In order to process open items according to an existing payment advice note, enter a payment advice note number on the screen for selecting open items. Only those open items which are listed in the payment advice note will be displayed for processing. Additional selection criteria are then ignored. You are not required to enter the account number, but it normally does improve the system processing time. The entire account number need not be entered, it suffices when you enter an asterisk *.
If you enter:
*041 the system will search for all payment advice notes ending with the numbers 041.
*ABC* the system will search for all payment advice notes containing the character string "ABC".
MT* the system searches for all payment advice notes beginning with the character string "MT".
For every payment advice note item, those items which fulfill the selection criteria are selected. If a document number is entered in the payment advice note, it has priority over other selection criteria. The number of items selected through this procedure is increased by all the items belonging to the selected invoice with an invoice reference (invoice-related credit memos, partial payments).
If through this procedure several payment advice note items are found, the gross total of all the assigned items will be compared with the gross amount of payment advice note items. If necessary, a combination of the assigned items whose gross total is close to the gross amount of the payment advice note item, is displayed. If a difference remains between the payment advice note and the total of assigned open items, residual items are automatically calculated. If advise note sub-items which explain the difference are present, their amounts will be transferred along with the entered reason codes and the reference information. If afterwards yet another difference exists, it will be removed from the payment advice note via the reason code.
If no payment advice note items exist to explain the difference and reason code is not cited, the system automatically divides up the total difference. Up to three residual items may result from this process. One for each:
- Difference between the gross amounts
- Difference between the cash discount amounts
- Other differences
Other differences appear when in the payment advice note the net amount does not result from the difference between the gross amount -the cash discount amount.
The difference postings, resulting from the different gross amounts or the different cash discount amounts, can be displayed via a separate reason code. You can define reason codes in customizing.
The difference postings are generated as a residual posting for the open item with the greatest amount assigned to the payment advice note.
If several difference postings in a payment advice note have the same reason code, they are added together.
If open items cannot be assigned to a payment advice note item, the system will automatically assign a posting on account for this item. The selection criteria from the payment advice note is in the item text. This makes it easier to allocate the payments in the future. The total amount of these payment on account postings is displayed in the Pyt on act fr.pyt adv. field. If you don’t want these postings to be generated, for example, because the difference must be allocated manually or posted as a total, you can prevent the system from making these postings via the menu path Edit ® Pyt on act fr.pyt adv ® Inactive. To reverse this, choose Edit ® Pyt on act fr.pyt adv ® Active. Alternatively, instead of using the menu paths, you can double click the Pyt on act fr.pyt adv field.
When you post a clearing procedure, the related payment advice is automatically deleted if there is at least one active open item to which an advice item is allocated.
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