Hi All!

We're using Sage X3 in the US but I think this question would apply across all continents! We have been trying to build out a process for Chargebacks where Debit Notes are created that post against the AR account. Here's the scenario we have: we currently use systems that have a cash application screen in which a person quickly enters rows to account for each component of a payment.

For example, if a customer owes $50,000 and sends a check for $45,000 as payment in full that carries within it a $1,000 line item that we'll call assorted fees or coop payment and lines totalling $4,000 of assorted compliance chargebacks (chargebacks are penalties a company may issue to vendors when they violate operational process requirements). Within our current system, one screen allows selection of the $50k invoice paid (crediting AR for the entire $50k), then allows the postings of a row for the $1k coop (asstd fees) (which gets charged to a coop expense), and a row for each chargeback (which reconciles the payment recorded with the customer’s accounting BUT also adds a new debit note to the account so the ledger is not hit while A/R researches and allows us to disputes the chargeback, at a later point.

It appears that X3 does not have this functionality. The cash app person has to exit the cash app interface and go to the invoicing interface to create an invoice / billing for each reconciling item as well as to “rebill” for the chargebacks under research/dispute and then go back into the cash app section to apply the payment to the original invoice and the newly created items.This will more than double the time needed for cash application and is something that we will have to fix. If we do not fix it before go-live, then we will need to make sure that we have the resources for the additional cash app work until it is fixed. We are thinking imports may lessen the manual process but still requires multiple imports to cover the full process. I've done some research and can't find a post where this is handled without the use of multiple steps within X3 and the last message board post I see didn't really have a solution either and was marked as being 4 years old. Hoping V12 came with some sort of update to help with this process?

Is anyone doing something to streamline chargeback/debit note postings? This isn't an uncommon practice, especially if you're selling to large corporations. We're open to any ideas, even ones that involve a developer or coding against the build. Let us know what you suggest. Thanks!! 

-Jenny from NJ