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Feature - Support for Discount Amount and Reference in Cash Receipts Detail Interface

Date Released: 2/15/22
Updated: 3/29/22

Version: 8.5 and Above

In this enhancement, we improve A/R cash receipt detail CSV file interface in the following ways:
  1. Discount Amount and Reference columns are now supported.
  2. We now allow negative amounts (this is to handle charge-backs and to create debit memos for the negative application amount after cash receipt is posted).
  3. We now allow duplicate invoice numbers in the same batch, and the system will consolidate and use the net amount.
  4. We now automatically re-apply credit memo (if it already exists) to debit memo during cash receipt posting.

A/R Cash Receipt Interface File Layout

The A/R Cash Receipt Detail Interface utility now supports a column entitled "Disc Amt-Optional(I-K=Amt Paid)" and a column entitled “L. Reference – Optional Field.”  See sample screen below:

K. Disc Amt-Optional(I-K=Amt Paid):  Provide a numeric value between -999,999.99 and 999,999.99. Blank is treated as zero. The following  are possible warning and error conditions that are validated during the interface:

  1. The Disc-Amount column must be blank or numeric. 
  2. The maximum of Disc-Amount is 999,999.99 (plus or minus). If exceeded, it is an error condition.
  3. The Disc-Amount can’t be bigger than the Invc-Amount or it is an error condition.
  4. The accumulated total of Dist-Amount minus Disc-Amount must be equal to the check amount or it is an error condition.
  5. If the calculated terms discount amount does not equal the discount amount, it is a warning condition.
  6. If the terms do not offer a discount, it is a warning condition.
  7. If the terms discount date has passed, calculated by subtracting the check date from the invoice date, it is a warning condition.

L. Reference -Optional Field: Optionally provide a reference for the invoice being paid. A maximum of 30 characters will be imported. Blanks are allowed. If the invoice amount is negative and the apply-to is not on file, the transaction is considered to be a charge-back. In this case, the invoice number and reason code can be provided as part of the reference field.

The reference column can be used to optionally provide values for Original Inv# and Reason Code.


Inv#:XXXXXX Reason:XXX XXXXXXX (Providing invoice, reason, and 7 characters of reference)

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX (Providing up to 30 characters of reference)

Inv#:XXXXXX XXXXXXXXXXXXXXXXXX (Providing 6 character invoice and 18 character reference)

Reason:XXX XXXXXXXXXXXXXXXXXXX (Providing 3 character reason and 18 character reference)

Interface Journal

A discount amount column has been added. If a reference is provided, it will print under the invoice detail. All of the new error and warning conditions are printed in the total error and warnings section. This includes:


  • Discount Amt Not Between -999,999 AND 999,999
  • Discount Amt More Than Distributed Amount
  • Discount Amt More Than Total Distributed Amt


  • Customer Term Code Does Not Offer Discount
  • Calculated Terms Disc Not Equal Disc Amount
  • Terms Discount Date Has Passed 

Negative Amount

In A/R Cash Receipt, we allow users to apply a negative amount as a charge-back.  A negative amount entry will be posted as a debit memo and will be visible on the A/R aging report.  If there's no existing credit memo, or a future credit memo to be applied to this debit memo, then the debit memo will be outstanding on the aging report and past due. This is an important mechanism to prevent customers from abusing charge-backs. In this enhancement, we now support importing of a negative entry from the CSV file just as you can in a manual cash receipt. 

But keep in mind that we do support discount amounts with negative entries (charge-backs), even though you could put discount amounts in a CSV file for negative entries. But when it is imported, the discount amount will be consolidated to the amount paid field when the cash application is created.  For example, say the following data exists in a CSV file:




Shortage Claim 313996

After it is imported, the actual cash application will be:

Apply-To   Amt-Paid   Discount   Allowance Total-Credit  Reference  
 313996      153.66-       .00         .00       153.66- Shortage Claim 313996

Duplicate Invoice Consolidation

When running the Cash Receipts Detail Import and multiple transactions are imported for the same invoice number, the amounts are accumulated into one cash application record. For example, if there are two payments for invoice 123456 -- one for 100 and one for 200 -- one cash application record is written for a total of 300. A message is printed on the report stating "Cash Application Adjusted Due To Duplicate Invoice" to indicate that the records were combined.

Ideally, users should avoid using a duplicate apply-to for a negative amount. If a unique invoice number is provided, then the application will create a debit memo. That is more traceable.  

Let Positive Amount Show Before Negative in CSV File

Also, if you do use a negative entry with a discount amount in a CSV import, we suggest that you put the positive amount entry before the negative. The reason is explained below. In the following example, the negative amount is placed before the positive, which is not advised:




Shortage Claim 313996





Cust# 123456 Check# 555337

The reason is that when we encounter the first entry for 313996, we consolidate -156.8 and -3.14 and write the amt-paid as -153.66 without discount. At this moment, we write the following record in cash application:

Apply-To    Amt-Paid   Discount   Allowance Total-Credit  Reference  
 313996       153.66-       .00         .00       153.66- Shortage Claim 313996

Then we process the second entry with the invoice amount of 1125.62 and the discount of 22.51. Amt-paid = 1125.62 – 22.51 = 1103.11.  The discount stays as 22.51. So we write the following record:

Apply-To    Amt-Paid    Discount   Allowance Total-Credit  Reference  
 313996     1,103.11       22.51         .00     1,125.62  Cust# AMAZON Check# 555337

But since this is a duplicate entry, we have to consolidate and net adjust it. Hence, here is the result after consolidation:

Apply-To    Amt-Paid    Discount   Allowance Total-Credit Reference  
 313996       949.45       22.51         .00       971.96 Shortage Claim 313996

In the above example, the discount should be 2%. But 22.51/971.96 is not 2%. Ideally, we should have the  following entry in cash application:

Apply-To   Amt-Paid   Discount   Allowance Total-Credit Reference  
 313996      952.59      19.37         .00       971.96 Shortage Claim 313996

19.37/971.96 = 2%. Still, in one way or the other, the total credit is still correct so this is not a critical issue. But if you like to retain the correct discount amount, then you can sort the CSV file in a spreadsheet first to make the positive amount show up before the negative, in which case the above discount amount will be consolidated correctly.

Automatically Re-Apply Credit Memo to Debit Memo During Cash Receipt Posting

If the credit memo should exit in A/R already, system could automatically re-apply the credit memo to the charge back and save user effort. For more details, please see the following KB article:



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