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Enter an A/R payment with selection of documents to settle

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This is a more complete way to settle open documents. You can select or re-sequence open item documents, which is useful if several documents should be covered by the payment, or if any documents should be settled only partly.

Settlement can also be done separately, without immediate prior payment entry. See Settle A/R documents without payment handling. Payments that are entered without settlement become open documents with remaining amounts, just as entered invoices, but with reverse sign.

Note: Settlement can be combined with any of the payment handling options in the routine, but to simplify matters, the payment handling in Enter an A/R payment with a pre-defined contra account is referred to here.

Prerequisites
Use a payment document type with a pre-defined pseudo account as contra account, and VAT/default accounts and G/L postings panel set to NO, and Settlement panel set to YES.

  1. Follow steps 1-4 in Enter an A/R payment with a pre-defined contra account.
  2. You access A/R settlement workbench. The payment document you have entered is shown first, and has already been settled. All other documents shown are those with the same debtor and currency as the payment documents.

    3. Select the document(s) to balance and click Settle. If the total amount for the selected documents exceed the payment amount, the documents will be settled in the order they are marked off. The last one will be partly settled. The system automatically handles deduction for cash discount if a cash discount is valid.

    Tip: Use the Fast settlement function key to easily find a document in the sub-file and to execute a chosen action upon it. Before you start working with the fast settlement entry, you have to set certain controls. See the Panel help for instructions.

    Here, use Selection from the Function list to select open item documents.

  3. You access A/R settlement workbench, Selection. On this panel you make a selection of open item documents to display on the A/R settlement workbench. Click OK when you have entered your selected values.
  4. You re-access the A/R settlement workbench with the made settlements. If you want to change the settlement, select the document and click Change.
  5. The system will transfer the selected document to the bottom part of the panel. The settled amount is defaulted to the field where you can change it. Click OK. Note: If you only want to use part of a payment for settlement, you can handle it just as an invoice that you settle partly. There will be a remaining amount on the payment, and it will stay open as an on account transaction. The system updates the panel with your changes.

    Click Update to update the settlement. Accounting for exchange rate differences, cash discount, hidden discount and control account adjustment are controlled by the document types connected to system document types EXR, CAD, HID and XIC. The system will create the postings automatically, and will also display the created cash discount and hidden discount documents on the settlement panel.

    Note: The settlement must balance before you can update. Otherwise, you will have to select Settlement difference from the Function list to create settlement differences.

    To cancel the settlement, click Cancel settlement twice. The function of Settlement difference is described in Enter an A/R payment with settlement and manual difference postings. Exit the routine.

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