Accounts Receivable Reference Manual

Transcription

1 Accounts Receivable Reference Manual FASPAC 3.5 FPD/201

2 Faspac Systems, Inc Fay Avenue, Suite 301 La Jolla, CA Confidential and Proprietary Copyright 2000 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Function Keys....5 Before You Begin...5 Using Term Codes for Discounts and Multiple Due Dates...6 Getting Started...6 Invoice Processing...7 Cost Of Goods Sold....8 Posting Accounts Accounts Payable Accounts Receivable Correcting Cost Errors...9 Recording a Refund to a Customer...11 Statements, Delinquent Accounts, and Service Charges Inquiries and Reports...12 Schedule Processing Programs...12 Monthly Close Procedures...14 Terms...15 Invoice Processing (AR/INP)...16 Pre-Invoicing Report (AR/INP/PIV)...16 Invoice Calculation & Update (AR/INP/INC) Files or Programs Affected...21 Invoice Calculation Errors (AR/INP/ICE) Stop Negatives in Invoicing Flags...24 Error Messages...25 Inquire By Order Number (AR/INP/ICE/IO)...30 Inquire By Item Number (AR/INP/ICE/IIN)...32 Print In Order Number Sequence (AR/INP/ICE/PON)...34 Print In Item Number Sequence (AR/INP/ICE/PNS) Delete Errors (AR/INP/ICE/DEL)...38 Invoice Print (AR/INP/IP)...39 Invoice Detail Report (AR/INP/DTL)...44 Invoice Detail Register (AR/INP/IR)...48 AR Periodic Billing (AR/INP/PBIR)...52 Setting Up Periodic Billing...53 Entering Periodic Billing Orders...53 Invoice Calculation and Periodic Billing Creating a Summary Invoice...54 A Customer is Flagged in Error...54 Change Summary Invoice Flag (AR/INP/SIF) FPD/201 AR - 3

4 TABLE OF CONTENTS Month End Invoice Register (AR/INP/MR) Delete Invoices (AR/INP/DIN)...66 Cash Receipts (AR/CSH) Cash Receipts Entry (AR/CSH/CRE)...68 Full Screen Cash Receipts (AR/CSH/FCR)...74 Miscellaneous Cash Receipts (AR/CSH/MCR)...80 Cash Register (AR/CSH/CRR)...84 Adjustment Entry (AR/AE)...88 Adjustment Register (AR/AER) Apply Credits to Debits (AR/ACD)...96 Manual Invoice Entry (AR/MIE)...99 Using AR/MIE for Canadian Customers Manual Invoice Register (AR/MIR) Manual Register Clear (AR/MRC) Age Customer Balances (AR/AGE) Accounts Receivable Inquiry (AR/INQ) Contested Invoice Entry (AR/CIE) Cashflow Forecast Report (AR/CFR) Balance Overdue Listing (AR/BOD) Aged Trial Balance (AR/ATB) Customer Payment Report (AR/CPR) Cycle Purge (AR/CPG) Miscellaneous (AR/ARM) Statement Print (AR/ARM/SP) Summary Invoice Print (AR/ARM/SIP) Statement Print By Item (AR/ARM/SPI) Delinquent Letter Print (AR/ARM/DLP) Service Charge Notification (AR/ARM/SCN) Service Charge Calculation (AR/ARM/SCC) Service Charge Invoice (AR/ARM/SCI) Payment History Inquiry (AR/ARM/PHI) Payment History Purge (AR/ARM/PHP) Terms Discount Report (AR/ARM/TDR) AR - 4 FPD/201

5 Introduction The Accounts Receivable module provides easy processing of all Accounts Receivable transactions including invoices, credit memos, adjustments and cash receipts. All Accounts Receivable activity processed through the Accounts Receivable programs is updated to the Accounts Receivable Master file. The System Maintenance file can be flagged (in SYS/ARS) to age transactions based on the due date or the ship date. All Accounts Receivable activity can be posted to the General Ledger through the General Ledger Interface Listing. If activity is posted to the General Ledger, entries are made to the Interface Listing based on the Posting Accounts Master file (PAE). As part of the audit trail, all final registers are assigned a number; this register number is part of each entry made to the Interface Listing. Entries are made to the General Ledger Interface Listing either individually or in a consolidated manner based on the flag in the System Maintenance file (in SYS/ARS). See the System Maintenance Reference Manual in Volume 5 and the General Ledger Reference Manual in Volume 1 for more information. Function Keys The F1, F2, F3, and F4 function keys are used throughout the Accounts Receivable module whenever a customer must be specified. Use F1 to locate a customer based on their customer number. Use F2 to locate a customer based on their short name. Use F5 to locate a customer based on their phone number. Use F3 and F4 to scroll forward and back (by number, short name, or phone number) through the Customer Master file. Before You Begin Before using the Accounts Receivable module, you will want to make certain that the Accounts Receivable Specifications in the System Maintenance file (in SYS/ARS) are correct. See the System Maintenance Reference Manual in Volume 5 or consult the Customer Service Center for detailed instructions on selecting the options that will best suit your needs. If the Accounts Receivable activity is to be updated to the General Ledger Interface Listing for posting to the General Ledger, you will want to make certain your General Ledger account numbers and Posting Accounts are correct. See the General Ledger Reference Manual and Posting Accounts Reference Manual in Volume 1 for detailed information. FPD/201 AR - 5

6 INTRODUCTION Customers must be set up in the Customer Master file (in CP/MAI) in order to be used in the Accounts Receivable module. You may decide to create records only for those customers with open balances and to create other customer records as needed. See the Customer Processing Reference Manual in Volume 1 for detailed instructions regarding creating the Customer Master file. Using Term Codes for Discounts and Multiple Due Dates Term codes can be used to automatically calculate discounts, print a discount message on invoices and to create split invoice transactions. A Term code can be created for discount use or to create Three transaction records with different due dates for one invoice. Even if more than one transaction record is created for an invoice, only one invoice prints. Each invoice transaction record is stored with the due date and amount due as per the Term code; each transaction record is aged separately. Term codes are set up through System Code Maintenance (SYCD) and the System Maintenance file must be flagged (in SYS/OPS) to use Term codes. The Term codes are then used in the Invoice Terms code field of the Customer record (in CP/MAI). See the System Code Maintenance Reference Manual and System Maintenance Reference Manual in Volume 5 for more information. Getting Started The first step in using the Accounts Receivable module is to enter your open receivables using Manual Invoice Entry (AR/MIE) and Manual Invoice Register (AR/MIR). Once all open invoices have been entered, make certain the Accounts Receivable Master file (AR/ATB) is correct before you update the Manual Invoice Register. Any errors discovered can be corrected through Manual Invoice Entry. When entering your open receivables, it is not necessary to enter the cost and separate tax and freight amounts from the total sale amount. These amounts were separated on your previous system and gross profit figures were calculated. You do not need to calculate gross profit figures again for the open receivables. Exception: The correct Sales amount must be entered if the correct discount amount needs to be calculated. AR - 6 FPD/201

7 GETTING STARTED Invoice Processing The Invoice Processing programs are used to update inventory, accounts receivable, and sales files, generate invoices and produce reports regarding the invoices. A Pre-Invoicing Report (AR/INP/PIV) can be printed to check orders processed through Shipping Confirmation (OP/SC) and Debit/Credit Memo Entry (OP/ME). An incorrect order can be corrected/edited before generating an invoice. Also available is Shipped Orders to be Invoiced (OP/OPR/SOI). See the Order Processing Reference Manual in Volume 4 for detailed information. Inventory, accounts receivable and sales files are updated when Invoice Calculation & Update (AR/INP/INC) is run. These files are updated for all orders processed through Shipping Confirmation (OP/SC) and Debit/Credit Memo Entry (OP/ME), counter sales charge orders entered through Counter Sales Entry (CS/CSE) and counter sales cash orders updated through Counter Sales Register (CS/REG). Invoices are generated through Invoice Calculation & Update for orders processed through Shipping Confirmation (OP/SC) and Debit/Credit Memo Entry (OP/ME). Errors that occur during Invoice Calculation & Update are stored in the Invoice Error file. These invoice errors are accessed through the Invoice Calculation Errors programs. Some errors are always checked and reported; other errors are checked and reported only if the System Maintenance file is flagged to do so (in SYS/ARS). Eligible (invoices not previously printed) and duplicate invoices are printed through Invoice Print (AR/INP/IP). Based on the Invoice Detail Flag in the System Maintenance file, invoices can be reprinted either until the Invoice Register (AR/INP/IR) is updated or until the invoice information has been deleted through Delete Invoices (AR/INP/DIN). See the System Maintenance Reference Manual in Volume 5 for information regarding the Detail Flag. An Invoice Detail Report (/AR/INP/DTL) is available which provides cost and selling price information for each item on invoiced orders. If desired, only items that fall below a specified gross profit percent or actual mark up percentage can be reported. The Daily Invoice Register (AR/INP/IR) provides a list of invoices printed since the last time it was updated. Invoices printed through Invoice Print (AR/INP/IP) and through Counter Sales Entry (CS/CSE) are included on the Daily Invoice Register. Cost, selling price, gross profit, tax, freight and miscellaneous charge information for each invoice is included. Grand totals print at the end of the Daily Invoice Register. When updating the Daily Invoice Register, the option to update the sales activity to the General Ledger interface Listing (GLP/14, GL/IL) is given. If this option is selected, the sales activity is updated based on the Posting Accounts (PAE). FPD/201 AR - 7

8 INTRODUCTION It is important to set up the Posting Accounts correctly and that invoices received from vendors are posted correctly through the Accounts Payable programs in order for the cost of goods sold to be recorded correctly. The Monthly Invoice Register (AR/INP/MR) is available if the System Maintenance file is flagged (in SYS/ARS) to update this register. The Monthly Invoice Register provides a list of all invoices for the month or for a specific range of dates during the month. Clearing the Monthly Invoice Register is part of the Monthly Close procedure. The information provided for each invoice is the same as the information provided by the Daily invoice Register (AR/INP/IR). If the System Maintenance file is flagged (in SYS/ARS) to save invoice detail, Delete Invoices (AR/INP/DIN) is run on a regular basis (usually as part of the monthly close procedures) to delete invoice information for the Invoice Master and Invoice Detail files; this program does not delete invoices from the Accounts Receivable Master file. A deleted invoice can not be reprinted and cannot be displayed through the Expediting (OE). The option to bypass open invoices is given. Cost Of Goods Sold If the option to update to the General Ledger Interface Listing (GLP/14, GL/IL) is selected after printing the final copy of the Accounts Receivable Daily Invoice Register (AR/INP/IR), FASPAC updates entries to the Interface Listing to record the sales activity. The entries made are based on the Posting Accounts Master file. In order for your cost of goods to be posted correctly in your General Ledger, the Posting Accounts must be set up correctly and vendor invoices must be distributed to the correct general ledger account. Ideally, updating the Accounts Receivable Daily Invoice Register (AR/INP/IR) to the General Ledger Interface Listing should begin at the start of a month, making sure to also begin distributing vendor invoices and credit memos to the correct general ledger accounts. If the updating is begun during a month, journal entries may need to be made at the end of the month to reclassify amounts posted. The following information outlines the suggested method of setting up necessary Posting Accounts and processing vendor invoices specifically to handle the cost of goods transactions. See the Posting Accounts Reference Manual in Volume 1 for more detailed information. AR - 8 FPD/201

9 GETTING STARTED Posting Accounts There are several Posting Accounts that must be setup in order to post the sales activity to the General Ledger. A complete listing is available in the Posting Accounts Reference Manual in Volume 1. The Posting Accounts which deal with relieving your inventory account for the cost of goods sold are the Posting Accounts with the transaction codes of INV and CST. Each warehouse must have its own Posting Accounts set up; the same or different general ledger account numbers can be used for each warehouse. Accounts Payable All invoices and credit memos received from your vendors should be distributed to the Asset/Balance Sheet account assigned to the Posting Account (for the appropriate warehouse) with the transaction code of INV. When the Accounts Payable Invoice Register (AP/IR) is updated to the General Ledger Interface, the entries for an invoice are a debit to the inventory account and a credit to the Accounts Payable account. The entries for a credit memo are a credit to the Inventory account and a debit to the Accounts Payable account. The balance of the inventory account is increased for each purchase and decreased for each credit memo. Accounts Receivable When the Accounts Receivable Daily Invoice Register (AR/INP/IR) is printed and the Update To The General Ledger option is selected, the total cost of inventory items sold is taken out of the inventory account (the Asset/Balance Sheet account is decreased) and put in to the account associated with the Posting Account with the transaction code of CST (the Cost of Goods/Income Statement account is increased. The entries to the General Ledger Interface Listing are a debit to the Cost of Goods Sold/Purchases account and a credit to the Inventory account. Correcting Cost Errors When an inventory item is sold, the cost used is based on the flag set in the System Maintenance file (SYS/IMS). When a non-inventory item is sold, the cost must be entered. The cost of either item is updated at the time Invoice Calculation & Update (AR/INP/INC) is run. If you find an incorrect cost after an inventory or non-inventory item has been invoiced, you will want to correct the files. The correct procedures are stated on the following pages. FPD/201 AR - 9

10 INTRODUCTION Inventory Items Correct the Sales History file through Sales History Correction (SA/SHC). To display the record to be changed, enter the information exactly as entered on the invoice, including all spaces (for example, if the Order Taker is two initials, you must enter a space either before or after the initials); if the message displays that the record does not exist, DO NOT CREATE A NEW RECORD, TRY AGAIN. See the Sales Analysis Reference Manual in Volume 4 for more information. Correct the Sales Detail file through Sales Detail Correction (SA/SDC) if the cost error occurred during the current month and Clear Sales Reports (SA/CLR) has NOT been run since the invoice was produced. See the Sales Analysis Reference Manual in Volume 4 for more information. Correct the Salesman History file through History Maintenance (SA/HM) if commissions are calculated based on the margin. The Net field for the appropriate month and for this year must be corrected. See the Sales Analysis Reference Manual in Volume 4 for more information. Correct the cost field in the Part History file through Part History Maintenance (PH/MAI). See the Part History Reference Manual in Volume 2 for more information. Correct the current month and current year cost totals in the Item History file through History Maintenance (IM/HM). The gross profit percent is automatically recalculated when you exit the program. See the Inventory Management Reference Manual in Volume 2 for more information. Correct the Contract History file through Monthly History Maintenance (CT/HM) if the item sold was a contract item. See the Contract Reference Manual in Volume 4 for more information. Non-Inventory Items Correct the Sales History file through Sales History Correction (SA/SHC) - always enter NI in the Category field. To display the record to be changed, enter the information exactly as entered on the invoice, including all spaces (for example, if the Order Taker is two initials, you must enter a space either before or after the initials); if the message displays that the record does not exist, DO NOT CREATE A NEW RECORD, TRY AGAIN. See the Sales Analysis Reference Manual in Volume 4 for more information. Correct the Sales Detail file through Sales Detail Correction (SA/SDC) if the cost error occurred during the current month and Clear Sales Reports (SA/CLR) has not been run since the invoice was produced. See the Sales Analysis Reference Manual in Volume 4 for more information. AR - 10 FPD/201

11 GETTING STARTED Correct the Salesman History file through History Maintenance (SA/HM) if commissions are calculated based on the margin; the Net field for appropriate month and for this year must be corrected. See the Sales Analysis Reference Manual in Volume 4 for more information. Correct the current month cost and GP% totals in the Customer History file through Customer History Maintenance (CP/HM). See the Customer Processing Reference Manual in Volume 1 for more information. Recording a Refund to a Customer Most times when a customer is issued a credit memo or overpays an invoice, the credit balance can be applied to another invoice. Occasionally, a customer requests a refund. The following procedure should be used to correctly record the refund. (You may want to create a Posting Account with a Transaction Code of RF specifically for use when issuing refunds. If you prefer, an existing Posting Account can be used.) Adjust the credit amount off of the customer s account through Adjustment Entry (AR/AE). Record the refund paid through the Accounts Payable Manual Checks - No Invoice programs (AP/MCN). Distribute the amount to the general ledger number assigned to the Posting Account used when you adjusted the amount off of the customer s account. The net result is a debit to the Accounts Receivable and a credit to your cash account. Statements, Delinquent Accounts, and Service Charges Two types of statements can be printed. Statement Print (AR/ARM/SP) prints statements on preprinted forms by invoice number. Statements can be printed for all eligible customers or a range of customers; the option to print for delinquent accounts only is available. Statement Print By Item (AR/ARM/SPI) prints a statement on x 11 inch paper, for the customer specified. The statement prints in item sequence and can be sorted by ship to location or by customer purchase order number. Payment from all or a range of delinquent accounts can be requested through Delinquent Letter Print (AR/ARM/DLP). A form letter prints on x 11 inch paper; past due invoices are listed. FPD/201 AR - 11

12 INTRODUCTION All or a range of delinquent accounts can be notified of a service charge that will be imposed if payment is not received by a specified date. Form letters can be printed on x 11 inch paper through Service Charge Notification (AR/ARM/SCN); past due invoices, the service charge amount to be imposed and the date by which payment must be received are included. The service charge amount is added to an account through Service Charge Calculation (AR/ARM/SCC). Invoices for the service charges are printed on x 11 inch paper through Service Charge Invoice (AR/ARM/SCI). Inquiries and Reports All information in the Accounts Receivable system is available for inquiry or listing. Customer and open accounts receivable transactions, and open invoices, are displayed through the Inquiry program (AR/INQ). Open invoices can be displayed by invoice number or in Ship/Invoice date sequence. Aged Accounts Receivable information for all or a range of customers is printed through Aged Trial Balance (AR/ATB). The Aged Trial Balance can be printed in detail or with invoice totals only. A Cashflow Forecast Report (AR/CFR) can be printed to determine expected payments over a specified period. A Balance Overdue Listing can be printed for collection purposes. A Terms Discount Report (AR/ARM/TDR) can be printed for a list of discounts taken or not taken. Schedule Processing Programs The following programs operate differently because they can be used in Schedule Processing: Invoice Detail Register (AR/INP/IR) Month End Invoice Register (AR/INP/MR) Cash Register (AR/CSH/CRR) Adjustment Register (AR/AER) Manual Invoice Register (AR/MIR) Age Customer Balances (AR/AGE) Aged Trial Balance (AR/ATB) Cycle Purge (AR/CPG) AR - 12 FPD/201

13 GETTING STARTED Modes of Operation There are two Q&A modes when you are answering questions in the programs: Create mode The first time you run the program and answer questions. You start with the first question and move through them sequentially. You can use the arrow keys to move up and down through the questions if you want to make changes. The questions on the screen and your answers to them are stored in an Answer file. Modify mode When you rerun the program and change existing answers. You change questions one at a time, entering the line number in the prompt at the bottom of the screen. You can simply change one or more answers, or delete all questions and answers stored in the Answer file for the program and replace them with new ones. There are three processing modes when these programs are run: Auto Prompt mode The program accepts answers to the questions, but does not actually run. The message AUTO PROMPT ON is displayed on the screen. This mode is used to define programs that will be part of an automated schedule such as MONTHEND. It is turned on and off by Start/Stop Auto Prompt (SYS/SPM/SSAP). Schedule Processing mode The program is part of an automated schedule being run by Process Schedule (SYS/SPM/PS). The answers were defined while in Auto Prompt mode. Reports are spooled to a file in a designated report directory on the host server, from where you can print them at any time. They are not sent directly to a printer. Individual Processing mode The program can be run by itself; not as part of a schedule. Answers to questions are user-specific according to the sign on ID. Reports are sent directly to the printer assignments defined by PRT. Refer to the Schedule Processing Reference Manual in Volume 5 for more information about scheduling. FPD/201 AR - 13

14 INTRODUCTION Date Variables In the date fields in the programs, you can enter variables instead of actual dates. These will be converted to the actual date when the program runs. Valid entries Sign on First day of the Last day of the month Cover Sheet A cover sheet is printed at the beginning of the register, aging, and cycle purging reports. It lists the program name and ID, Company number, User sign on ID, date and time the report was run, question IDs, questions, and your answers. The cover sheet will be used by Faspac Customer Support. Monthly Close Procedures The Accounts Receivable system must be closed after processing all activity (invoices, credit memos, adjustments, cash payments) for the month. Cash payments and adjustments for the new month can be processed before closing the month; invoices and credit memos for the new month cannot be processed until the Accounts Receivable system has been closed and Monthly Update (MU) has been run. After processing all Accounts Receivable Activity for the month, print and update all applicable registers (AR/IR, AR/AER, AR/MIR, AR/CSH/CRR). If the System Maintenance file is flagged (in SYS/ARS) to update to the Monthly Register, print and clear the Monthly Register (AR/INP/MR). Print an end of the month Aged Trial Balance (AR/ATB), aging the transactions as of the last day of the month and excluding transactions after the last day of the month. Clear zero balance invoices from the Accounts Receivable Master file through Cycle Purge (AR/CPG). The Cycle Purge program also ages the AR Balances in the Customer Master file and advances the AR month in the System Maintenance file. Delete invoice detail through Delete Invoices (AR/INP/DIN). Note: Do not run the Cycle Purge program until the final Aged Trial Balance for the month has been printed. AR - 14 FPD/201

15 TERMS Miscellaneous An invoice can be flagged as contested by your customer through Contested Invoice Entry (AR/CIE). A contested invoice is aged as usual but is excluded when a service charge is calculated on a customer account. The Contested Invoice Entry program can also be used to change the due date of an invoice. Terms Accounts Receivable Master file All open transactions on file in the Accounts Receivable module; the Aged Trial Balance (AR/ATB). interface listing The holding file for all transactions updated through the Accounts Receivable and Accounts Payable programs. These transactions are posted (with or without modification) to the general ledger through either the GL3000 or GL module. invoice date The date an invoice is calculated either through Invoice Calculation & Update (AR/INP/INC) or through Direct Invoicing (OP/DI). The date used is the sign on date when the program is run. ship date The date an order is shipped either through Shipping Confirmation (OP/SC), Direct Invoicing (OP/DI), or Credit/Debit Memo Entry (OP/ME). The date used is the sign on date when the program is run. transaction An invoice, credit memo, cash payment, or adjustment applied to a customer account. FPD/201 AR - 15

16 INVOICE PROCESSING (AR/INP) Invoice Processing (AR/INP) Pre-Invoicing Report (AR/INP/PIV) This program prints a pre-invoicing report for all orders processed through Shipping Confirmation (OP/SC) and Debit/Credit Memo Entry (OP/ME) that are waiting to be invoiced through Invoice Calculation & Update (AR/INP/INC). Note: Shipped Orders to be Invoiced (OP/OPR/SOI) provides another report with helpful information. See the Order Processing Reference Manual in Volume 4 for more information. The Pre-Invoicing Report program automatically checks for orders with missing header records and missing item detail. You can select whether or not to check for items without a selling price, items without committed tags, and items that fall below the Low Gross Profit Percent specified in the System Maintenance file (in SYS/OPS). Even if there are no errors to report, this report will still be printed, but will include a message indicating that no errors have been found. This message will not print if the program does not find any orders that are ready to be invoiced. Note: If you select to check for orders that fall below the Low Gross Profit Percent specified and the Invoice Costing Method defined in the System Maintenance file (in SYS/IMS) is REC, you must be committing tags. The Pre-Invoicing Report is run for all orders waiting to be invoiced. All canceled invoices are skipped. Entry/Inquiry Screen AR - 16 FPD/201

17 PRE-INVOICING REPORT (AR/INP/PIV) Field Explanation Check for (1) no price (Y/N)? Y = Check for items that do not have a selling price. N = Do not check for items without a selling price. (2) no tag committed/quantity short (Y/N)? Y = Check for items that do not have a committed tag (if the tagging system is used or if it is a traceable item). If the tagging system is not used and the item is not traceable, this option checks to see if there is enough stock on-hand to ship this item (the item quantity ordered is not greater than the warehouse stock on-hand). N = Do not check for items without a committed tag. (3) low gross profit (Y/N)? Y = Check for items that fall below the Low Gross Profit Percent specified in the System Maintenance file (SYS/OPS). N = Do not check for items that fall below the Low Gross Profit Percent specified in the System Maintenance file. Note: Low gross profit is not checked on items with a price of zero. FPD/201 AR - 17

18 INVOICE PROCESSING (AR/INP) (4) Run Checking For Negatives (Y/N)? This option runs the same program (Checking For Negatives), that is run during Invoice Calculation and updates errors to the Invoice Error file. The message Check AR/ICE for errors prints on the report if any errors have been updated to the error file. This is exactly the same as Invoice Calculation, except that the invoice has not been deleted from the Invoice Calculation file. Continue? Y Y = Run the Pre-Invoicing Report as specified. N = Exit the program without running the report. Error Messages You Cannot answer N to ALL questions You must check for at least one of the following when running the Pre-Invoicing Report. items without a selling price items without a committed tag items that fall below the Low Gross Profit Percent specified in the System Maintenance file (SYS/OPS). check for negatives The following errors may be printed on the Pre-Invoicing Report. Low GP The gross profit on this item falls below the Low Gross Profit Percent in the System Maintenance file (SYS/OPS) or below 20% if there isn t a percent in SYS/OPS. The gross profit is based on either the cost of the committed tags or the costing method in the System Maintenance file (SYS/IMS). Increase the selling price through Shipping Confirmation (OP/SC) before running the Invoice Calculation program. No Detail There are no items on this order or all items found have a 0 quantity shipped. Canceled order detail is not checked and is not reported as an error. If a quantity was to be shipped correct through Shipping Confirmation (OP/SC) before running the Invoice Calculation program. AR - 18 FPD/201

19 PRE-INVOICING REPORT (AR/INP/PIV) No Price There is no selling price for this item. If the item is not a sample or is not a no charge item, enter a selling price through Shipping Confirmation (OP/SC) before running the Invoice Calculation program. No Tag The committed quantity is less than the quantity to be shipped. Commit another tags before running the Invoice Calculation program. Note: If the committed quantity is less than the shipped quantity at the time of invoice calculation, the inventory may be relieved based on the FIFO method. No Header Order found in Invoice Calculation and no open orders found. Warehouse Not On File No Whse record for Item on Order. No Stock Available Qty ordered > whse stock on-hand. Ship Date > Inventory MM/YY The sign on date when OP/SC was run is greater than the current inventory month and year. The order must be put through OP/SC signed on to the correct ship date. Check AR/ICE For Errors Run AR/ICE program to print or inquire about the updated errors. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: PIV PRE-INVOICING ERROR REPORT 03/05/97 RUN BY: FAS LOW GP: 20% COST USED: REC 16:38:48 03/05/97 ORDER NO LINE ITEM NO DESCRIPTION ERROR MESSAGE ================================================================================================================================ NO HEADER NO DETAIL NO HEADER NO DETAIL NO HEADER NO DETAIL /21NE0813 ½-13 STD ZINC NO TAG 002 /21NE0813 ½-13 STD ZINC NO TAG /Y MIN HEX ALUM YLW/ALOD NO TAG 002 /Y MIN HEX ALUM YLW/ALOD NO TAG 003 /Y MIN HEX ALUM YLW/ALOD NO TAG /99NE083 ½-13 STD BRASS PLAIN NO TAG /21NE066 3/8-16 STD ZINC NO TAG /79NE /4-7 STD S/S STAINLESS NO TAG FPD/201 AR - 19

20 INVOICE PROCESSING (AR/INP) Invoice Calculation & Update (AR/INP/INC) This program calculates invoices based on the orders processed through Shipping Confirmation (OP/SC) and Debit/Credit Memo Entry (OP/ME) since the last time invoices were calculated. Accounts receivable, inventory and sales files are updated for each invoice calculated, as well as for each counter sales charge order entered through Counter Sales Entry (CS/CSE) and cash order updated through the Counter Sales Register (CS/REG). The Invoice Calculation & Update program is usually run daily after all orders have been shipping confirmed and the Counter Sales Register has been updated. Cautions: Only one person at a time can run the Invoice Calculation & Update program. Do not touch any keys on the keyboard of the terminal from which the Invoice Calculation & Update program is being run (until the program has completed). Never abort the Invoice Calculation & Update program. Do not generate invoices through Direct Invoicing (OP/DI) and calculate invoices at the same time. Do not Delete Invoice Detail (AR/INP/DIN) and run the Invoice Calculation & Update program at the same time. Do not update part history (PH/MU) and run the Invoice Calculation & Update program at the same time. Do not confirm orders (OP/SC) and calculate invoices at the same time. Do not update the Counter Sales Register (CS/REG) and calculate invoices at the same time. The Invoice Calculation & Update program allows for Shipping Confirmation and Counter Sales activity to continue for a new month when Monthly Update (MU) has not yet been run. Orders that have been shipping confirmed and counter sales orders updated after the current month and year are held in the Invoice Calculation file and will be processed when the correct month and year are reached. The Invoice Calculation & Update program checks each invoice for errors based on how the System Maintenance file is flagged (in SYS/ARS and SYS/WCS). Invoices are not created for certain errors no matter how System Maintenance is flagged. AR - 20 FPD/201

21 INVOICE CALCULATION & UPDATE (AR/INP/INC) Use Invoice Calculation Errors (AR/INP/ICE) after calculating invoices. If any invoice is not created due to errors, the order must be processed through Shipping Confirmation (OP/SC) again after correcting errors. The Invoice Calculation & Update program can then be run again See the System Maintenance Reference Manual in Volume 5 and Invoice Calculation Errors (AR/INP/ICE) on page 24 for information about the available error checking options. Accounts Receivable, Sales Analysis, Part History, Contract History, and Inventory Master files are updated for each invoice (including credit memo invoices) and counter sale that is calculated. The Part History file is updated with the Ship To code and the purchase order number. The purchase order number recorded is the number from the item s Invoice Note, if the Invoice Note begins with REF. P.O. NO:. If the Invoice Note is not found, the purchase order number in the Order Header record is used. See CT/MAI for more information on PO# by item. If an order uses a salesman account not in the Salesman Master file (SA/MAI), the invoice is updated to the salesman HOUSE. If the salesman HOUSE is not in the Salesman Master file (SA/MAI), the invoice information is not updated to any salesman and will not be included in the Sales By Salesman report (SA/SBS) or in the salesman section of the Sales Summary report (SA/SS). If you have a Summary Invoice, the A/R memo field will be cleared (to later store the Summary Invoice number). The Summary Invoice flag is updated from the order to the Invoice and A/R files. As each order is processed, the order/invoice number, customer and items are displayed. Files or Programs Affected Invoice Print file Invoice Error file Invoice Master and Detail files Accounts Receivable Master file Customer Master and History files Salesman History file Sales Detail file Sales Summary Work file Inventory Master and History files Part History file Inventory Buy History file Contract Master and History files Invoice Calculation file (cleared) Open Customer Order Master file FPD/201 AR - 21

22 INVOICE PROCESSING (AR/INP) Entry/Inquiry Screen Field Explanation Do You Want to Continue? (Y/N) Y = Begin processing immediately. N = Exit the program without running the Invoice Calculation & Update program. T = Specify the time at which processing should begin. The following three fields are displayed only if T entered in the Continue field. Enter Invoicing Starting Hour Enter the hour at which processing should begin (using military time). Enter Invoicing Starting Minute Enter the minute at which processing should begin. Select R = Re-enter the start time specified. S = Start processing at the time specified. D = Exit without running the program. AR - 22 FPD/201

23 INVOICE CALCULATION & UPDATE (AR/INP/INC) The following fields are updated by the system and cannot be modified. Order/Invoice NO. The order/invoice number displays as each invoice is calculated. Customer The customer displays as each invoice is calculated. Line Item Each item displays as the invoice is calculated. Current Time Is The current system time is displayed only if T is entered in the Continue field. Error Messages Note: Also see Invoice Calculation Errors (AR/INP/ICE) on page 24. Invoice Calculation Cannot Be Run Until Monthly Update Run, SKIP to Enter This message displays if the current inventory month and year in FASPAC is prior to the current sign on month and year. Press SKIP to acknowledge the message. Either sign on to the current inventory month and year or run Monthly Update (MU), whichever is applicable. Then run the Invoice Calculation program again. FPD/201 AR - 23

24 INVOICE PROCESSING (AR/INP) Invoice Calculation Errors (AR/INP/ICE) These programs provide access to the Invoice Error file. It is a good idea to always display or print the errors after running Invoice Calculation & Update (AR/INP/INC) and before printing invoices. To avoid confusion, always delete errors after they have been displayed or printed. The System Maintenance file can be flagged (in SYS/ARS) to check for all or some of the invoice calculation errors. If the System Maintenance file is flagged to do so, an invoice is not created for an order with an error. Invoice calculation errors are updated to the Invoice Error file and can be displayed, printed, and deleted through the Invoice Calculation Errors programs. The date of each error is the system date, not the sign on date when Invoice Calculation (AR/INP/INC) was run. To process an invoice that was not created (due to the flag in SYS/ARS), correct the errors, process the order through Shipping Confirmation (OP/SC) again, and rerun Invoice Calculation & Update (AR/INP/INC). Stop Negatives in Invoicing Flags A Stop Negatives in Invoicing Flag is entered through the System Maintenance program in either the Accounts Receivable or Warehouse Control screen. The flag in the Accounts Receivable screen determines which errors are checked in each warehouse, unless the warehouse screen is flagged. The flag in the Warehouse Control screen overrides the flag in the Accounts Receivable screen for that warehouse. Note: We recommend that you set the Stop Negatives in Invoicing Flag to A since it is easier to correct errors on an order before it is invoiced. Flag N Errors Checked Does not stop or report errors except: if a physical inventory or cycle count is in progress for an item on an order, acts as if flag is E; if a traceable or restricted item is found, act as if the flag is C. A Checks and reports all errors. An invoice is not created if error 1-18 occurs. An invoice is not created if the item is traceable or restricted and error occurs. R Checks and reports all errors. An invoice is not created if error 1-5, 10-12, or 16 occurs. An invoice is not created if the item is traceable or restricted and error occurs. AR - 24 FPD/201

25 INVOICE CALCULATION ERRORS (AR/INP/ICE) Flag Errors Checked S Checks and reports all errors. An invoice is not created if error 1-6, 8, occurs. An invoice is not created if the item is traceable or restricted and error occurs. E Checks and reports only errors 1-5, and An invoice is not created if error 1-5 or occur. An invoice is not created if the item is traceable or restricted and error occurs. W For the specific warehouse, checks and reports only errors 1-6, 10-17, and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. C Checks and reports only errors 1-6 and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. Error Messages Error #1 No record found for this company and order number. There is a problem with one or more FASPAC files. Call the Support Line immediately. Error #2 No record found for this company, order number and item. There is a problem with one or more FASPAC files. Call the Support Line immediately. Error #3 Unable to format internal part number. There is a problem with one or more FASPAC files. Call the Support Line immediately. Error #4 Item not set up or has been deleted from Inventory Master file. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. Error #5 Item not set up or has been deleted from Inventory Warehouse file. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. FPD/201 AR - 25

26 INVOICE PROCESSING (AR/INP) Error #6 Total on-hand balance for this item is less than quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Error #7 Negative quantity on-hand in buying history (any warehouse). Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Error #8 Buying history quantity on-hand (all warehouses) is less than quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Error #9 Buying history quantity on-hand (all warehouses) is not equal to warehouse quantity (all warehouses). Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use Receiving Without a Purchase Order (REC/RNO) to correct the on-hand quantity. Error #10 Invoice already updated to accounts receivable. The invoice number was found in the Accounts Receivable Master file (AR/ATB). Adjust the balance to zero using Adjustment Entry (AR/AE). Run the Cycle Purge program for the customer. Run the Invoice Calculation program again. Error #11 Bill to customer not on file. The customer s bill to address is not in the Customer Master file. Add the customer s bill to address through Customer Ship To Maintenance (CP/STM). Run the Invoice Calculation program again. AR - 26 FPD/201

27 INVOICE CALCULATION ERRORS (AR/INP/ICE) Error #12 Physical inventory or cycle count in progress. The item can not be invoiced until the physical inventory/cycle count is completed. Once it is completed, run the Invoice Calculation program again. Error #13 Negative quantity on-hand in buying history (shipping warehouse). The quantity on-hand in the warehouse from which the order is shipped is a negative number. Receive a quantity to bring the on-hand quantity to zero or more. Error #14 Buying history quantity on-hand (shipping warehouse) is less than quantity being shipped. The quantity on-hand in the warehouse from which the order is shipped is less than the quantity being shipped. Receive a quantity to bring the on-hand quantity to a quantity greater than or equal to the quantity being shipped. Error #15 Buying history quantity on-hand (shipping warehouse) is not equal to warehouse quantity (shipping warehouse). Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use Receiving Without a Purchase Order (REC/RNO) to correct the on-hand quantity. Error #16 Tagging is not activated and committed tags exist. The Tag System was turned off in error. Turn the Tag System back on through System maintenance (SYS/IMS). Error #17 Shipped quantity is greater than available quantity (on-hand - committed tags). There are no available tags to use for this item. Either un-commit one or more tags for use on this order or receive a quantity that can be shipped. FPD/201 AR - 27

28 INVOICE PROCESSING (AR/INP) Error #18 Total committed quantity for this item is less than quantity being shipped. This item can not be invoiced until the total quantity being shipped is committed. Commit one or more tags and run the Invoice Calculation program again. Error #19 At least one item on the order is flagged as traceable but the order header does not indicate that there is one or more traceable items on the order. Use Commit Tag items (OP/CTO) to un-commit the line item in question and then recommit the line item. Error #20 Item is flagged as traceable in either the Item Master file or in the Item Warehouse Master file but the order line item indicates that the item is not traceable. Use Commit Tag Items (OP/CTO) to un-commit the line item in question and then recommit the line item. Use BRM to change the traceability to N. Error #21 The number of different lots allowed for the line item has been exceeded. The warning message displayed when tags were committed was ignored and the number of lots assigned to this line item has been exceeded as per the flag in the System Maintenance file (SYS/WCS). Use the Commit Tag Items program to un-commit the line item and recommit the tags without exceeding the number of allowed lots. Error #22 The total available quantity (warehouse status stock) less committed stock less restricted stock is less than quantity being shipped. The inventory is being relieved using the FIFO method and there isn t enough stock available. Either receive a quantity so that the available quantity is equal to or greater than the quantity being shipped or use Commit Tag Items (OP/CTO) and commit a quantity of stock (unrestricted and restricted) equal to the amount being shipped. AR - 28 FPD/201

29 INVOICE CALCULATION ERRORS (AR/INP/ICE) Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: IER INVOICE UPDATE ERROR REPORT 07/31/96 RUN BY: WPD BY ORDER NUMBER 12:14:26 01/17/97 ITEM QTY BUY HIST WHSE ITEM SHORT NAME SHIPPED QTY QTY ORDER NO WHSE DATE ERROR ========================================================================================================= /NOTE-SH >>SPECIAL SHIPPING OR HANDLING<< SH /17/97 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 4C6KKLS 4-40 X 1/16 SPLINE SET CUP PT 18-8 S/S /17/97 06 ONHAND (IM/MAI) IS LESS THAN QUANTITY SHIPPED /17/97 14 BUY HIST QTY ONHAND IS LESS THAN QTY SHIPPED /17/97 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED /17/97 06 ONHAND (IM/MAI) IS LESS THAN QUANTITY SHIPPED /17/97 14 BUY HIST QTY ONHAND IS LESS THAN QTY SHIPPED /17/97 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 4C31MPP0Z/P 4-40 X 5/16 PHIL PAN M/S PATCH ZINC /17/97 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 31R350BLGZ 5/16" X 3 ½ HEX LAG BOLT SILI BRNZ /03/96 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 50C75HCS8Z ½-13 X 3/4 HEX C/S GR 8 ZINC /03/96 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 25C50HCS9Y 1/4-20 X ½ HEX C/S GR 9 ZINC II GRADE /03/96 06 ONHAND (IM/MAI) IS LESS THAN QUANTITY SHIPPED /03/96 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL /03/96 18 TOTAL COMMITTED QTY IS LESS THAN QTY SHIPPED 25C50HCSB 1/4-20 X ½ HEX C/S BRASS /03/96 06 ONHAND (IM/MAI) IS LESS THAN QUANTITY SHIPPED FPD/201 AR - 29

30 INVOICE PROCESSING (AR/INP) Inquire By Order Number (AR/INP/ICE/IO) Use this program to display invoice calculation errors in order number sequence. The program can be run for one or all warehouses. See Invoice Calculation Errors (AR/INP/ICE) on page 24 for a list of the error messages and an explanation on how to correct each error. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To check for errors in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. All Orders or a Range (A/R)? A = Check all orders. R = Specify a range of order numbers to check. Start With Order No. End With Order No. These fields are displayed only if you entered R in the previous field. Enter the range of order numbers to check for invoice calculation errors. You do not need to enter the leading zeroes, but you must enter the dash and the suffix. AR - 30 FPD/201

31 INVOICE CALCULATION ERRORS (AR/INP/ICE) All Correct? (Y/N) Y = Display the invoice calculation errors for the specified orders. N = Exit without running the program. More? (Y/N) N = Exit the program once the errors have been displayed FPD/201 AR - 31

32 INVOICE PROCESSING (AR/INP) Inquire By Item Number (AR/INP/ICE/IIN) Use this program to display invoice calculation errors by item number. The program can be run for one or all warehouses. See Invoice Calculation Errors programs (AR/INP/ICE)on page 24 for a list of the error messages and an explanation on how to correct each error. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To check for errors in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. All Items or a Range (A/R)? A = Check all items. R = Specify a range of items to check. Start With Item No. End With Item No. These fields are displayed only if you entered R in the previous field. Enter the range of item numbers to check for invoice calculation errors. You can enter the complete item number or simply the 3 alphanumeric Description code. AR - 32 FPD/201

33 INVOICE CALCULATION ERRORS (AR/INP/ICE) All Correct? (Y/N) Y = Display the invoice calculation errors for the specified items. N = Exit without running the program. More? (Y/N) N = Exit the program once the errors have been displayed FPD/201 AR - 33

34 INVOICE PROCESSING (AR/INP) Print In Order Number Sequence (AR/INP/ICE/PON) Use this program to print invoice calculation errors in order number sequence. The program can be run for one or all warehouses. See Invoice Calculation Errors programs (AR/INP/ICE) on page 24 for a list of the error messages and an explanation on how to correct each error. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To print the errors found in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. All Orders or a Range (A/R)? A = Print the errors for all orders. R = Specify a range of orders for which to print errors. Start With Order No. End With Order No. These fields are displayed only if you entered R in the previous field. Enter the range of order numbers for which to print the invoice calculation errors. You do not need to enter the leading zeroes, but you must enter the dash and the suffix. AR - 34 FPD/201

35 INVOICE CALCULATION ERRORS (AR/INP/ICE) All Correct? (Y/N) Y = Print the invoice calculation errors for the specified orders. N = Exit without running the program. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: IER INVOICE UPDATE ERROR REPORT 03/06/97 RUN BY: FAS BY ORDER NUMBER 08:28:46 03/06/97 ITEM QTY BUY HIST WHSE ITEM SHORT NAME SHIPPED QTY QTY ORDER NO WHSE DATE ERROR ================================================================================================================================ /21NE0813 ½-13 STD ZINC AWE /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 13 NEGATIVE QUANTITY ONHAND IN BUYING HISTORY (SHIPPING WHSE) /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 13 NEGATIVE QUANTITY ONHAND IN BUYING HISTORY (SHIPPING WHSE) /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /Y MIN HEX ALUM YLW/ALOD HMT /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /22NKTM02 GRA THIN CAP GRAY CAP CAD JNI /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /42NKE054 GRA 5/16-24 STD CAP GRAY CAP CAD JPU /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /F22NCFMA MIN CLNCH #2 SHNK CD/YLW HZY /31/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /31/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /31/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /31/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /31/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED FPD/201 AR - 35

36 INVOICE PROCESSING (AR/INP) Print In Item Number Sequence (AR/INP/ICE/PNS) Use this program to print invoice calculation errors in item number sequence. The program can be run for one or all warehouses. See Invoice Calculation Errors programs (AR/INP/ICE) on page 24 for a list of the error messages and an explanation on how to correct each error. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To print the errors found in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. All Items or a Range (A/R)? A = Print the errors for all items. R = Specify a range of items for which to print errors. Start With Order No. End With Order No. These fields are displayed only if you entered R in the previous field. Enter the range of item numbers for which to print invoice calculation errors. You can enter the complete item number or simply the 3 alphanumeric Description code. AR - 36 FPD/201

37 INVOICE CALCULATION ERRORS (AR/INP/ICE) All Correct? (Y/N) Y = Display the invoice calculation errors for the specified items. N = Exit without running the program. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: IER INVOICE UPDATE ERROR REPORT 03/06/97 RUN BY: FAS BY ITEM NUMBER 08:32:02 03/06/97 ITEM QTY BUY HIST WHSE ITEM SHORT NAME SHIPPED QTY QTY ORDER NO WHSE DATE ERROR ================================================================================================================================ /21NE0813 ½-13 STD ZINC AWE /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 13 NEGATIVE QUANTITY ONHAND IN BUYING HISTORY (SHIPPING WHSE) /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 13 NEGATIVE QUANTITY ONHAND IN BUYING HISTORY (SHIPPING WHSE) /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /22NKTM02 GRA THIN CAP GRAY CAP CAD JNI /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /42NKE054 GRA 5/16-24 STD CAP GRAY CAP CAD JPU /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /F22NCFMA MIN CLNCH #2 SHNK CD/YLW HZY /31/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /31/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /31/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /31/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /31/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /Y MIN HEX ALUM YLW/ALOD HMT /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) /06/97 06 ONHAND FOR THIS ITEM (IM/MAI) IS LESS THAN QUANTITY SHIPPED /06/97 14 BUY HIST QTY ONHAND (SHIPPING WHSE) IS LESS THAN QTY SHIPPED /06/97 17 SHIPPED QTY IS GREATER THAN WHAT S AVAIL (ONHAND - COMMITTED) FPD/201 AR - 37

38 INVOICE PROCESSING (AR/INP) Delete Errors (AR/INP/ICE/DEL) Use this program to delete invoice calculation errors. The errors can be deleted through a specific date, for one or all warehouses. We suggest that you print or display the errors before deleting them. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To delete the errors from all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Delete Errors As OF The sign on date is displayed. You may accept this as the date to delete through, or enter another date in MMDDYY or MMDDYYYY format. Note: Errors are updated to the Invoice Error file using the system date at the time AR/INP/INC was run. Do You Want To Continue (Y/N)? Y = Delete the errors as specified. N = Exit the program without deleting the errors. AR - 38 FPD/201

39 INVOICE PRINT (AR/INP/IP) Invoice Print (AR/INP/IP) Use this program to print eligible and duplicate invoices. An eligible invoice is an invoice that has not been printed previously and was created through Invoice Calculation & Update (AR/INP/INC) or Direct Invoicing (OP/DI). Invoices created through the Counter Sales module can be included if the System Maintenance file (SYS/CSS) is flagged to do so. Invoices flagged for Summary Invoice are NOT included when printing all eligible. Summary Invoices will be flagged as printed and updated to the A/R Invoice Register file. The record on the register is flagged as a Summary Invoice. The standard method of printing invoices is to print on preprinted forms. You may also print the invoices on mailers or fax them directly to your customers through your fax machine (if you have the optional Fax Modem module). A duplicate invoice can be printed if it exists in the Invoice Detail file. If System Maintenance (SYS/ARS) is flagged to save invoice detail, each invoice remains in the Invoice Detail file until it is deleted through Delete Invoices (AR/INP/DIN). If System Maintenance (SYS/ARS) is not flagged to save invoice detail, an invoice exists in the Invoice Detail file until the Daily Invoice Register (AR/INP/IR) is updated. You my select to have the word DUPLICATE print at the top of a reprinted invoice. Invoices can be printed for one or all warehouses. The date printed on each invoice is the sign on date when the Calculation & Update (AR/INP/INC) was run. Based on the flag in System Maintenance (in SYS/ARS), invoices are printed with either your company address, your warehouse address, or without an address. If you are using invoices preprinted with your company/warehouse address, make sure that the System Maintenance file is flagged (in SYS/ARS) to print invoices without an address. If the System Maintenance file is flagged (in SYS/OPS) to use Term codes, the options to print special terms and to print discount messages are given. If the special terms option is selected, the due dates and amount due on each due date print as the last line of the invoice. For example: Terms: xxx.xx due xx/xx/xx, xxx.xx due xx/xx/xx, xxxx.xx due xx/xx/xx If the option to print a discount message is selected, invoices for those customers that are allowed a discount if payment is received by a certain date include this message: Deduct xxx.xx if paid by xx/xx/xx, After xx/xx/xx, pay xxx.xx FPD/201 AR - 39

40 INVOICE PROCESSING (AR/INP) If a purchase order number is greater than 15 characters, it can not print in the purchase order field on the invoice. Based on the flag in the System Maintenance file (SYS/ARS), the purchase order number prints in the invoice header or in the body of the invoice (if it is larger than 15 characters). The message See Above or See Below prints in the purchase order number field. See the System Maintenance Reference Manual in Volume 5 for detailed information about this flag. If the number of invoice copies in the Customer Master file is zero, an invoice will not be printed for that customer when the Print All Eligible option is selected. The Invoice Register will be updated and the invoice status will change to PRINTED. When printing a range of invoices, an invoice will print for this customer, indicating a duplicate invoice. The option to print a test pattern is given before printing the invoices selected. As many test patterns as needed can be printed before printing invoices. A test pattern only can be printed by entering T in the Print All Eligible Invoices field. The test pattern only option is useful when inserting invoice forms into the printer for later use. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To print the invoices from all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. AR - 40 FPD/201

41 INVOICE PRINT (AR/INP/IP) Print All Eligible Invoices? (Y/N) Y = Print all eligible invoices (invoices that have not been previously printed). N = Print or reprint a range of invoices. T = Print a test pattern only. Note: If the number of invoice copies in the Customer Master file is zero, an invoice will not be printed for this customer, even when Y is entered in this field. The Invoice Register will be updated and the invoice status will change to printed. By Invoice or Date Range? (I/D) This field is displayed only if you entered N in the Print All Eligible Invoices field. I = Specify the invoices to print by invoice number. D = Specify the invoices by date. From Invoice Thru Invoice These fields are displayed only if you entered I in the By Invoice or Date Range field. Enter the range of invoice numbers to print. Ship or Invoice Dates? (S/I) These fields are displayed only if you entered D in the By Invoice or Date Range field. S = Select the range of invoices by shipped date. I = Select the range of invoices by invoice date. From Date Thru Date Enter the date range according to the selection made in the previous field (by shipped date or invoice date). Print Line Numbers? (Y/N) Y = Print the line numbers on the invoice. N = Exclude the line numbers from the invoice. Note: The line numbers are the same numbers that printed on the pick list. FPD/201 AR - 41

42 INVOICE PROCESSING (AR/INP) Print Special Terms? (Y/N) This field is displayed only if SYS/OPS is flagged to use Term codes. If Y is entered, the amount due and the due date print as the last line of the invoice. For example: xxx.xx due xx/xx/xx, xxx.xx due xx/xx/xx Print Discount Message (Y/N) This field is displayed only if SYS/OPS is flagged to use Term codes. If you enter Y, the message is printed at the bottom of each invoice (if applicable): Deduct xxx.xx if paid by xx/xx/xx, after xx/xx/xx pay xxx.xx Print Only Duplicate Invoices? (Y/N) This field is displayed only if you entered N in the Print All Eligible Invoices field. Y = Print only duplicate invoices (invoices that have previously been printed). N = Print both duplicate and new invoices. Print DUPLICATE? (Y/N) This field is displayed only if you entered N in the Print All Eligible Invoices field. Y = Print the word DUPLICATE on all previously printed invoices. N = Do not print the word DUPLICATE on these invoices. Plain Paper, Form, Fax Mailer, or Default? (P/F/X/M/E/D) P = Prints invoices on plain paper. F = Prints invoices on pre-printed forms. X = Send invoices directly to the fax, where they are automatically faxed to your customers. Note: The Fax option is available only if your system includes the Fax Modem module. M = Prints invoices on mailers. E = Sends invoices to the customer s address specified in CP/STM or CP/MAI. If an address cannot be found, you are prompted to enter one. D = Sends invoices to the output devices specified in CP/STM or CP/MAI. If output devices have not been specified, you are prompted to enter one or more. AR - 42 FPD/201

43 INVOICE PRINT (AR/INP/IP) Note: You can specify more than one Default device, such as Form and . However, you cannot specify more than one printer device (such as Plain paper and Form) at the same time. Continue? (Y/N) Y = Print the invoices as specified. N = Exit the program without printing invoices. Test Pattern? (Y/N) Y = Print a test pattern. N = Begin printing the invoices without a test pattern. Note: The * that prints next to the line number indicates that the line is taxable. The * will print even if you are not printing line numbers. Sample Invoice BEST FASTENERS, INC. 20TH ANNIVERSARY ** ** Date Invoice SAN DIEGO CA /13/ *** DUPLICATE *** Invoice To: 1 Ship To: CNC CNC 1221 WEST MORENA BLVD 1221 WEST MORENA BLVD SAN DIEGO CA SAN DIEGO CA P.O. Number Ord Date Slsmn F.O.B. Ship Via Freight Terms Opr VERBAL 06/13/ DESTINATION UPS PREPAID/ALLOW MEH Item Number/Description Line Qty Ord Qty B/O Qty Shp Price/UM Amount 25NLOC0Z C /4" SPLIT LOCKWASHER ZINC 2000 Tag FLot C100MPF0Z C /4-20 X 1 PHIL FLAT M/S ZINC 77 Tag FLot Tag FLot F125HCS5Z C /16-24 X 1 1/4 HEX C/S GR 5 ZINC 1800 Tag FLot CALL COMPLETE Terms: due 07/13/96 FPD/201 AR - 43

44 INVOICE PROCESSING (AR/INP) Invoice Detail Report (AR/INP/DTL) Use this program to produce a report with detailed item information on invoiced orders. The information on the Invoice Detail Report is based on the records in the Invoice Detail file. If the System Maintenance file is flagged (in SYS/ARS) to save invoice detail, the information provided by the Invoice Detail Report is available until the invoices are deleted through Delete Invoices (AR/INP/DIN). If the System Maintenance file is flagged (in SYS/ARS) to NOT save invoice detail, the information provided by the Invoice Detail Report is available until the Daily Invoice Register (AR/INP/IR) is updated. The Invoice Detail Report can be printed for one or all warehouses, in part number or invoice number order. Item descriptions can be included or excluded. The Invoice Detail Report prints each item on each order. Information for each item includes the part number, the warehouse number, the invoice number, the quantity shipped, the unit of measure, the selling price per the unit of measure and the extended selling price, and the cost per unit of measure and the extended cost. The item description can be included or excluded. The option is given to include either the gross profit percent or the actual mark up. If desired, only items that fall below a specified gross profit percent or actual mark up percentage can be printed. Printing the Invoice Detail Report for only low gross profit or mark up items can be helpful in determining whether or not your pricing schedules need to be adjusted. Note: The calculation for the gross profit percent is (Ext. Price - Ext. Cost) x 100/Ext. Price; the calculation for the actual mark up is Ext. Price/Ext. Cost). The Invoice Detail Report can be printed for a range of invoice dates or for all invoices in the Invoice Detail file. Extended cost and price grand totals and total profit dollars and percentages print for each warehouse at the end of the Invoice Detail Report. Company grand totals also print. If printed by invoice number, the total number of invoices and lines shipped, backordered, canceled and returned for each warehouse print. AR - 44 FPD/201

45 INVOICE DETAIL REPORT (AR/INP/DTL) Entry/Inquiry Screen Field Information Whse Enter the number of the warehouse for which to print the Invoice Detail Report. To print the report based on the invoiced orders in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Print in Part Number Or Invoice Number Sequence (P/I) P = Print the item information in part number sequence on the report. I = Print the item information by invoice number. Print Item Descriptions (Y/N) Y = Include the item descriptions on the report. N = Exclude the item descriptions from the report. Note: If Print Short name? is Y and Print Description? is Y, the Short name is printed on the description line, following the description. If Print Short name? is Y and Print Description? is N, the Short name replaces the part number. In this case, if the item does not have a short name, the part number will be enclosed in parenthesis. FPD/201 AR - 45

46 INVOICE PROCESSING (AR/INP) Print Item Short name (Y/N) Y = Include the item description on the report. N = Exclude the item description from the report. Print Gross Profit Percent or the Actual Mark Up (G/M) G = Print the gross profit percent of each item. M = Print the actual mark up of each item. Print Only Low Gross Profit/Mark Up Y = Print only those items that fall below a specific low gross profit/mark up percent (depending on which option was selected). N = Print all items in the specified warehouse, regardless of their gross profit or mark up. Enter Acceptable Gross Profit/Mark Up This field is displayed only if you select to print those items with a low gross profit/mark up. Enter the acceptable gross profit/mark up percentage. Any items that fall below this percentage will be printed on the report. Print Whole File (Y/N) Y = Run the report for all items in the specified warehouse. N = Specify an invoice date range that the items must fall into in order to be included on the report. From Date To Date These fields are displayed only if you entered N in the Print While File field. The sign on date automatically is displayed. Press RETURN to accept this date, or enter another date in MMDDYY or MMDDYYYY format. To use the oldest invoice date in the file as the From Date or the most recent invoice date in the file as the To Date, leave each field blank and press SKIP. Continue? (Y/N) Y = Run the report as specified. N = Exit the program without running the report. AR - 46 FPD/201

47 INVOICE DETAIL REPORT (AR/INP/DTL) Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: DTL INVOICE DETAIL INFORMATION 07/31/96 RUN BY: WPD 14:27:23 01/17/97 PART NO. CUST WH INVOICE QTY SHIP UM PRICE DISCOUNT EXT-PRICE COST EXT-COST PFT ============================================================================================================= 6C37MPP0Z/P C X 3/8 PHIL PAN M/S PATCH ZINC 6C25TRP0Z C X 1/4 PHIL PAN THRD ROLL SCR. ZINC /SEAS C SEASTROM STAINLESS WASHER TOTAL TOTAL NUMBER OF LINES NON-INVENTORIED INVENTORIED WH INVOICES ITEMS SHIPPED BACKORD CANCEL RETURNED EXT-PRICE PROFIT EXT-COST EXT-PRICE PROFIT EXT-COST PFT ALL FPD/201 AR - 47

48 INVOICE PROCESSING (AR/INP) Invoice Detail Register (AR/INP/IR) This program prints, by customer or invoice number, summarized invoice information for invoices printed since the last time a final copy of the register was printed and allows the sales activity to be updated to the General Ledger Interface Listing. The Daily Invoice Register should be printed and updated each time eligible invoices are printed through Invoice Print (AR/INP/IP). The Daily Invoice Register can be reprinted until you print a final copy. Entering Y in the Final Copy field clears the Daily Invoice Register file. Note: After printing a final copy of the Daily Invoice Register, the information can be printed through Monthly Register (AR/INP/MR) if the System Maintenance file is flagged (in SYS/ARS) to update the Daily Invoice Register to the Monthly Invoice Register. If SYS/ARS is set to update to the GL Interface file, the sales activity will automatically be updated when the final copy option is selected. All necessary Posting Accounts must be on file in order to update the sales activity. If the update option is selected and the Posting Accounts are not correct, an error message prints on the Daily Invoice Register and is considered a temporary copy. Correct the Posting Accounts and reprint the register, selecting the final copy and update options. Note: This program can be used in an automated schedule. See page 12 and refer to the Schedule Processing Reference Manual in Volume 5 for more information. Entry/Inquiry Screen AR - 48 FPD/201

49 INVOICE DETAIL REGISTER (AR/INP/IR) Field Explanation 01) Warehouse Enter the number of the warehouse from which to print the summarized invoice information. For all warehouses, press SKIP. To exit the program, press CMD. 02) Customer/Invoice Sequence? C = Print the Register by customer name in alphabetical order. I = Print the Register by invoice number. 03) Final Copy? Y = Print the Register, clear the invoice information from the Register file, and update it to the General Ledger Interface. N = Print the Register, but do not clear the invoice information or post it to the GL Interface. A Daily Register cannot be reprinted after the final copy is run. However, Daily Registers are included in the Monthly Register, so you can run the Monthly Register and specify certain days. Note: To update to the General Ledger, posting accounts must be on file and the register must have been printed for a specific warehouse. Note: Always make sure that the register printed legibly before answering yes. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 49

50 INVOICE PROCESSING (AR/INP) Error Messages File Status xx File Already in Use..Skip The Invoice Register is being printed from another terminal; only one terminal at a time can access the Invoice Register program. Press SKIP to acknowledge this message. The following error messages print on the Daily Invoice Register. No Posting Account For Account The update option was selected. The Posting Account for the specified General Ledger account number is not on file. The sales activity was not updated to the General Ledger Interface Listing. Set up the Posting Account through Posting Account Entry (PAE). The Daily Invoice Register must be reprinted in order to update the sales activity to the General Ledger. No G/L Account For The update option was selected. The General Ledger number specified is set up in the Posting Account Master file but is not on file in the Chart of Accounts Master file. Either change the Posting Accounts Master file or set up the account in the Chart of Accounts Master file (GLP/2, GL/MFM). The Daily Invoice Register must be reprinted in order to update the sales activity. Duplicate Distribution Record Found Invoice (invoice #) Vendor (vendor #) G/L Number (distribution # entered on invoice). This Will Replace The Old Distribution. Y to Continue. You must enter Y to continue. This message is informing you the same distribution record already exists, which most likely occurred because the AP/IR was terminated abnormally. AR - 50 FPD/201

51 INVOICE DETAIL REGISTER (AR/INP/IR) Sample Invoice Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: IR I N V O I C E / M E M O R E G I S T E R 07/31/96 RUN BY: WPD 12:12:43 01/17/97 TERMS DISCOUNT NON-INVENTORIED INVENTORIED NUMBER WH DATE SALE COST GP SALE COST GP OTHER DEPOSIT TAX FRT MISC TOTAL ============================================================================================================= /31/ ABCO CA RESALE /31/ CA RESALE /31/ CA RESALE TOTAL INVOICES PRINTED ** TOTALS BY WAREHOUSE ** ** STATE CA CALIFORNIA ** SALES TAX SUMMARY ** TOTALS FOR WAREHOUSE 01 RESALE EXEMPT SALES GRAND TOTALS RESALE EXEMPT SALES *** TEMPORARY COPY *** The following information is listed for each invoice: invoice number warehouse number invoice date customer number and name total selling price cost and gross profit amounts tax amount freight amount miscellaneous charges amount total invoice amount. Grand totals by warehouse print at the end of the report. Total sales by state, city and county are included. Note: All county taxes are printed if you use more than one. FPD/201 AR - 51

52 INVOICE PROCESSING (AR/INP) AR Periodic Billing (AR/INP/PBIR) This program allows you to consolidate all orders for a specific customer, for a specific time period, to a single invoice (a Summary Invoice). You enter Periodic Billing orders exactly the same as you enter all other orders. They will be treated the same way until you run the AR Periodic Billing program to create a Summary Invoice. Periodic billing does not affect the way in which sales, commissions, inventory reports, or inquiry screens are updated. However, Periodic Billing orders will not be posted to the general ledger until a Periodic Billing Invoice Register is run and finalized. Here is how AR Periodic Billing program works: A new AR record is created with the Summary Invoice number for the total of all individual invoices printed on the Summary Invoice. Summary Invoice numbers are assigned by the system. This number will not be customer or warehouse specific. The Summary Invoices are created from invoices updated to the AR Invoice Register file, which is created when you run AR Invoice Print (INP/IP). Only invoices found in this register can be consolidated to a summary invoices, and only if they are flagged to be on a summary invoice. The AR records for the invoices included on the Summary Invoice show a payment applied, making their invoice balance zero. AR Inquiry shows a transaction code of SI, and the Summary Invoice number is displayed in the Memo field. AR/INQ is updated with the Summary Invoice number in the Memo field. Individual invoices are not deleted until the summary invoice has been paid in full, regardless of the system flags. The AR balance is zero. The original invoice numbers are printed on the AR Monthly Register (INP/MR). AR - 52 FPD/201

53 AR PERIODIC BILLING (AR/INP/PBIR) Setting Up Periodic Billing PBIR is set up for an individual customer. The entry in field 19 on the second screen of Customer Maintenance (CP/MAI) determines whether a customer will use Periodic Billing: N = Do not use Periodic Billing. Y = Always create summary orders. A = Ask if the order is to be a summary. C = Contract orders are summary, but non-contract orders are not. Entering Periodic Billing Orders Enter the orders using Order Desk (OD) or Memo Entry (ME) in the same way as you would enter other orders. However, in box 3 on the Order Confirmation screen of OD or ME, there is a default entry in the field next to Summary Inv., depending on what you entered in field 19 on the second screen of Customer Maintenance (CP/MAI): Y is displayed if you entered Y in field 19 The system waits for you to enter Y or N if you entered A in field 19. Invoice Calculation and Periodic Billing There is no difference in Invoice Calculation & Update (AR/INP/INC) with Periodic Billing Invoices. They will be calculated when you run INC. Typically, invoices are printed after you run INC. Then you run and finalize the Invoice Detail Register (AR/INP/IR). However, for Periodic Billing Invoices: After you have run INC, the status in Order Expediting (OE) will change to SUMMARY instead of an invoice number. They will not print as all eligible. They will not print on the Invoice Register. FPD/201 AR - 53

54 INVOICE PROCESSING (AR/INP) Creating a Summary Invoice Run AR Periodic Billing (AR/INP/PBIR) when you are ready to create a summary invoice. However, before you can create a summary invoice, run the following programs: Invoice Calculation & Update (AR/INP/INC) Invoice Print (AR/INP/IP) run it for all eligible invoices You can run PBIR for a range of dates and a specific customer. All orders for the customer within that date range will be combined into one summary invoice. The system will assign a Summary Invoice number and the original invoice balance is changed to zero. This number will not be customer or warehouse specific. After you run PBIR and create a Summary Invoice, the status in OE will change to the Summary Invoice number. The Summary Invoice will print on plain paper only to the Invoice printer (it will not print on an invoice form). After the Summary Invoice is created, the system will print a register to the Other Printer. When the register is finalized, the Periodic Billing Invoices will be posted to the general ledger, and they will no longer be available for reprinting. A Customer is Flagged in Error If a customer is mistakenly flagged as a Periodic Billing customer, run Change Summary Invoice Flag (AR/INP/SIF), discussed on page. If the invoice has not been flagged as Printed, it will print the next time you run Invoice Print for all eligible invoices. The invoice will appear on the next invoice register, and will be posted to the GL when the register is finalized. AR - 54 FPD/201

55 AR PERIODIC BILLING (AR/INP/PBIR) Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To use all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Note: If you have multiple warehouses, you must press SKIP for All to finalize the register and reprint summary invoices. Create/Reprint Summary Invoices or Print Register Only? (C/R/P) C = Creates a summary invoice from invoices found on the Invoice Register that are flagged to be updated to a summary invoice. Summary invoices may be created for one or multiple warehouses. R = Reprints invoices that have been created as a summary invoice. You do not have to enter a date range for reprinting; instead you will enter a range of customers or summary invoices. If you selected one warehouse, the following message is displayed because the summary invoice may include multiple warehouses: Must Run For All Warehouses To Reprint Invoices SKIP P = Prints the Periodic Billing Invoice Register only. Listed invoices are dependent upon your entry in the Print All Eligible field. FPD/201 AR - 55

56 INVOICE PROCESSING (AR/INP) You can run PBIR for all dates and all eligible customers. The report will then list all orders that are flagged as Summary, which may be helpful when you are creating the summary invoice. Note: The option to finalize the register will not be given unless the register has been run for all warehouses, you are not printing all eligible invoices, and you are including all Summary Invoices. If the register is finalized for only one warehouse, it would create a problem when trying to reprint summary invoices that have been created and included in the finalized warehouse. Print For All Dates? (Y/N) Y = Prints invoices regardless of the shipped or invoice dates. N = Prints only those invoices with specific shipped or invoice dates. Range Of Ship or Invoice Dates? (S/I) The cursor moves through these fields only if you entered N in the Print For All Dates? field. S = Checks the shipped date. I = Checks the invoice date. The shipped and invoiced dates are displayed in box 2 on the Order Expediting header screen. From Date Thru Date The cursor moves through these fields only if you entered N in the Print For All Dates? field. Enter the range of shipped or invoice dates to include. Print All Eligible? (Y/N) Y = Print/create only those invoices that have not been created to a summary invoice. N = Print/reprint only those invoices that have been created to a summary invoice. Note: The default is N when you are reprinting invoices, and it cannot be changed. From Customer Number Thru Customer Number The cursor moves through these fields only if you entered N in the Print All Eligible? field. Enter the range of customer numbers. AR - 56 FPD/201

57 AR PERIODIC BILLING (AR/INP/PBIR) From Summary Invoice Thru Summary Invoice The cursor moves through these fields only if you entered N in the Print All Eligible? field. Enter the range of summary invoice numbers. Note: You can enter the number with or without the leading zeros. Print Items With Zero Shipped? (Y/N) The cursor moves through these fields only if you entered N in the Print All Eligible? field. Y = Include invoices that have not had anything ship. N = Do not include invoices that have not had anything ship. Print Committed Tag Information? (Y/N) The cursor moves through these fields only if you entered N in the Print All Eligible? field. Y = Print committed tag information N = Do not print committed tag information. Sort By Ship To Location? (Y/N) Y = Sort by ship-to location N = Sort by date. Enter Ship To Location, SKIP For All This field is displayed if you entered Y in the Sort By Ship To Location field and you are printing for one customer only. Enter a ship-to location number. Only invoices shipped to this location will be included. Enter 0 or SAME if the bill-to address is the only ship-to location to be included. Press SKIP to include all ship-to locations, and sort by location. A subtotal line is printed after all invoices for a ship-to location. Sort By Purchase Order No? (Y/N) Y = Sort by purchase order number. N = Sort by date. FPD/201 AR - 57

58 INVOICE PROCESSING (AR/INP) Enter P.O. No., SKIP For All This field is displayed if you entered Y in the Sort By Purchase Order No? field, and are printing for one customer only. Enter a purchase order number. Only invoices with this PO number will be included. Press SKIP to include all PO numbers, and sort by PO number. A subtotal line will be printed after all invoices for a PO. Print Invoice Terms From Customer Maintenance? (Y/N) Y = Uses the Invoice Terms code in Customer Maintenance for printing on the Summary Invoice, and for calculating the due and discount dates for the Summary Invoice AR record. This will be the Terms code used for calculating the due date on the Summary Invoice updated to the AR. N = Invoice terms are not printed on the Summary Invoice, and the due date on the AR record will be the same as the Summary Invoice s invoice date. Enter Notes? (Y/N) Y = A pop-up menu is displayed, allowing you to enter up to three note lines on the invoice. N = Do not print notes. Continue? (Y/N) Y = Print invoices as indicated. N = Exit the program without printing or updating the invoices. Do you want this register to be a final copy? (Y/N) This message is displayed after the Summary Invoice has been created or when the Periodic Billing Invoice Register is being reprinted for existing summary invoices. Note: When reprinting the Periodic Billing Invoice Register: The register must be run for all warehouses if you have multiple warehouses. You must enter N in the Print All Eligible field. You must press SKIP for All invoices in the From/Thru Summary Invoice fields. Y = Updates the invoices on this Periodic Billing Invoice Register to the GL Interface file, the same as the Daily Invoice Register (if the ARS flag is set to update to the GL). AR - 58 FPD/201

59 AR PERIODIC BILLING (AR/INP/PBIR) Note: Once finalized, the summary invoices on this register cannot be reprinted. N = Leaves the register as a temporary copy to allow the Summary Invoice to be reprinted. Print Invoices On Invoice Printer Ready? (Y/N) This message is displayed when you select the Create or Reprint option. If necessary, this gives you time to change the paper since summary invoices print on plain paper only. Y = Print invoices to the Invoice printer assignment. N = Pause and change the paper. Printing Register On Other Printer... Ready? (Y/N) This message is displayed after you enter Y in the previous prompt. Y = Print the Register to the Other printer assignment. N = The message continues to be displayed until you press Y. Printing Register. Please Wait This message is displayed when you select the Print option. Only the register is printed to the Other printer assignment. Error Messages Invalid Read AR01 <co/cust/ invoice number> SKIP The AR record is not found for the invoice being updated to a Summary Invoice. A new record will be created in the AR file for the offsetting entry to the invoice net amount being added to the Summary Invoice AR total. The transaction for this record will be SI. Press SKIP to acknowledge the message. FPD/201 AR - 59

60 INVOICE PROCESSING (AR/INP) Change Summary Invoice Flag (AR/INP/SIF) This program allows you to change an invoice s summary flag as long as it has not been updated to a Summary Invoice number. The invoice record and the invoice register will be updated. The Summary Invoice flag cannot be changed if the invoice is on a Periodic Billing Invoice Register (PBIR) that was printed for all eligible. Entry/Inquiry Screen Field Explanation Company The company you are signed on to is displayed and cannot be changed. Date The sign on date is displayed and cannot be changed. Enter Invoice Number To Change Enter the invoice number in xxx-xx format. Be sure to include the suffix (-xx). Press SKIP to exit the program. Summary Invoice Flag Currently Is Displays the current summary invoice flag. AR - 60 FPD/201

61 CHANGE SUMMARY INVOICE FLAG (AR/INP/SIF) Change? (Y/N) Do you want to change the Summary Invoice Flag? Y = Changes the flag from Y to N or N to Y, and then displays the following message: Invoice Has Been Changed To N Press RETURN and the cursor moves back to the Enter Invoice Number To Change field. N = Moves the cursor back to the Enter Invoice Number To Change field. Summary Invoice Number Displays the summary invoice number if the summary invoice has already been created. The following message will be displayed: Invoice Already Updated To Summary Invoice No...SKIP When you press SKIP, the cursor moves back to the Enter Invoice Number To Change field. You cannot change the summary invoice flag for existing summary invoices. Error Messages Invoice Not On File SKIP This invoice can no longer be found in the Invoice file. Press SKIP to acknowledge the message. Invoice Not On AR Invoice Register SKIP Invoice Calculation & Update (AR/INP/INC) has been run, but Invoice Print (AR/INP/IP) has not been run for all eligible invoices. Press SKIP to acknowledge the message. Run Invoice Print (AR/INP/IP) for all eligible invoices, and then rerun Change Summary Invoice Flag (AR/INP/SIF). Invoice Already Updated To Summary Invoice No SKIP This invoice has already been processed on a Summary Invoice. It cannot be changed. Press SKIP to acknowledge the message. Invoice Already Updated To Monthly Register SKIP This invoice has been printed on a Daily Invoice Register that has been finalized. Press SKIP to acknowledge the message. FPD/201 AR - 61

62 INVOICE PROCESSING (AR/INP) Month End Invoice Register (AR/INP/MR) This program prints summarized information for all invoices, by customer or invoice number, printed since the last time the register was cleared, if the System Maintenance file is flagged (in SYS/ARS) to update the Daily Invoice Register (AR/INP/IR) to the Month End Register. The Month End Invoice Register is designed to provide a list of all invoices printed during one month. It must be printed for the month ended, before updating the Daily Invoice Register (AR/INP/IR) in the new month. The Month End Invoice Register can be reprinted until the Final Copy is run. Entering Y in the Final Copy field clears the Month End Invoice Register. Note: This program can be used in an automated schedule. See page 12. Entry/Inquiry Screen Field Explanation 01) Warehouse Enter the number of the warehouse from which to print the summarized invoice information. For all warehouses, press SKIP. To exit the program, press CMD. AR - 62 FPD/201

63 MONTH END INVOICE REGISTER (AR/INP/MR) 02) Customer/Invoice Sequence? C = Print the Register by customer name in alphabetical order. I = Print the Register by invoice number. 03) Include From Date 04) Include Thru Date Enter the range of dates in MMDDYY or MMDDYYYY format. For all dates, press F7 in field 03. Field 04 will be skipped. To use the oldest to most recent invoice dates in the file, leave both fields blank and press SKIP. For one date, enter it in both fields. 05) Final Copy? Y = Print the Register and clear invoice information from the Register file. N = Print the Register, but do not clear the invoice information. A Register cannot be reprinted after the final copy is run. Note: Always check that the register printed legibly before answering yes. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 63

64 INVOICE PROCESSING (AR/INP) Sample Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: MR MONTH END INVOICE/MEMO REGISTER 07/31/96 RUN BY: WPD 14:33:52 01/17/97 TERMS DISCOUNT NON-INVENTORIED INVENTORIED NUMBER WH DATE SALE COST GP SALE COST GP OTHER DEPOSIT TAX FRT MISC TOTAL ============================================================================================================ /15/ ABCO CA RESALE /15/ CA RESALE /15/96 18 CA RESALE /15/ CA RESALE * - INVOICE FOR BACKORDER TO - INVOICE FROM COUNTER SALES SYSTEM TOTAL INVOICES PRINTED ** TOTALS BY WAREHOUSE ** ** STATE BLANK CODE CA CALIFORNIA % ** SALES TAX SUMMARY ** TOTALS FOR WAREHOUSE 01 TAXABLE SALES OUT OF STATE EXEMPT SALES RESALE EXEMPT SALES GRAND TOTALS TAXABLE SALES OUT OF STATE EXEMPT SALES RESALE EXEMPT SALES *** TEMPORARY COPY *** The following information is listed for each invoice: invoice number warehouse number invoice date customer number and name total selling price cost and gross profit amounts for inventory and non-inventory items tax exempt id deposit amount tax amount freight amount miscellaneous charges amount total invoice amount AR - 64 FPD/201

65 MONTH END INVOICE REGISTER (AR/INP/MR) Totals for each warehouse included in the report print at the end of the Register, above the Grand Totals. Note: An asterisk (*) between the first and second columns of a line indicates an invoice that has a backorder. sign between the first and second columns of a line indicates an invoice from a counter sale. FPD/201 AR - 65

66 INVOICE PROCESSING (AR/INP) Delete Invoices (AR/INP/DIN) Use this program to delete invoice information from the Invoice Master and Invoice Detail files. This is necessary only if the System Maintenance file is flagged (in SYS/ARS) to save invoice detail. The Delete Invoices program can be run as part of the monthly close procedures or at any time during the month. Once invoice information is deleted, the invoice is no longer available to be reprinted and it can no longer be accessed through Order Expediting (OE). For this reason, it is a good idea to select the option to bypass open invoices. Deleting invoice detail does not delete an invoice from the Accounts Receivable Master file (AR/ATB). Zero balance invoices are deleted from the AR/ATB through Cycle Purge (AR/CPG). An invoice with a balance is never deleted from the AR/ATB. Invoices with a zero balance that have been applied to a Summary Invoice are not deleted until that Summary Invoice balance is zero. The Delete Invoices program checks the A/R record for the Summary Invoice number, if the balance is not zero, this invoice will not be deleted. Entry/Inquiry Screen AR - 66 FPD/201

67 DELETE INVOICES (AR/INP/DIN) Field Explanation Delete Invoices Thru Invoice Date The month before the date you are currently signed on to is displayed. Press RETURN to accept this date or enter a different date, using the MMDDYY or MMDDYYYY format. Bypass Invoices With Open A/R Balance? (Y/N) Y = Delete the invoices only if they have a zero balance. N = Delete the specified invoices, regardless of the balance. Delete for a Single Customer? (Y/N) Y = Delete invoices for a specific customer. N = Delete invoices for all customers. Customer to Delete This field is displayed if you entered Y in the Delete for a Single Customer? field. Enter a valid customer number. Error Message: Invalid Customer Number, Try Again? (Y?N) You entered a customer number that is not in the Customer Master file. Enter Y to re-enter the customer number, or N to exit the program without deleting any invoices. Continue? (Y/N) Y = Delete the specified invoices. N = Exit the program without deleting any invoices. You are about to delete ALL Invoices through MM/DD/YY For [customer] Are You Sure? (Y/N) This prompt is displayed only if you specified a single customer. Y = Delete the specified invoices. N = Exit the program without deleting any invoices. FPD/201 AR - 67

68 CASH RECEIPTS (AR/CSH) Cash Receipts (AR/CSH) Cash Receipts Entry (AR/CSH/CRE) Use this program to record payments received from your customers, to record negative cash payments (returned checks, error corrections) and to record adjustments. Also see Full Screen Cash Receipts (AR/CSH/FCR). The total dollar amount received from your customer is entered. Each invoice is accessed individually and a cash payment or adjustment is entered. The Payment field is used for both cash payments and adjustments. The Payment field defaults to a minus sign. To decrease an invoice balance, enter the amount only - do not enter another minus sign. To increase an invoice balance, enter a minus sign when entering the amount. All entries made through the Cash Receipts Entry program use Transaction codes. Each Transaction code used must be in the Posting Accounts Master file. The Check Balance amount is adjusted each time the CP Transaction code is used; the Check Balance amount must be zero in order to exit the program. See the General Ledger Master file for more information about Posting Accounts. Cash payments received from your customers for invoices in the Accounts Receivable Master file and for prepayment of orders yet to be invoiced are recorded using the Transaction code CP. If a prepayment is recorded, do NOT use the exact invoice number. Doing so will cause an error to occur when the invoice is created during Invoice Calculation & Update (AR/INP/INC). You must create a new record using the main invoice number and a suffix to identify the payment as a prepayment. (For example, if the invoice to be created is , create a new record by applying the payment to invoice PP.) After the invoice is created, the prepayment can be applied to the invoice through either the Cash Receipts Entry program or through Full Screen Cash Receipts (AR/CSH/FCR) or through Apply Credits to Debits (AR/ACD). Adjustments to invoices can be recorded at the same time payments are recorded. Tax and freight adjustments and sales discounts or allowances are recorded using Transaction codes in the Posting Accounts Master file. Do not record credits for returned goods as an adjustment; process a credit memo through Credit/Debit Memo Entry (OP/ME). See the General Ledger Reference Manual in Volume 1 for more information about Post Accounts. All transactions entered through the Cash Receipts Entry program are immediately posted to the Accounts Receivable Master file and will appear when the customer s account is displayed or printed. Only transactions entered using the CP Transaction code are used to calculate the Average Payment Days. AR - 68 FPD/201

69 CASH RECEIPTS ENTRY (AR/CSH/CRE) All entries made through the Cash Receipts Entry program print on the Cash Receipts Register (AR/CSH/CRR). An entry can be changed or deleted while still displayed on the screen by entering TRAN in the Invoice field. The cursor moves to the Payment field and the amount can be changed or deleted. DELETED appears next to the Memo field of a deleted transaction; the deleted transaction prints on the Cash Receipts Register but will not be updated to the General Ledger Interface Listing file. In an error situation or to record a returned check, a negative cash payment can be entered. A negative cash payment is recorded by entering minus sign in the Check Amount and Payment fields. A negative cash payment can be applied to one invoice only. If payment of several invoices needs to be reversed, individual negative cash payments must be recorded. Summary Invoices Summary Invoices are flagged with an S next to the invoice number. Summary Invoice records will be displayed if the balance is not zero. Entry/Inquiry Screen FPD/201 AR - 69

70 CASH RECEIPTS (AR/CSH) Field Explanation Check Date The sign on date displays as the check date. Press RETURN to accept this date, or enter another date in MMDDYY or MMDDYYYY format. Invoice If you are entering the invoice number, you do not have to enter the leading zeroes but you must enter the dash and the suffix (if applicable). If you are entering an invoice entered through Manual Invoice Entry (AR/MIE), enter the number as it was originally recorded. To enter the customer name instead of the invoice number, leave this field blank and press SKIP. Cust This field is displayed only if you pressed SKIP in the Invoice field. Enter the name or number of the customer whose payment/adjustment you want to record. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Check Number Enter the customer s check number. Check Amount Enter the total dollar amount ( ) received from your customer. If you are recording a negative cash receipt to reverse a previously entered cash receipt, enter a minus sign before the amount. Invoice To accept the specified invoice, press RETURN. When entering the invoice number to which the payment will be applied, you do not have to enter the leading zeroes, but you must enter the dash and the suffix (if applicable). If entering an invoice that was entered through Manual Invoice Entry (AR/MIE), enter the number as it was originally recorded. To display all invoices for the specified customer, enter?. To delete or change a displayed transaction, enter TRAN. The cursor moves to the TRAN field, where you must enter the number of the displayed transaction. The cursor then moves to the Payment field. Change the transaction by entering the new amount and pressing SKIP. Delete the transaction by pressing SKIP while the cursor is on the first digit. DELETE appears next to the Memo field. Deleted transactions appear on the Cash Register (AR/CSH/CRR). AR - 70 FPD/201

71 CASH RECEIPTS ENTRY (AR/CSH/CRE) Code The code assigned to the invoice at the point of original entry is displayed. Cash payments (positive or negative) always use the CP code. The code entered must be in the Posting Account Master file. The amount entered for a transaction with a transaction code other than CP does not affect the Check Balance field. Enter Due Date This field is displayed only if a new record is entered. The check date is displayed. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Payment The amount due on the invoice is displayed ( ). This field defaults to a minus sign. To decrease an invoice balance, do not enter another minus sign. To increase the invoice balance, enter a minus sign when entering the payment amount. Memo This field is optional. You may enter up to 20 alphanumeric characters of your choice or leave this field blank and press SKIP. Note: The memo information prints on the Aged Trial Balance (AR/ATB). Enter 0 if correct 9 to reject 0 = The information entered is correct. 9 = Delete the displayed information. Once 0 or 9 is entered, the cursor moves back to the Invoice field. If you applying the check amount to more than one invoice, you must make sure the check balance is zero. If you have not applied the entire check amount, you will not be able to exit the program. The following fields are updated by the system and cannot be modified. Check Balance The dollar amount left to apply to invoices. This amount equals the original check amount entered, less cash payments applied, plus credit memo amounts entered. FPD/201 AR - 71

72 CASH RECEIPTS (AR/CSH) Curr Bal The current balance of the invoice. Tran The transaction number assigned by the system. Each transaction is assigned a number once you determine it is correct. Displayed transactions can be changed or deleted by entering TRAN in the Invoice field. Error Messages **Customer on Hold The customer entered is on hold. No action is necessary; this is an informational message only. code PAE Acct for A/R Bus Type xxxxx Not on File...SKIP OR code PAE Acct for A/R Bus Type xxxxx G/L No xxxxx Not on File...SKIP The code specified (either A/R or the CP) is not set up in the Posting Accounts Master file or the General Ledger account number assigned is not valid. Press SKIP to acknowledge the message and exit this program. You MUST set up the Posting Accounts correctly in order to use this program. Cycle Purge Must be Run The check date entered falls outside of the current Accounts Receivable month. Press SKIP to acknowledge the message. Either enter a check date within the current month or exit this program and run Cycle Purge (AR/CPG) or exit this program and correct the AR month in System Maintenance (SYS/ARS). Invoice Not Found The invoice number entered is not in the Accounts Receivable Master file. Press SKIP to acknowledge the message and begin again. Customer Not Found The customer entered is not in the Customer Master file. Press SKIP to acknowledge the message and begin again. Check Balance Not Zero Only part of the check amount entered has been applied. Press SKIP to acknowledge the message. You must either apply the remaining balance or delete the transactions already entered. AR - 72 FPD/201

73 CASH RECEIPTS ENTRY (AR/CSH/CRE) Invoice On File For Customer You are creating a new record and the invoice number entered is already in the Accounts Receivable Master file (AR/AB) for a customer other than the customer specified. Press SKIP to acknowledge the message and begin again. New Record The invoice number entered is not in the Accounts Receivable Master file; you are creating a new record. Enter the due date of the invoice or press RETURN to accept the displayed date as the due date. The cursor moves to the Payment field where you can either continue entering the new record or you can press SKIP to re-enter the invoice number/exit. Invoice Contested...Continue? (Y/N) The invoice number entered is flagged as contested. Enter Y to continue working with this invoice or enter N to enter another invoice number. Access to transaction Not Allowed The transaction number entered is not displayed on the screen and can not be changed or deleted. Press SKIP to acknowledge the message. To delete the transaction, you can enter a negative check after the current check balance has been applied. Payment Exceeds Check Balance You have entered a payment amount greater than the amount in the Check Balance field. Press SKIP to acknowledge the message. Enter a payment amount less than or equal to the amount in the Check Balance field. code PAE Acct for A/R Bus Type xxxxx Not on File...SKIP OR code PAE Acct for A/R Bus Type xxxxx G/L No xxxxx Not On File...SKIP The code used on the transaction is not in the Posting Accounts Master file or the account number assigned in the Posting Accounts Master file is not on file. Press SKIP to acknowledge the message and re-enter the transaction using a valid code or a code with a valid account number. FPD/201 AR - 73

74 CASH RECEIPTS (AR/CSH) Full Screen Cash Receipts (AR/CSH/FCR) Use this program to record payments received from your customers, sales discounts, tax and freight adjustments or charges. Also see Cash Receipts Entry (AR/CSH/CRE). Invoices can be displayed by specifying a customer or by entering an invoice number. If a customer is specified, invoices display in numerical order. If an invoice number is specified, the customer displays and the invoices display beginning with the number specified. Only invoices with balances are available in this program; zero balance invoice are not displayed. The total dollar amount received from your customer is entered and becomes the Check Balance. Invoices are flagged as paid in full or as partially paid. Sales discounts and tax and freight adjustments can be entered for the invoices displayed. The Payment and Adjustment fields default to a minus sign. To decrease an invoice balance, enter the amount only - do not enter another minus sign. To increase an invoice balance, enter a minus sign when entering the amount. Updating the check posts the entries made. All entries made through the Full Screen Cash Receipts program use Transaction codes. Cash payments use the CP Transaction code. Sales discounts use the default discount PAE code set up in the System Maintenance file. If a default code is not available, the AL Transaction code is used. Tax charges added to or subtracted from an invoice use the TX Transaction code. Freight charges added to or subtracted from an invoice use the FR Transaction code. These are the only Transaction codes allowed and they must be set up in the Posting Account Master file. See the Posting Accounts Reference Manual in Volume 1 for more information about Posting Accounts. To record other adjustments or to record a prepayment, use either Cash Receipts Entry (AR/CSH/CRE) or Adjustment Entry (AR/AE). The Full Screen Cash receipts program allows you to apply one check to two or more customer accounts. The full check amount is entered and payments are applied to the first customer account. When the Update Check option is selected the cash payments applied are subtracted from the check amount to calculate a new check total. All entries made through the Full Screen Cash Receipts program print on the Cash Receipts Register (AR/CSH/CRR). An entry can be changed only before you select the Update Check option. The option to exit without updating any of the entries is given. All transactions entered through the Full Screen Cash Receipts program are posted to the Accounts Receivable Master file when the Update Check option is selected and will display when the customer account is printed or displayed. Only transactions entered using the Transaction Code CP are used to calculate the Average Payment Days. AR - 74 FPD/201

75 FULL SCREEN CASH RECEIPTS (AR/CSH/FCR) Summary Invoices Summary Invoices are flagged with an S next to the invoice number. Because this program does not display invoices with a zero balance, only those invoices not yet updated to a Summary Invoice are displayed. Entry/Inquiry Screen Field Explanation Check Date The sign on date displays as the check date. Press RETURN to accept this date, or enter another date in MMDDYY or MMDDYYYY format. To change the company you are working with, press SKIP. The cursor moves to the Co field, and then back to the Check Date field. Error Message: Cycle Purge Must Be Run The check date entered falls outside of the current Accounts Receivable month. Press SKIP to acknowledge the message. Enter a check date within the current month, exit this program and run Cycle Purge (AR/CPG), or exit this program and correct the AR month in System Maintenance (SYS/ARS). FPD/201 AR - 75

76 CASH RECEIPTS (AR/CSH) Invoice You have the option of entering either the Invoice number or the customer. Press SKIP to toggle back and forth between the Invoice field and the Cust field. If you enter the invoice number, you do not have to enter the leading zeroes, but you must enter the dash and the suffix (if applicable). If you are entering an invoice that was entered through Manual Invoice Entry (AR/MIE), enter the number as it was originally recorded. To exit the program while in the Invoice or Cust field, press CMD. Error Messages: code PAE Acct for A/R Bus Type xxxxx Not on File...SKIP Or code PAE Acct for A/R Bus Type xxxxx G/L No xxxxx Not on File...SKIP The code specified is not set up in the Posting Accounts Master file or the account number assigned is not valid. Press SKIP to acknowledge the message and exit this program. The Posting Accounts must be set up correctly in order to use this program. Invoice Not Found Or Customer Not Found The invoice number entered is not in the Accounts Receivable Master file or the customer entered is not in the Customer Master file. Press SKIP to acknowledge the message and begin again. Cust This field is displayed only if you pressed SKIP while in the Invoice field. Enter the name or number of the customer whose payment you want to record. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. To exit the program, while in the Cust or Invoice field, press CMD. Error Messages: code PAE Acct for A/R Bus Type xxxxx Not on File...SKIP Or code PAE Acct for A/R Bus Type xxxxx G/L No xxxxx Not on File...SKIP The code specified is not set up in the Posting Accounts Master file or the account number assigned is not valid. AR - 76 FPD/201

77 FULL SCREEN CASH RECEIPTS (AR/CSH/FCR) Press SKIP to acknowledge the message and exit this program. The Posting Accounts must be set up correctly in order to use this program. Invoice Not Found Or Customer Not Found The invoice number entered is not in the Accounts Receivable Master file or the customer entered is not in the Customer Master file. Press SKIP to acknowledge the message and begin again. Check Number Enter the customer s check number. Note: If the customer is set on (H)old or (S)uspended, H or S will appear after the check number. Check Amount Enter the total amount ( ) of the check. This amount must include a minus sign if a negative check payment is being entered. Error Message: Invoice Balance is Zero The invoice number entered to begin the search has a zero balance; zero balance invoices cannot be accessed through this program. Press SKIP to acknowledge the message. Invoices with balances are displayed. Continue to press CMD to exit without entering any payments. Invoice All existing invoices for this customer are displayed. If an invoice number was specified, the invoices display beginning with that invoice. If a customer was specified, the invoices display in numerical order. You may use the arrow keys to move up and down the list when trying to locate a specific invoice, or you may use the function keys. F1 displays the next screen of invoices (if the list cannot be displayed on one screen). F2 returns you to the first screen of invoices. F5 displays the list beginning with the invoice number you specify. Position the cursor at the invoice and enter one of the following codes. T = Display tax and freight amounts. These amounts do not display if a partial payment is entered. P = Mark a partial payment or an adjustment. Once P is entered, the total invoice amount displays in the payment field. FPD/201 AR - 77

78 CASH RECEIPTS (AR/CSH) Enter the amount to be applied to this invoice. The cursor then moves through the Disc, Tax, Frt, and Memo fields. See the explanation of these fields below. Enter any character other than T or P to mark an invoice as paid in full. An X displays next to the invoice number and the cursor moves to the next invoice. The entire invoice amount is automatically marked as paid. A = Next to the first invoice marks all invoices as paid in full. This is the same as marking each individual invoice as paid in full. Changes can be made only before updating the check. Once you have finished applying the check amount to the outstanding invoices, press F8 to update your entries. If you have not applied the entire check amount, the message Check Balance Not Zero - Update Check? (Y/N) is displayed. Y = The check total is adjusted to equal the amount entered as the check amount less the check balance. After the entries are updated, Create New AR Records? (Y/N) is displayed. Y = Cash Receipts Entry (AR/CSH/CRE) is accessed and the check date, number, and customer are displayed. The check amount can be changed. Once you exit Cash Receipts Entry, you will return to full Screen Cash Receipts. To exit without updating the entries, press CMD. The following message is displayed as a reminder that all the entries you have made will be erased. Abort Changes...Are You Sure? (Y/N) Error Message: No Invoices paid You pressed F8 to update the check but no invoices were flagged to be paid. Press SKIP to acknowledge the message. The following fields are available only if you are applying a partial payment or an adjustment. Payment The total invoice amount ( ) is displayed. Press RETURN to accept this amount or enter another figure. Discount If there is a default PAE code in the System Maintenance file and Term codes are being used, the discount amount is calculated and displayed unless the entire invoice amount is entered as the payment amount. AR - 78 FPD/201

79 FULL SCREEN CASH RECEIPTS (AR/CSH/FCR) Tax To add the amount ( ) to the invoice, enter a minus sign. To subtract the amount from the invoice, do not include a minus sign. Freight To add the amount ( ) to the invoice, enter a minus sign. To subtract the amount from the invoice, do not include a minus sign. Memo This field is optional. You may enter up to 20 alphanumeric characters of your choice or leave the field blank and press SKIP. Note: Memo information prints on the Aged Trial Balance (AR/ATB). The following fields are updated by the system and cannot be modified. Check Balance The dollar amount left to apply. This amount equals the original check amount entered, less cash payments applied, plus credit memo amounts entered. Date The invoice date. Amount The amount due on the invoice. Total This field provides a running balance of the amount owed by the customer. The figure at the bottom of the list is the total amount owed by the customer. FPD/201 AR - 79

80 CASH RECEIPTS (AR/CSH) Miscellaneous Cash Receipts (AR/CSH/MCR) Use this program to record cash received from sources other than your customers (such as a refund of a deposit from a utility company). Always use either Cash Receipts Entry (AR/CSH/CRE) or Full Screen Cash Receipts (AR/CSH/FCR) to record cash received from your customers. The total dollar amount received is entered in the Check Amount field and becomes the Check Balance. To debit your cash account, use the Transaction code of CP and enter the amount without a minus sign. The General Ledger account number to be credited must then be entered. Each entry using the CP Transaction code affects the check balance. See the General Ledger Reference Manual in Volume 1 for more information about Posting Accounts. All entries made through the Miscellaneous Cash Receipts program print on the Cash Register (AR/CSH/CRR). An entry can be changed or deleted while still displayed on the screen by entering TRAN in the Invoice field. The cursor moves to the Payment field and the amount can be changed or deleted. DELETED appears next to the Memo field of a deleted transaction. The deleted transaction prints on the Cash Receipts Register, but will not be updated to the General Ledger Interface Listing. In an error situation, a negative cash payment can be entered. A negative cash payment is recorded by entering minus sign in the Check Amount and Payment fields and using the Transaction code of CP. The cash account is credited and you must enter the General Ledger account number to be debited. Entry/Inquiry Screen AR - 80 FPD/201

81 MISCELLANEOUS CASH RECEIPTS (AR/CSH/MCR) Field Explanation Check Date The check date defaults to the current sign on date. Press RETURN to accept the sign on date or enter another date in MMDDYY or MMDDYYYY format. To exit, leave this field blank and press SKIP. MISC Enter the name of the person/company from whom the check was received. Check Number Enter the check number. Check Amount Enter the total check amount ( ). This amount can be a negative amount if entering transaction to REVERSE a previous transaction. Note: The dollar amount entered in this field, automatically displays as the check balance. Invoice Enter reference data. Enter TRAN if you want to change or delete a displayed transaction. Tran The cursor moves to this field only if TRAN was entered in the invoice field. Enter the number of the transaction you want to change/delete. Once a valid number is entered, the cursor moves to the Payment field. Change the transaction by entering the new amount and pressing SKIP. Delete the transaction by pressing SKIP while the cursor is on the first digit. DELETE appears in the Memo field of the transaction. Note: Deleted transactions appear on the Cash Register (AR/CSH/CRR). FPD/201 AR - 81

82 CASH RECEIPTS (AR/CSH) Error Message: Access To Transaction Not Allowed The transaction number entered is not displayed on the screen and can not be changed or deleted. Press SKIP to acknowledge the message. To delete the transaction you can enter a negative check amount after the current check balance has been applied. Code The code entered must be set up in SYCD and in PAE. Payments (positive and negative) always use CP. Payment You may credit all or a portion of the total check amount to a G/L account number. Enter the amount ( ) to be credited in this field. If you are recording a negative cash payment to correct an error situation, you must also enter a negative payment amount. As with credits, you may debit all or a portion of the total check amount. Error Messages: Balance Not Zero You are trying to exit this program without recording the total amount in the Check Balance field. Press SKIP and continue recording the cash received. You can not exit the program until the Check Balance is zero. Payment Exceeds Check Balance The amount entered in the Payment field is greater than the amount in the Check Balance field. You can not record an amount greater than the Check Balance amount. Press SKIP to acknowledge the message and enter the correct amount. Enter 0 if correct 9 to reject 0 = The transaction information you have entered is correct. 9 = Delete the transaction information and return the cursor to the Invoice field. AR - 82 FPD/201

83 MISCELLANEOUS CASH RECEIPTS (AR/CSH/MCR) Error Messages: Code PAE Acct for A/R Bus Type xxxxx Not on File...SKIP Or Code PAE Acct for A/R Bus Type xxxxx GL No xxxxx Not On File...SKIP The code used on the transaction is not in the Posting Accounts Master file or the account number assigned in the Posting Accounts Master file is not on file. Press SKIP to acknowledge the message and re-enter the transaction using a valid code or a code with a valid account number. GL Number To Credit? This field is displayed only if you made an entry to credit the cash account. Enter the general ledger account number to which the payment amount will be credited. GL Number To Debit? This field is displayed only if you made an entry to debit the cash account. Enter the general ledger account number from which the payment amount will be debited. Correct? (Y/N) Y = Accept the G/L number entered. N = Return the cursor to the G/L Number field, so that you may re-enter the number. Note: Once the general ledger account number is accepted, the cursor moves back to the Invoice field. You may enter another invoice number or exit the program. You must credit/debit the entire check amount before exiting the program. Check Balance This field is updated by the system and cannot be modified. The dollar amount left to record is displayed. This amount equals the amount originally entered in the Check Amount field, less cash recorded using CP in the Code field. FPD/201 AR - 83

84 CASH RECEIPTS (AR/CSH) Cash Register (AR/CSH/CRR) This program prints a list of the transactions entered through the Cash Receipts Entry programs since the last time the register was updated. The Cash Register should be printed each time a deposit is made, so that it can be checked against your deposit slip total. Transactions can be printed in transaction number or customer number sequence. If you select to print by transaction number, the list of entries print in the exact order in which they were entered. The Cash Register can be reprinted until it is cleared. You can print all transaction or only those that fall into the date range specified. Transactions can also be printed with or without check detail. Totals by warehouse are printed at the end of the Cash Register in warehouse number sequence. The warehouse number assigned to the invoice determines the warehouse it is in. If totals for more than 50 warehouses exist, totals for the 51st warehouse and on are included in the totals for the 50th warehouse. A message prints on the Cash Register if this situation occurs. The option to clear the Cash Register and update the transactions to the General Ledger Interface Listing is available only if all transactions are printed (enter Y in the Include Detail field) and all accounts (Posting and General Ledger) on the register are valid. The Cash Register can be reprinted until the Final Copy option is selected. Deleted transactions print but are not updated to the General Ledger Interface Listing. If you want to print a Cash Register at the end of the month that includes transactions for the entire month, do NOT select the Final Copy option on a daily basis, but do make certain that printing and clearing the Cash Register is part of your monthly close procedures. When the Final Copy option is selected, a Final Register is generated and the transactions are updated to the General Ledger Interface Listing based on the General Ledger accounts numbers assigned to each invoice record and the Posting Accounts Master file. As part of the audit trail, each final register is assigned a register number. This register number is updated to the Interface Listing as part of each entry. The General Ledger distribution prints in account number sequence. See the General Ledger distribution prints in account number sequence. Note: This program can be used in an automated schedule. AR - 84 FPD/201

85 CASH REGISTER (AR/CSH/CRR) Entry/Inquiry Screen Field Explanation 01) Customer/ Transaction? C = Print the information by customer number. T = Print the information by transaction number. Note: If you print the Cash Register by transaction number, the list of entries are printed in the exact order in which they were entered. 02) Include From Date 03) Include Thru Date Enter the range of dates in MMDDYY or MMDDYYYY format. If the option to update to the G/L Interface is selected, the entries use the date in field 02. For all dates, press F7 in field 02. Field 03 will be skipped. For one date, enter it in both fields. 04) Include Details? Y = Include all transactions. N = Include a summary only. Note: To update the transactions to the General Ledger Interface Listing, you must print the whole file (enter Y). FPD/201 AR - 85

86 CASH RECEIPTS (AR/CSH) 05) Process All Companies? Y = Print the Cash Register for all companies defined in System Maintenance (SYS/CIS). N = Print the Register only for the company you are currently signed on to. 06) Include From User 07) Include Thru User Enter the range of user sign on IDs. For all user IDs, press F7. For one user ID, enter it in both fields. 08) Post To General Ledger Y = Generate and print the final Register, clear the Register file, and post the transactions to the General Ledger Interface. N = Print the final Register, but do not clear it or post the GL Interface. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. Error Messages The following error message may print on the report. Invalid GL Acct The General Ledger Account Number is not in the Account Number Master file (GLP/2, GL/MFM). All account numbers used must be valid in order to update the Cash Receipts Register. Correct the Account Number Master file and print the Cash Register again in order to update the transactions. AR - 86 FPD/201

87 CASH REGISTER (AR/CSH/CRR) Sample Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: CR C A S H R E C E I P T S R E G I S T E R 07/31/96 RUN BY: WPD 12:40:31 01/17/97 CUSTOMER INVOICE INVOICE TRAN TRAN OPER PREVIOUS CHECK CHECK AMOUNT TRAN WH NUMBER DATE CODE DATE CODE BALANCE NUMBER AMOUNT APPLIED GL ACCOUNT NUMBERS MEMO ============================================================================================================= 7 AUTOMATED INDUSTRIAL /11/96 CP 07/31/96 WPD AL WPD ACTIVATED SYSTEMS TECHNOLOGY /03/96 CP 07/31/96 WPD CLASSIC SYSTEMS /22/96 CP 07/31/96 WPD AL WPD CP WPD CUSTOM BOX /12/96 CP 07/31/96 WPD ENCAD /24/96 CP 07/31/96 WPD CP WPD TOTAL FOR BANK ACCT/PAYABLES # = TOTAL FOR ACCOUNTS RECEIVABLE TRADE = TOTAL FOR SALES TAX PAYABLE = TOTAL FOR DISCOUNTS RECEIVABLE = TOTAL FOR CP = TOTAL FOR AL = TOTAL FOR TX = TOTAL FOR COMPANY = TRANSACTIONS, NUMBERS THRU TOTAL FOR CP = TOTAL FOR AL = TOTAL FOR TX = GRAND TOTAL = *** TEMPORARY COPY *** NO UPDATE TO GENERAL LEDGER INTERFACE Note: If you run Cycle Purge before you clear the Cash Receipts Register, the register may list invoices with no previous balance figures. This is because they are no longer in the AR file (they have been purged). If the check detail print option is selected, all payments, discounts, allowances, and adjustments print for each invoice. If the check detail option is not selected, the totals of all Transaction codes print. Note: When printing cash receipt entries processed through Miscellaneous Cash Receipts (AR/CSH/MCR), the system prints the customer name in the Memo field of the Cash Register. Totals by warehouse are printed at the end of the Cash Register in warehouse number sequence. FPD/201 AR - 87

88 ADJUSTMENT ENTRY (AR/AE) Adjustment Entry (AR/AE) Use this program to record adjustments to the Accounts Receivable Master file. Do not use the Adjustment Entry program to record cash receipts; use one of the cash receipts programs. Do not use the Adjustment Entry program to process a credit memo for the return of inventory items; use Credit/Debit Memo Entry (OP/ME). You can access a customer by name, customer number, or phone number. A specific invoice number can be entered or all invoices can be displayed. A new record can be created if needed. All entries made through the Adjustment Entry program must have Transaction codes. Each Transaction code must be in the Posting Accounts Master file. See the Posting Accounts Reference Manual in Volume 1 for more information about Posting Accounts. An adjustment can be made to increase or decrease an invoice balance. To increase an invoice balance, simply enter the amount in the Amount field. To decrease an invoice balance, enter a minus sign before the amount. All adjustments made through the Adjustment Entry program are immediately posted to the Accounts Receivable Master file and will appear when the customer s account is displayed or printed. All adjustments entered through the Adjustment Entry program print on the Adjustment Register. If you prefer to have adjustment entries print on the Cash Register (AR/CSH/CRR), enter the adjustments through Cash Receipts Entry (AR/CSH/CRE). Entry/Inquiry Screen AR - 88 FPD/201

89 ADJUSTMENT ENTRY (AR/AE) Field Explanation Date Cust The sign on date is displayed. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Enter the name or number of the customer whose invoice adjustment you are recording. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Error Message: Customer Not Found The customer entered is not in the Customer Master file (CP/MAI). Press SKIP to acknowledge this message and begin again. Invoice Enter the number of the invoice you are adjusting. If you are creating a new invoice record in the Accounts Receivable Master file (AR/ATB), enter a number that will not be used by the system in the future. Enter a question mark (?) to display all current invoices for this customer. Note: You do not have to enter the leading zeroes of the invoice number, but you must enter the dash and suffix (if applicable). If you are entering an invoice entered through the Manual Invoice Entry program (AR/MIE), enter the number as it was originally recorded. Error Messages: Invoice On File For Customer The invoice number entered is in the Accounts Receivable Master file as an invoice for a customer other than the customer specified. Press SKIP to acknowledge this message and begin again. No Data On File There are no existing invoices on file for this customer. Press SKIP to acknowledge this message. FPD/201 AR - 89

90 ADJUSTMENT ENTRY (AR/AE) More? (Y/N) This field is displayed only if a question mark (?) was entered in the Invoice field and there are more invoices than can be displayed on one screen. Y = View the next screen. N = Continue viewing the displayed screen. Code Enter the Transaction code. This entry must be a valid code set up in the Posting Accounts Master file (PAE). Error Messages: Invalid Code The Transaction code entered is not in the Posting Accounts Master file (PAE), or it is in the Posting Accounts Master file without the customer s AR Business Type code. Press SKIP to acknowledge in this message. Enter another code or press SKIP to enter a different invoice number. You may want to print your Posting Accounts (PAL) for review. New Record The invoice number entered is not in the Accounts Receivable Master file you are creating a new record. Enter the date of the adjustment or press SKIP to begin again. If the new record is created, you will be prompted to enter the due date. Date The sign on date or the last date entered is displayed. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Error Message: Cannot Adjust in Future - Cycle Purge Must Be Run The adjustment date entered falls outside of the current Accounts Receivable month. Press SKIP to acknowledge the message. Enter a date within the current month, exit this program and run Cycle Purge (AR/CPG), or exit this program and correct the AR month in System Maintenance (SYS/ARS). AR - 90 FPD/201

91 ADJUSTMENT ENTRY (AR/AE) Amount Enter the amount ( ) of the adjustment. To decrease the balance, enter a negative amount. To increase the balance, enter a positive amount. If you are creating a new invoice record in the Accounts Receivable Master file, enter the entire invoice amount. Memo This field is optional. You may enter up to 20 alphanumeric characters of your choice or leave it blank and press SKIP. Enter Due Date This field is displayed only if you are creating a new invoice record. Enter the due date in MMDDYY or MMDDYYYY format. Once you have finished, the cursor returns to the Cust field. At this point you may enter another customer or press SKIP to exit the program. FPD/201 AR - 91

92 ADJUSTMENT REGISTER (AR/AER) Adjustment Register (AR/AER) This program prints a list of the adjusted transactions entered through Adjustment Entry (AR/AE) since the last time the register was cleared. The printed transactions can be updated to the General Ledger Interface Listing. The adjustment register should be printed each time adjustments are entered. If you prefer to print the adjusted entries on the Cash Register (AR/CRR), enter adjustments through Cash Receipts Entry (AR/CSH/CRE). The Adjustment Register can be reprinted until you enter Y in the Final Copy field. Once the Final Copy option is selected, the adjustments are cleared from the Adjustment Register file and the entries are updated to the Interface Listing. If you want to print an Adjustment Register at the end of the month that includes all adjusting transactions for the month, enter N in the Final Copy field each time the Adjustment Register is printed. However, be sure that printing the Adjustment Register and entering Y in the Final Copy field is part of your monthly close procedures. Entries are updated to the Interface Listing based on the Posting Accounts, and dated based on the flag in the System Maintenance file (set in SYS/ARS). If the System Maintenance file is flagged to consolidate entries, the sign on date when the Adjustment Register is updated is used. If the System Maintenance file is flagged to not consolidate entries, the date entered when the adjustment was entered through the Adjustment Entry program is used. As part of the audit trail, each final register is assigned a number. This register number is updated to the Interface Listing as part of each entry made. See the Posting Accounts Reference Manual in Volume 1 for more information about Posting Accounts. Note: This program can be used in an automated schedule. AR - 92 FPD/201

93 ADJUSTMENT REGISTER (AR/AER) Entry/Inquiry Screen Field Explanation 01) Final Copy? Y = Print the Adjustment Register, clear adjustments from the Register file, and update them to the General Ledger Interface. N = Print the Adjustment Register, but do not clear the adjustments or post them to the GL Interface. A Register cannot be reprinted after the final copy is run. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 93

94 ADJUSTMENT REGISTER (AR/AER) Error Messages The following error messages may print on the Register. Posting Account Not On File The transaction code entered for this adjustment is not in the Posting Accounts Master file (PAE). G/L Account No. Not On File The Posting Account (PAE) record was found, but the General Ledger number assigned to it is not in the GL Master file. Use the Chart of Accounts in the General Ledger module to assign the correct General Ledger number to this PAE record. More Than 50 Tran Codes For One Bus Type The Adjustment Register prints totals for up to 50 Transaction codes for each Business Type, and more than 50 Transaction codes were found for a Business Type. Totals print normally for the first 50 Transaction codes, but cannot be printed for the remaining Transaction codes (51, 52, etc.) Note: Although totals do not print for more than 50 Transaction codes, the General Ledger is posted correctly for these accounts. More Than 40 Bus Types The Adjustment Register can only print totals (at the end of the report) for 40 Business Types, and more than 40 were found. Totals print normally for the first 40 Business Types, but cannot be printed for the remaining Business Types. Note: Although totals do not print for more than 40 Business codes, the General Ledger is posted correctly for these accounts. More Than 50 Transaction Codes Entered The Adjustment Register can only print totals (at the end of the report) for 50 Transaction codes, and more than 50 were found. Totals print normally for the first 50 Transaction codes, but cannot be printed for the remaining codes. Note: Although totals do not print for more than 50 Transaction codes, the General Ledger is posted correctly for these accounts. AR - 94 FPD/201

95 ADJUSTMENT REGISTER (AR/AER) Sample Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: AR A D J U S T M E N T R E G I S T E R 07/31/96 RUN BY: WPD 12:16:42 01/17/97 CUSTOMER BUS INVOICE TRAN TRANSACT NUMBER NAME TYP NUMBER CODE DATE AMOUNT APPLIED MEMO =================================================================================================== 18 ABCO CP 12/27/ PAID ON SUMMARY CP 12/27/ PAID ON SUMMARY CP 12/27/ PAID ON SUMMARY 781 REMOTE WIRELESS AL 09/06/ C/R 7/6 TRANS MISC CASH W/C TAX TX 08/01/ REVERSE TAX TX 09/01/ CR 8/31 TRANS AL 09/26/ C/R 8/31 ADJ. BAL TX 09/26/ C/R 8/31 TRANS AL 09/20/ C/S INV 9112, CP 09/15/ DRAWER CREDIT MISC CASH W/C RESALE CP 12/22/ C/R DEPOSIT BK 12- TOTAL FOR CP BANK ACCT/PAYABLES # = TOTAL FOR TX SALES TAX PAYABLE = TOTAL FOR AL DISCOUNTS RECEIVABLE = TOTAL FOR RT Posting Account Not On File =.00 TOTAL FOR BD BAD DEBT EXPENSE = GRAND TOTAL ACCOUNTS RECEIVABLE TRADE = TRANSACTIONS *** TEMPORARY COPY *** NO UPDATE TO GENERAL LEDGER INTERFACE FPD/201 AR - 95

96 APPLY CREDITS TO DEBITS (AR/ACD) Apply Credits to Debits (AR/ACD) Use this program to apply one or more credit balance invoices to one or more debit balance invoices. Once a customer is entered, the current invoices are displayed. The credit balance invoices display on the left side of the screen and debit balance invoices display on the right. The first credit invoice to be applied is selected; the amount in the Balance To Apply field is increased. This amount can be applied to one or more invoices. The amount in the Balance To Apply field is decreased as amounts are applied. When the Balance To Apply amount is zero, the option to update the entries is given. When a debit balance invoice is marked to have a credit applied and the credit amount is less than the total debit amount, the entire credit is applied even though there is a remaining debit balance. For example, if you apply a $100 credit to a $500 debit, the credit invoice is zeroed out and the debit invoice total becomes $400 ($500 - $100). For each debit balance invoice to which a credit is applied, a transaction record is created in the Accounts Receivable Master file (AR/ATB) using the sign on date, the Transaction code of AC, and a memo regarding the credit memo number applied. For each amount of a credit memo balance invoice that is applied, a transaction record is created using the sign on date, the Transaction code of AC, and a memo indicating the debit balance invoice to which the amount was applied. Entry/Inquiry Screen AR - 96 FPD/201

97 APPLY CREDITS TO DEBITS (AR/ACD) Field Explanation Cust Enter the name or number of the customer you want to work with. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Once a valid customer is accepted, all current invoices are displayed. The credit balance invoices display on the left side of the screen and the debit balance invoices display on the right side. Error Message: Invalid Entry, Function, Or End of File...SKIP Either an invalid customer was entered, the wrong function key was pressed, or the end of the Customer Master file was reached while scrolling. Press SKIP to acknowledge the message and begin again. Select Enter the line number of the credit invoice to be applied to a debit. To scroll forward through the list of credits and debits, leave this field blank and press F1. An asterisk (*) displays to the left of the selected credit. Error Message: Invoice Not Found The invoice number entered cannot be found in the Accounts Receivable Master file (AR/ATB). Press SKIP to acknowledge this message. Either enter a displayed invoice number, press SKIP to mark multiple invoices, or press CMD to exit. Invoice To apply the credit to one invoice, enter the invoice number. You do not need to enter leading zeros but you must enter the dash and suffix if applicable. To apply the credit to two or more of the invoices displayed in the Debits column, leave this field blank and press SKIP. The cursor moves to the first invoice in the Debits column. To return to the Select field without applying credit, leave this field blank and press CMD. FPD/201 AR - 97

98 APPLY CREDITS TO DEBITS (AR/ACD) Debits Use the arrow keys to move up and down the list of debit invoices. Once the cursor is positioned on the desired invoice, enter any character to apply the credit. To remove a credit, position the cursor on the entered character and press SKIP. To apply credit to all marked invoices on this screen and to display more invoices, press F8. Note: F8 is available only if there is an amount left in the Balance To Apply field. Press CMD to abort the process and return the cursor to the Select field. Update? (Y/N) This field displays only when the Balance To Apply amount is zero. Y = Update the entries made. N = Return the cursor to the Debit column without updating the entries made. The following fields are updated by the system and cannot be modified. Balance To Apply This amount begins as the amount of the credit balance invoice selected to be applied. As amounts are applied to debit balance invoices, this amount decreases. When it is at zero, the option to update the entries is given. Credits Date Amount The credit balance invoices display in numeric order. Debits Date Amount The debit balance invoices display in numeric order. AR - 98 FPD/201

99 MANUAL INVOICE ENTRY (AR/MIE) Manual Invoice Entry (AR/MIE) Use this program to record invoices and credit memos not yet processed through the Invoice Processing programs (AR/INP). The Manual Invoice Entry program is normally only used when you first begin using the FASPAC system, as a means of quickly recording all open Accounts Receivable invoices. Once you begin using Order Desk (OD), Order Processing (OP), and Invoice Processing (AR/INP) you should not need to use the Manual Invoice Entry program on a regular basis. The Manual Invoice program does not affect the quantity on-hand in the Inventory files. If an invoice is recorded through the Manual Invoice Entry program once you have set up your Inventory files, be certain to make an inventory adjustment (IM/ADJ) if inventory items are involved. A record is created in the Accounts Receivable Master file (AR/ATB) for each transaction entered. If the transaction is a debit balance invoice, enter the amounts without a minus sign. If a credit memo is entered, enter all amounts with a minus sign. Each record is coded with the warehouse number. Entries are posted to the General Ledger Interface Listing using the Transaction codes TAX, FRT and SLS. These Transaction codes must be in the Posting Accounts Master file. In an error situation, a transaction can be deleted before printing a Final Copy of the Manual Invoice Register. See Manual Invoice Register (AR/MIR) on page 106 for information about posting the entries, and the General Ledger Reference Manual in Volume 1 for more information about Posting Accounts. The total amount of each invoice entered is posted to the Accounts Receivable Master file and will appear when the customer s account is displayed or printed. Each invoice entered prints on the Manual Invoice Register. The cost entered for each invoice is used to calculate the profit figures on the Sales Analysis reports (Sales Summary, Sales By Salesman, Sales by Business Type, Sales By Customer). When using the Manual Invoice Entry program to record opening Accounts Receivable balances, it may be necessary to enter only the total amount and omit the sales, tax, and freight breakdown. It may also be unnecessary to include the cost amount when entering each transaction. Contact the FASPAC Customer Service Center for assistance in deciding which method will best suit your needs. FPD/201 AR - 99

100 MANUAL INVOICE ENTRY (AR/MIE) Using AR/MIE for Canadian Customers When you are loading AR beginning balances for Canadian customers, the system checks to see if the customer has a tax status of either EXPORT or GOVT. For all other customers, GST is calculated on total sales and PST is calculated on total taxable sales. Note: If only GST is to be calculated, enter zero (0) for taxable sales. Entry/Inquiry Screen Field Explanation Whse Date Enter the warehouse number. To exit the program, leave this field blank and press SKIP or CMD. The sign on date is displayed. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Error Message: Cannot Invoice In Future - Cycle Purge Must Be Run The date entered falls after the current AR month in the System Maintenance file (SYS/ARS). Press SKIP to acknowledge the message. Change the date, exit the program, and run Cycle Purge or change the month in SYS/ARS (whichever is applicable). AR FPD/201

101 MANUAL INVOICE ENTRY (AR/MIE) Cust Enter the name or number of the customer whose invoice or credit memo you are recording. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Error Message: Customer Not Found The customer entered is not in the Customer Master file (CP/MAI). Press SKIP to acknowledge the message and begin again or exit the program and add the customer to the Customer Master file. Invoice Enter the invoice number. Error Messages: Customer Assigned This Invoice - SKIP The invoice number entered has already been entered for another customer and can not be used unless it is deleted. Press SKIP to acknowledge the message and begin again using another invoice number or select the specified customer and delete the invoice. Invoice On File For Customer Invoice Already On A/R Master file - SKIP The invoice number entered is in the Accounts Receivable Master file (AR/ATB) for another customer and can not be used again. Press SKIP to acknowledge the message and begin again using another invoice number. Warehouse Assigned To This Invoice - SKIP The invoice number entered has already been entered for another warehouse and can not be used unless it is deleted from the other warehouse. Press SKIP to acknowledge the message. Begin again using another invoice number Or sign on to the specified warehouse and delete the invoice. FPD/201 AR - 101

102 MANUAL INVOICE ENTRY (AR/MIE) Invoice Already Posted. Do You Want To Delete It? (Y/N) This field is displayed only if the invoice has already been entered, but not yet updated through the Manual Invoice Register (AR/MIR). Y = Delete the invoice. N = Return to the Invoice field. Note: The word DELETED displays in the Due Date field of all deleted invoices. Error Message: Invoice Already Posted Transactions Applied, Cannot Delete The invoice can not be deleted because transactions (adjustments or cash) have been applied to the invoice. Press SKIP to acknowledge the message and continue. Note: To delete the invoice, adjust it off through either Adjustment Entry (AR/AE) or Cash Receipts Entry (AR/CSH/CRE). Inv Date The sign on date displays as the invoice date. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Error Message: Cannot Invoice In Future - Cycle Purge Must Be Run The date entered falls after the current AR month in the System Maintenance file (SYS/ARS). Press SKIP to acknowledge the message. Change the date, exit the program and run the Cycle Purge program or change the month in SYS/ARS (whichever is applicable). Due Date The date entered in the Inv Date field displays as the due date. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Total Enter the invoice total ( ), including tax and freight. The sales, tax, and freight amounts must add The invoice total amount. AR FPD/201

103 MANUAL INVOICE ENTRY (AR/MIE) Sales Tax The amount entered in the Total field is displayed. If there were no additional charges for tax and freight, accept the displayed amount by pressing RETURN. If there were tax and freight charges, enter only the sales amount in this field. The amount displayed equals the total amount less the sales amount. If there were no freight charges, and the displayed amount is the correct tax total, press RETURN to accept the displayed figure. If the displayed figure is not the correct tax amount, enter a different figure. To enter.00 as the tax amount, press SKIP while the cursor is positioned on the first character in the field. Error Message: Tax Applied Not Equal To Total Tax Entered - SKIP The tax amounts entered do not total the amount entered in the Tax field. Press SKIP to acknowledge the message and then enter the correct tax amounts. The following eight fields are displayed only if a tax amount is entered. Enter the breakdown of how the tax was distributed to the state, county, and city. The total of the amounts entered in the 3 Amt fields must equal the amount entered in the Tax field. State Code If tax went to the state, enter the valid State code. If tax did not go to the state, leave this field blank and press RETURN. The cursor moves directly to the County Code field. Error Message: Invalid Code The code entered is not in the System Code Master file (SYCD) and can not be used. Press SKIP to acknowledge the message and enter a valid code. Amt Enter the dollar amount of the tax that went to the state. FPD/201 AR - 103

104 MANUAL INVOICE ENTRY (AR/MIE) County Code If tax went to the county, enter the valid County code. If tax did not go to the county, leave this field blank and press RETURN. The cursor moves directly to the City Code field. Error Message: Invalid Code The code entered is not in the System Code Master file (SYCD) and can not be used. Press SKIP to acknowledge the message and enter a valid code. Amt Enter the dollar amount of the tax that went to the county. City Code If tax went to the city, enter the valid City code. If tax did not go to the city, leave this field blank and press RETURN. Error Message: Invalid Code The code entered is not in the System Code Master file (SYCD) and can not be used. Press SKIP to acknowledge the message and enter a valid code. Amt Enter the dollar amount of the tax that went to the city. The following error message is displayed if the total of the amounts entered in the 3 Amt fields does not equal the amount entered in the Tax field. Tax Applied Not Equal To Total Tax Entered - SKIP Enter Taxable Sales Total Enter the dollar amount of the sales total that is taxable. Correct (Y/N)? Y = Accept the tax information entered and to move the cursor to the Cost field. If the information entered is not correct. N = Move the cursor back to the State Code field. AR FPD/201

105 MANUAL INVOICE ENTRY (AR/MIE) Freight The amount displayed equals the Total amount less the sales and tax amounts. You may press RETURN to accept this amount or enter another dollar amount. Note: If the sales, tax and freight amounts do not add The total invoice amount, the amounts are deleted and the cursor returns to the Total field. You must either change the total or re-enter the sales, tax and freight amounts, making sure they add The total invoice amount. Cost Slsm Enter your cost ( ). For no cost, leave the field blank and press RETURN. The salesman assigned to this customer in the Customer Master file (CP/MAI) is displayed. You may accept this code by pressing RETURN or enter another valid Salesman code. Error Message: Salesman code Not On File The salesman code entered is not in the Salesman Master file (SA/MAI). Press SKIP to acknowledge the message and enter a valid code. The following fields are displayed at the bottom of the screen when a valid salesman is entered. Category The Category entered is used when the Sales Summary is run. If you want to enter a Category, it must be a valid Category that has been set up in Category File Maintenance (IM/CFM). If this field is left blank it defaults to NI. To cancel the invoice entry displayed, enter CLR. Memo This is an optional field. You may enter up to 20 alphanumeric characters of your choice or leave this field blank and press SKIP. Operator The initials of the person currently signed on to FASPAC are displayed. Press RETURN to accept these initials or enter another operator s initials. FPD/201 AR - 105

106 MANUAL INVOICE REGISTER (AR/MIR) Manual Invoice Register (AR/MIR) This program prints the list of invoices entered through Manual Invoice Entry (AR/MIE) since the last time the register was updated, and updates the sales activity to the General Ledger Interface Listing. The Manual Invoice Register should be printed and updated each time invoices are entered through the Manual Invoice Entry program. You can reprint it until the Final Copy option is selected. The Final Copy option is given only if the whole file is included on the Manual Invoice Register. If the Final Copy option is selected, the sales activity is updated to the appropriate files and the transactions are updated to the Interface Listing. Entries are updated to the Interface Listing using the sign on date (which displays in the Posting Date field). As part of the audit trail, each Final Register is assigned a number. This Register Number is updated to the Interface Listing as part of each entry made. The necessary posting accounts must be on file in order to update the transactions. If the Final Copy option is selected and the posting accounts are not on file, an error message prints on the Manual Invoice Register and it is considered a temporary copy. You must correct the Posting Accounts, reprint the Register, and select the final copy option again. Note: This program can be used in an automated schedule. Entry/Inquiry Screen AR FPD/201

107 MANUAL INVOICE REGISTER (AR/MIR) Field Explanation 01) Warehouse Enter the number of the warehouse from which to print the list of invoices. For all warehouses, press SKIP. To exit the program, press CMD. Note: To be able to select the Final Copy option if you have multiple warehouses, you must include all warehouses on the Register. 02) Invoice/Customer/Operator Seq? I = Print the invoices by invoice number. C = Print the invoices by customer number. O = Print the invoices by operator code (the operators who entered the invoice information). A List box will display valid options. If you change this field, fields 03 and 04 will automatically ask for the corresponding items. 03) Include From 04) Include Thru Enter the range of invoice numbers, customer numbers, or operator codes to include on the Register. For all, press F7. For one number or code, enter it in both fields. 05) Final Copy? Y = Print the Register, clear sales activity from the Register file, and update it to the General Ledger Interface. N = Print the Register, but do not clear the sales activity or post it to the GL Interface. A Register cannot be reprinted after the final copy is run. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 107

108 MANUAL INVOICE REGISTER (AR/MIR) Error Messages Invoice Register Cannot Be Run Until Monthly Update Is Run - SKIP The sign on date is later than the current inventory month. Press SKIP to acknowledge this message. Exit this program and either change the sign on date or run Monthly Update (MU), whichever is applicable. No Posting Account For Account The update option was selected. The Posting Account for the specified General Ledger account number is not on file. The sales activity was not updated to the General Ledger Interface Listing. Set up the Posting Account through Posting Account Entry (PAE). The Daily Invoice Register must be reprinted in order to update the sales activity. No G/L Account For The update option was selected. The General Ledger number specified is set up in the Posting Account Master file but is not on file in the Chart of Accounts Master file. Either change the Posting Accounts Master file or set up the account in the Chart of Accounts Master file. The Daily Invoice Register must be reprinted in order to update the sales activity. Sample Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: MIR M A N U A L I N V O I C E R E G I S T E R 07/31/96 RUN BY: WPD 12:42:25 01/17/97 INVOICE WH INV/DUE ST CO CI SALE COST GP TAX FREIGHT TOTAL CATEGORY ============================================================================================================= 10/ /01/ HI-TEMP PRECISION SHEETMETAL GLF 1231 REV DUP CREDIT MEMO 1 1% 10 NET 30 07/01/ NI /13/ SAN FRANSISCO BAY DISTRIC GLF 1289 DEFECTIVE PARTS 04/13/ NI 14259C 01 06/25/96 18 ABCO SMD 1209 PAID CREDIT TWICE 1 1% 10 NET 30 06/25/ NI /07/ HELAVA INDURTRIAL PRODUCTS GF 1169 RETURN 02/07/ NI /22/ SAN FRANSISCO BAY DISTRICC 1289 CONTACT 02/22/ NI /02/ HARDY S ELECTRINICS GF 1249 CORRECT C/M 06/02/ NI 3173DM 01 07/01/ PERFORMED PRODUCTS, INC. GLF HOUSE REV C ***C.O.D.*** 07/01/ NI ============================================================================================================= ** TOTALS ** TOTALS BY WAREHOUSE ** STATE TAXABLE SALES ** STATE - CA X 7.75% =.98 TOTAL STATE.98 AR FPD/201

109 MANUAL INVOICE REGISTER (AR/MIR) The following message may be printed on the report before the Final Copy message: Invoice xxxxxxxxx Already on Sales Detail File This means that the invoice number printed on this report was found in the Sales Detail file (SA/SBC, SA/SBS, etc.). The invoice number will be updated to other files, but not to the Sales Detail file. FPD/201 AR - 109

110 MANUAL REGISTER CLEAR (AR/MRC) Manual Register Clear (AR/MRC) Manual Register Clear is similar to the Manual Invoice Register (AR/MIR). Both programs allow you to print a list of invoices entered through Manual Invoice Entry (AR/MIE). However, when you select to print a final copy through Manual Register Clear, you delete the selected invoices from the file. No other files are updated. This program should only be used to delete those invoices that you do not want updated to the General Ledger. We recommend that you print the register and review it before selecting the final copy option. The register can be changed and reprinted until the final copy option is selected. Entry/Inquiry Screen Field Explanation 01) Warehouse Enter the warehouse number. To print/clear the invoices from all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Note: To be able to select the final copy option (clear the register) and you have multiple warehouses, you must include them all. AR FPD/201

111 MANUAL REGISTER CLEAR (AR/MRC) 02) Invoice/Customer/ Operator Seq? I = Print/clear the invoices by invoice number. C = Print/clear the invoices by customer number. O = Print/clear the invoices in sequence of the code of the operator who entered the invoice information. 03) Include From Invoice Number 04) Include Thru Invoice Number Enter the range of invoice numbers, customer numbers or operator codes (depending on which option you selected) to print/clear. For all, press F7. For one number or code, enter it in both fields. 05) Final Copy? (Y/N) Y = Print and clear the register. N = Print the register without clearing it. Note: Review the register before printing a final copy. Once a final copy is printed you cannot make changes or reprint the register. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 111

112 AGE CUSTOMER BALANCES (AR/AGE) Age Customer Balances (AR/AGE) This program ages the Accounts Receivable balances in the Customer Master file (CP/MAI) as of the date specified. It is important that the Accounts Receivable balances be kept current, as they are referenced throughout FASPAC. The balances are displayed in Order Desk (OD), Order Processing (OP/DI, OP/ME) and Accounts Receivable Inquiry (AR/INQ). The Age Customer Balances program should be run daily or weekly. The Accounts Receivable balances in the Customer Master file are aged either by ship date or by due date, based on the flag in the System Maintenance file (SYS/ARS). See the System Maintenance Reference Manual in Volume 5 for information on setting the age flag. Cycle Purge (AR/CPG) also ages the Accounts Receivable balances in the Customer Master file. Since the Cycle Purge program is generally run only at the end of the month, the Age Customer Balances program is needed to maintain current Accounts Receivable balances in the Customer Master file. Note: This program can be used in an automated schedule. Entry/Inquiry Screen AR FPD/201

113 AGE CUSTOMER BALANCES (AR/AGE) Field Explanation 01) Age As Of Date Enter a data variable or a new date in MMDDYY or MMDDYYYY format to age the balances as of a different date. SKIP = Exit the program without aging the Accounts Receivable balances. Action Line F1 = Accept your answers. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. FPD/201 AR - 113

114 ACCOUNTS RECEIVABLE INQUIRY (AR/INQ) Accounts Receivable Inquiry (AR/INQ) This program displays Accounts Receivable records in the Accounts Receivable Master file (AR/ATB) for a specific customer. The Accounts Receivable records can be accessed based on an invoice number, a customer number, name or telephone number. If accessed by invoice number, the list displays beginning with the invoice number specified. If accessed based on a customer, you may display all invoices or begin with a specific invoice. The displayed Accounts Receivable information is from the Customer Master file (CP/MAI) and includes the customer s last payment date, amount due (aged and total amount), current credit limit, collection phone number and contact, and all invoices starting with the specified invoice number. If the collection phone number and contact are not available, the business phone number and contact are displayed. The information displayed for each invoice includes the original invoice amount and all transactions pertaining to that invoice. Note: If the aged accounts due appear to be incorrect, run Age Customer Balances (AR/AGE). Entry/Inquiry Screen AR FPD/201

115 ACCOUNTS RECEIVABLE INQUIRY (AR/INQ) Field Explanation Starting Invoice You can display the Accounts Receivable records for a customer by specifying either the invoice number or the customer. Press SKIP to toggle back and forth between this field and the Cust field. If you choose to enter the invoice number, you do not need to enter the leading zeroes, but you must enter the dash and suffix (if applicable). The list of invoices is displayed, beginning with the invoice number entered and the cursor moves directly to the Select field. Error Message: Invoice Not Found The invoice number entered is not in the Accounts Receivable Master file. Press SKIP to acknowledge the message and begin again. Cust The cursor moves to this field only if SKIP is pressed while in the Starting Invoice field. Enter the name or number of the customer whose invoices you want to view. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Once a valid customer is accepted, the cursor moves back to the Starting Invoice field. At this point you can specify the invoice number with which to begin displaying the list, press SKIP to display all Accounts Receivable invoices for this customer, or press F8 to specify the Ship To Number of the invoices you want to view. Error Message: Customer Not Found The customer entered is not in the Customer Master file. Press SKIP to acknowledge the message and begin again. Enter Ship To Number For Desired Invoices, SKIP for all: This field is displayed only if F8 was pressed. Enter the Ship To Number of the invoices you want to view. Only those invoices with the specified Ship To Number are displayed. FPD/201 AR - 115

116 ACCOUNTS RECEIVABLE INQUIRY (AR/INQ) SELECT Use the function keys to display more invoices or specific information for each invoice. F1 = Display the list of invoices from the beginning. F3 = Display more invoices (if there are more invoices than can be displayed on one screen). F8 = Display only those invoices that have a specific Ship To Number. F9 = Toggle between displaying either the Memo line or the Ship To Number of each invoice. To display the list beginning with a specific invoice number, enter the number in this field. You do not need to enter the leading zeroes, but you must enter the dash and suffix (if applicable). To enter another customer, leave this field blank and press SKIP. To exit the program, leave this field blank, press CMD+Q. Error Message: End of File All invoices from the specified invoice number to the last invoice on file for the customer have been displayed. Press F1 to begin displaying the list at the beginning or press SKIP to begin again. Invoice For Customer The invoice number entered is in the Accounts Receivable Master file for a customer other than the customer you specified. Press SKIP to acknowledge the message and enter another invoice number or return to the Cust field and enter the correct customer for the invoice. The information displayed in the following fields comes from the Customer Master file and cannot be modified. If the aged amounts appear to be incorrect, run Age Customer Balances (AR/AGE). Last Pmt The date of the last payment, recorded through one of the cash receipts programs. Cur The aged breakdown of the total amount due from the customer. AR FPD/201

117 ACCOUNTS RECEIVABLE INQUIRY (AR/INQ) Bal Crl The total amount due from the customer. The current credit limit for the customer. The information in the following fields comes from the Accounts Receivable Master file. All transactions for each displayed invoice are included. Invoice The invoice number assigned to the transaction. If an asterisk (*) was used in the Inv Terms field in Order Desk (OD), three accounts receivable invoice numbers will be displayed for three due dates. For example: st due date 23801A00 2 nd due date 23801B00 3 rd due date Refer to the Order Desk manual in Volume 4 for more information. Ship Due The date the items on the invoice were shipped. The due date of the invoice. {untitled} The code assigned to the invoice. See the Introduction to the Accounts Receivable section for more information about transaction codes Balance Due The balance due on the invoice after applying the transaction amount. C A contested invoice is flagged with an asterisk. Tran Amount The amount of the transaction that was applied to the invoice. Memo Information entered when the transaction was recorded. FPD/201 AR - 117

118 CONTESTED INVOICE ENTRY (AR/CIE) Contested Invoice Entry (AR/CIE) Use this program to flag an invoice as contested by the customer, to release an invoice from being flagged as contested, and to change the due date of an invoice. The Accounts Receivable records are accessed in the same manner as in Inquiry (AR/INQ) and the same information is displayed. When an invoice is flagged as contested, an asterisk is displayed and printed next to the invoice number. A contested invoice can be accessed through all Accounts Receivable program. A contested invoice is aged as if it was not contested, but it is excluded when a service charge is calculated for a customer s account through Service Charge Calculation (AR/ARM/SCC). Entry/Inquiry Screen Field Explanation Starting Invoice You can access the Accounts Receivable records by specifying either the invoice number or the customer. Press SKIP to toggle back and forth between this field and the Cust field. If you choose to enter the invoice number, you do not need to enter the leading zeroes, but you must enter the dash and suffix (if applicable). The list of invoices is displayed, beginning with the invoice number entered and the cursor moves directly to the SELECT field. AR FPD/201

119 CONTESTED INVOICE ENTRY (AR/CIE) Error Message: Invoice Not Found The invoice number entered is not in the Accounts Receivable Master file. Press SKIP to acknowledge the message and begin again. Cust The cursor moves to this field only if SKIP is pressed while in the Starting Invoice field. Enter the name or number of the customer whose invoices you want to view. If you are unsure of the customer name or number, enter the first few characters of the customer name, customer number, or phone number and use the appropriate function keys to select one from the list. Once a valid customer is accepted, the cursor moves back to the Starting Invoice field. At this point you can specify the invoice number with which to begin displaying the list, press SKIP to display all Accounts Receivable invoices for this customer, or press F8 to specify the Ship To Number of the invoices you want to view. Error Message: Customer Not Found The customer entered is not in the Customer Master file. Press SKIP to acknowledge the message and begin again. Enter Ship To Number For Desired Invoices, SKIP for all This field is displayed only if F8 was pressed. Enter the Ship To Number of the invoices you want to view. Only those invoices with the specified Ship to Number are displayed. SELECT Enter Invoice To Set/Clear Enter the number of the invoice you want to flag as contested or release from being flagged as contested. You do not need to enter the leading zeroes, but you must enter the dash and suffix (if applicable). An asterisk (*) displays in column C of all contested invoices. Use the function keys to display more invoices or specific information for each invoice. F1 = Display the list of invoices from the beginning. F3 = Display more invoices (if there are more invoices than can be displayed on one screen). F6 = Change the due date of an invoice. FPD/201 AR - 119

120 CONTESTED INVOICE ENTRY (AR/CIE) F8 = Display only those invoices that have a specific Ship To Number. F9 = Display either the Memo line or the Ship To Number of each invoice. To enter another customer, leave this field blank and press SKIP. To exit the program, leave this field blank, press CMD+Q. Error Message: End of File Press F1 All invoices from the specified invoice number to the last invoice on file for the customer have been displayed. Press F1 to start the display at the beginning or press SKIP to begin again. Invoice For Customer The invoice number entered is in the Accounts Receivable Master file for a customer other than the customer you specified. Press SKIP to acknowledge the message and enter another invoice number, or return to the Cust field and enter the correct customer for the invoice. Invoice Flagged as Contested, Do You Want To Clear? (Y/N) This field is displayed only if the invoice selected is currently flagged as contested. Y = The invoice is released from being contested. N = The invoice remains flagged as contested. The information in the following fields comes from the Customer Master file and cannot be modified. If the aged amounts appear to be incorrect, run Age Customer Balances (AR/AGE). Last Pmt The date of the last payment recorded through one of the cash receipts programs. Cur The aged breakdown of the total amount due from the customer. Bal Crl The total amount due from the customer. The current credit limit for the customer. AR FPD/201

121 CONTESTED INVOICE ENTRY (AR/CIE) The information in the following fields comes from the Accounts Receivable Master file. All transactions for each displayed invoice are included. Invoice The invoice number assigned to the transaction. Ship Due The date the items on the invoice were shipped. The due date of the invoice. Balance Due The balance due on the invoice after applying the transaction amount. Tran Amount The amount of the transaction that was applied to the invoice. Memo Information entered when the transaction was recorded. FPD/201 AR - 121

122 CASHFLOW FORECAST REPORT (AR/CFR) Cashflow Forecast Report (AR/CFR) This program provides information regarding expected payments, based on invoice dates and the average payment days per the Customer Master file (set in CP/MAI). The Cashflow Forecast Report can be printed in either a summary or a detailed format, for all or a range of customers, in customer number, short name or salesman order. Invoices are always aged by the invoice date, regardless of the age flag in the System Maintenance file (set in SYS/ARS). If you select to print customer totals only, the Cashflow Forecast Report prints in a summary format. Information printed for each customer includes the customer number and name, the average pay days, the total number of open invoices, and the total dollar amount of the open invoices. The total dollar amount of the open invoices is distributed into the appropriate aging columns. If you do not select to print customer totals only, the Cashflow Forecast Report prints in a detailed format. Information printed for each customer includes: the customer number, name, contact, remarks, telephone and fax numbers, the credit terms, code and limit, the largest AR amount, the average pay days and all open transactions (invoices, credit memos and adjustments). The information printed for each transaction includes the terms, memo, warehouse, invoice number, transaction code, due date and the amount due. The amount due for each transaction is distributed into the appropriate aging column. Each amount is distributed to the appropriate aging column based on the date specified as the age as of date, the date of the transaction and the customer s average pay days. For example: if the Cashflow Forecast Report is run as of 03/01, and the aging columns are entered as 10 days, 20 days, 30 days, 40 days, and 50 days, the resulting report will show dollar amounts that are past due as of 3/01 and dollar amounts that can be expected to be received in the next 1-10 days, days, days, days, days, and in 51 or more days. AR FPD/201

123 CASHFLOW FORECAST REPORT (AR/CFR) Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To run the report for all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Age as of The sign on date is displayed. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Invoice due amounts are distributed into the appropriate aging columns, based on the date entered in this field. The option to return to the previous field is available while in the next six fields. Leave the field blank and press RETURN to move the cursor back to the previous field. Print Customer Totals Only (Y/N)? Y = Print the report in summary format. When printing in summary format, the information printed for each customer includes: the customer number and name, the average pay days, the total number of open invoices, and the total dollar amount of the open invoices. FPD/201 AR - 123

124 CASHFLOW FORECAST REPORT (AR/CFR) N = Print the report in a detailed format. When printing in a detailed format, the information printed for each customer includes: the customer number, name, contact, remarks, telephone and fax numbers, the credit terms, code and limit, the largest AR amount, the average pay days and all open transactions (invoices, credit memos, and adjustments). The information printed for each transaction includes the terms, memo, warehouse, invoice number, transaction code, due date, and amount due. Print Credit Balance Accounts (Y/N)? Y = Include on the report those accounts that have a credit (you owe them money). N = Exclude from the report those accounts that have a credit. Print Zero Balance Accounts (Y/N)? Y = Include on the report those accounts that have a zero balance (they do not owe you and you do not owe them). N = Exclude from the report those accounts that have a zero balance. Sort By Cust (N)umber or (A)lpha, (S)lsmn (N/A/S) Select the sequence in which to print the invoice information. N = Print the report by customer number. A = Print the report in alphabetical order, according to the short name of the customer. S = Print the report in salesman number sequence. Print All Accounts (Y/N)? Y = Print the report for all accounts in the specified warehouse. N = Print the report for a specific range of salesmen/customers. Start Customer/ Salesman Last Customer/Salesman These fields are displayed only if you chose not to print the report for all accounts. Enter the range of customer names, customer numbers, or salesman numbers (depending on which option was selected) to include on the report. Print For All Account Classes (Y/N)? Customers can be assigned to an Account Class in Customer Maintenance (CP/MAI). If you are using Account Classes, you can run this report for all classes or just one. Y = Include all specified invoice information on the report, regardless of the Account Class of the customer. N = Exclude the invoices of customers that do not have the specified Account Class code. AR FPD/201

125 CASHFLOW FORECAST REPORT (AR/CFR) Enter Account Class This field is displayed only if you selected not to print the report for all Account Classes (N entered in the field above). Enter the Account Class code that a customer must have in order for their invoices to be included on the report. This entry must be a valid Account Class code set up in the System Code Master file (SYCD). The following fields are used to select the aging ranges for the Cashflow Forecast Report. Enter each aging range using days, regardless of how the flag is set in Accounts Receivable Specifications (SYS/ARS). First Aging Range Enter the number of days in the first aging range. To accept the default of 30, press RETURN. Second Aging Range Enter the number of days in the second aging range. The entry must be greater than the number entered in the previous field. To accept the default of 60, press RETURN. Third Aging Range Enter the number of days in the third aging range. The entry must be greater than the number entered in the previous field. To accept the default of 90, press RETURN. Fourth Aging Range Enter the number of days in the fourth aging range. The entry must be greater than the number entered in the previous field. To accept the default of 120, press RETURN. Fifth Aging Range Enter the number of days in the fifth aging range. The entry must be greater than the number entered in the previous field. To accept the default of 50, press RETURN. All Entries Correct (Y/N)? Y = Entries are correct. Display the next field. N = Entries are not correct. The cursor returns to the Age As Of field. Do You Want To Continue (Y/N)? Y = Run the report as specified. N = Exit the program without running the report. FPD/201 AR - 125

126 CASHFLOW FORECAST REPORT (AR/CFR) The following fields are updated by the system and cannot be modified. Salesman Cust Customer Name The salesman code, customer number and customer name displays for each customer at the bottom of the screen. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: ARCFR A/R CASHFLOW FORECAST REPORT 07/31/96 RUN BY: WPD AS OF 06/30/96 (PARTIAL) 12:53:21 01/17/97 SLSMN CUST MEMO WH INVOICE TRAN DATE PAST DUE DAY DAY DAY DAY >151 DAY ============================================================================================================= 20 ALLIED PRODUCTS MIKE OTHER TERMS: 1% 10 NET 30 FAX: CR CODE:S CR LIMIT: LARGEST AR: AVG PAY DAYS: RB OI 05/28/ RB OI 05/13/ RB OI 05/17/ CO OI 05/23/ RB OI 06/27/ ALLIED TRUCKING OTHER TERMS: 1% 10 NET 30 FAX: CR CODE:G CR LIMIT: LARGEST AR: AVG PAY DAYS: 12 CA OI 04/30/ ALTERNATIVE FASTENERS BARBARA OTHER TERMS: 1% 10 NET 30 FAX: CR CODE:S CR LIMIT: LARGEST AR: AVG PAY DAYS: 105 EM OI 07/09/ ********** GRAND TOTALS ********** % 71.54% 18.37%.00% 10.08%.00%.00% AR FPD/201

127 BALANCE OVERDUE LISTING (AR/BOD) Balance Overdue Listing (AR/BOD) This program prints a list of customers that have Accounts Receivable balances for a specific time period. The Balance Overdue Listing is useful when performing collection tasks. It is a good idea to run Age Customer Balances (AR/AGE) before printing the Balance Overdue Listing. The Balance Overdue Listing can be printed for one or all warehouses, in customer name or descending overdue amount order. If you are using the Balance Overdue Listing to assist you in collections, print the list in descending overdue amount order so that the customers most in need of a call appear at the top of the list. The aging options display based on the Aging method (days or months) and aging ranges (1-30, 30-65, etc.) specified in Accounts Receivable Specifications (AR/ARS). You may select any one of the six aging ranges displayed. A minimum overdue balance can be specified. Only customers that have an overdue balance that is greater than the minimum selected (for the specified time period) are included. To include all customers with Accounts Receivable balances for the time period specified, enter in the Minimum Overdue field. Entry/Inquiry Screen FPD/201 AR - 127

128 BALANCE OVERDUE LISTING (AR/BOD) Field Explanation Whse Enter the warehouse number. To include all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Calculate Balance Overdue Based ON Which Aging Option (1-6) Enter the aging option to be used in selecting which customers are to be included on the report. Refer to the top of the screen for a description of each aging option. Note: The aging options display based on the aging method (days or months) selected in Accounts Receivable Specifications (SYS/ARS). 1 = Print customers who have an AR balance that is overdue as of this month or longer. (This option prints everything that is due.) 2 = Print customers who have an Accounts Receivable balance 30 days/1 month or more overdue. 3 = Print customers who have an Accounts Receivable balance 60 days/2 months or more overdue. 4 = Print customers who have an Accounts Receivable balance 90 days/3 months or more overdue. 5 = Print customers who have an Accounts Receivable balance 120 days/4 months or more overdue. 6 = Print customers who have an Accounts Receivable balance 150 days/5 months or more overdue. Minimum Overdue Balance To Print Enter the minimum overdue balance ( ) that a customer must have in order to be included on the list. Only those customers that have an Accounts Receivable balance for the specified time period that is greater than or equal to the amount entered are included on the listing. To include all customers who are overdue the specified amount of time, regardless of the amount overdue, enter in this field. Print In Customer Name Or Descending Overdue Amount Order (C/D) C = Print the listing in customer name sequence. D = Print the listing in descending order of the overdue amount. Note: If you are using the Balance Overdue Listing as a collections tool, print in descending overdue amount order so that the customers most in need of a call appear at the top of the list. AR FPD/201

129 BALANCE OVERDUE LISTING (AR/BOD) Print in Customer Business Type Sequence (Y/N)? Y = Print the list in the order specified above, under the appropriate Business Type of each customer. N = Print the list in the order specified above only. Note: The Business Type of each customer is specified in the Customer Maintenance file (in CP/MAI). Continue? (Y/N) Y = Print the Balance Overdue Listing as specified. N = Exit without printing the listing. Error Messages AR Balance For Customer Does Not Match AR Total Is Aging Total Is Sort option C was selected. A customer was found whose Accounts Receivable balance in the Customer Master file (CP/MAI) does not match the total calculated by the Balance Overdue Listing program. Press SKIP to acknowledge this message. You will want to correct the balances in the Customer Master file by running Age Customer Balances (AR/AGE). Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: BOD BALANCE OVER-DUE, 61+ DAYS 07/31/96 RUN BY: WPD MIN AR BAL = :36:09 01/17/ OVER 150 TOTAL AR CUST NAME PHONE TERM AR-TOTAL DAYS DAYS DAYS DAYS DAYS OVER BAL =================================================================================================================== 84 DELTA CORPORATION GENERAL DYNAMICS HELOPORT THEMONIC, INC SAN DIEGO GARAGE SUPPLY NEWCORP CORPORATION OREGON ELECTRIC NEW IMAGE PRODUCTS, INC. X SOLAR TURBINES S NATIONAL ASSIOC OF TESTING MARTIN A TOOKER, INC MANHEIM INTERNATIONAL HOBBIE SUPPLY X ALLIED SIGNALS S REMMER & ASSOCIATES WESTERN DISTRIBUTORS INC TOTAL PRINTED ALL OTHERS - TOTAL TOTAL AR FPD/201 AR - 129

130 AGED TRIAL BALANCE (AR/ATB) Aged Trial Balance (AR/ATB) This program prints aged accounts receivable activity for all or a range of customers. An Aged Trial Balance can be printed at any time but should certainly be printed at the end of each month. The way the flags are set in the Accounts Receivable Specifications file (SYS/ARS) determines how your aging is done. You can choose to age by ship date or due date, and by months or days. The flag settings will also determine which questions you are asked in this program. See the System Maintenance Reference Manual in Volume 5 for information on setting the aging flag. You can age the net or discounted amount due if a default discount PAE code is set up in the Accounts Receivable Specifications file. See the System Maintenance Reference Manual in Volume 5 for detailed information. You can print a full or short customer heading. All information for the headings comes from the Customer Master file (CP/MAI). The short heading Aged Trial Balance is typically used for financial analysis purposes. Because of the additional information in the heading, the full heading Aged Trial Balance is typically used for collection purposes. If available, the collection contact and phone number are printed. If they are not available, the business contact or phone number are printed. You may print invoice totals only or all the transactions from each invoice. Transactions occurring after a specified date can be excluded. Credit balance accounts, zero balance accounts and zero balance invoices can be included or excluded. Invoice terms print for each invoice only if different than the terms set up in the Customer Master file. You can print only those accounts that are delinquent on the Aged Trial Balance. Any account with one or more delinquent invoices will be printed. The delinquent status is based on the invoice date or the due date, depending on the flag in the Ship By Due Date field in the Accounts Receivable Specifications file. All invoices for the account print - not just the delinquent invoices. The Aged Trial Balance program checks for out of balance situations. An out of balance situation occurs when the Accounts Receivable totals in the Customer Master file do not equal the totals in the Accounts Receivable Master file. If an out of balance situation is reported, you will want to correct the Customer Master file. Note: This program can be used in an automated schedule. See page 12 and the Schedule Processing Reference Manual in Volume 5 for more information. AR FPD/201

131 AGED TRIAL BALANCE (AR/ATB) Entry/Inquiry Screens Field Explanation 01) Warehouse Enter the warehouse number. For all warehouses, leave the field blank and press SKIP. To exit the program, leave the field blank and press CMD. FPD/201 AR - 131

132 AGED TRIAL BALANCE (AR/ATB) 02)AgeAsOfDate Enter a date variable or an actual date in MMDDYY or MMDDYYYY format to be used as the aging date. 03) Include All Dates Thru Enter a date variable or an actual date in MMDDYY or MMDDYYYY format. All transactions occurring after this date are excluded. To include all transactions regardless of the date, press SKIP while the cursor is positioned on the first character. Note: If you are printing an end of the month Aged Trial Balance after applying payments and adjustments for the new month, enter the last day of the month in fields 02 and ) Number/Short Name/ Slsman Sequence? N = Print by customer number. A = Print by customer alpha name (short name). S = Print by salesman code. Fields 05 and 06 reflect the selected sequence. If you print by salesman, each salesman begins on a new page and the customers print by short name. 05) Include From 06) Include Thru Enter the range of customer numbers, short names, or salesman codes to include. For all numbers, names, or codes, press F7. For one number or code, enter it in both fields.. 07) Include Detail? Y = Include all transactions. N = Include a summary only. 08) Include Debit Balance Accounts? Y = Include on the listing those accounts that have a debit balance (they owe you money). N = Exclude these accounts from the listing. Note: To print a report of delinquent invoices, enter N. AR FPD/201

133 AGED TRIAL BALANCE (AR/ATB) 09) Include Credit Balance Accounts? Y = Include on the listing those accounts that have a credit (you owe them money). N = Exclude these accounts from the listing. Note: When printing an end of the month Aged Trial Balance, always enter Y. Note: If you will be printing a report of delinquent invoices, enter N. 10) Include Zero Balance Accounts? Y = Include on the listing those accounts (customers) that have a zero balance (they do not owe you and you do not owe them). N = Exclude from the listing accounts (customers) that have a zero balance. Note: If you will be printing a report of delinquent invoices, enter N. 11) Include Contested Invoices? Y = Print contested invoices only. N = Print all invoices for the specified accounts. Note: To print a report of delinquent invoices, enter N. 12) Include Invoice Detail? Y = Print all the transactions for each invoice. N = Print invoice totals only. Note: When printing an end of the month Aged Trial Balance, always enter Y. 13) Includes Zero Balance Invoices? Y = Include invoices on the listing that have a zero balance (nothing is owed on the invoice). N = Exclude from the listing invoices that have a zero balance. 14) Business Type Sequence? Y = Print the report by business type code. N = Print the accounts in the sequence originally selected (by number, name, or salesman). FPD/201 AR - 133

134 AGED TRIAL BALANCE (AR/ATB) 15) Include From Bus Type 16) Include Thru Bus Type Enter the range of business type codes. To select a valid option from a list box, press F5. The list box displays all records in the System Code Maintenance file for the record type BT. For all Business Type codes, press F7. Press F3 to display the second screen. 17) Short Heading? Y = Print the report with a short customer heading. The short heading includes the customer name and number, the contact and phone number, terms, credit code, last payment date and amount, highest receivable amount, average payment days, open order amount, and credit limit amount. N = Print the report with a full customer heading. The full heading includes all of the short heading information plus the salesman, general remarks, business type, service charge code and percentage, the date the customer began doing business with you, and the average payment days for the current, last, and prior quarters. 18) Print Due Dates? Y = Print the invoice due dates. N = Print the invoice dates. 19) Discounted Totals? If the default PAE account field is left blank, this field will not be available and the net amount will automatically print on the report. Y = Print discounted totals. N = Print net totals. 20) Delinquent Days Enter the number of days an invoice must be overdue in order for the account to be considered delinquent. Enter 0 or press SKIP to ignore the delinquent days. For example, if you enter 0, all invoices are printed. If you enter 30, only those invoices 30 days past due are printed. Note: You must have also entered N in fields 8, 9, 10, and 11. AR FPD/201

135 AGED TRIAL BALANCE (AR/ATB) 21) Aging Range The default aging ranges are in days or months, according to what was specified in Accounts Receivable Specifications (SYS/ARS). Press Enter through each field to accept that range, or type a new range and press SKIP. Note: Each number must be greater than the one entered in the previous field. Action Line F1 = Accept your answers. F4 = Display the first screen (optional). F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: ARATB A/R A G E D T R I A L B A L A N C E 01/17/97 RUN BY: WPD AGE BY SHIP DATE AS OF 10/01/96 (PARTIAL) 11:22:34 01/17/97 7 AUTOMATED INDUSTRIAL SLSM: 1249 AVG PMT DAYS 42 SAN DIEGO CA TERMS: 1% 10 NET 30 LAST PMT: /09/96 OPEN ORDERS:.00 CURR QTR: FAX: CR CD: GOOD BUS TYPE: OTHER CR LIMIT: LAST QTR: 45 REBECCA 2327 CUST SINCE 01/01/76 SVC CHG: LARGEST A/R: PRIOR QTR: 41 OVER DUE OVER DUE OVER DUE OVER DUE OVER DUE MEMO WH INVOICE TRAN DATE CURRENT >151 SF OI 07/11/ CP 07/09/ =================================================================================================================== 8 ACTIVATED SYSTEMS TECHNOLOGY SLSM: 1208 AVG PMT DAYS 59 SAN DIEGO CA TERMS: 1% 10 NET 30 LAST PMT: /08/96 OPEN ORDERS:.00 CURR QTR: FAX: CR CD: SLOW PAY BUS TYPE: OTHER CR LIMIT: LAST QTR: SHELLY CUST SINCE 11/19/93 SVC CHG: LARGEST A/R: PRIOR QTR: 68 OVER DUE OVER DUE OVER DUE OVER DUE OVER DUE MEMO WH INVOICE TRAN DATE CURRENT > OI 06/03/ ==================================================================================================================== ********* GRAND TOTALS ******** %.00%.00% 88.29% 11.70%.00%.00% FPD/201 AR - 135

136 CUSTOMER PAYMENT REPORT (AR/CPR) Customer Payment Report (AR/CPR) This report lists your customer s payments and applied credits to debits. However, only those customers who currently have a zero balance invoice that has not yet been deleted through Cycle Purge (AR/CPG) can be included on the list. You may print the report for all customers or for a specific customer only. Because of this, the program can be useful when a customer calls to request a list of their recent payments. The information provided on the report for each customer includes: their name, customer number, address, salesman, each invoice number, the invoice date, the invoice due date, the amount paid, the date paid, days, and terms. Entry/Inquiry Screen Field Explanation Print in Customer Number/ Short name Sequence (N/S)? Select the sequence in which to print the Customer Payment Report. N = Print the report by customer number. S = Print the report in alphabetical order, based on the customer s short name. AR FPD/201

137 CUSTOMER PAYMENT REPORT (AR/CPR) Print for all Customers (Y/N)? Y = Print payment information for all customers who have a zero balance account, that has not yet been deleted through Cycle Purge. N = Specify one customer for which to print payment information. Only Customer? Enter the customer number or short name (depending on the sequence selected) for which to print payment information. Error Message: Invalid Customer Number/ Short name. SKIP The customer number or short name entered is not in the Customer Master file (CP/MAI). You must enter a valid number or short name that has been set up in Customer Maintenance. Press SKIP to acknowledge this message. Print for all Invoice Dates (Y/N)? Y = Print payment information for all invoice dates. N = Print payment information only for invoices with specific dates. From Invoice Date Thru Invoice Date These fields are displayed only if you entered N in the Print for all Invoice Dates field. The sign on date is displayed. Press RETURN to accept this date, or enter a range of dates in MMDDYY or MMDDYYYY format. Note: If you accept the displayed date, the Customer Payment Report will only include payment information one invoice date. OK to continue (Y/N)? Y = Print the Customer Payment Report as specified. N = Exit the program without printing the Customer Payment Report. FPD/201 AR - 137

138 CUSTOMER PAYMENT REPORT (AR/CPR) Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: ARCPR A/R CUSTOMER PAYMENT REPORT 3/05/97 RUN BY: FAS 16:16: 0203/05/97 Customer City St Zip Code Slsmn Inv Numb. Inv Date Due Date Inv. Amount Date Paid Days Terms ================================================================================================================================ 1003 A-1 NUT & BOLT CO. COMMERCE CA /12/96 11/12/ /13/96 1 COD/Co Check OK /23/97 01/23/ /24/97 1 COD/Co Check OK /06/97 02/06/ /07/97 1 COD/Co Check OK 1008 A & A BRASS CO. UNION NJ /17/97 01/17/ /20/97 3 COD/Co Check OK 1013 A. ADAMS SUPPLY (1969) LTD. CANADA ZZ R3G 2T /18/96 11/17/ /22/96 35 Net /25/96 11/24/ /22/96 28 Net /05/96 12/05/ /16/96 41 Net /17/96 01/16/ /17/97 31 Net A & B BOLT & SUPPLY, INC. LAFAYETTE LA /16/96 10/16/ /13/96 58 Net /05/96 10/05/ /13/96 69 Net /06/96 12/06/ /09/97 64 Net A B C SUPPLY CO., INC. SACREMENTO CA /22/96 11/22/ /11/96 19 COD/Co Check OK 12702ABC 05/06/96 05/06/ /20/ A & B FASTENERS INC. BOGART GA /10/96 10/10/ /02/96 83 Net /17/96 11/16/ /13/96 57 Net AC DYNA-TITE CORP. ELK GROVE VILLA IL /26/96 09/25/ /06/ Net /13/96 10/13/ /06/ Net /15/96 11/14/ /06/97 83 Net /31/96 11/30/ /07/97 99 Net ADG FASTENERS INC. FORT WORTH TX /25/96 10/25/ /07/96 43 Net /12/96 12/12/ /23/96 41 Net A & I BOLT & NUT CO. COMMERCE CITY CO /16/96 11/15/ /18/96 33 Net /07/96 12/07/ /09/96 32 Net /15/96 12/15/ /16/96 31 Net /12/96 01/11/ /13/97 32 Net /30/96 01/29/ /03/97 35 Net A & I FASTENERS SOUTH HOUSTON TX /25/96 11/24/ /09/96 45 Net A/J EQUIPMENT CO. ABINGTON MA /10/96 11/09/ /25/96 46 Net A & J FASTENER PITTSBURGH PA R /25/96 10/25/ /20/96 56 Net /18/96 11/17/ /09/96 52 Net 30 AR FPD/201

139 CYCLE PURGE (AR/CPG) Cycle Purge (AR/CPG) This program advances the Accounts Receivable month in the System Maintenance file (SYS/ARS), ages the Accounts Receivable balances in the Customer Master file (CP/MAI), and deletes zero balance invoices. It should be run as part of the month end closing procedures, after the month end Aged Trial Balance (AR/ATB) has been printed. Zero balance invoices are deleted based on the purge flag in the System Maintenance file (SYS/ARS). If the System Maintenance file is flagged to purge detail monthly, zero balance invoices are deleted from the Accounts Receivable Master file (AR/ATB). If the System Maintenance file is not flagged to purge detail monthly, invoices that arrive at zero balances since the last time the Cycle Purge program was run are flagged to be deleted next time the Cycle Purge program is run. Zero balance invoices flagged last time the Cycle Purge program was run are deleted. See the System Maintenance Reference Manual in Volume 5 for information about the purge flag and the Accounts Receivable month. You must enter the date to purge the invoices with a zero balance. The invoices are purged or flagged to be purged (based on the flag in the System Maintenance file). The Accounts Receivable balances in the Customer Master file (CP/MAI) are aged either by ship date or due date, and by months or days, depending on how the flags are set in the System Maintenance file (SYS/ARS). See the System Maintenance Reference Manual in Volume 5 for information on setting the aging flag. The Cycle Purge program can be run for one or all customers. A report prints that lists all zero balance invoices and their transactions that were deleted from the Accounts Receivable Master file (AR/ATB). If the Cycle Purge program is run for one customer, the Accounts Receivable month in the System Maintenance file (SYS/ARS) is not advanced. Invoices with a zero balance which have been applied to a Summary Invoice are not deleted until that Summary Invoice balance is zero. The A/R memo must have the Summary Invoice number so that the AR record for that Summary Invoice can be checked to find it s balance. The Summary Invoice shows the same number in the A/R memo field. This is also used when Cycle Purge is run to know that this record is an invoice created by the Periodic Billing program. Note: This program can be used in an automated schedule. FPD/201 AR - 139

140 CYCLE PURGE (AR/CPG) Entry/Inquiry Screen Field Explanation 01) Include From Customer 02) Include Thru Customer Enter the range of customer numbers for whom you want to run Cycle Purge. For all customers, press F7. For one customer number, enter it in both fields. 03) A/R Purge Date Enter a data variable or a new date in MMDDYY or MMDDYYYY format to purge or flag to purge (depending on the flag in the System Maintenance file) the invoices with a zero balance. 04)AgeAsOfDate Enter a data variable or a new date in MMDDYY or MMDDYYYY format to age the balances as of a different date. Action Line F1 = Accept your answers and run the program. F9 = Cancel and start over with your original answers in Modify mode. F12 = Delete all questions and answers from the Answer file and start over in Create mode. CMD = Exit the program without running it. AR FPD/201

141 CYCLE PURGE (AR/CPG) AR Current Month=xx Update Current AR Month To: xx? (Y/N) This message is displayed after you run the program and if you pressed F7 for all customers in field 01. Y = Roll the current month to the next month. N = Do not roll the current month (remember, the payment detail has been purged). Note: Enter Y only at month end. Error Messages Invalid Customer Number...SKIP The Customer Number entered is not a valid number in the Customer Maintenance file. Press SKIP to acknowledge this message and enter a number that has been set up in Customer Maintenance (CP/MAI). The following error messages may print on the report. Cust *****Deleted Customer ***** One or more zero balance invoices were deleted for a customer no longer in the Customer Master file (CP/MAI). Cust Deleted Has A/R Balance A customer with open Accounts Receivable balances has been deleted from the Customer Master file (CP/MAI). This customer account MUST be added back to the Customer Master file using the displayed account number. See the Customer Processing Reference Manual in Volume 1 for more instructions. FPD/201 AR - 141

142 CYCLE PURGE (AR/CPG) Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: CP A / R C Y C L E P U R G E 07/31/96 RUN BY: WPD 12:55:39 01/17/97 PURGE AS-OF-DATE: 07/31/96 CUST/MEMO REF.NO TRAN DATE AMOUNT ============================================================================================================= 1 CNC CP 07/09/ VERBAL OI 07/11/ ABCO OI 07/12/ OI 07/15/ CLASSIC SYSTEMS CP 07/12/ OI 05/07/ AL 07/31/ CP 07/31/ OI 05/22/ CP 07/31/ OI 06/10/ STREETER SYSTEMS CP 07/15/ OI 06/06/ CP 07/12/ OI 05/14/ VITAL SYSTEMS,INC CP 07/11/ DM OI 05/31/ CP 07/11/ AR FPD/201

143 STATEMENT PRINT (AR/ARM/SP) Miscellaneous (AR/ARM) Statement Print (AR/ARM/SP) Use this program to generate statements. In Accounts Receivable Specifications (SYS/ARS) specify which address, if any, is to print on the statement and set the Age flag. See the System Maintenance Reference Manual in Volume 5 for more information. The standard method of printing statements is to print on preprinted forms. The option to send statements directly to your customers through your fax machine is available only if you have the optional Fax Modem module. Statements can be printed for a range of customers or for all eligible customers, at any time. If all eligible customers are selected, statements print only for those customers flagged with Y in the Print Statement field of the Customer Master file (set in CP/MAI). If a range of customers is selected, statements print for all customers in the range, regardless of how the statement flag is set in the Customer Master file. The Accounts Receivable totals in the Customer Master file are used to determine whether an account is delinquent. Make sure these totals are current by running Age Customer Balances (AR/AGE) before printing statements. Entry/Inquiry Screen FPD/201 AR - 143

144 MISCELLANEOUS (AR/ARM) Field Explanation Whse Enter the warehouse number. To generate statements in all warehouses, leave this field blank and press SKIP. To exit the program without generating statements, leave this field blank and press CMD. Statement Date The sign on date displays as the statement date. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Print To? (F/X/M) F = Prints the statements on a preprinted form. X = Sends the statements directly to your customers through your fax machine. Note: The X option is available only if you have the optional Fax Modem module and M should only be selected if you use mailer forms. M = Prints the statement on mailers. E = Sends the statements to the customer s address specified in CP/STM or CP/MAI. If an address cannot be found, you are prompted to enter one. D = Sends the statements to the output devices specified in CP/STM or CP/MAI. If output devices have not been specified, you are prompted to enter one or more. Note: You can specify more than one Default device, such as Form and . However, you cannot specify more than one printer device (such as Form and Mailer) at the same time. Print Zero Balance Accounts (Y/N) Y = Print statements for customers who have a zero balance (they do not owe you and you do not owe them). N = Do not print statements for customers who have a zero balance. Print Contested Invoices? (Y/N) Y = Include contested invoices on the statement. N = Exclude contested invoices from the statement. AR FPD/201

145 STATEMENT PRINT (AR/ARM/SP) Print Credit Balance Accounts? (Y/N) Y = Print statements for customers who have a credit balance (you owe them money). N = Do not print statements for customers who have a credit balance. Print Customer P. O. Numbers? (Y/N) Y = Print the purchase order numbers on the statements. N = Exclude the purchase order numbers from the statements. Note: If Y is entered, the purchase order number prints on the line immediately after the invoice. Print For One Salesman? (Y/N) Y = Print statements only for those accounts assigned to one specific salesman. N = Print statements for all specified customers, regardless of the salesman assigned to the account. Enter Salesman This field is displayed only if Y is entered in the Print For One Salesman field. Enter the salesman number that must be assigned to an account in order for a statement to print. This entry must be a valid Salesman code. Error Message: Salesman Not on File The salesman code entered is not in the Salesman Master file. Either press SKIP to return to the Print For One Salesman field or enter a valid salesman code and press SKIP. Is Salesman Correct? (Y/N) Y = The entry in the Enter Salesman field is correct. N = Change your entry in the Enter Salesman field. Print For Delinquent Accounts Only? (Y/N) Y = Print statements for those accounts that are considered delinquent only. N = Print statements for all specified accounts, whether or not they are considered delinquent. FPD/201 AR - 145

146 MISCELLANEOUS (AR/ARM) Days This field is displayed only if you are printing statements for delinquent accounts. Enter the number of months or days an account must be overdue before it is considered delinquent. This depends on how the aging flag is set in Accounts Receivable Specifications (SYS/ARS). If you want to age in days, enter 30, 60, 90, 120, or 150. If you want to age in months, enter 1, 2, 3, 4, or 5. Print in Number or Short name Sequence? (Y/N) Select the sequence in which to print the statements. N = Print by customer number. S = Print in customer short name sequence. Note: If you are printing statements for the accounts belonging to one salesman only, this field defaults to S and cannot be changed. Print For All Transaction Dates? (Y/N) Y = Print statements for all transaction dates. N = Specify a range of transaction dates for which to print statements. From Date Thru Date These fields are displayed only if you selected to specify a range of transaction dates for which to print statements. Enter the range of dates in MMDDYY or MMDDYYYY format. Sort in Transaction Date Sequence? (Y/N) Y = Sort the transactions by date. N = Sort the transactions by transaction number. Print For All Customers? (Y/N) Y = Print statements for all eligible customers (customers flagged with Y in the Print Statement field of their Customer Master record). N = Print statements for a specific range of customers, regardless of how the Statement flag is set in the Customer Master record (CP/MAI). From Salesman/Number Thru Salesman/Number These fields are displayed only if you selected to print statements for a range of customers (N entered in the field above). Enter the range of salesman numbers or customer numbers (depending on the sequence option selected) for which to print statements. AR FPD/201

147 STATEMENT PRINT (AR/ARM/SP) Any Changes (Y/N)? N Y = Change one or all of the displayed entries. N = Leave the entries as they are. Continue (Y/N)? Y Y = Print the statements as specified. N = Exit the program without printing statements. Error Message: Your SYS Flag For A/R Age By Is Not Set The age flag in the System Maintenance file has not been set and statements cannot be printed until this flag is set. Press RETURN to acknowledge this message and exit the program. Set the age flag in the System Maintenance file (SYS/ARS) and run the Statement Print program again. Your SYS Flag for Statement Name Not Set The address print flag in the System Maintenance file has not been set and statements cannot be printed until this flag is set. Press RETURN to acknowledge this message and exit this program. Set the flag in the System Maintenance file and run the Statement Print program again. Test Pattern? (Y/N) Y = Print a test pattern before printing the statements. N = Print the statements immediately. FPD/201 AR - 147

148 MISCELLANEOUS (AR/ARM) Sample Statement BEST FASTENERS, INC. P: F: NATIONAL AVENUE SAN DIEGO CA ARISE SCAFFOLDING & EQUIPMENT 03/21/ MIRA ESTE COURT SAN DIEGO, CA /05/ VBL TONY 04/25/ /29/ ADD ON BEST FASTENERS, INC. P: F: NATIONAL AVENUE SAN DIEGO CA B0B DETMERS 03/21/ DELFERN STREET SAN DIEGO, CA /13/ VBL 06/28/ VBL AR FPD/201

149 SUMMARY INVOICE PRINT (AR/ARM/SIP) Summary Invoice Print (AR/ARM/SIP) Use this program to print a summary invoice for a specific customer. This program is commonly used when customers request to receive one monthly invoice, rather than multiple invoices throughout the month. This program can be used at any time, as long as the System Maintenance file is flagged (in SYS/ARS) to save invoice detail and the Invoice detail has not yet been deleted through Delete Invoice (AR/INP/DIN). Summary Invoices can be printed on 14 7 x 11 inch or x 11 inch paper, and you may include or exclude your company address. You are given the option of printing a separate invoice for each ship-to location or for each customer purchase order number. Entry/Inquiry Screen Field Explanation Continue? (Y/N) Y = Proceed in the Summary Invoice Print program. N = Exit the program without printing any statements. Whse Enter a warehouse number or press SKIP for all warehouses. If you select all warehouses, the following prompt is displayed: Page Break Between Invoices? (Y/N) FPD/201 AR - 149

150 MISCELLANEOUS (AR/ARM) From Invoice Date Thru Invoice Date Enter the range of invoice dates to be included on Summary Invoices. You must enter each date in MMDDYY or MMDDYYYY format. Print Your Company Address? (Y/N/W) Y = Print your company address at the top of the invoice. N = Do not print your company address at the top of the invoice. W = To print the warehouse address. Note: If you entered N at the Page Break Between Invoices? (Y/N) prompt when you pressed SKIP for all warehouses, and you enter W in this field, the pages will break between warehouse numbers to allow the warehouse address to be printed. Any Changes? (Y/N) N N = Accept the displayed entries. You will not be able to change the entries above, until you exit and re-enter the program. They remain the same each time you print a Summary Invoice. Y = Change one or more of the displayed entries. Customer Number Enter the customer number. It must be a valid customer number from the Customer Maintenance file (CP/MAI). Sort By Cust Ship To Location? (Y/N) Y = Print a separate invoice for each ship-to location. N = Include the transaction activity for all ship-to locations on a single invoice. Sort By Customer P.O. Number? (Y/N) Y = Print a separate invoice for each purchase order. N = Include the transaction activity for all purchase orders on a single invoice. P.O. Number This field is available only if you are sorting by customer PO number To print an invoice for one PO number only, enter the number in this field. To print separate invoices for all the customer s PO numbers, leave this field blank and press SKIP. AR FPD/201

151 SUMMARY INVOICE PRINT (AR/ARM/SIP) Correct? (Y/N) Y = The entries are correct. N = Change one or more entries. The cursor returns to the Customer Number field. Print Format: (1) 14 7/8 x 11 (2)8½x11 Select the paper size on which the Summary Invoice will print. 1 = x 11 inch paper 2=8 1 2 x 11 inch paper Want A Test Pattern? (Y/N) Y = Print a test pattern before printing the Summary Invoice. N = Print the Summary Invoice immediately. Note: Once the invoice prints, the cursor returns to the Customer Number field. You can print another invoice or exit the program by pressing SKIP. Remember, if you print another Summary Invoice, the invoice dates remain as previously defined. You can only change them by exiting and re-entering the program. Sample Summary Invoice BEST FASTENERS, INC MAIN STREET P.O. Box 354 LOS ANGELES CA ABCO FASTENERS, INC. 02/01/ N. EDGEWOOD AVE. WOODHAVEN, MI /02/ /16/ FPD/201 AR - 151

152 MISCELLANEOUS (AR/ARM) Statement Print By Item (AR/ARM/SPI) This program prints statements for customers in item number or contract line number sequence. It can be used at any time, as long as the System Maintenance file is flagged (in SYS/ARS) to save invoice detail and the Invoice detail has not yet been deleted through Delete Invoice (AR/INP/DIN). If the System Maintenance file (SYS/ARS) is not flagged to save invoice detail, the Statement Print by Item program is available only until the Daily Invoice Register is cleared. Statements are printed on x 11 inch paper. You may include or exclude your company name and address. You are given the option of printing a separate statement for each ship-to location or for each customer purchase order number. The information printed for each item includes: the item description, the item part number, and the quantity and selling price of each customer purchase. The customer part number (the contract part number or cross-reference number) is listed if it was used when entering the order. The discount amount (if applicable) is listed as the last line item on the statement. If the option to print detail is selected, all invoice numbers and invoice dates print for each item. Entry/Inquiry Screen Field Explanation Continue? Y = Proceed in the Statement Print By Item program. N = Exit the program without printing any statements. AR FPD/201

153 STATEMENT PRINT BY ITEM (AR/ARM/SPI) From Invoice Date Thru Invoice Date Enter the range of invoice dates eligible to be included on statements. You must enter each date in MMDDYY or MMDDYYYY format. Print Your Company Address? (Y/N) Y = Print your company address at the top of the statement. N = Do not print your company address at the top of the statement. Any Changes? (Y/N) N N = Accept the displayed entries. You will not be able to change the entries above until you exit and re-enter the program. They remain the same each time you print a statement. Y = Change one or more of the displayed entries. Want a Test Pattern? (Y/N) Y = Print a test pattern before each statement. N = Print each statement immediately. Customer Number Enter the customer number for which to print a statement. This entry must be a valid customer number from the Customer Maintenance file (CP/MAI). Sort By Cust Ship To Location? (Y/N) Y = Print a separate statement for each ship-to location. N = Include the transaction activity for all ship-to locations on a single statement. Sort By Customer P. O. Number? (Y/N) Y = Print a separate statement for each purchase order. N = Include the transaction activity for all purchase orders on a single statement. P. O. Number This field is displayed only if you are sorting by customer PO number. To print a statement for one PO number only, enter the number in this field. To print separate statements for all of the customer s PO numbers, leave this field blank and press SKIP. Correct? (Y/N) Y = The entries are correct. N = Change one or more entries. The cursor returns to the Customer Number field. FPD/201 AR - 153

154 MISCELLANEOUS (AR/ARM) Print Detail? (Y/N) Y = Print all invoice numbers and invoice dates for each item on the statement. N = Do not print the invoice numbers and invoice dates for each item. Sort By Contract Line No? (Y/N) Y = Print the items in contract line number sequence. N = Print the items in item number sequence. Enter Starting Invoice Number Enter the invoice number with which to start printing. Enter the dash and suffix if applicable. To include all invoices within the date range specified, leave this field blank and press SKIP. Sample Statement 03/06/97 PAGE: 1 INVOICE PERIOD FROM 01/01/97 THROUGH 02/01/97 BEST FASTENERS, INC MAIN STREET P.O. Box 354 LOS ANGELES, CA CUST: 2725 ASTER MECHANICAL 240 WEST 83RD STREET BUUE RIDGE, TNIL INVOICE PURCHASE ORDER DATE SHIP /07/97 PART NUMBER PART DESCRIPTION QTY SHIPPED PRICE UM EXTENSION /41NE M /8-14 STD ZINC /41NTU EA /4"-12 HEAVY THIN ZINC Total Items: Freight: 7.47 ****** TOTAL CHARGES FOR INVOICE ****** INVOICE PURCHASE ORDER DATE SHIP /21/97 /22ND8-02 1, M SPLINE #8 SHNK CAD Total Items: Freight: 7.28 ****** TOTAL CHARGES FOR INVOICE ****** INVOICE PURCHASE ORDER DATE SHIP /02/97 /21NTE066 25, M /8-16 THIN ZINC ****** TOTAL CHARGES FOR INVOICE ****** INVOICE PURCHASE ORDER DATE SHIP /10/97 /79NU083 1,000 1, M 1, ½-13 HEAVY S/S /79NU066 2, M /8-16 HEAVY S/S /L79NTU040 2, M /4-20 HVY THN S/S WAXED /21NU M /8-11 HEAVY ZINC ****** TOTAL CHARGES FOR INVOICE ****** 2, AR FPD/201

155 DELINQUENT LETTER PRINT (AR/ARM/DLP) Delinquent Letter Print (AR/ARM/DLP) This program prints form letters to remind your customers of past due invoices; the letter includes a request for payment. It can be run at any time. Letters print on plain paper; with or without your company address. You are given the option of printing the customer s collection phone numbers. If a collection phone number is not available, the business phone number prints. A default salutation is entered and used if a collection contact is not specified in the Customer Master file (CP/MAI). Letters can be printed for all or a range of customers, in one or all warehouses. Letters are printed in either number or short name sequence. Letters are printed only for accounts that are a specified number of days delinquent and have a balance greater than the specified minimum amount. Invoices are aged based on either the ship date or invoice date, depending on how the aging flag is set in the System Maintenance file (SYS/ARS). See the System Maintenance Reference Manual in Volume 5 for more information about setting the aging flag. Entry/Inquiry Screen FPD/201 AR - 155

156 MISCELLANEOUS (AR/ARM) Field Explanation Do You Want To Continue? (Y/N) Y = Proceed in the Delinquent Letter Print program. N = Exit the program without printing any letters. Whse Enter the warehouse number. To print letters for customers in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Print Whole File (Y/N)? When locating the delinquent accounts, do you want to consider the entire customer file in the specified warehouse? Y = Consider the entire file. N = Specify a range of customers to consider when locating the delinquent accounts. Print By Number or Short name (N/S)? Select the sequence in which to print the letters. N = Print the letters by customer number. S = Print the letters in short name sequence. From To These fields are displayed only if you chose not to review the entire customer file. Enter the range of customer numbers or short names (depending on the printing sequence selected above) to consider when locating the delinquent accounts. Number of Days Considered Delinquent Enter the number of days overdue an account must be in order to be considered delinquent. You must specify the amount of time in days (even if you age in months). Minimum A/R Balance Enter the minimum A/R balance ( ) a customer must have in order to qualify for a delinquent letter. The A/R balance of each customer must be greater than or equal to the amount entered in this field. AR FPD/201

157 DELINQUENT LETTER PRINT (AR/ARM/DLP) Date of Letter The sign on date displays as the letter date. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. The date entered prints as the letter date and acts as a reference date in determining whether or not accounts are overdue the minimum amount of time. Only those accounts that are past due the number of days entered in the Days Considered Delinquent field, as of the date entered qualify for a delinquent letter. Print Your Company Address (Y/N/W)? Y = Print your company address at the top of the letter. N = Do not print your company address at the top of the letter. W = Print the warehouse address (set up in WAM). Print Customer Phone Number (Y/N)? Y = Print the customer s phone number on the letter. N = Do not print the customer s phone number on the letter. Default Salutation: Customer Customer displays as the default salutation. You may accept Customer by pressing RETURN or enter your own salutation. The default salutation is used only if a collection contact cannot be found in the Customer Master file. Signed By Press RETURN to accept the displayed default or enter your own Signed By title. The entry prints at the bottom of the letter, as the title of the person who sent the letter. Do You Want To Continue? (Y/N) Y = Print the delinquent letters as specified. N = Exit the program without printing the letters. Want a Test Pattern? (Y/N) Y = Print a test pattern before printing the letters. N = Print the letters immediately, without printing a test pattern first. FPD/201 AR - 157

158 MISCELLANEOUS (AR/ARM) Sample Delinquent Letter BEST FASTENERS, INC MAIN STREET P.O. Box 354 LOS ANGELES, CA MARCH 06, 1997 ARRID DESSERT SUPPLY INC. Account No: SOUTH TURNPIKE ROAD DESERT SPRINGS, NV Dear Customer: A review of our accounts receivable files reveals that the following items are 30 days or more past the invoice date, on your account. If there is a problem with these invoices, please contact us. Otherwise, may we expect your payment? Date Invoice No. Open Amount /10/ /02/ /03/ Total * Your prompt consideration is truly appreciated. Thank You. Accounts Receivable Supervisor, BEST FASTENERS, INC. AR FPD/201

159 SERVICE CHARGE NOTIFICATION (AR/ARM/SCN) Service Charge Notification (AR/ARM/SCN) Use this program to notify your customers of service charges that will be added to their account due to delinquent invoices. The Service Charge Notification program can be run at any time. The Service Charge Notification program calculates the service charge that will be added to an account if payment is not received by the specified date. A form letter is printed to send to the customer, however the service charge amount is not added to the customer s account. To add a service charge to a customer s account, use Service Charge Calculation (AR/ARM/SCC). Service charges are calculated based on the Service Charge codes in the Posting Accounts Master file (PAE). A default service charge percent should be entered, in case a Service Charge code cannot found in the Posting Accounts Master file. If a default percent is not entered, service charges are calculated only for customers with Service Charge codes found in the Posting Accounts Master file that meet the other specified parameters. Service charges are calculated and notifications print only for customers whose accounts are the specified number of days delinquent, as of the date entered in the Date Of Letter field. The Service Charge Notifications print on x 11 inch paper. Your company address can be included or excluded. Notifications can be printed for all or a range of customers, in one or all warehouses. The option to exclude zero balance accounts is given. If this option is selected, any customer with an A/R balance in the Customer Master file (CP/MAI) equal to zero is excluded from the service charge calculations and notifications. An amount can be entered in the Minimum Service Charge Amount field. Notification letters are printed only for customers whose calculated service charge is equal to or greater than the amount entered. If an amount is not entered in this field, notification letters are printed for each customer for which a service charge is calculated, no matter how small the service charge. Service charges calculated through the Service Charge Notification program are not updated to the Accounts Receivable Master file (AR/ATB). To update service charges to customer accounts and the General Ledger Interface Listing, use Service Charges Calculation (AR/ARM/SCC). You will want to enter the same parameters and select the same options in the Service Charges Calculation program so that the service charge amount added to the account is the same amount for which the customer will receive the notification. You are given the option of printing the customer s collection phone number. If this option is selected and a collection phone number is not available, the business phone number is used. You also have the option of entering default salutation. The default salutation is used if there is not a collection contact in the Customer Master file (CP/MAI). FPD/201 AR - 159

160 MISCELLANEOUS (AR/ARM) Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To send notifications to customers in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Print Whole File (Y/N)? When locating delinquent accounts, do you want to consider the entire customer file in the specified warehouse? Y = Consider the entire file. N = Specify a range of customers to consider when locating the delinquent accounts. Start With Cust No End With Cust No These fields are displayed only if you entered N in the Print Whole File field. Enter the start and ending customer numbers for searching for delinquent accounts. AR FPD/201

161 SERVICE CHARGE NOTIFICATION (AR/ARM/SCN) Print Credit Balance Accounts (Y/N)? Y = Print notifications for customers who have a credit balance (you owe them money). N = Do not print notifications for customers who have a credit balance. Print Zero Balance Accounts (Y/N)? Y = Print notifications for customers who have a zero balance (they do not owe you and you do not owe them). N = Do not print notifications for customers who have a zero balance. Number of Days Considered Delinquent Enter the number of days overdue an account must be in order to be considered delinquent. You must specify the amount of time in days (even if you age in months). Minimum Service Charge amount Enter the minimum service charge amount ( ) that a customer must be charged in order to receive a Service Charge Notification. When the system calculates the service charge that each delinquent account will be charged, the amount is compared to the figure entered in this field. If the service charge amount is less than this amount, a Service Charge Notification is not printed for the account. Default Service Charge Percentage Enter a default service charge percentage. The default percentage will be used to calculate the service charge amount only if a Service Charge code is not specified in the Posting Accounts Master file (PAE). Enter the figure in decimals. For example, enter for 10%. Note: The service charge amount is not added to the customer s account. It is simply used to determine which accounts will receive a Service Charge Notification. Date Payment Due The sign on date displays as the date the payment is due. Press RETURN to accept this date or enter a different date in MMDDYY or MMDDYYYY format. Note: The date entered prints in the notification. FPD/201 AR - 161

162 MISCELLANEOUS (AR/ARM) Date of Letter The sign on date displays as the date of the letter. Press RETURN to accept this date or enter a different date in MMDDYY or MMDDYYYY format. Note: The date entered prints at the top of the notification. Print Your Company Address (Y/N)? Y = Print your company s address at the top of the notification. N = Do not print your company s address on the notification. Print Customer Phone Number (Y/N)? Y = Print the customer s collection phone number on the notification. N = Do not print the customer s phone number on the notification. Note: If Y is entered and a collection phone number is not available, the business phone number prints. Default Salutation: Customer Customer displays as the default salutation. Press RETURN to accept it or enter your own salutation. The default salutation is used only if a collection contact cannot be found in the Customer Master file. Signed By Press RETURN to accept the displayed default or enter your own Signed By title. The entry prints at the bottom of the letter, as the title of the person who sent the letter. Any Changes? (Y/N) N N = The displayed entries are correct. Y = Change one or more of your entries. Continue? Y Y = Print the Service Charge Notifications as specified. N = Exit the program without printing Service Charge Notifications. AR FPD/201

163 SERVICE CHARGE NOTIFICATION (AR/ARM/SCN) Sample Service Charge Notification BEST FASTENERS, INC MAIN STREET P.O. Box 354 LOS ANGELES, CA Mar 06, 1997 A&B SUPPLY INC. Account No: SOUTH TURNPIKE ROAD WALLINGFORD, CT Dear Customer: A review of our accounts receivable files reveals that the following invoices are 30 days or more past due on your account. If there is a problem with these invoices please contact us. A service charge of will be added to your account if is not paid by Mar 06, Date Invoice No. Open Amount /10/ /02/ /03/ Your prompt consideration is truly appreciated. Thank You. Accounts Receivable Supervisor, BEST FASTENERS, INC. FPD/201 AR - 163

164 MISCELLANEOUS (AR/ARM) Service Charge Calculation (AR/ARM/SCC) This program calculates a service charge on past due accounts and prints a report of these charges with or without updating them to the Accounts Receivable Master file and the General Ledger Interface Listing. The Service Charge Calculation program should not be run more than once each month. Certain Posting Accounts must be in the Posting Account Master file in order to update the service charges to the Accounts Receivable Master file and to the General Ledger Interface Listing file. See the General Ledger Reference Manual in Volume 1 for more information about these Posting Accounts. When the Service Charge Calculation program is run, the Service Charge code in the Customer Master file (CP/MAI) is used to calculate the service charge amount. The Service Charge code must be a valid code set up in the System Code Maintenance file (SYCD) and the Posting Accounts Master file (PAE). You are given the option of entering default service charge percent. This default percent is used if the Customer record does not contain a valid Service Charge code. If a default percent is not entered, service charges are calculated only for customers that meet the entered parameters and have valid Service Charge codes set up in their Customer Master records. See the System Code Maintenance, Posting Accounts, and Customer Processing sections of the manual for more information about setting up Service Charge codes. An amount can be entered in the Minimum Service Charge Amount field. Only service charges greater than or equal to this amount are printed on the report and updated to the Accounts Receivable Master file (AR/ATB) when the Update Service Charges option is selected. Service charges that are less than the minimum amount do not print and are not included when the Update Service Charges option is selected. Contested invoices are excluded from the service charge calculations. Service charges are never calculated for miscellaneous accounts (9999x accounts) however, depending on the options selected, the miscellaneous accounts may print on the report. Service charges can be calculated for all or a range of customers in one or all warehouses. The report can be printed in either customer number or short name sequence. If service charges are calculated for customers in one warehouse only, either option can be selected. If service charges are calculated for customers in all warehouses, the report automatically prints in short name sequence and each warehouse begins on a new page. You are given the option of excluding credit balance accounts. If this option is selected, any customer that has an A/R balance less than zero in the Customer Master file (CP/MAI) is excluded from the service charge calculations. You are also given the option of excluding zero balance accounts. If this option is selected, any customer that has an A/R balance equal to zero in the Customer Master file (CP/MAI) is excluded from the service charge calculations. AR FPD/201

165 SERVICE CHARGE CALCULATION (AR/ARM/SCC) You can run the Service Charge Calculation for delinquent accounts only. To assure that only delinquent accounts are included, enter the same number in the Enter No Of Days Considered Delinquent and the First Aging Range fields. The Service Charge Calculation program generates a register, listing all specified customers and the service charge amount. If the update option is selected and the update process completes without errors, the message Updated to A/R and G/L Interface Files prints at the bottom of the register. The service charge amount calculated for each customer is updated to the Accounts Receivable Master file and the Interface Listing with the sign on date and the Transaction code SC. As part of the audit trail, each updated register is assigned a number; this register number is updated to the Interface Listing as part of each entry made. If an error occurs during the update process, an error message prints on the report and the update does not occur. If an error occurs with one customer only, the service charge for that specific customer will not be updated, but all others will. An error message displays under the customer with which the error occurred, and Updated To G/L Interface prints at the end of the register indicating that the service charges for all other customers have been updated. See the Posting Accounts Reference Manual in Volume 1 for information on how the service charges are updated to the Interface Listing. Once a service charge has been added to a customer account, the customer can be invoiced for the service charge through Service Charge Invoice (AR/ARM/SCI). The service charge transaction will also print on the next statement printed for the customer through Statement Print (AR/ARM/SP). See the Service Charge Invoice and Statement Print sections of the manual for detailed information. Entry/Inquiry Screen FPD/201 AR - 165

166 MISCELLANEOUS (AR/ARM) Field Explanation Whse Enter the warehouse number. To calculate service charges on past due invoices in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. Age as of The sign on date is displayed. Press RETURN to accept this date as the aging date or enter another date in MMDDYY or MMDDYYYY format. Note: Overdue amounts print in the appropriate aging range, based on the date entered in this field. Minimum Service Charge Amount Enter the minimum service charge amount ( ) that a customer must be charged in order to have the amount updated to their account record. When the system calculates the service charge that each account will be assessed, the amount is compared to the figure in this field. If the service charge amount is less than this amount, the account is excluded when the Update option is selected. Default Service Charge Percent Enter a default service charge percentage. The default percentage is used to calculate the service charge amount only if a Service Charge code is not specified in the Posting Accounts Master file (PAE). Enter the figure in decimals. For example, enter for 10%. Print Credit Balance Accounts (Y/N)? Y = Calculate a service charge for customer who have a credit balance (you owe them money). N = Do not calculate a service charge for customers who have a credit balance. Print Zero Balance Accounts (Y/N)? Y = Calculate a service charge for customers who have a zero balance (they do not owe you and you do not owe them). N = Do not calculate a service charge for customers who have a zero balance. AR FPD/201

167 SERVICE CHARGE CALCULATION (AR/ARM/SCC) Print By Customer Number (N) or Name (A) (N/A)? Select the order in which to print the Service Charge Calculation Register. N = Print the register by customer number. A = Print the register in alphabetical order, based on the customer s short name. Print All Accounts (Y/N)? Y = Calculate a service charge for all eligible accounts in the specified warehouse. N = Select a specific range of customers for which to calculate a service charge. Start Cust Last Cust These fields are displayed only if you entered N in the Print All Accounts field. Enter the first and last customer numbers or short names (depending on the sequence selected) for calculating service charges. Print Only Delinquent Accounts (Y/N)? Y = Calculate a service charge only for those accounts that are considered delinquent. N = Calculate a service charge for all specified accounts. Enter No. Days Considered Delinquent This field is displayed only if you are calculating service charges for delinquent accounts. Enter the number of days overdue an account must be before it can be considered delinquent. Note: A service charge is calculated on all past due invoices if one delinquent invoice is found. The following fields are used to select the aging ranges for the Service Charge Calculation Register. The default aging ranges display in days, regardless of the aging option (days or months) selected in Accounts Receivable Specifications (SYS/ARS). First Aging Range 30 displays as the first aging range. If you accept 30, the first aging range will include the amounts that are a month or more overdue (due 30 days ago or longer). FPD/201 AR - 167

168 MISCELLANEOUS (AR/ARM) Second Aging Range 60 displays as the second aging range. If you accept 60, the second aging range will include amounts that are at least 2 months overdue (due 60 ago or longer). Note: The entry must be greater than the number entered in the previous field. Third Aging Range 90 displays as the third aging range. If you accept 90, the third aging range will include amounts that are at least 3 months overdue (due 90 days ago or longer). Note: The entry must be greater than the number entered in the previous field. Fourth Aging Range 120 displays as the fourth aging range. If you accept 120, the fourth aging range will include amounts that are at least 4 months overdue (due 120 days ago or longer). Note: The entry must be greater than the number entered in the previous field. Fifth Aging Range 150 displays as the fifth aging range. If you accept 150, the fifth aging range will include amounts that are at least 5 months overdue (due 150 days ago or longer). Note: The entry must be greater than the number entered in the previous field. Any Changes (Y/N)? N = Accept the displayed entries. Y = Change one or all of the displayed entries. Continue (Y/N)? Y = Print the Service Charge Calculation Register as specified. N = Exit the program without running the Service Charge Calculation program. AR FPD/201

169 SERVICE CHARGE CALCULATION (AR/ARM/SCC) Update Service Charges to A/R (Y/N)? Y = Update the service charge amount calculated for each customer to the Accounts Receivable Master file and the Interface Listing. N = Print the register without updating the service charge amounts to the Accounts Receivable Master file and the Interface Listing. Note: If the update option is selected and the update process completes without errors, the message Updated to A/R and G/L Interface Files prints at the bottom of the register. If an error does occur during the update process, an error message prints on the report and the update does not occur. Error Message: Already Updated For This Date A service charge with the same date is already in the Accounts Receivable Master file (AR/ATB). The service charge calculated now is not updated. Press SKIP to acknowledge the message. Error Messages The following error messages may print on the Service Charge Calculation Register. A/R Posting Account Not On File, No Update Has Been Done The Accounts Receivable posting account is not in the Posting Accounts Master file (PAE). The calculated service charges cannot be updated without this posting account. Add the posting account to the Posting Account Master file. You must run the Service Charge Calculation program again in order to update the charges. Posting Account Not On File, A/R Not Updated For Customer The Service Charge posting account for the specified customer is not in the Posting Accounts Master file (PAE). The service charge for this customer was not updated. Set up the posting account in the Posting Account Master file. You must run the Service Charge Calculation program again for this customer in order to update the charges. Note: Updated To G/L Interface still prints at the bottom of the register indicating that the service charge for the other customer was updated. FPD/201 AR - 169

170 MISCELLANEOUS (AR/ARM) No Posting Account For This Is A Temporary Copy - Do Not File The specified posting account is not in the Posting Accounts Master file (PAE) and the service charges were not updated. Set up the posting account in the Posting Accounts Master file. You must run the Service Charge Calculation program again in order to update the charges. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: ARSCC SERVICE CHARGE CALCULATION 07/31/96 RUN BY: WPD AS OF 07/31/96 (PARTIAL) 14:52:07 01/17/97 OVER DUE OVER DUE OVER DUE OVER DUE OVER DUE OVER DUE SERVICE CUSTOMER WH TOTAL DUE DAYS DAYS DAYS DAYS >151 DAYS TOTAL CHARGE ============================================================================================================= 18 ABCO AISLING ALLIED ALTURD AMERICAN ****** GRAND TOTALS ****** *** TEMPORARY COPY *** NO UPDATE TO GENERAL LEDGER INTERFACE AR FPD/201

171 SERVICE CHARGE INVOICE (AR/ARM/SCI) Service Charge Invoice (AR/ARM/SCI) This program prints letters advising your customers of a service charge added to their account. This service charge amount is calculated and added to the Accounts Receivable Master file through Service Charge Calculation (AR/ARM/SCC). Service Charge Invoice letters are printed by customer number, for all or a range of customers, in one or all warehouses. Invoice letters are printed only for customers whose Accounts Receivable Master record has a service charge transaction dated with the specified month and year. Service Charge Invoice letters print on x 11 inch paper. Your company address can be included or excluded. The default salutation is used if a collection contact cannot found in the Customer Master file (CP/MAI). Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To print Service Charge Invoice letters for customers in all warehouses, leave this field blank and press SKIP. To exit the program, leave this field blank and press CMD. FPD/201 AR - 171

172 MISCELLANEOUS (AR/ARM) Print Whole File (Y/N)? Y = Print letters for all eligible customers in the specified warehouse. N = Specify a range of customers for which to print letters. Start With Cust No End With Cust No These fields are displayed only if you entered N in the Print Whole File field. Enter the first and last customer numbers in the range of customers eligible for a Service Charge Invoice letter. Date of Letter The sign on date displays as the date of the letter. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. Service Charge Month/Year The month and year of the sign on date are displayed. Press RETURN to accept this date or enter another month and year. An invoice letter is printed only if the customer account has a service charge transaction dated with the month and year entered in this field. Print Your Company Address (Y/N)? Y = Print your company address at the top of the letter. N = Do not print your company address at the top of the letter. Default Salutation: Customer Customer displays as the default salutation. You may accept Customer by pressing RETURN or enter your own salutation. The default salutation is used only if a collection contact cannot be found in the Customer Master file (CP/MAI). Signed By Press RETURN to accept the displayed default or enter your own Signed By title. The entry prints at the bottom of the letter, as the title of the person who sent the letter. Any Changes (Y/N) N N = The displayed entries are correct. Y = Change one or more of the displayed entries. Continue? Y Y = Print the Service Charge Invoice letters as specified. N = Exit the program without printing the Service Charge Invoice letters. AR FPD/201

173 SERVICE CHARGE INVOICE (AR/ARM/SCI) Sample Service Charge Invoice Letter BEST FASTENERS, INC. SERVICE CHARGE INVOICE 4320 MAIN STREET Invoice No P.O. Box 354 LOS ANGELES, CA Mar 06, 1997 AAA BOLT & NUT CO. Customer No DOVER STREET Past Due Amount DENVER, CO Service Charge Amount 2.27 Dear Customer: As of the end of our accounting month you had the past due balance shown above. To compensate us for the cost of carrying this balance we are adding the service charge amount shown above to your account. Our charge is 2.00% per month on the past due balance. Please include this invoice with your next remittance. We urge you to bring your account to a current status to avoid such charges in the future. Sincerely, Accounts Receivable Supervisor BEST FASTENERS, INC. FPD/201 AR - 173

174 MISCELLANEOUS (AR/ARM) Payment History Inquiry (AR/ARM/PHI) Use this program to display payment history information for a specific customer or invoice number. The 22 Keep A/R Paid History field of SYS/ARS must be set to Y in order for the check number and check date to be updated to the AR Paid Invoice History file and be made available for viewing though this inquiry. Note: This program is not displayed if field 22 in SYS/ARS is set to N. Payment history can be displayed for either a specific customer account number or an invoice number. If a customer number is entered, you may then inquire about a specific invoice number or you may enter a specific check number for which to display the invoices paid on that check. If you have split the check between customer accounts through AR/FCR, you will need to inquire into each of those individual accounts in order to view all the invoices paid on that check number. The top right hand section of the screen displays the last date a payment was made, the current amount due, the amount overdue 30 days, 60 days, 90 days, 120 days, and 150 days; the balance due, and the credit limit of this customer. Entry/Inquiry Screen AR FPD/201