Maintaining Customer Accounts Using the Automatic Maintenance Process (AR_AUTOMNT)

Page Name

Definition Name

Usage

Automatic Maintenance Page

AUTOMNT_REQUEST

Run the Automatic Maintenance process (AR_AUTOMNT).

Actual Matches Report Page

RUN_AR11004

Running the Actual Matches report (AR11004).

See also PeopleSoft Receivables Reports: A to Z.

Potential Matches Report Page

RUN_AR11005

Running the Potential Matches report (AR11005).

See also PeopleSoft Receivables Reports: A to Z.

The Automatic Maintenance process automatically matches debit and credit items based on criteria in automatic maintenance methods. It places the matching items in match groups and either creates write-off items to balance the group or creates an adjustment item to resolve the remaining balance for a group. The Automatic Maintenance process uses the anchor business unit to write off any remaining balances. Depending on the instructions in the automatic maintenance method, it either sets the match group to post or puts the match group on a maintenance worksheet. Use the worksheet to review the match groups and to set the maintenance group to post. It places all match groups for a corporate customer on the same worksheet.

Note: The process assigns items to the appropriate customer on the worksheet based on the customer level that you select for the automatic maintenance method step. For example, if you select Corporate for the customer level, the items are assigned to the corporate customer.

After you run the process, you can run these reports:

  • Actual Matches report, which lists new pending items that the Automatic Maintenance process created and set to post.

    The report indicates the maintenance group and match group to which each item belongs.

  • Potential Matches report, which lists new worksheet items that the Automatic Maintenance process put on maintenance worksheets.

    The report provides the worksheet ID and match group ID for each item.

You can run the Potential Matches report and Actual Matches report for a single process instance of the Automatic Maintenance process by running the Automatic Maintenance and Reports multiprocess job (ARAUTOMT).

Field or Control

Description

Process Instance

Enter the number of a process instance for the Automatic Maintenance process to include only items from a specific run of the process.

Separate DR/CR Amount Fields (separate debit/credit amount fields)

Select to display the entered amount for each item in either the Debit Total or Credit Total column depending on whether it is a debit or credit item. Otherwise, the report displays all item amounts in the Entered Amount column.

Use the Automatic Maintenance page (AUTOMNT_REQUEST) to run the PS/AR Automatic Maintenance Application Engine process (AR_AUTOMNT) and/or reports.

Navigation:

Accounts Receivable > Receivables Maintenance > Automatic Maintenance > Request Automatic Maintenance > Automatic Maintenance

This example illustrates the fields and controls on the Automatic Maintenance page.

 Automatic Maintenance page

Field or Control

Description

Override Method

Select an automatic maintenance method if you want to use the same method for all items instead of the method assigned to the business unit.

Select one of these methods:

  • MATCH EQUAL AMT (match equal amount)

    Select to match debits and credits for items exactly by their open amounts.

  • NO MATCH WO (no match write-off)

    Select to write off debit or credit items that were not matched by the previous steps that have an amount that is less than the tolerances that you defined.

  • OLDEST

    Select to match using the #OLDEST algorithm, which matches items by due date.

  • REFERENCE MATCH

    Select to match by reference information.

  • RETAIN BALANCE

    Select to keep items with remaining balances open.

See Setting Up Automatic Maintenance Methods.

Anchor Business Unit

Select the business unit to use for transactions that cross business units for interunit accounting entries. Leave blank to use the business unit of the first item in each group as the anchor business unit for the maintenance group.

If you enter an anchor business unit, the system uses the format currency for the business unit to convert transaction amounts to a common currency. Otherwise, it uses the format currency for the lowest-value business unit that you enter in the Process Request Parameters grid. The process assigns the same anchor currency to each Maintenance worksheet that it creates. The system displays the worksheet totals in the anchor currency.

Note: The system uses the anchor business unit to perform an automatic write-off of a remaining amount.

Accounting Date

Enter the accounting date for the process to use as the accounting date for any new items that it creates. If you leave the field blank, the process uses the date at the time of the run as the accounting date.

Last Activity Date and Specific Date

Select one of the following values for the last activity date:

  • <= Specific Date - Selects items with a last activity date that is less than or equal to a date the user selects in the Specific Date field.

  • <= Today - Selects items with a last activity date that is less than or equal to the current date at the time the process is run.

  • All Dates - Selects all items regardless of the last activity date.

Business Unit

Enter the ID of all business units for which you want to match items. If you do not want to create match groups that include items across all business units, enter only one business unit.

Use the Actual Matches Report page (RUN_AR11004) to run the Actual Matches Report (AR11004).

Navigation:

Accounts Receivable > Receivables Maintenance > Automatic Maintenance > Actual Matches Report > Actual Matches Report

Field or Control

Description

From Date and To Date

Enter the date range that identifies when the Automatic Maintenance process created the pending items.

Use the Potential Matches Report page (RUN_AR11005) to run the Potential Matches Report (AR11005).

Navigation:

Accounts Receivable > Receivables Maintenance > Automatic Maintenance > Potential Matches Report > Potential Matches Report

Field or Control

Description

From Date and To Date

Enter the date range that identifies when the Automatic Maintenance process created the worksheets.