Cash receipts created using the Cash Receipts option in Web Link modern experience move through a series of statuses that indicate their progress. The available cash receipt statuses are:
Open
Deposit Pending
Deposit Pending Locked
Deposited
The workflow sequence for the cash receipt status is one of the following:
Open —> Deposit Pending —> Deposited
or
Open —> Deposit Pending —> Deposit Pending Locked —> Deposited
Open Status:
Overview:
Cash receipts with a status of Open:
Initially being created and saved in Web Link modern experience.
Able to be edited in Web Link modern experience only.
Not ready to be processed by the Business Office.
Open cash receipts are not accessible within the Cash Receipts option in General Ledger (or Web Link classic experience, if applicable).*
*Cash receipts with a status of Open can be viewed in the Cash Receipt Inquiry option in General Ledger, if needed.
Details:
When a cash receipt is first entered in Web Link modern experience within the Cash Receipts option, it is saved with a status of Open. A cash receipt with a status of Open can be viewed and edited within Web Link modern experience by the user who initially entered the cash receipt.
A hidden batch is automatically created behind the scenes containing the cash receipts with an Open status (the batch is not accessible within the Cash Receipts option in General Ledger or Web Link classic experience). The open cash receipt batches are created for each user with a processing month based on the date and type of the cash receipt. Cash receipts that are not recurring are included in a hidden batch named “YYYY/MM Cash Receipt Draft-USERID”, and cash receipts that are recurring are included in a hidden batch named “Cash Receipt Draft-Recurring-USERID”.
Deposit Pending:
Overview:
Cash receipts with a status of Deposit Pending:
Show with a status of Deposit Pending (in green).
Previously entered and saved in Web Link modern experience.
Added to a deposit but can still be edited in Web Link modern experience if needed.
Ready to be processed (posted) by the Business Office.
Deposits (batches) containing cash receipts with a status of Deposit Pending are accessible in General Ledger (and Web Link classic experience, if applicable), and can only be posted from within General Ledger.
Details:
After entering cash receipts, a deposit (batch) is created, and then cash receipts are added to the deposit for submission to the bank and posting from within General Ledger.
When a cash receipt is added to a deposit, the status automatically changes to Deposit Pending. The cash receipt also moves out of the hidden draft batch and into the batch created for the deposit. The deposit batch can be accessed and then posted from within the Cash Receipts option in General Ledger.
A cash receipt with a status of Deposit Pending can be viewed and edited in Web Link modern experience by the user who initially entered the cash receipt (or by any user from within General Ledger, if needed).
Deposit Pending Locked:
Overview:
Cash receipts with a status of Deposit Pending Locked:
Show with a status of Deposit Pending (in orange) followed by a lock icon.
Previously entered, saved, and added to a deposit in Web Link modern experience.
Locked by the Business Office (through General Ledger) and being reviewed for posting.
Unable to be edited in Web Link modern experience.
Deposits (batches) containing cash receipts with a status of Deposit Pending Locked are accessible in General Ledger (and Web Link classic experience, if applicable), and can only be posted from within General Ledger.
Details:
If desired, the Business Office is able to lock a deposit (cash receipts) batch from within General Ledger to prevent the cash receipts from being changed (or additional cash receipts added to the batch) in Web Link modern experience. If a deposit (cash receipts) batch is locked, the status of the cash receipts in the locked batch automatically changes from Deposit Pending to Deposit Pending Locked.
When a deposit (cash receipts) batch is locked, the Business Office can review the batch, and make changes if needed, and then post the batch when ready from within the Cash Receipts option in General Ledger.
A cash receipt with a status of Deposit Pending Locked can be viewed in Web Link modern experience by the user who initially entered the cash receipt, but it cannot be edited.
Deposited Status:
Overview:
Cash receipts with a status of Deposited:
Have been posted from within General Ledger.
Not able to be edited.
Posted cash receipt batches are accessible in General Ledger (and Web Link classic experience, if applicable) in order to generate reports.
Details:
After a deposit (cash receipts) batch is posted (from within General Ledger), the status for the cash receipts in Web Link modern experience automatically changes to Deposited (from Deposit Pending or Deposit Pending Locked). A cash receipt with a status of Deposited can be viewed in Web Link modern experience by the user who initially entered the cash receipt, but it cannot be edited.
The posted cash receipt (deposit) batches are accessible in General Ledger (and Web Link classic experience, if applicable) for purposes of generating reports.