9.2 Deleting AR Deposits

Purpose:   Use this document as a reference for how to delete an Express and Regular AR Deposits in ctcLink.

Audience:  Finance Accounts Receivable Staff

You must have at least one of these local college managed security roles:

  • ZZ AR Apply Payments

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Deposits can be deleted if:

  1. They are in the Current Period.
  2. are Not Posted (even partially).
  3. and Do Not have Worksheets associated with them.  

NOTE:  It does not matter if the deposit was started in Express or Regular. They can be accessed by both navigation paths. Sometimes you get more options with one, then with the other. Helpful hint: when troubleshooting a deposit, have both screens open to be able to view all angles. Sometimes the fields are editable in one screen, but not the other.

Deleting AR Deposits

Deleting Active Worksheet

Note:  There may be multiple worksheets listed. Each payment could potentially have a worksheet.

Navigation: NavBar > Navigator > Accounts Receivable > Payments > Apply Payments > Update Worksheet

  1. The Update Payment Worksheet search page displays.
  2. Enter the Deposit Business Unit.
  3. Enter the Deposit ID number.
  4. Select Search.
  5. Select from the search results.
Update Payment Worksheet search
  1. The Payment Worksheet Application page displays.
  2. Select the Worksheet Action hyperlink at the bottom of the page.
Payment Worksheet Application Deposit ID
  1. The Payment Worksheet Action page displays.
  2. Select Delete Worksheet.

The Worksheet Action buttons that are available to be selected, can change depending upon what status the worksheet is in. In this example, the Delete Worksheet button is active and can be selected.  In other cases, the Delete Payment Group button is active adn needs to be selected first, and then select Delete Worksheet.

Delete Worksheet button
  1. The page will be saved and your specific worksheet will be deleted/grayed-out.
  2. Select Next in List if you have additional Worksheets in your deposit to be deleted. Repeat steps 6-10 until all Worksheets are deleted.
  3. Process complete.
Deleting Express Deposits

The following example is to delete an AR Express Deposit within the current period.

  1. The Express Deposit search page displays.
  2. Select Find an Existing Value tab.
  3. Enter the Deposit Business Unit.
  4. Enter the Deposit ID number.
  5. Select Search.
  6. Select the search results.
Express Deposit search page
  1. The Totals page displays.
  2. Select the Action tab page.
Select the Action tab
  1. The Action tab page displays.
  2. Select the Delete Express Deposit button.
Delete express deposit button
  1. A message displays, "Delete this deposit? If you delete the deposit, all deposit and payment information entered in this panel group will be deleted".
  2. Select Yes to delete (or No to return to deposit).
Delete confirmation message
  1. The Deposit information will 'gray out' and the deposit was successfully deleted.
Action tab updated
  1. Process complete.
Deleting Regular Deposits

The following example is for deleting an AR Regular Deposit within the current period.

Navigation: NavBar > Navigator > Accounts Receivable > Regular Deposit

  1. The Regular Deposit search page displays.
  2. Select Find an Existing Value tab.
  3. Enter the Deposit Business Unit.
  4. Enter the Deposit ID number.
  5. Select Search
  6. Select the search results.
Regular Deposit
  1. The Regular Deposit Totals page displays.
  2. Select the Delete Deposit button.
Delete deposit button
  1. A message displays, "Delete this deposit? If you delete the deposit, all deposit and payment information entered in this panel group will be deleted".
  2. Select Yes to delete (or No to return to deposit).
Delete confirmation message
  1. The Deposit information will 'gray out' and the deposit was successfully deleted.
Totals tab updated
  1. Process complete.
Deleting Deposits with Old Dates

It's recommended to place the Payment On Account if unsure how to apply the payment to avoid the deposit being stuck in a prior period.

For deposits that are stuck in old/closed periods that need to be deleted, please submit a service ticket with details.

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