Revised:  10/07/2024

Creating Payment Worksheets

ReferencesReferences

Overview

Often, OAKS FIN Payment Predictor function can automatically identify the item for which a payment has been received. If the Payment Predictor cannot match a deposit, OAKS FIN creates a payment worksheet, which agencies must use to manually match the deposit. Agencies may also use this process to create a worksheet manually without attempting to use the Payment Predictor.

The worksheet identifies the item(s) to which a payment should be applied. Note that a worksheet cannot be created manually while the Payment Predictor check box is selected.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Accounts Receivable Tile > Apply Payments

1. Enter the Deposit Unit in the Deposit Unit field.
2. Enter search criteria to locate the deposit. One way to do so is to enter the Deposit ID.

3. Click Search.

   • If more than one payment matches the search criteria (i.e., more than one item was in the batch), a Search Results list displays.

   • Click the desired item.

• The selected payment displays on the Payment Worksheet Selection page.
• The Payment Worksheet Selection page is used to refine selections for pending items. OAKS FIN enters items matching the entered criteria on the worksheet. The categories of criteria are:
  • Customer Reference –Specific customer
  • Item Inclusion Options –Selection of items to include or exclude
  • Item Reference –Specific item numbers

4. Use the Customer Reference section to identify customers whose items are to appear on the worksheets.
5. Leave the default values to pull the pending items for the first customer (Customer One, ID CUSTONE). Otherwise, enter a Customer ID.
6. Enter the agency-specific code in the Business Unit field to ensure that only the agency’s customers are selected.
7. Use the Item Reference section to identify specific items or ranges of items to include on the worksheet
8. Enter the Reference Number in the Reference field.
9. Select an Item Inclusion Option from the Item Inclusion Options section to limit the records pulled into the worksheet.
   • The Item Inclusion Options include:
     • All items
     • Items in Dispute Only
     • Deductions Items Only

10. Click Build.

• The Worksheet Application page displays all open items matching the criteria set on the Worksheet Selection page.

11. Use the Worksheet Application page to apply the payment to items selected on the worksheet.
    • The top line of the worksheet contains the identifying information for the Payment ID being applied
    • The Item Action section defines the actions and accounting codes to apply to each of the selected items.
12. Verify the Entry Type is "Pay An Item."

• If a Qual Code and Reference ID were entered for a specific item on the Worksheet Selection page, the results can be filtered to only see the results for that item by selecting "Selected" from the Display drop-down list.

13. Click Go.
14. Click the Sel field next to the item (or items) to which the payment is to be applied.

• The Balance section displays the payment Amount , the total amount of items that have been selected in the list, and the Remaining amount of the payment that can be applied towards further open items.

15. If part of an item is being paid, edit the Pay Amt field to specify the amount currently being paid.

• The default amount of Pay Amt field is the full amount of the open item.

16. Click Save to apply payment to the selected item(s).

• The full payment must be applied before OAKS FIN will allow the payment to save.

17. Click the Worksheet Action link.

• The Payment Worksheet Action page displays.

18. Click Create/Review Entries.

• OAKS FIN displays the ChartField strings on the Accounting Entries tab.

19. Review at least the Fund , Account , and Dept fields for accuracy.
20. Click Return to Previous Panel.

• The Payment Worksheet Action page displays.

21. Select Batch Standard from the Action dropdown list.
22. Click OK.
23. Click Save.
24. Click the Worksheet Selection link.

• The Payment Worksheet Selection page displays.

25. Click the Next in List button to apply the next payment in the batch.

• This process is useful if most or all of the payments in the batch are being applied.

26. Instead of clicking Next in List, click Return to Search to access more of the payments in the batch.

• This process is useful if the batch contains many payments that are not being applied.