Maintaining an A/R payment is a different procedure to maintaining the other journals.
- Select the Work with journals in error menu item.
- You access Journal maintenance, Select journal. Select an A/R payment journal.
- You access Journal maintenance – A/R payments. Select the A/R payment you want to update.
- You access the detail panel where the field in error is highlighted. This maintenance panel differs from the journal maintenance panel for A/R and A/P invoices. You can complete the following fields:
- Doc type to settle/Doc number to settle
- If you enter one of these fields, you have to enter also the other one. If you do not complete these fields, your payment will become an open document.
- Bank reference no
- Enter payment information according to the applicable payment regulations.
- Transaction amount
- Enter the amount in transaction currency. The amount must not be greater than the remaining amount of the document to settle. If the discrepancy is within the limits of the hidden discount allowed for the transaction currency, the system will accept this and post it through pseudo accounting.
- System amount
- Enter the amount in system currency. The system amount will be calculated by the system, based on the document date and the exchange rate for the default period and level defined in the A/R control file for A/R payments.
- Document number
- Enter the document number of the transaction. If the field is left blank, the system will retrieve the payment number from the document number series defined for the document type.
- You return to Journal maintenance, Select journal. Click Exit to initiate a “forced update”.
- You access Journal maintenance – A/R payments. On this panel you re-submit the update of the A/R payment journal. The system retrieves information from the original submit panel, but you may change the values. You can complete the following fields:
- Accounting period
- The system proposes the current accounting period. However, you can choose a different period. The year is fixed, according to the accounting year of the journal. It must be an open period, and the system also validates it against the last closed period for the voucher type, as well as according to the valid range of entry periods defined in the G/L control file.
- Document type
- Enter the document type for the payments. The document type controls document numbering, text, interest calculation and the control account (this overrides the system defaults).
- Voucher date
- Mandatory entry. Enter the voucher date of the G/L postings.
- Forced update
- Set to YES if you want to do a forced update of the journal. The system will ignore payments in error when it updates the A/R, but prints them on an error list. Set to NO, if the system should stop the journal again if it finds more errors. For additional information, see Correct a G/L journal.
Click OK.
Exit the routine.