Payments [U0102]: Batch Number Payment Reversal

Contents

• Selection
  • Batch Search
    
    
• Payment Reversal
  
  
• Enhanced Payments

Introduction

Batch Number Payment Reversal is used with the Cash Control module, a separately purchased module. Its use requires that Enhanced Payments, a 1993 JULE Fund enhancement, also be in use. When Batch Number Payment Reversal is used, another payment option, Reverse Payments to Effective Date, is not available.

Batch Number Payment Reversal facilitates finding and reversing all payments processed for a specific check. The Payment updates assigns a unique batch number for each check processed for the Cash Control module.

There are five REVERSAL REASON codes categories that may be customized in the Custom Code [U0722] update. All new reversal by reason codes entered must begin with the first letter of the following categories: N for non-sufficient funds, S for stop payment, U for undo payment, T for transfer misapplied and O for others. The user can reverse all payments on a single screen when a check is returned for insufficient funds, even if that check was applied to multiple leases or invoices or put into suspense.

Using T code category, the user can transfer some or all of a payment to another lessee, lease, invoice or line item via the Payment screen [U0102]. Financial controls are built in to Transfer or misapplied reversals so that the full amount reversed from one account must be reapplied to another before the user can proceed with other processing.

Batch Number Payment Reversal facilitates reversing a payment that went into suspense. A batch number is assigned when an overpayment is put into suspense through [U0102PA]. If that batch is recalled for reversal, the amount put into suspense appears on the Batch Number Payment Reversal screen and can be reversed or transferred. Without this module, overpayments put into suspense must be researched and reversed separately.

Currently Batch Number Payment Reversal supports payments applied through the Payments update [U0102PA], Batch Payments, both interactive [U0305], and end of period [U0415]. Batch numbers are associated with each check number processed through those updates. Payments applied by selecting a customer/group on the Payments update [U0102PA] cannot be reversed on Enhanced Payment Reversal; standard Payment Reversal must be used.

NOTE: Payments processed before Batch Number Payment Reversal was installed have no batch numbers and cannot be reversed through Enhanced Payment Reversal. Standard Payment Reversal may be used.

If a number for an IBL Payment is selected for reversal, and is not the most recent payment made for the selected batch payment amount, the most recent payment will be reversed instead. This is due to IBL restrictions on order of payment reversal where the most recent payment always has to be first.

At this time Batch Number Payment Reversal does not support payments applied through Suspense [U0109], New Lease [U0101], Payoff [U0103], nor any other update.

Selection

• Batch Search

This is the first screen to appear when the Batch Number Payment Reversal option is selected from the Payment menu.

• LESSEE
  Enter either the lessee number or lease number to which the payment to be reversed was applied. Use Help to perform a client search of lessee names, if necessary. If a lessee number is entered, no lease number is required.

• LEASE
  Enter either the lessee number or lease number to which the payment to be reversed was applied. Use Help to perform a client search, if necessary. If a lease number is entered, the corresponding lessee number defaults.

• BATCH NUMBER
  Use Help to see a list of batch numbers for the lessee or lease selected.
  

Batch Search

This screen appears when Help is invoked from the BATCH NUMBER field.

• S (Select)
  Enter an X next to the batch which contains the payment to be reversed.

• EXISTING VALUES
  Batch numbers appear for all the payments made since Batch Number Payment Reversal was installed on the lease number selected. If a lessee number was selected, batch numbers appear for all payments which involve a lease belonging to that lessee number.

• LEASE
  The lease number selected appears. If a lessee number was selected, all lease numbers belonging to that lessee to which payments have been applied appear.

• CHECK NUM
  The number of the check for each batch payment is displayed. The trace reference will use the check number for the payment that is being reversed. LeasePak will create the Payment Origination code based on the Batch Number Payment Reversal code: ‘LPBR’. The trace reference will be displayed in the Cash Control Payment History [R0926] report.

• AMOUNT
  The amount of each check appears.

• DATE POSTED
  The effective date of each payment appears in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706].
  

When a batch number is selected from the Help screen, BATCH NUMBER appears on the initial Batch Number Payment Reversal screen. Press Enter and the lessee and lease numbers, check number, batch total and effective date default for the batch selected.

• REVERSAL REASON
  Use codes starting with N, S, U or O if the reversal is due to a check being returned for non-sufficient funds. The entire amount of the payment batch must be reversed. use Help for a list of valid codes.

  Use codes starting with T if the reversal is due to a misapplication and the payment will be applied to another lease or invoice. A portion of the payment may be transferred, leaving the remainder in the original batch.

Payment Reversal

If the REVERSAL REASON starts with N, S, U or O, this screen displays all line items in the payment batch. All items will be reversed.

If the reason code starts with a T this screen displays all line items in the batch and allows the user to select which will be reversed. Only one item can be reversed at one time. For IBL’s, the entire last paid invoice must be reversed for the full amount.

• (Select)
  If the REVERSAL REASON code starts with N, S, U or O, all payment line items are automatically selected for reversal.

  If the reason code starts with T, enter an X next to each payment item to be partially or completely transferred.

  A maximum of 200 line items appears.

• LEASE
  The lease number(s) from the payment batch is displayed. If a transfer of payment from one lease to another has previously occurred, the original lease number appears with zero in the AMOUNT PAID field and the new lease number(s) appears with payment amount(s).

• INVOICE
  Invoices paid by the payment batch are displayed.

• DESCRIPTION
  The type of receivable paid is displayed. Descriptions may include pre-payment credit memos and suspense if the original payment was a pre-payment or went into suspense.

• AMOUNT PAID
  The amount paid for each receivable is displayed.

• AMOUNT TO REVERSE
  If REVERSAL REASON code starts with T, after selecting the line item, enter all or a portion of the AMOUNT PAID.

  If REVERSAL REASON code starts with N, S, U or O, the AMOUNT TO REVERSE defaults to AMOUNT PAID.

  NOTE: If a payment has already been reversed, it appears as an AMOUNT PAID with AMOUNT TO REVERSE as zero. Attempts to enter an AMOUNT TO REVERSE result in the error message, "Item already reversed."

Enhanced Payments

If a payment is being transferred, this Enhanced Payments screen appears immediately to allow the user to reapply the payment. Enter the invoice or lease to which the payment should be applied.

If the payment should be transferred to multiple leases, invoices or customer/groups, transfer a portion to each. This screen reappears until the complete amount reversed has been reapplied. The user MAY NOT exit the Payment update [U0102] until the complete amount has been processed.

When the lease is an interest bearing loan, LeasePak’s Payment screen [U0102] appears. The separate batch number for IBL payment reversals prevents cascading results.

The Enhanced Payment Screen appears displaying open receivables for the lease, invoice selected. CHECK AMOUNT, BATCH and CHECK NUMBER default from the Batch Number Payment Reversal screen. If only a portion of the payment is to be transferred to this lease, invoice, override the defaulted CHECK AMOUNT. The check amount is allocated to open receivables according to the payment hierarchy.

For more information, refer to the Enhanced Payments option.

© 2001 by McCue Systems Incorporated.
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