Unposting Direct Journal Payments

Purpose:  Unpost a direct journal payment using ctcLink.

Audience:  Accounts Receivable Staff

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

  • ZZ AR Direct Journal Unpost

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.

  • WHAT IT IS?: This functionality allows the end user to un-post direct journals that have been posted already, create new un-post activity, and new distribution lines for each item that is being unposted.
  • SCENARIO: Imagine a scenario where a deposit for multiple payments have been created with direct journal marked, and then accounting entries have been created, accounting entries have been marked complete and have been run and posted.  Later you have identified that you have entered an incorrect amount or GL distribution and there is no option to modify the accounting entries.  You could leverage the un-post functionality to create the un-post activity, and create a new deposit with correct information with direct journal marked and create the journal payment.
  • PROCESS: From a system process, ensure that you follow the steps contained in this QRG to un-post the direct payment.
  • BENEFITS?: The benefits include enabling businesses to un-post the direct payment, to post correct entries, minimize loss of service, and to eliminate any journal adjustments to correct the entries.

Please refrain from PARTIAL unpost of Direct Journals that have reconciled deposits on the Banking-side.

Unposting Direct Journal Payments

Navigation: Accounts Receivable > Payments > Direct Journal Payments > Unpost Direct Journal

  1. The Unpost Direct Journal page displays.
  2. Enter the Business Unit as the Deposit Unit.
  3. Enter or lookup additional criteria to refine search parameters:
    • Deposit ID, and/or
    • Payment Sequence
  4. Note: Leaving fields blank will pull all available values. Select the Search button.
Enter search parameters
  1. The results will populate in the Accounting Lines area. The result shows deposits for which a direct journal has been posted.
  2. Select the Unpost button for the payment you wish to unpost.
Select the unpost button
Unable to Unpost Bank Reconciled Direct Journal AR Payments?     If OK, continue with Step 7.

While unposting a direct journal payment, if you receive a message that the direct journal has been reconciled with a bank statement. Please reach out to your local accounting team responsible for bank account reconciliation. Provide them with the following details:

  1. Business Unit
  2. Deposit ID
  3. Payment Amount and Date
  4. Reason for unposting

They can assist in unreconciling the pertinent transaction. Once unreconciled, you can proceed to unpost the direct journal payment.

Unable to unpost direct journal message
  1. The Direct Journal Review page displays. Review the journal (accounting entries and amounts) to ensure that the correct items haven been chosen as desired for un-posting. Select the tabs to review additional information.
  2. Select OK to unpost the direct journal payment for the reversal of the initial post.
Select OK button to unpost

NOTE: Direct Journals are not affected by AR UPDATE and do not post to customer accounts. Journal Generator, scheduled by the State Board, sends the unpost transaction into General Ledger (GL). You will be able to view your reversing journal entries created by your unpost the next day in GL. The Direct Journal Deposit you unposted may not be deleted or altered since it’s now a source document for your journals in GL. Once the unpost is complete, you can create a new Direct Journal Deposit.

  1. Process complete.

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 Via Panopto

View the external link to Unposting Direct Journal Payments. This link will open in a new tab/window.


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