Create Partial Customer Payment Rollback

Explanation

This activity is used to undo parts of a payment that are incorrect, e.g., the wrong invoices have been entered as paid. Selected invoices for the payment will be reposted as unpaid. The amount of the rollback will be set up as a parked payment, and an adjustment voucher will be generated. The parked payment can be found later, e.g., in Customer Offset, for use against other invoices or prepayments.

You can either post the entire payment as unpaid or post individual invoices or prepayments as unpaid. If any invoices included in a payment is already undone, then the Rollback check box is selected for the undone invoice in the Customer Payment Rollback window. However, you can still work with the remaining invoices and undo one or more of them as appropriate.  If you have undone an invoice in a payment, you cannot perform the Rollback Complete Payment operation.

For a partial rollback, no cash transaction record is generated. The total amount of the rollback is set up as a parked payment so that it can be offset against relevant items, instalments or invoices, or later payments on account. In essence, a parked payment is a payment pending completion. The parked payment is however, fully posted in the system in the same way as other customer claims. It is recommended to use a separate ledger account for parked payments to separately identify parked payments outside IFS Accounts Receivable/Accounts Payable since parked payments are created without any reference to a customer ID. The details of parked payments can be viewed in the Parked Customer Payments Analysis window.

Prerequisites

In order to perform this activity:

• A payment must have been entered and postings made.
• The code part demands of the accounts used to post the original payment and the partially rolled back transaction should facilitate the copying of the original code string (B-J) to the rollback transaction when the control type of the posting type  PP10 Parked Payment Received is AC2 (Pre-Posting).

System Effects

As a result of this activity,

• The rollback status of the payment will change to Part Rolled Back in the Customer Payment Rollback window.
• A new payment of the payment code Part Cust Rollback will be created. The payment date will be the same as the payment date of the original payment. The rollback status of the new payment will be Rollback.
• A new voucher of function group B will be created to post the rolled back amount to the account defined for posting type PP10 Parked Payment Received. The original code string B-J (used in the initial payment) will be copied to the voucher if the control type for posting type PP10 is AC2 Pre Posting.
• Any currency exchange gain/loss postings will be reversed using the original code string combination used.

Window

Customer Payment Rollback

Related Window Descriptions

Customer Payment Rollback, Select Objects

Procedure

1. Open the Customer Payment Rollback window. Use the Query (F3) or Populate (F2) function to find the payment or payments you want to work on.
2. Select the payment that you want to roll back (you can select only one at a time), right click and then click Rollback Partial Payment to open the Select Objects dialog box. The items that are currently matched with the payment being rolled back are displayed in this dialog box.
3. Select the item(s) for which you want to roll back the payment, and click OK. A message box would appear with details about the new voucher that was created to post the parked payment. Click OK to confirm.

Note: You can roll back several matched items included in a payment at once if the code string combination used is the same for all the selected items.