Understanding the Update Payment Information - Receipts Program

Run the Update Payment Information - Receipts program (R045131) before you run the Update Payment Information program (R04513).

If you create purchase orders and use three-way voucher matching in the Procurement system, you must run the Update Payment Information - Receipts program to ensure that all payment information has been updated in the F0911 table.

Note: You can only run this UBE once per calendar year wide open. If you run it more than once in a calendar year, it can cause unpredictable results. If you need to add missing data, run the UBE again with data selection for the missing data.

The Update Payment Information - Receipts program identifies all receipt-matched purchase orders with accounts that are within the range for AAI item PXxxxx and are eligible for 1099 reporting. For each voucher, the program creates a voucher record in the TX (tax) ledger of the Account Ledger table (F0911) and updates the payment number and payment date.

The Update Payment Information - Receipts program (R045131) performs these steps:

The program reads the Purchase Order Receiver File table (F43121) and selects all records with a match record type 2.
For records that are eligible for 1099 reporting, the program compares the open and gross amounts of each voucher to determine whether a payment has been applied. Then, the program either excludes the voucher if the open and gross amounts are equal (no payments have been made), or it includes the voucher if the open and gross amounts are not equal (payments have been made).
If the voucher is included, the program then:
Reads the Account Ledger table (F0911) and matches the document number, document type, and company to the Accounts Payable Ledger table (F0411).
Reads the Accounts Payable Matching Document Detail table (F0414) by document number, document type, and company for the payment ID. It uses the payment ID to locate the record in the Accounts Payable - Matching Document table (F0413), from where it retrieves the payment number and payment date.
Updates the payment number on the original voucher record in the AA ledger with @ if the records exists in both the F0911 and F43121 tables. This record appears on the Enter 1099 Payment Adjustments form, but is not included in the 1099 amount.
Bypasses deducting discount amounts from payments. However, if you leave the Discount Handling Method processing option blank, the program marks records with discounts as an exception. You can then create an adjustment record to reflect the discount so that the 1099 amount for the supplier is not overstated.

If the voucher was paid in full, the program reads all matching documents with the same payment year as the reporting year. The program then, creates a record in the TX ledger of the F0911 with the payment number, payment date, and payment amount. If the open amount of the voucher is 0 and all matching documents were paid in the reporting year that was specified in the processing option, the payment is a full payment.

If the payment is a partial payment, the program creates a record in the TX ledger of the F0911 with a payment number of *, which indicates that the record is an exception. The payment is a partial payment for the reporting year specified in the processing option if the open amount of the voucher is not 0 or the open amount is 0, but not all payments were made in the reporting year.

Before updating payment information for receipts, post all vouchers and payments for the 1099 reporting year.

Processing time depends on the number of records in the F0911 table. Run the program during off-peak hours. This program does not generate a report. To verify that the program finished successfully, review the workflow messages in the work center.