ctcLink Reference Center9.2 Finance9.2 FIN - Accounts ReceivableEntering Deposits and Payments9.2 Entering a Direct Journal Deposit & Creating Accounting Entries for Multiple Items

9.2 Entering a Direct Journal Deposit & Creating Accounting Entries for Multiple Items

Purpose:  Use this document as a reference for entering a regular direct journal deposit for multiple line items and create accounting entries for each line.  These types of deposits/payments are for items not attached to an existing bill or invoice.

Audience:  AR Specialists.

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.

Entering a Direct Journal Deposit

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

  1. The Regular Deposit search page displays.  Select Add a New Value.
  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 Add.
  5. The Totals page displays.
    1. Select an Accounting Date (the current date will be prefilled).
    2. Select your district's Bank Code.
    3. Select your district's Bank Account.
    4. Select a Deposit Type of 'C' (Customer Receipts) (the value may default).
    5. Enter 'USD' as the Control Currency.
    6. Enter the Control Total Amount.  This amount should be the sum of all payments in the deposit group.
    7. Enter the Count.  The count should be the number of all payments in the deposit group.
    8. Select the Payments tab.
Totals page
  1. The Payments page displays.. For each payment entered into this group:
    1. Enter a Payment ID (local business practice should inform your decision.).
    2. Enter an Amount.
    3. Select a Payment Method.  'Check' is prefilled and most common.
    4. Check the Journal Directly Checkbox
    5. Make sure that the Payment Predictor checkbox is NOT checked.
  2. For Direct Journaling deposits, you will NOT enter anything in the Customer Information or Reference Information sections.
  3. You can add an additional payment by selecting the + icon in the Payment Information section.
  4. When you have finished entering payments, select the Totals page using its tab at the top of the page.

Select the Attachments hyperlink to add documentation.

Payments page
  1. The Totals page displays.
  2. Verify the Control Total Amount and Count.  The Difference Amount fields should be 'zero'.
  3. Select Save.  The system will assign a unique Deposit ID if the previous value was 'NEXT'.  Note this Deposit ID for the next step in this QRG.
Totals page
Create Accounting Entries

Navigation: Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries.

  1. The Create Accounting Entries search page displays.
  2. Enter Deposit Unit.
  3. Enter Deposit ID, as noted in Step 12.
  4. Select Search. The search results display at the bottom of the Create Accounting Entries search page, and include each payment in the deposit.
  5. Select the first payment in the deposit.
Create Accounting Entries search page
  1. The Accounting Entries page displays.
  2. Select Speed Type on the Distribution line or manually enter in the Accounting Distribution.

Optional to utilize the AR Speed Type function or manually enter in the Distribution ChartString.

Accounting Entries page
  1. A SpeedType Key field will take the place of the button.  Use the Lookup to select an appropriate Speed Type.

Note: Speed Types are pre-configured and named ChartField (accounting) strings. Selecting one will fill the distribution line's ChartFields.

Accounting Entries page
  1. Enter the Line Amount as a NEGATIVE number (you are crediting the associated revenue account).

Use the scroll bar to scroll over to view the Description field. Optional to add custom detailed information.

Accounting Entries page
  1. Select the lightning bolt icon and the system will generate a Debit line for you.
Accounting Entries page
  1. If you are satisfied with the accounting, select the Complete checkbox at the top of the page.  

Be careful: This is a frequently missed step.

  1. Select Save.
  2. Select Next in List at the bottom of the page to open the next payment in the deposit.
Accounting Entries page

Use the Previous in List and Next in List buttons at the bottom of the page to scroll through your payments to verify all boxes/payment information has been completed correctly.

  1. Repeat steps 19-26 until all payments have been processed.  Note: The next time that Journal Generator runs, the accounting will be moved into the GL.
  2. Process complete.


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