Maintaining Customer Account Balances

This chapter provides an overview of customer account maintenance and discusses how to:

Maintain customer accounts using the Automatic Maintenance Application Engine process (AR_AUTOMNT).
Maintain customer accounts using worksheets.
Review accounting entries and correct errors.
Process refunds.

Understanding Customer Account Maintenance

Receivables provides two options to maintain customer account balances. Each option offsets debit items with credit items and writes off items that meet the write-off tolerances:

The Automatic Maintenance Application Engine process automatically matches debits and credits and writes off remaining balances that meet the write-off tolerances.

The process places them in match groups based on the methods that you set up.
The maintenance worksheet provides a method that enables you to offset debit and credit items manually or to write off items and remaining balances.

The maintenance worksheet enables you to offset all items in the worksheet or to enter match criteria that generates match groups.

This section discusses:

Write-off tolerances
Process flow

Setting Up Automatic Maintenance Processing

Write-off Tolerances

The system uses the write-off tolerances that you defined for the customer, business unit, and entry reason assigned to the write-off item, to determine whether the item is eligible to be written off automatically or on the maintenance worksheet. The system also uses the write-off tolerances for the user using the worksheet to determine if items on a worksheet can be written off. The system uses the most restrictive write-off tolerance values. For example, if the maximum write-off amount is 100.00 for a business unit, 20.00 for a customer, 50.00 for a deduction reason, and 30.00 for the user, the maintenance worksheet uses the 20.00 maximum write-off requirement for the customer, because it is the most restrictive.

Note. If you enable a user to override write-off tolerances on the maintenance worksheet, the write-off must still meet the write-off tolerances for the user.

The tolerances determine the maximum amount that the system can write off and the minimum age of an item before the system can write it off. To determine whether to write off an item, the system checks:

Whether the write-off amount is less than or equal to the tolerance amount.
Whether the write-off amount of the item is less than or equal to the tolerance percentage of the open amount of the item on the maintenance worksheet.

The Automatic Maintenance process compares the tolerance percentage to the percentage that the remaining balance for a match group is of the total amount of the debit or credits (whichever is higher).

Note. If you select No Match Write-Off for a step in an automatic maintenance method, the Automatic Maintenance process does not check the percentage tolerance, because the percentage will always be 100.
Whether the number of days that the item has been open exceeds the specified tolerance days until write-off.

The system determines the number of days that the item has been open by subtracting the item's accounting date from the system date.

Process Flow

To maintain customer account balances:

(Optional) Run the Automatic Maintenance process.
Enter item selection criteria and matching criteria, and build maintenance worksheets.
Use the worksheet to match debits and credits and create write-off, refund, and adjustment items.

Note. If you specify in the automatic maintenance method that you want to generate a worksheet for specific conditions, the Automatic Maintenance process automatically builds the worksheet. Use the worksheet to review the maintenance groups before posting.
Set the maintenance worksheet to post.

Each maintenance worksheet creates one maintenance group. The next time that the Receivable Update Application Engine process (ARUPDATE) runs, the system updates the customer balances and item activity for the selected items and generates the appropriate accounting entries.

Note. The Automatic Maintenance process also creates maintenance groups and automatically sets them to post, unless the automatic maintenance method indicates that the process should generate a worksheet.

Prerequisites

Before you can maintain items, you must:

Create automatic entry types for maintenance groups, using the Automatic Entry Type component.
Create control distribution codes for the maintenance worksheet and the Automatic Maintenance process.
Assign a default control distribution code to each business unit.
Define write-off tolerances for:
- Each business unit on the Receivables Options - General 1 page.
- (Optional) Individual customers on the Write-Off Info page.
  
  The system default for customers is no limit.
- Individual entry reasons for automatic entry type for the MT-02, MT-03, MT-06, and MT-07 system functions on the Automatic Entry Type - Selection page.
  
  The system default is zero, which means that nothing can be written off. If you want to enable write-offs, you must enter the tolerance values.
- Users who will use the maintenance worksheet on the Define User Preferences - Receivables Data Entry 2 page.
  
  The system default is zero. If you want to enable user to write off items, you must enter values.
Define reference qualifier codes for the maintenance worksheet.
(Optional) Define automatic maintenance methods.
(Optional) Assign an automatic maintenance method to each business unit.
(Optional) Define worksheet reasons.

See Also

Defining Receivables Processing Options

Defining Receivables Business Units

Defining Additional Processing Options

Setting Up Automatic Maintenance Processing

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

Defining Receivables Write-off and Discount Tolerances

Maintaining Accounts Using the Automatic Maintenance Process

This section provides an overview of automatic maintenance and discusses how to:

Run The Automatic Maintenance process.
(Optional) Run the Actual Matches report.
(Optional) Run the Potential Matches report.

Understanding Automatic Maintenance

The Automatic Maintenance process automatically matches debit and credit items based on criteria in automatic maintenance methods. It places the matching items in match groups and either creates write-off items to balance the group or creates an adjustment item to resolve the remaining balance for a group. Depending on the instructions in the automatic maintenance method, it either sets the match group to post or puts the match group on a maintenance worksheet. Use the worksheet to review the match groups and to set the maintenance group to post. It places all match groups for a corporate customer on the same worksheet.

Note. The process assigns items to the appropriate customer on the worksheet based on the customer level that you select for the automatic maintenance method step. For example, if you select Corporate for the customer level, the items are assigned to the corporate customer.

After you run the process, you can run these reports:

Actual Matches report, which lists new pending items that the Automatic Maintenance process created and set to post.

The report indicates the maintenance group and match group to which each item belongs.
Potential Matches report, which lists new worksheet items that the Automatic Maintenance process put on maintenance worksheets.

The report provides the worksheet ID and match group ID for each item.

You can run the Potential Matches report and Actual Matches report for a single process instance of the Automatic Maintenance process by running the Automatic Maintenance and Reports multiprocess job (ARAUTOMT).

Common Elements Used in This Section

Process Instance	Enter the number of a process instance for the Automatic Maintenance process to include only items from a specific run of the process.
Separate DR/CR Amount Fields (separate debit/credit amount fields	Select to display the entered amount for each item in either the Debit Total or Credit Total column depending on whether it is a debit or credit item. Otherwise, the report displays all item amounts in the Entered Amount column.

Pages Used to Maintain Accounts Using the Automatic Maintenance Process

Page Name	Object Name	Navigation	Usage
Automatic Maintenance	AUTOMNT_REQUEST	Accounts Receivable, Receivables Maintenance, Automatic Maintenance, Request Automatic Maintenance, Automatic Maintenance	Define run parameters for the Automatic Maintenance process or the Automatic Maintenance and Reports multiprocess job.
Actual Matches Report	RUN_AR11004	Accounts Receivable, Receivables Maintenance, Automatic Maintenance, Actual Matches Report, Actual Matches Report	Define run parameters for the Actual Matches report (AR11004). Use the report to view the pending items that the Automatic Maintenance process created and set to post.
Potential Matches Report	RUN_AR11005	Accounts Receivable, Receivables Maintenance, Automatic Maintenance, Potential Matches Report, Potential Matches Report	Define run parameters for the Potential Matches report (AR11005). Use the report to view new worksheet items that the Automatic Maintenance process placed on a maintenance worksheet.

Running the Automatic Maintenance Process

Access the Automatic Maintenance page.

Override Method	Select an automatic maintenance method if you want to use the same method for all items instead of the method assigned to the business unit.
Anchor Business Unit	Select the business unit that is used for transactions that cross business units for interunit accounting entries. Leave blank to use the business unit of the first item in each group as the anchor business unit for the maintenance group. If you enter an anchor business unit, the system uses the format currency for the business unit to convert transaction amounts to a common currency. Otherwise, it uses the format currency for the lowest value business unit that you enter in the Process Request Parameters grid. The process assigns the same anchor currency to each Maintenance worksheet that it creates. The system displays the worksheet totals in the anchor currency.
Accounting Date	Enter an end date for item selection. The process excludes any items with activity beyond this date from matching. The process also uses this date as the accounting date for any new items that it creates. If you leave the field blank, the process uses the date at the time of the run as the accounting date.
Business Unit	Enter the ID of all business units for which you want to match items. If you do not want to create match groups that include items across all business units, enter only one business unit.

Running the Actual Matches Report

Access the Actual Matches Report page.

From Date and To Date

Enter the date range that identifies when the Automatic Maintenance process created the pending items.

Running the Potential Matches Report

Access the Potential Matches Report page.

From Date and To Date

Enter the date range that identifies when the Automatic Maintenance process created the worksheets.

Maintaining Customer Accounts Using Worksheets

This section provides an overview of how to use the maintenance worksheet and discusses how to:

Build a maintenance worksheet.
(Optional) Specify matching criteria.
Use the worksheet to maintain items individually.
Maintain items in match groups.
View and update item details.
Distribute multiple revenue lines.
Choose a worksheet action.

Understanding How to Use the Maintenance Worksheet

This section provides an overview of the maintenance worksheet and discusses:

Process flow
Match groups

A maintenance worksheet is a workspace for offsetting, writing-off, or adjusting posted items. You can also use maintenance worksheets to refund an item with a credit balance or to create a new refund item for a credit remaining from maintenance tasks.

You can use two different views to work with the worksheet:

Use the normal view to work with items individually.

Select the items that you want to maintain individually; however, the worksheet must have a zero balance at the end, before you can post a worksheet. The amount of the debits that you selected and the amount of the credits that you selected, plus the amount of adjustments must equal zero.
Use the group view to work with items in match groups.

Specify matching criteria to work with items in match groups. The total of the debit and credit items in each match group must equal zero before you can post the worksheet. You can change the amount of an item that you are matching, add and remove items in each match group, or create a write-off item for the remaining balance for a group. This method is useful when you want to resolve deductions by matching them to offsetting credit memos.

Note. The Item Activity by Match Group page displays all the items in each match group for an item maintenance activity. This enables you to see all the offsetting items used to close an item.

See Reviewing Item Activity for a Match Group.

Because you frequently do not resolve the remaining balance for an item at one time, you can partially match a debit to a credit item or partially write off an item by changing the amount for the item on the worksheet. The system updates only the amount of the item that you specify.

Process Flow

To use a maintenance worksheet:

Enter information that determines which items appear in the worksheet.
(Optional) Enter criteria to match items in match groups.
Use the Worksheet Application or Worksheet Group View page to select items to match, to create write-off and adjustment items, or to create refund items.
Set the worksheet to post.

Match Groups

If you work with the worksheet in group mode, the system places debits and credits in match groups based on your matching criteria. The match group can contain items that belong to different business units and customers. Each group contains at least one credit and a least one debit. You can move items from one group to another as needed.

Common Element Used in This Section

Reason Code

(Optional) Select a reason code to apply to all items selected on the worksheet. This reason code appears with the item activity for these items.

Pages Used to Maintain Accounts Using Worksheets

Page Name	Object Name	Navigation	Usage
Worksheet Selection	WS_IDENTIFY_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Create Worksheet, Worksheet Selection	Create a new worksheet, or add and change items on an existing maintenance worksheet. Build the worksheet.
Worksheet Matches	WS_WORKSHEET_MTCHS	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Create Worksheet, Worksheet Matches	Specify matching criteria to create match groups in the worksheet and build the worksheet.
Worksheet Application	WS_WORKSHEET_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet, Worksheet Application Click the Normal View link on the Worksheet Group View page.	Offset individual debits and credits, write off items, create new items, or refund items.
Worksheet Group View	WS_WORKSHEET_IC2	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet Match Groups, Worksheet Group View Click the Group View link on the Worksheet Application page.	Balance match groups, and create write-offs and new items or refund items as needed.
Move Item	WS_MOVE_ITEM	Click the Move button on the Worksheet Group View page.	Move an item to a different match group.
Anchor Information	AR_WS_ANCHOR_SEC	Click the Anchor Information link on the Worksheet Application page or the Worksheet Group View page.	Specify the anchor currency for multicurrency processing and the anchor business unit and distribution code for the maintenance control distribution lines.
Currency Conversion	EU_CUR_CNV_WS_SEC	Click the Currency Conversion Panel button on the Worksheet Application page or the Worksheet Group View 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	WS_WORKSHT_IC_DTL	Click the View Detail button on the Worksheet Application page or the Worksheet Group View page.	View or change details about a selected item on a worksheet. Write off a remaining balance for the worksheet.
Item Activity Detail	ITEM_ACTIVTY_DRILL	Click the Item Activity link on the Worksheet Application Detail View page.	View all activities for an item.
Conversations	CONVER_DATA1_SS	Click the Conversations link on the Worksheet Application Detail View page.	Add or view conversation entries for the item.
Item in Other Groups	ITEM_MGROUP_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 link on the Worksheet Application Detail View page.	View additional customer information.
Multiple Revenue Line Distribution	AR_MRL_SEC	Click the Revenue Distribution link on the Worksheet Application Detail View page or Worksheet Application page or the Worksheet Group View page.	Determine how to distribute revenue to control budgets for partial payments when an item has multiple revenue lines.
AR Billing Inquiry	AR_BI_INQUIRY_B	Click the View Billing Information link on the Worksheet Application Detail View page.	Review details for an invoice in Billing. The amounts are in the base currency. This page contains data only if you use Billing. Use the Go To field to access a page in the Bill Inquiry component (BI_INQUIRY) in Billing. See Pages Used to Change and Review Item Information.
Worksheet Action	WS_ACTION_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Finalize Worksheet, Worksheet Action	Select a posting action, create or review accounting entries, delete a worksheet, create accounting entries online for the worksheet, or delete accounting entries.

Building a Maintenance Worksheet

Access the Worksheet Selection page.

Customer Criteria

Customer Criteria	Select the type of customer that you want to include in the worksheet. Values are: Corporate Items, Customer Items, or Remit From Items. If you select None, the system creates a worksheet based on your other selection criteria and does not limit items to specific customers. If you select None, the Customer Reference fields are not available.
Cust ID (customer ID) and Business Unit	Enter a customer ID and business unit. Note. If you select Corporate Items or Remit From Items in Customer Criteria, 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 that have the specified corporate or remit from customer across all business units, not just the business unit that you selected.
Rate Type	Required if you are working with multiple currencies. The default value for the rate type comes the value that you defined for the business unit on the Receivables Options - Payment Options page. Warning! If you do not enter a rate type and you select multicurrency items, the system returns you to the Worksheet Selection page, and you must start from the beginning. None of your work on the worksheet will be saved. To avoid accidentally losing your work, enter a rate type on the Receivables Options - Payment Options page, so that you always have a default value on the Worksheet Application page.
MICR ID (magnetic ink character recognition ID)	(Optional) Enter the customer's MICR ID.
Link MICR	Link the customer's MICR ID to other customers who have the same MICR ID.
Accounting Date	For new worksheets, select the accounting date that you want to apply to all items that you select on the worksheet. For existing worksheets, you can change the accounting date only if no items have been selected on the worksheet. If you have selected items, click the Clear button to clear the selections. Then change the accounting date.

Reference Criteria

Reference Criteria	Select a value that indicates whether you will use a Specific Value, None, or a Range of References to identify the items for the worksheet. If you select either Range of References or Specific Value, you work with the other two Item Reference fields. Note. The only instance in which you can use reference criteria independently of customer criteria is when All Customers appears as the value for the Restrict to field.
Restrict To	Select a value to qualify items by customer. Values are: All Customers, Corporate Cust Only, Customer Only, or Remit Cust Only.
Match Rule	If you selected 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 (PO) number of 24% and select Like Match, the worksheet will contain all items having PO numbers beginning with 24xx, but will not catch a PO number of x24x.
Anchor Business Unit	Select a business unit. The system uses the currency for the business unit as the anchor currency for conversion when items on the worksheet are in different currencies. The system also uses the maintenance control code (AR distribution code) that you assigned to the business unit to create offsetting accounting entries. If items are selected on the worksheet, you cannot change an anchor business unit. To change an anchor business unit, click the Clear button to clear the selections.
Currency	Enter the control currency for the worksheet. This field appears only if you enter reference values.
Reference and To Reference	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.
Reference Qualifier Code	Select the type of reference, such as document, item, purchase order, or any other criteria that you set up on the Reference Qualifier page. Note. You must enter a qualifier code before you enter a reference number if you do not have a default value assigned to the business unit.

Item Inclusion Options

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

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

Item Selection Filter

To limit the list of items on the worksheet, enter additional selection criteria in the Item Selection Filter group box. The Worksheet Application page displays only items whose values match the ones that you enter. For example, enter the code for a receivables (AR) specialist, to view only the items assigned to that person. This option is useful when you want to build a worksheet to resolve deductions.

Worksheet Action

Build	Click to create a new worksheet or to add items that meet your selection criteria to an existing worksheet.
Clear	Click to remove all items from an existing worksheet.

Specifying Matching Criteria

Access the Worksheet Matches page.

You specify the criteria for matching debit items to credit items in the Match Criteria group box. When you build the worksheet, the system displays groups of matching debit and credit items on the Worksheet Group View page.

Field Match

Select an option for matching the field values. Options are:

Field: Select to match any value in a specific debit item field to the exact same value in a specific credit item field. When you select this option, only the Debit Field and the Credit Field are available.

Value: Select to match a specific or partial value in a specific debit field to a specific or partial value in a specific credit field.

Debit Field and Credit Field

Select the matching criteria for debits in the debit fields and the matching criteria for credit items in the credit fields.

For each line, select the field on the Item table (PS_ITEM) that you want to match. Values are: Bill of Lading, Broker ID, Carrier ID, Claim Number, Class of Trade, Contract number, Division, Document ID, Entry Reason, Family, Invoice, Item ID, Major Classification, Order No, Price Promotion Code, Proof of Delivery, Purchase Order Ref, Sales Person, or Sales Person 2.

Operator

Select the operator for each field match:

= (equal): Matches the exact value that you enter in the From field.

BTW (in between): Matches a range of values that you enter in the From and To fields. For example, if you enter C to DZ, it matches all values that begin with C to DZ.

LIKE (like comparison): Includes references that begin or end with the same characters or numbers, by entering a partial value and the percent (%) wildcard in the From field. For example, if you enter a PO number of 24%, it matches items that have PO numbers beginning with 24xx, but won’t match a PO number of x24x.

Note. The To field is available only if you selected BTW for the operator. If you selected LIKE, you must enter a percent wildcard in the From field.

The system creates one match group that contains all of the items that meet your matching criteria for each line. For example, enter the following matching criteria:

Debit Field	ITEM
Operator	=
From	DE134
Credit Field	ITEM
Operator	LIKE
From	CR123%

If you have the debit item DE1234 and the CR1234, CR1236, and CR1239 credit items in the system, the system creates one match group containing these items:

DE1234
CR1234
CR1236
CR1239

Worksheet Action

Build	Click to create a new worksheet or to add items that meet your selection criteria to an existing worksheet.
Clear	Click to remove all items from an existing worksheet.

Using the Worksheet to Maintain Items Individually

Access the Worksheet Application page.

The page appears in normal view if you did not enter any matching criteria on the Worksheet Matches page or if the matching criteria did not generate any match groups.

Anchor Information

Click to access the Anchor Information page where you select an anchor business unit and anchor currency for multicurrency processing. Select a control distribution code for accounting entries. If an item is selected on the worksheet, then you are unable to change or select any of these fields.

Working with Item Selection Controls

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 selected the Require Reason check box for the entry type on either the Item Entry Type - Selection page or the Automatic Entry Type - Selection page. Valid entry types are:

Offset an Item: Select to offset all of the selected items.

Refund a Credit: Select to refund selected credit items. If you also have debit items selected, the system ignores them.

Write off a Debit: Select to write off selected debit items. If you also have credit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit.

Write off a Credit: Select to write off selected credit items. If you also have debit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit.

If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements.

Note. If you select an item that is selected in another worksheet, and you selected the No Mult Pending Item Selection field on the Installation Options - Receivables page, the system does not select the item in the grid. To see whether the item is selected in another group, click the Items in Other Groups link on the Detail View page for the item. The system also does not automatically select an item that you added to the worksheet by clicking the Add Item button if that item is selected in another worksheet.

Important! The system allows you to select Write off a Debit or Write off a Credit if the business unit for both items being matched requires VAT only if VAT applicability is set to Exempt or Out of Scope.

Choice and Range

Select an option to select or clear multiple items at a time. Values 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.

If you have a remaining balance, you can write off the remaining balance or create a new debit or credit item for the difference.

Using Item Display Controls

Display	Specify which items to display in the grid, such as All Items, Unselected Items, or Selected Items.
Go	Click to refresh the item list and balances.
	Click the Currency Conversion Panel 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 the Sort All field 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. Select Match to place matching credits and debits together. The worksheet matches the items by comparing the item ID and line number with the document and document line number. Select Items to sort the worksheet in the order that you entered the items on the Worksheet Selection page. Then click Go to resort all items in the worksheet. The page displays the selected rows that currently display in the list. 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. These fields and buttons are not available if the number of rows does not exceed the maximum chunk size.

Working with Item Summary Information

Use the Customize link to sort by column and 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.

See the section on using grid and scroll area controls in the Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications.

	Click the View Detail button to access the Worksheet Application Detail View page, where you view and update details for an item. Note. If you selected the option to view all items in the grid, the Detail View page displays information about all items in the grid and the page takes longer to open.
Seq Nbr (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 or by using the Sort All field, the number stays with the item, but the grid order changes. Use this column to resort the worksheet in the original order.
Item Balance	Displays the amount of the item on which you are taking action. Change the amount if you do not want to take action on the full amount of the item. For new items that you create, add the amount for the item.
Item ID and Line	If you added a new item to the worksheet to balance the worksheet, enter the item ID and line number. If you need to add additional information for the item, use the Worksheet Application Detail View page.
Type and Reason	Select the entry type and reason for the activity. If you are working with an existing item, select one of these entry types: MT (Offset an Item): Select to match the item. Note. If you are offsetting a vendor rebate claim or claimback item interfaced from Purchasing or Order Management and the item's business unit is associated with a VAT entity, you create two items one with the base amount of the item in the Item Balance field and one with the VAT amount for the item in the Item Balance field. Use the MT (Offset an Item) entry type for each item. Use the CRBSE entry reason for the row with the base amount and CRVAT entry reason for the row with 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. RC (Refund a Credit): Select to refund a credit item. WO (Write-off a Debit): Select to write off a debit item. WOC (Write-off a Credit): Select to write off a credit item. If you are working with a new item in the worksheet that you created by adding a new row to the worksheet, select one of these entry types: MC (Create New Credit): Select to create a new credit memo and add the amount to the adjustment total. The amount in the balance field must be negative. MD (Create New Debit): Select to create a new debit memo and add the amount to the adjustment total. The amount in the balance field must be positive. RRC (Refund Remaining Credit): Select to refund the remaining balance for the worksheet in the Net field. WRC (Write-off Remaining Credit): Select to write off the remaining credit balance for the worksheet in the Net field. The system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total. WRD (Write-off Remaining Debit): Select to write off the remaining debit balance for the worksheet in the Net field. The system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total. Note. If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements. Important! The system allows you to select Write off a Debit or Write off a Credit if the business unit for both items being matched requires VAT only if VAT applicability is set to Exempt or Out of Scope.
Add Item	Click to add an existing item that is not already in the worksheet. When you add an item, enter the business unit, customer ID, and item ID. The system selects the item and assigns an MT offset entry type. If you are using line items, all line items for the item are selected. If you attempt to add an invalid item ID or any open item that does not meet the current editing criteria, it will not be added to the worksheet. Note. To add all of another customer’s open items as opposed to a single item, access the Worksheet Selection page, where you can add a customer ID and rebuild the worksheet.
Group View	Click to access the Worksheet Group View page, where you match items in match groups.
Write Off Remaining Amount	Click to write off the remaining balance for the worksheet. The link is available only if there is a balance in the Net field. The system creates two new pending items—the new debit or credit and the write-off—and assigns an item ID to each item. Override the item ID if you want to assign your own number. If the net amount is greater than zero, the system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total. If the net is less than zero, the system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total. If either MT-06 or MT-07 have the Require Reason option selected you will not be able to use this link. Instead you must create a new line on the Worksheet and enter the information for the write-off including the Reason Code.
Revenue Distribution	Click to distribute revenue amounts for control budgets, when an item has multiple revenue lines and you are only partially taking action on it. This link is available only if you enabled commitment control processing and if you enabled the entry of multiple revenue lines for the business unit.

Balance

The system updates the balance information when you click Go or Refresh, or you save the worksheet. You must have a zero balance before you can post the worksheet.

Dr (debit)	Displays the total of positive amounts.
Cr (credit)	Displays the total of negative amounts.
Adj (adjustment)	Displays the amount of new debit and credit pending items that you created.
Net	Displays the remaining or unmatched amount for selected items (debits – credits + adjustments).
WO (write-off)	Displays the total of both item and remainder write-offs.
Ref (refund)	Displays the total of refunded items.

Maintaining Items in Match Groups

Access the Worksheet Group View page.

The page opens in group view if you entered matching criteria on the Worksheet Matches page and your criteria generated match groups.

Each match group contains the items that matched based on your matching criteria. Match group number 99999 contains all items that did not match any other items. The group balance for each match group must be zero before you can post the worksheet. Also, the net amount for the worksheet must be zero.

You have these options to balance a match group:

Select the items to offset.
Write off an item or write off the remaining balance for an item.
Change the balance for an item to partially match it.
Move items to another group.
Add a new item to the group.
Delete items from the group.

Use the Match Group scroll area to scroll through the match groups. Use the Item List grid to scroll through items within a match group.

Anchor Information	Click to access the Anchor Information page, where you select an anchor business unit and anchor currency for multicurrency processing. Select a control distribution code for accounting entries. If an item is selected, then you will not be able to change or select any of these fields.
	Click the Currency Conversion Panel 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.
Normal View	Click to access the Worksheet Application page, where you match individual items instead of matching items in groups.
Revenue Distribution	Click to distribute revenue amounts for control budgets when an item has multiple revenue lines and you are only partially taking action on it. This link is available only if you enabled commitment control processing and if you enabled the entry of multiple revenue lines for the business unit.

Using the Item Controls to Balance Groups

The item selection controls enable you to work with all items in a single match group 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 selected the Require Reason field for the selected entry type on either the Item Entry Type - Selection page or the Automatic Entry Type - Selection page. Valid entry types are: MT (Offset an Item): Select to offset all of the selected items. RC (Refund a Credit): Select to refund selected credit items. If you also have debit items selected, the system ignores them. WO (Write off a Debit): Select to write off selected debit items. If you also have credit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit. WOC (Write off a Credit): Select to write off selected credit items. If you also have debit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit. If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements. Note. If you select an item that is selected in another worksheet, and if you selected the No Mult Pending Item Selection option on the Installation Options - Receivables page, the system does not select the item in the grid. To see whether the item is selected in another group, click the Items in Other Groups link on the Detail View page for the item. Important! The system allows you to select Write off a Debit or Write off a Credit if the business unit for both items being matched requires VAT only if VAT applicability is set to Exempt or Out of Scope.
Match Group	Select the number of the match group with which you want to work.
Choice and Range	Select an option to select or clear multiple items in the group at once. Values are: Select All, De-Select All, Select Range, De-Select Range, and none. If you select Select Range or De-Select Range, enter the range in the Range field. For example, enter 4-7.
Go	Click to apply your selections to the items in the match group and to update the group balance and worksheet balances. If you have a remaining balance for a match group, you can write off the remaining balance or create a new debit or credit item for the difference. To write off the remaining balance, add a new row for a write-off item to the match group and enter the remaining amount in the Item Balance field. Select either the WRD or WRC entry type to write off the remaining debit or credit.

Working with Individual Items to Balance Match Groups

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

See the section on using grid and scroll area controls in the Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications.

	Click the View Detail button to access the Worksheet Application Detail View page, where you view and update details for an item. Note. If you have selected the option to view all items in the Item List grid, the Worksheet Application Detail View page displays information about all items in the grid and the page takes longer to open.
Item Balance	Displays the amount of the item on which you are taking action. Change the amount if you do not want to take action on the full amount of the item. For new items that you create, add the amount for the item.
Seq (sequence)	This sequence number relates to the order in which the items were entered on the Worksheet Selection page. Initially the items in each match appear in this order. If you sort the match group based on the value in another column, the number stays with the item, but the grid sequence number for the item in the left column changes. Use this column to resort the worksheet in the original order.
Item ID and Line	If you added a new item to the match group to balance the group, enter the item ID and line number. Add additional information for the item on the Detail View page.
Type and Reason	Select the entry type and reason for the activity. If you are working with existing items, select one of these entry types: MT (Offset an Item): Select to match the item. Note. If you are offsetting a vendor rebate claim or claimback item interfaced from Purchasing or Order Management and the item's business unit is associated with a VAT entity, you create two items one with the base amount of the item in the Item Balance field and one with the VAT amount for the item in the Item Balance field. Use the MT (Offset an Item) entry type for each item. Use the CRBSE entry reason for the row with the base amount and CRVAT entry reason for the row with 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. RC (Refund a Credit): Select to refund a credit item. WO (Write off a Debit): Select to write off a debit item. WOC (Write off a Credit): Select to write off a credit item. If you are working with a new item in the match group that you created by adding a new row, select one of these entry types: MC (Create New Credit): Select to create a new credit memo and add the amount to the adjustment total. The amount in the balance field must be negative. MD (Create New Debit): Select to create a new debit memo and add the amount to the adjustment total. The amount in the balance field must be positive. RRC (Refund Remaining Credit): Select to refund the remaining balance for the match group in the Group Balance field. WRC (Write-off Remaining Credit): Select to write off the remaining credit balance for the match group in the Group Balance field. The system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total. WRD (Write-off Remaining Debit): Select to write off the remaining debit balance for the match group in the Group Balance field. The system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total. Note. If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements. Important! The system allows you to select Write off a Debit or Write off a Credit if the business unit for both items being matched requires VAT only if VAT applicability is set to Exempt or Out of Scope.
Move	Click to access the Move Item page. Select the Move Item check box and enter the number for the new match group in the To Match Group ID field. Click Save to move the item.

Viewing and Updating Item Details

Access the Worksheet Application Detail View page.

Item Balance

To partially take action on an item, change the amount and click Edit to update the worksheet balance information.

Entry Type and Entry Reason

Select the entry type and reason for the activity.

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.

Document

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 a 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 existing items only if you enter entry reasons on the AR Integration page.

Click the links to view and update more information about the item.

Note. To save your changes return to the Worksheet Application or Worksheet Group View page.

Distributing Multiple Revenue Lines

Access the Multiple Revenue Line Distribution page.

See Distributing Amounts for Multiple Revenue Lines for Control Budgets.

Choosing a Worksheet Action

Access the Worksheet Action page.

Delete Worksheet	Click to delete the entire worksheet and any accounting entries that you created for the worksheet.
Delete Maintenance Group	Click to delete the accounting entries that you created, but leave the worksheet intact.
Action	Select a posting action for the group and click OK, to carry out the action. 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, 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 that a priority scheduled job runs or the next time that a standard scheduled job runs, if that occurs first. This option is not intended for large jobs. Batch Standard: Runs the next time that a standard scheduled batch jobs 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.
Create/Review Accounting Entries	Click to create accounting entries online. Normally you do not use this option in a production environment.

Reviewing Accounting Entries and Correcting Errors

When you post maintenance groups, the Receivable Update process and the Pending Group Generator process (AR_PGG_SERV) work together to create the group, pending items, and accounting entries. To review the accounting entries before background processing occurs, you can create them online using the Worksheet Action page. The process edits for ChartField combination errors if you enabled this option for the business unit on the Receivables Options - General 2 page. You cannot post the accounting entries until you fix the errors if you selected Recycle in the ChartField Editing group box for the business unit.

Use the Accounting Entries page to review or edit accounting entries that have already been created for maintenance group items and correct them if needed. You can edit both the receivables (AR) line and the user-defined lines for these types of new items that do not reference existing items:

Create a New Debit (MT-04)
Create a New Credit (MT-05)
Write-off Remaining Credit (MT-06)
Write-off Remaining Debit (MT-07)
Refund Remaining Credit (MT-08)

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 Remaining Debit (MT-07) item automatically creates a Create a New Debit (MT-04) item, or when a Write-off Remaining Credit (MT-06) or Refund Remaining Credit (MT-08) item automatically creates a Create a New Credit (MT-05) item.

For write-offs items (MT-02) and MT-03), you can edit only the user-defined lines. To keep these 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.

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

If there are ChartField combination errors on Offset an Item (MT-01) and Refund a Credit (MT-09) transactions, perform these tasks:

Delete the accounting entries on the error correction pages.
Modify the ChartField combinations for either the combination edit rules or for the distribution codes.
Rerun the Receivable Update process to regenerate the accounting entries.

If your automatic entry type accounting 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 will not be balanced and you must use the error correction pages to manually allocate the amount across the accounting lines.

If the original item that an item references has project ChartFields 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 header in Billing. Otherwise, the system uses the ChartField values that you defined on the Auto Entry Type - Accounting Template for the entry type and reason.

See Also

Correcting Posting Errors

Editing ChartField Combinations

Pages Used to Review Accounting Entries and Correct Errors

Page Name	Object Name	Navigation	Usage
Worksheet Control	GROUP_ENTRY1_DSP	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Accounting Entries, Worksheet Control Accounts Receivable, Receivables Update, Correct Posting Errors, Worksheet, Worksheet Control	Review the control totals for a maintenance group.
Accounting Entries	GROUP_ENTRY3_DSP	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Accounting Entries, Accounting Entries Accounts Receivable, Receivables Update, Correct Posting Errors, Worksheet, Accounting Entries	Review and correct errors for accounting entries in a maintenance group. See Creating and Reviewing Accounting Entries Online.

Page Name

Object Name

Navigation

Usage

Worksheet Control

GROUP_ENTRY1_DSP

Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Accounting Entries, Worksheet Control
Accounts Receivable, Receivables Update, Correct Posting Errors, Worksheet, Worksheet Control

Review the control totals for a maintenance group.

Accounting Entries

GROUP_ENTRY3_DSP

Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Accounting Entries, Accounting Entries
Accounts Receivable, Receivables Update, Correct Posting Errors, Worksheet, Accounting Entries

Review and correct errors for accounting entries in a maintenance group.

See Creating and Reviewing Accounting Entries Online.

Processing Refunds

This section provides an overview of refund processing and discusses how to:

Create refunds using the maintenance worksheet.
Post the refunds using the Receivable Update process.
Run the Receivables Refund process to update the Voucher Stage tables.

Understanding Refund Processing

The Receivables Refund Application Engine process (AR_REFUND) adds rows to the PS_VCHR_HDR_STG, PS_VCHR_LINE_STG, and PS_VCHR_DIST_STG tables for Receivables. The Payables Voucher Build Application Engine process (AP_VCHRBLD) creates voucher record sets. The Receivables Refund process does not add unposted vouchers to the voucher tables in your accounts payable system.

If Payables is not installed, the Receivables Refund process adds rows to the PS_AR_REFUND_TMP table instead.

Note. If you do not have Payables installed on your system, disable Payables on the Installed Products page so that the option to load the rows to the Payables staging tables is not available on the Refund Parameters page.

Process Flow

Perform these steps to process refunds:

Create refunds using the maintenance worksheet.
Post the refunds using the Receivable Update process.
Run the Receivables Refund process to update the Voucher Stage tables.

After you perform the three tasks, run the Voucher Build process in Payables, and continue with normal voucher processing in Payables.

Accounting for Refund Processing

The system debits accounts receivable and credits the Refund Control ChartField combination, when you run the Receivables Update process or create accounting entries online for the refunds that you create on a maintenance worksheet.

The Receivables Refund process creates an offsetting debit to the Refund control account. The system determines the corresponding credit by using your Payables account entry templates associated with the payables business unit.

Understanding Realized Gain and Loss Processing

Prerequisites

You must set up your system to process refunds correctly. Perform these tasks before you create a refund:

Link each customer to a vendor by entering a customer ID for the vendor on the Vendor Information page.

Payables uses the vendor ID that you assign to the customer on the voucher.
Link the vendor to the customer on the Miscellaneous General Info page.

In the Vendor ID fields, enter a setID and a vendor ID.
Link the receivables business unit to the payables business unit and specify the accounts payable (AP) origin ID on the Receivables Definition - Accounting Options 2 page.

See Also

Defining Additional Accounting Options

Viewing Vendor Names and IDs

Entering Tax ID, Vendor ID, Web Addresses, Stock Symbols, and SubCustomer Information

Pages Used to Process Refunds

Page Name	Object Name	Navigation	Usage
Worksheet Selection	WS_IDENTIFY_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Create Worksheet, Worksheet Selection	Build the maintenance worksheet.
Worksheet Application	WS_WORKSHEET_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet, Worksheet Application	Select the items to refund.
Worksheet Group View	WS_WORKSHEET_IC2	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Update Worksheet Match Groups, Worksheet Group View	Select the items to refund.
Worksheet Action	WS_ACTION_IC	Accounts Receivable, Receivables Maintenance, Maintenance Worksheet, Finalize Worksheet, Worksheet Action	Select a posting action.
Receivable Update Request	POSTING_REQUEST	Accounts Receivable, Receivables Update, Request Receivables Update, Receivable Update Request	Post the worksheet refund items.
Refunds	RUN_AR36001	Accounts Receivable, Receivables Maintenance, Refunds, Request Refund Item, Refunds	Run the Receivables Refunds process.
Refund Status	REFUND_INQUIRY	Accounts Receivable, Receivables Maintenance, Refunds, Refund Status, Refund Status	View information for a refund voucher that was created by Payables.

Creating Refunds

Access the Worksheet Selection page.

To create refunds:

Build the maintenance worksheet on the Worksheet Selection page.
Select the credit items that you want to refund on the Worksheet Application page or the Worksheet Group View page, and select the Refund a Credit entry type.

Alternatively, create a new row on a worksheet with a net credit balance and select the Refund Remaining Credit entry type.
Select a posting action on the Worksheet Action page.

Posting Refunds

Access the Receivables Update Request page.

See Also

Running Receivable Update

Running the Receivable Refunds Process

Access the Refunds page.

Load Directly to AP

Select to load the processed refunds into the Payables voucher staging tables. Clear to enable the system to write refund information to the PS_AR_REFUND_TMP table. If you do not select this check box, you must write a custom process to read information from the PS_AR_REFUND_TMP table and update the appropriate Payables tables or third-party payables system. This check box is available only if Payables is installed on your system.

Item Balance	To partially take action on an item, change the amount and click Edit to update the worksheet balance information.
Entry Type and Entry Reason	Select the entry type and reason for the activity.
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.
Document	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 a 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 existing items only if you enter entry reasons on the AR Integration page.