Choosing the Open Items

The purpose of this step is to specify which open items the system selects for clearing. Usually, you display the chosen line items, process them, and then clear them. However, you may also choose the open items and clear them without displaying them first.

After you choose Edit ® Choose open items, the screen for choosing the open items you want to process appears.

On this screen, you can select the following options:

• Account and Account type

This entry is required if you are not selecting a specific document. If you want to post payments for open items from several accounts, you can also specify a work list in the Account field.

To use work lists, choose Environment ® User parameters ® Editing options from the Accounts Payable or Accounts Receivable menu. You can create a work list yourself by selecting, from the same menu, Environment ® Current options ® Maintain work lists. If you want to be able to manually process payments for several company codes, you have to set up this function in the Implementation Guide for Accounts Receivable and Accounts Payable.

• Normal OI (standard open items)

Standard open items are all open items not posted with special G/L indicators. You must select standard open items and/or open items from specific special G/L transactions to clear.

• Special G/L ind.
(special G/L indicator)

A special G/L indicator designates items posted to special G/L accounts. If you have open items posted to special G/L accounts and wish to display these open items, enter the appropriate special G/L indicators.

• Payment advice note number

You can enter the number of the payment advice note here. Only those open items which are supported by that particular advise note can be processed. Additional selection criteria are ignored.

The system automatically carries forward residual items and assigns a payment on the account when differences exist between the payment advice note and the open items.

If you enter the payment advice note, it is not necessary to enter the account number of the customer or vendor. The account number is automatically transferred from the payment advice note. If, however, you administer a lot of payment advice notes in the system, you may want to enter the account number to speed up the system processing time.

• Other accounts

To clear line items of more than one account, click in the box next to this field and then enter the accounts on the next screen.

• Distribute by age

The system distributes the specified clearing amount among the open items with the greatest number of days in arrears so that they are cleared first.

For more information, see:

Distributing the Clearing Amount by Age

• Automatic search

The system attempts to find open items which correspond to the specified clearing amount or are closest to it.

• Additional selection

You can even choose specific types of open items to clear. For example, you can choose open items by document number or open items within a range of amounts.

After choosing the open items to clear, you can either display and process them or choose specific open items. For details about choosing specific open items to clear, read the next topic. To process the open items, choose Goto ® Open items from the menu bar.

Displaying Net Amounts

If you want to display net amounts in the open item list, you need to set this option prior to displaying the list. To do this, choose Settings ® Editing options and then Goto ® Open items, and set the Display net amounts indicator.

Choosing Specific Items to Clear

Clearing Between a Customer and Vendor

Certification Questions

Clearing

Clearing Functions

Clearing Open Items