Manage customer payment receipts

Create the confirmation of payments received and called payment receipts for manual payments specified in 'Payment Document. Enter' (ARS105) and in 'Payment Received. Record' (ARS110).

This table shows the payment classes that handle payment receipts:


Payment class	'Payment Document. Enter' (ARS105)	'Payment Received. Record' (ARS110)
0 - Cash		x
1 - Check - later allocation	x
2 - Check - Direct allocation	x	x
3 - Bank transfer		x
4 - Draft	x	x

For payers that request a printout, a payment receipt document (ARS409PF) is created automatically. The document can be printed or sent through email to the payer contact.

Payment receipts created are displayed in the function 'Payment Receipts. Display' (ARS400) with the related details displayed in 'Payment Receipts. Display Documents' (ARS401), and allocation in 'Payment Receipt. Display Lines' (ARS402).

Group payment receipts for display in the function (ARS400).

See Cash register for customer payment receipts.

Limitations

You cannot use central payments and postdated checks for payment receipts.
Japanese customers working with drafts use market unique functionality in 'Received Tegata Settl. Reconcile Prop' (ARJP10) and therefore cannot use payment receipts.

Outcome

One or several payment receipts are created and displayed in 'Payment Receipts. Display' (ARS400).
If applicable, a payment receipt document (ARS409PF) is created automatically.

Before you start

Before you start, you must meet these prerequisites:

Define number series type 'PR' with number series 'A' for payment receipts on division level in 'Number Series. Open' (CRS165).
Select payment receipt type 1-'Payment receipt per document' or 2-'Payment receipt with allocation' on 'Settings – General Ledger' (CRS750/F).
If an external number series is required, you must define it in 'Internal Invoice Series. Open’ (MFS165) and select it in 'Settings – General Ledger' (CRS750/F).
Define the payment types included in the payment receipt process on 'Payment Type. Open' (CRS078/E), with the check box 'Payment receipt' selected.
Checks and drafts that require remittance to the bank, require that a bank account is defined for the payer in 'Bank Account. Open' (CRS692). You must define the bank accounts using the setup for 'Global electronic messages' using panel KLM in (CRS692).
These information are used for the payment receipt document, in the priority order described:
- The bank identifier is retrieved from the 'Clearing sys ID' (if used) and 'Clearing sys no' on (CRS692/K), the 'SWIFT/BIC code' on (CRS692/K), the 'SWIFT code' on (CRS690/F) or the 'Bank number' and 'Bank branch ID' (if used) on (CRS692/K).
- Bank account number is retrieved from the 'IBAN number' on (CRS692/K) or the 'Bank account no' on (CRS692/K).
You must define the payers that should receive a payment receipt document on 'Customer. Open' (CRS610/K) or 'Customer. Open Local Exceptions' (MFS610/H), with the check box 'Paymt recpt doc' selected.
Note: In case the field is not displayed, select F13 on (CRS610/K) to display the field. For local exceptions, the field is activated in 'Settings - Customer Local Exceptions' (CMS720).
Define document number 532 for payers that should receive the payment receipt document through email and defined in 'Std Document. Connect Media Ctrl Object' (CRS945) with the email address defined in 'Doc Media Control Object.'Email Address. Open' (CRS111) Connect Media' (CRS949). The email address in (CRS949) can be superseded by an email address in using the type 11-'Payer'.

Follow these steps

Specify the payments received in 'Payment Document. Enter' (ARS105) or in 'Payment Received. Record' (ARS110) and end the function to update the Accounts Receivable Ledger and General Ledger.
Payments applicable for payment receipts, based on the setting of the payment types, are automatically created in the payment receipt tables with a chronological number assigned to each payment receipt.
One payment receipt per journal number, accounting date, payer, and currency is created and can be displayed in 'Payment Receipts. Display' (ARS400). Within each payment receipt, the documents are created depending on the payment class:
- 1-'Check - later allocation' and 2-'Check – direct allocation'; each check is created as a document using the check number as payment receipt reference.
- 4-'Draft'; each draft is created as a document using the drawee reference number if applicable or the draft number as payment receipt reference.
- 0-'Cash' and 3-'Bank transfer – man/electr'; a total per payment method and voucher number is created, there is no payment receipt reference for these payment classes.
If payment receipt type 2-'Payment receipt with allocation' is selected, the allocation per payment receipt and document is created for payment classes 0-'Cash', 2-'Check – direct allocation', 3-'Bank transfer – man/electr', and 4-'Draft'.
The payment receipts can be displayed in displayed in 'Payment Receipts. Display' (ARS400) where you can drill down to the details in (ARS401) and to the allocation in (ARS402).
The payment receipt document (ARS409PF), if applicable for the payer, is automatically created when the update is ready. The document can be printed or sent through email to the payer. If required, you can create a copy of the payment receipt document in (ARS400) by selecting the payment receipt with related option 6-'Print copy'. Depending on the selection of payment receipt type in (CRS750/F) the printout is printed with (type 2) or without (type 1) the allocation.

Note: Matching of credit notes or on account payments to one or several invoices must be done using a payment method that is not connected to a payment type for payment receipt. A control is done on (ARS112/E) and on (ARS118/E) that the 'Received' amount is not 0 when a payment method is connected to a payment type for payment receipts.

You must also define the FAM function AR30 with 'Split pmt trans' set to 3-'Split GL – sev pmt trans in AP/AR' when a payment method is connected to a payment type for payment receipts. This is controlled on (ARS112/E) and on (ARS118/E) since the payment method can be changed.

You must define the FAM function AP20 for 'Suppl Payment. Enter Manual’ (APS120) with 'Split pmt trans' set to 3- 'Split GL – sev pmt trans in AP/AR'. This configuration applies when the AP20 function is connected to an AR FAM function that handles payment receipts. This FAM function is used for netting supplier invoices in (ARS110).

You cannot do a write-off in the header in ‘Payment Received. Record' (ARS110) when the write-off is defined with invoice level. Payer level is allowed. No write-off in the header in (APS120) is allowed. A control is made in 'Payment Received. Record' (ARS112/E), 'Payment Received. Record' (ARS118/E), and (APS120/E), and an error message is displayed.

Deductions such as write-offs, billbacks, and debit notes for invoices not paid in the voucher are not included in the payment receipt. We recommend doing such deductions in a FAM function not defined for payment receipts.

Restart an uninterrupted job

In case a job is interrupted, it remains in the worktable for payment receipts (table FAR400). You can restart the record in 'Payment Receipts. Display' (ARS400) using F19='Restart interrupted job'. This function key opens panel K in (ARS400), where you can browse the Year and Journal number and select a record to be restarted. You cannot restart a job that does not exist or that is still running.

You can also restart an interrupted job through 'Application message. Open' (CRS420). Application message 067-'Payment receipt interrupted' opens (ARS400/B), where F19='Restart interrupted job', opens (ARS400/K).