9.2 Creating, Using, and Posting a Transfer Worksheet

Purpose:   To create, use and post a transfer worksheet using ctcLink.

Audience:  Accounts Receivable staff

ctcLink enables you to transfer items by using a transfer worksheet.

Transfer worksheets enable you to:

  • Add or change items;
  • Enter general or specific customer and item criteria, depending on the scope of information you require on the worksheet.

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

  • ZZ AR Item Entry

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.

Creating, Using, and Posting a Transfer Worksheet

Navigation:   NavBar > Navigator > Accounts Receivable > Receivables Maintenance > Transfer Worksheet > Create Worksheet

  1. The Create Worksheet search page displays.  Because you are creating a new worksheet, you will be adding a new value.
  2. Select the Add a New Value tab.
  3. Enter Transfer Business Unit.
  4. Select Add.
Create Worksheet Add a New Value page
  1. The Transfer Selection page displays.  Use it to create a new worksheet or add items to a transfer worksheet.
  2. From the Customer Criteria drop-down menu, select 'Customer Items'.  Select the type of customer items that you want to display on the worksheet. Values are:
    • Corporate Items:  Displays corporate items only;
    • Customer Items:   Displays all customer items only;
    • Remit From Items: Displays remit from items only;
    • None:  The system creates a blank worksheet.
  1. Enter Cust ID and Business Unit to construct a worksheet for a specific customer.  If the customer has subcustomers that were set up on the SubCustomer Qualifier 1 and SubCustomer Qualifier 2 pages, enter the qualifiers to narrow the results of the worksheet.
  2. From the Reference Criteria drop-down menu, select 'Specific Value'.  Options include:
    • Range of References,
    • Specific Values, or
    • None.

If you decide to enter only reference options, the worksheet contains items matching the references.

  1. From the Restrict to list, select:
    1. All Customers,
    2. Corporate Cust Only,
    3. Customer Only, or
    4. Remit Cust Only.
  2. If you selected 'Specific Value' or 'Range of References' in the Reference Criteria list, specify the match type for the item information in the Match Rule list.  Values are 'Exact Match' or 'Like Match'.

A like match enables you to use a specific reference and range for reference values to identify the reference, as long as you provide the beginning letters or numbers, not characters from the middle.  For example, if you enter a purchase order (PO) number of 24%, and select Like Match, the worksheet contains all items with PO numbers beginning with 24, but does not catch a PO number of x24x.

  1. Select the Build button to build a worksheet that transfers items to another customer or business unit.
Transfer Selection page
  1. The Worksheet1 page displays.  Use it to indicate the transfer to customer or business unit that receives the items.
  2. Enter the Business Unit and Customer ID for the Transfer To customer.

If the customer has subcustomers, the system displays information about SubCustomer 1 and SubCustomer 2 in the remaining two fields.  If you selected the SubCustomer Qualifier option for the system and have set them up for the customer, you can perform intracustomer transfers by changing the SubCustomer 1 and SubCustomer 2 qualifiers.

  1. To select items, you can use the Range Select field to select multiple rows. Enter a range of items, such as items 4 to 7 and select the Go button.
  2. You can also use the Display list to select a value to limit the display of items in the list, such as All Items, Selected, or Unselected. 
  3. Select the Disp Curr Conversion Worksheet (display currency conversion worksheet) button to access the Currency Conversion page where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine which exchange rate to use.
  4. The Remit Seq sequence number relates to the order in which the items were entered on the Worksheet Selection page. Initially the items appear in this order. If you sort the worksheet based on the value in another column, the number stays with the item, but the grid order changes. Use this column to sort the worksheet in the original order.
  5. Select View All.  
  6. Select the Sel checkbox for each item you wish to transfer.
  7. Select Save.
  8. Select Worksheet Action.
Worksheet 1 page
  1. The Finalize Worksheet page displays.  Use it to select a posting action for a worksheet.  Also use this page to delete a worksheet, create accounting entries online for the worksheets, or to delete accounting entries. 
  2. Select a posting action for the group, then select OK to execute the action. Values are:
    1. Do Not Post: Saves the changes to the group, but no posting takes place. Use this option to change the posting option for a group set to Batch Priority or Batch Standard, if the group has not been processed yet.
    2. Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process completes.
    3. Post Now to GL: Runs the Receivable Update process immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the process completes.
  3. Select Create/Review Entries.
Finalize Worksheet page
  1. When you select Create/Review Entries, the system will take you to a similar page below to review the accounting entries prior to completing the process.  After you have reviewed the entries, select Return to Previous Panel.
Accounting Entries page
  1. Select a posting action for the group, then select OK to execute the action. Values are:
    • Batch Priority: Runs the Receivable Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first. This option is not intended for large jobs.
    • Batch Standard: Runs the next time a standard scheduled batch job runs. This may occur once a day depending on how often the organization schedules standard jobs.
Finalize Worksheet page
  1. From the Posting Action Action drop-down menu, select 'Post Now'.
  2. Select OK if you selected Post Now or Post Now to GL to run the batch processes.
Finalize Worksheet page
Receivables Update Request

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

  • <there are no college-assignable roles>

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

Next, navigate to the Receivable Update Request page to run the Receivable Update process for business unit you are working on.

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables Update > Request Receivables Update 

  1. The Request Receivables Update run control ID search page displays.  You can run this process by searching for an existing run control ID or you can add a new value.
  2. Select Add a New Value.
  3. Enter Run Control ID.
  4. Select Add.
Request Receivables Update Add a New Value page
  1. The Receivable Update Request page displays.  Use it to enter run parameters for the Receivable Update process for specified business units and to run the process.
  2. Enter the business unit of the group that you want to post in Group Unit.  
  3. From the Process Frequency drop-down menu, select 'Once'.
  4. In the High Balance Basis Date list, enter the date used when calculating the customer history ID of HI_BAL_AMT.  Options are:
    • Run Date:  By default, the Receivable Update process uses the run date.
    • Calc Date (calculation date):  Select if you want HI_BAL_AMT to be calculated as of the calculation date. The Receivable Update process then uses the calendar ID on the Receivables Options - Options 1 page to determine the calculation date.

When the system scans the database, it looks at the group accounting date for each group that is set to post to see if it falls in the date range that you specify in the Accounting Date From and Accounting Date To fields.  If the effective date on the General Info page for a customer is outside the range of the accounting dates, the system does not select pending items to be posted for a customer.

  1. Select the Transaction Types Transfers checkbox.
  2. Select Run.
Receivable Update Request page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.
  2. If you use the same run control ID for subsequent processes, the server name that you last used will default in this field.
  3. Select the Server Name list.  Please leave it as blank if you are not able to select the server name.
  4. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Receivable Update Request page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.
updated Receivable Update Request page
  1. The Process List page displays.  Use it to view the status of submitted process requests.
  2. The initial Run Status of the process is 'Processing'.
  3. The process is finished when the Run Status is 'Success'.
  4. Select the Refresh button until the process completes and status is 'Success'.
Process List page
  1. You have successfully created and posted a transfer worksheet for your customer.
  2. Process complete.

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