Draft Creation and Number Assignment

Each payment number consists of two fields:  the payment type field and the payment number field.  The type field identifies the type of document being processed: check, write-off, clearing, bill of exchange, or bill of order.  The number field uniquely defines the transaction within the transaction type.  This section will describe the requirements for bill of exchange number assignment.  For information on Document and Payment Number Assignment, please refer to the key concept on Document and Payment Numbers in the Accounts Receivable User Manual.

Draft numbers for bills of exchange covering open items that are created through Shipping/Billing, Postbilling and Memo Entry, Consolidated Invoicing, Accounts Receivable Invoice Entry, and Synchro Shipping and Billing, are automatically assigned if the following conditions are present:

·     The Draft Management application must be installed on Reference File category 012

·     Open amount is greater than zero and the payment type must be a bill of exchange

·     Customer must not be paying on statement basis (flag set on the Draft Information screen (AR630S06) in the Customer Maintenance conversation

·     For debit memos, statements for debit memos flag is 'Y' (indicated on AR630S06)

The draft number is retrieved from Reference File category F37.  The system keeps track of the last number assigned to a draft for a specific open item created and increments the number for each new draft generated.  When the draft number is retrieved from this category, the Reference File is updated with the next draft number to be used.  This category is keyed by customer company/location and payment type.

Drafts can also be manually created through the Draft Creation screen (DM100S01).  On this screen, you enter the company/location, customer, issue date, due date, payment type (which would be a bill of exchange), amount, and bank information (if required).  When you enter this data, a draft is created and is assigned its number by retrieving the next available draft number on Reference File category F37.

If a customer is paying on a statement basis, a bill of exchange will be created to cover the entire open amount owed by a group of documents for a particular customer, due date, and currency code.  The draft number for this consolidated draft will be retrieved from Reference File category F37.  In addition, a consolidated statement number will be retrieved from Reference File category F38.

Bills of exchange are stored on the Draft Master File (DMDRFP).  Bills of order are not stored on the Draft Master File nor are they automatically assigned a number from Reference File category F37.  They are entered at payment entry time and exist only as the payment number on the Payment Header File (ARPMNTP).