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Instalment maintenance

Add new instalment via instalment contract maintenance

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Instalments > Maintenance  and then double-click Instalment Contract Maintenance. ARI040 Instalment Contract Maintenance Inquiry selection panel appears.
  2. Enter the instalment customer and click OK.
  3. Click Add Contract. ARE200 Instalment Contract Maintenance panel appears in Add mode.
View the fields on this panel
Field Description
Contract number  This is a system generated number which is used to identify the instalment contract. 
Instalment customer no Customer account number.
Instalment billing no  Billing account for the customer. 
Currency  This field represents the currency in which the transaction takes place. 
Status  This is the status of the instalment contract. On addition of a new contract it will default to ‘A’ for active.

A=active indicates the instalment contract is active.

C=complete indicates the terms of the instalment contract are complete.

D=discontinue indicates the instalment contract has been discontinued.
Customer reference Free format text for the contract for inquiry purposes. 
Total instalment amount  This is the total order amount (less deposit) to be divided into instalments. 
# of instalments  This field is used to hold the required number of instalments.  
Instalment frequency  Entry of an instalment frequency is mandatory.  This defines how frequently instalments are to be made.  This could be monthly or weekly. 
Instalment start date  This is the first of two fields used to determine the length of time for each instalment.  The Instalment start date is the first instalment date. The Instalment end date is automatically calculated by the system using the start date and the Instalment period.
Instalment payment type

Entry of the instalment payment type is mandatory. This defines how you want to make the payment, for example, DD=Direct Debit. 
Bank statement reference

This is the reference given to the bank statement and is optional.
  1. Enter the above instalment contract information, as necessary.
  2. Click OK. ARE210 Bank Reference – Validate panel appears.
  3. Enter bank reference details specific to the payment method and click OK. ARE200 Instalment Contract Maintenance panels displays the calculated instalment amounts and the due date.

Add new instalment via order entry

This option is used if you wish to link the invoice to the instalment contract. In Order Processing header information, for the Source of order select the code for cash sale. The deposit is to be processed as cash with order sale.  This means the deposit payment details must be entered with the original order and processed through the debtor’s ledger like a cash sale, although only for a partial amount.

  1. In the menu, expand Base Modules > Distribution > Order Processing & Billing > Order Processing > Order Entry > Via Picking slip > Order Types and then double-click PS Normal Order. DSE0005A Order entry – Picking slips panel appears.
  2. Enter the order header details, with Source of order as cash sale and Payment terms code = ‘IN’ for instalment and click OK.
  3. Enter the order details and click OK. ARE200 Instalment Contract Maintenance panel appears in Add mode.
  4. Enter the instalment contract information as in Add new instalment via instalment contract maintenance.

Change details on an instalment contract

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Instalments > Maintenance  and then double-click Instalment Contract Maintenance. ARI040 Instalment Contract Maintenance Inquiry selection panel appears.
  2. Enter the instalment customer and click OK. ARI040 Instalment Contract Maintenance inquiry panel appears.
  3. Select the contract and click option Change. ARE200 Instalment Contract Maintenance panel appears in Change mode.
  4. Make any necessary changes. 
Note Changes can be made to either the due date or the amount of the instalment, but only to instalments with a status 0.
  1. Click OK. ARE210 Bank Reference – Validate panel appears.
  2. Enter the bank details and click OK. The instalments details are listed.
View available options on this panel.
 

Option  Description 
Payment dtls Access ARI040 Payment Details for payment history details.
Instalment dtls Access ARI040 Instalment Contract Inquiry to inquire on selected instalment contract.
Reject pay Allows you to reject a payment. The status will change to rejected from paid.
Manual pay Access DSE131 Payment Entry for processing manual payments for instalments.
  1. Click OK to save the changes.

Reject an instalment payment via order entry

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Instalments > Maintenance  and then double-click Instalment Contract Maintenance. ARI040 Instalment Contract Maintenance Inquiry selection panel appears.
  2. Enter the instalment customer and click OK. ARI040 Instalment Contract Maintenance inquiry panel appears.
  3. Select the contract and click option Change. ARE200 Instalment Contract Maintenance panel appears in Change mode.
  4. Click OK. ARE210 Bank Reference – Validate panel appears.
  5. Click OK and the list of instalments for the contract displays.
  6. Select the instalment line and click option Reject pay. The payment status for the selected line will change to ‘8’ for rejected.
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