Group Invoice Records for Internal Reconciliation

This document explains how to work with reconciliation numbers in 'AR Reconciliation Number. Open' (ARS245) or 'AP Reconciliation Number. Open' (APS245) and use reconciliation numbers when allocating payments to invoices manually in 'Payment Received. Record' (ARS110) or 'Suppl Payment. Enter Manual' (APS120) to keep track of invoices and payments linked to a certain reconciliation number.

Note: If you receive your customer payments as a batch file with receipt orders and allocate them automatically in 'Batch Payment. Update' (ARS040), or pay your supplier invoices via 'Suppl Payment Proposal. Open' (APS130), the outstanding amount of the reconciliation number is not updated with the payment information. To have the reconciliation number updated by payment transactions, the payment must be entered manually in (ARS110) or (APS120).

If you cancel a voucher in 'Voucher. Reverse' (GLS900) or in 'Accounting. Open' (GLS120) that is linked to a reconciliation number in (ARS245) or (APS245), the cancellation will not update the outstanding amount of the reconciliation number. In this situation, a workaround might be to delete the reconciliation number in (ARS245) or (APS245) and then create a new reconciliation number, to which the invoice is linked.

You are only allowed to delete a reconciliation number with the 00='Open' status, not when the status is 99='Closed', in (ARS245) or (APS245).

Outcome

The reconciliation number balance table (FSLREC for customer invoices) or (FPLREC for supplier invoices) is updated.
A reconciliation number for a payer or payee is assigned status 99, that is, the reconciliation number as well as the invoices linked to the reconciliation number are closed.
The reconciliation date for a reconciliation number will be the latest date of the following:
1. The accounting date selected on (ARS245/E) or (APS245/E) when the reconciliation number was initially created.
2. The latest accounting date used for the payment transactions linked to the reconciliation number.
If an invoice is still open when the reconciliation is finished, it is closed automatically with offsetting account entries for the remaining amount when the reconciliation number is closed.
The invoices linked to a reconciliation number are saved with the reconciliation number in additional information number 222, for customer invoices, and 410, for supplier invoices.
The invoices linked to a reconciliation number can be reviewed in (ARS251) or (APS251) by selecting related option 11='Details' in (ARS245) or (APS245).
If needed, details for a reconciliation number can also be displayed in 'Acc Receivable. Display Additional Info' (ARS250) or 'Acc Payable. Display Additional Info' (APS250).
A reconciliation report can be printed based on payer or payee in 'Ledger. Print' (GLS640). This report contains transactions for an AR or AP account, sorted by payer or payee, during the selected period. Depending on your selection, all invoice transactions, or only not yet fully reconciled invoice transactions, are included in the report. It is also possible to exclude payers or payees with a zero balance at the end of the selected period.
A detailed reconciliation report can be printed based on payer or payee in 'AR Reconciliation Number. Print' (ARS545) or 'AP Reconciliation Number. Print' (APS545). This report contains all closed and/or open reconciliation numbers and their linked invoices, depending on your selection, or all invoices not linked to a reconciliation number.

Before you start

Number series type 60, series 0, must be defined in 'Number Series. Open' (CRS165).
Detail records for the FAM functions AR30 and AP20 must be defined in 'FAM Function. Open' (CRS405). These records determine the voucher number to use and other important setup for the entry of manual payments in (ARS110) and (APS120).

Follow these steps

Create reconciliation number

Open (ARS245/B) or (APS245/B).
Enter a payer or payee and select option 1='Create'.

Note: Currency can be selected already at the creation of a reconciliation number. Otherwise the currency is set when the first invoice is linked to the reconciliation number.
On the E panel, enter an accounting date and press Enter to confirm the creation of the new reconciliation number. Back on the B panel, the new reconciliation number is displayed with status 00='Open' and with the outstanding amount zero, together with all outstanding invoices per currency for the payer or payee.
Select one of the following alternatives:
- To group invoices directly before payment allocation, continue with Link invoices directly to reconciliation number.
- To add invoices to the number while allocating payments, continue with Allocate payments to invoices using reconciliation numbers.

Link invoices directly to reconciliation number

On (ARS245/B) or (APS245/B), select related option 10='Group reconciliation number' for an invoice to be included in the reconciliation.
On the F panel, select the reconciliation number to use (prompt using F4 in this field). Press Enter.
Repeat step 2 until all invoices with the same currency as the first invoice are included.
The sum of all invoices is now displayed as the outstanding amount for the reconciliation number on the B panel.

Allocate payments to invoices using reconciliation numbers

Open the function for manual payments: (ARS110) for customer invoices or (APS120) for supplier invoices.

Note: You must use a FAM function set up with one of sorting orders 1 to 6 to enter a payment against a reconciliation number.
On the F panel, select a reconciliation number and allocate the payment, partially or completely, to an invoice. The outstanding amount for the reconciliation number is continuously updated during the entry of payments against a reconciliation number.

Note: You can allocate a payment to an invoice that is already linked to a reconciliation number without selecting any reconciliation number at the allocation. The reconciliation number is then retrieved from the invoice to the payment and a warning message is displayed.
If you allocate a payment with a reconciliation number to an invoice that has not been linked to any reconciliation number before, the reconciliation number selected at allocation is linked to the invoice and a warning message is displayed.

If you, when allocating the payment, select a different reconciliation number than the reconciliation number earlier linked to the invoice, an error message is displayed. You must change the reconciliation number for the invoice in (ARS245) or (APS245) before it is possible to proceed with the payment in (ARS110) or (APS120).
When the amount to allocate is zero, press F3 to exit from (ARS110) or (APS120), to automatically create a voucher and update the invoices with the payments.

Close reconciliation number

When the outstanding amount of the reconciliation number is zero on (ARS245/B) or (APS245/B), close the reconciliation number manually by selecting related option 19='Close reconciliation number'.
On the G panel, enter payment date, accounting date, a FAM function, and exchange rate type (optional). Press Enter to update the status of the reconciliation number to 99='Closed'. If any of the linked invoices were not yet closed (for example, due to on-account payments), a voucher is created that closes the invoices.