This chapter provides an overview of payment application options, lists prerequisites, and discusses how to:
Run the Payment Predictor Application Engine process.
Review Payment Predictor process results.
Apply payments using payment worksheets.
Approve write-off amounts using workflow.
Create and update accounting entries.
Look up information about payments.
PeopleSoft Receivables provides three options to apply payments:
The Payment Predictor process (ARPREDCT) automatically applies payment to items and makes partial payments based on the payment predictor methods that you define and assign to business units and customers.
Note. If you receive payments for vendor rebate claims or claimback items from PeopleSoft Purchasing or PeopleSoft Order Management from the Claims Management Workbench, you cannot use this option for those items. You must manually apply the payments on the payment worksheet to indicate the base and value-added tax (VAT) amounts if any for each item.
The payment worksheet provides a method that enables you to manually apply payments to items and make partial payments.
The Credit Card Application Engine process (AR_CRCARD) enables you to pay for individual items by credit card.
Before you apply payments, you must:
Create automatic entry types for payment processing.
Set up the reference qualifiers.
Enter items into the system and then run the Receivable Update Application Engine process (ARUPDATE).
Enter payments into the system.
See Also
Defining Automatic Entry Types
Setting Up Reference Qualifiers
This section provides an overview of Payment Predictor processing, lists prerequisites, and discusses how to:
Reset the Payment Predictor process.
Restart the Payment Predictor process.
See Also
Setting Up Payment Predictor Processing
The Payment Predictor process automatically matches payments with open items for a customer based on a predefined payment predictor method. When you set up Payment Predictor, you define algorithms, algorithm groups, and methods. You specify in each payment predictor method how to handle the exceptional conditions, such as overpayments or underpayments, for the algorithm group that you associate with the method.
Note. The algorithm groups #DETAIL and #DTL_TLR do not allow you to define exception handling.
The Payment Predictor process either matches the payment and sets it to post or sends the payment matching results to a payment worksheet for review. If the payment predictor method designated that the process create a payment worksheet, the worksheet shows how Payment Predictor applied the payment and made adjustments based on the instructions in the method.
If the system sends the payment matching results to a payment worksheet, you must review the worksheet. You must decide whether to accept the matching results as they are or make other adjustments. When you finish working with the payment worksheet, you set the payment to post.
If the process does not generate a worksheet, it creates a payment group and sets it to post.
Run the Receivable Update Application Engine process to post any new items that the process created and to create accounting entries.
Payment Predictor Abends
If the Payment Predictor process ends abnormally, you have two alternatives:
Reset and rerun the process instance on items locked by the Payment Predictor process and other associated tables that may need to be rolled back to their original state.
Restart and resume processing after you have resolved the cause of the abnormal ending.
Note. Oracle recommends that you reset and rerun from the beginning if your are not certain which approach to take.
Perform the following tasks before you run the Payment Predictor process:
Define payment predictor methods.
Assign a payment predictor method to a business unit.
Override the payment predictor method for individual customers if needed.
Enter balanced deposits with reference information for payments.
Select the Payment Predictor check box for the payments.
Each payment must have a magnetic ink character recognition (MICR) ID, a customer ID, or some other type of reference information. If the payment does not have reference information, use a payment predictor method that has a step to route the unidentified payment to a control account and generate a worksheet.
Verify that the deposits are in balance.
If you import vendor rebates from PeopleSoft Purchasing or claimbacks from PeopleSoft Order Management, you must activate the CHKREBAT step in the PREPARE section of the AR_PREDICT1 Application Engine process.
See Also
Defining Payment Predictor Methods
Entering Additional Billing, Purchasing, Payment, and Write-Off Options for Bill To Customers
Page Name |
Definition Name |
Navigation |
Usage |
PP_REQUEST |
Accounts Receivable, Payments, Apply Payments, Request Payment Predictor, Payment Predictor |
Define run parameters for the Payment Predictor process. |
|
AR_RESET |
Accounts Receivable, Receivables Update, Archive Receivables, Reset Process, Process Reset |
Reset the Payment Predictor process. Unlock and rerun the process. |
|
Process List |
PMN_PRCSLIST |
PeopleTools, Process Scheduler, Process Monitor, Process List Click Process Monitor on the Payment Predictor page. |
Review the multiple processes in a job. |
Process Detail |
PMN_PRCSLISTREE |
Click the Details link on the Process List page. Select a failed process from the process list. |
Restart a failed process. |
Access the Process Reset page. (Select Accounts Receivable, Receivables Update, Archive Receivables, Reset Process, Process Reset.)
Enter your search criteria for the process instance and click Refresh.
Not Successful Process Requests, select the process instance that you want to reset.
Reset |
Click to unlock and reset the process instance. After the process instance is reset, you can rerun the process. |
Access the Process List page. (Select Accounts Receivable, Receivables Update, Archive Receivables, Reset Process, Process Reset, and click Process Monitor on the Payment Predictor page.)
Because Payment Predictor is a job (a collection of multiple processes), you may need to restart multiple processes. Find the processes that you need to restart.
Process Detail |
Click to access the Process Detail page, and select Restart Request. |
This section provides an overview of the Payment Predictor payment status and lists the pages used to review Payment Predictor process results.
Note. If you use the message catalog to view all of the messages that the process returns, the system prompts you for a language code and message set number. Use 6880 for the Payment Predictor process.
This table lists the different Payment Predictor process statuses for payments that appear on inquiries, reports, payment worksheets, and messages:
Payment Predictor Payment Status |
Description |
Pay Status |
Post Status |
I (processed) |
Payment was considered, and it either did not meet the criteria of the method, or it did not have items selected for it. |
Identified |
Not applicable |
W (worksheet) |
Payment was applied and a payment worksheet was built by the Payment Predictor process for review. |
Worksheet |
No action |
A (applied) |
Payment was applied and pending groups were created by the Payment Predictor process for posting. |
Applied |
Batch Standard |
This section provides an overview of worksheet creation and modification and discusses how to:
Build a payment worksheet.
(Optional) Enter item references for the payment.
Use payment worksheets to apply payments.
Review Item List Detail 1 Summary Information
Review Item List Detail 2 Summary Information
Review Item List Detail 3 Summary Information
Review Item List Detail 4 Summary Information
Review Item List Detail 5 Summary Information
Review Item List Detail 6 Summary Information
Distribute amounts for multiple revenue lines for control budgets.
View and update item details.
Convert payment amounts to a different currency.
Select a payment worksheet action.
Handle returned payments.
A payment worksheet is a cash application tool; it is an alternative to applying payments through express deposit or with the Payment Predictor process. Payment worksheets use information about customers and items to apply payments. You match items with payments and make any necessary adjustment (prepayments, on-account payments, write-offs, and deductions). The system creates one worksheet for each payment, not one for each deposit.
You can process items with multiple currencies, and the payment and items do not have to be in the same currency. The worksheet enables you to work with different item entry, item base, payment entry, and payment base currencies.
Working with a payment worksheet consists of these high-level steps:
Use the Worksheet Selection page to select the items that you want to work with and build the worksheet.
If you add items to an existing worksheet, the system adds the new items that you selected and does not delete any items that are already on the worksheet.
Use the Worksheet Application page to apply the payment to items.
Use the Worksheet Action page to select a posting action for the worksheet or to create accounting entries online.
You can copy selected or unselected items on a payment worksheet.
You can delete the worksheet, or you can save your work and complete the worksheet later. You can also select and deselect a range or all of the items and discount rows on a worksheet, as well as highlight all duplicate rows.
Note. You run the Receivable Update process to post the payments, create accounting entries, and update the item balance due amount. In a production environment, Oracle recommends that you use Receivable Update to create accounting entries rather than creating accounting entries online.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
PAYMENT_IDENT_IC |
Accounts Receivable, Payments, Apply Payments, Create Worksheet, Worksheet Selection |
Create a new worksheet, modify an existing one, and select items to include in the worksheet. |
|
PAYMENT_REF_DET2 |
Click the Detail Reference link on the Worksheet Selection page. |
Create deductions, pay or write off all or part of an item, create on-account payments or prepayments without first building the worksheet. |
|
PAYMENT_REF_DET3 |
Click the Item Status link on the Worksheet Selection page or the Detail Reference Information page. |
Display items that are not open on the Item table (PS_ ITEM). Use to list items that have been selected on the Detail Reference Information page but have already been paid or that do not exist on the Item table to determine whether to delete items on the Detail Reference Information page. |
|
PAYMENT_WS_IC |
Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application |
Apply payments to selected items. |
|
EU_CUR_CNV_WS_SEC |
Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button on the Worksheet Application page. |
Select the currency code, rate, and date of conversion for the display currency on the worksheet. The values that you enter determine the currency and amount for the Conversion Amount - Currency field. |
|
PAYMENT_WS_IC_DTL |
Click the View Detail button on the Worksheet Application page. |
View or update details about a selected item on a worksheet or copy, write off, or edit items. |
|
CURR_EXCHG_AID_SEC |
Click the Currency Exchange Aid link on the Worksheet Application Detail View page. |
Use as an aid in converting the payment amount to the currency of a selected item making a partial payment. |
|
Multiple Revenue Line Distribution |
AR_MRL_SEC |
Click the Revenue Distribution link on the Worksheet Application page. |
Distribute amounts for multiple revenue lines for control budgets. |
PAYM_ITEM_VAT_HDR |
Click the Add VAT Information link on the Worksheet Application Detail View page. |
View VAT header defaults. Manually override values if applicable. |
|
PAYM_ITEM_VAT_LN |
Click the VAT Detail Page link on the VAT Header page. |
View VAT line defaults including the VAT amounts. Manually override values if applicable. If the VAT declaration is at the accounting date, then the user cannot modify the VAT declaration date. |
|
ITEM_ACTIVITY_DRILL |
Click the Item Activity link on the Worksheet Application Detail View page. |
View all activities for an item. |
|
ITEM_PGROUP_SEC |
Click the Item in Other Groups link on the Worksheet Application Detail View page. |
View other worksheet groups that have the selected item or any pending item groups that are not posted that have the item. |
|
CUST_INFO_SEC |
Click the Additional Cust Information (additional customer information) link on the Worksheet Application Detail View page. |
View additional customer information. |
|
PAYMENT_ACTION_IC |
Accounts Receivable, Payments, Apply Payments, Finalize Worksheet, Worksheet Action Click the Worksheet Action link on the Worksheet Selection page or the Worksheet Application page. |
Select posting options for the payment applied on the payment worksheet, including entry events and worksheets that the Payment Predictor process generated. If approval workflow is enabled, you submit workflow for approval on this page. |
Access the Worksheet Selection page. (Select Accounts Receivable, Payments, Apply Payments, Create Worksheet, Worksheet Selection.)
Payment Predictor |
Select to apply the payment automatically the next time that you run the Payment Predictor process. If you select Payment Predictor and then attempt to build a worksheet, the system clears the Payment Predictor check box. Note. The Worksheet Selection page and the Payments page in regular and express deposit entry both have the Payment Predictor check box. If you select the option on either of these pages, the system automatically selects the check box on the other page. Set the default for the Payment Predictor process using the bank account on the External Accounts page. |
Selecting Customer and Item Reference Criteria
The information that you enter about customers and items determines the information that appears on the worksheet. The more information that you provide, the more focused your worksheet will be. For example:
If you enter only customer information, the worksheet lists all open items for the customer.
If you enter only item information, the worksheet lists all open items that match your item criteria for all customers.
If you enter both customer and item information, the worksheet lists all the open items that match the customer and item criteria that you select.
Note. If you enter no customer or item information, the system creates a blank worksheet.
Customer Criteria |
Select the type of customer that you want to include in the worksheet: Corporate Items, Customer Items, or Remit From Items. If you select None, the system creates a worksheet based on the other selection criteria and does not limit items to specific customers. You can also select None and enter a customer ID and business unit. In this case, the system uses the customer reference criteria in conjunction with the item reference criteria to choose only items that match both criteria. |
Customer ID and Business Unit |
Enter the customer ID and business unit. Note. If you select Corporate Items or Remit From Items in the Customer Criteria field, you must enter a business unit. The system needs a business unit to determine the setID of corporate and remit from customers. The resulting worksheet displays all open items having the specified corporate or remit from customer across all business units, not just the business unit that you select. |
MICR ID (magnetic ink character recognition ID) |
|
Link MICR |
Click to link the customer's MICR ID to other customers who have the same MICR ID. |
The information that appears on the Worksheet Selection page comes from the Regular Deposit - Payments page or the Express Deposit - Payments page, or from payment information received from a payment interface, such as Electronic Data Interchange) (EDI) or a lockbox. If you did not enter information on the Payments page, enter it on the Worksheet Selection page.
Note. The only instance in which you can use reference criteria independently of customer criteria is when the Restrict to field is All Customers.
Including and Excluding Items
All Items, Deduction Items Only, or Items in Dispute Only |
Select one of these options to indicate the types of items to include in the worksheet. If you select All Items, you can select one or more of the following check boxes to exclude those item types from the worksheet: Exclude Deduction Items, Exclude Collection Items, and Exclude Dispute Items. |
Build |
Click to create a new worksheet or to add items meeting your selection criteria to an existing worksheet. The following may occur if the payment is out of balance or there are duplicate payments:
|
Clear |
Access the Detail Reference Information page. (Click the Detail Reference link on the Worksheet Selection page.)
To view and change information:
(Optional) Click Get Pay Amounts to display the amount of the items from the previous entries.
This button is available only if amounts are not displayed.
Enter the item ID, such as an invoice number and a sequence number.
The system populates the other fields from the current item information if the item ID is a preexisting item.
Change the payment amount, entry type, and entry reason as needed.
These entry types are valid for existing items:
PY |
Pay an item. Note. The Entry Reason field is not available when the entry type is set to PY. |
WO |
Write-off. |
DED |
Deductions. |
Note. To partially write off an item, use the write-off option and change the payment amount.
These entry types are valid for new items:
OA |
On account (negative amount). |
PR |
Prepayment (negative amount). |
DED |
Deductions (positive amount). |
Enter discount information:
For earned discounts, the system automatically selects the Disc (discount) check box and populates the Disc Amt (discount amount) field.
Change the discount amount if needed or deselect the Disc check box if you do not want to allow the discount.
For unearned discounts, the Disc check box is not available unless you accessed the page from the Regular Deposit - Payments page and you selected the Payment Predictor check box.
To enable the Payment Predictor process to take an unearned discount, select the Disc check box and enter the discount amount. If you are applying the payment on the payment worksheet, you take unearned discounts on the Worksheet Application page.
Access the Worksheet Application page. (Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application.)
To use the payment worksheet, follow these steps:
Use the item display or sort controls to adjust the view.
Select the items to pay.
Handle underpayments, overpayments, and discounts.
Check the information in the Balance group box to determine whether you have used the entire payment.
You cannot post a worksheet until the entire amount of a payment is accounted for, either applied to an item, deemed a prepayment, held on account, deducted from the customer's balance, or considered an adjustment.
Payment Accounting Date |
Displays the accounting date for the payment activity. |
The Item Action group box enables you to select a specific Entry Type and Entry Reason to apply to the items displayed in the Item List grid.
Defining Row Selection Criteria
Use the Row Selection group box fields to determine whether the Sel (select) check box is selected or not selected in the Item Display grid based on a selected
Choice |
Select one of these values to select or deselect the Sel, Disc, or Discount check box for the rows that appear in the Item List grid.
|
Go |
Click this button to apply your selection to the Item List grid and update worksheet balances. |
Selecting Item Display Control Criteria
Use the fields in the Item Display Control group box to adjust the view and contents of the Item List grid.
Selecting Row Sorting Criteria
Use the Row Sorting group box to sort the rows that appear in the Item List grid based on the value that you specify. This feature sorts all items in the worksheet and not just the items that are displayed in the scroll area.
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. Oracle recommends a maximum chunk size of 100 rows, although larger chunks may perform satisfactorily.
Sort All By |
Click the dropdown arrow to enable you to select one of these sort values:
|
Reviewing Item List Summary Information
Each of the detail tabs in the Item List grid are described in six separate sections.
See Reviewing Item List Detail 1 Summary Information.
This button and these links appear below the Item List grid:
Add with Detail |
Select this button to add an item to handle overpayments, underpayments, and write-offs. If a new item was created in error, clear the item by clearing the Sel (select) column, or delete the item. |
Revenue Distribution |
Click to manually distribute amounts for control budgets across multiple revenue lines if you are making a partial payment. This link is available only if you have enabled commitment control processing and you have enabled input of multiple revenue lines for the business unit. |
Add a Conversation |
Click this link to access Accounts Receivable, Conversations, View/Update Conversations and add a new conversation with this payment. |
View/Update Conversations |
Click to access the Conversations page to view or update conversations that are associated with this payment. This link is only visible when a conversation exists for the customer. |
Reviewing Balance Information
When you select open items, you need to check the information in the Balance group box. The system updates the amounts whenever you click the Refresh button. If the remaining amount is not 0, you need to adjust the payment amounts or select additional items.
Select items that match the payment. If a customer has no items in the worksheet, you can still put a payment on account or treat it as a prepayment.
To apply an underpayment, do one of the following procedures:
Treat the entire amount as a partial payment against an item.
Then change the amount for the item to the amount of the payment.
Pay off the item and create an adjustment or a deduction item for the difference between the item amount and the payment amount by creating a new item and entering a positive amount for the difference.
For deductions, enter the item ID of the paid item as the document ID for the new deduction on the Worksheet Application Detail View page. This ties the purchase order number, bill of lading, and document information for the referenced item to the new deduction. Regular deductions create new items in the system. The Deduction Due Date field on the Receivables Options - Payment Options page enables you to determine whether the due date of the new item is the payment accounting date or the due date of an existing item. If you specify that the due date is from an existing item, you must enter the item ID of the existing item as the document ID on the Worksheet Application Detail View page. After the Receivable Update process runs, the new deduction appears in the system.
Until you know why the customer underpaid, place the entire amount on account (without referencing any items) by creating a new item and entering a negative amount for the amount of the payment.
Do not use the same item ID for the on-account item as an existing item. If you want the on-account item to be associated with an existing item, either add a prefix or suffix to the ID or use the same item ID with a different line number.
Partially pay for an item and write off the remaining item balance by selecting the split item and changing the entry type to WO. The system issues a message if you try to write off more than the write-off tolerances permit. Workflow is launched if the write-off amount requires approval.
Important! If the item is a rebate claim that originated in PeopleSoft Purchasing or a claimback that originated in PeopleSoft Order Management, do not write off the remaining balance. Use the Claims Management Workbench in PeopleSoft Purchasing or PeopleSoft Order Management to handle write-offs. This enables the system to determine whether the write-offs meet the write-off tolerances for claim processing.
To apply an overpayment, do one of the following procedures:
Pay off the item and create a new on account, adjustment, or prepay item with the remainder by creating a new item and entering a negative amount for the overpayment amount.
Note. If invoices exist that reflect a prepayment (that is, the on-account item and the item have the same document number), be careful not to match those items with another item that does not have a matching value in the Document field.
Pay off one or more items entirely and treat the remainder as a partial payment on another item by changing the amount for the item to the remaining amount of the payment.
Until you know why the customer overpaid, place the entire amount on account (without referencing any items) by creating a new item and entering a negative amount for the amount of the payment.
Pay off one or more items and write off the remaining balance by creating a new item and entering a negative amount for the overpayment payment amount.
If you do not find an open item to which you can apply the remaining payment, add an item to the worksheet and write off the remaining balance by selecting either the Write-off an Overpayment or Write-off an Underpayment entry type.
The system issues a message if you try to write off more than the write-off tolerances permit. Workflow is launched if the write-off amount requires approval. You can write off an amount only up to the user's authorized limit. Check these amounts on the User Preferences - Receivable Data Entry 2 page. The system compares the item amount to the user's write-off limit in the format currency selected on the Receivables Data Entry 2 page.
Note. If you selected the Partial Payment Disabled check box on the Receivables Options - Payment Options page, no partial payments can be processed.
Access the Detail 1 tab. (Receivables, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application, and select the Detail 1 tab in the Item List grid.)
Use the Customize link to sort by column and to 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 your data.
Access the Detail 2 tab. (Receivables, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application page and select the Detail 2 tab in the Item List grid.)
Item Accounting Date |
Displays the accounting date entered for online and external pending items. The date determines the fiscal year and accounting period used to post the item for both PeopleSoft Receivables and PeopleSoft General Ledger. |
As of Date |
Displays the date, which is usually the same as the accounting date that is entered for entering online and external pending items. You can also use this date to record the invoice date used to calculate payment terms. |
Due Date |
Displays the payment due date. If the due date falls on a bank holiday, the system adjusts it automatically. This field is required for the Aging Application Engine process (AR_AGING). |
Discount Date |
Displays the date on which you can apply a payment and receive a discount. You can set up default discount terms on the Payment Terms page for an item (Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms, Payment Terms.) You can also enter discount terms on the Accounts Receivable, Pending Items, Pending Item 1 page. |
Discount Date 1 |
Displays a second date closer to the payment due date on which you can apply a payment and receive usually a smaller discount. For example, if a payment is due on May 1, 2008 and the item details indicate that if a customer makes a payment on or before April 25, 2008, the customer receives a 5% discount. You also set up a second discount date (Discount Date 1) so that if the payment is made after April 25 but on or before April 28, the customer will receive a 2% discount. |
Days Late |
Displays the number of days that a customer is late in making a payment on this item. |
Customer Name |
Displays the customer's name associated with this customer's profile. (Accounts Receivable, Customer Accounts, Customer Information, Account Overview, Profile) |
SubCust1(subcustomer 1) |
Displays a subcustomer1 based on the setup on the Installation Options – Overall page and the set up of subcustomer 1 on the SubCustomer Qualifier 1 page. (Set Up Financials/Supply Chain, Product Related, Receivables, Customers, SubCustomer Qualifier 1, SubCustomer Qualifier 1) |
SubCust2(subcustomer 2) |
Displays a subcustomer2 based on the setup on the Installation Options – Overall page and the set up of subcustomer 2 on the SubCustomer Qualifier 2 page (Set Up Financials/Supply Chain, Product Related, Receivables, Customers, SubCustomer Qualifier 2, SubCustomer Qualifier 2). |
Access the Detail 3 tab. (Receivables, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application, and select the Detail 3 tab on the Item List grid.)
Purchase Order |
Displays a purchase order ID associated with the original invoice if a purchase order was used to purchase this item if you integrate with PeopleSoft Purchasing. If you enter a value that matches an existing item ID, the system automatically populates this field. |
Document ID(document identification) |
Displays a user-defined reference value, which is entered on the maintenance, payment, or draft worksheet to help identify the claim in the Claim Management workbench. If the document reference ID for deduction items in the Item table matches the document reference field for credit items in the Item table, the Automatic Maintenance process matches items for all customers associated with the remit from customer. |
Order No(order number) |
Displays the number of the PeopleSoft Inventory order number associated with the item on the original invoice. If you enter a value that matches an existing item ID, the system automatically populates this field. |
Bill of Lading |
This is the bill of lading associated with this item. A bill of lading lists all items in a shipment destined for a particular ship to location. If you enter a value that matches an existing item ID, the system automatically populates this field. |
Contract |
Displays the contract number associated with the original invoice if you integrate with PeopleSoft Contracts. If you enter a value that matches an existing item ID, the system automatically populates this field. |
Payment Terms |
Defines payment terms for this payment. The payment term is selected on the Pending Item 1 page (Accounts Receivable, Pending Items, Online Items.) The selected payment term specifies the rules for calculating an item due date and the discount terms. |
Access the Detail 4 tab. (Accounts Receivable, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application, and select the Detail 4 tab in the Item List grid.)
Corporate Customer |
Displays the name of the corporate customer defined on the Customer General Information page (Customers, Customer Information, General Information.) |
Remit Customer |
Displays the name of the customer making the payment, which is defined on the General Info (information) page (Customers, Customer Information, General Information.) |
Sales Person |
Displays the ID of the primary sales person associated with selling this item to this customer. This information can be selected on the Pending Item 2 page (Accounts Receivable, Pending Items) or (Entering or on the Item Details - Detail 1 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Detail 1). |
Sales Person 2 |
Displays the ID of a second sales person associated with selling this item to this customer. This information is derived from values enter in the Detail 1 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details.) |
Collector |
Displays the ID of the individual assigned to collecting a payment from the customer, which is defined on the Bill To Options page (Customers, Customer Information, General Information.) |
Credit Analyst |
Displays the ID of the credit analyst assigned to this customer, which is defined on the Bill To Options page (Customers, Customer Information, General Information.) |
Broker |
Displays the broker ID assigned to this customer. The customer can be selected as the broker on the General Info page (Customers, Customer Information, General Information.) |
AR Specialist |
Displays the name of the AR Specialist assigned to this customer, which is defined on the Bill To Options page (Customers, Customer Information, General Information.) |
Access the Detail 5 tab. (Accounts Receivable, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application, and select the Detail 5 tab in the Item List grid.)
Deduction Reason |
Displays the default reason code entered for the AR business unit or you can select a unique reason based on the entry reason for the deduction. If you want to use unique reasons for entry reasons, you must create deduction reason codes that are the same as the entry reason codes for the deduction (DED) entry type. |
Deduction Date |
Displays the date based on the default setting in on the Receivables Options – Payment Options page. This date will either be the accounting date or the item date depending on your selection on the Payment Options page. This date You can override the default date in this field. Note. You can also override the Receivables Options deduction fields in the View Update/Item Details - Detail 1 page. Warning! If you mark an item as a deduction using the Deduction check box rather than creating a deduction (WS-08 item) using the payment worksheet, you do not generate any accounting entries or close the original item and create a new deduction item. Once you select this check box and save the page, you cannot deselect your selection. |
Dispute Reason |
Displays a default value based on values that you set up in the Customer Relations group box on the Detail 1 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details) for a selected customer. If security was set up for you to set up these values in the View/Update Item Details component, then you can add, update, and delete the default dispute reason, dates, and values that appear in the worksheet. When you apply a partial payment to an item based on a dispute in the payment worksheet and every item row appears once, you can enter dispute information for each item. If an item row appears more than once on the worksheet, then you must enter the same dispute information for each row. If you enter the dispute information for an item row, and then enter a partial payment row for the same item, the dispute information that you entered on the first row will also appear in the partial payment row. However, if you enter the partial payment row first and enter the dispute information in that row, you must also enter the dispute information for the original item row. See Changing Discount, Payment, and Draft Options and Customer Relationship Information. |
Dispute Date |
Displays the default date that you entered on the View/Update Item Details – Detail 1 page. You can override this date on the worksheet. See Add link to Maintaining and Reviewing Item Information: Changing Discount, Payment, and Draft Options and Customer Relationship Information. |
Dispute Amount |
Displays the amount that you entered on the View/Update Item Details – Detail 1 page. You can override this date on the worksheet. See Add link to Maintaining and Reviewing Item Information: Changing Discount, Payment, and Draft Options and Customer Relationship Information. |
Claim Number |
Displays the debit memo number that the customer sent you for a deduction. This number is entered on the View/Update Item Details – Detail 1 page. |
Claim Date |
Displays the date on which the customer created the debit memo for a deduction. This number is entered on the View/Update Item Details – Detail 1 page. |
Promotion Code |
Displays the identifier that you assigned to the promotion deal in your promotion application. This number is entered on the View/Update Item Details – Detail 1 page. |
Merch Type (merchandise type) |
Displays the identifier that you assigned to the merchandising activity for the promotion in your promotion application. View/Update Item Details – Detail 1 page. |
Reference Reason |
Displays the reference reason which is associated with an item on the Reason Maintenance page (Accounts Receivable, Customer Accounts, Item Information, Update Reference Reason, Reason Maintenance.) You can select Reference Criteria when you build a payment worksheet. See Applying Payments: Building a Payment Worksheet |
Access the Detail 6 tab. (Accounts Receivable, Payments, Apply Payments, Update Worksheet, Payment Worksheet Application, and select the Detail 6 tab in the Item List grid.)
Letter of Credit ID |
Displays an ID if a letter of credit is associated with this the payment of the item. |
AG Number (acceptgiro reference number) |
Displays the acceptgiro (AG) reference number assigned to the item or invoice when you ran the Statements process (AR_STMTS) or the AR Dunning process (AR_DUNNING) for business units enabled for acceptgiro processing. It also displays the acceptgiro reference number assigned to the invoice when you printed the invoice in PeopleSoft Billing. See Add link to Defining Receivables Business Units: Selecting Bank and Payment Interface Options |
Region |
Displays the code for the team members that are assigned to the item. This code is selected when entering a pending item. See Add link to Developing Interfaces for Customers and Pending Items: Populating Pending Item Table Fields |
Declaration Point |
Displays the point at which you report VAT to the tax authorities—at the accounting date, at invoice time, at delivery, or at the time of payment. Values only appear in this field if VAT is enabled for this customer. See Add link to Understanding Tax Processing in PeopleSoft Receivables: Invoice, Delivery, Accounting Date, or Payment Declaration Point. |
Doubtful |
Indicates that you transferred the item to a Doubtful Receivables account using the transfer worksheet. |
Balance - Base Currency |
Displays the open amount for the item in the entry currency and the base currency. The base amount appears only if the balance differs from the base currency for the business unit. |
Invoice |
Displays the number of the related invoice associated with the item. See Add link to Maintaining and Reviewing Item Information: Updating Reference, Contact and Shipping Information |
Invoice Business Unit |
Displays the business unit associated with the invoice. |
Collection Code |
Displays a collection code indicating that one or more payments have not been made for this item or by this customer. See Add link to: Setting Up Collection and Exception Processing: Understanding Exception Reasons and Collection Codes. |
Access the Multiple Revenue Line Distribution page. (Click the Revenue Distribution link on the Worksheet Application page.)
The only item entries that appear on the page are ones for which you are making a partial payment.
Display Control |
If you are viewing all item entries, select an option to limit the list of item entries and click Redisplay. Options are: All Entries: Displays all item entries. Manual Entries: Displays only item entries that the user is changing manually. Out of Balance: Displays only item entries that have a remaining amount. |
Revenue Amount Distribution |
Specify how to distribute the revenue. Enter the instruction for an individual item entry by completing the Revenue Amount Distribution field for the item entry and clicking Distribute. Enter the instruction for all items displayed in the scroll area by completing the All Item Entries Displayed field and clicking Distribute All. Options are: System Distribution: This is the default. The Revenue Estimate Application Engine process (AR_REV_EST) calculates the revenue distribution amount for each line by prorating the revenue balance for all lines. If you have selected a manual method, select this option to enable the process to calculate the amounts. Reset to Zero: Select to reset all the amounts to 0. Weighted Open Balance: Select to have the system prorate the revenue amounts based on the revenue balance for each distribution line. Then readjust the amounts as needed. Even Across Revenue Lines: Select to distribute the revenue amount evenly across all lines for the item entry. Then readjust the amounts as needed. |
Revenue Amount |
Displays the total revenue amount for the item entry. |
Distributed Amount |
Displays the total of the revenue amount that has been entered for the revenue lines. |
System Distribution |
Select to have the Revenue Estimate process calculate the revenue distribution amounts. |
Remaining Amount |
Displays the difference between the total revenue amount for an item entry and the amount entered. The amount must be 0 to post the worksheet. Click the Refresh button to update the totals. |
See Also
Understanding Revenue Estimate Processing
Access the Worksheet Application Detail View page. (Click the View Detail button on the Worksheet Application page.)
View item details to identify an item or change the details as needed.
Note. To save your changes on this page, return to the Worksheet Application page.
Access the Currency Exchange Aid page. (Click the Currency Exchange Aid link on the Worksheet Application Detail View page.)
The Amount to apply to Item field initially displays the amount from the Worksheet Application page in the entry currency. If you want to partially pay the item, you have two options:
Change the amount to pay using the item currency in the Amount to apply to Item field.
When you press the Tab key to exit the field, the system updates the Amount of payment to apply to Item in Payment Currency field with the amount of the payment that you will apply to the item in the payment currency.
Enter the amount of the payment to apply to the item in the payment currency in the Amount of payment to apply to Item in Payment Currency field.
When you press the Tab key to exit the field, the system changes the item amount (the amount of the item you will pay) in the Amount to apply to Item field.
Each time that you change one of these amounts, the system updates the New Payment Amount Remaining field so that you can track how much of the initial payment remains.
Access the Worksheet Action page. (Select Accounts Receivable, Payments, Apply Payments, Finalize Worksheet, Worksheet Action and click the Worksheet Action link on the Worksheet Selection page or the Worksheet Application page.)
Delete Worksheet |
Click to delete the entire worksheet, plus any accounting entries created for the worksheet. |
Delete Payment Group |
Click to delete the accounting entries that you create but leave the worksheet intact. |
Action |
Select a posting action for the group and click OK to carry out the action. Values are: Submit to Workflow:Displays only if Approval Workflow is set up. Approval workflow is controlled by the Approval Framework feature in PeopleSoft Enterprise Components. The user is not able to set the worksheet to post until the write-off amount is approved. Both the approver and the worksheet user can set the worksheet to post after approval is granted Pending Approval:Displays only if Approval Workflow is set up and the Submit to Workflow action has been completed. Once any write-offs have been approved, then the approver and the worksheet user can set the worksheet to post. See Approving Write-Off Amounts Using Workflow. Do Not Post: Saves the changes to the group, but no posting occurs. Select this option to change the posting option for a group set to Batch Standard if the group has not been processed yet. Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process finishes. Post Now to GL: Runs the Receivable Update process immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the process finishes. Batch Priority: Runs the Receivable Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first. This option is not intended for large jobs. Batch Standard: Runs the Receivable Update process the next time a standard scheduled batch job runs. This may occur once a day depending on how often the organization schedules standard jobs. Note. The posting options that are available depend on the options that you select for the user on the Define User Preferences - Process Group page. Use the Post Now and Post Now to GL options only for small groups or when an immediate need exists to post the transaction. The system issues a message if another user or scheduled process is posting transactions for the same business unit and customer combination at the same time. If the Payment Predictor process created the worksheet and an item is selected for a business unit to which you do not have security access, you cannot post the payment until you deselect the selection. |
Create/Review Entries |
Click this button to create or review accounting entries. Use this option only if you need to review or modify the accounting entries. Otherwise, use one of the posting actions to create the accounting entries. |
Note. If the worksheet does not have a zero balance, but you need to stop working with the worksheet, save the work, and select Do Not Post for the posting action.
You can handle returned payments in a variety of ways according to your organization's policies and the conditions surrounding the return.
Reversing the Original Payment
If you have already run the Receivable Update process to post a payment, you must unpost the payment group to reverse the payment.
To unpost a payment:
(Optional) View control information on the Payment Control page.
(Optional) Select an unpost reason on the Options page.
Select Batch Priority or Batch Standard in the Action field on the Action page and click OK.
Handling Uncollectible Payments
A variety of solutions exist for handling uncollectible payments. The solution that you select depends on:
Whether the payment is permanently uncollectible and whether the totals should be included in the control tables.
Whether the payment is temporarily uncollectible and whether the totals should be included in the control tables.
To handle permanently uncollectible payments when the amount is not included in the control totals:
Unpost the original payment.
Reapply the original payment as an on-account payment on the payment worksheet.
Write off the on-account payment on the maintenance worksheet.
To handle permanently uncollectible payments when the amount is included in the control totals:
Unpost the original payment.
Reapply the original payment as an on-account payment on the payment worksheet.
Apply the returned check to the on-account item that you created for the payment.
To handle temporarily uncollectible payments when the amount is not included in the control totals:
Unpost the original payment to open the items and leave the payment unapplied.
When the check clears, reapply the payment using the original payment.
To handle temporarily uncollectible payments when the amount is included in the control totals:
Create a debit item to record the return.
When the check clears, create a new worksheet and apply the payment to the new debit item.
Within PeopleSoft Receivables, you can restrict the users ability to write-off amounts on the payment worksheet, maintenance worksheet, or draft worksheet. There are two methods to restrict write-off amounts:
Limit the amount that can be written off. Maximum write-off amounts can be defined for the business unit, bill-to customer, and individual user. If any of these limits are exceeded, the system does not allow the user to save the worksheet.
Require approval of write-off amounts entered on the worksheet that are below the maximum write-off limits but above the approval-needed limit. This approval workflow is controlled by the Approval Framework feature in PeopleSoft Enterprise Components. The user is not able to set the worksheet to post until the write-off amount is approved. Both the approver and the worksheet user can set the worksheet to post after approval is granted.
For information on the setup of maximum write-off amounts and the approval workflow process for write-off amounts, see the "Setting Up Write-Off Approval Workflow" section of the "Defining Additional Processing Options" chapter in this PeopleBook.
See Setting Up Write-Off Approval Workflow.
The approval process includes the following steps:
The user enters a write-off amount using the Payment worksheet, Maintenance worksheet, or Draft worksheet. The user saves the Worksheet Application page, the system does not save the page if the write-off amount is above the maximum write-off amount. If the write-off amount is below the maximum write-off limits but above the approval-needed limit, then the worksheet is saved.
Clicking the Save button on the worksheet pages does not launch workflow. For the Draft worksheet, the Submit for Write-off Approval button displays when the worksheet is saved. Click this button to initiate approval workflow. For the Payment worksheet and Maintenance worksheet, the user goes to the Worksheet Action page. For write-offs needing approval, the user is not able to set the worksheet to post. In the Posting Action group box, submit the write-off amount to workflow by selecting the Submit to Workflow value in the Action field and click the OK button.
When the email approval option is enabled and approval is initiated, the requester can include a comment with the submission. The message Add comments to write-off approval submission? (6080,58) will be displayed. Clicking No will route the approval request to the approver. Clicking Yes will show a requestor comments section. For Draft worksheet, this will show up on the main draft worksheet application page. For Payment and Maintenance worksheet, this will show up in the Worksheet action page. Click Save and submit write-off for approval to route approval request to approver.
The workflow notification is sent to the approver and the Post Action Status field is changed to Pending Approval.
The user has the option to select which attachments must be made visible to the approver of the write-off. When the approver or reviewer opens the approval page, they are able to view only the attachments for which they have been granted visibility by the user.
The approver receives a notification in his worklist that a write-off amount requires his approval. From the worklist, the approver can access the Worksheet Application page for the Payment worksheet, Maintenance worksheet, or Draft worksheet to view details of the write-off.
Approver will also receive a generic email informing him of the approval request. The generic email will contain a URL to the transaction that has to be approved. However, if email approval is enabled, an email form will be received instead of the generic email.
If an ad-hoc reviewer was added and reviewer has its own approval path – a worklist and generic email will be received by reviewer. If ad-hoc reviewer is on same path as approver, notifications will only be sent out once approval is met.
On the Worksheet Application page for the Payment worksheet, Maintenance worksheet, or Draft worksheet, the approver can review the write-off and choose to approve, deny or pushback. The bottom of the Worksheet Application page displays buttons to approve or deny the write-off amount and contains a section to enter comments. A reviewer can also add comments.
A write-off approval process can have a chain of approvers. The current approver can question the prior approver's approval by initiating a push back. When a push back is initiated, approval control is transferred to the previous approver and previous approver is also notified of the pushback.
If email approval is enabled, the approver can approve or deny write-off directly on the email and hence bypassing the need to sign in to the PeopleSoft Receivables system. Pushback cannot be initiated from email.
For both online and email approval, the Approver needs to include comments when denying a write-off while comments are optional when approving.
Once the write-off amount is approved or denied, the Worksheet Application page displays a link to view approval details. For approvals, the Approved Write-Off link displays. For denials, the Denied Write-Off link displays. For Push Back, Pending Approval is displayed on the page.
Click the Approved Write-Off link or the Denied Write-Off link to access the Writeoff Approver Stage page. This page enables you to view the approval steps and any comments entered when approving or denying the write-off on the Worksheet Application page.
If the write-off transaction is currently in the approval process and the write-off amount is increased on the worksheet, then the workflow process is restarted.
Page Name |
Definition Name |
Navigation |
Usage |
Worksheet Application |
PAYMENT_WS_IC |
Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application |
Record a write-off amount and save the page. In addition, the user with approval authority can use this page to review the write-off and select the approve or deny buttons. |
Worksheet Action |
PAYMENT_ACTION_IC |
Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application Click the Worksheet Action link on the Worksheet Selection page or the Worksheet Application page. |
Use this page to initiate workflow after entering a write-off amount needing approval. If your worksheet contains a write-off needing approval, you cannot set the worksheet to post. In the Posting Action group box, submit the write-off amount to workflow by selecting the Submit to Workflow value in the Action field and click the OK button. The workflow notification is sent to the approver and the Post Action Status field on the Worksheet Action page is changed to Pending Approval. |
Maintenance Worksheet Application |
WS_WORKSHEET_IC |
Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet, Worksheet Application |
Record a write-off amount and save the page. In addition, the user with approval authority can use this page to review the write-off and select the approve or deny buttons. |
Maintenance Worksheet Action |
WS_ACTION_IC |
Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet, Worksheet Application Click the Worksheet Action link on the Worksheet Selection page or the Worksheet Application page. |
Use this page to initiate workflow after entering a write-off amount needing approval. If your worksheet contains a write-off needing approval, you cannot set the worksheet to post. In the Posting Action group box, submit the write-off amount to workflow by selecting the Submit to Workflow value in the Action field and click the OK button. The workflow notification is sent to the approver and the Post Action Status field on the Worksheet Action page is changed to Pending Approval. |
Draft Worksheet Application |
DRAFT_WORKSHEET_IC |
Accounts Receivable, Drafts, Apply Drafts, Update Worksheet, Draft Worksheet Application |
Use this page to enter a write-off amount and submit it to workflow for approval. In addition, the approver uses this page to approve or deny the write-off amount and add any comments. |
Worklist |
WORKLIST |
Worklist, Worklist |
Displays approval and other workflow items that need the current user's attention based on user ID. |
Writeoff Approver Stage |
AR_APPR_MONITOR |
Click the Approved Write-Off link or the Denied Write-Off link from the Worksheet Application page for the payment worksheet, maintenance worksheet, or draft worksheet. |
Displays the current approval or denial of the write-off and any comments entered by the approver and reviewer. |
EOAW_ADM_MON_SRC |
|
Displays approval and other workflow items. The approval monitor gives administrators a view into all approvals to which they have access, as well as the ability to take necessary actions on pending approvals. To view the write-off approvals, enter the value of ARDraftWriteOff, ARMaintWriteOff, or ARPaymentWriteOff in the Approval Process field. You must have set up the write-off approvals using the Approval Monitor Configuration page. See PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework: "Using the Approval Monitor |
When you post payment groups, the Receivable Update process creates the group and accounting entries. To review the accounting entries before you post the group, you can create them online using the Worksheet Action page. The system edits for ChartField combination errors when you create the accounting entries in batch or online if you enabled ChartField combination editing on the Receivables Options - General 2 page for the business unit. You cannot post the accounting entries until you fix the error if you selected Recycle in the ChartField Editing group box.
Use the Accounting Entries page to review and update accounting entries that have already been created for payment groups. You can edit the AR (receivables) lines for these types of new items that do not reference existing items:
Prepay an Item (WS-04)
Place an Amount on Account (WS-05)
Adjust Remaining Overpayment (WS-06)
Adjust Remaining Underpayment (WS-07)
Create a Deduction (WS-08)
Write-off an Overpayment (WS-10)
Write-off an Underpayment (WS-11)
Note. You cannot edit the AR lines when the system generates two transactions for the same new item ID, because the AR line must match for both transactions. This applies when a Write-off an Overpayment (WS-10) item automatically creates an Adjust Remaining Overpayment (WS-06) item, or when a Write-off an Underpayment (WS-11) item automatically creates an Adjust Remaining Underpayment (WS-07) item.
You can edit the user-defined line for these type of transactions:
Take Earned Discount (WS-02)
Take Unearned Discount (WS-03)
Write-off an Item (WS-09)
Write-off an Overpayment (WS-10)
Write-off an Underpayment (WS-11)
Note. You cannot edit entries if you selected the Always Inherit or Inherit within BU inheritance option.
For errors in Pay an Item (WS-01) transactions:
Delete the entries using the error correction pages.
Modify the combination edit rules so that the combination is valid or modify the ChartField combination on the External Account page for the bank account if the error is on the Cash line.
Rerun the Receivable Update process.
Important! To keep the accounting entries balanced when you make changes, select the IntraUnit Balancing Entries check box on the General Ledger, Ledgers, Ledger Groups, Balancing page. This enables the system to create intraunit accounting entries across the from and to line.
If the original item that an item references has project ChartFields and you imported it from PeopleSoft Billing, and you want to use the same ChartField values, access the AR Billing Inquiry page for the item and click the Bill Header - Project Info link. This enables you to view the project ChartFields on the bill heading in PeopleSoft Billing.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
Accounting Entries |
GROUP_ENTRY1_DSP |
Accounts Receivable, Receivables Update, Correct Posting Errors, Payment, Accounting Entries |
Review and correct errors for accounting entries in a payment group. |
This section lists the pages used to look up information about payments.
Page Name |
Definition Name |
Navigation |
Usage |
DEPOSIT_STATUS |
Accounts Receivables, Payments, Review Payments, All Deposits, All Deposits |
View details about a specific deposit ID (including control totals and status) or scan all deposits, one at a time. |
|
PAYMENT_STATUS |
|
View the status of a specific payment. |
|
ITEM_PAYMENT |
Accounts Receivable, Receivables Update, Posting Results - Payments, Item Activity From Payment, Item Activity From A Payment |
Review all items paid by a single payment. |
|
DEPOSIT_ACT_BU |
Accounts Receivable, Payments, Review Payments, By Unit, Cash Received by Unit |
View cash received by one business unit or scan all business units, one at a time. |
|
DEPOSIT_ACT_BANK |
Accounts Receivable, Payments, Review Payments, By Bank Account, Cash Received By Bank Account |
Reconcile your database with information received from the bank. |
|
DEPOSIT_INCOMPLETE |
Accounts Receivable, Payments, Review Payments, Incomplete Deposits, Incomplete Deposits |
View posted and unposted deposits that are not yet completely processed. View the payment amount in a deposit that is still in process, summarize out-of-balance deposits (only), or look at the list of incomplete deposits by user. |
|
PAYMENT_INCOMPLETE |
Accounts Receivable, Payments, Review Payments, Incomplete Payments, Incomplete Payments |
View payments that are not complete (not yet posted). |