Apply Receipts

These processing options specify how the system manages overpayments and underpayments when the receipt amount is different from the total amount applied to invoices.

1. Underpaid Tolerance Amount

Specify the limit that the system uses to write off underpayments. In the F03B13Z1 table, if the difference between the receipt amount (Check Amount field - CKAM) and the total open amount of the invoices paid is equal to or less than the amount specified, the system generates a stand-alone write-off for the remaining amount.

Note: If the receipt pays only one invoice, the system writes off that invoice and does not generate a stand-alone write-off.

For example, if the tolerance is 25.00, the receipt amount is 980.00 USD, and the total open amount of the invoices paid is 1000.00, the system writes off the 20.00 underpayment.

If you work with multiple currencies, the write-off tolerance amounts for underpaid invoices are based on the currency code of the receipt, and not the currency code of the invoice or company. Set up a different version of this program for each receipt currency, and then specify the currency code in the data selection when you process automatic receipts using the Apply Receipts to Invoices program (R03B50).

Write-off Reason Code

Specify the reason code to assign to write-offs that occur as the result of an underpayment. Valid write-off reason codes are defined in UDC 03B/RC. You must also set up a corresponding AAI item RAxx (where xx is the reason code) to specify the write-off account to use.

2. Underpaid Receipt Processing

Specify the method for processing underpayments that exceed the tolerance limit specified. Values are:

Blank: Create a chargeback.

1: Create a deduction.

Note: If the receipt pays more than one invoice, it generates a stand-alone chargeback or deduction.

Chargeback Reason Code

Specify the reason code to assign to chargebacks that the system creates for underpayments that exceed the tolerance limit specified. Use this processing option only when you set the processing option for Underpaid Receipt Processing to blank. Valid chargeback reason codes are defined in UDC 03B/CB.

Note: If the system generates a stand-alone chargeback, the G/L offset field is blank. If the receipt pays only one invoice and the system generates a chargeback, it uses the offset account that was assigned to the invoice from which the chargeback originated.

Deduction Reason Code

Specify the reason code to assign to deductions that the system creates for underpayments. Use this processing option only when you set the processing option for Underpaid Receipt Processing to 1 on the Apply Receipts tab. Valid deduction reason codes are defined in UDC 03B/CR. You must also set up a corresponding AAI item RN to specify the deduction suspense account to use.

3. Overpaid Tolerance Amount

Specify the limit that the system uses to write off overpayments. In the F03B13Z1 table, if the difference between the receipt amount (Check Amount field - CKAM) and the total open amount of the invoices paid is equal to or less than the amount specified, the system writes off for the remaining amount. Enter the value as a positive amount.

Note: If the receipt pays more than one invoice, the system generates a stand-alone write-off.

For example, if the receipt amount is 1000.00 and pays invoices that total 980.00, and the tolerance is set to 25.00, the system writes off 20.00.

If the difference exceeds the overpaid tolerance amount, the system creates an unapplied receipt for the difference.

For example, if the receipt amount is 1000.00 and pays invoices that total 950.00, and the tolerance is set to 25.00, the system creates an unapplied receipt for 50.00.

If you work with multiple currencies, the write-off tolerance amounts for over invoices are based on the currency code of the receipt, and not the currency code of the invoice or company. Set up a different version of this program for each receipt currency, and then specify the currency code in the data selection when you process automatic receipts using the Apply Receipts to Invoices program (R03B50).

4. Overpaid Reason Code

Specify the reason code to assign to write-offs that occur as the result of an overpayment. Valid write-off reason codes are defined in UDC 03B/RC. You must also set up a corresponding AAI item RAxx (where xx is the reason code) to specify the write-off account to use.