StandardOperatingProcedureDispositionsProcessing

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1、Standard Operating Procedure Dispositions ProcessingA M S C A N Standard Operating ProcedureDispositions Processing Table of Contents PageI) Flowchart 3II)Basic Procedures4III) Lockbox processing using ARP 4IV)Chargeback Reason Codes15V)Write-Off Reason Codes (WOU)16VI)Write-Off Reason Codes (WOO)16

2、VII) Reports17VIII)On Account Payment Reason Codes18IX)Credit Reason Codes 18X)System Trans / Reason Codes 18 I) Dispositions Process Flow II) Basic ProcedureCustomers checks which are received by a Lockbox bank, must be processed Advanced Remittance Processing (ARP) should be executed to apply cash

3、 to the customers account. *Note*Live Check or Wire Transfer Processing is detailed in the Live check/Wire transfer Processing procedure.When the “+” symbol appears next to a field, (referred to as a promptable field), hit F4 to access a table of information applicable to this field.III) Advanced Re

4、mittance Processing (ARP)STEP 1Select a Lockbox Batch (a group of checks from the lockbox processing bank) and the corresponding Cash Journal Report. From any menu, type SSAARP and press Enter. STEP 1 (continue) Select Micr Maintenance (ARP185) in the ARP menu. Step 2During ARP Processing, Micr reco

5、rds are automatically created for new checks that can be associated with a customer account. Any ARP processed check without an associated record must have a Micr record created in Micr Maintenance (ARP185). When in Micr Maintenance: 1) Select applicable Lockbox and Enter. 2) Select a batch and Ente

6、r. Step 2 (Continue)3) Select a check and Enter Step 2 (Continue)4) Create Micr Record by entering the company number and customer number in the Co/Customer Number field and Field Exit. To associate a customers check with their account number. First match the displayed sequence number of the check w

7、ith the item number of the check in the lockbox batch. Then, if the customer number is not known based on the check alone, hit F4 on the Customer Number field to display Associated Invoices for Check followed by F15 to display all Available Customers. Alternatively, Account Inquiry (ACR300) could al

8、so be used to determine the customer number as well.If a customer is not affiliated with a Group Account, the Co/Group Account Number field should remain blank. If a customer is affiliated with a Group Account, the Co/Group Account Number field should be filled in with the appropriate Account Number

9、. Hit F14 to process record.*Note*If Group Number is not known, see Group Account Number Determination procedure.Repeat process until micr records are created for all checks in the batch *Note*All checks in Micr Maintenance must be cleared before processing a batch. Once a check is cleared in Micr M

10、aintenance, the check will either appear in Dispositions or it will be closed by ARP processing.No checks can be in Micr Maintenance at day end.Bottom half of this screen is set as defaults and therefore no entries are necessary. STEP 3Select Dispositions (ARP500). 1) Select a Lockbox and Enter. 2)

11、Select a batch and Enter. Compare the Cash Journal report to each check in the Lockbox Batch to verify proper ARP Processing. 1) To confirm the check was closed properly by ARP make sure the specific invoices which appear on the lockbox check are the exact same invoices which appear on the Cash Jour

12、nal Report. If closed incorrectly by ARP Processing, follow Correct Posting Error Processing Procedure. 3) If the check not been processed by ARP Processing (32001 - system on account payment), then complete processing of the check in the Dispositions screen (ARP501-02). *Note* Prior to processing a

13、 batch, print screen the Dispositions Screen and copy the Lockbox Remittance Advice. These are used as cover sheets for each batch to help identify contents and date of batch.Upon completion of processing batch, checks are rubber banded to be filed in batch number and date order. STEP 3 (CONTINUE)Ve

14、rify all invoices which are being indicated to be paid, are pulled into the Dispositions screen by comparing each invoice on the check with each invoice on the Dispositions screen. If there are invoices missing, choose Open Items (F11) or All Open Items (F19 - within the F11 screen) to have access t

15、o these invoices and select them to pull into the Dispositions screen. There are 3 different methods (Co/Cust #, Px/Invoice #, and Amount) in which to “position to” a record in the Open Items screen (F11). They are. Enter the appropriate information in its corresponding field and Enter. The desired

16、record should appear on the first line of screen. Tab to navigate. Place a 1 in the option field to select record to appear in the Dispositions screen and Enter. Hit F12 to return to the dispositions screen. Step 3 (Continued)If the customer is paying invoices coded to another account, hit F19 - All

17、 Open Items (from the Open Items screen - F11) to access these invoices. Enter the invoice number in the Px/Invoice Number field to position to the desired record. The desired record should appear on the first line of the screen. Tab to navigate. Place a 1 in the option field to select record to app

18、ear in Dispositions screen and Enter. Hit F12 to return to the dispositions screen. Review each invoice on check with each invoice on screen for any differences. Differences are to be handled as follows: 1% discounts: To remove this discount (earned or unearned), place a 5 in the option field and En

19、ter.To allow all unearned discounts - Hit F15To allow unearned discounts (single record). Place a 7 in the option field and Enter.To chargeback all unearned discounts - Hit F17.To chargeback unearned discount (single record). Place a 9 in the option field and Enter. *Note* All unearned discounts mus

20、t be resolved before ARP will allow the processing (F9) of a check.Step 3 (Continue)Partial Payments: To apply a partial payment to a specific invoice, place a 2 in the option field and Enter. Enter the amount of the partial payment in the Actual Amount field. Hit F14 to process transaction. Deletin

21、g a Line Item: Place a 4 in the option field and Enter. Used to delete an invoice which was pulled incorrectly by ARP Processing. Chargebacks: Invoice Level - Place a 6 in the option field and Enter. Enter the applicable Transaction Code and Reason Code in the TRN and RS fields respectively. (See Ch

22、argeback Reason Codes on page 15). Enter amount of chargeback in Adj Amount field. Enter corresponding Invoice Number in Ref Note field. Hit F14 to process. Hit F12 to exit this sub-screen. Step 3 (Continue)Check Level - (used when chargeback is not directly related to an invoice which is being paid

23、 on current check). Hit F6. Enter the applicable Transaction Code and Reason Code in the TRN and RS fields respectively. (See Chargeback Reason Codes on page 15). Enter chargeback amount in Adj Amount field. In Ref Note field, enter corresponding debit memo number customer may have indicated on chec

24、k. Hit F14 to process. Hit F12 to exit this sub-screen. On Account Payment: Choose Check Level Transaction (F6) to create an On Account Payment. Enter the applicable Transaction Code and Reason Code in the TRN and RS fields respectively. Either OAPOA, OAPPP, OAPDP and OAPUK.(See On Account Payment R

25、eason Codes on pg 15). Enter on account payment amount in Adj Amount field. If OAPOA, OAPPP or OAPUK - enter the check number ( i.e. ck3572) in the Ref Note field.If OAPDP - enter the invoice number in the Ref Note field. Step 4 Once payment is completely applied, the amount in the Diff field will e

26、qual zero. Hit F9 to post check. Restart this procedure to process another check in Dispositions. IV) Chargeback Reason Codes*CHECK LEVEL*MREASONNTRANSTRANSREASON PRTG/LPROFIT V(Reasons deductions are disallowed)TTYPECODECODE(Y,N)ACCT #CENTER525BOUNCED CHECK?UDCLBCN1100010.000.000525UNEXPLAINED DEDU

27、CTION ?UDCLUKN1100010.000.000525DUPLICATE DEDUCTION?UDCLDDN1100010.000.000525DEDUCTION PER CUST. SERV.UDCLCSN1100010.000.000525DEDUCTION PER SALES REP.UDCLSLN1100010.000.000525MERCHANDISE RETURNEDUDCLMRN1100010.000.000525MDS SHORTAGE - PIECESUDCLS1N1100010.000.000525MDS SHORTAGE - BOX(ES)UDCLS2N1100

28、010.000.000525ASSORTED DAMAGESUDCLDMN1100010.000.000525DISCONTINUED MERCHANDISEUDCLDSN1100010.000.000561EXTRA/ADDL DISCT (Not allowed)?UDCLEXN1100010.000.00035110% DISCT - NOT ALLOWEDUDCL10N1100010.000.0003201% DISCT - NOT ALLOWEDUDCL01N1100010.000.000721FREIGHT LATE - NOT ALLOWEDUDCLFLN1100010.000.

29、000721NON-COMPLIANCEUDCLNCN1100010.000.000525AUDIT DEDUCTIONUDCLAUN1100010.000.000525MARKDOWN ALLOWNCEUDCLMDN1100010.000.000525DISPLAY RACKSUDCLDRN1100010.000.000785SHOW DISCOUNTUDCLSHN1100010.000.000780AD DISCOUNTUDCLADN1100010.000.000895TAX - DEDUCTION?UDCLTXN1100010.000.000721BACKHAUL ALLOWANCEUD

30、CLBAN1100010.000.000525SUBSTITUTIONUDCLSBN1100010.000.000VARCK LVL WRITE-OFF (QUERY)UDCLWON1100010.000.000*INVOICE LEVEL*MREASONNTRANSTRANSREASON PRTG/LPROFIT V(Reasons deductions are disallowed)TTYPECODECODE(Y,N)ACCT #CENTER525UNEXPLAINED DEDUCTION?CDILUKN1100010.000.000525DEDUCTION PER CUST. SERV.

31、CDILCSN1100010.000.000525DEDUCTION PER SALES REP.UDILSLN1100010.000.000525MERCHANDISE RETURNEDCDILMRN1100010.000.000525MDS SHORTAGE - PIECESCDILS1N1100010.000.000525MDS SHORTAGE - BOX(ES)CDILS2N1100010.000.000525MDS SHRTG - BILLED NOT SHIPPEDCDILBLN1100010.000.000525DISCONTINUED MERCHANDISECDILDSN11

32、00010.000.000525ASSORTED DAMAGESCDILDMN1100010.000.00035110% DISCT - NOT ALLOWED?CDIL10N1100010.000.0003201% DISCT - NOT ALLOWED?CDIL01N1100010.000.000721FREIGHT DISALLOWED?CDILFDN1100010.000.000525NEW STORE DEDUCTIONCDILNSN1100010.000.000895TAX - DISALLOWED ?CDILTXN1100010.000.000525SUBSTITUTIONCDI

33、LSBN1100010.000.000526ANTICIP. DISCT DISALLOWED?CDILDAN1100010.000.000525MARKDOWN DISALLOWED?CDILMDN1100010.000.000721BACKHAUL ALLOWANCECDILBAN1100010.000.000525DISPLAY/RACKSCDILDRN1100010.000.000525PRICE DIFFERENCECDILPDN1100010.000.000 Reports Cash Journal ReportARP640B Dispositions Reallocation R

34、eportARP641B G/L Journal Summary ReportARP655B G/L Journal Detail ReportARP655B Cash Control ReportARP600B Work Effort SummaryARP620B Transaction by Type ReportARP635B Transaction By Customer NumberARP636B Bank TransmissionARP690B Audit Review Report ARP200B Checks with Unmatched InvoicesARP615B Unm

35、atched on Micr X Ref FileARP600B V) Write-Off Reason Codes (WOU)*INVOICE LEVEL*(ALL +/- $30.00)MREASONNTRANSTRANSREASON PRTG/LPROFIT V(Reasons deductions are disallowed)TTYPECODECODE(Y,N)ACCT #CENTER525MDS SHORTAGE WWOUS1N4900012.100.000525MERCHANDISE RETURNEDWWOUMRN4900012.100.000525ASSORTED DAMAGE

36、SWWOUDMN4900012.100.000525SUBSTITUTIONWWOUSBN4900012.100.000525DEDUCTION PER CUST. SERV.WWOUCSN4900012.100.000525DEDUCTION PER SALES REP.WWOUSLN4900012.100.000525MISC/UNEXP. SHORTPAYWWOUUKN4900012.100.00055110%DISCT - UNAUTHORIZEDWWOU10N4900412.100.0005211% DISCOUNT NOT ALLOWEDWWOU01N4900112.100.000

37、55110% DISCOUNT - ALLOWEDWWOU1AN4900312.100.0005211% DISCOUNT - ALLOWEDWWOU1NN4900112.100.000525PRICE DIFFERENCEWWOUPDN4900012.100.000910SERVICE CHG (MIN. BILLING)WWOUSCN4900012.100.000850COLLECTION FEESWWOUCFN6430010.700.000561EXTRA BILLING DISCOUNTWWOUEXN4900612.100.000721FREIGHT WWOUFAN2375012.00

38、0.000741FRT ALLWD W/FRT BILLWWOUFWN2375012.000.000780ADVERTISING DISCOUNTWWOUADN6350010.500.000780SHOW DISCOUNTWWOUSHN6360010.500.000526ANTICIPATION DISCT WWOUAAN4900512.100.000573ALLOW OLD CR W/OWWOUOCN4900712.100.000570OLD INVOICE W/OWWOUOIN4900712.100.000175LOANS & EXCHANGESWWOULEN2385010.000

39、.000525BANK FEEWWOUBFN6460010.700.000721FREIGHT N/A - BUT ALLOWEDWWOUNAN2375012.000.000561NEW STOREWWOUNSN4900012.100.000MISAPPLIED CASHWWOUMCN4900012.100.000894BAD DEBTWWOUBDN6435010.700.000894RECOVERY CATCH ALLWWOURAN4900012.100.000894RECOVERY COLLECTION CSTSWWOURCN6435010.700.000112RECOVERY - TRC

40、KRS CLAIMSWWOURTN5123012.100.000VI) Write-Off Reason Codes (WOO)*INVOICE LEVEL*MREASONNTRANSTRANSREASONPRTG/LPROFITVTTYPECODECODE(Y,N)ACCT #CENTER721FREIGHT RECOVERYWWOOFAN2375012.000.000MISC. WRITE-OFF OVERPAYWWOOMSN4900012.100.000MISAPPLIED CASHWWOOMCN4900012.100.000570OLD CREDIT W/OWWOOOCN4900712

41、.100.000894BAD DEBTWWOOBDN6435010.700.000RECOVERY 1%WWOO01N49000112.100.000REFUNDSWWOORFN1100010.000.000RECOVERY COLLECTIONWWOOCFN6430010.700.000RECOVERY CATCH ALLWWOORAN4900012.100.000VII) On Account Payment Reason Codes*CHECK LEVEL*MREASONNTRANSTRANSREASONPRTG/LPROFITVTTYPECODECODE(Y,N)ACCT #CENTE

42、R525PRE-PAYMENTOOAPPPN1100010.000.000525DUPLICATE PAYMENT?OOAPDPN1100010.000.000525UNEXPLAINED OVERPAYMENT?OOAPUKN1100010.000.000525INVOICE CLOSEDOOAPICN1100010.000.000525ON ACCOUNT PAYMENTOOAPOAN1100010.000.000525ON ACCT PYMT - WRITE OFFOOAPWON1100010.000.000525COLLECTION - PAYMENTOOAPCLN1100010.00

43、0.000525SETTLEMENT - PAYMENTOOAPSLN1100010.000.000VIII) Credit Reason Codes*INVOICE LEVEL*MREASONNTRANSTRANSREASON PRTG/LPROFIT V(Reasons deductions are disallowed)TTYPECODECODE(Y,N)ACCT #CENTER721FREIGHT ALLOWANCEXCRTFAN2375012.000.000321FREIGHT ALWD - LATEXCRTFLN2375012.000.000721FREIGHT N/A - BUT

44、 ALLWDXCRTNAN2375012.000.000741FRT ALLWD W/ FRT BILLXCRTFWN2375012.000.00055110% DISCOUNT ALLOWEDXCRT10N4900312.100.00035110% DISCT ALLWD - LATEXCRTELN4900412.100.0005211% DISCOUNT ALLOWEDXCRT01N4900112.100.0003201% DISCOUNT ALLD - LATEXCRT1LN4900212.100.000561EXTRA BILLING DISCT ALLOWDXCRTEXN490061

45、2.100.000561NEW STORE ALLOWANCEXCRTNSN4900012.100.000526ANTICIPATION DISCT ALLOWDXCRTAAN4900512.100.000721BACKHAUL ALLOWANCEXCRTBAN2375012.000.000910SERVICE CHARGEXCRTSCN4900012.100.000894SETTLEMENT-CATCH ALL +$30XCRTSTN6435010.700.000185DUE FROM CANADAXCRTCNN1800010.000.000IX) System Trans / Reason

46、 Codes*CHECK LEVEL*MREASONNTRANSTRANSREASONPRTG/LPROFITVTTYPECODECODE(Y,N)ACCT #CENTERSystem On Account PaymentO32001N1100010.000.000System Check PaymentP20001N1100010.000.000System Write-off - OverpaymentWSWO01N4900812.100.000System Write-off - UnderpaymentWSWU02N4900812.100.000Unearned Discount AllowedD40101N4900912.100.000Unearned Discount Not AllowedD45101N4900912.100.000Promotion and DealsAPRO01N1100010.000.000Page PAGE 18 of NUMPAGES 18