Batch Payment Reversal [U0306]
Batch Payment Reversal processing is typically run through End of Period Batch Payment Reversal [U0470]. However, it can also be initiated interactively, without running End of Period. This is done via the Batch Payment Reversal [U0306] update. The Batch Payments, Multiple Banks and Cash Control modules must be purchased.
Requirements for the Batch Payment Reversal input file are described in detail in the Batch Payment Reversal [U0470] update. Each day that Batch Payment Reversals are to be processed, a file with the portfolio number and root name should be created in the data directory. LeasePak automatically deletes the batch payment reversal input file after it completes processing the payment reversals of the portfolio. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.
If a user attempts to run Batch Payment Reversal [U0306] while another user is running Batch Payments [U0305], a message will be displayed informing them that Batch Payment Reversal [U0306] is currently locked because another user is running Batch Payments or Batch Payment Reversals.
The Batch Payment Reversal Exception Report [U0306A] and Batch Payment Reversal Audit Report [U0306B] are created by this update when it is run interactively. The format of these reports is identical to those produced by End of Period Batch Payment Reversal [U0470]. Detailed descriptions of the reports appear in the Batch Payment Reversal [U0470] document.
When running Batch Payment Reversal [U0306] interactively, begin by selecting the printer on which reports should be produced. Reports will be ready to print when the batch reversal processing is complete. They will not be produced by End of Period processing if the batch is run interactively.
LeasePak allows non-IBL Batch Payment Reversals [U0306], to be reapplied when a payment reversal is processed out of order. This enhancement work in conjunction with Batch Payment Reversal [U0102] and Batch Payment Reversal [U0470] when the Cash Control module is purchased.
If the switch Batch Pmt Rev uses newest date (Y/N) in the Miscellaneous Customizations option of the Custom General [U0712] update is set to 'Y', the program will resort the batch payment reversal order to process the newest payment effective date instance of particular check number and search all matching check numbers for a matching dollar amount, not just the first one.
In the case where users input a check number with either the lease or lessee number, there may be more than one match within the recordset of previously applied payments. The program will process batch payment reversals by searching for the newest payment effective date instance of a particular check number (the one with the most recent effective date) having a matching dollar amount the user is attempting to reverse. If the program does not make a successful match on the first try (usually because the amount do not match), it will continue searching for the next possible match in the recordset.
Interest Bearing Loan 'B' method users:
LeasePak IBL 'B' Method allows the user to clear the negative amount when invoice includes a negative principal amount. Reversing payment on an invoice with the negative due principal amount and adjustment made to the payment than the negative principal paid and an offsetting amount is applied to interest will be reversed.
Example:
To process a batch payment reversal, a user inputs the check number 222, amount $300, and a lease or lessee number. The program finds the following matching records:
| Invoice Number | Effective Date | Check Number | Amount |
| 12 | 6/15/2007 | 222 | $ 200.00 |
| 10 | 4/15/2007 | 222 | $ 300.00 |
If the switch Batch Pmt Rev uses newest date (Y/N) in the Miscellaneous Customizations option of the Custom General [U0712] update is set to 'Y', the program will first locate the newest payment effective date and then try to match its dollar amount with the one the user is attempting to reverse. In this case, Invoice 12 have the newest effective date but not the matching dollar amount. So, the program will continue searching for the next available newest date with a matching dollar amount iuntil it finds Invoice 10. The program will then proceed to reverse Invoice 10.
If the program cannot find any matches within the recordset, it will create a reversal suspense item for the amount and issue the following error message:
Rev Susp nnn created. Input line amount does not match
Where nnn is the number of the reversal suspense item the program creates. The error message will also display the batch number of the first record found matching the selection criteria (other than the reversal amount). This is particularly useful in cases where the selection criteria is a lease or lessee number with a check number, and not the batch number.
If the switch Batch Pmt Rev uses newest date (Y/N) in the Miscellaneous Customizations option of the Custom General [U0712] update is set to 'N' or found absent, the program will automatically search for and reverse all payments with the effective date equal or greater than the effective date of the payment being reversed and reapply the payments in order (oldest invoice due date first) and according to the payment hierarchy for all lease payments (non-IBL).
-
Payments will be reapplied according to the payment hierarchy established in the Assessment Customization option of the Portfolio [U0212] update.
-
The RPN record will be deleted and replaced with the new record (current IBL behavior).
-
The Cash Control Payment History Report [R0926] will only display the reapplied record.
LeasePak will reverse all the sub-sequent batches and then reapply the total reversed amount from the batches to the most outstanding invoice first.
-
If the batch number being reversed is for a single lease with one or multiple invoices and the subsequent batches contain invoices for the same lease number and the effective date is equal to or greater, LeasePak will reverse and reapply the batch payments.
-
If the subsequent batch has a different lease number or multiple lease numbers, the batch will be skipped.
-
If any of the subsequent batch numbers have cash received for security deposit or a deferral fee during a Payment Reschedule [U0104], the batch will be skipped.
-
If multiple batches for the same lease with the same effective date are reversed in Batch Payment Reversal [U0306] or Batch Payment Reversal [U0470], it will process each batch number at a time.
- The audit report will be in
lpu0306b.rptfor the origin batch and any error in reversal of the payment will be in thelpu0306a.rpt(exception report). The audit or error for payment reapplication will be inlpu0102_bnpr_a.rpt(exception) andlpu0102_bnpr_b.rpt(audit). Leasepak handles the audit and error reports the same as IBL.
- This
enhancement only works with batches that have payments made to a single
lease, with single or multiple invoices. Although LeasePak allows single
batch payments to various leases, no auto reapplication is carried out
if a batch payment reversal is done on a batch with mixed leases. (See
Case 5).
- If
the original batch to be reversed is for a single lease (with single or
multiple invoices), it will only be reapplied by the subsequent batch
that has the same single lease (with single or multiple invoices). Any
subsequent batch with mixed leases, regardless of order, will be skipped,
i.e. not reversed and reapplied. (See Case
6 and Case 7).
- The order of reapplication
may be different from the original payment order. This enhancement reverses
all qualified subsequent batches according to Payment Effective Date,
thus putting all the invoices in these subsequent batches in outstanding
status. Then payment is reapplied according to Invoice Due Date. Therefore,
if the original payment in any batch applied to invoices that are not
in order, i.e. payment not made to invoice with older due date first,
the new payment order may be different from the original. (See Case
3b).
- This functionality shifts
the batches upwards, moving the Batch Payment Effective Date. The final
total number of batches may be different from original number of batches
because the amount from one subsequent batch may or may not be enough
to cover the invoices from a previous batch. Therefore the resulting number
of batches and the number of invoices in each batch may be different from
original.
- This
enhancement only works with batches that have payments made to a single
lease, with single or multiple invoices. Although LeasePak allows single
batch payments to various leases, no auto reapplication is carried out
if a batch payment reversal is done on a batch with mixed leases. (See
Case 5).
Note: If the batch number that is being reversed contains multiple lease numbers, LeasePak will display a warning message: "No reversal and reapply for multiple lease batch."
Note: This enhancement will support "TMSA" Reversal Reason code. If the Reason Code is "T***" type code, it will be treated as a "TMSA" reason code. If "TMSA" is used, the auto reverse and reapply of batches will execute first. LeasePak will ask the user where to reapply the payment. This enhancement does not apply if the Reversal Reason code is "TRAN".
Examples
Each check corresponds to a batch
and all examples assume the initial payment was processed by operator: JS1
Case 1: Reverse the earliest batch
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 2 | 456 | JS1 | 4/4/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS1 | 5/8/03 | 1 | 3 | 5/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102], therefore LeasePak will automatically reverse Batch 2 and Batch 3. The payments will be reapplied to Invoice 1 and Invoice 2, leaving Invoice 3 outstanding after the reversal.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS2 | 4/4/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 5/8/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
Case 2: Reverse one of the multiple batches with the same effective date
Both Batch 1 and Batch 2 are paid on the same day (4/8/03), but Batch 1 is paid in the morning and Batch 2 is paid in the afternoon.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 4/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 2 | 456 | JS1 | 4/8/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS1 | 5/4/03 | 1 | 3 | 5/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 2 via Batch Number Payment Reversal [U0102] and LeasePak will automatically reverse Batch 1 and reapply the payment to lease 1, then reverse Batch 3 and reapply the payment to Invoice 2. Leaving Invoice 3 outstanding after the reversal
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS2 | 4/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 5/4/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
Batch 1 is reversed and the payment is reapplied to Lease 1 even though Batch 1 is paid earlier than Batch 2 on the same day.
Note: When payments are applied on the same effective date, the RPM table lists the payment effective time.
Case 3: Payment effective date and payment due date are out of order
The first 2 invoices are applied out of the order.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/5/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
| 2 | 456 | JS1 | 4/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 3 | 789 | JS1 | 5/4/03 | 1 | 3 | 5/1/03 | Monthly | 200.00 |
(Reverse
the second batch)
A: On 5/8/2003 operator JS1 reverses Batch 2 via Batch Number Payment Reversal
[U0102], LeasePak will automatically reverse Batch 3 and reapply the payment
to Invoice 1. Leaving Invoice 3 outstanding after the reversal. Invoice 2
will be reversed since the payment is applied before invoice 1.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/5/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 5/4/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
(Reverse the
earliest batch)
B. On 5/8/2003 operator JS1 reverses
Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically
reverse Batch 2 and Batch 3. Batch 2's payment will be reapplied to Invoice
1 and Batch 3 payment will be reapplied to invoice 2. The payments are reapplied
to the most outstanding invoice first: Invoice 1 even though the original
payment was made to Invoice 2. Leaving Invoice 3 outstanding after the reversal.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS2 | 4/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 5/4/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
Case 4: Batch with Deferral Fee in Payment Reschedule [U0104] – received as cash
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 2 | 456 | JS1 | 4/1/03 | 1 | Def Fee | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS1 | 5/8/03 | 1 | 2 | 5/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak automatically reverses Batch 3 and reapplies the payment to Invoice 1. Batch 2 is bypassed because it is cash received of a deferment Fee in Deferral. Therefore, only Invoice 3 is outstanding after the reversal.
Note: In Payment Reschedule [U0104], a Security Deposit or Deferral Fee may be charged and may be treated as Cash Received (paid in Payment Reschedule [U0104]) or they may be invoiced and paid later.
As in this case, the Deferral Fee is Cash Received and has "DEF FEE" under the Invoice column, therefore the batch will be skipped. If the Deferral Fee is placed on an invoice, the invoice number will be displayed in the column, the batch will get reversed and reapplied.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS1 | 4/1/03 | 1 | Def Fee | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 5/8/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
Case 5: The original reversed batch contains multiple leases
Batch 1 payments are applied to Lease 1 then Lease 2. The lease number in the RPM (Check Payment Master) table for Batch 1 is Lease 1. Batch 1 has 2 RPN records (Check Payment Detail), one for Lease 1 and one for Lease 2.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/4/03 | 1 | 1 | 3/1/03 | Monthly | 150.00 |
| 2 | 4 | 4/1/03 | Monthly | 50.00 | ||||
| 2 | 456 | JS1 | 4/8/03 | 1 | 2 | 4/1/03 | Monthly | 150.00 |
| 1 | 3 | 5/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS1 | 5/4/03 | 1 | 2 | 5/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. Batch 1 contains multiple leases therefore, Batch 2 and Batch 3 will not be reversed and payments will not be reapplied, even though both Batch 2 and Batch 3 contain items for lease 1.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS1 | 4/8/03 | 1 | 2 | 4/1/03 | Monthly | 150.00 |
| 1 | 3 | 5/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS1 | 5/4/03 | 1 | 2 | 5/1/03 | Monthly | 200.00 |
Case 6: Batch to auto reverse and reapply contains multiple leases – reapply to a different lease first
Batch 2 payments are applied to Lease 2 first then to Lease 1. The lease number in RPM (Check Payment Master) table for Batch 2 is Lease 2. Batch 2 has 2 RPN records (Check Payment Detail), for Lease 1 and Lease 2.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/4/03 | 1 | 1 | 3/1/03 | Monthly | 150.00 |
| 1 | 2 | 4/1/03 | Monthly | 50.00 | ||||
| 2 | 456 | JS1 | 4/8/03 | 2 | 5 | 4/1/03 | Monthly | 150.00 |
| 1 | 3 | 5/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS1 | 5/4/03 | 1 | 4 | 6/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically reverse Batch 3 and payments reapplied to Lease 1. Batch 2 will not be reversed because Batch 2 belongs to Lease 2, a multiple lease batch (RPN).
Note: This enhancement does not support the reverse-reapply of subsequent batches with multiple leases.
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS1 | 4/8/03 | 2 | 5 | 4/1/03 | Monthly | 150.00 |
| 1 | 3 | 5/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS2 | 5/4/03 | 1 | 1 | 3/1/03 | Monthly | 150.00 |
| 1 | 2 | 4/1/03 | Monthly | 50.00 |
Case 7: Batch to auto reverse and reapply contains multiple leases – reapply to the same lease first
Batch 2 payments are applied to Lease 1 first then to Lease 2. Therefore, the lease number in RPM (Check Payment Master) table for Batch 2 is Lease 1. Batch 2 has two RPN records (Check Payment Detail), for Lease 1 and Lease 2.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 3/4/03 | 1 | 1 | 3/1/03 | Monthly | 150.00 |
| 1 | 2 | 4/1/03 | Monthly | 50.00 | ||||
| 2 | 456 | JS1 | 4/8/03 | 1 | 3 | 5/1/03 | Monthly | 150.00 |
| 2 | 5 | 5/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS1 | 5/4/03 | 1 | 4 | 6/1/03 | Monthly | 200.00 |
On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically reverse Batch 3 and reapply the payments to Lease 1. Batch 2 will not be reversed even though Batch 2 belongs to Lease 1 according to the RPM table. This is consistent with case 6 (above).
If the payment reversal is processed by operator JS2, the reversal will display as follows:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS1 | 4/8/03 | 1 | 3 | 5/1/03 | Monthly | 150.00 |
| 2 | 5 | 4/1/03 | Monthly | 50.00 | ||||
| 3 | 789 | JS2 | 5/4/03 | 1 | 1 | 3/1/03 | Monthly | 150.00 |
| 1 | 2 | 4/1/03 | Monthly | 50.00 |
Case 8: Multiple batch reversals have the same payment effective date
If multiple batches for the same lease with the same effective date are reversed in Batch Payment Reversal [U0306] or Batch Payment Reversal [U0470], it will process each batch at a time and function like Batch Number Payment Reversal [U0102].
For example, there are 3 batches for Lease 1 with the same effective date and all get reversed in [U0306] Batch Payment Reversal. Assume the record in the reversal file is in the same order:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 1 | 123 | JS1 | 4/25/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 2 | 456 | JS1 | 4/25/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
| 3 | 789 | JS1 | 4/25/03 | 1 | 3 | 5/1/03 | Monthly | 200.00 |
JS2
runs [U0306]. It reverses and puts the three batches into the reversal file
in the same order as above.
After processing the first batch, invoice 3 will be outstanding:
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 2 | 456 | JS2 | 4/25/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
| 3 | 789 | JS2 | 4/25/03 | 1 | 2 | 4/1/03 | Monthly | 200.00 |
Then process the second batch - invoices 2 and 3 will be outstanding.
| Batch | Check | Opr | Batch Pmt Eff. Date | Lse # | Inv # | Due Date | Pmt Type | Pmt Amount |
| 3 | 789 | JS2 | 4/25/03 | 1 | 1 | 3/1/03 | Monthly | 200.00 |
Lastly, process the third batch - all three invoices (1, 2 and 3) will be outstanding.
Should failure occur for any reason while interactive Batch Payment Reversal is running, the exception report will display an error message:
'THIS PORTFOLIO MUST BE RECOVERED THROUGH INTERACTIVE BATCH PAYMENT REVERSAL'
It will be necessary at that point to run Batch Payment Reversal again interactively.
This screen is used to select the printer destination. Select the printer and click OK.
This screen is used to initiate the Batch Payment Reversal processing from an input file for a Portfolio.
- PORTFOLIO
Batch Payment Reversal input files are created for a specific portfolio. Enter the Portfolio corresponding to the file that is ready for processing.If LeasePak detects another user currently running [U0305] or [U0306], an error message appears:
'INTERACTIVE BATCH PAYMENT FOR PORTFOLIO < x > IS ALREADY RUNNING.'
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