9.2 AR Payments On Account

Purpose:  Use this document as a reference for placing an AR Payment "On Account" in ctcLink. This QRG will walk through receiving a Deposit and Applying the payment to a customer's account. Then matching the On Account payment with an Item ID/Invoice.

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.

Common Scenarios When Placing a Payment On Account:

MONTHLY CLOSING / INVOICE NOT READY YET:  When the month is closing and the invoice is not generated/approved yet, you can still receive and deposit a payment and place it onto that customer's account. This is called an "On Account" payment. This way the payment information will still get communicated to SBCTC then onto AFRS.

After receiving the deposit 'On Account' in PeopleSoft, you may need to create a Pending Item to be able to match the Item with the Payment. Please see the Work Session Recording regarding conversion with the Functional Analyst.

Entering a Regular Deposit

Navigation:  Accounts Receivable > Payments > Online Payments > Regular Deposit

  1. The Regular Deposit search page displays. Select the Add a New Value tab.
  2. Enter your district's business unit as the Deposit Unit (it may be prefilled).
  3. Leave the Deposit ID as “Next” (unless local business practice dictates otherwise).
  4. Select the Add button.
  5. The Totals page displays. Enter or lookup the following field values:
    1. Select an Accounting Date (the current date prefills).
    2. Select your district's Bank Code.
    3. Select your district's Bank Account.
    4. Select a Deposit Type of 'C' (Customer Receipts) (This value may prefill).
    5. Enter 'USD' as the Control Currency.
    6. Enter the Control Total Amount - the sum of all payments in the deposit group.
    7. Enter the Count - the number of all payments in the deposit group.
  6. Select the Payments tab.
Totals Tab page

The Balance field displays the status for the deposit. When the amount total and number of entered payments equals the control amount and count from the Totals page, the status changes from Not Balanced to Balanced. The total amount of all the payments in the deposit must match the control totals on the Totals page before you can create a payment worksheet.

Note that you cannot update payment information for a deposit that has been reconciled with a bank statement.

The Accounting Date field displays the payment date, using the accounting date on the Totals page as the default. The system validates the payment date to make sure that the date falls within the open period for the business unit and transaction type as defined on the Open Periods page for the business unit. The payment date may be different from the deposit date, if you use the postmark date from checks. The payment date affects earned discounts, so it's important that it is accurate.

  1. The Payments page displays. Enter or lookup the following field values:
    1. Enter a Payment ID.  Local business practice should inform your decision (some examples CK1234, EFT1234 or CASH1234).
    2. Enter an Amount.
    3. Select a Payment Method.  'Check' is default and most common.
    4. Make sure Payment Predictor and Journal Directly are NOT checked.
    5. Enter or lookup the Customer ID.
    6. Lookup the Business Unit. (Do not add Reference Information).
    7. Optional to add payment documentation by using the Attachments link.
  2. Select Save.
  3. Select the Apply Payment link.

Upon saving the system assigns a unique Deposit ID in place of the default value of 'NEXT' and will be Balanced.

Payments Tab Page
Applying the Payment 'On Account'
  1. The Payment Worksheet Selection page displays. The Customer ID and Business Unit will auto-fill. Verify if correct.
  2. At the bottom of the page, select the Build button.

Note the Deposit Status = None Applied and Payment Status = Identified.

Worksheet Selection page
  1. The Payment Worksheet Application page displays.
  2. Select the plus icon [+] to add a new line item.
  3. A message window displays 'Enter number of rows to add' that defaults to 1 line.
  4. Select the OK button.
Add a new row
  1. In the Item List section, a new line will be added. In the Pay Amt box field, enter the amount of your deposit as a credit (this example -3,864.00).
  2. In the Type field box, enter OA or use the look up tool to select OA to 'Place An Amount On Account'.
  3. Select Save.
  4. Select the Worksheet Action hyperlink.

Upon saving, the OA line item is assigned an Item ID, inherits the Business Unit and Customer ID. Use this new ‘OA-XXX’ Item ID when matching up the Invoice ID using a Maintenance Worksheet. For a more detailed explanation how to match Debits and Credits, please see QRG: 9.2 Applying Debits to Credits.

  1. The Payment Worksheet Action page displays.
  2. Select Create/Review Entries.
  1. The Accounting Entries page displays.
  2. On the AR Type line, enter the Accounting Entries that would match your future Invoice (Operating Unit, Fund, Appropriation, Class, Department, Program if applicable and State Purpose 'N').
  3. Select Save.

Upon saving, the Cash Type line or Offset line will update to match your AR line.

  1. Select Return to Previous Panel to return to the Payment Worksheet Action page.
  1. The Payment Worksheet Action page displays.
  2. In the Posting Action section, select Batch Standard.
  3. Select OK and the Status will update to Batch Standard.

By selecting Batch Standard the payment will be processed at the next scheduled AR Update. This provides you a little time to make changes if needed prior posting to the General Ledger.

If this payment to be posted prior to Month Closing, send a request to the FIN Customer Support Team to run an AR Update process for your college Ad Hoc.

Matching the OA-XXX Payment with an Item ID (Bill/Invoice)

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

  • ZZ AR Item Entry

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

Navigation: Accounts Receivable > Receivable Maintenance > Maintenance Worksheet > Create Worksheet

  1. The Create Worksheet page displays.
  2. Select Add a New Value.
  3. Enter the Worksheet Business Unit.
  4. Keep the Worksheet ID as 'NEXT'.
  5. Select Add.
  6. The Worksheet Selection page displays.
  7. In the Customer Criteria section, enter the Customer ID.
  8. Enter the Business Unit.
  9. Select Build.

Optional to use the Reference Criteria section to narrow search results. Using the Qual Code I = Item and enter or use the look up tool in the Reference section to enter the specific OA Item Number.

  1. The Maintenance Worksheet Application page displays.
  2. Select both the Item ID and the OA-XXX.
  3. Select Save.
  4. Select the Worksheet Action hyperlink.

If the payment doesn't match exactly to the Item ID/Invoice#, manually adjust the amount of the Item/Invoice# to match the On Account Payment. A new line will be created with the Item ID/Inovice# with remaining amount. Please see QRGs on Applying Over/Under Payments for more detail.

Use the Attachments hyperlink to attach backup documentation as per your local college business practice.

  1. The Worksheet Action page displays.
  2. Select Create/Review Entries.
  1. The Accounting Entries page displays.
  2. Review, verify Accounting Entries.
  3. Select Return to Previous Panel.

Notice both the OA-XXX and the Item ID Accounting Entries are listed.

  1. The Worksheet Action page displays.
  2. In the Posting Action section, select Batch Standard.
  3. Select OK.
  1. Process complete.

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