9.2 Using AR WorkCenter

Purpose:  Use this document to get a basic understanding of the Receivables WorkCenter in ctcLink.

Audience:  Accounts Receivable staff

You must have at least one of these local college managed security roles:

  • ZZ AR Workcenter

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

WorkCenters are a central navigational component that is designed for the end user. The goal of the WorkCenter is to help an end user become more efficient by accessing frequently used pages and pagelets.

As an end user, you can utilize WorkCenter tools such as Edit Filters to tailor the results of your WorkCenter.

The WorkCenter can include these primary tabs and pagelets:

  1. The Main tab contains the My Work and Links pagelets.
  2. The Reports/Queries tab contains the Queries and Reports/Processes pagelets.

Each pagelet contains links to transactional pages or information.

The system administrator customizes and configures the links appearing in each pagelet--My Work, Links, Queries, and Reports/Processes--of the WorkCenter.

Using AR WorkCenter

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables WorkCenter

  1. The Receivables WorkCenter welcome page displays.
Receivables WorkCenter welcome page
  1. The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
    1. Alerts
    2. Items
    3. Payments
    4. Interfaces Not Run
    5. Exceptions 
  2. After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed. 
  3. Select the arrowhead next to the word "Alerts" to expand the section. This is your collapse and expand button.
My Work pagelet
  1. The Alerts section consolidates links to these transactional areas:
    1. Worklist
    2. Write-Offs Pending My Approval
    3. Conversations to Review 
  2. You can track the actionable items assigned to your user ID in this section. If you have any actionable alerts, you can select one and it will open in a new window. 
  3. After you have completed reviewing this screen, you can select the expand/collapse icon again to collapse it. 
  4. If you see a transactional area listed in red with asterisks (**) and the error message listed in the window saying "**Required filter field value not defined," it means that you will need to edit your filters to add an identifier like a business unit and save the change(s). You will now update your filters to remove an error. 
  5. To edit the filters, select the Edit Filters link.
Alerts section
  1. The Edit Filters page displays for you to choose which links to filter.  
  2. You can select the View All link and that will expand all the Group Labels.  
  3. You can easily see which ones will need to be updated as they are highlighted in red. For this example, you will edit the filters for the Link Label contained within the Alerts Group Label.
  4. Select pencil icon to open a new window to configure your filters.
Edit Filters page
  1. You see a large list of choices to review and update. You can scroll down to see the rest of the list as well as the OK, Cancel, and Apply button.  
  2. After you have made your selections, select Apply button to save your changes. A pop up message displays instructing you to refresh the pagelet to see your changes. 
  3. Select OK to close the window and return to the Edit Filters page.
Configure Filter Values page
  1. After refreshing the screen, you no longer see the error message. You can also use the Edit Filters page to make other updates to customize your results.
  2. Notice that some items are displayed in red, some in blue, and others in black.  
  3. Items displayed in blue contain information and you can access them by selecting the link. 
  4. Items displayed in black do not contain information. Modifying the Filter Values for an item may produce results.
  5. Now, you will review each section starting with Items.
My Work pagelet
  1. The Items section consolidates links to these transactional areas (your Items may not be in the same order):
    1. Open Items
    2. Write-Offs Pending Approval
    3. Maintenance Worksheets to Post
    4. Transfer Worksheets to Post
    5. Pending Item Groups to Post
  2. Select the link to view the page in the transaction area, or work panel that you want to work on. 
  3. Select the Open Items link.
Items section
  1. Use the Open Items page to build and view a list of open items that require follow-up based on their status. 
  2. The alternate navigation for this page is Accounts Receivable > Customer Accounts > Item Information > Item List . Traditional navigation would have taken four steps to access this page. When using the WorkCenter, it only takes one step.
  3. Depending on the filters selected for your Open Items page, the grid will show these items:
    1. Disputed
    2. Deduction
    3. Doubtful
    4. Collection
    5. Past Due
    6. By Entry Type (for example, On-Accounts, Prepayments)
  4. Select the Refine Filter Criteria link.
Open Items page
  1. Use the Refine Search Criteria page to customize the displayed data in the Open Items grid. 
  2. Use the vertical scrollbar to see additional options. For this example, select the Cancel button and return to the Items List on your My Work pagelet at the left side of your screen.
Refine Search Criteria page
  1. Select the Pending Item Groups to Post link to load the Pending Item Groups to Post page to the right of your screen.
My Work pagelet
  1. You  use the Pending Item Groups to Post page to review and select one or more pending item groups to delete, post, or unpost.  
  2. This page is unique to the Receivables WorkCenter; there is no alternate navigation. You can perform actions directly on many of the transactional pages in the Receivables WorkCenter. 
  3. For example, you can select the Actions list. Then you select one or more items to post in the Pending Item Groups to Post grid. Select one of the posting actions, and select the GO button to apply the action to the items. 
  4. Select the Expand button to open the Payments section.
Pending Item Groups to Post page
  1. The Payments section includes links to these transactional areas:
    1. Incomplete Payments
    2. Payments to Post
    3. Credit Card Payments to Post
    4. Incomplete Credit Card Payments
    5. Electronic Check Payments to Post 
    6. Express Deposits to Post (see sample screenshot below)
Express Deposits to Post page
  1. Select the Payments collapse button, then select the Interfaces Not Run expand button to continue.
Payments section
  1. The Interfaces Not Run section includes links to these transactional areas:
    1. Bills
    2. Cash Drawer Receipts
    3. Excel Payment Upload
    4. Electronic Deposits
    5. Refunds
    6. Accounting Entries to GL 
  2. Select the Bills link to display the Bills page.
Interfaces Not Run section
  1. Use the Bills page to view bills from the BI_HDR table, which are available to be sent from Billing to Receivables. You can select the Actions list to Load Invoices to AR, and then select GO to execute. From this page, you can select the invoices that you want to load into Receivables tables. 
  2. As with the other areas we have reviewed, you can change the filter criteria on this page, if desired.
  3. Now, select the Interfaces Not Run collapse button, then select the Exceptions expand button.
Bills page
  1. The Exceptions section includes links to these transactional areas:
    1. Posting Errors
    2. Deposit Balancing Errors
    3. Direct Journal Accounting Entry Errors
    4. Excel Upload Deposit Errors
    5. Revenue Estimate Exceptions
    6. Direct Journal Budget Exceptions (see sample screenshot below)
Direct Journal Budget Exceptions page
  1. Select the Exception collapse button, then navigate to the Links pagelet.
Exceptions section
  1. Select the My Work Pagelet Settings button. Select the Minimize link.
  2. The Links pagelet is used to consolidate links to frequently used pages. The links that appear are determined during system setup and are categorized into these sections:
    1. Customer Accounts
    2. Items
    3. Payments
    4. Correspondence
  3. You can expand and collapse each area to see sub-level links as you did in the My Work Pagelet and then select actionable links to review further detail. 
  4. Select the Reports/Queries tab.
My Work section
  1. The Reports/Queries tab includes the Queries and Reports/Processes pagelets.
  2. The Queries pagelet includes links to queries that you may want to access frequently. It includes a link to Query Manager and a collapsible section, My Queries, if you have saved any queries, with links to specific queries.
Reports Queries tab
  1. For an example, you can select the AR Customers In Collection link. You use the AR Customers in Collection page to view the results of the query. You can Download results from links to save the query results in the desired format, including an Excel spreadsheet, CSV text file, or XML file.
  2. Minimize the Queries Pagelet.
Work Center Queries section
  1. The Reports/Processes pagelet includes links to run control pages in these collapsible sections:
    1. Items
    2. Payments
    3. General
    4. Correspondence
    5. Monitor 
  2. For example, you can access the run control page for Request Aging Process within the Items section.
  3. The links that appear in these sections are determined during system setup.  
  4. Select the Items expand button, then select the Request Aging Process link.
Reports Process pagelet
  1. Enter the desired information into the Run Control ID field, then select the Search button. 
Request Aging Process page
  1. Use the Request Aging Process page to run the Aging Process.
  2. This completes the review of the Receivables WorkCenter
Request Aging Process page
  1. Process complete.

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