Using a Payment Worksheet to Apply an Overpayment - 20e
Purpose: Use this document as a reference for how to Use a Payment Worksheet to Apply an Overpayment in ctcLink.
Audience: AR Specialists
Using a Payment Worksheet to Apply an Overpayment
Navigation: Main Menu > Accounts Receivable > Payments > Apply Payments > Create Worksheet
Note: The following QRG demonstrates only one of several potential scenarios. This serves as a guideline that will vary depending on the accounting conditions.
- Enter your district's business unit as the Deposit Unit (it may be prefilled).
- Enter the Deposit ID associated with the payments you wish to apply.
- Click the Search button.
- If there is more than one un-applied payment in the deposit, each payment will be listed (not shown above). Select the payment you wish to apply. If there is only one payment in the deposit, it will open automatically.
- Note that using a payment worksheet generally involves three steps: (1) Worksheet Selection, (2) Worksheet Applications, and (3) Worksheet Actions. You are currently on the Payment Worksheet Selection page. Use the Payment Worksheet Selection page to select AR item(s) for inclusion on the worksheet (with the assumption that you might pay those items with the payment you are currently working). To include all open items for a particular customer, configure the Customer Criteria section as follows:
- Select Customer Items from the Customer Criteria drop-down menu (the default selection).
- Enter the Customer ID (which will prefill if the customer was identified on the payment).
- Enter your district's Business Unit (which may be prefilled).
- Click the Build button.
- Use the Payment Worksheet Application page (step 2 of the payment worksheet process) to select the open items you wish to pay with the current payment. For each item you wish to pay with the current payment:
- Select Pay An Item as the Entry Type (the default selection).
- Select (via the Sel Checkbox) the open item(s) you wish to pay.
- If the payment amount is greater than the sum of selected open items, the open items will be fully paid by the payment. A remainder represents a credit balance for the customer and needs to be addressed on the worksheet:
- Add a new item to the worksheet by clicking the icon at the end of any row in the Item List.
- In the Pay Amt field, enter a NEGATIVE number representing the amount of overpayment.
- For the Type field select OA (for Place an Amount on Account). Note that you do not need to enter a Reason Code when placing an amount on account.
- Save. In the example here, there are now two items selected (the originally selected item for $30 and a newly added credit item for $5). Together the items represent a full use of the payment; the remaining balance of the worksheet is zero.
- Click the Worksheet Action link at the bottom of the page.
- Use the Payment Worksheet Action page (step 3 of the payment worksheet process) to:
- Create / review accounting entries.
- Delete the worksheet.
- Post the payment.
Click the Create/Review Entries button to generate the payment accounting
- Select Post Now as the Action and click OK.
Note 1: You must click the OK button after selecting a posting action; no posting will occur if you simply Save.
Note 2: You may also set the posting action to Batch Standard to have the accounting post when AR Update next runs.
- A new window will open to Process Monitor. Insure that the payment posts without incident. \
- To review the accounting, navigate to Accounts Receivable Payments Review Payments Deposit Accounting Entries.
- Insure that the appropriate Deposit Unit has prefilled, and enter the Deposit ID with which you are working.
- Click the Search button.
- If multiple payments in the deposit have accounting, each payment will be listed. Select a payment. If only one payment in the deposit has accounting created, it will open automatically.
- Click the Accounting Entries tab.
- The payment you selected has been successfully applied to the open item selected on the payment worksheet.
- Note that the item is now closed. To review activity on that item:
- Navigate to Accounts Receivable Customer Accounts Item Information Item List.
- Search for closed items associated with the customer.
- Select the item you (over) paid.Click the Item Activity tab.