Process Settlements Record View
Program amounts for Brokerage, Off Book, and Rebate programs are accrued for and posted with sales transactions. The 'Settle' (pay) the accrued amounts, the programs must be Settled. The purpose of this page is to create settlements that reduce the open program balances by converting them to Accounts Payable Invoices (or AP Credit Memos for sales returns) or Accounts Receivable credits.
Software Version: 2022.06.16 and newer
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Toolbar Icons | Description |
|---|---|
Append To Batch | Updates the grid with new transactions that match the filter criteria. This icon is only displayed after the initial batch is created to allow users to redefine search criteria and add additional transactions to the batch. |
Build Batch | Builds a Settlement Batch based on filter criteria selected / entered. This icon is only displayed until a batch is created and is then replaced with the "Append to Batch" icon. |
Delete | |
Help | |
New Batch | Creates a new Settlement Batch when the icon is clicked. New Batch IDs are created as [Username] - [User Batch Sequence] when the 'Username' is the First Name + Last Name of the user and the 'User Batch Sequence' is a sequential integer value By Username and Program Type. |
Process | Processes a batch. A batch can only be processed if it has been validated. When a batch is processed, Program balances are shifted from the Sales Program sub-ledger to either Accounts Payable or Accounts Receivable transactions. |
Validate | Verifies that a batch can be successfully processed. |
Fields | Description |
Batch ID |
Database Field: ERPx_SPProgramSettlementBatch.BatchID |
Comment |
Database Field: ERPx_SPProgramSettlementBatch.BatchID |
Include Unpaid Invoices | A Yes/No lookup to identify whether or not to settle sales transactions that have an open balance. This is required and defaults to "No" but can be changed. If set to "No", program sales transactions with an open balance (transactions that have not been fully paid or written off) will not be brought into the transaction settlement grid when the 'Build Batch' or 'Append to Batch' icons are clicked. If changed to "Yes", all program sales transactions will be brought into the transaction settlement grid when the 'Build Batch' or 'Append to Batch' icons are clicked. Database Field: ERPx_SPProgramSettlementBatch.IncludeUnpaidInvoices |
Invoice Date Thru | A date picker to enter an Invoice Date to restrict program sales transaction from being selected in the transaction settlement grid. This defaults as blank and is not required. If blank, then this parameter is not evaluated. If entered, only program sales transactions with an Invoice Date <= the 'Invoice Date Thru' date will be selected. This is useful for companies that settle sales programs on a specific date for transactions up through a certain date. Database Field: ERPx_SPProgramSettlementBatch.InvoiceDateThrough |
Paid in Full Thru | A date picker to enter a 'Closed Date' (the date a sales transaction was fully paid or written off) to restrict program sales transaction from being selected in the transaction settlement grid. This defaults as blank and is not required. If blank, then this parameter is not evaluated. If entered, only program sales transactions with a 'Closed Date' <= the 'Paid in Full Thru' date will be selected. This is useful for companies that settle sales programs for only paid in full invoices that were paid as of a specific date. Database Field: ERPx_SPProgramSettlementBatch.PaidInFullThrough |
Payee |
This is not saved in the database. |
Program | A multi select lookup to limit which Sales Programs to settle. This defaults to blank and is not required. If blank, then this parameter is not evaluated. If entered, only program sales transactions for the Program(s) identified will be selected. The lookup contains the list of all Programs associated with the Program Type being added/edited. Database Field: ERPx_SPProgramSettlementBatch.ProgramSKCSV |
Program Class | A multi select lookup to limit which Sales Programs to settle. This defaults to blank and is not required. If blank, then this parameter is not evaluated. If entered, only program sales transactions for Programs belonging to the 'Program Class' will be selected. The lookup contains the list of all Program Classes associated with the Program Type being added/edited. Database Field: ERPx_SPProgramSettlementBatch.ProgramClassSKCSV |
Settle To | A single select lookup to limit which Sales Programs to settle. This is required and for 'Brokerage Programs' defaults to "Accounts Payable" and cannot be changed. For 'Rebate' and 'Off Book' Programs' this defaults to blank and must be selected. The lookup contains the following values:
Database Field: ERPx_SPProgramSettlementHeader.SPSettleToEN |
Settlement Date | Identifies the date that will be used on the Settlement transactions created for Accounts Payable and/or Accounts Receivable. This is an editable date picker that defaults to the current date, is required, and if missing, the message "Settlement Date is required." will be displayed on Validate and/or Process. The date must fall withing a valid GL Date else the message "The Settlement Date must be within a GL period open to [Functional Area the Settlement is going to]." will be displayed on Validate and/or Process. Database Field: ERPx_SPProgramSettlementHeader.SettlementDate |
Total A/P | A calculated field that displays the sum of the 'Amt. to Settle' column for all the program transactions with a 'Settle To' of either "AP Invoice - Paid In Full Orders" or "AP Invoice - All Orders". This is not saved in the database. |
Total A/R | A calculated field that displays the sum of the 'Amt. to Settle' column for all the program transactions with a 'Settle To' of "AR Credit Memo". This is not saved in the database. |
Total Settlement | A calculated field that displays the sum of the 'Amt. to Settle' column for all the program transactions. It is also the sum of [Total A/P] + [Total A/R] calculated amounts. This is not saved in the database. |