Navigation: NavBar > Navigator > Accounts Receivable > Pending Items > Online Items > Group Entry

1. The Group Entry search page displays.  Select the Add a New Value tab.

2. Enter the desired information into the Group Unit field.
3. Select the Add button.

4. The Group Control tab displays.  Use it to record the group type, origin ID, currency, and control totals for the pending item group. You can also view the status and posting action selected for the pending items group and the balance status of the existing accounting entries.
5. The Accounting Date field displays the accounting date that is the default for each pending item in the group. The date determines the fiscal year and accounting period to which the pending item is posted.

6. Enter the desired information into the Group Type field.
   • You will use this field to specify the group type defined for billing.
   • If you do not know the correct type, you may select the magnifying glass icon to look it up.
7. Enter the desired information into the Origin ID field.
   • You will use this field to specify the origin of a group
   • If you do not know the correct ID, you may select the magnifying glass icon to look it up
8. Under the Currency section, enter the desired information into the Control field.
   • The Format field displays the default currency of the pending item amounts. If you enter a control currency, the format currency changes to that value, and the field becomes unavailable for entry.

9. Under the Control Totals section, enter the group control totals into the Control and Count fields: The total dollar amount of pending items in this group and the control count (the total number of pending items in this group). The system compares the control amount and count with the entered amount and count and calculates the difference.  The control amount must match the entered totals amount before you can post the pending items in this group. In other words, the difference should be 0.  After you post a group, you view the posted amount and count for the group using inquiry pages.

10. The Received and Entered fields indicate when the group was received into the system and when items were entered.  Use these fields to indicate processing delays, such as a department receiving the credit memo on Thursday, but did not enter them until Friday.  These fields are informational only and display on inquiry pages.

11. Enter the desired information into the Assign field.
    • You will use this field to specify the operator who can be assigned to perform data entry for pending items and control totals
12. Select the Pending Item 1 tab.

13. The Pending Item 1 tab displays.  Use it to enter information about individual pending items, such as the entry type and reason, payment terms, and discount data.
14. The Acctg Date field displays the date entered on the Group Control page. The date determines the fiscal year and accounting period used to post the item for both Receivables and General Ledger.
15. The As Of Date is usually the same as the accounting date. You may use a different date for aging. You can also use this date to record the invoice date used to calculate payment terms.

16. Enter the desired information into the Item ID field.
    • You will enter a number that describes the pending item, such as the invoice number.
    • As you enter pending items, the system assigns each row a sequence number, which appears as you scroll through the pending items on the page.
17. Enter the desired information into the Customer field.
    • A customer can exist in more than one business unit with the same ID.
    • The business unit that you specify determines which customer the pending item is posted to.
    • The customer business unit does not need to match the group business unit, although typically it does.
18. Enter the desired information into the Amount field.
    • Enter the amount and currency for the pending item.
    • If the entry currency differs from the base currency of the receivables business unit, the system handles the conversion automatically and displays the base currency equivalent.

19. Enter the Entry Type and Reason used to create the pending item. Entry types and entry reasons are among the most important pieces of information associated with a pending item. They determine how accounting entries are created, how they are carried with the pending item through posting, and how they are considered when history is generated. They are also used as identifiers for open items, they determine how items are aged, and they determine if accounting entries are included on customer correspondence and drafts.

20. Enter the desired information into the Terms field.
21. Under the Pending Item Entry section, select the Add a New Row button.

22. The new row displays.
23. Enter the desired information into the Item ID field.
24. Enter the desired information into the Customer field.
25. Enter the desired information into the Amount field.
26. Select the Entry Type list and choose the desired item from the drop down menu.
27. Enter the desired information into the Reason field.
28. Select the Group Action tab.

29. The Group Action tab displays.  Use it to specify the action that the system performs on a group of pending items, such as posting the group, or creating or deleting accounting entries. Any action chosen, except deleting the group, saves the pending item information.

30. Under the Posting Action section, select the Action list and choose a posting action for the group.
    • The Posting Action group box varies depending on whether you are working with an external group or an internal group
    • Valid Action values are:
      1. Batch Priority: Runs the Receivables 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
      2. 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
      3. 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 Standard or Batch Priority, if the group has not been processed yet
      4. Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process completes
      5. 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
31. Select the OK button to execute the action.

32. Next, you will navigate to the All Items page to verify the result of posting items.

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables Update > Posting Results-Updated Items > All Items

33. The All Items search page displays.
34. Enter the desired information into the Group Unit field.
35. Enter the desired information into the Group ID field.
36. Select the Search button.

37. Use the Group Control page to add a group and enter control totals and data.

38. Pending items have a Not Balanced status upon initial creation. When the Receivable Update process is run or when the Balance action is selected on the Group Action page, the balance status is updated.
39. Notice that the Posting Action is "Do Not Post" and the Posting Status is "Complete". This indicates that this item group has posted.

40. Process complete.