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 USD for the Control Currency field.
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. The Control Data section defaults to the current date. Optional to 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. 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.
13. 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.
14. Enter the payment amount into the Amount field.
15. 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.
16. Select Save to create a Deposit ID number and deposit should have a Balanced status.
17. Select the Apply Payment link.

18. The Accounting Entries page displays. If your college has AR Speed Types set up please see below.  If not, please skip to Step 19.

19. In the Distribution Lines section, manually enter or lookup the field values:
    1. Enter the negative Line Amount.
    2. Enter the Account.
    3. Enter the Operating Unit.
    4. Enter the Fund.
    5. Enter the Department.
    6. Enter the Class.
    7. Enter the State Purpose.
    8. Use the scroll bar to view all fields. Optional to add a description in the Line Descr field, i.e. J. Smith Citation#012345. OR select the Journal Reference Information tab to enter information in the Reference column.
20. Select the lightening bolt icon to create the cash balancing line.

21. The cash balancing line is created. Select the Complete check box.
22. Select the Save button.

23. The 'eraser' icon disappears. The Direct Journal payment will post to the General Ledger at the next AR Update.
24. Section complete.

Navigation: Accounts Receivable > Payments > Online Payments > Regular 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 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 USD for the Control Currency field.
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. The Control Data section defaults to the current date. Optional to 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. 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.
13. 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.
14. Enter the payment amount into the Amount field.
15. 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.
16. Select the plus icon [+] to add additional payments. Follow steps 14 and 15 for each added entry.

17. When you have finished entering payments, select the Totals page using its tab at the top of the page
18. Select Save to create a Deposit ID number and deposit should have a Balanced status with the Control Total Amount and Count, where the Difference Amount fields should be 'zero'. The system will assign a unique Deposit ID if the previous value was 'NEXT'.

19. The Create Accounting Entries search page displays. Enter Deposit Unit. Enter or lookup the Deposit ID, as noted in Step 18. Select the Search button. The search results display at the bottom of the Create Accounting Entries search page, and include each payment in the deposit.
20. Select the first payment in the deposit.

21. The Accounting Entries page displays. If your college has AR Speed Types set up please see below.  If not, please skip to Step 22.

22. Enter the Line Amount as a NEGATIVE number (you are crediting the associated revenue account). Enter valid field values to complete the ChartString.
23. Use the scroll bar to view all field values. Optional to enter details in the Line Description field.
24. Select the lightening bolt icon to generate the cash balancing lines.

25. The cash balancing lines appear. Mark the Complete check box and select the Save button.
26. Select the 'Next in List' to enter the Accounting Entries for the next entry.

27. Repeat steps 22-26 until all payments have been processed. Select the Deposit Control tab page to verify the deposit and count is balanced.
28. Section complete.

Navigation: Accounts Receivable > Payments > Direct Journal Payments > Direct Journal Acctg Entries

1. On the Create Accounting Entries search page displays. Enter or lookup the unposted Deposit ID. Select the Search button.
2. The Accounting Entries page displays. Deselect the Complete box and select the eraser icon.
3. Select the Save button.

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

7. The Cash Balancing Accounting Entries will generate. Select the Complete check box.
8. Select the Save button.
9. Section 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. Select the Search button
3. The Copy Direct Journal page displays. In the Direct Journal Action section select the Copy Direct Journal radio button.
4. 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).
5. Select the Create Direct Journals button. 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.