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


Create Customer Invoice

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.

  1. Enter and post two invoices.

General exercise for Manual Customer Invoices

Main Exercises


Difference Notice Template

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

  1. Open the Difference Notice Templates window, and create a new record.
  2. 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
  1. Save your changes.


Difference Codes

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

  1. Open the Difference Codes window, and create a new record.
  2. 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
  1. Save your changes.

Note: To be able to create difference notices, the Generate Difference Notice field must be checked.


Customer Payment with Differences

Partial Customer Payment with Difference Code

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

  1. Open the Mixed Payment window, and create a new record.
  2. Select the cash account where the cash was received and select a balance method.
  3. 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.
  4. 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).
  1. Save the record (F12).
  2. 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.
  3. 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.
  4. 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.
  5. In the Difference Code field, enter Difference Code JN.
  6. Click OK to close the Matching window.
  7. In the header portion of the Mixed Payment window, right-click and then click Approve. A window appears with payment voucher information.
  8. Click OK. A window appears showing the payment and voucher number that were created.
  9. Click OK to close the window.


Partial Customer Payment and Create New Difference Item

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

  1. Open the Mixed Payment window, and create a new record.
  2. Select the cash account where the cash was received.
  3. Select a balance method.
  4. 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.
  5. 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).
  1. Save the record (F12).
  2. Select the transaction line, right-click, and click Match Payment. Two windows appear: the Matching window and then the Select Batch of Invoices window.
  3. 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.

  1. Create a new record.
  2. Select the New Item? check box. The series ID for customer difference items appear on the line.
  3. 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.
  4. In the Difference Code field, enter Difference Code NI.
  5. Click OK to close the Matching window.
  6. In the header portion of the Mixed Payment window, right-click and then click Approve. A window appears with payment voucher information.
  7. Click OK. A window appears showing the payment and voucher number that were created.
  8. Click OK to close the window.


Difference Notices

View Difference Notice Items

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

  1. Open the Difference Notice Items window.
  2. 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. 


Create Difference Notice Proposal

Purpose: The purpose of this exercise is to show you how to create a difference notice proposal. 

Windows:
Difference Notice Proposals

  1. Open the Difference Notice Proposals window.
  2. Right-click and then click Create Proposal.
  3. Enter your customer ID in the From Customer and To Customer fields, or select these values from the List of Values.
  4. Click OK to confirm. A proposal ID appears in the window.
  5. Select the line, right-click, and then click Details to view the included difference items.


Acknowledge Difference Notice Proposal and Print Difference Notices

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

  1. Open the Difference Notice Proposals window.
  2. Populate the window (F2).
  3. Right-click and then click Acknowledge Proposal. The status changes from Created to Acknowledged.
  4. Right-click and then click Print Difference Notice.
  5. Click Preview to view the write-off notice.