Select invoices to include in your automatic receipt batch by entering a receipt class with an Automatic creation method and specifying other selection criteria such as currency, due dates, and range of customer names. The create automatic receipts program picks up all complete transactions that meet this criteria and create receipts to close out these transactions. In addition to the criteria you specify, Receivables checks the customer's profile to determine whether a transaction should be included in an automatic receipt batch.
Receivables checks the customer's profile to determine whether it should include invoices that are in dispute. Receivables uses the number of Lead Days that you enter for your receipt method to determine when an invoice is eligible for the creation of automatic receipts. The lead days is the number of days before the invoice due date that this invoice can be selected for automatic receipt. A batch of automatic receipts can only have one receipt method, thus one lead days value. Receivables compares the invoice due date and lead days with the batch date.
Suggestion: Set the lead days to a high value for automatic receipts that require confirmation. This will give you the additional time required to send the receipts to your customer and for the customer to confirm them. Receipts that will be factored should also have the lead days set to a high number as they are often remitted long before their maturity date.
Receivables uses the GL date to determine the accounting period in which the automatic receipts will post to your general ledger. Receivables does not let you enter a GL date for a new batch if the receipt class requires confirmation as a separate step. This is because Receivables does not create accounting entries when you approve receipts, but do not confirm them. See: Accounting for Automatic Receipts and Remittances.
Lastly, Receivables validates that the receipt amount is more than or equal to the Minimum Receipt Amount that you specified for your remittance bank and customer profile class. You can assign minimum receipt amounts for your remittance bank accounts in the Receipt Classes window and for your Customers in the Customer Profile Classes window or Customer set of pages. If the total of the transactions does not match the larger of the two minimum receipt amounts, no receipts will be created. These transactions will appear in the Exception section of the Create Automatic Receipt Execution report. See: Automatic Receipts and Remittances Execution Report.
Depending upon the function security options set up by your system administrator, you might be able to create, format, and approve automatic receipt batches in one step. See: Function Security in Receivables.
You can delete a batch of Automatic Receipts only if the batch has not yet been approved and its status is Creation Completed. When you delete a batch, all transactions within the batch become available for selection the next time you submit the Automatic Receipt creation program.
Prerequisites
Set the Sequential Numbering profile option to 'Always Used' or 'Partially Used' and assign document sequences to each automatic receipt method you define. Receipt numbers for automatic receipts are generated based on document sequence numbers. See: Implementing Document Sequences.
Define Print programs for your Automatic Receipts.
Run the Transactions Awaiting Consolidation report to review which invoices will be picked up by the Automatic Receipt program (optional). See: Transactions Awaiting Consolidation.
Define the number of Auto Receipts Invoices per Commit and Receipts per Commit in the System Options window (Miscellaneous tabbed region).
Suggestion: Set the Receipts per Commit and Invoices per Commit system options to a large number to avoid intermediate saves in the program. You should use numbers that are large enough to handle your largest automatic receipt and remittance batches. To help determine the numbers to use, look at the end of the log file for your largest Automatic Receipt Creation Batch; this will give you the number of receipts marked for this batch. Assign this number to Auto Receipts Invoices per Commit. Look at the log file for your largest Remittance Creation batch to derive the Auto Receipts per Commit number. You should only reduce these numbers if you run out of rollback segments. See: Defining Receivables System Options.
If using Automatic Receipts to pay foreign currency transactions, then set the AR: Default Exchange Rate Type profile option to a value other than User.
See: Overview of Receivables User Profile Options.
Also, define daily exchange rates. See: Entering Daily Rates.
Automatic Receipts have a status that indicates whether they are complete. Valid statuses include: Started Creation, Creation Completed, Started Approval, Approval Completed, Started Format, and Format Completed.
Navigate to the Receipt Batches window.
Choose a Batch Type of Automatic.
Enter the Currency for this batch. If you enter a foreign currency, enter exchange rate information for this batch. See: Foreign Currency Transactions.
Enter the Batch date. The default is the current date, but you can change it.
If the Receipt Class you entered does not require confirmation as a separate step, enter the GL Date for this batch. The default GL date is the batch date. The GL date must fall within an open or future accounting period.
Enter a Receipt Class and Receipt Method for this batch, or select from the list of values. Receivables lets you select active Receipt Classes with a Creation Method of Automatic.
When you use the list of values to select a Receipt Method, Receivables displays the Receipt Class to which each Receipt Method is assigned and indicates whether receipts using this Receipt Class require confirmation. When you enter selection criteria for this batch in step 9, Receivables requires that each transaction selected for payment has the Receipt Method you specify here.
In the Media Reference field, enter the tape or floppy disk on to which you are going to create your batch of automatic receipts (optional).
Choose Create.
Enter selection criteria to create Automatic Receipts for specific transactions or customers (optional). For example, enter the low and high values of the transaction Due Dates, Transaction and Document Numbers, Customer Names, or Customer Numbers to create Automatic Receipts for those transactions. Leave a field blank if you do not want to limit your query.
Note: Enter a range of credit card numbers in the Bank Accounts to create Automatic Receipts for transactions marked for payment by credit card.
Choose OK. Receivables generates a Batch Name by using the next number after the value in the Last Number field of the receipt source 'AUTOMATIC RECEIPTS.' See: Receipt Sources.
Receivables displays the Process Status of your batch and a unique Request ID number for your concurrent request. Use the Request ID number to check the status of your automatic receipt batch in the Completed Requests window.
Receivables also creates the Automatic Receipts and Remittances Execution report when you submit your request. This report lists the number and amount of automatic receipts in this batch. See: Automatic Receipts and Remittances Execution report.
Note: If your automatic receipt batch has a status of Started Creation, but the concurrent process terminates, you must delete the batch and resubmit the automatic receipt creation process for this batch.
Suggestion: You can also use the Automatic Receipt Batch Management Report to review the status of your automatic receipt batches. See: Automatic Receipt Batch Management report.
Use the Automatic Receipts Creation program to schedule the Automatic Receipts program to run at predetermined times.
For example, you can schedule the Automatic Receipts program to run immediately after AutoInvoice completes.
You can initiate the Automatic Receipts Creation program using Standard Request Submission from the Receipts menu.
See: Submitting a Request.
Batch Date: Enter the batch date that you want to run the process for.
Batch GL Date: Enter the batch date for General Ledger that you want to run the process for.
Approve: Indicate if you want the Automatic Receipts Creation program to automatically approve this batch of automatic receipts.
Format: Indicate if you want the Automatic Receipts Creation program to automatically format this batch of automatic receipts.
Receipt Amount Range: Enter the receipt amount range that you want to run the process for.
Navigate to the Receipt Batches or the Receipt Batches Summary window.
Query the batch to delete. To delete a batch of automatic receipts, the batch status must be either Started Creation or Creation Completed.
Choose Delete Record from the Edit menu, then choose OK to acknowledge the message.