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Applying Receipts to Invoices Automatically

Applying Receipts to Invoices Automatically

Concept

After creating unapplied receipts or drafts or logged receipts, you must apply the receipts to invoices by running the Apply Receipts to Invoices program (R03B50). This program determines the information necessary for the system to match a receipt to an invoice or a group of invoices based on the algorithms set up on the execution list and the information provided in the receipt records.

 

When you run the R03B50 program, the system:

• Updates the receipt record (F03B13) with the execution list from the customer record, if one exists, or from the processing options.

• Updates the receipt record with the program number of the first algorithm found in the execution list.

• If necessary, retrieves invoice information from the corresponding electronic receipt to automatically apply the receipt to invoices for the Known Invoice Match algorithms.

• Creates a new batch if the receipt or draft records are posted; otherwise, reopens the original batch.

• Creates an error report when errors exist.

• Updates the Receipt Status field (ASTA) on the receipt record with one of the following values: 1 – the receipt was created by running the Update Receipts Header program; 2 – the R03B50 program was run, but the receipt was not successfully applied; or 3 – the receipt was successfully applied to invoices.

 

If the program cannot successfully apply the receipt to invoices, you can either revise information on the electronic receipt record and reprocess the receipt automatically, or manually apply the receipt to invoices using the Standard Receipts Entry program (P03102). When the system cannot apply a receipt successfully, it updates the Receipt Status field on the receipt record to 2.

 

After you apply receipts to invoices, you must post the receipt batches to update the general ledger.

 

Use the Review Electronic Receipts program (P03B121) to verify that no exceptions occurred after running the R03B50 program.

 

Prerequisite

 

Before you complete this task, you must verify that the processing options for the algorithms are set correctly and include reason codes for write-offs, deductions, and chargeback records that the system might create.

Procedure

In this task, you will process the Apply Receipts to Invoice report (R03B50).

Step Action
Navigate to the Apply Receipts to Invoices program (R03B50) on the Automated Receipts Processing menu (G03B13).

Click the Automated Receipts Processing menu.

Click the Apply Receipts to Invoices menu.

Use the Available Versions form to select a version of the batch program. In your work environment, the system might display additional versions.

Step Action
Click the XJDE0001 option.

Step Action
Click the Select button.

Use the Version Prompting form to access data selection and data sequencing for the batch program. If the Data Selection or Data Sequencing options are disabled, you cannot review or change the data selection or sequencing for the version.

Step Action
Click the Data Selection option.
Click the Submit object.

Use the Data Selection form to specify which records the system should retrieve from the database and include in the report.

Step Action
Click the Left Operand list.

Click the Address Number (F03B13) (AN8) [BC] list item.

Click the Comparison list.

Click the is equal to list item.

Click the Right Operand list.

Click the Literal list item.

Use the Select Literal Value form to designate the value for your date selection search criteria.
Click in the Literal Value: field.

Enter the desired information into the Literal Value: field. Enter “3001“.

Click the OK button.

Click the OK button.

Use the Processing Options form to set parameters for how a batch program processes data. Processing options are unique to a version. You should review processing options to ensure that the settings are correct.
Use the Execution List processing option to specify the default execution list to use if one is not specified on the customer record or on the receipt.

The system uses the following hierarchy for determining which execution list to use:

• If an execution list is specified on the receipt, the system uses it.

• If an execution list is not specified on the receipt, the system uses the execution list specified on the customer record.

• If an execution list is not specified on the customer record, it uses the execution list specified in this processing option.

• If the system cannot locate an execution list, it does not apply the receipt to any invoices.

Use the Default G/L Offset for Unapplied Receipts processing option to specify whether to use the value in the G/L Offset field of the customer record as the default value for the Unapplied G/L Offset field (GLC) on unapplied receipt records. The system locates the A/R trade account based on the G/L offset that you use.

Values are:

• Blank: Do not use values from the customer record.

• 1: Use the G/L offset from the customer record. If the customer record does not have a G/L offset defined, the system uses the default G/L  offset (UC) for unapplied receipts.

Step Action
Click the Process tab.

Use the Draft Processing processing option to specify whether the system selects draft or receipt records to process.
Use the Process Manual Receipts processing option to specify whether they system processes unapplied receipts that were entered manually using either the Standard Receipts Entry program or the Speed Receipts Entry program. Values are:

• Blank: Process receipts that were generated by the automatic receipt application only.

• 1: Process all receipts regardless of how they originated. The customer record must be set up to process automatic receipts if you choose this option.

Use the Process Unmatched Receipts processing option to specify whether the system processes unapplied receipts that were generated because the system could not successfully apply the receipt when this program was run previously. The system updates the Auto Receipt Status field (ASTA) to 2 when the receipt cannot be applied automatically. Values are:

• Blank: Do not process unapplied receipts that have an Auto Receipt Status of 2.

• 1: Process unapplied receipts that have an Auto Receipt Status of 2.

Step Action
Click the OK button.

Use the Printer Selection form to identify printer information for the report. In your work environment, the printer settings will be different.

Step Action
Click the OK button.

Access and review the Apply Receipts to Invoices report.

The report displays a message that states whether the algorithms were set up correctly.

The system runs the other reports on the execution list, but does not create PDFs for those reports.

You have successfully processed the Apply Receipts to Invoice report (R03B50).

End of Procedure.

Ayman Refat
Over 20 years of experience in IT area, working as Oracle JD Edwards Developer with expertise in Windows Server, SQL Server and Microsoft Exchange Server, experience in Linux operating systems (Debian and Redhat), VMWare ESX / ESXi, Novell Netware, relational databases like Oracle 10/11g and backup solutions from Computer Associates. Large experience in high-end servers from Dell and HP, having the following certifications: Microsoft: MCP, MCSE, MCDBA, MCSA and MCT (2008 ~ 2013), Computer Associates: Technical Specialist – Storage and Backup Solutions,
http://www.AymanRefat.com

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