Entering Pending Items

This chapter provides an overview of pending item entry, lists prerequisites, and discusses how to:

Enter or update pending items.
Find and correct errors when entering receivables.
Review pending item groups.

Understanding Pending Item Entry

This section provides an overview of pending item entry and discusses:

Billing interfaces.
Purchasing and Order Management interfaces.
Online pending item entry.
Overdue charges groups.
Accounting entry creation.
Project Costing integration.

You enter pending items into the system in one of two ways:

Import them using an interface.
Enter them manually.

After pending items are entered in the system, use the Receivable Update Application Engine process (ARUPDATE) to post them. The process creates the items, generates accounting entries, updates item activity, and updates the customer balance. If there are errors during posting, the process does not post the pending items, and you use the pending item error correction pages to correct the errors.

Note. In a production environment, you can create accounting entries online before running the Receivable Update process to verify that your setup creates the correct accounting entries.

Receivables distinguishes between items (posted receivables) and pending items (information that has been entered into or created by the system but has not yet been posted).

Receivables follows the standard of bundling pending items into groups rather than handling them individually. In other systems, a group of pending items is sometimes called a batch. To avoid confusion, the term group is used in the PeopleSoft system, and the term background refers to offline processes. To each group of pending items, the system assigns a group ID that remains with the group even after it is posted. The system processes pending items in groups. Keep track of the group ID throughout the cycle so that you have it when you want to view progress or check the status of a pending item.

Billing Interfaces

You enter most pending items using a billing interface. Although external pending item entry occurs in the background, the information that appears on the online pages enables you to understand how the process works.

The procedure that you use to bring in pending items must include background processing and populating database tables.

When you enter pending items through a billing interface, the system edits external groups and identifies errors when you run the Receivable Update process.

If you use Billing, you use the Load AR Pending Items Application Engine process (BILDAR01) to interface these items into Receivables. If you use a third-party billing system, you must develop an interface to populate the pending item tables.

While developing and testing the interface, you may find that some errors appear consistently throughout an entire group. If you encounter a data problem, you can delete the group, adjust the interface process, interface the group again, and run the Receivable Update process again to check for errors. If the error results from your setup, you can adjust your control tables and set the group for posting again.

After the pending items are in the system, you can view or adjust information as needed. The pages that you use to fix errors in external pending item groups are the same as the pages used to enter pending items online.

Receiving Information From a Billing System

Purchasing and Order Management Interface

If you create claims for vendor rebates in Purchasing or claimbacks in Order Management, use the Claim Settlement Process for AR process (PO_CLMSTL_AR) to interface the items to Receivables after you approve the claims on the claims management workbench. The items enter Receivables as an external group.

Vendor rebates occur when your organization is a buyer and the seller owes you money for the rebate. A rebate claim becomes a debit in Receivables and a reversal rebate claim becomes a credit. Reversal claims have the same item ID as the original claim.

Claimbacks occur when your organization has an agreement with the manufacturer or supplier that is based on an order being shipped to the consumer by a contractor. For example, you purchase a door from a manufacturer for 100.00 EUR, and you need to sell it to a contractor for 90.00 EUR, because the manufacturer also sells doors directly to the contractor for 90.00 EUR. The 10.00 EUR difference is the amount for the claimback that you send to the manufacturer.

The Claim Settlement Process for AR process updates the pending item tables with the item information and the distribution lines. Purchasing and Order Management define the ChartField values for the user-defined distribution line. They use the receivables (AR) distribution code assigned to the receivables business unit associated with the rebate agreement or the claimback contract to determine the ChartFields for the AR line.

When you run the Receivable Update process, it checks for errors, creates the item, and posts the item distribution lines. When you run the Journal Generator process (FS_JGEN), the process generates the journals for the distribution lines.

If there are errors, use the pages for external pending item groups to correct them. While developing and testing the interface, you may find some errors that appear consistently throughout an entire group. If you encounter a data problem, you can delete the group, adjust the interface process, interface the group again, and run the Receivable Update process again to check for errors. If the error results from your setup, you can adjust your control tables and set the group for posting again.

Vendor rebate claims use the vendor rebate (R) group type and claimbacks use the claimback (C) group type. The item ID is the same as the claim ID in Purchasing or Order Management.

You apply payments to the rebate claim and claimback items using the payment worksheet. However, after you post the payment group by running the Receivable Update process, you must run the AR Rebate Notification process (AR_REBATE) to interface the payment information or any other change to the balance of a claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI). This enables users to reconcile the payments with the original claims using the claims management workbench. If you receive a reversal claim, the Receivable Update process automatically offsets the original claim, because they both have the same item ID.

Note. Receivables does not generate value-added tax (VAT) distribution lines for the claim items that you interface from Purchasing and Order Management using the Claim Settlement Process for AR process. For claim items that require VAT distribution lines, you create two entries when you apply a payment or draft to the items on the payment or draft worksheet, or when you offset a claim item on the maintenance worksheet: one for the base item amount and one for the VAT amount. Because you must enter the VAT information manually when you apply a payment, you cannot use Payment Predictor to apply payments for claim items. When you run the Rebate Notification process, it sends the base and VAT amount to the claims management workbench. When you run the Claim Settlement process for AP Application Engine process (PO_CLMSTL_AP) on the claims management workbench, the system uses this information to generate the base and VAT distribution lines when it creates adjustment vouchers or claimback vouchers.

See Also

Understanding Entry Reasons

Running the AR Rebate Notification Process

Understanding Vendor Rebates

Working with Claimbacks

Online Pending Item Entry

When you enter pending items online, you enter control information, provide pending item information, select payment terms and personnel references, enter VAT information if necessary, create accounting entries if needed, and select an action for the group.

The system validates the data and displays an error message if the data fails one or more system edits. The system prevents two types of user errors:

Entering information that is invalid.
Leaving a required field blank.

Overdue Charges Groups

An overdue charges group contains system-generated pending items that represent overdue charges for customers whose payments are late. If you generate overdue charges, the system creates a new group with pending items. You run the Receivable Update process to edit and post the pending items.

If you create overdue charges in an external system, you can also include the pending items in a group type that you define or within a billing group. This type of pending item has an entry type that is mapped to the IT-01 system function.

See Also

Generating Overdue Charges

Accounting Entry Creation

You can create pending item accounting entries online or during background processing when the Receivable Update process runs. When you run Receivable Update to post pending item groups, the Pending Group Generator Application Engine process (AR_PGG_SERV) creates accounting entries if they are not present. Normally, you run the Receivable Update process to create accounting entries. But if you must review them, create them online.

Note. To create entries for all pending items in the group, use the Group Action page.

The system creates accounting entries based on the templates that you defined during setup. If your setup includes inheritance options, the inheritance options that you selected override the defaults in the templates.

Accounting entries follow the formats defined for item entry types on the Accounting Template page. Each type of transaction—credit memo, debit memo, invoice, and so on—has its own template. The accounting templates can define all transaction accounting entries or only one side of the accounting entries (that is, only the debit side or only the credit side). If a template defines only one side, the system cannot create balanced accounting entries. You must create the accounting entries online and supply the lines needed to make the entries balance. If your templates contain multiple user-defined lines and you create entries online, you can manually allocate the amount of the item across the accounting lines. If you create entries during background processing, the accounting lines cannot be balanced, and you must use the error correction pages to manually allocate the amount across the accounting lines.

If you enabled ChartField combination editing for the business unit on the Receivables Options - General 2 page, the system edits for errors. You cannot post the accounting entries until you fix the error if you selected Recycle in the ChartField Editing group box.

For Create a Debit Memo (IT-01) and Create Credit Memo (IT-02) pending items created online or interfaced from another system, you can modify the ChartField combination for the receivables (AR) line and the user-defined line on the Accounting Entries page for the pending item group. For Overdue Charges (FC-01) items, you can modify only the user-defined line.

See Setting Up Item Entry Types.

Accounting Entries for VAT

For each item in Receivables, VAT information is stored on VAT lines. The system usually generates one VAT accounting entry for each VAT line on the pending item. If ChartField combinations are the same across multiple accounting entries, the system generates one VAT accounting entry with the amounts summarized.

You establish the VAT ChartField combination at the tax code level on the Value Added Tax Code - Accounting Information page. Receivables has VAT accounts for each type of VAT liability—an intermediate account and a final account. Within a tax code you can have a different ChartField combination for intermediate VAT and final VAT. You can also define different ChartField combinations for VAT output for discounts and credit adjustments to output VAT.

The term declaration point refers to the time when you report VAT to the tax authorities—at invoice time, at delivery, or at the time of payment. For a declaration point of invoice or delivery, the system creates entries to final VAT during pending item entry. For a declaration point of payment, the system creates entries to intermediate VAT during pending item entry. The default value for the declaration point is determined by values defined in the VAT Defaults Setup page. The system uses the following values, with the shown override capabilities, to determine the default value for the declaration point:

VAT entity.
Receivables business unit options (overrides VAT entity).
Customer (overrides Receivables business unit options).
Customer location (overrides customer).

Project Costing Integration

Items that come into Receivables from Billing are already distributed to Project Costing.

In Project Costing, you can enter projects information about receivable items. The projects information enables you to use Project Costing to track outstanding revenue and to maintain financial control over a project.

When you create the accounting entry templates for items using the Item Entry Type - Accounting Template and Auto Entry Type - Accounting Template pages, you can identify the Project Costing ChartField values that you want in accounting entries that Receivables generates. You can override these values on the Accounting Entries page if you create accounting entries online before you post items. The Project Costing ChartFields are:

Project ID
Project Costing business unit
Activity
Source Type
Category
Subcategory

Note. You can associate different project ChartField combinations with different entry reasons. If you have a lot of project ChartField combinations, it is recommended that you leave the project ChartFields on the accounting templates blank and generate the accounting entries online so you can enter the appropriate ChartFields.

When you post an item in Receivables, the system marks the item as ready to distribute to Project Costing. It does this by setting the PC_DISTRIB_STATUS field in the Item Activity table (PS_ITEM_ACTIVITY) to N (none).

When you run the Receivables Adjustments Application Engine process (PC_AR_TO_PC) in Project Costing, the process copies this information from Receivables into Project Costing and updates the Item Activity table to D (done).

When you create an adjustment item, such as Create a New Debit (MT-04) or a Prepayment (WS-04) using a payment or maintenance worksheet, the Automatic Maintenance process (AR_AUTOMNT), or the Payment Predictor Application Engine process (ARPREDCT), you must create the accounting entries online to enter the project ChartField values unless you are using the default ChartField values in the automatic entry accounting template. If you enter the ChartField values online and you want to use the project ChartField values for the original item, access the AR Billing Inquiry page for the item and click the Bill Header - Project Info link. This enables you to view the project ChartFields on the bill header in Billlng.

If you unpost an item, the process sets the Project Costing distribution status field for the new rows to N (not distributed).

Prerequisites

Before you can enter receivable items, you must perform these tasks:

Define business units and business unit defaults.
Define customers and customer information.
Define receivable processing options.
Define additional processing options, such as payment terms.
Define exception and collection codes.
Define sales persons, collectors, and credit analysts.
Define a bank account for cash forecasting.
Define bank holiday processing.
Set up currency codes and exchange rate information for multicurrency processing.
Define the users who will enter group information and item information and set up their user preferences.

It is possible to prohibit a user that works with external groups from modifying or deleting online groups.
If you use VAT, set up your VAT environment.
(IND) If your are in India, set up your tax structure.

See Also

Defining Receivables Business Units

Defining Receivables Processing Options

Defining Additional Processing Options

Setting Up Exception and Collection Processing

Adding General Customer Information

Defining External Account Information

Processing Multiple Currencies

Defining User Preferences

Working with VAT

(IND) Setting Up Excise Duty, Sales Tax, and Customs Duty for India

Entering or Updating Pending Items

This section provides an overview of pending item components and discusses how to:

Enter or update group control information.
Complete the Pending Item 1 page.
Review summarized VAT information.
Review VAT header information.
Review VAT line information.
Complete the Pending Item 2 page.
Complete the Pending Item 3 page.
(IND) Enter tax information for India.
(IND) View tax details for India.
Create and review accounting entries online.
Select a group action.

Understanding Pending Item Components

The pages used to review pending items loaded with a billing interface resemble the pages for entering items online. However, they require a different navigation path, and the path that you use determines the information that can be displayed or updated.

Use the External Items menu options for unposted groups that you interfaced from your billing system.

Use the Online Items menu options to:

Enter groups online.
Update an existing online group.

These groups can be either groups that you entered online or system-generated groups, such as overdue charges groups.

The following table describes the four components that you can use for both online and external groups:

Menu Name	Description
Group Entry	Use this option to enter a new group or to view all pending items in a small group (about 50 pending items or less).
Single Item	Use this option to access a single pending item when the group is too large for the system to handle within the pending item entry scroll. This is useful when you want to update a single item in a very large group.
Large Group	Use this option to open a large group and add a row for a new pending item. The system automatically increments the count for the control total by one. Note. You can add rows for new pending items only for online groups.
Overdue Charges Items	Use for groups that you generated using the Overdue Charges Application Engine process (AR_OVRDUE). This option is available only on the Online Items menu.

You can only work with groups that have not been posted.

Receivables also provides three components that enable you to quickly set a group to post. To access these components, select one of the following:

For external groups, select Accounts Receivable, Pending Items, Change Pending Group Action, External Pending Items.
For online groups, select Accounts Receivable, Pending Items, Change Pending Group Action, Online Pending Items.
For overdue charges groups, select Accounts Receivable, Pending Items, Change Pending Group Action, Overdue Charge Pending Items.

Pages Used to Enter or Update Pending Items

Page Name	Object Name	Navigation	Usage
Group Control	GROUP_ENTRY1	Accounts Receivable, Pending Items, Online Items, Group Entry, Group Control Accounts Receivable, Pending Items, External Items, Group Entry, Group Control As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Add a group and enter control totals and data.
Pending Item 1	GROUP_ENTRY2	Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 1 Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 1 As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Enter information about individual pending items, such as the entry type and reason, payment terms, and discount data.
SF220_9 Report Types	AR_SF220_TYPES	Click the SF220 9 Type link on the Pending Item 1 page.	(USF) Assign an entity code and receivable type to a pending item. This information is required for the Receivables Due from the Public report (ARSF2209). This page is available only if you selected the Receivables Due From Public check box on the Installation Options - Receivables page.
VAT Summary Information	GROUP_ENTRY_VATS	Click the VAT Summary link on the Pending Item 1 page.	View summarized VAT header information and VAT lines for an item and drill down to the VAT header and line defaults.
VAT Header	GROUP_ENTRY_VATHDR	Click the VAT Header link on the Pending Item 1 page.	View VAT header defaults. Manually override values if applicable.
VAT Lines	GROUP_ENTRY_VAT_LN	Click the VAT Lines link on the VAT Header page.	View VAT line defaults including the VAT amounts. Manually override values if applicable
Pending Item 2	GROUP_ENTRY2B	Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 2 Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 2 As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Enter correspondence, personnel, direct debit, draft, and cash forecasting information for the pending item.
Pending Item 3	GROUP_ENTRY2C	Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 3 Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 3 As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Enter consolidated invoice information (used in Billing). Enter values in user-defined fields.
Group Entry Tax	GROUP_ENTRY_TAX	Accounts Receivable, Pending Items, Online Items, Group Entry, Group Entry Tax Accounts Receivable, Pending Items, External Items, Group Entry, Group Entry Tax As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	(IND) Enter and calculate excise duty and sales tax amounts for India. This page is available only if you enabled sales tax and excise duty for a receivable business unit type on the Business Unit Tax Applicability page.
Tax Detail	GROUP_ENTRY_TAX_DT	Click the Tax Detail Link on the Group Entry Tax page.	(IND) Display excise duty and sales tax detail information for India and view the results of the tax calculation. This page is available only if you enabled sales tax and excise duty for a receivable business unit type on the Business Unit Tax Applicability page.
Accounting Entries	GROUP_ENTRY3	Accounts Receivable, Pending Items, Online Items, Group Entry, Accounting Entries Accounts Receivable, Pending Items, External Items, Group Entry, Accounting Entries As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Create accounting entries for one pending item at a time.
Group Action	GROUP_ENTRY4	Accounts Receivable, Pending Items, External Items, Group Entry, Group Action As an alternative, select Single Item, or Large group instead of Group Entry.	Specify the action that the system performs on a group of pending items, such as posting the group, or creating or deleting accounting entries.
Group Action	GROUP_ENTRY4_RTM	Accounts Receivable, Pending Items, Online Items, Group Entry, Group Action As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.	Specify the action that the system performs on a group of pending items, such as the posting the group, or creating or deleting accounting entries.

Entering or Updating Group Control Information

Access the Group Control page.

This page displays control and header information for a group of pending items. At a minimum, you need to enter a group type, origin ID, control amount, and control count.

If the group contains pending items in different currencies, you can handle the control total using the following approaches:

If your organization requires pending item groups in a single currency, split the pending items into separate groups by currency and enter the control currency for each group.

This restricts all pending items to the selected currency and ensures that your control totals is meaningful in the selected currency.
If your organization uses control amounts just as a check to match pending item amounts with the group total, leave multicurrency items in a single group.

In this case, the control total is a hash total (###), representing the total amount of the pending items, irrespective of currency.

Group ID	Displays the group ID for the group. When you save this page, the system assigns the next available group ID. The group ID is based on the settings made on the Business Unit Definition page. You can override automatic numbering by entering your own group ID.
Accounting Date	Displays the accounting date that is the default for each pending item in the group. The date determines the fiscal year and accounting period to which the pending item is posted.
Group Type	Select one of the group types that you defined for billing.
Origin ID	Select the group origin ID, for example OBILL (online billing). The system assigns an origin ID that is valid for external entry to groups that are received through the billing interface.
Control Currency	Select a currency only if you want all pending items in the group to have the same currency.
Format Currency	Displays the default format currency value that you entered on the Receivables Data Entry 2 page. The system uses the format currency to determine the default currency of the pending item amounts that you enter. If you enter a control currency, the format currency changes to that value, and the field becomes unavailable for entry.
Control	Enter the group control totals: the total dollar amount of pending items in this group and the control Count (the total number of pending items in this group). The system compares the control amount and count with the entered amount and count and calculates the difference. The control amount must match the entered totals amount before you can post the pending items in this group. In other words, the difference should be 0. After you post a group, you view the posted amount and count for the group using inquiry pages.
Received and Entered	Indicate when the group was received into the system and when items were entered. Use these fields to indicate processing delays, such as a department receiving the credit memo on Thursday, but did not enter them until Friday. These fields are informational only and display on inquiry pages.
Assign	Displays your user ID in the User field. If another user will enter pending item information, enter the other user ID in the Assign field.
Edit Status	Indicates whether pending items have been edited. Edited indicates that pending items have been edited. (Most online groups have a status of Edited.) Not Edited indicates that external groups have not yet been processed by the Receivable Update process.
Balanced	Indicates that the system has balanced the online group. If No, the pending item group has not yet been processed by the Receivable Update process and the group may not actually be out of balance. To determine if a group is really out of balance, click the Balance button on the Group Action page.
Posting Status	Indicates whether pending items have been posted. Not Posted indicates that the groups have not yet been processed by the Receivable Update process. After Receivable Update runs, the posting status is either Errors or Complete.
Accounting Entries	Indicates whether accounting entries for pending items are Balanced or Not Balanced.
Posting Action	Displays the posting action that you selected on the Group Action page: Do Not Post, Post Now, Post Now to GL, Batch Priority, or Batch Standard.

Completing the Pending Item 1 Page

Access the Pending Item 1 page.

Pending Item Entry

Accounting Date	Displays the date entered on the Group Control page. The date determines the fiscal year and accounting period used to post the item for both Receivables and General Ledger.
As Of Date	Enter a date, which is usually the same as the accounting date. You may use a different date for aging. You can also use this date to record the invoice date used to calculate payment terms.
Item ID	Enter a number that describes the pending item, such as the invoice number. As you enter pending items, the system assigns each row a sequence number, which appears as you scroll through the pending items on the page.
Copy Line	Click to add the next line number and automatically copy some of the pending item information to the new row, if you need to divide an invoice into multiple lines. You need to complete the AR Dist (accounts receivable distribution code), Entry Type, and Reason fields on the new row.
Posted	If selected, the pending item has been posted and you cannot change information about it.
Business Unit and Customer	Enter the business unit and customer ID. A customer can exist in more than one business unit with the same ID. The business unit that you specify determines which customer the pending item is posted to. The customer business unit does not need to match the group business unit, although typically it does.
SubCustomer 1 and SubCustomer 2	Displays subcustomer qualifiers, which come from the customer, if the feature is enabled. You specify if you want to use the subcustomer feature and, if you do, the number of qualifiers for the entire installation on the Installation Options - Overall page. The default subcustomer qualifiers for customers are specified on the Miscellaneous General Info page. You can override the default qualifiers for individual pending items. You use these subcustomer qualifiers for tracking history and aging information and to filter item lists on inquiry pages.
Amount and Currency	Enter the amount and currency for the pending item. If the entry currency differs from the base currency of the receivables business unit, the system handles the conversion automatically and displays the base currency equivalent.
Entry Type and Reason	Enter the entry type and reason used to create the pending item. Entry types and entry reasons are among the most important pieces of information associated with a pending item. They determine how accounting entries are created, how they are carried with the pending item through posting, and how they are considered when history is generated. They are also used as identifiers for open items, they determine how items are aged, and they determine if accounting entries are included on customer correspondence and drafts.
AR Dist (accounts receivable distribution)	Enter the distribution code that governs the ChartFields that are used when the system generates accounting entries. To create a single receivables (AR) line for accounting entries, use the default or override the default with a different code. The system obtains the default AR distribution code in the following order: From the entry reason on the Item Entry Type - Selection page. From the customer on the General Information - Bill To Options page. From the business unit on the Receivables Definition - Accounting Options 1 page.
Entry Event	Enter an entry event code for the item to create supplemental accounting entries, if entry events are enabled for Receivables. See Using Entry Events.
Revalue Flg (revalue flag)	Select if you want the Revaluation Application Engine process (AR04000) to revalue the item.
Error Info (error information)	Displays only when errors are present. Click to open a page where you can view more details about the error.
Document Sequence	Click to access a page where you can enter document sequencing information. This button is available only if you enabled the document sequencing feature for the General Ledger business unit. See Using Document Sequencing.
(USF) SF220 9 Types	Click to open a page where you can enter an entity code and receivable type for a pending item. This information is required for the Receivables Due from the Public report (ARSF2209). This link is available only if you selected the Receivables Due From Public check box on the Installation Options - Receivables page.

Payment Terms

If you do not enter payment terms, the system checks to see if you have set them at the next level up—the customer level. If you specified payment terms on the Bill To Options page for the customer, the system draws them from there. If you did not set payment terms for this customer, the system uses the terms you associated with the business unit on the Receivables Options - Accounting Options 2 page. If no payment terms are specified, the system prompts you to enter a payment terms code or a due date.

Terms	Displays the default payment terms code. Change the default, or leave this field blank. If you change the default, you cannot use the discount fields. If you leave this field blank, you can fill in the discount amounts and dates of your choice.
Due Date	If there are no default values for the discount fields, you still must enter a due date. If the due date falls on a bank holiday, the system adjusts it automatically. This field is required for the Aging Application Engine process (AR_AGING).
Due Days	Enter grace days or leeway to the payment terms.
Disc Days (discount days)	Enter the number of days past the discount date during which the customer is still eligible to receive a discount.
Always Allow Discount	Select during conversion and for preferred customers. Select to override previously set discount parameters and ensure that a customer receives a discount regardless of due date and payment date. Payment worksheets and Payment Predictor use this check box.

Note. If discounts must be included in VAT calculations, then enter the payment terms before entering the VAT amounts.

VAT Control Totals

Use this group box to enter control amounts for VAT and to access the VAT Header and VAT Lines pages where you can view and, if applicable, manually override VAT default values.

VAT Transaction Amount	Enter the control amount for the transaction amount that is subject to VAT. This is typically the transaction amount printed on the invoice. If you are entering an item online, the system populates the Transaction Amount field for the first VAT line with the control amount. If you create additional VAT lines, you must change the transaction amount for each line so that they add up to the amount of the control amount. You have to open the VAT lines page and enter a VAT override amount.
VAT Amount	Enter the control amount for the VAT amount in this field. This is typically the VAT amount printed on the invoice. The system compares the total recorded VAT amount for all the VAT lines on the VAT Lines page to the control amount. The system automatically calculates the VAT for each line. You only need to enter an override VAT amount if the calculated VAT amount does not match the VAT amount on the invoice. If you enter an override VAT amount, the system uses this as the recorded amount. Otherwise, the system uses the calculated VAT amount as the recorded amount.
VAT Summary	Click to open the VAT Summary Information page where you view summarized VAT header information and VAT line information in one place.
VAT Header	Click to open the VAT Header page, where you can review VAT defaults as well as access VAT details for the VAT line. When you click this link, the system retrieves the VAT defaults based on your VAT setup and entered customer information.
VAT Lines	Click to view VAT line information. Displays only when you view a group and a VAT line exists for the item, or when you are entering new items and you have navigated to the VAT pages and back.

Reference Information

BOL (bill of lading)	Enter the bill of lading number for the pending item.
L/C ID (letter of credit ID)	Enter the letter of credit ID for the pending item.

Reviewing Summarized VAT Information

Access the VAT Summary Information page.

If you change the VAT defaults or amounts on the VAT Header or VAT Lines page and return to the VAT Summary Information page, the system updates the amounts on this page. This enables you to review the amounts before you save the information.

VAT Entity	Displays the VAT entity, which the business unit is associated with. The VAT entity is the level within your organization at which the VAT return is filed.
Customer Registration Country, Exception, VAT Reporting Country, and State	Displays the VAT registration defaults that you defined on the VAT Header page in the VAT Registration section. The customer registration country is the registration country of the bill to customer. The Exception field displays the exception granted to the customer. The reporting country and state are the country and state or province in which the VAT will be reported.
Gross/Net, Declare At, and Recalculate at Payment,	Displays the VAT control information that you defined on the VAT Header page, which indicates how the VAT is calculated and recognized for reporting purposes.
VAT Place of Supply Country and VAT Treatment Group	Displays the VAT treatment group as defined on the VAT Header page in the VAT Treatments section, and for services, displays the country in which the VAT is liable.
VAT Header	Click to access the VAT Header page where you view VAT header defaults and manually override the values if needed.

We describe the preceding fields in detail in the documentation for the VAT Header page.

See Reviewing VAT Header Defaults.

VAT Basis Amount	Displays the total amount on which the VAT is calculated in the transaction currency for all lines. If VAT is being calculated at net, this amount is net of any discounts.
Item Amount, Discount Amount, and Discount Amount 1	Displays the total item amount and discount amounts that you entered for the item on the Pending Item 1 page.
VAT Transaction Amount, Control, and Entered	Displays the control amount for the transaction amount that is subject to VAT that you entered on the Pending Item 1 page and the total transaction amount that you entered for all VAT lines.
VAT Amount, Control, and Entered	Displays the control amount for the VAT amount—this is typically the VAT amount printed on the invoice—that you entered on the Pending Item 1 page and the total recorded VAT amount for all the VAT lines on the VAT Lines page.

VAT Information

The VAT Information grid summarizes the total VAT basis amount, the system-calculated amount, the recorded amount (amount of VAT that will be recorded for this transaction), and the applicable VAT percentage for all lines with the same VAT code.

VAT Code

Displays the VAT code that defines the rate at which VAT is calculated for the lines.

VAT Lines

The VAT Lines grid displays summarized VAT details for each VAT line.

Click the VAT Lines button to access the VAT Lines page where you view all VAT line defaults and override values if needed.

We describe the fields in the VAT Lines grid in the documentation for the VAT Lines page.

See Reviewing VAT Line Information.

Reviewing VAT Header Defaults

Access the VAT Header page.

Review and manually override VAT header defaults, as applicable.

VAT defaults appear in descending order of impact. When you change multiple VAT defaults and click Adjust Affected VAT Defaults, specific fields may or may not be adjusted. You should work from the top to the bottom of the page, clicking Adjust Affected VAT Defaults at appropriate times to avoid adjustments to VAT defaults that you overrode but did not memorize.

For example, if you override Calculate at Gross or Net and click Adjust Affected VAT Defaults, nothing happens because Calculate at Gross or Net does not affect any other VAT defaults. If you then override Customer Registration Country and click Adjust Affected VAT Defaults again, the system adjusts all VAT defaults except customer registration country. This time, Calculate at Gross or Net is overridden, which means that you probably have to override this VAT default again to undo the adjustment.

Note. Because complex algorithms are used to obtain the VAT header defaults, avoid manually changing these values as much as possible. If you must make changes, make sure you understand how those changes will impact the way the system calculates VAT amounts and how the VAT will be recorded and reported.

VAT Lines	Click to open the VAT Lines page to review VAT information for the line.
VAT Entity	Displays the VAT entity, which the business unit is associated with. The VAT entity is the level within your organization at which the VAT return is filed.
Sequence	Displays the sequence number for the line. Because you can enter multiple VAT lines for one pending item, the VAT sequence number is used to protect against duplicate rows.
Expand All Sections	Click to scroll to and access every section on the page. You can also expand one or more sections by clicking the arrow next to the section's name.
Collapse All Sections	Click to collapse all expanded sections so that only header information is displayed. You can also collapse one or more expanded sections by clicking the arrow next to the section's name.

Physical Nature

Physical Nature	Indicates whether an object is a good or a service. Many countries are required to report the sale and purchase of goods separately from services. The default comes from the customer location, customer, or receivables business unit.
Change Physical Nature	Click to override the default physical nature for this item. The system resets all the VAT defaults.

VAT Locations

Ship From Country	Displays the receivables business unit location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship From State	Displays the receivables business unit location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship to Country	Displays the ship to customer location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship to State	Displays the ship to customer location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Location Country	For services only, displays the Receivables business unit country.
Location State	For services only, displays the Receivables business unit state.
Customer Location Country	For services only, displays the customer's bill to location country.
Customer Location State	For services only, displays the customer's bill to location state.
Service Performed Country	Depending on the services performed flag setting in the product defaulting hierarchy (for example on the customer or business unit), the system sets the value for this field as follows: If it is the ship from location, the system sets it to the Receivables business unit country. If it is the ship to location, the system sets it to the customer location country. If it is the buyer's location, the system sets it to the customer's bill to location country. If it is the supplier's location, the system sets it to the Receivables business unit location country.
Service Performed State	Depending on the services performed flag setting in the product defaulting hierarchy (for example on the customer or business unit), the system sets the value for this field as follows: If it is the ship from location, the system sets it to the Receivables business unit state. If it is the ship to location, the system sets it to the customer location state. If it is the buyer's location, the system sets it to the customer's bill to location state. If it is the supplier's location, the system sets it to the Receivables business unit location state.

Vat Defaults

Review VAT registrations, service specific defaults, controls, and treatments. Adjust or reset VAT default values as necessary.

VAT Service Specific Defaults

Service Type	If the transaction is for a service, this field displays the VAT service type of Freight or Other. There are special rules for freight transport within the European Union, and the value in this field determines whether they apply.
Place of Supply Driver	If the transaction is for a service, this field displays the usual place of supply, (the place where VAT is usually liable) for the service. This value is used to help determine the place of supply country and the VAT treatment. Options are Buyer's Countries, Supplier's Countries, or Where Physically Performed.

VAT Registrations

Reporting Country	Displays the country for which this VAT will be reported. This is the VAT Entity VAT registration country and determines many of the VAT defaults.
Defaulting State	If the reporting country requires that VAT be tracked by state or province, this field displays the state within the reporting country for which an associated value is retrieved from the VAT defaults table.
Customer Registration Country and Customer Registration ID	Displays the registration country and ID of the bill to customer.
Customer Exception Type	Displays the exception granted to the customer. Options are None, Exonerated, or Suspended. This value is specified for the bill to customer.
Certificate ID	If applicable, displays the ID of the VAT exception certificate that may have been issued to the customer.

VAT Controls

Calculate at Gross or Net	Indicates how VAT is calculated. Options are: Gross: The system calculates VAT before it applies any early payment discounts. Net: The system calculates VAT after it deducts early payment discounts. If there are two percentage discounts, the system uses the larger of the two when it calculates VAT. The system will not use discount amounts, only discount percentages. The default value comes from the VAT entity driver.
Recalculate at Payment	Select this check box to enable the recalculation of VAT at payment time to allow for any early payment discounts, if you are calculating VAT at gross. This causes the system to adjust the VAT amount at the time of payment if the discount has been taken. This is set on the VAT entity driver.
Declaration Point	For a good or a service, displays when you want VAT transaction information to be recognized for reporting purposes. Options are: Invoice: VAT is recognized at time of invoice. Payment: VAT is recognized at time of payment. Delivery: VAT is recognized on delivery. This value may be set at any level in the VAT hierarchy—VAT entity registration, business unit options, customer, or customer location.
Rounding Rule	Displays the VAT rounding rule. The value comes from the VAT country driver or VAT Entity driver definition. Options are: Natural Round: Amounts are rounded normally (up or down) to the precision specified for the currency code. For example, for a currency defined with two decimal places, 157.4659 would round up to 157.47, but 157.4649 would round down to 157.46. Round Down: Amounts are rounded down. Round Up: Amounts are rounded up with a rounding precision to one additional decimal place. For example, for a currency defined with two decimal places, 157.4659 would round up to 157.47, but 157.4609 would be rounded down to 157.46.

VAT Treatments

Place of Supply Country

For services, displays the country in which the VAT is liable.

Treatment Group

Displays the VAT treatment group. Options are: Domestic Sales, Exports, European Union Sales, No VAT Processing, and Out of Scope.

Within the PeopleSoft system, detail VAT treatment values on the transaction lines are used for applying the precise defaults applicable to the transaction lines. Each of these detail VAT treatment values are associated with a VAT treatment group. The system tracks the VAT treatment group on the header enabling individual transaction lines to be grouped together into invoices during batch processes and to validate the detail line VAT treatment values on the transaction lines.

Adjust/Reset VAT Defaults

Any changes that you make to fields on this page may affect VAT defaults on this page. For accuracy and consistency, use the following fields to adjust affected VAT defaults or to reset all VAT defaults. Adjusting or resetting VAT defaults only affects fields within the VAT Defaults group box.

Adjust Affected VAT Defaults	Click to have the system adjust the VAT defaults that are affected by your changes. All changes that you have made to VAT defaults on this page that affect other VAT defaults on this page are retained. Note. It is recommended that you always click the Adjust Affected VAT Defaults button after changing any defaults on the VAT page.
	Click to list the fields that will be adjusted when you click the Adjust Affected VAT Defaults button.
Levels	Enables you to specify levels affected when you click the Reset All VAT Defaults button. Options are: All lower levels: Resets all VAT defaults at lower levels for this page. This and all lower levels: Resets all VAT defaults on this page and at any lower levels of this page. This level only: Resets all VAT defaults on this page. Note. Resetting completely redetermines the VAT defaults. This does not necessarily mean they are reset to their original values. For example, you may not have changed any VAT default values, but if a VAT driver field was changed, resetting redetermines all defaults based on the new driver value.
Reset All VAT Defaults	Click to have the system reset the VAT defaults based on the levels value that you selected. Any changes you have previously made to VAT defaults are lost.

See Also

Working with VAT

Reviewing VAT Line Information

Access the VAT Lines page.

Review the VAT defaulting for each item line and override, as applicable.

Note. Because complex algorithms are used to obtain the VAT defaults, avoid manually changing these values as much as possible.

VAT Lines

These fields are explained in the section on VAT header defaults.

See Reviewing VAT Header Defaults.

Physical Nature

These fields are explained in the section on VAT header defaults.

See Reviewing VAT Header Defaults.

VAT Locations

Location Country	For services only, displays the receivables business unit country.
Location State	For services only, displays the receivables business unit state. This is displayed only if the location country requires that VAT be tracked by state or province.
Customer Location Country	For services only, displays the customer's bill to location country.
Customer Location State	For services only, displays the customer's bill to location state. This is displayed only if the customer location country requires that VAT be tracked by state or province.
Service Performed Country	Depending on the services performed flag setting in the product defaulting hierarchy (for example at customer or business unit level), the system sets the value for this field as follows: If the flag specifies the ship from location, this field is set to the receivables business unit country. If the flag specifies the ship to location, this field is set to the customer location country. If the flag specifies the buyer's location, this field is set to the customer's bill to location country. If the flag specifies the suppliers location, this field is set to the receivables business unit location country.
Service Performed State	Depending on the services performed flag setting in the product defaulting hierarchy (for example customer or business unit level), the system sets the value for this field as follows: If the flag specifies the ship from location, this field is set to the receivables business unit state. If the flag specifies the ship to location, this field is set to the customer location state. If the flag specifies the buyer's location, this field is set to the customer's bill to location state. If the flag specifies the suppliers location, this field is set to the receivables business unit location state. This is displayed only if the service-performed country requires that VAT be tracked by state or province.
Ship From Country	Displays the Receivables business unit location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship From State	Displays the Receivables business unit location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship to Country	Displays the ship to customer location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship to State	Displays the ship to customer location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

VAT Defaults

Review VAT default values and update as necessary.

VAT Service Specific Defaults

Service Type	If the transaction is for a service, this field displays the VAT service type of Freight or Other. There are special rules for freight transport within the European Union, and the value in this field determines whether they apply.
Place of Supply Driver	If the transaction is for a service, this field displays the usual place of supply, (the place where VAT is usually liable) for the service. This value is used to help determine the place of supply country and the VAT treatment. Options are: Buyer's Countries, Supplier's Countries, or Where Physically Performed.

VAT Registrations

These fields are explained in the section on VAT header defaults.

See Reviewing VAT Header Defaults.

VAT Controls

Declaration Date

Displays the date for which this transaction will be reported to the tax authorities.

VAT Treatments

Place of Supply Country

For services, displays the country in which the VAT is liable.

Treatment

Displays the VAT treatment. Options are:

Deemed Service Export: Services that are provided in the supplier’s country to a foreign buyer, where the supply of these services must be zero-rated (that is, the place of supply is the country in which the supplier is located and registered for VAT, but the customer is located in another country).

Domestic Goods Sale: Sale of goods when the supplier and customer are located in the same country.

EU Distance Sale: Sale of goods between European Union (EU) countries in which the supplier is registered in an EU country and the purchaser is not registered in an EU country. The VAT rate charged is the rate applicable in the suppliers country.

EU Goods Sale: Sale of goods between EU countries.

EU Sale (Simplification): Used for a transaction between an intermediary and the purchaser in cases when there is a sale of goods between EU countries involving three parties: the purchaser, an intermediary (bill-from) supplier, and the actual goods supplier. Each party is located in a different EU country and registered in its own country, and not in either of the other two countries. The only difference between this VAT treatment and that applied to normal EU sales is that the supplier is required to print a different message on the invoice referencing the statute that applies to triangulation, rather than the one that references the statute for normal EU sales.

No VAT Processing: No VAT processing required.

Out of Scope EU Services: EU services out of the scope of VAT.

Outside of Scope: Outside the scope of VAT.

Zero-rated EU Service: Sale of services within the EU subject to zero-rated VAT.

Zero-rated Goods Export: Export of goods subject to zero-rated VAT.

Zero-rated Services Export: Export of services subject to zero-rated VAT.

Within the PeopleSoft system, detail VAT treatment values on the transaction lines are used for applying the precise defaults applicable to the transaction lines. The treatment is determined based the rules applicable to the transaction.

VAT Details

Applicability

Displays the VAT status. Values are:

Taxable

Exempt (not subject to VAT)

Outside of Scope of VAT

VAT Code

Displays the VAT code that defines the rate at which VAT is calculated for this line.

Transaction Type

Displays the code that categorizes and classifies this transaction for VAT reporting and accounting.

Adjust/Reset VAT Defaults

These fields are explained in the section on VAT header defaults.

See Reviewing VAT Header Defaults.

VAT Calculations

Transaction Amount	Enter the amount of the transaction in the transaction currency. If the control total amount has been entered on the pending item, the system automatically populates this field with a value from the pending item for the first VAT line.
Transaction Amount Base	Displays the amount of the transaction in the base currency.
Basis Amount	Displays the amount on which the VAT is calculated in the transaction currency. If VAT is being calculated at net, this amount is net of any discounts.
Basis Amount Base	Displays the amount on which the VAT is calculated in the base currency. If VAT is being calculated at net, this amount is net of any discounts.
Tax Rate	Displays the applicable VAT percentage.
Calculated Amount	Displays the system-calculated VAT amount in the transaction currency.
Calculated Amount Base	Displays the system-calculated VAT amount in the base currency.
Override VAT Amount	Override the calculated VAT amount by entering the VAT amount for the line if the calculated VAT amount is not equal to the VAT on the invoice being recorded. Otherwise, the field is blank.
Override VAT Amount Base	Displays the entered override VAT amount in base currency. This is calculated from the transaction currency override VAT amount, based on the exchange rate that is applicable to the transaction.
Recorded Amount	Displays the amount of VAT that will be recorded for this transaction in the transaction currency. If the calculated VAT amount has been overridden, this is the entered override VAT amount. Otherwise, this is the calculated VAT amount.
Recorded Amount Base	Displays the amount of VAT that will be recorded for this transaction in the base currency. If the calculated VAT amount has been overridden, this is the entered override VAT amount. Otherwise, this is the calculated VAT amount.
Recalculate	Click to recalculate the VAT for the line.

See Also

Reviewing VAT Header Defaults

Completing the Pending Item 2 Page

Access the Pending Item 2 page.

Posted

If selected, the pending item has been posted, and you cannot change information about it.

Collection Status

Dispute	Select to mark a pending item for dispute. Then enter a reason in the Status field, and enter the date, and the amount.
Collection	Select to mark a pending item for collection. Then enter a collection agency in the Status field and the date.
Latest Dunning	Enter the type of dunning letter that the customer last received. Then enter the date it was sent.
Last OC (last overdue charge)	Enter the type of overdue charge: finance, administrative, and penalty. Then enter the date and the amount of the last overdue charge.
Last Statement	Enter the date when you sent the customer the last statement. Note. The Dispute, Collection, Latest Dunning, Last OC, and Last Statement fields are often used during conversion.

Additional Detail

Sales	Select the name of the primary sales person in the support group assigned to the customer.
Location	Select the address sequence number of the bill to customer. This is usually the address used by Billing for invoices or for debit or credit memos. It may also be the address attached to the item. The address, if entered, is used for correspondence for the item. Otherwise, the default location for the customer is used for correspondence.
Pay Method	Select a payment method for the customer. If you leave this field blank, the system uses the payment method specified for the customer on the Bill To Options page. If a payment method is not defined for the customer, the system uses the default defined on the Receivables Options - Payment Options page for the business unit. Options are Cash, Check, Credit Card, Direct Debit, Electronic Files Transfer (EFT), Giro - EFT, and Letter of Credit.
Draft Type	If you selected the payment method Draft, the system displays the default draft type for the customer that was specified on the Bill To Options page. If you did not assign a default draft type, select one.

Cash Forecasting

Bank Code and Account

Enter the bank code and account that the customer uses to send payments. Cash Management uses this for cash forecasting.

Draft Options

If you selected a payment method of Draft, you must select one of the following check boxes.

Preapproved?	Select if the item is preapproved for draft processing.
Create Document?	Select if the item must be included in a draft document that is prepared for the customer.
One Item per Draft?	Select if the item must appear on a separate draft.

Completing the Pending Item 3 Page

Access the Pending Item 3 page.

If multiple invoices in Billing were consolidated, the business Unit and Invoice number fields identify which open items correspond to the consolidated invoice. The Billing interface automatically populates these fields. If you have a similar concept in the billing systems that you interface to, you can use these fields for a similar purpose.

Receivables provides configurable user fields in the pending item tables that you can use to track company- or industry-specific information that is not predefined on the Pending Item table, such as a contract or shipment. User fields include:

User Date 1 through User Date 4
User Text 1 through User Text 10
User Amounts 1 through User Amounts 8

See Also

Setting Up User-Defined Fields

(IND) Entering Tax Information for India

Access the Group Entry Tax page.

The system calls the tax determination routine to populate default values for the tax transaction lines based on the business unit and customer for the item.

Entering Control Totals

Total Tax Amount	Enter the total tax amount. This is the sum of the excise tax amount and sales tax amount.
Total Excise Amount	Enter the total amount of excise tax. This field is required if excise tax is applicable.
Total Sales Amount	Enter the total amount of sales tax. This field is required if sales tax is applicable.

Determining Tax Information or Calculating Tax

Tax Determination

Click to populate default information such as ship from country and state, ship to county and state, tax authority (for sales tax only), tax form code (for sales tax only), tax transaction type, excise duty and sales tax codes from the business unit and customer setup to the tax transaction line. The transaction line can have excise duty only, sales tax only, or both.

If you change the default value for the tax transaction type, sales tax form code, or the tax rates codes, you must click this button again to run the tax determination routine again.

Calculate Tax

Click to calculate taxes only if the items are entered in Receivables or for items interfaced from billing for which Receivables will create the accounting entries. Taxes cannot be recalculated if the accounting entries were created in Billing. The system calculates the excise duty tax amounts and sales tax amounts.

You view the results on the Tax Detail page.

Entering Indian Tax Line Information

Ship From State	Displays the default ship from state that the tax determination routine identifies. The system determines the ship from state based on the business units assigned to the item: If an order management business unit is available, it uses the order management business unit location country and state. If no order management business unit is available, but a billing business unit is available, it uses the billing business unit location country and state. If neither an order management business or a billing business unit is available, it uses the receivables business unit location country and state.
Ship to State	Displays the ship from state. The system uses the country and state for the ship to customer to populate the field.
Reporting Authority	Displays the reporting authority. The tax determination routine populates the field.
Tax Transaction Type	Select a tax transaction type. Values are: DEB: Direct export with bond DEWB: Direct export without bond DIMP: Direct export DOM: Domestic IUT: Interunit transfer LEB: Local export with bond LEWB: Local export without bond LIMP: Local import
Sales Tax Form Code	Select a sales tax form code. This is only for sales tax and is used for form tracking. Valid entries are: 20: Tamilnadu Local S/P 32: West Bengal Local S/P 37: Karnataka Local S/P C: Interstate Sales D: Sale to Government EI: Intransit Purchase EI & C: Intransit Sales EII: Intransit Sales Level 2 F: Stock transfer form H: Deemed Export
Transaction Line Amount	Enter the total amount of transactions for the line. Each line has its own transaction total. The system uses this amount to calculate the taxes.
Excise Tax Amount	Displays the total amount of excise tax for the line. Each line has its own excise tax amount. If excise tax is applicable. The sum of all the excise tax amounts should equal the control excise tax amount.
Excise Tax Rate Code and Sales Tax Rate Code	Enter the excise duty or sales tax rate associated with this line. Excise duty and sales tax rate codes represent a specific grouping of tax type components, calculation schemes, and other tax attributes. If excise duty or sales tax is applicable to a line, this field must be populated. If excise duty or sales tax is not applicable to a line, this field must not be populated.
Sales Tax Amount	Displays the total amount of sales tax for the line. Each line has its own sales tax amount. If sales tax is applicable. The sum of all the sales tax amount should equal the control sales tax amount.
Tax Detail Link	Click to access the Tax Detail page, where you view the excise duty and sales tax detail information.

(IND) Determining and Calculating Excise Duty, Sales Tax, and Customs Duty

(IND) Viewing Tax Detail for India

Access the Tax Detail page.

Tax Rate Code

Displays the tax rate used to calculate the tax for each line. Tax is applied to each line separately, rather than applied to a subtotal of the bill, enabling you to establish different tax rates for each line.

Tax Component Code

Displays the tax component for the line. There is one tax component code for each tax type. Multiple tax component codes that have the same tax type are grouped together to define tax rate codes.

Calculation Scheme

Displays the calculation scheme that determines how the taxes are calculated. Receivables only uses the P (percentage) calculation scheme.

Tax Rate Pct (tax rate percentage)

Displays the rate at which the taxes are calculated. The value that appears here is determined by the value in the Calc Scheme field and is always a percentage.

Basis Amount

Displays the amount of the line on which the tax was calculated.

Tax Amount

Displays the amount of the tax the system calculated for the line.

Creating and Reviewing Accounting Entries Online

Access the Accounting Entries page.

To create entries for all pending items in the group, use the Group Action page.

Amount	Displays the amount in the entry currency.
Tot Base (total base)	Displays the amount converted into the base currency.

Creating and Deleting Accounting Entries

Display Totals	Select the type of currency used to display the totals at the bottom of the page. Select either Base or Entry.
	Click the Create button to have the system create accounting entries for one pending item at a time. After you click the Create button, the accounting entries appear in the grid at the bottom of the page.
	Click the Delete button if you make a mistake and want to start over. The button affects only the pending item shown in the scroll area, not all pending items in the group.
Accounting Entries	The status changes from Incomplete to Complete after you create accounting entries and the entries are balanced.

Reviewing and Updating Accounting Entries

The Distribution Lines grid at the bottom of the page displays the individual lines for a single item. To see the accounting lines for a different pending item, use the Accounting Entries group box.

The accounting entries that appear are based on the item entry template and are either system-defined or user-defined. For billing groups, you can edit both system-defined receivables lines and user-defined (revenue) lines. You can have multiple lines for each. For other group types, you can edit the receivables lines only for transactions that do not reference existing items, but you can edit the user-defined lines. If you selected Always Inherit or Inherit within BU for the inheritance option, you cannot modify the ChartField values.

See ChartField Inheritance.

The lines must balance; that is, total debits must equal total credits, and the total of all accounts receivable lines must equal the entry amount of the pending item.

Manually enter the ChartField values for the pending item as needed, or populate the value automatically by clicking the SpeedType button and selecting a SpeedType code if you have set up Speed Types.

Note. The ChartFields that display in the grid depend on the ChartField configuration setup for your organization.

See Editing ChartField Combinations.

GL Unit (general ledger business unit)	Displays the general ledger business unit that is linked to the receivables business unit and receives journals.
Type	Indicates the type of accounting line (for example, accounts receivable, user-defined, VAT, and so on).
Ledger Group and Ledger	Displays the ledger group and ledger for the entries. The system populates these fields for all entries, but the fields display only if you selected the multibook option on the Installation Options - Overall page. See Multibook Processing.
Ledger Base	In a non-multibook environment, displays the business unit base currency.
Statistics Code	If the accounting template that you selected on the Accounting Template page includes a statistic code for the particular entry type you are working with, the statistic code value appears in this field. If the Statistics Code field is populated, then the associated unit of measure field is also populated. For instance, suppose that you track the number of workdays associated with the item. The statistic code is DAY (work days), and the associated unit of measure is also DAY (days). The field that appears between these two is the statistical amount, which in this example you might enter as 3.00, the number of days. If the Stat field is not populated, you can enter a value and overwrite the existing unit of measure as needed.
Open Item Key	Enter the information that you need to track and maintain for the open item account in General Ledger. This field is available only if the account for the distribution line is marked as an open item account.

At the bottom of the page, check to make sure that the debits and credits are balanced. The total number of Lines for each pending item, the DR (debit) and CR (credit), and the Net must be 0 before you can post the group.

If you receive a ChartField configuration editing error message, you may need to make the correction, before you run the Receivable Update process depending on the setup for the business unit on the Receivables Options - General 2 page. If you receive an error message, you must correct the error before you post the pending item group. If you receive a warning message, you can post the group without correcting the errors.

Selecting a Group Action

Access the Group Action page.

Group Actions

Balance

Click to balance the group but not set it to post. The system reviews the completed fields on the Group Control page to confirm that the control amount and count are equal to the entered amount and count. If the entered pending items match the group controls and you entered them online, the system checks that the accounting entries are balanced. The system also checks that any VAT amounts are balanced. If the group, accounting entries, or VAT amounts are out of balance, you receive a warning message. It also checks for required fields.

For an external group, the Group Status group box on the Group Control page shows the status of the group.

Delete Group

Click to delete the entire group of pending items. If you delete a draft group, the system deletes any draft fees associated with the group.

Posting Action

The Posting Action group box varies depending on whether you are working with an external group or an internal group.

Action

Select a posting action for the group and click OK to execute the action. Valid values are:

Do Not Post: Saves the changes to the group, but no posting takes place. Use this option to change the posting option for a group set to Batch Standard or Batch Priority, if the group has not been processed yet.

Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process completes.

Post Now to GL: Runs the Receivable Update process immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the process completes.

Batch Priority: Runs the Receivable Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first. This option is not intended for large jobs.

Batch Standard: Runs the next time a standard scheduled batch job runs. This may occur once a day depending on how often the organization schedules standard jobs.

Note. The posting options that are available depend on the options that you select for the user on the Define User Preferences - Process Group page. Use the Post Now and Post Now to GL options only for small groups or when there is an immediate need to post the transaction. The system issues a message if another user or scheduled process is posting transactions for the same business unit and customer combination at the same time.

See Receivable Update Processing Options.

For external groups, only these posting actions are available:

Do Not Post
Batch Priority
Batch Standard

Accounting Entry Actions

Create Entries

Click to create and initially balance accounting entries for all of the group's pending items that do not yet have entries. This option creates entries for all pending items in the group at once, whereas on the Accounting Entries page, you create entries for only one pending item at a time.

Note. Normally, you create accounting entries during a Receivables Update run unless you must review them. To create accounting entries in a batch, select a posting action.

See Creating and Reviewing Accounting Entries Online.

Delete Entries

Click to erase the accounting entries that were created for all pending items in the group.

Finding and Correcting Errors When Entering Receivables

When you enter pending items online, the system validates the data and displays an error message if the data fails one or more system edits. In this way, the system prevents two types of user errors:

Entering information that is not valid.
Leaving a required field blank.

You can receive error messages at the field level or the page level. Edits at the field level prevent you from moving beyond a field when you enter invalid data or try to leave a required field blank. Edits at the page level catch the same errors as well as errors that involve multiple fields.

The Receivable Update process also edits pending items and flags the errors.

See Also

Correcting Posting Errors

Reviewing Pending Item Groups

This section lists the inquiry pages that display information about pending item groups.

Pages Used to Review Pending Item Groups

Page Name	Object Name	Navigation	Usage
Billings by Origin	GROUP_ACT_ORIGIN	Accounts Receivable, Pending Items, Review Items, Billings by Origin, Billings by Origin	Reconcile your database with information from your billing system. Display the pending groups that are received from a billing origin on a certain day or within a range of dates.
Billings By Unit	GROUP_ACT_BU	Accounts Receivable, Pending Items, Review Items, Billings by Unit, Billings By Unit	View the pending groups from Billing that are received into a business unit.
Pending Item Status	PNDG_ITEM_STATUS	Accounts Receivable, Pending Items, Review Items, Pending Item Status, Pending Item Status	View the status of an unposted pending item for a customer.

Tax Rate Code	Displays the tax rate used to calculate the tax for each line. Tax is applied to each line separately, rather than applied to a subtotal of the bill, enabling you to establish different tax rates for each line.
Tax Component Code	Displays the tax component for the line. There is one tax component code for each tax type. Multiple tax component codes that have the same tax type are grouped together to define tax rate codes.
Calculation Scheme	Displays the calculation scheme that determines how the taxes are calculated. Receivables only uses the P (percentage) calculation scheme.
Tax Rate Pct (tax rate percentage)	Displays the rate at which the taxes are calculated. The value that appears here is determined by the value in the Calc Scheme field and is always a percentage.
Basis Amount	Displays the amount of the line on which the tax was calculated.
Tax Amount	Displays the amount of the tax the system calculated for the line.