Reviewing External Items

Purpose:  Use this document as a reference for how to review either pending (unposted) or open (posted) external items/payments in ctcLink.

Audience:  Accounts Receivable staff/supervisors.

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.

In PeopleSoft AR Receivables, "External Items" are pending items that are entered through the Billing Module or online data entry. External Groups created for billing interface or conversion purposes are defined as "External Groups". 

Review Pending (Unposted) External Receivables:

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

  1. The Group Entry search page displays. Enter your district's business unit as the Group Unit (it may be prefilled).
  2. Select the Group ID requiring review from the Load AR Pending Items job output (see Billing QRG: Finalize Bills).
  3. Select the Search button.
  4. The Group Control page displays. An Origin ID of "PS_BI" indicates that the items have come from the Billing module.
  5. Review the Control Totals. Select the Group Action tab.

Note that the Balanced field (in the Group Status section) has a value of No.

Group control page
  1. The Group Action page displays. Note that the Create Entries button is not active.  Items that come from billing should come into AR with their accounting already generated.
  2. Select the Balance button. The Balanced field in the Group Status section of the Group Control page will change to Yes.
  3. If the Posting Status is not already set to Batch Standard, select the Batch Standard button. Items with a Posting Status of Batch Standard will be posted to the appropriate customer account when AR Update next runs. At that point, the items will be Open rather than Pending.
  4. Select the Accounting Entries tab.
Group Action tab
  1. The Accounting Entries page displays. Review as needed.
  2. Select View All / View 1 link(s) to review the accounting lines.
  3. Select the Save button.
Accounting Entries

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 Reviewing Pending (Unposted) External Receivables. This link will open in a new window.

Review Open (Posted) External Items

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

  • ZC AR Customer Maintenance
  • ZD AR Inquiry
  • ZZ AR Customer Maintenance

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 > Customer Accounts > Item Information > Item Activity from a Group

  1. The Item Activity From a Group search page displays. Enter your district's business unit into both the Group Unit and the Business Unit fields (they may be prefilled).
  2. Select the Group ID you wish to review.
  3. Select Search.  If you don’t receive a matching value, insure that AR Update has run, and that the Posting Status of the group is “Complete.”
  4. The Item Activity From a Group page displays.
  5. Review the associated open items on the customer accounts.
Item activity from a group

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 Reviewing Open (Posted) External Items. This link will open in a new window.

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