How the System Matches Invoices for Automatic Cash Receipts

When uploading cash receipts electronically, by default the system uses the following matching rules to apply the incoming checks to the correct accounts and creating cash receipts in batches automatically for review. You can adjust the matching rules, if needed, by using the Automatic Cash Receipts Optionscontrol maintenance record.

Note: If you are no longer using Eterm to run your A/R matching with the A/R Aging Bucket Names control maintenance record, then use this control maintenance record to ensure that those old matching rules are ignored. Then, use the Automatic Cash Receipts Options and the Disable Old A/R Matching Rules control maintenance records to achieve the best A/R processing results.

The system considers the following for initially matching cash receipt data:

Customer Invoice Number - The system compares only invoices for the customer based on the Magnetic Ink Character Recognition (MICR) data printed on each check. MICR data includes the check number, the bank account, and routing number provided by the American Banking Association (ABA).
P/O Number - The system compares open invoices first and then closed invoices. If multiple invoices have the same PO number, the system selects the first one.
Invoice Number - The system compares all invoices across the system regardless of the MICR or ABA data on the check.
Formatted Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as 16805 in an S16805.002 order number, then system then adds the order prefix (S16805.002) and the generation suffix (S16805.002). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice.

Initial Match	What the System Compares to	Customer Level Compare Order	Leave Unapplied?	Exceptions Considered
Customer Invoice Number	Gross	Parent > Bill-to > Ship-to	Default is No
Customer Invoice Number	Gross with any exceptions	Parent > Bill-to > Ship-to	Default is No	Taxes Discount or Freight Freight
Customer Invoice Number	None	Parent > Bill-to > Ship-to	Default is No	Short Payment Duplicate Payment Over Payment
P/O Number	Gross	Parent > Bill-to > Ship-to	Default is No
P/O Number	None	Parent > Bill-to > Ship-to	Default is No	Short Payment Duplicate Payment Over Payment
Invoice Number	Gross	All	Default is No
Invoice Number	None	All	Default is No	Short Payment Duplicate Payment Over Payment
Formatted Invoice Number	Gross	Parent > Bill-to > Ship-to	Default is No
Formatted Invoice Number	None	Parent > Bill-to > Ship-to	Default is No	Short Payment Duplicate Payment Over Payment

Additional Non-Matching Scenarios

The following indicates how the system handles applying cash if no initial matches are found.

If...	Then...
Eclipse is unable to match the invoice number in any format, but has enough information to identify a customer...	the Cash Received is recorded as unapplied cash on the customer account.
Eclipse is unable to match the invoice number in any format and has not identified the customer...	unapplied cash is recorded on the "unknown customer" account.
Eclipse uses MICR information to identify a customer and two or more customers are linked to the same MICR information...	the invoices fails to match when: The Force MICR Match check box is selected at the global level regardless of match type in Automatic Cash Receipts Options control maintenance record because Eclipse is looking for an exact match. The Force MICR Match option is set for a match type in Automatic Cash Receipts Optionscontrol maintenance record because the duplicate MICR information does not meet the criteria set.