Question: What is the logic for how a payment import line is evaluated when using the Import button in the ribbon in Payment Apply?
Answer: The following steps are performed:
The Ref# column is checked to determine if it is a valid accounts receivable reference number.
If a valid accounts receivable reference number was found in step 1, and the associated transaction is still open (the open amount is not zero), the following substeps are performed:
If the imported reference amount is a negative amount, and it is not a credit memo (reference type of CM), then a chargeback is created for the entire amount.
If the imported reference amount is a positive amount, then determine if there is an eligible cash discount.
Compare the cash discount amount on the import to the eligible cash discount.
If the difference between the cash discount amount on the import and the eligible cash discount is within the cash discount tolerance percentage and/or tolerance amount, then accept the cash discount amount.
If the difference between the cash discount amount on the import and the eligible cash discount is not within the cash discount tolerance percentage and/or tolerance amount, then determine if any cash discount needs to be charged back to the customer.
If the difference between the cash discount amount on the import and the eligible cash discount is greater than or equal to the minimum chargeback amount for ineligible discounts, then create a chargeback for the difference.
If the imported reference amount is different than the reference’s open amount, then check the absorption tolerance percentage and tolerance amount rules to see if the difference can be absorbed.
If the difference between the imported reference amount and the reference’s open amount cannot be absorbed, and the imported reference amount is less than the reference’s open amount, then the imported amount is applied and the open amount is updated for the difference.
If the difference between the imported reference amount and the reference’s open amount cannot be absorbed, and the imported reference amount is greater than the reference’s open amount, then the reference is left unpaid (and must be manually applied).
If a valid accounts receivable reference number was found in step 1, the associated transaction is closed (the open amount is zero), and the imported reference amount is a negative amount, then the transaction is reopened.
Question: When I import a deposit and indicate the amount to be applied to a specific invoice, the payment is only applied if a customer code is entered in the Default Customer Code field in User Extended Options. Why is this occurring?
Answer: The default customer code entered in User Extended Options is used to apply a payment for an imported deposit if the ABA or account number is incorrect. This allows you to import the deposit. You can then identify the real customer and change the deposit customer. If the default customer code is not entered, you cannot import the deposit.