Navigating Regular Deposits and Payment Worksheets
Purpose: Use this as a reference to enter detail reference and understand the Payment Worksheet functionality in ctcLink.
Audience: Accounts Receivable staff/supervisors.
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.
ctcLink enables you to enter regular deposits for open items and specify the payment amount and some of the available entry types for processing these open items.
Applying payments is a process of matching payments received from customers with open items.
Navigation: Accounts Receivable > Payments > Online Payments > Regular Deposit
- The Regular Deposit search page displays. It defaults to the Find an Existing Value tab.
- Select a Deposit Unit.
- Enter your Deposit ID.
- Select Search.
- The Totals page displays. Use it to enter information and control totals for a new deposit, or delete a deposit.
The Totals page is unavailable if the deposit has been reconciled with a bank statement.
- Select the Payments tab.
- The Payments page displays. Use it to enter payments and list customer IDs or payment references.
- Select the Detail References link.
- The Detail Reference Information displays. Use it to:
- create deductions,
- pay or write off all or part of an item,
- or create on-account or prepayments.
- This page is like a worksheet and enables you to list the items to which you can apply payments and enter the appropriate entry types. Options are:
- Use the Item ID field to enter an invoice or sequence number.
- Use the Unit field to enter the desired information.
- Use the Customer field to enter the desired information.
- Select Get Pay Amounts. Enter the desired information into the Pay Amt field.
- Select the Type field to enter the desired information.
- Select OK.
- The Detail Reference Information page disappears. The Payments page displays.
- Select Save.
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.
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View Tutorial via Panopto
View the external link to Entering Detail Reference Information. This link will open in a new tab/window.
The Payment Worksheet Process contains three worksheet pages: Selection, Application, and Action.
Using Worksheet Selection
Use the Worksheet Selection page to build a new worksheet or to modify an existing one.
Navigation: Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Worksheet
- Select the Add a New Value tab.
- Enter the desired information into the Worksheet Business Unit field.
- Select the Add button.
- Enter the desired information into the Customer Criteria field.
- You will select the type of customer you want to include in your worksheet.
- Enter the desired information into the Cust ID field.
- Select the Build button. This button is used to create a new worksheet or add items that meet your selection criteria to an existing worksheet.
Using Worksheet Application
Use the Worksheet Application page to apply the payment to the customer's item(s).
Using Worksheet Action
Use the Worksheet Action to select the posting option for the payment or delete a Worksheet.
- The Payment Worksheet Action page displays. Select the Action list under the Posting Action section. Enter the desired information into the Action field. Available choices:
- Batch Priority
- Batch Standard
- Do Not Post
- Post Now
- Post Now to GL
- Select OK. The system saves your work after you select the OK button on the Payment Worksheet Action page.
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