Selection Messages Exceptions Audit Validation

Batch Payment Report Viewer [R0415]

• Report Selection
  
  
• Exception Messages
  
• Cash Control Payment Exceptions Report
  
• Cash Control Batch Payment Audit Report
  
• Cash Control Validation Exception Report

 

Introduction

The Batch Payment Report Viewer is part of the Cash Control module, a separately purchased module of LeasePak. The report displays the Batch Control Detail record information as well as any exception report prior to processing the batch job. This allows the user to verify all processed and unprocessed Cash Control entries for a specific Batch Control Number. The report viewer may also be accessed through the Cash Control [U0126] update.

When a Batch Payment has been processed, LeasePak displays the following reports:

• Cash Control Exception Report
• Cash Control Payment Audit Report

When a batch payment remains unprocessed, LeasePak will display the Exception Report, which displays any error messages that may have been found during the validation process. This report may also be accessed through the Cash Control [U0126] update when the Validate option is selected.

 

Report Selection

Select the output option and click OK.

 

This screen allows the user to enter or select the Batch Control Number to be reported on. Use the Help menu for a list of valid Batch Control numbers. The menu will contain a list of both completed jobs and unprocessed batch records.

 

Exception Messages

• ACCOUNTS RECEIVABLE RECORD IS LOCKED
  The Accounts Receivable (D/RAR) record cannot be accessed. No payment was processed. Try processing the payment interactively.
  
  
• AMOUNT TO APPLY IS GREATER THAN 5 TIMES THE NORMAL LEASE PAYMENT
  The amount to apply is more than five times the normal lease payment. Payments were processed. This situation is reported because it may be an input file data error. Verify the amount applied and make the necessary adjustments if incorrect.
  
  
• AMOUNT TO APPLY IS LESS THAN ZERO
  There is a negative amount to apply. This may be an input file data error. No payment was processed. Verify the amount to apply to the lease or invoice. Apply the correct amount interactively or through the next End of Day Batch Payment update.
  
  
• AMOUNT TO APPLY IS ZERO
  There is a zero amount to apply. This may be an input file data error. No payment was processed. Verify the amount to apply to the lease or invoice. Apply the correct amount interactively or through the next End of Day Batch Payment update.
  
  
• BATCH PAYMENT NOT ALLOWED FOR NON-ACCRUAL LEASE:
  The amount to apply is to an invoice of a non-accrual lease or to a non-accrual lease. No payment was processed.
  
  
• BATCH PAYMENT NOT ALLOWED ON AN ADVANCED INVOICE:
  The invoice number entered is an advanced invoice, i.e., the JULE Fund 1994 - Advanced Invoicing module is in effect and the LEASE FORM code controls timing of invoice production. Receivables are not accrued until a maximum of 30 days before the due date. No payment was processed.

• CREDIT MEMO CREATED
  The amount to apply exceeded the outstanding invoices for the lease, so a credit memo for the overage was created. This situation is reported because it may be an input file data error. If so, reverse the payments applied and re-process the payment correctly. This message is generated only if payment is made by lease number. Credit memos are not generated if payment is made by invoice number.
  
  
• FAILED TO GET NEW INVOICE NUMBER FOR CREDIT MEMO
  A new invoice number to be assigned to the credit memo could not be obtained. Outstanding payments were processed, but the credit memo for the remaining amount to apply was not created. If this message appears, determine the amount that should be placed on a credit memo and contact your NetSol representative. This message is generated only if payment is made by lease number. Credit memos are not generated if payment is made by invoice number.
  
  
• FILE NOT FOUND: <file name>
  The batch payment input file name does not exist. If no payments are to be processed for this portfolio, then no action needs to be taken on this message. Otherwise, apply the payments interactively or append the information to the input file for the next End of Day Batch Payment update.
  
  
• INVALID AMOUNT TO APPLY: <amount>
  An input file data error was detected. The amount to apply is the second item on the input line and should contain a string of numeric characters (zero through nine). Characters other than zero through nine were detected. No payment was processed. Verify the amount to apply to the lease or invoice. Apply the correct amount interactively or through the next End of Day Batch Payment update.
  
  
• INVALID INPUT: <input>
  An input file data error was detected. The input line should consist of at least 2 elements: the lease or invoice number and the payment amount. No payment was processed. Verify the line in the input file. Apply the correct amount interactively or through the next End of Day Batch Payment update.
  
  
• INVALID DATE
  An error was made entering the effective date in the input file. No payment was processed. Verify the line in the input file. Enter the correct date interactively or through the next End of Day Batch Payment update.
  
  
• INVALID PAYMENT OPTION: <payment option>
  An input file data error was detected. The payment option is the first item on the line and should denote that payment is to be made to a lease or to an invoice by adding an L or I in front of the lease or invoice number. A character other than an L or I was encountered. No payment was processed. Verify the first item on the line in the input file. Apply the correct amount interactively or through the next End of Day Batch Payment update.

  Note: Batch Payments can process payments for interest bearing loans, but only by lease number, not by invoice number.

• INVALID TRANSACTION OPTION: <option>
  Either a data corruption error or a program error caused this message. No payment was processed. If this message appears, determine the lease or invoice it was trying to process (by reviewing the last completed payment on the audit report) and contact your NetSol representative.
  
  
• INVOICE HAS BEEN PAID
  The invoice number specified on the input line was already paid. No payment was processed. Verify that the invoice number was entered correctly. If not, apply the payment to the correct invoice interactively or through the next End of Day Batch Payment update.
  
  
• INVOICE IS ON A DIFFERENT PORTFOLIO
  The invoice number specified on the input line belongs to a different portfolio. No payment was processed. Verify that the invoice number was entered correctly. If not, apply the payment to the correct invoice interactively or through the next End of Day Batch Payment update.
  
  
• INVOICE NUMBER WAS NOT FOUND
  The invoice number specified on the input line is invalid. No payment was processed. Verify that the invoice number was entered correctly. If not, apply the payment to the correct invoice interactively or through the next End of Day Batch Payment update.
  
  
• INVOICE TO BE APPLIED IS A CREDIT MEMO
  The invoice number specified on the input line is a credit memo. No payment was processed. Verify that the invoice number was entered correctly. If not, apply the payment to the correct invoice interactively or through the next End of Day Batch Payment update.
  
  
• LEASE IS IN A GROUP
  This is an informational message. The lease to which a payment was applied is part of a group. Verify that the payment was applied properly. If not, reverse the payment and re-apply it to the correct invoice interactively or through the next End of Day Batch Payment update.
  
  
• LEASE IS ON A DIFFERENT PORTFOLIO
  The lease number specified on the input line belongs to a different portfolio. No payment was processed. Verify that the lease number was entered correctly. If not, apply the payment to the correct lease interactively or through the next End of Day Batch Payment update.
  
  
• LEASE NUMBER WAS NOT FOUND
  The lease number specified on the input line is invalid. No payment was processed. Verify that the lease number was entered correctly. If not, apply the payment to the correct lease interactively or through the next End of Day Batch Payment update.
  
  
• LEASE RECORD IS LOCKED
  The Lease (RLS) record could not be accessed. No payment was processed. Try processing the payment interactively.
  
  
• MASTER FINANCIAL RECORD IS LOCKED
  The Master Financial (RLS) record could not be accessed. No payment was processed. Try processing the payment interactively.
  
  
• MULTIPLE INVOICES WERE PROCESSED
  More than one invoice was processed for the lease (payment by lease number only). Verify that the amount to process was entered correctly. If not, reverse the incorrectly applied payments.
  
  
• MULTIPLE DATA ITEMS
  Multiple occurrences of check number, effective date, or the 'CLR' symbol were encountered. No payment was processed. Verify the line in the input file.
  
  
• ONLY LEASE PAYMENT FOR INTEREST BEARING LOANS
  IBL payments can only be applied at the lease level, not by individual invoice.
  
  
• OVERPAYMENT CANNOT BE MADE USING THE INVOICE OPTION
  Payment is made to an invoice and the amount to apply is greater than the amount due for the invoice. The invoice is fully paid; however, the remaining amount to apply is not processed any further. Verify that the amount to process was entered correctly. If not, reverse any incorrectly applied payments. If the amount was entered correctly, interactively apply the remaining amount as a pre-payment to the lease. This message is generated only if payment is made by invoice number. Credit memos are generated if payment is made by lease number.

• OVERPAYMENT NOT APPLIED
  For interest bearing loans, outstanding, billed receivables are satisfied, but any excess is not processed. The overpayment appears on the exception report.
  
  
• PARTIAL PAYMENT WAS APPLIED
  A partial payment to an invoice was applied. Verify that the amount to process was entered correctly. If not, reverse the incorrectly applied payments.
  
  
• PARTICIPATION PAYABLE RECORD DOES NOT EXIST
  The Participation Payable (RPP) record does not exist. No payment was processed. If this message appears, determine the lease or invoice it was trying to process (by reviewing the last completed payment on the audit report) and contact your NetSol representative.
  
  
• PARTICIPATION PAYABLE RECORD IS LOCKED
  The Participation Payable (RPP) record cannot be accessed. No payment was processed. Try processing the payment interactively.
  
  
• PAYMENT DUE "date due" (in YYMMDD) REVERSED PREVIOUSLY. MUST BE MANUALLYPAID.
  Any reversed assumed payments are not reapplied. They must be processed manually. (Refer to the section EOP: Assumed Payment [U0414].)
  
  
• PORTFOLIO IS LOCKED
  The portfolio cannot be accessed. No payments were processed. Try processing the payments interactively or through the next Assumed Payment module.
  
  
• TAX AMOUNT COULD NOT BE FULLY APPLIED
  Possible data corruption with the Tax Payable (RTP) file is indicated. No payment was processed. If this message appears, determine the lease or invoice it was trying to process (by reviewing the last completed payment on the audit report) and contact your NetSol representative.
  
  
• TAX PAYABLE LIMIT EXCEEDED
  Internal program array sizes were reached. No payment was processed. This payment must be processed interactively.
  
  
• TAX PAYABLE RECORD IS LOCKED
  The Tax Payable (RTP) record cannot be accessed. No payment was processed. Try processing the payment interactively.
  
  
• TAX RELEASED LIMIT EXCEEDED
  Internal program array sizes were reached. No payment was processed. This payment must be processed interactively.
  
  
• TAX RELEASED RECORD IS LOCKED
  The Tax Released (RTR) record cannot be accessed. No payment was processed. Try processing the payment interactively.
  
  
• THE FULL AMOUNT TO APPLY WAS NOT PROCESSED (LEASE IS MATURED)
  A remaining amount to apply exists. Under normal circumstances, the overage amount would be placed on a credit memo for the lease. However, this lease is matured and pre-payments cannot be made to a matured lease. Outstanding payments were processed, but the credit memo for the remaining amount to apply was not created. Verify that the amount to process was entered correctly. If not, reverse any incorrectly applied payments. If the amount was entered correctly, place the overage in suspense until a determination on its disposition is made.
  
  
• TOO MANY DATA ITEMS
  More than 5 data items were encountered on one data line. No payment was processed. Verify the line in the input file.
  
  
• UNEXPECTED DATA ITEM ENCOUNTERED
  The third, fourth or fifth data item does not begin with a # (check number), a D (effective date), or CLR (clear symbol). No payment was processed. Verify the line in the input file.

 

Cash Control Payment Exceptions Report

The Batch Payment Exceptions report [U0415A] reports at the lease or invoice level and includes the following information:

• LEASE
  The lease number, if applying payments by lease number, is displayed.
  

• INVOICE
  The invoice number, if applying payment to an invoice, is displayed.
  
  
• TYPE
  The type of message (INFORMATIONAL, WARNING, or ERROR) is displayed. Informational messages notify the user of payment transactions that differ from the normal, but may not necessarily be incorrect. Warning messages notify the user of payment transactions that are suspected of being incorrect. Error messages notify the user of unprocessable items. In general, payment application is performed for informational and warning messages, but not for error messages.
  
  
• MESSAGE
  The informational, warning, or error message is displayed. Refer to the Messages section for a list of messages and their meanings.
  
  
• AMOUNT APPLIED
  The amount applied, or processed, is displayed.

  Note: If a partial payment amount is applied, only the amount unprocessed is listed in this report. Refer to the Batch Payment Audit report for more details on how the payment was processed.

• SUSPENSE AMOUNT
  The suspense amount is displayed.

 

Cash Control Batch Payment Audit Report

The Batch Payment Audit report [R0415B] reports at the lease or invoice level and includes the following information:

• LEASE
  The lease number is displayed
  
  
• INVOICE NUMBER
  The invoice number is displayed. There may be several invoices applied for one lease.
  
  
• PAYMENT DUE DATE
  The payment due date for the INVOICE NUMBER is displayed.
  
  
• EFFECT DATE
  The effective date for the payment is displayed.
  
  
• CHECK NUMBER
  The check number of the payment is displayed.
  
  
• AMOUNT APPLIED TO CASH OR CLEARING
  CSH is displayed if the payment is posted to cash. CLR is displayed if the payment is posted to clearing.
  
  
• PAYMENT AMOUNT APPLIED
  The amount applied against the payment is displayed. If the lease is a simple interest lease, the principal portion paid is displayed.
  
  
• OTHER AMOUNT APPLIED
  The amount applied against an assessment amount is displayed. If the lease is a simple interest lease, the interest portion paid is displayed. There may be several OTHER AMOUNT APPLIED items for the invoice.
  
  
• TYPE OF OTHER AMOUNT APPLIED
  The type of the OTHER AMOUNT APPLIED is displayed (e.g., USE TAX, LATE CHARGES, INTEREST, etc.).
  If the Name Assessments is purchased, the customized assessment names will be displayed.
  
  
• TOTAL AMOUNT APPLIED
  The total amount applied for all invoices for the lease is displayed.
  
  
• SUSPENSE AMOUNT
  The total amount applied to Suspense for the lease is displayed.
  
  
• TOTALS
  The totals are separated into total amount posted to cash and total amount posted to clearing.

 

Cash Control Validation Exception Report

This screen is used for Cash Control Validation. This screen will display any error messages that may occur before the batch is processed. This report may be viewed from the Cash Control [U0126] update or through the Report Viewer [R0415]. This validation report is for unprocessed batch control numbers only and displays the following information:

• LEASE
  
  
• INVOICE NUMBER
  The invoice number is displayed. There may be several invoices applied for one lease.
  
  
• TYPE
  The type of message (INFORMATIONAL, WARNING, or ERROR) is displayed. Informational messages notify the user of payment transactions that differ from the normal, but may not necessarily be incorrect. Warning messages notify the user of payment transactions that are suspected of being incorrect. Error messages notify the user of unprocessable items. In general, payment application is performed for informational and warning messages, but not for error messages.
  
  
• MESSAGE
  The informational, warning, or error message is displayed. Refer to the Messages section for a list of messages and their meanings.
  
  
• CASH CONTROL NUMBER
  The Batch Cash Control Number is displayed. This is to verify the correct number is being validated.
  
  
• UNPROCESSED AMOUNT
  The total unprocessed amount for the given Cash Control Number is displayed.

 

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