ENTRY NO. 7 – DEPOSIT OF GENERAL CASH - 10507

(Revised: 04/2022)

Purpose: To record general cash received for deposit in the agency/department’s general checking account maintained with the State Treasurer’s Office.

References: SAM sections 8000, 8031, 8090, 8093, and 10510

Record General Cash Received

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1101000	1110	General Cash	a
Credit	1200100	1311	Accounts Receivable-Abatements	b
Credit	1200050	1312	Accounts Receivable-Reimbursements	c
Credit	1200000	1313	Accounts Receivable-Revenue	d
Credit	1209900	1319	Accounts Receivable-Other	e
Credit	124xxxx	1400	Due from Other Funds or Appropriations	f
Credit	126xxxx	1500	Due from Other Governments	g
Credit	2010000	3114	Due to Other Funds – Current	h
Credit	2011000	3115	Due to Other Appropriations Within Same Fund – Current	i
Credit	2050000	3410	Unearned Revenue	j
Credit	2052000	3420	Unearned Reimbursements	k
Credit	2090000	3710	Cash Overages	l
Credit	20901xx	3730	Uncleared Collections	m
Credit	41xxxxx	8000	Revenue	n
Credit	48xxxxx	8100	Reimbursements	o
Credit	5xxxxxx	9000	Appropriation Expenditures	p
Credit	4180100	9892	Prior-Year Revenue Adjustments	q
Credit	5901000	9891	Refunds to Reverted Appropriations	r
Credit	5802000	9893	Prior-Year Appropriation Adjustments	s

 

Note:

1. Total cash received for deposit in the General Cash account.
2. Amount of cash receipts applicable to expenditure abatements receivables (excluding collections from employees for salary overpayments).
3. Amount of cash receipts applicable to reimbursement receivables.
4. Amount of cash receipts applicable to revenue receivables.
5. Amount of cash receipts applicable to other receivables.
6. Amount of cash receipts applicable to amounts due from other funds or appropriations.
7. Amount of cash receipts applicable to amounts due from other governments.
8. Amount of cash received applicable to revenue collected for other funds earned in the current fiscal year plus cash received applicable to revenue collected for other funds but not identifiable to the fiscal year in which it was earned.
9. Amount of cash received applicable to revenue collected for other appropriations within the same fund in the current fiscal year, plus cash received applicable to revenue collected for appropriations within the fund but not identifiable to the fiscal year in which it was earned.
10. Amount of cash received which will be accounted as revenue of a succeeding fiscal year.
11. Amount of cash received which will be accounted as a reimbursement to a current or subsequent fiscal year’s appropriation when earned.
12. Amount of cash received representing cash overages.
13. Amount of cash received for items whose identity, or accounting cannot be readily determined.
14. Amount of cash received applicable to revenue earned in the current fiscal year plus cash received applicable to revenue but not identifiable to the fiscal year in which it was earned.
15. Amount of cash received applicable to (1) billed reimbursements which, according to law, can be applied only at the time cash is received and (2) all unbilled reimbursements except those applicable to prior fiscal years and those that can be applied only at the time cash is ordered into the treasury.
16. Amount of cash receipts applicable to current year expenditure abatements not billed or accrued previously.
17. Amount of cash received applicable to revenue (except reimbursements) which was identified as being earned as of the preceding June 30.
18. Amount of cash received for Refunds to Reverted Appropriations.
19. Amount of cash received in excess of amounts accrued in prior fiscal years as expenditure abatements or reimbursements. If the amount of cash received is less than amounts accrued in prior fiscal years, Prior-Year Appropriation Adjustments will be debited.

 

Alternate Journal Entry to Record General Cash Received for Deferred Receivables

Record General Cash Received for Deferred Receivables

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1101000	1110	General Cash	a
Credit	41xxxxx	8000	Revenue	b
Credit	48xxxxx	8100	Reimbursements	c
Credit	5xxxxxx	9000	Appropriation Expenditures	d

 

 

 

 

 

 

 

AND

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1290000	1600	Provision for Deferred Receivables	e
Credit	1200000	1313	Accounts Receivable-Revenue	f
Credit	1200150	1315	Accounts Receivable-Dishonored Checks	g
Credit	1209900	1319	Accounts Receivable-Other	h

 

Note:

1. Total cash received for deposit in the General Cash account.
2. Amount of cash received applicable to revenue earned in the current fiscal year plus cash received applicable to revenue but not identifiable to the fiscal year in which it was earned.
3. Amount of cash received applicable to (1) billed reimbursements which, according to law, can be applied only at the time cash is received and (2) all unbilled reimbursements except those applicable to prior fiscal years and those that can be applied only at the time cash is ordered into the treasury.
4. Amount of cash receipts applicable to current year expenditure abatements not billed or accrued previously.
5. Amount of cash received applicable to receivables accounted during the year on a fully reserved basis and applied when collected to the appropriate revenue account.
6. Amount of cash receipts applicable to revenue receivables.
7. Amount of cash receipts applicable to Accounts Receivable-Dishonored Checks.
8. Amount of cash received in payment of other accounts receivable.

 

Record General Cash Lost for Cash Shortages

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	41xxxxx	8000	Revenue	a
Debit	48xxxxx	8100	Reimbursements	b
Debit	5xxxxxx	9000	Appropriation Expenditures	c
Credit	1101000	1110	General Cash	d

 

 

 

 

 

 

 

AND

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1200200	1316	Accounts Receivable-Cash Shortages	e
Credit	1290000	1600	Provision for Deferred Receivables	f

 

Note:

1. Amount of revenue lost from the cash shortage.
2. Amount of reimbursement lost from the cash shortage.
3. Amount of appropriated expenses lost from the cash shortage.
4. Total cash received for deposit in the General Cash account.
5. Amount of cash shortages occurring during the month for which cashiers are held accountable.
6. Amount of cash received applicable to receivables accounted during the year on a fully reserved basis and applied when collected to the appropriate revenue account.

 

Record General Cash Received for Cash Shortages

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1101000	1110	General Cash	a
Credit	41xxxxx	8000	Revenue	b
Credit	48xxxxx	8100	Reimbursements	c
Credit	5xxxxxx	9000	Appropriation Expenditures	d

 

 

AND

Debit/ Credit	Account	Legacy Account	Account Description	Note
Debit	1290000	1600	Provision for Deferred Receivables	e
Credit	1200200	1316	Accounts Receivable-Cash Shortages	f

 

Note:

1. Total general cash received for deposit.
2. Amount of cash shortage received for revenue.
3. Amount of cash shortage received for reimbursement.
4. Amount of cash shortage received for abatement.
5. Amount of cash received applicable to receivables accounted during the year on a fully reserved basis and applied when collected to the appropriate revenue account.
6. Amount of cash received from cashiers in payment of cash shortages.