PeopleSoft Receivables 9.1 PeopleBook

Researching Receivables

This chapter lists common elements and discusses how to:

Review item information.
Review item activity information.
Review receivables activity for a business unit.
Review the source accounting entries for journal lines.

Common Elements Used in This Chapter

Balance	Displays the open amount for an item.
View/Update Conversations	Click this link to access the Conversations page, where you can view and update existing conversations associated with the item. If there are multiple conversations, you can select the conversation you want to view or update on the View/Update Conversations search page. You can also add, delete, or edit existing conversation entries on the Conversations page.

Reviewing Item Information

This section provides an overview of item searches and item lists and discusses how to:

Research a customer's items.
Enter search criteria.

See Also

Changing and Reviewing Item Information

Understanding Item Searches and Item Lists

Use the Item List component (ITEM_LIST) to search for items for a specified customer or business unit. You can also generate a list of items spanning multiple customers based on the search parameters that you entered. Use the Advanced Search function to enter and save search criteria based on field values in the Item table (PS_ITEM).

Pages Used to Review Item Information

Page Name	Definition Name	Navigation	Usage
Item List	ITEM_LIST	Accounts Receivable, Customer Accounts, Item Information, Item List, Item List	Build and view a list of items for a customer that matches your search criteria. Use links to view details for a specific item.
Advanced Search	ITEM_LIST_SEARCH	Accounts Receivable, Customer Accounts, Item Information, Item List, Advanced Search	Enter search parameters to generate a list of items based on field values in the Item table.

Researching a Customer's Items

Access the Item List page (Accounts Receivable, Customer Accounts, Item Information, Item List, Item List).

Add Conversation

Click this link to access the Conversations page, where you can add a new conversation. The setID, Business Unit, and Customer ID fields are populated based on the selected customer. You can add new conversation entries by clicking the Add Conversation Entry button on the Conversation page.

Account Overview

Click to access the Account Overview - Balances page, where you can view various balances for the customer and access customer profile information, customer trend information, and the customer action list.

See Reviewing Customer Account Information.

Display Currency

Click to open a page where you can change the display currency. This button is available only if you selected the Use an AR Display Currency (use an accounts receivable display currency) option for the business unit on the Currency Display Options page.

Entering Search Criteria

Use the search fields at the top of the page to identify customers whose items you want to review, or use the Advanced Search page to enter detailed search parameters.

Unit	Leave blank to view items for the customer across all business units.
Customer	Enter the customer ID of the customer whose items you want to view, or leave blank to view all items in the business unit. Click the customer link to the right of this field to access the General Information component (CUSTOMER_GENERAL), where you can view and change customer information.
Level	Select No Relationship (no customer relationships are considered), Corporate (corporate customer), Correspondence (correspondence customer), or Remit From (remit from customer).
SubCust1 (subcustomer 1) and SubCust2 (subcustomer 2)	Enter the subcustomer identifier code assigned to a customer to record history and aging information for a subset of customers. These fields are available only if you set up the customer to include subcustomers.
Status	Select a value to see a subset of items in the list. Values are: All (all items), Closed (closed items), Collections (items in collection), Deduction (deduction items), Dispute (items in dispute), Doubtful (items marked as doubtful), Last Conv (items from the last conversation), Open (open items), or Past Due (items that are past due).
Search	Click to search for items for the customer or business unit. If you have saved search preferences, the system limits the list to items that match the search criteria.

Selecting Items

Range and Go	Enter the row numbers for the range of items to select and click Go.
Select All and Deselect All	Click to select or deselect the selections for all items in the list.

Working with Items

The Item List grid displays the results of the search criteria that you selected. It can display a limited number of items. The maximum number of items that appears in the Item List grid is known as a chunk. Use the chunking arrow buttons to move from chunk to chunk to find items. You define the maximum number of items in a chunk on the Installation Options - Receivables page by entering a number in the Max Number of Rows in Scrolls (maximum number of rows in scrolls) field.

Click the Customize link to sort by column, reorder, hide, and freeze columns. This enables you to put the key fields that you want to review on the Detail 1 tab and sort the data.

See the section on using grid and scroll area controls in the PeopleTools PeopleBook: PeopleSoft Applications User's Guide.

Item Action and Go	Select an option to perform an action, to generate a report, or to view information for all the selected items, and then click Go. Values are: Generate A Dunning Letter: Create a dunning letter for the customer. If you select the option for printing dunning letters, the system runs the DUNITEM multiprocess job that creates all three reports (AR33001, AR33002, and AR33003). You must define a server for the job definition before you use this option. If you enabled acceptgiro processing for the item's business unit, the system prints these dunning letter with the acceptgiro stub: AR33A01/ARX33A01, AR33A02/ARX33A01, AR33A03/ARX33A03. See (NLD) Understanding Acceptgiro Form Printing. Generate An Open Item Report: Run the AR Customer Item Inquiry report (AR34003) for the customer. This report lists detailed item information by customer, including entry type, balance, reference, dispute, terms, and discount date. Multi-Item Update: Access the Multi-Item Update page and change field values for all selected items. Pay by Credit Card: Access the Credit Card Details page to authorize and settle the transaction. Note. If an item cannot be selected the item is highlighted in red and an error message that explains why the item cannot be paid by credit card appears. See Reviewing Customer Balances. See Managing Credit Card Payments. Reprint Invoices: Reprint invoices for selected items. See Reprinting Invoices. Tie To A New Conversation: Access the Conversations page and add a new conversation. The system associates the selected items with the conversation. Tie To The Last Conversation: Access the Conversations page and add information to the most recent conversation for the customer. The system associates the selected items with the conversation. View Items And Item Activity: Access the Selected Items page and view summarized item details and activity for selected items.
Sort All	Use to sort all items in the worksheet, not just the items that are displayed in the scroll area. This field is not available if the number of rows does not exceed the maximum chunk size. Options are Due Date or Item. Click Go to resort all items in the grid. Click the arrows to view different chunks of data. For better performance, you can limit the number of rows that appear in the scroll area on the Installation Options - Receivables page. We recommend a maximum chunk size of 100 rows, although larger chunks may perform satisfactorily.
Item	Click the link for an item to access the View/Update Item Details component (ITEM_MAINTAIN), where you can view and update item details and view item activity and accounting entries. You can also access details for the sales order, invoice, contract, or promotion associated with the item in PeopleSoft Order Management, PeopleSoft Billing, PeopleSoft Contracts, or PeopleSoft Promotions Management.
Activities	Displays the numbers of activities for the item. For example, you could have two activities: one for the original item and one for a partial payment.
	Click the Conversation Exists button to access the Conversations page, where you can view conversations associated with the item. This button is available only if the item is associated with an existing conversation. If the item has multiple conversations associated with it, the system displays a list of conversations.
Conversation Exists?	Displays a Y in the field if the item has conversation entries associated with it. Use the option to sort the list by items that have associated conversation entries.

Viewing Search Total Results

Debits and Debit Amount	Displays the total number and amount of all retrieved debit items, not just the items in the current chunk.
Credits and Credit Amount	Displays the total number and amount of all retrieved credit items.
Total and Total Amount	Displays the total number and amount of all retrieved items.
Selected and Selected Amount	Displays the total number of selected items and the amount of the items. You must click Refresh before you can see these figures.

Note. The currency code and all amounts are blank if the items in the list contain multiple currencies.

See Also

Entering and Reviewing Conversations

Updating Multiple Items

Entering Search Criteria

Access the Advanced Search page (Accounts Receivable, Customer Accounts, Item Information, Item List, Advanced Search).

To limit items on the Item List page, enter search parameters. If you do not specify a value for a search parameter, the system retrieves all the records for the parameter. For example, if you do not enter a collector, the system retrieves items assigned to all collectors.

For some parameters, you can enter a range of values to include in the search. For example, you can search for all items with a due date that falls between January 1, 2005 and January 8, 2005. To search for a range, you must enter a value in the Thru field.

For each parameter, you enter the operator for the criteria, such as Equal, Greater Than, Between, or Exists. Select Exists for any non-date field to retrieve items with any value in the field.

Note. You can expand and collapse the sections to control the number of viewable fields.

Search Preferences	Select an existing search preference or enter the name for a new search preference.
Search	Click to populate the Item List page with items that match your search preference criteria. Important! If you enter new search criteria that you want to reuse, you must click Save.
Clear	Click to remove values from all fields on the Advanced Search page.
Save	Click to save a new search preference. The name that you specify for the search preference is available in the Preference field for future searches.
Delete	Click to delete the selected search preference.

Reviewing Item Activity Information

This section lists the pages that you use to review item activity information.

Note. If the items associated with a document are in multiple currencies, the system displays the note **Multiple Currencies** instead of an amount.

Pages Used to Review Item Activity Information

Page Name	Definition Name	Navigation	Usage
Item Accounting Entries	ITEM_DATA3	Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Item Accounting Entries	View the accounting entries for each item activity.
Item Activity Summary	ITEM_DATA2_MULTI	Accounts Receivable, Customer Accounts, Item Information, Item Activity Summary, Item Activity Summary	View a single-line summary of each item-related activity.
Item Activity From A Group	ITEM_GROUP	Accounts Receivable, Customer Accounts, Item Information, Item Activity From a Group, Item Activity From A Group	View activity for all items in a group.
Item Activity From A Payment	ITEM_PAYMENT	Accounts Receivable, Customer Accounts, Item Information, Items Activity From a Payment, Item Activity From A Payment	View items that were paid by a single payment after the Receivable Update Application Engine process (ARUPDATE) processed the payment. After the payment has been posted, you cannot return to the payment worksheet to view how it was applied.
Item Activity From A Draft	ITEM_DRAFT	Accounts Receivable, Customer Accounts, Item Information, Item Activity From a Draft, Item Activity From A Draft	View activity for draft items.
Item Activity From A Match Group	ITEM_SUB_GROUP	Click the link for the match group ID on the Item Activity page. Accounts Receivable, Customer Accounts, Item Information, Match Group Activities, Item Activity From A Match Group	View all matched items in a match group from the maintenance worksheet or the Automatic Maintenance Application Engine process (AR_AUTOMNT) as well as the amounts matched.

Reviewing Receivables Activity for a Business Unit

You can use inquiry pages to look up customer balances and various summaries of other receivable activity at the business unit level.

This section discusses how to:

View activity by business unit.
View business unit history in a chart.
Generate the Receivables Activity report.

Pages Used to Review Receivables Activity for a Business Unit

Page Name	Definition Name	Navigation	Usage
Out of Balance Customer	CUSTOMER_OOB	Accounts Receivable, Receivables Update, Out of Balance Customers, Out of Balance Customer	Determine whether a customer's balance matches the total amount of the customer's open items. This page is available only if the balance and the open item total do not match for a customer in the business unit. This situation should never occur but if it does, then your database is out of sync. Contact the system administrator for your organization. This page helps the system administrator investigate the problem.
Unit Activity	SYSTEM_ACTIVITY	Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit Activities, Unit Activity	View activity that you posted to a business unit. The system includes only payments that are completely posted in the totals.
Unit Cash	BUS_UNIT_CASH	Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit Cash, Unit Cash	View cash applied and cash received by a business unit.
Unit Draft	BUS_UNIT_DRAFT	Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit Drafts, Unit Draft	View draft summary information at the business unit level.
Unit Aging	BUS_UNIT_AGING	Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit Aging, Unit Aging	View aging summary information at the business unit level.
Unit Aging Chart	BUS_UNIT_AGINGCHRT	Accounts Receivable, Receivables Analysis, Review Receivables Information, Unit Aging, Unit Aging Chart	View a chart with aging information for a business unit. The types of charts are two-dimensional bar, horizontal bar, line chart, or stacked bar.
Business Unit History	BUS_UNIT_HISTORY	Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit History, Business Unit History	View history summary at the business unit level.
Business Unit History Chart	BUS_UNIT_HIST_CHRT	Accounts Receivable, Receivables Analysis, Review Receivables Information, Unit History, Business Unit History Chart	View a chart with history information for a business unit. The types of charts are two-dimensional bar, horizontal bar, line chart, or stacked bar.
Receivables Activity	RUN_AR20005	Accounts Receivable, Receivables Update, Posting Results-Upd Pend Items, Receivables Activity Report, Receivables Activity	Enter run parameters for the Receivables Activity report (AR20005). Use this report to view activities and amounts for items with the ChartField values in the receivables (AR) distribution line specified on the run control. Note. The AR20005 Receivable Activity report assumes that any manually created overdue charge items are designated by a user defined entry type that is equal to or prefixed with OC. System-generated overdue charges already satisfy this criteria and are included in the Overdue Charge Amount column.

Viewing Activity by Business Unit

Access the Unit Activity page (Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit Activities, Unit Activity).

Activity Type	Use to select a business unit activity. Each activity is divided into different categories of related system functions that perform the calculations. You can modify these categories on the System Functions 1 page.
Display Amount Switch	Choose to display either the base amount and currency or the entry amount and currency on this page.

This table lists the business unit activities, categories, and system functions that should be associated with the categories on the System Function 1 page:

Description	Categories	System Functions
Activity Type	Billing Cash Applied Discounts Draft Management Direct Debit Management Overdue Charges Maintenance Refunds Transfers Write-offs - Maintenance Write-offs - Payments	IT-01, IT-02 WS-01, -04, -05, -06, -07, -08 WS-02, WS-03 DM-01, -02, -03, -04, -05,-06 DD-01,-02,-03,-04,-05 FC-01 MT-01, -04, -05 MT-08, MT-09 TR-01, TR-02 MT-02, -03, -06, -07 WS-09, -10, -11
Activity Type/Origin/Bank Code	Billing Cash Applied Discounts Draft Management Direct Debit Management Overdue Charges Maintenance Refunds-Maintenance Transfers Write-offs - Maintenance Write-offs - Payments If you selected Breakdown by Origin in the Activity Type/Origin/Bank Code field on the System Function 1 page for a system function, the system displays one row per origin ID or bank code, depending on the system function. Draft and payment groups use bank codes; all other groups use origins.	IT-01, IT-02 WS-01, -04, -05, -06, -07, -08 WS-02, WS-03 DM-01, -02, -03, -04, -05, -06 DD-01,-02,-03,-04,-05 FC-01 MT-01, -04, -05 MT-08, MT-09 TR-01, TR-02 MT-02, -03, -06, -07 WS-09, -10, -11
Entry Type	The system displays one row for each entry type that has activity.	Not applicable
Group-Type/Origin/Bank Code	The system displays one row for each group type. If you selected Breakdown by Origin in the Activity Type/Origin/Bank Code field on the System Function 1 page for a system function, the system displays one row per origin ID or bank code, depending on the system function. Draft and payment groups use bank codes; all other groups use origins.	Not applicable
Entry Type/Entry Reason	The system displays one row for each entry type and reason combination that has activity.	Not applicable

Changing Activity Types

Viewing Business Unit History in a Chart

Access the Business Unit History Chart page (Accounts Receivable, Receivables Analysis, Review Receivable Information, Unit History, Business Unit History Chart).

Enter search criteria, the chart selection, and the chart type, and then click Draw Chart to display the chart.

Generating the Receivables Activity Report

Access the Receivables Activity page (Accounts Receivable, Receivables Update, Posting Results-Upd Pend Items, Receivables Activity Report, Receivables Activity).

Remaining Amount	Enter an operator, such as equal to or greater than, and enter an amount. The report includes only items whose balance meets the condition.
Only Write-off Activity	Select to include only items that have a write-off activity.

ChartFields

Enter the ChartField values for each ChartField in the AR distribution line used to select items for inclusion in the report.

Reviewing the Source Accounting Entries for Journal Lines

This section provides an overview of how to drill down from journal lines and discusses how to link drill-down pages with accounting entry definitions.

Understanding How to Drill Down from Journal Lines

You can view source transactions for PeopleSoft Receivables accounting entries from journal lines in PeopleSoft General Ledger for both standard and entry event journals. You search for journals in the Journals component (JOURNAL_INQUIRY) and drill down to source transactions for individual journal lines. The page that you access is based upon the selections that you made on the Accounting Entry Definition page.

You can also review source transactions for entry event journals directly from the menu in PeopleSoft Receivables.

Before you can view source transactions for a journal entry in PeopleSoft General Ledger, you must specify the exact type of information that you want to drill down to from the Journals component. To do so, you link a drill-down page with each accounting entry definition for which you generate journals.

See Also

Viewing Journal Information

Pages Used to Review Accounting Entries from General Ledger

Page Name	Definition Name	Navigation	Usage
Accounting Entry Definition	JRNL_GEN_ACCTG_DEF	General Ledger, Journals, Subsystem Journals, Accounting Entry Definition, Accounting Entry Definition	Identify the drill-down pages for each accounting entry definition that the Journal Generator Application Engine process (FS_JGEN) uses to generate journals for PeopleSoft Receivables.
Journal Inquiry	INQ_JRNL_CRITERIA	General Ledger, Review Financial Information, Journals, Journal Inquiry, Journal Inquiry	Enter search criteria to retrieve a list of journals.
Journal Inquiry Details	INQ_JRNL_HDR_DTL	Click a journal ID on the Journal Inquiry page.	View journal lines for a journal and drill down to the source transactions in PeopleSoft Receivables.
Drill to Source	EE_ARITM_DRILL	Accounts Receivable, Customer Accounts, Item Information, EE Journal Entries, Drill to Source Click the Drill to Source button for a journal line on the Journal Inquiry Details page.	Review the accounting entries for receivables items for entry event journals.
Drill to Source	EE_ARDJR_DRILL	Accounts Receivable, Payments, Direct Journal Payments, Journal Entry Drill Down, Drill to Source Click the Drill to Source button for a journal line on the Journal Inquiry Details page.	Review the accounting entries for direct journal deposits and cash control accounting entries for entry event journals.

Linking Drilldown Pages with Accounting Entry Definitions

Access the Accounting Entry Definition page (General Ledger, Journals, Subsystem Journals, Accounting Entry Definition, Accounting Entry Definition).

Select one of the accounting definition names in the following table. In the Page Name field, select the object name of the page that you want to view.

Accounting Definition Name	Drill-Down Page	Object Name	Description
ARDEFN	AR Item Drill	AR_ITEM_DRILL_PNL	Displays standard accounting entries for items, such as invoices and payments, that you created online or during background processing. This page does not display direct journal payments and revaluation entries.
ARDIRJRNL	AR Paymisc Drill	AR_PAYMISC_DRL_PNL	Displays standard direct journals and cash control entries created in PeopleSoft Receivables.
ARREVALUE	AR Rvl Drill	AR_RVL_DRILL_PNL	Displays standard accounting entries created to record gains and losses from the revaluation of foreign currencies.
EGAROIDEFN	Journal Drill Down	EE_ARITM_DRILL	Displays entry event accounting entries for items, such as invoices and payments, that you created online or during background processing. This page does not display direct journal payments and revaluation entries.
EGARDJDEFN	Journal Drill Down	EE_ARDJR_DRILL	Displays entry event direct journals and cash control entries created in PeopleSoft Receivables.

Select the Cross-Product Drill Down check box.

See Also

Defining Accounting Entries