Auto-Apply Payments

Form ID: (AR506000)

You use this form to initiate automatic payment application for all open documents of the customers that belong to the statement cycle that you select on this form. You should apply payments and calculate any overdue charges before preparing statements to avoid incorrect calculation of aged balances. For details, see Auto-Applying Payments: General Information.

Warning:

The current form is not available in the system if migration mode has been activated—that is, if the Activate Migration Mode check box is selected in the Posting Settings section on the General tab of the Accounts Receivable Preferences (AR101000) form.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Initiates the application process for the customer accounts that belong to the statement cycles you have selected by using the unlabeled check boxes in the table.
Process All	Initiates the application process for customer accounts that belong to all statement cycles displayed in the table.

Selection Area

In this area, you can select the date of payment application and the financial period. Also, you can select whether to include credit memos in the auto-application process and whether to release batches with the application records when the process is complete.


Element	Description
Application Date	The date when an application is performed. By default, the current business date is displayed. The system records this date for each payment document or credit memo (if credit memos were included in the auto-application process) in the Application Date box on the Summary area of the Payments and Applications (AR302000) form. You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.
Application Period	The financial period when the application is performed. The box is filled out automatically, based on the selected date.
Apply Credit Memos	A check box that indicates (if selected) that the system includes credit memos in the application process. The balances of the open credit memos increase the balance that can be applied to outstanding documents. If the automatically applied credit memo has a cash discount, this cash discount is taken into account if a cash discount balance is specified and the document's application date is within the cash discount period.
Release Batch When Finished	A check box that indicates (if selected) that the system releases batches with the application records when the process is complete. If you leave the check box cleared, when the process is complete, you need to release the application records manually for each payment document on the Payments and Applications (AR302000) form or by using the Release AR Documents (AR501000) mass processing form.
Include Child Documents	An indicator of the types of documents that belong to any child customer accounts that should be processed, along with the documents of these customer accounts. The following options are available: None: Indicates that none of the documents of the child customer accounts should be processed. Except Credit Memos: Indicates that the system should process all documents of the child accounts that meet other specified criteria, except for the documents with the Credit Memo type. All Types: Indicates that the system should process all documents of the child accounts that meet the other specified criteria. The option is available if the Apply Credit Memo check box is selected on the form. The option you select is used by the system for parent accounts that have child accounts with the Consolidate Balance check box selected on the Billing tab of the Customers (AR303000) form. This box is available if the Parent-Child Customer Relationship feature is enabled on the Enable/Disable Features (CS100000) form. For details, see Managing Parent-Child Relationships.

Table

This table contains information about statement cycles. You can select the statement cycles to define a group of customer accounts for which the system will run the auto-application process.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Included	An unlabeled check box that you select to include the statement cycle for processing.
Cycle ID	The unique identifier of the statement cycle.
Last Statement Date	The date when the statement was last prepared.
Description	The description of the statement cycle.
Next Statement Date	The date of the next statement, according to the cycle parameters.