Difference Handling—Key Exercises
IMPORTANT |
It is extremely important
that you set up and work within your own company and with your own customer to maintain your
data integrity. If you work with any other objects, your exercises will not
function as intended and the data of other students might be affected. Predictable exercise results require that your data
must be isolated in your own company. |
Required Data
Purpose: The purpose of this exercise is to enter the
data required for handling payment differences. To be able to do that, you will first need to
enter a couple of invoices.
-
Enter and post two invoices.
General exercise for Manual
Customer Invoices
Main Exercises
Purpose: The purpose of this exercise is to
create two new difference templates. These templates are used to notify the customers that the
payment they made did not match the given invoice(s)/installment(s), and how we handled the
deviation.
Windows:
Difference Notice Templates
- Open the Difference Notice Templates window,
and create a new record.
- Enter the information from the table below.
Template ID
|
Template Description |
Header |
Main Text |
Footer |
DTJ |
Difference Template Just Notice |
Just Notice Header Text |
Just Notice Main Text |
Just Notice Footer Text |
DTN |
Difference Template New Item |
New Item Header Text |
New Item Main Text |
New Item Footer Text |
- Save your changes.
Purpose: The purpose of this exercise is to
create two new
difference codes and to connect a difference notice to each difference code.
Windows:
Difference Codes
- Open the Difference Codes window, and create
a new record.
- Enter the information from the table below.
Difference Code
|
Description |
Generate Difference Notice
|
Difference Template |
JN |
Just Notice |
Checked |
DTJ |
NI |
New Item |
Checked |
DTN |
- Save your changes.
Note: To be able to create difference notices, the Generate
Difference Notice field must be checked.
Purpose: The purpose of this exercise is to
enter a partial customer payment and apply a difference code. The customer payment
is entered in the
Mixed
Payment window.
Windows:
Mixed Payment
- Open the
Mixed
Payment window, and create a new record.
- Select the cash account where the cash was received and select a balance method.
- Click the
Transactions tab, and create a new record. This tab has many columns that are used for different transaction types,
but only a few are used for entering a customer payment.
- Enter the information from the table below.
Transaction Type
|
Customer/Supplier
|
Amount |
Enter Customer Payment |
Enter the ID of your customer. |
Enter the amount of the payment (an amount that will result
in a partial payment). |
- Save the record (F12).
- Select the transaction line, right-click, and then click Match Payment.
Two windows will appear: the
Matching window and then the
Select Batch of Invoices window.
- In the
Select Batch of Invoices window, select one of your
invoices/installments, and click
OK. The invoice/installment is copied to the
Matching window.
- Change the value in the Amount in Paym Currency field on the invoice/installment line to the
paid amount. The remaining amount of the invoice/installment should now appear in
the Remaining Amount field.
- In the Difference Code field, enter Difference Code JN.
- Click OK to close the
Matching
window.
- In the header portion of the
Mixed
Payment window, right-click and
then click Approve. A window appears with payment voucher information.
- Click OK. A window appears showing the payment and voucher number
that were created.
- Click OK to close
the window.
Purpose: The purpose of this exercise is to
enter a partial customer payment by closing the invoice/installment and creating a new
difference item. The customer payment is entered in the
Mixed
Payment
window.
Windows:
Mixed Payment
- Open the
Mixed
Payment window, and create a new record.
- Select the cash account where the cash was received.
- Select a balance method.
- Click the
Transactions tab, and create a new record. This tab has many columns that are used for different transaction types,
but only a few are used for entering a customer payment.
- Enter the information from the table below.
Transaction Type
|
Customer/Supplier
|
Amount |
Enter Customer Payment |
Enter the ID of your customer. |
Enter the amount of the payment (an amount that will result
in a partial payment). |
- Save the record (F12).
- Select the transaction line, right-click, and click Match Payment. Two windows
appear: the
Matching window and then the
Select Batch of Invoices window.
- In the
Select Batch of Invoices window, select one of your invoices/installments, and click
OK. The invoice/installment is copied to the
Matching window.
Note: Do not change the value in the Amount in Paym Currency
field on the invoice/installment line because we
do want the invoice/installment to be fully paid. The remaining amount of the invoice/installment should now be
zero.
- Create a new record.
- Select the New Item? check box. The series ID for customer difference
items appear on the line.
- Enter the remaining amount in the Amount in Paym Currency field,
i.e., the
difference between the invoice/installment amount and paid amount, with the same sign as
the corresponding amount on the invoice/installment line.
- In the Difference Code field, enter Difference Code NI.
- Click OK to close the
Matching window.
- In the header portion of the
Mixed
Payment window, right-click and
then click Approve. A window appears with payment voucher information.
- Click OK. A window appears showing the payment and voucher number
that were created.
- Click OK to close
the window.
Purpose: The purpose of this exercise is to show you how to
view
information about difference items that were generated to be printed on
difference notices.
Windows:
Difference Notice Items
- Open the Difference Notice Items
window.
- Populate the window (F2).
Note: Here you can see information about the payment differences
that you made in the
previous exercises. The status of the items should be Not Selected.
Purpose: The purpose of this exercise is to show you how to
create a difference notice proposal.
Windows:
Difference Notice Proposals
- Open the Difference Notice Proposals
window.
- Right-click and then click Create Proposal.
- Enter your customer ID in the From Customer and To Customer
fields, or select these values from the List of Values.
- Click OK to confirm. A proposal ID appears in the window.
- Select the line, right-click, and then click Details to view the
included difference items.
Purpose: The purpose of this exercise is to show you how to
acknowledge
the difference notice proposal and print difference notices.
Windows:
Difference Notice Proposals
- Open the Difference Notice Proposals window.
- Populate the window (F2).
- Right-click and then click Acknowledge Proposal. The status changes from
Created to Acknowledged.
- Right-click and then click Print Difference Notice.
- Click Preview to view the write-off notice.