The Chargeback Apply is used to set the order, General ledger allocations, and the amount of individual sub-records that comprise a chargeback item. A chargeback is defined as a receivable (Payment Code of “M”) from a van line agent that has a negative dollar amount associated to it.
The Chargeback Apply will appear when receivables items are being processed through the Payment Management > Detail Processing > Apply function. Refer to the Applying Payments and Charges to Detail Records section to identify which transaction types will be applied using the Chargeback Apply.
Figure 39: Chargeback Apply screen
The table below describes the general fields and functions available within the Chargeback Apply.
|
Chargeback Apply Fields |
Description |
|
Order |
Displays the order associated to the chargeback. An order will need to be associated to a chargeback. If one is not associated, then use the Find function to select one. |
|
Description |
Displays the title associated to the chargeback detail item. |
|
Displays the branch assigned to the chargeback detail item. | |
|
Division |
Displays the division assigned to the chargeback detail item. |
|
Customer |
Displays the original customer associated to the order. This customer will be referenced if the user opts to apply the entire chargeback to the Original Customer. |
|
Account Receivable |
Displays the general ledger account that will be offset by chargeback transactions. This account is based on the Cash/Clearing Account specified for the batch (view it through Batch Management > Details). |
|
Chargeback Amount |
Displays the original unapplied amount of the chargeback. |
|
Chargeback Balance |
Displays the sum of applied chargeback items. Changes made to adjust the amount of chargeback detail items and by general ledger allocations will be reflected here. |
|
GL Account Allocation |
Selecting this option will open the GL Allocate Wizard allowing a user to divide the chargeback amount up between a particular general ledger account and, optionally, an order. Note: The sum of the amount allocated using the GL Allocate Wizard displays next to this button. |
|
Adjust Item |
Opens the Chargeback Adjustment Entry dialog allowing a user to specify an alternate amount to be applied for the selected chargeback item. |
|
Undo Item |
Allows the user to reverse any adjustments that may have been made to a selected chargeback detail item since being imported. |
|
Create Account Receivable Entry for Entire Balance to |
Allows the user to apply the entire chargeback balance to the customer originally assigned to the order (displayed under the Customer field) or to a different (new) customer. |
|
Done |
This function closes the Chargeback Apply screen after saving changes made to the record currently being accessed. |
|
Cancel |
This function closes the Chargeback Apply screen without saving changes to the record currently being accessed. |
|
Wizard navigation |
These buttons allow users to navigate between like records without closing the wizard. Refer to the Using Payment Management Wizards section for more information. |
Fields displayed within the Chargeback Apply data grid are described in the table below.
|
Chargeback Apply Data Field |
Description |
|
Description |
Displays the text description associated to the chargeback detail item. |
|
Document Number |
Displays the transaction document number that the chargeback relates to. |
|
Journal Date |
Displays the posting month that the chargeback item. |
|
Posted Amount |
Displays the full amount of the chargeback item. |
|
Posted Payments |
Displays any payments that may have been received toward the chargeback item. |
|
Posted Credits |
Displays the credits applied to the chargeback item. |
|
Posted Balance |
Displays the amount still due for the chargeback item. |
|
Unposted Chargebacks |
Displays the portion that remains unposted after any adjustments are made to the selected chargeback detail item. |
|
Unposted Balance |
Displays the difference between the Posted Amount and the Unposted Chargeback amount. |
|
Apply |
Displays the amount that will need to be applied for the selected item. |
Described below is a general procedure on using the Chargeback Apply.
Applying a chargeback
Chargeback items are account receivables items (Payment Code of “M”) with a negative dollar amount.
1. In Payment Management > Detail Processing,
2. Select a chargeback to be updated from the data grid. Records with a Payment Code of “M” showing a negative Amount will be applied using the Chargeback Apply,
Figure 40: Sample chargeback record
3. Press the Apply button and the Chargeback Apply screen will appear,
Figure 41: Chargeback Apply
4. Verify that the item is associated to an Order. If the chargeback is not associated to an order, then correct the entry by making it a payable item by switching the Payment Code to “P.” If the order number is not correct then choose select Original Customer and make corrections to the transaction through Revenue Entry,
5. Verify that the Customer assigned to the chargeback is correct. If the customer is incorrect, then select a different customer through New Customer,
6. Select a Division, if needed,
7. Press the GL Account Allocation button to access the GL Allocate Wizard in order to adjust create allocations to a General ledger and/or Order Number. Refer to the Using the GL Allocate Wizard section for more information,
8. Press the Undo Item button to remove any apply or adjustment that may have occurred on the item,
9. To apply the entire chargeback balance to
a particular customer, select either Original Customer (updates the
account receivables of the customer originally assigned to the chargeback) or
choose a New Customer (updates the account receivables of a different
customer) from the available list using the drop-down menu or the Customer Find
option available through the ellipses button (
). Choosing either option will apply the
entire chargeback,
Figure 42: Original Customer select or New Customer (different customer) options
Note: Applying the entire balance to a customer account will result in increasing the customer’s account receivables and decreasing either the cash or van line clearing account (an AR Debit Memo will be created).
10. Process other chargeback records within the batch by pressing the first, previous, next, or last record buttons,
11. Repeat Steps 4 through 10 to apply other chargeback records,
12. Press Done to close the Chargeback Apply and save changes made to the record currently being accessed or press Cancel to close the screen without saving changes to the record currently being accessed.
A fully applied chargeback will appear within the Detail Processing data grid with a checkmark in the first column.