Processing Open Items According to the Payment Advice Note
For every payment advice note item, the system selects those items that fulfill the selection criteria. If a payment advice note item contains a document number, this has priority over other selection criteria. The number of items selected in this way is increased by all the items with an invoice reference, (invoice-related credit memos, partial payments), that belong to a previously selected invoice.
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 that are listed in the payment advice note are displayed for processing. Additional selection criteria are then ignored.
You are not required to enter the account number, but it usually improves system performance. You do not have to specify the complete payment advice number. You can enter * to carry out generic searches.
If you enter
If through this procedure several open 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 calculated automatically. If payment advice note sub-items that explain the difference are present, their amounts will be transferred along with the reason codes specified and the reference information. If afterwards yet another difference exists, it is assigned the reason code from the payment advice note.
If no payment advice note sub-items exist to explain the difference and a reason code is not specified, the system automatically divides up the total difference. Up to three residual items may result from this process. One for each of the following:
Other differences arise when in the payment advice note the net amount does not result from the difference between the gross amount and the cash discount amount.
The difference postings, resulting from the different gross amounts or the different cash discount amounts, can be assigned 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 are noted in the item text. This makes it easier to assign the payments at a later date. The total amount of these payment on account postings is displayed in the Pyt on act fr.pyt adv. field. If you do not want these postings to be generated, for example, because the difference must be assigned manually or posted as a total, you can prevent the system from generating 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 these functions, you can double click the Pyt on act fr.pyt adv field.
When you post a clearing transaction, the related payment advice is automatically deleted if there is at least one active open item to which an advice item is assigned.