Process a cash customer payment

OIT receives a check or customer sends ACH/check to PSU Cashier & they email us (Brent, or Michele → Brent) for deposit instructions →

Payments for most IT services

1. Log payment onto the Cash customers google sheet

   1. Hide matching rows of charges and payments as they balance out

2. Enter payment in PCR-360

   1. Admin > Billing > Payments, Add

   2. search for Account

   3. Description: “Payment by check #xxxx for invoice #xxxx”

   4. Method of Payment

   5. Amount

   6. Payment date: date processed (probably today)

   7. Add existing invoice: select invoices that were paid by this payment

   8. Save New

   9. See payment you just entered, Pending, select, Process Selected

3. Deposit payment with PSU cashier

   1. Create deposit slip from fillable PDF template (Adobe Acrobat Reader works best)

      1. Fill in: Deposit Description, Preparer information, top Amount (by payment type)

      2. Analyze invoice(s) paid by this payment to allocate revenue for each service to the appropriate index code (see table below)

      3. Enter Index code(s) (and associated fields) and amount to be credited to each

   2. For physical checks:

      1. Print the deposit slip onto paper

      2. Scan it and the check to a PDF

      3. Save this PDF using Customer date amount filename convention and put a copy into Deposit slips

      4. Deliver slip & check in person to cashier’s office

      5. If they reply with a digital deposit receipt, put a copy in Deposit receipts; if they hand you or inter-office mail a paper copy, file it.

   3. For payments already at cashier:

      1. Save the deposit slip, then export as (non-fillable) PDF (printing from Safari works best for this) using Customer date amount filename convention and put a copy into Deposit slips

      2. Reply to the email from the cashier’s office with the deposit slip PDF attached.

      3. If they reply with a digital deposit receipt, put a copy in Deposit receipts; if they send a paper copy, file it.

Payments for AV Events services

1. Find the payment on this sheet: https://docs.google.com/spreadsheets/d/1Dd72_LSy2HN9vYJaaAG4Oh579OmRIOaT2oUEl72c3-s/edit#gid=1393193453, and note reservation ID.

2. Find the AV Event request associated with the payment ("CESU reservation number[Short text]" ~ "ID"), and note ticket number.

3. Comment in the ticket that payment was received and processed.

4. Mark the payment as received on the sheet above.

5. Proceed with step 3 as described above: fill out deposit slip (for Deposit Description use “AV Events ITSDxxxxxx”, index is below), scan it, store it, deliver it with check to cashier.

Payments from OSU for Oregon WIN

1. Do step 3 as described above: fill out deposit slip (for Deposit Description use “Oregon WIN Month Year”, index is below), store it, email to cashier to deposit ACH.

Index codes for different service revenue

https://docs.google.com/spreadsheets/d/1vQ_1DlkltPGzmilCD-WHNEHHsntgkOSIgqbWOgD6eBg/edit#gid=0

Useful sheets for communicating with the Cashier about payments they’ve received or researching on our own

https://docs.google.com/spreadsheets/d/1Y5FWcT6xJWsr84Eu8G9mnJyx5br_yHP1JZMeaZTLWbU/edit#gid=0 | https://docs.google.com/spreadsheets/d/1AYlPQYq_p9cRS4wiWxqzLylLxsbNAi2nktfPzGiBNO0/edit#gid=0 | https://docs.google.com/spreadsheets/d/1jiW2ohF4fd4bpaCZ_RP11Tcwc13aiYlOqOtC6TjBQIU/edit#gid=2034576774