Entering and applying cash for activity-based transactions

Use Contract Activity Application (AR32.1) to enter and apply cash to open items that are associated with a Project Accounting (AC) contract activity or activity group, or a Billing and Revenue Management (BR) contract. This procedure describes how to enter and apply cash using activity-based entry and application.

Note: You can also use Entry and Application (AR30.1) , On Account Application (AR33.1), or Line Item Application (AR34.1), but AR32.1 provides the easiest method to apply a payment against open items associated with a contract, contract activity, or activity group, since only activity-based open items appear on this form.

Before you can enter cash, you must define a cash batch for the contract company on Cash Batch (AR20.1).

Access Activity Application (AR32.1).
Define the payment header. Use these guidelines to specify the field values:

Contract

If you want to define a payment for a contract, then specify or select the contract name.

Note: If you select the contract name, then the system will derive the activity, activity group, company, and customer when you add the payment header.

Actvy (Activity)

If you do not know the contract name, then you can select the contract activity.

Note: If you select the contract or posting activity, then the system will derive the contract, activity group, company, and customer when you add the payment header.

Actvy Grp (Activity Group)

If you specify the activity group alone, then you must also specify the company and customer information.

Company

You can specify or select the AR company where the payment will be credited. If you selected a contract or contract activity, then the system will derive the company when you add the payment header. If no contract or activity is entered, then you must specify or select the company and customer information.

Batch

(Required) Specify the batch that the payment belongs to. It must be a valid batch for the company, as defined on Cash Batch (AR20.1).

Payment

(Required) Specify the payment reference number as it appears on the remittance.

Amount

(Required) Specify the payment amount as it appears on the remittance.

Customer

You can specify or select the AR customer where the payment will be credited. If you specified a contract or contract activity, then the system will derive the company and customer information when you add the payment header. If no contract or activity is specified, then you must specify the company and customer information.

Trans, Dsp

You can select The Transaction Display (Trans Dsp) values, which determine which open items are displayed, or you can let the values default from the value assigned to Trans Display on Customer Group (AR00.1) Customer Group (AR00.1).

If the Trans Display value is not selected (blank) on AR00.1, then the display will default from the contract, activity, or activity group that you selected on AR32.1.

If you do not select the contract, activity, or activity group, then the default transaction display is se to Contract (C).

Post Date

You can specify or select the general ledger posting date associated for the cash application(s). If the company has Payment/Credit Date selected in the Application Post Date field on Company (AR01.1), then the general ledger date defined for the cash batch is set as default.

If the company has System Date selected in the Application Post Date field on Company Options 1 (AR01.2)), then the current system date is set as default.
Click the Add function to create the payment record. The open items that meet the header criteria should display. If not, click the Inquire function to display the open items.

Note: Selected items have an asterisk (*) in the P - Partially selected or Sel - Selected column.

Select open items for application in one of two ways:
Select any individual open item by selecting the Add line action next to the open item, then click Change form action to select all the items that you flagged.

Note: Alternatively, click Filter to open Selection Criteria (AR32.2). Define open item selection parameters. All open items that meet the criteria will be selected for application.

Note: You can apply cash to transactions that are in non-base currency. The transactions will display in the currency of the payment.

See vOptions for reviewing applications.
(Optional) Unselect any open items that you selected in error.
- To unselect all applications associated with a payment, click the Unselect form action.
- To unselect individual applications associated with a payment, click the Delete line action for the application and the Change form action.
(Optional) Define any adjustments, chargebacks or write-offs for the payments. Use these guidelines to specify the field values:

Adjustments

To create an adjustment, such as a discount or shortage, select an adjustment reason code from the Rsn field, then specify the adjustment amount in the Adj Amount field. Save by using the Change line action and Change form action.

Note: Specify positive amounts for discounts and shortages. Specify negative amounts for overage adjustments.

If you want to use more than one reason code or override the defaulting GL account, activity, or user analysis values, then click More (*) next to the adjustment to access Contract Activity Adjustment (AR32.3)) .

Apply credit memos

Select the Add line action next to the credit, then specify the amount that you want to apply. The amount of the credit is added to the payment amount.

Write off Payments

Choose the Write-off link to access the Payment Write-off (AR30.3) subform. Write off the payment. You can define general ledger account information for the write-off.

Create a Chargeback

Click Memo to access Chargeback Memo (AR30.7) . Use this subform to create and maintain memo chargebacks. You can define general ledger account information for the chargeback.
To apply the payment to the selected records, select the Process form action.

Note: Alternatively, you can run Automatic Application (AR130) to process the records.
Run AR190/AR195.

Related reports and inquiries

Activity-based applications will display on all the standard cash application reports. In addition, you can use these reports and inquiries for activity-based applications:


To use	Run
To view all pay requests and receipts by grant	Grant Pay Requests and Receipts (GM15.4)
To view all pay requests and receipts by contract	Contract Pay Requests and Receipts (GM20.5)
To view all original transactions and payments for a contract, activity, or activity group in due date order	Contract Activity History (AR91.1)
To review on open and historical customer applications	Customer Application (AR53.1)
To print a report of transaction (invoice, debit memo, or credit memo) applications, for transactions that have activity-based elements	Actiity Application Report (AR237)
To list application adjustments for invoices, credit memos, debit memos, and payments that have Activity-based elements	Activity Adjustment Report (AR239)
To print a report of all transactions, cash application adjustments, non-AR payment transactions, and miscellaneous distributions associated with each activity you select for the report	Activity Report (AR296)
To print a report of transaction (invoice, debit memo, or credit memo) applications, for transactions that have activity-based elements	Activity Application Report (AR237)
To list application adjustments for invoices, credit memos, debit memos, and payments that have Activity-based elements	Activity Adjustment Report (AR239)
To print a report of all transactions, cash application adjustments, non-AR payment transactions, and miscellaneous distributions associated with each activity you select for the report	Activity Report (AR296)
To view all original transactions and payments for a contract, activity, or activity group in due date order	Contract Activity History (AR91.1)