Processing Manual Receipts

This chapter provides an overview of receipts entry methods, the steps for processing manual receipts, dates and document types, type input codes for standard receipts entry or draft entry, and negative receipts, and discusses how to:

• Enter standard receipts.

• Locate open invoices.

• Apply receipts or drafts to invoices using input type codes.

• Work with G/L receipts.

• Enter stand-alone records.

• Enter speed receipts.

• Revise receipts.

• Approve and post receipts.

• Delete and void receipt information.

• Designate receipts as insufficient funds.

Understanding Receipts Entry Methods

Depending on the type of receipt, you can use either the Standard Receipts Entry (P03B102) or Speed Receipts Entry (P03B0001) program to enter receipts. If you enter unapplied or general ledger receipts you can use either program. To help determine which method you should use, consider the advantages and limitations of standard and speed receipts entry:

Standard Receipts Entry

You can:

• Use either the Load or Select feature to display open items for a customer.

• Enter information directly from a customer's remittance slip.

• Apply receipts to invoices that include discounts or write-offs.

• Create chargebacks for discount amounts or short payments.

• Create deductions for short payments.

• Create stand-alone chargebacks, write-offs, and deductions.

• Apply unapplied amounts to invoices.

• Apply receipts that are logged through Speed Receipts Entry.

• View the results of receipts entry.

• Locate and revise receipts.

• Delete unposted receipts and receipt pay items.

• Void posted receipts and receipt pay items.

• Designate receipts as insufficient funds (NSF).

• Apply receipts in an alternate currency.

You cannot:

• Enter receipts as quickly as you can using Speed Receipts Entry because you use multiple forms to access open items and enter receipt information.

• Enter logged receipts.

• Apply receipts using a balance-forward method.

Speed Receipts Entry

You can:

• Use one form to enter multiple receipts.

• Enter logged receipts.

• Enter balance-forward receipts.

• Create automatic write-offs.

You cannot:

• Create chargebacks, manual write-offs, or deductions.

• Preload open items.

• Use this program as a stand-alone system.

• Locate or revise receipts.

• Delete or void receipts.

• Designate receipts as NSF.

• View the results of receipts application.

• Use alternate currencies.

Common Fields Used in This Chapter

Understanding the Steps for Processing Manual Receipts

You use the standard three-tier processing steps to manage manual receipts:

• Enter

• Review

• Post

This graphic illustrates the receipt entry process and the tables that the system updates:

Manual receipts process

Understanding Dates and Document Types

When you enter and process manual receipts, you must be familiar with how the system uses receipt dates and general ledger dates. You must also be familiar with the document types that the system assigns to invoice and receipt records.

Receipt Dates and General Ledger Dates

When you enter a receipt, you must enter both a receipt date and a general ledger date.

Receipt Date

The date you enter for the receipt date can be the date you entered the receipt into the system or the date on the customer's check. The system does not use the receipt date for any accounting purposes. The system maintains this date for information only.

General Ledger Date

The system uses the general ledger date for exchange rate calculations, to determine whether a discount is earned, and to update account information when you post the receipt. Because the system uses the general ledger date for so many reasons, you cannot change the general ledger date after you enter the receipt.

Document Types

The system uses document types to identify invoice and receipt transactions. Because document types are part of the key data that the system uses to locate transactions, you should understand how the system assigns and uses document types.

Invoice Document Types

Invoice document types can be user-defined or system-defined (RR, for example). Invoice transactions can exist in the system autonomously-that is, they are not dependent upon the existence of other transactions. The system stores invoices in the Customer Ledger table (F03B11).

The system assigns the document type for all receipt transactions. Receipts cannot exist without a corresponding record in the F03B11 table. The document type that the system assigns to a receipt is the stored in the matching document type field (DCTM), unless the receipt generates an invoice record. Invoice records that are generated from the receipt programs include:

• Unapplied receipts (RU)

• Chargebacks (RB)

• Deductions (R5)

• Drafts (R1)

When you display open items for a customer, each pay item consists of an invoice document type. When you apply the receipt to the invoice, the system generates a receipt document for the invoice.

Common invoice document types include:

Receipt Document Types

When you apply the receipt to an invoice, the system creates these two records:

• A receipt header record that stores the amount of the receipt, the check number, receipt and general ledger dates, and so on. The system stores receipt header records in the Receipts Header table (F03B13).

• A receipt detail record that stores the amount of the receipt that is applied to each invoice. The system stores receipt detail records in the Receipts Detail table (F03B14).

The system assigns receipt document types to the receipt detail record in table F03B14. Receipt document types include:

Understanding Type Input Codes for Standard Receipts Entry or Draft Entry

When you apply receipts or drafts to invoices, you use type input (TI) codes to automatically calculate amounts to apply for payments, discounts, write-offs, chargebacks, and deductions.

This table lists the types of input codes for standard receipts entry or draft entry and how you can use them to automatically calculate any necessary amounts.

These examples illustrate how you can use type input codes to enter receipts or drafts. For each example, the outstanding invoice amount is 1000.00, and the payment terms are 1/10, net 30.

Simple Invoice Match (Type Input 10)

You receive 990.00 for invoice 123 within the discount period.

Using type input 10, the system applies 990.00 and allows the discount of 10.00.

Invoice Match with Automatic Chargeback for Discount Amount (Type Input 11)

You receive 990.00 for invoice 123 after the discount period has expired.

Using type input 11, the system applies the 990.00 and creates a chargeback for 10.00.

Invoice Match with Write-Off (Type Input 15)

You receive 970.00 for invoice 123 within the discount period. You decide to create a write-off for the 20.00 instead of creating a chargeback invoice.

Using type input 15, the system applies the 970.00, allows 10.00 for the discount, and creates a write-off for 20.00.

Invoice Match with Chargeback (Type Input 16)

You receive 600.00 for invoice 123 within the discount period.

Using type input 16, the system applies the 600.00, allows 10.00 for the discount, and creates a chargeback for 390.00.

Invoice Match with Deduction (Type Input 17)

You receive 850.00 for invoice 123 within the discount period. You decide to create a deduction for the remaining amount of 140.00, which you will research and resolve at a later time.

Using type input 17, the system applies the 850.00, allows the discount of 10.00, and creates a deduction for 140.00.

Understanding Simple Invoice Match (TI Code 10)

You use type input code 10 when the receipt pays all or part of the invoice and you do not want to specify manual write-offs, chargebacks, or deductions. The system automatically takes any discount that is earned (the G/L date is on or before the discount due date). You indicate how much of the invoice the receipt pays in the Payment Amount field. If you leave this field blank, the system pays the entire open amount of the invoice, up to the receipt amount.

After you enter receipts and drafts, you must post them to the general ledger:

• When you post receipt records, the system debits the bank account for the amount of the receipt and credits the A/R trade account that was used when the invoice was posted.

• When you post draft records, the system debits the draft receivables account for the amount of the draft and credits the A/R trade account that was used when the invoice was posted.

Understanding Invoice Match with Discount (TI Code 10)

When you apply a receipt or draft to an invoice or group of invoices, you can select whether to allow the discount. If the customer pays the invoice in full on or before the discount due date, the discount is earned and the system automatically populates the Discount Taken field with the amount of the discount. If the discount is not earned (the G/L date of the payment is after the discount due date), the system does not automatically populate the Discount Taken field, but you can override it and apply a discount amount manually. If you do not allow the discount, the system leaves the invoice open in the amount of the discount.

You can set processing options to allow the amount of the discount taken to be more than the discount available, or to allow the discount taken to be more than the applied (payment amount). For example, you might issue a credit to a customer in the form of a discount for a disputed item. You can also specify grace days to add to the discount due date.

After you enter receipts and drafts, you must post them.

When you post payments with earned discounts, in addition to the bank account (or drafts receivable account) and A/R trade account, the system updates a discount taken account. The system uses this hierarchy to locate the discount taken account:

1. The system searches for AAI item RKDxxx, where xxx is the discount reason code that you entered for the company that you entered on the receipt.

2. If the system does not locate this AAI, it uses RKDxxx for company 00000.

3. If the system does not locate this AAI, it returns an error.

Understanding Invoice Match with Chargeback (TI Codes 11 and 16)

When applying a payment to an invoice, you might want to create a chargeback if the amount that you receive is less than the open amount for the invoice. For example, a customer might issue payment for an invoice, less the discount, even though the terms of the discount have expired, or they might refuse to pay freight charges.

You can use these type input codes for generating a chargeback invoice:

When you enter a receipt with a chargeback, the system generates the records in these tables:

Regardless of the type input code you use, if you specify a chargeback amount and reason code, the system creates a chargeback record.

After you enter receipts and drafts, you must post them. When you post payments with chargebacks, in addition to the bank account (or draft receivables account) and A/R trade account, the system might update a different A/R trade account for the chargeback amount, depending on whether you complete the Chargeback G/L Offset field on the payment record.

Understanding Invoice Match with Write-Off (TI Codes 10 and 15)

If the payment that you receive is not enough to pay the open amount of the invoice, or if you receive a small overpayment, you might want to write off the difference and close the invoice. For example, you might receive a payment from a customer that is slightly less than the invoice amount. To maintain a good relationship with the customer, you might select to write off the minor amount instead of creating a chargeback invoice for the difference or leaving the amount open.

These two options are available for performing write-offs:

Regardless of the type input code you use, if you specify a write-off amount and reason code, the system generates a write-off.

For the write-off to occur on amounts that exceed the invoice open amount, such as overpayments, you must override the transaction payment amount with the receipt or draft amount. Otherwise, the system generates an unapplied payment record for the amount. For example, if the payment amount is 100.00 and the invoice amount is 95.00, and you wish to write off the 5.00 automatically, you must change the payment amount in the detail area from 95.00 to 100.00. Otherwise, the system generates an unapplied payment record for 5.00.

After you enter receipts and drafts, you must post them. When you post payments with write-offs, in addition to crediting the bank account (or draft receivables account) and debiting the A/R trade account, the system updates a write-off account that you specify for the AAI item RAxx, where xx is the write-off reason code. You must set up an AAI for each write-off reason code that you use.

Understanding Invoice Match with Deduction (TI Code 17)

Entering receipts and drafts with deductions is a method of postponing a response to a short payment from the customer without delaying payment entry. You can enter the payment immediately while another person researches and resolves the deduction. Some common reasons that a customer might take a deduction are:

• Damaged or defective merchandise.

• Unearned discounts.

• Billing errors.

• Refusal to pay shipping charges or tax.

• Shortages in the shipment of merchandise.

You specify that you want the system to calculate deductions by using type input code 17. If the amount applied to the invoice is less than the receipt amount, the system updates the Deduction Amount field for the difference automatically. The system also updates the deduction reason code with the default value that you specify in the processing options.

When you enter a receipt or draft with a deduction, the system generates documents in these tables:

Regardless of the type input code that you use, if you specify a deduction amount and reason code, the system creates a deduction record.

After you enter receipts and drafts, you must post them. When you post payments with deductions, in addition to the bank account (or draft receivables account) and A/R trade account, the system debits the deduction suspense account that is set up for the AAI item RN. The system also creates records in the A/R Deduction Management table (F03B40). The deduction record enables you to research and resolve the reason for the deduction at a later time.

Note. If you need to change the deduction amount or void the payment after it is posted, you must first reverse or void the deduction record (F03B40) using the deduction application. You can, however, revise other non-deduction payment detail records.

See Also

Processing Deductions

Understanding Invoice Match Using Multiple Type Input Codes

You can enter a receipt or draft and apply it simultaneously to a group of invoices that require individual treatment. For example, if you have three invoices, you might allow the discount on one invoice, charge back the discount amount on another invoice, and create a write-off for the shipping cost on the last invoice.

When you apply a receipt or draft to invoices using multiple type input codes, you can address each invoice individually by using the type input codes in any combination.

Note. The system uses this criteria to determine the payment amount for each receipt detail line:

Receipt or Draft Amount

Open Invoice Amount

Type Input Code

Unapplied Amount

For example, if you neglect to complete the Receipt Amount or Draft Amount field, and you attempt to pay multiple invoices, the system attempts to compensate for the first payment amount you enter by populating the second detail line with a negative payment amount.

Understanding Negative Receipts

Circumstances might occur when you need to enter a negative receipt. For example, you need to record a credit card refund to a customer that is greater than the credit card payment. You can enter a negative receipt for the refund amount and offset it against a credit memo so that the general ledger accurately reflects the credit to the bank account and the debit to the A/R trade account. When you enter a negative receipt, the system generates a receipt detail record (F03B14) and updates the pay status of the credit memo to P to prevent it from being refunded again.

You can also enter negative receipts when you need to:

• Make a negative adjustment directly to the general ledger, such as a cash transfer.

• Enter an outgoing wire transfer.

• Record an NSF receipt as a general ledger receipt.

You use the Standard Receipts Entry program (P03B102) to enter negative receipts. You set a processing option to enable the entry of negative receipts.

Example: Credit Card Refund

A customer purchases goods or services from you with a credit card. An invoice is created for 90.00 for the purchased items. The credit card company deposits funds directly into the bank account for the customer's purchase. Meanwhile, a refund in the amount of 150.00 is issued by the credit card company for returned items previously paid for by the customer. The refund amount is greater than the credit card payment (90.00) from the customer, which results in a negative amount of 60.00. To offset the negative amount, you need to create a receipt for -60.00 and apply it to a credit memo for the refund and to the invoice for which the customer paid.

The credit card company directly deposits and withdraws funds from the bank account.

To complete this scenario:

1. Create an invoice (RI) for the customer in the amount of 90.00.

2. Post the invoice to create these G/L entries:

   • Debit of 90.00 to A/R trade.

   • Credit of 90.00 to store sales.

3. Create a credit memo (RM) for the refund amount of 150.00.

4. Post the credit memo to create these G/L entries:

   • Credit of 150.00 to A/R trade.

   • Debit of 150.00 to store sales.

     The A/R trade account reflects a credit amount of 60.00.

5. Using the Standard Receipts Entry program, create a negative receipt in the amount of 60.00 and apply it against the credit memo (RM) for 150.00.

6. Apply the remaining 90.00 to the customer's invoice (RI).

   When you complete the receipt, the system closes the credit memo and the open A/R invoice in the F03B11 table.

7. Post the receipt to create these G/L entries:

   • Debit of 60.00 to the A/R trade.

     This entry offsets the negative amount created by the credit memo.

   • Credit of 60.00 to the bank account.

Example: Negative G/L Adjustment

You process a customer's payment through a credit card company. The credit card company charges you a 3.5 percent fee to process the transaction. When you receive payment from the credit card company, you want to enter the processing fee directly to the general ledger and apply the full amount that the customer paid to the associated invoices.

For example, a customer paid the credit card company 9,647.05 for these invoices:

• RI 3125 for 1,162.75

• RI 3126 for 5,034.30

• RI 3127 for 3,000

In addition to fully applying the customer's payment to the three invoices, you need to create a negative G/L receipt for the 3.5 percent credit card processing fee of 337.65. As a result, the system closes the invoices and creates an entry to the corresponding expense account in the general ledger.

To complete this scenario:

1. Using the Standard Receipts Entry program, enter the receipt information specifying 9,309.40 as the receipt amount.

2. Select the three invoices to be paid and apply the invoice amount as the payment amount to each invoice.

   A negative amount of 337.65 remains as unapplied.

3. Select General Ledger from the Form menu.

4. Specify the account to which you want to make the adjustment for the processing fee.

5. Enter the negative amount of 337.65.

6. Complete the entry.

   The system applies the full amount that the customer paid to the credit card company closing out the three invoices.

7. Post the receipt to create these G/L entries:

   • Debit of 337.65 to an expense account for the credit card processing fee.

   • Debit of 9,309.40 to a bank account.

   • Credit of 9,647.05 to the A/R trade account reducing the customer's liability.

Entering Standard Receipts

This section provides an overview of standard receipts, fields updated during receipt or draft entry, and unapplied receipts, and discusses how to:

• Set processing options for Standard Receipts Entry (P03B102).

• Enter unapplied receipts.

Country-specific functionality exists for entering standard receipts for Argentina.

See Entering Manual Receipts for Argentina.

Understanding Standard Receipts

Using Standard Receipts Entry, you select the invoices that the receipt pays and select how to apply short payments or unearned discounts to the invoices that are specified on the receipt. This is the most common method of applying receipts and provides the most flexibility for receipt application.

You use type input (TI) codes to specify how you want the system to apply payment amounts. Based on the payment amount that you enter and the type input code that you use, the system can calculate write-off, chargeback, and deduction amounts, as well as determine whether discounts that are available are earned. You can also overpay invoices to generate a credit to the customer's account.

You enter receipts in batches, just as you enter invoices in batches. Depending on the settings of the Accounts Receivable constants, the system might display a batch control form for entering information about the batch, such as the number of transactions and total amount. To make the bank reconciliation process easier, you might want to group the different types of receipts into different batches.

Note. The system assigns a new batch number only when you exit the Work with Customer Receipts Inquiry form (not the Receipt Entry form) and reenter it. The status of the batch remains In Use until you exit the Work with Customer Receipts Inquiry form. The system assigns the batch type RB to all records that are generated by the receipts applications.

When you apply a receipt to invoices, the system creates one document to represent the receipt, which is stored in the Receipts Header table (F03B13), and one document for each invoice to which you apply the receipt, which is stored in the Receipts Detail table (F03B14).

See Also

Processing Foreign and Alternate Currency Receipts

Reviewing Invoices

Understanding Fields Updated During Receipt or Draft Entry

When you enter a receipt, the system updates specific fields with the account ID. The system locates the AAI based on the how the receipt is applied to invoices. The system uses this account ID when you post the receipt to create automatic entries. This table lists the fields that the system updates based on the type of receipt, and the AAI that the system uses to locate the account.

This table shows how the system updates the AID2 field of the records in the F03B14 table when you accept, remit, or collect a draft. The system creates the records during each draft stage based on the AAI listed, where x is the payment instrument.

Understanding Unapplied Receipts

The easiest, quickest method of recognizing cash for the business and crediting the customer's account is to enter unapplied receipts. This type of receipt enables you to immediately enter the money you receive into the system, which helps you determine the current cash position. Entering unapplied receipts enables you to apply a receipt to a customer's account without applying it to a specific invoice or group of invoices. For example, you might want to include the receipt in the daily bank deposit and apply it later to the appropriate invoices.

When you enter an unapplied receipt, the system creates a record in each of these tables:

The unapplied receipt remains open until you apply it to the appropriate invoices.

After you enter unapplied receipts, you must post them. When you post unapplied receipts, the system debits the bank account and credits the A/R trade account associated with the AAI item RCUC, unless you override the Unapplied G/L Offset field on the receipt or specify to use the G/L offset that is set up on the customer master record.

You can also use Speed Receipts Entry program (P03B0001) to enter unapplied receipts. It provides a faster way to enter one or more unapplied receipts. However, you cannot use this program to revise, apply, or delete an unapplied receipt. To apply, revise, or delete an unapplied receipt, you must use the Standard Receipts Entry program (P03102).

See Also

Entering Unapplied Receipts (TI Code 1)

Prerequisite

Verify that the appropriate offset account is set up for the AAI RCxxxx, where xxxx is the Unapplied G/L offset (for unapplied drafts) or the Chargeback G/L Offset (for drafts that generate a chargeback). If you enter unapplied drafts, the system uses the default RCUC unless you specify a different Unapplied G/L Offset value or set a processing option to use the value from the customer record.

Forms Used to Enter Standard Receipts

Setting Processing Options for Standard Receipts Entry (P03B102)

Processing options enable you to specify the default processing for programs and reports.

Display

These processing options enable you to retain values that were previously entered on the Receipts Entry form. If you are entering similar types of receipts, completing these processing options can reduce entry time.

Defaults

These processing options enable you to specify default values to use on the Work with Customer Receipts Inquiry, Receipt Entry, Additional Information, Load Invoices, and Select Invoices forms. When you enter the receipt, you can override any of the values that you enter in these processing options.

Edits

These processing options enable you to perform specific functions, such as writing off amounts or designating receipts as having insufficient funds, as well as to specify whether you want the system to notify you of certain conditions, such as using a duplicate receipt number or entering an overpayment.

Process

These processing options enable you to control how the system applies receipts to invoices when you use a default type input code. They also control whether the system creates a summarized record in the Account Ledger table (F0911) for each batch of receipts that you enter or a detail record for each receipt.

Currency

These processing options specify whether you want the system to validate whether the exchange rate is effective, and whether to enable alternate currency receipts to be entered.

Chargeback

These processing options specify values that you want the system to assign to chargeback records that it creates.

Auto Write Off

These processing options activate the automatic write-off feature and enable you to establish write-off limits for both under- and overpayments. You must designate the write-off reason code for the system to use when you activate the automatic write-off feature.

Mnl Write Off

These processing options establish write-off limits for both under- and overpayments, and to set up a default for the system to use for the write-off reason code.

Discount

These processing options set up rules for processing discounts.

Match Priority

These processing options specify the order that you want the system to use to locate invoices when entering receipts from a remittance.

Entering Unapplied Receipts

Access the Receipt Entry form

To enter an unapplied receipt:

1. Complete the fields on the Receipt Entry form.

2. If you want to assign a G/L offset other than UC, select Additional Info from the Form menu and complete the Unapplied G/L Offset field.

   You can also set a processing option for the system to use the default value of the G/L Offset code from the customer record.

3. On Additional Information, complete any other applicable fields and click OK.

4. Click OK.

5. On Receipt Entry, click OK to create an unapplied receipt or follow the steps to apply the receipt to invoices or to enter remittance information.

Locating Open Invoices

This section provides an overview of methods for displaying open invoices and discusses how to:

• Load all open invoices for a customer.

• Select specific open invoices for a customer.

• Select open invoices by remittance.

Understanding the Methods for Displaying Open Invoices

To specify the invoices that a receipt or draft pays, you must display them on the payment entry form. Regardless of the method that you use to locate open invoices, you specify search criteria on one form, and the system returns the invoices that meet the criteria specified on the receipt or draft entry form.

The system provides these methods for displaying open invoices that you want to pay:

Regardless of the method that you select to display open invoices, the system does not retrieve these types of invoices:

• RU (Unapplied receipt)

• R1 (Drafts)

• R5 (Deductions)

• NP (Partial NSF)

See Also

Applying an Unapplied Receipt to Invoices

Accepting Drafts

Researching and Resolving Deductions

Prerequisite

If you select invoices by remittance, verify that the processing options on the Match Priority tab for the RE Receipts Entry program (P15103) are set up appropriately.

Forms Used to Locate Open Invoices

Loading All Open Invoices for a Customer

The task to select open invoices is the same regardless of whether you select Standard Receipts Entry or one of the draft entry programs. This task is illustrated using the Receipt Entry form only.

Access the Receipt Entry or Draft Entry form.

This example shows the Load Invoices form.

To load all open invoices for a customer:

1. Follow the steps to enter an unapplied receipt or an unapplied draft.

2. On Receipt Entry or Draft Entry, select Load from the Form menu.

3. On Load Invoices, complete either the Company or Payor field if necessary and click OK.

   The system loads only those invoices for the company that you specify. Enter * to load all invoices for all companies.

   Note. In the detail area of the Receipt Entry or Draft Entry form, the system loads all open invoices in order by due date. You can continue to load invoices for other customers, if necessary.
   
   If you set a processing option to use a default type input code, when the system loads invoices, it populates the TI field with the value that you specified in the processing option.
   
   The system does not load RU (unapplied receipt), R5 (deduction), or R1 (draft) invoice records.

Select Specific Open Invoices for a Customer

The task to select open invoices is the same regardless of whether you select Standard Receipts Entry or one of the draft entry programs. This task is illustrated using the receipt entry form only.

Access the Receipt Entry or Draft Entry form.

This example shows the Select Invoices form.

To select specific open invoices for a customer:

1. Follow the steps to enter an unapplied receipt or an unapplied draft.

2. On Receipt Entry or Draft Entry, select Select from the Form menu.

3. On Select Invoices, complete the necessary fields in the header area or in the QBE line and then click Find to load the open items that meet the search criteria.

   Note. The system does not display RU (unapplied receipt), R5 (deduction), and R1 (draft) invoice records. These records are not available for selection.

4. Select the invoice or group of invoices and click Select.

   The system marks the invoices that you select. Alternatively, you can select Select/Deselect from the Row menu or double-click the Document Number field to select or deselect the invoices for payment.

   You can select invoices from multiple customers. The system keeps track of the number of invoices that you select and the total amount of the selected invoices.

5. Click Close to load the selected invoices in the detail area of the Receipt Entry form.

   Note. The system displays the invoices in the order in which they were selected.
   
   If you set a processing option to use a default type input code, when the system loads invoices, it updates the TI field with the value that you specified in the processing option.

Selecting Open Invoices by Remittance

The task to enter remittance information is the same regardless of whether you use the Standard Receipts Entry program (P03B102) or one of the draft entry programs. This task is presented using the Receipt Entry form only.

Access the Receipt Entry or Draft Entry form.

To select open invoices by remittance:

1. Follow the steps to enter an unapplied receipt or an unapplied draft.

2. On Receipt Entry or Draft Entry, select Remittance from the Form menu.

3. On Select Invoices by Remittance, complete the optional fields to narrow the search for the invoices and click Find.

   You can also enter * to specify all values.

   Note. If the invoice does not contain the information that you entered in these fields, the system cannot locate it.

4. In the detail area, complete the Invoice Reference field for each item on the customer's remittance.

   Enter the invoice number, statement number, sales order number, customer reference number, or shipment number. The system searches the F03B11 table for invoices in the order that are specified in the Match Priority processing options, unless you complete the Override Type field.

   Note. The system searches the A/R Notification History Detail table (F03B21) to locate the statement number; therefore, you must use the Statement Notification Refresh program (R03B500X) to generate statements for the system to locate invoices by statement number.

5. (Optional) Complete any of the T I and Override Type fields.

6. Click in the next detail line and review these fields that the system completes:

   • Items Found

   • Amount Open

   • Discount Available

   • Discount Earnable

   • Process Type

7. If you need to keep a running total of the remittance amounts, complete the Remittance Amount and Remittance Discount fields to update the totals on the bottom of the form.

   Note. The system does not use the remittance amounts entered as the payment and discount amounts on the receipt or draft entry form.
   
   The system calculates the payment amount for you only if the type input code is provided (either as a default in the processing options or as an override on this form). Otherwise, you must specify the payment amount on the receipt or draft entry form.

8. Click OK.

   The system displays the invoices on the entry form in the order that you entered them on the remittance form.

   Override Type

   Enter the number to identify which matching process the system runs to locate invoices. If you leave the field blank, the system uses the matching process that is specified in the processing options for the Standard Receipts Entry program (P03B102). Values are: 1: Invoice Match 2: Sales Order Match 3: Customer Reference Match 4: Statement Number Match 5: Shipment Number Match To reduce processing time, you can specify the search criteria for the system to use to locate the invoice based on the information entered. For example, if you enter an invoice number in the Invoice Reference field, you can enter 1 in the Override Type field and the system searches for the invoice by invoice number only and ignores the Match Priority processing options.

Applying Receipts or Drafts to Invoices Using Type Input Codes

This section provides an overview of unapplied receipts applied to invoices and credit memos applied to invoices, and discusses how to:

• Apply a receipt or draft to invoices using input type codes.

• Apply an unapplied receipt to invoices.

• Apply a credit memo to an invoice.

Understanding Unapplied Receipts Applied to Invoices

After you enter an unapplied receipt or draft, you can apply it to the appropriate invoice or group of invoices using all of the available type input codes. To match an unapplied payment to invoices, you select the unapplied payment first and then display the open invoice records. You cannot use the Load or Select features to display unapplied payments along with the open invoices.

When you fully apply an unapplied payment to invoices, the system performs these functions for each invoice to which the payment was applied:

• Creates a new batch record in the Batch Control Records table (F0011) for batch type RB (for receipts) or DB (for drafts), if the unapplied payment is posted when you apply it against invoices.

• Closes the RU invoice document in the F03B11 table by updating the pay status to P.

• Closes the RI invoice document in the F03B11 table by updating the pay status to P, if the invoice is fully paid.

• Creates RC documents in the F03B14 table.

If you fully apply an unapplied payment to invoices before it is posted, the system deletes the RU record from the F03B11 and F03B14 tables.

Regardless of whether the unapplied payment is posted before you apply it to an invoice, you must post the payment after you apply it to invoices to update the appropriate accounts in the general ledger.

Understanding Credit Memos Applied to Invoices

When the customer has outstanding credit memos, you can apply them to outstanding invoices using the Standard Receipts Entry program (P03B102) or one of the draft entry programs (P03B602). Because you do not have a physical payment, you enter zero in the Receipt Amount or Draft Amount field. You can use the Load, Select, or Remittance feature to display the credit memo and invoice, and then you use the appropriate type input code to apply the credit memo to the invoice. If the credit memo does not fully pay the invoice, you can leave the invoice open for the amount that remains, or create a write-off, chargeback, or deduction record for the difference.

When you fully apply a credit memo to an invoice, the system:

• Closes the RM credit memo document in the F03B11 table by updating the pay status to P.

• Closes the RI invoice document in the F03B11 table by updating the pay status to P, if the invoice is fully paid.

• Creates a record in the F03B13 table for a zero amount.

• Creates RS receipt documents in the F03B14 table for both the credit memo and the invoice.

After you apply credit memos to invoices, you must post the batch to update the general ledger.

See Also

Understanding Receipt Posting

Understanding Draft Approval and Posting

Prerequisites

Before you complete the tasks in this section:

• Verify that the appropriate accounts are specified for these AAI items:

  • RKD for discounts taken.

  • RCxxxx, where xxxx is the chargeback G/L offset code, for the chargeback A/R trade account.

  • RAxx, where xx is the write-off reason code.

  • RN, for the deduction suspense account.

• Verify these UDC tables are set up to specify the reason codes:

  • 00/DE for discount reason codes

  • 03B/CB for chargeback reason codes

  • 03B/RC for write-off reason codes

  • 03B/CR for deduction reason codes

• Verify the processing options are set up appropriately for discounts, chargebacks, write-offs, and deductions, or for the type input codes that you allow.

Forms Used to Apply Receipts or Drafts to Invoices Using Type Input Codes

Applying a Receipt or Draft to Invoices Using Type Input Codes

Access the Receipt Entry or Draft Entry form.

To apply a receipt or draft to invoices:

1. On Receipt Entry or Draft Entry, follow the steps to enter an unapplied receipt or an unapplied draft.

2. Follow the steps to display the open invoices for the customer.

   See Loading All Open Invoices for a Customer.

3. In the detail area, complete the T I field with the type input code that corresponds to the application method that you want to use

4. If necessary, override the value in the Payment Amount, Remark, Discount Taken, Write-Off Amount, Chargeback Amount, and Deduction Amount fields.

5. Depending on the type input code that you entered, you might need to enter a reason code.

   If the type input code is 11 or 16, complete the CB CD (chargeback reason code) field.

   If the type input code is 15, complete the WO CD (writeoff reason code) field.

   If the type input code is 17, complete the DD CD (deduction reason code) field.

   Note. The system does not accept blank as a value, even if it is set up in the user-defined codes. Depending on the setting of processing options, the system might automatically supply the value for the reason code.

6. (Optional) If the type input code is 11 or 16, complete the Chargeback G/L Offset field to direct the offset for the chargeback to a different A/R trade account.

7. Verify that the Amount Applied and Amount Unapplied fields on the bottom of the form contain the correct information.

   If you have fully applied the receipt to invoices, the amount pending should equal the receipt amount that appears in the header portion of the entry form.

8. Click OK.

See Also

Understanding Receipt Posting

Understanding Draft Approval and Posting

Applying an Unapplied Receipt to Invoices

Access the Receipt Entry form by selecting an unapplied receipt on the Work with Customer Receipts Inquiry form.

To apply an unapplied receipt to invoices:

1. On Receipt Entry, follow the steps to display the open invoices for the customer.

   See Loading All Open Invoices for a Customer.

2. In the header area, complete the G/L Date field.

   Note. The G/L date that you assign does not change the G/L date of the unapplied receipt record in the F03B13 table. The system uses the G/L date for the record that it creates in the F03B14 table to pay the invoice.

3. In the detail area, complete the T I field with the appropriate code.

4. If necessary, override the value in the Payment Amount, Discount Taken, Remark, Write-Off Amount, Chargeback Amount, and Deduction Amount fields.

5. Verify that the Amount Applied and Amount Unapplied fields on the bottom of the form contain the correct information.

   The amount pending should equal the receipt amount specified in the receipt header if you have fully applied the receipt to invoices.

6. Click OK.

Applying a Credit Memo to an Invoice

The task to apply a credit memo to an invoice is the same regardless of whether you select Standard Receipts Entry program or one of the draft entry programs.

Access the Receipt Entry or Draft Entry form.

To apply a credit memo to an invoice:

1. Follow the steps to enter an unapplied receipt or an unapplied draft, but leave the Receipt Amount or Draft Amount field blank.

2. On Receipt Entry or Draft Entry, follow the steps to display the open invoices for the customer.

   See Locating Open Invoices.

3. To fully apply a credit memo to an invoice, enter 10 in the T I field next to the credit memo.

4. Using the appropriate code, complete the T I field next to the invoice.

   If the credit memo does not fully pay the invoice, you can leave the invoice open for the remaining amount or use a type input code to create a write-off, chargeback, or deduction record for the difference.

5. Click OK.

Working with G/L Receipts

This section provides an overview of G/L receipts and discusses how to:

• Enter a G/L receipt.

• Create an unapplied receipt from a G/L receipt.

See Also

Entering G/L Receipts (TI Code 4)

Understanding G/L Receipts

When you receive a check that is not associated with a customer's account, such as a refund check from an insurance company or a rebate, you can enter the check by entering a G/L receipt on either the Standard Receipts Entry program (P03B102) or the Speed Receipts Entry program (P03B0001). A G/L receipt enables you to credit the appropriate general ledger account and include the amount in the bank deposit.

After you enter G/L receipts, you must post them to update the bank and G/L accounts.

Forms Used to Enter G/L Receipts

Entering a G/L Receipt

Access the Receipt Entry form.

To enter G/L receipts:

1. On Receipt Entry, follow the steps to enter an unapplied receipt.

   Note. You do not need to complete the Customer or Payor fields when you enter a G/L receipt.

2. Select General Ledger from the Form menu.

3. On G/L Receipts Entry, complete the G/L Account Number and Payment Amount fields for each G/L account.

   You can use multiple grid lines to distribute the receipt to as many G/L accounts as necessary. The total amount that you enter must equal the receipt amount.

4. Click OK to return to the Receipt Entry form.

5. Verify that the Amount Applied and Amount Unapplied fields on the bottom of the form contain the correct information.

   If you have fully applied the receipt to invoices, the amount pending should equal the receipt amount in the receipt header. The system creates an unapplied receipt record for the amount in the Amount Unapplied field.

   Note. If you have an amount in the Amount Unapplied field, you must to complete the Payor and Customer fields on the form before you click OK or the system returns an error.

6. On Receipt Entry, click OK.

Creating an Unapplied Receipt from a G/L Receipt

Access the Work with Customer Receipts Inquiry form.

To create an unapplied receipt from a G/L receipt:

Locate and select the general ledger receipt on the Work with Customer Receipts Inquiry form.

1. On Receipt Entry, select General Ledger from the Form menu.

2. On G/L Receipts Entry, delete one or more lines of account information for the receipt.

   If the receipt is posted, the system prompts you to complete the Void G/L Date and Void Reason Code fields.

3. Click OK to return to the Receipt Entry form.

4. Enter a customer number and a payor number, and then click OK.

   Without the general ledger account information, the receipt reverts to an unapplied receipt, which requires a customer number and a payor number.

Entering Stand-Alone Records

This section provides an overview of stand-alone records and discusses how to:

• Enter stand-alone transactions with invoice match.

• Enter stand-alone transactions without invoice match.

See Also

Applying Receipts or Drafts to Invoices Using Type Input Codes

Processing Deductions

Understanding Stand-Alone Records

Stand-alone records are write-offs, chargebacks, and deductions that are not associated with any known invoice. You create stand-alone records when the customer sends a payment for several invoices, but the payment amount does not equal the total amount of the invoices. You can also use the stand-alone feature when an unapplied payment is applied to several invoices and a small difference between the totals exists. In these scenarios, the system matches the payment to invoices, but the shortage is recorded without specifying a particular invoice.

You can also use the stand-alone feature without performing an invoice match. For example, you can create a deduction or write off a small duplicate payment. Additionally, to distribute an unapplied payment to several customer accounts, you can enter a stand-alone chargeback without invoice matching. When you use the stand-alone feature without invoice matching, you must enter the amount as a credit (negative); otherwise, the system creates an unapplied payment for twice the amount specified.

It is recommended that you use the stand-alone feature in conjunction with invoice match, whenever possible.

You use these type input codes to create stand-alone transactions in the receipt and draft entry programs:

Stand-Alone Write-Offs (TI Code 25)

A stand-alone write-off is a write-off for an amount that is not associated with any specific invoice. For example, when you receive a receipt or draft to pay multiple invoices, and the customer has not indicated which invoice should receive the short payment, you can write off this amount using a stand-alone entry. Additionally, you might use the stand-alone feature for write-offs that are not associated with any invoice. For example, you use a stand-alone write-off when you receive a duplicate payment for a small amount and want to write it off.

When you create a stand-alone write-off (type input code 25), the system reduces the customer's open balance by the amount of the write-off.

Stand-Alone Chargebacks (TI Code 26)

When an amount in dispute is not associated with a specific invoice, you can create a stand-alone chargeback for the amount. A stand-alone chargeback enables you to re-invoice the customer for the amount that is in dispute. Typically, you enter stand-alone chargebacks when the payment amount does not total the invoices being paid, and you want to charge back the difference to the customer. In this case, you enter a standalone chargeback with invoice match. The system increases the customer's open balance by the amount of the short-payment.

You enter a stand-alone chargeback without invoice match when you want to distribute an unapplied receipt or draft among multiple customer accounts. When you do this, the system creates a record in the F03B13 table for the payor, and creates associated records in the F03B14 and F03B11 tables for the chargeback amount (as a credit) to each customer. This process simulates the creation of an unapplied payment for each customer.

Example: Using Stand-Alone Chargebacks to Distribute an Unapplied Payment Among Multiple Customers

When you receive one payment to be distributed among multiple customers without applying it to invoices, you use the stand-alone chargeback feature.

For example, you receive a receipt for 15,000 from payor 3001 to be applied as follows:

• 5,000 to customer 3004

• 5,000 to customer 3333

• 5,000 to customer 3334

Using the stand-alone chargeback feature, you specify the customer and amount that you want to distribute. Enter the payment amount as a credit (negative amount). You repeat the process until the amount is fully distributed among the customers.

The system creates these records:

The system uses the payment ID to provide an audit trail from the F03B11 and F03B14 records to the original F03B13 payment record.

Later, you must apply the negative chargeback invoices to invoices that you want to pay.

Stand-Alone Deductions (TI Code 27)

When the amount of the payment does not equal the amount of the invoices that it pays, you can create a stand-alone deduction to postpone the research and resolution of the short-payment until a later date. Additionally, you might use the stand-alone feature for deductions that are not associated with any invoice. For example, you would use this feature if you receive a duplicate payment for a small amount and are unsure about how to process it.

When you create a stand-alone deduction (type input code 27), the system reduces the customer's account by the amount of the short-payment.

When you post the deduction, the system creates a record in the A/R Deduction Management table (F03B40) that you use to resolve the issue.

Prerequisites

For stand-alone write-offs:

• Ensure that you set the maximum amount in the Manual Write-Off processing option high enough so that the system accepts entry.

• Verify that the account that you want to use for the each write-off reason code is set up for the AAI item RAxx, where xx is the write-off reason code.

• Verify that the processing option on the Edits tab is set up to allow write-offs.

• Verify that the values that you want to use for the write-off reason code are set up in UDC 03B/RC.

For stand-alone chargebacks:

• Verify that the chargeback A/R trade account is set up for the AAI item RCxxxx, where xxxx is the chargeback general ledger offset code.

• Verify that the processing options on the Chargeback tab are set up.

• Verify that the values that you want to use for the chargeback reason code are set up in UDC 03B/CB.

For stand-alone deductions:

• Verify that the deduction suspense account is set up for the AAI item RN.

• Verify that the values that you want to use for the deduction reason code are set up in UDC 03B/CR.

Forms Used to Enter Stand-Alone Records

Entering Stand-Alone Transactions with Invoice Match

The task to create stand-alone write-offs with invoice match is the same regardless of whether you select the Standard Receipts Entry program (P03B102) or one of the draft entry programs. This task is illustrated using the Receipt Entry form only.

Access the Receipt Entry or Draft Entry form.

To enter stand-alone transactions with invoice match:

1. Follow the steps to enter an unapplied receipt or an unapplied draft.

2. On Receipt Entry or Draft Entry, follow the steps to display the open invoices for the customer.

   See Loading All Open Invoices for a Customer.

3. In the detail area, complete the T I field with the appropriate value for each invoice.

4. From the Form menu, select Stand-alone, and then select Write-Off, Chargeback, or Deduction.

   The system displays the Create Stand-alone Transaction form.

5. For stand-alone write-offs, complete the Write-Off Amount and Write-Off Reason Code fields.

6. For stand-alone chargebacks, complete the Chargeback G/L Offset, Chargeback Amount, and Chargeback Reason Code fields.

7. For stand-alone deductions, complete the Deduction Amount and Deduction Reason Code fields.

8. Click OK.

   On Receipts Entry or Draft Entry, the system adds a new detail line, creates a payment amount for the stand-alone transaction, and assigns the appropriate type input code.

9. Verify that the Amount Pending and Amount Unapplied fields on the bottom of the form contain the correct information.

   If you have fully applied the payment to invoices, the amount pending should equal the receipt amount that appears in the header portion of the entry form.

10. Click OK.

    Chargeback G/L Offset

    Enter a code to specify the A/R trade account that you want the system to use when you post the chargeback. If you do not use a separate account to track the offset for chargebacks, you can leave this field blank.

Entering Stand-Alone Transactions without Invoice Match

The task to create stand-alone transactions without invoice match is the same regardless of whether you select Standard Receipts Entry or one of the draft entry programs. This task is described using the Receipt Entry form only.

Access the Receipt Entry or Draft Entry form.

To create stand-alone transactions without invoice match:

1. On Receipt Entry or Draft Entry, follow the steps to enter an unapplied receipt or an unapplied draft.

2. From the Form menu, select Stand-alone, and then select Write-Off, Chargeback or Deduction.

3. On Create Stand-alone Transaction, complete the Customer and Customer Reference fields.

4. For stand-alone write-offs, complete the Write-Off Amount and Write-Off Reason Code fields.

5. For stand-alone chargebacks, complete the Chargeback G/L Offset, Chargeback Amount, and Chargeback Reason Code fields.

6. For stand-alone deductions, complete the Deduction Amount and Deduction Reason Code fields.

7. Click OK.

   On Receipts Entry, the system adds a new detail line, creates a positive payment amount for the stand-alone transaction, and assigns the appropriate type input code.

   Note. If you are creating standalone chargebacks to distribute an unapplied receipt among multiple customer accounts, repeat steps 2, 3, and 5 for each customer to whom you want to distribute an amount.

8. Verify that the Amount Pending and Amount Unapplied fields on the bottom of the form contain the correct information

   If you have fully applied the payment to invoices, the amount pending should equal the receipt amount that appears in the header portion of the entry form.

9. Click OK.

   Customer	If you are creating stand-alone chargebacks so that you can distribute an unapplied receipt among multiple customers, enter the customer number to whom you want to distribute the unapplied receipt. The system creates credit (RB) records in the F03B11 table for the appropriate customers, which you can locate and apply against invoices at a later time.
   Write-Off Amount	For stand-alone write-offs without invoice match, you must enter the write-off amount as a credit (negative amount). Otherwise, the system creates an unapplied record for twice the amount that you specified.
   Write-Off Reason Code	The system does not accept blank as a value, even if it is set up in the user-defined codes. If you leave this field blank, the system does not use the default write-off reason code from the processing options.
   Chargeback Amount	Enter the amount that you want to distribute to the first customer as a credit (negative amount). Otherwise, the system creates an unapplied record for twice the amount specified.
   Deduction Amount	For stand-alone deductions without invoice match, you must enter the Deduction Amount as a credit (negative amount).
   Deduction Reason Code	The system does not accept blank as a value, even if it is set up in the user-defined codes. If you leave this field blank, the system does not use the default deduction reason code from the processing options.
   Amount Unapplied	The system creates an unapplied record for the amount in this field.

Entering Speed Receipts

This section provides an overview of speed receipts and discusses how to:

• Set processing options for Speed Receipts Entry (P03B0001).

• Enter unapplied receipts (TI code 1).

• Enter balance forward receipts (TI code 2).

• Enter logged receipts (TI code 3).

• Assign logged receipts to customers.

• Enter G/L receipts (TI code 4).

Understanding Speed Receipts

As an alternative to entering standard receipts, you can use the Speed Receipts Entry program (P03B0001) to quickly enter high-volume, simple receipts. When you use Speed Receipts Entry, you are not required to match receipts to invoices or even apply them to a specific customer's account. You can enter receipts with the minimum amount of information to speed the recognition of cash in the general ledger.

The system creates records in these tables when you enter speed receipts:

• F03B13

• F03B14

You cannot review or revise receipts using Speed Receipts Entry; you must use Standard Receipts Entry.

After you enter receipts using Speed Receipts Entry, you must post them to the general ledger to update the appropriate bank and A/R trade accounts.

TI Code 1 (Applied Receipt)

Use this input code to apply a receipt to a customer's account balance instead of matching it to a specific invoice or group of invoices. This method enables you to update the customer's account and recognize cash immediately, and then match the receipt to invoices at a later time.

TI Code 2 (Balance Forward Receipt)

The balance forward method enables you to specify a beginning date from which to begin applying the receipt. The program applies the receipt to invoices in the order of oldest to newest. The system applies the receipt to invoices until the receipt amount is exhausted. If the receipt cannot fully pay an invoice, it applies a partial payment. If the amount of the receipt exceeds the amount of the invoices, the system automatically creates an unapplied receipt for the remaining amount. Later, you can apply the receipt to future invoices that you create for the customer. If the receipt does not fully pay an invoice, the system applies a partial payment to it. Alternatively, you can enter an invoice number to have the system apply the receipt to all the pay items for that invoice.

You can set a processing option to enable the system to take earned discounts when entering a balance forward receipt. The system compares the G/L date that you enter on the receipt to the discount due date to determine whether the discount is earned. The system takes earned discounts only when an invoice is paid in full. The Speed Receipts Entry program (P03B0001) does not allow you to change the discount amount; you must use the Standard Receipts Entry program (P03B102).

TI Code 3 (Logged Receipt)

If you receive a payment but cannot locate the customer or payor, you can log the receipt (TI code 3) to recognize the revenue immediately, and then apply the receipt to the customer's account at a later date. Logging receipts enables you to deposit payments, improve cash flow immediately, and apply the receipt to the customer account and their invoices later. This method of entering receipts is useful when the people who enter receipts and make the bank deposits are different than those who match the receipts to a customer or invoices.

When you enter a logged receipt, the system creates a record in both the F03B13 and F03B14 tables.

After you enter a logged receipt, you must post it to update the bank account balance. When you post a logged receipt, the system distributes the total amount of the receipt to a suspense account that you specify in the AAI item RCLC. After you apply the receipt to a customer's account, the system clears the suspense account and updates the appropriate A/R trade account.

Note. If you do not post the logged receipt before you apply it to the customer's account, the system deletes the logged receipt records from the F03B14 table.

TI Code 4 (G/L Receipt)

If you receive a miscellaneous payment, such as a rebate check, that is not associated with a customer's account you can enter it into the system using Speed Receipts (TI code 4). This method enables you to credit the appropriate general ledger account and include the amount in the bank deposit.

When you enter a G/L receipt, you can distribute it to one G/L account or several. When entering a G/L receipt, you can select a receipt and redistribute it among multiple G/L accounts. For example, you might want to distribute the amount of a refund check among different revenue or cash accounts. The amounts that you distribute among various G/L accounts must equal the total amount of the receipt.

After you enter a G/L receipt, you must post it to update the account information.

Receipt Deletion

Each line in the detail area represents a separate receipt. You can delete a receipt before you click OK on the Speed Receipts Entry form. To do so, select the receipt and click Delete. This method provides a quick way to delete the entire row of information at one time instead of deleting the information in each column separately.

Attached Text or Objects

After you enter a receipt, you can attach text, an OLE object, or an image, such as a scanned receipt. For example, you might attach an internal comment or memo regarding a receipt revision or void. You can add attachments only at the receipt level.

To attach text or objects, select the receipt on the Speed Receipts Entry form. Then, select Attachments from the Row menu.

Prerequisite

Before you enter logged receipts (TI code 3) set up AAI item RCLC (logged receipts) for the suspense account.

Forms Used to Enter Speed Receipts

Setting Processing Options for Speed Receipts Entry (P03B0001)

Processing options enable you to specify the default processing for programs and reports.

Display

These processing options specify whether the system retains the field values when a new receipt is entered.

Defaults

These processing options specify the default values for certain fields.

Edits

These processing options specify whether a receipt number is required.

Process

These processing options specify whether to enable invoices to be paid when the status is not approved (A) and whether the system creates summarized or detailed Account Ledger records (F0911) when the receipt is posted.

Auto Write-Off

These processing options specify limits for under- and over-payments and the associated reason code.

Discount

These processing options specify whether to enable all discounts or earned discounts only, as well as the default value for the discount reason code.

Entering Unapplied Receipts (TI Code 1)

The system creates unapplied receipt records from the Speed Receipts Entry program (P03B0001) exactly as it does when you use the Standard Receipts Entry program (P03B0102).

See Entering Unapplied Receipts.

Access the Speed Receipts Entry form.

To enter an unapplied receipt:

1. On Speed Receipts Entry, complete the Company, Bank Account, Type Input, G/L Date, Receipt Date, and Remark (optional) fields in the header area.

2. Complete the Payor Address, Customer Address, Receipt Number, and Receipt Amount fields in the detail area.

3. In the detail area, override the value in the G/L Offset field if necessary.

4. Click OK.

Entering Balance Forward Receipts (TI Code 2)

Access the Speed Receipts Entry form.

To enter a balance forward receipt:

1. On Speed Receipts Entry, complete the Company, Bank Account, Type Input, G/L Date, Receipt Date, and Remark fields in the header area.

2. Complete the Payor Address, Customer Address, Receipt Number, and Receipt Amount fields in the detail area.

3. Complete the Bal Fwd Start Date (balance forward start date) field, the Document Number field, or both.

4. Click OK.

   Bal Fwd Start Date (balance forward start date)	Enter the date that the system uses to select invoices for payment using the balance forward method (type input code 2). Invoices that have a due date equal to or greater than the date that you specify, for the customer that you specify, are eligible for payment. If you leave this field blank, the system applies the receipt to the oldest open invoice for the specified customer.
   Document Number	Enter the invoice number to which the system applies the receipt. The system applies the receipt to all pay items for the invoice number that you enter. If you enter a document number, you do not need to enter a value in the Balance Forward Start Date field. However, you can complete both fields if you want to limit the number of invoice pay items that the system pays by due date.

Entering Logged Receipts (TI Code 3)

Access the Speed Receipts Entry form.

To enter a logged receipt:

1. On Speed Receipts Entry, complete the Company, Bank Account, Type Input, G/L Date, Receipt Date, and Remark fields in the header area.

2. Complete the Receipt Number and Receipt Amount fields in the detail area and then click OK.

Assigning Logged Receipts to Customers

Access the Receipts Entry form by selecting a logged receipt.

To assign a logged receipt to a customer:

1. On Receipt Entry, complete the Payor and Customer fields.

2. (Optional) Complete the G/L Date field.

3. If you know the invoices that you want to pay, you can display the open items and proceed with receipt matching.

4. Click OK.

Entering G/L Receipts (TI Code 4)

Access the Speed Receipts Entry form.

To enter G/L receipts:

1. On Speed Receipts Entry, complete the Company, Bank Account, Type Input, G/L Date, Receipt Date, and Remark fields.

2. Complete the Receipt Number, Receipt Amount, and G/L Account Number fields in the detail area.

3. If you want to distribute the receipt to more than one G/L account, select Split Receipt from the Row menu.

4. On G/L Receipts Entry, complete the G/L Account Number, Payment Amount, and Remark fields for each additional G/L account.

   Note. You must distribute the entire amount of the receipt; otherwise, the system returns an error.

5. Click OK.

6. On Speed Receipts Entry, click OK.

Revising Receipts

This section provides an overview of receipt revisions and discusses how to revise unposted receipts.

Understanding Receipt Revisions

After you enter receipts, you might need to revise them. For example, you might have applied a receipt to the wrong invoice or customer, or used the wrong general ledger date. Depending on the posting status and the data that you need to change, you might have to delete or void the receipt, and then re-enter it.

You can revise unposted receipts that are in the current general ledger period only, unless you select the Allow PBCO Postings option within the General Accounting constants.

Note. Depending on the setup of the AAI item for the receivables trade account (RC), the system might generate an error when you try to revise the building on an unposted receipt.

When you enter an unapplied receipt, the system uses the default AAI item RCUC to retrieve the A/R trade account unless you enter an unapplied general ledger offset. If you enter an unapplied general ledger offset, the system uses the account set up for AAI item RCxxxx, where xxxx is the value of the general ledger offset. If the AAI does not have a business unit specified, the system uses the building number (MCU2) entered on the unapplied receipt as the business unit for the account. The system updates the AID field of the Receipts Header record (F03B13) based on the account retrieved from the AAI.

If you change the building number on an unapplied receipt, the system does not rewrite the value of AID. Based on AAI setup, if the system determines that a different account should be updated to the AID field, it generates an error. You must delete the unapplied receipt and re-enter it.

Unposted Receipts

You can revise these fields on an unposted receipt:

• Bank Account

• Remark

• Receipt Amount

  If you revise the receipt amount, you must also revise the payment amount information in the detail area.

• Payment Instrument

• Cleared Date

• Unapplied G/L Offset

• Receipt Reference

• Lease

• Building

• Unit

Note. The Lease, Building, and Unit fields can be revised only on unapplied receipts, and only when you use the RE Receipts Entry program (P15103).

You can also change the payment amount or type input code, remove invoice pay items, or select other invoices to pay.

Posted Receipts

After you post a receipt, you can change the information in only these fields:

• Remark

• Payment Instrument

• Cleared Date

• Receipt Reference

You do not need to post the receipt again.

You can also void invoice pay items and specify new invoices to pay. If you revise payment information, you must post the receipt again.

See Deleting and Voiding Receipt Information.

Logged Receipts

If you need to change the amount of a logged receipt, the system requires that you assign a payor and customer. If you cannot assign this information, you must delete or void the logged receipt, and re-enter the transaction.

Forms Used to Revise Receipts

Revising Unposted Receipts

Access the Receipt Entry form.

To revise an unposted receipt:

1. On Receipt Entry, revise the information in the Bank Account, Remark, or Receipt Amount fields.

2. To revise additional receipt information, select Additional Info from the Form menu.

3. On Additional Information, revise the information in the Payment Instrument, Cleared Date, Unapplied G/L Offset, Receipt Reference fields and click OK.

4. On Receipt Entry, revise the payment amount and type input codes of the invoices to pay.

5. To delete an invoice pay item, select the pay item and click Delete.

6. To add another invoice pay item, use either the Load or Select feature.

7. Verify that the Amount Pending and Amount Unapplied fields on the bottom of the form contain the correct information.

   If you have fully applied the receipt to invoices, the amount pending should equal the receipt amount that is specified in the receipt header. The system creates an unapplied receipt record for the amount in the Amount Unapplied field.

   Note. The Amount Unapplied cannot be negative or the system returns an error when you click OK.

8. Click OK.

Approving and Posting Receipts

This section provides an overview of receipt posting and the automatic entries created by the receipt post process, and discusses how to:

• Run the post program to post receipts.

• Post receipts from Receipts Journal Review.

See Also

Posting Foreign and Alternate Currency Receipts

Understanding Receipt Posting

After you enter receipts, you must approve them and then post them to the general ledger to update the appropriate account information. Depending on the organization's policy, management approval might be required before you can post receipt batches. The process to review and approve batches is the same regardless of the batch type.

Because the system creates all of the entries to the Account Ledger table (F0911) when you post receipts, balancing errors occur only when the post program is interrupted. If the post program is aborted before it completes, run the post program again to delete the entries that the system created, and then run the post program a third time to create new entries.

Note. The status of the receipt batch header remains "In Use" until you exit the Work With Customer Receipts Inquiry form.

During the post, the system:

• Selects unposted receipt transactions from these tables:

  • F03B13

  • F03B14

• Validates each transaction.

If no errors occur, the system:

• Debits the appropriate bank account for the receipt amount, which creates bank deposit records in the F0911 table.

• Creates automatic offsets (credits) to the A/R trade account in the F0911 table.

• Creates automatic entries to the discount, write-off, chargeback, or deduction accounts, if applicable.

• Updates balances in the Account Balances table (F0902).

• Marks the transactions as posted (P) in the F0911 table.

• Updates the F03B13 and F03B14 tables with a D in the Posted Code field.

• Updates the status of the Batch Control Record table (F0011) to D.

You can also post receipts from the Work With Batches form that you access when you select the Receipts Journal Review or Real Estate Journal Review program (P0011), located on the same menu as the post program.

Note. The system creates unapplied receipt (RU), chargeback (RB), and deduction (R5) invoices with a posted status of D in the F03B11 table. To determine whether these records are posted, you must locate and verify the posted status of the receipt document from which they originated.

Journal Entries Created by the Receipt Post Process

When you post receipts to the general ledger, the system creates the account ledger record (F0911) differently, depending on the setting of the processing option for the journal entry creation method in the receipts entry program.

Regardless of the method that you use to create journal entries, the system updates these fields in the receipt detail record (F03B14) from the journal entry that the system creates:

• RZDCTG (Document Type - JE)

• RZDOCG (Document Number - JE)

• RZKCOG (Document Company - JE)

Detail Method

If you set the processing option to create detailed journal entries, when you enter the receipt, the system updates the A/R Post Status (ISTR) field in the F03B13 table to 1. When you post receipts, the system:

• Creates one document in the F0911 table for each receipt in the batch.

• Assigns the journal entry for the bank account a document type of RC.

• Assigns the document number from Next Numbers for system 09, line 2 (Journal Entry).

  The system does not use the receipt number because the field lengths are not the same. The receipt number is a 25-character number, and the journal entry document number is an 8-character number.

• Updates the record in the F03B14 table with the document number that is assigned to the journal entry for audit purposes.

Summary Method

If you set the processing option to create summarized journal entries, when you enter the receipt, the system does not update the A/R Post Status (ISTR) field in the F03B13 table. When you post receipts, the system:

• Creates one document in the F0911 table for each batch of receipts posted.

• Assigns the journal entry a document type of RK to the entry for the bank account.

• Assigns the batch number as the document number.

For the system to create summarized journal entries, you must also verify:

• The offset method in the Accounts Receivable Constants is set to a value of B (batch mode).

• The intercompany settlement option in the general accounting constants is set to a value other than 2 or 3.

Otherwise, the system creates detailed journal entries.

Key to Method Used

This table shows the type of journal entry that the system creates according to the settings in the general accounting and accounts receivable constants.

* Offset Method

• Y = One automatic entry offset per document, regardless of the number of line items

• S = One automatic entry per pay item

• B = One automatic entry per batch

Posting Voided and NSF Receipts

The system also creates different journal entries when you post a receipt that has been voided or designated as insufficient funds (NSF). Regardless of the processing option setting for the journal entry creation method, this occurs:

• When you post a voided receipt, the system creates a journal entry with the document type RO.

• When you post a receipt that is designated as NSF, the system creates a journal entry with the document type RV.

The system updates the DOCQ, DCTQ, and KCOQ fields in the F03B13 record with the document number and document type that the system assigns to the journal entry.

Posting Zero Amount Receipts

When you fully apply credit memos or unapplied receipts to invoices, the system does not generate journal entries to the bank account because the amount of the receipt is zero.

Additionally, the system creates an automatic entry (document type AE) only when the A/R trade account to which the unapplied receipt or credit memo was posted is different from the A/R trade account to which the invoice was posted. If the trade accounts are the same for the credit memo or unapplied receipt and the invoice, the system does not generate AE entries or produce a posting edit report.

See Understanding Fields Updated During Receipt or Draft Entry.

Understanding Automatic Entries Created by the Receipt Post Process

When you post receipts, the system creates automatic entries (document type AE) in the F0911 table. The system uses the account IDs from fields that the system updated when you entered the receipt. This table lists the fields that the system uses during the post process to locate the account for the AE entry based on the type of receipt.

Company 00000

When the system creates automatic entries for receipts, it always assigns company 00000 to the document company field of the journal entry (KCO), regardless of the setting of the offset method in the constants. The system must assign company 00000 because of the one-to-many relationship inherent in the receipt entry process-that is, one receipt can pay many invoices from different companies. If the post did not use company 00000, it would have to create additional journal entries to accommodate each invoice document company.

Forms Used to Approve and Post Receipts

Running the Post Program to Post Receipts

Use one of these navigations:

From the Manual Receipts Processing menu (G03B12), select Post Receipts to G/L.

From the Real Estate Receipts menu (G1513), select Post Receipts.

Posting Receipts from Receipts Journal Review

Access the Work With Batches form.

Select the batch that you want to post and select Post by Batch from the Row menu.

Deleting and Voiding Receipt Information

This section provides an overview of receipt voids and deletions, and discusses how to:

• Delete or void a receipt.

• Delete or void an invoice pay item from a receipt.

Understanding Receipt Voids and Deletions

When you cannot revise the information on a receipt, such as the payor or the general ledger date, you must delete or void the receipt. You follow the same steps to delete and void a receipt; if the receipt is unposted, the system removes all the receipt records, if the receipt is posted, the system creates new reversing records.

When you delete or void a receipt, the system:

• Restores the open amount of the invoice or group of invoices to which the receipt applied.

• Changes the pay status on the invoices from paid (P) to approved (A).

Additionally, if you void a receipt, the system:

• Marks the receipt as voided in the F03B13 table.

• Creates new records in the Batch Control Records table (F0011) and the F03B14 table.

You must post the new batch to update the general ledger accounts with reversing information. When you post a voided receipt, the system creates a record in the Account Ledger table (F0911) with the document type RO.

Prerequisite

Verify that the values that you want to use for the Void/NSF reason codes are set up in UDC 03B/VR.

Forms Used to Delete and Void Receipts

Deleting or Voiding a Receipt

Access the Work with Customer Receipts Inquiry form.

To delete or void a receipt:

1. On Work with Customer Receipts Inquiry, select the receipt that you want to delete or void.

2. Select Delete from the tool bar or select Void/Delete from the Row menu.

3. On Confirm Delete, click OK.

   If the receipt is not posted, the system removes the records.

4. If the receipt is posted, on Void/NSF Receipt, complete the G/L Date and Reason Code fields.

5. Click OK.

Deleting or Voiding an Invoice Pay Item from a Receipt

Access the Work with Customer Receipts Inquiry form.

To delete or void an invoice pay item from a receipt:

From the Manual Receipts Processing menu (G03B12), select Standard Receipts Entry.

1. On Work With Customer Receipts Inquiry, select the appropriate receipt and click Select.

2. On Receipts Entry, select the pay item that you want to delete or void.

3. From the Row menu, select Void/Delete.

4. On Confirm Delete, click OK.

   If the receipt is not posted, the system removes the pay item record.

5. If the receipt is posted, on Void/NSF Receipt, complete the Reason Code field and click OK.

   On Receipts Entry, the system marks the voided pay item with X and creates a new pay item for a reversing amount.

6. On Receipts Entry, select another invoice to distribute the payment amount, or click OK to create an unapplied receipt for the amount of the voided pay item.

Designating Receipts as Insufficient Funds

This section provides an overview of insufficient funds designations, and discusses how to designate receipts as NSF.

Understanding Insufficient Funds Designations

When the payor's bank account does not have sufficient funds available to pay the invoices that they have specified, you can designate a receipt as insufficient funds and reopen the invoice or group of invoices. The steps to designate a receipt as insufficient are the same regardless of whether the receipt is posted or unposted. When you designate a receipt as insufficient funds, the system does this:

• Indicates the insufficient fund status of the record in the F03B13 table. When you analyze payment trends of customers or tenants, this indication helps you to distinguish insufficient funds receipts from reversals for entry errors and so on.

  If the receipt is not posted at the time that it is designated as insufficient funds, the system also marks the posted status of this record as D.

• Restores the open amount of the invoice or group of invoices to which the receipt applied.

• Changes the pay status of the invoices from paid (P) to approved (A).

• Creates a new record in the Batch Control Records table (F0011), if the receipt is posted.

• Creates a new record in the F03B14 table with a matching document type RV, if the receipt is posted.

  If the receipt is not posted when it is designated as insufficient funds, the system deletes the original record in the F03B14 table.

You must post the new batch to update the general ledger accounts with reversing information. When you post a receipt that is designated as insufficient funds, the system creates in the F0911 table a record with the document type RV.

Prerequisite

To include the bank's address and transit account, set up the necessary information in the Address Book system and on the Set Up G/L Bank Account form.

Forms Used to Design Receipts as Insufficient Funds

Designating Receipts as NSF

Access the Work with Customer Receipts Inquiry form.

To designate receipts as NSF:

1. On Work with Customer Receipts Inquiry, select the receipt that you want to designate as NSF.

2. From the Row menu, select NSF.

3. On Confirm Delete, click OK.

4. On Void/NSF Receipt, complete the G/L Date and Reason Code fields and click OK.