Processing Imported A/R Payment and Distribution Data

Use the A/R Payment Import Workbench form to view, modify, and validate the payment and distribution information so that it is ready to post. All batches that were successfully imported are listed in this form.

Note:  For AR import files in NACHA CCD format, the import assumes that positions 40-54 (Company's ID Number) of record type 6 in the AR import file contain the check number. The import places this value in the Check Number field of the workbench form. If the import finds any non-numeric characters in those positions of the file, it places a zero in this field. If this field is not populated with the check number, please contact the bank to determine if the bank can place the check number in positions 40-54.
  1. Select a batch ID to view its status:
    • If the status is Processed, every payment record in the batch has been processed; you can click Delete to remove the batch from the form. The original file is stored in the Archive folder in case it needs to be reviewed later.
    • If the status is Unprocessed, at least one payment is not processed; that record has a status of Unprocessed, Error, or Hold.
  2. Click Validate to validate all payments and distributions for batches where the payment status is Unprocessed or Error. During validation, if the customer field is blank for a payment or distribution record, the system:
    • Tries to find the customer number based on the invoice number.
    • If that fails, leaves the customer number blank.

    Other validations are performed. Any resulting validation error messages are displayed in the grid.

  3. Correct any validation errors and fill in any blank customer numbers.
  4. In the Payment grid, select the payment records that you want to process. If you do not want to process a record, you can change its status to Hold.
  5. The Distribution grid lists all distributions associated with a selected payment in the Payment grid. You cannot add or delete records in this grid. If you do not want a distribution to be processed, set the Apply Amount and Discount Amount to zero. Distribution records are disabled for a payment whose status is Processed or Hold.
  6. Click Process.

    All payments and distributions in the batch ID that have a payment status of Unprocessed or Error are validated, even if they are not selected.

    All selected payments that are unprocessed with no errors will be processed. A/R Payment and A/R Payment Distribution records are created. When an A/R Payment record is created, the customer, routing number and bank account are checked against the A/R Customer Bank Account records. If a matching customer bank account record is not found, one is created.

Note:  Discount amounts are not calculated on the distribution records. They are either included in the values from the import file, or they must be manually updated.
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