Entering the contract/Grant pre-payment

Use Cash Customer Transaction Assignment (AR21.2) to enter the grant prepayment. To associate the payment with a grant contract, entry of a contract is required. To define the payment as a pre-payment, you must enter additional information. Use the More link to access the prepayment window.

To define the payment as a grant prepayment, Select Reference Type G - Grant and enter the Grant code. Both the Reference field and the Cash offset received not applied code must be blank.

The Prepayment code can be selected or it will be defaulted from the process level. This will define the payment as a prepayment and associate it with the appropriate contract/grant for automatic application. The prepayment can be flagged to auto apply or the prepayment can be manually applied. Use this procedure to enter the grant prepayment.

  1. Access Cash Customer, Transaction Assignment (AR21.2) and specify the cash batch number.
  2. Specify the payment (check) number, the amount, and the customer number or invoice number associated with the payment.
    Note: If you leave the customer number field blank and type a transaction number, then the application will default to the customer number.
  3. Associate the cash payment with a contract or contract activity (from the Project Accounting (AC) and Billing and Revenue Management (BR) applications).
    Note: If you specify a contract, then the program derives the activity and activity group. If you specify a contract activity, then the program derives the contract and activity group.
  4. Click More to open More (AR21.6). Add prepayment information or select an alternate RNA account defined in the process level.
  5. Use these guidelines to specify the field values:
    Reference Type

    Select the type of transaction of G - Grant.

    Note: The currency of the payment must equal the currency of the invoice or open order.
    Reference

    Leave this field blank.

    Automatic Apply

    Select Y to auto apply then edit the customer as open item type processing.

    Prepayment Code

    Select the prepayment account. If this field is left blank, then this will default from the process level.

    Grant

    Specify the Grant.

    Note: When entering remittance information, transaction type of I is used for both invoice and debit memos.
  6. Click Totals to display totals for the batch, including the difference between the control and entry totals for a cash batch.
  7. Click U(ser) to open Payment User Fields (AR21.9).
  8. Specify user defined data in the fields. The information entered here is for reference only. The value of the field is defined on Company (AR01.1).