9.2 Entering Pending Receivables

Purpose:  Use this document as a reference for how to Enter Pending Receivables in ctcLink.

Audience:  AR Specialist.

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, please contact your local college supervisor or IT Admin to request role access.

Entering Pending Receivables

Navigation: Accounts Receivable > Pending Items > Online Items > Online Item Group Entry

  1. The Group Entry search page displays. Enter Group Unit (your district's business unit).
  2. Default Group ID to 'Next', unless your business practices dictate otherwise. Select the Add button.
  3. The Online Item Group Entry, Group Control tab page displays. Select an Accounting Date (the current date will be prefilled).
  4. For the Group Type, select B (Billing).
  5. For the Origin ID, select OBILL (Online Billing).  
  6. In the Currency section enter USD into the Control field.
  7. In the Control Totals section:
    1. Enter an amount in the Control field. This should be the sum of all pending items in the group.
    2. Enter a value for the Count field. This should be the total number of pending items in the group.
  8. Select the Pending Item 1 tab.
Group Control tab
  1. The Pending Item 1 page displays.
  2. For each Pending Item, enter the following for each Pending Item as follows:
    1. Enter a value for Item ID. Local business practice should inform your decision.
    2. Select the Customer (if you enter the Amount first, the selection of the customer will clear it out).
    3. Enter an Amount for the item.
    4. Select IN (Invoice) as the Entry Type.
    5. If appropriate, and if local business practice dictates; select an entry Reason.
  3. Select the Save button.
Pending Item 1
  1. A unique Group ID will be assigned if the previous value was NEXT.
  2. To add an additional pending item in the Pending Item 1 tab page, select the plus icon [+] in the Pending Item Entry section.
  3. Repeat Steps 10 and 11 until all items have been entered and you are ready to process the group. The Sequence number will increment each time you add an additional pending item.
  4. Select the Group Control tab.
Saved Group ID
  1. The Group Control page displays. In the Control Totals section, verify or update Control and Count.
  2. Select Save. The Difference field in the Control Totals section should be zero.
  3. Select the Group Action tab.
Group Control tab to verify totals
  1. The Group Action page displays. Select the Balance button to balance the Group Status section of the Group Control page will change from No to Yes (if the group is in balance).
  2. Select Save.
  3. Select the Create Entries button.

The Create Entries action button will generate accounting for all items in the group. The system will shift navigation to the Accounting Entries page.

Balance the groups
  1. The Accounting Entries page displays. Select View All/View 1 link to display all accounting lines.  
  2. Each pending item in the group will have a debit and a credit distribution line. Configure the accounting for the credit line (the revenue distribution).  The credit line will show a negative amount and will have a drop down box for the Type field (with the value User indicating a User-defined configuration).
  3. After you have configured each credit line, select Save. Note that the debit lines inherit additional ChartField values from their associated credit lines.
  4. Select the Group Action tab.

Optional to use Speed Types. Scroll to the far right of the Distribution Lines box to reveal the Speed Type button located on the credit line. Select the lookup for the SpeedType field and select a value. Speed Types are pre-configured and named ChartField strings.  The above action will re-generate the accounting string for the credit line according to the configuration of the Speed Type selected.

enter chartstring data and save
  1. Upon saving the page, the debit lines inherit additional ChartField values from their associated credit lines. Select the Group Action tab.
select group action tab
  1. The Group Action page displays. Select Batch Standard as the Posting Action.
  2. Select the OK button.
Set to Batch Standard

NOTE: Be sure to select the OK button after selecting a Posting Action; simply saving the form will NOT update the posting status.

When the AR Update process next runs, all pending items in the group will become open; posted to their prospective customer accounts.When Journal Generate next runs, the accounting will be posted to the GL.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is audio with captions included with this video. Select the play button to start the video.

Video Tutorial

View the external link to Entering Pending Receivables. This link will open in a new window.

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