Invoice Responsibility

Invoice-responsible accounts are responsible for paying the balances indicated on their records, as well as the balances for their dependent accounts that are designated as non-invoice responsible. See Allocating Payments below.

You can determine which accounts are invoice-responsible in a corporate structure and which accounts are not via the Corporate Accounts view in the Customer window. From the menu bar, select Status > Corporate Accounts.

A green “i” denotes an account as invoice-responsible. If the green “i” has a red “/” through it, the account is non-invoice responsible. This means that another branch, division, or headquarters is responsible for paying that account’s bill. Non-invoice responsible accounts cannot have payments posted to them, but they can have adjustments posted to them.

To change the account from invoice responsible to non-invoice responsible, or vice versa, toggle between the two statuses.

1. Right-click on the account in the hierarchy and select Toggle.

   Note

   A pop-up message will be displayed to verify the change to the account.

   

   Note

   You can apply adjustments to a non-invoice responsible account except adjustment types designated as “Apply Finance Charge.”

Allocating Payments

Child (non-invoice responsible) corporate account balances are tracked via the child account. For example, when a payment is entered on a corporate invoice-responsible parent account, at the time the payment is entered, based upon the parent balance and the child balances, any excess payment that is not required to pay the parent balance will be allocated as itemized payments to the child accounts and itemized negative payments on the parent account.

Child accounts are processed in order of account number. Over-due balances will be paid first. No consideration is given to invoice category.

Disallowing Payments to a Non-Invoice Responsible Account

With recent corporate rollup improvements, disallowing payments to NIR accounts may help customers avoid potential billing issues. IDI Desktop Client provides a setting to do this.

Choose Applications > Accounts Receivable Management > Payment Import Settings.

This displays the Payment Import Settings form. Use the Non-Invoice Responsible Payment Guidance setting to choose one of the following options:

• Allow - Payments can be applied to NIR accounts. This is the default option.

• Disallow and Generate an Error - Import file will write the following error message to the import log: Non-Invoice Responsible payment guidance setting does not allow payments to non-invoice responsible accounts.

• Disallow but attempt to apply payment to IR parent - Payments will be applied to current IR parent. If an invoice responsible parent cannot be located an error will be generated.

  

  This setting applies to the Payment Import GUI in IDI Desktop Client and to the Background Process Payment Import.

  First, the NIR Payment guidance logic determines the account to be targeted by looking at the following fields in this order:

• Invoice Number

• then Customer Acct Number

• then Service Number

  Once the account is determined, the new NIR payment guidance setting is applied. Finally, the Inactive Account setting (Accounts Receivable Settings/Allow Payments and Adjustments on Inactive Accounts) is applied:

• If the Inactive Account setting is disabled, the NIR payment guidance logic will traverse up the parent chain until it finds the nearest active Invoice-responsible account.

• If the Inactive Account setting is enabled, the payment will be applied to the nearest Invoice-responsible parent account, even if it is inactive.

• In either case, when no appropriate parent account is found an error message is generated.

  If an error occurs during the background process payment import, the remaining records in the file will be loaded anyway.

  If an error occurs during the GUI payment import, the entire file will fail and none of the records will be imported.