1. Using Receivables Credit to Cash
  2. Structured Payment References on Transactions and Receipts

Structured Payment References on Transactions and Receipts

The structured payment reference, also known as a creditor reference, is an internationally recognized standard for matching transactions to remittances.

The structured payment reference is an alphanumeric string, with each character or group of characters carrying information related to the details of a specific transaction and payments against that transaction: supplier, customer, transaction details, receipts, bank account information, and control characters.

As required by certain countries, the structured payment reference appears on all communications between suppliers and customers related to the processing of payments against specific transactions. This includes the supplier invoices, and all related remittances, bank transfers, and bank statements and reconciliation.

Structured Payment Reference Field

Use the Structured Payment Reference field to enter your structured payment references for both transactions and receipts. This is a free text field with a maximum length of 256 characters.

The Structured Payment Reference field appears on these pages:

  • Create/Edit/Review/View Transaction (Invoice and Debit Memo)

  • Create/Edit Receipt

  • Edit Receipt: Application Reference Window

Structured Payment References on Transactions

Enter a structured payment reference on your applicable invoices and debit memos in the Miscellaneous tabbed region of the Create and Edit Transaction pages.

You can use the Edit and Review Transaction pages to update the structured payment reference on a transaction until you print the transaction. After printing a transaction, which is equivalent to customer delivery, the structured payment reference is a permanent part of the transaction and can't be updated.

By default, the structured payment reference prints as text only. You can print the structured payment reference as a QR (Quick Reference) code on invoice transactions. In the Invoice Template Name parameter of the Print Receivables Transactions process, select the template Default Invoice Template With SPR to generate the QR code. You can optionally set this template as the default print template for invoices using BI Publisher.

Note: You can only print the structured payment reference on transactions belonging to customer accounts with the Preferred Delivery Method set to Paper or Email. XML, Portal Upload, and any custom delivery method don't include the structured payment reference.

The View Transaction page is accessible from the Review Customer Account Details page and from General Ledger. You can refer to the structured payment reference in the View Transaction page to identify the transaction for related customer service activities.

Structured Payment References on Receipts

You can include the structured payment reference on your standard receipts.

Include the structured payment reference when you create a receipt using any of these methods:

  • Create and Edit Receipt pages

    Enter a structured payment reference in the header section of the Create or Edit Receipt page. If you intend to apply the receipt to a specific transaction, then enter the structured payment reference belonging to this transaction.

    In the Edit Receipt page, you can:

    • Update the structured payment reference on a receipt.

    • Use the structured payment reference as search criteria in the Application Reference window to search and select transactions for receipt application.

      Note: An exact match of structured payment references isn't required to apply the receipt to a particular transaction.

  • Automatic Receipts

    These guidelines apply to using structured payment references with automatic receipts:

    • If you want structured payment references copied from transactions to receipts, you must set the Number of Receipts Rule on the automatic receipt method to One per Invoice.

    • The settlement file generated by Payments includes the structured payment references.

    • If you're manually entering an automatic receipt, select an automatic receipt method and enter the structured payment reference in the receipt header.

  • Lockbox Standard Receipts Import File Based Data Import Template

    The Payments tab of the Standard Receipts FBDI template and the lockbox control files have been extended to capture the structured payment reference attribute during receipt creation using Process Receipts Through Lockbox.

  • Create Standard Receipt REST API

    Include the structured payment reference when you create a standard receipt using the Standard Receipt REST API.

  • createStandardReceipt Web Service

    Include the structured payment reference when you create a standard receipt using the SOAP web service.

Receipt Reconciliation in Cash Management

You can update the structured payment reference on a receipt until the receipt is successfully reconciled in Cash Management either manually or using the Automatic Reconciliation process.

In Cash Management, define a Reconciliation Matching Rule using the structured payment reference in the System Transaction Grouping Attribute, to match receipts to bank statement lines using the Automatic Reconciliation process. During reconciliation, the receipts you create are matched automatically to bank statement lines using the structured payment reference.

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