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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:

User Preferences: Accounts Receivable

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: NavBar > Navigator > Accounts Receivable > Receivables Update > Unpost Groups > Payment Group

The Payment Group search page displays.
Enter Deposit Unit.
Enter Deposit ID.
Select Search.

The Payment Control page displays. Review it for correct data content.
Select Options.

The Options page displays.
From the Unpost Reason dropdown menu, select 'NSF'.
Select Save.

A message window displays. Read it.
Select Cancel.

The message window disappears.
A second message window displays. Read it.
Select OK.

The second message window disappears.
Select the Edit Accounting Date checkbox. This will free up the Accounting Date field.
Enter the current open date in the Accounting Date.

Select Save.
A message window displays. Read it.
Select OK.

The message window disappears.
Select Save.
Select Action to release this unpost payment group.
Select Review Unpost Now.

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.

Review accounting.
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.
The Pending Unpost Group search page displays.
Enter Group Unit.
Enter Group ID.
Select Search.

The Group Control page displays.
Select Action.

The Action page displays.
Select Balance.
Select Batch Standard.
Select Save.

Run AR update. You have now unposted the payment and it is awaiting the confirmation of repayment by the bank for the NSF.
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).
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”.
Enter the Deposit ID, this will pull up the proper worksheet information.

Enter the Customer ID, go to the Item Reference and enter the appropriate invoice number.
Select Build to go to the Worksheet Application page.