Work with A/R Open Items (WARI)
Purpose: Use the Work with A/R Items menu option to review the open items for a bill-to account, apply a credit to a debit, enter bill-to notes, or flag a credit open item as a refund check or a credit card credit.
In this topic:
• Select Customer Bill-to Screen
• Work with A/R Open Items Screen
• Applying a Credit to a Debit
• Confirm Bank/Division Pop-Up Window
• Apply Credit to Debit Pop-Up Window
• Flagging Credit Open Items for Refunds
• Work with Bill-to Notes Screen
Select Customer Bill-to Screen
Purpose: Use this screen to select a bill-to customer account so that you can work with A/R open items.
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 bill to 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: Enter WARI in the Fast path field at the top of any menu or select Work with A/R Open Items (WARI) from a menu. You can also display this screen by completing the Cash Receipts Screen (Cash Batch Settings) in cash receipts.
Field descriptions: See Select Customer Bill-To Screen for a description of each field on this screen and instructions on selecting a customer.
Work with A/R Open Items Screen
Purpose: Use this screen to review A/R open items, apply a credit to an invoice, work with notes about the bill-to account, flag a credit to produce a refund check or a credit card credit.
How to display this screen: Select a bill-to customer account at the Select Customer Bill-To Screen or a subsequent scan screen. You can also display this screen through the Display More Options Screen in order entry or maintenance.
:
Field |
Description |
Cust (Bill-to customer) |
The bill-to account number, and the name and company name, if any, on the account. See Creating and Updating Bill-to Customers (WCBT). Bill-to customer number: numeric, 7 positions; display-only. Bill-to customer company: alphanumeric, 30 positions; display-only. Bill-to customer name: alphanumeric, 35 positions; display-only. |
A/R on order |
The total value of unshipped A/R orders for the bill-to account. Numeric, 9 positions; with a 2-place decimal; display-only. |
Total A/R |
The net value of A/R invoice and credit open items for the bill-to customer. A negative number indicates that the customer's credits exceed invoices due. The total credits include any credits flagged to produce a refund check or credit card credit or allocated as payment toward an order. Disputed open items are included in the total under their original categories, either credits or invoices. Numeric, 9 positions with a 2-place decimal; display-only. |
Credit limit |
The credit limit set up for the bill-to account. Numeric, 7 positions; display-only. |
Last statement |
The date when a statement was last sent to the customer. Numeric, 6 positions (MMDDYY format); display-only. |
S (Status) |
The status of the open 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 review the allocated order number by selecting Display for the open item. • D = Disputed. The open item is in dispute, either entirely or in part. You cannot perform certain transactions, such as applying a credit toward a debit or flagging the credit to produce a refund check. |
|
• O = Open. For invoice open items, this indicates that the customer has not paid the complete balance; for credits, this indicates that the credit balance has not been applied toward an invoice, allocated toward an order, or processed in any other way. • P = Processed. For invoice open items, this indicates that the debit has been paid. For credits, this indicates that the credit has been applied or processed. Alphanumeric, 1 position; optional. |
Inv # (Invoice number) |
The invoice number which created the invoice or credit open item. The invoice number will be blank if the open item was not created through an invoice (for example, a payment on-account). Numeric, 7 positions; optional. |
TC (A/R type) |
The type of open item. A/R types are defined in and validated against the A/R Type table; see Establishing Accounts Receivable Types (WART). Alphanumeric, 2 positions; optional. |
Order # |
The order number that created the invoice or credit open item. The order number will be blank if the open item was not created through an order (for example, a payment on-account). Numeric, 8 positions; optional. |
Due date |
The date when payment is due on an invoice. The default date is based on the terms code assigned to the bill-to customer, but you can override the date in A/R inquiry or cash receipts. Numeric, 6 positions (MMDDYY format); display-only. |
Inv date |
The date the open item was created. Numeric, 6 positions (MMDDYY format); optional. |
Amount |
The original amount of the invoice or credit open item. Both invoices and credits appear as positive amounts, and are treated as such when you scan on this field. Numeric, 9 positions with a 2-place decimal; optional. |
Discount |
Any discount that applies to an invoice. Numeric, 9 positions with a 2-place decimal; optional. |
Balance |
The current open balance on a credit or invoice open item, after applying any credits, payments, etc. Numeric, 9 positions with a 2-place decimal; optional. |
Screen Option |
Procedure |
Display an open item |
Select Display for the open item to advance to the Display A/R Open Item screen. See the Change A/R Open Item Screen for field descriptions. |
Apply a credit to a debit |
Select Apply credit to debit for a credit open item. See Applying a Credit to a Debit. |
Flag a credit open item to produce a refund check |
Select Flag as check for a credit open item. See Flagging Credit Open Items for Refunds. |
Flag a credit open item to produce a credit card credit |
Select Flag as credit card for a credit open item. See Flagging Credit Open Items for Refunds. |
Accept your entries, process system updates and return to the Select Customer Bill-to Screen |
Select Accept. |
Work with ticklers associated with the bill-to customer |
Select Work with Ticklers to advance to the Work with Ticklers Screen (bill-to customer view). |
Reject your entries and return to the Select Customer Bill To screen |
Select Reject to display the Confirm Reject pop-up window. Select OK at this window to return to the Select Customer Bill-to Screen and discard your entries; otherwise, select Exit to remain at the Work with A/R Open Items Screen screen. Even if you reject your entries, any entries you made to customer bill-to notes will remain. |
Work with customer bill-to notes |
Select Notes to advance to the Work with Bill-to Notes Screen. |
Screen Option |
Procedure |
Toggle between displaying the Total A/R, Discount, Balance, and Disputed amounts in the local currency and the alternate currency |
Select Toggle AC. The system toggles the Total A/R, Discount, Balance, and Disputed amounts between the local currency and alternate currency. Additionally, when viewing the amount in the alternate currency, the Currency code field displays in the upper right corner of the screen indicating the currency of the alternate amount. This function displays only if the Use Alternate Currency Pricing (H89) system control value is selected. If you select Toggle AC and the open item is not associated with an alternate currency, an error message indicates: No conversion rate for offer. |
Purpose: At the Work with A/R Open Items Screen, you can select a credit or on-account open item and apply it to a debit open item as payment.
To be eligible for application against a debit, the credit or on-account open item must be in an open status and must not be of the type specified in the Default Check Credit Open Item Type (E82) or Default Credit Card Credit Open Item Type (E83) fields in the System Control table; these open item types indicate that the credit has been flagged to produce a refund to the customer instead of being applied to an invoice on the account. See Flagging Credit Open Items for Refunds.
Confirm Bank/Division Pop-Up Window
How to apply a credit to a debit: Select Apply credit to debit for an open credit or on-account open item. The first time you do so in a session for a bill-to customer, the system displays the Confirm Bank/Division pop-up window. Thereafter, the system displays the Apply Credit to Debit Pop-Up Window when you select Apply credit to debit for an open credit open item.
Note: Before selecting Apply credit to debit for a credit, you might make a note of the invoice open item you have selected to receive the credit, as the pop-up windows that display will obscure some of the information on the Work with A/R Open Items Screen.
Field |
Description |
Batch number |
A number assigned by the system to group payment information on the Daily Cash Receipts Journal or Monthly Cash Receipts Journal. Numeric, 7 positions; display-only. |
Payment date |
The date to use for posting the payment. The current date defaults. Numeric, 6 positions (MMDDYY format); required. |
Division |
The division to use when posting the transaction to the general ledger. If the credit was the result of an order (for example, a return), the division associated with the source code on the order header defaults. If the credit did not result from an order, this field will be blank. Division codes are defined in and validated against the Division table; see Working with Divisions (WDIV). Alphanumeric, 2 positions; required. |
Bank code |
The code representing the bank associated with the division, above. If the division code defaults, the bank code will default also. The system uses the bank code for sorting on the Cash Receipts Journal. Bank codes are defined in and validated against the Bank table; see Working with Banks (WBNK). Alphanumeric, 3 positions; required. |
Completing this window: Complete each field and select OK to advance to the Apply Credit to Debit Pop-Up Window.
This window displays only once during an entry session for a bill-to customer if you complete the fields and select OK.
Apply Credit to Debit Pop-Up Window
You advance to this window:
• after you complete the Confirm Bank/Division Pop-Up Window the first time you select a credit to apply for the bill-to customer
• thereafter, each time you select a credit to apply during the same entry session for the bill-to customer.
Field |
Description |
Credit open item |
The number identifying the credit or on-account open item you have selected to apply toward a debit open item. Numeric, 7 positions; display-only. |
Invoice |
The number identifying the credit invoice associated with the credit open item. Numeric, 7 positions; display-only. |
Balance |
The available balance on the credit open item to apply to the debit. Numeric, 9 positions with a 2-place decimal; display-only. |
Apply to invoice |
The number of the debit invoice to be credited. Numeric, 7 positions; required if you do not enter an open item number. |
Or to open item |
The number of the invoice open item to be credited. Numeric, 7 positions; required if you do not enter an invoice number. |
Completing this window: Complete the invoice or the open item number field and select OK to apply the credit to the debit.
Note: The invoice or open item you enter must be in an open status.
The system applies the credit balance to the debit open item. If the balance is sufficient, the debit open item is changed to a processed status; if the credit or on-account open item is exhausted, it is also put into a processed status.
Flagging Credit Open Items for Refunds
Purpose: You can flag a credit or on-account open item to produce a refund check or a credit card credit, rather than applying it against invoices on the customer account.
You use Processing A/R Refunds (MARC) rather than the regular Process Refunds option to produce these checks and credits.
Flag as check: Select Flag as check for a credit or on-account open item to flag it to produce a refund check. The open item status must be open.
When you flag an open item to produce a refund check, the system changes the A/R type of the open item to the Default Check Credit Open Item Type (E82). The refund check will be eligible for processing the next time you use the Process A/R Refunds menu option.
Flag as credit card credit: Select Flag as credit card for a credit open item produced by a credit card order to flag it to produce a credit card credit. The open item status must be open. An error message indicates if the credit was not produced by an order using a credit card.
When you flag the credit to produce a credit card credit, the system changes the A/R type of the open item to the Default Credit Card Credit Open Item Type (E83). The refund check will be eligible for processing the next time you use the Process A/R Refunds menu option.
Note: To “un-flag” an open item as a check or credit card credit, use the Work with Open Items Screen in A/R inquiry (select Apply credit to debit) or the Change A/R Open Item Screen in cash receipts (select Change) to change the A/R type back to the Default Credit Open Item Type (C12).
Work with Bill-to Notes Screen
Purpose: Use this screen to review, add, or change notes about the bill-to customer account.
How to display this screen: Select Notes at the Work with A/R Open Items Screen.
For more information: See Using A/R Inquiry (DARI).
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WARI OROMS 5.0 2018 OTN