Interactive Systems, Inc.

Accounts Receivable Record Update Flows

• PAR020 - Enter Invoices
• PAR030 - Enter Credit Memos
• PAR040 - Maintain Invoices/Credit Memos
• PAR040 - Change Inv/CM Account Distribution Information
• PAR045 - Void Invoices
• PAR060 - Apply Payments
• PAR250 - Maintain Payments
• PAR255 - Void Payments
• PAR120 - Send AR Transactions to GL

PAR020 - Enter Invoices
PAR030 - Enter Credit Memos

The following file flow is based on the assumption that the batch is released upon exiting.

NOTE: If the batch of invoices was accepted only (i.e., not released) only the BO, TB, TBA, AB and DOL files would be updated. When the batch is released either when exiting PAR020 or by using PAR070, the CRM, CI, IF, IJE, and TIF files are updated as represented in the following flow.

1. Create the Batch Orders (BO, D00450-52) invoice/memo batch record.
2. Create Todays Batch Account (TBA, D00110-80) record with the substituted account number if the default AR number is overridden.
3. Update Todays Batch (TB, D00450-51) or batch numbering record to reflect the number of batches, active and current counts, and the control total for the batch in progress.
4. Create Aged Balance (AB, D00340-46) invoice memo header record for each invoice in the batch.
5. Update the Batch Orders (BO, D00450-52) batch record throughout the process with each invoice/memo number in the batch.
6. Create an Order Master (DOL, D00250-14) invoice memo detail record containing detailed transaction information for each line on the invoice or memo.
7. Update the Todays Batch (TB, D00450-51) numbering record invoice totals throughout the process for each invoice/memo added to the batch.
8. Update the Customer Invoices (CI, D00340-25) invoice memo record with counts and invoice numbers for that customer.
9. Update the Aged Balance (AB, D00340-46) invoice memo header record number of lines for each line added to the invoice.
10. Create an Invoice Journal Entry (IJE, D00250-82) record containing account and amount information for each line of the invoice.
11. Create an Invoice Memo Period (IF, D00450-77) record for each invoice in the batch.
12. The Customer Master File (CFM, D00630-08) record totals are updated to reflect the invoice information.
13. Update the Todays Oldest Open Invoice File (TIF, D00110-47) header record counts:
    • Create a new TIF record for this invoice.
    • Update the last TIF on file with the invoice's create date and time.

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PAR040 - Maintain Invoices/Credit Memos - Change Invoice/CM Information

NOTE: IJE records are only reversed and recreated if information on the header pertains to the information written to the Invoice Journal File.

1. Create two Invoice Journal Entry (IJE, D00250-82) records per line to reverse the original transaction.
2. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
   • Updating the header records counts.
   • Deleting the TIF record associated with the invoice.
   • Updating the records around the newly deleted TIF record to reflect the next and previous invoice records on file.
3. Update header type information on the Aged Balance (AB, D00340-46) invoice memo record.
4. Creates two new Invoice Journal Entry (IJE, D00250-82) records for each line to reflect the current journal transactions.
5. Update any header/date type information changed on the Customer Master File (CFM, D00630-08).
6. Update any header type information changed on the Customer Invoices (CI, D00340-25) invoice memo record.
7. Update the Todays Oldest Open Invoice (TIF, D00110-47) record by:
   • Updating the header records counts.
   • Create a new TIF record associated with the invoice.
   • Updating the records around the newly created TIF record to reflect the next and previous invoice records on file.

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PAR040 - Change Inv/CM Account Distribution Information

1. Writes two Invoice Journal Entry (IJE, D00250-82) records per line to reverse the original entry sent to the ledger.
2. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
   • Updating the header records counts.
   • Deleting the TIF record associated with the invoice.
   • Updating the records around the newly deleted TIF record to reflect the next and previous invoice records on file.
3. Update the dates, amounts and accounts on the Aged Balance (AB, D00340-46) invoice memo header record.
4. Reduces the dollars associated with the invoice on the Customer Master File (CFM, D00630-08) file record.
5. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
   • Updating the header records counts.
   • Create a new TIF record associated with the invoice.
   • Updating the records around the newly created TIF record to reflect the next and previous invoice records on file.
6. Update the header counts on the Todays Batch (TB, D00450-51) numbering header record.
7. Update the invoice and control totals for the batch associated with this invoice in the Todays Batch (TB, D00450-51) numbering record.
8. Write two new Invoice Journal Entry (IJE, D00250-82) record for the corrected line.
9. Updates the Customer Master File (CFM, D00630-08) dollars associated with the invoice.
10. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
    • Updating the header records counts.
    • Deleting the TIF record associated with the invoice.
    • Updating the records around the newly deleted TIF record to reflect the next and previous invoice records on file.
11. Update the account and amount information on the Order Master (DOL, D00250-14) record for each line change.
12. Update the active count information on the Batch Orders (BO, D00450-52)INV MEMO BATCH record.
13. Update the account and amount information on the Invoice Memo (IF, D00450-77) record.
14. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
    • Updating the header records counts.
    • Create a new TIF record associated with the invoice.
    • Updating the records around the newly created TIF record to reflect the next and previous invoice records on file.

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PAR045 - Void Invoices

1. Create a Invoice Journal Entry (IJE, D00250-82) record to reverse the original journal entry.
2. Adjust the Customer Master File (CFM, D00630-08) values associated with the invoice.
3. Update the Todays Oldest Open Invoice File (TIF, D00110-47) by:
   • Updating the header records counts.
   • Deleting the TIF record associated with the invoice.
   • Updating the records around the newly deleted TIF record to reflect the next and previous invoice records on file.
4. Updates the Aged Balance (AB, D00340-46) invoice memo header record as deleted.
5. Adjust the Batch Orders (BO, D00450-52) header counts and marks the invoice as deleted.
6. Adjust the totals for the batch containing the voided invoice on the Todays Batch (TB, D00450-51) record.

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PAR060 - Apply Payments - Full Payment With A Discount.

NOTE: If AT is installed, each payment on an invoice generates 1 CJE record for each invoice line. Prorating is used to distribute to each line its fair share of the payment.

1. Update the Payment Batch Numbering (PB, D00450-59) file with the current batch information.
2. Update the Payment Batches by Period (PBM, D00630-19) batch count.
3. Create a Cash Journal (CJ, D00450-78) record.
4. Write a Payment Record (PRF, D00340-83) containing the check information.
5. Update the Payment Batches by Period (PBM, D00630-19) control total.
6. Update the count on the Payment Numbering (NC, D00450-58) record.
7. Create the Payment Check Record (PRF, D00250-94) record.
8. Update the Payment Numbering (NC, D00450-58) record last and next payment numbers.
9. Update the Todays Oldest Open Invoice (TIF, D00110-47) record header counts.
10. Write the Cash Journal Entry (CJE, D00340-84) record for the payment.
11. Deletes the Todays Oldest Open Invoice (TIF, D00110-47)record for the invoice associated with the payment and updates the surrounding records next and previous fields.
12. Write a Cash Journal Entry (CJE, D00340-84) record for the discount taken.
13. Updates the Payment Check Record (PRF, D00250-94) with the CJE counts.
14. Write a Todays Batch Check (TBC, D00110-80) record containing the check numbers within the batch.
15. Update the Payment Batches by Period (PBM, D00630-19) record with cash totals.

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PAR250 - Maintain Payments - Change Batch Information

1. Lock the Payment Batches by Period (PBM, D00630-19) record.
2. Logically deletes the Payment Batches by Period (PBM, D00630-19) table entry by placing a "D" in the status field of the batch being maintained.
3. Create a new table entry on the Payment Batches by Period (PBM, D00630-19) for the batch being maintained.
4. Release the lock on the Payment Batches by Period (PBM, D00630-19) record.

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PAR250 - Maintain Payments - Change Accounts

1. Create a new Cash Journal Entry (CJE, D00340-84) record to offset the original payment line. If AT is installed, 1 CJE is created for each invoice line of each paid invoice.
2. Create a new Cash Journal Entry (CJE, D00340-84) record with the account changes. If AT is installed, 1 CJE is created for each invoice line of each paid invoice.
3. Update the Payment Record (PRF, D00340-83) with the account changes.
4. Update the Cash Journal (CJ, D00450-78) record with the account changes.
5. Update the Payment Check Header (PCH, D00250-94) record with account change.

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PAR250 - Maintain Payments - Change Payment Lines

NOTE: Change Lines does not allow you to delete payment lines. However, if you replace an invoice payment with another invoice, the TIF record for the invoice being replaced should be updated with the amount of the payment.

The CJ and PRF files are re-written whenever possible. If the changes to the payments on the check require more payment lines than the original check, the change lines program will write new payment records for the CJ and PRF files. If the changes to the check required fewer payment lines than the original, the excess CJ records are physically deleted.

1. Update the counter in the Payment Batches by Period (PBM, D00630-19) file.
2. Write two Cash Journal Entry (CJE, D00340-84) records to reverse the original payment information.
3. Update the Aged Balance (AB, D00340-46) invoice memo header record with the amount paid.
4. Update the pay amount on the Customer Master File (CFM, D00630-08) record.
5. Update changes made to the Payment Record (PRF, D00340-83).
6. Update changes to both the invoice and discount records on the Cash Journal (CJ, D00450-78) record.
7. Update the pay amount on the Customer Master File (CFM, D00630-08).
8. Create two new Cash Journal Entry (CJE, D00340-84) records to reflect the newly changed transactions.
9. Delete the old Payment Check Record (PRF, D00250-94) record.
10. Create a new Payment Check Record (PRF, D00250-94) record reflecting the change.
11. Update the Payment Batches by Period (PBM, D00630-19) records.

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PAR255 - Void Payments

1. Change the batch status to deleted on the Payment Batches by Period (PBM, D00630-19) file.
2. Void the Payment Check Record (PRF, D00250-94).
3. Change the status to Void on the Payment Record (PRF, D00340-83) only if payment being voided is a partial payment.
4. Write two Cash Journal Entry (CJE, D00340-84) records to reverse out the payment.
5. Update the Todays Oldest Open Oldest Open Invoice File (TIF, D00110-47) header record counts and adjust the previous and next field on the surrounding records.
6. Update the status to Void on the Payment Record (PRF, D00340-83).
7. Create a new batch entry and update the counters on the Payment Batches by Period (PBM, D00630-19) record.

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PAR120 - Send to General Ledger

1. Delete the "N" not posted Invoice Journal Entry (IJE, D00250-82) transaction record.
2. Create a "Y" posted Invoice Journal Entry (IJE, D00250-82) transaction record.

If you are processing a payment transaction the same delete/create actions take place, only to Cash Journal Entry (CJE, D00340-84) records.

3. Write transaction detail records in Unposted Transaction File (UNT, DGLUNT.IDX) or Unexploded Transactions File (UNX, DGLUNX.IDX) if Accounting Treatment is used.

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