9.2 Recording an NSF - OPEN Period (When Anticipating Payment in the Future)

Purpose:  Use this document to record an NSF during an open period, when anticipating payment in the future, in ctcLink.

Audience:  Finance/Accounts Receivables

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.

There are essentially three (3) ways in which to treat returned checks. The first way, a Write Off, is NOT covered within this document.

The two (2) remaining scenarios below are NSF in the current period and NSF in the closed period.

Recording an NSF - OPEN PERIOD (when anticipating payment in the future)

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

  1. The Payment Group search page displays.
  2. Enter Deposit Unit.
  3. Enter Deposit ID.
  4. Select Search.
Payment Group search page
  1. The Payment Control page displays.
  2. Select Options.
Payment Control page
  1. The Options page displays.
  2. From Unpost Reason drop-down menu, select 'NSF'.
  3. Select Save.
  4. Select Action.
Options page
  1. The Action page displays.
  2. From the Posting Action Action drop-down menu, select 'Batch Standard'.
  3. Select OK.
  4. Select Save.
Action page
  1. You now must run the AR Update overnight (or request from ERP to run mid-day).

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

  • ZC AR Customer Maintenance
  • ZD AR Inquiry
  • ZZ AR Customer Maintenance

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

After the AR update has been run you may want to look at the customer activity to verify that the account looks as expected.  When properly done you should see your original entry type (invoice or IN) and the original PY (payment) with a positive and the reversal with a negative amount.

Navigation:  NavBar > Navigator > Accounts Receivable > Customer Accounts > Customer Information > Customer Activity

Item Activity tab

You can also select one of the corresponding item ID’s (above) and it will pull up another screen then select the tab labeled “item activity”.  It will give you a detail account of that invoice and its payments (and unposting).

Item Maintenance section
  1. Additionally, a customer account overview can be viewed at NavBar > Navigator > Accounts Receivable > Customer Accounts > Customer Information > Account Overview.  Below is the Worksheet Selection.
Customer Item Inquiry section
  1. After you are done with the unpost you have set the customer’s account to reflect an unpaid invoice.  This means when the bank identifies the check as being paid or settled the payment must now be matched up to the invoice on a payment worksheet.  The navigation is NavBar > Navigator > Accounts Receivable > Payments > Apply Payments > Create Worksheet  (you will be doing a Search not an Add).
  2. You will notice below that the deposit number used is the same as the original Deposit ID.  The reason you must use the old one is because it needs to be matched up to an invoice and you are NOT creating a new deposit  when you unposted it, the payment was no longer applied and the invoice is no longer settled.  The first page is Payment Worksheet Selection.
  3. When using the Payment Worksheet make sure the entry type is Pay an Item and select the appropriate invoice for which you are matching the payment.  Selecting the correct invoice is in the Item Reference area.
Payment Worksheet Selection page
  1. Select Save.
Payment Worksheet Application page
  1. Go to the bottom of the page and select the link Worksheet Action.
  2. Select Create Review Entries (these should already be populated).
  3. Select the pull down menu for Posting Action and choose Batch Standard.
  4. Select OK next to Posting Action.
  5. Select Save.
  6. Run AR update or let it run over night.
  7. What you now have done is taken the unposted payment and joined it to the outstanding invoice.  The net effect is the customer will no longer have an unassociated payment and the invoice will show as paid.
  8. It is recommended that you review the customer account again by reviewing prior steps.
Payment Worksheet Action page
  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 COMING SOON!

View Tutorial via Panopto

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