Applying Unapplied Payments to Invoices

Access the Draft Entry form.

To apply an unapplied draft to invoices:

1. Display the open items for the customer by selecting either Load or Select from the Form menu.

2. In the header area, complete the G/L Date field.

   Note: The G/L date that you assign does not change the G/L date of the unapplied draft record in the F03B13 table. The system uses the G/L date for the draft detail record that it creates in the F03B14 table to pay the invoice.

3. In the detail area, complete the T I field with the appropriate code.

4. If necessary, override the values in the Payment Amount, Discount Taken, Remark, Write-Off Amount, Chargeback Amount, or Deduction Amount fields.

5. Verify that the Amount Pending and Amount Unapplied fields contain the correct information.

   The amount pending should equal the draft amount specified in the header if you have fully applied the draft to invoices.

   The system creates an unapplied draft record for the amount that appears in the Amount Unapplied field.

6. Click OK.

   • Discount Taken

     Enter the amount by which an invoice or voucher is reduced if paid by a specific date. The discount taken does not have to be the same as the discount available.

   • Write-Off Amount

     Enter the amount by which you want to reduce the customer's account balance. The system updates the account specified in the AAI item RAxx, where xx is the write-off reason code with the amount specified.

     If you enter a write-off amount, you must enter a write-off reason code.

   • WO CD (write-off reason code)

     Enter the code that identifies the reason that the write-off occurred. Typical reason codes are:

     BD: Bad debt

     DC: Damaged goods

     MW: Minor amount write-off

     TF: Tax or freight dispute

   • Chargeback Amount

     Enter the unpaid invoice amount for which you want to create a new invoice record so that you can charge the customer.

     If you enter a chargeback amount, you must enter a chargeback reason code.

   • CB CD (chargeback reason code)

     Enter the code that identifies the reason that a chargeback was generated for an invoice during receipt entry. Typical chargeback reason codes are:

     DA: Disputed amounts

     DD: Unearned (disallowed) discount amount

     Note: The system does not accept blank as a value, even if it is defined in the user defined code table.

   • Deduction Amount

     Enter the domestic amount of the deduction. The currency associated with this amount appears in the Base Currency Code field (BCRC).

     If you enter a deduction amount, you must enter a deduction reason code.

   • DD CD (deduction reason code)

     Enter the code that identifies the reason a customer did not fully pay an invoice. Typical deduction reason codes include:

     DG: Damaged Goods

     SS: Short Shipment

     UD: Undefined Deduction

   • Chargeback G/L Offset

     Displays a code that indicates the A/R trade account that you want the system to use when you post the chargeback. To locate the account, the system concatenates this code to the AAI item RC. The system uses this hierarchy to locate the A/R trade account to use for the chargeback record:

     • If you use multicurrency, the system searches for RCxxx, where xxx is the currency code for the receipt.

     • If the system does not locate the AAI, it uses RCxxx,x where xxxx is the value in the Chargeback G/L Offset field.

     • If the system does not locate the AAI, it uses RC for company 00000.

   • Unapplied G/L Offset

     Displays the code that indicates the trade account that the system uses as the offset when you post invoices or vouchers. The system concatenates the value that you enter to the AAI item RC to locate the trade account. For example, if you enter TRAD, the system searches for the AAI item RCTRAD.

     You can assign up to four alphanumeric characters to represent the G/L offset or you can assign the three-character currency code (if you enter transactions in a multicurrency environment). You must, however, set up the corresponding AAI item for the system to use; otherwise, the system ignores the G/L offset and uses the account that is set up for PC or RC for the company specified.

     If you set up a default value in the G/L Offset field of the customer record, the system uses the value during transaction entry unless you override it.

     Note: Do not use code 9999. It is reserved for the post program and indicates that offsets should not be created.