BIS Administrative - Revenue

1. Check Revenue: See Flow Chart A
   When checks are received, place "PAID" rubberstamp on the e-mail notification you have been keeping in file and write the check number and date on the e-mail. Give the e-mail notification back to the BIS Coordinator for filing. Complete the checklog in the database before handing over the check to the Executive Secretary for deposit. The checklog is in the Office Manager's C:Drive under Filename: Checklog, and lists them by fiscal year. See details in Revenue Process section below.
2. Credit Card Revenue: See Flow Chart B
   When e-mail notification of credit card payment is received, place "PAID" rubberstamp on this e-mail notification and write "CC" (for credit card) on the check number place, attach e-mail notification on the top of VP form e-mail notification already on file. Give to BIS Coordinator for filing. See details in Reconciliation section below.
3. Revenue Report
   Revenue report gives you the daily/weekly/monthly/yearly statistics of the number of vendors enrolled for a particular time period by paying their subscription fee by credit card through Cybercash (Cyberca$h is an on-line payment system which vendors can use when they subscribe to BIS on-line)
   As a management tool, monthly reports are generated to see the number of vendors enrolled for that particular month paying by credit card. Generally, this is run by the Office Manager at the end of the month. This report is used, also, to match the dollar amount deposited in our account by the Cybercash Merchant Services through U of MN Asset Management.
   To obtain this report, go to BIS menu list and click on "Revenue Report". This will take you to a screen where you have to select "FROM" and "TO" date (drop-down boxes) and an option to sort it by "Vendor Name", "Order ID", or "Time Stamp" (drop-down box). By selecting Vendor Name, you will get a report of all vendors enrolled in that time period by alphabetical order; Order ID will give you Cybercash transaction ID in a sequential order (from lowest to the highest) and the Time Stamp will give you the report from the lowest date to the highest date. Then click the button "View Report".
   This report has 7 columns: "Vendor Name", "Timestamp", "Order ID", "Amount", "Description", "Auth Code", & "Card Number". At the end of the report, you will find the total amount collected for the time period requested.
4. Revenue Process: (Flow Chart C)
   1. Deposits
      Cybercash payments made by credit cards are deposited in our CUFS account automatically. Payments by checks are deposited to the U of M Bursar's Office by following University financial rules and regulations. The current rules state that any amount totaling over $1,000 should be deposited daily. If the total amount is less than $1,000, the deposit should be made weekly. U of M "Cash Receipts" form (BA1290) is used to deposit checks. Complete the form, attach checks and forward to Office Manager.
   2. Refunds
      It is our practice not to refund subscription fees. However, refunds may be necessary if there were errors in the fee collection. The Director should be notified prior to any other types of refunds.
      1. Credit Card Refunds
         Money collected through Cyberca$h must be refunded through Cyberca$h, if needed. Cyberca$h web address is http://cr.cybercash.com. This will take you to the LOGIN page. After entering the User name (uofmpurchasingsvcsmall-76) and password. See Office Manager for password or access. "U of M- Purchasing SVCS Mall Credit" page will appear. Seven items are on the menu. Select "Input a credit card directly and do authorizations or returns" item. You will be asked to input the desired information (self-explanatory) and a refund will be issued to the credit card holder's account. Print the transaction screen for your record.
      2. Check Refunds
         Refunds for checks are issued by the Office Manager completing a PVA form, and cross-referencing the CR number under which the original deposit was made. The PVA form is forwarded to Disbursement Services.

5. Reconciliation See Flow Chart D
   1. Match 1
      When a vendor pays by credit card through Cyberca$h, an e-mail is generated by BIS showing the vendor name, the date and time enrolled, etc. In the reconciliation route, this is the first information to match with all other data. The Office Manager writes the following information into a manual log from this notification: "Transaction Date", Vendor Name, and "Authorization Code". Since Cyberca$h acepted this payment, this vendor's name should be included in the Revenue Report. That is one match.
   2. Match 2
      Next step is verifying whether this amount was received by the University of Minnesota from Cyberca$h. This information is obtained from "Moneta Services", which is a web-site we subscribe to. Web-site address is www.moneta-services.com. User Id: DIA01627 and password. See Office Manager for password or access. This will take you to the First Data Moneta screen. Click "Payment Services" (this is located on the top right-hand side of the screen) and you will see a screen with U of M, Merchant #015021400997 title. Click "Retrieve Information on Another Merchant" button (bottom of the screen). This will take you to another screen and key-in Purchasing Services' merchant number ("search by merchant number"), which is "015022543". Click the button "Submit".
      The next screen will appear with the following information: "Merchant #", "Name" ( U of M Purchasing SVCS) and "Address" (Minneapolis, MN). Click the "Merchant Number. Now you are on a screen with many menu items. Click the item "Point of Sale Information". Now you are on a screen with a FROM and TO (drop-down box) date information. Key-in the date you are interested and click "Submit" box.
      Next screen is the Query Result Screen. The following columns are there: "Batch Reference #", "Submit Date", "Terminal" (this ID always will be 66237), "Amount", and "Count". If you have more than one transaction for the time period selected, all those will be listed one after another.
      Click the first "Batch Reference Number". This will take you to Product Summary Screen where it will show what type of credit card was used (ie: VISA, MASTERCARD, etc.). Click on the Card type, that is VISA, for example. This will take you to the "Detail" screen, where the following information will be listed:
      "Card Type"
      "Card Number"
      "Date"
      "Auth Code"
      "Reference #"
      "Amount" - deposits will be marked with "+" sign and refunds will be marked with "-" sign.
      "Reject"
      Screen Print this page.
   3. Match 3
      If you have more than one transaction listed on the "Query Result" screen, go back there and click the second batch reference number and repeat the process as explained above.
      Reconcile this printed information with the manual log you have, comparing the Auth (Authorization) code and write the vendor name on the Moneta report sheet.
      The final reconciliation is done by printing the U of M Check Control Accounting Cash Receipts report.
      To obtain this report, go to www.fss.umn.edu/cc/index2.htm. Click the Month and then the exact date. This will take you to the detail screen where the following information is listed:
      Department
      Merchant Number
      Total
      Amex, Discover, MC, Visa
      Scan through the page to see an entry for our department (PURCHASING SERVICES(WEB)). If it is listed then print the report. (Usually Purchasing is listed towards the end of the report, which is the second page)
      Note: This is the report and the Report Number (top right-hand corner of the sheet) with a CR -FRS prefixes we use to reconcile the revenue deposits in the CUFS UA641 budget reports.
      Now you have 4 pieces of documents to make the final match. They are:
      1. Manual Cyberca$h transaction log
      2. Moneta Point of Sale Information
      3. U of M Cash Receipt Report
      4. BIS Revenue Report
      Most of the time, the date of transaction and the date of deposit may differ. It doesn't matter, as long as the total number of transactions and the total amount for the whole month match.

6. Troubleshooting
   Problems with missing CYBERCA$H transactions, e-mail merchant-support@cybercash.com
   Moneta problems, call Colleen Davy Asset Management @ 624-5558
   Cash Receipt problems, call Accounting Services at 624-5061.