Balancing AR Cashiering
Purpose: Use this document as a reference for Cashiering to balance Finance end-of-day deposits or review accounting entries in ctcLink.
Audience: Finance/Cashiering/AR Staff.
You must have at least one of these local college managed security roles:
- ZZ AR Reports
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
End of Day Balancing within Cashiering happens both on the FIN and CS sides of the house. There are a variety of PeopleSoft Reports that can provide you the end of day totals, such as Payment Detail, Payment Summary, and Deposit Control by Entry Date. You can also review the Accounting Entries.
Navigation: Accounts Receivable > Payments > Reports > Payment Detail
- On the Payment Detail search page, select Add a New Value.
- Enter a Run Control ID or PAYMENT_DETAIL_REPORT.
- Select Add.
- On the Payment Detail page, select the From Date and To Date to the current date.
- Enter or look up the Deposit Unit.
- Optional to enter the User ID (to look up specific user).
- Optional to enter the Deposit ID (to look up a specific Deposit).
- Select Save.
- Select Run. The Process Scheduler Request window displays.
- On the Process Scheduler Request page, select OK. Notice the process name is AR20002.
You can monitor your reports status by selecting the Process Monitor hyperlink and refreshing the page until the process reaches success. For this example, we will select the Report Manager hyperlink to view the Report.
- The Payment Detail page will display.
- Select the Report Manager hyperlink.
- The Report Manager page will display.
- Select the Administration tab.
- Refresh the page. Make sure the report has a status of Posted prior viewing the report.
- Select the Payment Detail link to view the Report.
- AR20002 - The Payment Detail report will display.
- Review the totals.
The Payment Detail Report provides the detailed information for all payments within a date range. Review the payment Status columns to view the U = Unapplied and A = Applied. After the AR Update runs, only the A or Applied Payments will be processed into the General Ledger. The unapplied deposits will need to be applied to an invoice for a Regular Deposit or Accounting Entries created for a Direct Journal Deposits.
Navigation: Accounts Receivable > Payments > Reports > Payment Summary
The following displays the Payment Summary Report for 04/21/2020.
Navigation: Accounts Receivable > Payments > Reports > Deposit Control by Entry Date
The following displays the Deposit Control by Entry Date Report for 04/21/2020.
You must have at least one of these local college managed security roles:
- ZD_DS_QUERY_VIEWER
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
There are a variety of ways to review accounting entries in PeopleSoft. The following section highlights a few queries that view receivable details whether connected to an item/invoice or payments received directly as a direct journal which are not attached to an item/invoice.
Review Accounting Entries on a daily or weekly basis will ensure your payments have been applied correctly and allows you to make corrections within the "open" month.
Navigation: Reporting Tools > Query > Query Viewer
- QFS_AR_ITEM_DST_GL - AR Item Distribution GL. This query provides the posted transactions for a specific date range that are attached to an item or invoice.
- QFS_AR_DIRECT_JOURNAL_PAYMENTS - AR Direct Journal Payments. This query provides the posted transactions for accounting date greater than a specific date that are not attached to an item or invoice.
- End of procedures.
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