Understanding Automatic Receipt Application

After creating unapplied receipts or drafts or logged receipts, you must apply the receipts to invoices by running the Apply Receipts to Invoices program (R03B50). This program determines the information that is necessary for the system to match a receipt to an invoice or a group of invoices based on the algorithms that are set up on the execution list and the information that is provided in the receipt records.

When you run the R03B50 program, the system:

• Updates the receipt record (F03B13) with the execution list from the customer record, if one exists, or from the processing options.

• Updates the receipt record with the program number of the first algorithm found in the execution list.

• If necessary, retrieves invoice information from the corresponding electronic receipt (F03B13Z1) to automatically apply the receipt to invoices for the Known Invoice Match algorithms (R03B50D and R03B50E).

• Creates a new batch if the receipt or draft records are posted; otherwise, reopens the original batch.

• Creates an error report when errors exist.

• Updates the Receipt Status field (ASTA) on the receipt record with one of these values:

  • 1: The receipt was created by running the Update Receipts Header program (R03B551).

  • 2: The Apply Receipts to Invoices program was run, but the receipt was not successfully applied.

  • 3: The receipt was successfully applied to invoices.

If the program cannot successfully apply the receipt to invoices, you can either revise information on the electronic receipt record and reprocess the receipt automatically, or manually apply the receipt to invoices using the Standard Receipts Entry program.

After you apply receipts to invoices, you must post the receipt batches to update the general ledger.