Open items
An open item is a group of data related to the operation that it represents: the original document number, the document due date, its payment method, the currency, the amount, etc.
The managing open items makes it possible to facilitate the tracking operations recorded for a BP (via the Purchasing, Sales, A/P-A/R accounting or Accounting modules) under a document type set up according to this function.
After these operations are completely processed by payment (provisional or final) or posted as "In bank" (matched entries), it is no longer possible to manage the items, except for the possibility to place an item on a statement or to associate a dispute code with it.
The items partially processed in payment remain modifiable.
Use this function is used to:
- View all the open items related to a company, a site, a BP, etc. (according to the definition level in the selection).
- Modify these open items at several levels:
- The due date
- The payment method for this open item
- A split the open item amount over N distinct open items
- Specify a possible dispute
- The reminder management (activate or deactivate)
- The "Payment approval" level
- The pay-by or pay-to BP
- The early discount/late charge code
You can also manage the open items individually in invoicing in the Purchasing, Sales or A/P-A/R accounting or Accounting modules.
Limitation
The discount calculation process uses a "discount base amount" generated at the time of the invoice entry taking into account various elements of the invoice.
If you modify the early discount code of the open item afterwards, this base amount is not available. Instead, only a basic calculation using the total amount and the discount rate is used.
Prerequisite
Refer to documentation Implementation
Screen management
Open item selection criteria
Presentation
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.
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Fields
The following fields are present on this tab :
Selection criterion
| Only the open items of the entered company will be selected. |
| All sites or a particular site. |
| Only the open items of the entered site will be selected. |
| All collective accounts, a group of collective accounts or a particular collective account. |
| Only the open items with a control account that belongs to the entered control account group will be selected. |
| Only the open items of the entered control account will be selected. |
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| All bill-to suppliers or one particular bill-to supplier. |
| Only the open items of the bill-to BPs included within the range |
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| All pay-by/paid BP or one particular pay-by/paid BP. |
| Only the open items of the entered BP will be selected. |
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| All payment modes or a particular payment mode. |
| Only the open items of the entered payment mode will be selected. |
| All currencies, a group of currencies or a particular currency. |
| Only the open items with a currency belonging to the entered group of currencies will be selected. |
| Only the open items of the entered currency will be selected. |
| Maximum date of the selected open items (no maximum date if not entered). |
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Reminders
| If no, only the open items with Reminder=No will be selected, if yes, only the open items with Reminder=Yes will be selected, If Not determined, all open items will be selected. |
| 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 'UNDEFINED' 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.. |
| Range on reminder level (all levels if empty range). |
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Pay approval
| Status range of the Payment Approval note. |
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Simulate discount/charge
| Early discount/late charge simulation. The amount that will be displayed in the "Early discount/late charge amount" column is calculated while taking into account: * the early discount/late charge code (either of the open item, or the BP). * a number of days. * predefined early discount/late charge rates. The result will be either a negative amount (=late charge) or a positive amount (=early discount). For the simulation, the number of days can be entered: * either directly in the "Nbr of days" field. * or using a reference date (the number of days will be calculated with respect to the current date). |
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Search criteria
| If yes, the supplier prepayment due dates will be taken into account. |
| Mentions whether the open items specified for factoring must be loaded or not. In any case, it will not be possible to modify their amounts. |
| Box not checked: All open items will be displayed. Box checked: Only the open items for posted invoices will be taken into account. |
| If yes, the customer prepayment due dates will be taken into account. |
| If 'yes', all closed open items will be taken into account. |
| Mention your selection criterion. |
Sort criteria
| The open items will be sorted according to the selected sorting criterion: Due date or BP |
| Specifies the screen code to be used for entering open items. |
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Entry screen
Presentation
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.
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Fields
The following fields are present on this tab :
Grid Details
| Journal type. |
| Enter the journal number with an open item that needs to be modified. If this is a multi-open item journal, a table opens that lists the open items of the journal. This enables a specific open item to be selected. |
| Click Column Update from the Actions icon to modify the due date in batch. If the MAXPD - Maximum period (companies) activity code is activated, a warning message is displayed if the due date is greater than the period specified, depending on the case, at the level of the following parameters or of the contractual period possibly specified at the BP level.
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| If the new payment mode has no associated statement code:
Possibility to perform bulk modifcation by right clicking on "Column update". |
| The value of this number defaults from the business partner profile and the address code. The bank account number format is dependent on the bank location. For example, for an IBAN format, this field only contains the bank account number starting with the 5th character of the full IBAN.The prefix containing the country code and a control key is not included. To change the bank account number, select the Business partner from the Actions icon available in the field to access the business partner profile, and select or enter a different bank account. |
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| This field displays the full IBAN, including a prefix with the country code and a control key, followed by the bank account number. If the IBAN prefix does not exist, this field remains empty. |
| The amount cannot be higher than the amount of the journal line. |
| This field displays the paying bank linked to the Bank account field. |
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| Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days early or days late with respect to the open item date. |
| Open item dispute code. |
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| To be reminded Yes/No |
| Possibility to perform bulk modifcation by right clicking on "Column update". Only the "revenue"-type open items will be modified. |
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| The entered level must not be higher than the level of the user's payment approval note. Possibility to perform bulk modifcation by right clicking on "Column update". Only the "expense"-type open items with an approval payment level lower than or equal to the level of the user's approval payment will be modified. |
| Pay-by/paid BP for the open item. |
| Address code of the pay-by/paying BP. |
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| The "Mandate reference" field is used to initialize or select the mandate reference, which is the unique mandate identifier. This field is initialized with the validated main mandate of the company/pay-by BP combination. If there is no validated main mandate, the field is empty but another validated mandate of the combination can be selected. The user can modify the payment method. If the chosen payment method is SDD, the mandate reference can be accessed and the user can select the reference desired. If the chosen payment method is other than SDD, the mandate reference is not displayed and the field can not be accessed.
This field can be accessed for the current company only if activity codeSDD - SDD managementis activated and parameterSDDMGT - SDD management (chapter TC, group SDD) is set to "Yes". Moreover, the payment method selected must be SDD. |
Selection total
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Item detail
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Entry total
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Early discounts/Late charges
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Action icon
Source Document
This option is always accessible. It is used to obtain the original document number. This information is also available in a grid column.
Statement
This option is always accessible. By selecting / de-selecting this option, the "Statement" field toggles between its two values; "Yes" is used to generate a statement while "No" is used to prohibit this.
Journal Inquiry
This option is always accessible. Is used to pass via a tunnel to the accounting journal.
Invoice Inquiry
Used to move via a tunnel to the original invoice (when an item is the output from a sales/purchase or BP invoice).
Payment inquiry
Used to pass via tunnel to the payment for the item.
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Error messages
In addition to the generic error messages, the following messages can appear during the entry :
This site belongs to company XXX
The site entered is not part of the company previously entered.
Item amt > Doc line amt
The amount entered for the item is greater than the amount for the line on the attached document.
Item amt < Amt already paid
The amount entered for the item is less than the payment amount for the item.
Payment method not related to the statements
This message can be produced by 2 cases:
- when entering a payment method not linked to a statement code, with the item in a statement (error message), or where the statement is to be created for this item (warning message). In this last case, if continues, the information "Statement to be created" is set automatically to "no".
- on activation of the "Statement" function key on an item where the payment method is not linked to a statement code.
Number of items > Number of lines in the grid
When displaying a multi-item grid, the number of items exceeds the size of the grid.
There is only one item, Cancellation not possible
In the multi-item grid, when there is only one item, its cancellation is not possible.
Cancellation is not possible for all the items
In a multi-item grid, it is necessary to have at least one item line.
There is a payment for this item, Cancellation not possible
The item is linked to one or more payments.
The item appears on a statement, Cancellation not possible
The item is linked to a statement.
Item amount total <> Document line amount
During validation of the multi-item grid, the amount total of the items is different to the amount for the document line. Modify one or more of the amounts to obtain the total amount for the document line, which is displayed for information at the bottom right of the screen.
Start/End of file
On using the "+ Pag" and "-Pag" function keys in the item grid, no items remain to be displayed on another page.