Accounts Receivable Subsystems Reference Manual. Version 10.0 Revision Date 5/1/04

Transcription

1 Accounts Receivable Subsystems Reference Manual Version 10.0 Revision Date 5/1/04

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice.

3 INITIAL SET UP PROCEDURE AND GENERAL MAINTENANCE SUBSYSTEM 1 OECTRLMTN - Maintain the Control file. 2 OECTRLLST - List entries in Control file. 3 ARWHMTN - Maintain the Warehouse file. 4 ARWHLIST - List Warehouse master file. 5 ARAGECMTN - Maintain the age multipliers. 6 ARSLSMMTN - Maintain sales rep master file. 7 ARSLCMTN - Maintain sliding commission %'s. 8 ARSLCLST - List sliding commission %'s. 9 ARSLSMLST - List sales rep master file. 10 ARSTATMTN - Maintain the State master file. 11 ARSTATLST - List State master file. 12 ARCUSTTAX - List customer tax codes. 13 ARTAXMTN - Maintain the Tax Authority file. 14 ARTAXLST - List Tax Authority master file. 15 ARCUSTMTN - Maintain the Customer master file. 16 ARCUSTLST - List Customer master file. 17 ARJCODSET - Set job company/division codes. 18 ARMCUSTFX - Set job number flags. 19 ARWPHNSET - Warehouse phone number set program. Prophet 21, Inc. 3

4 MISCELLANEOUS MAINTENANCE TOOLS/REPORTS 1 ARCUSTSET - Global customer master file and customer ship-to file maintenance. 2 ARCODVMTN - A/R to G/L Table maintenance. 3 ARSPARECL - Clear user defined fields. 4 ARCASHYTD - Year to date Cash Receipts Register. 5 ARWTCHLST - Customers to watch list. 6 ARCSTMRNB - Customer Notebook listing. 7 ARCUSTSHP - Customer Ship-to listing. 8 ARCUSTTAX - Customer Tax District listing. 9 ARINACTRP - Inactive Customer report. 10 ARCSTRADE - Dunn & Bradstreet Download. 11 ARTRWUPD - TRW Download. 12 ARAUDTDEL - Delete audit records. 13 AROICOMST - Clear commission field in open items. 14 ARCSTNFIX - Fix zero dates on customer notes. 15 ARCKWDMTN - Customer Keyword Exception File maintenance. 16 ARCKWDLST - Customer Keyword Exception File listing. 17 ARCFNDUPD - Customer Finder Keyword update. 18 ARCFNDLST - Customer Finder Keyword listing. Prophet 21, Inc. 4

5 MAILING LABEL SUBSYSTEM 1 ARLBLMTN - Maintain Mailing List. 2 ARLBLLIST - List Mailing Label master file. 3 ARLBLPRNT - Print Mailing Labels. 4 ARLABELS - Customer Labels (4 across) 5 AR3LABELS - Customer Labels (3 across) Prophet 21, Inc. 5

6 PREFACE TO INVOICE ENTRY SUBSYSTEM The programs used in the Daily Invoice Entry Subsystem (Stand Alone) can be used for two purposes. The reference to 'Stand Alone' indicates the intention of entering information into the Accounts Receivable System without the use of the Order Entry programs. Many times, this is a way of starting up with opening invoices before the Order Entry System goes 'Live'. In some cases, it is used as the Accounts Receivable System for a number of months before Order Entry is ready to go 'Live.' In situations where the Order Entry System is not needed, it is the total Accounts Receivable System. Determining the plans of the company is not the purpose of this preface. The project manager and customer will make the decision together as to the purpose and plans in relation to the 'Stand Alone' system. 1. TRANSFERRING CUSTOMERS' BALANCES FROM AN OLD SYSTEM TO SYSTEMS DESIGN, INC. ACCOUNTS RECEIVABLE PACKAGE: ALL OPEN INVOICES. When starting the Receivables, there comes a point in time when we need to transfer all of the open invoices to a new open item file. The best cut-off for this process is at a month-end time period. Whether the old system is a manual one, or some other computer system, a listing of outstanding open items must be used to 'Post' each invoice to the new system. The objective is to start with the same balance as your old system indicates you have. Once the invoices have been entered and you have a balanced Accounts Receivable Aging Report, you can go live, either with the Order Entry System or the 'Stand Alone' Accounts Receivable System. 2. 'STAND ALONE' ACCOUNTS RECEIVABLE SYSTEM. These programs are a means of entering invoices into the open items file on a daily basis. Since the Order Entry System is not generating the invoice, these manually computed invoices must be entered one at a time. Depending on the information needed, the operator can simply enter the customer number, invoice number, invoice date and amount. This will generate a Monthly Invoice Register that will show total sales amounts. Other than sales tax and freight, there is no other sales breakdown generated to allow a distribution to multiple general ledger numbers. The programs designed to generate this type of information all start with the letters 'ARD'. If a sales breakdown by general ledger number is needed, then a different set of programs must be used. Those programs that begin with the letters 'ARG' (G for General Ledger) are to be used. The entry program ARGDIVENT allows the operator to enter an invoice, and breakdown the general ledger number for sales into as many accounts are needed. Please refer to the operating instructions for these programs if this is the type of information you require. Once one method for entering invoices has been decided upon, that method must be used all the time. You cannot switch from one type of entry to the other in the same Accounting Period. Please consult with your project manager if you find it necessary to change the type of entry programs you want to use. Prophet 21, Inc. 6

7 DAILY INVOICE ENTRY SUBSYSTEM 1 ARDIVENT/ARGDIVENT - To enter invoices. 2 ARDIVREG/ARGDIVREG - List invoices entered. ARGDIVRG2 3 ARDIVDEL/ARGDIVDEL - Delete erroneous entries. 4 ARDIVUPD/ARGDIVUPD - To update entries. Prophet 21, Inc. 7

8 PREFACE TO CASH ENTRY SUBSYSTEM The method for using the ARCASH program and running the ARCASHREG and ARCASHUPD programs varies with the operating procedures of each company. The most common way of posting cash receipts is to have one operator at a time responsible for all entries, registers and updates. If your procedures rely on more than one operator, additional steps need to be taken to allow each operator the ability to print individual cash receipts registers in order to edit their work only, and the ability to execute individual cash updates. If your procedures allow one operator this responsibility, then no initial input for any of the programs involved with this subsystem is required. Simply execute the programs using the option on the menu with the initial input field blank. If your procedures require multiple operators the ability to post cash receipts, they would need to also run their own cash receipts registers and individual cash updates. In order for this to occur, each operator must initiate each of these programs with 'Initial Input', preferably using the first letter of their name as the controlling factor. If the operators have a common initial, you may want to have them use the first letter of their last names. It would be the responsibility of each operator to always execute each of these programs with their own initial input. * * * S P E C I A L N O T E * * * If during the course of cash posting the ARCASH program aborts due to a system or program failure, the CASH-WORK file must be bchecked prior to restarting ARCASH. The syntax for the bcheck routine is as follows: /usr/bin/bcheck -y /<directory>/cash-work <directory> represents the directory in which the CASH-WORK file resides (i.e., SDIH1). With this background, we can now proceed with the actual operating instructions of these programs. Prophet 21, Inc. 8

9 DAILY CASH RECEIPTS SUBSYSTEM 1 ARCASH - To post cash receipts. 2 ARCASHREG - List cash receipt postings. 3 ARDEPSLIP - Print deposit slips. 4 ARCASHUPD - Update cash receipt postings. Prophet 21, Inc. 9

10 SERVICE CHARGE SUBSYSTEM 1 ARAGING - Age customer open items. 2 ARSCHARGE - Calculate Service Charges. 3 ARSCLIST - Print Service Charge Edit list. 4 ARSCDELET - Delete Service Charge records. 5 ARSCUPDAT - Update Service Charges. 6 ARSCPRINT - Print Service Charge Invoices. 7 ARSCLIST - Print Service Charge Update list. Prophet 21, Inc. 10

11 MONTH END SUBSYSTEM 1 ARAGING - Aging Report and Update. 2 AROISTMNT - Statement Print. AROISTMT2 ARSTMNT ARBFSTMNT 3 ARSUMMARY - Summary Aging. 4 ARTRANREG - Monthly Transaction Register. 5 ARCASHMTD - Monthly Cash Receipts. 6 ARGLINTFC* - General Ledger Interface. 7 ARCOMMAGE - Commission Aging. 8 ARCOMMRPT - Commission Report. 9 ARCASHFS - Paid Open Item Purge. 10 ARMIVREG ** - Monthly Invoice Register. ARGMIVREG ** 11 ARROLLCST ** - Customer balance roll. * USE ONLY IF INTERFACING WITH GL MODULE. ** NEVER USE IF ORDER ENTRY MODULE IS BEING USED. Prophet 21, Inc. 11

12 BACKUP PROCEDURES In the course of running the Accounts Receivable programs, the instructions direct you to backup. The end of day routine will back up all data files, but there will be occasions where you will want to back up just the Accounts Receivable files, usually just before an update is about to occur. Take care to mark these backups in a backup log recording the date, time, information and who did the backup. If there is a problem with the update (ARINVUPD, APCHKUPD or ARGLINTFC), this backup would allow you to re-run the update without the fear of having a problem with your data. From the operator system prompt sign, usually a dollar ($) sign, type: SD-ARBACKUP (PRESS 'RETURN') The following displays will now begin: "THIS ROUTINE WILL BACKUP ALL ACCOUNTS RECEIVABLE DATA" "ON YOUR SYSTEM. IT WILL REQUIRE AT LEAST 1 TAPE" "IF ADDITIONAL TAPES ARE REQUIRED YOU WILL BE PROMPTED" "TO INSERT EACH TAPE WHEN IT IS TIME." "WHAT TYPE OF TAPE DRIVE DO YOU HAVE?" "ENTER 0 FOR 1/2" REEL TAPE" "ENTER 1 FOR 1/4" CARTRIDGE TAPE (QIC)" "PLEASE ENTER A 0 OR A 1" You should respond with the proper answer and press 'RETURN'. "MAKE SURE THE TAPE FOR BACKING UP IS IN THE TAPE DRIVE" If you have a tape drive - "THE WRITE ENABLE RING IS IN PLACE" If you have a QIC drive - "AND THE WRITE PROTECT SWITCH IS POINTED AWAY FROM 'SAFE'." "PRESS RETURN WHEN YOU ARE PREPARED TO CONTINUE." After you press 'RETURN' "BACKUP OF DATA FILES NOW BEGINNING" You will see the files that are being backed up displayed on the screen as they are written to the tape. If you do not see this display, the backup is not progressing as designed. After the final message, re-execute the backup routine. If it fails a second time, contact Support. "BACKUP OF DATA FILES IS NOW COMPLETE." "PLEASE PLACE ALL BACKUP TAPES IN A SAFE PLACE." Prophet 21, Inc. 12