |
Project: |
Enter 7-digit Project ID which will either start with the 3-digit Fund Code or “PRJ” followed by a sequence of 4 alphanumeric characters. |
Act ID: |
Leave blank |
Account: |
Enter 4-digit SFS Account Code (should be numeric numbers). |
County Tax Code Name: |
If applicable, pick the county tax code name which this transaction was previously posted to in SFS. |
Amount: |
Enter a positive amount (debit) for each revenue clearing amount or revenue line being moved and include the county tax code only if the original revenue line was taxed. Remember to enter the amount as a number, no commas, followed by a decimal point for the cents. |
Description: |
Enter the description of the original entry being moved or provide a brief describe which will help you identify this transfer (max 30 alpha numeric characters). |
Check No.: |
When applicable, enter the check number or the deposit ticket number of the original entry in SFS (max 10 alpha numeric characters). |
PO No. or Reference No.: |
When applicable, enter the PO No. or Customer Reference No. related to this transaction (max 10 alpha numeric characters). |
Voucher No.: |
When applicable, enter the Journal ID referenced in WISDM which relates to this transfer (max 10 alpha numeric characters). |
Invoice No.: |
When applicable, enter the Invoice No. related to this transfer (max 12 alpha numeric characters). |
Total Deposit: |
Leave as is; will auto fill 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 ID. |
Prog: |
Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R. |
Project: |
Enter 7-digit Project ID which will either start with the 3-digit Fund Code or “PRJ” followed by a sequence of 4 alphanumeric characters. |
Act ID: |
Leave blank |
Account: |
Enter 4-digit SFS account code (should be numeric numbers). |
County Tax Code Name: |
When applicable, pick the county tax code name this revenue transaction has sales tax to be collected on. |
Amount: |
Enter a negative amount (credit) for each revenue line recording sales tax by county and for each transaction being redistributed to correct lines of coding/department funding strings. Remember to enter the amount as a number, no commas, followed by a decimal point for the cents. |
Description: |
Enter the description of the original entry being moved or provide a brief describe which will help you identify this transfer (max 30 alpha numeric characters). |
Check No.: |
When applicable, enter the check number or deposit ticket number of the original entry in SFS (max 10 alpha numeric characters). |
PO No. or Reference No.: |
When applicable, enter the PO or Customer Reference No related to this transaction (max 10 alpha numeric characters). |
Voucher No.: |
When applicable, enter the Journal ID referenced in WISDM which relates to this transfer (max 10 alpha numeric characters). |
Invoice No.: |
When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters). |
Total Transfered Amount |
Leave as is; will auto fill based on amounts entered above. |
| Total per Column | Leave as is; will auto fill based on total deposits plus total transferred amount. Total per Column must sum to zero. |
Please keep a copy of this form in your office and send us a copy at Cash Management by one of the following methods:
- E-mail as an attachment to Cash Management at CashMgt@bussvc.wisc.edu.
- Print and FAX to Cash Management at 608-262-5060 (FAX)
- Campus mail: Print two copies, one copy for internal filing and a second copy sent to UW-Madison Accounting Services, Cash Management, 21 N. Park St., Suite 6101, Madison, WI 53715
Please do not send forms direct to staff for processing.
Receipt/Sales Credit Transfer Form
Questions regarding this form should be directed to Limin Tang.
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: Unknown: (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: Unknown: (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: Unknown: (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: Unknown: (Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.) |
Calc for Gross Sale (Net Sales x 1.050) |
Gross Sale |