This chapter discusses how to:
Change and review item information.
Split exception items.
Update multiple items.
Add an reference reason to a posted item.
This section provides an overview of item maintenance and discusses how to:
Change discount, payment, and draft options and customer relationship information.
Update reference, contact, and shipping information.
Update user-defined information.
Review item activity.
Review item activity for a match group.
Review value-added tax (VAT) entries.
Review item accounting entries.
Review audit history for an item.
In PeopleSoft Receivables, maintenance items can be credit or debit memos, invoices, deductions, adjustments (generated when you process payments), on-account payments, or prepayments. After setting up component security, you can you set up and update the dispute check box, dispute reason code, dispute amount and dispute date for a selected customer. The PeopleSoft Receivables item maintenance feature enables you to change open or closed items once they have been posted and does not create a group of pending items or change the customer's balance. The changes take effect immediately. You do not need to run the Receivable Update Application Engine process (ARUPDATE).
The View/Update Item Details component (ITEM_MAINTAIN) provides a central point to change details for individual items and to review all activities, all accounting entries, and all VAT lines for an item. You can also view and assign actions to an item.
See Also
Working with Actions on the Item Action List
If you want to track and review changes to fields on items on the Item Audit History page, select the fields on the Audit Control page.
See Also
Add Conversation |
Click this link to access the Conversations page, where you can add a new conversation. The reference fields are populated based on the selected item. You can add new conversation entries by clicking the Add Conversation Entry button on the Conversation page. |
Customer |
Click the customer ID to access the General Info page for the customer. |
View/Update Conversations |
Click this link to access the Conversations page, where you can view and update existing conversations for the item. If there are multiple conversations, you can select the conversation you want to view or update on the View/Update Conversations search page. You can also add, delete, or edit existing conversation entries on the Conversations page. |
Access the View/Update Item Details - Detail 1 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Detail 1).
You can change only field values that do not change the customer balance. The fields at the top of the page display information to identify the type of item and the item balance. If the item was entered in a currency that differs from the business unit base currency, the system displays the base currency amount and the rate type and exchange rate used for conversion.
Discount Options
Discount Amount, Date, Discount Amount 1, and Date 1 |
Enter user-defined amounts for discounts and dates from which to start counting the discount due date. The customer must pay by the discount due date to take an earned discount. |
Always Allow Discount |
Select to allow the discount on this item to be earned regardless of when the item is paid. |
As of Date |
Enter the date used to age the item. |
Payment/Draft Options
Customer Relations
Dispute, Reason, Date, and Dispute Amount |
To put an item into dispute, select the Dispute check box and enter a dispute reason code, the date on which you put it in dispute, and the disputed amount. The default dispute date is the current date and the default amount is the item amount. Note. To enable users to add, update, and delete dispute information on the payment worksheet, you must define component level security in PeopleSoft Security for the View/Update Item Maintenance component. A user, who can access the Item Maintenance Page, can update dispute fields in the payment worksheet. The dispute fields are display only for users without access to the View/Update Item Maintenance component. See Setting Up Dispute Reasons. See Dispute Processing. |
Deduction, Reason, and Date |
To mark an item as a deduction, select the Deduction check box and enter the deduction reason and the date that you marked it as a deduction. If you created a deduction, using the payment or draft worksheet, the Deduction check box is unavailable. 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. |
Doubtful |
This check box is selected if you transferred the item to a Doubtful Receivables account using the transfer worksheet. |
(USF) DMS Information (Debt Management Services information) |
Click to access the Debt Management Services Information page, where you enter information for the debt management system. |
Collection, Code, and Date |
To put an item into collection, select the Collection check box and enter a collection code and the date you put it in collection. To put the entire customer into collection, use the Credit Profile page for the customer. |
Analyst |
Select the credit analyst who you want to manage this item. If you set up conditions for collection and exception processing to assign items to the credit analyst, this person is notified of actions that he or she must perform. |
Collector |
Select the collector who you want to manage this item. If you set up conditions for collection and exception processing to assign items to the collector, this person is notified of actions that he or she must perform. |
Sales Person |
Select the primary salesperson for the item. Salespeople are support team members whose support team type is Sales. |
AR Specialist (receivables specialist) |
Select the individual responsible for managing deductions and items in dispute. If you select the Dispute or Deduction check box, the system automatically populates this value with the specialist assigned to either the customer, deduction or dispute reason, or business unit. |
Other Options
Revaluation Flag |
Select to enable the Revaluation Application Engine process (AR_REVAL) to revalue the item. Deselect the check box if you do not want the item to be revalued. |
Available for Netting |
By default, all items are available for netting—a process that offsets open items and vouchers, if you have PeopleSoft Payables and PeopleSoft Cash Management on your system. You must set up a participant agreement between the vendors and customers to net their items and vouchers. If you do not want an item to be selected in the netting process, deselect the check box. |
(USF) Transfer to IPAC Transactions (transfer to Intergovernmental Payment and Collection System transactions) |
Click to access the IPAC Information page, where you enter information for the IPAC interface. See (USF) Submitting Transactions Between Agencies Using the IPAC System. |
Item Action |
Click to access the Item Action page, where you view or add all actions associated with the item, assign action owners, and drill down to perform the action. Note. The Item Action link does not appear for inactive customers. |
Access the View/Update Item Details - Detail 2 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Detail 2).
Reference Information
Related Unit, Related Invoice, and Related Invoice Date |
Enter the number of the related invoice associated with the item and the business unit associated with the invoice. Click Detail to access the AR Billing Inquiry page, where you view details about the invoice and PeopleSoft Project Costing Information. This link is available only if there is an invoice number in the Related Invoice field and the business unit and invoice number are a valid business unit and invoice in PeopleSoft Billing. If you enter a value that matches an existing item ID, the system automatically populates the following fields with values associated with the item when you save the page: Bill of Lading, Order Number, Purchase Order, Contract Number, Promotion, Claim Number, Sold To, Ship To, and User. Note. The Related Invoice field for a deduction created on the payment or draft worksheet is blank if the value in the Document field does not match the item ID for another item in PeopleSoft Receivables. If it does match, it contains the item ID for the original item. |
Document |
Displays the document ID that you entered when you created the item. Override the value if needed. Note. If this is a deduction created using the payment or draft worksheet, it is the item ID of the original invoice for which the customer took the deduction. |
OM Business Unit and Order Number |
Enter the number of the sales order associated with the item and the business unit associated with the order. Click Detail to access the Order Summary page, where you view details about the order. This link is available only if there is an order number in the Order Number field and a business unit in the OM Unit field, and if you have installed PeopleSoft Order Management. |
Enter the debit memo number that the customer sent you for a deduction and the date on which the customer created it. |
|
Purchase Order, Contracts BU, (contracts business unit) Contract, and Contract Line |
Enter the purchase order number, contracts business unit, contract number, and contract line that is associated with the original invoice. Click the Detail link for a contract to access the Contract Summary page, where you see summarized details for a contract and drill down to contract details. This link is available only if there is a valid contract number and you have installed PeopleSoft Contracts on your system.
Note. If this is a deduction created on the payment or draft
worksheet, it is the purchase order and contract number associated with the
original invoice for which the customer took the deduction. |
Promotion Code and Merchandising Type |
Select the identifiers that you assigned to the promotion deal and for the merchandising activity for the promotion in your promotion application. Associate the codes with an invoice in your billing application. If you use PeopleSoft Promotions Management, set up customer promotions and assign a merchandising type using the Customer Promotions component (TD_PROMO_MAINT). If you manually write off a deduction for a promotion instead of matching it to a credit memo for the promotion, you must enter the promotion code and merchandising activity for the deduction, so that you can track activity for the promotion in PeopleSoft Promotions Management. Click Detail to access the Promotional Activity component (TD_PROMO_STATUS) in PeopleSoft Promotions Management, where you can view all activity against a promotion, including payments made, invoices, shipments, credit memos created, and deductions written off. The link is available only if you have installed PeopleSoft Promotions Management on your system and if you have a valid promotion code. |
Letter of Credit (letter of credit ID) |
|
Reference Reason |
Enter an additional entry reason assigned for the item. The reason is used for custom reports and inquiries. It does not generate accounting entries. |
(USF) Entity Code and Receivable Type |
Select the information required for the Receivables Due from the Public report. See Treasury Report on Receivables (TROR) and Debt Collection Activities. |
(NLD) AG Number (acceptgiro reference number) |
Displays the acceptgiro 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. Note. Each time that you run the Statements process or the AR Dunning process, the system overwrites the reference number if the item is included on a new statement or dunning letter. So, it is possible that the bank could pay for the item using a different reference number. |
Contacts and Shipping Information
Family |
Select an identifier that defines inventory items at a high level. Examples include computer items and office furniture. |
Class |
Enter a code for a group of customers in a trade, such as grocers or mass merchandisers. |
Trade |
Enter the type of industry market, such as groceries, hardware, or appliances. |
Division |
Enter a geographic area within an organization. |
See Also
(USF) Tracking Memo Status Changes
Access the View/Update Item Details - Detail 3 page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Detail 3).
PeopleSoft Receivables provides 22 fields in the Item table (PS_ITEM) that you can use to track company- or industry-specific information that is not predefined in the Item table, such as shipment date. You define the value to use for each of the fields, and you can specify what to use for the field label.
Access the Item Activity page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Item Activity).
Each time that you perform an action to an item, such as transferring it to another customer, applying a payment, or unposting it, the Receivable Update process updates the Item Activity table (PS_ITEM_ACTIVITY). The Item Activities scroll area displays each activity record in the table.
Access the Item Activity From A Match Group page (click the link for the match group ID on the Item Activity page).
The Item Activities grid displays all of the items in the match group for a specific maintenance activity.
Display Amount Switch |
Specify whether you want to view amounts in the entry currency or the base currency. |
Item ID |
Click the link to access the View/Update Item Details component, where you view detailed information about the item. |
Entry Type and Entry Reason |
Identifies the type of activity and reason associated with each item. These determine the accounting entries that were generated. The entry types are always MT (maintenance), MD (new debit), MC (new credit), WO (write-off debit), or WOC (write-off credit). |
Entry Amount and Entry Currency |
Displays the amount and currency of the item that was matched. |
Access the Item VAT Entries page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Item VAT Entries).
The Item Activity scroll area displays the VAT information for the item for each activity. The Entry Type field identifies the type of activity. The VAT Lines grid displays the VAT information for each item line.
Intermediate VAT |
Displays the VAT amounts for a future declaration point. These amounts are not reported to the government. |
Final VAT |
Displays the VAT amounts ready to be reported to the government. |
VAT Basis |
Displays the amount of the item on which the VAT is calculated. |
Error Flag |
Appears if the discrepancy between the invoice and the amount the system calculates exceeds the tolerance level defined by the Percent and VAT amount. |
This check box is selected if the country requires the use of the domestic reverse charge provision. |
|
Customer VAT Code |
Displays the customer VAT code used to calculate a domestic reverse charge VAT amount. When the Domestic Reverse Charge Goods check box has been selected, the regular VAT code is replaced by a zero-rate VAT code and the customer VAT code is used instead. |
Customer VAT Rate |
Displays the rate from the customer VAT code. |
Customer Amount |
Displays the customer VAT amount for domestic reverse charges that are calculated using the Customer VAT Code. |
Access the Item Accounting Entries page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Item Accounting Entries).
The Item Activity scroll area displays all of the accounting entries for each activity for the item. The Entry Type field identifies the type of activity. The Accounting Lines grid displays the ChartField values for each line.
Accounting Line Display |
Specify which accounting entries to display, and then click Display. Values are: Standard, Supplemental (Entry Event), or Both. Supplemental accounting entries are available only if you entered an entry event code for the pending item, payment item, or maintenance item. These options are available only if you enable the entry event feature for PeopleSoft Receivables on the Installation Options - Entry Event page. |
Debit Amount and Credit Amount |
The item amount appears unless you enabled the Display Separate Debit/Credit in Subsystem option on the User Preferences - Overall page. Otherwise, the debit and credit amount and currency appear for each accounting line. |
See Also
Creating and Reviewing Accounting Entries Online
Access the Item Audit History page (Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Item Audit History).
The page displays one row for each change to the item.
Field Changed, Previous Value, and Updated Value |
Displays the name of the field, the original value, and the new value after the change. |
User ID |
Displays the individual who made the change. If the Mass Change Application Engine process (AR_MASS_CHANGE) made the change, the field displays the user ID of the person who created the run control request. |
Source of Change |
Displays the source of the change. Values are: Item Maintenance: A change entered using the View/Update Item Details component. Multi-item Update: A change entered online using the Multi-item Update option on the Item List page. Batch Mass Change: A change generated by the Mass Change process. |
This section provides an overview of item splitting and discusses how to split an item.
You can split a deduction item or a disputed item into multiple items. This function is useful when a customer is disputing only part of an invoice, or when a customer has taken a deduction for multiple reasons and you want to track the reasons separately. If you use PeopleSoft Promotions Management, you must create a separate deduction for each merchandising type for the promotion. Use the split feature to split the deduction and assign a separate merchandising type to each item.
When you split an item, the system creates a new item using either the Create a Debit (MT-04) or Create a Credit (MT-05) automatic entry type for the split item in the Pending Item table (PS_PENDING_ITEM). The new item uses the original item ID and the next available line number. The system creates a maintenance group, containing the original item and the new split item, that is set to post. You must run the Receivable Update process to create the new line for split items and reduce the balance for the original line item. You can choose to run the process immediately from the Item Split page or in a scheduled job.
Note. We recommend that you create a unique entry reason for the Create a Debit and Create a Credit entry types to easily identify split items.
Page Name |
Definition Name |
Navigation |
Usage |
ITEM_SPLIT |
|
Split an exception item into multiple lines. |
|
ITEM_MGROUP_SEC |
Click the Item in Other Groups link on the Item Split page. |
View other worksheet groups that have the item selected or any pending item groups that are not posted that include the item. |
Access the Item Split page (Accounts Receivable, Customer Accounts, Item Information, Item Split, Item Split and click the Split link of the Detail 1 page).
Current Item Balance |
Displays the open amount of the item before you split it. |
The Original and Split Item(s) grid displays all of the lines for the item, including the original line item.
This section provides an overview of the multiple-item update options and discusses how to:
Change field values for selected items.
Run the Mass Change process.
PeopleSoft Receivables provides two methods for changing field values on multiple items simultaneously:
Manually, for selected items on the Item List page.
This feature is useful, for example, when an AR specialist leaves the organization or moves to a new position within the organization and you need to reassign all of the AR specialist's deductions and disputed items to another person.
You can change field values for the following fields for selected items on the Item List page, or you can change these field values in the Pending Item table (PS_PENDING_ITEM) or Item table (PS_ITEM) when you run the Mass Change process. When you run the Mass Change process, you limit the items whose field values you are changing to a specific business unit, customer group, or customer:
Credit Analyst
Collector
Sales Person
AR Specialist
Broker
Deduction Reason
Dispute Reason
Collection Reason (code)
Due Date
Payment Method
Payment Terms
When you run the Mass Change process, you can also:
Change these fields in the Billing Header table (PS_BI_HDR) in PeopleSoft Billing:
Sales Person
Credit Analyst
Collector
Due Date
Payment Method
Payment Terms
Change these fields in the Customer Options table (PS_CUST_OPTION):
Credit Analyst
Collector
AR Specialist
Payment Method
Payment Terms
You can change field values only for open items (items with an open balance). If you have enabled audit history for these fields, the system updates the Audit History table (PS_ITEM_AUDIT).
See Understanding Management of Action Owner Assignments.
Page Name |
Definition Name |
Navigation |
Usage |
Item List |
ITEM_LIST |
Accounts Receivable, Customer Accounts, Item Information, Item List, Item List |
Select the items whose field values you want to change. |
AR_MASS_CHNG_SEC |
Select Multi-Item Update in the Item Action group box, on the Item List page and then click Go. |
Select the fields whose values you want to change, and enter the new values. |
|
MASS_CHANGE_RUN |
Accounts Receivable, Customer Accounts, Item Information, Mass Change Process, Mass Change |
Enter run parameters for the Mass Change process, select the fields whose values you want to change, enter new values, and select the tables to update from PeopleSoft Receivables, PeopleSoft Billing, and customer tables. |
Access the Item List page (Accounts Receivable, Customer Accounts, Item Information, Item List, Item List).
To change field values for action owners, collection reasons (codes), exception reasons, due date, payment method, and payment terms for selected items:
Enter search criteria to populate the item list.
Select the items whose field values you want to change.
Select Multi-item Update in the Item Action group box and click Go to access the Multi-item Update page.
Select the fields whose values you want to change for the selected items.
Enter the new value for each selected field in the To field.
See Also
Access the Mass Change page (Accounts Receivable, Customer Accounts, Item Information, Mass Change Process, Mass Change).
Run Request Parameters
Specify whether you want to limit fields to items associated with a specific business unit, customer group, and customer ID.
Fields to Update
Select the fields whose values you want to change.
From |
Enter the current field value. |
To |
Enter the new field value. |
Data To Update
Open AR Posted Items |
Select to update the fields for open items in the Item table. |
Unposted AR Items |
Select to update the fields for items in the Pending Item table, if the Posted Flag field is N or if the Posted Flag is Y and the item status in the Item table is Open. |
Bill To Customer Options |
Select to update records in the Customer Options table. |
PeopleSoft Billing |
Select to update records in the Billing Header table, if the bill status is not INV, FNL, or CAN. |
Count Only |
Select to run the process without updating any records. A count of the number of records to be updated appears in the message log. |
If you want to associate additional reference reasons with an item for reporting or inquiry purposes, you can add additional codes after you post the item.
This section discusses hot to add a reference reason to an item.
Page Name |
Definition Name |
Navigation |
Usage |
REF_REASON_CHNG |
Accounts Receivable, Customer Accounts, Item Information, Update Reference Reason, Reason Maintenance |
Assign an additional reference reason to posted items, including items that the system creates for on-account payments, adjustments, and deductions on payment worksheets. |
Access the Reason Maintenance page (Accounts Receivable, Customer Accounts, Item Information, Update Reference Reason, Reason Maintenance).
Enter search criteria for the items that you want to display on the page, and enter your sort criteria.
Add Conversation |
Click this link to access the Conversations page, where you can add a new conversation. The setID, Business Unit, and Customer ID fields are populated based on the selected customer. You can add new conversation entries by clicking the Add Conversation Entry button on the Conversation page. |
View/Update Conversations |
Click this link to access the Conversations page, where you can view and update existing conversations for the customer. If there are multiple conversations for the customer, you can select the conversation you want to view or update on the View/Update Conversations search page. You can also add, delete, or edit existing conversation entries on the Conversations page. This link appears when at least one conversation exists for the selected customer. |
Search |
Click to display items matching your search criteria and to sort the item list. |
Ref Reason (reference reason) |
Enter the additional reference reason for each item. |
View |
Click to access the Item Activity page and view activity for the item. |