Reconcile Payments for Customer Invoices through Direct Debiting and Factoring

Outcome

See Reconciling Customer Payments through Direct Debiting and Factoring.

Before you start

See Reconciling Customer Payments through Direct Debiting and Factoring.

Follow These Steps

Initiate Reconciliation

1. Start ‘Bank Remittance. Reconcile Payment’ (ARS350/B).

2. Select one of the following alternatives:

   • If all invoices in the remittance are paid, go directly to step 9
   • If not all invoices are paid, go to step 3.

   Report Unpaid Invoices

3. In (ARS350/B), select option 11=’Remitted payments’ for the remittance.

   You can also report an unpaid invoice by selecting option 20=’Reverse payment’ for the payment transaction in one of the following programs: ‘Voucher. Display’ (GLS200/B), ‘General Ledger. Display Transactions’ (GLS210/B), ‘GL. Display Statement of Account’ (GLS220/B), ‘AR. Display Statement of Account’ (GLS222/B) and ‘Customer Invoice. Display Separate’ (ARS215/B). This option displays (ARS351/B); see next step.

4. In ‘Bank Remittance. Update Payment’ (ARS351/B), select one of the following alternatives:

   • If the invoices were sent for factoring, use the Delete option to remove each one. Then go to step 6.
   • If the invoices were sent for direct debiting, select whether to list either all invoices (sorting order 1) or invoice totals per payer and payment date (sorting order 2). Then go to next step.

5. Select one of the following alternatives:

   • To delete a single invoice, select sorting order 1 and then select option Delete for the invoice.
   • To delete all invoices for the payer with the same payment date in the remittance, select sorting order 1, click on an invoice for that payer and payment date, and then select option 14=’Delete all’. Or, select sorting order 2, click on a record and select option Delete.

6. In (ARS351/D), confirm the deletion by pressing Enter.

7. In (ARS351/E), change the proposed accounting date, if necessary, and enter a voucher text. Press Enter.

8. In ‘Standard Letter. Print’ (ARS115/E), select a standard letter of type 1 and press Enter to retrieve any predefined text for the standard letter.

9. If necessary, enter up to two lines of additional text to the text retrieved from the standard letter. Press Enter to return to (ARS351/B) and then F3 to return to (ARS350/B).

   Reconcile Payments

10. In (ARS350/B), select option 9=Reconcile for the remittance.

11. On the E panel, change the proposed accounting date in the ‘Remittance date’ field, if necessary, and enter a voucher text (optional).

    Depending on how the FAM function is defined, an accounting string for account supplementation is also opened on the panel.

12. Select one of the following alternatives:

    • If there are no bank fees connected to the payment, press Enter to create the voucher.
    • If there are bank fees to be paid, go to step 12.

13. Select the ‘Bank fee’ check box on the same panel. Press Enter.

14. On the F panel, enter the fees and, if when applicable, their respective VAT code or a VAT amount. Press Enter to update the ‘Total charges’ and ‘Total bank reconciliation’ fields at the bottom of the panel.

15. Press F3 to create the voucher and return to (ARS350/B).

Selection and deletion of remittances for SEPA direct debiting

In the SEPA direct debiting process, remittance proposals are created in 'Bank Remittance. Open' (ARS300) and when confirmed they end up in (ARS350). The remittances must be left in (ARS350) to reverse the remittance of a specific invoice later on, if the customer decides to not accept the direct debiting withdrawal of that invoice.

Once the remittance is not used anymore and there is no risk that a remittance, or single payments within such a remittance, will be reversed, the remittances need to be deleted and "closed" for reversal.

If a remittance is deleted with option 4 = 'Delete' in (ARS350), the payments of the included invoices are automatically reversed. For remittances for SEPA direct debiting the customer invoices should remain paid, even if the remittance is deleted in (ARS350).

To delete remittances for SEPA direct debiting in (ARS350), the user uses function key 'F17' on (ARS350/B) to get to (ARS350/S) where a selection of remittances is made. When the user has made the selection on (ARS350/S) and press Enter, the selected remittances are listed on (ARS350/B). When working with selection, related option 20 ='Delete remittance proposal' and two buttons 'End the selection' and 'Delete all selected' are available.

Options 4= 'Delete' and 9= 'Reconcile' are not available when working with the selection on (ARS350/B).

If the user presses the button 'End the selection', the selection will be cleared and all remittances will once again be listed on (ARS350/B). After this, option 20 and buttons 'End the selection' and 'Delete all selected' will no longer be available.

If the user selects one (or a few) remittances in the list and uses option 20, the selected remittance(s) will be deleted one by one.

If the user presses the button 'Delete all selected', all remittances in the list will be deleted, in batches of 33 records. If the selection made on (ARS350/S) has resulted in a list of more than 33 remittances on (ARS350/B), the user must follow these steps:

1. Press 'Delete all selected'.

2. Refresh the screen.

3. Press 'Delete all selected' again.

   Steps 2 and 3 are repeated until all the selected remittances listed in ARS350/B have been deleted.

   Note: This functionality for selection and deletion of remittances in (ARS350) is only available for SEPA direct debiting. When the selection is made via F17 and (ARS350/S), these are the conditions for a remittance to be selected:

   1. The remittance concerns a payment type connected to payment class 5 (direct debiting) and defined for SEPA direct debiting in 'Payment Type. Open' (CRS078).

   2. The remittance is in status 09, indicating that the remittance proposal has been confirmed in (ARS300).