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Unposting Mixed Payment Deposits

Purpose: Use this as a reference how to unpost mixed payment deposits when there is an AR deposit with multiple payment sequences made up of Direct Journals and payments applied against invoices.

Audience: 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:

User Preferences: Accounts Receivable

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.

Unposting Payments Against Invoices

Navigation: Accounts Receivable > Receivables Update > Unpost Groups > Payment Group

The Payment Group search page displays. If the Deposit Unit does not auto-populate, you may need to complete that field first.
Enter the Deposit Unit.
Enter the Deposit ID.
Select the Search button.
The Payment Control page displays. Use it to review group control information, such as the group type, accounting date, group totals, and posting status.
Select the Options tab.

Payment Group page on the Payment Control tab. The Options tab is highlighted.

The Options page displays. Use it to specify a reason for unposting a group or change the accounting date. Define document sequencing options for the unpost group.
Enter or search for the appropriate Unpost Reason.
Select the Edit Accounting Date checkbox.
In the Accounting Date Field, enter a date in the current Open Accounting Period.
1. A Warning message appears. Select the OK button.
Select the Action tab.

Payment Group page on the Options tab. The Action tab is highlighted. On the Options tab page, the Unpost Reason and Accounting Date fields are highlighted. The Edit Accounting Date checkbox is selected and highlighted.

The Action page displays. Use it to select the posting action for the payment. This page also enables you to delete or review an unposting payment.
Select Batch Standard from the Posting Action drop-down menu.
Select the OK button.
Unposting a payment group enables you to reverse and correct payments by group to update balances in the system.

Payment Group page on the Action tab. The Posting Action section is highlighted.

The updated Action page displays. You have the option to review the unpost transactional details by selecting Review Unpost Now.

Notice the system applies an unpost group ID number. You can use this number and the Deposit ID to review posting results.

Payment Group page on the Action tab. The Unpost Group ID number is highlighted. The Review Unpost Now button within the Accounting Entry Actions section is also highlighted.

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.

View Tutorial via Panopto

View the external link to Unposting a Payment Group. This link will open in a new tab/window.

Unposting Direct Journals (Negative Direct Journal)

Since the Unpost Direct Journal functionality has been disabled, users have a choice between creating zero-dollar deposits or negative deposits to “unpost” their direct journal payments. To determine whether you should create a negative direct journal or a zero-dollar deposit, consider the following:

When to create a Negative Direct Journal Deposit:
- If you need to unpost a direct journal and do not need to make corrections.
When to create a Zero-Dollar Deposit:
- Imagine a scenario where an AR Direct Journal payments were created and posted to the General Ledger.Later you have identified that you have entered an incorrect Department or ChartString distribution and there is no option to modify the accounting entries. To create a Zero-Dollar Deposit, please see the Zero-Dollar Deposit QRG.

How to Create a Negative Deposit

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

The Regular Deposit search page displays. Select the Add a New Value button.
Enter the Deposit Unit.
Select the Add button.
The Totals tab displays. Use it to enter information and control totals for a new deposit, or delete a deposit. The Totals tab is unavailable if the deposit has been reconciled with a bank statement.
Enter the desired information into the Accounting Date field. (Note: Dates will default to the current date)
1. You will use this field to enter the accounting date for each payment and for all pending items created from the payment.
2. You can override the date on the Regular Deposit - Payments page.
3. The system validates the accounting date to make sure it falls within the open period for the business unit and transaction type as defined on the Open Period page for the business unit.
Enter the desired information into the Bank Code field.
1. If you do not know the correct code, you can select the magnifying glass icon to look it up.
Enter the desired information into the Bank Account field.
1. If you do not know the correct code, you can select the magnifying glass icon to look it up.
2. After you choose the bank account type, the Deposit Type field should automatically populate. If this does not happen, you may enter the information manually.
Enter USD for the Control Currency field.
Under the Control Totals section, enter the desired information into the Control Total Amount and Count fields.
1. You will use these fields to enter the control total as a negative value. Your count will still remain positive.
The Control Data section defaults to the current date. Optional to enter the desired information into the Received and Entered fields.
1. You will use the Received field to enter the date when either the bank or your company received the payment.
2. Because of normal processing delays, the Received date may be different from the Entered date.
Select the Payments tab.

Regular Deposit page on the Totals tab. The Payments Tab is highlighted. The Bank Code, Bank Account, Deposit Type, and Control Currency fields are all highlighted. Within the Control Totals section, the Control Total Amount and Count fields are highlighted.

The Payments tab displays. Use it to enter details about each payment in a regular deposit. The more information you can provide on this page, the easier it will be to work with the payment worksheet. Enter the desired information into the Payment ID field. Use this field to identify a payment. You can enter the check number or any other identifying number.
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.
Enter the negative payment amount into the Amount field.
Select the Journal Directly check box option.
1. Choose this option only if a payment should be handled as miscellaneous cash received rather than applied to items.
2. Payments journaled directly to the general ledger cannot be processed in payment worksheets and do not go through the Receivable Update process.
Select Save to create a Deposit ID number and deposit should have a Balanced status.

Regular Deposit page on the Payments tab. Within the Payment Information section, the Payment ID, Accounting Date, and Amount fields are highlighted. The Journal Directly checkbox is also highlighted. The Save button is also highlighted.

Select the Apply Payment hyperlink.

Regular Deposit page on the Payments tab. The Deposit ID is highlighted and the Apply Payment hyperlink whinthin the Payment Information section is also highlighted.

The Accounting Entries page displays. If your college has AR Speed Types set up please see below. If not, please skip to Step 20.
Optional: If your college has AR Speed Types set up, select the Speed Type button to auto-fill the Distribution line. Once selected, it will prompt you to use the lookup tool to view active AR Speed Types. Once selected, the Accounting ChartString distribution will be auto-filled.
In the Distribution Lines section, manually enter or lookup the field values:
Enter the positive Line Amount.
Enter the Account.
Enter the Operating Unit.
Enter the Fund.
Enter the Department.
Enter the Class.
Enter the State Purpose.
Use the scroll bar to view all fields. Optional to add a description in the Line Descr field, i.e. J. Smith Citation#012345 OR select the Journal Reference Information tab to enter information in the Reference column.
Select the Create (lightening bolt) icon to create the cash balancing line.
The Create icon generates the Cash Balancing Accounting Entries. Next to the Create icon is the Delete (eraser) which removes the Cash Balancing Accounting Entries to start over.

Direct Journal Acctg Entries page on the Accounting Entries tab. Within the Currency Details section, the Create button is highlighted. Within the Distribution Lines section on the ChartFields tab, the Speed Type button and chartstring fields are all highlighted.

The cash balancing line is created. Select the Complete checkbox.
Select the Save button.

Direct Journal Acctg Entries page on the Accounting Entries tab. The Complete checkbox is selected and highlighted. The Save button is also highlighted.

The Delete (eraser) icon disappears. The Direct Journal payment will post to the General Ledger during the next running of Journal Generate.
Process complete.