Correcting or Deleting Deposits and Direct Journals not Posted to GL

 

Purpose 

This document provides instructions on how to correct or delete Deposit Direct Journal accounting lines that have not been posted to the GL. This process is used when a user has incorrectly added a deposit and needs to correct or delete it.

 

Requirements 

To correct or delete a deposit, the deposit must meet the following criteria:

  • It must not be reconciled to the Bank Statement in Cash Management. If the deposit was already reconciled, please have your department’s banking person unreconcile the deposit to the bank statement.
  • The deposit must never have been posted to the General Ledger.
  • None of the payments associated with this Deposit can be marked complete. If they are, the complete checkbox will need to be unchecked on the Modify Accounting Entries page.
  • The payment must not be already assigned to a Payment Worksheet. This criterion is only applicable for payments that are applied to customer items. It does not apply to Direct Journals.

 

Key Topics

  • Topic 1: Change or Delete Accounting Lines for a Direct Journal
  • Topic 2: Completely Delete a Deposit

Topic 1: Change or Delete Accounting Lines for a Direct Journal

 

Step 1: On the Financials homepage, select the Receivables & Deposits tile.



Step 2: The Regular Deposit page will appear. Click Create Direct Journal Entry.



Step 3: Enter the Deposit Unit and Deposit ID of the deposit you would like to delete and click Search.




For this example, the deposit was not found, which indicates it may have already been marked Complete. If this is the case, and the deposit has not been reconciled or posted to GL, we can navigate to the Modify Accounting Entries page and search for the deposit there.

 


Step 4: Click Modify Accounting Entries.



Step 5: Enter the Deposit Unit and Deposit ID of the deposit and click Search. 



Step 6: The Deposit is available. Select the first Payment Sequence.




Step 7: The Complete checkbox is available. We will need to uncheck this for each payment. Uncheck it.




Step 8: This message advising that the accounting lines can be updated on the Create Direct Journal Entry page may appear. Click OK.



Step 9: Note that the Complete checkbox is now unchecked. Click the Next in List button to navigate to the next payment. This will need to be done for each payment.



Step 10: Uncheck the Complete checkbox and click OK to the warning message again. This is the last payment on this deposit, so we’ll click Save. 




Step 11: Navigate back to the Create Direct Journal Entry page.




 Step 12: Enter the Deposit Unit and Deposit ID and click Search. 




Step 13: The deposit is now available. Select the first Payment Sequence.




Step 14: On the Accounting Entries tab, click the Delete icon. This will remove any system generated accounting lines.




Step 15: The accounting line is now available to be corrected as needed. Once the changes have been entered, click the Create icon (lightning bolt) to regenerate the cash line.




Step 16: Check the Complete checkbox and click Save. 




Step 17: Click the Budget Check icon. 




Step 18: The Budget Status should now appear as Valid. Click the Next in List button.




Step 19: We are not making any changes to the second payment, so we’ll just repeat steps 16 and 17. Mark the payment as Complete, click the Save button, and then click the Budget Check icon. The Budget Status is now Valid.




Done! We have corrected an accounting line for a Direct Journal that has not yet posted to the General Ledger.

Topic 2: Completely Delete a Deposit

 

To completely delete a deposit:

  • It must not be reconciled to the Bank Statement. Please have your department’s banking person unreconcile the deposit if needed.
  • It must not be posted to the General Ledger.
  • None of the payments associated with the deposit can be marked Complete.
  • The payment must not be already assigned to a Payment Worksheet.

 

If the Deposit meets these criteria, proceed as follows:

 

Step 1: On the Financials homepage, select the Receivables & Deposits tile.




Step 2: The Regular Deposit page will appear. Enter the Deposit Unit and Deposit ID of the deposit to be deleted and click Search.




Step 3: The Delete Deposit button is available, indicating that the deposit is eligible for deletion. Click the Delete Deposit button. 

 

Note: If the Delete Deposit button is grayed out, that could mean that one or more payments are marked Complete. Follow the instructions in 
Topic 1 Steps 5 through 10 to uncheck the Complete checkbox for every payment.

 



Step 4: Click Yes to delete the deposit.




The form will gray out:




Done! The deposit has been deleted from the system.