Working with Invoice Open Items
Purpose: In addition to posting cash to deferred liability, you can use the cash receipts menu option to:
• Post cash and checks to unpaid invoices within individual customer accounts, or to deferred liability
• Apply full or partial payments to open items
• Create and apply credits to open items
• Enter sundry transactions
• Place cash receipt balances on account
• Enter adjustments
• Change, display, or review open items
Each of these options is available on the Pay Open Items Screen or a subsequent screen.
Alternate currency pricing: If you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is selected), and the bank you define on the Cash Receipts Screen (Cash Batch Settings) is associated with an alternate (foreign) currency, the system advances you to the Pay Alternate Currency Open Items Screen instead of the Pay Open Items Screen. At the Pay Alternate Currency Open Items screen you can post cash and checks to unpaid invoices in the alternate currency. See Using Alternate Currency Pricing for an overview and required setup.
In this topic:
• Applying Payments or Adjustments
• Pay Alternate Currency Open Items Screen
• Applying Payments or Adjustments
• Work with Payment Details Screen
• Work with Alternate Currency Payment Details Screen
• Apply Credit to Debit Pop-Up Window
• Applying All Available Credits
• Confirm On-Account Payment Window (Posting On-Account Payments)
• Work with Sundry Transactions Screen
• Display Batch Deposit Totals Screen (Completing a Deposit)
For more information: See Working with Cash Receipts (WCRT) for information on entering batch settings, selecting bill-to customers, or posting to deferred liability.
Note: You can use High Speed A/R Payment Entry and Batch Processing (WABP) instead of the Cash Receipts function when you have a large amount of unpaid invoices to enter into the system for more than one customer account.
Purpose: Use this screen to post cash receipts, enter adjustments, apply credits, and create on-account payments. This screen lists open items, held items, and paid (closed) items, whose A/R Classification is C Credit, D Invoice, or O On-Account and whose Balance in the A/R Open Item table is not 0. The screen includes only paid invoices whose Last payment date in the A/R Open Item table is less than the Date of last payment in the Customer Bill To table so that you can review paid invoices before accepting the transactions.
Alternate currency pricing: If the bank you define on the Cash Receipts Screen (Cash Batch Settings) is associated with a foreign currency, the system does not advance you to the Pay Open Items screen when you select a bill-to account on the Scan Cust Bill To screen; instead, the system advances you to the Pay Alternate Currency Open Items Screen where you can post cash and checks in the foreign currency.
Applying Payments or Adjustments
Defining the transaction: To enter a posting amount to apply as partial or full payment to one or more invoices:
1. Enter a valid payment type code in the Code field.
2. Optionally, enter the check number in the Check # field if payment is by check.
3. Enter the total dollar amount to be posted in the Amount field.
4. Select OK. The system updates the value in the Amount remaining field to the amount you entered in the Amount field.
When applying a customer payment or credit adjustment, you can:
• select individual invoices, entering the amount to apply to each or paying them in full.
• create an “on-account” open item that will be available in the future to apply against invoices.
• apply the total payment amount to open invoices based on date, the oldest first.
Applying cash to invoice records: The different methods available to apply payment to invoice open items are:
Partial payment: You can use this method to apply payment to any open (O) or disputed (D) invoice open item.
Enter a dollar amount in the Pay amt field next to the invoice to which you want to apply payment. The system updates the value in the Balance field and the values in the Amount applied and Amount remaining fields appropriately. If the payment amount you entered will pay the invoice in full, the invoice status changes to P.
Note: The dollar amount you enter in the Pay amt field must be less than or equal to the value in the Amount remaining field.
Full payment: You can use this method to apply payment to any open (O) or disputed (D) invoice open item.
select Pay in full for the invoice you want to pay in full. The system:
• Applies the appropriate dollar amount to the invoice open item you selected
• Changes the value in the Balance field to .00
• Updates the value in the Paid amt field
• Updates the Amount applied and Amount remaining fields
• Changes the invoice open item status to P
Making a system-assigned payment: Select Apply cash to let the system decide how to apply the value in the Amount remaining field to multiple open invoice records. The system:
• applies payment to unpaid invoice open items, beginning with the oldest, until the entire value in the Amount remaining field is applied
• selects only invoice open items in an open (O) status, skipping any invoice in a disputed (D) status
• changes the value in the Balance field for each invoice
• changes the value in the Paid amt field of each invoice
• updates the Amount applied and Amount remaining fields appropriately
• changes the status of each invoice that is paid in full to P
If the date is the same for more than one open item, the system applies payment to the open item with the lowest invoice number first.
Customer Workflow Management window: The Customer Workflow Management Window automatically displays when you select a bill to customer if open or in use ticklers exist for the customer. Select Ticklers at this window to advance to the Work with Ticklers Screen (bill-to customer view) where you can review and work with ticklers associated with the bill to customer.
How to display this screen: At a Scan Cust Bill To screen, select a bill-to account and select OK, or enter a valid bill-to, sold-to, open item, or order number at the Select Customer Bill To screen. See Working with Scan Customer Bill-to Screens.
Open items initially display on this screen in ascending invoice number sequence.
Field |
Description |
Customer |
A system-assigned number that identifies a bill-to customer account. See Creating and Updating Bill-to Customers (WCBT). Numeric, 8 positions, display-only. |
Bill-to name (Unlabeled field next to the Customer field) |
The name associated with a bill-to customer account. Alphanumeric, 42 positions; display-only. |
Identifies a payment type. Valid values are: • Adjustment = An adjustment to update the customer's account. • Cash = Customer payment by cash. • Check = Customer payment by check If you enter payment code Check, a value is required in the Check # field. Required. |
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The number on the customer's check. Numeric, 7 positions; required if you enter Check in the Code field. |
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The dollar amount received from the customer. The system requires that you post the entire value in the Amount field during cash receipts posting; otherwise, select Reject to cancel. Numeric, 10 positions with a 2-place decimal; display-only. |
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The total dollars applied to the customer's open items during the current posting session. The system updates this field as you apply the cash received to open items. Numeric, 10 positions with a 2-place decimal; required. |
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Sundry total |
The total amount of sundry postings, or discount and writeoff amounts entered through the detail entry option. The sundry account is used to make direct postings to the general ledger. Numeric, 10 positions with a 2-place decimal; display-only. |
The unposted payment amount. Numeric, 10 positions with a 2-place decimal; display-only. |
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S (Status) |
A code identifying the current status of an invoice or credit open item. Valid values are: • A = Allocated. This is a credit open item that is allocated as payment toward an open order. Allocating credit open items toward a different order is available only if the Allow A/R Credits as Payments (E81) system control value is selected. You can also allocate a credit toward unshipped lines on the same order when you process a return or exchange if the Process A/R Credits Immediately (E80) system control value is selected. • You can not apply allocated open items against invoice open items until the order is billed or canceled, or the open item is unallocated; see Change A/R Open Item Screen. • O = Open. An unpaid (for an invoice) or unrefunded (for a credit) balance exists. • P = Processed. Indicates that an invoice open item is paid or written off, or a credit open item has been fully refunded or written off, used as payment on an order, or applied toward an invoice open item during the current session. • D = Disputed. An unpaid or unrefunded balance is in dispute. Alphanumeric, 1 position; optional. |
Invoice |
A system-assigned number that identifies a bill for an accounts receivable purchase or a credit invoice. Certain open items, such as on-account payments or credit resulting from a cancellation of a prepaid order, will have an invoice number of 0. Enter an invoice number to display open items in ascending invoice number sequence, starting with your entry. Numeric, 7 positions; optional. |
Tp (Type) |
A user-defined code that identifies an A/R open item type. A/R type categories may include credits, debits, credit memos, invoices, credit card credits or refund check credits, and on-account categories. A/R type codes are defined in and validated against the A/R Type table. The system retrieves the appropriate A/R type for a transaction by checking the values from the System Control table. See Establishing Accounts Receivable Types (WART) for more information on the default A/R types you can create. Refund check or credit card credit: You can flag a credit open item to produce a refund check or a credit card credit, which you can then process through Processing A/R Refunds (MARC). These credit open items are indicated by their A/R types, from the Default Check Credit Open Item Type (E82) and Default Credit Card Credit Open Item Type (E83) System Control values. You cannot apply these credits as payment toward invoice open items. Numeric, 2 positions; optional. |
Date |
The date the open item was created. Numeric, 6 positions (MMDDYY format); optional. |
Order # |
A system-assigned number that identifies the order that produced the credit or invoice open item. Numeric, 7 positions; optional. |
Total amt |
The total, original amount of the invoice or credit before applying any credits, payments, or discounts. Both credit and invoice amounts are presented as positive numbers. Numeric, 9 positions with a 2-place decimal; display-only. |
For an invoice open item, this represents the total amount of credits or payments applied; for a credit open item, this represents the total amount that has been applied as a credit toward an invoice open item, or used as payment against an order (if the Allow A/R Credits as Payments (E81) system control value is selected). Numeric, 9 positions with a 2-place decimal; display-only. |
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The dollar amount that the customer still owes on an invoice, or that is still available on a credit. Numeric, 9 positions with a 2-place decimal; display-only. |
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The dollar amount that you are applying to an open item as payment. This field is enterable only for invoice open items in an open status. Numeric, 9 positions with a 2-place decimal; optional. |
Screen Option |
Procedure |
Change an open item |
Select Change for an item to advance to the Change A/R Open Item Screen. |
Display open item details |
Select Display for an item to advance to the Display A/R Open Item Screen. You cannot change any information on this screen. See the Change A/R Open Item Screen for more information. |
Pay the open item balance in full |
Select Pay in full for an item. See Applying Payments or Adjustments. |
Apply payment, discount, and writeoff separately |
Select Detail entry for an item. See Applying Payments or Adjustments and Work with Payment Details Screen. |
Apply a credit to a debit |
Select Apply credit to debit for an item. See Applying Credits to Debits. |
Turn option fields on or off |
Select Opt on/off. |
Create an open item |
Select Create to advance to the Create A/R Open Item Screen. |
Accept the transactions |
Select Accept. |
Work with ticklers associated with the bill-to customer |
Select Ticklers to advance to the Work with Ticklers Screen (bill-to customer view). |
Reject the transactions and exit the screen |
Select Reject. |
Create an on-account payment |
Select On-account. See Confirm On-Account Payment Window (Posting On-Account Payments). |
Work with sundry transactions |
Select Sundry entry to advance to the Work with Sundry Transactions Screen. |
Apply the total cash amount as payment to open invoices |
Select Apply cash. See Applying Payments or Adjustments. |
Apply credits to open items |
Select Apply credits. See Applying Credits to Debits. |
Pay Alternate Currency Open Items Screen
Purpose: Use this screen to post cash and checks for invoices in an alternate (foreign) currency. Invoices are associated with an alternate currency if a currency code and conversion rate are defined in the Order Header Extended table. The alternate currency is the currency defined for the bank you selected on the Cash Receipts Screen (Cash Batch Settings).
What is the currency of the bank? The currency associated with the bank you define for posting cash receipts determines if you advance to the Pay Alternate Currency Open Items screen or the Pay Open Items screen.
• if the bank is associated with the local currency (from the Local Currency Code (A55) system control value), you advance to the Pay Open Items Screen. This screen displays all invoices, regardless of currency. Any cash you post against an open item is in the local currency.
• if the bank is associated with a foreign currency, the system advances you to the Pay Alternate Currency for Open Items screen. This screen displays only invoices associated with the currency defined for the bank. Any cash you post against an open item is in the foreign currency. The total open item amount, paid amount, and balance displays in the alternate currency. You can review the local amounts on the Display A/R Open Item screen.
Applying Payments or Adjustments
Defining the transaction: To enter a posting amount to apply as partial for full payment to one or more invoices:
1. Enter a valid payment type code in the Code (Payment type code) field.
2. Optionally, enter the check number in the Check # field if payment is by check.
3. Enter the total amount to be posted in the Amount (Payment amount) field.
4. Select OK. The system updates the value in the Amount remaining field to the amount you entered in the Payment amount field.
The different methods available to apply payment to invoice open items are:
Partial payment: Advance to the Work with Alternate Currency Payment Details Screen to apply a partial payment to any open (O) or disputed (D) invoice open item.
Full payment: You can use this method to apply payment to any open (O) or disputed (D) invoice open item.
Select Pay in full for the invoice you want to pay in full. The system:
• Applies the appropriate dollar amount to the invoice open item you selected.
• Changes the value in the Balance field to .00.
• Updates the value in the Paid amt field.
• Updates the Amount applied and Amount remaining fields.
• Changes the invoice open item status to P.
Making a system-assigned payment: Select Apply cash to let the system decide how to apply the value in the Amount remaining field to multiple open invoice records. The system:
• applies payment to unpaid invoice open items, beginning with the oldest, until the entire value in the Amount remaining field is applied.
• selects only invoice open items in an open (O) status, skipping any invoice in a disputed (D) status.
• changes the value in the Balance field for each invoice.
• changes the value in the Paid amt field of each invoice.
• updates the Amount applied and Amount remaining fields appropriately.
• changes the status of each invoice that has paid in full to P.
If the date is the same for more than one open item, the system applies payment to the open item with the lowest invoice number first.
Customer Workflow Management window: The Customer Workflow Management Window automatically displays when you select a bill to customer if open or in use ticklers exist for the customer. Select Ticklers at this window to advance to the Work with Ticklers Screen (bill-to customer view) where you can review and work with ticklers associated with the bill to customer.
How to display this screen: At a Scan Customer Bill To screen, select a bill-to account, or enter a valid bill-to, sold-to, open item, or order number at the Select Customer Bill-To Screen. This screen displays only if:
• the bank you selected on the Cash Receipts Screen (Cash Batch Settings) is associated with a foreign currency (the currency defined for the bank is not the local currency from the Local Currency Code (A55) system control value).
• The Use Alternate Currency Pricing (H89) system control value is selected.
Field |
Description |
Currency code |
The code for the currency associated with the bank you selected to post cash receipts. Only invoices and invoice credits associated with this currency display on this screen. Invoices and invoice credits are associated with the currency code from the Order Header Extended table. Alphanumeric, 3 positions; display-only. |
Customer |
The bill-to customer account number you selected to post cash receipts. Numeric, 8 positions; display-only. |
Bill-to name (unlabeled field) |
The name associated with the bill-to customer account. Alphanumeric, 42 positions; display-only. |
Identifies a payment type. Valid values: • Adjustment = An adjustment to update the customer’s account. • Cash = Customer payment by cash. • Check = Customer payment by check. If you enter payment code Check, a value is required in the Check number field and Amount field. Required. |
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The number on the customer’s check. Numeric, 7 positions; required if you enter K in the Code field. |
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The dollar amount received from the customer. The system requires that you post the entire value in the Amount field during cash receipts posting; otherwise, select Reject to cancel. Numeric, 10 positions with a 2-place decimal; required if you enter K in the Code field. |
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The total dollars applied to the customer’s open items during the current posting session. The system updates this field as you apply the cash received to open items. Numeric, 10 positions with a 2-place decimal; display-only. |
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Sundry total |
The total amount of sundry postings, or discount and write-off amounts entered through the detail entry option. The sundry account is used to make direct postings to the general ledger. Numeric, 10 positions with a 2-place decimal; display-only. |
The unposted payment amount. Numeric, 10 positions with a 2-place decimal; display-only. |
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S (Status) |
A code identifying the current status of an invoice or credit open item. Valid values are: • A = Allocated. This is a credit open item that is allocated as payment toward an open order. Allocating credit open items toward a different order is available only if the Allow A/R Credits as Payments (E81) system control value is selected. You can also allocate a credit toward unshipped lines on the same order when you process a return or exchange if the Process A/R Credits Immediately (E80) system control value is selected. • You cannot apply allocated open items against invoice open items until the order is billed or cancelled, or the open item is unallocated. • O = Open. An unpaid (for an invoice) or unrefunded (for a credit) balance exists. • P = Processed. Indicates that an invoice open item is paid or written off, or a credit open item has been fully refunded or written off, used as payment on an order, or applied toward an invoice open item during the current session. • D = Disputed. An unpaid or unrefunded balance is in dispute. Alphanumeric, 1 position; optional. |
Invoice |
A system-assigned number that identifies a bill for an accounts receivable purchase or a credit invoice. Certain open items, such as on-account payments or credit resulting from a cancellation of a prepaid order, will have an invoice number of 0. Numeric, 7 positions; optional. |
Tp (Type) |
A user-defined code that identifies an A/R open item type. A/R type categories may include credits, debits, credit memos, invoices, credit card credits or refund check credits, and on-account categories. A/R type codes are defined in an validated against the A/R Type table. See Establishing Accounts Receivable Types (WART) for more information on the default A/R types you can create. Refund check or credit card credit: You can flag a credit open item to produce a refund check or a credit card credit, which you can then process through Processing A/R Refunds (MARC). These credit open items are indicated by their A/R types, from the Default Check Credit Open Item Type (E82) and Default Credit Card Credit Open Item Type (E83) system control values. You cannot apply these credits as payment toward invoice open items. Numeric, 2 positions; optional. |
Date |
The date the open item was created. Numeric, 6 positions (MMDDYY format); optional. |
Order # |
The order that produced the credit or invoice open item. Numeric, 7 positions; optional. |
Total amt |
The total, original amount of the invoice or credit before applying any credits, payments, or discounts in the alternate currency. Both credit and invoice amounts are presented as positive numbers. Numeric, 9 positions with a 2-place decimal; display-only. |
For an invoice open item, this represents the total amount of credits or payments applied in the alternate currency; for a credit open item, this represents the total amount that has been applied as a credit toward an invoice open item in the alternate currency, or used as payment against an order (if the Allow A/R Credits as Payments (E81) system control value is selected). Numeric, 9 positions with a 2-place decimal; display-only. |
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The dollar amount that the customer still owes on an invoice, or that is still available on a credit in the alternate currency. Numeric, 9 positions with a 2-place decimal; display-only. |
Screen Option |
Procedure |
Display open item details |
Select Display for an open item to advance to the Display A/R Open Item Details screen. You can toggle the amounts on this screen to display in the local currency or alternate currency. You cannot change any information at this screen. See Change A/R Open Item Screen for field descriptions. |
Pay the open item balance in full |
Select Pay in Full for an open item. See Applying Payments or Adjustments. |
Apply payment, discount, and write-off separately |
Select Detail Entry for an open item. See Work with Alternate Currency Payment Details Screen. |
Accept the transactions |
Select Accept. |
Work with ticklers associated with the bill-to customer |
Select Ticklers to advance to the Work with Ticklers Screen (bill-to customer view). |
Reject the transactions and exit the screen |
Select Reject. |
Apply the total cash amount as payment to open invoices |
Select Apply Cash. See Applying Payments or Adjustments. |
Purpose: Use this screen to change an open item, including:
• putting an open item into or out of dispute (using the Disputed and the Dispute reason fields)
• unallocating an allocated credit open item (using the Status field)
• changing a credit open item to another credit open item type (using the Type field)
• entering a short note
How to display this screen: Select Change for an open item at the Pay Open Items Screen.
Field |
Description |
Open item # |
A system-assigned number that identifies an invoice, credit, or on-account open item. Numeric, 7 positions; display-only. |
Type |
A code that identifies an A/R record type. You can change the A/R type field only under the following conditions: • only credit (not invoice or on-account) open items can be changed • you can change a credit open item only to another type of credit (for example, from a refund check credit open item to a regular credit open item, if you no longer want to produce a refund check to the customer for the credit balance) • you can change a credit to a credit card credit open item type only if the credit was produced by an order that used a credit card A/R type codes are defined in and validated against the A/R Type table; see Establishing Accounts Receivable Types (WART). Numeric, 2 positions; optional. |
Pay category |
A code that identifies a pay category. A pay category is a group of payment methods. Pay categories are: • Cash/check • C.O.D. (Cash on delivery) • A/R • Credit card • Coupon/Credit Display-only. |
Status |
A code identifying the current status of an invoice item. Valid values are: • A = Allocated. The open item is allocated as payment toward an order. Allocating credit open items toward a different order is available only if the Allow A/R Credits as Payments (E81) system control value is selected. You can also allocate a credit toward unshipped lines on the same order when you process a return or exchange if the Process A/R Credits Immediately (E80) system control value is selected. You can not apply allocated open items against invoice open items until the order is billed or canceled, or the open item is unallocated. Changing status: You can change the status of the open item only if the current status is allocated and you want to change it to open. You would make this change to unallocate an allocated credit; in this case the Allocated to order number will be deleted as well. |
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• O = Open. An unpaid balance (for invoices) or unapplied credit balance (for credits) exists. • P = Processed. The credit open item has been applied or written off, or the debit open item has been paid or written off, during this session. • D = Disputed. An unpaid balance is in dispute. To change an open item's status to D, enter an amount in the Disputed field, and a reason code in the Dispute reason field. The status remains D until you clear these fields. The transactions you can perform if an open item is in dispute are restricted. See Applying Payments or Adjustments or Applying Credits to Debits. Optional. |
The order number on which the credit open item is allocated to be applied as payment. The open item is allocated as payment toward an order. Allocating credit open items toward a different order is available only if the Allow A/R Credits as Payments (E81) system control value is selected. You can also allocate a credit toward unshipped lines on the same order when you process a return or exchange if the Process A/R Credits Immediately (E80) system control value is selected. If you change the status of the open item from allocated (A) to open (O), the allocated order number is deleted from the open item record. The order number is also deleted when the order is billed or canceled. You cannot apply an allocated credit against an invoice open item. Numeric, 8 positions; display-only. |
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Open item date |
The date the invoice was created. Numeric, 6 positions (MMDDYY format); display-only. |
Discount due date |
The date when the customer must pay an invoice open item to be eligible for a discount. Numeric, 6 positions (MMDDYY format); optional. |
Due date |
The date when the customer is required to make payment on an open invoice. Numeric, 6 positions (MMDDYY format); optional. |
Expected receipt date |
The date when you expect to receive payment against the invoice. Numeric, 6 positions (MMDDYY format): optional. |
Total A/R |
The amount the customer originally owed for the invoice, or was due for the credit. Both invoice and credit balances are presented as positive values. This is the value in the Total amt field on the Pay Open Items Screen. Numeric, 10 positions with a 2-place decimal; display-only. |
Discount |
The total amount of any discount that applied to the invoice open item. Numeric, 10 positions with a 2-place decimal; display-only. |
Balance |
The amount the customer currently owes for the invoice, or is due for the credit. Both invoice and credit balances are presented as positive values. This is the value in the Balance field on the Pay Open Items Screen. Numeric, 9 positions with a 2-place decimal; display-only. |
Disputed |
The total amount of the balance that is in dispute. Enter a dispute amount here and a reason code in the Dispute reason field to change the status of an invoice to D. The open item will remain in dispute until you clear these fields. You can put both credit and invoice open items in dispute. See Applying Payments or Adjustments and Applying Credits to Debits for more information on the transactions you can perform against disputed open items. Numeric, 9 positions with a 2-place decimal; display-only. |
Paid |
The total payment or credit amount that has been applied to an invoice, or applied from a credit. This is the value in the Paid amt field on the Pay Open Items Screen. Numeric, 10 positions with a 2-place decimal; display-only. |
Paid date |
The date an invoice open item was paid in full, or the most recent date when a portion of a credit open item was applied. Numeric, 6 positions (MMDDYY format); display-only. |
Debit G/L # |
A number that identifies the sales general ledger account used for posting the debit transaction. General ledger numbers validate against the General Ledger Accounts table. See Working with G/L Accounts (WGLA). Numeric, 8 positions; display-only. |
Credit G/L # |
A number that identifies the sales general ledger account used for posting the credit transaction. General ledger numbers validate against the General Ledger Accounts table. See Working with G/L Accounts (WGLA). Numeric, 8 positions; display-only |
Order # |
A system-assigned number that identifies the order number that generated the open item. Numeric, 7 positions; display-only. |
Invoice # |
A system-assigned number that identifies the debit or credit invoice that produced the open item. Numeric, 7 positions; display-only. |
Currency |
The currency used on the order. This field is not currently implemented. Alphanumeric, 3 positions; display-only. |
Cust sold to |
The customer who places an order. See Creating and Updating Sold-to Customers (WCST). Number: numeric, 8 position; display-only. Name: alphanumeric, 41 positions; display-only. |
Cust bill to |
The customer responsible for paying for an order. See Creating and Updating Bill-to Customers (WCBT). Number: numeric, 8 position; display-only. Name: alphanumeric, 41 positions; display-only. |
Salesman |
A code that identifies the sales representative credited for the order. See Working with Sales Representatives (WSLS). Alphanumeric, 7 positions; display-only |
Terms |
A code that identifies when and under what conditions payment is due. Terms codes can apply to accounts receivable, accounts payable, or both, and are defined in and validated against the Terms table; see Working with Terms (WAPT). Numeric, 2 positions; optional. |
Dispute reason |
A code that identifies why an invoice is in dispute. Enter a code here and an amount in the Disputed field to change the status of an open item to D (disputed). Dispute reasons are defined in and validated against the Dispute Reason Code table. See Establishing Dispute Reason Codes (WDSR). You can put both credit and invoice open items in dispute. See Applying Payments or Adjustments and Applying Credits to Debits for more information on the transactions you can perform against disputed open items. Alphanumeric, 2 positions, optional. |
Short note |
Text entered about changes made to the open item. Alphanumeric, 25 positions; optional. |
Work with Payment Details Screen
Purpose: Use this screen for:
• Redirecting open item payments by posting an amount to specific general ledger accounts
• Posting a discount toward an open invoice balance
• Posting a write-off or adjustment of all or part of an open invoice balance
You can post to multiple general ledger accounts if you want to track money received at a more detailed level.
Posting an Amount: When you post cash to a specific general ledger account, the system:
• Increases the value in the Amount applied field
• Decreases the value in the Amount remaining field
• Decreases the value in the Balance field
To apply a payment to a specific general ledger account, complete the Amount and G/L number fields.
Posting a Discount: When you post an discount amount in the field to a specific general ledger account, the system:
• Posts that amount to a sundry account
• Increases the value in the Sundry total field on the Pay Open Items Screen
• Decreases the value in the Balance field
To apply a discount to a specific general ledger account, complete the Discount field and the G/L number field.
Posting a Write-off or Adjustment: When you post a write-off or adjustment to a specific general ledger account, the system:
• Posts that amount to a sundry account
• Increases the value in the Sundry total field on the Pay Open Items Screen
• Decreases the value in the Balance field
To apply a write-off or adjustment to a specific general ledger account, complete the Write off/adjustment field and the G/L number field.
How to display this screen: Select Detail entry for an invoice open item in an open (O) or disputed (D) status at the Pay Open Items Screen.
Field |
Description |
Customer |
A system-assigned number that identifies the bill-to account number. See Creating and Updating Bill-to Customers (WCBT). Numeric, 8 positions, display-only. |
Bill-to name |
The name on the bill-to customer account. Alphanumeric, 42 positions; display-only. |
Check # |
The number on the customer's check that you entered at the Pay Open Items Screen. Numeric, 7 positions; display-only. |
Check amount |
The amount of the customer’s check. |
Amount applied |
The total dollars currently applied to the customer's open items during the current posting session. The system updates this field as you apply payment to open items. Numeric, 10 positions with a 2-place decimal; display-only. |
Amount remaining |
The unused portion of a payment to be applied during a posting session. Numeric, 10 positions with a 2-place decimal; display-only. |
Open item # |
A system-assigned number that identifies an invoice. Numeric, 7 positions; display-only. |
Type |
A code that identifies an A/R record type. A/R type categories may include; credits, debits, credit memos, invoices, and on-account categories. A/R type codes are defined in and validated against the A/R Type table; see Establishing Accounts Receivable Types (WART). Numeric, 2 positions; required |
Date |
The date the invoice was created through the Billing function. Numeric, 6 positions (MMDDYY format); display-only. |
Balance |
The amount the customer owes on an invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Amount |
The amount that you want to post to a specific general ledger account number for the open item selected. Numeric, 10 positions with a 2-place decimal; optional. |
Discount |
A dollar amount that will apply to the open item as a discount. Your entry here will update the Sundry total field on the Pay Open Items Screen. Numeric, 10 positions with a 2-place decimal; optional. |
Write off/adjustment |
The portion of an invoice balance that you are writing off. Your entry here will update the Sundry total field on the Pay Open Items Screen. Numeric, 10 positions; optional. |
Although values in the Amount, Discount, and Write off fields are optional, you must complete one of them to complete a payment detail transaction. |
|
G/L number |
The number that identifies an account used for posting a specific type of financial activity. General ledger account numbers are defined in and validated against the General Ledger Account table. Numeric, 8 positions; optional. |
Work with Alternate Currency Payment Details Screen
Purpose: Use this screen for:
• Redirecting open item payments by posting an amount to specific general ledger accounts.
• Posting a discount toward an open invoice balance in the alternate currency.
• Posting a write-off or adjustment of all or part of an open invoice balance in the alternate currency.
You can post to multiple general ledger accounts if you want to track money received at a more detailed level.
Posting an Amount: When you post cash to a specific general ledger account, the system:
• Increases the value in the Amount applied field.
• Decreases the value in the Amount remaining field .
• Decreases the value in the Balance field .
To apply a payment to a specific general ledger account, complete the Amount and G/L number fields.
Posting a Discount: When you post an discount amount in the field to a specific general ledger account, the system:
• Posts that amount to a sundry account.
• Increases the value in the Sundry total field on the Pay Alternate Currency Open Items Screen.
• Decreases the value in the Balance field.
To apply a discount to a specific general ledger account, complete the Discount field and the G/L number field.
Posting a Write-off or Adjustment: When you post a write-off or adjustment to a specific general ledger account, the system:
• Posts that amount to a sundry account.
• Increases the value in the Sundry total field on the Pay Alternate Currency Open Items Screen.
• Decreases the value in the Balance field.
To apply a write-off or adjustment to a specific general ledger account, complete the Write off/adjustment field and the G/L number field.
How to display this screen: Select Detail entry for an invoice open item in an open (O) or disputed (D) status at the Pay Alternate Currency Open Items Screen.
Field |
Description |
Currency code |
The code for the currency associated with the bank you selected to post cash receipts. Alphanumeric, 3 positions; display-only. |
Customer number |
The bill-to account number. See Creating and Updating Bill-to Customers (WCBT). Numeric, 8 positions, display-only. |
Bill-to name |
The name on the bill-to customer account. Alphanumeric, 42 positions; display-only. |
Check # |
The number on the customer's check that you entered at the Pay Alternate Currency Open Items Screen. Numeric, 7 positions; display-only. |
Check amount |
The amount of the customer’s check in the alternate currency that you entered at the Pay Alternate Currency Open Items Screen. Numeric, 10 positions with a 2-place decimal; display-only. |
Amount applied |
The total dollars in the alternate currency currently applied to the customer's open items during the current posting session. The system updates this field as you apply payment to open items. Numeric, 10 positions with a 2-place decimal; display-only. |
Amount remaining |
The unused portion of a payment in the alternate currency to be applied during a posting session. Numeric, 10 positions with a 2-place decimal; display-only. |
Open item # |
A system-assigned number that identifies an invoice. Numeric, 7 positions; display-only. |
Type |
A code that identifies an A/R record type. A/R type categories may include; credits, debits, credit memos, invoices, and on-account categories. A/R type codes are defined in and validated against the A/R Type table; see Establishing Accounts Receivable Types (WART). Numeric, 2 positions; required. |
Date |
The date the invoice was created through the Billing function. Numeric, 6 positions (MMDDYY format); display-only. |
Balance |
The amount the customer owes on an invoice in the alternate currency. Numeric, 9 positions with a 2-place decimal; display-only. |
Amount |
The amount in the alternate currency that you want to post to a specific general ledger account number for the open item selected. Numeric, 10 positions with a 2-place decimal; optional. |
Discount |
A amount in the alternate currency that will apply to the open item as a discount. Your entry here will update the Sundry total field on the Pay Alternate Currency Open Items Screen. Numeric, 10 positions with a 2-place decimal; optional. |
Write off/adjustment |
The portion of an invoice balance in the alternate currency that you are writing off. Your entry here will update the Sundry total field on the Pay Alternate Currency Open Items Screen. Numeric, 10 positions; optional. |
Although values in the Amount, Discount, and Write off fields are optional, you must complete one of them to complete a payment detail transaction. |
|
G/L number |
The number that identifies an account used for posting a specific type of financial activity. General ledger account numbers are defined in and validated against the General Ledger Account table. Numeric, 8 positions; optional. |
Purpose: You can use the Pay Open Items Screen to apply existing credit open items on the customer's account to invoice open items. You can:
• Apply Credit to Debit Pop-Up Window individually, or
• Applying All Available Credits at once
Apply Credit to Debit Pop-Up Window
Select Apply credit to debit for a credit or on-account open item to apply it to an invoice open item. The credit open item must be in an open (O) status. Also, the open item must not be the credit open item type from the Default Check Credit Open Item Type (E82) or Default Credit Card Credit Open Item Type (E83) System Control values, as these credits are flagged to create refund checks or credit card credits. If the credit open item is eligible for application, a pop-up window opens.
Each of the fields in this pop-up window are described under Pay Open Items Screen. Enter the number of the invoice or of the open item you want to credit.
Note: The invoice or open item you enter must be in an open status.
The system applies the credit to the open item you selected, reducing the invoice and credit balances as appropriate. If applying the credit exhausts the balance of either the invoice or the credit, the status of the appropriate open item changes to P (processed). Also, the Paid date is updated with the current date.
Applying All Available Credits
Select Apply credits to apply all available credit open items to all unpaid invoices. The system:
• selects all eligible credit open items; i.e., those that are in an open (O) status, and are not flagged for credit card credits or refund checks (see above). Disputed or allocated credits are not selected;
• selects all eligible invoice open items; i.e., those that are currently open (O);
• applies the total credit amount against the invoices until all invoices are paid or the total credit amount is exhausted;
• updates each open item record as described in the preceding paragraph.
Purpose: Use this screen to create new debit or credit open item for a customer account.
How to display this screen: Select Create at the Pay Open Items Screen.
Field |
Description |
Type |
The open item type that you are creating. A/R type codes are defined in and validated against the A/R Type table; see Establishing Accounts Receivable Types (WART). Numeric, 2 positions; required |
Amount |
The dollar amount you are posting to the new record. Numeric, 10 positions with a 2-place decimal; required. |
Debit G/L # |
A number that identifies the account used for posting the debit transaction. General ledger numbers are defined in and validated against the General Ledger Accounts table. See Working with G/L Accounts (WGLA). Numeric, 8 positions; required. |
Credit G/L # |
A number that identifies the account used for posting the credit transaction. General ledger numbers are defined in and validated against the General Ledger Accounts table. See Working with G/L Accounts (WGLA). Numeric, 8 positions; required. |
Due date |
The date when the customer is required to make payment on an open invoice. If you do not enter a value, the system automatically assigns the current date as the due date. Numeric, 6 positions (MMDDYY format); optional. |
Discount due date |
The date when the customer must pay the invoice to receive a discount. Discount percentages are defined in the Terms table; see Working with Terms (WAPT) for more information. Numeric, 6 position (MMDDYY format); optional. |
Terms |
A code that identifies the conditions under which payment is due. For example, you might have a term that requires payment within 30 days of the invoice date, while another provides a discount if payment is received by the end of the month. You can set up terms codes to apply to accounts payable, accounts receivable, or both. See Working with Terms (WAPT). Numeric, 2 positions; optional. |
Note |
A short note about the invoice. You can display the note through the Change A/R Open Item Screen and Display A/R Open Item Screen. Alphanumeric, 25 positions; optional. |
Confirm On-Account Payment Window (Posting On-Account Payments)
You post cash on-account when a customer overpays an invoice or pays for an order before placing it. Posting cash on-account creates an on-account open item. This open item will be available to apply to invoices in the future, or you can flag the open item to produce a refund check. Also, you can allocate this open item toward payment of a new order if theAllow A/R Credits as Payments (E81) system control value is selected.
How to create an on-account open item: Select On-account at the Pay Open Items Screen. The system displays the Confirm On-Account Payment pop-up window:
Field |
Description |
Customer |
A system-assigned number to identify a bill-to customer account. See Creating and Updating Bill-to Customers (WCBT). Numeric, 8 positions. |
Check amount |
The total dollar amount to be posted to the account. This is the value you entered in the Amount field on the Pay Open Items screen. Numeric, 10 positions with a 2-place decimal. |
Amount applied |
The total dollar amount currently posted to the account. Numeric, 10 positions with a 2-place decimal. |
The dollar amount posted on-account during this transaction. Numeric, 10 positions with a 2-place decimal. |
Applying the balance: Select OK to post the value in the On-account field: The system:
• Creates a new on-account open item
• Applies the value in the On-account field to the new on-account open item
• Increases the value in the Amount applied field
• Changes the value in the Amount remaining field to .00
Reject on-account posting: Select Exit to cancel the on-account payment function.
The on-account open item type: The system determines the A/R open item type to use by checking the A/R Type table. It selects the first A/R type it finds with a classification of O (on account). See Establishing Accounts Receivable Types (WART).
See also: See Work with Payment Details Screen for another method of applying payment to an invoice open item.
Work with Sundry Transactions Screen
Purpose: Use this screen to create and delete sundry entries.
Sundry transactions allow you to make direct postings to the general ledger to record miscellaneous cash. For example, when you give a customer a discount because of a late delivery, you might post the discount to the general ledger sundry account to attribute that cash to the correct account.
How to display this screen: Select Sundry entry at the Pay Open Items Screen.
Field |
Description |
Amount available |
The total amount that can be posted during a sundry transaction. This field has the same value as the Amount remaining field on the Pay Open Items screen. Numeric, 10 positions with a 2-place decimal; display-only. |
Remaining |
The dollar amount left to be posted . Numeric, 10 positions with a 2-place decimal; display-only. |
Amount |
The dollar amount applied during a sundry transaction. Numeric, 15 positions with a 2-place decimal; required. |
Debit G/L (Debit general ledger account number) |
The general ledger number to use for posting the debit transaction. General ledger numbers are defined in and validated against the General Ledger Accounts table. You must enter either a debit g/l number, a credit g/l number, or both. Numeric, 8 positions; required if you don't enter a credit g/l number. |
Credit G/L (Credit general ledger account number) |
The general ledger number to use for posting the credit transaction. General ledger numbers are defined in and validated against the General Ledger Accounts table. Numeric, 8 positions; required if you don't enter a debit g/l number. |
To post a sundry transaction: Complete the Amount field and either the Debit G/L or the Credit G/L field, or both. Only one G/L number is required, either debit or credit.
Out of balance warning: If the entire value in the Remaining field is not posted, the Out of Balance Warning pop-up window opens.
The effect your entries at the Work with Sundry Transaction screen have on the Remaining field are:
Entry amount is... |
General ledger number entered is... |
Effect on the Remaining field is... |
Positive |
Debit |
Increases |
Negative |
Debit |
Decreases |
Positive |
Credit |
Decreases |
Negative |
Credit |
Increases |
Positive or negative |
Both debit and credit |
No effect |
Screen Option |
Procedure |
Accept the sundry transactions and return to the Pay Open Items Screen |
Select Accept. |
Reject sundry transactions |
Select Reject. |
Display Batch Deposit Totals Screen (Completing a Deposit)
Purpose: Once you complete your entries in cash receipts, use this screen to verify and accept your postings. Accepting the batch deposit will compare the total dollar amount you posted against the amount you entered at the Cash Receipts Screen (Cash Batch Settings).
How to display this screen: Select Accept at the Select Customer Bill-To Screen to accept all of your current transactions in cash receipts, including posting cash to deferred liability (described in Working with Cash Receipts (WCRT)) and posting transactions against individual customer accounts using the Pay Open Items Screen.
Field |
Description |
Batch # |
A system-assigned number that identifies the batch of cash receipts you posted. Numeric, 7 positions; display-only. |
Total deposit |
The total dollar amount that you posted. Numeric, 11 positions with a 2-place decimal; display-only |
Deferred liability |
The total amount that you posted to deferred liability. Numeric, 11 positions with a 2-place decimal; display-only. |
A/R deposits |
The total amount that you posted to open items. Numeric, 11 positions with a 2-place decimal; display-only. |
Sundry deposits |
The total amount that you posted to the sundry account. Numeric, 11 positions with a 2-place decimal; display-only. |
Accepting the batch deposit: Select OK to accept the batch deposit and advance to the next screen.
• If the value in the Total deposit field equals the deposit amount you entered at the Cash Receipts Screen (Cash Batch Settings), you return to the main menu.
• If the value in the Total deposit field does not equal the amount you entered at the Cash Receipts Screen (Cash Batch Settings), you return to the Cash Receipts screen where the Deposit total field is highlighted. Adjust the deposit amount and select OK to accept the batch deposit.
See Working with Cash Receipts (WCRT).
