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  11. Entering A/R payments manually

Entering A/R payments manually

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The handling of manual entry of A/R payments is split into two parts:

  1. Payment handling, which involves the payment transaction between your company and the party (financial institute or other) through which you received payment. Payment information that you enter will vary depending on the type; cheque, bill, multicurrency payment, payment from sundry debtor, etc. The payment is an open document that affects the control account of the debtor just as an invoice, but with reverse sign.
  2. Settlement handling, which involves the settlement of the different open documents; for instance invoices and payments, that exist for the debtor. You can settle documents when entering the payment, or at a later stage. The system will post all control account adjustments automatically, if you used different control accounts when posting the open documents. The system will also post all difference postings for exchange rates, cash discount and hidden discount automatically, but you may also post other differences manually.

Instead of the manual settlement, you can settle open A/R documents in a number of ways:

  • Group document handling, where a number of open documents become settled by grouping them together under a new open document. You do this via Work with A/R grouped documents.
  • Batch payment from a file containing information for the documents to settle. You do this via Update A/R batch payments.
  • Payment proposal handling, where you can settle the open documents by a portfolio document, which can then be handled further in the portfolio routines. You do this via Work with A/R payment proposal.

Accounting

The accounting for payments depends on the type of posting:

  • The control account postings are always posted automatically by the system.
  • The contra account postings can be made automatically by the system and/or manually.

Control accounting
The control account posting is based on pseudo accounting, and the system uses the pseudo account defined for the payment document type. The default is XDDEB in combination with the A/R group of the debtor.

The system will create any control account adjustments when settling the documents against each other, if you used different control accounts originally.

Contra accounting
The contra accounting is controlled either by the payment document type or by the voucher type:

Payment on document level, defined per payment document type

You can define one contra pseudo account, a pseudo catalogue or leave the fields blank to do all contra accounting manually. The contra accounting can also be totally automatic if the payment document type is connected to a portfolio type.

Pre-defined account
If you define one contra account, the system will automatically post the paid amount, along with the control account posting. This way you never see which accounts the system uses, and you get no option to override the account.

Pseudo catalogue
If you define a pseudo catalogue, you can manually allocate the amounts between the proposed accounts, but also select to post the remainder manually on the last panel.

Without rules
If no contra accounting rules are set up for the payment document type, you must enter all postings manually on the last panel.

Portfolio type
If the payment document type is connected to a portfolio type from the Portfolio type table, the contra accounting rules depend on the portfolio type.

Payment on voucher level, defined per voucher type

You can define one pseudo account as the liquid asset account to which the system will post the balance of all payments. If no account is defined, you will have to post the balance of the control account postings manually.

Note: Payment on voucher level also means that the contra accounting will be posted per voucher number, not broken down per document number.

Enquiries and printouts

  • A/R transactions and balances – contains details and settlement information for all A/R transactions that have been entered.
  • G/L transaction details – contains the G/L postings for all A/R transactions in batches that have not been closed.
  • G/L transactions – contains the G/L postings for all A/R transactions that have updated the General Ledger. You can use the parameters Document type and Number for selection.
  • 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.
  • G/L transaction list – displays details for the G/L postings of A/R transactions. You can use the parameters document type and number for selection.
  • A/R balance list – displays customer balances on different levels.

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