Use these fields to enter and apply checks.
Use the Doc Type, Sort By, and Apply fields to select the open Accounts Receivable documents to display in the line item browser so you can distribute the check.
1. Doc Type
Specify the type of documents to display in the browser in the lower portion of the screen. You can select from:
Credits Only – only documents of type CM and OA
Non-zero Documents Only – only documents with current amount <> 0 (Initial Default)
All
2. Apply
Specify whether to display applied documents only, not-applied documents only, or all documents in the browser in the lower portion of the screen.
Options are:
Applied Documents Only
Not Applied Only
All
3. Sort By
Specify how to sort documents displayed in the lower portion of the screen. Options are:
Document Number (Initial Default)
Descending Document Number
Due Date
Descending Due Date
4. Customer Number
The customer number and name displays from the check information from the Cash Receipts and Adjustments Entry program.
Click C to access Note Entry (SME710) for the customer specified in the program.
5. Check #
The check number displays from the Cash Receipts and Adjustments Entry program. You cannot change the check number. Note that for credit card payments the message “CC_PENDING# displays in this field.
6. Date
The date displays from the Cash Receipts and Adjustments Entry program. You can modify this field.
7. Amount
The amount displays from the Cash Receipts and Adjustments Entry program.You can modify this field.
8. Type
The payment type displays from the Cash Receipts and Adjustments Entry program.You can modify this field. Select the payment type for the transaction. You can select from: C-Cash, 1-Check, 2-Credit Card, 3-Debit Card, A-ACH. If you leave the Check field blank, the options for the Type default to 2-Credit Card,3-Debit Card and A-ACH. Note: If credit card or debit card type is selected but a check number has been entered, this will not be considered a true credit card payment. The program will not perform any credit card processing.
9. Memo
The memo displays from the Cash Receipts and Adjustments Entry program. You can modify this field.
10. Dis Grace Days
This is the discount grace period entered on the Accounting Tab of Customer F/M (ARF910). The discount grace days value is used to allow customers to still receive the terms discount even if payment is received after the discount due date. You can modify this field. This grace period is not added to the terms code when an invoice and discount due date are calculated. The customer is not able to view the extended discount period. The discount grace period is only used once payment is being processed to easily allow a discount to still be taken. No recalculation will be done if the grace period is changed after invoices have been paid. This value will only take effect when using Pay, Pay Edit and Auto Apply or clicking Apply at the payment field of Apply Payment Entry (ARE211).
In the upper right corner of the screen, the system maintains and displays the following:
10. Check Amount
The remaining check amount as payments are applied.
11. Distributed
The distributed amount as payments are applied.
12. Balance
The batch balance as payments are applied.
13. OA Total
The Total amount of all on account transactions created on this check.
Click:
Remainder on Account if the remaining undistributed balance is less than the amount of the check, and FACTS creates an OA transaction for that amount. The system then prompts you for the branch to assign it to. If an OA hasalready been created, the system updates it with this new amount.
Clear On Account Amount to delete the OA that was previously created in the cash receipts file.
14. Miscellaneous Cash Total
The total amount of all miscellaneous cash transactions created on this check.
15. Debit Memo Total
The total amount of all debit memo transactions created on this check.
The line browser displays all open Accounts Receivable documents for the customer and any payment, discount and adjustment information based on your selections for the Doc Type, Sort By, and Applyfields. Line browser information includes the invoice number, due date (mm/dd/yy), current amount, discount amount, discount due date (mm/dd/yy), disputed invoice setting, payment amount, discount amount, adjustment amount, and adjustment code. If payments or adjustments have already been made, those amounts also display. If a document has a payment or adjustment in another batch, the document amounts are netted by these.
Highlight an open Accounts Receivable document and you can select the following functions:
Click Note to access Note Entry (SME710) for the AR document highlighted in the line item browser.
On the right side of the browser:
Delete – allows you to delete or zero out the payment, discount and adjustment dollars that have been applied to the highlighted invoice. The system asks if you are sure you want to delete this payment line before continuing.
Edit – allows you to modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code and apply monies from the payment to the individual documents. You can press the up or down arrow and move through line edit for the documents in the browser.
Line Level Prompts
16. Payment
The payment amount for the line. You can select from the following options:
17. Discount
The discount amount for the line. You can select F3 Balance to subtract the payment and adjustment amounts from the document amount and place that amount in this field.
18. Adjustment
The discount adjustment for the line. You can select F3 Balance to subtract the payment and discount amounts from the document amount and place that amount in this field.
19. Adjustment Code
The adjustment code for the line. This field is only enabled if the adjustment amount is not zero. The initial default is to first adjustment code on file if this is a new adjustment being entered. Otherwise, the system defaults to the last code used.
The following buttons are available when you highlight an open Accounts Receivable document in the browser:
AR Detail AR Detail is enabled when a document from open Accounts Receivable file is highlighted. This is the AR Detail from the Open Docs view of AR Customer Inquiry.
View Invoice View Invoice is enabled when you are highlighting a document from the AR Open file that has a sales order document number and that doc/invoice is in the SOPINH file. This is the same as the View Invoice from the Open Docs view of AR Customer Inquiry.
List Payments List Payments is enabled when a check has been applied. The List Payments screen is used to display all invoices, miscellaneous cash, on accounts and debit memos that the selected check has been applied to.
Display Remittance Display Remittance displays the remittance advice that is sent in an electronic batch. The View Remittance button is displayed only when remittance advice is available from the import file for ACH transaction.
Pay Allows you to highlight an invoice and pay the default amounts up to the remaining balance that is undistributed, even replacing an existing payment amount. It will then move to the next line in the browser. This is similar functionality to using the F2 pay button in the payment field when editing a line.The payment amount will increase the distributed amount for the check.
You can select the invoices that are being paid on the credit card and then upon exiting, optionally update the payment amount and process the credit card transaction. If the payment amount is zero and the type is credit or debit card, the Pay feature will pay the full amount of an invoice rather than only up to the payment amount remaining undistributed. This applies whether it is a true credit card payment or not. If a payment amount was entered, the Pay features perform standard processing.
Pay/Edit Allows you to highlight an invoice and set the default amounts and allows you to modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code. When you finish with the line, click Save. If you press the Down Arrow key after getting into line edit from the Pay/Edit button, the system accesses normal line edit and no further defaulting occurs.The payment amount will increase the distributed amount for the check.
Misc Cash Accesses Apply Miscellaneous Cash Entry (ARE212) to allow you to distribute a miscellaneous cash transaction to the proper GL accounts.
Debit Memo Accesses Debit Memo Entry (ARE213) to allow you to create debits back to the customer’s account that are not related to any existing invoice. The total debit memo amount decreases the distributed amount for the check.
Auto Apply Auto Apply acts against the documents currently loaded in the line browser. The system displays the Auto Apply window.
Fields are:
1. Start At
Select at which point in the browser window to start the auto apply. Options are top, bottom and highlighted. The default is top.
2. Order (or direction) –
Options are up and down. Select which direction the auto apply will go from the starting point.
3.Click OK.
The window closes and the Auto Apply process starts. The system highlights the first line to be processed and applies a payment and discount using the same rules as in the current program. The system updates the line browser with the new payment information. Then, depending how you selected to run the Auto Apply, the next line to be processed is highlighted. If a document is in use when the auto apply is updating, the system allows you to select to retry the document, skip the document or cancel the remainder of the auto apply.
You can select the invoices that are being paid on the credit card and then upon exiting, optionally update the payment amount and process the credit card transaction. If the payment amount is zero and the type is credit or debit card, the Pay feature will pay the full amount of an invoice rather than only up to the payment amount remaining undistributed. This applies whether it is a true credit card payment or not. If a payment amount was entered, the Pay features perform standard processing.
List Selected Displays the List Selected for Check screen containing the customer number and name along with a grid prompt to enter the desired document numbers. If a list was already selected during this session, those documents automatically fill the grid field.
Click OK to save the list of documents into memory file (close and reopen) and close the window. Once the list is complete and saved, the documents are displayed in the browser and can perform all normal processing against them.
Cancel to close the window and return with no changes.
Header Displays the Header Detail screen, which allows you to change the filter and order fields, date, amount and memo. Use this screen to change more than one of the filter fields to avoid the browser reloading with each change.
Done Completes the Apply process for this customer #/check#. If the check is not fully distributed, the system displays a message and then allows you to exit the entry. If true credit card has not been processed yet, a window will display with several options. If the payment amount is zero, the Update Payment Amount options are:
If the payment amount is not zero and the payment amount equals the distributed amount, FACTS displays the message the message: Process credit card (Y/N) If you select to process the credit card, FACTS displays the Credit Card Entry screen.
If the transaction is successful:
Menu Options
The menu bar will contain the following options:
File
|
Exit |
Exits the program |
Edit
|
Delete (Unpay) |
Zeros out the payment, discount and adjustment fields; highlight remains on the same line.
|
|
Edit Line |
Allows you to modify the line level information and apply monies from the check to the individual documents. You can press the up or down arrow and move through line edit for the documents in the browser. |
|
Find Invoice |
The find invoice from the menu bar will allow you to enter an invoice number and have the highlight position to the line for that record. The program will only search through the lines that are loaded in the browser. If the invoice number is not in the current browser, you will receive the message, "Not in current list". |
View
Options
|
Header |
Allows you to change the filter and order fields, date, amount and memo. Users will use this to change more than one of the filter fields to avoid the browser reloading with each change. |
|
Pay-- |
Allows you to highlight an invoice and pay the default amounts up to the remaining balance that is undistributed, even replacing an existing payment amount. It will then move to the next line in the browser. This is similar functionality to using the F2 pay button in the payment field when editing a line. The payment amount will increase the distributed amount for the check. |
|
Pay/Edit-- |
Allows you to highlight an invoice and set the default amounts. It then takes you into main line entry to the Payment field where any amounts can be accepted or changed. When you finish the line, the system returns to the Apply Check Entry screen. If you press the Down Arrow key after getting into line edit from the Pay/Edit button, the system accesses normal line edit and no further defaulting occurs. The payment amount will increase the distributed amount for the check. |
|
Miscellaneous Cash |
Accesses Apply Miscellaneous Cash Entry (ARE212) program to allow you to select GL Accounts and the dollar amounts to post to each. The total miscellaneous cash amount will increase the distributed amount for the check. … Miscellaneous cash is only available from the menu bar. |
|
Debit Memo |
Accesses Debit Memo Entry (ARE213) to allow you to create debits back to the customer’s account that are not related to any existing invoice. The total debit memo amount decreases the distributed amount for the check. |
|
Auto Apply |
Auto Apply acts against the documents currently loaded in the line browser. The system displays the Auto Apply screen. |
|
List Selected |
Displays the List Selected for Check screen containing the customer number and name along with a grid prompt to enter the desired document numbers. You can select F1 to clear and F2 to search buttons. If a list was already selected during this session, those documents automatically fill the grid field. |
|
On Account |
Creates an OA type transaction for the remaining undistributed dollars. The system prompts you for the branch to assign the transaction to. If an OA transaction already exists, FACTS displays the current amount of the OA and allows you to select either: Select the Clear On Account Amount button to delete the OA that was previously created in the cash receipts file. |
User Pref
|
Save Filter Values |
The Save Filter Values menu option will write the current doc type, apply and order values to the cash receipts user preferences file. If the doc type is set to "list" at the time you save, you will receive a message that the values cannot be saved with list as an option. |
See also
Entering and applying payments
Entering and applying Miscellaneous Cash
How to create, delete, or modify debit memos (not tied to invoices)
How to enter new batches for cash receipts and adjustments
How to enter cash receipts and adjustments
How to add a line to a batch for cash receipts and adjustments
Entering a payment automatically