How to manage lowercase matching when there are partial payments on a payment receipt entry with more than 1000 open item lines?

3 minute read time.

Scenario:

On a payment receipt there are 1000 open items selected and leaving 1 partially paid. This leaves all 1000 open items with a lowercase match letter (not fully matched).

On the next receipt another 1000 open items were selected including one that was paid partially from the previous receipt and leaving 1 partially paid - this leaves all 2000 open items open.

Additionally, the lowercase matching lines will exceed the MTCNBR limit overtime and will fail to match and result in suspended matching.

Steps to reproduce:

1. GESSIH: Sales, Invoices, Invoices, generate 3 sales invoices (It works the same way when there are more than 1000 invoices).   

     - INV .002 = $ 5

     - INV .003 = $ 5

     - INV .001 = $ 5

2. GESPAY: A/P-A/R accounting, Payments, Payments/Receipt entry RECCH, generate a payment receipt against open items INV 001, 002 and 003 (partial payment).

3. LETTRAGE: Financials, Matching, Manual matching, check the manual matching screen for this BP and account.

Notice, the open items were matched with a lowercase match letter and not fully matched.

4. GESSIH: Sales, Invoices, Invoices, generate another 3 more invoices.

    - INV .004 = $ 5

    - INV .005 = $ 5

    - INV .006 = $ 5

5. GESPAY: A/P-A/R accounting, Payments, Payments/Receipt entry, generate a second payment receipt against the open items INV 003, 004, 005 and 006 (partially paid).

6. LETTRAGE: In manual matching all the invoices and the receipts are matched with the lowercase match letter and will never be fully matched due to partial payments on each receipt.

Eventually this will max out the MTCNBR parameter (CPT/MTC group) and fail to match automatically and may cause suspended matching.

Solution: Please test it in your TEST/PILOT folder.

There are two options to use to avoid this scenario.

1. Assign a Free grouping criteria on payment automatic journal PRINC lines.

2. Use a different payment attribute for open items on the payment receipt lines with partial payments.

Option 1:

1. Identify the payment automatic journal lines to assign a “free grouping criteria”.

    - Setup, A/P-A/R accounting, Payment entry types, select the entry type used on the payment receipt (RECCH).

    - In the steps tab, locate the Group entry and tunnel into it.

    - Notice, PRINC automatic journal is the master payment journal.

    - Sort the invoice matching column to identify the journal lines that we need to enter the free grouping criteria.

2. GESGAU: Setup, Financials, Accounting interface, Automatic journals, add the following free grouping criteria to PRINC lines highlighted above.

    - [F:PYD]VCRNUM

    - Now when you post the payment receipts for the first receipt, notice, INV 001 and 002 will get fully matched with uppercase match letter and the partial payment is matched with a lowercase match letter.

    

    - For the second receipt INV 006 will be left with a lowercase match letter and the rest will be fully matched.

This will ensure that the matching is done against each open item line and no more accumulation of lowercase matching.

Limitation:

This setup will not group the open item lines there will an individual line for each open item. you may need to increase the number of journal entry lines (activity code GAS) based on how many open item lines allowed currently.

When increasing an activity code to a higher number, it may cause performance issues.

Option 2:

1. GESCDA: Setup, A/P-A/R Accounting, Payment attribute use the standard “REC” payment attribute and create a new “RECP” payment attribute.

2. Follow steps 1 – 5 from Option 1.

    - Use the following free grouping criteria on the PRINC auto journal lines selected on step 5 (option 1).

    - [F:PYD]DENCOD

    - Log out of EM and log back in

3. GESPAY: In the payment receipt entry transaction RECCH select the open items from the left list and for the partial payment line change the attribute to “RECP”.

    - Payment receipt: Line 3 is partially paid and line 1 and 2 are fully paid:

    - Accounting document: Line 1 is for $3 and it's the partial payment and line 2 is grouped together $10:

    - Second receipt: line 4 is partially paid:

    - Accounting document:

    - When 2 invoices are partially paid – it will be grouped together.

    - Accounting document:

    - In manual matching screen – invoices 5 and 6 are partially matched with a lowercase match letter due to partial payment.