WSDL: AddCash_Receipts.jws

Method: AddCash_Receipts

Enhanced Authentication

Underlying File Maintenance

Prior to importing Cash Receipts information, the following file maintenance areas must be completed:

• System Administration > Installation > Accounts Receivable

• System Administration > Installation > General Ledger

• System Administration > Installation > General Ledger > G/L Master File Maintenance

• System Administration > Installation > Accounts Receivable > Customers

• System Administration > Installation > Accounts Receivable > Transaction Code File Maintenance

• System Administration > Installation > Job Cost > Jobs

• System Administration > Installation > Job Cost > Job Phases

• System Administration > Installation > Job Cost > Cost Type File Maintenance

• System Administration > Installation > Equipment Control > Equipment File Maintenance

• System Administration > Installation > Equipment Control > Cost Category File Maintenance

• System Administration > Installation > Preventive Maintenance > Equipment Work Order Maintenance

• System Administration > Installation > Enterprise Management > Cost Center Maintenance

Assumptions and Dependencies

• If the Company_Code is blank then use the Authorization ID default value.

• The AR Cash Receipts web service creates Non-customer cash receipts and Customer specific cash receipts.

• The AR Cash Receipts web service requires the total transaction amount to be positive. If any adjustments, credits or reversals of data need to be made (that is, wrong details added and the need to be reversed), then the user must make these entries within Spectrum.

• Non-Customer Cash Receipts

  • The following fields are required to create the record:

    • Payer_Name

    • Misc_Cash_Remarks

    • GL_Account

    • Remarks

    • Job_Number

    • Phase_Code

    • Cost_Type

    • Equipment_Code

    • Cost_Category_Code

    • PM_Work_Order

  • The following fields need to be blank:

    • Customer_Code

    • Invoice_Number

    • Invoice_Type

• Customer Cash Receipts

  • Allows you to define a specific invoice number and apply the specific amount.

  • The Invoice being paid must be an open Item for the Customer.

  • The Cash Receipts header contains the following fields which must match to add the detail lines to an existing receipt.

    • Fields

      • Company_Code

      • Batch_Code

      • Customer_Code

      • Transaction_Code

      • Reference_Number

      • Reference_Date

      • ABA_Number

      • Cost_Center_Header (if applicable)

    • If a mismatch exists between the Reference_Number and the existing transaction fields it won't be added. Solution is to change the Reference_Number to be unique.

  • If the Customer_Code is defined then the following fields will be ignored if defined because they are used for non-customer entries:

    • Payer_Name

    • Misc_Cash_Remarks

    • GL_Account

    • Remarks

    • Job_Number

    • Phase_Code

    • Cost_Type

    • Equipment_Code

    • Cost_Category_Code

    • PM_Work_Order

  • If the Customer_Code is NOT defined and the following fields are defined then it will review the Open items to default the Customer Code:

    • Invoice_Number

    • Invoice_Type

  • The Transaction_Amount field is the Total Check amount and Payment_Amount is the individual Invoice paid amounts.

    • If the total Transaction amount exceeds the Payment amount for the same Customer Header fields (see list above) then an over payment record will be created for the Customer.

    • The Transaction amount field cannot be less than the Payment amount records.

    • Based on the defined Transaction code, it controls whether the value is positive or negative and if an overpayment can be created. Positive transactions can be created.

  • The Invoice_Type defines the type of transaction being made.

    • I = Invoice

      • This allows you to define a specific amount to be paid to an Invoice.

      • Negative amounts are allowed.

      • Invoice_Number is required when used.

      • If the Transaction_Amount field is greater than the Payment_Amount field then an overpayment will automatically be created during the standard Update Processing. It will not appear on the Spectrum entry screen.

    • C = Credit Memo

      • This allows you to define a specific amount to be paid to a Credit Memo.

      • Negative amounts are allowed.

    • R = Retention

      • This allows you to define a specific amount to be paid to open customer items that have retention.

      • Negative amounts are allowed.

      • Invoice_Number is required when used.

    • P = Payment

      • This allows you to make an Overpayment/Prepayment to the Customer.

      • This transaction type can be used to apply payments directly to customer accounts.

      • The Transaction_Amount field is required and must match the Payment_Amount field.

      • If the Payment_Amount is blank, then it will assume the Transaction Amount is the payment amount.

• The web service allows the user to make overpayments using one of the following methods:

  • It can be defined in the record using the Invoice_Type of P (see notes above).

  • It can be automatically created when the Transaction_Amount exceeds the Payment_Amount fields using the Invoice_Type of I (see notes above).

• This web service will keep a running total of individual payment amounts to calculate the transaction amount. Transactions are posted one at a time, meaning that if an invoice amount is greater than the header transaction amount but the overall payment balances because of negatives, the invoice with the greater amount MUST be posted last, otherwise it will return an error for insufficient amount.

• The Misc_Cash_Remarks and Remark fields will be truncated if they exceed the Max character length.

• Cost center information will only be allowed if the Company is set to a Yes status.

• The transaction data being submitted using this web service are stored within the Cash Receipts / Adjustment Entry screen; the data must be manually updated within Spectrum.

• This web service will not work for customers using multi-currency.

Field Descriptions

Use the table below for reference when using this service.