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

1. The Regular Deposit search page displays.  Select the Add a New Value tab.
2. Enter the desired information into the Deposit Unit field.
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 tab is unavailable if the deposit has been reconciled with a bank statement.
5. Enter the desired information into the Accounting Date field. (Note: Dates will default to the current date)
   • You will use this 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 the desired information into the Bank Code field.
   • If you do not know the correct code, you can select the magnifying glass icon to look it up.
7. Enter the desired information into the Bank Account field.
   • If you do not know the correct code, you can select the magnifying glass icon to look it up.
   • After you choose the bank account type, the Deposit Type field should automatically populate. If this does not happen, you may enter the information manually.
8. Enter the desired information into the Control Currency field.
   • You will enter a currency code only if the same currency is used for all of the payments.
   • Specifying a control currency at the deposit level is optional. If you enter currency at this level, all payments in the deposit must have this same currency.
   • To take advantage of multi-currency processing, leave the control currency blank and specify the currency at the payment level. The next tab in this component, Payments, enables you to enter a different currency for each payment in the deposit.
9. Under the Control Totals section, enter the desired information into the Control Total Amount and Count fields.
   • You will use these fields to enter the control totals for the amount and count of the payments in this deposit.
   • You can have a zero-total deposit if the payment amounts offset each other.
10. Enter the desired information into the Received and Entered fields.
    • You will use the Received field to 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.
11. Select the Payments tab.

12. The Payments tab displays.  Use it to enter details about each payment in a regular deposit. The more information you can provide on this page, the easier it will be to work with the payment worksheet.
13. The Balance field displays the status for the deposit. When the amount total and number of entered payments equals the control amount and count from the Totals page, the status changes from "Not Balanced" to "Balanced". The total amount of all the payments in the deposit must match the control totals on the Totals page before you can create a payment worksheet.  Note that you cannot update payment information for a deposit that has been reconciled with a bank statement.

14. Enter the desired information into the Payment ID field.
    • Use this field to identify a payment. You can enter the check number or any other identifying number.
15. 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.
16. Enter the desired information into the Amount field.
17. Select the Journal Directly check box option.
    • Choose this option only if a payment should be handled as miscellaneous cash received rather than applied to items.
    • Payments journalled directly to the general ledger cannot be processed in payment worksheets and do not go through the Receivable Update process.
18. Select Save.

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

1. Select Add a New Value tab.
2. Enter or look up the Deposit Unit field.
3. Select the Add button.

1. The Regular Deposit page displays.
2. Enter the Bank Code.
3. Enter the Bank Account.
4. Enter the Control Currency 'USD'.
5. Enter the Control Total Amount.
6. Enter the *Count number.
7. Select the Payments tab.

8. The Payments page displays.
9. Enter the Payment ID that works for your college.
10. Enter the Amount.
11. Select the Journal Directly check box.
12. Select Save.

13. The Payment Deposit ID has been created and should have a Balanced status.
14. Select the Apply Payment link.

15. The Accounting Entries page displays.
16. If your college has AR Speed Types set up please see below.  If not, please skip to Step 17.

17. Enter the Line Amount.
18. Enter the Account.
19. Enter the Operating Unit.
20. Enter the Fund.
21. Enter the Department.
22. Enter the Class.
23. Optional to add a description in the Line Descr field.
24. Enter the State Purpose.
25. Select the lightening bolt icon to create the cash balancing line.

26. The cash balancing line is created.
27. Select the Complete check box.
28. Select Save.

29. The 'eraser' icon disappears.
30. The Direct Journal payment will post to the General Ledger at the next AR Update.

31. Process complete.

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

1. The Regular Deposit search page displays.  Select Add a New Value.
2. Enter your district's business unit as the Deposit Unit (it may be prefilled).
3. Leave the Deposit ID as “Next” (unless local business practice dictates otherwise).
4. Select Add.
5. The Totals page displays.
   1. Select an Accounting Date (the current date will be prefilled).
   2. Select your district's Bank Code.
   3. Select your district's Bank Account.
   4. Select a Deposit Type of 'C' (Customer Receipts) (the value may default).
   5. Enter 'USD' as the Control Currency.
   6. Enter the Control Total Amount.  This amount should be the sum of all payments in the deposit group.
   7. Enter the Count.  The count should be the number of all payments in the deposit group.
   8. Select the Payments tab.

6. The Payments page displays.. For each payment entered into this group:
   1. Enter a Payment ID (local business practice should inform your decision.).
   2. Enter an Amount.
   3. Select a Payment Method.  'Check' is prefilled and most common.
   4. Check the Journal Directly Checkbox
   5. Make sure that the Payment Predictor checkbox is NOT checked.
7. For Direct Journaling deposits, you will NOT enter anything in the Customer Information or Reference Information sections.
8. You can add an additional payment by selecting the + icon in the Payment Information section.
9. When you have finished entering payments, select the Totals page using its tab at the top of the page.

10. The Totals page displays.
11. Verify the Control Total Amount and Count.  The Difference Amount fields should be 'zero'.
12. Select Save.  The system will assign a unique Deposit ID if the previous value was 'NEXT'.  Note this Deposit ID for the next step in this QRG.

1. Uncheck the Complete Box.
2. Select Save.

3. Upon saving the Eraser icon reappears. Select the Eraser icon.

4. Once the Eraser icon is selected, the Cash Balancing Accounting Entries will disappear.
5. Make adjustments to the ChartString as needed.
6. Select the Lightening Bolt icon to re-create the Cash Balancing Accounting Entries.

7. The Cash Balancing Accounting Entries will generate.
8. Select the Complete check box.
9. Select Save.

10. Process complete.

Navigation: Accounts Receivable > Payments > Direct Journal Payments > Copy Direct Journal

1. On the Copy Direct Journal search page, enter the Deposit Unit.
2. Enter or lookup the Deposit ID you wish to copy.
3. Select the Search button

4. The Copy Direct Journal page displays. In the Direct Journal Action section select the Copy Direct Journal radio button.
5. Enter the Number of Copies of the selected Direct Journal Deposit ID that you'd like to copy (optional to add more than 1 copy).
6. Select the Create Direct Journals button.
7. Select the Save button.

8. The Copy Results section populates with the newly copied Direct Journal information. Select the new 'Go to Direct Journal Acctg Entries' hyperlink.

9. The Direct Journal Acctg Entries page displays. If NO CHANGES, select the Complete checkbox and continue to Step 11.
10. If YES CHANGES, and you would like to make any changes to the copied ChartString follow the directions below;
    1. Select the Delete icon (box with a red X inside).
    2. Update the ChartFields values as needed.
    3. Select the lightning bolt icon to create the offset line.
    4. Mark the Complete checkbox to finish or finalize this transaction.

11. Select the Deposit Control tab.
12. Select the Save button.
13. Verify or confirm that deposit was Journalled.