Entering an Express Deposit

Purpose:  Use this as a reference how to enter an express deposit. This process deposits and applies the payment at the same time within ctcLink. You update your receivables system with deposit information after you have deposited the received payments into your bank. If you know the Billing Item IDs or PeopleSoft Invoices for which the payments are received, you can make Express Deposit entries.

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.

Express Deposits match exactly to the open item(s). This type of deposit allows you to enter the Deposit and Apply Payment(s) to Billing Item(s) at the same time. The

For Cost Reimbursable Grant Bill payments, please refer to QRG Fund 145 Grant Payments. CRC Bills have multiple billing lines and maybe cumbersome when using the Express Deposit process.

Entering Express Deposits

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

  1. The Express 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 Express 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 Payment tab page is for entering and applying payments with item IDs in a deposit after you enter the deposit control totals. The Deposit Balanced field displays the deposit status. When the amount total and number of entered payments equals the control amount and count from the Totals page, the status changes from 'No' to 'Yes'. You can update payment information only for deposits that have been reconciled with a bank statement.

  1. The Payments page displays.
  2. Enter the Payment ID, this can be the check number or a naming convention from a local business practice decision.
  3. Enter the Amount. 
  4. In the Reference Information section, Enter or lookup the Item ID (PeopleSoft Invoice Number). Depending upon the Bill Line information, the Line, Pay Amt, Cust ID, and/or Business Unit values populates. Optional to select the plus icon [+] to add another Item ID if the payment pays for multiple Billing Items.
  5. For multiple Payments, select the plus icon [+] and repeat steps 8 thru 10.
  6. Select the Save button.
  7. The Deposit ID is generated. If the value of the Deposit Balanced field updates to 'Yes', this indicates that the total Amount(s) and Payment(s) entered on the Totals page match the total amount for the two payments entered on the Payments page. The Difference Amount should be zero.
  8. Select the Action tab.

Use the Attachments link to upload backup documentation.

Payments tab

The Action tab page is where you can post a deposit (provided that you entered and saved payments on the Payments page), review accounting entries, create worksheets for incompletely applied payments, clear worksheets, or permanently delete the entire deposit so you can start over. 

When you post express deposits, you post individual payments, not a group of all payments in the deposit.  A payment group is always one payment when cash application is done in express deposit.

  1. The Action tab page displays.
  2. The Deposit Balance field displays the status for the deposit. It must be 'Balanced' before you can set the deposit to Batch Standard.
  3. Select the desired Action button to initiate the next step of the process:
    • Worksheet Actions:  select the Build button to create one worksheet for every payment in the deposit. The system indicates the number of worksheets created.
    • Posting Actions:  select the Batch Standard to run the Receivables Update process the next time that a standard scheduled batch jobs runs.  This might occur once a day depending on how often the organization schedules standard jobs. Select the Do Not Post button if you would like to edit their deposit.
    • Accounting Entry Actions:  select the Create Entries button creates accounting entries online for all applied payments in the deposit, as long as the deposit is in balance. The system accesses the Accounting Entries page where you can review and modify accounting entries. The payment status is set to 'Worksheet'. You must return to the Action page to set the group to post. The Receivables Update process occurs twice a day and normally creates the  accounting entries. You only need to create accounting entries online when you must review them right away. For more information on the AR Update  schedule, please see the Financials Process Schedule.  
  4. Optional to select the Delete Express Deposit button to delete the entire deposit and start over.
Action tab
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is audio with captions included with this video. Select the play button to start the video.

Video Tutorial

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

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