In this routine an unlimited number of documents become settled by grouping them together as a new open document. The remaining amount of the original documents are summarised and becomes the remaining amount of the group document.
The group document is treated as a regular A/R invoice, i.e., it is included in the reminder and interest note routines. This routine may be used separately or it can be the first step in the draft and bill handling routine.
The system automatically creates a proposal of documents to group together, based on selections of your choice. You are allowed to make manual changes to the proposal and a check list may be printed at any stage. It is possible to have several proposals active at the same time, but a document may only be included in one proposal. Documents may be grouped on two different levels. When you create the proposal you decide which level you prefer. The two levels are:
- a group document is created per debtor currency
- a group document is created per debtor, currency and due date
If a document is to be eligible for automatic inclusion in a proposal, you define this by setting a code to YES on each document. A document can receive this code in two different ways:
- By using a terms of payment code for the document with Group document set to YES. This will automatically set the Batch grp doc handl field to YES.
- If you used a terms of payment code with Group document set to NO, then you can change the code in the Batch grp doc handl field for a single document in the Working with A/R transactions routine.
Documents which are not eligible for automatic group document handling can always be included manually in a proposal.
Through the A/R transactions and balances enquiry program it is very easy to trace from which documents a group document was created and vice versa. It is possible to re-open a group document through the Re-opening settled documents routine.
Control accounting
The system will create control account adjustments when matching the documents against each other for settlement, if you used different control accounts.
It is possible to move the control account balance for your group document to a different control account (different from the one that the original documents were posted to).
The control account posting for the group document is based on pseudo accounting, and the system uses the pseudo account defined for the group document type. The default is XDDEB in combination with the A/R group of the debtor.
Enquiries and printouts
- A/R transactions and balances – contains details and settlement information for all A/R transactions that have been entered.
- A/R transaction list – displays details for all A/R transactions that have been entered. A number of sequence and selection parameters are available, to give you the list that is relevant for your needs.
- A/R balance list – displays customer balances on different levels.