Overview
Customer Payment Allocation is the final step in the Cash Receipts process. In this step, a user allocates each Customer Payment captured to the associated customer transactions.
This program allows a user to:
New Applications
New applications can be processed from:
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Cash Receipts Detail main screen - click the New Applications button or
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Payments section of the main Cash Receipts Detail screen - click on the New hyperlink (Allocations column) on the Customer Payment Line
When either of these methods is used, the New Payment Applications screen will be displayed. A user will be provided with various ways in which the customer payment can be allocated, these are:
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Mass Cash Application: Allows selection & direct edit of multiple transactions on the open item display grid.
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Single Item Apply / Un-Apply Cash: Allows the selection of a single customer transaction for application.
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Try Mass Apply: Automatic application routine.
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Try Selected Items Apply Cash: Allows multiple selections of items with an exact match to the customer payment total.
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One-to-One Memo Apply: Users can apply credit memos and unapplied cash to Debit Memos and Invoices using One-to-One Memo apply button in New Application Screen.
NOTE When applying a Credit Memo to an Invoice that has a discount available and the memo application is within the discount time period, then the system will automatically apply the discount as part of the application transactions. The user can also use the Discount taken - Debit Item Txn currency / Discount taken - Debit Item fields on the 'One-to-One Memo Apply' pop-up to enter the discount amount.
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Write-off: Allows the user to reduce the Current Value in the Receivable Transaction. The Write-Off Policy is established on the AR Control record. If the policy is set to "Never", this option is not available on the Cash Application.
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Write-up: Allows the user to increase the Current Value in the Receivable Transaction. The Write-Up Policy is established on the AR Control record. If the policy is set to "Never", this option is not available on the Cash Application.
To close the New Payment Application screen, a user selects Close and they will be returned to the main Cash Receipts Detail screen.
Mass Cash Application
For this application option, a user selects multiple customer transactions to apply the customer payment to. The user has the ability to amend the Amount Applied (Amt Applied in Txn Currency) and the Discount (Discount Taken in AR Currency).
By clicking in the Amt Applied in Txn Currency field of any line, the system will display the lesser of the item’s open balance and the as-yet unapplied payment balance. The system will suggest taking any open cash discount if the customer was eligible to take it on the Deposit Date. The user may then override the amount displayed to a lesser amount. This method can be used only if a single currency is involved (i.e., the payment currency is the same as the item’s document currency). If multiple currencies are involved, the Single Item Apply / Un-apply Cash button must be used instead, so that the user will see the effect of the cash application in all relevant currencies.
Once the application is completed, the user can:
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Accept Cash Application: Accepts cash applications entered directly on the open item display grid.
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Clear Cash Application: Clears the as-yet unaccepted cash applications entered directly on the open item display grid.
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Quit Cash Application: Clears all as-yet unaccepted cash applications and navigates back to the main application grid.
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Close: Closes the Mass Cash Application screen and returns to the Customer Payment screen.
Single Item Apply / Un-apply Cash
This is used when a user wishes to apply the payment to a single customer transaction. The user checks the Select box associated with the line that the user wishes to allocate the payment to and clicks on Single Item Apply / Un-apply Cash. A new window opens, displaying transaction information in detail.
The user can amend the amounts shown in the "Transaction Amount - AR Currency" and/or "New Discount Taken - Txn Currency" fields. Once the user is satisfied that the amounts are correctly displayed/amended, click on Accept to complete the application process. If a user selects Quit, no application is performed and is navigated back to the main applications grid.
Try Mass Apply
When selecting Try Mass Apply, the system attempts to apply the cash to all open debit-balance items while obeying the constraints specified in the Advanced "Constraints" (see Create Bank Deposit for more information on the Constraints options) tab. If the user wishes to exclude any open debit-balance items from the attempted application, this can be done by checking those items’ “Excl” (exclude) box.
After the results of the mass application have been displayed, the user can accept the suggested applications by selecting the “accept” checkbox/s on the transaction line and pressing Accept Mass Apply or can reject them by pressing Clear Mass Apply. Click on the Close button to close the Mass Cash Application screen and returns to the Customer Payment screen.
Try Selected Items Apply Cash
This process attempts to apply the exact amount of still-unapplied cash among one to hundred open debit-balance items whose “Select” column is checked. If a perfect solution is found, the results of the trial application are displayed.
The user can accept the suggested applications by pressing Accept Selected Items Application or can reject them by pressing Clear Selected Items Application. A perfect solution is one where all cash is applied and all the items it’s applied to are completely paid off. Click on the Close button to close the New Payments Application screen and returns to the Customer Payment screen.
Once the user has completed the Customer Payment Allocation, select Close in the New Payments Applications screen to complete the New Application process.
Edit Applications
To Edit an existing application, it can be processed from:
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the Cash Receipts Detail main screen - click Edit Applications button or
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the Payments section of the main Cash Receipts Detail screen - click on the Edit hyperlink (Allocations column) on the Customer Payment line.
The Edit Payment Applications screen will be displayed when either of the two options above is selected. To edit the amount applied, select the line and update/enter the new amount for the application.
NOTE The New and Edit Application links are visible on the Cash receipts Detail created from CRATO when the Customer Currency on the Cash Receipts Detail is the same as the Bank Currency on the Cash Receipt.
Once amended, click Save Applications to update the changes and then click Close to return to the Cash Receipt screen. The user can then continue to apply any remaining customer payment amount to other customer transactions.
NOTE When processing the Cash Receipt and creating the Application records, if the Discount Taken is greater than the Discount Available and the flag 'Allow More Discount Than Available in CR' in the AR Control is set as true, then the system will update the 'Discount Percentage Allowed' in the Receivable Transaction Scheduled Payment as below:
Discount Percentage Allowed = (Discount taken maint / Document Amount - Document Currency) * 100
Remainder to Unapplied Cash
Where a user decides not to apply the Customer Payment amount in full or in part to customer transactions, they can allocate it to unapplied cash.
From the Cash Receipts Detail screen, can either:
IMPORTANT Process the full customer payment amount to Unapplied Cash. In this case, the user must select Remainder to Unapplied Cash BEFORE any applications are processed.
IMPORTANT Process the remainder of the customer payment amount to Unapplied Cash. In this case, the user must select Remainder to Unapplied Cash AFTER a portion of the customer payment has already been processed.
Once the unapplied portion has been processed a message “Unapplied Item created successfully” will be displayed. This creates a Receivable Transaction and will be linked to the field 'Unapplied Cash Transaction' on the Cash Receipts Detail.
To return to the main Cash Receipts screen, click on the hyperlink in the Cash Receipts field.
SEE ALSO
Cash Receipts Overview
Create Bank Deposit
Capture Customer Payment
Finalize Cash Receipt
