1

September 2019

DEPOSIT SUMMARY WEBFORM – USER MANUAL (1st Draft)

1. Open a browser using Chrome, Firefox, or Internet Explorer 11. Please do not use IE Edge.

2. Bookmark the Cashier’s Office webpage for Deposit Summary Web Form access. https://www.umaryland.edu/financialservices/student-accounting/cashier/

3. Starting the Deposit Summary Form a. Open the link for the Deposit Summary Webform. b. The single sign-on page will appear. To login, use DUO credentials. Once logged in, the

Deposit Summary web form will appear.

c. The user will land at the HOME page. From the home page, the user is able to access all

existing deposit summary forms.

a. Using the tools in the home page table:

2

September 2019

i. Show Entries: The user can change the number of records shown on one page. The options are 10, 25, 50, and 100, with a default value of 25 records per page. Whenever a user lands on this page or refreshes, the values will revert to 25 records per page.

ii. Search Function: The user can begin to type a value in the search box, and the form will dynamically display the matching record(s). For example, when typing “w” (Case insensitive) in the search box, the form will only display record(s) containing a “w.” In this case, the form is displaying forms under status WIP. Once the search box is cleared, the user will see all records.

iii. Up and Down Arrows: The user is able to click on a table header column to

sort the column by ascending or descending. iv. Table Footer: Shows the number of records and pagination.

v. To open an existing Deposit Summary Form, click on the Document ID.

b. There are four unique deposit form statuses: i. WIP (Work in Progress): The user can continue to work on a form that has

not been finished. If the user has not selected the YES check box next to “Are you done?” the form remains in WIP status. A user can have up to five WIP deposit forms.

ii. COMPLETED: The user can create the PDF file that is submitted to the Cashier’s Office. If the user has selected the YES check box next to “Are you done?” the status changes to COMPLETED, and becomes read-only. The PDF is created by clicking the PRINT button. If an error is recognized at this point, the user can void the form by selecting the VOID button.

3

September 2019

iii. SUBMITTED: After the user has completed the form and brought the additional documents to the Cashier’s Office, the status will be updated to RECEIVED. This will reflect on the user end as SUBMITTED. The form will become read-only, with a SUBMITTED watermark on the page. If the user needs to print a copy of the submitted form, the PDF will contain a notation that the form has been submitted.

iv. VOID: If the user recognizes an error after the form has been marked as

completed, the user can void the form by clicking the VOID button. Forms that are marked as void can still be viewed from the home page, but will show with a void watermark.

4

September 2019

4. Creating a new Deposit Summary Form by clicking the NEW button

a. The department and date will auto-populate. Please enter the School or Division the department is under.

b. If the individual completing the form is the same as the contact person for the deposit, please select “Yes”, and enter the phone extension in the Phone Extension field. If the contact person is different than the individual completing the form, please input the contact name, email, and phone extension.

c. Choose the deposit type the form is being completed for. This would be either

Cash/Check, Credit Card (+), or Credit Card Return (-). Next, select one option in the dropdown box: SPAC, Central Billing, or Other.

d. Click the SAVE button.

5

September 2019

The SAVE button disappears and the Section 3: Deposit Distribution appears. The Document ID is generated and displayed on the right top corner of the Section 1 heading.

If SPAC is selected in the drop down box, it will auto fill two text boxes in Section 3: Deposit Distribution.

Object: 7126

SOAPFF: 000-00000000-000000-00000000-000-00000

***If SPAC has been selected as the deposit type, it must be credited to 7126 ONLY. The Cashier’s Office can no longer book funds to an expense account under the Project ID.

If Central Billing is selected in the drop down box, it will auto fill two text boxes in Section 3: Deposit Distribution.

Object: 7136

SOAPFF: 000-00000000-000000-00000000-000-00000

If Other is selected in the drop down box, it will populate two text boxes in Section 3: Deposit Distribution. The Object and SOAPFF have an auto-lookup feature that will assist with filling in the account combinations.

6

September 2019

7

September 2019

5. Entering Section 3 : Deposit Distribution

The Maker of the check is required for every deposit amount. If the Maker is not entered, an error message will appear when attempting to add the line item.

**The Maker is defined as the account holder listed on the check. For example, if a $5,000.00 check was received from Johns Hopkins University School of Medicine, the Maker would be listed as JHU School of Medicine.

Line items can be edited or deleted by using the toggle buttons on the right hand side.

8

September 2019

6. Finishing the Deposit Summary Form and getting the PDF copy to bring to the Cashier’s Office. a. Click the PREVIEW button to see if everything was entered correctly.

A new browser tab will open displaying the DEPOSIT SUMMARY file with “Work In Progress” water mark on it. (This is for Chrome with PDF extension. Other browser starts download.)

If everything is entered correctly, go back to the Deposit Summary Form and check the “Yes” check box next to “Are you done?”.

9

September 2019

Once “Yes” has been selected, the form will open a message prompt noting that by clicking OK, the form will only be available in a read-only mode.

After clicking OK, the form will become read-only with the option to print the form to bring to the Cashier’s Office.

10

September 2019

When selecting the option to print, the form will be available without the watermark on it.

11

September 2019

USER INSTRUCTIONS FOR DIFFERENT SCENARIOS

1. Usage Scenario 1: A user has finished the form and close the browser without printing the form, he/she will be able to access and print the completed form from the Deposit Summary Form home page.

2. Usage Scenario 2: A user logins in and logs out after saving the form without checking “Are you done?” check box. The form is in work in progress status and next time when the user logs in, he/she will have that form listed as a WIP under the home page. a. The user can finish the form or a new form can be completed by clicking the NEW button,

keeping in mind that the previous form will remain in WIP status.

3. Scenario 3: Editing and Updating Department (Section1) or Deposit (Section2) Information a. If there has not been a Deposit Distribution entered (Section3), any changes can be made.

Save the changes by clicking the UPDATE button.

b. When Deposit Distributions have been entered.

ORIGINAL NEW RESULT CASH/CHECK Credit (+) or Credit Return

(-) Update existing deposit type

Credit (+) or Credit Return (-)

CASH/CHECK Delete all the existing distribution lines

Dropdown : Other SPAC or Central Billing Update existing lines with its default Object and SOAPFF values

Dropdown: SPAC or Central Billing

Other Delete all the existing distribution lines.