External Transaction Take On MMCE

The External Transaction Takeon process is designed to take on Unpaid Invoices from non-e5 invoicing or line of business systems. The process can be scheduled to run automatically or manually submitted using the standard submission screens.

This will allow cash receipting to receive payment on behalf of many disparate business systems, providing updates to those systems via an extract of paid transactions. The integrated business process will involve an orchestration of systems via regular refresh actions to ensure that the current state of each external invoicing (or LOB) system is reflected in the Cash Receipting module. Each site will need to consider the frequency of the refresh, and the likely impact on the business of regular refreshes. Orchestration will typically involve:

Initial import to e5 Cash Receipting of outstanding transactions for a business system
Cash receipting will receive cash in respect of those transactions
Export from Cash Receipting of Payment details to the business system, to clear the debt record in that system. (See later note on Export process).
Next import to e5 Cash Receipting of outstanding transactions for the business system.

The actual transaction format taken on for each business system (Fund Type), is essentially the key transaction details, which in summary are:

Ledger and Account reference to identify who the transaction is in respect of. (Up to 4 and 12 characters respectively).
Transaction reference to identify the specific transaction. (Up to 16 characters).
Transaction Date to further qualify the transaction
Amount Outstanding of the transaction.
Currency Code may optionally be defined if the value is other than Base currency.

Three reports are potentially generated by the process:

RMCH01 External Transaction Take on – Accepted Report
RMCH02 External Transaction Take on – Rejected Report
RMCH03 External Transaction Take On – Summary Report

The only qualifying parameter for the process is Fund Type.

Exporting Data from Cash Receipting to a Business System

Controls on the Fund Type allow definition of an e5 device definition, representing a file, to which payment details will be written for export back from Cash Receipting to that business system. The update indicator on the Fund Type may also be set to update the file in immediate or delayed mode. In both instances, as receipts are taken a record is written for potential export. The difference is that

Where the update indicator is set to immediate, each transaction generates an individual job-tagged file to the file name defined on the Fund Type.
Where the update indicator is set to delayed, each transaction is appended to a master file.

The difference is really to allow for instances where frequent update is required to a business system, (that is, series of small individual files), and also where it is sufficient to update the business system at more pronounced intervals, (that is, the master file approach that grows larger as records are appended to it).

In both instances services work will be necessary on site to pick up the output from Cash Receipting, apply it to each business system and manage any deletion of files that may be necessary.

If not described in this topic, click on a field and press F1 to view help. See Common Fields for more information.

Fast prompt allows you to quickly view a list of options for certain fields.

NOTE Field visibility can be defined by your System Administrator, so not all fields documented may be shown.

See Using the Command Line on opening the screen without going through the menu.