Applying Payments

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.

Understanding Payment Application Options

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.

Prerequisites

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

Running the Payment Predictor Application Engine Process

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

Understanding 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.

Prerequisites

Perform the following tasks before you run the Payment Predictor process:

1. Define payment predictor methods.

2. Assign a payment predictor method to a business unit.

3. Override the payment predictor method for individual customers if needed.

4. Enter balanced deposits with reference information for payments.

5. 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.

6. Verify that the deposits are in balance.

7. 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

Defining Payment Options

Entering Payments

Entering Additional Billing, Purchasing, Payment, and Write-Off Options for Bill To Customers

Pages Used to Run the Payment Predictor Application Engine Process

Resetting the Payment Predictor 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.

Restarting the Payment Predictor 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.

Reviewing Payment Predictor Process Results

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.

Understanding Payment Predictor Payment Status

This table lists the different Payment Predictor process statuses for payments that appear on inquiries, reports, payment worksheets, and messages:

Pages Used to Review Payment Predictor Process Results

Applying Payments Using Payment Worksheets

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.

Understanding Worksheet Creation and Modification

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:

1. 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.

2. Use the Worksheet Application page to apply the payment to items.

3. 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

Posting and Unposting Groups

Pages Used to Apply Payments Using Payment Worksheets

Building a Payment Worksheet

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.

Entering Customer Criteria

Entering Reference Criteria

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

Building the Worksheet

Entering Item References for the Payment

Access the Detail Reference Information page. (Click the Detail Reference link on the Worksheet Selection page.)

To view and change information:

1. (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.

2. 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.

3. 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).

4. 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.

Using Payment Worksheets to Apply Payments

Access the Worksheet Application page. (Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application.)

To use the payment worksheet, follow these steps:

1. Use the item display or sort controls to adjust the view.

2. Select the items to pay.

3. Handle underpayments, overpayments, and discounts.

4. 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.

Selecting an Item Action

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

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.

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:

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.

Handling Exact Payments

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.

Handling Underpayments

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.

  See Understanding Vendor Rebates.

  See Working with Claimbacks.

Handling Overpayments

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.

Handling Remaining Amounts

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.

Reviewing Item List Detail 1 Summary Information

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.

Reviewing Item List Detail 2 Summary Information

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).

Reviewing Item List Detail 3 Summary Information

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.

Reviewing the Item List Detail 4 Summary Information

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.)

Viewing the Item List Detail 5 Summary 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. See Understanding Exception Reasons and Collection Codes.
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. See Maintaining and Reviewing Item Information.
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. See Setting Up Dispute Reasons.
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

Viewing the Item List Detail 6 Summary Information

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.

Distributing Amounts for Multiple Revenue Lines for Control Budgets

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.

See Also

Understanding Revenue Estimate Processing

Viewing and Updating Item Details

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.

Converting the Payment Amount to a Different Currency

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.

Selecting a Payment Worksheet Action

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.)

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.

Handling Returned Payments

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:

1. (Optional) View control information on the Payment Control page.

2. (Optional) Select an unpost reason on the Options page.

3. 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:

1. Unpost the original payment.

2. Reapply the original payment as an on-account payment on the payment worksheet.

3. Write off the on-account payment on the maintenance worksheet.

To handle permanently uncollectible payments when the amount is included in the control totals:

1. Unpost the original payment.

2. Reapply the original payment as an on-account payment on the payment worksheet.

3. 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:

1. Unpost the original payment to open the items and leave the payment unapplied.

2. 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:

1. Create a debit item to record the return.

2. When the check clears, create a new worksheet and apply the payment to the new debit item.

Approving Write-Off Amounts Using Workflow

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:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

Pages Used to Approve Write-Off Amounts Using Workflow

Creating and Updating Accounting Entries

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:

1. Delete the entries using the error correction pages.

2. 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.

3. 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

Correcting Posting Errors

Page Used to Create and Update Accounting Entries

Looking Up Information About Payments

This section lists the pages used to look up information about payments.

Pages Used to Look Up Information About Payments