Can "Applied to Order" be auto updated?

My response was crafted with AI assistance, tailored to provide detailed and actionable guidance for your query.
In Acumatica ERP, the "Applied to Order" field on the Payments tab is typically used to allocate payments to specific orders. By default, this field does not automatically update when you cancel an item on the order or zero it out. However, you can achieve this functionality through customization or by leveraging existing features in Acumatica.

Here’s a solution to automatically update the "Applied to Order" field when the order total changes:

Option 1: Use Default Acumatica Behavior

1. Recalculate Payments:

   • When you cancel an item or zero it out on the order, Acumatica will recalculate the Order Total.

   • If the payment is already applied to the order, the system will not automatically adjust the "Applied to Order" field. However, you can manually adjust it by:

     • Opening the Payments tab.

     • Updating the "Applied to Order" field to match the new unpaid balance.

2. Balance Field:

   • The Balance field on the Payments tab will automatically update based on the difference between the payment amount and the "Applied to Order" amount.

Option 2: Customization to Auto-Update "Applied to Order"

If you want the "Applied to Order" field to auto-update when the order total changes, you can create a customization using Acumatica’s Graph and Field Events. Here’s how:

Step 1: Create a Customization Project

1. Go to System > Customization > Customization Projects.

2. Create a new project and add the relevant screen (e.g., Sales Orders or Payments).

Step 2: Add a Graph Extension

1. Create a Graph Extension for the relevant graph (e.g., SOOrderEntry for Sales Orders).

2. Add a FieldUpdated event for the Order Total field to trigger the update of the "Applied to Order" field.

Step 3: Write the Logic

Here’s an example of the logic you can use in the Graph Extension:

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public class SOOrderEntry_Extension : PXGraphExtension<SOOrderEntry>{    protected void SOOrder_OrderTotal_FieldUpdated(PXCache cache, PXFieldUpdatedEventArgs e)    {        SOOrder order = (SOOrder)e.Row;        if (order == null) return;        // Get the payment applied to the order        ARPayment payment = PXSelect<ARPayment,            Where<ARPayment.refNbr, Equal<Required<ARPayment.refNbr>>>>            .Select(Base, order.OrderNbr);        if (payment != null)        {            // Update the "Applied to Order" field to match the new unpaid balance            payment.AppliedToOrder = order.OrderTotal - payment.CuryPaymentAmt;            Base.Payments.Update(payment);        }    }}

Step 4: Publish the Customization

1. Save and publish the customization project.

2. Test the functionality by canceling an item or zeroing it out on the order and verifying that the "Applied to Order" field updates automatically.

Option 3: Use a Workflow or Automation

If you prefer not to customize the system, you can use a workflow or automation to achieve similar results:

1. Create a workflow that triggers when the Order Total changes.

2. Use the workflow to update the "Applied to Order" field based on the new unpaid balance.

Option 4: Use a Post-Update Action

You can also use a Post-Update Action in the Sales Order screen to recalculate and update the "Applied to Order" field:

1. Navigate to System > Customization > Customization Projects.

2. Add a Post-Update Action to the Sales Order screen.

3. Write logic to update the "Applied to Order" field when the order is saved.

Key Considerations:

• Testing: Thoroughly test the solution in a sandbox environment before deploying it to production.

• User Training: Ensure users understand the new behavior and how it affects the payment allocation process.

• Performance: If the order has many payments, ensure the customization does not impact system performance.

By implementing one of these solutions, you can automate the update of the "Applied to Order" field when the order total changes, eliminating the need for manual adjustments.

I guess more or less.

In this scenario the funds would still be available on the order because they are canceled line items...so the reverse application wouldnt need to be applied here…

But in short, if there is no automation available for it...that answers my question!!

My response was crafted with AI assistance, tailored to provide detailed and actionable guidance for your query.
Acumatica ERP to automatically update the "Applied to Order" and "Balance" fields when canceling or zeroing out line items, while ensuring compliance with U.S. auditing and accounting standards:

Solution Overview

1. Automate Encumbrance Reversals:

   • Configure Acumatica to reverse encumbrances automatically when line items are canceled or zeroed out.

   • Use GL accounts for encumbrances and ensure proper journal entries are generated.

2. Update Order Totals and Payment Fields:

   • Use Business Events or Automation Steps to:

     • Recalculate the order total after line item changes.

     • Automatically adjust the "Applied to Order" field to reflect the new unpaid balance.

     • Update the "Balance" field by subtracting "Applied to Order" from the updated order total.

3. Audit Trail and Compliance:

   • Acumatica’s built-in audit trail ensures transparency and compliance with U.S. auditing standards (GAAS/GAGAS).

   • Systematically applied reversals and updates align with fund accounting principles and anti-deficiency regulations.

Steps to Implement

1. Configure Business Event:

   • Go to System > Automation > Business Events.

   • Create a business event triggered by changes to order line items (e.g., cancellation or zeroing out).

2. Add Automation Steps:

   • Step 1: Reverse encumbrance for the canceled amount (debit encumbrance account, credit fund balance).

   • Step 2: Recalculate the order total.

   • Step 3: Update the "Applied to Order" and "Balance" fields on the Payments tab.

3. Test and Validate:

   • Test the workflow with sample orders to ensure:

     • Encumbrances are reversed correctly.

     • Order totals, "Applied to Order," and "Balance" fields update automatically.

   • Validate compliance with U.S. auditing standards by reviewing the audit trail.

Example Workflow

1. Initial Order:

   • Order Total: $10,000

   • Applied to Order: $7,000

   • Balance: $3,000

2. Cancel a Line Item:

   • Canceled Amount: $2,000

   • System Actions:

     • Reverse encumbrance for $2,000.

     • Update Order Total: 10,000 -10,000−2,000 = $8,000.

     • Recalculate "Applied to Order": $7,000 (unchanged).

     • Update Balance: 8,000 -8,000−7,000 = $1,000.

3. Result:

   • Order Total: $8,000

   • Applied to Order: $7,000

   • Balance: $1,000

Compliance with U.S. Standards

• GAAS/GAGAS: Ensures proper internal controls and transparency.

• Fund Accounting: Maintains accurate fund balances and compliance with budgetary rules.

• Audit Trail: Provides evidence of systematic reversals and updates.

By implementing this solution, Acumatica ERP will automatically handle canceled line items, update payment fields, and ensure compliance with U.S. auditing and accounting standards.