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Understanding the Setup Requirements for Automatic Receipts Processing

Understanding the Setup Requirements for Automatic Receipts Processing

Concept

After uploading the information from your customer’s bank into the Electronic Receipts Input table (F03B13Z1), you must process the information to create receipt or draft records in the Receipts Header (F03B13) and Receipts Detail (F03B14) tables.

 

Set up the following automatic receipts components:
• System setup: Select the Auto Receipt option in the Accounts Receivable constants for each company for which you want to process automatic receipts.
• Algorithms: Define algorithms to determine the method that the system uses to apply receipts to a customer’s account.
• Execution lists: Execution lists specify the order in which the system runs algorithms.
• Customer setup: Select the Auto Receipt (Y/N) option in the customer master record in order for you to process auto receipts for the customer. In addition, you can specify an execution list that overrides the default execution list used when you process receipts.
• Map information: Map information from the medium used by your bank to the fields in the table which automatic receipts processing uses.

Procedure

In this topic, you will review the process to create receipt records automatically.

Step Action
You must run the Update Receipts Header program (R03B551) before you can match receipts to invoices.

This batch program enables you to:

• Update the bank account in the general ledger regardless of the success ratio of the matching of algorithms.

• Account for the entire deposit before you rework any of the items that the system did not process successfully.

When you run the R03B551 program, the system creates either unapplied receipts or drafts, or it creates logged receipt records. The system creates logged receipts when it cannot locate a payor or customer; otherwise, it creates unapplied receipts.

Step Action
When you run the R03B551 program, the system completes the following steps:

1. Retrieves the payment ID from the Next Numbers program (P0002).

Step Action
2. Validates the batch type (9B) in the Electronic Receipts Input records (F03B13Z1).

Step Action
3. Locates the payor number as follows:

a. If customer bank account information is provided in the Customer Bank Account (CBNK) and Customer Bank Transit (TNST) fields, the system uses it to locate the address book number of the payor bank record (record type P) from the Bank Transit Master table (F0030).

b. If unsuccessful, and the bank information exists, the system uses the address book number of the customer bank record (record type C) as the payor.

c. If unsuccessful, the system uses information from the document number or generic reference fields, if provided, to locate the payor number from the invoice record.

d. If unsuccessful, the system uses the value of the customer number field (AN8).

e. If unsuccessful, the system uses the address number from the corresponding processing option.

f. If the processing option is blank, the system creates a logged receipt.

Note that if the customer number exists on the electronic receipt record, the system does not overwrite its value with the value of the payor field.

Step Action
4. Retrieves the execution list from the customer record.

If the execution list does not exist, the system uses the execution list specified in the processing options or leaves the field blank.

Step Action
5. Retrieves the G/L bank account as follows:

a. The system uses the value from the G/L Bank Account ID (GLBA) field.

b. If this field is blank, the system uses the values from the Home Bank Account (EHBK) and Home Bank Transit (EHTN) to retrieve the G/L bank account record from the Bank Transit Master table (F0030).

c. If unsuccessful, the system uses the value from the Short Bank Account ID processing option.

d. If the processing option is blank, the system uses the account associated with the AAI item RB for the company specified.

e. If unsuccessful, the system returns an error.

Step Action
6. Retrieves the company from the Account Master table (F0901).

If the company does not exist in this table, the system retrieves it from the processing options.

Step Action
7. Attempts to retrieve the G/L date from the processing options.

Step Action
8. Formats and validates the receipt date.

If the receipt date is not supplied on the electronic receipt record (F03B13Z1), the system uses the G/L date as the receipt date.

Step Action
9. Generates an exception report of receipts that are not processed.

Step Action
10. Updates the batch status to posted in the Batch Control Records table (F0011) for batch type 9B. You will see batch header records only if you created receipts using the Review Electronic Receipts program (P03B121).

Step Action
11. Creates a batch header record in the Batch Control Records table (F0011) with a batch type RB.

Step Action
12. Creates receipt header records in the Receipts Header table (F03B13).

Step Action
13. Creates corresponding receipt detail records in the Receipts Detail table (F03B14).
You have reviewed the process to create receipt records automatically.

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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