This chapter lists prerequisites and common elements and discusses how to:
Transfer items to another customer or business unit.
Transfer doubtful receivables.
Review and update accounting entries.
Before you can use a transfer worksheet to transfer items, you must:
Create automatic entry types for these transfer system function IDs:
TR-01 (transfer item from customer).
TR-02 (transfer item to customer).
TR-03 (transfer item to the Doubtful Receivables account).
Create a distribution code for the doubtful receivable account using the doubtful distribution type.
Assign a default doubtful distribution code to the business unit.
Create control distribution codes for transfer worksheets and assign a default control distribution code to the business unit.
Note. When you are transferring an item from one business unit to another, the GL account and ChartFields assigned to the Transfer Control Distribution Code (Set Up Financials/Supply Chain, Business Unit Related, Receivables, Receivables Definition, Accounting Options 2 page) must exist in both the transfer from business unit and the transfer to business unit.
Set up reference qualifiers to identify the types of references to use when building the worksheet.
You also must enter the items into the system and run the Receivable Update Application Engine process (ARUPDATE) to post the items.
See Also
Defining PeopleSoft Receivables Processing Options
Defining Business Unit Defaults for Individual Business Units
Understanding Reference Qualifiers
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Click the Document Sequencing button to select the sequencing value for documents that you create online. |
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If working with multiple currencies, click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button to change the display currency and specify whether to use today's date, the accounting date, or the date that you specify to determine which exchange rate to use. |
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Click the View Related Links button to view additional links. |
See Also
Changing Document Types and Document Sequence Numbers
This section provides an overview of customer and business unit transfers and discusses how to:
Build a customer or business unit transfer worksheet.
Select the to customer, business unit, and items.
Modify item information.
Select a transfer worksheet action.
Use the transfer worksheet to transfer items to another customer or business unit. The customers can be in the same business unit or different business units, or they can be assigned to different subcustomer levels within a single customer.
When you transfer an item from one business unit to another, the GL account and ChartFields assigned to the Transfer Control Distribution code must exist in both the business unit from which you are transferring the item and the business unit to which you are transferring the item.
You can transfer items with value-added tax (VAT) as long as all the From customers' and To customers' receivables business units point to the same VAT entity. You can transfer payments that are put on account between two PeopleSoft Receivables business units.
Note. You cannot transfer multiple items that have the same item and item line number to another customer. For example, suppose that you have three customers that have items with the same item and item line numbers. In this case, you can combine the three items into one item on the maintenance worksheet using the target customer's number.
After you complete the transfer worksheet and select a posting action, you must run the Receivable Update process (AR_UPDATE) to transfer the items, create accounting entries, and post the results.
See Also
Understanding Interunit and Intraunit Accounting and ChartField Inheritance
Page Name |
Definition Name |
Navigation |
Usage |
TRN_IDENTIFY |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Create Worksheet, Worksheet Selection |
Build a customer business unit or transfer worksheet. |
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TRN_WORKSHEET1 |
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Indicate the to customer or business unit that receives the items. |
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Currency Conversion |
EU_CUR_CNV_WS_SEC |
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Select the currency code, rate, and date of conversion for the display currency on the worksheet. |
AR_TRN_DST_CTL_SEC |
Click the Control Distribution ID link on the Worksheet1 page. |
Override the control distribution code that defines the control accounts receivable (AR) account. |
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TRN_WORKSHEET2 |
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Review or modify information about the items that you are transferring. |
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TRN_WRKSHT_EXT |
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Display additional information for an item. |
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ITEM_ACTIVTY_DRILL |
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View item activities. |
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ITEM_GROUP_SEC |
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View other worksheet groups that have the selected item or any pending item groups that are not posted that have the item. |
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Conversations |
CONVER_DATA1_SS |
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Update or add conversation entries for the item. |
CUST_INFO_SEC |
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Display customer information for an item. |
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TRN_ACTION |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Finalize Worksheet, Transfer Action |
Select a posting action for a worksheet. Also use this page to delete a worksheet, create accounting entries online for the worksheets, or delete accounting entries. |
Access the Transfer Selection page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Create Worksheet, Transfer Selection)
Customer Criteria |
Select the type of customer items that you want to display on the worksheet. Values are: Corporate Items: Displays corporate items only. Customer Items: Displays all customer items only. Remit From Items: Displays remit from items only. None: The system creates a blank worksheet. |
Cust ID (customer ID), Business Unit, SubCustomer 1, and SubCustomer 2 |
Enter the customer's ID and the business unit to construct a worksheet for a specific customer. If the customer has subcustomers that were set up on the SubCustomer Qualifier 1 and SubCustomer Qualifier 2 pages, enter the qualifiers to narrow the worksheet display even further. Note. Remember that the GL account and ChartFields assigned to the Transfer Control Distribution code must exist in this from business unit. |
Item Inclusion Options
All Items, Deduction Items Only, or Items in Dispute Only |
Select one of these options to indicate what type of items to include in the worksheet. If you select All Items, you can select one or more of these check boxes to exclude those item types from the worksheet: Exclude Deduction Items, Exclude Collection Items, and Exclude Dispute Items. |
Worksheet Control
Build |
Click to build a worksheet that transfers items to another customer or business unit. |
Clear |
Access the Worksheet1 page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet1.)
Selecting a Transfer To Customer
Business Unit and Customer |
Enter the business unit and customer ID of the transfer to customer. If the customer has subcustomers, the system displays information about subcustomer 1 and subcustomer 2 in the remaining two fields. If you selected the Subcustomer Qualifier option for the system and have set them up for the customer, you can perform intracustomer transfers by changing the subcustomer 1 and subcustomer 2 qualifiers. Note. Remember that the GL account and ChartFields assigned to the Transfer Control Distribution code must exist in this transfer from business unit. |
Selecting Rows and Controlling the Display
Range Select |
Enter a range of items, such as items 4 to 7, to select multiple rows, and click Go. Note. If you select an item that is in use, you may receive an error message. A field on the Installation Options - Receivables page, No Mult Pending Item Selection, determines whether the system checks groups to verify that an unposted pending item exists for the item that you selected or that the item has been selected in another group. To verify where the item is in use, select Items in Other Groups using the related links button for the item. |
Display |
Select a value to limit the display of items in the list, such as All Items, Selected, or Unselected, and click Go. |
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Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button to access the Currency Conversion page, where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine which exchange rate to use. |
Sort All |
Select an option to sort all the items in the worksheet, not just the items that appear in the scroll area. Sort items by due date or item ID. The page displays the selected rows that currently appear in the list. 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. You should use a maximum chunk size of 100 rows, although larger chunks might perform satisfactorily. These fields and buttons are not available if the number of rows does not exceed the maximum chunk size. |
Note. Click the Customize link to sort by column, reorder columns, hide columns, and freeze columns. This enables you to place the key fields that you want to review on the Detail 1 tab and sort your data.
Selecting Items
Remit Seq (remit sequence) |
This number relates to the order in which the items were entered on the Worksheet Selection page. Initially, the items appear in this order. If you sort the worksheet based on the value in another column, the number stays with the item, but the grid order changes. Use this column to sort the worksheet in the original order. |
Sel (select) |
Select the items to transfer. |
Add Item |
Click to add a new item to the worksheet and specify the business unit, customer ID, and item ID. Note. To add all of another customers' open items to the scroll, as opposed to a single item, click the Worksheet Selection link to add a customer ID to the customer reference and rebuild the worksheet. |
Beg Amount (beginning amount), Beg Count (beginning count), Rem Amount (remaining amount), Rem Count (remaining count), Sel Amount (selected amount), and Sel Count (selected count) |
Displays balance information, which is updated whenever you select an item and save or refresh the worksheet. |
Access the Worksheet2 page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet2.)
If you access this page to view details about a selected item, none of the fields appear highlighted. You can change the value of any of these fields for selected items if the transfer item requires different values.
If the system automatically opens this page, the worksheet has errors. The system automatically highlights the fields that you need to change. You must change the value of any highlighted field to a value for the To customer.
Analyst, Sales, Collector, and AR Specialist |
If the To customer has different support personnel assigned, enter the code for the credit analyst, sales person, collector, or AR specialist. |
Dist ID AR (distribution ID receivables) |
Enter a new AR distribution code to use different ChartField values for the AR line from the values for the original transfer from item. Otherwise, the system uses the same ChartField values as the original transaction. |
Family |
If the To customer is assigned to a different family of inventory items, enter the new family. |
Broker ID, Ship To, Sold To, or Location |
If the bill to customer for the from customer is associated with a different broker, ship to customer, location, or sold to customer from the to customer, enter the correct values for the to customer. |
Access the Transfer Action page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Finalize Worksheet, Transfer Action.)
This section provides an overview of doubtful receivables transfers and discusses how to:
Build a transfer worksheet for doubtful receivables.
Transfer items to a Doubtful Receivables account.
Modify the distribution code.
Choose an action for a doubtful receivables worksheet.
You can use transfer worksheets to transfer expected bad debt to a Doubtful Receivables account. The transferred item remains open, but does not appear in your normal receivables (AR) account on your balance sheet. At a later date, you can either apply a payment to the item or write it off. If you write off a doubtful item with VAT, you can recover the associated VAT. You can also assign a hold status to the customer who is responsible for the doubtful receivable. If you use PeopleSoft Order Management, this hold status inhibits new order entries for the customer.
When you run the Receivable Update process or create the accounting entries online, the system credits the current AR account for the item and debits the Doubtful Receivables account.
After you complete a doubtful receivables transfer worksheet, you must run the Receivable Update process to transfer the items, create accounting entries, and post the results.
Page Name |
Definition Name |
Navigation |
Usage |
Worksheet Selection |
TRN_IDENTIFY |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Create Worksheet, Worksheet Selection |
Create a new worksheet or add items to a transfer worksheet. |
Worksheet1 |
TRN_WORKSHEET1 |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet1 |
Select the items to transfer. |
Control Distribution ID |
AR_TRN_DST_CTL_SEC |
Click the Control Distribution ID link on the Worksheet1 page. |
Override the control distribution code that defines the control AR account. |
Worksheet2 |
TRN_WORKSHEET2 |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet2 |
Override the default doubtful receivable distribution code. |
Transfer Action |
TRN_ACTION |
Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Finalize Worksheet, Transfer Action |
Select a posting action for a worksheet. Also use this page to delete a worksheet, create accounting entries online for the worksheets, or delete accounting entries. |
Access the Worksheet Selection page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Create Worksheet, Worksheet Selection.)
Enter your customer and reference selection criteria.
Build Doubtful |
Click to build a worksheet that transfers a doubtful item to a Doubtful Receivables account. |
See Also
Building a Customer or Business Unit Transfer Worksheet
Access the Worksheet1 page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet1).
Sel (select) |
Select the items to transfer to a doubtful account within the same customer ID and business unit. |
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Click the Customer Hold button to place a customer on hold. When you click this button, you automatically access the Messages page, where you can create a customer message using a hold code. |
Access the Worksheet2 page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Update Worksheet, Worksheet2).
Dist ID AR (receivables distribution code) |
Override the default distribution code for doubtful receivables that was assigned to the business unit, if necessary. Otherwise, the system uses the same ChartField values as the original transaction. |
See Also
Access the Transfer Action page. (Accounts Receivable, Receivables Maintenance, Transfer Worksheet, Finalize Worksheet, Transfer Action.)
See Also
Selecting a Transfer Worksheet Action
This section provides an overview of accounting entry updates for transfers and lists the pages used to review and update accounting entries.
When you post transfer 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 Transfer 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. You cannot post the accounting entries until you fix the error if you selected Recycle in the ChartField Editing group box on the Receivables Options - General 2 page for the business unit.
Use the Accounting Entries page to review and update accounting entries that have already been created for transfer groups. You can edit the AR (receivables) lines for these transactions:
Transfer Item To (TR-02)
Transfer to Doubtful (TR-03)
You cannot edit entries if you selected the Always Inherit or Inherit within BU inheritance option.
If an error occurred for the Transfer Item From Customer (TR-01) transaction, perform these tasks:
Delete the accounting entries on the error correction pages.
Modify the ChartField combinations for either the combination edit rules or for the distribution codes.
Rerun the Receivable Update process to regenerate the accounting entries.
Important! To keep the accounting entries balanced when you make changes, enable the ChartField Balancing option on the Ledger Group - Balancing page. This enables the system to create intraunit accounting entries across the from and to line.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
Transfer Control |
GROUP_ENTRY1_DSP |
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Review control totals for a transfer group. |
Accounting Entries |
GROUP_ENTRY3_DSP |
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Review and correct errors for accounting entries in a maintenance group. |