Overview

Reclassify

1. This feature was added in Agris V9.5.0.16

2. Only available if the document type on the settlement is check

3. Even if check has been cashed, Reclassify voids the original settlement, creates an new settlement for the same amount as the original, reclassified as an advance settlement

4. Also creates a new delivery sheet for zero dollars & bushels

5. Eliminates the need to create a manual advance, making it faster to correct whatever was incorrect with the settlement

6. Minimizes the risk of double payment of grain if the user neglected to enter an advance

Reopen

1. The feature was added in Agris V9.6.0.9

2. Can be used with any document types

3. Reopen feature can be accessed from Settlement Maintenance or Delivery Sheet Maintenance

4. Reopen feature does not void the original settlement

5. Reopen creates 2 new applications on the delivery sheet, 1 position & 1 negative for the amount of the delivery sheet application reopened

6. The negative amount is the same effect as creating an advance

7. The positive amount allows you to correct whatever is wrong, ex: wrong discount amount, applied to wrong contract, ticket paid to wrong person, etc

8. This feature reduces the time & effort to make corrections to paid deliveries

9. Better paper trail, original delivery sheet shows proof the transaction was reversed & corrections made

System Security

Navigation: Customize> System Security> select a user> Edit Security Levels

Reclassify

To allow a user to reclassify a settlement to an advance, but not be able to void a settlement, set the user's or group security level for Settlement Maintenance to 3 (Process). The minimum security level to void a settlement is 4 (Reverse).
A new security feature has been added to require a user to final settle the new delivery sheet/advance.

Reopen

A new security level has been created to allow a delivery sheet to be reopened. Under Settlement Maintenance, Reopen Delivery Sheet must be set to 4 (Yes) to allow a user to utilize this feature.

Open

Document Numbers

Navigation: Customize> Document Numbers
For the Reclassify feature, new control document number have been added for Delivery Sheets & Settlement Sheets. The Reclassify process is the only process that will use these new control numbers. The Advance Settlement & the zero-quantity Delivery Sheet are created with these document numbers.

Reclassify Settlement

The Reclassify feature can be used when a settlement has been done, a check has been issued & the check has or hasn't already cleared the bank. If anything on that settlement needs correcting, Reclassify will allow you to make the correction without having to go into Bank & unreconcile the check.
The Reclassify will void the original settlement, even though the check is marked reconciled in the bank, create a new settlement, that is now an advance, for the same $ amount as the original settlement. The original check is now reclassified against the advance settlement (Control Number Settlement – Z#'s).
A new zero-quantity delivery sheet is created for the advance amount (Control Number Delivery Sheet – Z#'s). This action then frees up the ticket to be corrected by changing discount codes, changing weight of the ticket, reapplying to a different contract, or even removing the ticket if it was paid to the wrong person.

Here is an example of steps needed to Reclassify a check that has been reconciled.
Navigation: GRN> Settlements> Settlement Maintenance> Select a Settlement #

Select the Reclassify button. A warning question pops up "Do You Wish to Void And Reclassify This Settlement As An Advance?" Select Yes
Void/Reclassify Date for This Settlement screen come up next. Defaults to the current day. Click OK
The following screen comes up. It shows the check is Reconciled and the Y is grayed out, you can't change it. This settlement is now ready to be Reclassified. Click OK.

Now you get a screen showing you what the new Delivery Sheet Control # is & the new Advance Settlement Control #.

Question pops up "Do You Want To Final Settle This New Delivery Sheet?" If you answer Yes to this question, it will settle the negative, Advance amount, with no offset, as an invoice, causing you to have an open invoice in AR that will need to be cleared. You would want to answer No to this question, so that you can go back to the ticket & fix what needs to be fixed. Now the settlement will show Voided, and an unpaid delivery sheet will be open, and an advance has been created. The ticket is now available to correct whatever is wrong. For my example I changed the weight.
Now go back to Produce a Settlement & you will be able to produce a settlement for the difference of what was corrected, vs what was originally paid. You will see the original delivery sheet with the corrected tickets & the amount owed based on the new calculations & you will also see the new control # delivery sheet with negative $'s for the amount of the original check. The difference between the 2 will be the amount of the new settlement. If the corrections cause the new payment amount to be less than the original settlement, you can create an A/R Invoice & send to the customer for reimbursement of the over-payment.

Reopen Settlement

The Reopen feature allows you to easily correct anything on a settled delivery sheet, by opening up just the delivery sheet application that needs correcting. It does not void or do anything to the original settlement. Therefore, there is a better paper trail when looking up the original settlement.
As with Reclassify, this can be done when the check has already been issued, whether it has cleared the bank or not. This feature can also be done, if the settlement was sent to Accounts Payable as a voucher & the check has been issued in AP. So if you don't want to reverse everything in AP & in Grain, this is a much faster way to make the correction.
This feature can also be used on a Sales Settlement, where the document type is invoice. Again, you don't have to reverse everything in Accounts Receivable & the settlement. Just reopen the delivery sheet, and the tickets are now available to make any corrections needed.
The Reopen feature will create 2 new lines on the delivery sheet. Offsetting lines, 1 negative & 1 positive for the original amount. The negative line acts as an advance settlement, so that after you make the corrections needed, the new final settlement that you create will be for the difference between the new calculations & the previous amount paid.
Here are the steps to Reopen. In this example we had multiple loads paid to a customer & customer get the check & says 1 load was paid to him in error. Customer will pay you back for the amount paid to them incorrectly.

Navigation: GRN> Settlements> Settlement Maintenance> Select a Settlement #> Select Delivery Sheet button

When you select the delivery sheet button, you will see the delivery sheet applications that were used to create the original settlement. This info will vary depending on how you created your delivery sheet. In this example I selected 1 Ticket Per Application, so I'm seeing each ticket listed. This makes it very simple to correct a paid settlement that has a ticket paid to the wrong person. I can select the exact ticket that was paid in error & only Reopen that application. I don't have to do anything with the tickets that were paid correctly.
Highlight the application you want to Reopen & select the Reopen button at the bottom of the screen.


Now the delivery sheet is Reopened & you can back out of Settlement Maintenance.
Your delivery sheet now has application 5 & 6 added, and application 3 ( the application that was paid in error) is now open & we can do anything with that ticket we need to. Application 5 was added to show that ticket had previously been settled. Application 6 was added as a negative to act as the advance.


Now we are free to do whatever we need with the ticket from Application 3. In this example it was paid to the wrong person, so we will reverse it back to Hold Not Split to enable us to change the Name ID on the ticket.
We have removed that ticket off of the Delivery Sheet. Now we are ready to create the invoice settlement to request a refund for paying the wrong customer. If we view the Delivery Sheet now, we will see that Application 3 is voided, because we reversed the ticket on Application 3 off of the Delivery Sheet. The only open Application now on the Delivery Sheet is Application 6, which is the negative (Advance) amount. So when we settle this delivery sheet the only line that will come up to settle is the negative. This is what will create a "Due us" or Invoice.

Open

Reversal Rules

• You can't undo a Reopened Delivery Sheet. If you Reopen by mistake, you need to resettle the negative against the position lines of the Delivery Sheet for a zero settlement.

• You can't remove the 2 new applications created from the Reopen process. These application will be retained for historical purposes.

• Once a Delivery Sheet has been Reopened, the Settlement can't be voided. The Delivery Sheet can be Reopened multiple times, therefore there is no longer a need to reverse a Settlement.

Reports

• There is now a Reopen Status field available on reports.

• Negative Applications lines are now available on Delivery Sheet reports to track when Delivery Sheets have been Reopened & not Resettled.

Here is an example of a delivery sheet report showing there is 1 delivery sheet that has been reopened & not resettled yet. You see the 2 applications 1 negative & 1 positive. After you correct what you need on the ticket. Produce a settlement for these 2 lines & they will no longer be on your unpaid delivery sheet report.

~ Document Written By: Arlena Bannon 07/17