DBD: Cash Receipts - Advanced - Pre-payments & Invoices Matching Utility

Path: Accounts Receivable > Cash Receipts > Apply Pre-payments

Section 1: The eCommerce & Bulk Import Gateway

For organizations utilizing external eCommerce web stores, customers frequently check out via credit card before a matching sales order or invoice even exists inside DB Distributor.

To handle this timing gap:

1. The Cash Receipts Gateway imports these initial credit card payments directly into the system as standalone Pre-payments.
2. Once the physical orders are fulfilled and standard billing creates the matching A/R invoices, operators run the matching utility to marry the deposits to the new invoices in bulk.

Section 2: Running the Selection Criteria

When you open the utility, you must establish your processing bounds and session parameters before searching for matching records.

1. Specify Ranges: Enter your target range of Customers and Invoice Numbers.
   1. To search the entire database across all accounts simultaneously, hit your space bar and press Enter in both Invoice No fields to automatically default from the first record to the last record..
   2. Fiscal Year (FY), Accounting Period (Acct Pd), Bank Code, and Deposit Number are required to initiate search for invoices.
2. Why these are required: If the system detects viable matches on the next screen, it uses these parameters to dynamically spawn a new Cash Receipts entry batch.

Section 3: System Matching Logic

The utility evaluates open balances on the ledger and surfaces matches only if a record satisfies all three of the following strict parameters:

• No Cash in Progress: Neither the Pre-payment nor the target Invoice can have pending, unposted cash allocations attached to them in any other open batch.

• Non-Zero Balances: Both documents must have an active, non-zero open balance on the ledger.

  Reference Match: The value populated in the Cust PO field of the Pre-payment must cleanly match either:

  1. The internal DB/d Order Number stamped on the invoice.
  2. The Cust PO Number assigned to the invoice line.

Section 4: Reviewing and Committing the Batch

Once the search finishes running, the system presents a summary screen displaying all matched pairings.

1. Verify Choices: Review the generated list. You can manually select and de-select specific matches from the grid to retain full control over which accounts are updated.
2. Generate the Batch: Click the Apply Payments button.
3. Final Update Step: The system will compile your selections into a standard Cash Receipts Entry batch using the banking details you provided in Section 2.

⚠️ Important: Clicking "Apply Payments" does not immediately post the cash. To finalize the matching reconciliation, you must navigate to your normal Cash Receipts workspace, print and review the verification journal, and Update the batch per standard protocol.