Background: AR Payment Import (EDI 820 Transaction Set)

Use the AR Payment Import (E820I) program to import customer payments from an ASCII file. Optionally, EDI payments can be automatically processed. See Drop File Interface Options - EDI 820. Payments that are imported using either method are transferred to a payment batch for updating in Cash Receipts Entry (RCE) if there are no errors. If there are errors in the transactions, the information is stored in a holding file where it can be viewed and corrected or deleted with EDI 820 Maintenance (PRCE) before further processing in Cash Receipts Entry (RCE).

This topic has these subtopics:

Import Process
Error Conditions
File Format

Import Process

If using a drop file process, the drop directory is continually polled for files matching the file prefix you have set in the Drop File Interface Options - EDI 820 maintained in System Options Maintenance. When a file is found, it is imported.

If you are manually importing the transactions, run program E820I and enter the file name (and full path) for the file you want to process.

See below for file layout and field parameters.

Whether doing the manual import or the drop file method, the process will parse the file, validate the data, and send the EDI administrator (specified in Drop File Interface Options - EDI 820 system options) EDI Payment Log and, if there are warnings and/or errors, the AR Pending Payment Error Report. If using a drop file process, it will also log the incoming file as received (in Interface Log Inquiry).

If there are errors in the transaction, they are written to a holding file that may be viewed or maintained using EDI 820 Maintenance (PRCE) (similar to Cash Receipts Entry (RCE)). When the problems have been corrected, PRCE can be used to transfer the batch to RCE for processing. The payment amount cannot be maintained as it is the amount the bank will have deposited.

If there were no errors, use Cash Receipts Entry (RCE) to run the cash receipts register/journal and update the payment transactions.

Error Conditions

Payment Record (HEADER)

Error Conditions

• The customer number - must be a valid customer number, must be an active customer, and must be an AR customer.

• The payment amount cannot be negative.

• The cash account, if supplied, is validated as a PowerShift organization code and GL account number; it must be an active GL account.  If not supplied in the incoming record, the program will try to obtain the default cash account using the XPC parameters (CASH, for program RCJ) and the customer’s sales organization (from CM).  If there is no account set up in XPC, it is an error condition.

• The payment method must be a valid code (set up in TPMM).

• The payment number cannot already exist in PowerShift (if it does, the error message will indicate that payment number was already deposited and on what date.

Invoice Details (DETAIL)

Error Conditions

• The payment transaction code is not valid. Currently IV for invoice payment or CM for credit taken are valid.

• A discount is taken on an on-account payment.

• The invoice number is not valid.

• The cash and AR organizations are in different GL consolidations.

• There is no GL account specified for adjustments (maintained in Posting Criteria Maintenance) or the account specified is invalid or inactive.

Warnings

• Discount is greater than the allowed discount (based on terms and date of payment); invoice is not paid in full but a discount was taken.

• The invoice balance – either before or after the payment is applied – does not match the invoice balance in PowerShift.

• An adjustment amount is greater than adjustment or write-off limit.

• The invoice balance left, after payments and adjustments, is less than the write-off limit; invoice has a credit balance (was overpaid).

File Format

The ASCII file can contain multiple payments. Each payment must have one HEADER record and at least one DETAIL record. Each HEADER can have multiple DETAIL records; each DETAIL record can have multiple notes (CMMTS).

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