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Great Plains Customization – programming Auto-apply in Accounts Receivable
 by: Andrew Karasev

Microsoft Great Plains is one of three Microsoft Business Solutions mid-market ERP products: Great Plains, Solomon, Navision. Considering that Great Plains is now very good candidate for integration with POS application, such as Microsoft Retail Management System or RMS and Client Relation Systems, such as Microsoft CRM – there is common need in Great Plains customizations and integrations, especially on the level of MS SQL Server transact SQL queries and stored procedures. In this small article we’ll show you how to create auto-apply utility, when you integrate huge number of sales transactions and payments. We will be working with RM20101 – Receivables Open File and RM20201 – Receivables Apply Open File. Let’s see SQL code:

declare @curpmtamt numeric(19,5)
declare @curinvamt numeric(19,5)
declare @curpmtnum varchar(20)
declare @curinvnum varchar(20)
declare @curinvtype int
declare @curpmttype int
declare @maxid int
declare @counter int

-- Create a temporary table
create table #temp
(
   [ID] int identity(1,1) primary key,
   CUSTNMBR varchar(15),
   INVNUM varchar(20),
   INVTYPE int,
   PMTNUM varchar(20),
   PMTTYPE int,
   INVAMT numeric(19,5),
   PMTAMT numeric(19,5),
   AMTAPPLIED numeric(19,5)
)

create index IDX_INVNUM on #temp (INVNUM)
create index IDX_PMTNUM on #temp (PMTNUM)

-- Insert unapplied invoices and payments
insert into #temp
   (
    CUSTNMBR,
    INVNUM,
    INVTYPE,
    PMTNUM,
    PMTTYPE,
    INVAMT,
    PMTAMT,
    AMTAPPLIED
   )
select
    CUSTNMBR = a.CUSTNMBR,
    INVNUM = b.DOCNUMBR,
    INVTYPE = b.RMDTYPAL,
    PMTNUM = a.DOCNUMBR,
    PMTTYPE = a.RMDTYPAL,
    INVAMT = b.CURTRXAM,
    PMTAMT = a.CURTRXAM,
    AMTAPPLIED = 0
from RM20101 a
   join RM20101 b on (a.CUSTNMBR = b.CUSTNMBR)
   join RM00101 c on (a.CUSTNMBR = c.CUSTNMBR)
where
   a.RMDTYPAL in (7, 8, 9) and
   b.RMDTYPAL in (1, 3) and
   a.CURTRXAM  0 and
   b.CURTRXAM  0
order by
   a.custnmbr,
   b.DOCDATE,
   a.DOCDATE,
   a.DOCNUMBR,
   b.DOCNUMBR

-- Iterate through each record
select @maxid = max([ID])
from #temp

select @counter = 1

while @counter = @curpmtamt) and (@curpmtamt>0) and (@curinvamt>0)-- if the invoice amount is greater or the same as the payment amount
   begin
      select @curinvamt = @curinvamt - @curpmtamt   -- invoice amount remaining

      -- update with the amount that is applied to the current invoice from
      -- the current payment
      update #temp
      set
         AMTAPPLIED = @curpmtamt
      where
         [ID] = @counter

      -- update with amount of invoice remaining
      update #temp
      set
         INVAMT = @curinvamt
      where
         INVNUM = @curinvnum and
         INVTYPE = @curinvtype

      -- update with amount of payment remaining
      update #temp
      set
         PMTAMT = 0
      where
         PMTNUM = @curpmtnum and
         PMTTYPE = @curpmttype
   end
   else if (@curinvamt 0) and (@curinvamt>0)-- if the invoice amount is lesser to the payment amount
   begin
      select @curpmtamt = @curpmtamt - @curinvamt   -- payment amount remaining

      -- update with the amount that is applied to the current invoice from
      -- the current payment
      update #temp
      set
         AMTAPPLIED = @curinvamt
      where
         [ID] = @counter

      -- update with amount of invoice remaining
      update #temp
      set
         INVAMT = 0
      where
         INVNUM = @curinvnum and
         INVTYPE = @curinvtype

      -- update with amount of payment remaining
      update #temp
      set
         PMTAMT = @curpmtamt
      where
         PMTNUM = @curpmtnum and
         PMTTYPE = @curpmttype
   end

   -- go to the next record
   select @counter = @counter + 1
end

-- update the RM Open table with the correct amounts
update
   RM20101
set
   CURTRXAM = b.INVAMT
from
   RM20101 a
      join #temp b on (a.DOCNUMBR = b.INVNUM and a.RMDTYPAL = b.INVTYPE)

update
   RM20101
set
   CURTRXAM = b.PMTAMT
from
   RM20101 a
      join #temp b on (a.DOCNUMBR = b.PMTNUM and a.RMDTYPAL = b.PMTTYPE)

-- create the RM Apply record or update if records already exist
update
   RM20201
set
   DATE1 = convert(varchar(10), getdate(), 101),
   GLPOSTDT = convert(varchar(10), getdate(), 101),
   APPTOAMT = APPTOAMT + a.AMTAPPLIED,
   ORAPTOAM = ORAPTOAM + a.AMTAPPLIED,
   APFRMAPLYAMT = APFRMAPLYAMT + a.AMTAPPLIED,
        ActualApplyToAmount = APFRMAPLYAMT + a.AMTAPPLIED
from
   #temp a
      join RM20101 b on (b.DOCNUMBR = a.INVNUM and b.RMDTYPAL = a.INVTYPE)
      join RM20101 c on (c.DOCNUMBR = a.PMTNUM and c.RMDTYPAL = a.PMTTYPE)
      join RM20201 d on (d.APFRDCTY = a.PMTTYPE and
               d.APFRDCNM = a.PMTNUM and
               d.APTODCTY = a.INVTYPE and
               d.APTODCNM = a.INVNUM)
where
   a.AMTAPPLIED  0

insert into RM20201
   (CUSTNMBR,
     DATE1,
    GLPOSTDT,
    POSTED,
    APTODCNM,
    APTODCTY,
    APTODCDT,
    ApplyToGLPostDate,
    CURNCYID,
    CURRNIDX,
    APPTOAMT,
    ORAPTOAM,
    APFRDCNM,
    APFRDCTY,
    APFRDCDT,
    ApplyFromGLPostDate,
    FROMCURR,
    APFRMAPLYAMT,
    ActualApplyToAmount)
select
    CUSTNMBR = a.CUSTNMBR,
     DATE1 = convert(varchar(10), getdate(), 101),
    GLPOSTDT = convert(varchar(10), getdate(), 101),
    POSTED = 1,
    APTODCNM = a.INVNUM,
    APTODCTY = a.INVTYPE,
    APTODCDT = b.DOCDATE,
    ApplyToGLPostDate = b.GLPOSTDT,
    CURNCYID = b.CURNCYID,
    CURRNIDX = '',
    APPTOAMT = a.AMTAPPLIED,
    ORAPTOAM = a.AMTAPPLIED,
    APFRDCNM = a.PMTNUM,
    APFRDCTY = a.PMTTYPE,
    APFRDCDT = c.DOCDATE,
    ApplyFromGLPostDate = c.GLPOSTDT,
    FROMCURR = c.CURNCYID,
    APFRMAPLYAMT = a.AMTAPPLIED,
    ActualApplyToAmount = a.AMTAPPLIED
from
   #temp a
      join RM20101 b on (b.DOCNUMBR = a.INVNUM and b.RMDTYPAL = a.INVTYPE)
      join RM20101 c on (c.DOCNUMBR = a.PMTNUM and c.RMDTYPAL = a.PMTTYPE)
where
   a.AMTAPPLIED  0 and
   not exists (select 1
          from RM20201 d
          where d.APFRDCTY = a.PMTTYPE and
           d.APFRDCNM = a.PMTNUM and
           d.APTODCTY = a.INVTYPE and
           d.APTODCNM = a.INVNUM)

drop table #temp

About The Author

Andrew Karasev is Chief Technology Officer in Alba Spectrum Technologies – USA nationwide Great Plains, Microsoft CRM customization company, with offices in Chicago, San Francisco, Los Angeles, San Diego, Phoenix, Houston, Miami, Atlanta, New York, Madrid, Brazil, Moscow ( http://www.albaspectrum.com), you can reach Andrew 1-866-528-0577, he is Dexterity, SQL, C#.Net, Crystal Reports and Microsoft CRM SDK developer.
[email protected]