The format of this batch number for cash payments is determined by the formats established on XACNA/AR-BTCH. Specific number ranges can be allocated per location to cater for Credit Controller separation if required. Users that can have automatic batch generation are setup in TMSAR/BAT-USR.

This batch number is the Deposit Slip number and is used by the Automatic Banking Reconciliation process.

TMSAR/BK-JNLI has the definitions and determines the batch requirements and banking journal interface parameters.

The system may display a message “Resolved collection period is outside valid range” as Accounts Receivable uses a collections period as well as a financial period. The financial period is established in TMSAR/PERIODA. When the End of Month (EOM) is processed, you can select to close both periods or only the financial period and run the collections period close at another time. This allows for the financial period and sales period to be closed at the same time, often prior to the end of a calendar month, but the cash collections can stay open till the calendar end of month to cater for most payments being received just prior to month end.

A Document Type or Payment Type is entered. The Payment Types are classified as Journals or Payments. The Payments are further classified into the type of payment being made, for example Cash, Cheques and Credit Cards and lastly whether the Cheque is actually a draft.  Whether or not a Payment Type should print on a Deposit Slip is determined by flagging the Types as Payments or Journals. For example Telegraphic Transfers (TT’s) and Credit Card Payments processed electronically do not need to print on a Deposit Slip. A user can be restricted to processing only specific Payment Types and this security is established in TMSAR/BK-SEC.

For Credit Card Payments, Payment Manager software can be called if this type of payment can be processed online.  TMSAR/BK-PAYT has a Yes/No flag to validate the merchant details for Credit card payments.

A Journal Document Type is selected for a Miscellaneous transaction.  Document or Payment Types are established in TMSAR/BK-PAYT. 

Entry option flag can be one of the following:

• Multiple accounts – the payment is to be spread across multiple billing accounts. The billing account and its corresponding payment amount must be entered on the header for each allocation.
• Single account – (default); payment amount is to be allocated to a single billing account.
• Load – this is for an excel file upload by a super account covering multiple billings accounts with multiple customers using Iptor supplied template ARE005. With this option the system will prompt you to enter the excel file location and filename. Once the excel file with payment data is uploaded, the system will automatically display the Remainder/Remittance Entry panel with the uploaded payment amounts against the associated documents along with the action flag. Action can be overwritten to ensure total payment from the upload is allocated. Super accounts can be set up in control file TMSAR/BK-PMUL1 by customer classification. For details of the load process please see SOP AR Payments via Super Biller.

Free format text can be entered which may be inquired on during cash entry.

When processing remainders the reference is a Document Number as the remainder process creates new transactions for each Reference line entered. If the Reference number is meaningful it makes it easier to follow the history of a transaction. For example, if a customer is taking up a claim that has not yet been processed, use the customer’s claim reference. Multiple Remainder transactions can be created.

In Instalment Contract Entry the Customer Reference defaults from sales order processing. 

 Indicate the bank to which the payment received is to be deposited. Bank codes can be set up for various Payment Types such as credit card payments (with bank codes for every type of credit card), foreign currency payments, cash with orders etc. This then allows for the printing of Bank Deposit Slips by bank code/payment type.  A default Bank Code can be established in TMSAR/BK-DBKCD.

Company Bank codes are established in TMSAR/BK-BKCD. The Bank Company and Currency will also be validated against this control file. 

If the receipt amount is in a different currency to the company bank currency, then the receipt amount and the currency of the receipt amount can be entered. The system will convert it to the bank’s currency and display it in the Amount field.

This field is only displayed when the receipt currency differs from the trade currency; it’s the exchange rate for the receipt currency. 

This field is only displayed when the receipt currency differs from the trade currency. It allows you to override the  receipt exchange rate. The trade amount will then be calculated based on the overridden exchange rate. 

Note: If trade amount is overridden, the rate overridden will be cleared to signify that the overridden rate  is no longer applicable

The total payment amount in the currency of the company bank. If the receipt amount is in another currency then the system will convert it and display this automatically.

When processing in the Remainders and Deduction screen, this is the amount of the Remainder Transaction. For example if a customer is taking up a claim that has not yet been processed, this Claim amount is entered here. Multiple Remainder transactions can be created and therefore multiple amounts can be entered. The sum of these amounts must clear the Remaining Amount displaying on the screen as the system does not allow you to file the Cash Entry if this balance is not zero.

In the payment allocation screen, this flag instructs the system to write off any remaining unallocated amounts and small outstanding balances either by default or when overridden during cash entry.  If there is a discrepancy between the invoice balance and the amount being paid on the invoice, and this difference is a small rounding difference or error, the balance can be automatically adjusted by entering a Y in this field. An adjustment journal will be automatically generated for posting to the nominated GL account.

Limits are set to control the value that can be adjusted down and the value that can be adjusted up. These limits are set in TMSAR/AADJ-LMT.

For a short payment due to the customer taking up a Claim or Credit prior to it having been processed, the Remainder system can be used.

For example, the balance is $10.50 and the payment is $10.00, a Y instructs the system to make an adjustment for 50 cents.  N indicates that the system cannot adjust the amount.  The payment must match the balance amount.  Adjustments only apply to payments – they cannot be made for journals.

Access Cash Entry with the following selection criteria.

• Customer reference – only documents that have a matching customer reference are displayed. 
• Hide 0 balance – if set to 1=Yes; will only display documents with a non zero balance
• Amount (From – To with Opt= blank) – only documents with outstanding amounts within the entered amount range are displayed.
• Amount (From – To with Opt= 1= Document) – only documents with the original document amounts within the entered amount range are displayed.
• Due date – only documents within the due date range are displayed