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. Select the Add a New Value tab.
  2. Enter Deposit Unit. Keep Deposit ID as NEXT.
  3. Select the Add button.
  4. 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.
  5. 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.
  6. Enter or lookup valid values for:
    1. Bank Code.
    2. Enter Bank Account.
    3. The Deposit Type will auto-fill.
    4. Control Currency = USD.
  7. In the Control Totals section, enter values for:
    1. Control Total Amount.
    2. Count.
  8. The Received and Entered dates defaults to the current date. Optional to override date but dates are required to be within the current month. You will enter the date when either the bank or your company received the payment. Because of normal processing delays, the Received date may be different from the Entered date.
  9. Select the Payments tab.
Totals tab page
  1. The Payments tab displays. Enter Payment ID.  You can enter the check number or any other identifying number.
  2. 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.
  3. Enter the Amount.
  4. Enter or lookup the Customer ID.  Customer information is optional. However, the more information you can provide, the easier it is to use the payment worksheet
  5. Enter Business Unit.
  6. Select the Save button.
Payments tab page

Take note of the Deposit ID number created when you saved this transaction. You will reference this number to apply payments.

DEposit ID is created

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.

Apply Payment Using a Worksheet

Select the "Apply Payment" link OR

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

  1. The Create Payment Worksheet search page displays. Enter Deposit Unit.
  2. Enter or lookup the Deposit ID.
  3. Select Search.
  4. 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.

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.

  1. Select the Build button. This will allow you to create a new worksheet or add items meeting your selection criteria to an existing worksheet
Worksheet Selection page
  1. The Payment Worksheet Application page displays.  Use it to apply payments to selected items.
  2. In the Item List section, your payment may already be selected with the correct Pay Amt. If not, select the Sel checkbox(es) next to your payment amount(s) and enter Pay Amt. The Remaining amount must have a zero balance.
  3. Select the Save button.
  4. Select the Worksheet Action link.

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.

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.
  2. Optional to select select the Create/Review Entries button to review the ChartString before proceeding. Select Return to Previous Panel link to return to Worksheet Action page.
  3. The Payment Worksheet Action page will display. Select the Posting Action to Batch Standard (AR Update will run nightly and update payments to the General Ledger).
  4. Select the OK button.

You must apply payments on the worksheet, and the worksheet must balance before the posting payments.

Worksheet Action page

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 Tutorial Via Panopto

View the external link to Entering a Deposit and Applying Using a Worksheet. This link will open in a new tab/window.

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