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Converting Unapplied Receipts to Credit Memos

Converting Unapplied Receipts to Credit Memos

Concept

You must convert unapplied receipts to credit memos to issue refund checks to customers. For example, you may need to issue a refund check if a customer overpays.

 

Although unapplied receipts represent a credit to the customer, the system does not allow you to process unapplied receipts (RU document type) in the Credit Reimbursements program (R03B610). The system does not process the RU document type because unapplied receipts are generated from a receipts program, which creates additional records in the Receipts Header (F03B13) and Receipts Detail (F03B14) tables. Therefore, to reimburse a customer for an unapplied receipt, you must close the unapplied receipt and create a credit invoice to replace the unapplied receipt. You can do this through a batch process or a manual process.

 

To use the batch process, follow these steps:

  1. Run the Convert Unapplied Receipts to Credit Memos program (R03B620). Use data selection to specify one or multiple unapplied receipts.

When you run the Convert Unapplied Receipts to Credit Memos program, the system converts unapplied receipt records in the F03B13 and F03B14 tables to credit memos in the Customer Ledger (F03B11) table.

  1. Run the Credit Reimbursements program. You can run this program manually or use the processing options in the Convert Unapplied Receipts to Credit Memos program to run the program automatically.

 

When you run the Credit Reimbursements program, the system pays open credit memos and generates vouchers to reimburse the customer.

To use the manual process, follow these steps:

  1. Create an invoice for a zero amount.
  2. On the Receipt Entry form, select the unapplied receipt.
  3. From the Form menu, select Select. On the Select Invoices form, locate and select the zero-amount invoice.
  4. Enter 10 in the Type Input Code field and specify the unapplied amount in the Payment Amount field.
  5. Click OK.

If you post the unapplied receipt before applying it against the invoice, the open amount is changed to zero (blank) and the receipt is closed. The open amount on the invoice is changed from zero (blank) to the negative amount applied from the receipt.

 

If you do not post the unapplied receipt before applying it against the invoice, the system deletes the unapplied records in the F03B14 and F03B11 tables, and updates the invoice with the negative amount. Then, when you run the Credit Reimbursements program, the system accesses the invoice and creates a voucher to reimburse the customer.

 

You can reimburse unapplied receipts whether the receipt is posted or not posted.

 

After you run the Convert Unapplied Receipts to Credit Memos program (R03B620), you must post the resulting IB and RB batches to complete the credit reimbursement process. When you post the receipts and vouchers, the system updates the F03B13, F03B14, and F0411 tables and creates the necessary journal entries.

Procedure

In this task, you will use the batch process to convert unapplied receipts to credit memos.

Step Action
Navigate to the Convert Unapplied Receipts to Credit Memos program (R03B620) on the Period End Processing menu (G03B21).

Click the Period End Processing menu.

Click the Convert Unapplied Receipts to Credit Memos 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.

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 link.

Use the Data Selection form to specify which records the system should retrieve from the database and include in the report.
The system does not pass the data selection from the Convert Unapplied Receipts to Credit Memos program to the Credit Reimbursements program. Therefore, if you set the processing option in the Convert Unapplied Receipts to Credit Memos program to run the Credit Reimbursements program automatically, you must set the data selection in the Credit Reimbursements program before running the Convert Unapplied Receipts to Credit Memos program.

For example, if you set the data selection in the Convert Unapplied Receipts to Credit Memos program by company or customer, you may want to set the data selection in the Credit Reimbursements program by the same company or customer. By using the same data selection for both programs, you ensure that the system processes the correct records.

You should note that setting data selection by batch is not recommended because the Convert Unapplied Receipts to Credit Memos program sets data selection based on the Unapplied Receipts (RU) batch, and the Credit Reimbursements program sets data selection based on the Credit Memo (default RM) batch. If you set the processing option in the Convert Unapplied Receipts to Credit Memos program to run the Credit Reimbursements program automatically, you cannot set the data selection by batch number in the Credit Reimbursements program because you do not know what the Credit Memo (RM) batch number is because the system has not generated it yet.

If you do not set the processing option in the Convert Unapplied Receipts to Credit Memos program to run the Credit Reimbursements program automatically, you can wait until the Convert Unapplied Receipts to Credit Memos program generates an RM batch number and then you can use that RM batch number in the data selection for the Credit Reimbursements program.

WARNING: Do not set data selection for both the Convert Unapplied Receipts to Credit Memos program and the Credit Reimbursements program to use the RU batch number. The Credit Reimbursements program uses the RM (credit memo) batch number, not the RU (unapplied receipts) batch number.

Step Action
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 Process Mode processing option to specify whether the system runs the program in proof mode or final mode. Values are:

Blank: Proof mode. The system generates a report that lists the unapplied receipts selected for conversion to credit memos.

1: Final mode. The system converts unapplied receipts to credit memos and generates a report that lists the unapplied receipts that were converted to credit memos.

Note: If you do not set data selection, the system processes all unapplied receipts.

Use the Run Credit Reimbursement (R03B61) processing option to specify whether the system automatically runs the Credit Reimbursements program (R03B610) after running the Convert Unapplied Receipts to Credit Memos program. This processing option is only applicable when you run the Convert Unapplied Receipts to Credit Memos program in final mode. Values are:

Blank: The system does not run the Credit Reimbursements program.

1: The system runs the Credit Reimbursements program.

Step Action
Click the Defaults tab.

Use the Credit Memo Document Type processing option to specify a value from UDC 00/DT that represents the document type of the credit memo that the system creates.

If you leave this processing option blank, the system uses the value RM.

Step Action
Click the Versions tab.

Use the Credit Reimbursement (R03B610) Version processing option to specify the version of the Credit Reimbursements program that the system runs if you set the Run Credit Reimbursement (R03B610) processing option to run the Credit Reimbursements program.

If you leave this processing option blank, the system uses the default version XJDE0001.

Use the Invoice Entry MBF (P03B0011) Version processing option to specify a version of the Invoice Entry MBF program (P03B0011) that the system uses when generating revenue fees.

If you leave this processing option blank, the system uses the default version ZJDE0001.

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 the Convert Unapplied Receipts to Credit Memos report.
Notice that the system has changed the document type from RU to RM, due to the processing option setting.
You have successfully used the batch process to convert unapplied receipts to credit memos.

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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