Entering Pending Receivables - 20e

Purpose: Use this document as a reference for how to Enter Pending Receivables in ctcLink.

Audience: AR Specialist

Entering Pending Receivables

Navigation:  Main Menu> Accounts Receivable> Pending Items> Online Items> Group Entry

  1. Click the Add a New Value tab.
Add a New Value tab
  1. Enter your district's business unit as the Group Unit (it may be prefilled).
  2. Leave the Group ID as “Next” (unless local business practice dictates otherwise).
  3. Click the Add button.
  4. On the Group Control page:
    1. Select an Accounting Date (the current date will be prefilled).
    2. Select B (Billing) for the Group Type.
    3. Select OBILL (Online Billing) for the Origin ID.
    4. In the Control Totals section:
      • Enter an amount in the Control field. This should be the sum of all pending items in the group.
      • Enter a value for the Count field. This should be the total number of pending items in the group.
    5. In the Currency section enter USD into the Control field.
Group Control tab
  1. Click the Pending Item 1 tab.
  2. Enter each pending item as follows:
    1. Enter a value for Item ID. Local business practice should inform your decision.
    2. Select the Customer (if you enter the Amount first, the selection of the customer will clear it out).
    3. Enter an Amount for the item.
    4. Select IN (Invoice) as the Entry Type.
    5. If appropriate, and if local business practice dictates; select an entry Reason.
    6. Save. A unique Group ID will be assigned if the previous value was NEXT.
Pending Item 1 tab
  1. To add an additional pending item, click the icon in the Pending Item Entry section.
  1.  Repeat steps 7 and 8 until all items have been entered and you are ready to process the group.
  2. Navigate back to the Group Control page by clicking its tab.
    1. Update the ControlTotal and Count.
    2. Save.
    3. The Difference field in the Group Totals section should be zero.
Control Totals
  1. Click the Group Action tab. On the Group Action page:
    1. Click the Balance button. The Balanced field in the Group Status section of the Group Control page will change from No to Yes (if the group is in balance).
    2. Save.
Group Action tab
  1. Click the Create Entries button.
    • The above action will generate accounting for all items in the group.
    • The system will shift navigation to the Accounting Entries page.
  2. On the Accounting Entries page:
    1. Click View All to display all accounting lines. Each pending item in the group will have a debit and a credit distribution line.
    2. Configure the accounting for the credit line (the revenue distribution). The credit line will show a negative amount and will have a dropdown box for the Type field (with the value User indicating a User-defined configuration).
      • Scroll to the far right of the Distribution Lines box to reveal the Speed Type button located on the credit line.
Distribution Lines
  • Click the Speed Type button to reveal a new SpeedType field.
Speed Type
  • Click the lookup for the SpeedType field and select a value. Speed Types are pre-configured and named ChartField strings. The above action will re-generate the accounting string for the credit line according to the configuration of the Speed Type selected.
  1. After you have configured each credit line using the appropriate Speed Type selection, save. Note that the debit lines inherit additional ChartField values from their associated credit lines.
  2. Click back to the Group Action page.
  3. Select Batch Standard as the Posting Action and click OK.
Posting Action
  1. Save.

NOTE:

  • Be sure to click the OK button after selecting a Posting Action; simply saving the form will NOT update the posting status.
  • When the AR Update process next runs, all pending items in the group will become open; posted to their prospective customer accounts.When Journal Generate next runs, the accounting will be posted to the GL.

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