Open items

Item selection criteria

The first stage consists of the entry of the item selection criteria. Only the items fulfilling all the criteria defined in this first screen are displayed in the item management screen. This allows a specific tracking of the situation for the companies with regard to their BPs.

Several selection criteria are available :

• by company and site; control account or control account group; for a currency or a currency group
• for one or more BPs, invoiced or ordered from (case for pre-payments)
• for a pay-by/pay-to BP (not necessarily the invoiced/invoicing BP. During invoice entry, a different BP may be specified to send or receive the payment).
• for an item due date range

Reminders

• by open item status: to be reminded or not, irrelevant.
  It is also possible to specify a range at the level of the reminder to refine the selection.
• open items never reminded:
• if the field Open items to remind is set to 'YES' and the field Open items never reminded is checked, the program will display all the open items to be reminded and that have not been reminded yet,
• if the field Open items to remind is set to 'UNSPECIFIED' and the field Open items never reminded is checked, the program will display all the open items to be reminded and that have not been reminded yet, as well as all the open items that have never been reminded and that will never be reminded.

Payment approval

• It is possible to specify a payment approval start and end range.

Early discount / late charge simulation

For invoices or open items having a discount/charge code, it is possible to simulate the amount of this discount/charge in two ways:

• either with respect to a "reference date" that serves as the start date for the calculation of the number of days over due or in advance (initialized by default to the current date)
• or with respect to a number of days (+) or (-) in advance.

Search criteria

Additional search criteria make it possible to include:

• customer or supplier part-payments,
• factored open items,
• closed open items,
• to refine the selection to the posted invoices only

 Sort criteria

Finally, an option to display the selected items is proposed.
It is possible to sort the items by item due date or by pay-by/pay-to BP (when not selection has been carried out on the BPs).

It is possible to specify an inquiry screen that is different to the one proposed by default.

The OK button is used to select the invoices concerned and to pass to the up-date on the item modification screen.

Open item modification

The list of open items selected is displayed on the screen. This screen is made up of the lines where all the information linked to the open items is found. At the foot of the grid four frames give the selection total (this can be set up in the inquiry screen), the open item detail, the entry total and the characteristics of any early discount/late charge.

The open item grid

The display of fields is closely linked to the screen setup.

Each line of this grid represents a open item. Found here is all the information that characterizes the open item such as:

• the invoice number, the item due date, the customer invoice or order, the pay-by/pay-to BP, etc.
• the original document number. In order to refine the traceability of the item origin, a contextual (right-click) menu is used to find the original document for the document generating the item (example: the order number for the invoice generating the item). This traceability is only possible for invoices (and/or credit notes) where the "original document" field has been assigned.
• the currency. All the item amounts can be displayed either in the transaction currency, or the company currency or even the reporting currency.
• the sign (S) of the item from the accounting point of view: Debit/Credit

The different actions possible at the line level are the following:

Item setup modification

By clicking on an item header, it is possible to modify:

• the due date
• the Payment Approval value
• the dispute code
• the payment method
• the reminder management
• the pay-by/pay-to BP
• the statement generation (accessible by right-click)
• the early discount/late charge code
• the pay-by/pay-to address code

Distribution of an item over multiple items.

In the "Amount" field in the item to be processed, it is sufficient to modify the amount in use of one of the new constituent items.

This change in amount triggers the opening of a new window that is used to enter the new lines. It is possible then to modify the distribution of the item between the different lines and to close the last line by right click.

In the case where a partial payment has already taken place, additional controls are activated.

Grouping of items

The grouping of items is based on the same principal as the distribution. It is not possible to delete an item directly in the lines of the grid. On one of the items to be grouped, it is sufficient to modify the amount by indicating the total amount of the grouped item. A new window appears. It is in this window that the additional item lines can be deleted.

Information at the bottom of the screen

When an item is selected with the cursor, additional information on it or the selection total is displayed.

Selection Total:

This section is optional and depends on the screen setup. It displays key information for the current selection: the number of items and their amount and balance total, the total amount of final or provisional payments.

Item detail:

This detail appears when an item is selected. It underlines the information on the pay-by/pay-to entity and the operation site. 
For items placed or being placed on a statement, the "statement" field is assigned. It displays respectively either the statement number or "To do".
Finally, if the open item is settled, or only partly, the payment number is displayed.

Entry total:

The total amount for the items is displayed in the "Total" field, a single document can be distributed over several items. For finally or partially paid items, the payment amount as well as the item balance appear in the appropriate fields.