04 Nov 2013

Stay in Compliance Using Receipt Logs in CaseLink Office

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Compliance Tip:

Stay in Compliance Using Receipt Logs in CaseLink Office

In order to stay in compliance and maintain proper auditing procedures, each Trustee must establish and maintain a system of internal controls to account for complete and accurate records. Receipts logs are a way to create this system of internal checks and balances. These logs, kept from the onset of each case, track all incoming receipts. The importance of having these detailed logs is not only for auditing and compliance but to ensure the financial security of each case and to discourage employee theft.

It is also important to remember that all cash handling and record keeping procedures need to be segregated among several members of your staff. By dividing these duties, you will help to strengthen your own office’s internal controls. The following steps will show you how to electronically process receipts using CaseLink Office.

With the amount of paperwork needed to document all incoming receipts, it has become a necessity to electronically-track this process, as noted in the Chapter 7 Handbook, Section 5.D.1. This can be done in CaseLink Office by modifying controls – setting restrictions so that nothing can be entered out of sequence. The receipts log in CaseLink Office can be accessed from two different places: the ‘Case Administration’ tab on the menu bar, shown on the left side of the screen below or from the ‘Banking’ selector tab on the sub-menu shown in the right corner of the screen below.

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From either tab the Receipt Log box will pop up. Next you will click on the ‘New Item’ button, shown below.

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Enter all appropriate information into the box shown in the screen below. These include fields such as date, case, payor, address, category, amount, check number and any additional remarks. Once completed, you will save the transaction (by clicking the ‘Save’ button in the lower left corner of the screen).

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The next step requires Trustees to verify incoming receipts, as referenced  in the Chapter 7 Handbook Section 5.B.1, on a test basis by comparing receipts logs to deposit slips and bank statements. In CaseLink Office, this can be done by having the Trustee place their initials in the ‘Remarks’ test field (shown above) for verification.

The log also allows the trustee to electronically mark the deposit as reviewed (see the transparent red arrow in the screen below).

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You can then generate a Receipts Log Report in one easy process. Before you print, you will select the printing and reporting parameters from the numerous filter options located in the ‘Report Format’ and ‘Sort By’ boxes shown in the screen below.

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The final step is the deposit. When linking the deposit to the receipt log, follow the steps below.

  • Using the screen shown below,  click on the ‘Receipt’ button.
  • The ‘Link to Receipt’ window will appear.
  • Select the appropriate case receipt
  • Then, click the ‘Select’ button and finish the deposit by selecting the appropriate ‘Asset Number’ (as shown in the left middle portion of the screen below)
  • Finally, click on the ‘Save’ button in the bottom left corner of the screen.

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If you need additional information, log into the BMS Training Portal to find a quick 4-minute tutorial on how to perform Receipts Log deposits, by BMS Manager of Training and Development, Karrie Spies.

To view the tutorial:
1) Log into https://bms7.webex.com/
2) Click on Training Center
3) Choose Attend A Session > Recorded Sessions
4) Search for “Receipts Log.”

Are there any other tutorials you would like to learn about? Post your comments here and let Karrie know.

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