Register Unpaid and Claimed Back Drafts Procedures

The Unpaid/Claimed Back Draft Entry conversation is used to register unpaid or claimed back drafts.  A draft that is unpaid was remitted to the bank but was returned because of insufficient customer funds or other problems.  A draft that is claimed back is a draft that you asked to be returned and not paid after it had already been remitted to the bank.  Both types of drafts can include bank expenses that a company can decide to charge to the customer.  Drafts that are unpaid/claimed back can be replaced with a new open item that has an unpaid/claimed back document type (defined on Reference File category 329).

Select Transaction Screen

1.   Enter the Unpaid/Claimed Back Draft Entry option on the Draft Management Menu.  This will display the Transaction Header screen (DM130S01).

Enter an Unpaid/Claimed Back Draft

2.   To enter an unpaid/claimed back draft, first enter data in the enterable fields on the Transaction Header screen and press the ENTER key.  Enterable fields are underlined on the screen.

Three kinds of data are entered on this screen:  key data, control data, and indicative data.

Key data fields are used to identify transactions in the system.  These fields appear on the top third of the Transaction Header screen.  The following key data fields are required:

·      Company/location

·      Transaction type

·     Accounting date

·      Transaction type

·      Document due date

Control data fields are used to ensure that the Transaction Header screen amounts and Transaction Detail screen amounts are kept in balance with each other.  These fields appear on the bottom third of the Transaction screen.  The following control data fields are required:

·      Drafts total amount

·     Number of drafts

·      Total expenses

The drafts total amount is the total amount of unpaid or claimed back drafts.  The drafts total amount is initially set to an amount of zero.

The number of drafts indicates the number of unpaid or claimed back drafts to be registered.  The number of drafts is initially set to zero.

The total expenses indicates the total expenses from the process to be charged to customers.  The total expenses is initially set to an amount of zero.

Specific information is entered in indicative fields located on the middle third of the screen.  The following indicative fields are required:

·      Bank code

·      Book Code

·      Currency

·     Document type

For some fields, default values are initially displayed on the screen.  The operator can override all default values if necessary by keying the new value over the displayed value.

The accounting date is used to determine the fiscal period in which the transaction is distributed to the general ledger.  If the accounting date is not entered, the system date is used as its default value.

The bank code is used to indicate the bank where you remitted the drafts, which are now unpaid or claimed back.  This code will be used for posting new accounting transactions.

The book code is used to separate G/L Journal Entries into individual books.  This code will default from the book code conversation defaults on Reference File category 135 if book codes are used in this location (flag must be set to 'Y' in Reference File category 132).  Otherwise, the book code is defaulted as the module code (in this case, DM).

The currency code is used to limit drafts to only one currency.  This code will default from Reference File category F39 (DM Defaults).  The drafts total amount and total expenses must be entered in the same currency.

The document type is used to indicate the type of document code associated with the document type.  The document code must exist on Reference File category 329 and must be defined with a document group of '6' (unpaid/claimed back draft).  The document type will default from Reference File category 328.

To validate the data, press the ENTER key.  If the data is valid, the Transaction Detail screen (DM130S02) is displayed.

If any field is invalid, the Transaction Header screen is redisplayed, the invalid field is highlighted, and an error message is displayed.

The Transaction Detail screen allows you to register unpaid or claimed back drafts from a bank, and to create a new open item for each specific draft.  The end transaction will be processed, and the files updated only if the drafts total amount, the expenses total amount, and the number of drafts entered on the detail screen are equal to the totals defined on the header screen.  Two lines are available for the entry of each item.

The Transaction Detail screen can be used to enter four two-line items.  After all of the lines are filled, the Rollup key can be used to display another set of blank lines.  The roll keys can be used to display another set of blank lines.  The roll keys can be used to page forward (Rollup) and backward (Rolldown) through the unpaid/claimed back drafts.

Enter data for the unpaid/claimed back drafts in the enterable fields on the Transaction Detail screen.  The payment type and the draft number are required.  All other subfile fields are formatted upon validation of the draft number.

The payment type must be a bill of exchange and draft must have already been remitted to the bank.

To validate line item data, press the ENTER key.  After the data is validated, the Transaction Detail screen is redisplayed.  Control amounts are updated for valid lines.  The Transaction Detail screen continues to be displayed as long as line items are being added.

To remove an individual line, blank out all the enterable fields for that line.  To cancel an entire transaction, press F13-End Transaction.

When all line items for the transaction are added, verify that control amounts equal actual amounts and end the transaction.  On this screen, the drafts total amount must equal the calculated drafts total amount.  If these two fields are not equal, you must adjust the drafts total amount to equal the calculated drafts total amount.  The number of drafts must also match.

End Transaction

3.   To end any transaction, press F22-End Transaction on the detail screen.  For an enter transaction, the transaction is balanced and, if valid, a blank Transaction Header screen is displayed. 

If the transaction is invalid, an error message is displayed on the screen containing the error.  If control amounts do not equal actual amounts or if an error exists on an individual line item, verify that all line items for the transaction have been entered correctly. Make any necessary corrections, either by adding line items or by changing or deleting previously entered line items.

Cancel Transaction

4.   To cancel any transaction, press F13-Cancel transaction on the detail screen.  Pressing F3-Exit on the header screen will take you out of the conversation.  For a cancel transaction, the transaction is ended, no files are updated, and a blank Transaction Header screen is displayed.

End Session

5.   To end the session and redisplay the Draft Management Menu, first end or cancel transactions, and then press F3-Exit, on the header screen.