Chapter 5: ACCOUNTS RECEIVABLE (AR)

Transcription

1 Chapter 5: ACCOUNTS RECEIVABLE (AR)

2 AR Sales Invoice 5.1 ACCOUNTS RECEIVABLE (AR) There are 3 types of programs that can be keyed in Biztrak for Accounts Receivable (AR) module. There s AR Sales Invoice, AR Debit Memo and AR Credit Memo. As for Customer Ledger Inquiry, Collection Analysis Inquiry and AR Report, these modules allows for retrieval or printing of information or data AR Sales Invoice AR Sales Invoice is the place to bill a company s customers. However, this program can be ignored if the Distribution module is purchased, as this program does not update the company s stocks. In this setup, a few fields that are printed in maroon colour are mandatory field(s) that need to be keyed in. Figure 5-1(a): Sales Invoice Create Header Tab In AR Sales Invoice 1 As shown in Figure 5-1(a): Sales Invoice, select AR at the Menu bar and click Sales Invoice. 2 AR Sales Invoice List window as shown in Figure 5-1(b): AR Sales Invoice List will prompt. Click the New icon to create a new sales invoice. 3 At AR Sales Invoice New window, right-click the Customer field to go into the Finder window and select a customer shown in Figure 5-1(c): AR Sales Invoice New (Header Tab). 4 Key in the invoice date at Invoice Date field. 5 Key in the invoice number at Invoice No field. System will generate an invoice number if the Invoice No field is not entered. 6 At Invoice Amt field, key in the invoiced amount. Biztrak: MSB Edition 10.9 Page 5-2

3 AR Sales Invoice Print Invoice button Print Delivery Note button Figure 5-1(b): AR Sales Invoice List Figure 5-1(c): AR Sales Invoice New (Header Tab) Biztrak: MSB Edition 10.9 Page 5-3

4 AR Sales Invoice 7 The default billing address will appear at Ship To and Zip Code field. Click the Browse button to select another delivery address. 8 Go to Details tab. 9 The Other Non-Mandatory fields that are not mentioned in Create Header Tab In AR Sales Invoice steps are shown below: (a) If applicable, select Source Code, Form Format, Trx Currency, Tax Sch, Tax Choice or Terms and key in Customer PO No, Delivery Note No, Rate, Freight, Invoice Notes or Remarks. Based on the transaction date, i.e. Invoice Date field, a new currency rate can be keyed at Rate field. System will then update the new rate (based on transaction date) into Foreign Exchange Rate table. With Freight field, this field can only be keyed when Freight-charge Account (Income) field found at Account Default group (Default tab) in System Parameter program has been setup. Figure 5-1(d): AR Sales Invoice New (Details Tab) Create Details Tab In AR Sales Invoice 1 As shown in Figure 5-1(d): AR Sales Invoice New (Details Tab), click New icon to enter the sales invoice details. A new row will be created by system. 2 Right-click the Acc. Code column to go into the Finder window and select an account to be credited. 3 Key in the sales quantity at Quantity column. 4 Key in the unit of measurement at UOM column. 5 Key in the unit price at Unit Price column. Biztrak: MSB Edition 10.9 Page 5-4

5 AR Sales Invoice 6 Click Save icon or OK button to save record. 7 The Other Non-Mandatory fields that are not mentioned in Create Details Tab In AR Sales Invoice steps are shown below: (a) Disc % Key in this field to allocate discounts for customer. (b) Analysis 1, Analysis 2, Analysis 3, Analysis 4 and Analysis 5. Quantity, UOM and Unit Price fields are used for informational purposes only. System will not capture the balances of quantity or cost of goods sold for the transaction entered. The double entry transactions for the sales invoice created can be viewed at Journal Entry tab. This is shown in Figure 5-1(e): AR Sales Invoice INV (Journal Entry Tab). The transactions can be viewed when sales invoice has been saved. At the AR Sales Invoice List window shown in Figure 5-1(b): AR Sales Invoice List, there are two buttons available which prints the Sales Invoice or Delivery Note documents. To print a document, select a sales invoice (after clicking the Retrieve icon) from the available search results found at Results column. An example of the sample print outs for the Sales Invoice and Delivery Note is shown in Figure 5-1(f): AR Sales Invoice Print Invoice and Figure 5-1(g): AR Sales Invoice Print Delivery Note. Please note that Sales Invoice can ONLY be printed when Source Entry column at AR Sales Invoice List is SJ. Figure 5-1(e): AR Sales Invoice INV (Journal Entry Tab) Biztrak: MSB Edition 10.9 Page 5-5

6 AR Sales Invoice Figure 5-1(f): AR Sales Invoice Print Invoice Figure 5-1(g): AR Sales Invoice Print Delivery Note Biztrak: MSB Edition 10.9 Page 5-6

7 AR Debit Memo AR Debit Memo AR Debit Memo is a document that debits a customer s account and explains the causes of debit. This transaction increases the customer's account balance. A debit memo is sent to customers for charges other than sales such as consultation fees, special handling charges or service contract. In this setup, a few fields that are printed in maroon colour are mandatory field(s) that need to be keyed in. Figure 5-2(a): AR Debit Memo Figure 5-2(b): Customer Debit Memo List Biztrak: MSB Edition 10.9 Page 5-7

8 AR Debit Memo Figure 5-2(c): Customer Debit Memo New (Header Tab) Create Header Tab In AR Debit Memo 1 As shown in Figure 5-2(a): AR Debit Memo, select AR at the Menu bar and click Debit Memo. 2 Customer Debit Memo List window as shown in Figure 5-2(b): Customer Debit Memo List will prompt. Click the New icon to create a new debit memo. 3 At Customer Debit Memo New window, right-click the Customer field to go into the Finder window and select a customer shown in Figure 5-2(c): Customer Debit Memo New (Header Tab). 4 Key in the debit memo date at Debit Memo Date field. 5 Key in the debit memo number at Debit Memo No field. 6 At Debit Memo Amt field, key in the debit memo amount. System will generate a debit memo number if the Debit Memo No field is not entered. 7 Go to Details tab. 8 The Other Non-Mandatory fields that are not mentioned in Create Header Tab In AR Debit Memo steps are shown below: (a) If applicable, select Terms, Trx Currency, Tax Sch or Tax Choice and key in Reference 2, Salesperson, Rate, Freight or Remarks. TIP(S): Once customer debit memo amount is keyed at the Amount column in Details tab, Debit Memo Amt field at Header tab will automatically be displayed. Biztrak: MSB Edition 10.9 Page 5-8

9 AR Debit Memo Based on the transaction date, i.e. Debit Memo Date field, a new currency rate can be keyed at Rate field. System will then update the new rate (based on transaction date) into Foreign Exchange Rate table. With Freight field, this field can only be keyed when Freight-charge Account (Income) field found at Account Default group (Default tab) in System Parameter program has been setup. Figure 5-2(d): Customer Debit Memo New (Details Tab) Create Details Tab In AR Customer Debit Memo 1 As shown in Figure 5-2(d): Customer Debit Memo New (Details Tab), click New icon to enter the customer debit memo details. A new row will be created by system. 2 Right-click the Acc. Code column to go into the Finder window and select an account code to be credited. 3 Key in the debit memo amount at Amount column. 4 Click Save icon or OK button to save record. Quantity, UOM and Unit Price fields are used for informational purposes only. System will not capture the balances of quantity or cost of goods sold for the transaction entered. The double entry transactions for the debit memo created can be viewed at Journal Entry tab. This is shown in Figure 5-2(e): Customer Debit Memo DM (Journal Entry Tab). The transactions can be viewed when customer debit memo has been saved. Biztrak: MSB Edition 10.9 Page 5-9

10 AR Credit Memo Figure 5-2(e): Customer Debit Memo DM (Journal Entry Tab) AR Credit Memo With AR Credit Memo, the credit memo is sent to customer when items are returned to the company. At the same time, credit memo can also be used when discounts are given to the company or have been overcharged. The credit memo will state the amount deducted for the returned items. It decreases the customer's account balance. In this setup, a few fields that are printed in maroon colour are mandatory field(s) that need to be keyed in. Figure 5-3(a): AR Credit Memo Create Header Tab In AR Customer Credit Memo 1 As shown in Figure 5-3(a): AR Credit Memo, select AR at the Menu bar and click Credit Memo. 2 Customer Credit Memo List window as shown in Figure 5-3(b): Customer Credit Memo List will prompt. Click the New icon to create a new credit memo. Biztrak: MSB Edition 10.9 Page 5-10

11 AR Credit Memo Figure 5-3(b): Customer Credit Memo List 3 At Customer Credit Memo New window, right-click the Customer field to go to the Finder window and select a customer shown in Figure 5-3(c): Customer Credit Memo New (Header Tab). 4 Key in the credit memo date at CM Date field. 5 Key in the credit memo number at Credit Memo No field. System will generate a credit memo number if the Credit Memo No field is not entered. 6 At Credit Memo Amt field, key in the credit memo amount. 7 Go to CM Details tab. 8 The Other Non-Mandatory fields that are not mentioned in Create Header Tab In AR Credit Memo steps are shown below: (a) If applicable, select Trx Currency, Tax Sch or Tax Choice and key in Reference 2, Salesperson, Rate, Freight, Customer Notes or Remarks. Biztrak: MSB Edition 10.9 Page 5-11

12 AR Credit Memo Figure 5-3(c): Customer Credit Memo New (Header Tab) TIP(S): Once customer credit memo amount is keyed at the Amount column in Details tab, Credit Memo Amt field at Header tab will automatically be displayed. Figure 5-3(d): Customer Credit Memo New (CM Details Tab) Create CM Details Tab In AR Customer Credit Memo 1 As shown in Figure 5-3(d): Customer Credit Memo New (CM Details Tab), click New icon to enter the customer credit memo details. A new row will be created by system. 2 Right-click the Acc. Code column to go into the Finder window and select an account code to be debited. Biztrak: MSB Edition 10.9 Page 5-12

13 AR Credit Memo 3 Key in the credit memo amount at Amount column. 4 Go to Outstanding Invoice/DM tab. The following step, i.e. Reconcile Outstanding Invoice/DM Tab In AR Customer Credit Memo can be ignored if there is no certainty on which invoice/ debit memo that need to be offset. No currency is involved in this step as well. Quantity, UOM and Unit Price fields are used for informational purposes only. System will not capture the balances of quantity or cost of goods sold for the transaction entered. TIP(S): Once credit memo amount is keyed at the Amount column in CM Details tab, Credit Memo Amt field at Header tab will automatically be displayed. Figure 5-3(e): Customer Credit Memo New (Outstanding Invoice/DM Tab) Reconcile Outstanding Invoice/DM Tab In AR Customer Credit Memo All the outstanding Sales Invoice and Customer Debit Memo will be listed here. This is where reconciliation of selected invoices or debit memo is made. 1a At Outstanding Invoice/DM tab shown in Figure 5-3(e): Customer Credit Memo New (Outstanding Invoice/DM Tab), double-click the Applied (Trx $) column to key in the amount that need to be reconciled. OR 1b Key in the amount manually at Applied (Trx $) column. OR 1c Click the Automatch button to allow system to automatically reconcile the amount. This auto-matching is made through FIFO (First In First Out) basis. Biztrak: MSB Edition 10.9 Page 5-13

14 AR Credit Memo 2 Click Apply button to save record. Reconcile Outstanding Invoice/DM Tab In AR Customer Credit Memo steps can only reconcile outstanding invoices/ debit memo. This excludes credit memo or receipt. The reconciled invoice/ debit memo transactions can be viewed at Invoice/DM Reconciled tab. This is shown in Figure 5-3(f): Customer Credit Memo CM (Invoice/DM Reconciled Tab). The transactions can be viewed when customer credit memo has been applied. The applied transactions can be undone by using the Unapply button. As for double entry transactions for the credit memo created, the entries can be viewed at Journal Entry tab. This is shown in Figure 5-3(g): Customer Credit Memo CM (Journal Entry Tab). The transactions can be viewed when customer credit memo has been applied. Figure 5-3(f): Customer Credit Memo CM (Invoice/DM Reconciled Tab) Figure 5-3(g): Customer Credit Memo CM (Journal Entry Tab) Biztrak: MSB Edition 10.9 Page 5-14

15 AR Customer Ledger Inquiry AR Customer Ledger Inquiry AR Customer Ledger Inquiry is the place to retrieve information on the accounts for a particular customer within a specified period. Figure 5-4(a): Customer Ledger Inquiry Figure 5-4(b): Retrieve Customer Ledger Inquiry Retrieve Customer Ledger Inquiry 1 As shown in Figure 5-4(a): Customer Ledger Inquiry, select AR at the Menu bar and click Customer Ledger Inquiry. 2 Another window as shown in Figure 5-4(b): Retrieve Customer Ledger Inquiry will prompt. Specify the duration date, i.e. Date From and Date To field. 3 Select a customer at the Customer field. 4 Mark the relevant checkbox to obtain a more specific search result. 5 Click Retrieve icon allowing system to retrieve the filtered customer ledgers. Biztrak: MSB Edition 10.9 Page 5-15

16 AR Collection Analysis Inquiry Figure 5-4(c): Outstanding Collection Checkbox Figure 5-4(d): Report In Customer Currency Checkbox Each customer ledger shown in Figure 5-4(b): Retrieve Customer Ledger Inquiry can be double-clicked to drill down and display its transactions. When the Outstanding Collection checkbox as shown in Figure 5-4(c): Outstanding Collection Checkbox is ticked, only outstanding accounts will be retrieved. System will calculate overdue days based on the credit terms entered. As for Report in Customer Currency checkbox shown in Figure 5-4(d): Report In Customer Currency Checkbox, tick this checkbox to display the customer s currency AR Collection Analysis Inquiry AR Collection Analysis Inquiry is the place to analyse collections for a particular customer within a specified period. Figure 5-5(a): AR Collection Analysis Inquiry Retrieve Collection Analysis Inquiry 1 As shown in Figure 5-5(a): AR Collection Analysis Inquiry, select AR at the Menu bar and click Collection Analysis Inquiry. 2 Another window as shown in Figure 5-5(b): Retrieve Collection Analysis Inquiry will prompt. Specify the duration date, i.e. Date From and Date To field. 3 Select a customer at the Customer field. Biztrak: MSB Edition 10.9 Page 5-16

17 AR Report 4 Mark the relevant checkbox to obtain a more specific search result. 5 Click Retrieve icon allowing system to retrieve the filtered collection analysis. Each collection analysis shown in Figure 5-5(b): Retrieve Collection Analysis Inquiry can be double-clicked to drill down and display its transactions. Figure 5-5(b): Retrieve Collection Analysis Inquiry AR Report AR Report is the place to retrieve all Accounts Receivable reports that is available in Biztrak. In this section, a sample on how to retrieve an AR report will be shown below. Figure 5-6(a): AR Report Retrieve AR Report 1 As shown in Figure 5-6(a): AR Report, select AR at the Menu bar and click AR Report. 2 The available reports in AR module are shown in Figure 5-6(b): AR Report Lists. Double-click Customer Ledger report to retrieve the required information. Biztrak: MSB Edition 10.9 Page 5-17

18 AR Report 3 Another window, i.e. Customer Ledger will prompt. This is shown in Figure 5-6(c): Customer Ledger Report. Key in date from and date to at Date From and Date To field respectively. 4 Select customer and click Retrieve icon to display the filtered results. Figure 5-6(b): AR Report Lists Biztrak: MSB Edition 10.9 Page 5-18

19 AR Report Figure 5-6(c): Customer Ledger Report As shown in Figure 5-6(d): Choose Customer Radio Button to Figure 5-6(h): Report In Customer Currency, these options and checkboxes are available at Customer Ledger report. At Figure 5-6(d): Choose Customer Radio Button, specify the selection criteria by either clicking on the All Customers or Selected Customers options. To enter a selected option, click the available selection from the drop-down list that appears. In order to display contra items that includes invoices and debit memo, the checkbox as shown in Figure 5-6(e): Contra Items Checkbox need to ticked. As for Suppress Zero checkbox shown in Figure 5-6(f): Suppress Zero Checkbox, tick this checkbox to exclude all zero balance transactions. Tick Active Customers checkbox shown in Figure 5-6(g): Active Customers Checkbox to display all active customers. Finally, tick Report in Customer Currency checkbox shown in Figure 5-6(h): Report In Customer Currency to display report in customer s foreign currency. Figure 5-6(d): Choose Customer Radio Button Figure 5-6(e): Contra Items Checkbox Figure 5-6(f): Suppress Zero Checkbox Biztrak: MSB Edition 10.9 Page 5-19

20 AR Report Figure 5-6(g): Active Customers Checkbox Figure 5-6(h): Report In Customer Currency Biztrak: MSB Edition 10.9 Page 5-20