Process Steps Create a Wire Deposit for an AR Item Deposit This topic covers how to enter a wire deposit for an AR Item that has been received by the Treasurer first from the bank. Steps to complete: Step 1: Partially Complete the Regular Deposit Entry pages Step 2: Monitor the Approval Workflow Step 3: Complete the Deposit as you would normally Step 1: Partially Complete the Regular Deposit Entry pages First you will partially complete the Regular Deposit Entry pages. Begin by navigating to the Regular Deposit page. Navigation Links: Accounts Receivable, Payments, Online Payments, Regular Deposit. On the Regular Deposit page, click on the Add a New Value tab to begin creating the new deposit. Accept the default Deposit Unit or enter the Deposit Unit. This is a required field. Accept the default of “NEXT” in the Deposit ID field and SWIFT will automatically assign the next number available after you save the deposit. You can also enter your own. Click the Add button and the Totals page displays. Complete the Totals tab fields as you would normally, making sure to select “W” for the Deposit Type. The “W” will trigger an automatic workflow to the Treasurer for approval after you save. Enter the applicable payment Amount, Payment ID, and Customer or item Reference Information for each line on the Payments tab. You should not select the Payment Predictor option at this point. (This option should not be available for editing.) If you do not enter the Customer or item Reference Information at this time, after the deposit is approved by the Treasurer, you will not be able to return to the deposit to enter the information because the deposit status is automatically set to “Complete”. Instead, you must enter the information on the Payment Worksheet and apply the payment manually. Refer to the “” topic. WARNING! Do not save the deposit until you are sure that the information is correct. You cannot make changes to the deposit after you save. After verifying the deposit, click on the Save button. The Totals tab displays “In Workflow” in the Deposit header. You will not be able to change anything at this point. When a deposit is in workflow, it should NOT be deleted under any circumstance, as this creates issues with the workflow.
Accept the default Business Unit or enter a Business Unit. Accept the default “NEXT” in the Worksheet ID field and the system will assign the next number available after you save the worksheet. Click on the Add button. The Worksheet Selection page displays. Use the Worksheet Selection page to select the items that will appear on the worksheet. You can select Items by customer using the fields in the Customer Criteria section or by Item using fields in the Reference Criteria section. You can also use the Customer and Item Criteria sections in combination. Optionally, enter information in the Customer Criteria section. In this example, the Customer ID is used and all open items for the customer will be brought into the worksheet. Field Name Field Description Customer Criteria The default is “None”. Accept the default to allow the broadest search. Other options included in the drop-down list allow you to restrict the type items searched to “Corporate Items”, “Customer Items”, or Remit From Items”. Customer ID Enter the Cust ID or click on the Lookup to search for and select a Customer. Business Unit Accept the Business Unit default or enter a Business Unit. Note: once you select the Business Unit, SWIFT populates the other fields in the Customer Reference section. Optionally, use the Reference Criteria section to specify which items will be selected when you build the worksheet. In this example, no Reference Criteria is entered so the worksheet will contain all open items for the customer. Field Name Field Description Reference Criteria Must = “Specific Value”. After you enter the Reference, the value will automatically change to “Specific Value”. Qual Code Select “I - Item”. Reference Enter the Item reference number or click on the Lookup to search for the Item. Note: Use the Add New Row (+) icon to enter additional reference numbers. When you select specific Items, they will populate to the Worksheet Application page already selected in the next step.
Group Unit Enter your Group Unit (usually same as Business Unit). TIP: Use the “IN” operator to select multiple Group Units and save your search. Business Unit Enter your Business Unit. TIP: Use the “IN” operator to select multiple Business Units and save your search. To check for errors on a transfer worksheet Navigation Links: Accounts Receivable, Receivables Update, Correct Posting Errors, Transfer Field Name Description Group Unit Enter your Group Unit (usually same as Business Unit). TIP: Use the “IN” operator to select multiple Group Units and save your search. Business Unit Enter your Business Unit. TIP: Use the “IN” operator to select multiple Business Units and save your search. To perform error checking and edit overdue charge pending item groups Navigation Links: Accounts Receivable, Receivables Update, Correct Posting Errors, Overdue Charge Items Field Name Description Group Unit Enter your Group Unit (usually same as Business Unit). TIP: Use the “IN” operator to select multiple Group Units and save your search. Business Unit Enter your Business Unit. TIP: Use the “IN” operator to select multiple Business Units and save your search. To check for unpost function errors Navigation Links: Accounts Receivable, Receivables Update, Correct Posting Errors, Unpost Field Name Description Group Unit Enter your Group Unit (usually same as Business Unit). TIP: Use the “IN” operator to select multiple Group Units and save your search.