This section provides a general outline and expectations for the types of payments and charges that comprise the detail component of a batch. Payments and charges have been categorized as follows and pertain to all detail records created from any source including those imported as part of a van line statement, those that comprise a manual batch, or those included in a batch imported from Cash Receipts:
• Account Payables
• Account Receivables
• Chargeback Items
• Claim Related Items
ACCOUNT PAYABLES
These items will have a Payment Code of “P” and are not related to a order or a claim.
If the transaction amount is negative:
Ideally, items with a Payment Code of “P” will show as negative amounts within Detail Processing. These represent the company Account Payables.
The Modify Wizard will be used to process these payments.
In the case that that the payable is applied to more than one vendor or general ledger account, then these items will need to have allocations specified accordingly (use the Apply > Modify Wizard > Allocate function). It is recommended that the description of the allocated items be changed to reflected when posting and managing commissions, etc.
If the transaction amount is positive or if the item is related to an order:
In the case that the item is associated to an Order Number or is a positive amount, then the item will need to be switched to a receivable by changing the Payment Code to an “M” for Cash Receipt items.
ACCOUNT RECEIVABLES
These items will have a Payment Code of “M” and are related to a non-claim order.
If the transaction amount is positive:
Ideally, items with a Payment Code of “M” will show as positive amounts within Detail Processing. These represent the company Account Receivables. These items are typically associated to an Order Number as identified through either Order or Description field within the data grid.
The Apply Wizard will be used to process these receivables.
If the transaction amount is positive or if the item is not related to an order or vendor:
In the case that the receivable has a positive amount and is not associated to an order then the payment will need to be applied to a General ledger account or vendor.
In the case that the receivable is positive and is to be applied to a vendor only switch the item to a payment by changing the Payment Code to a “M.”
CHARGEBACK ITEMS
These items will have a Payment Code of “M” and are related to a non-claim order.
If the transaction amount is negative:
Items with negative amounts represent a van line chargeback. Chargebacks will be applied using a the Chargeback Apply function.
The Chargeback Apply will be used to process these payments.
If the transaction amount is negative not related to an order:
In the case that the receivable is negative and not associated to an order then change the item to a payable by switching the Payment Code to a “P.”
CLAIM RELATED ITEMS
These items will have a Payment Code of “C” and consist of claims revenue and expense related to a van line order.
It is anticipated that claim items will show both positive and negative amounts with a Payment Code of “C.”
If the transaction amount is negative:
In the case that the claim item is negative the charge will be applied to either a General ledger account or a Vendor.
The Modify Wizard will be used to process these charges.
If the transaction amount is positive:
In the case that the claim item is positive then it will be treated as an order-level receivable.
The Apply Wizard will be used to process these payments.
General Apply Procedure