ctcLink Reference CenterFinanceAccounts Receivable Managing Receivables - 20Creating, Using, and Posting a Transfer Worksheet - 20b

Creating, Using, and Posting a Transfer Worksheet - 20b

Purpose:  To create, use and post a transfer worksheet using ctcLink.

Audience:  Accounts Receivable staff.

ctcLink enables you to transfer items by using a transfer worksheet.

Transfer worksheets enable you to:

  • Add or change items.
  • Enter general or specific customer and item criteria, depending on the scope of information you require on the worksheet.

Creating, Using, and Posting a Transfer Worksheet

Navigation:  Accounts Receivable > Receivables Maintenance > Transfer Worksheet > Create Worksheet

You are now on the Create Worksheet page.  Because you are creating a new worksheet, you will be adding a new value.

  1. Select the Add a New Value tab and enter the Transfer Business Unit.
  2. Select the Add button.
Create Worksheet Search Page

Use the Transfer Selection page to create a new worksheet or add items to a transfer worksheet.

Select the type of customer items that you want to display on the worksheet. Values are:

  • Corporate Items: Displays corporate items only.
  • Customer Items: Displays all customer items only.
  • Remit From Items: Displays remit from items only.
  • None: The system creates a blank worksheet.
  1. Select the Customer Criteria list and select the Customer Items list item.

Enter the Customer's ID and the business unit to construct a worksheet for a specific customer.

If the customer has subcustomers that were set up on the SubCustomer Qualifier 1 and SubCustomer Qualifier 2 pages, enter the qualifiers to narrow the results of the worksheet.

  1. Select  the Cust ID field.  Enter the desired information.  
  2. Select in the Business Unit field.  Enter the desired information. 

From the Reference Criteria list, select an option to restrict reference criteria to search for only a:

  • Range of References,
  • Specific Values, or
  • None.

If you decide to enter only reference options, the worksheet contains items matching the references.

  1. Select the Reference Criteria list and select the Specific Value list item.

From the Restrict to list, select:

  • All Customers,
  • Corporate Cust Only,
  • Customer Only, or
  • Remit Cust Only.

If you selected Specific Value or Range of References in the Reference Criteria list, specify the match type for the item information in the Match Rule list. Values are Exact Match or Like Match.

A like match enables you to use a specific reference and range for reference values to identify the reference, as long as you provide the beginning letters or numbers, not characters from the middle. For example, if you enter a purchase order (PO) number of 24%, and select Like Match, the worksheet contains all items with PO numbers beginning with 24, but does not catch a PO number of x24x.

  1. Select the Build button to build a worksheet that transfers items to another customer or business unit.

Use the Worksheet1 page to indicate the transfer to customer or business unit that receives the items.

  1. Enter the Business Unit and Customer ID for the Transfer To customer.

If the customer has subcustomers, the system displays information about SubCustomer 1 and SubCustomer 2 in the remaining two fields. If you selected the SubCustomer Qualifier option for the system and have set them up for the customer, you can perform intracustomer transfers by changing the SubCustomer 1 and SubCustomer 2 qualifiers.

To select items, you can use the Range Select field to select multiple rows. Enter a range of items, such as items 4 to 7 and select the Go button.

You can also use the Display list to select a value to limit the display of items in the list, such as All Items, Selected, or Unselected

Select the Disp Curr Conversion Worksheet (display currency conversion worksheet) button to access the Currency Conversion page where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine which exchange rate to use.

The Remit Seq sequence number relates to the order in which the items were entered on the Worksheet Selection page. Initially the items appear in this order. If you sort the worksheet based on the value in another column, the number stays with the item, but the grid order changes. Use this column to sort the worksheet in the original order.

  1. Select the View All link.  
  2. Select the Sel option.
  3. Select the Save button.
  4. Select the Worksheet Action link.

Use the Finalize Worksheet page to select a posting action for a worksheet. Also use this page to delete a worksheet, create accounting entries online for the worksheets, or to delete accounting entries. 

Select a posting action for the group and click OK to execute the action. Values are:

  • Do Not Post: Saves the changes to the group, but no posting takes place. Use this option to change the posting option for a group set to Batch Priority or Batch Standard, if the group has not been processed yet.
  • Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process completes.
  • Post Now to GL: Runs the Receivable Update process immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the process completes.
Finalize Worksheet - Posting Action

When you select Create/Review Entries, the system will take you to a similar page below to review the accounting entries prior to completing the process. Once you have reviewed the entries, select Return to Previous Panel.

Accounting Entries

Select a posting action for the group and click OK to execute the action. Values are:

  • Batch Priority: Runs the Receivable Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first. This option is not intended for large jobs.
  • Batch Standard: Runs the next time a standard scheduled batch job runs. This may occur once a day depending on how often the organization schedules standard jobs.
Posting Action
  1. Select the Action list.
  2. Select the Post Now list item.

Select the OK button if you selected Post Now or Post Now to GL to run the batch processes.

  1. Select the OK button.

Now that The next section outlines the Receivables Update Request process.

Receivables Update Request

Next, navigate to the Receivable Update Request page to run the Receivable Update process for business unit you are working on.

Navigation:  Accounts Receivable > Receivables Update > Request Receivables Update 

A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

You can run this process by searching for an existing Run Control ID or you can add a new value.

  1. Select the Add a New Value tab.
  2. Enter the desired information into the Run Control ID field. 
  3. Select the Add button.
Run Control ID

Use the Receivable Update Request page to enter run parameters for the Receivable Update process for specified business units and to run the process.

Use the Group Unit field to enter the business unit of the group that you want to post.

  1. Select in the Group Unit field.  
  2. Select the Process Frequency list and select the Once list item.

In the High Balance Basis Date list, enter the date used when calculating the customer history ID of HI_BAL_AMT. Options are:

  • Run Date: By default, the Receivable Update process uses the run date.
  • Calc Date (calculation date): Select if you want HI_BAL_AMT to be calculated as of the calculation date. The Receivable Update process then uses the calendar ID on the Receivables Options - Options 1 page to determine the calculation date.

When the system scans the database, it looks at the group accounting date for each group that is set to post to see if it falls in the date range that you specify in the Accounting Date From and Accounting Date To fields. If the effective date on the General Info page for a customer is outside the range of the accounting dates, the system does not select pending items to be posted for a customer.

  1. Select the Run button.
Receivable Update Request Tab

Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field. Notice that PSNT is already selected in this example.

  1. Select the Server Name list.  Please leave it as blank if you are not able to select the server name.
  2. Select the OK button.
Process Scheduler Request Page

Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

  1. Select the Process Monitor link.
Process Instance Result

Use the Process List page to view the status of submitted process requests.

The current status of the process is Processing. The process is finished when the status is Success. Continue to select the Refresh button until the status is Success.

  1. Select the Refresh button until the process completes and status is Success.

You have successfully created and posted a transfer worksheet for your customer.

End of Procedure.


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