9.2 Unposting Item Groups

Purpose:  Use this as a reference to unpost item groups using ctcLink.

Audience:  Accounts Receivable staff/supervisors.

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

  • ZZ AR Item Entry

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.

NOTE: You can unpost item groups only if the AR Update process has successfully processed them. "Unposting" items creates a new group that is the exact opposite of the original group. The unpost group creates a new unpost item activity and new accounting entries for each item that it is unposting.

NOTE: If the AR Update process has not run, groups for which you selected the Batch Standard posting action are not really posted. In that case, select the Do Not Post posting action on the Action page to prevent the groups from posting.  You do not need to unpost the groups.

Unposting Item Groups

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

  1. The Online Group search page displays.  This QRG assumes that the Group Unit will auto-populate with your correct business unit.  If it does not, you will need to select that data first before continuing to the next steps. Enter or lookup the Group ID.
  2. Select the Search button.
  3. The Group Control tab displays. Use it to review groups that are posted based on a combination of search criteria and link to the appropriate unpost page. Select the Options tab.
Group Control page
  1. The Options tab page displays. Use it to modify the accounting date or the unpost reason prior to unposting any groups. You can also use this page to define document sequencing options for the unpost group.
  2. Select the Keep Original Document Type checkbox to use the document type of the original group.  Deselect to use the default document type for the group type.

This field is available only if you have enabled document sequencing.

  1. The Unpost Reason field is used to specify the reason code for the unpost action.  For example, you might want to indicate that you are unposting a payment group because a check was returned due to insufficient funds.  You view the reason on the Item Activity and Payment Status pages.  Select your reason from the Unpost Reason drop-down menu.
  2. Select the Edit Accounting Date checkbox if you want to change the Accounting Date field.  The new accounting date must be in an open accounting period for the Receivables business unit.
  3. Select the Action tab.
Options tab page
  1. The Action tab displays. Use it to select an action for an unpost group.
  2. Select a posting action for the group:
    • Batch Standard: Runs the next time a standard scheduled batch jobs runs. This may occur once a day depending on how often the organization schedules standard jobs. (RECOMMENDED)
    • Do Not Post: Saves the changes for the unpost group, but no posting takes place.
    • Post Now: Runs the Receivable Update multi-process job immediately. If the user enabled the notification feature, the system displays a message when the job completes.
    • Post Now to GL: Runs the Receivable Update multi-process job immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the job completes.
  3. Select the OK button.

The posting options that are available depend on the options that are selected on the Define User Preferences - Process Group page.  Use the Post Now and Post Now to GL options only for small groups or when there is an immediate need to post the transaction.  The system issues a message if another user or scheduled process is posting transactions for the same business unit and customer combination at the same time.  Your transaction saves automatically when you select the OK button.

Select Batch standard

NOTE: Delete Unpost is available after you select a posting action. Select to delete the unpost group that you created.

After you select a posting action, optional to select Review Unpost Now to display a page where you can review the details of the unpost group.  

Unpost Group ID is created

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 Unposting Item Groups. This link will open in a new window.

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