9.2 Using a Payment Worksheet to Apply an Overpayment

Purpose:  Use this document as a reference for how to use a Payment Worksheet to apply an overpayment in ctcLink.

Audience:  AR Specialists.

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.

The following QRG demonstrates only one of several potential scenarios.  This serves as a guideline that will vary depending on the accounting conditions.

Using a Payment Worksheet to Apply an Overpayment

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

  1. The Create Payment Worksheet search page displays.
  2. Enter your district's business unit as the Deposit Unit (it may be prefilled).
  3. Enter the Deposit ID associated with the payments you wish to apply.
  4. Select Search.
Create Payment Worksheet page
  1. The Payment Worksheet Selection page displays.
  2. If there is more than one unapplied payment in the deposit, each payment will be listed.  Select the payment you wish to apply.  If there is only one payment in the deposit, it will open automatically.
  3. 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:
    1. Select Customer Items from the Customer Criteria drop-down menu (the default selection).
    2. Enter the Customer ID (which will prefill if the customer was identified on the payment).
    3. Enter your district's Business Unit (which may be prefilled).
    4. Select Build.
Payment Worksheet Selection page
  1. The Payment Worksheet Application page (step 2 of the payment worksheet process) displays.  Use it to select the open items you wish to pay with the current payment.  For each item you wish to pay with the current payment:
    1. Select Pay An Item as the Entry Type (the default selection).
    2. Select via the Sel checkbox the open item(s) you wish to pay.  Type defaults automatically to 'PY'.  The Balance section updates automatically.
Payment Worksheet Application page
  1. 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:
    1. Add a new item to the worksheet by selecting the Add a New Row [+] icon at the end of any row in the Item List.
    2. In the Pay Amt field, enter a negative number representing the amount of overpayment.
    3. 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.  The Item ID is assigned automatically.  The Balance section is updated automatically.
  2. Select Save.  In the example here, there are now two items selected: the originally selected item for $20 and a newly added credit item for $15. Together the items represent full use of the payment; the remaining balance of the worksheet is zero.
  3. Select Worksheet Action at the bottom of the page.
Payment Worksheet Application page
  1. The Payment Worksheet Action page displays.  Use it (step 3 of the payment worksheet process) to:
    1. Create / review accounting entries
    2. Delete the worksheet
    3. Post the payment
  2. Select Create/Review Entries to generate the payment accounting.
Payment Worksheet Action page
  1. The Accounting Entries page displays.  Review it.  Adjust as needed.  Select Save.
  2. Select Return to Previous Panel.
Accounting Entries page
  1. The Payment Worksheet Action page displays.  Select 'Post Now' as the Action, then select OK.
Payment Worksheet Action page

Note 1: You  must select 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.

  1. A new window opens to Process Monitor.  Insure that the payment posts without incident.  Refer to the Process Scheduling QRG for further instructions.  Close the Process Monitor window.
  2. To review the accounting, navigate to NavBar > Navigator > Accounts Receivable > Payments Review Payments > Deposit Accounting Entries.
  3. The Deposit Accounting Entries search page displays.  Enter Deposit Unit and Deposit ID.
  4. Select Search.
Deposit Accounting Entries page
  1. 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.
  2. The Payment Control page displays.  Select the Accounting Entries tab.
Payment Control page

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

  • ZC AR Customer Maintenance
  • ZD AR Inquiry
  • ZZ AR Customer Maintenance

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

  1. The Accounting Entries page displays.  The payment you selected has been successfully applied to the open item selected on the payment worksheet.
  2. Note that the item is now closed. To review activity on that item:
    1. Navigate to: NavBar > Navigator > Accounts Receivable >  Customer Accounts > Item Information > Item List.
    2. Search for closed items associated with the customer.
    3. Select the item you (over) paid.
    4. Select the Item Activity tab.
Accounting Entries page
  1. Process complete.

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