Processing Customer Payments

Entering a Payment Document

Open the Payments and Applications (AR302000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Payment or Prepayment.
Check the date of the document in the Application Date box. The system inserts the current date into this box, but you can select another date.
In the Customer box, select a customer. The system uses the customer as a source to automatically fill in relevant form elements with default values for the location, payment method, cash account, and other customer-related settings.
In the Location box, check the customer location, and change it, if needed.
In the Payment Method box, check the method of payment. You can change it if multiple payment methods can be accepted from the customer.
In the Cash Account box, check the cash account. Change it to another cash account that the selected payment method allows.
Make sure the document currency in the Currency box matches the currency of the selected cash account.
Check thePayment Ref. box:
1. The system automatically inserts a reference number if for the selected customer payment method, the AR - Suggest Next Number check box is selected on the Allowed Cash Accounts tab of the Payment Methods (CA204000) form.
2. If the box is empty, enter the payment reference number.
If needed, in the Description box, add a brief description of the payment.
In the Payment Amount box, enter the total amount paid by the customer payment.
If needed, on the form title bar, clickFiles to attach a scanned image of the original customer document to this payment.
If needed, on the Charges tab, add the charges or fees applied by the bank for processing. For each charge, do the following:
1. On the table toolbar, click Add Row.
2. In the Entry Type column, select the entry type that designates the bank charge applied to this payment.
3. In the Amount column, type the charge amount applied to this document.
On the form toolbar, click Save.

Recording a Cash Transaction Quickly

Open the Cash Account Details (CA303000) form.
In the Cash Account box of the Selection area, select the cash account for which you want to record the transaction.
On the table toolbar, click the Create Transaction button. The Quick Transaction dialog box opens.
In the Entry Type box, select the entry type from the list of entry types defined for the cash account selected on the form from which you invoked the dialog box.
In the Doc. Date box, check the date of the cash transaction, and change it, if needed.
The system selects the current date in the box by default, but you can select another date. The Fin. Period box is filled in automatically based on the transaction date. After you have selected the transaction date, you can change the financial period of the transaction, if needed.
In the Document Ref. box, enter the document reference number that meets your internal requirements.
If you have selected an entry type whose value in the Module column of the lookup box is set to CA, check the Offset Account column. By default, the system fills in the column with the offset account specified for the selected entry type, but you can change the default account, if needed.
If you have selected an entry type whose value in the Module column of the lookup box is set to AP or AR, do the following:
1. In the Business Account box, select the account of the vendor or the customer used for the transaction.
2. In the Location ID box, check the vendor or customer location, and change it, if needed.
3. In the Payment Method box, check the method of payment. You can change it if multiple payment methods can be accepted.
  Payment methods must be created on the Payment Methods (CA204000) form to process cash transactions of the accounts payable and accounts receivable functionality.
If required, in the Document Ref. box, enter the reference number of the corresponding external document.
In the Amount box, enter the total amount of the transaction.
In the Description box, enter a brief description of the transaction.
Select the Cleared check box, if this transaction has been cleared.
Click Save and close the Quick Transaction dialog box.

Paying a Specific Outstanding Document

Open the Invoices and Memos (AR301000) form.
In the Type box of the Summary area, select the type of the outstanding document: Invoice, Debit Memo, or Overdue Charge.
In the Reference Nbr. box, select the document by the reference number.
Check the status of the document. You can enter a payment for an outstanding document only if it has the Open status.
On the form toolbar, click Pay. The system navigates to the Payments and Applications (AR302000) form.
Check the information in the Selection area and review the list of documents on the Documents to Apply tab.
Enter a reference to the customer payment in the Payment Ref. box.
Depending on the settings you have established, the system might fill in this box automatically.
If needed, in the Description box, add a brief description of the payment.
In the Payment Amount box, check the amount of the customer payment.
On the form toolbar, click Save.
If needed, on the form toolbar click Release.

When the system releases the payment document, it assigns the Closed status because the amount of the document applied to the payment equals the payment amount.

Generating a List of Applications Automatically

You can apply a customer payment or prepayment to any number of invoices, debit memos, and overdue charges by using the Payments and Applications (AR302000) form. If the system finds open credit memos for the customer, it can also use them in payment application.

In the Summary area of the form, the Available Balance box holds the balance of the payment that is available for further application, and the Applied to Documents box contains the balance that has been applied.

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select Payment or Prepayment, depending on the type of the document you want to apply.
In the Reference Nbr. box, select the reference number of the payment or prepayment you want to apply.
On the Documents to Apply tab, manually compose the list of outstanding documents to be paid with the payment document, by doing the following for each line (outstanding document):
1. On the table toolbar, click Add Row.
2. In the Doc. Type column, select the type of the outstanding document.
3. In the Reference Nbr. column, select the reference number of the outstanding document. The system fills in appropriate values in the other columns automatically.
4. If needed, in the Amount Paid column, modify the applied amount.
5. If needed, in the Cash Discount Taken column, enter or modify the amount of the cash discount you want to give to the customer.
6. If needed, in the Write-Off Amount column, enter the amount you want to write off and in the Write-Off Reason Code select the reason code, which defines an account where the system records the written-off amount.
7. If needed, in the Cross Rate column, adjust the cross rate, if the payment document and the outstanding document are in a foreign currency.
If the payment document for which you have formed the list of the outstanding documents has the Balanced status, you can proceed as follows:
1. To save the document with the Balanced status, on the form toolbar click Save.
2. To release the payment document and its applications, on the form toolbar click Release.
  
  When the payment is released, its status changes to Closed if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document changes to Open.
If the payment document for which you have formed the list of the outstanding documents has the Open status, proceed as follows:
1. To save the document with the Open status and the list of applications you have formed, on the form toolbar click Save.
2. To release the applications, on the form toolbar click Release.

When the system releases the application records, it changes the status of the payment to Closed if the application amount equals the payment amount.

If the application amount is less than the payment amount, the status of the released payment document remains Open.

Creating a Manual List of Applications

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select Payment or Prepayment, depending on the document you want to apply.
In the Reference Nbr. box, select the reference number of the payment or prepayment you want to apply.
On the table toolbar of the Documents to Apply tab, click Load Documents to open the Load Options dialog box.
If needed, in the dialog box, select the customer documents by specifying any of the following criteria:
1. The company and branch to which the documents belong, in the Company/Branch box.
2. The date range of the documents to be loaded, in the From Date and To Date boxes.
3. The range of reference numbers of documents to be loaded, in the From Ref. Nbr. and To Ref. Nbr. Boxes.
4. The maximum number of documents to be selected from the database that comply with any other criteria you have specified, in the Max. Number of Rows box.
  You can also specify the way the system should order the documents on the list by selecting the appropriate option button under Sort Order. The system selects the Due Date, Reference Nbr. option button by default.
Leave the Automatically Apply Amount Paid check box selected to automatically apply the payment amount to the loaded documents.
Click Load or Reload.
On the Documents to Apply tab, the system loads the list of the open invoices and memos that match any criteria you have specified in the dialog box. The Load button adds the documents that match the selected criteria to the table, while the Reload button first removes any documents from the table and then loads only the documents that match the selected criteria.
If the system finds open credit memos, it displays them at the top of the list. If you have specified no criteria, the system loads the documents according to the default sort order.
Apply the payment amount to the documents in the table and adjust the application amounts, if necessary, by doing any of the following:
1. Click Auto Apply on the table toolbar to apply the payment to the listed documents automatically. The system applies the payment amount, starting with the first document displayed in the table.
2. Select the unlabelled check box in the row of the document. The system updates the Amount Paid column with the document balance (that is, the value in the Balance column of the row.)
3. Specify the application amount for the document in the Amount Paid column.
If the payment document for which you have formed the list of the outstanding documents has the Balanced status, you can proceed as follows:
1. To save the document with the Balanced status, on the form toolbar, click Save.
2. To release the payment document and its applications, on the form toolbar click Release.
  When you release the payment document, the status of the payment changes to Closed if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document changes to Open.
If the payment document for which you have formed the list of the outstanding documents has theOpen status, you can proceed as follows:

1. To save the document with the Open status and the list of applications you have formed, on the form toolbar, click Save.
2. To release the applications, click Release.

When the system releases the application records, it changes the status of the payment to Closed if the application amount equals the payment amount. If the application amount is less than the payment amount, the status of the released payment document remains Open.

Removing an unreleased application record

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select the Payment, Prepayment, or Customer Refund document type.
In the Reference Nbr. box, select the document whose application record you want to correct.
On the Documents to Apply tab, delete the rows with the documents you do not need to apply.
On the form toolbar, click Save.

Reversing a Released Application Record

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select the Payment, Prepayment, or Customer Refund document type.
In the Reference Nbr. box, select the number of the document whose application record you want to correct.
For each application you want to reverse, do the following:
On the Application History tab, select the required application.
On the table toolbar, click Reverse Application.
On the form toolbar, click Save.
If you have reversed application records for a customer refund, you must fully apply its available balance before you complete the next step.
On the form toolbar, click Release to release the reversed application records.

Auto-Applying Customer Payments

Open the Auto-Apply Payments (AR506000) form.
In the Application Date box, select the date on which you want to perform the auto-application.
The system displays the current business date by default. The system records this date for each payment document or credit memo (if the auto-application process included any credit memo) in the Application Date box on the Summary area of the Payments and Applications (AR302000) form. The system fills in the Application Period box automatically based on the selected date. The application will be performed for this financial period.
If needed to include credit memos in the auto-application process, select the Apply Credit Memos check box. If you do, the balances of the open credit memos increase the balance that can be applied to outstanding documents.
If needed to automatically release batches created because of the auto-application process, select the Release Batch When Finished check box.
If you clear this check box, the resulting batches will receive the Balanced status, and you will need to release the application records manually for each payment document on the Payments and Applications (AR302000) form or for multiple payment documents by using the Release AR Documents (AR501000) mass processing form.
Do one of the following:

1. To initiate the auto-application process for the customer accounts that belong to all statement cycles listed in the table, click Process All on the form toolbar.
2. To initiate the auto-application process for the customer accounts that belong to cycles only, select the statement cycles you want to process by selecting the corresponding check boxes, and click Process.

Reapplying a Customer Payment to a Different Invoice

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select Payment or Prepayment.
In the Reference Nbr. box, select the reference number of the payment or prepayment you want to reapply.
On the Application History tab, select the invoice you want to unapply from the payment or prepayment application, by clicking the appropriate row.
On the table toolbar of the Application History tab, click Reverse Application.
This action gives the payment application the Open status, and its unapplied balance and application amount change in accordance with the amount of the application reversed. The application you reversed will appear on the Documents to Apply tab.
Review the information on the Documents to Apply tab and in the Summary area.
Click Release on the form toolbar.
The payment or prepayment you selected in the Summary area will be unapplied from the invoice you selected on the Application History tab.
On the table toolbar, click Add Row.
In the Doc. Type column, select Invoice.
In theReference Nbr. column, select an invoice, to which you want to apply the payment or prepayment.
On the Summary area in the Payment Ref. box, enter the payment reference.
In thePayment Amount box, the user should enter the total amount of the invoice to which the payment or prepayment applies.
On the form toolbar, click Save.
On the form toolbar, click Release.

Releasing a Payment Document

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select one of the following options:
1. Payment
2. Prepayment
3. Customer Refund
4. Voided Payment
In the Reference Nbr. box, select the payment document that you want to release.
Check the status of the document (it should be Balanced).
On the form toolbar, click Release. The system assigns the released document the Open status.

Releasing Multiple Accounts Receivable Documents

Open the Release AR Documents (AR501000) form.
Do one of the following:
1. On the form toolbar, click Release All to release all listed documents.
2. Select the unlabelled check box for each document you want to release to release only selected documents, and then click Release.

Issuing a Customer Refund

Open the Payments and Applications (AR302000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
On the Summary area, in the Type box, select Customer Refund.
In the Application Date box, check the date of the application.
This system fills in this box automatically, based on the selected document date. The system selects the current date by default, but you can select another date.
In the Customer box, select the customer you want to refund.
If needed, in the Location box, select a different customer location than the default one.
In the Payment Method box, choose the payment method that can process refunds.
In the Cash Account box, select the appropriate cash account.
In the Payment Ref. box, enter the payment reference number.
If needed, enter a description of the refund.
On the Financial tab, check the date of the customer refund in the Payment Date box. The system fills in this box automatically based on the current date, but you can select another date.
On theDocuments to Apply tab, enter the credit memos, prepayments, or payments for which you are issuing the customer refund, performing the steps below for each refunded document:
1. Click Add Row on the table toolbar to append a new row to the table.
2. In the Doc. Type column, select Credit Memo, Payment, or Prepayment, depending on the document for which the customer refund is issued.
3. In the Reference Nbr. column, select the document you want to refund.
4. If needed, in the Amount Paid column, correct the refund amount to be paid for the document.
If needed, on the Charges tab, add the applicable charges or fees for processing this refund in the bank. For each applicable charge, do the following:
1. Click Add Row to append a new row to the table.
2. In the Entry Type column, select the entry type that designates the bank charge that applies to this refund.
3. In the Amount column, enter the charge amount that applies to this refund.
In the Payment Amount box of the Summary area, enter the total amount of the refund.
In the form toolbar, clickSave.
If needed, on the form toolbar, clickRelease to release the customer refund and its application records.

Voiding a Customer Payment or Prepayment

Open the Payments and Applications (AR302000) form.
In the Type box, select the Payment or Prepayment document type.
In the Reference Nbr. box, select the document you want to void.
On the form toolbar, click Void. The system does the following:
1. Reverses the payment application in full.
2. Changes the status of the payment document to Voided.
3. Creates a document with the Voided Payment type with the same reference number as the payment or prepayment. You use this document in the remaining steps of this procedure.
If needed, in the Application Date box, change the date of the voided payment. Specify the date in this box as the date when you release the voided payment and when you create the related batch.
On the form toolbar, click Save to save the voided payment.
On the form toolbar, click Release to release the document.

Generating Payment Documents

Open the Generate Payments (AR511000) form.
In the Selection area, check the Payment Date. By default, the system selects the current date, but you can select a different date.
If needed, to display overdue documents in the Selection area, select the Overdue For check box and specify the minimum number of overdue days.
If needed, to display documents that are due in less than the specified number of days, select the Due In Less Than check box and specify the number of days.
If needed, to display documents with cash discounts that have expired within some number of days in the past, select the Cash Discount Expired Within Past check box and specify the number of days in the accompanying box.
If needed, to display documents with cash discounts that will expire in fewer than some number of days, select the Cash Discount Expires In Less Than check box and specify the number of days in the accompanying box.
In the Post Period box, check the period to which payments will be posted.
Do one of the following:
1. To create payment documents for all listed in the table invoices, click Process All on the form toolbar.
2. To create payment documents for only particular invoices, select the unlabelled check boxes next to the needed lines and click Process on the form toolbar.

Viewing Prepayment Balances

Open the Customer Summary (AR401000) form.
On the Selection area, in the Company/Branch box, select the company or branch for which you want to view prepayments.
In the Period box, select the financial period or leave the box blank to view all open prepayments.
In the AR Account box, select the prepayment account.

In the table, you can view the list of customers with the prepayment balances calculated for the selected criteria. The Total Prepayments box of the Selection area shows the total amount of customer prepayments calculated based on the selected criteria.

Viewing Prepayments by Customer

Open the Customer Details (AR402000) form.
In the Company/Branch box of the Selection area, select the company or branch for which you want to view prepayments.
In the Customer box, select the customer whose prepayments you want to view.
In the AR Account box, select the prepayment account.

In the table, you can view the list of prepayments that match the selected criteria. The Prepayment Balance box of the Selection area displays the total amount of customer prepayments calculated based on the selected criteria.

Viewing all prepayments

Open the AR Balance by GL Account (AR632000) report.
On the Report Parameters tab, specify the report parameters that fit your information needs.
If you leave the Company/Branch box blank, you'll get information on all branches.
On the form toolbar, click Run Report.
Find the prepayment account in the report to view all prepayments that fit the specified criteria.

Viewing Documents Paid with a Specific Payment Document

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select the type of the payment.
In the Reference Nbr. box, select the payment whose applications you want to view.
On the Application History tab, check the list of applications.

This tab shows the history of applications rather than the list of documents paid by this payment. When an invoice is applied, the system adds a row with the invoice data, and the applied amount is listed in the Amount Paid column. When a user reverses an invoice application, the system adds a row with the invoice data and displays the reversed paid amount (that is, the amount with the negative sign) in the Amount Paid column.

Writing Off Balances and Credits

Open the Write Off Balances and Credits (AR505000) form.
In the Type box, select one of the following options:
1. To write off underpayments: Balance WO
2. To write off overpayments: Credit WO
In the Doc.Date box Select the date when you will perform the write-off. The system automatically fills in the Post Period box based on the selected document date.
In the Company/Branch box, select the company, branch, or company group for which you want to display data. The box is automatically filled in with the branch or a company to which you are currently signed in.
If needed, in the Customer box, select the customer for which you want to write off small balances from the list of customers for which write-offs are permitted.
In the Reason Code box, select the reason code you want to mark write-off transactions with. The reason code specifies the account and subaccount that you should use for writing off credits or balances.
In the table, the system lists the documents for which the balance amount (underpayment or overpayment, depending on the selected write-off type) is below the limit. After you increase the limit amount, you can write off the balances that exceed the default limit.
To write off balances for documents, do one of the following:
1. In the document row select the unnamed check box for each document, on the form toolbar click Process to write off small balances for documents.
2. To write off small balances for all listed documents, click Process All on the form toolbar.

After successfully completing the processing, you can view the batch on the Journal Transactions (GL301000) form.

Calculating Overdue Charges

Open the Calculate Overdue Charges (AR507000) form.
In the Statement Cycle box, select a statement cycle.
In the Overdue Charge Date box, select the date for calculating and processing overdue charges.
If needed, in the Fin. Period box, change the financial period to which you will post the transactions of the document.
If needed, to narrow the documents listed in the table, in the Customer Class box, select a customer class, or in the Customer box, select a customer.
On the form toolbar, click Calculate to calculate overdue charges.
The system lists in the table overdue documents and their details, including the number of days past the due date and the charge amounts.
On the form toolbar, do one of the following:

1. To create overdue charges documents for all listed documents, click Process All on the form toolbar.
2. To create overdue charges documents for only selected documents, include each document by selecting the appropriate unlabelled check box in its row, and click Process.