Transaction Update - ARUPTR

The Accounts Receivable (AR) Transaction Update (ARUPTR) page allows for the entry or update of transactions into the Accounts Receivable system without benefit of any batch processing. This update capability should be limited to very specific individuals through Nucleus Security, so that unauthorized access will not occur.

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. Account IDs are defined using the PE Information Update (PEUPPI) page.

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. If part of the account number is unknown, place the cursor in that field and use the Lookup function.

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

Transaction Type: Specifies the transaction as a Cash Receipt or Accounts Receivable.

Reference Date: The date, entered in MM/DD/YY or MMDDYY form, is the date of the transaction.

Invoice: Up to 16 characters used to refer this transaction to a source document. This field is required if Transaction Type is AR. If an Invoice number is not known, a seed value can be assigned by the system by clicking in the field and using the Ctrl+T key combination or clicking the ellipsis (…) and selecting the seed reference. Seed numbers are defined in NU Common Codes (NUUPCD), with a Code Category/Value of SYNO/ARREFxxx.

Receipt: Up to 16 characters used to refer this transaction to a source document. Typically, this is the Cash Receipt number. This field is required if Transaction Type is CR. If a Receipt number is not known, a seed value can be assigned by the system. Seed numbers are defined in NU Common Codes, with a Code Category/Value of SYNO/CRREFxxx.

Division: Select the code that identifies the AR division to which this transaction belongs. Codes available for selection are defined in the AR Code Definitions (ARUPCD) page, Division tab.

Term Code: Select the Term Code that relates to this transaction. Codes available for selection are defined in AR Code Definitions, Term tab.

Post Code: This display-only field directs the automatic posting to the General Ledger and is derived from the Posting Preferences.

Misc Code: Each transaction may be associated with a four-character miscellaneous code. Codes available for selection are defined in AR Code Definitions, Misc tab. The field may be validated based on the Check Miscellaneous Code flag on the AR General Information (ARUPGN) page. This field is particularly useful if the user anticipates wanting to select entries from the GL or AR using the miscellaneous code.

Finance Code: An optional field that relates to AR interfaces. Codes available for selection are defined in AR Code Definitions, Finance tab.

Due Date: For AR transactions, this is an additional reference field. For CR transactions against a particular invoice (or contract) enter the invoice number in this field. The invoice must already exist in the AR system.

Post Date: The general ledger posting date of this transaction.

Billing Date: A date, in MM/DD/YY or MMDDCCYY format, which indicates the date this transaction first appeared on a statement or invoice. This date is used during the billing process to determine which transactions should appear on the bill. Transactions with a blank Date or a Bill Date equal to the "Billing Date" specified will print on the statement.

Job No: The unique job number assigned to this transaction during the distribution. This number can be found at the top of any of the reports generated during distribution.

Billing Flag: If the Bill Flag is checked, then the transaction will appear when printing invoices and/or statements.

Separate Bill Flag: A user-defined two-character field used to distinguish between items that should appear on separate billing statements.

Dispute Flag: Check this box if this bill is under dispute.

Account Tab

Quantity: The quantity of the item ordered.

Unit Price: Unit price of the item ordered.

Extended Amount: This display-only field indicates a calculation of the Units/Amt field: Units times per unit price converted to U.S. dollars.

Tax Code 1 and 2: The "Tax Code" 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 Category Code of SYTX.
When a code is entered in this field, the system locates this code in the NU Common Codes file 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.

Tax Amount 1 and 2: Either this amount may reflect the percentage as specified in the tax code definition, or it may be an absolute value.

Charge Code: An extra charge code that assigns a charge amount based on NU Common Codes, with a Code Category of SYCH.

Charge Amount: An absolute charge amount or the value as calculated from the charge code.

Duty Code: An extra duty charge code that assigns a duty amount based on NU Common Codes, with a Code Category of SYDC.

Duty Amount: An absolute duty charge amount or the value as calculated from the duty code.

Disc. Terms: The percentage of the discount.

Disc. Amount: Optional 12-character field indicating the given discount amount.

Misc Tab

PO Ref: The entry in this field can be used to hold the purchase order information or to tie other information to the transaction.

Item No: Source ID.

Product ID: Inventory Item number, or Product Number being purchased. The Product ID must have been previously defined on the Person/Entity Product Information (PEUPPR) page in order to place the order with the desired Vendor.

Set ID: Up to 16 characters that uniquely identify a particular batch of transactions.

Relate Codes 1 and 2: Each transaction may have up to two Relate Codes that are used to specify the transaction's relationship to other systems. Values placed into this field must have been previously defined in NU Common Codes, with a Code Category/Value of RT01/XX (i.e. AR for AR related transactions). For the second Relate To Code field, do the same thing with the exception of the Code Category being RT02. The system may be installed with certain Relate To Code values already defined. Do not delete these values.

Plan No: The deferred billing plan number (if applicable).

Prep ID: The initials of the person entering the transaction. The system will derive this information automatically.

PP Index: The deferred billing index for this charge.

Currency: Currency Codes. Currency specification is ONLY available to those sites with the Foreign Currency Module. Default to USA.

Payment Info Tab

Bank ID: Select the Bank ID code that identifies the Bank that will receive the deposit. This field can be validated based on a flag on the AR General Information page. Only the Cash Receipt process uses a Bank ID in AR. This field is required if Transaction Type is CR and Check Deposit Information is either Y or B on the AR General Information page.

Bank Slip: Enter the deposit slip number associated with this transaction. This field is required if Transaction Type is CR and Check Deposit Information is Y on the AR General Information page.

Bank Date: Enter the deposit date associated with this transaction. This field is required if Transaction Type is CR and Check Deposit Information is either Y or B on the AR General Information page.

Payment Type: Select the code that indicates the type of payment. An example is CA for cash. The Pay Type must be previously defined in AR Code Definitions, Payment Type tab.

Payment Ref: Up to 16 characters that can be used to further identify information about the payment (e.g., credit card numbers, check number).

Auth and Exp: The given credit card authorization number for the transaction and card expiration date may be a required field depending upon the setup in AR Code Definitions, Payment Type tab.

Address Info Tab

Addr Code: Select the Address code associated with account ID. Values placed into this field must have been previously defined in NU Common Codes, with a Code Category of PEAD. The full associated address will display below the code.

Text Tab

Text: Miscellaneous text.