9.2 Posting an Express Deposit

Purpose:  Use this document as a reference for posting an express deposit using ctcLink.

Audience:  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.

Marking payments for posting in ctcLink will update the Receivables system with miscellaneous payments that are received through express deposits.  After they are posted, it updates the corresponding customer accounts in the ctcLink Receivables system.

Posting an Express Deposit

Navigation:  NavBar > Navigator > Accounts Receivable > Payments > Online Payments > Express Deposit

  1. On the Express Deposit page, enter or select Deposit Unit.
  2. Enter Deposit ID.
  3. Select Search.  The Express Deposit page will display.
Express Deposit Search Page.
  1. On the Express Deposit page, select the Totals tab to enter information and control totals for a new deposit.
  2. Enter Accounting Date for each payment and for all pending items created from the payment. You can override the date on the Regular Deposit - Payments page. The system validates the accounting date to make sure it falls within the open period for the business unit and transaction type as defined on the Open Period page for the business unit.
  3. Enter Deposit Type to specify the code for the payments for which the deposit is made.
  4. In the Control Totals section, enter Control Amount (the total for the amount of the payments in this deposit). Note that you can have a zero-total deposit if the payment amounts offset each other.
  5. Enter Count (the count of the payments in this deposit).
  6. In the Control Data section, enter Received Date when the either the bank or your district received the payment.   Because of normal processing delays, the Received date may be different from the Entered date.
Express Deposit page - Totals tab
  1. Select the Payments tab to enter and apply payments with item IDs in a deposit after you enter the deposit control totals.
  2. The Deposit Balanced field displays the deposit status; when the amount total and number of entered payments equals the control amount and count from the Totals tab, the status changes from "No" to "Yes".

Note: You can update payment information only for deposits that have been reconciled with a bank statement.

Express Deposit page - Payments tab
  1. Select the Action tab to post a deposit (provided that you entered and saved payments on the Payments tab), review accounting entries, create worksheets for incompletely applied payments, clear worksheets, or permanently delete the entire deposit so you can start over.
  2. The Deposit Balance field displays the status for the deposit. It must be balanced before you can set the deposit to post.
  3. The Status field displays the posting action for the deposit. Values are "No Action" (deposit not ready to post) or "Standard" (deposit has been set to post).
  4. Select Build to to create one worksheet for every payment in the deposit. The system indicates the number of worksheets created and the Delete button becomes active.
  5. Select Delete to delete the payment group that was created without deleting the entire deposit. If you accidentally select the wrong action, select Delete Worksheet on the Worksheet Action page to delete the worksheets, but retain the express deposit information that you entered.
  6. Select Create Entries to create accounting entries online for all applied payments in the deposit, as long as the deposit is in balance. The system accesses the Accounting Entries page where you can review and modify accounting entries. The payment status is set to Worksheet. You must return to the Action page to set the group to post. Normally you let the Receivables Update process create accounting entries. You only need to create accounting entries online when you must review them right away.
  7. Select Delete Express Deposit to delete the entire deposit. If you entered and saved payments on the Payments page, use this option only if you want to permanently delete the entire deposit.
  8. Select Batch Standard to set payments to Batch Standard posting status. The next time that a standard scheduled Receivable Update batch job runs, this payment will be processed. Be aware that this run may occur only once each day depending on how often your organization schedules standard jobs.  Selecting this button:
    1. Saves the deposit.
    2. Sets any payment to post that has been fully applied in Batch Standard.
    3. Builds a worksheet for any payments that could not be set to post, but have sufficient identifying information.  
    4. Displays the number of payments set to Post.
  9. Select Save.
Action Tab
  1. Process complete.


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