9.2 Entering a Deposit and Applying Using a Worksheet

Purpose:  Use this document as a reference for entering a deposit and applying using a worksheet in ctcLink.

Audience:  Accounts Receivable staff.

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.

Entering a Deposit

Navigation: Accounts Receivable > Payments > Online Payments > Regular Deposit

  1. The Regular Deposit search page displays.
  2. Select the Add a New Value tab.
  3. Enter Deposit Unit.
  4. Select Add.
  1. The Totals tab displays.  Use it to enter information and control totals for a new deposit, or delete a deposit. The Totals page is unavailable if the deposit has been reconciled with a bank statement.
  2. Use the Accounting Date field to enter the accounting date for each payment and for all pending items created from the payment. You can override the date on the Regular Deposit - Payments page. The system validates the accounting date to make sure it falls within the open period for the business unit and transaction type as defined on the Open Period page for the business unit.
  3. Enter Bank Code.
  4. Enter Bank Account.
  5. The Deposit Type will auto-fill.
  6. Enter Control Currency = USD.
  7. Enter Control Total Amount.
  8. Enter Count.
  9. Enter Received and Entered.
  10. You will enter the date when either the bank or your company received the payment
  11. Because of normal processing delays, the Received date may be different from the Entered date
  12. Select the Payments tab.
Totals tab
  1. The Payments tab displays.
  2. Enter Payment ID.  You can enter the check number or any other identifying number.
  3. The Accounting Date field displays the payment date, using the accounting date on the Totals page as the default.  The system validates the payment date to make sure that the date falls within the open period for the business unit and transaction type as defined on the Open Periods page for the business unit.  The payment date may be different from the deposit date, if you use the postmark date from checks. The payment date affects earned discounts, so it's important that it is accurate.
  4. Enter Amount.
  5. Enter Customer ID.  Customer information is optional. However, the more information you can provide, the easier it is to use the payment worksheet
  6. Enter Business Unit.
  7. Select Save.
  1. Take note of the Deposit ID number created when you saved this transaction. You will reference this number to apply payments.

Notice the payment is Balanced and the Apply Payment link is appears. This hyperlink takes you directly to a Payment Worksheet to apply a payment or use the following navigation to continue using the NavBar.

Apply Payment Using a Worksheet

Navigation: Accounts Receivable > Payments > Apply Payments > Create Worksheet

  1. The Create Payment Worksheet search page displays.
  2. Enter Deposit Unit.
  3. Enter Deposit ID.
  4. Select Search.
Create Payment Worksheet search page
  1. The Payment Worksheet Selection page displays.  Use it to create a new worksheet, modify an existing one, and select items to include in the worksheet.
  2. Select Build.  This will allow you to create a new worksheet or add items meeting your selection criteria to an existing worksheet

The following may occur if the payment is out of balance or there are duplicate payments:

  • If the Build button is unavailable, the deposit containing this payment is out of balance, or the deposit is a duplicate lock box or EDI deposit. Correct these problems using the Regular Deposit Balancing page.
  • If you build a worksheet that references the same item multiple times, a warning message appears indicating that you have duplicate payments for the item when you save the worksheet. The item appears multiple times on the worksheet. Apply the payment to the item multiple times, which creates a credit on the customer account, or clear the item and select another action.

If you know the exact invoices of the payment: set the Reference Criteria to Specific Value, restricted to Customer Only and Match Rule to Exact Match. Then use the look up magnifying glass to select your invoice and use the plus icon to add multiple invoices. Selecting them at this stage will populate the Worksheet Application page.

Payment Worksheet Selection page
  1. The Payment Worksheet Application page displays.  Use it to apply payments to selected items.
  2. Select the Sel checkbox(es) next to your payment amount(s).
  3. Enter Pay Amt.

When you save the worksheet, the system updates the remaining amount. You must apply the full amount of the payment so that the remaining amount reaches zero before you post the payment. You can apply the payment to outstanding billing transactions as a credit to the customer's account, or write off the remaining amount if it is small.

  1. Select Save.
  2. Select the Worksheet Action link.
Payment Worksheet Application page
  1. The Payment Worksheet Action page displays.  Use it to delete a worksheet or a payment group and select the posting option for the payment.

You must apply payments on the worksheet, and the worksheet must balance before you can post payments.

  1. The Payment Worksheet Action page will display.
  2. In the Accounting Entry Action section, select Create/Review Entries.
  1. The Accounting Entries will display.
  2. Select Return to Previous Panel.
  1. The Payment Worksheet Action page will display.
  2. Select the Posting Action to Batch Standard (AR Update will run nightly and update payments to the General Ledger).
  3. Select Save.
Payment Worksheet Action page
  1. Process complete.


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