33 Process Batch Receipts

This chapter contains the topic:

33.1 Processing Auto Receipts

Navigation

From Accounts Receivable (G03), choose Automatic Receipts Processing

From Automatic Receipts Processing (G0313), choose Process Batch Receipts

The system creates an R batch type in the A/R Ledger table (F0311) for the items that are successfully processed. Unprocessed items remain in the Batch A/R Cash Application table (F0312) until you correct or rework them. There are two methods for processing auto receipts: Detail Mode and Summary Mode. The mode determines whether one journal entry will be created for each cash receipt record, or whether one journal entry will be created for each batch of cash receipts processed.

  • Detail Mode - When F0311cash receipt records are generated in detail, the RPRP3 field (Cash Rcpts/Inv Reg Code) in the F0311 file is updated with a value of 1, and one journal entry is created for each cash receipt. The journal entry has a document type of RC and the document number is equal to the cash receipt number in the F0311 record. If you enter receipts in detail mode, they must be processed in detail mode.

  • Summary Mode - When F0311 cash receipt records are generated in summary mode, the RPRP3 field (Cash Recpts/Inv Reg Code) in the F0311 file is left blank, and one journal entry is created for the entire batch of cash receipts processed. The journal entry document type is RK and the document number is equal to the cash receipt batch number. If you enter receipts in summary mode, they must be processed in summary mode.

33.1.1 Required Fields

The following fields are required for transactions to be processed from the F0312 file into the F0311 file based on the type input code used. If the program cannot locate a value that is required, the transaction will not be processed and it will appear on the Exceptions Report for manual processing (rework) at a later time.

It is necessary to create a custom program to map the information from the bank tape into the F0312 file. JD Edwards World offers the program, Load Bank Tape - Custom (P03551), as a template in designing your custom program.

Field Explanation
G/L Bank Account (GLBA) If the field is not loaded into the F0312 transaction from the bank tape, it can be populated based on the processing option of the Process Batch Receipts program (P03550). If the processing option is also left blank, the system will use the Automatic Accounting Instruction (AAI) established for item RB in conjunction with the company number.
Gross Amount (AG) This is the amount of the cash receipt.
G/L Date (DGJ) Enter this date in the Julian date format (cyyddd). This is the date the transaction will be updated to the Account Balances (F0902) file when the cash receipt is posted. If this field is not populated, the system will use the value entered into the processing options for the Process Batch Receipts program (P03550).

Alternatively, you can populate the month, day, year fields (DGM, DGD, DGY) for the system to calculate the Julian date.

Receipt Number (DOCM) This is the check number of the cash receipt.
Document Number (DOC) If you are using the type input code I (for invoice match), populate this field with the invoice number that is being paid by this receipt.
Document Type (DCT) Populate this field with the document type corresponding to the invoice number (DOC) of the invoice to be paid. This field is only necessary if you are using the same document numbers for different invoice document types.
Pay Item (SFX) This field is required if you activate the following processing options in Process Batch Receipts program (P03550):
  • Enter a '1' to reduce the discount 1 taken when the applied amount is more than the discounted amount.

  • If the applied amount is more than the gross amount, no discount will be taken.

  • Enter a '1' to take the discount on a partial receipt.

Note: This applies to Direct Match only.

Type Input (TRTC) This field can either be populated in the transaction or, if left blank, will default a value as follows:

Uses the value in the Auto Cash Algorithm field in the Customer Master record.

If the field in the Customer Master record is blank, it uses the value from the A/R Constants file (F0010).

If the field in the A/R Constants record is blank, it uses the value entered into the processing option of the Process Batch Receipts program (P03550).

Address Number (AN8) Enter the customer's address book record. This is used to locate the bank transit and bank account number if those fields are left blank. Alternatively, you can use the processing option for the Process Batch Receipts program (P03550) to establish a default address book number, however, this is normally only used for processing unapplied cash receipts. This allows the cash to be deposited to the bank immediately until the receipt can be researched and applied to the proper customer. OR use Bank Transit Number (TNST) and Bank Account # (CBNK).
Bank Transit Number (TNST) and Bank Account # (CBNK) Enter the bank transit number and bank account number. These fields may be left blank if the customer's address book number is entered.
Company (CO) Enter the company number for which receipts are being processed. If the company number is left blank, it can be retrieved from a processing option in the Process Batch Receipts program (P03550).

33.1.2 Setting the Invoice Match Algorithms Processing Option

You can set the order in which the system uses invoice-matching algorithms or leave it blank to ignore an algorithm.

The following example settings show how Auto Cash will attempt to process the receipt invoice match by initially using the "Match on contiguous pay item's algorithm. If this algorithm fails, then the "Match on single pay item" algorithm will be used, and so on, until all algorithms selected in the processing option have either failed, or until the cash is successfully applied by one of the selected algorithms. If an algorithm's sequence number is left blank, then that algorithm will not be executed when attempting to apply the cash.

1 - Match on contiguous pay items

2 - Match on single pay item

3 - Match on all pay items

4 - Apply to pay items in order

5 - Match on any combination of items

Note:

These algorithms will not be used if the Pay Item (SFX) is specified on the receipt in the F0312.

The following algorithms are used to match receipt records in the F0312 to invoice records in the F0311 except when both the invoice number (DOC) and a pay item (SFX) are specified in the F0312.

Algorithm Description
Match on single pay item If the invoice number and an open pay item (F0311) are equal to the document number and check amount (F0312), then apply.
Match on all pay items If the invoice number and the sum of all open pay items (F0311) are equal to the document number and check amount (F0312), then apply.
Match on contiguous pay items Read invoice number open pay items (F0311) in sequence, starting with 001, and apply as soon as the sum of the contiguous group of pay items matches the check amount (F0312), then apply.
Apply in order Apply, in order, beginning at the first open pay item (F0311) until the check amount (F0312) has been completely applied, this algorithm needs to be activated in order for write-offs to occur.
Apply to any combination of pay items If the invoice number and any combination of open pay items (F0311) matches the check amount (F0312), then apply.

33.1.3 F0311 Example

Invoice Number Pay Item Amount
RI 1194 001 10.00
RI 1194 002 20.00
RI 1194 003 100.00

33.1.4 F0312 Example

Check Number 1194 Value
Check Amount 40.00
Document Number 1194
Check Date 03/01/17
Type Input I

33.1.5 Using Only One Algorithm at a Time

Type Message
Match on any combination of items Error 2553 Invoice Match Was Not Successful
Match on single pay item Error 2553 Invoice Match Was Not Successful
Match on contiguous pay items Error 2553 Invoice Match Was Not Successful
Apply to pay items in order Successful Cash Application

– RI 1194 001, 10.00

– RI 1194 002, 20.00

– RI 1194 003, 10.00


33.1.6 F0311 Example

Invoice Number Pay Item Amount
RI 1198 001 1,500.00
RI 1198 002 450.00
RI 1198 003 1,050.00
RI 1198 004 3,000.00

33.1.7 F0312 Example

Check Number 1198 Value
Check Amount 2,550.00
Document Number 1198
Check Date 03/15/17
Type Input I

33.1.7.1 Invoice Match Algorithms Settings

2 - Match on single pay item

- Match on all pay items

3 - Match on contiguous pay items

4 - Apply to pay items in order

1 - Match on any combination of items

33.1.7.2 Successful Cash Application

Invoice Number Pay Item Amount
RI 1198 001 1,500.00
RI 1198 003 1,050.00

The application was successful because the combination of pay items 001 and 003 equaled the check amount.

The check was deleted and re-entered for 4500.00 using Match on contiguous pay items:

Error Code 2554 - Direct Match Was Not Successful

The system tries to read the pay items in order 001, 002, 003, etc. The pay items that total 4500.00 are 002, 003 and 004.

The check was deleted and re-entered for 450.00 using Match on single pay item:

33.1.7.3 Successful Cash Application

Invoice Number Pay Item Amount
RI 1198 002 450..00

The system reads the open pay items and makes a match.

33.1.8 Discounts

See Section 102.4, "A/R Batch Cash (P03550)" for more information about applying discounts.

33.1.9 Write-Offs

Write-offs will be allowed if the processing options are set with tolerance amounts and reason codes; and if using Matching Algorithms, Apply to Pay Items in Order is activated. If the amount remaining on an invoice is less than or equal to the amount specified in the processing option the program will write-off the amount and close the invoice. For receipts where the customer pays less than the open amount and the balance remaining open on the invoice is within the write-off amount, the program will create a write-off and close the invoice. The same applies to overpayment of an invoice, if the overpayment amount is within the credit write-off amount the program will create a write-off and close the invoice.

The following information provides steps for running the DREAM Writer to process batch cash receipts:

  • Do not change the data selection or data sequence

  • It is recommended that processing option #17 be left blank (to update bank transit number) in order to avoid any erroneous updates with transposed numbers, incorrect data, etc.

When you process batch receipts, the system does the following in sequential order:

  1. Searches for the type input code you assigned during entry (whether manually or from the bank tape). If a type input code was not entered, the system searches for the auto cash algorithm from the following files in the following order:

    • Customer Master table (F0301)

    • The Company Constants table (F0010), which is populated from A/R Constants (P000903)

    • The processing option for Process Batch Receipts (P03550)

    If the system cannot locate an algorithm, it either forces an unapplied receipt if the processing option in P03550 is set accordingly, or it generates an error that prints on the exceptions report indicating that it is unable to apply the receipt. In this instance, the receipt would have to be manually reworked.

  2. Creates records in the A/R Ledger table (F0311) for batch type R for those items that successfully processed. Unprocessed items remain in the Batch A/R Cash Application table (F0312) until you correct or rework them.

33.1.10 After the Process

After you process batch receipts to the F0311 you must post them to the general ledger. Any receipts that could not be processed must either be corrected and reprocessed, or applied manually. These, in turn, would create a different cash receipt batch that would also need to be posted.

33.1.11 Additional Notes

The Post Code in the F0312 will be blank when the receipts are not matched to an invoice. When the receipt is successfully matched to an invoice the Post Code is changed to A. If the match to the invoice is unsuccessful the Post Code is changed to * and is considered to be in "rework". You will notice in the Process Batch Cash Receipts, P03550, there are versions set up for Rework, in the data selection the Post Code is equal to *.

If something is in rework, you can go into Batch Cash Receipts Entry and inquire on the receipt and correct whatever was causing it to go into rework. The receipt can also be deleted from the F0312 using this program, if necessary. There is a processing option behind the Batch Cash Receipts Entry that has to do with the creation of the G/L records so be sure that is set to how you populate the RURP3 field in your custom program to load the F0312.

33.1.11.1 Bringing in A/R Receipts History

If you are bringing the Invoice History into JD Edwards World through the A/R Batch Invoice Process (F0311Z1 file) a suggestion is to set up a G/L Offset which points to a conversion account for these converted records (CONV). AAI item would be RCCONV and RBCONV. When you bring in the F0311Z1 and F0911Z1 records for the Invoice History and post it would debit the CONV account for the AE (Automatic Entry) from the F0311Z1 and you would use that same account on the F0911Z1 record for the credit (assumption is that the G/L has already been updated for these records). Then when you bring in the Receipts History for these invoices you would use the CONV account as the "bank account" and when you match the invoices and post it would debit the CONV account (for the "bank" entry) and credit the CONV account for the AE. When you are finished with the History the balance in the CONV account should be zero, if not, something went wrong and you would need to research to see if some entries did not post, etc.

33.1.12 Before You Begin

  • Activate the Auto Cash option in the Accounts Receivable Constants (P000903) by entering a value of Y into the Auto Receipts field.

  • Ensure the Customer Master record has the following information set up for each customer eligible for lock box processing:

    • Bank Account Information - Inquire on the customer number and press F8 to access Bank Accounts by Address where the routing/transit and bank account numbers can be entered. Use a bank type code of C to identify that this information is for a customer (in the field with the column heading T). If the cash receipt is missing the address book number, the combination of bank transit and account numbers must be populated in order to process the record.

    • Enter a value of Y in the Auto Receipt field.

    • Designate an Auto Cash Algorithm. The algorithm must be defined in the User Defined Code table 01/AA.

  • Do not change the data selection or data sequence.

33.1.13 What You Should Know About

Topic Description
Processing receipts in summary mode If you enter receipts in summary mode, you must process them in summary mode. The system cannot process them in detail mode.
Posting batch receipts After you process batch receipts, you must post them to the general ledger.

33.1.14 Processing Options

See Section 102.4, "A/R Batch Cash (P03550)."