Unposting a Payment Group

Purpose: To unpost a payment group using ctcLink.

Audience: Accounts Receivable staff.

At times, you unpost payments in the receivables system due to lack of sufficient funds or incorrect entries. Unposting payments updates balances only in ctcLink Receivables and updates the General Ledger and creates Reversing Accounting Entries. You can unpost payments only after the Receivables Update process is run and the payments are posted successfully.

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.

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

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

If you do not want to unpost the entire group, you can unpost and repost specific items by selecting the Partial Unpost hyperlink.

  1. Select the Options tab.
Payment Group page on the Payment Control tab. The Options tab is highlighted.
  1. 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.
  2. Enter or search for the appropriate Unpost Reason.
  3. Select the Edit Accounting Date checkbox.
  4. In the Accounting Date Field, enter a date in the current Open Accounting Period.
    1. A Warning message appears. Select the OK button.
  5. 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.
  1. 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.
  2. Select Batch Standard from the Posting Action drop-down menu.
  3. Select the OK button.
  4. 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.
  1. 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.
  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.

View Tutorial via Panopto

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