Entering and Applying Cash for Grant Billing Contracts

Use Contract Activity Application (AR32.1) to apply cash to open pay request items associated with your Grant Billing (GM20.1).

  • Contract Activity Application (AR32.1) provides the easiest method to apply a payment against open pay request items associated with a grant contract, contract activity, or activity group, since only activity-based open items appear on this form.
  • OnAccount Application (AR33.1) allows cash application by customer.
  • You can also use Entry and Application (AR30.1) or Line Item Application (AR34.1).

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

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

To enter and Apply Cash Using Activity-Based Entry and Application (AR32.1)

  1. Access Contract Activity Application (AR32.1).
  2. Define the payment header. Use the following guidelines to enter fields:
    Field

    Description

    Contract

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

    Note: If you select the contract name, 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, you can select the contract activity.

    Note: If you select the contract or posting activity, the system will derive the contract, activity group, company, and customer when you add the payment header.
    Actvy Grp (Activity Group)

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

    Company

    You can enter the AR company that the payment will be credited to. If you entered a contract or contract activity, the system will derive the company when you add the payment header.

    If no contract or activity is entered, you must type or select the company and customer information.

    Batch

    Required. Type 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. Type the payment reference number as it appears on the remittance.

    Amount

    Required. Type the payment amount as it appears on the remittance.

    Customer

    You can type or select the AR customer that the payment will be credited to. If you entered a contract or contract activity, the system will derive the company and customer information when you add the payment header.

    If no contract or activity is entered, you must type or select the company and customer information.

    Trans, Disp

    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).

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

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

    Post Date

    You can type 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), the general ledger date defined for the cash batch defaults.

    If the company has System Date selected in the Application Post Date field on Company, the current system date defaults.

  3. Choose the Add function to create the payment record. The open items that meet the header criteria should display. If not, choose the Inquire function to display the open items.
  4. 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, and then choose Change form action to select all the items you flagged.

    -or-

    • Choose Filter to open Selection Criteria (AR32.2). Define open item selection parameters. All open items that meet the criteria will be selected for application.

  5. Optional. Unselect any open items that you selected in error.

    • To unselect all applications associated with a payment, choose the Unselect form action.

    • To unselect individual applications associated with a payment, choose the Delete line action for the application and the Change form action.

  6. Optional. Define any adjustments, chargebacks or write-offs for the payments. Use the following guidelines to enter fields:
    Adjustments

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

    Note: Type positive amounts for discounts and shortages. Type 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, click the More (*) button next to the adjustment to access Contract Activity Adjustment (AR32.3).

    Apply credit memos

    Select the Add line action next to the credit, then type the amount 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

    Choose the Memo button 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.