Applying Payments

This chapter provides an overview of payment application options, lists prerequisites, and discusses how to:

Run the Payment Predictor Application Engine process.
Review Payment Predictor process results.
Apply payments using payment worksheets.
Create and update accounting entries.
Pay for a single item by credit card.
Look up information on payments.

Understanding Payment Application Options

Receivables provides three options to apply payments:

The Payment Predictor process (ARPREDCT) automatically applies payment to items and makes partial payments based on the payment predictor methods that you define and assign to business units and customers.

Note. If you receive payments for vendor rebate claims or claimback items that were interfaced from Purchasing or Order Management from the Claims Management Workbench, you cannot use this option for those items. You must manually apply the payments on the payment worksheet to indicate the base and value-added tax (VAT) amounts if any for each item.
The payment worksheet provides a method that enables you to manually apply payments to items and make partial payments.
The Credit Card Application Engine process (AR_CRCARD) enables you to pay for individual items by credit card.

Prerequisites

Before you apply payments, you must perform these tasks:

Create automatic entry types for payment processing.
Set up the reference qualifiers.
Enter items into the system and then run the Receivable Update Application Engine process (ARUPDATE).
Enter payments into the system.

See Also

Defining Automatic Entry Types

Setting Up Reference Qualifiers

Running the Payment Predictor Application Engine Process

This section provides an overview of Payment Predictor processing, lists prerequisites, and discusses how to:

Reset the Payment Predictor process.
Restart the Payment Predictor process.

See Also

Setting Up Payment Predictor Processing

Understanding Payment Predictor Processing

The Payment Predictor process automatically matches payments with open items for a customer based on a predefined payment predictor method. When you set up Payment Predictor, you define algorithms, algorithm groups, and methods. You specify in each payment predictor method how to handle the exceptional conditions, such as overpayments or underpayments, for the algorithm group that you associate with the method.

Note. The algorithm groups #DETAIL and #DTL_TLR do not allow you to define exception handling.

The Payment Predictor process either matches the payment and sets it to post or sends the payment matching results to a payment worksheet for review. If the payment predictor method designated that the process create a payment worksheet, the worksheet shows how Payment Predictor applied the payment and made adjustments based on the instructions in the method.

If the system sends the payment matching results to a payment worksheet, you must review the worksheet. You must decide if you want to accept the matching results as they are or make other adjustments. When you are done working with the payment worksheet, you set the payment to post.

If the process does not generate a worksheet, it creates a payment group and sets it to post.

Run the Receivable Update process to post any new items that the process created and to create accounting entries.

Payment Predictor Abends

If the Payment Predictor process abends, you have two alternatives:

You can reset and rerun the process instance on items locked by the Payment Predictor process and other associated tables that may need to be rolled back to their original state.
You can restart and resume processing after you have resolved the cause of the abend.

Note. We recommend that you reset and rerun from the beginning if your are not certain which approach to take.

Prerequisites

Perform the following tasks before you run the Payment Predictor process:

Define payment predictor methods.
Assign a payment predictor method to a business unit.
Override the payment predictor method for individual customers if needed.
Enter balanced deposits with reference information for payments.
Select the Payment Predictor check box for the payments.

Each payment must have a magnetic ink character recognition (MICR) ID, a customer ID, or some other type of reference information. If the payment does not have reference information, use a payment predictor method that has a step to route the unidentified payment to a control account and generate a worksheet.
Verify that the deposits are in balance.
If you interface vendor rebates from Purchasing or claimbacks from Order Management, you must activate the CHKREBAT step in the PREPARE section of the AR_PREDICT1 Application Engine process.

See Also

Defining Payment Predictor Methods

Defining Payment Options

Entering Payments

Entering Additional Billing, Purchasing, Payment, and Write-Off Options for Bill To Customers

Page Used to Run the Payment Predictor Application Engine Process

Page Name	Object Name	Navigation	Usage
Payment Predictor	PP_REQUEST	Accounts Receivable, Payments, Apply Payments, Request Payment Predictor, Payment Predictor	Define run parameters for the Payment Predictor process.
Process Reset	AR_RESET	Accounts Receivable, Receivables Update, Reset Process, Process Reset	Reset the Payment Predictor process. Unlock and rerun the process.
Process List	PMN_PRCSLIST	PeopleTools, Process Scheduler, Process Monitor, Process List Click Process Monitor on the Payment Predictor page.	Review the multiple processes in a job.
Process Detail	PMN_PRCSLISTREE	Click the Details link on the Process List page. Select a failed process from the process list.	Restart a failed process.

Resetting the Payment Predictor Process

Access the Process Reset page.

Enter your search criteria for the process instance and click Refresh.

Under Not Successful Process Requests, select the process instance that you want to reset.

Reset

Click to unlock and reset the process instance.

After the process instance is reset, you can rerun the process.

Restarting the Payment Predictor Process

Access the Process List page.

Because Payment Predictor is a job (a collection of multiple processes), you may need to restart multiple processes. Find the processes that you need to restart.

Process Detail

Click to access the Process Detail page, and select Restart Request.

Reviewing Payment Predictor Process Results

This section provides an overview of the Payment Predictor payment status and lists the pages used to review Payment Predictor process results.

Note. If you use the message catalog to view all of the messages that the process returns, the system prompts you for a language code and message set number. Use 6880 for the Payment Predictor process.

Understanding Payment Predictor Payment Status

This table lists the different Payment Predictor process statuses for payments that appear on inquiries, reports, payment worksheets, and messages:

Payment Predictor Payment Status	Description	Pay Status	Post Status
I (processed)	Payment was considered, and it either did not meet the criteria of the method, or it did not have items selected for it.	Identified	Not applicable
W (worksheet)	Payment was applied and payment worksheet was built by the Payment Predictor process for review.	Worksheet	No action
A (applied)	Payment was applied and Pending Groups were created by the Payment Predictor process for posting.	Applied	Batch Standard

Pages Used to Review Payment Predictor Process Results

Page Name	Object Name	Navigation	Usage
Payment Predictor Detail	RUN_AR21001	Accounts Receivable, Payments, Reports, Payment Predictor Detail, Payment Predictor Detail	Define the run parameters for the Payment Predictor Detail report (AR21001). Use the report to view a list of payment predictor activity between the dates that you specify.
Payment Predictor Summary	RUN_AR21002	Accounts Receivable, Payments, Reports, Payment Predictor Summary, Payment Predictor Summary	Define the run parameters for the Payment Predictor Summary report (AR21002). Use the report to view a list of Payment Predictor results by status and predictor method or algorithm. The number of payments is listed as a percentage of the total number of payments predicted. A summary at the end of the report provides the number of payments predicted, the number of payments not predicted, and both numbers as a percentage of the total.
Unmatched MICR Identifiers	RUN_AR21003	Accounts Receivable, Payments, Reports, Unmatched MICR Identifiers, Unmatched MICR Identifiers	Define the run parameters for the Unmatched MICR Identifiers report (AR21003). Use this report to view a list of MICR identifiers that appear on payments and that have not been defined in the customer MICR ID table. This report also indicates the predictor status of each payment.

Applying Payments Using Payment Worksheets

This section provides an overview of worksheet creation and modification and discusses how to:

Build a payment worksheet.
(Optional) Enter item references for the payment.
Use payment worksheets to apply payments.
(Optional) Convert payment amounts to a different currency.
Distribute amounts for multiple revenue lines for control budgets.
View and update item details.
Select a payment worksheet action.
Handle returned payments.

Understanding Worksheet Creation and Modification

A payment worksheet is a cash application tool; it is an alternative to applying payments through express deposit or with the Payment Predictor process. Payment worksheets use information about customers and items to apply payments. You match items with payments and make any necessary adjustment (prepayments, on-account payments, write-offs, and deductions). The system creates one worksheet for each payment, not one for each deposit.

You can process items with multiple currencies, and the payment and items do not have to be in the same currency. The worksheet enables you to work with different item entry, item base, payment entry, and payment base currencies.

Working with a payment worksheet consists of these high-level steps:

Use the Worksheet Selection page to select the items that you want to work with and build the worksheet.

If you add items to an existing worksheet, the system adds the new items that you selected and does not delete any items that are already on the worksheet.
Use the Worksheet Application page to apply the payment to items.
Use the Worksheet Action page to select a posting action for the worksheet or to create accounting entries online.

You can also delete the worksheet, or you can save your work and complete the worksheet later.

Note. You run the Receivable Update process to post the payments, create accounting entries, and update the item balance due amount. In a production environment, we recommend that you use Receivable Update to create accounting entries rather than creating accounting entries online.

See Also

Posting and Unposting Groups

Pages Used to Apply Payments Using Payment Worksheets

Page Name	Object Name	Navigation	Usage
Worksheet Selection	PAYMENT_IDENT_IC	Accounts Receivable, Payments, Apply Payments, Create Worksheet, Worksheet Selection	Create a new worksheet, modify an existing one, and select items to include in the worksheet.
Detail Reference Information	PAYMENT_REF_DET2	Click the Detail Reference link on the Worksheet Selection page.	Create deductions, pay or write off all or part of an item, create on-account or prepayments without first building the worksheet.
Items NOT open on ITEM table	PAYMENT_REF_DET3	Click the Item Status link on the Worksheet Selection page or the Detail Reference page.	Display items that are not open on the Item table (PS_ ITEM). Use to list items that have been selected on the Detail Reference page but have already been paid or that do not exist on the Item table to determine whether to delete items on the Detail Reference Information page.
Worksheet Application	PAYMENT_WS_IC	Accounts Receivable, Payments, Apply Payments, Update Worksheet, Worksheet Application	Apply payments to selected items.
Currency Conversion	EU_CUR_CNV_WS_SEC	Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button on the Worksheet Application page.	Select the currency code, rate, and date of conversion for the display currency on the worksheet. The values you enter determine the currency and amount for the Conversion Amount - Currency field.
Worksheet Application Detail View	PAYMENT_WS_IC_DTL	Click the View Detail button on the Worksheet Application page.	View or update details about a selected item on a worksheet or copy, write off, or edit items.
Currency Exchange Aid	CURR_EXCHG_AID_SEC	Click the Currency Exchange Aid link on the Worksheet Application Detail View page.	Use as an aid in converting the payment amount to the currency of a selected item making a partial payment.
VAT Header	PAYM_ITEM_VAT_HDR	Click the Add VAT Information link on the Worksheet Application Detail View page.	View VAT header defaults. Manually override values if applicable.
VAT Detail	PAYM_ITEM_VAT_LN	Click the VAT Detail Page link on the VAT Header page.	View VAT line defaults including the VAT amounts. Manually override values if applicable
Item Activity Detail	ITEM_ACTIVITY_DRILL	Click the Item Activity link on the Worksheet Application Detail View page.	View all activities for an item.
Item in Other Groups	ITEM_PGROUP_SEC	Click the Item in Other Groups link on the Worksheet Application Detail View page.	View other worksheet groups that have the selected item or any pending item groups that are not posted that have the item.
Additional Customer Information	CUST_INFO_SEC	Click the Additional Cust Information (additional customer information) link on the Worksheet Application Detail View page.	View additional customer information.
Worksheet Action	PAYMENT_ACTION_IC	Accounts Receivable, Payments, Apply Payments, Finalize Worksheet, Worksheet Action Click the Worksheet Action link on the Worksheet Selection page or the Worksheet Application page.	Select posting options for the payment applied on the payment worksheet including entry events and worksheets that the Payment Predictor process generated.

Building a Payment Worksheet

Access the Worksheet Selection page.

Payment Predictor

Select to apply the payment automatically the next time that you run the Payment Predictor process. If you select Payment Predictor and then attempt to build a worksheet, the system clears the Payment Predictor check box.

Note. The Worksheet Selection page and the Payments page in regular and express deposit entry both have the Payment Predictor check box. If you select the option on either of these pages, the system automatically selects the check box on the other page. Set the default for the Payment Predictor process using the bank account on the External Accounts page.

Selecting Customer and Item Reference Criteria

The information that you enter about customers and items determines the information that appears on the worksheet. The more information you provide, the more focused your worksheet will be. For example:

If you enter only customer information, the worksheet lists all open items for the customer.
If you enter only item information, the worksheet lists all open items that match your item criteria for all customers.
If you enter both customer and item information, the worksheet lists all the open items that match the customer and item criteria that you select.

Note. If you enter no customer or item information, the system creates a blank worksheet.

Entering Customer Criteria

Customer Criteria	Select the type of customer that you want to include in the worksheet: Corporate Items, Customer Items, or Remit From Items. If you select None, the system creates a worksheet based on the other selection criteria and does not limit items to specific customers. You can also select None and enter a customer ID and business unit. In this case, the system uses the customer reference criteria in conjunction with the item reference criteria to choose only items that match both criteria.
Customer ID and Business Unit	Enter the customer ID and business unit. Note. If you select Corporate Items or Remit From Items in the Customer Criteria field, you must enter a business unit. The system needs a business unit to determine the setID of corporate and remit from customers. The resulting worksheet displays all open items having the specified corporate or remit from customer across all business units, not just the business unit that you select.
MICR ID (magnetic ink character recognition ID)	(Optional) Enter the customer's MIRC ID.
Link MICR	Click to link the customer's MICR ID to other customers who have the same MICR ID.

Entering Reference Criteria

The information that appears on the Worksheet Selection page comes from the Regular Deposit - Payments page, the Express Deposit - Payments page, or from payment information received from a payment interface, such as EDI or a lockbox. If you did not enter information on the Payments page, enter it on the Worksheet Selection page.

Note. The only instance in which you can use reference criteria independently of customer criteria is when the Restrict to field is All Customers.

Reference Criteria	Specify whether you will use a Specific Value, None, or a Range of References. If you select either Range of References or Specific Value, you enter information in the Item Reference fields. If you click the Detail Reference link to enter reference information, the Reference Criteria field displays Detailed References.
Restrict to	Select to qualify items by customer. Values are All Customers, Corporate Cust Only, Customer Only, and Remit Cust Only.
Match Rule	If you select Specific Value in the Reference Criteria field, specify whether the item information is an Exact Match or a Like Match. A Like Match enables you to use a percent (%) wildcard to identify the reference, as long as you provide the beginning letters or numbers. For example, if you enter a purchase order number of 24% and select Like Match, the worksheet will contain all items with purchase order numbers beginning with 24xx, but will not include a purchase order number of x24x.
Reference and To Reference	Enter one of the following: If you selected Specific Value in the Reference Criteria field, enter the specific item reference. If you selected Range of References, enter the starting and ending values for the range of references. The values that you enter are case-sensitive.
Qual Code (qualifier code)	Enter the type of reference, such as documents, items, purchase orders, or any other criteria that you set up on the Reference Qualifier page.
Detail Reference	Click to access the Detail Reference Information page, where you enter a list of items to which you are applying the payment. This page works like a worksheet, and enables you to quickly enter items and specify the payment amount and enter some of the available entry types for processing the items.

Including and Excluding Items

All Items, Deduction Items Only, or Items in Dispute Only

Select one of these options to indicate the types of items to include in the worksheet. If you select All Items, you can select one or more of the following check boxes to exclude those item types from the worksheet: Exclude Deduction Items, Exclude Collection Items, and Exclude Dispute Items.

Building the Worksheet

Build

Click to create a new worksheet or to add items meeting your selection criteria to an existing worksheet.

The following may occur if the payment is out of balance or there are duplicate payments:

If the Build button is unavailable, the deposit containing this payment is out of balance, or the deposit is a duplicate lockbox or EDI deposit.

Correct these problems using the Regular Deposit Balancing page.
If you build a worksheet that references the same item multiple times, a warning message appears indicating that you have duplicate payments for the item when you save the worksheet.

The item appears multiple times on the worksheet. Apply the payment to the item multiple times, which creates a credit on the customer account, or clear the item and select another action.

Clear

Click to remove all items from an existing worksheet.

Enter Item References for the Payment

Access the Detail Reference Information page.

To view and change information:

(Optional) Click Get Pay Amounts to display the amount of the items from the previous entries.

This button is available only if amounts are not displayed.
Enter the item ID, such as an invoice number and a sequence number.

The system populates the other fields from the current item information if the item ID is a preexisting item.
Change the payment amount, entry type, and entry reason as needed.

These entry types are valid for existing items:

PY

Pay an item.

WO

Write-off.

DED

Deductions.

Note. To partially write off an item, use the write-off option and change the payment amount.

These entry types are valid for new items:

OA

On account (negative amount).

PR

Prepayment (negative amount).

DED

Deductions (positive amount).
Enter discount information:
- For earned discounts, the system automatically selects the Disc (discount) check box and populates the Disc Amt (discount amount) field.
  
  Change the discount amount if needed or clear the Disc check box if you do not want to allow the discount.
- For unearned discounts, the Disc check box is not available unless you accessed the page from the Regular Deposit - Payments page and you selected the Payment Predictor check box.
  
  To enable the Payment Predictor process to take an unearned discount, select the Disc check box and enter the discount amount. If you are applying the payment on the payment worksheet, you take unearned discounts on the Worksheet Application page.

Using Payment Worksheets to Apply Payments

Access the Worksheet Application page.

To use the payment worksheet, follow these high-level steps:

Use the item display or sort controls to adjust the view.
Select the items to pay.
Handle underpayments, overpayments, and discounts.
Check the information in the Balance group box to see if you have used the entire payment.

You cannot post a worksheet until the entire amount of a payment is accounted for, either applied to an item, deemed a prepayment, held on account, deducted from the customer's balance, or considered an adjustment.

Payment Accounting Date

Displays the accounting date for the payment activity.

Selecting Items and Item Actions

The item selection controls enable you to work with all items in the worksheet at once or a specified range of items.

Entry Type and Reason

Select the entry type for the activity that you want to perform for the selected items. You must enter a valid entry reason in the Reason field if you specified that entry reasons are required when you set up the entry type that you entered in the Entry Type field. Valid entry types are:

PY (Pay an Item): Select to apply the payment to all the selected items.

WO (Write off an Item): Select to write off selected items. The system issues a message if you try to write off more than the write-off tolerances permit.

DED (Create a Deduction): Select to create a deduction item for the selected items.

Note. If you select an item that is in use, you get an error message. A setting on the Installation Options - Receivables page—No Mult Pending Item Selection (no multiple pending item selection)—determines whether the system checks groups to see if an unposted pending item exists for the item that you selected or if the item has been selected in another group. To see where the item is in use, select Items in Other Groups on the Worksheet Application Detail View page for the item.

Choice and Range

Select an option to select or clear multiple items at a time. Options are: Select All, De-Select All, Select Range, De-Select Range.

If you select Select Range or De-Select Range, enter the range in the Range field. For example, enter (4-7).

Click to apply your selections to the items in the grid and to update the worksheet balances.

Changing Item Display Information

Use the fields in the Item Display Control group box to adjust the view and contents of the Item List grid.

Display	Use to limit the display to all items by using the % wildcard or to a particular type of item. Choices are: All Items, Blank, New Items, Other, Selected, or Unselected.
Go	Click to refresh the list of items in the grid.
	Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button to access the Currency Conversion page where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine which exchange rate to use.
Sort All	Use to sort all items in the worksheet, not just the items that are displayed in the scroll area. This field is not available if the number of rows does not exceed the maximum chunk size. Options are Due Date or Item. Then click Go to resort all items in the worksheet. Click the arrows to view different chunks of data. For better performance, you can limit the number of rows that appear in the scroll area on the Installation Options - Receivables page. We recommend a maximum chunk size of 100 rows, although larger chunks may perform satisfactorily.

Reviewing Item Summary Information

Use the Customize link to sort by column and to reorder, hide, and freeze columns. This enables you to put the key fields that you want to review on the Detail 1 tab and sort your data.

	Click the View Detail button to view or update details for a selected item on a worksheet and to copy or write off the item.
Remit Seq (sequence number)	This sequence number relates to the order in which the items were entered on the Worksheet Selection page. Initially the items appear in this order. If you sort the worksheet based on the value in another column, the number stays with the item, but the grid order changes. Use this column to sort the worksheet in the original order.
Pay Amt (payment amount)	This field initially displays the open amount for the item. Change the amount to make a partial payment.
Type and Reason	Enter the entry type and reason. Some entry types are valid for existing items and some are valid only for new items. Note. If you are applying a payment to a vendor rebate claim or claimback item interfaced from Purchasing or Order Management and the business unit for the item requires VAT, then you must split the item by entering the base amount of the item in the Pay Amt field for one row and the VAT amount for the item in the Pay Amt field for the other row. Use the PY (Pay an Item) entry type for each item. You must enter the appropriate entry reason for each row to indicate whether the amount is the base amount or the VAT amount. You also must enter the reference number for the claim item in the Document field on the Worksheet Application Detail View page. See Understanding Entry Reasons.
Event	U.S. federal financial systems require supplemental accounting entries. Enter the entry event code to generate the appropriate supplemental accounting entries for the payment activity for the item.
Disc (discount)	Select to take an unearned discount.
Disc Amt (discount amount)	Override the amount of an earned discount or enter an amount for an unearned discount. The system calculates item discounts using the payment terms code and discount grace days that are posted with the item. A discount is earned if the payment accounting date falls within the period of discount days plus discount grace days. For example, if the terms code for the item specifies discount terms of 10 days and the discount grace days is 3, then the discount is earned, if you received the payment within 13 days. Any changes made to discounts must meet the discount tolerance requirements defined on the User Preferences - Receivable Data Entry 2 page.
Add with Detail	Click to add an item to handle overpayments, underpayments, and write-offs. If a new item was created in error, clear the item by clearing the Sel (select) column, or delete the item.
Revenue Distribution	Click to manually distribute amounts for control budgets across multiple revenue lines if you are making a partial payment. This link is available only if you have enabled commitment control processing and you have enabled input of multiple revenue lines for the business unit.

Reviewing Balance Information

As you select open items, you need to check the information in the Balance group box. The system updates the amounts whenever you click the Refresh button. If the Remaining amount is not 0, you need to adjust the payment amounts or select additional items.

Handling Exact Payments

Select items that match the payment. If a customer has no items in the worksheet, you can still put a payment on account or treat it as a prepayment.

Handling Underpayments

To apply an underpayment, do one of the following:

Treat the entire amount as a partial payment against an item.

Then change the amount for the item to the amount of the payment.
Pay off the item and create an adjustment or a deduction item for the difference between the item amount and the payment amount by creating a new item and entering a positive amount for the difference.

For deductions, enter the item ID of the paid item as the document ID for the new deduction on the Worksheet Application Detail View page. This ties the purchase order number, bill of lading, and document information for the referenced item to the new deduction. Regular deductions create new items in the system. The Deduction Due Date field on Receivables Options - Payment Options page, enables you to determine whether the due date of the new item is the payment accounting date or the due date of an existing item. If you specify that the due date is from an existing item, you must enter the item ID of the existing item as the document ID on the Worksheet Application Detail View page. After the Receivable Update process runs, the new deduction appears in the system.
Until you know why the customer underpaid, place the entire amount on account (without referencing any items) by creating a new item and entering a negative amount for the amount of the payment.

Do not use the same item ID for the on account item as an existing item. If you want the on account item to be associated with an existing item, either add a prefix or suffix to the ID or use the same item ID with a different line number.
Partially pay for an item and write off the remaining item balance by selecting the split item and changing the entry type to WO.

Important! If the item is a rebate claim that originated in Purchasing or claim back that originated in Order Management, do not write off the remaining balance. Use the Claims Management Workbench in Purchasing or Order Management to handle write-offs. This enables the system to determine whether the write-offs meet the write-off tolerances for claim processing.

See Understanding Vendor Rebates.

See Working with Claimbacks.

Handling Overpayments

To apply an overpayment, do one of the following:

Pay off the item and create a new on account, adjustment, or prepay item with the remainder by creating a new item and entering a negative amount for the overpayment amount.

Note. If invoices exist that reflect a prepayment (in other words, the on-account item and the item have the same document number), be careful not to match those items with another item that does not have a matching value in the Document field.
Pay off one or more items entirely and treat the remainder as a partial payment on another item by changing the amount for the item to the remaining amount of the payment.
Until you know why the customer overpaid, place the entire amount on account (without referencing any items) by creating a new item and entering a negative amount for the amount of the payment.
Pay off one or more items and write off the remaining balance by creating a new item and entering a negative amount for the overpayment payment amount.

Handling Remaining Amounts

If you do not find an open item to which you can apply the remaining payment, add an item to the worksheet and write off the remaining balance by selecting either the Write-off an Overpayment or Write-off an Underpayment entry type.

You can only write off an amount up to the user’s authorized limit. Check these amounts on the User Preferences - Receivable Data Entry 2 page. The system compares the item amount to the user’s write-off limit in the format currency selected on the Receivables Data Entry 2 page.

Note. If you selected the Partial Payment Disabled check box on the Receivables Options - Payment Options page, no partial payments can be processed.

Distributing Amounts for Multiple Revenue Lines for Control Budgets

Access the Multiple Revenue Line Distribution page.

The only item entries that appear on the page are ones for which you are making a partial payment.

Display Control	If you are viewing all item entries, select an option to limit the list of item entries and click Redisplay. Options are: All Entries: Displays all item entries. Manual Entries: Displays only item entries that the user is changing manually. Out of Balance: Displays only item entries that have a remaining amount.
Revenue Amount Distribution	Specify how to distribute the revenue. Enter the instruction for an individual item entry by completing the Revenue Amount Distribution field for the item entry and click Distribute. Enter the instruction for all items displayed in the scroll area, by completing the All Item Entries Displayed field and click Distribute All. Options are: System Distribution: This is the default. The Revenue Estimate Application Engine process (AR_REV_EST) calculates the revenue distribution amount for each line by prorating the revenue balance for all lines. If you have selected a manual method, select this option to enable the process to calculate the amounts. Reset to Zero: Select to reset all the amounts to 0. Weighted Open Balance: Select to have the system prorate the revenue amounts based on the revenue balance for each distribution line. Then readjust the amounts as needed. Even Across Revenue Lines: Select to distribute the revenue amount evenly across all lines for the item entry. Then readjust the amounts as needed.
Revenue Amount	Displays the total revenue amount for the item entry.
Distributed Amount	Displays the total of the revenue amount that has been entered for the revenue lines.
System Distribution	If this check box is selected, the Revenue Estimate process calculates the revenue distribution amounts.
Remaining Amount	Displays the difference between the total revenue amount for an item entry and the amount entered. The amount must be 0 to post the worksheet. Click the Refresh button to update the totals.

Viewing and Updating Item Details

Access the Worksheet Application Detail View page.

View item details to identify an item or change the details as needed.

Deduction Reason	If you are creating a new deduction, enter the reason why the customer took the deduction. You define reason codes on the Deduction Reason page.
AR Specialist (accounts receivable specialist)	The system populates the AR Specialist field for deduction items based on the default specialist that you assigned to the business unit. If you overrode the default specialist for the deduction reason or customer, the system uses that value.
Document	If you enter a value that matches an existing item ID, the system automatically populates the Bill of Lading, Order No (order number) PO Ref (purchase order reference) Contract # (contract number) Letter of Credit ID, and Due Date fields with the values for the existing item when you save or refresh the page. If you receive different information for these fields with the payment, override those values. If you are applying the payment to a vendor rebate claim item or claimback item that you interfaced from Purchasing or Order Management, you must enter reference ID. When you run the Rebate Notification process, it sends the reference ID to Purchasing and Order Management to use to reconcile the claims on the claims management workbench. This field is available for entry for existing items only if you enter entry reasons on the AR Integration page.
Promotion Code and Merch Type (merchandising type)	If you are creating a new deduction that the customer took for a promotional deal and you use Promotions Management, enter the code associated with the promotion and the merchandising type. If the promotion is associated with more than one merchandising type, you must create a separate deduction for each merchandising type.
Location	Enter the address sequence number for new items. You must enter a value in this field to include the item in correspondence if you selected the Item Address option for the correspondence customer on the Correspondence Options page.
Copy	Click to copy the item and add a new row to the worksheet. You must add the amount and entry type to the new row.
Write Off	For a new item, click to write off an overpayment or underpayment amount.

Note. To save your changes on this page, return to the Worksheet Application page.

Converting the Payment Amount to a Different Currency

Access the Currency Exchange Aid page.

The Amount to apply to Item field initially displays the amount from the Worksheet Application page in the entry currency. If you want to partially pay the item, you have two options:

Change the amount to pay using the item currency in the Amount to apply to Item field.

When you press the tab key to exit the field, the system updates the Amount of payment to apply to Item in Payment Currency field with the amount of the payment that you will apply to the item in the payment currency.
Enter the amount of the payment to apply to the item in the payment currency in the Amount of payment to apply to Item in Payment Currency field.

When you press the tab key to exit the field, the system changes the item amount (the amount of the item you will pay) in the Amount to apply to Item field.

Each time that you change one of these amounts, the system updates the New Payment Amount Remaining field so you can track how much of the initial payment remains.

Selecting a Payment Worksheet Action

Access the Worksheet Action page.

Delete Worksheet	Click to delete the entire worksheet, plus any accounting entries created for the worksheet.
Delete Payment Group	Click to delete the accounting entries that you create but leave the worksheet intact.
Action	Select a posting action for the group and click OK to execute the action. Options are: Do Not Post: Saves the changes to the group, but no posting occurs. Select this option to change the posting option for a group set to Batch Standard, 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 Receivable Update 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. If the Payment Predictor process created the worksheet and an item is selected for a business unit to which you do not have security access, you cannot post the payment until you clear the selection. See Receivable Update Processing Options.
Create/Review Entries	Click to create or review accounting entries. Use this option only if you need to review or modify the accounting entries. Otherwise, use one of the posting actions to create the accounting entries.

Note. If the worksheet does not have a zero balance, but you need to stop working with the worksheet, save the work, and select Do Not Post for the posting action.

Handling Returned Payments

You can handle returned payments in a variety of ways according to your organization's policies and the conditions surrounding the return.

Reversing the Original Payment

If you have already run the Receivable Update process to post a payment, you must unpost the payment group to reverse the payment.

To unpost a payment:

(Optional) View control information on the Payment Control page.
(Optional) Select an unpost reason on the Options page.
Select Batch Priority or Batch Standard in the Action field on the Action page and click OK.

Handling Uncollectible Payments

A variety of solutions exist for handling uncollectible payments. The solution that you select depends on:

Whether the payment is permanently uncollectible and whether the totals should be included in the control tables.
Whether the payment is temporarily uncollectible and whether the totals should be included in the control tables.

To handle permanently uncollectible payments when the amount is not included in the control totals:

Unpost the original payment.
Reapply the original payment as an on-account payment on the payment worksheet.
Write off the on-account payment on the maintenance worksheet.

To handle permanently uncollectible payments when the amount is included in the control totals:

Unpost the original payment.
Reapply the original payment as an on-account payment on the payment worksheet.
Apply the returned check to the on-account item that you created for the payment.

To handle temporarily uncollectible payments when the amount is not included in the control totals:

Unpost the original payment to open the items and leave the payment unapplied.
When the check clears, reapply the payment using the original payment.

To handle temporarily uncollectible payments when the amount is included in the control totals:

Create a debit item to record the return.
When the check clears, create a new worksheet and apply the payment to the new debit item.

Creating and Updating Accounting Entries

When you post payment groups, the Receivable Update process creates the group and accounting entries. To review the accounting entries before you post the group, you can create them online using the Worksheet Action page. The system edits for ChartField combination errors when you create the accounting entries in batch or online if you enabled ChartField combination editing on the Receivables Options - General 2 page for the business unit. You cannot post the accounting entries until you fix the error if you selected Recycle in the ChartField Editing group box.

Use the Accounting Entries page to review and update accounting entries that have already been created for payment groups. You can edit the AR (receivables) lines for these types of new items that do not reference existing items:

Prepay an Item (WS-04)
Place an Amount on Account (WS-05)
Adjust Remaining Overpayment (WS-06)
Adjust Remaining Underpayment (WS-07)
Create a Deduction (WS-08)
Write-off an Overpayment (WS-10)
Write-off an Underpayment (WS-11)

Note. You cannot edit the AR lines when the system generates two transactions for the same new item ID, because the AR line must match for both transactions. This applies when a Write-off an Overpayment (WS-10) item automatically creates an Adjust Remaining Overpayment (WS-06) item, or when a Write-off an Underpayment (WS-11) item automatically creates an Adjust Remaining Underpayment (WS-07) item.

You can edit the user-defined line for these type of transactions:

Take Earned Discount (WS-02)
Take Unearned Discount (WS-03)
Write-off an Item (WS-09)
Write-off an Overpayment (WS-10)
Write-off an Underpayment (WS-11)

Note. You cannot edit entries if you selected the Always Inherit or Inherit within BU inheritance option.

For errors in Pay an Item (WS-01) transactions, perform these steps:

Delete the entries using the error correction pages.
Modify the combination edit rules so the combination is valid or modify the ChartField combination on the External Account page for the bank account if the error is on the Cash line.
Rerun the Receivable Update process.

Important! To keep the accounting entries balanced when you make changes, enable the ChartField Balancing option on the Ledger Group - Balancing page. This enables the system to create intraunit accounting entries across the from and to line.

If the original item that an item references has project ChartFields and you interfaced it from Billing, and you want to use the same ChartField values; 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 heading in Billing.

See Also

Correcting Posting Errors

Page Used to Review and Update Accounting Entries

Page Name	Object Name	Navigation	Usage
Accounting Entries	GROUP_ENTRY1_DSP	Accounts Receivable, Receivables Update, Correct Posting Errors, Payment, Accounting Entries	Review and correct errors for accounting entries in a payment group.

Paying for a Single Item by Credit Card

This section provides an overview of credit card payment, lists prerequisites, and discusses how to:

Select a single item for payment by credit card.
Enter and transmit credit card data for a single item.
Verify credit card payment authorization.
Run the Receivables Credit Card Application Engine process.

Understanding Credit Card Payments

There are two methods of obtaining credit card authorization for items in Receivables:

To obtain authorization for a single item, click the Pay by Credit Card link on the Detail 1 page.
To obtain authorization for the entire balance for a business unit or customer, use the Credit Card Payment option by selecting Apply Payments, Process Credit Card Payments, Credit Card Payments.

After you obtain credit card authorization, you run the Receivables Credit Card process (AR_CRCARD) to create a payment worksheet that is automatically set to post. The credit card payments are automatically applied to the items. You can review the worksheet if desired, or just run the Receivable Update process to post the payment.

See Also

Processing Credit Cards

Prerequisites

Before you pay for an item by credit card, perform these tasks:

Create a bank account using the External Accounts component (BANK_EXTERNAL) that has a collection method of Credit Card.
Link bank accounts to customer credit card payments on the Credit Card Bank Account page.

See Also

Setting Up Credit Card Bank Accounts

Defining Collection Methods

Pages Used to Pay a Single Item by Credit Card

Page Name	Object Name	Navigation	Usage
Detail 1	ITEM_MAINTAIN	Accounts Receivable, Customer Accounts, Item Information, View/Update Item Details, Detail 1	Access the item that you want to pay for by credit card.
Credit Card Data	BI_CRCARD_TRANS	Click the Pay by Credit Card link on the Detail 1 page.	Enter credit card information to pay for a single item.
Credit Card Address	CRCARD_HIST_AR_INQ	Click the Credit Card Address link on the Credit Card Data page.	Enter address information for the transaction.
Credit Card History	BI_CRCARD_AR_HST	Click the Pay by Credit Card link on the Detail 1 page and select the Credit Card History tab.	Review the credit card payment history.
Credit Card Payments	CRCARD_REQUEST	Accounts Receivable, Payments, Apply Payments, Process Credit Card Payments, Credit Card Payments	Run the Credit Card process to create a credit card payment worksheet.

Selecting an Item for Payment by Credit Card

Access the Detail 1 page.

Pay Method	Change the payment method to CC (credit card), CHK (check), EFT (electronic funds transfer), or Giro - EFT.
Pay by Credit Card	Click to open the Credit Card Data page, where you enter credit card information for the item that you selected.

Entering and Transmitting Credit Card Data for a Single Item

Access the Credit Card Data page.

For the credit card data to be authorized, you must enter data in all the fields required by the third-party credit card authorization and payment application.

Credit Card Options

No Action	Select to save the information that you entered.
Transmit	Select to transmit the item to a third-party credit card authorization application, where it is either approved or denied.

Verifying Credit Card Payment Authorization

Access the Credit Card History page.

Authorization Code

Displays the approval code that the third-party authorization and payment application assigned to the transaction.

Running the Receivables Credit Card Application Engine Process

Access the Credit Card Payments page.

Run the Credit Card process to create a payment worksheet that is automatically set to post in the next standard scheduled run of the Receivable Update process.

Use the payment worksheet to review credit card payments before they post.

Looking Up Information on Payments

This section lists the pages used to look up information on payments.

Pages Used to Look Up Information on Payments

Page Name	Object Name	Navigation	Usage
All Deposits	DEPOSIT_STATUS	Accounts Receivables, Payments, Review Payments, All Deposits, All Deposits	View details about a specific deposit ID (including control totals and status) or scan all deposits, one at a time.
Payment Status	PAYMENT_STATUS	Accounts Receivable, Payments, Review Payments, All Payments, All Payments Accounts Receivable, Payments, Review Payments, Payment Status	View status of a specific payment.
Item Activity From A Payment	ITEM_PAYMENT	Accounts Receivable, Receivables Update, Posting Results - Payments, Item Activity From Payment, Item Activity From A Payment	Review all items paid by a single payment.
Cash Received by Unit	DEPOSIT_ACT_BU	Accounts Receivable, Payments, Review Payments, By Unit, Cash Received by Unit	View cash received by one business unit or scan all business units, one at a time.
Cash Received By Bank Account	DEPOSIT_ACT_BANK	Accounts Receivable, Payments, Review Payments, By Bank Account, Cash Received By Bank Account	Reconcile your database with information received from the bank.
Incomplete Deposits	DEPOSIT_INCOMPLETE	Accounts Receivable, Payments, Review Payments , Incomplete Deposits, Incomplete Deposits	View posted and unposted deposits that are not yet completely processed. View the payment amount in a deposit that is still in process, summarize out-of-balance deposits (only), or look at the list of incomplete deposits by user.
Incomplete Payments	PAYMENT_INCOMPLETE	Accounts Receivable, Payments, Review Payments, Incomplete Payments, Incomplete Payments	View payments that are not complete (not yet posted).

OA	On account (negative amount).
PR	Prepayment (negative amount).
DED	Deductions (positive amount).