Entering a Regular Deposit

Purpose:  Use this document as a reference for Entering a Regular Deposit in ctcLink.

Audience:  Finance Cashier/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.

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 Regular Deposit Totals page displays with the Accounting Date (the current date prefills).
    1. Select your district's Bank Code.
    2. Select your district's Bank Account.
    3. Select a Deposit Type of 'C' (Customer) (This value may prefill).
    4. Enter 'USD' as the Control Currency.
    5. Enter the Control Total Amount - the sum of all payments in the deposit group.
    6. Enter the Count - the number of all payments in the deposit group.
  6. Select the Payments tab.
Totals Tab

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.  For each payment entered into this group:
    1. Enter a Payment ID.  Local business practice should inform your decision (some examples CK1234, EFT1234 or CASH1234).
    2. Enter an Amount.
    3. The Payment Method defaults to 'Check' and most common. Optional to manually change to EFT.
    4. Make sure Payment Predictor and Journal Directly are NOT checked.
    5. Select a Customer ID.
    6. If provided, add any reference information that might already exist in the system:
      1. Select a Qual Code that represents the reference type (for this example, I = Item).
      2. Enter or lookup the Reference (for example, the PeopleSoft Invoice Item ID or Bill number).
    7. To add additional payment, in the Payment Information section select the plus icon [+] then repeat steps 7a - 7f.

Use the Attachments hyperlink to attach documentation.

Payment tab
  1. Optional to select the payment seq Detail Reference Information link. Use it to create deductions, pay, or write off all or part of an item, and create on-account payments or prepayments. On the Detail References tab enter:
    1. Enter Item ID.
    2. Enter Unit.
    3. Enter Customer.
    4. Pay Amount.
    5. Select OK (or Cancel) to close window and return to the Payments tab.

The Detail Reference Information page functions like a worksheet. It enables you to list the items to which you are applying the payment and enter the appropriate entry type for each item.

Detail Reference Information window
  1. Select the Save button to generate the Deposit ID.
  2. Notice that the deposit status is "Balanced". This means that the total amount of items and the number of payments you entered now equals the amount and number entered in the Control Total Amount and Count fields, respectively, on the Totals page.
  3. Select the Totals tab.
Save page generates the Deposit ID
  1. The Totals page displays.

Verify the Control Total Amount and Count.  The Difference Amount fields should be ‘zero’.

Totals tab
  1. Process complete.

In summary, you enter Regular Deposits to update the ctcLink Receivables system with payments that have been deposited in your bank. The next step is to  Apply the Payment. Please see QRG Using a Payment Worksheet to Apply a Payment.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial

View the external link to Entering a Regular Deposit. This link will open in a new window.


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