Revised: 10/07/2024

Entering Regular Deposits

ReferencesReferences

Overview

Regular deposits are payments associated with a customer, or miscellaneous receipts. Customer payments are applied to Open items, (items billed but not yet paid) and use the payment predictor or a worksheet to process the payment received.

These instructions assume an open item has already been entered in OAKS FIN and now the user must enter a payment from the customer (rather than a miscellaneous payment.)

Steps  

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Accounts Receivable Tile > Add or Update Deposit

Create a Deposit

1. Click the Add A New Value button.
2. Verify that OAKS FIN correctly populated the Business Unit code in the Deposit Unit field.
3. Enter the Deposit ID according to agency policy. Leave "Next" if the agency allows OAKS FIN to generate an ID.
   • Use a maximum of 10 characters for the Deposit ID.
4. Click Add.

5. Enter the actual deposit date in the Acctg Date field.
   • This may be a different date than when the payment was received.
6. Enter "STATE" in the Bank Code field.
7. Enter (or click the Look up Bank Account icon to select) the agency’s primary deposit account in the Bank Account field.
8. Enter the Deposit Type .
   • The Deposit Type defines the deposit category for the entire group and may vary depending on the nature of the transactions.
   • Group like deposits together so only one type of deposit is in each group.
   • Deposit Type codes include:

9. Enter "USD" in the Control Currency field.
10. Enter the total dollar value of all deposits in this batch in the Control Total Amount field.
11. Enter the total number of deposits in this batch in the Count field.
12. Enter the date the items in this batch were received in the Received field.
13. Verify the Entered date displays the date on which the items were actually entered into OAKS FIN.
    • The field defaults to the current date when the batch is created.
14. Enter the OH|ID Workforce User ID of the person to whom entry of this batch is assigned in the Assigned field.
    • This field defaults to the ID of the creator.
15. Click the Payments tab.

16. Enter the check number in the Payment ID field.
    • If entering corrections, all wires, adjustments, bad checks, cash, and checks should be entered as separate line items.
17. Enter the amount of the deposit in the Amount field.
18. Click the Payment Predictor checkbox to have OAKS FIN attempt to automatically match the payment to a pending item.
    • OAKS FIN matches payments to pending items based on the BU, amount, customer and pending item number. If matches are found, OAKS FIN applies the payment. If matches are not found, OAKS FIN creates a payment worksheet and allows the processor to match the payment manually.
19. Use the dropdown arrow to choose the value in the Payment Method field.
    • This field defaults to "Check" but payments may be received in the form of cash, check or EFT.

20. Click the Attachments link to attach any relevant information if desired.
    1. Click Add Attachment.
    2. Click Browse to view files.
    3. Choose the file name and click Open.
    4. Click the Upload button.
    5. Enter a Description of the attachment.
    6. Click OK.

• The number of Attachments is updated. Ten attachments can be uploaded at a time.

21. Enter the customer’s ID number in the Customer ID field.
22. Enter the agency BU in the Business Unit field.
    • To manually identify open items to which this payment should be applied, select them in the Reference Information section.
23. Use the Look up Reference icon, next to the Reference field, to select the open item.
    • If this step is not performed, the item will not be automatically selected on the worksheet. It is good to enter this information if using Payment Predictor.
24. Click Save.
25. Enter further payments by clicking the Add icon for a new record, then following steps 16-24.