Revised: 9/19/2024

Modifying Approved Deposits

ReferencesReferences

Overview

Once a deposit has been approved by Treasurer of State (TOS), it cannot be deleted. If the deposit needs to be modified, a zero dollar modification must be completed. These instructions guide the processor through the steps to complete a zero dollar modification.

Steps

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

Create an Offsetting Deposit

1. Click the Add a New Value button.
2. Verify that OAKS FIN correctly populated the BU code in the Deposit Unit field.
3. Enter the Deposit ID - this should be the ID of the deposit being corrected, followed by an "M" or the word "Mod."

• Using this ID standard will allow the quick identification of modifications and their original deposits.

4. Click Add.

4. Accept the default of the current date in the Acctg Date field.

5. Enter "STATE" in the Bank Code field.

6. Enter (or click the look up icon to select) the agency’s primary deposit account in the Bank Account field.

7. Enter "X" as the Deposit Type .

8. Enter "USD" in the Control Currency field.

9. Enter "0" in the Control Total Amount field.

• The total will be zero because there will be two lines of equal amount, one positive and one negative. The resulting total is therefore zero.

11. Enter "2" as the total number of deposits in this batch in the Count field.

12. Click the Payments tab.

13. Enter the check number in the Payment ID field.

    • This should be the same Payment ID as the original voucher.

14. Enter "USD" as the Currency code.
15. Enter the Amount of the payment as a negative number.
    • Example: If the original deposit was for $1000, this amount should be -1000.

16. Click the Journal Directly checkbox.

17. Click the Add a new row icon at the right of the Payment Information section.

    • A new payment record is added.

18. Enter the check number in the Payment ID field.

19. Enter "USD" as the Currency code.

20. Enter the Amount of the payment as a positive number.

21. Click the Journal Directly checkbox.

22. 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.
• After payment has been applied, the link is no longer visible.

23. Click Save.
24. Take note of the Deposit ID.

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries

Adjust Accounting Entries

1. Enter the Deposit ID created in the previous step.
   • This may automatically populate.

2. Click Search .

   • Both sequence lines display in the Search Results.

3. Click the link for the first deposit, which should be the line item with the negative amount.

4. Enter the ChartField distribution exactly as it appeared in the incorrect deposit.

• The Line Amount listed on the Currency Details tab should be a positive dollar amount.

5. Click the Create icon (lightning bolt).

• The offsetting entry is created.

6. The offsetting entry will be a positive amount since the original amount was negative.

6. Click the Complete checkbox.

7. Click Save .

8. Click Next in List.

9. Enter the correct ChartField distribution.

• The Line Amount listed at the right of the ChartFields should be a negative dollar amount.

10. Click the Create icon (lightning bolt).

• The offsetting entry is created.

11. Click the Complete checkbox.

12. Click Save.

• The Deposit modification is now ready for agency approval.

• The Deposit ID can be provided to the agency approver to use as search criteria to locate the deposit.  

13. Send an email to the OBM.RevenueDeposits@obm.ohio.gov mailbox.

• List all deposits in the email that are ready for review.
• Allow 1 - 2 days for processing.
• An email will be sent back to the sending address once the modification is approved.
• Only modifications sent to the mailbox will be reviewed.