B Mapping Fields for Automatic Receipts Processing

This appendix contains the following topics:

B.1 Mapping Fields in the Electronic Receipts Input Table (F03B13Z1)

This section contains a list of the fields in the F03B13Z1 table. Some of the fields are required. For some fields, blank is a value. Required and optional fields are input fields that might be provided on the bank tape. Output fields are fields that the system populates when you run the Update Receipts Header program (R03B551).

B.1.1 Required Fields

These fields in the F03B13Z1 table are required for processing automatic receipts:

Field Name Alias Type Length Definition
EDI - User ID RUEDUS Alpha 10 Enter the user ID of the person running the process or the person who receives messages in the Employee Work Center.

This field, in conjunction with the EDI - Transaction Number (RUEDTN), the EDI - Batch Number (RUEDBT), and the EDI - Line Number (RUEDLN), uniquely identifies a receipt.

EDI - Batch Number RUEDBT Alpha 15 Enter a number to group transactions for processing.

This field, in conjunction with the EDI - User ID (RUEDUS), EDI - Transaction Number (RUEDTN), and the EDI - Line Number (RUEDLN), uniquely identifies a transaction within a specific batch. This field also specifies a level break and causes the assignment of a new batch number each time the value changes.

To increase performance, assign one batch number for each group of transactions processed at one time.

EDI - Transaction Number RUEDTN Alpha 22 Enter the source system's document number so that the transaction can be cross-referenced.

This field identifies a receipt. Each new transaction number identifies a new receipt. You cannot have more than one transaction with the same number in a batch unless the line number (RUEDLN) is different.

This field normally contains the source system's document number so that the transaction can be readily identified in the source system.

EDI - Line Number RUEDLN Number 7 This field is used to identify each receipt pay item when one receipt pays multiple invoices.
Receipt Number RUCKNU Alpha 25 Enter the same value as the value in the EDI - Transaction Number (RUEDTN) field.

This field identifies the receipt that is in the batch. The value corresponds to the check number that the customer or payor uses for payment of goods or services.

Batch Type RUICUT Alpha 2 This field identifies the batch type. Enter 9B into this field to identify the batch type for the auto receipts process. No other values are valid in this field.
Address Number RUAN8 Number 8 Enter the address book number of the customer. The number that you enter must exist in the Address Book Master table (F0101).

If you leave this field blank and complete the Customer Bank Account (RUCBNK) and Customer Bank Transit (RUTNST) fields, the system uses the bank account information to identify the payor and then assign the payor number to the customer.

If these fields (RUAN8, RUCBNK, and RUTNST) are blank, but the Document Number field (RUDOC) or the Generic Matching field (RUGMFD) is not blank, the system uses the invoice information in these fields to locate the payor number and then assign the payor number to the customer. If the Document Number and Generic Matching fields are blank too, the system either uses the default value entered in the processing options for the Update Receipts Header program to get a payor and customer number or generates a logged receipt record.

To increase performance, enter the customer's address book number so that the system does not retrieve the value from another table.

G/L Date RUDGJ Date 6 Enter the G/L date in the format that the database accepts. Some databases allow you to enter the date in a Gregorian date format (mmddyy), while others might require a Julian date format.

The Julian date format is cyyddd (where c = century). Enter 0 (zero) for transactions in the 20th century and enter 1 for transactions in the 21st century. For example, the date June 01, 1999 corresponds to the Julian date 099152, and the date June 01, 2000 corresponds to the Julian date 100153 (because the year 2000 is a leap year).

If you leave this field blank, the system updates it with a value based on the processing options set up in the Update Receipts Header program.

Check Amount RUCKAM Number 15 Enter the amount of the receipt into this field. If the receipt pays multiple invoices or one invoice with multiple pay items, include this amount on the first receipt transaction only. If this amount is included on multiple transactions for the same receipt, the receipt does not process successfully.

Do not enter a credit (negative) amount.

Document Number RUDOC Number 8 See the note after this table.
Document Type RUDCT Alpha 2 See the note after this table.
Document Company RUKCO Number 5 See the note after this table.
Document Pay Item RUSFX Number 3 If you use the Known Invoice Match With Amount algorithm (R03B50D) to pay invoices with multiple pay items, you must specify the pay item number; otherwise, the system assumes the invoice has only one pay item and pays only the first pay item.

Pay item numbering begins with 001 (not 000).

Gross Amount RUAG Number 15 Complete this field only if you are using the Known Invoice Match With Amount algorithm. Specify the amount of the receipt to apply against the invoice or invoice pay item. For example, if the check amount is 100, but you are paying an invoice for 50, you specify 50.

If the receipt pays the entire invoice (the invoice has a single pay item), the amount entered in this field is the same as the amount entered in the Check Amount field (RUCKAM).

Enter credit (negative) amounts to pay credit memos.

G/L Bank Account RUGLBA Number 8 Enter the short account ID of the bank account that is used to record the deposit of the receipt. The value that you enter must be zero-filled if it is not eight characters in length. For example, enter 108 as 00000108. The G/L bank account that you enter must exist in the Account Master table (F0901).

Alternatively, if this field is left blank but the Home Bank Account (RUEHBK) and Home Bank Transit (RUEHTN) fields are completed, and the bank account is set up in the G/L Bank Accounts program (P0030G) with the account and transit numbers, the system locates the short ID based on these values.

If all fields (RUGLBA, RUEHBK, and RUEHTN) are left blank, the system updates this field based on a processing option in the Update Receipts Header program.

Company RUCO Alpha 5 Enter the company number assigned to the receipt. The value of this field must exist in the Company Constants table (F0010). The system uses the company number to retrieve automatic accounting instructions for the A/R trade account for unapplied and logged receipts.

If you leave this field blank, the system retrieves the company number from the G/L bank account, if specified; otherwise, the system uses the value that is set up in the processing option of the Update Receipts Header program.

Customer Bank Account RUCBNK Number 20 See the note after this table.
Customer Bank Transit RUTNST Number 20 See the note after this table.

Note:

The Document Number (RUDOC), Document Type (RUDCT), and Document Company (RUKCO) fields identify the invoice in the Customer Ledger table (F03B11) that the receipt pays.

If you use the Known Invoice Match With Amount (R03B50D) or Known Invoice Match Without Amount (R03B50E) algorithms, you must identify the invoice by using these fields or the Generic Matching field (RUGMFD).

While these fields are not required for some algorithms, completing them can increase the performance of the process.

Note:

If you are processing drafts, enter the customer or payor's bank account information into these fields.

Alternatively, you can leave these fields blank and enter the customer or payor's bank account name into the Remark field to locate the bank account information from the F0030 table. If the system cannot locate the customer or payor's bank account information, the draft transaction is not processed.

If you are not processing drafts, these fields are optional. If you complete these fields, the system uses the information to locate the address book number in the F0030 table to use for the Payor (PYR) in the F03B13 table. If two records exist for the same account and transit number, the system uses the payor record (record type P). Otherwise, it uses the customer record (record type C).

B.1.2 Optional, Ignored, and Output Fields

These fields in the F03B13Z1 table are optional for the user to complete, ignored by the system, or updated by the system and should be left blank:

Field Name Alias Type Length Definition
Batch Number RUICU Number 8 A number used to group receipts together that are processed simultaneously. This number must be uniquely identified in the F03B13Z1 table.

If you leave this field blank, the system assigns the batch number from Next Numbers when the Update Receipts Header program is run.

It is recommended that you leave this field blank.

Statement Number RUCTL Alpha 13 Leave this field blank. The system cannot perform invoice matching if this field contains a value.

If you want to pay invoices by statement number, enter the statement number in the Generic Matching Field (RUGMFD).

Generic Matching Field RUGMFD Alpha 50 This field is used to reference and locate an invoice for the Known Invoice Match With Amount (R03B50D) and Known Invoice Match Without Amount (R03B50E) algorithms. You can enter one of these values:
  • Document Number

  • Sales Order Number

  • Customer Reference Number

  • Statement Number

The system locates the invoice from the value entered in either the RUDOC field or this field.

Reference RUVR01 Alpha 25 A text field used to enter information about the invoice that is paid by the receipt. This field is informational only.
Payment ID RUPYID Number 15 A field used to identify the receipt.

The system assigns a number to this field when receipts are processed. The system uses this value as an internal reference to locate the receipt.

It is recommended that you leave this field blank.

Auto Cash Upload Status RUEUPS Alpha 1 A field used to indicate the status of the transaction during the automatic receipt process. Values are:
  • Blank: The transaction is not processed.

  • B: The transaction is eligible for processing.

  • E: The transaction was processed with errors.

  • H: The transaction was processed by the Update Receipts Header program but was not matched to invoices using the Apply Receipts to Invoices program (R03B50).

  • Y: The transaction is successfully processed.

It is recommended that you leave this field blank.

Batch Date - Century RUDIC# Number 2 A field to enter the century associated with the batch date.

If you leave this field blank, the system assigns the appropriate value to this field based on the batch date entered.

It is recommended that you leave this field blank.

Batch Date RUIDCJ Date 6 The date that the transaction was entered into F03B13Z1 table.

If you leave this field blank, the system updates it with the date that the transaction is processed.

User ID RUUSER Alpha 10 The User ID of the person processing transactions.
G/L Date - Century RUDG# Number 2 The century associated with the G/L date.

It is recommended that you leave this field blank.

Receipt Date - Month RUDMTM Number 2 See the note after this table.
Receipt Date - Day RUDMTD     See the note after this table.
Receipt Date - Year RUDMTY     See the note after this table.
Receipt Date - Century RUDMT#     Leave this field blank. The system assigns the century based on the receipt date.
Receipt Date RUDMTJ Date 6 The date on the payor's check or the date that you received the check. The system uses the receipt date for informational and reporting purposes only.

Enter the receipt date in the format that the database accepts. Some databases enable you to enter the date in the Gregorian format (mmddyy), while others require a Julian date format.

The Julian date format is cyyddd (where c=century). Complete the century field by entering 0 (zero) for transactions in the 20th century and 1 for transactions in the 21st century. For example, June 01, 1999 corresponds to a Julian date 099152, while June 01, 2000 corresponds to a Julian date 100153.

Alternatively, leave this field blank and complete the fields RUDMTM (mm), RUDMTD (dd), and RUDMTY (yy) in the month/day/year format.

Remark RURMK Alpha 30 A text field used to enter information about the receipt.

Alternatively, if you are processing drafts and did not complete the Customer Bank Account (RUCBNK) and Customer Bank Transit (RUTNST) fields, you can enter the payor's bank name into this field. The name is used to locate the bank account information from the Bank Transit Number Master File table (F0030). If the system cannot locate the payor's bank account information, the transaction is not processed.

Account Mode RUAM Alpha 1 This field specifies the account format of the G/L Bank Account entered.

It is recommended that you leave this field blank.

Home Bank Account RUEHBK Alpha 20 See the note after this table.
Home Bank Transit RUEHTN Alpha 20 See the note after this table.
Payment Instrument RUPYIN Alpha 1 A field that specifies the customer's payment method. The value entered in this field must exist in UDC 00/PY (Payment Instrument).
Receipt Type Code RUTYIN Alpha 1 Leave this field blank. The value of this field is assigned by the system when the receipt is processed.

Note:

Use the Receipt Date - Month (RUDMTM), Receipt Date - Day (RUDMTD) and Receipt Date - Year (RUDMTY) fields to enter the date on the payor's check or the date that you received the check. The system uses the receipt date for informational and reporting purposes only.

Enter the receipt date in the mm/dd/yy format if desired. Alternatively, leave these fields blank and complete the Receipt Date field (RUDMTJ).

If the system cannot locate a receipt date, it uses the G/L date.

Note:

The Home Bank Account (RUEHBK) and Home Bank Transit (RUEHTN) fields can be used to identify the G/L bank account if the G/L Bank Account field (RUGLBA) is left blank. The G/L bank account must be set up in the F0030 table for the system to locate it based on the values entered in these fields.

If all fields (RUEHBK, RUEHTN, and RUGLBA) are left blank, the system uses the value entered in the default Short Bank Account ID field in the processing option of the Update Receipts Header program.

If the system cannot locate a G/L Bank Account, the system does not process the receipt.