Manual Customer Payment—Key Exercises

IMPORTANT
It is extremely important that you set up and work within your own company and with your own customer to maintain your data integrity. If you work with any other objects, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data must be isolated in your own company.

Required Data


Create Customer Invoice

Purpose: The purpose of this exercise is to show you how to enter the data required for running the Manual Customer Payment functionality.

  1. Enter or create five customer invoices.

General exercise for Manual Customer Invoices


Create Customer Invoice for Other Company

Purpose: The purpose of this exercise is to show you how to enter the data required for running the Multi company Customer Payment functionality.

  1. Create customer invoices in a company other than your default company.

General exercise for Manual Customer Invoices

Main Exercises


Manual Customer Payment

Purpose: The purpose of this exercise is to perform a manual entry of customer payments that were already made. You can either specify the invoices/installments to be paid or use the Select Batch function to get an overview of open customer invoices/installments, prepayments, and payments on account. When you enter the payment, a voucher is generated automatically in the hold table in IFS Accounting Rules. The voucher is updated to the general ledger in connection with the next update. 

Enter and Match a Customer Payment, Selected Invoice

Purpose: The purpose of this exercise is to show you how to enter a customer payment that is matched with one customer invoice/installment.

Windows:
Customer Payment

  1. Open the Customer Payment window, and create a new record.
  2. In the General tab, enter a cash account, or select one from the List of Values. 
  3. In the lower portion of the window, create a new record.
  4. In the Payment Amount field, enter the paid amount.
  5. Click the Transactions tab, and create a new record.
  6. In the Series ID field, enter the series ID of the invoice that you want to pay, or select one from the List of Values.
  7. In the No field, enter the number of the invoice that you want to pay, or select one from the List of Values.
  8. In the Installment Id field, enter the number of the installment that you want to pay, or select one from the List of Values. If the invoice only contains one installment, this will automatically be defaulted.

Note: The Remaining Amount in Payment Currency field should now be zero.

  1. Save your changes. 
  2. A preliminary payment ID is created, and the status of the payment is set to NotApproved.
  3. Right-click and clickApprove: The default values for Voucher Date, User Group and Voucher Date are suggested in the Create Voucher dialog box.
  4. Click OK. A message containing payment and voucher information, is displayed.
  5. Click OK. The status of your payment is changed to Approved.

Enter and Match a Customer Payment, Select Batch

Purpose: The purpose of this exercise is to show you how to enter a customer payment, which is matched with several customer invoices/installments using the Select Batch function.

Windows:
Customer Payment

  1. Open the Customer Payment window, and create a new record.
  2. In the General tab, enter a cash account, or select one from the List of Values. 
  3. In the lower portion of the window, create a new record.
  4. In the Payment Amount field, enter the paid amount.
  5. Save your changes.
  6. A preliminary payment ID is created, and the status of the payment is set to NotApproved.
  7. Click the Transactions tab.
  8. Right-click and then click Select Batch.
  9. Populate to see all open invoices/installments. Note: If the Auto Populate check box is selected, the open invoices/installments will automatically be populated when you open the Select Batch dialog box the next time.
  10. Select the lines with the invoices/installments that were paid. Click OK to confirm. The selected invoices/installments are displayed on the Transactions tab and saved automatically.
  11. Right-click and click Approve: The default values for Voucher Date, User Group and Voucher Date are suggested in the Create Voucher dialog box.
  12. Click OK.
  13. A message box, containing payment and voucher information, is displayed.
  14. Click OK. The status of your payment is changed to Approved.

Check Collection Level

Purpose: The purpose of this exercise is to show you how to check for invoices/installments which have reached or exceeded the collection level and are included in a payment.

Windows:
 Customer Payment

  1. Open the Customer Payment window, and search for your latest payment with matched invoices.
  2. Right-click and click Check Collection Level to open the  Collection Level Information window. This displays the information for which invoices/installments in the collection level are included in the payment.
  3. Click OK to close the window.

 

Enter an Unspecified Customer Payment

Purpose: The purpose of this exercise is to show you how to enter a customer payment with no matching of invoices. We have received 1,000 from a specific customer, but without a specification of the payment. So we enter the cash as a payment on account for this customer. We also received 500 from someone who is not even a customer. In this case, we enter this as a parked customer payment, as we have no customer to connect the cash to. Both these payments can later be offset against invoices.

Windows:
Customer Payment

  1. Open the Customer Payment window, and create a new record.
  2. In the General tab, enter a cash account, or select one from the List of Values. 
  3. In the lower portion of the window, create a new record.
  4. In the Payment Amount field, enter the paid amount (in this case, 1,500).
  5. Click the Transactions tab, and create a new record.
  6. Select the New Payment on Account check box, enter the customer ID, and the amount 1,000.
  7. Create a new record again.
  8. Select the New Payment on Account and Parked Payment check boxes.
  9. The company ID appears in the Identity field. Enter the amount 500.
  10. Select one of the entered lines, right-click, and then click Preview Postings to see the postings that will be created for this line.
  11. Save the payment.
  12. Right-click and click Approve: The default values for the voucher date and user group is suggested in the Create Voucher dialog box.
  13. Click OK. A message appears with payment information.
  14. Click OK. The status of your payment is changed to Approved.


Multi Company Customer Payment

Purpose: The purpose of this exercise is to show you how to enter a multi company payment. The payment was made to one of our companies, but it also matches invoices/installments in other companies. When you save the payment, one payment and one voucher are generated automatically for each company involved. 

Windows:
Customer Payment

  1. Open the Customer Payment window, and create a new record.
  2. Enter a cash account, or select one from the List of Values. 
  3. In the lower portion of the window, create a new record.
  4. In the Payment Amount field, enter the paid amount.
  5. Click the Transactions tab, and create a new record. The company that you are currently using appears by default.
  6. Enter the series ID, number and installment ID of an invoice that was paid in this company.
  7. Create a new record (F5).
  8. Enter the ID of the company to which the other invoice that was paid belongs, or select it from the List of Values. 
  9. Enter the series ID, number and installment ID of the invoice that was paid in this company.
  10. Save your changes (F12).
  11. Right-click and click Approve: The default values for the voucher date and user group is suggested in the Create Voucher dialog box.
  12. Click OK. A message appears with payment information.
  13. Click OK.The status of your payment is changed to Approved.
  14. In the header of the window, right-click and then click Multi company Payment Vouchers to view the vouchers created.
  15. Use the Voucher Type list to switch between vouchers. You will see one voucher for each company involved.
  16. Close the window.
  17. Right-click again and then click Related Child Company Payments to view the payment details in the other company.


Bad Debt Management

Purpose: The purpose of this exercise is to show you how to transfer an open customer invoice from ledger status Normal to ledger status Bad Debt. We will transfer this invoice to Bad Debt because the customer will probably not be able to pay the invoice. Since the company might be able to pay the invoice in the future, will we transfer the invoice to Bad Debt instead of writing it off directly. 

Windows:
Bad Debt Management

  1. Open the Bad Debt Management window and query for your customer. 
  2. Mark the invoice/invoices that you want to transfer to Bad Debt, right-click and then click Transfer to Bad Debt. 
  3. Enter criteria for Bad Debt Level, Voucher Date, User Group and Voucher Type. If you want to copy the code parts from the customer invoice, check the checkbox for Copy Code Parts.

  4. Press OK.

  5. The marked invoice/invoices get ledger status Bad Debt.

Note: This kind of operation can also be made in the opposite direction. The only prerequisite for doing a transfer from Bad Debt to Normal ledger status is that the invoice has ledger status Bad Debt.


Change Ledger Posting

Purpose: The purpose of this exercise is to show you how to change the ledger posting for an open customer invoice. We will change the ledger posting for this invoice because the customer has now become a sister company instead of an external customer. This means that we must change the ledger account for all open items for this customer. When the invoice was created, we also forgot to enter a pre-posting for Code B. 

Windows:
Posting Control
Customer
Repost Customer Ledger Item

  1. Open the Posting Control window and query for posting type IP2 - Customer Claims. 
  2. Add a new row for IP2. Connect it to the code part representing Code B and the control type AC2 - Pre-posting. 
  3. Save your changes (F12).
  4. Open the Customer window and query for your customer. 
  5. Click the Invoice tab and change Customer Group from 0 to 1.
  6. Save your changes (F12).
  7. Open the Repost Customer Ledger Item window and query for your customer. 
  8. Select the invoice that you want to add a pre-posting to, right-click and then click Modify/Add Pre-posting. 
  9. Enter a value for the code part representing Code B. Click OK.

  10. Select the invoice that you want to change the ledger posting posting for, right-click and then click Repost Ledger Item.

  11. Enter criteria for Voucher Date, User Group and Voucher Type.

  12. Confirm the information.

  13. The ledger posting (IP2) is changed for the marked invoice.

Note: The current ledger posting is displayed to the far right in the Repost Customer Ledger Item window. Note the ledger posting for your invoice before and after running this function.