Just a query about AR. There doesn't seem to be a reference field when entering cash batches. I am editing our customer statement form and for invoices there is a reference field but for payments there isn't (that I can see). I was just wondering why that is? We would find that helpful (within our organization) so that the D4, Reference Field Data had a value for payments when printing customer statements.

Hi Sage,

If you are using Adagio Receivables 90A, you can create optional fields that may be entered onto batch entries - including cash - and printable on statements. Set up the 'batch optional fields' in the company profile, and use the appropriate specification code (D20 to D28) to print the value.

The D4 reference spec code prints the reference value from the paid invoice.

Thanks for the suggestion, I'll consider that. Would this optional field flow through to recurring batches at all? We use recurring batches for 99% of our invoices so the reference field is set up and flows through to our customer statements. My concern is having to enter something into an optional field manually for recurring batches in order to capture the same type of information in one field, as it would cause a lot more work.

The optional field suggestion was to be able to enter a reference value onto a cash entry. There is no flow-through from other transactions - because a single cash entry could pay multiple invoices and which reference would be used for the cash?

What do you mean by the optional field 'flowing' to the recurring invoice batches? Certainly anything entered onto a cash payment transaction will not appear on the actual invoice transaction being paid, but statements can continue to list invoices with the associated payments using the 'With Matching' detail section type.

Is what you are trying to do is print a payment detail on a customer statement and have the reference from the paid invoice print? Or something else? Perhaps indicating what the desired result would be could help in giving the best solution possible.

Yes, it's an iterative process trying to find a solution so perhaps starting at the beginning will help. I have been working on getting a customer statement that is clear from a customer perspective. We had been using 'with matching' but customers found it really confusing so we switched to the no matching version.

We are currently using the reference field (D4) as one of the fields on the customer statement but it only has something listed for invoice batches or recurring batches, where the reference field has been filled in, but nothing for cash batches since there is no reference field in cash batches, which is why I asked about the reference field for cash batches (original post).

The suggestion of going to an optional field (though good to know) won't solve the problem since then we would have the opposite problem, a blank field for recurring charges, since we use recurring charges primarily and it looks to me like the optional field is not added to the recurring charge set-up as it is to a regular invoice or cash batch (my second post).

What I am looking for is one field where reference type information can be entered whether from an invoice batch, a cash batch or a recurring charge/invoice that we can then have in the customer statement. Does that make any more sense?

Nope. Sorry.

What would you be putting as the "reference" on a cash transaction being applied against an invoice? What are your clients finding "confusing" about your current statement presentation?

We would enter 'Pmt on Account' or the chq number or anything else we deem relevant for the transaction.

So what I am taking from this is that there is no single field that can be used in all types of batches (invoice, cash and recurring), is that correct?

Information on recurring or other invoices does not automatically get copied to the cash transaction that is paying the invoices. It has to be this way because a single cash transaction could pay multiple invoices.

The defined way to relate which payments are associated with invoices on statement specifications is to use either the 'With Matching' detail section, or include the 'Matching details only' section.

Isn't that the document (cheque) number? All transactions have one of those.

All transactions also share a description field. You can also use the optional fields too.

All Adagio modules with a document designer have a specification available that will print all the fields you can use and their contents. In Receivables V9.0A this is called "All codes: Matching". Print out a statement using that form to see what's available to include on the form.

What are your customers finding confusing about your statement?

They found the 'with matching' version confusing as it shows how the payment was applied rather than the actual pmt amount (if that makes sense). I am happy with the 'no matching' version and I think customers will be happier with it too although we haven't sent it out yet because I am finishing up the changes to the form.

When you say 'use the optional fields' (that was part of this thread), the optional fields are not included in the recurring charge set-up are they?

I don't want to use the description field as that is used more for our purposes and customers don't need to see what is added there. We do use the document number but that is the unique identifier for the transaction, isn't it, so we couldn't ever put the same thing in there such as "Payment on account". We do enter chq number sometimes in that field but you also need to keep the system generated number since it has to be unique and we could easily have duplicate chq numbers from different customers.

I really like the payment method field, I have added that to our customer statements.