This utility can be used to clean up any customer accounts where
there are unapplied payments and/or credit invoices that should be
applied to reduce the unpaid amounts left on outstanding invoices
or finance charges.
It can be run at any time, but is especially useful to run at month
end before the statements are generated.
Note: This action is not available when the Reward Dollar
feature is activated.
Refer to Reward Program for information on
this feature.
Prior to running this utility, complete the payment postings in Post Customer Payments, as any unposted payments are not included.
There are three types of credits that can be applied to unpaid invoice amounts, that are addressed by the Apply Payments and Credits utility in the following order:
The purpose of this apply action is to clear any matching invoices where a Credit invoice was automatically created with the C suffix to reverse an original invoice using, the Create Credit Invoice From Existing Invoice option.
The second pass of this program picks up any credit invoices
regardless of the cut-off date of the run, and applies them to any
unpaid amount on outstanding invoices with a Due Date that
falls before the cut-off date.
Invoices are paid in date due order.
Discounts are not given when an invoice is cleared by a credit
invoice.
The final pass of this utility applies any unapplied payment
amounts against any unpaid invoices that are due before the cut-off
date.
Eligible discounts will be given, and if the payment date is
outside the date range for ARCP, then the discount is posted as of
the Cut-Off date selected for the run.
Any payment amount not used, remains as an unapplied payment.
Note: Negative payments are ignored.
Invoices due after the cut-off date are ignored, unless they are a
direct match.
In the cleanup process because an invoice cannot be paid directly by another invoice, an 'XAPPLY' zero dollar payment may be created as of the cut-off date to execute a cross apply of a credit invoice against a debit invoice.
Discounts are only given in the apply payments process if the
payment on the invoice is made by a check within the eligible
discount days.
Discounts are not respected when the invoice is paid by a credit
invoice, either through a direct match or by an 'XAPPLY'
payment.
If a customer has invoices, credits, and payments for multiple currencies, the invoices can only be paid by a payment or credit of the same currency.
The standard A/R batch codes are then used to post the payments in Post Customer Payments to the G/L.
The prompts to initiate the apply credit process include:
If a Child customer is entered, a warning is generated
and the customer number is converted to the corresponding
Parent customer.
Payments and credits applied on a Parent account do not discern
between different child invoices.
A warning is generated to alert the operator when unposted payments exist for the customer selection, but this does not prevent the program from being run.
A window is provided in the Account field to view the customer's account information.
If ALL customers are being included multiple customer divisions or a single division can be included in the apply process. Define the divisions as follows:
Cut-Off Date
The Cut-Off date does NOT apply to payment dates or to
credit invoices, as all outstanding payment and credits will be
applied if there are unpaid eligible invoices.
The Cut-Off date does NOT apply to direct match
invoices, where a credit invoice was generated from Create Credit Invoice From Existing Invoice with
the same invoice number suffixed with a C, as these will always be
cross applied.
This Cut-Off date becomes the date of any 'XAPPLY'
payments that the system creates.
This Cut-Off date also becomes the Discount date if the
payment is outside of the date range, to minimize postings in a
closed period. A separate G/L posting detail is printed on the
posting journal generated from Post Customer
Payments.
Date Warning
Date control on this Cut-Off date respects the date range
set for ARCP in Date Range Control.
If the operator does not have permission to override the date control, and the date is out of range, a warning will be generated and he can only continue if an acceptable date is entered.
The payment method is only used to facilitate posting when an "XAPPLY" payment is created to execute a cross apply of a credit invoice against a debit invoice.
Posting Control
This Apply Payments and Credits program is designed to be
run by one operator at a time.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the Apply Payments and Credits
flag will have access to the RESET button that
unlocks the program.
Whenever the posting control flag for Apply A/R Payments is reset,
a record is written to the Delete Log for
the Function ARCH07.
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