9.2 Reviewing Maintenance Worksheet Item Accounting Entries
Purpose: Review the maintenance worksheet item accounting entries using ctcLink.
Audience: Accounts Receivable staff.
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.
ctcLink enables you to create online accounting entries for maintenance worksheet transactions. You can review these entries on the Accounting Entries page before they are processed.
The only accounting entries you can edit online, for items on a worksheet, are those that are user-defined for write-offs. Accounting entries for matched items are system-defined and therefore cannot be edited.
Consider this scenario: Your company erroneously issued a credit memo for an item. When the error was discovered, a debit memo was created to offset the credit memo. You have already applied these memo items on a payment worksheet and created accounting entries.
In this topic, you will review the accounting entries on the Maintenance Worksheet and balance the worksheet.
Reviewing Maintenance Worksheet Item Accounting Entries
Navigation: NavBar > Navigator > Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Update Worksheet
- The Update Worksheet search page displays.
- Enter Worksheet Business Unit.
- Enter Worksheet ID.
- Select Search.
- The Worksheet Application page displays. Use it to match or settle open items.
The sum of all credits and debits must be zero for the worksheet to balance.
- You can sort the Item List section of the worksheet by the absolute value of the item balance, in descending order. The default order is by Item ID. Select Absolute Value Sort.
- The Worksheet Application page displays. Notice the Item List section has been resorted by item balance, with the highest balance in the first row.
- From the Entry Type drop-down menu, select 'Offset an Item'.
- Select the Sel checkbox for your item.
- Select Refresh.
- The Worksheet Application page displays. Notice that debits do not equal credits. There is a net balance.
- Select Save.
- Select Refresh.
- The worksheet is now in balance.
- Select Save.
- Select Worksheet Action.
- The Worksheet Action page displays. Use it to create or review online accounting entries for maintenance worksheet transactions.
- Select Create/Review Entries.
- The Accounting Entries page displays. Use it to review the worksheet accounting entries for a maintenance group before they are posted.
- Select Save.
- Process complete.
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