9.2 Posting and Reversing Payments/Charges

Purpose: Use this document as a reference for applying and reversing payments in ctcLink.

Audience: Student Financials Staff

Posting a Payment

Navigation:  Student Financials > Charges and Payments > Post Student Transaction

  1. Enter the appropriate information on the Add a New Value tab of the Student Post page.
    1. Business Unit
    2. ID
    3. Account Type
    4. Item Type
  2. Select the Add button.
Student Post page - Add a New Value tab
  1. Use the Student Post page to post transactions for individual students. Enter appropriate information into the:
    1. Amount field
    2. Term field
    3. Reference Number (Optional) - Use the Reference Number posted on the original charge. The system will attempt to match it when posting the payment.
    4. Due Date (Optional)
  2. Select the Post button.
Student Post page - Amount, Term and Post button highlighted

To reverse a transaction, the page you will use will depend upon the type of transaction you wish to reverse. For payments, you will navigate to Reverse Payment.  For charges, you will navigate to Reverse Charge.

Reversing a Payment

Navigation:  Student Financials > Charges and Payments > Reversals > Reverse Payment

  1. Enter a student ID and Term on the Payment Reversal page.
  2. Select the Search button.
Payment Reversal page ID, Term and Search button highlighted
  1. Select the Reverse button next to the item to reverse.
Payment Reversal page
  1. Change the Item Effective Date to current date.
  2. Enter the Description and Reason.
  3. Select the Ok button.

By selecting Current Date, the accounting dates will line up properly in the GL journals on the Finance pillar.

Reversal Detail

Reverse a Charge

Navigation:  Student Financials > Charges and Payments > Reversals > Reverse Charge

  1. Enter the Business Unit and the Student ID on the Charge Reversal page.
  2. Select the Search button.
Charge Reversal - Find an Existing Value tab
  1. You will see a list of account types for the ID you selected.  Click the Account Details link next to the Account type.
Charge Reversal page - Account Details link highlighted
  1. Select the Item Details link to view more information about the item type.
  2. Select the Reverse button next to the Item type you wish to reverse.
Charge Detail page - Reverse button highlighted
  1. Change the Item Effective Date to current date.
  2. Select a Reason and enter a Description of why you are reversing the charge.

By selecting Current Date, the accounting dates will line up properly in the GL journals on the Finance pillar.

Reverse Detail page
  1. Select the OK button to go back to the Charge Detail page where the Reverse button has disappeared from the list of item types. 
  2. Select the Return link to go back to the Charge Reversal Page.
Charge Detail Reverse button missing

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