Upload Cash Payments Using Spreadsheet
- Robert Lenk
- Chris Barrett
- Sarah Marciniak
About cash payments upload from spreadsheet
If you collect a lot of student tuition, fee, housing, meal or tuition insurance payments by cash, check or otherwise through methods not integrated with Campus Cafe, you may wish to record the payments on a single spreadsheet and upload them to Campus Cafe.
Once uploaded, the payments are transferred to cash batch for posting to student ledgers.
The cash payments upload process is designed to receive student payments. It is not designed to upload financial aid awards or donations (gifts).
Prerequisites
Create active transaction codes related to the payments. For example, a transaction code associated with a payment received for tuition.
Configure payment plans.
Create sponsor organizations if a payment is being applied to a charge that is responsibility of an organization rather than the student and the accounts receivable is booked to the organization.
Required permissions
Module | Number | Description |
|---|---|---|
Student Financials | 995 | Apply payments by uploading a spreadsheet |
Create spreadsheet
Use Microsoft Excel, Google Sheets or another spreadsheet software, create a a spreadsheet that must contain the following columns in order: ID or SSN, BILL_SEM, BILL_CODE, DESCRIPTION, AMOUNT, AWARD_CODE, AWARD_SEMESTER, MEMBER, SPONSOR_ID. Save the file in .xlsx, .xls or .csv format. A pre-filled template can be found here:
Column Heading | Details | Required? |
|---|---|---|
ID or SSN | Student’s Campus Cafe ID number or Social Security Number. | Required |
BILL_SEM | The semester code to apply the payment. If blank, when posting cash batch, Campus Cafe uses the semester set in AR Control. | Optional |
BILL_CODE | The transaction code associated with the payment. The transaction code must be active. | Required |
DESCRIPTION | Text to describe the payment. If left empty, Campus Cafe uses the transaction code description. | Optional |
AMOUNT | The monetary payment. For a payment or refund adjustment enter a negative number. | Required |
AWARD_CODE | The payment plan code associated with the payment. The award code must be configured in Campus Cafe with Award Type of P - Is PayPlan. A payment will be applied to the earliest installment with a remaining balance. | Optional |
AWARD_SEMESTER | If the payment applies to a payment plan, the semester for the payment plan. | Required if payment applies to a payment plan, otherwise optional |
MEMBER | The name of the cash batch the payments will transfer to for posting to student ledgers. You may use the same member for all transactions (rows) or different member names so you can process payments in multiple separate batches. | Optional |
SPONSOR_ID | The Campus Cafe ID number of the organization that made the payment to fulfill an accounts receivable booked to the organization, not the student. | Optional |
Upload spreadsheet
Go to Financials > Cash Upload from Spreadsheet.
Click Browse and select your spreadsheet.
Click Submit.
The payments are transferred to cash batch for posting. You must post the batch for the payments to apply to student bills and your general ledger.
Payments with invalid information (e.g. a non-existent ID number or transaction code) appear with an error and the row number of the invalid transaction. Note that the row number does not count the header row. For example, if Campus Cafe returns an error on row 25, it is the transaction that appears on your spreadsheet is in row 26.
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