ctcLink Reference CenterAccounts Receivable Entering and Applying Payments - 20Entering a Regular Deposit (for Direct Journaling) - 20e

Entering a Regular Deposit (for Direct Journaling) - 20e

Purpose: Use this document as a reference for entering a regular deposit for direct journaling in ctcLink.

Audience: AR Specialists

Entering a Regular Deposit (for Direct Journaling)

Navigation: Main Menu > Accounts Receivable > Payments > Online Payments > Regular Deposit

  1. Click the Add a New Value tab.
  2. Enter your district's business unit as the Deposit Unit (it may be prefilled).
  3. Leave the Deposit ID as “Next” (unless local business practice dictates otherwise).
Add a New Value tab
  1. Click the Add button.
  2. On the Totals page:
    1. Select an Accounting Date (the current date will be prefilled)
    2. Select your district's Bank Code
    3. Select your district's Bank Account
    4. Select a Deposit Type of C (Customer Receipts) (the value may default)
    5. Enter USD as the Control Currency
    6. Enter the Control Total Amount. This amount should be the sum of all payments in the deposit group
    7. Enter the Count. The count should be the number of all payments in the deposit group
Totals tab
  1. Click the Payments tab. For each payment entered into this group:
    1. Enter a Payment ID.  (Local business practice should inform your decision.)
    2. Enter an Amount
    3. Select a Payment Method. Check is prefilled and most common
    4. Check the Journal Directly Checkbox
    5. Make sure that the Payment Predictor checkbox is NOT checked
Payments tab
  1. For Direct Journaling deposits, you will NOT enter anything in the Customer Information or Reference Information sections.
  2. You can add an additional payment by clicking the icon in the Payment Information section.
  3. When you have finished entering payments, click back to the Totals page using its tab at the top of the page.
  4. Verify the Control Total Amount and Count. The Difference Amount field should be ‘zero’.
Totals tab
  1. Click the Save button. The system will assign a unique Deposit ID if the previous value was NEXT.
  2. Navigate to Main Menu Accounts Receivable Payments Direct Journal Payment Create Accounting Entries.
  3. Confirm the Deposit Unit is prefilled with your district's business unit.
  4. Confirm the Deposit ID is prefilled with the deposit ID you were working.
  5. Click the Search button. The search results should include each payment in the deposit.
Create Accounting Entries
  1. Select the first payment in the deposit.
  2. Click the Speed Type button on the Distribution line.
Distribution Lines
  1. A SpeedType Key field will take the place of the button.  Use the Lookup to select an appropriate Speed Type.
Distribution Lines

Note: Speed Types are pre-configured and named ChartField (accounting) strings. Selecting one will fill the distribution line's ChartFields.

Distribution Lines
  1. Enter the Line Amount as a NEGATIVE number (you are crediting the associated revenue account).
Distribution Lines
  1. Click the lightning bolt icon and the system will generate a Debit line for you.
Accounting Entries tab
  1. If you are satisfied with the accounting, select the Complete checkbox at the top of the page.  
Complet checkbox

Be careful: This is a frequently missed step.

  1. Click the Save button.
  2. Click the Next in List button at the bottom of the page to open the next payment in the deposit.
Next in List button
  1. Repeat steps 17-23 until all payments have been processed.Note: The next time that Journal Generator runs, the accounting will be moved into the GL.

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