BCL Upload-Cash Posting Instructions (Rev 14)

Rev 14 Documentation

 

BCL is a Leasing Company.  They bill and collect lease payments and the maintenance and meter billing overage charges for the La Crosse System dealers.  The La Crosse System dealers bill the service contracts through the La Crosse Contract module.  On the contracts the BCL customer account number is the bill to customer account number and the customer account numbers are the ship to customer numbers.  The money BCL collects is sent back to the dealer and needs to be applied to Accounts Receivable.

 

The LMS customers that are currently working with BCL are sending to BCL various information from the billing of the contract invoices.  With this information BCL bills the dealers customers.  The information is gathered on the LMS system from invoices generated through the Contract Billing program.  The following information is sent to BCL.

 

Meter Format  (Meter Billing)

 

Serial Number

Model Number ( item number of machine)

Invoice Number

Overage Charge Amount

Overage Coverage End Date

Current Meter Reading

Meter Credit Clicks  (Service Copies)

 

Invoice Format  (Contract Base Billing)

 

Serial Number

Model Number  (item number of machine)

Charge Code  (The multiple sales analysis item number)

Invoice Number

Coverage End Date

 

BCL loads this into their system and generates the bills to the customer.

 

 

 

 

Introduction  (Contd)

 

The next step in the process is for BCL to send the payments of the invoices back to the dealer.  BCL has a system called BOLT which is a standalone PC system at the LMS dealers site.  The BOLT system has been sending LMS dealers information on the payment received through a report mechanism ( the Reconciliation Report).  BCL will now send an ASCII format file through the BOLT system which contains the necessary information to automatically post the payments to the dealers Accounts Receivable in the La Crosse System.  For each transaction sent the file includes a check date, the total deposit or file amount, invoice number, item and serial number, payment amount, charge code and lease number.

 

After loading the ASCII file into the La Crosse System the program, BCL Automatic Cash Posting, must be generated on the La Crosse System.  The payments are than automatically posted to the dealers Accounts Receivable.  The ASCII File is deleted from the La Crosse System.  This eliminates the posting of the payments through the Accounts Receivable Cash Posting program in the La Crosse System.

 

The BCL Automatic Cash Posting program updates all of the files that the Cash Posting program updates.  This includes ARECD (Accounts Receivable), CRECD (Cash Receipt Journals) and CUSTD (Customer File).  If the Cash Posting program is linked to update the General Ledger the program also updates the General Ledger Files, (GLDISTD, CHART and ARGL.DT).  A deposit number is issued.

 

The BCL Automatic Cash Posting program matches what is sent in the ASCII file to what is currently on the BCL bill to customer A/R account.  The BCL bill to account is defined in the Global File.  When a match is found on the invoice number the transaction is applied to the BCL A/R account as a payment to the invoice.  When no match on the invoice number is found the payments are considered misdirected funds. This often occurs for the first lease payment.  Another misdirected fund is when the customer sends BCL payments for other invoices, such as a supply invoice, billed by the dealers that have nothing to do with BCL.  Misdirected funds may also occur due to operator errors applied to BCL invoices.  This may be voids after the invoices were sent to BCL or a manual payment made and the invoice is purged from A/R.  Thus the invoice should be existing on the BCL bill to account but it does not.

 

 

 

 

Introduction  (Contd)

 

Misdirected fund payments are applied to the La Crosse System Accounts Receivable to an error suspense customer account.  The BCL error suspense account is defined in the Global File.  The misdirected funds may or may not be sent with an invoice number.  If there is no invoice number sent in the file, the program creates an invoice number using the deposit date.  Each one created is incremented by one so that each record is created as a separate transaction.  This is similar to the creation of a COA (Cash On Account) in the regular Cash Posting program.  All payment transactions that are applied to the error suspense account are created with a Transaction Accounting Tac Code of COA (Cash On Account).

 

On all transactions applied to the BCL error suspense account the program checks further to attempt to identify what invoice this money should actually be applied to.  This is so the proper adjustment can be made.  The program searches the Serial File and tries to find the item and serial number in the Serial File that was sent in the ASCII File.  If it is found in the Serial File the customer number that the Serial File is placed at is written into the reference field in the A/R transaction (the COA record) that is created on the BCL error suspense account.  If no customer number is found or the item and serial number are not found in the Serial File, the Lease number sent in the ASCII File is written in as the reference.  This number can be used to help trace where the money actually needs to applied.  If no lease number is sent the reference field is left blank.

 

Included with the automatic posting program is a Reconciliation Report that lists each transaction.  Included for each transaction is the invoice number, item and serial number, payment amount, and lease number.  Also included is a 20 alphanumeric charge code.  The charge code is used to explain the type of payment transaction such as Maintenance and Overage.  This information is from the ASCII File.  The report should be used to identify what account the misdirected funds should actually be applied to.

 

The BCL Automatic Cash Posting program contains protection checks so that the same ASCII deposit file is not posted more than once.  This is achieved by comparing the check date that is stored in the ASCII File with a last check date processed that is stored in the Global File.  The date in the ASCII File is the date that the money is deposited by BCL.  This is the date that will be used to identify each deposit as unique and prevent duplication of file updating.  The date in the ASCII File must be greater than the date stored in the Global File.  Also checked are various fields in the ASCII File for data consistency.  Warnings are provided by the program.  If you have more than one branch and use a different BCL bill to account for each branch provisions have been made to handle this.  A different BCL bill to account is stored in the Global File for each branch.  Only one error suspense account is allowed.

 

 

 

Set Up 

 

Following are the steps to activate BCL Automatic Cash Posting.

 

1.      Your standalone BOLT system PC will need required set up.  Contact BCL for assistance.

 

2.      LMS must do set up to access the file.  Must send programs.

 

3.      The BCL bill to customer numbers must be created in the Customer File.  You should already have the BCL Bill To Account number as the contracts are currently being billed to BCL.  An additional customer number must be created to use as the BCL error suspense account.  This account should not be used for any other purpose than the BCL Automatic Cash Posting program.

 

4.      The Global File must be changed.  An LMS employee will make the necessary changes with your assistance.  All changes are made in Global Record 4, the Cash Receipts Global File.

 

 

 

Set Up  (Contd)

 

An additional option appears on the Cash Receipts Global Record 4.

 

20. BCL Active:                   

 

6/28/01            Cash Receipts Control File Maintenance                  7:45

                   Enter Procedure Type    C'hange    E'nd    C                

                                                                                

 1. Last Deposit Number:        12432                                          

 2. Starting Deposit Number:      100                                          

 3. Non AR Customer Number:  99999999                                          

 4. AR - GL Interface (Y/N):        Y                                          

 5. Print AR-GL Posting Rpt In End Of Day (Y/N)     Y                          

 6. Print Cash Receipts Journal #1 In End Of Day (D'etail,S'ummary,N'o) S      

                                                                               

 7. PMT/COA AR Account Number:     100200                                      

 8. PMT/COA Cash Account Number:   100100                                       

                                                                               

 9. ADJ Account Number:   111000      15. Tax1 Account Number:      210100     

10. S/C Account Number:   900900      16. Tax2 Account Number:      210100     

11. INT Account Number:   900900      17. Freight Account Number:   414000     

12. D/M Account Number:   700100      18. Discount Account Number:  410500     

13. J/E Account Number:   456800      19. Other Account Number:     410500     

14. R/C Account Number:   100100      20. BCL Active: Y 21.Wells Fargo Active:Y

                                      22. Lanier Active: Y                     

23. Allow Override Of AR Account In Cash Posting Y/N                     Y     

24. Allow Override Of Cash Account In Cash Posting Y/N                   N     

 Fld:                                                                          

 

This must be set at yes so that an additional screen appears.  Note, changing this to no does not disactivate the posting program if the other applicable global fields have already been activated.

 

Once field 20 is set to yes an additional screen displays.

 

 

 

 

Set Up  (Contd)

 

The cursor is at the Fld. prompt.

 

6/28/01            Cash Receipts Control File Maintenance                 15:09

                                                                               

                                                                               

                                                                                

                                                                               

 25. BCL Bill To Number: 8883000      37. Branch Number:         1             

 26. BCL Bill To Number: 8813000      38. Branch Number:         1             

 27. BCL Bill To Number: 7881215      39. Branch Number:         1             

 28. BCL Bill To Number:              40. Branch Number:                       

 29. BCL Bill To Number:              41. Branch Number:                       

 30. BCL Bill To Number:              42. Branch Number:                       

 31. BCL Bill To Number:              43. Branch Number:                       

 32. BCL Bill To Number:              44. Branch Number:                       

 33. BCL Bill To Number:              45. Branch Number:                       

 34. BCL Bill To Number: 7888888      46. Branch Number:         3             

                                                                                

 35. MISDI Funds Bill To Number: 8893000                                       

                                                                               

                                                                                

 36. Last Check Date Processed:    6/14/00                                     

                                                                               

                                                                               

 Fld:

The norm is there is only one BCL Bill To Customer Number.  Enter the customer number that is the bill to customer number assigned to your service contracts that are billed to your customers by BCL.  This must be entered in field 25, BCL Bill To Number:.  The customer number entered must be valid.  If an invalid customer is input the prompt Invalid Customer Number appears.  The cursor returns for reinput.  When there is only one BCL Bill To Account, there is no need to define an associated branch number in field 37.

 

Fields 26 through 34 and 38 through 46 are only used in customized cases where there is more than one branch and BCL bill to account number.  This must be worked out in conjunction with BCL in the sending of the ASCII File. 

 

In field 35, MISDI Funds Bill To Number you must enter the customer number that the misdirected funds are posted to.  This is the BCL error suspense account.  The customer number entered must be valid.  If an invalid customer is input the prompt Invalid Customer Number appears.  The cursor returns for reinput.


 

 

 

Set Up  (Contd)

 

 

6/28/01            Cash Receipts Control File Maintenance                 15:09

                                                                               

                                                                                

                                                                               

                                                                               

 25. BCL Bill To Number: 8883000      37. Branch Number:         1             

 26. BCL Bill To Number: 8813000      38. Branch Number:         1             

 27. BCL Bill To Number: 7881215      39. Branch Number:         1             

 28. BCL Bill To Number:              40. Branch Number:                       

 29. BCL Bill To Number:              41. Branch Number:                       

 30. BCL Bill To Number:              42. Branch Number:                       

 31. BCL Bill To Number:              43. Branch Number:                       

 32. BCL Bill To Number:              44. Branch Number:                       

 33. BCL Bill To Number:              45. Branch Number:                       

 34. BCL Bill To Number: 7888888      46. Branch Number:         3             

                                                                               

 35. MISDI Funds Bill To Number: 8893000                                       

                                                                                

                                                                               

 36. Last Check Date Processed:    6/14/00                                     

                                                                                

                                                                               

 Fld:

 

An LMS employee must set field 36, Last Check Date Processed:.  This is a very important field.  It is the only protection against double posting the ASCII File or missing posting one.  If this ever needs correcting because of an error you must contact the LMS Support Department and they can change it for you.  When the field is selected a prompt Enter Password displays.  You must know the password to change the field.

 

 

 

Enter Data

 

Prior to generating the BCL Automatic Cash Posting program you must load the ASCII File from the BOLT system to the La Crosse System.  The name of the BCL ASCII File is RECONCIL.TXT.  The file is comma-delimited. 

 

The following information is sent for each transaction record found in the ASCII RECONCIL.TXT File:

 

Check Date  This must be the same date for all of the individual file records.  8 Numeric -  Sent as format 12311997 equals 12/31/97.

 

File Total Amount  This is the grand total of all of the payment amounts found in the file.  This must be the same for all of the individual file records.  11.2 Numeric - Sent as format 12345678901.12.

 

Invoice Number  10 Alphanumeric - Note, it is possible this may be blank.

 

Model Number  The machines model number.  This will match the LMS systems item number.  Note, it is possible this may be blank.  15 Alphanumeric

 

Serial Number  20 Alphanumeric - Serial number can only be 18 characters in the LMS system.  Note, it is possible this may be blank.

 

Payment Amount  The payment amount for each record.  9.2 Numeric - Sent as  format 123456789.12.

 

Charge Code  20 Alphanumeric -  Example: *MAINTENANCE*, *OVERAGE, PAYMENT.

 

Lease Number  9 Numeric  This should not be blank but it is possible.

 

 

Enter Data  (Contd)

 

The BCL Automatic Cash Posting program is found on the Billing Custom menu.  It is recommended that whomever generates the BCL Automatic Cash Posting program pay close attention to the screen for any error messages.  A printer should always be selected to print a hard copy of the Reconciliation Report that is produced by the program.  This report should be checked thoroughly.  After the posting is completed a Cash Receipt Journal, BI 4-1-1 or 2, should be printed and compared to the Reconciliation Report.  The AR-GL Posting Report, BI 4-1-14, should be printed if Cash Posting is linked to the General Ledger.

 

If no RECONCIL.TXT File is found, meaning the file was not loaded onto the La Crosse System, the program will stop.  No updating occurs.

 

The transaction date entered at the custom menu is not used by the program.  Upon entrance to the program, numerous file integrity checks are performed on the ASCII RECONCIL. TXT File.  Various error messages appear on the screen.  The loading of the file does not occur.  The error messages are as follows:

 

The File Check Date Is Less Than The Global Last Updated Date.

Process Not Requested

 

Validating Reconcil.txt.....                                 

 

The File Check Date Is Less Than The Global Last Updated Date.

Process Not Requested

 

The above error message appears when the check date stored in the ASCII RECONCIL.TXT File is less than or equal to the last check date processed stored in Global File Record 4.  The program is exitted.  As an example, if the RECONCIL.TXT File has a check date of 12/05/97 and the Global File has a date of 12/11/97 the message would appear.  This is to prevent an operator from loading the file more than once or loading the files out of order.  If the loading of a file was missed or there was a problem and you need to go back and reload it call the LMS Support department for assistance.  They will dial in and change the Global File last check date processed.

 

Be aware that the check is that the ASCII File date is less than or equal to the date stored in the Global File.  Thus if you missed loading a file and than loaded the next file that is sent through the BOLT system, the program would allow the processing to proceed because the Global File would still be less than the ASCII File.  Yet you would have missed an entire deposit.  Be sure that all files are loaded and processed onto the La Crosse System as soon as possible after they are sent through the BOLT system. 


 

 

 

Enter Data  (Contd)

 

The File Check Date Is Not Consistent Throughout The File.

Process Not Requested

 

Validating Reconcil.txt.....                              

                                                          

The File Check Date Is Not Consistent Throughout The File.

Process Not Requested

 

All of the transactions in the RECONCIL.TXT file must have the same check date.  If at least one transaction does not, the above error message appears.  The updating does not occur and the program is exitted.

 

The File Total Amount Is Not Consistent Throughout The File.

Process Not Requested

 

Validating Reconcil.txt.....                               

                                                           

The File Total Amount Is Not Consistent Throughout The File.

Process Not Requested

 

In each transaction record in the RECONCIL.TXT file the total amount of the deposit is stored.  If at least one transaction has a different amount, the above error message appears.  The updating does not occur and the program is exitted.

 

The File Total Amount Does Not Match The Total Of The Lines

Process Not Requested

 

Validating Reconcil.txt.....                              

                                                          

The File Total Amount Does Not Match The Total Of The Lines

Process Not Requested

 

The program totals all of the individual transactions payment amount and calculates a total.  If this does not equal the amount stored in the RECONCIL.TXT file as the file total or deposit amount, the above error message appears.  The updating does not occur and the program is exitted.

 

 

 

 

Enter Data  (Contd)

 

Once all of the data verification is complete and no errors are found the following prompt appears.

 

Do you want to post funds from MM/DD/YY?  Total Amt = $$$$$.$$.

      Last date processed was MM/DD/YY.                         

         Continue Y/N?

 

Validating Reconcil.txt.....                                

                                                                

                                                                

Do you want to post funds from 10/29/97?  Total Amt = $7938.99. 

      Last date processed was 10/28/97.                         

         Continue Y/N?

 

This is a very important prompt.  Pay attention to the dates that are displayed.  The first date that is displayed in the question Do you want to post funds from? is the date that is stored in the current ASCII RECONCIL.TXT File that will be updated into the La Crosse Systems Accounts Receivable.  Thus this is the date that BCL cut the check.  This should always be the most current deposit.  The second date that is displayed in the question Last date processed was? is the date that is stored in Global Record 4 as the last check date processed.  Thus this is the check date that was stored on the last RECONCIL.TXT File that was loaded and processed to Accounts Receivable on the La Crosse System through the BCL Automatic Cash Posting program.  Also displayed is the total deposit amount stored in the ASCII File.  When the posting is completed procedure totals display with the total amount credited to A/R.  This figure must match the figure that is displayed at this prompt.  Thus you may want to jot this down to verify with the procedure totals.

 

What you want to verify by noting the dates is that this is the most current deposit sent from the BOLT system and that none have been missed being posted to your Accounts Receivable.  After verifying that this is the most current deposit and no deposits have been missed enter a Y to continue.  The program continues.  If you are not sure that the correct ASCII File is about to be updated into the Accounts Receivable enter an N for no.  The program is exitted and no updating occurs.

 

After entering a Y to continue the printer selection screen appears.  As stated earlier always print a hard copy.  Do not print to a disk printer as disk printers can be overwritten.

 

 

 

Enter Data  (Contd)

 

After selecting a printer the next prompt appears.

 

Enter Deposit Date:

 

Enter the date of the deposit that you desire to be written into the files on the La Crosse System.  Whatever date is entered becomes the last payment date in the A/R ARECD File, and the deposit date in the Cash Receipts Journal, CRECD File.  When no invoice number is sent in the file this is the date that is used in the creation of the COA transactions as the invoice number.  If Cash Posting is linked to update the General Ledger this date determines what fiscal month is updated and is also the transaction date in the General Ledger.  Entering an invalid date produces the prompt Invalid Date Enter Again.  The cursor returns for reinput.  A / slash to cancel and exit the program may be entered.  The prompt Enter Y To Return To Menu displays.  A Y exits the program and no updating occurs.  This is the last prompt that you have to exit the program.

 

Note, the date that is written back to Global File Record 4 as the last check date processed is not this entered deposit date.  The date that is written back to Global Record 4 as the last check date processed is the date that is stored as the check date in the ASCII RECONCIL.TXT File.

 

Once the deposit date is entered the program performs further checks on accurate data stored in Global Record 4.  The possible error message is as follows:

 

Invalid BCL Customer No.  Process Not Requested.#######

 

The program checks the BCL customer numbers that are stored in Global Record 4 to be sure they are valid customers.  If any are not found in the Customer, CUSTD File, the above error message displays and lists the customer number.  The prompt Enter Y To Return To Menu appears.  Enter a Y and the updating does not occur and the program is exitted.  You will need to enter a valid customer in Global Record 4.

 

 

 

 

Enter Data  (Contd)

 

After the deposit date is input and all data checks are good the program begins to post the data in the ASCII File to the files on the La Crosse System.  During the updating the BCL bill to account and the BCL Error Suspense account are displayed.  After the posting is completed the procedures totals display.

 

                                  Deposit No. 2872            

                                                              

                          Cash Application And Adjustments    

                           Procedure Totals For 10/29/97      

                      A/R Credit             7938.99          

                                                              

                      Cash Discount              .00          

                                                              

                      Sales Tax                  .00          

                                                              

                      Freight                    .00          

                                                              

                      Other                      .00          

                                                              

                      Net Cash Receipts      7938.99          

                                                              

                      No. Of Transactions          2          

                      Enter 'Y' To Return To Menu

 

A deposit number from Global Record 4 is issued and is displayed under Deposit No.  This is from the same field as the deposits entered in the program Cash Posting.  Thus the deposit number is incremented with your regular deposits.  The total amount of the deposit appears as the A/R Credit and the Net Cash Receipts.  These two figures should always match and should be the same amount that was displayed in the prompt Do you want to post funds from MM/DD/YY?  Total Amt = $$$$$.$$.   Last date processed was MM/DD/YY.   Continue Y/N?  If there is any variance on this call LMS Support.  The No. Of Transactions is the number of customers that had postings applied.  The normal amount is 2.  One is for the BCL bill to account and the other the BCL error suspense account.  However, it could be 1 if there were no records updated to one of the BCL accounts.  This should not be greater than 2 when there is only one BCL bill to account.

 

Enter a Y to exit the program and return to the menu.  The program is completed.  The Reconciliation Report is printed.  The report should be verified.  Global Record 4, field 32, Last Check Date Processed: is updated with the check date that is stored in the ASCII File that was just processed.  This is used to compare the next time the program is generated.  The ASCII RECONCIL.TXT File is deleted from the La Crosse System.

 

 

 

Enter Data  (Contd)

 

If there is a problem during the updating of the files the following error message may appear.  Chances of this occurring are slim because the program has already made numerous file integrity checks.

 

Total File Amount  $#######

Total Deposit Amount  $#######

Total Deposited Amount Does Not Match Total File Amount

Please Call LMS For Assistance

 

The total deposit amount stored in the ASCII File and the total amount posted to the Accounts Receivable in the La Crosse System are listed.  Call the LMS Support Department immediately. 

 

 

 

 

Results

 

Reconciliation Report

 

Following is an example of the Reconciliation Report that is produced by the BCL Automatic Cash Posting program. 

 

12/29/97                BCL Reconciliation Report            Deposit Number      2872               9:43          

                                                                          Deposit Date: 10/29/97                  

                                                                                                                  

     Invoice#     Item Number            Serial Number           Payment Amt.      Charge Code              Lease#

                                                                                                                  

     BCL Customer Number:  7883000                                                                                 

                                                                                                                  

        95905     1000                   9                           222.76     *OVERAGE                      4567

                                                                                                                  

        95904     2110A                  778                         464.83     *MAINTENANCE*                  234

        95904     2110A                  567                         400.00     *MAINTENANCE*                  234

                                                                                                                  

        95907     2110A                  20AS                        527.50     *MAINTENANCE*                  102

 

        95908     2005                   100                         500.00     *MAINTENANCE*            999991234

                                                                                                                   

        95910     100                    14000                        50.00     *OVERAGE                 123456789

                                                                                                                   

        95909     2110A                  901                          43.46     *OVERAGE                       108

                                                                                                                   

        95911                                                        106.00     *MAINTENANCE*                    0

                                                                                                                  

        95913     100                    88                          532.50     *MAINTENANCE*                  111

                                                                                                                  

        95914     100                    11                         1038.90     *OVERAGE                       112

                                                                                                                  

        95916     2110A                  23RD                         78.08     *OVERAGE                       113

                                                                                                                  

        95915     100                    VBT                         145.52     *OVERAGE                       115

 

     BCL Customer Number:  7993000                                                                                

                                                                                                                   

        95903     MACHINE3               24                          550.00     *MAINTENANCE*                  102

                                                                                                                  

        95902     SF90                   12                          533.00     *MAINTENANCE*                  102

                                                                                                                  

        95901     100                    7887000                      65.55     PAYMENT                        101

                                                                                                                  

     10299701     2110A                  2454                         70.00     PAYMENT                       2435

                                                                                                                  

     10299702                                                         15.00     PAYMENT                        109

                                                                                                                  

        95320     2110A                  TH78                        500.01     *MAINTENANCE*                  110

                                                                                                                  

        95912     2110A                  16101760                   1723.40     *OVERAGE                       543

 

        95801     2110A                  TH78                        250.00     *OVERAGE                       678  

                                                                                                                    

        95917     MACHINE                BN545                       122.48     *MAINTENANCE*                  120  

                                                                                                                    

                                                                                                                     

                                                                                   Total File Amount          7938.99

                                                                                                                     

                                                                              Total Deposited Amount          7938.99

 

Each payment transaction found in the file is printed.  The records posted to the BCL bill to account are listed first.  The records posted to the BCL Error Suspense account are listed next.  The customer numbers are printed.  Invoices that have more than one transaction are printed together.  The deposit number issued by the BCL Automatic Posting program is printed.  Also printed is the entered deposit date, and the system date.  The check date that is stored in the ASCII File is not printed.  However, this can be found in Global Record 4.

 

 

 

Results  (Contd)

 

Reconciliation Report  (Contd)

 

The following information can be included for each record if the record had the information sent in the ASCII RECONCIL.TXT File.  All information is from the ASCII RECONCIL.TXT File.

 

Invoice#     Item Number            Serial Number           Payment Amt.      Charge Code              Lease#

                                                                                                             

 BCL Customer Number:  7883000                                                                                

                                                                                                             

    95905     1000                   9                           222.76     *OVERAGE                      4567

                                                                                                             

    95904     2110A                  778                         464.83     *MAINTENANCE*                  234

    95904     2110A                  567                         400.00     *MAINTENANCE*                  234

 

Invoice#  The invoice number that was sent in the RECONCIL.TXT File. 

 

Note, contract invoices that were sent to BCL that had more than one machine or a base and meter billing have the payment record sent back in the ASCII file as separate records.  However, the BCL Automatic Cash Posting program consolidates all records in the file with the same invoice number into 1 payment record.  In the above example, invoice 95904 was sent as two records in the RECONCIL.TXT File.  When applied to the A/R as a payment only one payment record is created of $864.83 which is the total of the two records.

 

 10299701     2110A                  2454                         70.00     PAYMENT                       2435 

                                                                                                               

 10299702                                                         15.00     PAYMENT                        109

 

File records that are sent with no invoice number are assigned an invoice number.  The invoice number is the deposit date followed by a counter.  In the above example the deposit date was 10/29/97.  There are two records in the RECONCIL.TXT File that did not have an invoice number, thus the first record is created as invoice number 10299701 and the second as 10299702.  These are always created as COA (Cash On Account) transactions and are applied to the BCL Error Suspense account.

 

File records that are sent with an invoice number but that invoice is not found on the BCL bill to account are posted to the BCL Error Suspense Customer account.  They are posted as a COA (Cash On Account) transaction but are posted with the actual invoice number.  You will want to track down where the actual invoice is.  You will want to look in the A/R Inquiry under the BCL Bill to account in the A/R History for that invoice number.  You will want to view the invoice in the Invoice/Order Inquiry and note the bill to account.

 

Note, all COA records are created with a company number of 1.

 

 

 

Results  (Contd)

 

Reconciliation Report  (Contd)

 

Item Number

 

This is what was sent as the model number.  This should be the same as the item number of the machine.

 

Serial Number

 

This is what was sent as the serial number. 

 

Knowing the item and serial number will also help identify the records that are posted to the BCL Error Suspense account.  The program will search the Serial, SERIALD File and try to find the item and serial number sent from the ASCII File for all records that are posted to the BCL Error Suspense account.  If the item and serial number are found in the Serial File the customer number that the machine is placed at is written into the COA ARECD record in the reference field.  If the item and serial number are not found in the Serial File, or have no customer number, or no item and serial number were sent in the ASCII File, the lease number that was sent in the ASCII File is written into the reference field.

 

Note: payments applied to the BCL Bill to account do not change the reference field in the ARECD record.

 

Payment Amt.

 

The payment amount that was applied to A/R.  If more than one payment amount is listed for the same invoice the amount is totaled when applied to A/R.  A positive number sent in the ASCII File is printed as positive on the report and is applied as a credit to A/R.  Thus these are the normal payments.  Negative payment amounts are sent in the ASCII File.  These will print as negative amounts on the report.  A negative payment amount will debit or add to A/R instead of crediting or lowering A/R.  If a negative amount is sent with no invoice number or a match is not found the COA record is created as a positive amount instead of the normal negative amount.

 

 

 

Results  (Contd)

 

Reconciliation Report  (Contd)

 

Charge Code

 

This is a descriptive field sent from the ASCII File.  It is used to identify the type of payment.  This does not write into any files on the La Crosse System.  It is only printed on the Reconciliation Report.

 

Lease#

 

The lease number sent from the ASCII File.  When contacting BCL with questions on any payments sent you will need the lease number.  The only time this is written into any of the La Crosse System Files is on the records posted to the BCL Error Suspense account.  The reference field in the COA ARECD File is updated with the lease number if the item and serial number cannot be found in the Serial File.

 

The information printed on the Reconciliation Report generated from the La Crosse System can also be accessed on the BOLT system.  The BOLT system also provides a Reconciliation Report.  The two can be matched.  For information on the BOLT system please refer to documentation provided by BCL.

 

 

 

Results  (Contd)

 

To illustrate how the program affects Account Receivable the A/R Inquiry of the BCL Bill To Customer account and the BCL Error Suspense account is included.  This is the result of the sample BCL Automatic Cash Posting Reconciliation Report included on page 15.

 

                   Customer A/R Inquiry 12/29/97 Dated 12/29/97 By SDF         

Cust.No.  7883000 BCL LEASING               LA CROSSE         AR Bal.    -483.42

  Inv.No     Tac * Tdate   Amount     Paid  Balance   C/M.No    Ref       Lstpmt

   95904  1G INV  102897   864.83   864.83                   237           10/29

   95905  1G INV  102897   222.76   222.76                   MAINT.#742    10/29

   95907  1G INV  102897   527.50   527.50                   MAINT.#796    10/29

   95908  1G INV  102897   523.98   500.00    23.98          MAINT#2271    10/29

   95909  1G INV  102897    43.46    43.46                   JOE           10/29

   95910  1G INV  102897    42.60    50.00    -7.40          LEASE#2641    10/29

   95911  1G INV  102897   106.00   106.00                   MAINT#2887    10/29

   95913  1G INV  102897   532.50   532.50                   MAINT#3019    10/29

   95914  1G INV  102897  1038.90  1038.90                   MAINT#3022    10/29

   95914  1G C/M  102897  -500.00           -500.00    95996                   

   95915  1  INV  102897   145.52   145.52                   MAINT#3024    10/29

   95916  1  INV  102897    78.08    78.08                   MAINT#3046    10/29

                                                                               

 Credit Limit                                                                  

 Terms 2% NET 10                                                                

      Over 120       Over  90       Over  60       Over  30        Current     

           .00            .00         483.42-           .00            .00     

 

                   Customer A/R Inquiry 12/29/97 Dated 12/29/97 By SDF         

Cust.No.  7993000 BCL ERROR SUSPENSE ACCT   LA CROSSE         AR Bal.   -3829.44

  Inv.No     Tac * Tdate   Amount     Paid  Balance   C/M.No    Ref       Lstpmt

   95320  1  COA  102997  -500.01           -500.01          5552222       10/29

   95801  1  COA  102997  -250.00           -250.00          5552222       10/29

   95901  1  COA  102997   -65.55            -65.55          101           10/29

   95902  1  COA  102997  -533.00           -533.00          7843700       10/29

   95903  1  COA  102997  -550.00           -550.00          6666000       10/29

   95912  1  COA  102997 -1723.40          -1723.40          5552222       10/29

   95917  1  COA  102997  -122.48           -122.48          6666000       10/29

10299701  1  COA  102997   -70.00            -70.00          6666000       10/29

10299702  1  COA  102997   -15.00            -15.00          109           10/29

                                                                               

 Credit Limit                                                                  

 Terms 2% NET 10                                                               

      Over 120       Over  90       Over  60       Over  30        Current     

           .00            .00       3,829.44-           .00            .00

 

Compare the above screens with the Reconciliation Report that is included on page 15.  Match the invoice numbers and note the results.  On the BCL Error Suspense account note invoice numbers 10299702 and 95901.  In the reference field the lease number is written in.  The rest of the invoices on the BCL Error Suspense account had the customer number where the machine is placed at written into the reference field.  Note that the payment date is the date of 10/29/97 as that was entered as the deposit date.

 

 

Results  (Contd)

 

To illustrate how the program affects the CRECD File, the Cash Receipt Journals are included.  This is the deposit created from the sample BCL Automatic Cash Posting Reconciliation Report included on page 15.

 

LA CROSSE MANAGEMENT TESTING 63          CASH RECEIPT JOURNAL # 1 AS OF 10/29/97 RUN ON 12/29/97                       PAGE  1   

ALL DEPOSIT NUMBERS                                                                              SYSTEM DATES 12/29/97 TO 12/29/97

                                                                                                                                 

DEPOSIT NUMBER =     2872                                                                                                         

                                                                                                                                 

CUSTOMER =  7883000    BCL LEASING             CHECK NO=        CHECK AMT=   4109.55  CHECK AMT CUMUL BAL=   4109.55             

           INVOICE    95905     222.76 PMT                                                                                       

           INVOICE    95904     864.83 PMT                                                                                        

           INVOICE    95907     527.50 PMT                                                                                       

           INVOICE    95908     500.00 PMT                                                                                       

           INVOICE    95910      50.00 PMT                                                                                       

           INVOICE    95909      43.46 PMT                                                                                       

           INVOICE    95911     106.00 PMT                                                                                       

           INVOICE    95913     532.50 PMT                                                                                       

           INVOICE    95914    1038.90 PMT                                                                                       

           INVOICE    95916      78.08 PMT                                                                                       

           INVOICE    95915     145.52 PMT                                                                                       

                                                                                                                                  

* LINE TOTAL -    1           4109.55 PMT                       AR CREDIT=  4109.55                                              

                                                                                                                                  

CUSTOMER =  7993000    BCL ERROR SUSPENSE ACC  CHECK NO=        CHECK AMT=   3829.44  CHECK AMT CUMUL BAL=   7938.99

           INVOICE    95903     550.00 COA                                                                               

           INVOICE    95902     533.00 COA                                                                               

           INVOICE    95901      65.55 COA                                                                               

           INVOICE 10299701      70.00 COA                                                                               

           INVOICE 10299702      15.00 COA                                                                               

           INVOICE    95320     500.01 COA                                                                               

           INVOICE    95912    1723.40 COA                                                                                

           INVOICE    95801     250.00 COA                                                                               

           INVOICE    95917     122.48 COA                                                                                

                                                                                                                         

* LINE TOTAL -    2           3829.44 COA                       AR CREDIT=  3829.44                                      

                                                                                                                         

** DEPOSIT TOTAL -   2872     4109.55 PMT       3829.44 COA     AR CREDIT=  7938.99    CHECK AMT CUMUL BAL=  7938.99     

                                                                                                                         

                                                                                                                          

*** REPORT TOTAL                 4109.55 PMT    3829.44 COA     AR CREDIT=     7938.99    CHECK AMT CUMUL BAL=     7938.99

                                                                                                                          

END OF REPORT

 

LA CROSSE MANAGEMENT TESTING 63          CASH RECEIPT JOURNAL # 1 AS OF 10/29/97 RUN ON 12/29/97                       PAGE  1   

ALL DEPOSIT NUMBERS                                                                              SYSTEM DATES 12/29/97 TO 12/29/97

                                                                                                                                 

DEPOSIT NUMBER =     2872                                                                                                         

                                                                                                                                 

CUSTOMER =  7883000    BCL LEASING             CHECK NO=        CHECK AMT=   4109.55  CHECK AMT CUMUL BAL=   4109.55             

* LINE TOTAL -    1           4109.55 PMT                       AR CREDIT=  4109.55                                              

                                                                                                                                  

CUSTOMER =  7993000    BCL ERROR SUSPENSE ACC  CHECK NO=        CHECK AMT=   3829.44  CHECK AMT CUMUL BAL=   7938.99             

* LINE TOTAL -    2           3829.44 COA                       AR CREDIT=  3829.44                                              

                                                                                                                                 

** DEPOSIT TOTAL -   2872     4109.55 PMT       3829.44 COA     AR CREDIT=  7938.99    CHECK AMT CUMUL BAL=  7938.99             

                                                                                                                                 

                                                                                                                                  

*** REPORT TOTAL                 4109.55 PMT    3829.44 COA     AR CREDIT=     7938.99    CHECK AMT CUMUL BAL=     7938.99       

                                                                                                                                  

END OF REPORT

 

LA CROSSE MANAGEMENT TESTING 63          CASH RECEIPT JOURNAL # 2 AS OF 10/29/97 RUN ON 12/29/97                       PAGE  1

                                                                                                                               

DEPOSIT  LINE CUSTOMER  CHECK       CHECK      CUMUL.   CUSTOMER NAME            CASH *    A L L O W A N C E S        *   A/R 

 NUMBER   NO.  NUMBER    NO.        AMOUNT    BALANCE                            DISC   FREIGHT       TAX     OTHER     CREDIT

                                                                                                                              

   2872     1  7883000             4109.55    4109.55     BCL LEASING              .00       .00       .00       .00    4109.55

   2872     2  7993000             3829.44    7938.99     BCL ERROR SUSPENS        .00       .00       .00       .00    3829.44

                                                                                                                               

             DEPOSIT TOTAL         7938.99  TDATE=10/29/97 SDATE=12/29/97          .00       .00       .00       .00    7938.99

              REPORT TOTAL         7938.99                                         .00       .00       .00       .00    7938.99

                                                                                                                              

END OF REPORT

 

 

 

Results  (Contd)

 

Compare the detail Cash Receipt Journal with the Reconciliation Report.  The check amount and A/R credit and amounts for the PMT and COA Tac Codes all equal the total amount deposited.  The invoice numbers on the Reconciliation Report are also on the detail Cash Receipt Journal.  Note that the check number field is blank.  BCL is not sending any number in the ASCII RECONCIL.TXT File that could be used to write into this field.  The total A/R credit amount for each customer is written to each individual payment or COA record in the CRECD File as the check amount.  That allows the Cash Receipt Journals to include a check amount for the BCL Bill to and Error Suspense accounts.

 

To illustrate how the program affects the General Ledger the AR - GL Posting Report is included.  This is the deposit created from the sample BCL Automatic Cash Posting Reconciliation Report included on page 15.  This is only updated if Cash Posting is linked to the GL, which is activated in Global Record 4.  The GL accounts defined in Global Record 4 for the PMT and COA Tac codes are updated.  The updating is the same as entering payments and COAs in the normal Cash Posting program.

 

12/29/97                                        AR - GL POSTING REPORT FOR ALL DATES                                   PAGE    1

                                                        ALL DEPOSIT NUMBERS                                                    

                                                                                                                                

                             DEPOSIT      SYSTEM    TRANSACTION     VOUCHER     GL ACCT.                                       

                             NUMBER        DATE         DATE        NUMBER       NUMBER        AMOUNT                          

                                                                                                                               

                                2872     12/29/97     10/29/97        31578       100100        7938.99                        

                                2872     12/29/97     10/29/97        31578       111100       -7938.99                        

                                                                                                                                

                                                                                                                               

                                                 FINAL TOTAL                                        .00                        

                                                                                                                               

                                                     ** THE FINAL TOTAL SHOULD ALWAYS BE ZERO **

 

Two fields are updated in the Customer, Custd File.  They are the amount of last payment and date of last payment.  Date of last payment is the entered deposit date and the amount is the A/R Credit amount.  Both BCL accounts are updated if posting occurs.

 

 

 

Results  (Contd)

 

There may be a circumstance where a negative and a positive payment record are sent for the same invoice.  They also net each other to zero.  As an example, a record for a payment of 100.00 and a record of -100.00 are sent for the same invoice.  The net affect to A/R is zero.  If this is a record that has an invoice number but the invoice number cannot be found in the BCL bill to account, the transaction goes to the BCL Error Suspense account.  A COA record is created with that invoice number and the amount is zero.  Note, a zero amount COA record is not printed on the detail Cash Receipt Journal.  If offsetting negative and positive amounts are sent but there are no invoice numbers sent, two separate COAs are created.  Without an invoice number the program has no idea that the records may relate to each other.  The Reconciliation Report will show the lease number to help identify that these two records belong together.

 

Also note that when an invoice is found on the BCL Bill To account and there is already a payment record on the invoice from previous transactions, the payment is applied with a Tac Code of PMT for payment.  This shows as a separate line on the AR Inquiry. The reference field is updated with A/C and the system date.  This is the same way that a second payment is applied and updated through the normal Cash Posting program. 

 

Records written to the BCL Error Suspense account update the A/R with the correct amounts.  However they should not remain unadjusted.  They need to be applied to the correct invoice with the ART Tac code or adjusted out.  These adjustments must be made in the normal Cash Posting program.  The Reconciliation Reports and the reference field should be used to find the actual invoice to apply the COA record to.