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

Purpose:  Use this document to record an NSF in a CLOSED period (when anticipating payment in the future) within ctcLink.

Audience:  Finance/Accounts Receivable

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.

Overview:  When an NSF occurs, the payment must be unposted to free up the invoice on the customer’s account so the account will reflect an outstanding invoice.

The activity for a closed period is almost the same as a current period with the exception that the accounting date must be changed.  

Below is the process for recording an NSF by CHANGING the accounting date.

Closed Period NSF

Navigation:  Accounts Receivable > 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.  Review it for correct data content.
  2. Select Options.
Payment Control page
  1. The Options page displays.
  2. From the Unpost Reason dropdown menu, select 'NSF'.
  3. Select Save.
Options page
  1. A message window displays.  Read it.
  2. Select Cancel.
message window
  1. The message window disappears.
  2. A second message window displays.  Read it.
  3. Select OK.
Message
  1. The second message window disappears.
  2. Select the Edit Accounting Date checkbox.  This will free up the Accounting Date field.
  3. Enter the current open date in the Accounting Date.
Options page
  1. Select Save.
  2. A message window displays.  Read it.
  3. Select OK.
message window
  1. The message window disappears.
  2. Select Save.
  3. Select Action to release this unpost payment group.
  4. Select Review Unpost Now.
Action page

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

  • ZZ AR Item Entry

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

  1. Review accounting.
  2. This, unfortunately, will take you out of the unpost  but you can return to the action tab by going to NavBar > Navigator > Accounts Receivable > Receivables Update > Unpost Groups > Pending Unpost Group.  
  3. The Pending Unpost Group  search page displays.
  4. Enter Group Unit.
  5. Enter Group ID.
  6. Select Search.
Pending Unpost Group search page
  1. The Group Control page displays.
  2. Select Action.
Group Control page
  1. The Action page displays.
  2. Select Balance.
  3. Select Batch Standard.
  4. Select Save.
Action page
  1. Run AR update.  You have now unposted the payment and it is awaiting the confirmation of repayment by the bank for the NSF.
  2. 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).
  3. 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 deposit id 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”.  
  4. Enter the Deposit ID, this will pull up the proper worksheet information.
Find an existing payment
  1. Enter the Customer ID, go to the Item Reference and enter the appropriate invoice number.
  2. Select Build to go to the Worksheet Application page.
Payment Worksheet Selection page
  1. When the warning message appears, select OK.
Message
  1. Select Worksheet Action.
Payment Worksheet Application
  1. On the Worksheet Action page, select Create/Review entries.  (You will see another accounting date warning).
Payment Worksheet Action page
  1. Select the Return To Previous Panel button after reviewing accounting entries.  This will take you back to the Payment Worksheet Action page.
Payment Control tab
  1. Change the Posting Action to 'Batch Standard'.  (You will see one more warning).
  2. Run AR update.
  3. 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.

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View Tutorial via Panopto

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