1. General Accounting Implementation Guide
  2. Setting Up AAIs for Unapplied Receipts

Setting Up AAIs for Unapplied Receipts

When the system creates cash basis entries for receipts, it debits the bank account from the receipt and credits the revenue accounts from the invoices that the receipt pays.

When you enter an unapplied receipt, however, you record the receipt without applying it to an invoice. Later, you match the unapplied receipt to the appropriate invoice. When the system creates a cash basis entry for an unapplied receipt, it debits the bank account and credits a suspense revenue account. Later, when you apply the receipt to the invoice, the system creates cash basis entries that debit the suspense revenue account and credit the invoice revenue accounts.

When you set up the AAI item for the suspense revenue account, you must designate a business unit.

If you enter unapplied receipts, you must set up an AAI item for the suspense revenue account. To retrieve the suspense revenue account for unapplied receipts, the system uses one of these AAI items based on the hierarchy indicated:

  • CByyyy. The system first searches for CByyyy (where yyyy is the general ledger offset from the unapplied receipt). You can enter the general ledger offset when you enter the receipt or, by setting a processing option, allow the value to be supplied from the customer master record.

  • CBUC. If CByyyy is not set up or if you do not use a general ledger offset, the system then searches for CBUC. The system supplies UC as the default value for the G/L Offset field when you enter unapplied receipts without an offset.

  • RCyyyy. If the system cannot locate CBUC, the system next searches for RCyyyy (where yyyy is the general ledger offset entered on the receipt).

  • RCUC. If RCyyyy is not set up or if you do not use a general ledger offset, the system finally searches for RCUC. The system supplies UC as the default value for the G/L Offset field in which you enter unapplied receipts without an offset. If the system cannot locate RCUC, it issues an error.

    Note: If you use the Real Estate Management system, the Unapplied Bill Code field (GLC) is the same as the G/L Offset field that is used in the standard, speed, and draft entry programs. The system searches for CByyyy (where yyyy is the unapplied bill code).