Disassembly of the CertiflexDimension software is also expressly prohibited.

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2 All cntent included in CertiflexDimensin prgrams, manuals and materials generated by the prgrams are the prperty f The Versatile Grup Inc. (TVG) and are prtected by United States and Internatinal cpyright laws. Any use ther than fr infrmatin related t peratin and use f licensed (TVG) sftware and services, including the reprductin, mdificatin, distributin, transmissin, republicatin, display r perfrmance f the cntent n this site is strictly prhibited. Disassembly f the CertiflexDimensin sftware is als expressly prhibited. CertiflexDimensin, the CertiflexDimensin lg and The Versatile Grup lg are trademarks f The Versatile Grup, Inc. All ther brand and prduct names and trademarks are registered trademarks f their respective cmpanies. Infrmatin in this manual is subject t change withut ntice and des nt represent a cmmitment n the part f the custmer r The Versatile Grup, Inc. The sftware described in this manual is furnished under a license agreement and may be used nly in accrdance with the terms f that agreement. The Versatile Grup, Inc Spring Valley Rad Dallas, TX (972) fax: (972) Versin 10.0 All Rights Reserved. Printed in U.S.A. AR10U 07/12 2

3 Accunts Receivable Operatins Guide... 6 Intrductin... 6 What Yu Need T Knw First... 6 Start-Up Cycle... 6 Defining the Master Data Accunts Receivable Cmpany Master Data Main Alert Mems/User Key Invice/Statement Special Orders Maintain Custmers Adding a Custmer Advanced: Recalculate a Custmer Accunt Advanced: Renumbering a Custmer Advanced: Merging a Custmer Advanced: Cpying a Custmer Advanced: Mving a Custmer Maintain Sales Cdes Regular Sales Cdes Adding a Regular Sales Cde Changing a Regular Sales Cde Deleting a Regular Sales Cde System Sales Cdes Changing a System Sales Cde Descriptin Only Sales Cdes Adding a Descriptin Only Sales Cde Changing a Descriptin Only Sales Cde Deleting a Descriptin Only Sales Cde Sales Cde Grups Maintain Salespersns Adding a Salespersn Changing a Salespersn Deleting a Salespersn Maintain Tax Entities Adding a Tax Entity Changing a Tax Entity Deleting a Tax Entity Maintain Tax Rates Adding a Tax Rate Changing a Tax Rate Deleting a Tax Rate Maintain Cycle Billing Add, Edit, Delete r Cpy Cycles Print & Pst Cycle Invices Maintain Cycle Billing Invices Recrd Invices Transactins Accunts Receivable Abut Recrding Invices Recrd Invices Recrding an Invice Select Custmer and Start Transactin Transactin Cntact and Addresses Transactin Header Transactin Detail

4 Regular Detail Lines (Type 1) Descriptin Only Lines (Type 0) Quick Inventry Lines (Type 2) Inventry Lines (Type 3) Inventry Kit Lines (Type 4) Detail Listing and Transactin Ttals Recrd Manual Invices Recrd Manual Invices Apply Payments Applying a Payment Open Item Maintenance Open Item Search Rescheduling an Invice Remving an Offsetting Transactin Cnslidate Invices Apply Finance Charges Applying a Finance Charge Pst Accunts Receivable t General Ledger Pst A/R t Ledger Recrd Cllectin New Nte Edit Nte Reprint Invice Cpy t Clipbard Cllectin Ntice Finish and Exit Checks/Depsits Accunts Receivable Depsit System New Check/Cash Depsit New Credit Card Depsit Reviews Accunts Receivable Review Custmer Accunts Reviewing a Custmer Reprts Accunts Receivable Accunts Receivable Reprts Unpsted Transactins & Psted Transactins Sales Jurnal Depsit Jurnal Transactins by Salespersn Transactins by Sales Cde Aging Reprts Past Due Cllectin Reprt Sales Tax by Entity Sales Tax by Rate Histry Reprts Cmmissins Custmer Labels Custmer Listing Custmer Maintenance Cntact Listing by Custmer Ship-T Key Listing Sales Cde Listing Tax Entity Listing Tax Rate Listing Salespersn Listing Custmer Detail Ntes

5 Print Custmer Statements Printing a Custmer Statement Reprint Invices Reprinting an Invice Reprint Depsit Summaries Cmpressing a Transactin File Print WrkSheet Reprts WrkSheets Start New Perid Files Cmpressing Data Files Cmpress Custmer Histry

6 Accunts Receivable Operatins Guide Intrductin Welcme t CertiflexDimensin Accunts Receivable! This Operatins Guide is designed t help yu get started using the prgram. It is rganized in a fashin fr first time users and details the steps yu need t fllw nce the system is installed. It can als be used as a reference t help yu with day-t-day prcessing. T get the mst ut f CertiflexDimensin Accunts Receivable and t guard against wasted definitin time, it is very imprtant that yu read this guide and familiarize yurself with the prduct befre yu begin prcessing. This guide is used in cnjunctin with the CertiflexDimensin System Manager Guide. The System Manager Guide details the CertiflexDimensin terminlgy, functins, general prgram verviews, general prgram buttns, and fields. It als shws yu hw t: Cnfigure Users and Define System Security Cnfigure User Defined Mems Change the Prcessing Date Add Cmpanies Print Reprts It is extremely imprtant that yu read the System Manager Guide befre yu begin using the Accunts Receivable prgram. What Yu Need T Knw First Start-Up Cycle This versin f CertiflexDimensin is a Micrsft Windws applicatin. Yu must be familiar with Windws befre yu can use the Accunts Receivable prgram. Befre yu begin wrking, make sure that yu have crrectly installed CertiflexDimensin n yur cmputer. T install the prgram, refer t the Installatin Instructins included in yur package. Yu are ready t begin prcessing after yu: Install CertiflexDimensin, Read the CertiflexDimensin System Manager Guide, Read the Accunts Receivable Operatins Guide, and Add Cmpanies t the System Please use the fllwing Schedule f Events as a guide t using the CertiflexDimensin Accunts Receivable prgram. 6

7 Design yur custmer numbering scheme n paper (if yu d nt plan n using the system autmatic r sequential numbering system): Read the Maintain Custmers sectin t fully understand hw CertiflexDimensin numbers custmers and what numbering scheme is best fr yur cmpany needs. NOTE: If yu are cnverting frm CertiflexDimensin v9, yu d nt need t perfrm the start-up functins. Order yur Accunts Receivable invice and statement frms: The system is pre-set t print invices and statements n plain, 8½" x 11" paper. This allws yu t avid the expense f btaining pre-printed invice and statement frms r allws yu t immediately begin printing yur invices and statements befre yur frms arrive. The CertiflexDimensin Accunts Receivable prgram includes several invice and statement frm types. Enclsed with yur CertiflexDimensin rder is a Certiflex Frms brchure fr rdering invices and statements. If yu have any questins abut the invice r statement frm r style, call Certiflex Frms directly at Create the cmpany files: Befre the system will allw yu t d anything in Accunts Receivable fr the cmpany, yu must first create the cmpany files. Refer t the CertiflexDimensin System Manager Guide t prperly create the cmpany files. Define the Master Data: A part f creating the cmpany files is t define the cmpany's Master Data. These instructins are fund in the Defining the Master Data sectin. Yu must prperly define the Master Data befre yu begin adding custmers. Define the Sales Tax Rates and Sales Taxing Entities: This step defines the sales tax percentages fr the different taxing entities fr autmatic tax calculatin during invicing. The instructins fr this step are fund in the Maintain Tax Entities and Maintain Tax Rates sectins. NOTE: If the cmpany never charges sales tax, yu d nt need t perfrm this step. Define the Sales Cdes: Fr each invice detail line that yu enter, the system will require yu t specify a Sales Cde. The Sales Cde is used t track sales by type and t pst the Accunts Receivable t the General Ledger, if yu are perating interactively with the CertiflexDimensin General Ledger prgram. In this step yu need t define the Sales Cde numbers that yu will use, the Sales Cde descriptins and the General Ledger accunt numbers the Sales Cdes will pst t. Fr cmplete instructins n this step, refer t the Maintain Sales Cdes sectin. Gather custmer infrmatin: The system will ask yu the fllwing infrmatin fr each custmer: Custmer number Custmer name Address line 1 Address line 2 7

8 City, State, Zip Cde Cntact name Phne number Fax number Class (class allws yu t grup r classify the custmers tgether) Terms Salespersn Ship t infrmatin Mem field infrmatin Custmer status Sales tax rate Taxable status Tax exempt number Price level Custmer type (Open Item r Balance Frward) address Web-site address Accunt PIN number Statement cycle Finance charge status Credit limit Discunt percent Retainage percent Number f invices YTD (fiscal) Number f invices last year (fiscal) Dllar amunt f invices YTD (fiscal) Dllar amunt f invices last year (fiscal) Last invice date Last invice number Last invice amunt Last payment date Last payment number Last payment amunt Finance charges YTD (fiscal) Finance charges last year (fiscal) Custmer's ttal number f payments Custmer's ttal number f payment days It is nt mandatry t define the infrmatin fr each f these fields while yu are adding custmers. Hwever, we recmmend that yu define as much infrmatin during the additin f the custmers as pssible s that yu can btain the mst cmplete use f the system. 8

9 Yu will als need t determine, fr each custmer, which unpaid invices yu need t add t the system as an existing pen item and which invices yu need t pst t the system. Yu shuld add an unpaid invice as an existing pen item if yu have already recrded the invice t the General Ledger. All ther unpaid invices shuld be added t the system thrugh Recrding Invices. Define the Default Custmer: The system cpies the infrmatin defined n the Default Custmer t all custmers yu add t the system. This allws yu t define cmmn custmer infrmatin n ne master custmer recrd. Refer t the Maintain Custmers sectin fr a detailed explanatin f this prcedure. Add the existing custmers: Yu need t add all the existing custmers t the Accunts Receivable files. Refer t Maintain Custmers fr a detailed explanatin f this prcedure. Print the Custmer Maintenance Reprt: This reprt allws yu t verify that the infrmatin yu entered fr each custmer is crrect. Refer t the Accunts Receivable Reprts sectin fr a detailed explanatin f this prcedure. Add the custmer's prir histry infrmatin and existing pen items: Nw that yu have added all f the custmers, yu need t add each custmer's prir histry transactins and unpaid invices (thse that have already been psted t the General Ledger). Refer t the Maintain Custmers sectin fr a detailed explanatin f these prcedures. Print the Detailed Aged Accunts Receivable Reprt: This reprt allws yu t cmpare the pen items fr each custmer with yur previus Accunts Receivable recrds. Refer t the Accunts Receivable Reprts sectin fr a detailed explanatin f this prcedure. When yu print this reprt, yu shuld check the pen items listed fr each custmer against yur previus recrds. Make certain that each custmer's accunt balance n the reprt agrees t the balance in yur previus recrds. It is als very imprtant that the ttal f the reprt agrees with the General Ledger Accunts Receivable accunt ttal. If any f the pen items yu added have the wrng amunt, yu shuld d a credit mem pen item fr the incrrect amunt and Remve Offsetting Transactins. Yu shuld then reenter the pen item with the crrect amunt. Make a backup: Yu have nw added all f yur custmer infrmatin and yu are ready t begin nrmal prcessing. It is very imprtant that yu make a backup f the Accunts Receivable data files t guard against the pssibility f lsing yur wrk. 9

10 Defining the Master Data Accunts Receivable Cmpany Master Data Main Cmpany Master Data Settings allws yu t cnfigure the Accunts Receivable prgram t fit yur individual cmpany's needs. The prgram is very flexible with respect t cnfiguratin, and the fields defined in this ptin are very imprtant in regard t hw the prgram will perate. Please read this sectin s that yu may define the Master Data in the manner best suited fr the cmpany. T access the Master Data cntrls, click >File >Cmpany Maintenance >Master Data Prperties, and then click n the Accunts Receivable and Order Entry buttn. Select the Main tab t define the fllwing: Name and Address: Enter r change the name and address infrmatin fr the cmpany. Numbering: The system maintains all custmers in bth alphabetical and numerical rder. Therefre, each custmer must have bth a name and a number. The system allws yu t chse between three different numbering methds: User Selects Number: With this numbering type, during the additin f custmers the system des nt autmatically generate a custmer number. The system prmpts yu fr the custmer number. This number type allws yu t design yur wn numbering scheme fr the custmers. 10

11 Autmatic with User Override: With this numbering type, during the additin f custmers, the system selects an apprpriate custmer number, based n the custmer name. Hwever, the system allws yu t edit r change the number cmpletely befre it adds the custmer. This numbering type allws the system t cntrl the numbering but allws yu t have the ability t adjust the numbers t fit yur persnal needs. We recmmend that yu use this numbering type. If yu use this numbering type and accept the system's suggested custmer numbers, the Accunts Receivable reprts will print in bth alphabetical and numerical rder, regardless f the index selectin. Sequential Numbering: With this numbering type, during the additin f custmers, the system numbers the new custmer ne greater than the last custmer n file. Select the custmer numbering type that is best fr yur cmpany. NOTE: Once a custmer numbering type is selected and custmers are added, yu shuld nt change the numbering type. Early Pay Discunt: This field allws yu t define hw the system shuld calculate and print the early pay discunt n the invice, if yu allw the custmers t take an early pay discunt. Calculated n Net: Select this ptin if yu want the system t calculate an early pay discunt amunt n the net amunt f the invice but nt print the early pay discunt amunt n the custmer's invice. Calculated n Net + Tax: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's net plus tax amunt but nt print the early pay discunt amunt n the custmer's invice. Calculated n Net + Freight: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's net plus freight amunt but nt print the early pay discunt amunt n the custmer's invice. Calculated n Ttal: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's ttal amunt but nt print the early pay discunt amunt n the custmer's invice. Calculated and Print n Net: Select this ptin if yu want the system t calculate an early pay discunt amunt n the net amunt f the invice and print the early pay discunt amunt n the custmer's invice. Calculated and Print n Net + Tax: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's net plus tax amunt and print the early pay discunt amunt n the custmer's invice. Calculated and Print n Net + Freight: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's net plus freight amunt and print the early pay discunt amunt n the custmer's invice. 11

12 Calculated and Print n Ttal: Select this ptin if yu want the system t calculate an early pay discunt amunt n the invice's ttal amunt and print the early pay discunt amunt n the custmer's invice. NOTE: If yu define a calculatin ptin then decide t n lnger ffer an early pay discunt amunt, yu wuld select any f the Early Pay Discunt ptins that d nt print. The system will still calculate an early pay discunt amunt but the amunt will never print n an invice. This way, the custmer will never see an ptin t take an early pay discunt. Cash Applicatins: This field allws yu t define hw yu want the system t print the Cash Applicatin Reprt and Depsit Summary Reprt after psting payments. These reprts are very useful audit trails f payment transactins. The system allws yu t pick ne f tw ptins: Print One Page: Select this ptin if yu d nt want the system t print all payments n individual pages. Print Separate Pages: Select this ptin if yu want the system t print all payment transactins n individual pages. Access Key: Thrughut the prgram the system prmpts yu fr custmers. Yu can define the way the custmers are asked fr (indexed). Select the frmat yu want t use fr the main primary custmer index. Ending Perid: This field displays the ending date f the current prcessing perid. The system will update this field autmatically when yu start files fr a new perid. Yu wuld nrmally nt change the ending perid fr this field. If yu d, yu culd drastically affect all transactin prcessing. General Ledger Interactive: Select this check bx if yu are perating interactively with the CertiflexDimensin General Ledger prgram. Inventry Interactive: Select this check bx if yu are perating interactively with the CertiflexDimensin Inventry prgram. Payments Balance Frward First: Select this check bx if yu want the system t pst payments fr Balance Frward custmers t the custmer's utstanding balance first. If yu want the system t apply payments fr Balance Frward custmers t any finance charge amunts first, befre applying the payment t the custmer's utstanding balance, d nt select this check bx. NOTE: This field des nt affect Open Item type custmers. Cnslidate Cst f Sales: When yu are perating interactively with the CertiflexDimensin Inventry prgram and when yu have the field Ask Unit Cst selected, the system will autmatically calculate a cst f sale fr each invice detail line. Select this check bx if yu want all invice detail lines with a cst t have the extended cst cnslidated int sales cde If yu want all invice detail lines with a cst t have the extended cst saved t a specific sales cde s cst f sales, d nt select this check bx. 12

13 Leaving this check bx clear allws yu t have a greater breakdwn f yur cst f sales by each individual sales cde s yu can track cst n a detailed level. Use Depsit System: Select this check bx if yu want t use the Depsit System fully explained in the Depsit System sectin f this Guide. Allw Prir Perid: Select this check bx if yu want the system t allw yu t prcess the Accunts Receivable prgram in the mst recent prir perid. Alert Mems/User Key NOTE: The system will nly allw yu t prcess in ne perid prir t the current perid. The system will nt allw yu t prcess in any ther prir perid. The system will nly allw yu t access a prir perid fr recrding invices and applying payments. When applying payments in a prir perid, the system will display the custmer's items and apply the payment as if the custmer was a Balance Frward type custmer, even if the custmer is an Open Item type custmer. Select the Alert Mems/User Key tab t define the mem field headings: Mems: The prgram allws yu t maintain up t fur lines f infrmatin n each custmer that the prgram des nt already have a field fr. Mems can be used fr reminders, special ntes, etc. This screen allws yu t define the headings f the fur alert mem lines. Security Access Levels: Fr each mem line, yu can set a security access level s nly peple with the apprpriate access level can mdify and add the alert mems. Refer t the CertiflexDimensin System Manager Guide fr detailed infrmatin n access levels. User Key: The prgram als allws yu t define a user key. This key is used t title custmers with cde wrds that are easier t remember than their name r number. Yu can then index the system t lcate custmers by the user key. On this screen, yu define the title fr the user key. 13

14 Invice/Statement Select the Invice/Statement tab t define the fllwing infrmatin: Invices Ask Quantity Shipped: Select this check bx if yu want the system t prmpt yu fr the quantity shipped in additin t the quantity rdered during recrding invices. If yu select this check bx, the system will use the quantity shipped t determine the extended amunt fr the invice detail line. If yu d nt select this check bx, the system will nly prmpt yu fr the quantity rdered fr each detail line. That quantity is used fr the calculatin f the extended price. Ask Invice Number: D nt select this check bx if yu want the system t autmatically assign the next sequential transactin number (as defined in the Next Invice Number, Next Debit Mem Number, and Next Credit Mem Number fields), and allw yu t accept the number r t verride the number. If yu want the system t prmpt yu fr the transactin number each time yu recrd a transactin, select this check bx. If yu have salespeple in the field (each writing invices) that use a variety f different invice numbering rders and yu are psting them at a later time, yu wuld select this check bx, t cause the system t prmpt yu fr each invice number used. Ask Unit Cst: Select this check bx if yu want the system t prmpt yu fr the unit cst f nn-inventry detail lines entered during recrding transactins. If yu allw the system t prmpt yu fr the unit cst f an item, the system will track the cst f sales f each item and reprt n the Unpsted Transactins and Psted Transactins reprts. The system will als update the cst f sales amunts t the General Ledger prgram, if yu are perating interactively with CertiflexDimensin General Ledger. If the detail item is an inventry item, the system will autmatically retrieve the unit cst amunt frm the CertiflexDimensin Inventry prgram. 14

15 If yu invice service items, such as cnsultatin fees, service calls, etc., yu nrmally wuld nt have a unit cst. Therefre, yu wuld nt select this check bx. If yu are accunting fr cst f sales thrugh anther surce r thrugh a separate jurnal entry, d nt select this check bx. Display Cmmissins: Select this check bx if yu want the system t display the salespersn's cmmissin amunt during the recrding f invices and when reviewing detail infrmatin. If yu d nt select this check bx, the system will nt display the salespersn's cmmissin amunt, nr will the system allw yu t verride the cmmissin amunt calculated. Detail n Psting Listing: When yu recrd manual invices, the system will print a Transactin Psting Register. Select this check bx yu want the system t prvide a sales cde breakdwn fr each invice psted. If yu want this reprt t print nly the invice ttal amunt fr each invice, d nt select this check bx. Check fr Duplicate Invice Numbers: Select this check bx if yu want the system t check the current custmer fr duplicate invice numbers when recrding invices. This feature is active nly if the user is assigning invice numbers (Ask Invice Number). Display Inventry Item Cst: Select this check bx if yu want the system t display inventry item cst n yur screen during invice data entry. This ptin is nly active in cmbinatin with Ask Unit Cst. Discunts: This field allws yu t define hw yu want the system t handle custmer discunts during recrding invices. Statements Discunts Per Line: This ptin will instruct the system t calculate a discunt n each individual invice detail line. Discunt n Subttal: This ptin will instruct the system t calculate a discunt n the invice subttal, befre taxes and freight. NOTE: If the cmpany des nt allw discunts fr custmers, yu need t set this field t Discunt n Subttal and make sure that all custmers are defined with a discunt percentage f Print Terms: The system uses the input in this field fr the term descriptin that prints n the custmer's invice. The system des nt base any calculatins n this field. Therefre, yu can use this field t have the system print a different term n the invice than the custmer's actual aging term. Fr example, if yu define a custmer with terms f Net 30 but yu wuld rather the custmer pay earlier, yu can enter a print term here f Net 10. The invice will say the balance is due in 10 days but the system still bases its aging calculatin n the Net 30 term. Message: This field allws yu t enter any message that yu wuld like t print n each invice. This culd be a hliday greeting, ntice, etc. If yu d nt wish t print a message n the invice, leave this field blank. Statement Message: This field allws yu t enter any message that yu wuld like t print n each statement. This culd be a hliday greeting, ntice, etc. If yu d nt wish t print a message n the statement, leave this field blank. 15

16 Special Past Due Message: This field allws yu t enter any past due message that yu wuld like t print n each statement that includes a past due amunt. Select the Special tab t define the fllwing infrmatin: Receivables Aging This sectin allws yu t change the aging clumn calculatins fr the Aged Receivables, Aged Receivables by Salespersn, and Histrical Aged Receivables reprts. When shipped, the system was set with defaults fr the aging clumns f 1-30, 31-60, and Over 60. If the reprt aging clumns need t be different, yu can change the clumn definitins here. The system takes int cnsideratin three items t determine the age f each custmer's pen items: the aging criteria (as defined here), the due date f the pen item, and the current prcessing date. Fr example, if yu are using the system's default aging and a custmer has the fllwing unpaid pen items, Invice Number Amunt Due Date $ /10/ $ /27/ $ /11/ $ /27/12 If yu set the prcessing date t 12/31/12 and print an aging fr this custmer, his aging wuld be: Current 1 t t 60 Over 60 $0.00 $ $27.91 $63.25 NOTE: The heading fr clumn ne f the aging reprts is always CURRENT. The CURRENT clumn will list all pen items that are nt past due. 16

17 Heading Clumn Tw/Heading Clumn Three/Heading Clumn Fur: These fields allw yu t specify the aging clumn headings that will print n the aging reprts. The system will allw yu t enter anything that yu like fr the headings. Yu will nrmally want t define each aging heading t crrespnd t the Oldest Invice in days fields belw. Otherwise, the aging reprts may be hard t understand because the system uses the Oldest Invice in days fields belw fr aging calculatins. Yur input here is fr printing and display purpses nly. The system des nt use the input here fr aging calculatins. Aging calculatins are based n the Oldest Invice fields. Oldest Invice Clumn Tw/Oldest Invice Clumn Three: These fields allw yu t specify what clumn each unpaid pen item shuld g, based n the due date f each pen item and the prcessing date used t calculate the aging. Oldest Invice Clumn Tw specifies hw many days past the due date an pen item must be befre it will mve frm aging clumn tw int aging clumn three. Oldest Invice Clumn Three specifies hw many days past the due date an pen item must be befre it will mve frm aging clumn three int aging clumn fur. NOTE: The input fr Oldest Invice Clumn Tw must be smaller than the input fr Oldest Invice Clumn Three. The system des nt prmpt yu t define the CURRENT clumn. The CURRENT clumn cntains all pen items with a due date after and including the current prcessing date. Finance Charges This sectin allws yu t define the finance charge infrmatin. If the cmpany des nt calculate finance charges n past due invices, yu d nt need t define this sectin. Mnthly Charge % One: Enter the finance charge percentage. Mnthly Charge % Tw: If the cmpany charges a different finance charge percentage fr past due balances that are equal t r mre than a set dllar amunt, enter the percent here. If the cmpany charges the same finance charge n matter what a custmer's past due balance is, d nt define this field. NOTE: If yu define a percentage fr this field, yu will als need t define the Finance Tw Lwer Limit field. Finance Tw Lwer Limit: Enter the dllar amunt a custmer's past due balance must equal r surpass t be charged the secnd finance charge percentage. Charge Descriptin: Enter the descriptin yu want the system t print n a custmer's statement fr finance charges incurred. Days after which t Apply: This field allws yu t define hw many days past the custmer's due date yu want the system t wait befre finance charges are incurred. In ther wrds, hw many grace days are yu giving the custmer. 17

18 Numbering Fr example, if yu set this field t 10, the system will nt calculate finance charges fr any past due balances that are past due nly 10 r fewer days. Cmpund Finance Charges: Select this check bx if yu want the system t calculate finance charges n past due balances and any previusly incurred finance charges that are als unpaid. If yu want the system t calculate finance charges n past due balances nly and nt n any past due finance charges, d nt select this check bx. Effective Date: T accrue finance charges t transactin that ccurred after a certain calendar date, enter that date here. This is nrmally nly used when a cmpany wants t begin implementing finance charges t custmers that already have pen items that may nt be affected. Next Invice Number/Next Debit Mem Number/Next Credit Mem Number: If the field Ask Invice Number is nt selected, the system will use the numbers defined in these fields as the next transactin numbers when yu recrd invices. Define what the system shuld use as the next number fr each type f transactin. As yu prcess these transactins, the system will increment the numbers in these fields. We recmmend that yu set these fields with beginning numbers that are different in sequence fr each transactin type. This will make it easier fr yu t separate the different transactin types n the reprts. 18

19 Orders Select the Orders tab t define the Master Data sales rder and qute infrmatin fr the CertiflexDimensin Order Entry prgram. Order/Qute Numbers Precede with Year/Mnth and Aut-Reset: Next Order r Qute Numbers are by default sequential. Select this ptin if yu prefer t have the system autmatically reset the rder number each new accunting perid. Example: The starting Order Number fr Sept is Each new rder r qute will increment sequentially (i.e.: , , etc.) The first rder entered in the next accunting perid will autmatically reset the next rder number t NOTE: If yu envisin needing mre than 1000 rders r qutes in any single accunting perid and yu are using the Aut-Reset feature, set the next rder number after the dash t fur digits (YYMM-0001). This will allw up t 9999 rders and qutes in any single accunting perid. Next Order/Qute Number: The system will use the number defined in these fields as the next transactin number when yu enter rders r qutes. Define here what the system shuld use as the next number. As yu prcess rder and qutes, the system will increment the numbers in this field. The next rder r qute number is a 10-digit alphanumeric cunter and can be changed as needed. Since mst Order Entry ptins are printed and selected by Order Number, yu wuld nrmally nt change this number in a manner that duplicate numbers will be encuntered. Increment by (1-10): Yu can define the number f skipped numbers between each rder r qute number. Select an increment frm 1 t 10. The default increment is 1. 19

20 Pre-Assign New Order Numbers: Check this bx if yu want the system t assign new rder numbers as described abve. Using this methd, a new rder number is assigned when a user clicks >Start frm the Recrd Custmer Order system. This rder number is then discarded if the new rder is never saved. NOTE: If the Pre-Assign New Order Numbers feature is disabled, the system des nt assign an rder number t new rders until the rder is saved. Als, the Allw User t Change Order N. and Increment By functins will be autmatically disabled, as well. Allw User t Change Order N: The system will autmatically assign the next rder r qute number t each new custmer transactin. Select this ptin if yu wish t be able t verride this pre-assigned next number. Assign Separate Qute Numbers: Check this bx if yu want the system t assign different numbers fr rders and qutes. NOTE: Selecting this ptin will autmatically assign new qutes a number starting with the letter Q and fllwed by a tw digit year and tw digit mnth. Qutes will then be assigned a new rder number if they are later transfer int an rder. If yu d nt select this ptin, then new qutes are assigned a new rder number when recrded and this number is nt changed if the qute is later transferred t rder. Sales Orders Message One, Message Tw: These fields allw yu t enter any message yu want t print n each f the sales rders, such as prmtinal infrmatin r custmer reminders. Other Allw Aut-Deletin f Backrders: Select this check bx if yu want the system t allw users t activate the Backrder Aut-Deletin feature. Leaving this ptin unchecked will nt allw any rders t be Aut-Deleted upn partial shipments. Shipping Shw Custmer Status: Select this check bx if yu want the custmer s current accunt aging amunt t be displayed when recrding their shipments. If this feature is disabled, the Recrd Shipments accunt status field will read Nt Activated. 20

21 Maintain Lists Accunts Receivable Maintain Custmers This sectin explains hw yu perfrm maintenance functins n the Accunts Receivable custmers. Yu can add, change, and delete custmers. Yu can als renumber custmers, cpy and mve custmer infrmatin t anther cmpany, change the Default Custmer infrmatin, recalculate detailed transactin ttals and balances, and add existing histry infrmatin t custmers. T add, change r delete a custmer, click >Maintain Lists >Accunts Receivable >Custmers. Adding a Custmer 21

22 T add a new custmer, click >New. The system will prmpt yu fr the fllwing: Name: Enter the name fr the new custmer. If the custmer numbering is set t Autmatic with User Override, the system will alphabetize the custmer names based n the first letter f the name. Fr example, if yu add a custmer named Dug Bwers, the system adds and searches fr the custmer based n the D in his first name. If yu want this custmer added and searched based n the B in his last name, yu wuld add the custmer with the name f Bwers, Dug. If yu prefer the system t stre and search fr the custmer based n the last name but yu want the system t print the custmer's invices and statements in first name/last name rder, yu wuld add the custmer with the name f Bwers Dug. When a custmer name is separated with a pipe symbl ( ), the system prints everything t the right f the pipe symbl befre anything t the left f the pipe symbl. If Dug Bwers happened t be a Junir, yu wuld add his name as Bwers, Jr. Dug. His name is still accessed by Bwers; hwever, his name will print n invices, statements, labels, etc., as Dug Bwers, Jr. Zip Cde: Enter the custmer s zip cde. The system will lk up the custmer s city and state based n the zip cde and autmatically add them t the custmer recrd. Number: The number displayed in this field depends n hw the Master Data is defined fr numbering. If the custmer numbering is set t User Selects Number, the system will prmpt yu fr the new custmer number. If the custmer numbering is set t Autmatic with User Override, the system will display the suggested custmer number. Yu can edit this number r yu can accept the suggested number. If the custmer numbering is set t Sequential Numbering, the system will display the next available custmer number n file and allw yu t edit the number r accept the number. The CertiflexDimensin Accunts Receivable system maintains the custmers in bth an alphabetical and numerical rder. Therefre, the system des nt care what numbers are assigned t the custmers. Hwever, when printing reprts, if yu want the system t always print the custmers in BOTH an alphabetical and numerical rder, the Master Data shuld be defined t number the custmers with the Autmatic with User Override setting. With this numbering selectin, the system will assign a number based n the first 3 letters f the name. 22

23 When adding the custmers, the system will determine the custmer number range based n the name f the custmer yu entered. The system will next find the custmer abve and the custmer belw the ne yu are adding (based n the alphabetical name) and suggest a custmer number that is between thse tw custmer numbers. Please nte that the system has n way f knwing hw many custmers yu are ging t add in any particular rder. The number the system assigns is based n a frmula. While yu shuld assign a number in the prper range, nly yu can determine if the recmmended number is a gd chice. As a guideline, it is best t always assign custmer numbers ending in tw zers (22100, 22200, 14500, etc.) s that yu will always have at least 99 numbers free fr new custmers between existing custmers. If yu have mre than 100 custmers t add in any letter f the alphabet, try leaving apprximately 50 free custmer numbers between the custmers yu are adding. Regardless f the numbering technique yu select, yu can print mst Accunts Receivable reprts in any index rder (name, number, etc.). The advantage f chsing the Autmatic with User Override numbering technique allws the reprts t print in bth an alphabetical and numerical rder at the same time. After yu have defined the new custmer s name, zip cde and number, click >Accept t cntinue. NOTE: When yu add custmers t the system, the system will cpy the heading infrmatin frm the Default Custmer t the new custmer. Fr custmers with cmmn entries, such as terms, mem fields, tax rates, etc., yu can define this infrmatin n the Default Custmer. Then, when each new custmer is added, this infrmatin is autmatically transferred t the new custmer. T review and change the Default Custmer, refer t the Changing the Default Custmer sectin. 23

24 Add New Custmer Accunt Main Supervisr Only Credit Hld: This check bx can nly be selected r unselected by a supervisr (level 10). If this check bx is selected, the system will nt allw new invices t be written t the custmer. Active Custmer: Select this check bx if this custmer is an active custmer. This allws yu t enter transactins and maintain this custmer thrughut the system. If yu d nt select this check bx, the system will nt allw yu t enter transactins fr the custmer. Mst Accunts Receivable reprts have the ptin t include r exclude inactive custmers. Name: Edit the custmer s name, if needed. Address, City, State, Zip: Enter the custmer's mailing address fr these lines. TIP: If yu entered the zip cde when yu added the custmer, the city and state fields will be filled in fr yu autmatically. This will nly happen when yu enter the zip cde fr the first time. The zip cde will nt update the city and state fields if yu try t make changes t it. Cntact: Enter the custmer's main cntact persn, if needed. Phne, Fax / Cell: Enter the custmer's phne number, fax number and cell phne number. Enter the custmer's address. Access Site: Enter the custmer's web site address. 24

25 Sales Tax Taxable: Select this check bx if this custmer is nrmally subject t sales tax n their purchases. If this custmer is tax exempt, leave this bx clear and enter their tax exempt number as defined belw. The system will allw yu t verride the custmer's tax status during invicing. Tax Rate: Select the custmer's default tax rate number fr autmatic sales tax calculatin purpses. The system will allw yu t verride this setting when invicing. Fr infrmatin n defining the tax rates, refer t the Maintain Tax Rates sectin. Custmer Sales Tax ID: If this is a tax exempt custmer, enter the custmer's tax exempt number. When yu print an invice fr this custmer and this field is defined with a valid tax exempt number and there is nt tax calculated fr the invice, the system will print "Tax Exempt" in the tax amunt field n the invice. Custmer Type: Define the custmer s type as either Open Item r Balance Frward. Open Item: If a custmer is defined as an Open Item custmer, the custmer's statements will list all unpaid invice transactins that make up the current balance at the time the statements are printed, n matter hw ld the individual items are. The custmer's payments are nt shwn because, when a payment is psted, yu will indicate which invice(s) t apply the payment t. Paid invices are remved frm the custmer's pen item listing. Therefre, the custmer's accunt always reflects nly "pen" items. Balance Frward: If a custmer is defined as a Balance Frward custmer, the custmer's statements will shw the previus unpaid balance as ne summarized amunt. Fr the current perid, r since the last time Cnslidate Invices was perfrmed, each transactin including payments is printed. After statements are printed yu can ptinally execute Cnslidate Invices which will cnslidate the current detail int a balance frward amunt. When yu apply payments, the system will autmatically apply the payment against the accunt balance rather than requiring yu t select specific invices. Please be aware that sme histrical reprts are based n pen item transactins and are nt available fr Balance Frward custmers. NOTE: We recmmend that yu d nt change a custmer frm an Open Item custmer t a Balance Frward custmer after prcessing has begun n the custmer's accunt. If yu d, when yu print statements fr the custmer and the pen items are cnslidated int ne summarized balance frward amunt, the system will ignre the aging dates fr each f the individual pen items and will cnsider the balance frward amunt as current. Custmer Terms: This field allws yu t define the standard billing terms fr this custmer. During recrding transactins, yu will nt have t individually select the billing terms fr each invice because the system will default t the terms defined here. The system will allw yu t verride the default terms during invicing, if needed. 25

26 Select Number f Days frm Invice Date: Select this ptin if yu nrmally have this custmer's transactins due a set number f days after the transactin date. If yu select this ptin, the system will prmpt yu fr the fllwing: Number f Days Until Due: Enter the number f days after the transactin date that the transactin is due. Discunt Percent: If a discunt percentage is allwed fr this custmer fr early payment, enter the allwed discunt percentage. Number f Discunt Days: If yu entered a discunt percentage abve, enter the maximum number f days frm the transactin date that the custmer must pay the transactin in rder t receive the discunt. Select Number f Days frm End f Mnth: Select this ptin if yu nrmally have this custmer's transactin is a set number f days after the end f the mnth. If yu select this ptin, the system will prmpt yu fr the fllwing: Number f Days frm End f Mnth: Enter the number f days after the end f the mnth that the transactin is due. Discunt Percent: If a discunt percentage is allwed fr this custmer fr early payment, enter the allwed discunt percentage. Number f Discunt Days: If yu entered a discunt percentage abve, enter the maximum number f days frm the end f the mnth that the custmer must pay the transactin in rder t receive the discunt. Select Specified Due Date: Select this ptin if yu want the system t ask yu fr the specific date the transactin is due when yu recrd transactins. Net 7: Select this ptin if yu nrmally have this custmer's transactin due seven days frm the transactin date. Net 10: Select this ptin if yu nrmally have this custmer's transactin due ten days frm the transactin date. Net 14: Select this ptin if yu nrmally have this custmer's transactin due furteen days frm the transactin date. Net 20: Select this ptin if yu nrmally have this custmer's transactin due twenty days frm the transactin date. Net 30: Select this ptin if yu nrmally have this custmer's transactin due thirty days frm the transactin date. Net 45: Select this ptin if yu nrmally have this custmer's transactin due frty-five days frm the transactin date. 1% 10 Net 30: Select this ptin if yu nrmally have this custmer's transactin due thirty days frm the transactin date and yu allw the custmer a 1% early pay discunt if the transactin is paid within ten days f the transactin date. 1% 10 Net 45: Select this ptin if yu nrmally have this custmer's transactin due frty-five days frm the transactin date and yu allw the custmer a 1% early pay discunt if the transactins are paid within ten days f the transactin date. 2% 10 Net 30: Select this ptin if yu nrmally have this custmer's transactin due thirty days frm the transactin date and yu allw the custmer a 2% early pay discunt if the transactin is paid within ten days f the transactin date. 26

27 2% 10 Net 45: Select this ptin if yu nrmally have this custmer's transactin due frty-five days frm the transactin date and yu allw the custmer a 2% early pay discunt if the transactin is paid within ten days f the transactin date. 1% 10 Net 10 EOM: Select this ptin if yu nrmally have this custmer's transactin due ten days frm the end f the mnth and yu allw the custmer a 1% early pay discunt if the transactin is paid within ten days f the transactin date. 1% 10 Net 20 EOM: Select this ptin if yu nrmally have this custmer's transactin due twenty days frm the end f the mnth and yu allw the custmer a 1% early pay discunt if the transactin is paid within ten days f the transactin date. 1% 10 Net 30 EOM: Select this ptin if yu nrmally have this custmer's transactin due thirty days frm the end f the mnth and yu allw the custmer a 1% early pay discunt if the transactin is paid within ten days f the transactin date. 2% 10 Net 10 EOM: Select this ptin if yu nrmally have this custmer's transactin due ten days frm the end f the mnth and yu allw the custmer a 2% early pay discunt if the transactin is paid within ten days f the transactin date. 2% 10 Net 20 EOM: Select this ptin if yu nrmally have this custmer's transactin due twenty days frm the end f the mnth and yu allw the custmer a 2% early pay discunt if the transactin is paid within ten days f the transactin date. Credit Limit: Enter the custmer's credit limit. When entering invices fr a custmer, the system will check the credit limit defined and cmpare it t the custmer's existing accunt balance. The custmer s remaining credit will shw at the tp f the screen. The system als uses this field n the Aged Accunts Receivable reprts. Fr any custmer wh is ver their credit limit, tw asterisks (**) will print beside the custmer's accunt balance. User Key: This is a user definable field that yu can use as an index field. Fr example, if yu wuld like t use a cde wrd fr the custmer, yu can define this custmer's cde wrd here. When yu access the custmer listing, yu can change the index t User Key. Then instead f accessing the custmer by number r name, yu can access the custmer by user key. The heading fr the user key is defined in the Master Data. Set Up Date: Enter the date that this custmer was added t the system. As default, the system will insert the current prcessing date. N. Histry Mnths: Use this switch t limit the number f histry mnths that will be displayed in Review Accunts. Accunts cntaining thusands f detailed recrds may take an unacceptable amunt f time t display fr nrmal review purpses. In this case yu may want t limit the number f mnths yu wish t have in the reviews fr this accunt. If yu enter the number 36 in this field fr this accunt, the detailed review will nly cntain the last 36 mnths (3 years) f accunt detail. This field defaults t zer, which allws yu t always access the accunt s full detail histry regardless f when the transactins were created. 27

28 Salespersn: Select the custmer's default salespersn. The system will default t this selectin and allw yu t verride this setting when invicing. The system als uses this field fr the calculatin f cmmissins. If this custmer des nt have a default salespersn r if yu are nt using the salespersn feature, select the Huse salespersn. AR Accunt: Yu can select ne f five different Accunts Receivable sales cdes fr each cmpany. Fr infrmatin n defining the sales cdes, refer t the Maintain Sales Cdes sectin. Custmer Class: This field allws yu t assign the custmer t a grup r classificatin. Yu can use Class fr many different purpses. Yu may want t class custmers by statement run date. Fr example, yu may assign a custmer t ne f fur classes. Class ne being all custmers yu nrmally send statements t n the 1 st f the mnth, class tw being all custmers yu nrmally send statements t n the 10 th f the mnth, class three being all custmers yu nrmally send statements t n the 20 th f the mnth and class fur being all custmers yu nrmally send statements t n the 30 th f the mnth. Yu can als class custmers t separate them by gegraphical regin r territry, by representative, by statement pririty, etc. Mst reprts in the Accunts Receivable prgram will allw yu t specify a range f classes t include. T add a Special Accunts Receivable Custmer, enter a Class f 98. A Special Accunts Receivable Custmer is used when yu want t enter the name and address f a custmer during invicing instead f using the custmer's default billing address. Yu culd use this feature t define a master custmer recrd fr branch ffices f a custmer. This wuld allw yu t keep track f the custmer's balance as ne summarized accunt, while invicing each individual lcatin t which yu prvide gds r services. T add a Cash Custmer, enter a Class f 99. A Cash Custmer is used when yu have a custmer that pays by cash at the pint f sale. When a custmer pays by cash, yu d nt need t track an pen item fr the sale. When yu invice a custmer, the system will make a debit t the accunts receivable and a credit t sales. When yu recrd a cash sale, the system will make a debit t cash and a credit t the sales cdes used. If the Depsit System is active, the system will make a debit t undepsited cash and a credit t the sales cdes. NOTE: When the current cmpany was created, the system autmatically created ne Cash custmer fr the cmpany. 28

29 Additinal Optins Yu may define and mdify a custmer s statement settings, shipping addresses, alert mems, and current and prir year summary ttals, buy clicking n the crrespnding link under Additinal Optins. Statement/Other Statement Statement Cycle [1-254]: When yu print statements, the system will allw yu t specify which range f cycles t print. This feature allws yu t generate custmer statements n any cycle desired. Fr example, if yu divide the custmer statement printing int fur parts, custmers A-F, G-L, M-R, S-Z, and print ne sectin each week, yu can assign each custmer a statement cycle number. If this is the third week f the mnth and yu are t print statements fr custmers M- R, yu wuld then instruct the system t print cycle 3 custmers. If yu d nt plan n utilizing this feature, define each custmer with the system default f cycle 1. When yu print statements, the system will nly allw yu t print fr cycles If yu have any custmers that yu d nt want t send a statement t, set their statement cycle t 0. The system will exclude all custmers with a Statement Cycle defined as 0 frm the statement printing. Statement Frm: Select a statement frm type f Standard, Alternate, r Custm. The system allws up t three different statement frms per cmpany. The system will nly use this custmer frm selectin if the current frm t use is set t Calculate (By Custmer/Output). Fr additinal infrmatin n setting up and using multiple statement frms, please refer t the CertiflexDimensin Frm Designer sectin f yur System Manager Operatins Guide. Statement Frm Output: Check the crrespnding bx(s) t select the desired default utput destinatin(s) fr this custmer s Statement frms. These utput destinatins can always be verridden prir t printing. 29

30 Other Fr example, if yu cmmnly print statements t yur digital reprt catalg but als the custmer a cpy, yu wuld select bth Printer and . During the actual statement printing, the system wuld then lcate and print all custmer statements marked as Printer. Next, the system wuld then lk fr each individual statement marked as and print and an attached PDF statement t each individual custmer. The Fax ptin will print individual statements (multiple print jbs) t yur fax printer. The Other ptin is reserved fr future use. NOTE: The system will nly use this frm utput if Selectin Style is set t By Custmer. Invice/Order Frm: Select an invice/rder frm type f Standard, Alternate, r Custm. The system allws up t three different invice frms per cmpany. The system will nly use this custmer frm selectin if the current frm t use is set t Calculate (By Custmer/Output). Fr additinal infrmatin n setting up and using multiple invice/rder frms, please refer t the CertiflexDimensin Frm Designer sectin f yur System Manager Operatins Guide. Retainage %: This field allws yu t define an autmatic calculatin f retainage n invices by a percentage fr Jb Cst users. This feature is very useful if yu allw this custmer t retain a prtin f amunts billed pending their final acceptance f gds delivered r wrk perfrmed. When the system autmatically calculates a retainage, the system will put the retainage amunt n the custmer's accunt as a separate pen item. This makes it easy fr yu t distinguish between regular pen items they we and the retainage amunts. If yu are perating the CertiflexDimensin Jb Cst prgram, the retainage amunt is autmatically updated n the selected jb's retainage payable Master Data field. If yu allw this custmer t take a retainage, set this field %. If yu allw this custmer t take a retainage but the percentage changes fr each invice, set this field t 0.000%. If yu allw this custmer t take a retainage at a fixed percentage, set this field t that percentage. NOTE: This field is nly used fr the CertiflexDimensin Jb Cst prgram perating interactively with the CertiflexDimensin General Ledger prgram. If yu are perating the standard CertiflexDimensin Accunts Receivable prgram, yu d nt need t define this field. Discunt %: Enter the custmer's standard discunt percent, if applicable. The system will calculate a discunt amunt n either the invice's individual line items r n the invice's subttal. This determinatin is maintained in the Master Data. The system will allw yu t verride the discunt percentage during invicing. Price Level [1-11]: If yu are perating interactively with the CertiflexDimensin Inventry prgram, the system will allw yu t define a default inventry price level fr inventry item sales fr this custmer. If yu select a price level, the system will autmatically retrieve each inventry item's unit price fr yu during invicing based n the selectin here. 30

31 If yu want the system t autmatically retrieve the crrect unit price fr the selected inventry item based n the quantity break levels defined fr the inventry item, select Price Level 11. Accunt Pin N.: Enter the custmer's persnal identificatin number, if needed. Finance Charge: Select this check bx nly if this custmer is t be cnsidered fr finance charge calculatins. If this custmer is always exempt frm finance charge calculatins, d nt select this check bx. Invice Frm Output: Check the crrespnding bx(s) t select the default utput destinatin(s) fr this custmer s rder frms. These utput destinatins can always be verridden prir t printing. Order Frm Output: Check the crrespnding bx(s) t select the desired default utput destinatin(s) fr this custmer s rder frms. These utput destinatins can always be verridden prir t printing. NOTE: Invice/Order - If yu cmmnly include invices with prduct shipments but als ed a cpy f the invice t this custmer, yu wuld select bth Printer and . If yu are prcessing multiple invices in a batch mde (Cycle Billing r Invice Shipped Orders), the system wuld then lcate and print all custmer invices marked as Printer. Next, the system wuld then lk fr each individual invice marked as and print and an attached PDF invice t each individual custmer. The Fax ptin will print individual invices (multiple print jbs) t yur fax printer. The Other ptin is currently reserved fr future use. The system will nly use these frm utputs if the Selectin Style is set t By Custmer. After yu have defined the custmer s settings, click the OK buttn t return t the previus screen. Shipping Addresses Primary Ship-t-Address Name, Address, City, State, Zip: If this custmer requests that yu make all shipments t an address that is different than their billing address, enter the shipping address infrmatin. Attentin: Enter the custmer's attentin line fr invices, statements, and labels. 31

32 These tw fields allw yu t define ne shipping address fr the custmer. If this custmer has several shipping addresses, yu can define each shipping address in the Ship-T Keys sectin t the right f these fields. If yu define ship-t keys, yu can still define a shipping address. If yu d s, yu shuld define the mst used shipping address in the primary ship-t address fields. NOTE: If the system detects infrmatin in the Name field, the system will use the primary ship-t address fields fr the shipping infrmatin. If the system des nt detect any infrmatin in the Name field, the system will use the custmer's billing address fr the shipping address. Cpy Main: If the shipping address infrmatin is almst identical t the custmer's billing address infrmatin, yu can click n the Cpy Main buttn and the system will pull all address infrmatin frm the custmer's main screen t this sectin. Yu can then make the necessary changes. Ship-T Keys Ship-T Keys allw yu t define additinal shipping addresses fr the custmer. When yu recrd transactins fr a custmer, the system will allw yu t verride the default shipping address, if defined, and select a ship-t key address instead. Ship-t keys are used when yu have a custmer that has ne main billing address but several different lcatins that yu ship t. Since yu ship t several different lcatins but bill nly ne lcatin, yu wuld have this custmer defined in yur system nly nce. When recrding transactins, yu wuld use the ship-t key feature t define which lcatin t ship an rder t. NOTE: When adding a new custmer, the system will require yu t save the custmer infrmatin befre the system will allw yu t enter ship-t key addresses. New: T add a new ship-t key, click the New buttn and the system will prmpt yu fr the fllwing shipping address infrmatin: Key: Each custmer's ship-t key infrmatin is stred in the system with an alphanumeric reference name r number. Enter a unique key name r number fr this shipping address. Name: Enter the custmer's name fr this shipping address. Address 1, Address 2, City, State, and Zip Cde: Enter the custmer's shipping address infrmatin. Cntact: Enter the custmer's main cntact persn fr this shipping address. Phne, Fax: Enter the custmer's phne and fax numbers fr this shipping address. Tax Rate: Select the custmer's default tax rate number fr autmatic sales tax calculatin purpses fr this shipping address. The system will allw yu t verride this setting when invicing. Fr infrmatin n defining the tax rates, refer t the Maintain Tax Rates sectin. Edit: T change a ship-t key, select the ship-t key t change and click n the Edit buttn. 32

33 Delete: T delete a ship-t key, select the ship-t key and click n the Delete buttn. After yu have defined the custmer s Shipping Addresses, click the Ok buttn t return t the previus screen. Alert Mems The prgram allws yu t maintain infrmatin that is nt already captured n each custmer. Alert mems can be used t track reminders, special ntes, secndary cntacts, etc. The headings fr these alert mems are defined in the cmpany s Master Data settings. T cnfirm r rename these headings frm the System Manger windw, click >File >Cmpany Maintenance >Master Data Prperties, click n the Accunts Receivable & Order Entry buttn, and select the Alert Mems/User Key tab. Yu can use any r all fur alert mem fields as autmatic reminder fields. If yu select the Pp-up Alert check bx n any f the fur alert mem lines, the text fr that alert mem will display n the screen when this custmer is accessed. Refer t the CertiflexDimensin System Manager Guide fr mre infrmatin n Cnfiguring Alert Mems. After yu have defined the custmer s Alert Mems, click the Ok buttn t return t the previus screen. Summary Ttals 33

34 Invices (Current Year): If applicable, enter the number f invices psted fr this custmer fr the current fiscal year. The system autmatically updates this field when yu recrd r pst invices. The system will autmatically zer this field when yu start files fr a new fiscal year. Amunt f Invices (Current Year): If applicable, enter the ttal amunt f invices recrded fr this custmer fr the current fiscal year. The system autmatically updates this field when yu recrd invices. The system will autmatically zer this field when yu start files fr a new fiscal year. Number f Invices (Prir Year): If applicable, enter the number f invices recrded fr this custmer fr the prir fiscal year. The system will autmatically update this field frm Number f Invices (Current Year) when yu start files fr the new fiscal year. Amunt f Invices (Prir Year): If applicable, enter the ttal amunt f invices fr this custmer fr the prir fiscal year. The system will autmatically update this field frm Number f Invices (Current Year) when yu start files fr the new fiscal year Finance Charges (Current Year): If applicable, enter the ttal amunt f finance charges incurred by this custmer fr the current fiscal year. The system will autmatically update this field when yu calculate finance charges. The system will autmatically zer this field when yu start files fr the new fiscal year. Finance Charges (Prir Year): If applicable, enter the ttal amunt f finance charges incurred by this custmer fr the prir fiscal year. The system will autmatically update this field frm Finance Charges (Current Year) when yu start files fr the new fiscal year. Ttal Number f Payments: If applicable, enter the ttal number f payments received frm this custmer since yu started selling t this custmer. The system autmatically increments this field when yu apply payments. Ttal Payment Days: If applicable, enter the ttal number f payment days frm the custmer since yu started selling t this custmer. NOTE: When yu first begin using the system, we recmmend that yu set bth fields Ttal Number f Payments and Ttal Payment Days t zer. This will allw the system t start these fields frm the beginning t guarantee that yu receive accurate infrmatin frm these fields. The system uses these fields when calculating the Average Days t Pay infrmatin n reprts. Fr example, suppse we have tw invices fr a custmer, ne entered with a transactin date f Nvember 1, 2012 and the ther entered with a transactin date f Nvember 15, On Nvember 25, 2012 we apply a payment frm this custmer fr bth invices. Since we are applying a payment fr bth invices, the system will increment the Ttal Number f Payments field by 2. The system will als increment the Ttal Number f Payment Days field by

35 The system will calculate the Ttal Number f Payment Days by taking the payment date and subtracting it frm the invice date. In this example we have Nvember 25 - Nvember 1 + Nvember 25 - Nvember 15 (24+10). This equals 34 days. T calculate the average days t pay, the system will divide Ttal Number f Payment Days by Ttal Number f Payments. In this example, the average days t pay wuld be 17 (34 2). After yu have defined the custmer s Summary Ttals, click the Ok buttn t return t the previus screen. Once yu have defined all custmer infrmatin, click the Save buttn t return t the Maintain Custmers windw. Changing Custmer Infrmatin T change an existing Custmer s infrmatin, either duble-click the accunt n the custmer listing r highlight the accunt and click the Edit buttn. The system will display the infrmatin fr the selected accunt. Fr detailed infrmatin n each field displayed, refer t the Edit Custmer sectin f this Operatins Guide. Deleting a Custmer As a general rule, when yu anticipate nt using a custmer again, it is a gd idea t delete the custmers having zer activity fr a number f mnths (r lnger). Hwever, if yu expect t use the custmer again, r if yu need t print reprts fr this custmer at any time, d nt delete the custmer. NOTE: The system will nt allw yu t delete a custmer with current pen items r rders. The system will als nt allw yu t delete a custmer if yu nly have ne custmer n file. T delete an existing custmer, highlight the accunt and click the >Delete buttn. Cntact List Cntact List Yu may ptinally define additinal custmer cntact infrmatin here. The additinal custmer cntact tracking system is fr yur cnvenience and it is nt required t perate the Accunts Receivable system. Ntes, Links, and Mems The Ntes, Links, and Mems ptins allw yu t rganize and access infrmatin abut custmers frm ne lcatin. Ntes can be used t dcument custmer quantity requirements, special ffers, accunt representative, etc. Links can be used t cnnect t custmer web sites, cntact management sftware, and spreadsheets. And Mems can be used t recrd custmer-specific amunts and dates. Fr detailed steps n adding Ntes, Links, and Mems, refer t the CertiflexDimensin System Manager Guide. 35

36 Additinal Optins (Advanced) NOTE: It is highly recmmended that yu have at least tw current backups befre prceeding with any f the fllwing advanced ptins. A supervisr security clearance is required fr access t these ptins. Advanced: Recalculate a Custmer Accunt Each custmer accunt tracks an accunt balance fr faster calculatins and printing. In nrmal prcessing, the amunt shuld reflect the crrect balance fr the custmer accunt. If the balance fr a custmer accunt has becme inaccurate due changes in yur fiscal year end, yu can use this feature t recalculate a custmer accunt s balances. T recalculate a custmer accunt, select >Advanced >Recalculate. Select the custmer accunt yu wish t recalculate and then click the Update Nw buttn. 36

37 Advanced: Renumbering a Custmer Yu wuld nrmally execute this ptin either when first setting up a cmpany r at the beginning f a new fiscal year. Yu can execute this ptin in the middle f a year, but certain reprts may cntinue displaying the ld custmer number. T renumber a custmer accunt, select >Advanced >Renumber. Select the custmer accunt yu wish t renumber and enter the new custmer accunt number. T update the changes, click the Update Nw buttn. When yu renumber accunts, the ptin can take sme time t prcess. The accunt heading infrmatin and all histrical infrmatin (transactins) will be renumbered. The time required depends n the number f histrical transactins fr this accunt. 37

38 Advanced: Merging a Custmer Yu wuld nrmally execute this ptin either when first setting up a cmpany r at the beginning f a new fiscal year. T merge custmers, select >Advanced >Merge. Select the custmer accunt yu wish t merge frm at the Select Accunt prmpt. Select the custmer accunt yu wish t merge t in the Merger Accunt prmpt. T update the changes, click the Update Nw buttn. Merging custmer accunts can take sme time t prcess. The accunt balance and all histrical infrmatin (transactins) will be merged. Once cmpleted, the accunt yu riginally selected (Select Accunt) will be permanently remved. The time required t successfully merge custmer accunts will depend n the number f histrical transactins. 38

39 Advanced: Cpying a Custmer T cpy custmers t anther cmpany, select >Advanced >Cpy. Select the custmer accunt yu wish t cpy frm at the Select Accunt prmpt. Select the cmpany yu wish t cpy t in the Destinatin Cmpany prmpt. T update the changes, click the Update Nw buttn. Cpying custmer accunts can take sme time t prcess. The accunt balance and all histrical infrmatin (transactins) will be cpied. The time required t successfully cpy custmer accunts will depend n the number f histrical transactins. 39

40 Advanced: Mving a Custmer T mve custmers frm ne cmpany t anther, select >Advanced >Mve. Select the custmer accunt yu wish t mve frm in the Select Accunt prmpt. Select the cmpany yu wish t mve the custmer accunt t in the Destinatin Cmpany prmpt. T update the changes, click the Update Nw buttn. Mving custmer accunts can take sme time t prcess. The accunt balance and all histrical infrmatin (transactins) will be mved. Once cmpleted, the accunt yu riginally selected (Select Accunt) will be permanently remved. The time required t successfully merge custmer accunts will depend n the number f histrical transactins. NOTE: The system will nt allw yu t mve a custmer if yu nly have ne custmer n file. 40

41 Default Custmer When yu add new custmers t the system, the new custmer's heading infrmatin is cpied frm the Default Custmer. Fr custmers with cmmn entries, such as terms, states, mem lines, custmer types, etc., yu can define this infrmatin n the Default Custmer. Then, when a new custmer is added, this infrmatin is autmatically included n the new custmer. Yu can change the infrmatin n the default custmer at any time. Therefre, if yu have a grup f custmers that yu need t add t the system that are frm the same city, yu wuld want t define the city and state infrmatin n the Default Custmer befre adding thse custmers t the system. Once thse custmers are added, yu can then change the infrmatin n the Default Custmer fr the next grup f custmers t add r reset the Default Custmer back t blank. The infrmatin n the Default Custmer is used by the system nly when adding new custmers. Changing the Default Custmer will nt affect any custmers already added t the system. T set up Default Custmer infrmatin, click >Advanced >Default Custmer. Fr detailed infrmatin n each field displayed, please refer t the Edit Custmer sectin f this Operatins Guide. 41

42 Input Open Items When yu add items thrugh this ptin, the system nly adds the item t the custmer's pen item file and ptinally t the histry file. The system des nt make a jurnal entry t the General Ledger, if yu are interactive with the General Ledger prgram. Yu wuld use this ptin t add existing pen item infrmatin (pen items that have already been psted t the General Ledger) fr a custmer when yu first begin using the system. After the initial custmer setup is cmpleted, yu d nt use this ptin t recrd new transactins. T recrd new transactins, yu wuld use the Recrd Invice ptin. If yu are defining the CertiflexDimensin Accunts Receivable prgram fr the first time, after yu add all f the existing custmers, use this ptin t add each f their existing pen items. After all pen items are added, yu will need t print an Accunts Receivable Aging reprt t cmpare the Accunts Receivable and custmer ttals with yur ld accunting system and t the Accunts Receivable accunt ttal in the General Ledger. T enter an pen item, select the desired custmer frm the Maintain Custmers custmer listing, and then click >Advanced >Input Open Items. The system will prmpt yu fr the fllwing: Update Style: Select ne f the fllwing pen item styles: Invices Open Items & Histry: Select this transactin type if the pen item is a standard invice. This will recrd a transactin t bth the custmer s pen item and histry files. Invices Open Items Only: Select this style if the pen item is a standard invice. This will recrd a transactin t the custmer s pen item file, but will nt affect their histry. Invices Histry: Select this style fr a standard invice. This will recrd a transactin t the custmer s histry file, but will nt affect their pen items. 42

43 Check Histry Only: Select this style if the pen item is a transactin t recrd a payment t the custmer that was nt assciated with any specific invice. NOTE: The Check Histry Only style nly adds the item t the custmer's histry file. The system des nt make a jurnal entry t the General Ledger, if yu are interactive with the General Ledger prgram, nr des the system recrd the transactin t the custmer's pen item file. Prmpt fr Custmer Accunt: Select this check bx if yu wuld like t enter an pen item fr a custmer ther than the ne selected n the Maintain Custmers screen. T prceed with pen item entry, click the Start buttn. The system will then prmpt yu fr the fllwing infrmatin: Custmer Number: If Prmpt fr Custmer Accunt is enabled yu will be prmpted fr the custmer number. Otherwise, the system will use the custmer selected at the Maintain Custmers screen. Invice Date: Enter the date f this invice. DO NOT enter the current prcessing date. The system uses the date entered here t calculate the aging and due date. Reference N.: Enter the custmer's dcument number (invice number, credit/debit mem number, statement number, etc.). The system saves the number yu enter here t the pen item. If yu pay this pen item, the system will print this number n the check stub. Invice Amunt: Enter the amunt fr this pen item. If this pen item is a Credit Mem r a Payment Deductin, d nt enter the amunt as a negative amunt. The system knws that yu are entering a negative amunt and will autmatically cnvert yur input here t a negative amunt. Due Date: Depending n the terms selected, the system may have calculated a due date fr yu. If this due date is incrrect, make adjustments as needed. If the system did nt calculate a due date fr yu, yu may enter the date this pen item is due, if applicable. The amunt yu enter here shuld be the ttal f the pen item, including all taxes, freight amunts, etc. Descriptin: Enter a descriptin fr this pen item. The descriptin yu enter here will print n the custmer's pen item listing. The system will default t a descriptin matching the transactin type yu chse (Invice r Check). T accept the pen item entry, click the Accept buttn. Once yu have entered and accepted all f yur pen items, click Pst All and the custmer s histry and/r pen item detail will be updated accrdingly. Delete Item T delete a previusly entered pen item, select the item frm the listing n the left and click the Delete Item buttn. 43

44 Imprt Open Items T imprt pen items frm yur Windws clipbard, click n the Imprt Open Items buttn. The Open Item imprt prgram requires that the data be frmatted in the fllwing rder: COLUMN DESCRIPTION STATUS A Invice Date Required B Reference N. Required C Invice Amunt Required D Due Date Required E Descriptin Optinal T imprt yur cpied data frm the Windw s clipbard, click >Ok. T cancel the imprt prcess, click >Cancel. T exit the Input Open Items prgram, click >Clse. Additinal Optins (IntelliTrans) CertiflexDimensin IntelliTrans is an intelligent data translatin tl activated frm within many f the maintenance ptins. IntelliTrans can be used t grup, add r change custmer accunts. Fr mre infrmatin n cnfiguring and prcessing with IntelliTrans, please refer t yur System Manager Guide. 44

45 Maintain Sales Cdes This ptin allws yu t add, change, and delete the Accunts Receivable sales cdes. The system uses sales cdes t allw yu t develp a breakdwn f the type f sale. The sales cdes can be the same as the sales accunts in the General Ledger chart f accunts r they can be an even further breakdwn f accunts. In CertiflexDimensin Accunts Receivable, the system will allw yu t select ne f tw different ways t update the General Ledger prgram. If yu are using the CertiflexDimensin General Ledger prgram, yu can have the summary jurnal entry fr sales and cash receipts ttals pst frm Accunts Receivable int General Ledger autmatically. This is accmplished when yu execute the ptin t Pst A/R t Ledger. If yu d nt use the CertiflexDimensin General Ledger prgram r if yu prefer nt t have the Accunts Receivable system autmatically update the General Ledger, yu can manually pst the sales and cash receipts ttals t the General Ledger. The Accunts Receivable prgram prvides yu with a summary jurnal entry based n all invices and payment transactins entered during the perid. This summary jurnal entry is prvided n the Psted Transactins reprt and the Unpsted Transactins reprt. When recrding transactins, the system requires a sales cde fr each detail line f every invice that is recrded r psted. If yu are interactive with the CertiflexDimensin Inventry prgram, each inventry item shuld als have a sales cde defined n its recrd. The inventry item's sales cde is autmatically used by the Accunts Receivable system, unless yu verride it during invicing. It is imprtant that yu be cnsistent in yur use f sales cdes t allw the system t efficiently summarize all sales entries in preparatin fr printing the transactin registers r psting t the General Ledger. This ptin allws yu t define the sales cdes that yu will use in the Accunts Receivable system. In additin t specifying t the system the General Ledger accunt number t use fr each sales cde, yu may als define a descriptin fr the sales cde, specify whether r nt the sales cde shuld be included in the Net Sales, define a default unit f measure and the unit price, specify whether r nt the sales cde is taxable, and specify the sales cde's cmmissin status. The system uses three different types f sales cdes: Regular Sales Cdes, System Sales Cdes, and Descriptin Sales Cdes. T add, change, r delete a sales cde, click >Maintain Lists >Accunts Receivable >Sales Cdes. 45

46 Regular Sales Cdes The Accunts Receivable prgram was designed t be very flexible in the structuring f the sales cdes. Yu may define the sales cdes t be as cmplex r as simple as yu like. The definitin f the sales cdes can represent anything that yu like. This feature is ttally user definable. Cmmn examples f regular sales cde structures include breaking ut sales by department r divisin, tracking prduct sales versus service sales, and breaking ut the sales fr varius prduct lines as well as varius cmbinatins f these structures. The sales cde structure can be as detailed as the inventry prduct lines r as detailed as the General Ledger revenue accunt structure. The system allws yu t decide and define a sales cde structure that meets yur cmpany's needs. Fr example, suppse we have a hardware stre and a prtin f ur General Ledger chart f accunts is defined as: Sales Cde Number Accunt Number Accunt Name Incme - Lumber Incme - Plumbing Incme - Gardening Incme - Electrical Incme - Paint/Supplies Incme - Hardware Incme - Miscellaneus While the General Ledger is as detailed as we need, management in ur sample hardware stre wuld like the Accunts Receivable system t shw a further breakdwn f these sales. T accmplish this, we will define the fllwing regular sales cde structure t use when invicing: Sales Cde Name Accunt Number 0110 Lumber Cntracts Lumber Individual Sale 0130 Lumber - Miscellaneus Plumbing Kitchen Plumbing Bath Plumbing Cnstructin 0240 Plumbing Miscellaneus 0310 Gardening Plants Gardening Fertilizers/Fd 0330 Gardening - Landscape Mtrls 0340 Gardening Miscellaneus 0410 Electrical Lighting Electrical Supplies Electrical Cnstructin 0440 Electrical

47 Miscellaneus 0510 Paint - Paints/Stains Paint - Supplies Paint - Miscellaneus Hardware - Tls Hardware - Equipment Hardware - Nuts/Blts Hardware Miscellaneus 0710 Miscellaneus Nw that yu have a basic understanding f what regular sales cdes are and their imprtance t the system, we need t list sme additinal ntes yu need t be aware f when using regular sales cdes. The system handles sales cde reprting fr bth the cst f sales and discunts in a special manner. Cst f sales and discunts wrk differently depending n hw the Master Data field Cnslidate Cst f Sales is defined. If the Cnslidate Cst f Sales check bx is selected, all cst f sales amunts are tracked in sales cde If this check bx is nt selected, the system will calculate cst f sales amunts fr each invice detail line. NOTE: If yu d nt want the system t track and pst cst f sales fr nn-inventry items, be sure the Ask Unit Cst check bx in the Master Data is nt selected. Discunt amunts are tracked by System Sales Cde If yu discunt per line item, the system will track the discunt amunt fr each invice detail line item. Fr example, an invice detail line using sales cde 0130 will have its crrespnding discunt amunt tracked in sales cde If yu discunt n the subttal, all discunt amunts are tracked in sales cde The use f bth cst f sales and discunt calculatins are ptinal features. If yu are using either f these features, be sure t define a valid General Ledger accunt number fr sales cdes 11-3 and 11-2, if perating interactively with the CertiflexDimensin General Ledger. The system prvides a way t bill custmers fr amunts that are nt included in the calculatin f net sales. This is imprtant fr reimbursement fr items such as travel expenses, lng distance charges, etc. These items need t be billed t custmers, but are nt really sales since they are als expenses t yu. When yu add r change a regular sales cde, the system will prmpt yu t Include in Net Sales. T bill items that are t be excluded frm net sales, use a sales cde that des nt have this check bx selected. The use f these sales cdes fr any billing amunts will als cause the amunts t be excluded frm the Net Sales by Salespersn ttals, the Net Sales amunt n the Sales Summary, and the cmmissin calculatins. The system allws yu t include bth taxable and nn-taxable amunts n the same invice. T accmplish by taxable amunt n the invice, select the Sales Cde Taxable check bx n each sales cde. If yu are perating the Jb Cst prgram, the sales and cash receipts jurnal entry will always pst t the main cmpany's General Ledger files. The system des nt pst revenue t individual jbs. 47

48 Adding a Regular Sales Cde When the Maintain Sales Cde screen is displayed, click n the Regular Sales Cdes tab and click the New buttn. The system will prmpt yu fr the fllwing: New Sales Cde: Enter the new sales cde's number. The system allws input between 0002 and 9999 r a tw t fur digit alphanumeric number. Click the Ok buttn t cntinue t the detail screen. 48

49 Sales Cde Status: Select whether the sales cde will be Active r Inactive. Name: Enter a name fr yur sales cde. The name can be up t 30 characters. The descriptin yu define will print whenever the sales cde is included n the transactin registers. Descriptin n Invices and Orders: Enter the descriptin fr this sales cde. The descriptin can be up t 254 characters. The descriptin yu define here will print fr the sales cde whenever this sales cde is included n an invice. General Ledger Accunts: If yu are perating interactively with the CertiflexDimensin General Ledger prgram, define the Sales, Cst f Sales, and Discunt General Ledger accunts fr this sales cde. If yu are perating interactively with CertiflexDimensin Jb Cst, yu may ptinally define the Jb Cde Cst f Sales Cde used with this sales cde. Sales Cde Grup: Enter the grup number 1-9 fr this sales cde. Default Unit Price: Optinally enter a default unit price fr this sales cde. If yu define a default unit price, the system will autmatically use the input here when yu recrd invices fr this sales cde and allw yu t accept r edit the unit price. This helps speed data entry during recrding invices. Fr example, if sales cde 0550 is used fr labr charges and yu always charge a flat $60.00 per hur, yu may define a default unit price f $60.00, saving yu the time f entering that amunt each time yu use this sales cde. NOTE: If this sales cde is used in cnjunctin with an inventry item, yu d nt need t define a default unit price. The system will use the default unit price as defined fr the inventry item. 49

50 Default Unit f Measure: Optinally enter a default unit f measure fr this sales cde. If yu define a default unit f measure, the system will autmatically use the input here when yu recrd transactins fr this sales cde and allw yu t accept r edit the entry. This helps speed data entry during recrding invices. Fr example, if sales cde 0550 is used fr labr charges, yu may define a default unit f measure f LBR, saving yu the time f entering that unit f measure descriptin each time yu use this sales cde. Default Quantity: Optinally enter a default quantity fr this sales cde. If yu define a default quantity, the system will autmatically use it when yu recrd invices fr this sales cde and allw yu t accept r edit the quantity. This helps speed data entry during recrding invices. Fr example, if sales cde 0550 is used fr labr charges and yu always charge a minimum tw hurs, yu may define a default quantity f 2.00, saving yu the time f entering that amunt each time yu use this sales cde. NOTE: If this sales cde is used in cnjunctin with an inventry item, yu d nt need t define a default quantity. The system will use the default quantity defined fr the inventry item. Cmmissin Status: This field allws yu t chse the status fr the earning f cmmissin when this sales cde is used. Select frm: N Cmmissins: Select this ptin if cmmissins are never t be calculated n a sale using this sales cde. Use Standard Rate: Select this ptin if cmmissins are t be calculated n the salespersn's standard cmmissin percent as defined in the Maintain Salespersns sectin. Ask Rate: Select this ptin if yu want the system t prmpt yu fr the cmmissin percentage when yu use this sales cde. NOTE: If the Master Data field Display Cmmissins is nt selected, this ptin will nt be active. Taxable: Select this check bx if this sales cde is always t be cnsidered taxable. If this sales cde is always tax exempt, d nt select this check bx. Include in Net Sales: The system prvides a way t bill custmers fr amunts that are nt included in the calculatins f net sales. This is imprtant fr reimbursements fr items such as travel expenses, lng distance charges, etc. These items need t be billed t custmers, but are nt really sales since they are als expenses t yu. Select this check bx if this sales cde is t be included in net sales. If this sales cde is t be excluded frm net sales, d nt select this check bx. If yu d nt select this check bx, the use f this sales cde fr any billing amunts will als cause the amunts t be excluded frm the Net Sales by Salespersn ttals, the Net Sales amunt n the Sales Summary, and the cmmissin calculatins. 50

51 Advanced Optins Detail Line Printing The fllwing cntrls determine hw the sales cde will be displayed n printed statements, rders and invices. Suppress Quantity and Unit Price: Check this bx t mit the sales cde s line item quantity and unit price frm Accunts Receivable and Order Entry frms. Fr example, yur invice frms have clumns fr quantity and unit price fr items sld, but perhaps yu als sell a service that des nt have a quantity assciated with it. Yu can nw tell the system nt t print the quantity r unit price fr the sales cde used fr service. This feature will nly apply t invices and rders created after implementatin. Price Cnslidatin: Sales cdes can be set t add extended prices frm multiple detail lines and present the ttal n a single line n Accunts Receivable and Order Entry frms. This ptin is cnvenient fr custmers with multiple detail lines wh d nt wish t shw each line item price. This feature will nly apply t invices and rders created after implementatin. Fr example, say yu have the fllwing three lines n an invice: Line Cde Descriptin Extended Price Blue Widget Finishing Handling If all three sales cdes (0100, 0800 and 0900) have price cnslidatin set t Yes With Detail, the invice lines will print as: Line Cde Descriptin Extended Price Blue Widget Finishing Handling.. If all three sales cdes (0100, 0800 and 0900) have price cnslidatin set t Yes Withut Detail, the invice lines will print as: Line Cde Descriptin Extended Price Blue Widget NOTE: T avid presenting quantity and unit price fr each line item, yu will nrmally want t activate Suppress Quantity and Unit Price fr any sales cde(s) using this Price Cnslidatin feature. 51

52 Changing a Regular Sales Cde T change a regular sales cde, select the Regular Sales Cdes tab when the Maintain Sales Cde screen is displayed. Duble-click > n the regular sales cde r highlight the sales cde and press the Edit buttn. The system will display the infrmatin fr the selected regular sales cde. Fr detailed infrmatin n each field displayed, refer t the Adding A Regular Sales Cde sectin. Deleting a Regular Sales Cde T delete a regular sales cde, select the Regular Sales Cdes tab when the Maintain Sales Cde screen is displayed. Highlight the sales cde and press the Delete buttn. System Sales Cdes System Sales Cdes are sales cdes pre-defined by the system. The system will nt allw yu t add r delete any System Sales Cdes. The pre-defined System Sales Cdes include: Sales Cde Number Sales Cde Name 01-1 Accunts Receivable-Acct Accunts Receivable-Acct Accunts Receivable-Acct Accunts Receivable-Acct Accunts Receivable-Acct Retainage Receivable 02-1 Sales Tax 04-1 Freight Billed 04-2 Freight Cst Expense 04-3 Freight Cst Payable 05-1 Cash Received-Acct Cash Received-Acct Cash Received-Acct Cash Received-Acct Cash Received-Acct Undepsited Cash 07-1 Finance Charge 08-1 Inventry-Acct Inventry-Acct Inventry-Acct Inventry-Acct Inventry-Acct Nn-Inventry 11-1 Early Pay Discunts 11-2 Discunts 11-3 Cst f Sales 11-4 Credit Card Fee Expense 12-1 Petty Cash (cash back) If yu are perating interactively with the CertiflexDimensin General Ledger, it is very imprtant that yu define valid General Ledger accunts fr each f these pre-defined System Sales Cdes. 52

53 Changing a System Sales Cde When the Maintain Sales Cde screen is displayed, click n the System Sales Cdes tab. Duble-click n the System Sales Cde t change. The system will display the infrmatin fr the selected cde. Name: Enter the name fr the sales cde. The name defined will print whenever the sales cde is included n the transactin register reprts. Fr System Sales Cdes, we recmmend that yu d nt change the default names. Fr example, the system will autmatically use System Sales Cde 03-1 sales tax any time tax amunts are calculated. If yu changed the name f System Sales Cde 03-1 t any name ther than a tax name, yur reprts will display misleading infrmatin. Taxable: This field is nly available fr System Sales Cde 04-1, Freight Billed. Select this check bx if yu want the system t cnsider freight amunts taxable. If freight is exempt frm tax, d nt select this check bx. General Ledger Accunts: If yu are perating interactively with the CertiflexDimensin General Ledger prgram, define the General Ledger accunt fr this sales cde. 53

54 Descriptin Only Sales Cdes Descriptin nly sales cdes are the sales cdes yu define as cmmnly used descriptins t print n the custmer invices. Yu may have up t This allws yu t define descriptins that yu may use ften. Fr example, yu may define a cde 01 as Billing fr the mnth f _. When yu recrd transactins and enter the detail line, the system will prmpt yu fr the sales cde. If yu enter r select sales cde 01, the system will insert the defined descriptin n the invice. There are tw types f data yu can stre fr a descriptin nly sales cde, cmplete field entry r partial field entry. On cmplete field entries, yu supply the entire descriptin infrmatin. On partial field entries, yu supply a prtin f the descriptin infrmatin. Fr example, yu culd define sales cde 01 with a descriptin f Billing fr the mnth f _ (single underline). An entry fllwed by a _ (single underline) tells the system that this is a partial entry and t place the cursr at the _ psitin when yu enter r select the sales cde. This allws yu t cmplete the descriptin. Adding a Descriptin Only Sales Cde T add a descriptin nly sales cde, select the Descriptin Only Sales Cdes tab when the Maintain Sales Cde screen is displayed and click the New Buttn. The system will prmpt yu fr the fllwing: New Sales Cde: Enter the new sales cde's number. The system allws a numeric input between 01 and Once yu have assigned the new cde s number, click the Ok buttn t cntinue t the next screen. 54

55 Name: Enter the name f yur sales cde. The descriptin yu define will print fr the sales cde whenever the sales cde is included n the transactin registers. Descriptin n Invices and Orders: Enter the descriptin fr this sales cde. The descriptin yu define here will print fr the sales cde whenever this sales cde is included n an invice r statement. Changing a Descriptin Only Sales Cde T change a descriptin nly sales cde, select the Descriptin Only Sales Cdes tab when the Maintain Sales Cde screen is displayed. Duble-click n the descriptin nly sales cde r highlight the sales cde and press the Edit buttn. The system will display the infrmatin fr the selected descriptin nly sales cde. Fr detailed infrmatin n each field displayed, refer t the Adding a Descriptin Only Sales Cde sectin. Deleting a Descriptin Only Sales Cde T delete a descriptin nly sales cde, select the Descriptin Only Sales Cdes tab when the Maintain Sales Cde screen is displayed. Highlight the sales cde and press the Delete buttn. Sales Cde Grups Sales cde grups are used t grup similar sales cdes tgether. Fr example if yu have ten sales cdes fr inventry items and five sales cdes fr labr, yu can grup all the labr and inventry sales cdes tgether and then be able t see the breakdwn f the different grups. Yu can define up t 10 grups. T use the sales cde grups, click n the Grup Names buttn. Put in a name fr any grup yu want t use. Then g t yur regular sales cdes and set the sales cde grup number. Sales Cde Grups are nly used by the Tp Sales Cde by Grup graph. 55

56 Maintain Salespersns This ptin allws yu t add, change, r delete Accunts Receivable Salespersns. When yu install the CertiflexDimensin Accunts Receivable prgram, the system autmatically adds ne salespersn named HOUSE. HOUSE is required by the system t perate prperly and the system will nt allw yu t delete it. If yu plan n using the cmmissin features f the prgram, yu will need t add a salespersn fr each persn in the cmpany that yu need t track cmmissins fr. If yu d nt ffer cmmissins r d nt use the Net Sales by Salespersn reprt, yu can use the salespersn HOUSE fr all Salespersn prmpts. T add, change r delete a salespersn, click >Maintain Lists >Accunts Receivable >Salespersns. 56

57 Adding a Salespersn T add a new salespersn, click n the New buttn. The system will prmpt yu fr the fllwing: Salespersn Number: Enter the salespersn's identificatin number. We recmmend that yu use sme srt f numbering sequence that will make yur reprt reading easy t recgnize the salespersn. Fr example, yu culd use their initials. The system will nly allw a maximum input f three characters. Once yu have defined the salespersn s number, click the Ok buttn t cntinue. Salespersn Name: Enter the salespersn's full name. Cmmissin Base: This field allws yu t define what the system bases the cmmissin fr this salespersn n. Yu can select frm: Based n Net Sales Inviced: Select this ptin if this salespersn is t receive cmmissins based n the net sales amunt f an invice (invice amunt less tax and freight) when the invice is entered. Based n Net Sales Cllected: Select this ptin if this salespersn is t receive cmmissins based n the net sales amunt f an invice (invice amunt less tax and freight) when payment is psted fr the invice. NOTE: The system will nt calculate a cmmissin amunt when payments are psted fr Balance Frward custmers. If the custmers are defined as Balance Frward custmers and yu are tracking cmmissin amunts, d nt select this ptin. 57

58 Based n Grss Prfit Inviced: Select this ptin if this salespersn is t receive cmmissins based n the grss prfit f a sale (invice net amunt less the invice cst f sale) when the invice is entered. Based n Grss Prfit Cllected: Select this ptin if this salespersn is t receive cmmissins based n the grss prfit f a sale (invice net amunt less the invice cst f sale) when payment is psted fr the invice. NOTE: The system will nt calculate a cmmissin amunt when payments are psted fr Balance Frward custmers. If the custmers are defined as Balance Frward custmers and yu are tracking cmmissin amunts, d nt select this ptin. Cmmissin Percent: If this salespersn is t receive a cmmissin n sales, enter that cmmissin rate here. If this salespersn des nt receive a cmmissin, enter a percent f 0.000%. If this salespersn receives multiple cmmissin percents, enter the mst used cmmissin percent as a negative. When the system encunters a salespersn with a negative cmmissin percent, the system will allw yu t verride the cmmissin percent during Recrd Invices r Recrd Manual Invices, unless the Master Data field Display Cmmissins is nt selected. Emplyee Number: Optinally enter the salespersn's emplyee number. This is an infrmatinal field nly. The system des nt use this field fr prcessing. Override Salespersn One/Override Salespersn Tw: The CertiflexDimensin Accunts Receivable system will allw yu t define up t tw verride salespeple per salespersn. An verride salespersn is a salespersn that receives a cmmissin n the sales made by the current salespersn. Fr example, if yur Sales Department cnsisted f ne supervisr and five salespeple, each earning a 20% cmmissin n sales and the supervisr earns an extra 10% cmmissin n each f the five salespeple's sales, yu wuld add all six salespeple t the system. When yu add the five regular salespeple, yu wuld assign the supervisr t the Override Salespersn One field with a Percent f 50%. When a salespersn makes a sale, they will receive their 20% cmmissin n the sale and the supervisr will receive a 10% cmmissin n the same sale (which is the same as 50% f the salespersn cmmissin amunt). The system calculates the verride salespersn's cmmissin amunt based n a percent f the selling salespersn's percent, nt a percent f the sale. In the abve example, the selling salespersn received a 20% cmmissin n the sale. The verride salespersn is defined at 50%. This means the verride salespersn will receive an amunt equal t 50% f the selling salespersn's 20%. In ther wrds, the verride salespersn will receive a 10% cmmissin n the sale. When yu define an verride salespersn t a salespersn's recrd, the verride salespersn's cmmissin is based n the selling salespersn's cmmissin base, nt n the verride salespersn's wn salespersn recrd. 58

59 Current Sales: If applicable, enter the salespersn's current perid sales. The system will autmatically zer ut this field when yu start files fr a new perid. The system will autmatically update this field when yu print the Cmmissins Reprt. Current Cst f Sales: If applicable, enter the salespersn's current perid cst f sales. The system will autmatically zer ut this field when yu start files fr a new perid. The system will autmatically update this field when yu print the Cmmissins Reprt. Current Cmmissin: If applicable, enter the salespersn's current perid cmmissins. The system will autmatically zer ut this field when yu start files fr a new perid. The system will autmatically update this field when yu print the Cmmissins Reprt. Current Override: If applicable, enter the salespersn's current perid verride cmmissins. The system will autmatically zer ut this field when yu start files fr a new perid. The system will autmatically update this field when yu print the Cmmissins Reprt. Year-t-Date Sales: If applicable, enter the salespersn's year-t-date sales. The system will autmatically zer ut this field when yu start files fr a new fiscal year. The system will autmatically update this field when yu print the Cmmissins Reprt. Year-t-Date Cst f Sales: If applicable, enter the salespersn's year-tdate cst f sales. The system will autmatically zer ut this field when yu start files fr a new fiscal year. The system will autmatically update this field when yu print the Cmmissins Reprt. Year-t-Date Cmmissin: If applicable, enter the salespersn's year-tdate cmmissins. The system will autmatically zer ut this field when yu start files fr a new fiscal year. The system will autmatically update this field when yu print the Cmmissins Reprt. Year-t-Date Override: If applicable, enter the salespersn's year-t-date verride cmmissins. The system will autmatically zer ut this field when yu start files fr a new fiscal year. The system will autmatically update this field when yu print the Cmmissins Reprt. Changing a Salespersn At the Maintain Salespersns screen, enter the salespersn number t change in the Search field and click n the Edit buttn, r simply duble-click n the salespersn yu d like t edit. The system will then display the Edit Salespersn windw. Fr detailed infrmatin n each field displayed, refer t the Adding a Salespersn sectin. Deleting a Salespersn At the Maintain Salespersns screen, enter the salespersn number t delete in the Search field r simply click t highlight the salespersn yu d like t delete. Once the salespersn has been selected, click the Delete buttn. The system will nt allw yu t delete the HOUSE salespersn. HOUSE is required by the system fr prper peratin. 59

60 Maintain Tax Entities This ptin allws yu t add, change, and delete the different entities assciated with a tax rate. Befre we cntinue, we first need t discuss the use f sales tax in the CertiflexDimensin Accunts Receivable prgram and the difference between tax entities and sales tax rates. A taxing entity is the gverning bdy t which yu reprt and we mnthly sales taxes; the state, the municipality, mass transit authrity, etc., fr example. Yu can use a taxing entity in multiple sales tax rates. A sales tax rate number cntains the ttal percentage f sales tax t charge in a given area. Many metrplitan areas require multiple sales tax rates. Fr example, each suburb may charge a slightly different sales tax rate. Each sale tax rate will usually cntain the percentage breakdwns fr several taxing entities. The tax is charged t the custmer as ne lump sum, based n the tax rate number defined and its ttal percentage. But the amunt is nrmally reprted and paid t the taxing entities based n their wn percentage breakdwns. Fr example, suppse we sell in five different lcatins in the Dallas/ Ft. Wrth metrplitan area with each lcatin having a different tax rate. These are the cities f Dallas, Frt Wrth, Carrlltn, Arlingtn, and Lewisville. Fr this example, we will need t define eight entities: State f Texas City f Dallas City f Frt Wrth City f Carrlltn City f Arlingtn City f Lewisville Dallas Area Rapid Transit Authrity (DART) Frt Wrth Rapid Transit Authrity (Frt Wrth MTA) We will als need t define five tax rates: Dallas: 8.25% 6.25% - State f Texas 1.00% - City f Dallas 1.00% - DART Frt Wrth: 8.25% 6.25% - State f Texas 1.00% - City f Frt Wrth 1.00% - Frt Wrth MTA Carrlltn: 8.25% 6.25% - State f Texas 1.00% - City f Carrlltn 1.00% - DART Arlingtn: 7.75% 6.25% - State f Texas 1.50% - City f Arlingtn Lewisville: 7.25% 6.25% - State f Texas 1.00% - City f Lewisville 60

61 NOTE: The examples given here and the tax rates assigned are fr explanatin purpses nly and d nt represent true tax rates fr these areas. If yu sell t these areas listed here, cnsult with yur accuntant r the state fr the prper tax rates fr each area and entity. When yu define each custmer, yu may define tw fields that are used by the system in determining the calculatin t make fr sales tax: Tax Status and Tax Rate Number. The system tracks the ttal sales tax charged during the mnth fr presentatin n the Unpsted Transactins and Psted Transactins reprts. This infrmatin is presented in jurnal entry frmat and als includes the ttal perid-t-date accunts receivable amunt, cash amunt and sales amunt. The transactin file, which yu can use t autmatically pst sales and cash receipts t yur General Ledger, als includes the sales tax ttals. The system prvides several mnthly sales tax reprts t assist with the sales tax reprting needs. Yu can print mnth-t-date ttals by tax rate number and by entity in a detailed r a summarized frmat. T add, change r delete a tax entity, click >Maintain Lists >Accunts Receivable >Tax Entities. Adding a Tax Entity T add a new tax entity, click n the New buttn. The system will prmpt yu fr the fllwing: Tax Entity Number: Enter the new tax entity number. Click the Ok buttn t cntinue t the detail screen. 61

62 Tax Entity Status: By default, a new tax entity will be set t an Active status. If yu need t temprarily disable a tax entity, yu may set it t Inactive. Entity Descriptin: Enter the name fr this tax entity. Yur input here will be the name f the gverning bdy. Tax Entity ID: Enter the tax entity ID. Changing a Tax Entity When the Maintain Tax Entities screen is displayed, select the desired tax entity and click n the Edit buttn, r simply duble-click n the tax entity yu want t change. The system will then display the Edit Tax Entity screen. Fr detailed infrmatin n the Edit Tax Entity fields, refer t the Adding a Tax Entity sectin abve. Deleting a Tax Entity When the Maintain Tax Entities screen is displayed, select the tax entity t delete and then click n the Delete buttn. NOTE: The system will nt allw yu t delete a tax entity that is assciated with an active tax rate. 62

63 Maintain Tax Rates This ptin allws yu t add, change and delete the varius tax rates. Fr an explanatin f the use f tax rates and tax entities, please refer t the Maintain Tax Entities sectin. T add, change r delete a tax rate, click >Maintain Lists >Accunts Receivable >Tax Rates. Adding a Tax Rate T add a new tax rate, click n the New buttn. The system will prmpt yu fr the fllwing: Tax Rate Number: Enter the new tax rate number and then click n the Ok buttn t cntinue t the Edit Tax Rate screen. 63

64 Tax Rate Status: By default, a new tax rate will be set t an Active status. If yu need t temprarily disable a tax rate, yu may set it t Inactive. Tax Rate Percent: Enter the taxing area's tax rate percent. Tax Rate Descriptin: Enter the name f this tax rate. Yur input here will be the name f the taxing area. Entities 1-6, Entities 7-12 Define the first six entities f the tax rate within Entity 1-6 fields. If the tax rate has mre than six entities, define them within the Entity 7-12 fields. Entity Percent: Enter the entity's percentage. Entity Name: Select the crrect entity name frm the Entity Listing. Frm the examples listed in Maintain Tax Entity, if we defined a Tax Rate fr Dallas at 8.25%, it wuld have three entities defined, State f Texas at 6.25%, the City f Dallas at 1.00% and DART at 1.00%. NOTE: The system will verify that the percent ttal entered fr the tax entities yu add equal the tax rate defined. Hwever, the system will allw yu t verride the verificatin and add tax entities that d nt equal the tax rate defined. Fr prper tax reprting, the tax entities yu add shuld always equal the tax rate defined. Changing a Tax Rate When the Maintain Tax Rates screen is displayed, enter the tax rate t change in the Rate Number field. When a valid tax rate is entered, the system will display the infrmatin fr the selected tax rate. Fr detailed infrmatin n this feature, refer t the Maintain Tax Rates sectin. NOTE: DO NOT change a tax rate in the middle f a sales tax reprting perid. Yu shuld nly change a tax rate after a perid is cmplete, the General Ledger is updated, and all reprts are printed. If yu change a tax rate in the middle f a sales tax reprting perid r befre the General Ledger is updated and the sales tax reprts are printed, yu can cause majr discrepancies in the sales tax reprts. 64

65 Deleting a Tax Rate When the Maintain Tax Rates screen is displayed, enter the tax rate t delete in the Rate Number field. When a valid tax rate is entered, the system will display the infrmatin fr the selected tax rate. Click > Delete. NOTE: DO NOT delete a tax rate in the middle f a sales tax reprting perid. Yu shuld nly delete a tax rate after a perid is cmplete, the General Ledger is updated, and all reprts are printed. If yu delete a tax rate in the middle f a sales tax reprting perid r befre the General Ledger is updated and the sales tax reprts are printed, yu can cause majr discrepancies in the sales tax reprts. Maintain Cycle Billing The CertiflexDimensin Accunts Receivable prgram includes a Cycle Billing system designed t accmmdate even the mst cmplex recurring invicing requirements. If yu prcess recurring invices each perid, yu may want t cnsider taking advantage f this pwerful set f features. The Cycle Billing invicing system will allw yu t set up grups (cycles) f recurring invices and easily print/pst thse recurring invices in ne ptin. Cycle Billing uses tw prgrams t facilitate the prcessing f recurring invices. The main Cycle Billing prgram will allw yu t maintain the Cycles used t categrize (grup) yur recurring invices, alng with the ability t print and pst yur cycle invices. The actual additin f individual invices cntained within a cycle is maintained in the Recrd Invices sectin described later in this chapter. All prcessing and data strage fr Cycle Billing is cntained within the DdzYYCB1.CAX data file (dz=cmpany ID). Yu shuld always keep a current backup f this data file prir t making extensive changes t yur Cycle Billing System. T add, edit, r delete billing cycles, click >Maintain Lists >Accunts Receivable >Cycle Billing. 65

66 66

67 Add, Edit, Delete r Cpy Cycles Edit Cycle: Befre yu can begin prcessing with the Cycle Billing System, yu must first add at least ne cycle t yur cycle listing. The Cycle Billing System will handle up t 999 separate cycles. An individual cycle will allw yu t grup a set f invices within ne cycle t be printed and psted all at nce. Fr example, sme cmpanies prcess recurring invices n a mnthly, quarterly, and annual basis. In this case, yu culd add three cycles: Mnthly, Quarterly and Annual. T add a new cycle t yur Cycle Listing, click n the Add Cycle buttn. New Cycle Number (1-999): Enter in the new cycle number frm 1 t 999. Certain Cycle numbers are reserved fr special uses. Cycle numbers between 1 and 899 are available fr nrmal use. Cycle numbers between 900 and 998 are reserved fr aut-deleting, which means that all invices in these cycle numbers will autmatically be deleted after psting. Cycle number 999 is reserved fr imprting invices frm third-party sftware. Cycle Name: Enter the cycle name yu wish t use with this cycle. Example - Mnthly Service. Invice Message: Enter any message yu wuld like t display n all printed invices within this cycle. Edit Cycle: T change the name r special invice message, select the desired cycle and click n the Edit Cycle buttn. Delete Cycle: T delete an existing cycle and all recurring invices within that cycle, select the desired cycle, and click n the Delete Cycle buttn. NOTE: Yu shuld have a current backup f yur cycle billing data prir t deleting cycles. Cpy Cycle: This ptin will allw yu t add a new cycle while at the same time cpying all f the detailed invices frm an existing cycle. This ptin is extremely helpful if a cycle cntains recurring invices that need additinal ne-time changes. Fr example, cycle number 100 cntains all f the recurring invices yu always prcess every mnth, but this mnth sme f these invices need t be edited t incrprate additinal changes. Withut using the Cpy Cycle feature, yu wuld first need t make the required changes t the affected invices in cycle 100. After psting the cycle 100 invices, yu wuld need t g back and edit the invices again t remve the changes. 67

68 A much easier way t accmplish the same task wuld be t cpy cycle number 100 t a new cycle number such as 900, make yur mnthly adjustments, and pst the new cycle. Then, instead f having t remve several individual changes, simply delete the new cycle number. T cpy an existing cycle number t a new cycle, select the cycle yu wish t cpy and click n the Cpy Cycle buttn. The system will then prmpt yu fr the new cycle number. Print Cycle Listing: This ptin will allw yu t print a listing f all cycle billing invices by either cycle number r by custmer number. View Current: Select this ptin t review a list f invices fr the current cycle and invices may be accessed r arranged using standard CertiflexDimensin Search, Srt By, Lcate and Filter ptins. View All: Select this ptin t review a list f all cycle invices fr the current cycle and invices may be accessed r arranged using standard CertiflexDimensin Search, Srt By, Lcate and Filter ptins. Print & Pst Cycle Invices This ptin will allw yu t print and pst all invices frm an existing Cycle. T execute this ptin, click >Print & Pst Cycle Invices. Optin Type: If yu prefer t print and pst selected invices, select the Optin Type labeled Print & Pst Invices. If yu prefer t print invices withut psting t the custmer file, select the Optin Type Print Prfrma Invices Only. If yu prefer t nly pst invices, select the Optin Type Pst Invices Only. NOTE: The prfrma is nrmally used t print sample invices, since n custmer files will be updated. The pst invices nly ptin is nrmally used when yu imprt transactins frm anther prgram that yu need t pst t CertiflexDimensin Accunts Receivable. Cycle Number: Select the desired cycle number. Range f Invice: Select the beginning and ending invice numbers within the selected cycle yu wish t pst r print. 68

69 Keywrd: If yu have used the key phrase {Keywrd} n detail lines f invices within this cycle, enter the wrd yu wish t use t replace {Keywrd}. Fr example, entering July wuld make line Billing fr the mnth f {Keywrd}, be displayed as Billing fr the mnth f July. Ask fr Reprint Transactins Prir t Psting: Select this checkbx if yu want the system t ask yu if yu wish t reprint invices befre psting. Click n the Print/Pst buttn t prceed t the Transactin Output Selectin screen. Current Frm: This sectin displays the current frm. T use a different frm r select a printer ther than yur default, click the Frms & Printer buttn. NOTE: T use the default frm utput as defined in the custmer s Invice frm setting s, select Calculate (By Custmer/Output). Style By Custmer: Select this ptin t use an utput style as defined n the custmer. Fr example sme custmer may be marked as and Printer while ther custmers may have n utput marked Pst Only. Style Nne: Select this ptin t update all invices withut any utput Pst Only. Style As Selected: Select this ptin t utput all frms in the selected mdes f Printer, , Fax r Other. Fr example, t print and an invice fr every transactin, use As Selected and then check T Printer and T and uncheck T Fax and T Other. NOTE: All frms printing t printer may be redirected t the Print Preview System by selecting Preview Screen. frms may include cnfirmatin nly (n attached PDF) by selecting Cnfirmatin Only. Fr mre infrmatin n specific frm utput styles, please refer t Maintain Custmer - Invice Frm Output. Click Print t utput and update yur selectins. 69

70 Maintain Cycle Billing Invices T maintain r review infrmatin regarding individual invices within a cycle, select the desired cycle and click > Maintain Cycle Billing Invices. This ptin will present a recap f all invices within the cycle and allw yu t perfrm invice maintenance. NOTE: Yu may ptinally add and edit Cycle Billing invices frm the Recrd Invices in Accunts Receivable, using the ptin features described at the end f this chapter. Add New Invice: Use this ptin t add a new invice t this cycle. The system prmpts yu fr a custm number, cash invice, Expire Date and if yu want t use the default detail lines fr this invice. Once yu have answered the abve and click >Ok, the system will transfer yu t the standard Recrd Invice applicatin s yu may edit r add any additinal detail yu require. Edit Invice: Use this ptin t make changes t an existing cycle billing invice. Delete Invice: Use this ptin t delete an existing cycle billing invice. Set Default: T make an existing invice within a cycle the default invice, select an invice frm the invice listing, and click n the Set Default buttn. The default invice may be used when adding new invices t this cycle. Replace: T replace the detail lines f an existing individual cycle invice with the default detail lines f a Cycle, select an invice frm the invice listing, and click > Replace. 70

71 Recrd Invices Mve Cycle N.: T mve cycle invices frm the current cycle int anther cycle, click > Mve Cycle N. The system will allw yu t select which invices frm the current Cycle yu wish t mve alng with the Cycle number yu wish t mve the invices int. Once yu have made all yur selectins, click > Update Nw. Edit Expire Dates: T change expire dates n existing cycle invices, click > Edit Expire Dates The system will allw yu t select which invices frm the current Cycle yu wish t change alng with the new cancel date. Once yu have made all yur selectins, click > Update Nw. Refresh: The Cycle Billing system recrds each custmer s address infrmatin when a new invice is added t the cycle. If the custmer s address infrmatin changes after the invices have been added, use this ptin t refresh the address infrmatin n the Cycle Billing invice. T add new, r edit existing invices frm a cycle, yu may ptinally g t Recrd Invices. T activate the Recrd Invices prgram, click >Transactins >Accunts Receivable >Recrd Invices. Under Advanced Optins, click n the Cycle Billing Invices buttn r use the shrtcut key f Alt + B. Cycle Number: Select the cycle number yu wish t use. NOTE: The cycle number must have been added using the Cycle Billing prgram befre individual invices can be added t a cycle. After selecting a cycle number, the system will autmatically display all existing invices within the selected cycle. Use Default n New: Select this check bx if yu are adding new invices t a cycle and want the system t autmatically add detail lines frm the default invice fr this cycle. Set Default: T make an existing invice the default invice fr this cycle, select an invice frm the invice listing, and click >Set Default. The default invice may be used when adding new invices t the cycle in the Recrd Invice prgram. New: T add a new invice t the selected cycle, click >New. The system will prmpt yu fr a custmer. After the custmer has been selected, the system will return yu t nrmal invice prcessing. When the invice is saved, instead f being printed and psted, it will be added t the cycle invice listing. T add the next invice t the cycle, click the Cycle Billing buttn under Advanced Transactin Type Optins. 71

72 Replace: T replace an existing invice with the default invice s infrmatin, select the desired invice and click >Replace. The system will delete all detailed lines frm the existing invice and replace them with the detailed lines frm the default invice. Yu are then allwed t edit any existing infrmatin n the invice. When finished, click >Save and the new infrmatin will be saved t the Cycle Billing file. Edit: T change any infrmatin n an existing cycle billing invice, select the desired invice, and click >Edit. After editing the invice, click >Save and the new infrmatin will be saved t the Cycle Billing file. Delete: T delete a custmer invice frm a cycle, select the invice yu wish t delete, and click >Delete. Cancel: T return t nrmal invice prcessing frm within the Cycle Billing windw, click >Cancel. 72

73 Transactins Accunts Receivable Abut Recrding Invices Recrding invices in the CertiflexDimensin Accunts Receivable prgram is where yu will d the majrity f yur wrk if yu are nt perating interactively with the CertiflexDimensin Order Entry prgram. Therefre, it is imprtant that yu read this sectin carefully befre attempting any prcessing. This sectin explains hw yu recrd invices and manual invices t the CertiflexDimensin Accunts Receivable prgram. This is an imprtant functin in running yur business fr several reasns. It is imprtant t invice custmers n a timely basis. This ensures that cash flw is active and current. Anther imprtant prcedure in the CertiflexDimensin Accunts Receivable prgram is the functin f updating the custmer accunts. This is imprtant because yu need t keep track f the amunt f mney wed the cmpany by each custmer, as well as the ttal amunt f the receivables. Knwledge f custmer accunt balances is necessary fr cllectin purpses. Knwledge f the ttal Accunts Receivable amunt is necessary fr balancing with the General Ledger. Finally, many businesses sell mre than ne gd r service. If yur cmpany sells multiple gds r services, yu may need t keep track f the sales dllar amunts fr each type f gd r service prvided. It is imprtant that yu knw where the sales dllars are cming frm and which items are nt generating sales dllars. The sales amunts are als necessary fr updating the General Ledger. The CertiflexDimensin Accunts Receivable prgram allws yu t recrd and print invices. Bth recrding and psting transactins updates the custmer files, the transactin files, and the inventry files if yu are perating interactively with CertiflexDimensin Inventry. Recrding invices will print the actual custmer invice. Since recrding invices prints the invice, yu can als generate a hard cpy recrd f the invice fr filing r an electrnic cpy t reduce paper utput. Recrding manual invices (psting) des nt print invices. It des recrd the invice s that yu can reprint it frm the Reprint Invices feature at a later time. Yu wuld recrd manual invices t enter invices that were hand written. Each invice entered thrugh recrd invices r recrd manual invices will print n the Invice Psting Reprt. This reprt prints at the end f every sessin. 73

74 Recrd Invices Recrding invices allws yu t generate the actual invices fr the custmers. When yu recrd invices, the system will ptinally print each invice as it is entered and immediately update the data files. Recrding an Invice T recrd invices, click >Transactins >Accunts Receivable >Recrd Invices. Advanced Optins Sessin Ttals Repeat Invice: The system will allw yu t repeat a custmer s prir invice. When yu click this buttn, yu will see a list f all archived invices fr the custmer. Selecting an invice will retrieve all the detail lines frm the selected invice and start the transactin fr yu. The find feature is included with repeat custmer invice, s yu can easily lcate a specific invice t repeat. Credit Invice: The system allws yu t credit a custmer s prir invice. When yu click this buttn, yu will see a list f all invices that have been archived fr this custmer. Selecting an invice will retrieve all f the detail lines frm the selected invice and start the transactin fr yu. Crediting a prir invice will autmatically adjust the transactin descriptin and due date. A find feature is included n the Credit Custmer Invice ptin that will allw yu t search and lcate the specific invice yu wish t credit. Cycle Billing: Select this ptin if yu wish t recrd invices fr cycle billing. Yu will be asked the cycle number that yu want fr this invice. Yu can set the default invice, create new cycle invices, replace, edit and delete existing cycle invices. Fr mre infrmatin n hw t use cycle billing, please refer t the cycle billing chapter in this manual. N.: The number f invices that have been written during the sessin. 74

75 Output Mde Amunt: The ttal dllar amunt f all invices written during the sessin. Review Sessin Detail : When at least ne invice is entered, this buttn will be available. Clicking the buttn will list all transactins entered during the sessin. Select the desired invice/rder frm utput. T have the frms printed based n custmer utput preferences, select By Custmer. T have n frms printed, select Nne. T have the system prmpt yu fr utput destinatin prir t printing, select Prmpt. T recrd a manual invice that will update custmer histry but will nt prduce a physical invice, select Manual Invice. NOTE: Selecting an Output Mde f Nne r Manual Invice will nt prduce a physical invice, but nly Manual Invice mde will always prmpt yu fr an invice number. Settings Frms and Printers Selected Frm: This sectin displays the frm currently selected t print invices. T print a different frmat, select frm the drp dwn menu. Selected Printer: This sectin displays the printer currently selected t print. T use a different printer, click n the Printer Setup buttn. Printer Output: Select the check bx that crrespnds with yur preferred means f utput, either Selected Printer r Preview Screen. Cpies: Enter the number f cpies yu want printed. Click n the OK buttn t save yur frm and printer selectins and return t the Select Custmer & Start Transactin screen. 75

76 Preferences Settings Always Ask Retainage after Jb Number: Select this checkbx if yu d like the system t prmpt yu fr a retainage amunt when assigning jbs t invices/rders. Append Custmer Name: The system can ptinally display a descriptin f the transactin type selected (abbreviated) and the name f the custmer. This is cnvenient if yu d many transactins t special type custmers (custmers with a Class f 98) r cash custmers. Maximize Transactin Entry Screen: Select this checkbx t have the size f the transactin entry screen maximized. If yur screen display mde is 1152 x 864 r greater, yu will be able t view a full transactin screen withut scrlling with this selectin. Calculate Aging fr Invices: Select this checkbx t have the system autmatically calculate aging data which can be included in Rave Invice frms. If yu d nt include accunt balances and aging in yur invice frms, leave this ptin unselected as this ptin will slw dwn invice frm prcessing. Default Payment Type: Select the mst cmmn payment type frm the drpdwn list: 1 American Express, 2 MasterCard, 3 Visa, 4 Discver, Other Credit Card, 5 ACH Credit, 6 Cash, r 7 Credit. Default Line Type: Select yur mst cmmn detail line type frm the frm the drpdwn list: O Descriptin, 1 Regular, 2 Quick Inventry, r 3 Inventry. Fax Printer Select the desired fax printer device frm the drpdwn menu. T reset the device selected, click n the Clear buttn. 76

77 Output Mde This ptin defines hw the system will designate invice/rder frm utput destinatin. T have the frms printed based n custmer utput preferences, select By Custmer. T have n invices printed, select Nne. T have the system prmpt yu fr utput destinatin prir t printing, select Prmpt. Default Lists Prmpts Print Terms: The CertiflexDimensin Accunts Receivable system ships with several default print terms defined, such as Due Upn Receipt, C.O.D. Check OK, and C.O.D. Cash Only. The system will allw yu t add r edit print terms. When yu click this buttn, the system will display a list f the default print terms. Simply add additinal print terms yu wuld like t have available. Each print term must be listed n a separate line. Transactin Descriptins: The CertiflexDimensin Accunts Receivable system ships with several default transactin descriptin terms defined. The system will allw yu t add r edit transactin descriptins. When yu click this buttn, the system will display a list f the default transactin descriptins. Simply add each additinal default transactin descriptin term yu wuld like t have available. Each term must be listed n a separate line. Special Instructins: The CertiflexDimensin Accunts Receivable system ships with several default special instructin terms defined, such as Ship Tw Day, Ship Next Day, and Custmer Pick-Up. The system will allw yu t add r special instructins. When yu click this buttn the system will display a list f the default special instructins. Simply add each additinal default special instructin term yu wuld like t have available. Each term must be listed n a separate line. Transactin Heading: This ptin allws yu t change mst prmpts n the heading sectin f Recrd Invices. Uncheck any items yu d nt want in the tab rder. Change Prmpt Label: The system will allw yu t change the name f a heading label t best suit the way yur cmpany des business. T change the name f a label, highlight the name f the prmpt yu want t change and click n the Change Prmpt Label buttn. Save: When all f yur heading prmpts have been changed, click n the Save buttn t save the changes made. Cancel: Click n the Cancel buttn if yu d nt want t save the changes made t the heading prmpts. Detail Lines: This ptin allws yu t change mst prmpts n the Detail Lines sectin f Recrd Invices. Uncheck any items yu d nt want in the tab rder. Change Prmpt Label: The system will allw yu t change the name f a detail line label t best suit the way yur cmpany des business. T change the name f a label, highlight the name f the prmpt yu want t change and click n the Change Prmpt Label buttn. Save: When all f yur detail line prmpts have been changed, click n the Save buttn t save the changes made. 77

78 Orders/Qutes Cancel: Click n the Cancel buttn if yu d nt want t save the changes made t the detail line prmpts. New Order/Qute Cnfirmatin: Select yur preferred methd f cnfirmatin, either Cnfirmatin Only r With Attachment. Aut-Delete Backrder after Invicing: Select this checkbx if yu want the system t autmatically delete backrders affected by invicing. When yu have finished setting yur preferences, click n the Save buttn t save the preferences and return t the Select Custmer & Start Transactin screen. T return t the Select Custmer & Start Transactins screen withut saving these changes, click n the Cancel buttn. Select Custmer and Start Transactin Transactin Type: Select ne f the fllwing transactin types: Invice: Select this transactin type if the transactin is a standard invice. Credit Mem: Select this transactin type if the transactin is t reduce the ttal payment wed by the custmer. NOTE: If yu select this transactin type, d nt enter quantity amunts r dllar amunts as negative amunts. The system will autmatically recrd all entries as a negative amunt. Debit Mem: Select this transactin type if the transactin is t increase the ttal payment wed by the custmer and is nt a standard invice. Adjustment: Select this transactin type if the transactin is t adjust the custmer's balance and des nt meet the ther transactin type descriptins. Cash Invice: Select this transactin type if the transactin is a pint-f-sale, cash transactin. If yu select this transactin type, the system will nt track an pen item fr the sale. Nrmally, when yu recrd an invice, the system will recrd a debit t the accunts receivable and a credit t the sale s sales cdes. When yu recrd a cash sale, the system will recrd a debit t cash, r undepsited cash, if yu are using the Depsit System, and a credit t the sales cdes used. Qute: Select this transactin type if the transactin is a qute t a custmer. If yu select this transactin type, the system will nt track an pen item n the custmer nr will the system make a jurnal entry. The system will print QUOTE n the invice frm. This ptin allws yu t print an invice-lking frm t present t a custmer as a qute. Custmer: Enter the custmer by access key and click n the Start buttn t enter the Recrd Invices screen. Alternately, yu may access the Recrd Invices screen by duble-clicking n the crrespnding recrd in the custmer listing. 78

79 The very tp f the main Recrd Invices screen shws the type f transactin yu selected, the selected custmer, and the fllwing auxiliary buttns: Custmer Ship t Key List : If multiple shipping addresses are defined fr this custmer, click this buttn t have the system display a list f available shipping address. Select the shipping addresses t use fr this transactin, then click n the Ok buttn. Custmer Cntact List : If multiple cntacts are defined fr this custmer, click this buttn t have the system display a list f available cntacts. It will list all the cntacts that were added in the Cntact List sectin f Maintain Custmers. Select the cntact yu wish t use fr this invice, then click n the Ok buttn. Cpy Bill T Infrmatin t Ship T : Click this buttn t cpy the custmer s billing address infrmatin t the shipping address infrmatin fields. Transactin Attachment [F8] : Select this ptin if yu wish t add an attachment t this invice. Fr mre infrmatin n hw t add advanced bjects like vide r sund t an attachment, please refer t yur CertiflexDimensin System Manager Guide. Attachments d nt print n invices, but may be displayed later by accessing the Custmer Accunt Detail in Review Custmers. The detail data entry screen will autmatically scrll thrugh the sectins f the invice as yu enter data. Yu may ptinally tggle between the Transactin Header sectin and Transactin Detail sectin by pressing the [F9] key. 79

80 Transactin Cntact and Addresses Cntact: The custmer s cntact infrmatin will appear in the Cntact field. T change the custmer cntact infrmatin, click n the Custmer Cntact List buttn. NOTE: Yu may ptinally use the cntact field fr any additin infrmatin yu wish t save with each invice (maximum 256 characters). By default, the cntact field des nt print n invices, but may be added using the Rave Frms Generatr. Bill T: The system will display the custmer's billing address infrmatin as defined n the custmer's main recrd. T edit the billing address infrmatin, yu must exit this prgram and change the infrmatin in the Maintain Custmers sectin. NOTE: If the custmer has the class field set t 98 r 99, yu can edit the billing address infrmatin n this screen. Ship T: If the custmer has a shipping address defined n their main recrd, that infrmatin is displayed here. The system will allw yu t make adjustments, if necessary. Transactin Header Order Date: Enter the rder date fr this sale. The system will default t the current prcessing date. Purchase Order Number: If applicable, enter the custmer's purchase rder number. If yu enter a purchase rder number, the system will save the purchase rder number t the custmer's histry file. The system will autmatically check t insure that the purchase rder number has nt already been used fr this custmer. Terms: The system will default t the custmer's defined terms n the custmer's main recrd (Type 0). If yu want t select a term ther than the custmer's default, select frm the fllwing: Type 1 - Select Number f Days frm Invice Date: Select this ptin if this transactin is due a set number f days after the transactin date. If yu select this ptin, the system will prmpt yu fr the fllwing: Number f Days Until Due: Enter the number f days after the transactin date that the transactin is due. Discunt Percent: If a discunt percentage is allwed fr this custmer fr early payment, enter the allwed discunt percentage. Number f Discunt Days: If yu entered a discunt percentage abve, enter the maximum number f days frm the transactin date that the custmer must pay the transactin by in rder t receive the discunt. Type 2 - Select Number f Days frm End f Mnth: Select this ptin if this transactin is due a set number f days after the end f the mnth. If yu select this ptin, the system will prmpt yu fr the fllwing: 80

81 Number f Days frm End f Mnth: Enter the number f days after the end f the mnth that the transactin is due. Discunt Percent: If a discunt percentage is allwed fr this custmer fr early payment, enter the allwed discunt percentage. Number f Discunt Days: If yu entered a discunt percentage abve, enter the maximum number f days frm the end f the mnth that the custmer must pay the transactin in rder t receive the discunt. Type 3 - Select Specified Due Date: Select this ptin if yu want t define this transactin due n a specific date. If yu select this ptin, the system will prmpt yu fr the due date. Type 4 Reset T Custmer Terms: Select this ptin if yu have changed the terms and decide t revert back t the terms set up n the custmer recrd. Print Terms: Enter r select the payment terms yu want the system t print n the invice. The system will first default t the print terms defined fr the Master Data field Print Terms. If there are n print terms defined in the Master Data, the system will default t the terms used in Transactin Terms abve. Yu can use this field t have the system print terms that are different than the custmer's true terms fr the invice. Fr example, if the selected custmer's payment term is defined as Net 30, in an effrt t cause the custmer t pay mre quickly, yu may wish t have the invice print terms f Net 10. The system will still save and age the invice as Net 30. The terms printed n the invice are the nly place the Net 10 will display. Invice Number: If the Master Data field Ask Invice Number is selected, the system will prmpt yu fr the transactin number instead f sequentially assigning the transactin number. NOTE: If the Output Mde is set t Manual Invice n the previus screen, yu will be prmpted fr a transactin number, even if Ask Invice Number is nt selected in the Master Data. Special Instructins: Enter r select any kind f message that yu wuld like t print as special instructins n the invice. Transactin Descriptin: Enter r select the descriptin fr this transactin. The descriptin entered here is saved t the custmer's pen item and histry files and t the transactin files. The system will default with a descriptin f the transactin type yu selected (Invice, Credit Mem, Debit Mem, etc.). Salespersn: Select the salespersn fr this transactin. The system will default t the salespersn defined n the custmer's main recrd. The system will nly allw yu t select ne salespersn per transactin. If yu need t distribute this transactin t multiple salespersns, yu must either generate multiple transactins t separate the sales amunts, use the cmmissins verride feature r manually update the salespersn's cmmissin amunts. 81

82 Cmmissin Percentage: If the Master Data field Display Cmmissins is selected and the salespersn selected has a cmmissin percentage defined, the system will default t that cmmissin percentage fr this transactin. Select r edit this cmmissin percentage. If the salespersn's cmmissin percentage defined is a negative percent, the system will prmpt yu fr the cmmissin rate fr this transactin. Jb Number, Jb Name: If yu are perating the CertiflexDimensin Jb Cst prgram, the system will prmpt yu fr the jb number this transactin shuld be psted t. Select the crrect jb number. NOTE: Befre the system will allw yu t recrd a transactin fr a custmer t a jb, the custmer MUST have retainage activated n their main recrd. The nrmal setting fr retainage fr custmers is turned ff. Yu will need t either set the retainage t a percentage r t a percentage f 0.000%. If the Retainage Percent field fr the custmer is set t % pen Maintain Custmers, click > the additinal tab, and set the percentage t 0.000% r higher. Setting the retainage percentage t a % will deactivate the retainage field. When the Heading fields are cmpleted, yu will be mved t the Transactin Detail sectin t enter the transactin detail lines. 82

83 Transactin Detail There are five types f transactin detail line items yu can enter frm this screen: Descriptin Only Lines (Type 0), Regular (Type 1), Quick Inventry Lines (Type 2), Inventry Lines (Type 3), and Inventry Kit Lines (Type 4). There are als special transactin functins yu can perfrm frm this screen: changing the discunt percentage, changing the tax infrmatin, and changing the freight amunt. Regular Detail Lines (Type 1) Regular detail lines include all detail line types except fr thse lines invlving specific inventry items maintained in the CertiflexDimensin Inventry prgram and descriptin nly lines. T enter a regular detail line, enter a 1 fr the Line Type. The system will allw yu t enter the fllwing infrmatin: Sales Cde: Select the desired sales cde t use. Press F6 fr a listing f yur sales cdes. As described in the Maintain Sales Cdes sectin, the CertiflexDimensin Accunts Receivable prgram allws yu t develp sales and cash receipt ttals fr psting int the General Ledger. The system maintains the ttals t pst t the General Ledger thrugh the use f sales cdes. Yu are required t enter a sales cde fr each detail line f every transactin that yu recrd in the system. It is imprtant that yu be cnsistent in the use f the sales cdes t allw the system t mst efficiently summarize all sales entries in preparatin fr psting t the General Ledger. There is a detailed discussin f the system's use f sales cdes in the Maintain Sales Cdes sectin. We recmmend that yu read and understand this sectin befre cntinuing with this ptin. 83

84 Unit f Measure: Enter the detail line's unit f measure. If the sales cde used is defined with a default unit f measure, the system will display that default unit f measure. Taxable: The system will shw yu if this sales cde is taxable. Discunt Percentage: Enter this detail line's discunt percentage. The system will let yu enter a percentage in this prmpt nly if the Master Data field Discunts is set t Discunts Per Line. Cmmissin Percentage: Enter the crrect cmmissin percentage fr this detail line fr the selected salespersn. The system will display this prmpt nly if the field Ask Cmmissin n the selected sales cde and the Master Data field Display Cmmissins are selected. Descriptin: Enter the descriptin fr this detail line. The system will default t the invice descriptin f the sales cde yu used fr this detail line. Descriptins fr detail lines are limited t 254 characters. HINT: Since all invices frms supprt wrd wrap n descriptins, yu may ptinally use multiple carriage returns within a single descriptin. If yu have cnfigured Dimensin t use Enter key as Tab, yu may still add carriage returns t a descriptin by pressing Ctrl + Enter. Quantity Ordered: Enter the quantity rdered fr this detail line. The system will default t the quantity n the sales cde yu used fr the detail line. This field will be available nly if the master data field Ask Quantity Shipped is selected. Quantity/Quantity Shipped: If the master data field Ask Quantity Shipped is selected, the system will prmpt yu fr the Quantity Shipped. The system will default t the Quantity Ordered. Zer quantity shipped will handle cst and prices as extended values. If the Master Data field Ask Quantity Shipped is nt selected the system will change the abve prmpt t Quantity and default t the quantity n the sales cde yu used fr the detail line. Zer quantity zer will handle cst and prices as extended values. Cst: Enter the individual unit cst fr this detail line item. This prmpt is available nly if the Master Data field Ask Unit Cst is selected. This field allws the system t track the ttal cst f sales in the transactin files, which generate the sales reprts and which yu can pst t the General Ledger. Price: Enter the individual unit price fr this detail line item. If the sales cde used fr this detail line item is defined with a default unit price, the system will display that default unit price. When the detail line item infrmatin is entered, click > Accept r F2 t validate the detailed line item. Descriptin Only Lines (Type 0) The system allws yu t enter descriptin nly lines t the transactin. Yu can use descriptin nly lines t add further infrmatin n the invice abut a line item entered r t print pre-defined descriptin nly lines. T enter a descriptin nly detail line, enter a 0 fr the Line Type. 84

85 The system will allw yu t enter the fllwing infrmatin: Cde (1-9999): T select a pre-defined descriptin nly sales cde, enter a valid descriptin nly sales cde number frm 1 t T manually enter a descriptin nly detail line, enter a Cde f 0. Descriptin: If yu selected a pre-defined sales cde, the system will display the descriptin fr that sales cde and allw yu t edit r add t the descriptin. If yu selected Sales Cde 0000, the system will prmpt yu fr the descriptin t add t the invice. Yu can enter up t a 254 character descriptin. Descriptin Only Type: Offers enhanced flexibility fr writing special descriptins n yur invices. Print All: Always print the descriptin line. Print Shipping Only: Print the descriptin line n packing lists nly. Print Huse Only: Print the descriptin line n in-huse reprts nly. Use As Subttal Line: T add subttals t the middle f an invice, use a zer descriptin line set t Use as Subttal Line. All the amunts between this subttal line and the subttal line abve it, r the beginning f the invice, will be added tgether and printed n this line with the descriptin given. When the descriptin nly detail line item infrmatin is entered, click > Accept r F2 t validate the detail line item. 85

86 Quick Inventry Lines (Type 2) If yu are using the CertiflexDimensin Inventry package in cnjunctin with Accunts Receivable, yu have the ptin t enter Quick Inventry lines in the transactin detail. The Quick Inventry line will use the default sales cde and lcatin frm the Inventry item and autmatically fill in the transactin detail. T enter a Quick Inventry line, enter a 2 fr the Line Type. The system will prmpt yu fr the fllwing: Quick Inventry Item: Enter the inventry item number that yu wish t use in the transactin. T bring up a list, press the F6 key r yu may scrll thrugh a listing by using the up and dwn arrw keys. T tggle the index fr the inventry items, press yur F5 key. If the selected item is marked as a Master Item, the system will prmpt yu fr the individual serial/lt number being sld. Fr mre infrmatin regarding Master Items, please refer t Maintain Inventry Items in yur CertiflexDimensin Inventry Operatins Guide. U/M: The default unit f measure fr the inventry item is autmatically entered fr yu in this field. If the inventry item cntains a unit f measure which includes a cnversin table with active alternatives, the system will allw yu t select the desired unit f measure. Taxable: The system will shw yu if this sales cde is taxable. Discunt Percentage: Enter this detail line's discunt percentage. The system will let yu enter a percentage in this prmpt nly if the Master Data field Discunts is set t Discunts Per Line. Cmmissin Percentage: Enter the crrect cmmissin percentage fr this detail line fr the selected salespersn. The system will display this prmpt nly if the field Ask Cmmissin n the selected sales cde and the Master Data field Display Cmmissins are selected. Quantity: Enter the quantity f items fr the invice. The default quantity will be autmatically entered in this field fr yu, but yu may change it as necessary. The quantity may nt be zer fr an inventry item. Cst: The system will nly prmpt yu fr this if the inventry item is a Drp Shipment Item (Class 90-99). Price: Enter the price f the item. The default price listed n the inventry item, based n the custmer Price Level (1-11) will be autmatically entered in this field fr yu, but yu may change it as necessary. If the custmer has a price level f 11, the system will calculate the desired selling price based n the quantity break available n the selected item. Yu may ptinally add a cntract price t a specific Item/Custmer cmbinatin. Yu may press F4 t display inventry prices fr the item, r press F5 t retrieve the last price fr which this item was sld t this custmer. Als, yu may chse t set up a custm inventry price matrix which will apply t this custmer. This can be set up in the CustItem.txt file, lcated in the \CFX9\XCnnect subdirectry. This is a tab-delimited file with each line using the fllwing frmat: Custmer # Item # Price Expiratin Date 86

87 When the detail line item infrmatin is entered, click Accept r F2 t validate the detailed line item. Inventry Lines (Type 3) If yu are using the CertiflexDimensin Inventry package in cnjunctin with Accunts Receivable, yu have the ptin t enter Inventry lines in the transactin detail. The Inventry line differs frm the Quick Inventry line in that yu will have the ptin t mdify mre f the detail line. T enter an Inventry line, enter a 3 fr the Line Type. The system will prmpt yu fr the fllwing: Inventry Item: Enter the inventry item number that yu wish t use in the transactin. T bring up a list, press the F6 key r yu may scrll thrugh a listing by using the up and dwn arrw keys. T tggle the index fr the inventry items, press yur F5 key. If the selected item is marked as a Master Item, the system will prmpt yu fr the individual serial/lt number being sld. Fr mre infrmatin regarding Master Items, please refer t Maintain Inventry Items in yur CertiflexDimensin Inventry Operatins Guide. Lcatin: Select the lcatin f the Inventry items. The default lcatin will autmatically be entered in this field, but it may be changed by using the up and dwn arrw keys. Sales Cde: Enter the sales cde that yu wish t use fr this transactin detail line. The default sales cde fr the item will be entered fr yu autmatically, but yu may change this by either typing in the cde, pressing F6 fr a listing r using the up and dwn arrw keys t scrll thrugh the list. U/M: The default unit f measure fr the inventry item is autmatically entered fr yu in this field. If the inventry item cntains a unit f measure which includes a cnversin table with active alternatives, the system will allw yu t select the desired unit f measure. Taxable: The system will shw yu if this sales cde is taxable. Discunt Percentage: Enter this detail line's discunt percentage. The system will let yu enter a percentage in this prmpt nly if the Master Data field Discunts is set t Discunts Per Line. Cmmissin Percentage: Enter the crrect cmmissin percentage fr this detail line fr the selected salespersn. The system will display this prmpt nly if the field Ask Cmmissin n the selected sales cde and the Master Data field Display Cmmissins are selected. Quantity: Enter the quantity f items fr the invice. The default quantity will be autmatically entered in this field fr yu, but yu may change it as necessary. Yu may nt enter a quantity f zer fr an inventry item. Cst: The system will nly prmpt yu fr this if the inventry item is a Drp Shipment Item (Class 90-99). Price: Enter the price f the item. The default price listed n the inventry item, based n the custmer Price Level (1-11) will be autmatically entered in this field fr yu, but yu may change it as necessary. If the custmer has a price level f 11, the system will calculate the desired selling price based n the quantity break available 87

88 n the selected item. Yu may ptinally add a cntract price t a specific Item/Custmer cmbinatin. Yu may press F4 t display inventry prices fr the item, r press F5 t retrieve the last price fr which this item was sld t this custmer. Yu may als chse t set up a custm inventry price matrix which will apply t this custmer. Fr mre infrmatin n setting up custmer/item matrix pricing, please refer t yur CertiflexDimensin Inventry reference manual. When the detail line item infrmatin is entered, click >Accept r F2 t validate the detailed line item. Inventry Kit Lines (Type 4) If yu are using the CertiflexDimensin Inventry package in cnjunctin with Accunts Receivable, yu have the ptin t enter Inventry Kit lines in the transactin detail as lng as yu have Inventry Kits set up in the prgram. Inventry Kits allw yu t grup tgether items which are typically sld tgether, such as sale items sld in packages, and allws yu t enter all detail lines in ne step rather than entering each detail line n its wn. Mre infrmatin n setting up Inventry Kits can be fund in the CertiflexDimensin Inventry Operatins Guide. T enter an Inventry Kit line, enter a 4 fr the Line Type. The system will prmpt yu fr the fllwing: Select Inventry Sales Kit: When yu are n this field, a dialg bx will pp up that lists yur available inventry kits. Enter the number f the kit yu wish t use, and select the Price Level yu wish t use fr the kit. Yu will be able t then remve items frm the kit if yu wish by unchecking the bx next t the inventry item yu wish t leave ut f the kit. Click the Ok buttn t accept the item. Detail Listing and Transactin Ttals The Detail Listing and Transactin Ttals will allw yu t change existing detail lines and add r change invice items such as freight and discunts. Editing Detail Lines T change, delete r mve an existing detail line, click n the Edit Detail Optins buttn r press F4. An Edit Detail Line Optins screen with a listing with all f yur detail lines will appear. Mve Line: T change the rder the detail lines, highlight a detail line and click n the up r dwn arrw keys n the right side f the screen. Delete Line: T delete a detail line, highlight the line r mve t it with the arrw keys and click Delete Line r press Alt+D. Edit Line: T edit a field, duble-click n the field yu want t edit r highlight the field and click Edit Line. NOTE: Nt all infrmatin entered n the detail line can be edited. If yu wish t edit a field that des nt allw editing, yu must delete the cmplete line and add it again. 88

89 Remaining Credit The system will display the custmer's current credit balance. The system calculates this amunt by taking the difference between the ttal credit limit defined n the custmer's main recrd and the current utstanding balance fr the custmer. If the custmer s remaining credit is negative, the number will display in red. Yu can als see the custmer s accunt status. If the custmer is current, the backgrund will be gray. If their ldest invice is in clumn tw as described in the Master Data, the backgrund will be green. Aging in clumn three will be yellw and clumn fur will be red. Changing the Discunt Percentage If the Master Data field Discunts is set t Discunts n Subttal, the system will display the calculated discunt amunt in the transactin's subttal infrmatin. The system will calculate a discunt amunt based n the discunt percentage defined fr the selected custmer n the custmer's main recrd. If yu want t change the discunt percentage fr the transactin subttal fr this transactin nly, click n the Discunt buttn. The system will prmpt yu fr a new discunt percentage and then recalculate the discunt amunt and the transactin ttal. Please nte that this discunt amunt is nt related t the early pay discunt. If yu defined early pay discunt terms, the system will allw the early pay discunt in additin t the discunt amunt defined here. The discunt amunt calculated n the invice subttal is used fr quantity buying, sale items, preferred custmers, etc. If the Master Data field Discunts is set t Discunts Per Line, the system will nt display a discunt amunt in the invice's subttal infrmatin sectin and nt allw yu t select this ptin. The system will calculate a discunt amunt n each line item entered and adjust the extended price and unit price fr the discunted amunt. T change the discunt amunt n each line item, yu wuld adjust the discunt percentage in the Discunt % field lcated between Taxable and Cmm. %. Changing the Retainage Infrmatin If yu are interactive with CertiflexDimensin Jb Cst prgram and the retainage percent fr the custmer is nt 1, the system will calculate the retainage amunt based n the retainage percent n the custmer. If yu need t change the retainage percent n a custmer, click n the Retainage buttn t the left f the retainage amunt. The system will prmpt yu fr the fllwing: Always Ask After Jb: This ptin will prmpt the user fr a retainage percentage after a jb is entered. Once this ptin is selected, it will remain checked fr all invices. If this ptin is nt enabled, the retainage percentage can be changed by clicking n the Retainage buttn t the left f the retainage amunt. Retainage Percentage: Enter the new retainage percent fr this invice. This change is nly fr this invice. T change the retainage fr a custmer, g t Maintain Custmers. Retainage Reference Number: If a retainage percentage was entered abve, enter the reference number t use fr the retainage. Retainage Due Date: If a retainage percentage was entered abve, enter the due date fr the retainage amunt. 89

90 Changing the Tax Infrmatin The system will calculate a tax amunt based n the tax status and tax rate defined fr the custmer n the custmer's main recrd and n the taxable status f the sales cdes used fr this transactin. The tax amunt is displayed in the transactin's subttal infrmatin. If yu need t change the tax status, tax rate, r t add additinal tax amunts t the calculated tax, either click n the Tax buttn t the left f the tax amunt r press Alt+T. The system will prmpt yu fr the fllwing: Taxable Status: Select Taxable if the entire transactin is t be taxed. If the entire transactin is tax exempt, select Nn-Taxable. NOTE: If the transactin needs t have a mix f taxable and nn-taxable detail line items, the tax status fr each detail line item is cntrlled by the sales cde used. Tax Rate: Select the crrect tax rate fr this transactin. Additinal Tax: If yu want any additinal tax amunts added t this transactin, enter that tax amunt here. When the tax infrmatin is saved, the system will recalculate the tax amunt and the transactin ttal. Changing the Freight Amunt The system will allw yu t enter a freight amunt fr this transactin. The freight amunt is displayed in the transactin's subttal infrmatin. If yu need t add r change the freight amunt, click n the Freight buttn t the left f the freight amunt r press Alt+F. The system will prmpt yu fr the freight amunt. The system will recalculate the freight amunt and the transactin ttal. If all transactins t be written during this sessin have the same freight amunt, check the Save As Default bx. The next transactin will have the same freight amunt as the previus transactin. Default freight amunts are saved per sessin and will be reset t zer at the start f a new sessin. Changing the Payment Amunt If the custmer is a cash custmer, r yu are entering a cash invice, the system assumes that payment was made in full and that it was made by the selected default payment type. If yu need t change the payment amunt, click n the Payment buttn t the left f the payment amunt r press Alt+P. The system will prmpt yu fr the fllwing: Payment Type: Select hw the payment was made. Yu can chse frm ne f seven defaults: American Express, Master Card, VISA, ther credit card, EFT, cash, r check. Check/CC Number: Enter the check r credit card number used fr the payment if applicable. Payment Amunt: The payment amunt will always shw as payment in full. If the custmer is making a partial payment r verpayment, check the bx labeled Allw Partial and/r Overpayment. Then enter the payment amunt. Payment Descriptin: This field will default t the wrd Payment and the Payment Type. Yu may key in any payment descriptin. Authrizatin Cde: If this is a credit card payment, enter the authrizatin cde if yu chse. 90

91 Preview the Invice Overpayment Descriptin: Enter the descriptin yu want t see in the custmer s histry fr any verpayment. Yu can nly have an verpayment if yu checked the Allw Partial and/r Overpayments. Print Terms: Enter the print terms yu want t print n the invice. The system will default t Prepaid with either the check number r the last fur digits f the credit card number if entered. The system will allw yu t preview the invice yu are currently writing prir t updating and printing. If yu wuld like t preview the current invice, either click n the Print Preview buttn at the bttm left f the screen r press F3. It will shw yu a preview f what the invice will lk like when it is saved and printed. When all detail line items are entered, click the Save buttn t print the invice t the selected printer and save the transactin. When yu exit this prgram, the system will print the Invice Psting Reprt. 91

92 Recrd Manual Invices Recrding Manual Invices allws yu t enter invice infrmatin fr custmers withut generating an actual invice. Recrd Manual Invices T recrd manual invices, click >Transactins >Accunts Receivable >Recrd Manual Invices. Recrding a manual invice is almst identical t recrding a regular invice. The nly difference is that Manual Invice utput mde is checked fr yu by default. This means yu will nt print an actual invice at the time f invicing, but will be able t reprint the invice at any time. Fr specific infrmatin n hw t recrd manual invices, please read the Recrd Invices sectin abve. When yu exit this prgram, the system will print the Invice Psting Reprt. 92

93 Apply Payments This ptin allws yu t recrd the payment f a receivable t the custmer's files. When yu apply a payment, the system will reduce the custmer's amunt wed. If the custmer is a Balance Frward custmer, the payment amunt will nrmally be applied t the ldest balance. If the custmer is an Open Item custmer, yu will nrmally select ne r mre transactins t apply the payment t. The system will then remve the transactins frm the custmer's pen item listing. After finishing the apply payment sessin, the system will print a Cash Applicatins reprt and a Depsit Summary reprt. NOTE: The Apply Payment system prints a Depsit Summary reprt nly. T have the system print actual depsit tickets fr payments and all ther cash transactins, yu must activate the Depsit System. The Depsit System can be activated frm the Accunts Receivable Master Data ptin Use Depsit System. Applying a Payment T apply payments, click >Transactins >Accunts Receivable >Apply Payments. Custmer: Select the custmer t apply payments fr. NOTE: When a valid custmer is selected, click the Start buttn t cntinue. Alternately, yu may duble-click n the custmer s recrd in the listing. 93

94 Payment Type: Enter the type f payment made. The available types are American Express, Master Card, VISA, Discver/ther credit card, EFT, cash r check. Check Number/Credit Card Number: Depending n which payment type yu chse, the system will prmpt yu fr either the check r credit card number. Payment Amunt: Enter the amunt f the payment. Descriptin: Enter the descriptin f the payment. If this is a nrmal payment, the system will default t the descriptin f Payment Thank- Yu. If yu are applying a payment and the custmer des nt have an utstanding balance, the system will default t the descriptin f Unapplied Cash. Yu culd use this field t enter the check number fr the tracking f COD rders, etc. If the custmer is a Balance Frward custmer r if the custmer des nt have an utstanding balance, the Save buttn will becme active. If the custmer is an Open Item custmer with utstanding pen items, the system will display the utstanding items n the lwer half f the screen. Select the pen item t apply the payment r a prtin f the payment t and press Enter r duble-click n the pen item s payment bx. The system will default with the transactin ttal. If the custmer is paying the transactin in full, press Enter. If the custmer is nt paying the transactin in full, in ther wrds, they are making a partial payment n the transactin, enter the partial payment amunt and press Enter. If a partial payment amunt is entered, the system will adjust the amunt due t the remaining balance and leave the adjusted transactin n the pen item listing. As yu apply payments, the system will update the Cash Applied field and the Remaining field. When the ttal check amunt is applied t transactins and the Remaining field is $0.00, the Save buttn will becme active. 94

95 NOTE: If yu apply a payment t a transactin fr a custmer whm yu allw an early pay discunt, the system will prmpt yu t apply the difference between the invice amunt and the check amunt t the early pay discunt sales cde, if the check amunt is less the exact discunt amunt ffered. Optins During the apply payment sessin, there are several features yu can use t aid yu in applying the payments. These features are lcated under Optins. Invice Number Search: At times, yu may receive a payment that references an invice number, hwever the custmer name n the check des nt match any custmer name in the system. If this is the case, yu can cause the system t search fr a specific invice number and lad the custmer assciated with that invice number. T d this, when the system is prmpting yu fr the custmer t apply payments t, click >Optins >Invice Number Search. Field Value: Enter the value by which yu want t d the search. Fr example, this wuld be the invice number. Case Sensitive: Select this check bx if the system shuld filter the search t include the entry in Field Value by an exact case match. Exact Match: Select this check bx if the search shuld filter by an exact match f yur input in Field Value. Partial Match at Beginning: Select this check bx if the search shuld filter by a partial match f yur input in Field Value at the beginning f the selected field. Partial Match Anywhere: Select this ptin if the search shuld filter by a partial match f yur input in Field Value anywhere in the selected field. Fields: The system will list each field available fr the search. Select the field yu want t search. The system will default t Invice Number. The system will allw yu t perfrm a search fr a custmer based n any field listed here. Aut Select Items t Pay: During the selectin f utstanding items t pay, yu can click >Optin >Aut Select Items t Pay t cause the system t autmatically apply the check amunt t the custmer's transactins. If yu select this feature, the system will first prmpt yu t include credit amunts. The system will then begin applying the check amunt t the first transactin n file. If the check amunt is mre than the first transactin n file, the system will then apply the remaining amunt t the next transactin n file. The system will cntinue in this manner until the entire check amunt is applied. Transactin Number Search: During the selectin f utstanding items t pay, yu can click >Optins >Transactin Number Search t cause the system t search fr a specific transactin number. Field Value: Enter the value by which yu want t d the search. Fr example, this wuld be the transactin number. Case Sensitive: Select this check bx if the system shuld filter the search t include the entry in Field Value by an exact case match. 95

96 Exact Match: Select this check bx if the search shuld filter by an exact match f yur input in Field Value. Partial Match at Beginning: Select this check bx if the search shuld filter by a partial match f yur input in Field Value at the beginning f the selected field. Partial Match Anywhere: Check this ptin if the search shuld be a partial match f yur input in Field Value anywhere in the selected field. Fields: The system will list each field available fr the search. Select n the field yu want t search n. The system will default t Transactin Number. The system will allw yu t perfrm a search fr a transactin based n any field listed here. Special Sales Cde Amunts: During the selectin f utstanding items t pay, yu can click >Optins >Special Sales Cde Amunts t pst an amunt t a special sales cde. This feature is useful fr recrding a prtin f the Remaining amunt t a sales cde ther than cash. Fr example, suppse yu inviced a custmer fr $ with $10.00 f that invice amunt representing freight. When the custmer paid the invice, the custmer nly paid $ The custmer refused t pay the freight amunt. Yu decide that it is nt feasible t try t cllect the $10.00 frm the custmer s yu want t write the $10.00 ff. When yu pst this payment, yu enter the Check Amunt as $ Yu then select the $ transactin and apply payment fr the entire amunt, $ This leaves a Remaining amunt f $ Click >Optins >Special Sales Cde Amunts and nw apply $10.00 t the Freight Billed System Sales Cde This will remve the entire pen item frm the custmer's accunt and reduce the Freight Billed sales cde t the crrect amunt, since yu did nt cllect freight frm the custmer. Anther use f the special sales cde amunt feature wuld be when yu ffer early pay discunts. Suppse the custmer tk the early pay discunt and the amunt they deducted was nt an exact amunt calculated by the system. Since the early pay discunt taken was nt an exact match, the system will nt autmatically apply the early pay discunt amunt t the early pay discunt sales cde. Therefre, yu wuld use this feature t apply the early pay discunt amunt t the early pay discunt sales cde. NOTE: The system will allw yu t enter up t 15 special sales cdes per check. 96

97 When yu select this ptin, the system will display the Special Sales Cde screen. Type: Enter the type f special sales cde yu wish t use. Fr yur cnvenience, we have added a type fr each f the mst cmmn uses. Yu can see a list f the types at the bttm f the screen. Entering a type 1 will let yu chse which regular sales cde yu want t use. Cmmn System Sales Cdes are available using types 2-5. Cde: If yu are using Type 1, enter the Special Sales Cde yu want t use. Fr all ther types, this infrmatin is already filled in fr yu and cannt be changed. Descriptin: This field shws yu the descriptin f the sales cde. If yu chse a Type 3, this label will change t Sales Tax-Select Rate. Yu will need t chse the crrect tax rate t use. Amunt: Enter the amunt f the special sales cde. If yu are reducing a custmer accunt, the Amunt will be negative. NOTE: If yu wish t use the remaining amunt t be applied, press [F2] at the amunt prmpt. Click the Save buttn t save yur special sales cde and exit the screen. NOTE: If yu have multiple special sales cdes t enter, yu may ptinally press [F4] frm the Save prmpt and the system will save yur existing line but nt exit. Unapplied Cash fr Remaining: During the selectin f utstanding items t pay, yu can click >Optins >Unapplied Cash fr Remaining t cause the system t apply the Remaining amunt t unapplied cash. If yu are ging t use this feature, the system requires yu t make the unapplied cash entry after all ther pstings are entered. When yu select this feature, the system will apply the ttal in Remaining t unapplied cash and prmpt yu fr a descriptin fr the transactin. When yu are applying an amunt t unapplied cash, this means that yu are entering a payment amunt and nt applying it t a specific transactin. The unapplied cash amunt will still update the custmer's balance. Yu wuld use this ptin when a custmer is making an advance payment r depsit prir t a transactin being applied t the custmer's accunt r if the custmer is verpaying an invice. At a later time, yu wuld g thrugh Apply Payments r Remve Offsetting Transactins t actually apply the unapplied cash amunt t an invice r set f invices. 97

98 Review Sessin Change The Display Order: During the selectin f utstanding items t pay, yu can change the display rder f the utstanding items. Yu can cause the system t display the items in Transactin Number rder, Transactin Date rder, r Due Date rder. T change the display rder, simply click the Transactin Number, Transactin Date, r Due Date clumn title. After a payment has been applied, yu can click n the Review buttn t have the system display a listing f each payment transactin applied during the current prcessing sessin. After a payment has been applied, yu can click n the Sessin buttn t have the system display the ttal number f payments prcessed this sessin, the ttal dllar amunt f payments prcessed this sessin, and the last custmer a payment was psted fr during the current sessin. Apply Payments can make depsits directly t the CertiflexDimensin Bank Recnciliatin prgram if yu are NOT using the Accunts Receivable Depsit System. If yu are using Bank Recnciliatin, when yu click > n the sessin buttn, yu will see a list f yur bank accunts. T turn this feature n, check the bx t update the bank accunt at the end f the sessin. Then chse the bank accunt yu wish t update. The system will remember yur settings per wrkstatin per cmpany. The depsit number is autmatically assigned by finding the last depsit number in yur bank accunt and incrementing by ne. The Depsit Summary will shw the Bank Number, the Accunt Number and the Depsit Number assigned. NOTE: If yu are nt using the Accunts Receivable Depsit System but wish t use the direct update f payments t Bank Recnciliatin yu may want t divide the sessins s that the depsit amunts match the manual depsit slips submitted t the bank. Fr example, yu may want t d credit card payments in a separate sessin than checks which shw n yur bank statement separately. When yu exit the apply payment, the system will prepare t print the Cash Applicatin reprt and the Depsit Summary reprt. 98

99 Open Item Maintenance This feature allws yu t reschedule invices and remve ffsetting transactins. T perfrm either functin, click >Transactins >Accunts Receivable >Open Item Maintenance. T maintain a custmer s pen items, select the desired custmer accunt and click the >Start buttn, r simply duble-click n the custmer s name in the accunt listing. 99

100 Open Item Search T lcate pen items using standard CertiflexDimensin Srt By, Lcate and Filter ptins, click n the Open Item Search buttn. Rescheduling an Invice Rescheduling invices allws yu t change the due date f a custmer's invice. Yu wuld use this ptin if yu have agreed t extend the due date f a custmer's invice t a later date r if incrrect terms were used when yu recrded the invice. Yu can als use this ptin if yu need t change an invice s discunt date r discunt amunt. Select the pen item t reschedule and click the >Reschedule buttn. Due Date: Enter the new due date fr the invice. Early Pay Discunt Date: If this invice still has a valid early pay discunt date, enter the date in this field. Discunt Amunt: If yu entered an early pay discunt date, enter the discunt amunt allwed fr this invice, if it is paid early. Click >Ok t save the changes. If yu have mre invices t reschedule, cntinue in the same manner. When yu exit this ptin, the system will print the Reschedule Transactin reprt. This reprt gives yu a hard cpy f the invices that yu rescheduled. 100

101 Remving an Offsetting Transactin Remving ffsetting transactins allws yu t remve tw r mre transactins frm a custmer's pen item file that net t zer. Fr example, suppse yu entered an invice transactin fr a custmer by mistake. T crrect the errr, yu entered a credit mem fr the invice. This crrected the custmer's accunt balance. Hwever, yu nw have tw transactins n the custmer's accunt. The tw transactins are the invice transactin and the credit mem transactin. Yu d nt want the custmer t receive a statement with these tw transactins printed. T remve the transactins, yu wuld use this ptin. T remve ffsetting transactins, click the >Remve buttn. The system will display all pen item transactins fr the selected custmer. T remve transactins, duble-click n each transactin yu wish t remve. As yu duble-click n a transactin, the system will place a in the far left clumn. Since yu need t select multiple items (ffsetting debits and credits), yu will need t depress and hld the [Shift] key while clicking the items yu wish t select. As yu select items t remve, ntice the Amunt Remaining t Offset field. As yu mark individual transactins fr remving, this field will adjust t the cumulative ttal. The system will nt allw yu t validate the selectins until this ttal equals $0.00. When yu have selected all transactins t remve, click >Ok t validate the changes. When yu exit this ptin, the system will print the Remve Offsetting Transactins reprt. This reprt gives yu a hard cpy f the transactins that were remved. 101

102 Cnslidate Invices Cnslidating invices allws yu t cmbine a Balance Frward type custmer's utstanding transactins int ne balance frward amunt. When yu execute this ptin, the system will take each custmer's utstanding infrmatin and cmbine them int ne amunt t be carried frward int the next prcessing perid. The system will cnslidate transactins nly fr the custmers defined as Balance Frward type custmers. The system will skip this prcess fr any custmers defined as Open Item type custmers. The system will allw yu t perfrm this ptin at any time yu wish and as many times during a prcessing perid that yu wish. Hwever, we recmmend that yu perfrm this ptin nly nce per prcessing perid immediately after the printing f the custmer statements. If yu perfrm this ptin immediately after the printing f the custmer statements, the statements will always reflect the crrect balance frward amunt frm the prir statement and shw all transactins entered n the accunt since the last statement was printed. If yu printed statements n the 25 th f a mnth but did nt cnslidate transactins until the 1 st f the next mnth, any transactins entered between the 25 th and the 1 st wuld als cnslidate int the balance frward amunt and the custmer's statement wuld never list thse individual transactins. T cnslidate invices, click >Transactins >Accunts Receivable >Cnslidate Invices. Custmer Range: Enter the beginning and ending custmers t cnslidate fr. Custmer Class Range: Enter the beginning and ending classes t cnslidate fr. Cnslidate Finance Charges: Select this check bx if yu want the system t als cnslidate any finance charge transactins int the balance frward amunt. If yu want the system t cnslidate all transactins except fr the finance charge transactins int a balance frward amunt and leave the finance charge transactins as individual transactins, d nt select this check bx. T perfrm the cnslidatin, click n the Cnslidate buttn. 102

103 Apply Finance Charges Applying finance charges allws the system t autmatically calculate and apply finance charges t custmers with past due amunts in their balance. When yu added custmers t the system, yu defined whether r nt finance charges culd be calculated fr the custmer. If a custmer is defined nt t have a finance charge amunt calculated, the system will skip this custmer. The system will nly calculate a finance charge amunt n custmers wh are defined t allw a finance charge calculatin and thse that have past due balances. Fr mre infrmatin n defining a custmer's accunt, refer t the Adding a Custmer sectin. The system determines a balance, as past due if the custmer has any pen items that have a due date that is lder than the current prcessing date. The system will use several different Master Data fields in applying the finance charge. Mnthly Charge One, Mnthly Charge Tw, Charge Tw Lwer Limit: These fields allw yu t define what percentage rate the system shuld use when calculating the finance charge. Charge Descriptin: The cntents f this field will print n each custmer's statement and pen item listing as the descriptin fr the finance charge. Cmpund Finance Charge: This field allws yu t specify t the system what amunts shuld be included fr the calculatin f the finance charge; nly past due amunts r past due amunts and any unpaid finance charges. Days After Which t Apply: This field allws yu t specify hw far past the due date yu allw befre yu begin t calculate a finance charge. In ther wrds, this field allws yu t define the number f grace days yu allw. Fr mre infrmatin n these Master Data fields, refer t the Defining the Master Data sectin. The system will allw yu t perfrm this ptin at any time yu wish and as many times during a prcessing perid that yu wish. Hwever, we recmmend that yu perfrm this ptin nly nce per prcessing perid immediately befre r after the printing f the custmer statements. 103

104 Applying a Finance Charge T apply finance charges, click >Transactins >Accunts Receivable >Finance Charges. Custmer Range: Enter the beginning and ending custmers t apply finance charges fr. Custmer Class Range: Enter the beginning and ending classes t apply finance charges fr. Calculate Due Date fr Finance Charge Item: Select this check bx if yu want the system t assign a due date fr the finance charge pen item. This will allw the finance charge amunt t age with the custmer's regular pen items. If yu d nt select this check bx, the system will age the finance charge amunt in the OTHER clumn n the aging reprts. Date: If yu selected Calculate Due Date fr Finance Charge Item, enter the due date fr the finance charge pen item in this field. T perfrm the calculatin, click n the Calculate buttn. A list f all custmers t which the system will apply a finance charge, the dllar amunt the finance charge is applied t and the ttal dllar amunt f all the finance charges will appear. Uncheck any custmers yu d nt want t have finance charges applied t and click >Ok. The system will then apply the finance charge t all the custmers that were checked and print ut a listing f the finance charges applied. 104

105 Pst Accunts Receivable t General Ledger Updating Accunts Receivable t the Ledger allws yu t autmatically update the sales and cash receipts jurnal entries t the cmpany's CertiflexDimensin General Ledger files. If yu d nt use the CertiflexDimensin General Ledger prgram r if yu d nt use the Accunts Receivable prgram interactively with the General Ledger prgram, yu will never need t pen this ptin. The system will allw yu t update the balances t the General Ledger prgram as many times during a prcessing perid as yu wish. Yu may wish t perfrm this ptin n a daily basis, a weekly basis, r a mnthly basis. At a minimum, yu shuld update at least nce during a prcessing perid. Fr this ptin t wrk prperly, each sales cde must have a valid General Ledger accunt number defined n its recrd. When yu attempt t update, if at least ne sales cde used des nt have a valid General Ledger accunt number assigned t it, the system will nt update t the General Ledger. Instead, the system will print an Unmatched Accunt Listing errr reprt identifying any prblem sales cdes. When yu update, the system will print a Transactin Psting Register. This reprt prvides yu with an audit trail f the system's update t the General Ledger files. NOTE: Yu may ptinally allw COGS Expenses fr Invices t update t Jb Cst. Each regular sales cde supprts an additinal setting Jb Cde Cst f Sales. If yu set a Jb Cst Cde fr a sales cde and yu have invices that cntain a Jb Number, the system may ptinally pst the Cst assciated with each sales cde by issuing a Credit t Main Cmpany G/L Cst f Sales Accunt and issuing a Debit t the Jbs Cst Cde Cst f Sales cde. T activate this feature in the psting system, use the ptin Transfer COGS t Jbs. If yu are utilizing this ptin, the system will pst all the regular entries t Ledger as nrmal t the main cmpany. As the nrmal entry is being psted, the system will build the additinal Jb Cst entry that will be used t mve categrized COGS expenses t Jbs. This entry will be psted at the end f all the nrmal updating and autmatically include a J/E attachment that details each transactin used t calculate the JC entry. 105

106 Pst A/R t Ledger T pst Accunts Receivable t the Ledger, click >Transactins >Accunt Receivables >Pst A/R t Ledger. Jurnal Entry Frequency Accunts Receivable transactins are updated t the General Ledger in batches. Yu may have the transactins batched Daily, Weekly, Bi-Mnthly, r Mnthly by selecting the crrespnding Jurnal Entry Frequency here. If yu are psting n a weekly basis, the system will determine the actual day t pst based n the day assigned here as Last Day f Week. Alternately, yu may pt t manually select which transactins will update by chsing a frequency f Selected Only. In this case, the system will then display the Pst Selected Only screen when yu click Calculate and Pst. NOTE: Since the system nrmally batches transactin t the General Ledger, if yu receive a special refund r may be a special depsit that yu wish t see as a separate entry within G/L, yu culd select the ptin Pst Selected Only and then select nly yur desired transactin. The system will then batch all ther transactin as nrmal since yur default setting fr this ptin are nt changed unless yu select Save Setting. 106

107 Pst Selected Only Transactin Type: Select the transactin type yu used fr the Sales entries. If yu used the system's suggested transactin type, this will be transactin type 2. NOTE: Yu may want t define a special transactin type fr Accunts Receivable transactin pstings. Then in the General Ledger prgram, yu can print a Transactin Register fr that special transactin type. This will allw yu t categrize and print transactins t individual sales transactin types. Fr mre infrmatin n defining a special transactin type, refer t the Adding a Sales Cde sectin. Descriptin One, Descriptin Tw: Enter the jurnal entry descriptin line ne and, ptinally, descriptin line tw fr this update. Reference Number: Enter a reference number r descriptin fr this General Ledger jurnal entry update. T select a transactin t update, either click n the transactin and then click n the Select buttn, r click n the transactin while hlding dwn the [Shift] key. Yu may ptinally select grups f transactins t update. Once all the transactins yu wish t update have been selected, click n the Cntinue buttn t prceed. Other Optins Cmbine Sales and Depsits: Select this checkbx t cmbine bth sales and depsits int a single batch update. Preview befre Pst: Select this checkbx if yu want the system t display a preview listing f all transactins being updated t ledger. T save the settings as yu have defined them, click n the Save Settings buttn. 107

108 T return t the System Manager screen withut updating Accunts Receivable transactins t the General Ledger, click n the Cancel buttn. T begin the update, click n the Calculate and Pst buttn. The system will first check each sales cde fr a valid General Ledger accunt number. If missing r invalid accunts are lcated, the system will print an Unmatched Accunt Listing errr reprt identifying any prblem sales cdes. If all applicable sales cdes are assciated with valid ledger accunts, the system will perfrm the update and then prmpt yu t print the Ledger Transactin Listing reprt, which details each entry the system made t the General Ledger during the update. 108

109 Recrd Cllectin The system includes a full cllectin system t assist yu in yur cllectin effrts fr unpaid pen items. This ptin will allw yu t make detailed cllectin ntes n unpaid items alng with ing cllectin ntices t past due custmers. NOTE: Cllectin ntes fr unpaid items are displayed in the detailed review n a custmer s Open Items. Yu may als print a Past Due Cllectin Reprt. If yu are prcessing a large number f cllectin ntes each year, yu may wish t peridically have the system remve all cllectin ntes n items that have been paid. Yu can remve these types f recrds at any time by clicking >Cmpress Ntes. T use the Cllectin Nte System, click >Transactins >Accunts Receivable >Recrd Cllectin Ntes. T recrd a cllectin nte n a custmer s pen items, select the desired custmer accunt and click the >Start buttn, r simply duble-click n the custmer s name in the accunt listing. The system will display a list f all unpaid items fr the selected custmer. 109

110 New Nte T recrd cllectin ntes t ne r mre unpaid pen items, first check the Nte checkbx fr all the items yu wish t assciate this new nte fr and then click > New Nte. Fr example, if yu have talked t yur custmer and they have prmised t send a check payment fr all invices ver 30 days past due, yu wuld first duble-click n all items 30 days past due. This will check the Nte clumn fr each ne f these items. Then when yu enter the new cllectin nte, the nte will appear n each f the checked items. Yu may use additinal keys t quickly mark and unmark recrds fr new ntes. Please refer t the > Help Keys fr mre details n these ptins. Each New Nte may have a Cntact Name and up t 220 characters f detail cllectin ntes. Once yu have recrded yur cllectin nte infrmatin, click >Ok. NOTE: New ntes autmatically include the user ID and cllectin date. If an unpaid item already has a cllectin nte attached, yu may still enter a New Nte t this item. The system will append the new nte t the existing infrmatin. Edit Nte If an unpaid item has an existing cllectin nte, yu may make changes t the nte by highlighting the item and then clicking > Edit Nte. Reprint Invice If yu wish t reprint an invice t quickly see the exact transactin detail, highlight the item and then click > Reprint Invice. Cpy t Clipbard The Cllectin System includes an Cllectin Ntice feature that ptinally can attach a Custmer Statement t each ntice. If hwever yu smetimes want t attach yur wn past due reprt instead f a Custmer Statement, yu may use this ptin t cpy the unpaid listing including the cllectin nte details t the Windw s clipbard that can then be pasted t a spreadsheet applicatin s yu can create yur wn style f past due listing. Cllectin Ntice This ptin will create a dunning letter style cllectin ntice t be ed t the past due custmer. Edit Cntent: The Cllectin Ntice includes 3 different dunning letters that can be used. T change the cllectin ntice wrding r number f actin cllectin days, click > Edit Cntent. Yu will see all three severity levels int a standard RTF editr. Once yu have made all yur desired changes t the cntent, click > File and then >Save and Exit t save yur changes. The fllwing keywrds and actin date settings are used in each severity level: Settings [LEVELx_START] [LEVELx_END] Subject= ActinDays= Begins Level [x] Ends Level [x] Subject Text # Days fr Actin Date 110

111 Keywrds {Date} {Custmer_Name} {Custmer_AddressLine1} {Custmer_AddressLine2} {Custmer_City_State_Zip} {Past_Due_Balance} {ActinDate} {UserName} {YurCmpanyName} Severity Level (1-3): Yu may select the severity level fr the cntent f this ntice. Select frm 1 - Past Due, 2 Really Past Due and 3 Extremely Past Due. Cntact: Enter the cntact name fr the cllectin ntice. Address: Enter the address fr the cllectin ntice. Attach Statement: Check this ptin if yu want a full custmer statement t be attached t this cllectin ntice. T send yur cllectin , click >Create . The system will lad yur wrkstatin system with the abve criteria. Finish and Exit T clse a custmer cllectin ntice windw and return t the custm selectin screen f this applicatin, click >Finish. T clse this applicatin, click > send yur cllectin , click > Exit. 111

112 Checks/Depsits Accunts Receivable Depsit System The Accunts Receivable Depsit System allws yu t enter invices withut immediately affecting the cash accunt when interactive with General Ledger. Mre accurate accunting can result since the date an invice is entered is usually nt the date the receipt is depsited. Yu can track what is in yur bank accunt currently as well as keep accurate infrmatin in Bank Recnciliatin. T use the Depsit System, click >Checks/Depsits >Accunts Receivable >Depsit System. NOTE: Yu must have Use Depsit System turned n in the Master Data befre yu can use this ptin. The Depsit System keeps track f all f payment types in Recrd Invices and Apply Payments. The number f payments made and the amunt are readily available. The Depsit System will create new cash, check, r credit card depsits, as well as reprint any prir depsit. 112

113 New Check/Cash Depsit Click the New Check/Cash Depsit buttn t display all check and cash payments currently in the Depsit System. Cash Accunt Number: Chse ne f the five cash accunt sales cdes defined in Maintain Sales Cdes. Bank Accunt: If yu have CertiflexDimensin Bank Recnciliatin with a valid bank accunt using the same cash accunt as the cash sales cde yu chse that bank accunt will be selected autmatically. NOTE: Yu cannt change the bank accunt. The bank accunt must use the same cash accunt as the sales cde yu are using. A list f all check/cash depsits will be presented. All depsits available fr psting will be checked. T remve a receipt yu d nt wish t depsit at this time, uncheck Pst. If there is a receipt in the list that yu are withhlding frm depsit and yu d nt want t have t uncheck it every time, check the Hld bx. Any depsits with the Hld bx checked will nt be psted. Mem: Add any mem fr the depsit. Subttal: The subttal f all items marked t Pst. Cash Back: Input the amunt f cash back yu wish t receive when making the depsit. Ttal: The ttal amunt f yur depsit. T select depsits t pst, duble-click n their listing r click n the listing and then click the Pst buttn. T select all depsits t pst click n the Select All buttn. When finished setting up the depsit, click n the Save buttn. T cancel prcessing f the depsit, click n the Cancel buttn. 113

114 New Credit Card Depsit Click the New Credit Card Depsit buttn t display all credit card payments currently in the Depsit System. Cash Accunt Number: Chse ne f the five cash accunt sales cdes defined in Maintain Sales Cdes. Bank Accunt: If yu have CertiflexDimensin Bank Recnciliatin with a valid bank accunt using the same cash accunt as the cash sales cde yu chse, that bank accunt will be selected autmatically. NOTE: Yu cannt change the bank accunt. The bank accunt must use the same cash accunt as the sales cde yu are using. A list f all payments made by credit card will be presented. All payment available fr psting will be checked. T remve a receipt yu d nt wish t depsit at this time, uncheck Pst. If there is a receipt in the list that yu are withhlding frm depsit and yu d nt want t have t uncheck it every time, check the Hld bx. Any payment with the Hld bx checked will nt be psted. Mem: Add any mem fr the depsit. Subttal: The subttal f all items marked t Pst. Cash Back: Input the amunt f cash back yu wish t receive when making the depsit. Ttal: The ttal amunt f yur depsit. T select depsits t pst, duble-click n their listing r click n the listing and then click the Pst buttn. T select all depsits t pst click n the Select All buttn. When finished setting up the depsit, click n the Save buttn. T cancel prcessing f the depsit, click n the Cancel buttn. 114

115 Reprint Prir Depsits Click the Reprint Prir Depsits buttn t reprint prir depsits. A list f all prir depsits will appear. Highlight the depsit yu wish t reprint and click the Print buttn. Printing the Depsit Slip After saving r reprinting yu are yu are ready t print the actual depsit slip. Check/Cash depsits will print a depsit slip acceptable t the bank if yu have preprinted depsit slip frms frm Certiflex Frms. A depsit recap will be printed belw the slip. Credit Card depsits and any reprinted depsits will nly print the depsit slip recap. Selected Printer: The currently selected printer is displayed. T change printers, click the Printer Setup buttn. Printer Setup: Click this buttn t select which printer t print t. The system will default t yur Windws default printer. If yu want t change the printer, select the desired printer frm yur Windws printer selectin list. Cpies: Enter the number f cpies yu want printed. Output: Select the check bx yu wuld prefer fr the utput f the infrmatin. Margins: The tp and left margins can be mved t align the check/cash depsit infrmatin n the preprinted depsit slip frm. Check Descriptin: Chse whether yu wish t print check numbers r the first few characters f the custmer name n the check/cash depsit slip. 115

116 Reviews Accunts Receivable Review Custmer Accunts Reviewing custmers allws yu the ability t lk up and review infrmatin abut a custmer withut accessing the custmer thrugh the Maintain screens. When yu need t verify infrmatin fr a custmer, yu shuld use the Review ptins instead f Maintain ptins. Maintain will lck the custmer, nt allwing ther users access t the custmer while yu are in Maintain. When reviewing a custmer, ther users will still have access t the custmer fr transactin entry. Reviewing a Custmer T review a custmer, click >Reviews >Accunts Receivable >Review Custmers. When the Review Custmers screen is displayed, enter the custmer t review in the Search field. When a valid custmer is entered, the system will display accunt, cntact, and salespersn infrmatin, as well as the date, reference number, and amunt f the custmer s Last Invice and Last Check, and the quantity and balance f any pen items. 116

117 Review Optins Search: Enter a character string fr the custmer recrd yu are searching fr. The character search string yu enter depends n hw yu have the Srt By list ptin defined. List Optins Srt By: Select the clumn yu wish t srt yur custmer listing by. List Optins Lcate: T refine yur custmer recrd search, yu can lcate matches by using the standard CertiflexDimensin Lcate dialg. Fr mre infrmatin n this feature, please refer t the sectin labeled Using the CertiflexDimensin Lcate Dialg. List Optins Filter: Using the standard CertiflexDimensin Filter dialg, yu can filter any listing s that nly matching recrds appear (i.e. Shw nly vendrs that cntain the wrd Acme in their accunt name). Fr mre infrmatin n this feature, please refer t the sectin labeled Using the CertiflexDimensin Filter Dialg. Active Accunts Only: Select this ptin t include nly active custmers in the accunt list. All Accunts: Select this ptin t include all custmers in the accunt list. Views: This drpdwn menu prvides an assrtment f custmers verviews. Each View screen will have a Search field lcated in the upper left crner and an Optins buttn lcated in the upper right crner that allws yu t apply the standard Srt By, Lcate, Filter, and Details (Drill Dwn) functins t the current data. Grss Sales Year-t-Date: A custmer listing that displays ttal Year-t-Date grss sales. Grss Sales Cmparative Quarter: A custmer listing that displays grss sales fr each applicable quarter and ttal grss sales fr all quarters. Grss Sales Cmparative Year: A custmer listing that displays number and amunt f grss sales fr bth the prir and current year. Net Sales Year-t-Date: A custmer listing that displays ttal Year-t-Date net sales. Net Sales Cmparative Quarter: A custmer listing that displays net sales fr each applicable quarter and ttal net sales fr all quarters. Net Sales Cmparative Year: A custmer listing that displays number and amunt f net sales fr bth the prir and current year. Last Used: Displays a custmer listing srted by the date they were last used. Aged Receivables: Displays a custmer listing with balance and current amunts, aged amunts fr 30 days, 60 days, 90 days, and Other (mre than 90 days). NOTE: Since Alternate Accunt Views cntain reprt ttals, these ptins are nly available t user having security access t bth the Review and Reprt ptins per accunting system. EZ-Finder: Select this ptin t search the Custmer List, Open Items, and Custmer Histry by a variety f criteria; including but nt limited t custmer name, address, cntact name, and phne number. Quick Print Label : Allws yu t print a user defined cntext label fr the current accunt t a specific label printer. Fr mre detail infrmatin n cnfiguring and/r changing Quick Labels fr Vendrs, Custmer, Items and Orders, please refer t yur CertiflexDimensin System Manager Guide Quick Print Labels. 117

118 Create New MyNte : Select this ptin t recrd and attach a MyNte that will be assciated with the selected accunt. All f yur MyNtes can be accessed frm the main CertiflexDimensin System Manager windw. Fr mre infrmatin n maintaining yur MyNtes system, please refer t the MyNtes verview in yur CertiflexDimensin System Manager Guide. Custmer: Select this ptin t send an t the selected custmer. Access Custmer Site: Select this ptin t g t the selected custmer s website. Alert Mem: If the selected custmer accunt cntains alert mems, yu can select this ptin t review the mems. Custmer Accunt Detail T display Custmer Accunt Detail, duble-click n the custmer s accunt in the listing r click and highlight the custmer accunt and then click >Drill Dwn. Fr detailed infrmatin fr each field displayed, refer t the Adding a Custmer sectin. NOTE: D nt frget t review the Mems, Quick Ntes, and Links fr any additinal infrmatin recrded fr the custmer. Refer t the CertiflexDimensin System Manager Guide fr a detailed explanatin n adding Mems, Quick Ntes, and Links. 118

119 Additinal Optins: Open Items and Histry Detail Click >Open Items r >Histry Detail t display the current transactins and pen items fr the custmer. Open Items Histry Detail 119

120 Custmer Transactin Detail: Fr mre detailed infrmatin f a transactin r pen item, duble-click n any transactin r pen item and the system will display the Custmer Transactin Detail screen. If yu wuld like t print a cpy f this invice, click the Reprint Invice buttn in the upper right crner f the Custmer Transactin Detail screen. The system will then display the Transactin Output Selectin screen frm the Reprint Transactins prgram. Fr mre infrmatin n hw t use this screen, refer t the Reprint Invice sectin f this manual. Custmer Histry Detail: Duble-clicking n a payment in the Histry Detail will display the Custmer Histry Detail screen, shwing yu a check with the check number r credit card name and number. 120

121 T print a payment recap fr the displayed payment transactin, click n the Print Payment Recap buttn. Yu will als see all the invices that were paid with that check as well as any unapplied cash r special sales cdes that were n that check. T see a list f all the sales cdes and their dllar amunts that were updated fr this check, click n the buttn beside the Special Sales Cdes field. Sales Orders: Selecting this ptin will give yu a summary f pen and clsed sales rders fr this custmer. T see the detail f any types f rders, click the summarized ptin. Yu may ptinally drill dwn t the review the actual rder detail by highlighting a specific rder and then clicking > Review Order. 121

122 Reprts Accunts Receivable Accunts Receivable Reprts Printing reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can define the system t print almst any reprt based n almst any criteria yu desire. T print a reprt in Accunts Receivable, click >Reprts >Accunts Receivable >Standard Receivables Reprts. Click n the Optins buttn t define criteria fr a selected reprt. Refer t yur CertiflexDimensin System Manager Guide fr an explanatin f each field n the Print Reprts & Graphs screen and hw t use the Srt/Selects feature. Belw is a list f Accunts Receivable reprts and the printing ptins available fr each reprt. NOTE: The Custmer Statements are nt cvered in this sectin. Refer t the Print Custmer Statements sectin. 122

123 Unpsted Transactins & Psted Transactins When yu print the Unpsted Transactins reprt, the system will print all transactins that have been entered since the last time the reprt was printed. When yu print this reprt, the system will remve the transactins frm this reprt and mve them t the Psted Transactins reprt. We recmmend that yu print this reprt at least nce a day at the clse f the day. If yur system shuld g dwn and yur current backup is damaged, the Unpsted Transactins reprt will detail the transactins that were recently entered int the system. This reprt will make it easier fr yu t reenter thse transactins, if necessary. NOTE: Many transactinal reprts in Accunts Receivable will nly include psted transactins. Fr example, yur sales tax reprts will NOT include unpsted transactins. When yu print either the Unpsted Transactins reprt r the Psted Transactins reprt, the system will print three different sectins: the Accunts Receivable Transactins Reprt, Accunts Receivable Transactins Summary Reprt, and the Net Sales by Salespersn. Accunts Receivable Transactins The Accunts Receivable Transactins prtin f the reprt lists each transactin psted t the system in transactin entry rder. Fr each transactin, the system will print the transactin number, custmer number, custmer name, the amunt affecting the accunts receivable, the amunt affecting cash, the sales cde fr the transactin that includes the largest dllar amunt, the transactin amunt, and the salespersn number. The system will als allw yu t print the transactin descriptin instead f the transactin type, the cst/prfit infrmatin fr each transactin, and the transactins listed in a detailed r a summarized frmat. Accunts Receivable Transactins Summary Reprt The Accunts Receivable Transactins Summary Reprt prtin f the reprt lists a summarized listing f the transactins printed in jurnal entry frmat. Bth debits and credits are ttaled at the end f the jurnal entry. The date f the last transactin included is printed belw the jurnal entry fr yur reference. The Accunts Receivable Transactins Summary Reprt prtin als includes ne r mre f the fllwing recap ttals: Ttal Grss Charge Sales: The amunt shwn fr this recap is the ttal net affect t accunts receivable (excluding cash sales) frm all billing transactins included n the current reprt. Ttal Grss Cash Sales: The amunt shwn fr this recap reflects the net affect t cash resulting frm billing transactins fr cash custmers. This amunt des nt include any cash amunts resulting frm payment transactins. Less Discunts: The amunt shwn fr this recap reflects the ttal f all custmer discunts given n billing transactins n the current reprt. Less Tax: The amunt shwn fr this recap reflects the ttal f all sales tax charged n billing transactins included n the current reprt. Less Freight: The amunt shwn fr this recap reflects the ttal f all amunts charged thrugh special sales cde F (freight) n the current reprt. 123

124 Less Special Sales: The amunt shwn fr this recap is the ttal f all sales n the current reprt fr sales cdes that yu have defined t nt be included in the net sales amunts. Less Finance Charges: The amunt shwn fr this recap is the ttal f all finance charges calculated and charged fr the current reprt. Ttal Net Sales: The amunt shwn fr this recap is the cmbined ttals fr grss charge sales and grss cash sales, less any discunts, sales tax, freight, special sales, and finance charges. Less Cst f Sales: The amunt shwn fr this recap reflects the ttal cst f sales calculated fr sales included n the current reprt. Ttal Net Prfit: The amunt shwn fr this recap represents the different in ttal net sales and cst f sales. A psitive amunt indicates a prfit; a negative amunt indicates a lss. There will be a breakdwn by credit card if yu had any payments made by credit card. NOTE: If there is an amunt fr a sales cde n the Sales Summary and that sales cde des nt exist n the Sales Cde Listing, the system will place the dllar amunt listed n the Sales Summary fr the sales cde n the default sales cde [0001]. This situatin will ccur if yu entered a transactin fr a sales cde and then deleted the sales cde frm the Sales Cde Listing befre yu printed the Unpsted Transactins reprt. Net Sales by Salespersn The Net Sales by Salespersn ptin f the reprt lists the net sales fr each salespersn since the last time General Ledger has been updated. The system calculates the net sales fr a salespersn by taking the cmbined ttals f grss charge sales and grss cash sales less any discunts, sales tax, freight, special sales, and finance charges. The ttal fr all salespersns shuld always agree t the ttal net sales figures n the Sales Summary prtin. Unpsted Transactins Optins Print Cst/Grss Prfit Infrmatin: Select this check bx if yu want the system t include the transactin's cst and grss prfit infrmatin. If yu select this check bx and yu d nt have the Master Data field Ask Unit Cst selected r if the unit cst infrmatin was nt entered when the transactin was recrded, the system will nt be able t generate crrect infrmatin n this reprt. If an inventry item was entered n a detail line, the inventry item's cst will display regardless f hw the Ask Unit Cst field is defined. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. Detailed Transactins: Select this check bx if yu want the system t print the detailed entry f each transactin, listing each sales cde. If yu d nt select this check bx, the system will print a summarized entry shwing the net effect t the accunts receivable and cash. 124

125 If yu d nt select this check bx and yu have a transactin with multiple sales cdes, the system will nly print ne sales cde fr the transactin fr this reprt. The sales cde printed represents the sales cde with the largest dllar amunt fr the transactin. We recmmend that yu print this reprt with this check bx selected when yu first begin using the system. This will allw yu t familiarize yurself with the sales cdes and hw they are used. Psted Transactins Optins Sales Jurnal Print Cst/Grss Prfit Infrmatin: Select this check bx if yu want the system t include the transactin's cst and grss prfit infrmatin. If yu select this check bx and yu d nt have the Master Data field Ask Unit Cst selected r if the unit cst infrmatin was nt entered when the transactin was recrded, the system will nt be able t generate crrect infrmatin n this reprt. If an inventry item was entered n a detail line, the inventry item's cst will display regardless f hw the Ask Unit Cst field is defined. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. Detailed Transactins: Select this check bx if yu want the system t print the detailed entry f each transactin, listing each sales cde. If yu d nt select this check bx, the system will print a summarized entry shwing the net effect t the accunts receivable and cash. If yu d nt select this check bx and yu have a transactin with multiple sales cdes, the system will nly print ne sales cde fr the transactin fr this reprt. The sales cde printed represents the sales cde with the largest dllar amunt fr the transactin. We recmmend that yu print this reprt with this check bx selected when yu first begin using the system. This will allw yu t familiarize yurself with the sales cdes and hw they are used. Depsits Only: Select this check bx if yu want the system t nly include depsits. Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. This reprt prints a listing f sales detailing each sale s date, type, reference, custmer number, salespersn, amunt, tax and freight and cst f gds sld (COGS). Print by Type: Select this check bx t arrange the sales jurnal by rder f transactin type. Print Transactin Descriptin: Select this check bx t include each transactin descriptins in the sales jurnal. Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. 125

126 Depsit Jurnal This reprt prints a listing f depsits, detailing each depsit s date, type, reference, descriptin, custmer number, and amunt. Print by Type: Select this check bx t arrange the depsit jurnal by rder f transactin type. Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. Transactins by Salespersn This reprt is identical t the Psted Transactins reprt, except, this reprt will print the transactinal infrmatin by salespersn. Optins Print Cst/Grss Prfit Infrmatin: Select this check bx if yu want the system t include the transactin's cst and grss prfit infrmatin. If yu select this check bx and yu d nt have the Master Data field Ask Unit Cst selected r if the unit cst infrmatin was nt entered when the transactin was recrded, the system will nt be able t generate crrect infrmatin n this reprt. If an inventry item was entered n a detail line, the inventry item's cst will display regardless f hw the Ask Unit Cst field is defined. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. Detailed Transactins: Select this check bx if yu want the system t print the detailed entry f each transactin, listing each sales cde. If yu d nt select this check bx, the system will print a summarized entry shwing the net effect t the accunts receivable and cash. If yu d nt select this check bx and yu have a transactin with multiple sales cdes, the system will nly print ne sales cde fr the transactin fr this reprt. The sales cde printed represents the sales cde with the largest dllar amunt fr the transactin. We recmmend that yu print this reprt with this check bx selected when yu first begin using the system. This will allw yu t familiarize yurself with the sales cdes and hw they are used. Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. Transactins by Sales Cde This reprt prints all invice transactins in their sales cde rder. The reprt lists each transactin's date, custmer, salespersn, reference number, descriptin, quantity, and amunt. Optins Date Range: Enter the beginning and ending dates t reprt fr. 126

127 Aging Reprts This sectin discusses the Aged Receivables, Aged Receivables by Salespersn, and Histrical Aged Receivables. Befre we describe these three reprts, we first need t discuss hw the system will age the accunts receivables. There are three factrs the system cnsiders when determining the age f each custmer's accunt when printing any f these three aging reprts. Aging Criteria: In the Master Data, yu defined the aging criteria the system shuld use when calculating the age f the accunts receivables. Fr mre infrmatin n defining the aging criteria, refer t the Defining the Master Data sectin. Transactin Due Date: When yu enter a transactin int the system, in mst cases the system will request the terms. The terms used fr a transactin are used by the system t calculate the due date. Transactin Transactin Transactin Due Number Date Amunt Date /01/12 $ /01/ /20/12 $ /19/ /10/12 $ /09/ /15/12 $ /14/13 NOTE: Sme transactins, such as finance charges, balance frward amunts, unapplied cash, etc., may nt have a due date. The system will nt age transactins with n due date. Instead, the system will place these transactins in the last clumn f the reprt, titled OTHER. Current Prcessing Date: The system will cmpare the current prcessing date with the transactin due date t determine the age f the transactin. Fr example, suppse we defined the aging criteria as fllws: Heading Clumn Tw 1 t 30 Heading Clumn Three 31 t 60 Heading Clumn Fur OVER 60 Oldest Invice Clumn Tw 30 Oldest Invice Clumn Three 60 And the current pen item infrmatin fr a custmer is as fllws: And the current system date is 12/31/12. Invice numbers and wuld age in the Current clumn because their due dates are in January Since the system date is 12/31/12, these tw invices are nt past due. Invice number wuld age in the 1 t 30 clumn because it has been 12 days since its due date. Therefre it falls between 1 and 30. Invice number wuld age in the OVER 60 clumn because it has been three mnths (91 days) since this transactin's due date. 127

128 Basically, the system ages as fllws: If the current prcessing date is less than the transactin's due date, the transactin is a Current transactin. If the current prcessing date is lder than the due date, the system cunts the number f days between the due date and the current prcessing date then places the transactin in the apprpriate aging clumn as defined in the aging criteria. Aged Receivables The Aged Receivables will print the custmer aging aged as f the current prcessing date in the current prcessing perid. This reprt will include all current pen items; even thse items entered int the system dated after the current system date. D nt use this reprt if yu need an aging reprt as f a prir perid's date. If yu need an aging reprt as f a prir date, excluding any transactins dated after that date, use the Histrical Aged Receivables reprt. We strngly recmmend that yu print and retain the Aged Receivables reprt at the end f each prcessing perid. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Detailed Reprt: Select this check bx if yu want the system t print each custmer's utstanding transactins. If yu want the reprt t print nly the custmer's aging ttals, d nt select this check bx. Print Past Due Only: Select this check bx if yu want the system t print nly fr custmers with past due amunts. If yu want the system t print fr all custmers, d nt select this check bx. Include Zer Balances: Select this check bx if yu want the system t include custmers with a zer balance. If yu want the system t print fr nly custmers with an utstanding balance, d nt select this check bx. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. Include Expected Cash: Select this check bx if yu want the system t print the expected cash receipts fr each week f the next fur weeks. Age by Invice Date: Select this check bx if yu want t age by invice date instead f due date. Print Cllectin Ntes: Select this check bx t print cllectin ntes. Print Index Page: Select this check bx t include an index page in the aged receivables reprt. Custmer Class: Enter the beginning and ending custmer class t reprt fr. 128

129 NOTE: When yu print this reprt, if a custmer has any unapplied cash amunts with a blank due date, the system will apply the unapplied cash amunts t the utstanding transactins. Fr example, if a custmer has an unapplied cash amunt f $ and has three utstanding transactins f $ due 12/01/12, $ due 12/10/12 and $ due 12/20/12, the system will apply $ t the invice due 12/01/12 and $ t the invice due 12/10/12.If there are any unapplied cash amunts r payments t balance frward custmers and yu print the reprt by salespersn, the ttals printed will equal the ttal aging but the aging clumns may be different than this reprt when printed in a standard rder. This is due t the way unapplied cash payments are assigned t the default salespersn. If an unapplied cash transactin has been rescheduled and assigned a due date, the system will print the unapplied cash transactin in a clumn based n the due date assigned. We recmmend that yu always print a detailed Aged Receivables reprt befre starting files fr a new perid. The system may nt be able t accurately recreate this reprt at a later date. Aged Receivables by Salespersn This reprt is identical t the Aged Receivables reprt, except that this reprt will grup the transactinal infrmatin by salespersn. This reprt is useful t give t salespeple t aid in the cllectins f past due accunts fr their custmers. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Detailed Reprt: Select this check bx if yu want the system t print each custmer's utstanding transactins. If yu want the reprt t print nly the custmer's aging ttals, d nt select this check bx. Print Past Due Only: Select this check bx if yu want the system t print nly fr custmers with past due amunts. If yu want the system t print fr all custmers, d nt select this check bx. Include Zer Balances: Select this check bx if yu want the system t include custmers with a zer balance. If yu want the system t print fr nly custmers with an utstanding balance, d nt select this check bx. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. Include Expected Cash: Select this check bx if yu want the system t print the expected cash receipts fr each week f the next fur weeks. Age by Invice Date: Select this check bx if yu want t age by invice date instead f due date. Print Cllectin Ntes: Select this check bx t print cllectin ntes. Custmer Class: Enter the beginning and ending custmer class t reprt fr. 129

130 NOTE: When yu print this reprt, if a custmer has any unapplied cash amunts with a blank due date, the system will apply the unapplied cash amunts t the utstanding transactins. Fr example, if a custmer has an unapplied cash amunt f $ and has three utstanding transactins f $ due 12/01/12, $ due 12/10/12 and $ due 12/20/12, the system will apply $ t the invice due 12/01/12 and $ t the invice due 12/10/12. If there are any unapplied cash amunts r payments t balance frward custmers and yu print the reprt by salespersn, the ttals printed will equal the ttal aging but the aging clumns may be different than this reprt when printed in a standard rder. This is due t the way unapplied cash payments are assigned t the default salespersn. If an unapplied cash transactin has been rescheduled and assigned a due date, the system will print the unapplied cash transactin in a clumn based n the due date assigned. We recmmend that yu always print a detailed Aged Receivables reprt befre starting files fr a new perid. The system may nt be able t accurately recreate this reprt at a later date. Histrical Aged Receivables This reprt allws yu t print an aged reprt as f a specific prir date. Fr example, suppse tday is 12/31/12 and yur accuntant r banker just ntified yu that they have misplaced the aging reprt f 10/31/12 and they wuld like anther cpy. If yu did nt have an extra cpy f the reprt t give them, yu culd print this reprt as f 10/31/12. This reprt will nly print utstanding items as f the date yu specify. This reprt will print fr any prir date in the current fiscal year. If yu attempt t print a Histrical Aged Receivables reprt fr any date in a prir fiscal year, the reprt will print the aging as f the last day f the fiscal year, regardless f the prir fiscal year date yu select. NOTE: This reprt generates its infrmatin frm the archived transactin infrmatin f the pen items file, nt the regular transactin file. The system autmatically cmpresses this file at the end f each fiscal year. Because f this, the system will nt generate a histrical aging reprt fr a prir fiscal year date. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Detailed Reprt: Select this check bx if yu want the system t print each custmer's utstanding transactins. If yu want the reprt t print nly the custmer's aging ttals, d nt select this check bx. Print Transactin Descriptin: Select this check bx if yu want the system t print the descriptin entered fr each transactin. If yu d nt select this check bx, the system will print the transactin type instead f the descriptin. 130

131 Print Cllectin Ntes: Select this check bx t print cllectin ntes. As f Date: Enter the past prir date yu want the reprt t print fr. The date entered must be within the current fiscal year. If yu enter a prir fiscal year date, the system will print the aging as f the last day f the prir fiscal year, regardless f the prir fiscal year date entered. Custmer Class: Enter the beginning and ending custmer class t reprt fr. NOTE: If there are any unapplied cash amunts r payments t balance frward custmers, the system will place these amunts in the OTHER clumn. Past Due Cllectin Reprt This reprt prints a Past Due Detailed reprt by custmer and includes all cllectin ntes fr each unpaid item recrded frm the cllectin system. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Sales Tax by Entity Optins This reprt prints the ttal sales tax amunts by each entity and can als include the individual entity amunts fr each tax rate used fr that entity. Include Inactive Tax Entities: Select this check bx t include inactive tax entities in the reprt. Print Detailed Reprt: Fr the Sales Tax by Entity reprt, select this check bx if yu want the system t print the ttal sales tax amunts fr each entity as well as the individual entity amunts fr each tax rate used fr that entity. If yu d nt select this check bx, the system will nly print the ttal sales tax amunts fr each entity. Fr the Sales Tax by Rate reprt, select this check bx if yu want the system t print the ttal sales tax amunts fr each tax rate as well as the individual amunts fr each entity defined fr that rate. If yu d nt select this check bx, the system will nly print the ttal sales tax amunts fr each tax rate. Based On Paid Invices: Select this check bx if yu want the system t generate its ttals based n invices that have been paid. This is used fr taxing entities that require yu t reprt nly amunts fr taxes cllected. If yu want the system t generate its ttals based n all invices entered, select this check bx. This is used fr taxing entities that require yu t reprt tax amunts fr all sales, cllected r nt. If yu d nt select this check bx, the system will generate the reprt frm infrmatin in the histry file. If the histry file has been cmpressed thrugh the dates included in the date range fr this reprt, the system will nt print the crrect infrmatin. If there are custmers defined as balance frward custmers, yu shuld NOT check this bx. 131

132 Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. NOTE: If a tax rate changes, yu shuld print the sales tax reprt up t the date f the rate change. Yu shuld then make the necessary tax rate changes. Frm that date frward, yu shuld nly print the sales tax reprts beginning with the date f the tax rate change. The system calculates the infrmatin printed n the sales tax reprts at the time f printing the reprts. If yu make a tax rate change and then print the sales tax reprts fr a date range that includes dates befre and after the tax rate change, the reprt will nt print crrect sales tax ttals. Since this reprt is a calculated reprt at the time f printing, the amunts n this reprt may be slightly different than hand calculated amunts because f runding. Sales Tax by Rate Optins This reprt prints the ttal sales tax amunts fr each tax rate and can als include the individual amunts fr each entity defined fr that rate. Include Inactive Tax Rates: Select this check bx t include inactive tax rates in the reprt. Print Detailed Reprt: Fr the Sales Tax by Entity reprt, select this check bx if yu want the system t print the ttal sales tax amunts fr each entity as well as the individual entity amunts fr each tax rate used fr that entity. If yu d nt select this check bx, the system will nly print the ttal sales tax amunts fr each entity. Fr the Sales Tax by Rate reprt, select this check bx if yu want the system t print the ttal sales tax amunts fr each tax rate as well as the individual amunts fr each entity defined fr that rate. If yu d nt select this check bx, the system will nly print the ttal sales tax amunts fr each tax rate. Based On Paid Invices: Select this check bx if yu want the system t generate its ttals based n invices that have been paid. This is used fr taxing entities that require yu t reprt nly amunts fr taxes cllected. If yu want the system t generate its ttals based n all invices entered, select this check bx. This is used fr taxing entities that require yu t reprt tax amunts fr all sales, cllected r nt. If yu d nt select this check bx, the system will generate the reprt frm infrmatin in the histry file. If the histry file has been cmpressed thrugh the dates included in the date range fr this reprt, the system will nt print the crrect infrmatin. If there are custmers defined as balance frward custmers, yu shuld NOT check this bx. Include Audit Detail: Select the check bx if yu want t see hw the final tax calculatins are made. Each transactin used in the tax reprt calculatins will print a detail line including the transactin invice date, custmer number, reference number, tax amunt, transactin amunt (net f tax), taxable sales amunt, and nn-taxable sales amunt. 132

133 Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. NOTE: If a tax rate changes, yu shuld print the sales tax reprt up t the date f the rate change. Yu shuld then make the necessary tax rate changes. Frm that date frward, yu shuld nly print the sales tax reprts beginning with the date f the tax rate change. The system calculates the infrmatin printed n the sales tax reprts at the time f printing the reprts. If yu make a tax rate change and then print the sales tax reprts fr a date range that includes dates befre and after the tax rate change, the reprt will nt print crrect sales tax ttals. Since this reprt is a calculated reprt at the time f printing, the amunts n this reprt may be slightly different than hand calculated amunts because f runding. Histry Reprts The system will allw yu t print a variety f reprts based n the custmer's sales histry. Each f the histry reprts generates their infrmatin frm the histry file, nt the transactin file. Since these reprts are generated frm the histry file, histry infrmatin must exist fr the date yu are attempting t print fr. Fr example, if yu were t attempt t print a histry reprt as f 11/30/18, but last mnth yu cmpressed the histry file fr all f 2018, the system will nt be able t generate a histry reprt as f 11/30/18 because that infrmatin n lnger exists. Detailed Sales Analysis Reprt This reprt will include a tw year analysis and cmparative sales analysis by custmer with user selected srting criteria. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Include Sales Tax: Select this check bx if yu want the system t include sales tax amunts in the custmer's invice ttals. Include Freight: Select this check bx if yu want the system t include freight amunts in the custmer's invice ttals. Include Average $ Per Sale: Select this check bx if yu want the system t include the average dllar per sale fr each custmer. Include Average $ Per Perid: Select this check bx if yu want the system t include the average dllar per perid fr each custmer. Include Cmparative Perid: Select this check bx if yu want the system t include cmparative perid ttals fr each custmer. Include Cmparative QTD: Select this check bx if yu want the system t include cmparative quarter t date ttals fr each custmer. Include Cmparative YTD: Select this check bx if yu want the system t include cmparative year t date ttals fr each custmer. 133

134 Minimum Sales Amunt: Enter the lwest sales amunt balance t cnsider fr printing. Srt Selectin: Select the methd yu want t srt the salespersns by. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Summarized Custmer Histry This reprt will print, fr each custmer included, the custmer's last invice and last check date, amunt and number, the year-t-date and last year invice number and amunt, and the average days t pay. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Summarized Custmer Histry by Class This reprt will print, fr each custmer included, the custmer's last invice and last check date, amunt and number, the year-t-date and last year invice number and amunt, and the average days t pay. Custmers will be gruped by class with each class printing n a separate page. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Summarized Custmer Histry by Ship-T Key This reprt will print, fr each custmer included per ship-t-key, the custmer's last invice and last check date, amunt and number, the year-tdate and last year invice number and amunt. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Detailed Custmer Histry This reprt will print, fr each custmer included, each transactin psted t the custmer. The system will print each transactin's transactin number, transactin type, transactin date, due date, transactin descriptin, ttal amunt, purchase rder number, salespersn, and the user wh entered the transactin. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Include Invices: Select this check bx if yu want the system t include invice transactins n the reprt. Include Payments: Select this check bx if yu want the system t include payment transactins n the reprt. 134

135 Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Custmer Sales by Perid This reprt will print, fr each custmer included, each custmer's ttal dllar amunt f invices fr each perid f the year. This reprt will help yu quickly identify purchasing trends f the custmers thrughut the year. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Include Prir Year: Select this check bx if yu want the system t include the ttal f the prir year's invices per custmer in additin t the breakdwn f each perid f the current year. Include Custmer Ttals: Select this check bx if yu want the system t include a grand ttal f all perids per custmer n the reprt. Include Sales Tax: Select this check bx if yu want the system t include sales tax amunts in the custmer's invice ttals. Include Freight: Select this check bx if yu want the system t include freight amunts in the custmer's invice ttals. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Custmer Invice Histry This reprt will print, fr each custmer included, each invice transactin psted t the custmer. The system will print each invice transactin's invice number, transactin type, transactin date, amunt, check number, check date and amunt applied. This reprt will help yu track hw each custmer's invice was paid. This reprt, unlike the Detailed Custmer Histry reprt printed fr invices nly, will print invices and will include payment infrmatin, if any, applied t that invice. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Date Range: Enter the beginning and ending dates t reprt fr. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Custmer Payment Histry This reprt will print, fr each custmer included, each payment transactin psted t the custmer. The system will include each payment transactin's check number, check type, check date, check amunt, invice number, invice date, applied amunt, and transactin type. This reprt will help yu track hw yu applied a custmer's check. This reprt, unlike the Detailed Custmer Histry reprt printed fr payments nly, will print payments and will include the invice infrmatin fr the payment. 135

136 Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Offsetting Transactins Only: Select this check bx if yu want the reprt t nly print ffsetting transactin. Date Range: Enter the beginning and ending dates t reprt fr. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Custmer Item Sales Histry This reprt will print, fr each custmer included, each custmer's transactins that included an inventry item. This reprt will allw yu t review which inventry items the custmers are buying. The system will print by inventry item fr each custmer shwing the stck number, descriptin, transactin date, transactin type, transactin number, quantity, unit price, extended price, and lcatin. NOTE: This reprt is available nly if yu are perating the CertiflexDimensin Accunts Receivable prgram interactively with the CertiflexDimensin Inventry prgram. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Detailed Reprt: Select this check bx if yu want the system t print the detail f every purchase f the included inventry items. If yu want the system t nly print each inventry item's stck number, descriptin, ttal quantity purchased and ttal extended price, d nt select this check bx. Date Range: Enter the beginning and ending dates t reprt fr. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Item Class: Enter the beginning and ending inventry item class t reprt fr. T specify the beginning and ending inventry items t reprt fr click > Srts/Select and define the range f inventry items. Custmer Perfrmance Histry This reprt will print, fr each custmer included, each custmer's ttal invices fr the current and prir year. The system will srt the reprt by the custmer with the highest amunt f current year invices listed first t the custmer with the lwest amunt f current year invices listed last. This reprt will help yu quickly identify the custmers wh purchase frequently frm yu. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Custmer Class: Enter the beginning and ending custmer class t reprt fr. 136

137 Cmmissins Optins This reprt details the cmmissin amunts received by the salespeple. When yu print this reprt, the system will update the current sales, cst f sales, and cmmissin amunt and verride amunt fields n each salespersn. The system first zers the fields and then calculates and updates the field amunts. The first time yu print a particular transactin n these reprts in a printing sessin, the year-t-date sales, cst f sales, cmmissin amunt, and verride amunt fields are updated. The system will allw yu t print the reprts multiple times withut re-updating the fields. The system will nly update these fields the first time yu print a transactin in the current printing sessin. Custmer Labels Optins Print Detailed Reprt: Select this check bx if yu want the system t print each cmmissin transactin individually fr each salespersn included n this reprt. If yu want the system t print nly the cmmissin ttals fr each salespersn included n this reprt, d nt select this check bx. Include Override Infrmatin: Select this check bx if yu want the system t include any verride amunts fr the salespersns included n this reprt. If yu chse t include the verride infrmatin, yu shuld print the reprt fr all salespersns. If yu d nt print fr all salespersns, the current amunts will nt be updated crrectly. Reprting Perid: Select the perid t reprt fr. If yu chse Date Range, the system will prmpt yu fr the beginning and ending dates t reprt fr. This reprt allws yu t print mailing labels fr the custmers. Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Print Shipping Address: Select this check bx if yu want the system t print the custmer's shipping address defined n the custmer's recrd. If yu want the system t print the billing address instead f the shipping address, d nt select this check bx. Avery Label Brand: Select the label type. Custmer Class: Enter the beginning and ending custmer class t reprt fr. NOTE: Yu may ptinally set the number f cpies fr labels t be greater than ne. This will frce the system t print each custmer label cnsecutively 137

138 Custmer Listing Optins This reprt prints a list f all custmers fr the cmpany. Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Custmer Maintenance Optins This reprt prints each custmer's cmplete recrd infrmatin as seen in the Adding a Custmer sectin. Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Cntact Listing by Custmer Optins This reprt prints each custmer's additinal cntact infrmatin entered in Maintain Custmers. Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive status. Custmer Class: Enter the beginning and ending custmer class t reprt fr. Ship-T Key Listing Optins This reprt prints each custmer's ship-t keys as defined in the Adding a Custmer sectin. Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. Sales Cde Listing Optins This reprt prints each sales cde's entire sales cde infrmatin as defined in the Adding a Sales Cde sectin. Tax Entity Listing Include Inactive Sales Cdes: Select this check bx if yu want the reprt t include the sales cdes set t inactive. This reprt prints each tax entity's entity number and entity descriptin. Tax Rate Listing This reprt prints each tax rate's number, descriptin, and percent and can als include the entity breakdwn. 138

139 Optins Include Detail: Select this check bx if yu want the system t include each tax rate's number, descriptin, percent and entity breakdwn. If yu d nt select this check bx, the system will include nly the tax rate's number, descriptin and percent. Salespersn Listing Optins This reprt prints each salespersn's number, name, cmmissin percent, emplyee number, and cmmissin basis and can als include the verride infrmatin and the current and year-t-date infrmatin fr sales, cst f sales, cmmissins, and verride cmmissins. Include Detail: Select this check bx if yu want the system t include each salespersn's number, name, cmmissin percent, emplyee number, cmmissin basis, verride infrmatin and the current and year-t-date infrmatin fr sales, cst f sales, cmmissins, and verride cmmissins. If yu d nt select this check bx, the system will include nly the salespersn's number, name, cmmissin percent, emplyee number, and cmmissin basis. Custmer Detail Ntes This reprt prints a listing f detail ntes, displaying custmer number and name and each nte s type and descriptin. Optins Include Inactive Custmers: Select this check bx if yu want the reprt t include the custmers set t inactive. 139

140 Print Custmer Statements Printing statements is a flexible, ptinal feature f the CertiflexDimensin Accunts Receivable prgram. Yu may want t print statements fr all custmers at the end f each prcessing perid r fr a grup f custmers at the end f each week. If yu decide t fllw a statement printing schedule, there can be up t three steps in the statement printing prcedures: First, if yu charge finance charges n past due amunts, yu will need t calculate the finance charges. Next, yu will print the statements. And finally, if yu have Balance Frward type custmers, yu will need t cnslidate the balance frward amunts. This reprt prints the actual statements fr each custmer. The exact frmat f the statement printing is determined by several custmer and Master Data fields: Custmer Type: The system allwed yu t specify the custmer as either an Open Item custmer r a Balance Frward custmer. Statements fr Open Item type custmers include nly the custmer's current unpaid transactins. If yu have a transactin that was bth recrded and paid in the current prcessing perid, that transactin and payment is nt included n the statement. Statements fr Balance Frward type custmers nrmally include any previus perid unpaid amunts as a summarized balance frward amunt as well as the current prcessing perid's activity in a detailed frmat. The current perid activity will include bth invice transactins and payment transactins. Statement Cycle: The system allws yu t define up t 256 different statement cycles. Since yu can print statements fr selected cycles, this feature allws yu t be selective in the statement printing. The system will nt print statements fr custmers whse statement cycle is defined as 0. Custmer Class: The system allws yu t define up t 97 different custmer classes. Since yu can print statements fr selected classes, this feature allws yu t be selective in the statement printing. Statement Message: If yu have a statement message defined, the system will print the message tward the bttm f the statement n all statements included in the statement run. Past Due Message: If yu have a past due message defined, the system will print the message tward the bttm f the statement n all statements included in the statement run that include any past due amunts. When yu print statements, the system calculates the aging f the transactins based n the system date used when the statements are printed. Fr example, suppse tday is 12/26/12 and yu are ging n vacatin fr the remainder f the year. Befre yu leave, yu want t g ahead and print and mail the 12/31/12 statements. If yu change the system date t 12/31/12, the system will calculate the age f the transactins based n 12/31/12, nt the calendar date f 12/26/

141 Printing a Custmer Statement T print custmer statements, click >Reprts >Accunts Receivable > Custmer Statements. All Custmers: If yu select this ptin, the system will include all custmers n the statement run. Specific Custmers: If yu select this ptin, the system will allw yu t select specific custmers t include n the statement run. If yu select this ptin, click > Select Custmers and the system will display a listing screen. Click > the recrds yu want t include in the statement run. Range f Custmers: Select the custmers t include n the statement run. Custmer Class: Select the beginning and ending custmer classes t print statements fr. Statement Cycle: Select the beginning and ending statement cycles t print statements fr. Lwest Balance t Print: Enter the lwest custmer balance t cnsider fr printing f statements. Fr example, if yu want the statements t nly print fr custmers with an utstanding balance f $50.00 r mre, set this field t $ If yu want the statements t cnsider all custmers, set this field t $0.00. Print Zer Balances: Select this check bx if yu want the statements t include custmers with a zer balance. Minimum Aging: Select a minimum aging parameter f All, Past Due, Over 30 r Over 60 days. Print Negative Balances: Select this check bx if yu want the statements t include custmers with a negative balance. Include Inactives: Select this check bx if yu want the system t include custmers set t inactive. 141

142 Srt Statements By: This ptin allws yu t specify the rder the statements shuld be printed. That is, in alphabetical rder, numerical rder, etc. Statement Frm: This selectin displays the frm currently selected t print. T print a different frm, use the drpdwn list t select yur desired frm. NOTE: T use the default frm utput as defined in the custmer s Statement frm setting s, select Calculate (By Custmer/Output). Preview Screen: Select this check bx if yu want the system t print the statements t the screen. Cpies: Enter the number f cpies that yu want printed. Output Selectin By Custmer: Select this ptin t use an utput style as defined n the custmer. Fr example sme custmer may be marked as and Printer while ther custmers may have n utput marked which means n statement will be printed fr that custmer. Output Selectin As Selected: Use this ptin if yu wish t manually select the utput mde. If fr example yu wanted t print all statements t yur digital reprt catalg but als ed each custmer a cpy, yu wuld select bth T Printer and T . The system wuld first print all custmer statements and then the system wuld then each individual statement as an attached PDF statement t every custmer. The Fax ptin will print individual statements (multiple print jbs) t yur fax printer. T print the statements, click n the Print buttn. The system will allw yu t print the custmer statements as many times as yu wish. If yu have custmers defined as balance frward custmers, the system will nt cnslidate the custmer's balances when yu print statements. The system will nly cnslidate balance frward custmer balances when yu execute the ptin t Cnslidate Invices. 142

143 Reprint Invices This feature allws yu t reprint any previusly printed invice and remve previusly printed invices by cmpressing the transactin data file. Bth features are fully explained in this sectin. Reprinting an Invice T reprint an invice, click >Transactins >Accunts Receivable >Reprint Invices. If the invice was printed in a prir versin f Dimensin, yu must have had the Master Data switch t reprint invices turned n when the invice was created. T search fr an invice t reprint by custmer, select the desired custmer frm the Custmer field. NOTE: When a valid custmer is selected, yu must click n the Start buttn, r simply duble-click n the custmer s accunt in the listing, t access the list f transactins available fr reprinting. 143

144 Reprinting Transactins by Custmer When a valid custmer is selected, the system will display each f the selected custmer's transactins. T add a transactin t print, click t highlight the transactin and then click >Add t List. Yu may ptinally type numbers directly int the List t Print field. T add all transactins frm the custmer pen items list, Click >Add All Open Items. T search fr the invice t reprint by its transactin number, begin typing the number int the Find Transactin N. field. If the system lcates the transactin number, it will display the selected transactin. Once the List t Print cntains all the transactin numbers yu wish t reprint, click >Print. 144

145 Reprinting Single Transactin by Invice Number T reprint a single invice lcated by transactin number, click >Single by Invice N. T search fr the invice t reprint by its transactin number, begin typing the number int the Find Transactin N. field. If the system lcates the transactin number, it will display the selected transactin. Yu may als scrll thrugh the list f transactins and click t highlight the invice yu wish t reprint. When the desired invice is highlighted, click >Print. 145

146 Reprinting Multiple Transactin by Invice Number T reprint multiple invices lcated by transactin number, click >Multiple by Invice N. T add a transactin t print, highlight the transactin and click >Add t List. Yu may ptinally type numbers directly int the List t Print. Once the List t Print cntains all the transactin numbers yu wish t reprint, click >Print. NOTE: If yu are reprinting multiple invices in a batch mde (List t Print), the system will lcate and print all custmer invices marked as Printer. Next, the system wuld then lk fr each individual invice marked as and create an message with an attached PDF invice t each individual custmer. Multiple invices fr a single custmer wuld be cnslidated int a single PDF. The Fax ptin will print individual invices (multiple print jbs) t yur fax printer. The Other ptin is currently reserved fr future use. The system will nly use these frm utputs if the Selectin Style is set t By Custmer. 146

147 Reprint Depsit Summaries This feature allws yu t reprint any previusly printed depsit summaries (Cash Applicatin Reprt). T reprint a depsit summary, click >Transactins >Accunts Receivable >Reprint Depsit Summaries. Click t highlight the summary yu wish t reprint then click n the Reprint buttn. Cmpressing a Transactin File Occasinally, yu may need t remve re-printable transactin infrmatin frm the main reprint transactin data file. Yu wuld peridically select this ptin t cmpress transactin infrmatin t remve ld transactin infrmatin that yu n lnger want in the reprint data file. T cmpress the reprint transactin file, click Cmpress Files. The system will prmpt yu t select the earliest date t keep. Enter the ldest date yu want retained in the reprint transactin data file. Fr example, if yu wish t keep all transactin dated frm January 1, 2010 thrugh the current and future dates; yu wuld enter an earliest date t keep f 01/01/10. NOTE: Make sure that yu have at least tw gd backups f the data files befre yu begin this ptin. Once the cmpressin ptin begins, yu must allw the system t cmplete the prcess. If yu experience a pwer failure r if smething interrupts the cmpressin prcess, the system will require yu t restre a backup. If yu are perating n a netwrk, make sure that all users have lgged ff f the system. The cmpressin prgram will nt perate prperly if there are users, except fr yu, lgged n t the system. 147

148 Once the cmpressin prgram is cmplete, the system will have deleted all transactin infrmatin thrugh the date yu specified in the reprint transactin data file nly. The system will nt remve the transactin infrmatin frm the custmer histry file. The amunt f time the cmpressin prgram takes is dependent upn the number f transactins currently in the reprint transactins data file and the speed f the machine. We recmmend that yu d nt perfrm this ptin during the busy part f yur day. Print WrkSheet Reprts Using WrkSheet Reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can use this system t create almst any interactive WrkSheet yu desire. T use an Accunts Receivable WrkSheet Reprt, click >Reprts >Accunts Receivable >WrkSheet Reprts. The system will display a WrkSheet Listing fr yur selected mdule. Select the WrkSheet yu wish t use and click > Create. NOTE: Each WrkSheet can be saved in three different styles. The system will always start with the Default style saved fr this WrkSheet. The ptins fr frmatting and printing WrkSheets are the same in all systems. Fr detailed infrmatin abut each f these specific functins, please refer t yur CertiflexDimensin System Manager Guide WrkSheet Reprts. WrkSheets Belw is a list f WrkSheet Reprts available fr this mdule. Invice Ttals Last Used Aged Receivables Transactin Histry - MTD Transactin Histry - QTD Transactin Histry - YTD Sales Cde Detail - MTD Sales Cde Detail - QTD Sales Cde Detail - YTD 148

149 Mnth-End Prcedures Start New Perid Files Starting new perid files at the end f each prcessing perid zers ut the current perid ttals (and year-t-date ttals at year-end) fr all custmers. The Accunts Receivable data files are nt mnthly dated files. When yu execute the ptin t start new perid files at the end f each prcessing perid, the system will nt actually create a brand new file fr the new perid, but will instead zer ut the ttal fields n the same Accunts Receivable file. Fr these reasns, prir t executing the ptin t start files fr a new perid, be sure that yu have perfrmed all maintenance ptins and printed all reprts that yu need fr accunting management and cntrl purpses. At a minimum, yu shuld perfrm the fllwing prcedures: Print the Unpsted Transactins reprt. Update balances t the General Ledger (if yu are perating interactively with the General Ledger prgram). Print the Psted Transactins reprt. Print the Aged Receivables reprt. Apply finance charges (if applicable). Print the custmer Statements (if applicable). Cnslidate balance frward transactins (if applicable). Fr the sake f simplicity and cnfrmity t nrmal accunting prcedures, we recmmend that yu execute this ptin at the end f each prcessing perid t clear ut that perid's ttals. T start new perid files, first make sure that yu have a current backup f yur system. It is very imprtant that a backup is perfrmed prir t starting new perid files. In case an errr ccurs during the new perid creatin prcess, a backup may be required. When y ur backup is cmplete, click >File >Start New Perid Files [F3]. Click >Next. 149

150 The system will display the individual prgrams t start the new perids fr. The Ending Perid clumn will display the ld perid ending date. This is the perid yu just cmpleted. The Active Perid Ending Date shuld be set t match the date shwn fr the Current Perid Ending f the Receivables. When yu check Accunts Receivable, the system will then display the new perid ending date in the Ending Perid clumn. This is the perid the system will create. Click >View t display any reminders yu have defined fr the prgram. When yu click >Next, the system will begin the new perid creatin prcess fr the prgrams yu selected. The system will display a status bar as the prcess is cmpleted. If the system encunters any errrs during the prcess, an errr message screen will be displayed. 150

151 Cmpressing Data Files Cmpress Custmer Histry Cmpressing the custmer histry and depsit files allws yu t have the system remve ld custmer histry transactins frm the system's data files. Yu wuld peridically select this ptin t remve ld transactin infrmatin that yu n lnger need r want in the data files. We recmmend that yu perfrm this ptin as part f the year-end prcessing prcedure. Fr example, if the cmpany needs t have the last tw years f transactin infrmatin n file, at the beginning f each year, yu wuld cmpress the unneeded year. T cmpress the custmer histry infrmatin, click >File >Data File Maintenance >Cmpress Data Files. File List: Select the data file t cmpress. Fr the custmer histry infrmatin, select AR8 - Detailed Custmer Histry. Fr the depsits, select ARD Custmer Depsits. Click > Next. 151

152 Cmpressin Type: This selectin allws yu t define hw many years f histry transactins t remve frm the custmer's files. NOTE: Many CertiflexDimensin reprts generate their infrmatin frm the histry files. Be careful f the selectin here fr the cmpress t date. If yu cmpress histry transactins and then later attempt t print a reprt that generates its infrmatin frm the histry files fr a date that has been cmpressed, the system will nt be able t retrieve the infrmatin withut restring a backup. Click >Next. The system will display a screen detailing the infrmatin selected t cmpress. T begin the cmpressin, click >Cmpress. NOTE: Make sure yu have at least tw gd backups f the data files befre yu begin the cmpressin. Once the cmpressin ptin begins, yu must allw the system t cmplete the prcess. If yu experience a pwer failure r if smething interrupts the cmpressin prcess, the system will require yu t restre a backup. If yu are perating n a netwrk, make sure that all users have lgged ff f CertiflexDimensin. The cmpressin prgram will nt perate prperly if there are users, except fr yu, lgged n t the CertiflexDimensin prgram. The amunt f time the cmpressin prgram takes is dependent upn the number f transactins currently in the histry file and the speed f yur machine. We recmmend that yu d nt perfrm this ptin during the busy part f yur day because nce yu start the cmpressin prcess yu cannt stp fr any reasn withut restring a backup. Once the cmpressin prgram is cmplete, the system will have deleted all histry transactins fr the selected prgram thrugh the selected date. The system will nt be able t access any transactins prir t the cmpress thrugh date withut restring a backup. 152