Accounts Receivable > Transaction Processing > AR Payments Import

AR Payments Import

You use this program to import payment details for invoices.

This program is typically used to speed up the allocation of invoice payments in a high volume environment and to automate the capturing of invoice payments when the remittance advice is received electronically.

Toolbar and menu

Field Description
New This is enabled once a payment has been imported and you want to import another payment.
Import

Validates the contents of the import file and import the records if there are no errors.

Once imported the GL journal is created and the payment is reflected against the customer.
Print

Print the AR Cash journal created from the import. This is only available once the record is successfully imported.
Save Form Values This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level. They are not saved at role or group level.

Payment Details

Field Description
Payment Details  
Customer The customer for whom you are importing invoice payments.
Calculate payment amount

Calculate the payment amount prior to performing the validate function.

The payment amount will equal the sum of the Net Amount column in the Details pane.

A payment amount must be entered when this option is not enabled.
Payment amount Enter the amount of the payment received from the customer.
Reference/Check

Enter a reference number or the number on the customer's check.

This option is mandatory for TPM customers.
Payment date

Indicate the date on which the payment is recorded on the customer's account.
Journal notation Optionally enter a note against the journal.
Payment narration Enter an additional note against the payment.
Create discount notes

Create a discount credit or debit note for the settlement discount processed as part of the payment transaction.

Ensure that the Print credit or debit notes option is enabled (Accounts Receivable Setup) to use this function.
Exchange rate method

This only applies when processing a payment for a foreign currency customer.

The exchange rate against a currency can only be changed if it is not set to Fixed.

Option Description
Default rate for entire run

Select this to define a default exchange rate for the entire payment.

You enter the exchange rate to use in the Exchange rate field below.

[Note]

When you select this option, you can still change the rate for individual invoices in the Documents to Pay pane if you are processing the payment manually.

When you apply an unapplied payment to an invoice, the system calculates the exchange variance between the invoice(s) and the payment and posts the variance gain/loss to the exchange variance account.

See also: Notes and warnings.
Original invoice rate

Select this to process the payment at the same exchange rate that was used when the invoice was raised.

You typically select this option when there is no difference in the invoice and payment exchange rate (i.e. you do not expect an exchange rate gain/loss to occur).

When you apply an unapplied payment to an invoice and there is a variance between the invoice and payment exchange rates, the difference is posted to the bank control account. This is because the system is not expecting an exchange variance. You therefore need to transfer the amount to the appropriate ledger account manually.

See also: Notes and warnings.
Default rate for entire run Select this to define a default exchange rate for the entire payment.
Original invoice rate

Select this to process the payment at the same exchange rate that was used when the invoice was raised.
Exchange rate variance Enter the General Ledger code to which exchange variances must be posted for the payment.

This defaults to the Exchange rate variance account in your General Ledger Integration options (General Ledger Integration). If this is not defined, then the Currency variance account defined in the AR Currency Variance GL Interface program is displayed.
Exchange rate Enter the exchange rate to use for this payment.
Transaction options  
Post to Cashbook in detail

Create payment transactions in the cash book.

This option is enabled under the following conditions:

  • The Cash Book module is installed
  • Accounts Receivable link to Cash Book is set to Posted by cash journal (Accounts Receivable Setup)
  • Allow operator override in AR payments is enabled (Accounts Receivable Setup). This allows the operator to change from Posted by cash journal to Posted in detail at the time of capturing payments.
Reset credit status Reset the customer's credit status (Customers) once you post the current payment.
Allow overwrite branch

Enable this to indicate the AR branch to which the adjustment must be processed.

Ensure that the Allow branch override option is enabled (Accounts Receivable Setup) to use this function.
Overwrite branch

Indicate the AR branch to which the payment must be posted.

This only applies when the Allow overwrite branch option is enabled.
Period

Indicate the period and year to which the transaction will be processed, but can be changed using the Change Period option (see Change Posting Period).
Change period

Select this to use the Change Posting Period program to indicate the month to which you want to post transactions.
Create new journal

Create a new journal for each import.

If not selected, one journal will be created on the first import and subsequent imports appended to it until you exit the program.

The GL journals are only created on exiting the program.

Bank Deposit Details

Enter the details that will be printed on the bank deposit slip for customer payments.

These details only apply if you indicated that a bank deposit slip is required (Accounts Receivable Setup).

Field Description
Bank Indicate the bank into which the payment was received or will be deposited.
Account description The description of the Bank entered
Account number The account number of the Bank entered.
Payment type Indicate the payment method used.
Drawer's name Enter the name of the drawer on the check
Drawer's bank Enter the bank on which the check was drawn.
Drawer's branch Enter the bank branch on which the check was drawn.
Bank currency Indicates the currency code of the Bank entered.
Bank charges amount

Indicates the amount of bank charges associated with the deposit.

Ensure that you enabled the Enter bank charges in AR payments option against the selected Bank (Banks) to use this function.
Bank exchange rate

Indicates the exchange rate to use for the bank charges.

This only applies when entering a Payment for a foreign currency customer and the rate for the currency is not set to fixed (Currencies).

Options

Data source

Field Description
Import method  
From file Select this to import data from a file.
Use data grid Select this to enter the import data directly into the grid of the Details pane

You can paste the contents of an Excel spreadsheet into the grid. A blank line is created as the first line in the grid because by default, focus is set on the first editable line for all import program grids.
File location  
Server Indicates the import file resides on the server.
Client Indicates the import file resides on the client.
File name Indicate the name of the import file (include the full path).
Review file This loads the contents of the import file into the Details pane, which lets you validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.
[Note]

The import file is deleted if you enable the Delete file after use option.

After processing completed

Field Description
Print the Details Generate a report of the contents of the Details entry grid.
Email the Details Generate an email of the contents of the Details entry grid.
Print the Import Results Generate a report of the contents of the Import Results pane.
Email the Import Results Generate an email of the contents of the Import Results pane.
Email recipients Indicate the email addresses of recipients to whom you want to email the information displayed in the output panes.
Delete file after use Indicate whether you want to delete the import file after all records are successfully imported.
[Note]

The file is also deleted if you enable this option and select the Review file function.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.
Close the application Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Information

This pane displays the distributed and undistributed values and is for information purposes only.

Column Description
Distributed amount This is the total value of the Net amount for invoices entered in the Details grid so far.
Undistributed amount This is the difference between the Total payment received and the Distributed amount.
Total payment received This is the value entered in the Payment amount field in the Payment Details pane

Details

Toolbar

Field Description
Validate This verifies whether there are any errors in the grid, without actually importing records.

Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks.
Print Prints the contents of the import file, or changes made in the grid.
Export to Excel Outputs data from the Details pane to an Excel spreadsheet.
Search text  
Clear Clears the contents in the search text field.
Edit  
Copy Copies the lines in the Details pane.
Paste (all columns) Ensure that you have data for all the columns that can appear in the data grid before selecting this option.
Paste (visible columns only) Pastes data into the columns that currently appear in the data grid, in the sequence that they appear.
Duplicate Copies the current row to the end of the data grid.
Find and Replace  

Listview

Field Description
Customer invoice

The invoice against which the payment must be processed.

To pay an invoice which has already been purged from the customer's account, you must enable the Re-established invoice check box to enter the invoice details and to automatically populate the Terms column.

When you browse and select a customer invoice, all the related invoice information is populated in all the relevant columns. When you manually enter an invoice number, you also need to indicate the Transaction type (e.g. enter I, C, or D and tab off the field) to populate the relevant columns, as the system cannot ascertain this solely from the customer invoice number entered.

Transaction The invoice transaction can be invoice, credit note or debit note.
Gross amount

Enter the gross amount of the payment you want to apply to this invoice.

[Note]

When you change the Gross amount, the Discount amount and the Tax amount (if applicable) are automatically recalculated.
Discount amount

This indicates the settlement discount amount applicable to the invoice.
Tax amount

This is the tax portion of the settlement discount or the withholding tax amount.

Net amount This is the net payment amount allocated to the invoice. This is the Gross amount less the Discount amount.
Invoice date The date on which the invoice became due for payment.
Customer PO The customer's purchase order number can only be entered for a re-established invoice or an unapplied payment. For invoices, credit notes and debit notes this defaults to the value originally captured and cannot be overwritten.
Terms The terms description is displayed. When re-establishing an invoice, the terms are displayed based on the customer's terms code when you enable the Re-established invoice check box.
Original value Enter the original amount of the invoice. This is only displayed if it is a re-established invoice.
Original discount

Enter the original discount given for the invoice.

This is only displayed if it is a re-established invoice.
Exchange rate This indicates the exchange rate to apply for the payment of the invoice and only applies to foreign currency customers.
Current balance This indicates the current balance of the invoice.
Reference Enter a reference for the payment.
Re-established invoice Indicate that the invoice is being re-established.
Unapplied payment

Select this to post a payment to the customer's account without allocating it to any invoice(s).

You this option when a customer makes a payment without indicating the invoices being paid, but you still want to reflect the payment on the customer's account.

Unapplied payments can be manually allocated to invoices at a later stage.
Invoice suffix

This is a numeric field in which you can enter up to 12 integers to the automatically applied prefix of _CR to make up a unique identification for the unapplied payment. For example if you enter 101, unique ID for the unapplied payment becomes _CR101.

The number of integers you can add depends on the presentation length defined for AR invoices in Set Key Information.

It is only available if you have enabled the Unapplied payment option.
Message  
Balance amount This indicates what the new invoice balance will be when the payment is posted.

Import Results

Displays a summary of the results of the validation/import.

This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.

File layout for 7

Field Start position Field length and description
Customer invoice 1

20

Mandatory for standard and re-established invoices, credit and debit notes and unapplied payments.

If the invoice key type is numeric then leading zeros must be entered.
Transaction 21

1

I = Invoice

C = Credit note

D = Debit note

This is a mandatory field.
Gross amount 22 16

This is a mandatory field.
Discount amount 38 16
Tax amount 54 16
Net amount 70 16
Invoice date 86

6

Entry of the invoice date in YYYYMMDD format.
Customer PO 92 30
Original value 122 16
Original discount 138 16
Original invoice rate 154 13
Reference 167 50
Re-establish invoice 217

1

This is a checkbox field. If the value supplied is Y, the field will be checked.
Unapplied payment received 218

1

This is a checkbox field. If the value supplied is Y, the field will be checked.
Invoice suffix 219

17

By default this field is disabled. If the Unapplied payment option is selected, this field will be enabled, and mandatory.

Notes and warnings

Cash book transactions

This applies to the Post to Cashbook in detail option.

  • If you are posting to the cash book in detail, the following transactions for the payments processed are created in the Cash Book:

    • Individual transactions are created for each payment with a payment type of Check
    • A single transaction per journal is created for the total of all payments with a payment type of Cash
    • A single transaction is created per journal for the total of all local currency payments with a payment type of Other
    • Individual transactions are created for each foreign currency payment.

  • If you are not posting to the cash book in detail, then the following transactions for the payments processed are created in the Cash Book:

    • A single transaction is created per journal for the total of all payments made with a payment type of Cash or Check
    • A single transaction is created per journal for the total of all local currency payments with a payment type of Other
    • A single transaction per journal is created for the total of all foreign currency payment.

Currency exchange variance consisderations

  • Exchange rate variances arising from payments processed in this program are posted to the Realized variance account defined in the AR Currency Variance GL Interface program (General Ledger Integration - Variance interfaces). If the Realized variance account is not defined, then the variances are posted to the account specified in the Exchange rate variance field of the (General Ledger Integration).

    If the invoice being paid was revalued using the AR Exchange Rate Revaluation program, then a reversing entry to remove the unrealized loss/gain amount is also created, and the entry for the new unrealized loss/gain is also recorded.

  • To ensure that the unrealized variance can be reversed, the program checks the ArInvoice table for zero entries in the 'OrigInvRate' column. If any revaluations were performed against the invoice, then the Exchange Rate from the ‘BefPostConvRate’ is used to populate the 'OrigInvRate' column in the ArInvoice table. If no revaluations were performed on the invoice, then the 'ConvRate' from the ArInvoice table is used to populate the 'OrigInvRate' column.

    The following message is displayed when duplicate invoice, debit and/or credit note numbers exist:

    The original invoice rate cannot be determined. Please contact your SYSPRO support consultant.

    In addition, a warning message is displayed when the Unrealized variance account is not defined in the AR Currency Variance GL Interface program (General Ledger Integration - Variance interfaces). The journal will be created with the missing ledger codes and placed on hold.

Printing the Import Results grid

  • XAML code has been applied to the Import Results grid to improve legibility of the resulting report when printing the grid.

    However, to produce a legible report, you should remove all columns except the Journal, Journal details, Customer details, Document details, Amounts, References and Dates columns.

Personalization considerations

  • Ensure that you have enabled the Show maximize button in caption for adjacent panes option (SYSPRO ribbon bar>Home>Personalize>Docking Panes) to display the maximize button on the Options, Payment Details, Bank Deposit Details and Information panes.

Re-established invoices

  • If using re-established invoices, the Invoice date, Customer PO, Original value, Original discount and Exchange rate columns are required. Ensure that these have not been removed from the Details pane.

Zero amounts

  • You cannot post a transaction for which the gross amount, tax amount and discount amount are all zero.

    Transactions with a total payment amount of zero can, however, be posted. For example if you re-establish an invoice with a negative amount and contra it with an existing invoice.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
AR Payment posted

Controls access for posting customer payments in the AR Payments and Adjustments, AR Payments Import and AR Payment Run programs.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
Listview/Forms - Export or print data Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet.
Maintain data in import programs Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed.
Allowed to import from client Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
File Browse on server (C/S system) Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.