Create or Update Set - ARBTARUB

Use the Accounts Receivable (AR) Create or Update Set (ARBTARUB) page to enter charges and adjustments to an AR account. Enter one record for each transaction.

Typically, only the credit side of the transaction is entered; the posting strategies utilized are defined and dictated by the setup on the General Ledger (GL) Subsystem Posting and Interface (GLUTSPSI) page when the AR subsystem is initialized. The amount entered is assumed on the GL Subsystem Posting and Interface page to be a credit; therefore, revenue accounts are typically the account number entered.

Adjustments to an Accounts Receivable balance are usually entered on this page. The Cash Receipts (CR) subsystem within AR is usually Cash Receipts only. All transactions placed into a batch or Set will post to the general ledger on one posting date. If period sensitivity is important for reporting purposes, separate batches must be created for each period. The system typically does not post to the GL based on Invoice or Reference Date.

Add, Edit, and Delete functions are available for parent and child records while in grid mode.

Set Tab

Using the Set tab, the user can select and edit an existing un-posted Set, view all un-posted, posted, and user-created Sets, and change the sort method display of Sets.

Set ID: Up to 16 characters which uniquely identify a set of transactions. Using the lookup button, an automatic Set ID is generated based upon the definition of NU Common Codes (NUUPCD), with a Code Category/Value of SYNO/BTCGIDAR.

User Set Total: The total of all transactions within the Set ID.

Created By: The User ID of the person who created the Set.

Create Date: Read-only field showing the date of creation.

Updated By: The user ID of the person who last updated the Set.

Last Update Date: Read-only field showing the date of the last update.

Status: Read-only field showing the system code that indicates the status of the Set. Upon Set creation, this field will be set to BE. When the Set is posted, the Status will be DS.

Totals

Set Total: These read-only fields indicate system-generated totals of the amounts entered, showing the running total of distribution amounts for the given Set ID.

Invoice Count: A read-only field indicating the total number of invoices that have been entered into the Set.

Set Record Count: A read-only field indicating the total number of records that have been entered into the Set.

Invoice Tab

Invoice: Enter up to 16 characters for the invoice or reference number identifying this transaction to a source document. When entering a reference with multiple distribution amounts, the system will repeat the Reference Number on subsequent forms until the total of the distribution amounts equals the total entered for the Reference. If a new Reference is started without this total matching the entered Reference, a warning message appears.

Account ID: This field is used to identify the Customer associated with this transaction. In Accounts Receivable, this is referred to as an Account ID. The system will echo the name associated with the Account ID in the read-only field. Use the Lookup function to locate an existing ID in the Person/Entity (PE) Information database, defined in the PE Information (PEUPPI or PEUPPE) page.

User Invoice Total: For those cases where there are multiple transactions for a single reference, the total amount of all transactions for a reference should be entered in this field.

Invoice Date: Select from the drop-down calendar or enter the date of the transaction. Dates may be entered in MMDDYY, MM/DD/YY, MMDDYYYY, or MM/DD/YYYY format. For example, April 3, 2013 may be entered as 040313, 04/03/13, 04032013, or 04/03/2013.

System Invoice Total: The system will keep a running total of all records with the same invoice number and display the total in this field.

Invoice Details

Main Tab

Account: The first box of the account number field is the ledger code. The drop-down list is derived from the valid ledgers defined on the General Ledger (GL) General Information (GLUPGN) page. The active ledger code will default into this field. The account control will be driven by the input format of the ledger code selected, fully qualified or key/object. 

Term Code: Select the code that identifies the term to which this transaction belongs. Codes in the list are defined through the AR Code Definitions (ARUPCD) page, Term tab.

Description: Up to 30 characters that describe the transaction. This description will appear later on invoices, billing statements, reports, and inquiries. Left blank, the system will use the GL Object Code description for the transaction description.

Division: Select the Division code to which the transaction relates. The Division Codes in the list are defined through AR Code Definitions, Division tab. Division Codes are used to logically divide the AR database into groups of transactions (sub ledgers). These groupings are useful for aged analysis, separate reporting needs, and many other important functions such as the manner in which the system is to automatically post entries to the general ledger.

Quantity: Enter the number of items for which the customer is being charged.

Unit Price: Enter the cost of the goods being invoiced.

Misc Code: Each transaction may be associated with a miscellaneous code. Miscellaneous Codes in the drop-down list are defined through AR Code Definitions (ARUPCD), Misc tab. This field may be validated based on a box checked on the AR General Information (ARUPGN) page. This field is particularly useful if the user anticipates wanting to extract selected entries from GL or AR using the miscellaneous code.

Finance Code: An optional field used for AR interface. Finance Codes in the list are defined through AR Code Definitions, Finance tab.

Tax 1 & Tax Amount: The Tax part of these two fields is used for the system to automatically calculate a Tax Amount, such as a Sales Tax. Codes available in the drop-down list are defined in NU Common Codes, with a Code Category of SYTX.
When a code is entered in this field, the system locates this code in the NU Common Codes and uses the first Associated Numeric Value as the percent to be multiplied times the Distribution amount to determine this Tax amount. The tax code field is also used in the automatic creation of Use Tax entries within the Set. If desired, simply tab over the Tax Code field and key in the amount of the Tax directly into the Amount field.

Bill Date: The expected date the transaction is to be processed for statements. If left blank the system will assign a bill date when the invoice is printed or when it is printed on a billing statement.

Due Date: Enter the date the charge is due. If left blank the system will assign the due date when the invoice is printed or it is printed on a billing statement. If the AR General Information Aging flag is set to "D" (Due Date), and this field is blank when an Aging Inquiry or Aging Report is issued, the Reference Date will be substituted.

Tax 2 & Tax Amount 2: The Tax part of these two fields is used for the system to automatically calculate a Tax Amount, such as a Sales Tax. Codes available in the drop-down list are defined in NU Common Codes, with a Code Category of SYTX.
When a code is entered in this field, the system locates this code in the NU Common Codes and uses the first Associated Numeric Value as the percent to be multiplied times the Distribution amount to determine this Tax amount. The tax code field is also used in the automatic creation of Use Tax entries within the Set. If desired, simply tab over the Tax Code field and key in the amount of the Tax directly into the Amount field.

Product ID: If the item being billed references an existing PE Product ID that value can be entered here. To look up a PE Product ID use Ctrl+L or the ellipsis.

Retail Amount: If the amount charged is different from the retail amount, the actual Retail Amount (up to 999,999,999.99) may be entered here for reference.

Charge & Charge Amount: The Charge portion of these two fields is used to have the system automatically calculate an extra Charge Amount. The amount of the standard Charge to be paid is derived from NU Common Codes, with a Code Category of SYCH. When a code is entered in this field, the system locates the code in the NU Common Codes and uses the first Associated Numeric Value as the percentage to be multiplied by the Distribution amount to determine the Charge amount. If desired, simply skip over the Charge field and key in the amount of the Charge directly into the Amt field.

Second Ref: Up to 16 characters of additional information regarding the invoice. A common use for this field is entering Purchase Order numbers.

Address Code: Select the address code that will be used for the transaction. The Address Code is defined in NU Common Codes, with a Code Category /Value of PEAD/xx, where XX represents the Address type. Addresses are then defined for the address codes in the PE Information page, allowing for multiple addresses for each Account ID. Additionally, NU Common Codes, with a Code Category/Value of ARAH/ADDRESS, and the desired hierarchy in the Short Description, may be used to set an address hierarchy that determines the appropriate Address Code to assign at data entry time. For example, if the AP Address Code is to be listed first, the BL Address Code second, and the PO Address Code third, enter APBLPO in the Short Description.

Duty & Duty Amt: The Duty portion of these two fields is used to have the system automatically calculate a Duty Amt, such as an Import Duty. The amount of the standard Duty to be paid is derived from NU Common Codes, with a Code Category of SYDU. When a code is entered in this field, the system locates the code in the Common Codes file and uses the first Associated Numeric Value as the percentage to be multiplied by the Distribution amount to determine the Duty amount. If desired, simply skip over the Duty Cd field and key in the amount of the Duty directly into the Amt field.

Separate Billing: By entering an alpha/numeric character in this field, the system will produce a separate billing for this invoice. By leaving this field blank, the system will total all invoices for the same Person or Entity and issue one billing statement. If more than two transactions need to be printed, use another letter to distinguish the transaction. At billing time, the system will match all blanks, all As, all Bs, and so forth, into separate statements. Up to two-characters may be used to distinguish each billing group.

Trans Format: Select the system code, which directs the manner in which the description, as it would appear in the general ledger, is to be created by the system. The following describes each possible code and its meaning:

Discount & Discount Amount: Optional 5-character field indicating the percentage discount of the extended amount. Enter the actual discount term (1/100 of the percentage). The discount can be entered with a maximum of four decimal places. (for example, 1550 would indicate a 15.5% discount off the extended amount. To enter a specific discount dollar amount, use the second box.

Item No: This is a read-only system field. When going into add mode, the field defaults to the next seed number based on entries that might already be in the batch.

Extended Amount: This read-only field indicates the total of the reference amount plus taxes, charges, duty and discounts.

Misc Tab

Prep ID: If left blank, the User ID of the person creating the set will be populated. This field is not validated and may be overwritten with up to 12 characters.

Relate 1 & 2: Each transaction may have up to two codes assigned, which are used to specify the transaction's relationship to other systems. For example, if this transaction originated in the Accounts Payable system then AP might be entered here. Relate to codes are validated against NU Common Codes, with a Code Category of RT01 and RT02.

Post Code: This read-only field indicates the two-character code used to direct the automatic posting to the general ledger. The system generates this code based upon the defined GL Posting Preference (GLUTSPPP) page. Posting Preferences are typically set up during system installation.

Record No: Read-only system-controlled field that indicates the record number of the transaction within the Set.

Record Status: A static system code that indicates the status of the record. When posted to the general ledger, the Record Status is set to 0 for present or 1 for deleted.

Bill Item: Checkbox used to indicate if the transaction will be billed when printing invoices and/or statements.

Bill Invoice: Checkbox used to indicate if the transactions that are associated with the references will be billed in the Bill Item flag.

Deferred Billing
Plan Code: Select the Payment Plan Code that is to be charged. Codes available in the drop-down list are defined through AR Deferred Charges (ARUPEEDC). There is only one charge per Plan per AR Account. This limit is imposed because all of the extended charges will inherit the GL Account number from the first charge. Any adjustments made to this plan will also inherit the GL account specified on the starting charge. However, AR accounts may make use of more than one Payment Plan.

Adjust Date: Enter the date for which the Payment Plan adjustment begins. If a date is entered, all transactions beyond that date will reflect the desired adjustment amount.

Plan No: Enter up to 10 digits that uniquely identifies the particular plan for the particular AR account being adjusted.

Adjust From: Select one of the following codes, which specifies how the adjustment to the existing Payment Plan is to be spread. However, the adjustment amount may not exceed the initial charge that created the particular Payment Plan. Valid Entries for the Adjust From field:

• ALL – Re-spread and Re-bill ALL charges for Plan Number
• UNBILLED – Re-spread and Re-bill only the UNBILLLED transactions

Text Tab

Text entered in this box prints as part of the item description on the invoice. This text is attached to the previous invoice details record and prints immediately after the transaction description on the invoice. Use the <Enter> key to insert line breaks. Use the <Shift><Enter> key combination to save the text entered.

Address Tab

Address Line 1-4: This read-only address information is derived from the Account ID entered and should be inspected to ensure the information is correct. The Account ID and associated information is defined on the Person/Entity Information page.

City: This read-only field indicates the city for the Account ID entered.

State: This read-only field indicates the state code for the Account ID entered.

Zip: This read-only field indicates the zip code for the Account ID entered.

Country: This read-only field indicates the optional country code for the Account ID entered.

Invoice Text

This text box is used to assign create text that will print on the invoice. The AR special forms definition indicates where this text is going to print on the invoice. Typically, this prints on the bottom of an invoice after the item details and totals.

Account Text

This text box is used to indicate information associated with a customer. This text is not printed on invoices or statements.

Links and Tools

The side panel of this page provides convenience Links to access AR Set Proof (ARBTARBP) or AR Distribute Set (ARBTARDS), to launch these processes without having to go to the main menu.

Once a Set ID has been distributed to AR /GL databases, the Set cannot be modified. If it becomes necessary to correct something in the Set, the posting must be undone using the utility ARUTUG. If this utility is used, the post flags on the Set ID must be cleared in order to access the previously posted Set. To clear the post flags, find the batch in AR Transactions and click the "Clear Posted Flags" tool on the Tools tab.

The Tools section provides the ability to Copy AR/CR Set by entering the Set ID of an existing AR/CR Set and a new name that does not exist in the database.