WILLIAMS PAYMENT ENTRY AND APPLICATION 5/24/96
DSP01 PAYMENT HEADER HEADER
Customer Pay Date
Payment CK Acct Date
Bank Code Due Date
Payment Amount .00 Currency Code
Batch Exch To Bank .00000
Book Code AR Exch To A/R .00000
Corporate List Limit to Ship-to
Limit to Pmt Cur Doc Cur Code
Open Item List Limit To Co/Loc Statement
Apply To Specific First Co/Loc/Doc Pay
Place on Account On Account Cust
Apply to Oldest Bank Name
Mass Entry Bank Address
List Open Only Bank Number
Sort Sequence Bank Account
Remittance Type Customer Ref
F2=Command F3=Exit F4=Prompt F7=Selection
F14=A/R Inquiry
This screen is used to enter or display customer payment information. Information related to the payment, such as customer number and payment amount, are entered in the top portion of the screen. The bottom portion of the screen is used to define the method to be used to apply the payment to open items.
CUSTOMER
Required. Enter the number of the customer making the payment.
COMPANY/LOCATION
Required if currency is defined at the company or company/location level. These fields identify the company or company/location that is associated with the customer number.
PAYMENT DATE
Required. Enter the date the payment is being processed.
PAYMENT TYPE/NUMBER
Unique number used to identify payment number throughout the system.
o If numbers are assigned automatically, leave this field blank. The next number will be retrieved from Reference File category 327.
o If numbers are assigned manually, enter a unique number.
o If either is allowed, you can enter a unique number or leave it blank and the next number will be retrieved.
The number assignment option (manual, automatic, or both) is specified on Reference File category 300. For a draft payment, the PAY ASSN must be 'manual' or 'both' since payment for a draft is entered at payment entry time. To select from a list of drafts for the customer, you must first enter the bank code and bank company/location before prompting the Payment Number field.
The payment type may be a write-off, a draft, a clearing transaction, or a regular payment. A write-off is used to clear an open item for which payment will not be collected. A draft may be either a bill of exchange or bill of order. If the Corporate List option is chosen, the payment type cannot be a bill of exchange. A clearing transaction is used to apply credit memos to open items. All payment types must be defined on Reference File category 344.
If the VAT declaration point is '2' and the company/location exists on Reference File category M12 with the Payment VAT Review flag set to 'Y', the payment type cannot be a write-off or a draft.
ACCOUNTING DATE
Required. Enter the date corresponding to the period in which the transaction is to be distributed to the General Ledger. It must fall within the valid range of accounting dates listed in Reference File category 336 for any combination of the company/location.
NEW ACCOUNTING DATE
Required for on-account payment applications. The date should be equal to or greater than the original accounting date for the payment and must fall within the valid range of accounting dates listed in Reference File category 336. This field will be defaulted to today’s date if left blank.
BANK CODE
Required. The bank account into which the payment is to be deposited. Enter a bank code for regular payments only; a bank code is not required for write-off or clearing transactions. The bank code must be defined on the bank account master. In addition, a cash account must be defined, associated with the bank company, location, and code and the payment type code. For a write-off, a write-off account must be defined, associated with the bank company and location; for a clearing transaction, a clearing account must be defined, associated with the bank company and location.
BANK COMPANY/LOCATION
Required. The bank's company/location.
DUE DATE
The due date must be entered for a draft if Draft Management is installed. It must not be entered for a clearing, write-off, or a regular payment type. The due date must be greater than or equal to the accounting date and payment date.
PAYMENT AMOUNT
Required. Enter the amount of payment in payment currency. The payment amount must be zero for clearing transactions.
CURRENCY CODE
This field is displayed only if you operate in multiple currencies. Enter the currency of the payment. For customers that operate in a single currency, the customer's currency is the only currency that will be accepted. If not entered, the currency defaults from the Customer Master record.
BATCH
Optional. The batch number may be used to group a series of payments. The cash register and audit trail reports are printed in batch sequence with subtotals by batch.
EXCHANGE RATE TO BANK
Optional. Enter the exchange rate used to convert from the payment currency to the base currency of the bank's company/location. If not entered, this field defaults to the current exchange rate. If entered, the exchange rate to the bank cannot differ from the current exchange rate by more than the limit percentage defined on category 132 of the Reference File.
BOOK CODE
Optional. This field is displayed only if book codes are used. This code is used to separate G/L Journal Entries into individual books. If entered, this code must be defined on Reference File category 136. The code will default from the book code/conversation defaults on Reference File category 135.
EXCHANGE RATE TO RECEIVABLES COMPANY/LOCATION
Optional. Enter the exchange rate used to convert from the payment currency to the base currency of the company/ locations of the open items. If the currency of the bank company/location is the same as the currency of the open item company/location, this field must be the same as the Exchange to Bank. If not entered, the field defaults to the current exchange rate. If entered, the overridden exchange rate cannot differ from the current rate by more than the limit percentage, as defined on Reference File category 132.
CORPORATE LIST
Required. If left blank, this flag will default to 'N' (no). Allows you to list all documents for all customers belonging to the corporate customer on the list screen (AR120S02). Valid values are:
Y - List all documents for all customers of the corporate customer
N - List only documents for the entered customer
This option will not be valid for bills of exchange.
LIMIT TO SHIP-TO
Optional. If entered, only documents for the entered ship-to customer will be displayed on the list screen. This field can be changed during the application by returning to the header. This allows the user to limit the size of the list when applying payments.
LIMIT TO PAYMENT CURRENCY
Optional. Used to limit payment applications to documents which are the same currency as the payment. This option may be used with Open Item List, Apply to Oldest, and Apply to Specific options. Valid values are:
Y - Limit to payment currency
N - Do not limit to payment currency
LIMIT TO DOCUMENT CURRENCY
Optional. Will limit payment applications to documents which are in the entered currency. This option may be used with Open Item List, Apply to Specific and Apply to Oldest options.
OPEN ITEM LIST
Optional. When selected, the Open Item List screen will display all valid open items for the customer. Valid values are:
Y - Display Open Item List
N - Do not display Open Item List
You can then select an open item to be applied.
LIMIT TO CO/LOC
Optional. Indicates whether to limit payment applications to a particular company/location. This option may be used with Open Item List, Apply to Specific and Apply to options. Valid values are:
Y - Limit to Company/location
N - Do not limit to Company/location
STATEMENT NUMBER
Optional if draft management is installed. Indicates whether to limit payment applications to a particular consolidated draft statement number. This option may be used with the open item list selection.
APPLY TO SPECIFIC
Optional. Indicates whether to apply payment to a specific open item. If selected , the first CO/LOC/DOC and pay code fields must be entered. Valid values are:
Y - Apply to specific document
N - Do not apply to specific document
FIRST CO/LOC/DOC
Required if Apply To Specific is selected. Enter the company, location, document type, document number, and installment number (if needed) to which the payment should be applied.
PAY CODE
Required if Apply To Specific is selected. The type of application to be made to the document. Valid values for Gross, Net, and Detail applications can be found on Reference File category 337.
PLACE ON ACCOUNT
Optional. Indicates whether to place the amount of payment on account. Valid values are:
Y - Place payment on account
N - Do not place payment on account
ON ACCOUNT CUSTOMER
Optional. Only entered when in corporate customer list mode. Allows an on-account to be placed on the account of a customer other than the corporate customer, if specified.
APPLY TO OLDEST
Optional. Indicates whether to apply payment to the oldest open items until the payment is completely applied. Valid values are:
Y - Apply payment to oldest open items
N - Do not apply payment to oldest
One of the processing control parameters (Open Item List, Apply to Specific, Place on Account, or Apply to Oldest) must be selected if a function key is not used.
BANK NAME
If Draft Management is installed, bank name and address must be blank, unless they are needed for remittance or the payment type is not defined on the remittance procedure Reference File category F45. For a bill of exchange payment, defaults are retrieved from the Draft Master File. For a bill of order or a regular payment with remittance procedure, defaults are retrieved from the Customer Master File.
MASS ENTRY/DEDUCTIONS
Optional; Mass Entry field is displayed for the initial header; Deduction field is displayed if this screen is accessed through the Transaction Selection screen during change mode. This field defaults to 'N'.
The Mass Entry field indicates whether you want to enter the amounts to be applied to multiple documents on a single screen. Valid values are:
Y - Display the Payment Application screen
N - Use some other method for applying the payment
The Deductions field indicates whether you want to record miscellaneous for open items. Valid values are:
Y - Display the Deduction Entry screen
N - Do not display the Deduction Entry screen
BANK ADDRESS
If Draft Management is installed, bank name and address must be blank if they are not needed for remittance, or if the payment type is not defined on the remittance procedure Reference File category F45. For a bill of exchange payment, defaults are retrieved from the Draft Master File. For a bill of order or a regular payment with remittance procedure, defaults are retrieved from the Customer Master File.
LIST OPEN ONLY
Optional. You can specify whether only items with an open amount are to be displayed in the open item list. Valid values are:
Y - Display only items with an open amount
N - Display all open items
This field defaults to N (display all open items).
SORT SEQUENCE
Optional. You may specify the field by which the open item list will be sorted. Valid values are defined on Reference File category 339. Values shipped with the system are:
D - Sort by Due Date
C - Sort by Document Date
P - Sort by Purchase Order Number
M - Sort by Amount
N - Sort by Document Number
If corporate list is specified, this value must be N.
This field defaults to D (sort by Due Date). For corporate list, this field defaults to N (sort by Document Number).
BANK ACCOUNT REFERENCES
If Draft Management is installed, bank number and bank account must be left blank if no remittance procedures have been defined on Reference File category F45 or if the defined remittance procedure does not require these references for remittance. If these references are required for the payment type, the bank account and bank number must be valid against the edit mask in Reference File category F50. For a bill of exchange payment, defaults are retrieved from the Draft Master File. For a bill of order or regular payment with remittance procedure, defaults are retrieved from the Customer Master File.
REMITTANCE TYPE
If Draft Management is installed, remittance type must be blank for a payment type without a bank remittance procedure on Reference File category 344. Remittance type must be entered for a payment type with remittance defined at payment point on Reference File category F45; otherwise, you must leave it blank. At this point, a remittance bank entry type must exist on Reference File category F49 for the remittance type/payment type combination. It defaults from Reference File category F45.
CUSTOMER REFERENCE
If Draft Management is installed, this field is optional. The Customer Reference field is provided for entering general information regarding the payment.
COMMAND KEYS
Enter - Process the entered information.
F2 - Display a window where a fast path option or mnemonic can be entered. Fast path allows the next menu selection to be made directly from this screen. When the window is displayed, pressing F3 will remove it.
F3 - Exit the payment application program.
F4 - Display a list of values for the field where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F7 - Pass control to Payment Selection screen, allowing an existing payment to be selected for inquiry or change.
F14 - Display the Accounts Receivable Inquiry Selection screen. Pressing F3 from the Selection screen will return focus back to this screen.
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