ACCOUNTS RECEIVABLE FD608ARAW6P. AddonSoftware

Transcription

1 ACCOUNTS RECEIVABLE FD608ARAW6P AddonSoftware

2 AddonSoftware provides this manual as is, without warranty of any kind, either expressed or implied, including, but not limited to, the particular purpose. AddonSoftware reserves the right to make improvements and/or changes in the product(s) described in this manual at any time. Periodically, new versions of this manual are made available. Any changes to the product will be incorporated in these new versions. This manual may not be reproduced in any form without the express written permission of AddonSoftware. SpeedShip, SpeedSearch, AddonSoftware, ADD+ON Software, and ADD+ON are all trademarks of AddonSoftware. AddonSoftware All Rights Reserved Revised February 2000 Accounts Receivable

3 Table of Contents Introduction Overview Optional AddonSoftware Modules Features and Benefits Open Item Receivables Flexible Customer Code Customer Comments User-Defined Categories F3 Lookup Standard Default Information Customer Retention Multiple Ship-To Addresses Detail/Summary Inquiry Summarized Sales History Credit Decision Support Aging Report Aging Analysis Report Customer Statements Cash Receipts Invoice Date Modification Conversion Invoice Entry Simple Invoice Processing Automatic Customer Numbering Multi-Company Capability Reports and Registers Accounts Receivable System Flow Accounts Receivable System Flow (continued) A Word to the User Software Registration Form AddonSoftware Product Suggestion Form Installation Overview Preparation for Installation Pre-Installation Checklist Scheduling Your Installation Customer Statement Forms Continuous Form Letterhead Paper Adhesive Labels Pre-Installation Review Gathering the Information Accounts Receivable Information Checklist General Ledger Chart of Accounts Assets Accounts Receivable Table of Contents i

4 Cash Inventory Liabilities Sales Tax Revenue Sales Accounts Freight Revenue Sales Discount Terms Discount Miscellaneous Revenue Expenses Inventory Cost of Goods Sold Accounts Receivable Parameters SystemParameters Customer Mask Zip Code Size Distribute Sales by Item Current Period Current Year Amount Mask Amount Mask Example Unit Mask Rate Mask Automatic Customer Numbers Labels Up Label Length Label Width Bank Reconciliation Credit Management Parameters Credit Management System Installed Aging Bucket to Hold Minimum Balance to Hold Auto Hold Over Credit Limit Print Pick List for Hold Orders Credit Password Maximum Order Without Auto Hol Auto Hold All New Customers Display Credit Information in Order Entry Sequence Numbers Parameters Report Form Parameters Defining Accounts Receivable Codes Customer Type Salesperson Codes Terms Codes Terms Code Example Territory Codes Tax Codes Cash Receipts Codes Distribution Codes Sales Discount Codes Standard Message Codes ii Accounts Receivable

5 Customer Information Entering the Information General Ledger Accounts Parameters Customer Type Codes Salesperson Codes Terms Codes Territory Codes Tax Codes Cash Receipts Codes Distribution Codes Sales Discount Codes Standard Message Codes Customer Information Accounts Receivable Balances Conversion Method 1 Detail Item Conversion Method 2 Balance Forward Conversion Method 3 Detail/Balance Forward (Combination) Conversion Installation/Training Schedule Form Module Parameters Form Credit Management Parameters Form Customer Type Codes Form Salesperson Codes Form Terms Codes Form Territory Codes Form Tax Codes Form Cash Receipts Codes Form Distribution Codes Form Sales Discount Codes Form Standard Message Codes Form Customer Maintenance Name/Address/Profile Form Customer Ship-To Address Maintenance Form Detail Item Conversion Method 1 Form Balance Forward Conversion Method 2 Form Flow of Processing Overview Flow of Daily Processing Processing Simple Invoices Preparing Invoice Entry Entering Invoices Printing Invoices Updating Processing Cash Receipts Preparing Cash Receipt Entries Entering Cash Receipts Table of Contents iii

6 Updating Cash Receipts Converting Existing Invoices Preparing for Invoice Conversion Entering Invoices for Conversion Updating conversion Invoices Invoice Modification Preparing for Invoice Modification Modifying Invoices Updating Modified Invoices Flow of Period-End Processing Reviewing Accounts Receivable Activity Running the Aging Report Creating Finance Charges Entering Finance Charges Updating Finance Charges Printing Customer Statements Cash Receipts Journal Deleting Monthly Cash Receips Records Purging Zero Balance Invoices Performing Period-End Updates Processing Checklist Simple Invoice Billing Form Operations Overview Accounts Receivable Main Menu Function Simple Invoice Entry Function About the Fields Invoice Line Item Maintenance Price & Quantity Examples Simple Invoice Printing Function About the Fields Message Example Printing Simple Invoice Register Function Printing Updating Cash Receipts Entry Function About the Fields Customer Information AR Distribution Information Applying On-Account Cash to Open Invoices Applying Credit Memos to Open Invoices GL Distribution Information iv Accounts Receivable

7 About the Fields Handling Checks with Non-sufficient Funds Cash Receipts Register Function About the Fields Updating Aging Report Function About the Fields Printing Aging Analysis Report Function About the Fields Based On Example Printing Age Accounts Receivable Transactions Function About the Fields Accounts Receivable Reports Function About the Accounts Receivable Reports Menu Customer Cross Reference Report Printing Customer Label Printing Labels Example Printing Customer Name Listing Printing Customer Detail Listing Printing Customer Comments Listing Printing Customer Name And Address Listing Customer Ledger Card Listing Period-End Processing Function About the Period-End Processing Tasks Aging Report Finance Charge Creation Days Overdue, Minimum Invoice, Finance Charge Percentage, and Minimum Finance Charge Examples Processing Finance Charge Entry Finance Charge Register Printing Updating Customer Statements Printing Monthly Cash Receipts Journal Printing Monthly Cash Receipts Journal Purge Table of Contents v

8 Processing Customer Ranking Report Zero Balance Invoice Report and Purge Printing Updating Period-End Update Updating Accounts Receivable Maintenance Function About the AR Maintenance Menu Tasks Customer Maintenance About the Customer Maintenance Options Customer Number Automatic Customer Numbering Name, Address & Profile Maintenance Profile Information Profile Example Aging and Sales Summary Invoice Detail Inquiry Ship-To Address Maintenance Hard Copy Printing Printing Comment Maintenance Open Order Inquiry Invoice History Inquiry Job Number Maintenance Preliminary Lien Info Customer Type Maintenance Salesperson Maintenance Commission Rate Example Terms Code Maintenance Discount Percentage Example Terms Codes Examples Territory Code Maintenance Cash Receipts Code Maintenance Distribution Code Maintenance Accounts Receivable Parameter Maintenance About the AR Parameter Maintenance Menu Options System Parameters Amount Mask Example Report Form Parameters New Customer Defaults Sequence Numbers Accounts Receivable Utilities Function About the AR Utilities Tasks Rebuild A/R Cross-Reference File Conversion Invoice Entry Invoice Date Example Discount Due Example Conversion Invoice Register vi Accounts Receivable

9 Updating Invoice Date Modification Entry Invoice Date and Discount Due Examples Invoice Date Modification Register Updating Appendix A Registers, Reports & Listings Appendix B How Distribution Codes Work Simple Invoice Processing Conversion Invoice Processing Order/Invoice Processing Index A-Z Table of Contents vii

10 Introduction Overview The AddonSoftware Accounts Receivable module provides invaluable information for managing your customer base, making credit decisions and improving cash flow to your business. This manual introduces you to the capabilities of the software, helps you install and operate the software with the guidance of your dealer, provides complete processing instructions and serves as a reference guide for all menu options and data entry fields. The manual is divided into four main sections: Introduction This section provides an overview of the Accounts Receivable features, a list of standard reports and registers and a flow chart of system processing. A software registration card is also included that should be filled out and returned directly to AddonSoftware. Installation This section provides information primarily used by your dealer when installing the software. The information included will help you gather the required information, make the right decisions for setting module parameters, enter the information gathered and convert from manual to computerized accounts receivable processing. Data collection forms are provided which can be used to gather the information and as a record of how the module was established. Flow of Processing This section consists of step-by-step procedures for daily and monthly processing within the module. A processing checklist is also provided that should be referenced regularly when operating the Accounts Receivable module. Accounts Receivable Operations Included in this section are descriptions and instructions on how to operate each of the Accounts Receivable tasks. Each menu task is explained in the order it appears on the standard software, with descriptions of each field and operator prompts. Examples of report layouts can be found in Appendix A. Throughout this manual it is assumed that the reader possesses a working knowledge of accounting or will have an accounting professional advise on the installation and operation of the software. It is very important that each of the software installation steps be performed carefully and thoroughly so that the Accounts Receivable module produces the desired results and posts to the General Ledger module correctly. Introduction 1-1

11 Optional AddonSoftware Modules It is beneficial to have the General Ledger module installed when using Accounts Receivable. As part of the update process, Accounts Receivable can make postings to the General Ledger of the sales and cash receipts transactions. It is not necessary, however, that the General Ledger be fully operational with up-to-date live balances before operating the Accounts Receivable module. The Order/Invoice Processing and Sales Analysis modules may also be installed with the Accounts Receivable module, depending on your requirements. Normally, Order/Invoice Processing would be installed in conjunction with the Inventory Control module. The Sales Analysis module collects extensive data on the sales of each item and customer, and other pertinent inventory and receivables related data. It is dependent upon the Order/Invoice Processing, Accounts Receivable and the Inventory Control modules. When several related modules are used together, such as Order/Invoice Processing, Accounts Receivable, General Ledger, Inventory Control and Sales Analysis, your dealer will work with you and advise on the best sequence for getting the software up and running. Features and Benefits The following is a list of standard features included with the software and how they are used in the Accounts Receivable module. Open Item Receivables All invoices are maintained individually by the module and may be retained on file after they are paid. You decide how long to retain paid invoices and you have the option to purge them by date. Flexible Customer Code A unique alpha-numeric customer code or number ranging from 1 to 6 characters. Customers may also be grouped by type for sales analysis purposes. Customer Comments You may store free text comments for each customer and inquire into the file at any time. These comments may be used for special shipping instructions, credit information or for any other use, and are displayed automatically when new orders are entered into the Order/Invoice Processing module. User-Defined Categories You may define your own salespersons, sales territories, customer types, terms codes, general ledger distribution codes, sales discount codes, sales tax codes, etc. This allows you to easily tailor the module to the way you do business. F3 Lookup The F3 function key is available in most tasks as a means of looking up customer names, codes and numbers. When looking up customers, they may be located by keying in as much of the name as is known, causing the module to begin an 1-2 Accounts Receivable

12 alphabetic customer search beginning with that name. A unique alphabetic search key may be associated with each customer. Standard Default Information Each customer is assigned a salesperson, territory code, terms code, ship via request, standard message code, etc. This information is automatically used by the Order/Invoice Processing module, speeding the data entry process. Customer Retention Mail order/cod (temporary) customers may be automatically purged after all orders are shipped and invoiced and all balances paid. Multiple Ship-to Addresses Each customer may use up to 999,999 alternate ship-to addresses that can be referenced during the order or invoice entry process of the Order/Invoice Processing module. Detail/Summary Inquiry You may inquire into the current status of the customer s outstanding orders either in summary or detail. Also, a complete history of accounts receivable transactions may be maintained for each customer. Summarized Sales History Month-to-date, year-to-date and prior year sales, costs, and gross profit information are kept for each customer. Credit Decision Support You may assign a different credit limit to each customer that is automatically checked during order entry. Average days-to-pay is calculated automatically for each customer, along with last invoice and payment dates. Aging Report You may age customer accounts by any date and print either a detail or summary list of the open invoices. The Aging Report prints in either numeric or alphabetic sequence. Aging Analysis Report A special report is included that enables you to select customers by specific aging criteria, such as average days-to-pay or receivables balance older than a certain date. Summarized sales history is shown for each customer on the report. Customer Statements You may print customer statements based on aging information for selected customers. Finance charges may be applied selectively to past due balances prior to printing statements. Cash Receipts You may post cash sequentially by invoice number, apply cash automatically beginning with the oldest invoice or post to a select group of invoices. You may allow or disallow discounts and small balance write-offs as you post. A running balance of remaining cash is kept which must be in balance. Excess cash received or customer Introduction 1-3

13 deposits may be posted on-account and the amounts applied at a later time. Miscellaneous cash may be posted directly to the general ledger. Invoice Date Modification Invoice dates may be modified to correct errors in billing, adjustments or aging. An audit report is provided for all such changes. Conversion Invoice Entry You may enter invoices into the system without using the Order/Invoice Processing module, if desired. All general ledger postings are made automatically. Simple Invoice Processing Included within the Accounts Receivable module is a complete invoicing process that creates and prints invoices, then updates the customer and general ledger files. Simple Invoicing is not integrated with the Inventory Control module, but still provides a detail invoicing function. Automatic Customer Numbering If desired, new customers may be automatically assigned the next available sequential customer number. If this option is activated, manual numbering may still be used. Automatic sequencing is not available for alpha-numeric codes, however. Multi-Company Capability Allows you to use the module for more than one company, each with its own separate set of accounts receivable parameters, customers, transaction processing and reporting. Batch Processing This feature provides batch processing for groups of transactions in Cash Receipt Entry, Simple Invoice Entry, and Finance Charge Entry. 1-4 Accounts Receivable

14 Reports and Registers The Accounts Receivable module also includes a full range of reports and registers, providing you with up-to-date information about the current status of the receivables and about data that has just been entered. Following is a list of standard reports and registers: Aging Report Customer Statements Aging Analysis Report Customer Type Listing Cash Receipts Code Listing Distribution Code Listing Cash Receipts Register Finance Charge Register Conversion Invoice Register Invoice Date Modification Register Customer Detail Listing Monthly Cash Receipts Journal Customer Comments Listing Sales Discount Code Listing Customer Cross Reference Report Salesperson Code Listing Customer Invoice History Inquiry Simple Invoice Printing Customer Label Printing Simple Invoice Register Customer Ledger Cards Standard Message Code Listing Customer Name Listing Tax Code Listing Customer Name & Address Listing Terms Code Listing Customer Ranking Report Territory Code Listing Customer Rolodex Card Printing Zero Balance Invoice Report Each register/report is described in more detail in the Operations section of this manual and sample copies are shown in Appendix A. In addition to these standard features, many of which are parameterized options within the module, your dealer may be able to arrange for custom modifications of the software and tailor it to your specific needs. Introduction 1-5

15 Accounts Receivable System Flow This flow chart shows how the Accounts Receivable module processes data. A detailed description of how the module operates is provided in the Flow of Processing and Operations sections of this manual. Simple Invoice Entry Simple Invoice File Simple Invoice Simple Invoice Register Conversion Invoice Entry Conversion Invoice Register Conversion Invoice File Open Invoice File Finance Charge Creation Finance Charge Register Invoice Date Modification Invoice Date Modification File Invoice Date Modification Register Cash Receipts Entry Cash Receipts File Cash Receipts Register Cash Receipts History File 1-6 Accounts Receivable

16 Accounts Receivable System Flow (continued) Zero Balance Invoice Purge Zero Balance Invoice Report Order Processing System Customer Maintenance Customer Type File Cash Receipts Code File Open Invoice File Customer Masterfile Terms Code File Cash Receipts History File Monthly Cash Receipts Journal Monthly Cash Receipts Purge Period End Update Customer Aging & File Sales Analysis Files Aging Report Aging Analysis Report Customer Statements Customer Detail Listing Customer Labels Customer Rolodex Cards Customer Name Listing Customer Comments Listing Customer Name & Address Listing Customer Ledger Cards Customer Ranking Report Customer Reference Report Distribution Code File Sales Discount Code File Salesperson Code File Standard Message Code File Tax Code File Territory Code File Introduction 1-7

17 A Word to the User AddonSoftware wants to keep you updated! Periodic enhancements are made to the Accounts Receivable software and we want you to know about them. To register your software, fill out the Software Registration Form and send it to AddonSoftware at the registration address shown below. We are also very interested in keeping our documentation as up-to-date and relevant as possible. If procedures are missing or not detailed enough for you, they may also be lacking for someone else. Please send us a note describing the problem or question to the documentation address shown below. A Product Suggestion Form is also provided for you to document any suggestions on how we can enhance our software to make it as relevant to you as possible. We value your suggestions and will welcome them gladly. For registration, documentation changes or product suggestions: AddonSoftware SW Koll Parkway, Suite C Beaverton, OR FAX: Attn: Product Development 1-8 Accounts Receivable

18 Software Registration Form Accounts Receivable Module To ensure that you receive any available updates to your AddonSoftware, as well as other important information, register your software by filling out this form and returning it to the address on the reverse side. Your dealer can help you complete the form. Your AddonSoftware Dealer s Name Your Company Name Address City State Zip Telephone ( ) Your name Title Date Please describe your primary business Number of Employees Computer Type and Model Other software used Comments Introduction 1-9

19 AddonSoftware Sales Services SW Koll Parkway, Suite C Beaverton, OR Fax: Remove from binder; fill out other side, fold and mail to address above Accounts Receivable

20 AddonSoftware Product Suggestion Form Submitted by: Company: City: State: Application: Phone: Fax: Date: Suggestion Introduction 1-11

21 AddonSoftware Product Development SW Koll Parkway, Suite C Beaverton, OR Remove from binder, fill out other side, fold, and mail to address above Accounts Receivable

22 Installation Overview The Installation section of this manual provides you with the information needed to convert from your existing system to the AddonSoftware accounts receivable module. The care taken in planning the installation affects the overall benefits obtained from it. Generally, your AddonSoftware dealer should manage the installation and setup of the software. Apart from the management of your customer invoices and payments, the Accounts Receivable module is tied closely with the Order/Invoice Processing and Sales Analysis modules. The choices you make in setting up customer information and supporting codes will be important to the benefits you receive from the module. The installation process involves five major steps. Step One Prepare your facility before the physical installation of your computer equipment and order any necessary forms and supplies. These items are explained in the Getting Started with AddonSoftware section of the Administrator manual. Step Two Gather the information required for the operation of the Accounts Receivable module. If desired, this can be done before the actual installation of the programs and data files. An important part of this step is deciding how parameters and masks will be set, and the selection of customer, order and invoice sequence numbers. Step Three Load the Accounts Receivable programs onto your computer as per the Media Installation Instructions shipped with module diskettes. Your dealer may perform this step before you take delivery of the equipment. Step Four Enter customer information onto your computer, along with the supporting codes that are used throughout the Accounts Receivable, Order/Invoice Processing and Sales Analysis modules. Step Five Load account receivable balances into the module in preparation for live operation. NOTE: If you are planning to put Accounts Receivable on the computer for more than one company, you will need to perform steps two, four and five separately for each company. Read the entire Installation section before starting any work and consult with the person managing your installation if you are not certain of the proper choice for any of the parameters or code settings. Installation 2-1

23 Though installation seems time consuming, remember that you only go through it once. After your company s accounts receivable are converted to the computer, you will find management of customer accounts requires much less work than in a manual accounting system. Preparation for Installation In order to meet installation deadlines, prepare your facility with the proper equipment and supplies. The following information describes what is required. Pre-Installation Checklist Installation Schedule Customer Statement Forms Continuous Form Letterhead Paper (optional) Continuous Form Adhesive Labels Pre-Installation Review Scheduling Your Installation A schedule of events must be determined prior to starting any work. This schedule enables you to set completion goals, budget time for specific tasks and complete the installation on time. The schedule will be completed in conjunction with your installation professional. Some tasks will be your responsibility and some will be the responsibility of your installation person. An Installation/Training form is provided at the end of this section. Customer Statement Forms Customer statement forms are required if you want to print and send to your customers a summary of all invoices, payments and other incurred charges. The forms should be at least two parts so that one can be mailed to the customer and one put in the customer s file. Standard forms are available from a number of sources. Continuous Form Letterhead Paper (Optional, see Simple Invoice Printing) If you are planning to use the Simple Invoice Printing task contained within the module, you may want to purchase a quantity of continuous form letterhead paper with your company logo on the top. Your company name and address do not need to be printed on the forms if you set them up within the Report Parameters option of the Parameter Maintenance task. The Report Parameter option allows you to use plain paper to print invoices. For a quality appearance, you may want to order the paper in a bond weight with the micro-perf or clean-perf tear edges. 2-2 Accounts Receivable

24 Adhesive Labels Customer mailing labels may be printed by the Accounts Receivable module. If you plan to utilize this feature you need to order adhesive labels. Adhesive labels may be ordered 1, 2, 3 or 4 across. A standard label is 1 inch between the labels vertically and 3.6 inches horizontally. You may be able to use labels you already have, as the Accounts Receivable parameters provide for print spacing definition. Pre-Installation Review After the pre-installation steps are completed, you should review them with your AddonSoftware dealer. The Installation /Training form should be dated and signed at the completion of each step. Gathering the Information You can gather most of the information required to install the AR module prior to the installation. This includes the Accounts Receivable module parameters that form the foundation of how the module functions. Some of the information must be assigned an identification code (e.g. sales tax codes) prior to being entered. All information should first be gathered and required codes defined prior to attempting to enter anything into the module. For best results, you should follow the order shown here or refer to the SpeedInstall Utility described in the dealer manual. SpeedInstall will facilitate defining the codes required for installation as it contains defaults for many commonly used codes. Accounts Receivable Information Checklist General Ledger Chart of Accounts Territory Codes Accounts Receivable Parameters Tax Codes Report Form Parameters Cash Receipts Codes Credit Management Parameters Distribution Codes Customer Type Codes Sales Discount Codes Salesperson Codes Standard Message Codes Terms Codes Customer Information Installation 2-3

25 General Ledger Chart of Accounts Certain account numbers will be required for the proper operation of your Accounts Receivable module. These account numbers must be determined before they can be assigned to distribution and cash receipts codes. Use the forms for distribution codes and cash receipts codes provided at the end of this section to collect the general ledger account information. Assets Accounts Receivable One entry for each accounts receivable account referenced by the module. Cash One account for each bank account used by the Accounts Receivable module. Inventory One account for each inventory asset account. This is used for making inventory postings during the update of the Invoice Print file in the Order/Invoice Processing module. Liabilities Sales Tax One sales tax account for each tax jurisdiction you want to track separately within the General Ledger. Revenue Sales Accounts One account for each type of revenue account set up within the General Ledger. The method by which revenue is posted to the General Ledger is determined by the Accounts Receivable module parameters. Freight Revenue One account for each type of freight revenue you want to track within the General Ledger. Sales Discount One account for each type of sales discount you want to track within the General Ledger. This is actually a contra-revenue account that is used to record overall sales discounts for invoices. 2-4 Accounts Receivable

26 Terms Discount One account for each type of terms or cash discount you want to track within the General Ledger. This is actually a contra-revenue account used to record early payment discounts taken by the customer. Miscellaneous Revenue One account for any other revenue recorded through the Accounts Receivable or Order/Invoice Processing modules. Expenses Inventory Cost of Goods Sold One account for each cost of goods sold account to offset the inventory asset account. This is used for making inventory cost of goods sold postings during the update of the Invoice Print file in the Order/Invoice Processing module. Accounts Receivable Parameters The Accounts Receivable parameters allow you to tailor the module to your specific business needs. Each parameter must be set so that it best matches the way your company operates. This requires a careful study of each parameter. System Parameters Some of the parameters presented here may be changed after the module is operating. However, be sure to check with your AddonSoftware dealer if any changes need to be made after the module is in use. Use the Accounts Receivable Parameter form at the end of this section to collect the necessary information. This form provides a record of how the module was established and should be kept if required for future reference. NOTE: Refer to the Accounts Receivable Parameter Maintenance task for instructions on how the parameters are entered into the module. Customer Mask The customer number structure is defined by an alpha-numeric mask which is made up of the characters `# and `-. These characters permit you to define multiple segments within the number. For example, the mask #-##### represents a singledigit customer type and a five-digit customer number. This segmentation does not automatically provide for any special subtotaling or report sorting within the module; it is intended as a way to easily format a multi-segment customer number. A mask may not have more than six (6) `# characters, and the `- character is not required. Determine the mask for your customer number and write it in the blank Installation 2-5

27 provided on the form. The customer number allows for both numeric and alphabetic characters. Zip Code Size This is the maximum size for zip codes. Enter 5 or 9 depending on the size you are using. The parameter may be changed at a later time. Distribute Sales by Item This parameter allows you to control the method by which general ledger revenue accounts are posted during the update of the Invoice Print file in the Order/Invoice Processing module. If set to Y, the revenue account is taken directly from a distribution code associated with each inventory item on the invoice. If set to N, the revenue account is taken from the distribution code associated with a customer (which may be overridden at order/invoice entry time). The exception is Inventory Adjustment, COGS Adjustment, Purchases, and Purchase Price Variance. These codes can only be used if PO is installed and distribute by item is set to Y. This parameter has no effect on the general ledger postings made during Conversion Invoice processing or Simple Invoice processing. Current Period This determines the current period of the fiscal year. This number is automatically incremented when the Accounts Receivable period-end update is run. Refer to the General Ledger parameters to determine the fiscal year periods for your company. Current Year This determines the current fiscal year. It is the calendar year in which the first fiscal period ends. This number is automatically incremented when the Accounts Receivable period-end update is run for the last period of the year. Amount Mask The amount mask defines the largest dollar amount (including totals) found in the Accounts Receivable module. Refer to the Guidelines for Defining Numeric Masks in the Administrator manual. Example A mask of ###,###.00CR accommodates an amount of 999, Negative amounts appear with a CR to the right of the amount, such as CR. Unit Mask The unit mask defines the format of quantity entries during Simple Invoice processing. Any of the following characters can be utilized: #$0()*-,.CRDB. Refer to Guidelines for Defining Numeric Masks in the Administrator manual. Rate Mask The rate mask defines the format of price entries during Simple Invoice processing. Any of the following characters can be utilized: #$0()*-,.CRDB. Refer to Guidelines for Defining Numeric Masks in the next pages. 2-6 Accounts Receivable

28 Automatic Customer Numbers Enter Y to assign new customer numbers automatically in the Customer Maintenance task. Enter N if you do not want to use this option. New customer numbers may still be assigned manually if you select this option. Also remember, alpha-numeric customer numbers will not automatically be assigned. Labels Up This is the number of adhesive labels (used for customer mailing labels) across a page. One, two, three or four labels across are possible. Label Length This is the number of print lines between the top of the first label and the top of the next label down. Six (6) lines are standard. Label Width This is the number of characters between the start of the first label across and the start of the second label across. Thirty-six (36) characters are standard for 1, 2 and 3 labels up. Thirty (30) characters are standard for 4 labels up. Bank Reconciliation This parameter causes deposit information in the Bank Reconciliation task of the Accounts Payable module to be updated during the update of the Cash Receipts Register. Enter Y if Bank Reconciliation is installed and you want the update to take place. Enter N if Bank Reconciliation is not installed or if you do not want the update to take place. Credit Management Parameters Credit Management is an optional function within Accounts Receivable and is used in conjunction with the Order/Invoice Processing module. When in use, it enables the credit manager to place restrictions and limits on the granting of credit to customers. You can also display credit information during order entry. Credit Management System Installed To enable the Credit Management system, set this parameter to Y. If the parameter is set to N, the Credit Manager s Review and Release task is not available. NOTE: When first entering customer information, it is most expedient to set this parameter to N, then switch it to Y to take full advantage of credit review when Order Processing is started. Aging Bucket to Hold This parameter determines at what point a credit hold is invoked because of a past due invoice. The options are over 30, over 60, over 90 or over 120 days past due. Minimum Balance Limit To Hold This value represents the smallest past due amount that causes a credit hold to be invoked. The Minimum Balance Limit To Hold parameter is used to prevent credit holds from very small charges, non-applied credits, etc. Installation 2-7

29 Auto Hold Over Credit Limit If this parameter is set to Y, a credit hold is automatically invoked for any customer whose open balance plus committed open orders is greater than their credit limit. If set to N, all credit holds must be manually set. Manual Hold This parameter permits you to place a manual credit hold on any customer regardless of their credit limit. Print Pick List For Hold Orders If this parameter is set to Y, a picking list is produced for each on-hold order. If set to N, picking lists will not be printed for on-hold orders. Credit Password If a Credit Password is established, an operator who knows the password will be allowed to perform certain privileged functions when an order is placed for a customer who is over credit limit or on credit hold. Such an operator may either release an on-hold order or place the customer on manual credit hold. If the password is unknown, the operator may allow an on-hold order to remain on hold or be deleted. NOTE: If a Credit Password is established, it is recommended that access to the Credit Management parameters also be password protected or security-level protected. (Refer to Menu Maintenance in the AddonSoftware Installation Guide.) Maximum Order Without Auto Hold Any order that is greater than or equal to this amount will automatically be placed on hold, regardless of the customer s credit status or any other factor. Auto Hold All New Customers If this parameter is set to Y all new customers, (whether entered through the Accounts Receivable Customer Maintenance or Order/Invoice Processing Order Entry tasks), will be placed on credit hold until released by the credit manager. This enables the credit manager to review each new customer and establish his credit limit before any orders are shipped. NOTE: This parameter must be set to N during installation of the Accounts Receivable module; otherwise, all customers will be on credit hold when `live processing begins. Display Credit Info In Order Entry Credit information can be displayed automatically, only on request or not at all. When you display credit information automatically, each time a customer is selected during order entry their credit information pops up on the screen. If you set this parameter to R, the same information is available during order entry only when prompted by the user. 2-8 Accounts Receivable

30 Report Form Parameters The following information is used for the Simple Invoice printing included within the Accounts Receivable module. Company Name This is the name of your company, as you would like it to appear on invoices. Address This is the address of your company, as you would like it to appear on invoices. Telephone Number This is the telephone number for your company. It is not printed on the invoices. Federal I.D. This is the employer identification number used for tax reporting purposes. This number is not printed on invoices. Sequence Numbers Parameters Beginning sequence numbers for the next customer, next temporary customer (only numeric; does not apply to alpha-numeric), next order number, next invoice number and next simple invoice are established here. These numbers are incremented automatically each time one is assigned. Defining Accounts Receivable Codes Several codes are used to define the various transaction types and to specify processing requirements in the Accounts Receivable module. Determine the codes to be used by your company and enter them on the code forms at the end of this section. Customer Type You may want to divide your customer base into logical groups or types. A type is associated with each customer and used to record sales by customer type within the Sales Analysis module. There should be at least one customer type set up within the module as the standard default. Determine the different customer type codes that apply to your customer base and enter them on the Customer Type Codes form. See the Customer Type Maintenance task in the Operations section for instructions on how to enter the information. Salesperson Codes There should be at least one salesperson code set up as the standard default for entering customers. No other code is necessary unless the Order/Invoice Processing module is used and you want to track sales by salesperson. Codes may be numeric or alphanumeric, such as a persons initials, and should be set up for house accounts, returns, promotions or other non-salesperson categories. Installation 2-9

31 Determine how many different salesperson codes you have and enter them on the Salesperson Codes form. See the Salesperson Maintenance task in the Operations section for instructions on how to enter the information. Terms Codes Terms codes determine when payment for an invoice is due and when cash must be received to grant a discount. They provide automatic calculation of due dates and discount amounts when an invoice is entered. Terms codes are used in both the Accounts Receivable and Order/Invoice Processing modules. At least one code must be set up as the standard default. A terms code is associated with each customer. You do not need a different terms code for each customer; you only need one for each unique set of terms. Determine the standard payment terms your company provides and enter them on the Terms Codes form. See the Terms Code Maintenance task in the Operations section for instructions on how to enter the information. Example If you have 20 customers which are allowed Net 30 terms, you only need one terms code for Net 30. Territory Codes Territory codes are used primarily for sales analysis. There should be at least one code set up as the standard default. No other code is necessary unless the Order/Invoice Processing module is used. In that case, more codes may be desirable to take full advantage of the information updated from the Order/Invoice Processing module to the Sales Analysis module. Determine how many different territory codes you have and enter them on the Territory Codes form. See the Territory Code Maintenance task in the Operations section for instructions on how to enter the information. Tax Codes Tax codes are used to compute sales tax for the Order/Invoice Processing Sales Register. The Sales Tax Report is also based on these codes. There should be at least one code set up as the standard default and one for non-taxable sales. No other code is necessary unless the Order Processing module is used; in that case more codes may be desirable to take full advantage of the tax reporting capabilities within the Order/Invoice Processing module. Determine how many different tax codes are applicable to your business operation and enter them on the Tax Codes form. See the Tax Code Maintenance task in the Operations section for instructions on how to enter the information. Cash Receipts Codes These codes determine the general ledger postings generated by the cash receipts update. There must be at least one code set up as the standard default. However, to make full use of the module, think of all the different type of transactions that could be encoded, such as miscellaneous cash, bad checks, small balance write-offs and any other type of adjustment Accounts Receivable

32 Determine the different cash receipts codes that could be applied to your cash receipts transactions and enter them on the Cash Receipts Codes form. See the Cash Receipts Code Maintenance task in the Operations section for instructions on how to enter the information. Distribution Codes Distribution codes determine distribution to the general ledger when invoices are posted. There should be at least one distribution code set up as the standard default. Other codes can be used to identify customer types such as wholesale, retail, jobber, etc., if this is applicable. Distribution codes also provide information for the Order/Invoice Processing and Purchase Order modules. Refer to the explanation of the Accounts Receivable parameter called Distribute Sales by Item to understand how the revenue accounts are determined by the update of the Invoice Print file within the Order/Invoice Processing module. Determine the different distribution codes that could be applied to your cash receipts and enter them on the Distribution Codes form. See the Distribution Code Maintenance task in the Operations section for instructions on how to enter the information. Sales Discount Codes The sales discount codes are used to calculate overall discount for customer invoices created within the Order/Invoice Processing module. There should be at least one sales discount code set up as the standard default even if the Order/Invoice Processing module is not installed. Other codes may be necessary to use the Order/Invoice Processing module to maximum advantage. Determine the different sales discount codes that pertain to your discount procedures and enter them on the Sales Discount Codes form. See the Sales Discount Code Maintenance task in the Operations section for instructions on how to enter the information. Standard Message Codes Message codes are used to establish standard messages pre-associated with a customer and automatically printed on a customer s invoice. There should be at least one standard message code set up as a default. No other code is necessary unless the Order/Invoice Processing module is used. In that case, more standard messages may be desired to print on orders as well as on invoices. Most people discover new ways to use the standard message codes after the Order/Invoice Processing module has been in use for a while. Determine your standard message codes, based on past experience, and enter them on the Standard Message Codes form. See the Standard Message Code Maintenance task in the Operations section for instructions on how to enter the information. Customer Information The information for customers who have open invoices or who you plan to do business with more than once per year must be entered in the module. Installation 2-11

33 You need to determine a numbering scheme for your customers if you do not already have one. This numbering scheme must conform to the customer number format defined by the Customer Mask parameter. If you want to assign customer numbers that correspond to an alphabetic sequence, you may do so; however, remember that an alphabetic listing may be printed regardless of the numbering scheme. This is accomplished by using the alternate sequence field associated with each customer (see Customer Maintenance). If you do organize customer numbers alphabetically, leave numbers open between each of the assigned customer numbers to accommodate new customers at a later date. Remember that new alpha-numeric combination customer numbers will not be automatically assigned. Determine your customers and enter them on the Customer Information form and on the Customer Ship-To Information form. See the Customer Maintenance task in the Operations section for instructions on how to enter the information Accounts Receivable

34 Entering the Information Now that you have gathered the information you are ready to enter it into the module. Refer to the Operations section of this manual for detailed information on each task referenced. It is important to enter the information in the sequence specified since some tasks rely on information previously entered. 1. General Ledger Accounts If you have not already done so, enter all necessary general ledger accounts required by the Accounts Receivable module using the Account Maintenance task in the General Ledger module. These general ledger accounts are required by the distribution codes and cash receipts codes used throughout the module and are listed on the Distribution Codes and Cash Receipts Codes forms provided at the end of this section. NOTE: Refer to the Account Maintenance task in the General Ledger manual for instructions on defining general ledger accounts. 2. Parameters Enter the parameter information you gathered on your Accounts Receivable Parameters form. 3. Customer Type Codes Enter the codes from the Customer Type Codes form. 4. Salesperson Codes Enter the codes from the Salesperson Codes form. 5. Terms Codes Enter the codes from the Terms Codes form. At least one terms code must be defined. 6. Territory Codes Enter the codes from the Territory Codes form. 7. Tax Codes Enter the codes from the Tax Codes form. 8. Cash Receipts Codes Enter the codes from the Cash Receipts Codes form. 9. Distribution Codes You must define at least one record in this file even if you only have one set of distribution accounts. 10. Sales Discount Codes Enter the codes from the Sales Discount Codes form. Installation 2-13

35 11. Standard Message Codes Enter the codes from the Standard Message Codes form. 12. Customer Information Enter the information from the Customer Information form and from the Customer Ship-To Information form. Accounts Receivable Balances Conversion There are three methods that can be used to enter open invoices. Under all three methods, new invoices and payments processed by the module are recorded in detail. Choose the method that is most suited to your conversion needs. If you have no open invoices, there will be no conversion necessary and you can skip this process. Conversion invoices can be entered in batches and cash may be applied during the conversion process to bring balances up to date. Breaking the conversion into well-defined segments helps make the process more manageable and understandable. Method 1 Detail Item Conversion This method consists of entering all invoice details for each outstanding invoice. The advantage to this method is that detailed information about each outstanding invoice will be available immediately after the conversion process. The disadvantage to this method is the time consumed to gather and enter the detailed invoice information. 1. Collect all information for outstanding invoices and enter it on the Detail Item Conversion forms. 2. Before posting the invoice information, make an adding machine tape of all balance and discount totals. 3. Enter the information from the Detail Item Conversion forms using the Conversion Invoice Entry task on the Accounts Receivable Utilities menu, ARX. Mark each form Posted to Computer as it is entered. 4. Print the Conversion Invoice Register to verify the tape totals to the register totals. Update the register when everything is correct. 5. Run an Accounts Receivable Aging Report to be certain that the module is in balance with your manual books. Make corrections if necessary using the Conversion Invoice Entry task. 6. When all batches are entered, close the period by running the Period End Processing task Accounts Receivable

36 Method 2 Balance Forward Conversion With this method, only the outstanding balance is entered for each customer. If desired, the balance can be broken down into current, 30 day, 60 day, 90 day and 120+ day figures in order to provide aging information on converted invoices. The advantage to this method is its speed and the potential for obtaining a relatively accurate Aging Report immediately. The disadvantage of this method is that it does not provide complete invoice information on-line, so manual files and records need to be referenced whenever there is a question or a dispute about a converted invoice. 1. Determine if one balance figure will be used for each customer or if the balance will be broken down into aging periods. If more than one balance is entered per customer, devise an invoice numbering method to separate a customer s 30, 60, 90 and 120+ days (e.g., use invoice number 30 for the 30 days balance). Collect balance information for the outstanding invoices and enter it on the Balance Forward Conversion forms. 2. Before posting the invoice information, make an adding machine tape of all balance and discount totals. 3. Enter the information from the Balance Forward Conversion forms using the Conversion Invoice Entry task on the Account Receivable Utilities menu, ARX. Mark each form Posted to Computer as it is entered. 4. Print the Conversion Invoice Register to verify the tape totals to the register totals. Update the register when everything is correct. 5. Run an Accounts Receivable Aging Report to be certain that the module is in balance with your manual books. Make corrections if necessary using the Conversion Invoice Entry task. 6. When all batches are entered, close the period by running Period End Processing task. Method 3 Detail/Balance Forward (Combination) Conversion In this method, current invoices (less than 30 days) are entered in detail as in Method 1; older invoices are summarized by customer as in Method 2. The advantage of this method is that it provides detailed information about the majority of invoices and that an accurate Aging Report is available immediately. The disadvantage of this method is that it may be rather time-consuming, although not as much so as Method 1, and detailed information for older invoices not available on-line. 1. Collect all information for current outstanding invoices and enter it on the Detail Item Conversion forms. Installation 2-15

37 2. For non-current (greater than 30 days) invoices, determine if one balance figure will be used for each customer or if the balance will be broken down into aging periods. If more than one balance is entered per customer, devise an invoice numbering method to separate a customer s 30, 60, 90 and 120+ days (e.g., use invoice number 30 for the 30-days balance). Collect balance information for outstanding invoices and enter it on the Balance Forward Conversion forms. 3. Before posting the invoice information, make an adding machine tape of all balance and discount totals. 4. Enter the information from both forms using the Conversion Invoice Entry task on the Accounts Receivable Utilities menu, ARX. Mark each form Posted to Computer as it is entered. 5. Print the Conversion Invoice Register to verify the tape totals to the register totals and update the register when everything is correct. 6. Run an Accounts Receivable Aging Report to be certain that the module is in balance with your manual books. Make corrections if necessary using the Conversion Invoice Entry task. 7. When all batches are entered, close the period by running the Period End Processing task. After you have completed the Accounts Receivable conversion process, proceed with the Flow of Processing section. As needed, refer to the Operations section for explanations of how each of the Accounts Receivable tasks operates Accounts Receivable

38 Installation/Training Schedule Target Completed Pre-Installation Review: Signature Information Review: Signature Conversion Training: Signature Conversion Review: Signature Daily Processing Training: Signature Period End Training: Signature Installation Complete: Signature Installation 2-17

39 Module Parameters Customer Mask Zip Code Size (5/9) Dist Sales by Item (Y/N) Current Period (MM) Current Year (YY) Amount Mask Unit Mask Rate Mask Auto Cust Numbers (Y/N) Labels Up Label Length Label Width Bank Reconciliation (Y/N) Report Form Parameters Company Name (30) Address (24) (24) (24) Telephone Number (10) Federal ID (15) 2-18 Accounts Receivable

40 Credit Management Parameters Use Credit Management Features (Y/N) Hold When Past Due By (2/3/4/5) 2 =Over 30 day 3 =Over 60 days 4 =Over 90 days 5 =Over 120 days Minimum Balance to Hold Auto Hold Over Credit Limit (Y/N) Manual Hold (Y/N) Print Pick Lists for Held Orders (Y/N) Credit Password (6) Maximum Order without Auto Hold Auto Hold All New Customers (Y/N) Display Credit Info in Order Entry (A/R/N) A=Automatically Display Credit Info R=On Request Only N=Not At All Installation 2-19

41 Customer Type Codes Cust Type (3) Description (20 characters) 2-20 Accounts Receivable

42 Salesperson Codes Salesperson Name (20 characters) Commission Code (3) Rate (%) Installation 2-21

43 Terms Codes Terms Code (2) Description (20) Type (D/P) Discount % Net Days (5) Discount Days (5) Credit Hold (Y/N) Terms Code (2) Description (20) Type (D/P) Discount % Net Days (5) Discount Days (5) Credit Hold (Y/N) Terms Code (2) Description (20) Type (D/P) Discount % Net Days (5) Credit Hold (Y/N) Discount Days (5) 2-22 Accounts Receivable

44 Territory Codes Territory (3) Description (20 characters) Installation 2-23

45 Tax Codes Tax Code (2) Description (20) Tax Percent GL Account Freight Taxable (Y/N) Maximum Tax Tax Code 1 Tax Code 2 Tax Code 3 Tax Code 4 Tax Code 5 Tax Code 6 Tax Code 7 Tax Code 8 Tax Code 9 Tax Code 10 Rate Rate Rate Rate Rate Rate Rate Rate Rate Rate 2-24 Accounts Receivable

46 Cash Receipts Codes Code (3) Description (20) Cash (Y/N) Discount (Y/N) AR / GL (A/G/B) With GL module installed: Cash Account Discount Account With OP module installed: POS Cash Type ($/C/P) Code (3) Description (20) Cash (Y/N) Discount (Y/N) AR / GL (A/G/B) With GL module installed: Cash Account Discount Account With OP module installed: POS Cash Type ($/C/P) Installation 2-25

47 Distribution Codes With GL module installed: Dist. Code (2) Description AR Account Cash Account Sales Account Discount Acct Freight Acct Inventory Acct COGS Account With GL and PO modules installed: Inventory Adjustment Account COGS Adjustment Account Purchases Account Purchase Price Variance Account With GL module installed: Distribution Code (2) Description AR Account Cash Account Sales Account Discount Acct Freight Acct Inventory Acct COGSAccount With GL and PO modules installed: Inventory Adjustment Account COGS Adjustment Account Purchases Account Purchase Price Variance Account 2-26 Accounts Receivable

48 Sales Discount Codes Discount Description (20 characters) Percent Code (2) Installation 2-27

49 Standard Message Codes Std Message Code (2) Description (20) Detail lines (up to 40 characters each): Accounts Receivable

50 Customer Maintenance Name/Address/Profile Customer No Name (30) Address (24) (24) (24) Zip Code Telephone (10) ext (4) D&B Number (9) Alt Seq (10) Date Opened (MM/DD/YY) Ship-Via (10) Resale No (20) Fax Phone (10) Contact (20) Retain (Y/N) Tax Code (2) SIC Code (8) Finance Chg (Y/N) Slsprsn No (3) Sales Analysis (P/I/N) Terms Code (2) Statements (Y/N) Territory (3) Pricing Code (4) Dist Code (2) Label Code (2) Std Message (2) Customer Type (3) Sales Discount (2) Credit Limit Retain Invoice Detail History (Y/N) Installation 2-29

51 Customer Maintenance Ship-To Address Customer No. Customer Name Ship-To No. (6) Ship-To Name (30) Address (24) (24) (24) Zip Code Contact (24) Telephone (10) Ext (4) Salesperson (3) Territory (3) Tax Code (2) D&B Number (9) SIC Number (8) 2-30 Accounts Receivable

52 Detail Item Conversion Method 1 Customer No. Customer Name Invoice No. Dist Code Terms Code Invoice Date Invoice Due Discount Due Invoice Type Amount Discount Invoice No. Dist Code Terms Code Invoice Date Invoice Due Discount Due Invoice Type Amount Discount Installation 2-31

53 Balance Forward Conversion Method 2 Customer No. Customer Name Period: Current/30-days/60-days/90-days/120+days (Period) Invoice No. Dist Code Terms Code (Period) Invoice Date (Period) Invoice Due (Period) Discount Due Invoice Type (Period) Amount (Period) Discount (Period) Invoice No. Dist Code Terms Code (Period) Invoice Date (Period) Invoice Due (Period) Discount Due Invoice Type (Period) Amount (Period) Discount 2-32 Accounts Receivable

54 Flow of Processing Overview The Flow of Processing section helps you learn how to operate the software for the first time and provides guidelines to use in operating the Accounts Receivable module after it is installed. Study this section in conjunction with the Operations section of this manual. The Accounts Receivable module is designed to record daily transactions as well as those generated by the Order/Invoice Processing module. It is tied very closely to the Order/Invoice Processing and Sales Analysis modules, though it may be installed as a stand-alone if desired. You should understand how other modules work to obtain a complete picture of how orders/invoices are processed. If you are using these other modules, refer to their documentation as necessary. Flow of Daily Processing Daily processing refers to the procedures performed each day when using the Accounts Receivable module. Daily processing may involve invoice data entry, modification or adjustment of invoice information, cash receipts processing and Simple Invoice generation (optional). Three major processes are covered in this section: Simple Invoice Processing, Cash Receipts Processing and Conversion Invoice Entry, all of which may be used on a daily basis. Information on modifying updated invoices in also included in this section. Period End Processing is detailed following the daily processing section. Processing Simple Invoicing Use the Simple Invoice Entry, Simple Invoice Printing and Simple Invoice Register tasks for the entry, printing and updating of detailed accounts receivable invoices when an interface to the Inventory Control module is not required. Simple Invoice processing is ideal for professional service billings or other types of letter format billings where detailed descriptions are required. Simple invoice processing refers to the billing capability provided in the Accounts Receivable module. This is to distinguish it from the comprehensive order entry and invoicing function of the Order/Invoice Processing module that interfaces with the Inventory Control and Sales Analysis modules. There are several uses for simple invoicing, as it is adaptable to many types of businesses. In addition to being used as a self-contained billing system, you can also supplement the billing capabilities of the Order/Invoice Processing module. Flow of Processing 3-1

55 Preparing for Invoice Entry Because the body of the simple invoices contains description lines for services or products, it is useful to have an invoice worksheet or billing form from which data entry is performed. This provides a way to collect and verify billing information before entering it into the system. You may already have billing forms or you may want to design one to suit your needs. A sample billing form is provided at the end of this section that includes all the information required by the Simple Invoice Entry task. You may use it as is or have it enlarged and printed with your own logo. Assign invoice numbers. For control purposes, it is usually best to let the system assign invoice numbers. This is because billing forms coming from several different tablets make it impossible to control the numbering sequence. It also saves time during data entry. Entering Invoices Use the Simple Invoice Entry task to create or modify invoices for your customers. A distribution code and terms code is assigned to every invoice. Detailed line items may be entered, each having a separate general ledger revenue account, service date and up to 30 characters for a description. The quantity and price are automatically multiplied together to determine an extended price. If quantity and price are not meaningful for the invoice, simply default through those fields to the Extension field and enter the total for each line. Printing Invoices Use the Simple Invoice Printing task to print your invoices. Invoices may be printed on single or multiple part forms. If single part forms are used, specify the number of original copies in response to the Number of Copies field before beginning printing. If multiple part forms are used, it is a good idea to have each part a separate color in order to distinguish the original from the various file copies you require. After you have become familiar with the paper alignment and form feeding characteristics of your printer, omit the test pattern printing at the start of the invoice run. The restart option allows you to restart invoice printing in the event of a printer malfunction or paper jam. You may restart at any point (usually where the printing was interrupted) and reprint invoices as many times as necessary. Updating Invoices Use the Simple Invoice Register task to print a register of your invoices. Run the register after all invoices are printed. Check the totals and general ledger accounts for accuracy. The Simple Invoice Register serves as a daily sales register for all invoices in a particular batch. It must be printed before the invoice update process can be run. Up until the time the update is run, you may return to the Simple Invoice Entry task and make adjustments, followed by reprinting. When the information on the register is accurate, proceed with the update keeping in mind these three points: 1. Invoices are updated to the Customer Open Invoice file. 3-2 Accounts Receivable

56 e AddonSoftwar 2. The associated general ledger postings (revenue and sales discount accounts) are updated to the General Ledger Daily Detail file. 3. The update does not interface with the Sales Analysis, Salesperson Commission or Monthly Sales Journal files. After the update, file the Simple Invoice Register in a folder marked A/R Simple Invoice Register under the correct month. Processing Cash Receipts Several vital tasks within the Accounts Receivable module are used for processing cash receipts. These tasks enable the entry and posting of payments on customer accounts. Adjustments and customer deposits can also be processed. In addition to posting customer payments to specific invoices, processing also enable you to apply cash received on-account for a customer, record customer deposits, apply credit memos to existing invoices and post cash received directly to general ledger accounts, if required. (Refer to the Operations section.) A thorough understanding of the cash receipts process is essential to the proper operation of the Accounts Receivable module. A working knowledge of basic accounting, including the handling of debits and credits is required to achieve this understanding. Preparing for Cash Receipts Entry As checks are received, endorse the back of the checks and date the check stub. If actual cash is received, take special care to record the transaction. When a batch of checks is collected, prepare for cash receipts entry and for deposit to the bank. Determine the cash receipts code for the transaction. This code is used for determining to which general ledger account cash and terms discount will be posted as part of the cash receipts update. Refer to the Cash Receipts Code Maintenance task for a list of all the cash receipts codes and their definition. Make a note of whether cash or a check was received or of the reference number, if making an adjustment or applying funds already on-account. Determine if cash is to be applied to a customer invoice, on-account or to a specific general ledger account. Additional information required includes: 1. If applying cash to a customer invoice, determine if it should be applied beginning with the oldest invoice on file or to specific invoices. 2. If posting cash directly to general ledger accounts, identify and verify the accounts before making any entries. 3. If applying existing credit memos as payment toward invoices, identify the amounts and numbers to be applied. Flow of Processing 3-3

57 NOTE: Because most businesses make bank deposits as soon as possible after money is received, the cash receipts process is usually performed every day. Sometimes, however, it is not possible to do the cash receipts data entry before going to the bank for the daily deposit. When this is the case, make a photocopy of the checks and a worksheet for the cash and any other adjustments. This information may be used for cash receipts data entry after the bank deposit is made. Filing this information by customer also provides a record of customer payments. Entering Cash Receipts Before entering the cash receipts into the system, make an adding machine tape of all cash totals, all check totals, all adjustments and the actual deposit total. Use the Cash Receipts Entry task to enter the receipts. Mark each check stub Posted to Computer as it is entered. When you are using on-account or credit memo funds, different entries are required. Checks returned due to non-sufficient funds also require special handling. Refer to the Operations section for more information. Updating Cash Receipts Use the Cash Receipt Register task to print a register of entered cash receipts. The task prints all cash receipts and adjustments entered into the batch. Balance the tape totals to the register. If anything was entered incorrectly, make the corrections using the Cash Receipts Entry task again. When the Cash Receipts Register is in balance with the tape totals and all other information is correct, proceed with the update and keep in mind the following: 1. Cash receipts and adjustments are updated to the customer open invoice file. 2. The associated general ledger postings are updated to the General Ledger Daily Detail file. The General Ledger Daily Detail Register form must be printed before updating is allowed to the general ledger transaction file. After the update, file the Cash Receipts Register in a folder marked A/R Cash Receipts Register under the correct month. Stamp Paid and record the date and check number on customer invoice copies in the customer files. Keep these items on file for as long as required by your accountant for audit purposes. NOTE: If the bank deposit has not already been made, a copy of the Cash Receipts Register may be used as a bank deposit ticket. 3-4 Accounts Receivable

58 e AddonSoftwar Converting Existing Invoices This invoicing function is used primarily during the data conversion time when the module is first installed. Thereafter, invoices are normally generated by the Simple Invoice task included in this module or through the Order/Invoice Processing module. However, you may want to convert an existing invoice into the system. Conversion Invoice Entry task allows for the entry of customer invoices when entry after the fact is required. Refer to Conversion Invoice Entry task in the Operations section for more information. Preparing for Invoice Conversion As invoices are created from outside the module, collect copies for entry into the Accounts Receivable module. Put these documents into a folder marked Accounts Receivable Invoices to be Entered. After a batch of invoices is collected, prepare them for entry. Three important preparation considerations are: how to distribute the invoice to the general ledger, what the invoice dates are and the type of invoice. Determine the general ledger distribution. Refer to the Distribution Code Maintenance task to obtain a list of codes and their associated general ledger accounts. Determine the invoice date, invoice due date and (if applicable), discount due date for each invoice. Invoice Date... This date is used to determine the invoice due date and the date to post the invoice to the general ledger. Invoice Due Date... This date is used to determine when the invoice should be paid before it becomes delinquent. The invoice due date is calculated automatically based on the terms code though it may be overridden at data entry time. Discount Due Date... This date determines when the invoice must be paid in order to be eligible for a discount. The discount date will be calculated automatically based on the terms code assigned to the invoice. Determine the invoice type. There are three types of invoices: sales, returns and finance charges. Sales invoices are those generated for goods sold or services rendered. Return invoices record the return of merchandise, serve to write off a customer balance or make a similar adjustment to a customer s account. Finance charges are a special type of invoice that records an amount in addition to a regular invoice that may be imposed because of a delinquent balance or other credit related information. When collecting batches of invoices for input, a cut-off date should be established so that the accounts receivable are posted to the proper period. This cut off date is usually the last day of the month. Flow of Processing 3-5

59 Entering Invoices for Conversion Before posting the invoices, make an adding machine tape of all invoice totals and discounts. Enter invoices using the Conversion Invoice Entry task. Mark each source document Posted to Computer immediately after it is entered. Updating Converted Invoices Use the Conversion Invoice Register task to print a register of entered invoices. This register shows all transactions that were entered in the batch. Balance the tape totals to the register. Pay special attention to dates and general ledger account numbers. If anything was entered incorrectly, make corrections using the Conversion Invoice Entry task. Reprint the register and check the totals again. If you print more than one register for a batch, keep and file only the most current. When the Conversion Invoice Register is in balance with the tape totals and all other information is correct, proceed with the update and expect these results: 1. Invoices updated to the Customer Open Invoice file. 2. The accounts receivable, revenue and sales discount accounts posted in the general ledger, if requested at the start of the update process. After the update is complete, file the source documents appropriately (e.g. customer file, sequential invoice file, etc.). File the Conversion Invoice Register chronologically in a folder marked A/R Conversion Invoice Register under the correct month. Keep these items on file for as long as required by your accountant for audit purposes. Invoice Modification After invoices are updated to the Accounts Receivable Open Invoice file, the invoice dates and/or terms may only be corrected or changed using a special process. Correcting invoices that have already been updated must be done in a timely fashion or an invoice may be paid by the customer before it has been corrected in the Accounts Receivable module. NOTE: If adjustments are required to invoice balances, they must be made through the Cash Receipts task, which also allows for the adjustment of the associated general ledger postings. Preparing for Invoice Modification As invoicing mistakes become apparent or invoices need to be changed, make a notation on a change form and file it in a folder marked Invoice Date Modifications to be Entered. When a batch of changes has accumulated, prepare them for entry. Determine the invoice to be corrected, the proper terms code and the correct invoice date, due date and discount due date. 3-6 Accounts Receivable

60 e AddonSoftwar Modifying Invoices Enter changes using the Invoice Date Modification Entry task. Mark each change form Posted to Computer immediately after it is entered. Updating Modified Invoices Use the Invoice Date Modification Register task to print a register of the entered invoices. The register prints all date changes entered in a batch. Check the register for accuracy using the change forms for reference. Use the Invoice Date Modification Entry task to make any corrections. When the Invoice Date Modification Register is correct, proceed with the update. The update will effect the Customer Open Invoice file by changing previously entered invoices to include the new terms and dates. The next time the Accounts Receivable Aging Report is printed, it will re-age all open balances for this customer. File the change forms appropriately for future reference. Flow of Period End Processing Period End Processing refers to the operations performed at the end of each accounting period to close that period. Period end processing of Accounts Receivable includes printing of monthly reports, such as the Aging Report, entering finance charges, printing customer statements, purging zero balance invoices and closing the accounting period. These steps are the same for each period in the fiscal year, including the last period. As part of the period end processing, the Current Period is incremented; when closing the last period of the year, the Current Year is also incremented. Also, the month-to-date sales and cost figures in the Customer Masterfile are set to zero as part of Period End Processing. The year-end closing of Accounts Receivable is accomplished in one step during the last period of the year. With that step, the year-to-date sales and cost of goods sold figures replace the prior year figures and the current year figures are reset to zero. If these figures are important to you, be careful. Do not run the period end process again. Normally, you would not close a period twice unless you run the Parameter Maintenance task and reset the period. However, there should be no reason to do this as part of the regular system operation. The Accounts Receivable module s period end must be closed before the General Ledger module s Period end Processing can be run for the corresponding period. In actual operation, it is not uncommon for the General Ledger to be several periods behind the Accounts Receivable. This does not impair operation of either module due to the design of the software. Flow of Processing 3-7

61 Reviewing Accounts Receivable Activity Review all accounts receivable processing for the month prior to closing. Make sure all invoices are entered and updated for the month, whether from Conversion Invoice Entry and Simple Invoice Entry tasks or from the Order/Invoice Processing module. Have all date modifications been entered and updated? Have all cash receipts and adjustments been posted and updated? Running the Aging Report Run the Accounts Receivable Aging Report based on the ending date of the accounting period. Balance the report to the amount in the General Ledger s Account/Report Maintenance task s Accounts Receivable account of the same date. Note: Make sure that the General Ledger s Daily Detail Register is printed and updated so that all postings are recorded in the general ledger monthly transaction file. This is essential to obtaining an up-to-date general ledger. Make any adjustments required using the proper transaction entry tasks. When the report balances to the general ledger account, file the report in a folder marked Aging Report for the proper month. Creating Finance Charges When the Finance Charge field is set to Y in a customer s masterfile record (refer to Customer Maintenance task in the Operations section), finance charges can be created and assigned to that customer. You can automatically apply finance charges on any past due amounts accrued by the customer. For customers with this parameter set, finance charges can be applied to all customers at once or on an individual basis. Entering Finance Charges Use the Finance Charge Creation task to automatically enter finance charges against your customer accounts. You enter the number of overdue days that indicates a finance charge is necessary. You also set a minimum dollar amount past due to qualify for finance charge application and a minimum finance charge to apply. A distribution code and terms code are assigned along with a finance charge percentage. Use the Finance Charge Entry task to add or delete a finance charge to/from an individual customer s account. You can reference an existing invoice or create a new one. When you enter individual finance charges, the amount of the charge is entered as a dollar figure. Updating Finance Charges Print the Finance Charge Register and review for accuracy. If adjustments need to be made, try re-running the Finance Charge Creation task with different options. This will make changes to the entire set of customers selected for finance charges. Use the Conversion Invoice Entry task to make changes to individual customer finance charge calculations before the update is run. Reprint the register discarding the previous version. This method is used to change the finance charge information for only a few customers. 3-8 Accounts Receivable

62 e AddonSoftwar Update the Finance Charge Register. Finance charge invoices are updated to the Customer Open Invoice file as type FC invoices. Optionally, postings are made to the General Ledger s Daily Detail File for the newly created finance charges. After the update, file the Finance Charge Register in a folder marked A/R Finance Charge Register under the correct month. Keep these registers on file for as long as is required by your accountant. Printing Customer Statements A statement may be sent to customers who have the Statement field set to Y in the Customer Masterfile. (Refer to Customer Maintenance in the Operations section). Invoices with a zero balance do not appear on customer statements. Prepare Customer Statements In preparing to send statements of account to your customer, first determine the statement date, which is generally the ending date of the period being closed. Identify the aging status that will determine whether or not to print a statement for each customer (i.e. all open invoices, 30, 60, 90 or 120+ days). Evaluate whether the statements will calculate a customer s aging based on the invoice due date or the invoice date. If desired, compose a message to print on the customer s statements. Printing Customer Statements Print a preliminary customer statement report based on the above information. Check the report for all desired statements. Load the form-feeding statements into the printer and align them correctly using the test pattern. When the statements are aligned correctly, proceed with statement printing. Check the statements to be sure they printed correctly. Cash Receipts Journal The Monthly Cash Receipts Journal provides a numeric sequence list of all cash receipts updated in the module. Depending on disk space allocation, it can be printed using a specific date, making it a perpetual cash receipts journal. Deleting Monthly Cash Receipts Records Aged receipts from the Cash Receipts Journal can be deleted using the Monthly Cash Receipts Journal Purge task. Deleting these records has no effect on the operation of the module from an accounting point of view. It only removes records from the Cash Receipts file. Purging Zero Balance Invoices All zero balance invoices are retained in the module until specifically deleted using the Zero Balance Invoice Report and Purge task. This task is normally run each month to eliminate paid invoices from the module. Flow of Processing 3-9

63 To erase all zero balance invoices from the module for a desired date, select the date before. Run the Zero Balance Invoice Report and Purge task with the desired date. Performing Period End Updates CAUTION: All activity for the period must be completed, and all reports/statements must be printed, before beginning the update. Once the update is complete you cannot go back and run reports/statements for the same activity period again. When all processing for the period is complete, proceed with the period end update. The update closes the Accounts Receivable module for the selected accounting period. Month-to-date sales and cost of sales figures are cleared from the Customer Masterfile. If you are closing the last period in the fiscal year, the current year indicator is incremented. The year-to-date sales and cost of sales figures in the Customer Masterfile file are moved to the prior year column and the year-to-date figures are reset to zero. In addition, the Sales Analysis files in the module are initialized for the new year. After the update is complete, file the preliminary customer statement report in a file labeled Customer Statements for the appropriate period. File a copy of the customer statements appropriately (i.e. in the customer file, numerically). Send the statements to the customers. Use either windowed envelopes or print customer-mailing labels, and adhere them to regular envelopes Accounts Receivable

64 e Processing Checklist AddonSoftwar Daily Processing Conversion Invoice Processing Invoice Date Modification Cash Receipts Processing Simple Invoice Processing Period End Processing Accounts Receivable Aging Report Customer Finance Charge Application (optional) Print Customer Statements (optional) Print Monthly Cash Receipts Journal Purge Monthly Cash Receipts Journal Purge Zero Balance Invoices Period end Update Flow of Processing 3-11

65 Simple Invoice Billing Form Invoice Date Customer No Name Dist Code GL Number Date Memo Quantity Extension (MM/DD/YY) Terms Code (MM/DD/YY) Price GL Number Date Memo Quantity Extension (MM/DD/YY) Price GL Number Date Memo Quantity Extension (MM/DD/YY) Price 3-12 Accounts Receivable

66 Operations Overview The Accounts Receivable Operations section contains a description of all Accounts Receivable tasks. For each task, a sample screen is shown followed by a description of each field and an explanation on how the task operates. Additionally, an example of all reports and registers is provided in Appendix A. This section can be used as a reference when using any of the Accounts Receivable tasks. Refer to the AddonSoftware Administrator manual for basic operating instructions on how to select a task or how to move about a screen. A complete understanding of the Accounts Receivable module is easier if the Introduction, Installation and Flow of Processing sections are studied in conjunction with the Operations section. Because the Accounts Receivable module is integrated closely with the Order/Invoice Processing and Sales Analysis modules, many of the features described here are more meaningful when used in conjunction with those modules. The tasks shown here are organized according to how they appear on the menu in a standard installation of the software. Because the AddonSoftware menu system permits customization of the description and organization of the menus, your system may vary slightly from the information presented here. Operations 4-1

67 Accounts Receivable Main Menu Accounts Receivable Main Menu Function The Accounts Receivable main menu provides access to most tasks in the Accounts Receivable module, including the Period-End Processing and Accounts Receivable Maintenance menu. To access Accounts Receivable... Select Option 2 from the AddonSoftware Main menu. 4-2 Accounts Receivable

68 Simple Invoice Entry Simple Invoice Entry Function The Simple Invoice Entry task provides simple invoicing functions in the Accounts Receivable module when billing integrated with the Inventory Control module is not required. Detailed line items may be entered in the body of the invoice, each having a separate general ledger revenue account, service date, description, quantity, price and extension. Invoices may be printed on plain paper (8-1/2 by 11 ) without special forms. To access Simple Invoice Entry... Select Task 1 from the Accounts Receivable main menu. Operations 4-3

69 About the Fields In the Invoice No field... Enter a seven-digit invoice number. Press F1 to accept the next sequential invoice number. Press F4 to return to the Accounts Receivable main menu. When the invoice number already exists but has not yet been updated, the invoice heading information is displayed. The invoice can be added to, modified or deleted. The following prompt is issued when a new invoice number is being assigned manually: Is This A New Record? Enter Y to indicate a new invoice and proceed with the invoice entry. Enter N to return to the Invoice No field. In the Invoice Date field... Enter the date of the invoice. This date is used to specify the general ledger posting date for the invoice. NOTE: Once you have progressed to this field, you must complete the heading information before you can delete the entry. In the Customer Number field... Enter a valid customer number. (Refer to Accounts Receivable Customer Maintenance.) Press F3 to select from a list of all valid customer numbers. In the Name field... Display only. Shows the name of the customer associated with the customer number. In the Address field... Display only. Shows the address of the customer associated with the customer number. In the City field... Display only. Shows the name of the city associated with the customer. 4-4 Simple Invoice Entry

70 In the State field... Display only. Shows the state associated with the customer. In the Zip/Postal field... Display only. Shows the zip/postal code associated with the customer address. In the Dist Code field... Enter a valid distribution code. Press F3 to select from a list of all valid codes. This code is used to specify the Accounts Receivable account when the invoice is updated and postings to the general ledger are created. (Refer to Distribution Code Maintenance task in the Accounts Receivable Maintenance section for additional information.) The description of the distribution code is displayed. In the Terms Code field... Enter a valid terms code for the invoice. (Refer to Accounts Receivable Terms Code Maintenance.) Press F3 to select from a list of all valid codes. The description of the terms code is displayed. The following prompt is issued: Is The Heading Information Correct? Enter Y when the heading information is correct. You are advanced to the Seq field. Enter N to change the heading. You are returned to the Invoice Date field. Enter Delete to remove all heading information. Press F4 to return to the Accounts Receivable main menu. Operations 4-5

71 Invoice Line Item Maintenance After the heading information has been entered, the line items or body of the invoice is entered. Each line includes the following information: In the Seq field... Use this field to assign a line sequence number to the invoice item or to access any existing invoice item number directly. Enter a number from 1 to 999. Press Return to automatically assign the next sequence number. Press F4 in this field when the line item input is complete. When the sequence number already exists, the line information is displayed. To make changes, use the F2 key to move back to any field in the line. Each press of the key moves you back through the fields one at a time. In the GL Number field... When the General Ledger is installed: Enter a valid general ledger number that (usually) represents the revenue posting account for this detail line. Press F3 to select from a list of all valid GL numbers. Press Return to use the GL number associated with the distribution code. The description of the account number is displayed. In the Date field... Enter the date of service or delivery of the product. Press Return to use the invoice date. This date has no effect on the general ledger posting for the invoice. In the Memo field... Enter a description of up to thirty characters to describe the product or service identified by the line. This description will print on the invoice. In the Qty field... Optional Enter the quantity for the invoice detail line, if applicable. The default is zero. Example Enter the number of hours if this is a labor charge that is billed per hour. 4-6 Simple Invoice Entry

72 In the Price field... Optional Enter the price per unit for the invoice detail line, if applicable. The default is zero. Example Enter the price per hour when it represents a labor charge that is billed by the hour. In the Extension field... This field is optional. Enter the extension price. Press Return to accept the total of Qty times Price. The following prompt is issued: <CR>=OK, <F2>=Modify, <D>=Delete Press Return when the line is correct. You are returned to the Seq field where you can enter other invoice items or exit to the main menu. Press F2 to return to the field you want to change. After making the correction, press F4 to exit the line. Enter Delete to remove the line. When you have finished making invoice entries, press F4 in the Seq field. The following prompt is issued: Is the Above Information Correct? Enter Y when the invoice detail is correct. The system will return to the Invoice No. field where you may enter another invoice or press F4 to return to the Accounts Receivable main menu. Enter N to change any line(s). You are returned to the Seq field. Enter List to list all detail lines in their proper sequence. Enter Review to view the detail lines one at a time. Enter Total to view a total of all quantities and extensions for the invoice. Enter Delete to remove all heading and detail information for the invoice. Operations 4-7

73 Simple Invoice Printing Simple Invoice Printing Function All entered invoices are printed through Simple Invoice Entry. This task allows you to restart from a selected invoice and to print on 8-1/2 by 11 continuous paper. Special forms are not required. Refer to Appendix A for a sample copy of the printed invoices. To access the Simple Invoice Printing task... Select Task 2 from the Accounts Receivable main menu. 4-8 Simple Invoice Printing

74 About the Fields In the Restart <Y/N> field... Enter Y to restart the invoice printing beginning with a specific invoice number. Enter N to start printing from the first invoice number (this is the normal option). Press F4 to return to the menu. NOTE: The restart option is only used in the event of a paper jam or a torn invoice. Using the Graphical Interface: Click on the check box to indicate Yes, restart invoice printing. Press Enter to leave blank and proceed to the next field. In the Invoice Number field... Enter a valid invoice number to restart printing. This option is only used when the restart question is answered Y. In the Message field... Optional Enter a general message of up to thirty characters in length to be printed at the bottom of each invoice. Example Messages announcing changes in company policies or special events can be printed on all invoices. In the Number of Copies field... Enter the number of copies you want to print for each invoice. This option is valuable when you are printing on single sheet paper and require more than one printed copy. The following prompt is issued: Is The Above Information Correct? Enter Y to print the invoices. Enter N to change the information. Press F4 to return to the menu. Operations 4-9

75 Do You Want To Print A Test Pattern? Enter Y to print a test pattern as an aid in aligning the forms. Enter N to start printing the invoices. Press F4 to return to the menu without printing. NOTE: You may print a test pattern as many times as necessary in order to line up the forms properly. Printing As the invoices print, the invoice number is displayed on the screen to indicate the progress of the printing Simple Invoice Printing

76 Simple Invoice Register Simple Invoice Register Function The Simple Invoice Register prints a register of all invoices entered through Simple Invoice Entry (including voided invoices). There are no entry fields with this task. The register begins printing as soon as you respond affirmatively to the prompt. Refer to Appendix A, for a sample copy of the printed register. To access the Simple Invoice Register... Select Task 3 from the Accounts Receivable main menu. Operations 4-11

77 The prompt issued reads: Do You Want To Print the Simple Invoice Register? Enter Y to print the register. Enter N to return to the menu without printing. Printing As the register is being printed, the invoice numbers are displayed on the screen to show the progress of the printing. Once the register is printed, the following prompt is issued: Are You Ready To Update The Invoice Register? Enter Yes to update the invoices. Enter No to return to the menu without updating. NOTE: If you do not update the register at this time it is necessary for you to run the register again in order to update the invoices on this register. Updating The act of updating posts the total of each invoice to the accounts receivable open invoice file. Prompt payment discount amounts and due dates are calculated based on the terms code associated with each invoice. The update also posts the extension amount from each invoice detail line to the general ledger sales account defined for each line. The offset posting for the total of all invoice detail line amounts is made to the receivables account defined by the distribution code associated with each invoice. As each invoice is updated, the invoice number is displayed on the screen to indicate the progress of the update Simple Invoice Register

78 Cash Receipts Entry Cash Receipts Entry Function The Cash Receipts Entry task allows entry of payments and adjustments to a customer s account. The heading section defines the customer, date and transaction information. Once the heading information has been entered, this task has two separate displays that allow invoice entry or general ledger postings. The AR Distribution display allows application of payments and credits to invoices and on-account. The GL Distribution display allows posting of miscellaneous transactions directly to general ledger accounts. To access the Cash Receipts Entry... Select Task 4 from the Accounts Receivable main menu. Operations 4-13

79 About the Fields NOTE: The AR Distribution and GL Distribution displays occupy the same area of the screen. Toggle back and forth between the two by entering your choice at the exit prompt after filling in the header information. Customer Information In the Receipt Date field... Enter the date that the receipt is posted to the general ledger. Press F4 to return to the Accounts Receivable main menu. The Cash Receipts Register is sorted by Receipt Date to allow you to associate receipts transactions with their corresponding general ledger postings. The Receipt Date is also used to determine whether or not a discount has expired for a particular invoice. Because the Receipt Date is also used to identify cash being applied on-account, only one on-account payment may be made per customer per receipt date. Change the Receipt Date field to make subsequent on-account payments for a customer. In the Customer Number field... Enter a valid customer number. Press F3 to select from a list of all valid customers. Press F4 to return to the Receipt Date field. In the Name field... Display only. Shows the name of the customer whose number you entered in the Customer Number field. In the Cash Rec Code field... Enter a valid three-character cash receipts code. Press F3 to select from a list of all valid codes. The description of the code is displayed. This code is used to determine the cash account in the general ledger and parameters that affect the processing. Refer to Cash Receipts Code Maintenance task later in this section. In the Check No field... Enter a check number or any other identifying number. If this transaction was entered and not yet updated, the remaining heading information is displayed. Otherwise the following message is displayed: 4-14 Cash Receipts Entry

80 Is This A New Record? Enter Y to proceed with the entry of the transaction. Enter N to discontinue the entry and return to the Cash Rec Code field. In the Cash/Check field... Enter C to indicate a check. Enter $ for a cash transaction. NOTE: If the selected cash receipts code has its Cash parameter set to N, entry of a deposit amount into the Amount field is prohibited. This is a control provided for adjustment type transactions (e.g. application of credit memos or balance write-offs). In the ABA No field... Optional Enter the bank identification number from the check. This optional field prints on the Cash Receipts Register and is helpful in preparing the deposit slip. In the Amount field... Enter the amount of cash received. Adjustments, credit memos and other transfer transactions may not require a cash amount, depending on how the cash receipts code is defined. (Refer to note for Cash Rec Code.) The following prompt is issued: Is The Above Information Correct? Enter Y when the heading information is correct. The invoice payment fields are displayed. Enter N to change the information beginning with the Cash Rec Code field. Enter Delete to remove the entire transaction. In the Balance field... Display only. Shows the balance remaining to be applied to an invoice. Operations 4-15

81 NOTE: A cash receipt transaction cannot be completed until this amount is equal to zero, thereby providing a check that your transaction is in balance. AR Distribution Information In the Invoice field... Enter a valid invoice number for the customer. Enter L to select from a list of invoices on record for this customer. The following prompt is issued: <CR>=List Invoices, <O>=List On-Account Press Return to view all invoices. Records Enter the letter O to view only those invoices on-account. Enter A to automatically apply available cash amounts to open invoices, beginning with the oldest unpaid invoice. Press F3 to apply cash on-account for the customer. The system will assign a number to the invoice such as: OAymmdd. (For instance: OA40331 for an invoice created in the year of 2004, during the month of March, on the 31st day.) Press F4 when completing invoice entries. Invoices are displayed with the invoice date, due date, current invoice amount and available payment terms discount. An invoice originally created with a terms discount is displayed if the cash receipts date is not after the discount due date. When selecting individual invoices for payment, entries may be made for each of the following fields: In the Applied field... Enter the amount of cash you want to apply to this invoice. Press Return to apply cash up to the amount of the invoice, less available discount. If the cash is less than the invoice balance, the remaining amount is applied when pressing Return. In the Discount field... Enter the amount of discount to be applied to the invoice. Press Return to apply the available discount shown Cash Receipts Entry

82 NOTE: The discount amount for an invoice is shown only when the cash receipts date is earlier than the discount expiration date as determined by the terms code associated with the invoice. In the Balance field... Display only. The remaining invoice balance is automatically calculated and displayed. When you finish with the line entries, the following prompt is issued: <CR>=OK, <F2>=Modify, <D>=Delete Press Return to accept the line entries. Press F2 to make changes to the line. Enter D to remove the line from the Cash Receipts Entry. Once all entries to the line are accepted, the following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct. Enter N to make a change. Enter GL to move to the GL Distribution display. (Refer to the GL Distribution Information parameter for more information.) Enter Delete to remove the entire transaction and return to the Customer No field. You may make another entry or exit to the Main menu. Applying On-Account Cash to Open Invoices When using an existing on-account amount to pay invoices and there are no external funds being received, you should enter zero for the Amount field in the heading. Proceed with data entry as follows: 1. Apply payment to invoices in the usual manner. This will cause the Balance field in the heading to accumulate a negative amount if a zero deposit amount was originally entered. 2. Enter the letter L at the Invoice field to view the on-account invoices. 3. Enter O when the prompt reads: Press <Enter> To List Invoices or O to List On-Account Records [_]. Operations 4-17

83 4. Type the on-account invoice number (OAymmdd) in the Invoice field and apply a negative amount to the on-account invoice in the same amount as applied to the invoices that were paid. An existing on-account amount normally appears as a negative number that indicates a credit to the customer s account. To use on-account, you apply a matching negative amount. As a result, the Balance field in the header is increased. Applying Credit Memos to Open Invoices When using an existing credit memo amount to pay invoices external funds are not being received, you should enter zero for the Amount field in the heading. Proceed with data entry as follows: 1. Apply payment to open invoices in the usual manner. 2. Call up the credit memo to be applied by entering its number at the Invoice field. 3. Apply a negative amount to the credit memo in the same amount as applied to the invoices that were paid. Credit amounts normally appear as negative numbers indicating a credit to the customer s accounts. To use the credit, you apply the matching negative amount. The Balance field in the header is increased as a result. In a cash receipts transaction where cash is not actually received, the general ledger postings normally created by the application of payment (i.e. Debit to Cash, Credit to Receivables) are offset by the postings created when the credit is applied as payment (i.e. Debit to Receivables, Credit to Cash). The net result is that general ledger postings are not created. This is the desired result as the credit to receivables (and debit to sales) was made at the time the credit memo was originally updated. GL Distribution Information In addition to applying payment to individual invoices, the Accounts Receivable module allows you to enter general ledger postings as part of the cash receipts process. Entering GL when prompted at the bottom of the Cash Receipts Entry screen activates this function Cash Receipts Entry

84 NOTE: GL Distribution is a parameter that is set when defining cash receipts codes. Refer to the Cash Receipts Codes Maintenance later in this section. General ledger postings allow you to apply a remaining cash balance (or deficit) to a general ledger account(s), as in the case of writing off a non-collectible receivable item or granting additional discount on an invoice. The GL Distribution display is useful when receiving cash that has no related sales transaction, such as a refund or general-purpose deposit. To facilitate the receipt of cash from miscellaneous sources, you should set up a special customer for this purpose called Miscellaneous Cash and use when appropriate. About the Fields In the GL Account field... Enter a valid general ledger account. Press F3 to select from a list of valid accounts. Press F4 to access the prompt that allows you to return to the AR Distribution display. The description of the account is displayed. In the Amount field... Enter the amount to be posted to this general ledger account. Debits are indicated by positive numbers. Credits are indicated by negative numbers. When you finish with the line entries, the following prompt is issued: <CR>=OK, <F2>=Change, <D>=Delete Press Return to accept the line entries. Enter D to remove the line from the GL Distribution entry. Press F2 to make changes to the line. Press F4 when you complete the GL entries. Once all entries to the line are accepted, the following prompt is issued: Is The Above Information Correct? Operations 4-19

85 Enter Y when the above information is correct. You are returned to the GL Account field. Enter N to make a change. Changes are made by re-entering the general ledger account number and entering a different amount or entering zero to erase the previous entry. Enter AR to return to the AR Distribution display. Handling Checks with Non-sufficient Funds Checks received with non-sufficient funds are generally not discovered until after the cash receipts are updated and the checks are deposited in the bank. When this occurs, you must make adjustments to the accounts receivable open invoice file and the general ledger as follows: 1. Refer to Accounts Receivable Utilities in the Operations section for instructions on how to enter the required information. You must have a security level of nine in order to access the utilities menu ARX. Use the Conversion Invoice Entry task to reinstate the invoice(s) that were paid by a bad check. Make sure you update only the open invoice file and not the general ledger (this would result in an incorrect posting). 2. Reverse the general ledger postings created by the cash receipts update process. To do this, use the Cash Receipts Entry task to give the invoice a zero deposit amount and use the GL Distribution display to adjust the general ledger accounts. When paid invoices have a balance remaining or have not been purged from the open invoice file, they may be reinstated by performing Cash Receipts Entry using a negative deposit in the same amount as the bad check. Apply a negative amount for each invoice that was previously paid until the deposit balance is zero. Proceed with the Cash Receipts Register and update. This will both reinstate the invoices to their previous amounts and reverse the original general ledger postings that were made Cash Receipts Entry

86 Cash Receipts Register Cash Receipts Register Function The Cash Receipts Register prints a report of all cash receipts transactions entered through the Cash Receipts Entry task. If correct, all transactions are posted to the customer accounts, general ledger and optionally, the Accounts Payable s Bank Reconciliation system. Refer to Appendix A, for a sample copy of the printed register. To access the Cash Receipts Register... Select Task 5 from the Accounts Receivable main menu. Operations 4-21

87 About the Fields In the Sequence field... Enter C to print the register by cash receipt code. Enter D to print the register by receipt date. The following prompt is issued: Is the Above Information Correct? Enter Y when the information is correct and proceed with the printing. Enter N and return to the Sequence field. Once the register is printed, the following prompt is issued: Are You Ready To Update The Cash Receipts Register? Enter Yes when the register printed correctly and to proceed with the update. Enter No when the update should be postponed and to return to the Accounts Receivable menu without updating Cash Receipts Register

88 Updating For each customer on the register, the amounts entered in the Cash Receipts Entry task are posted to their open invoices or on-account. The general ledger is posted as follows: a) The cash account is determined by the cash receipts code. b) The accounts receivable account is determined by the distribution code associated with the invoice when it was entered, not the current distribution code associated with the customer. c) The terms discount account is determined by the cash receipts code associated with each cash receipt transaction. d) In the case of cash posted on-account, the default distribution code associated with the customer determines the accounts receivable account. e) Miscellaneous general ledger transactions are posted to the accounts entered through the Cash Receipts Entry GL Distribution display. f) Transactions are written to the Cash Receipts History files. When you have the Accounts Payable s Bank Reconciliation and the Accounts Receivable module is interfaced to it, (Refer to Accounts Receivable Parameter Maintenance), a record of the cash received is posted to it. The month-to-date and/or next month cash receipt totals that appear at the bottom of the Cash Receipts Register are also updated at this time. Operations 4-23

89 Aging Report Aging Report Function The Aging Report prints an aged trial balance of customer accounts in either numeric or alphabetic sequence, with the option of displaying detail or summarized information for each customer. Refer to Appendix A, for a sample copy of the printed report. To access the Aging Report... Select Task 6 from the Accounts Receivable main menu Aging Report

90 About the Fields In the Aging Date field... Enter the date upon which aging is based. In the Age On Due Date Or Invoice Date field... Enter D to age all invoices based on their due date. Enter I to age all invoices based on their invoice date. NOTE: When using the aging report to help determine whether or not a customer should be assessed finance charges, pay close attention to the date selected for aging. In the Future Aging field... Enter Y to include all invoices and payments regardless of their dates. Enter N to exclude any accounts receivable transactions that occurred after the aging date for the report being run, such as a payment received after the end of the period. NOTE: For an aging report that can be used to balance the accounts receivable general ledger account, select I in the Age On Due Date Or Invoice Date field and N in the Future Aging field. Using the Graphical Interface: Click on the check box to indicate Yes, include all invoice and payments. Press Enter to leave blank and proceed to the next field. In the Customer Or Salesperson Order field... Enter C for a report sorted by customer number. Enter S for a report sorted by salesperson code. In the Sort Sequence field... Enter A to sort in alphabetical order. Enter N to sort in numeric sequence by customer order numbers. In the Beginning With field... Enter the first customer number to begin the report. Press F1 to start with the first on file. Press F3 to select from a list of all valid customers. Operations 4-25

91 In the Ending With field... Enter the last customer number or salesperson code to end the report. Press F1 to end with the last on file. -or Press F3 to select from a list of all valid customers. NOTE: The Beginning and Ending fields represent lower and upper ranges that are printed, regardless of whether the report is printed in alphabetic or numeric sequence. In the Update Customer Aging Summary field... Enter Y to update customer information. Enter N to print the report without updating customer information. Using the Graphical Interface: Click on the check box to indicate Yes, include all invoice and payments. Press Enter to leave blank and proceed to the next field. In the Summary Or Detail field... Enter S to print a single line for each customer. Enter D to print all open invoices for each customer. In the Include Customer Comments field... Enter Y to include comments on the report that are associated with the customer. Enter N to print the report without customer comments. Using the Graphical Interface: Click on the check box to indicate Yes, include comments associated with the customer. Press Enter to leave blank and proceed to the next field. In the Age Credits field... Enter Y to include credit balances on the printed report. Enter N to print the report without credit balances Aging Report

92 Using the Graphical Interface: Click on the check box to indicate Yes, include credit balances on the printed report. Press Enter to leave blank and proceed to the next field. In the Fixed Size Aging Periods field... Enter Y to use fixed size for all buckets. Enter N to enter date for each bucket separately. Using the Graphical Interface: Click the check box to indicate Yes, and the system will automatically calculate using aging date and aging period size. Enter N to access aging periods and changes the dates. In the Aging Period Size field... Enter the number of days for each aging bucket. The number must be at least one (1) and can range up to 999. The system prompts: Is The Above Information Correct? Enter Y to print the report. Enter N to change the print options. Press F4 to return to the menu. Printing As the Aging Report prints, the aging summary figures are recalculated for each customer and written to the Customer Masterfile when the response to the Update Customer Aging question is Yes. Operations 4-27

93 Aging Analysis Report Aging Analysis Report Function The Customer Aging Analysis Report provides information on selected customers accounts receivable balance by aging period. Information is available by either average days to pay or balance by aging period. The report is available by customer number or alternate sequence sort. Refer to Appendix A,for a sample copy of the printed report. To access the Aging Analysis Report... Select Task 7 from the Accounts Receivable main menu Aging Analysis Report

94 About the Fields In the Report Basis field... Enter D to select customers based on the average number of days to pay. Enter A to select customers to print based on their current aging balance for the various aging categories (i.e. 30, 60, 90, etc.). In the Days field... Enter the number of days that a customer must have in average days to pay in order to be included on the report. Enter the number of the aging period (Future/Current/30/60/90/120) for which a customer must have a balance due in order to be included on the report. Example When you select D in the Report Basis field and enter 45 for the Days field, only customers with average days to pay of 45 or greater are included on the report. When you select A in the Report Basis field and enter 90 for the Days field, only customers with a balance of 90 days or greater are included on the report. In the Report Sequences field... Enter A to print the report sorted by customers in alternate sequence. Enter C to print the report sorted in customer number sequence. In the Beginning Customer field... Enter a number representing the first customer number to print. Press F1 to begin with the first customer in the file. Press F3 to select from a list of all valid customer numbers. In the Ending Customer field... Enter a number representing the last customer number to include on the report. Press F1 to end with the last customer on file. Press F3 to select from a list of all valid customer numbers. NOTE: The Begin With and End With fields represent a lower and upper range of customer numbers to print regardless of whether the report is printed in alphabetic or numeric sequence. Operations 4-29

95 In the Beginning Alt Seq field... Enter a number representing an alternate sequence of customer numbers. Press F1 to begin with the first customer number of file. In the Ending Alt Seq field... Enter a number representing the end of the alternate sequence list of numbers. -or Press F1 to end with the last customer number on file. The following prompt is issued: Is The Above Information Correct? Enter Y when the report options are set correctly and proceed with the printing. Enter N when the options are incorrect and you want to make a change. Press F4 to return directly to the menu without printing the report. Printing As the report prints, customer numbers are displayed on the screen to show the progress Aging Analysis Report

96 Age Accounts Receivable Transactions Function Age Accounts Receivable Transactions When the Accounts Receivable Aging Report is printed, the aging summary figures are recalculated for each customer and written to the Customer Masterfile. To recalculate the aging summary figures without printing an Aging Report, use the Age Accounts Receivable Transactions task. When desired, this task will also perform aging for a single customer or series of customers. To access the Age Accounts Receivable Transactions... Select Task 8 from the Accounts Receivable main menu. Operations 4-31

97 About the Fields In the Aging Date field... Enter the date upon which aging is based. In the Beginning Customer field... Enter the customer number with which to start the report. Press F1 to start with the first customer number on file. Press F3 to select from a list of all valid customer numbers. In the Ending Customer field... Enter the customer number with which to end the report. Press F1 to end with the last customer number on file. Press F3 to select from a list of all valid customer numbers. The following prompt is issued: Is The Above Information Correct? Enter Y to perform the aging. Enter N to change the aging options. Press F4 to return to the Accounts Receivable main menu Age Accounts Receivable Transactions

98 Accounts Receivable Reports Accounts Receivable Reports Menu Function The reports and listings available to the Accounts Receivable module have all been gathered together in this task to make it easier for you to access them. Use this task when you want to print labels or ledger cards, etc., or to print customer information of several types. To access the Accounts Receivable Reports... Select Task 10 from the Accounts Receivable main menu. Operations 4-33

99 About the Accounts Receivable Reports Menu To print any report or listing on this menu, enter the number assigned to the task in the Enter An Option field. Customer Cross-Reference Report The Customer Cross-Reference Report task prints customer numbers and names in two sequences on the same page. The left column shows customers in number sequence. The right column shows customers listed in their alternate sequence, as defined by the Alt Seq field in the Customer Masterfile. Refer to Appendix A, for a sample copy of the printed report. The following prompt is issued: Do You Want To Print The Customer Cross Reference Report? Enter Y if you want to print the report. Enter N to return to the Accounts Receivable Maintenance menu. Printing As the report prints, customer numbers are displayed on the screen to show its progress Accounts Receivable Reports

100 Customer Label Printing The Customer Label Printing task prints mailing labels for each customer based on the options entered. The label format is adjustable and is specified in the Accounts Receivable parameters. Refer to Appendix A, for a sample copy of the printed labels. In the Label Seq field... Enter N to print labels in customer number sequence. Enter A to print labels in customer alternate sequence. Enter Z to print labels in customer zip code sequence. Press F4 to return to the Accounts Receivable Reports Menu. In the Labels Per Record field... Enter the number of labels you want to print for each customer record. Example When you select 6 labels per record and you have 100 customers, you will receive 6 labels for each customer for a total of 600 labels. In the Label Code field... Enter a label code to print labels for customers with that code. The label code is set up for each customer in the Customer Maintenance task. Press F3 to print labels for all customers in the selected sequence. Operations 4-35

101 In the Restart field... Enter N to print all customer labels from the first through the last. Enter Y to restart label printing by selecting a range of customers. When you entered Y in the Restart field, the next two fields are activated. Using the Graphical Interface: Click on the check box to indicate Yes, restart customer label printing. Press Enter to leave blank and proceed to the next field. In the Enter Beginning Info field... Enter the starting customer number, alternate sequence name or zip code (depending on Label Type). Labels will start printing from this information. Press F1 to start with the first possible record. In the Enter Ending Info field... Enter the customer number, alternate sequence name or zip code (depending on Label Type). Labels will print through this information. Press F1 to end with the last possible record. In the Enter Beginning Alt Seq field... Enter beginning alpha selection. Press F1 for the first record. In the Enter Ending Alt Seq field... Enter ending alternate sequence. Press F1 for the last record. In the Enter Beginnning ZIP Code field... Enter starting ZIP code. Press F1 for the first record. In the Enter Ending ZIP Code field... Enter ending ZIP Code number. Press F1 for the last record Accounts Receivable Reports

102 The following prompt is issued: Is The Above Information Correct? Enter Y when all information is correct. Enter N to return to the Label Sequence field. Press F4 to return to the Accounts Receivable Reports Menu. When you select Y to answer the prompt, another prompt is issued: Do You Want To Print A Test Pattern? Enter Y to print a test pattern on the printer to assist in aligning the labels. You may print a test pattern as many times as is required to align the labels. Enter N to start printing the labels without a test pattern. Press F4 to return to the Accounts Receivable Reports Menu. Printing The customer number is displayed on the screen as the labels are printed. Customer Name Listing The Customer Name Listing task prints account numbers and names for customers by selected salesperson, territory, terms code, or customer type. Refer to Appendix A, to view sample copies. In the Report Sequence field... Enter M to print customer names by terms code. Enter S to print names by salesperson code. Enter T to print names by territory code. Enter Y to print by customer type. Operations 4-37

103 Press F4 to return to the Accounts Receivable Reports Menu. In the Beginning Terms Code field... Enter the starting terms code, salesperson code or territory code (depending on Report Sequence). The report will start printing from this code. Press F1 to start with the first possible code. In the Ending Terms Code field... Enter the last terms code, salesperson code or territory code (depending on Report Sequence). The report will print through this code. Press F1 to end with the last possible code. In the Beginning Salesperson Code field... Enter beginning salesperson code. Press F1 to begin with the first code on file. Press F3 to select from the list of codes. In the Ending Salesperson Code field... Enter ending salesperson code. Press F1 to end with the last possible salesperson code. Press F3 to select from the list of codes. In the Beginning Territory Code field... Enter beginning territory code. Press F1 to begin with the first territory code on file. Press F3 to select from a list of codes. In the Beginning Customer Type Code field... Enter the beginning customer type code. Press F1 for the first possible customer type code. Press F3 to select from the list of codes Accounts Receivable Reports

104 In the Ending Customer Type Code field... Enter the ending customer type code. Press F1 for the last possible customer type code. Press F3 to select from the list of codes. The following prompt is issued: Is The Above Information Correct? Enter Y when all information is correct. Enter N to return to the Report Sequence field. Press F4 to return to the Accounts Receivable Reports Menu. Printing The customer number is displayed on the screen as the report is printed. Customer Detail Listing The Customer Detail Listing task prints a detail listing of customer information for all customers. This task is used primarily to verify the information entered in the Customer Masterfile during the installation process. Refer to Appendix A, for a sample copy of the listing. In the Beginning Customer field... Enter the beginning customer number. Operations 4-39

105 Press F1 to select the first customer number on record. Press F3 to select from a list of all valid customer numbers. In the Ending Customer field... Enter the ending customer number. Press F1 to select the last customer number on record. Press F3 to select from a list of all valid customer numbers. In the Include Comments field... Enter Y to include comments on the listing. Enter N to print the listing without comments. Using the Graphical Interface: Click on the check box to indicate Yes, include comments. Press Enter to leave blank and proceed to the next field. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and proceed with printing. Enter N to make a change to the options. Press F4 to return to the Accounts Receivable Reports Menu. Printing The customer numbers is displayed on the screen as the listing is printed Accounts Receivable Reports

106 Customer Comments Listing The Customer Comments Listing task prints customer comments as set up in the Customer Maintenance task, selected by salesperson or territory. Refer to Appendix A, for a sample copy of the listing. In the Report Sequence field... Enter S to print customer comments by salesperson code. Enter T to print customer comments by territory code. Press F4 to return to the Accounts Receivable Reports Menu. In the Beginning Salesperson Code field... Enter the beginning salesperson code or territory code (depending on Report Sequence). The report will start printing from this code. Press F1 to begin with the first possible code. Press F3 to select from a list of all valid codes. In the Ending Salesperson Code field... Enter the last salesperson code or territory code (depending on Report Sequence). Press F1 to end with the last possible code. Press F3 to select from a list of all valid codes. In the Beginning Territory Code field... Enter the first territory code on file. Press F1 to begin with the first possible code. Press F3 to select from a list of all valid codes. Operations 4-41

107 In the Ending Territory Code field... Enter the last territory code on file. Press F1 to end with the last possible code. -or Press F3 to select from a list of all valid codes. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and proceed with the listing. Enter N to make a change to the options. Press F4 to return to the Accounts Receivable Reports Menu. Printing The customer number is displayed on the screen as the report is printed. Customer Name and Address Listing The Customer Name and Address Listing task prints an alphabetic or numeric listing of all customer names, addresses and telephone numbers. Refer to Appendix A, for a sample copy of the printed listing. In the Customer/Alt Sequence field... Enter C to print the report in customer number sequence. Enter A to print the report by alternate sequence. In the Beginning Customer field... Enter the customer number/alternate selection with which to start the report. Press F1 to start with the first customer number/alpha selection on file. Press F3 to select from a list of all valid customers Accounts Receivable Reports

108 In the Ending Customer field... Enter the customer number/alpha selection with which to end the report. Press F1 to end with the last customer number/alpha selection on file. Press F3 to select from a list of all valid customers. In the Beginning Sequence Code field... Enter beginning sequence code. Press F1 to begin with the first code on file. Press F3 to select from a list of valid codes. In the Ending Sequence Code field... Enter the ending sequence code. Press F1 to end with the last code on file. Press F3 to select from a list of valid codes. The following prompt is issued: Is The Above Information Correct? Enter Y to print the report. Enter N to change any of the report options. Press F4 to return to the Accounts Receivable Reports Menu. Operations 4-43

109 Customer Ledger Card Listing The Customer Ledger Card Listing task lists all outstanding invoices, up to a selected date, for a range of customers. The information shown includes invoice number, date, date due, invoice amount, amount applied and invoice balance. Refer to Appendix A, for a sample copy of the printed cards. In the Beginning Customer field... Enter the number of the first customer for which a ledger card is desired. Press F1 to begin with the first customer on file. Press F3 to select from a list of all valid customers. Press F4 to return to the Accounts Receivable Report Menu. In the Ending Customer field... Enter the number of the last customer for which a ledger card is desired. Press F1 to end with the last customer on file. Press F3 to select from a list of all valid customers. In the Through Date field... Enter the date through which transactions should be included. Press Return to use the terminal date Accounts Receivable Reports

110 Period-End Processing AR Period-End Processing Menu Function The Period-End Processing menu provides access to the tasks that are part of the accounts receivable period-end process. Other than the Period-End Update task itself, any of these selections may be run on demand at any time. Shown above is the menu as it exists for the standard software. Your module may show a different list of tasks, depending on how it was installed or the custom changes that were made. To access the Period-End Processing menu... Select Task 11 from the Accounts Receivable main menu. Operations 4-45

111 About the Period-End Processing Tasks To access any task on this menu, enter the number assigned to the task in the Enter An Option field. Aging Report The Period-End Processing Aging Report is exactly the same as that which is documented as part of the Accounts Receivable main menu in the previous Aging Report section. It appears on both the main menu and the period end menu solely for the convenience of the operator. Finance Charge Creation The Finance Charge Creation task automatically creates finance charge invoices for customers based on days overdue, invoice amount, finance charge rate and minimum finance charge amount. This is the first step of applying finance charges to customer accounts, followed by the printing of the Finance Charge Register and the update. Finance charges for individual customers may also be entered or modified using the Finance Charge Entry task. In the Date field... Enter a valid date. Press F4 to return to the Period-End Processing Menu. This date is the accounting date of the finance charge. The due date and days overdue are calculated using this date as a base and the assigned terms code Period End Processing

112 In the Days Overdue field... Enter the number of days that an invoice must be overdue in order to have finance charges applied. The days overdue are calculated from the finance charge date entered in the Date field. Open invoices dated on or before this date are considered for finance charges. Example For instance, when the finance charge date is 12/30/04 and the days overdue is 60, only open invoices with due dates on or before 10/31/04 are considered for finance charge calculation. In the Minimum Invoice Amount field... Enter the minimum dollar amount for an invoice to be considered for finance charge calculation. Example Enter to consider invoices which are $10.00 or greater for finance charges. In the Finance Charge % field... Enter the percentage rate to be used in finance charge calculation. This is the percentage rate that applies to this particular application of the finance charge. Example Enter 1.25 to calculate finance charges of 1.25% (.0125). When an overdue invoice is $150 and the finance charge percent is 1.25, the amount of the finance charge is $1.88. In the Minimum Finance Charge Amount field... Enter the smallest finance charge amount that is to be applied to an invoice. When a calculated finance charge is smaller than this amount, it is replaced with the minimum finance charge amount. In other words, whenever a finance charge is applied, it is this amount or greater. Example When you enter 1.00, finance charges less than $1.00 are not applied to eligible invoices. Operations 4-47

113 In the Distribution Code field... Enter a valid general ledger distribution code. Press F3 to select from a list of all valid distribution codes. This code will determine the general ledger postings for the accounts receivable and finance charge revenue accounts, when selected as part of the update process. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of all valid terms codes. This code will determine the due date of the finance charge based on the finance charge date. The following prompt is issued: Is The Above Information Correct? Enter Yes when the above information is correct. Enter No to make a change to the selections. Enter Purge to clear all previously created finance charges that have not been updated. Press F4 to return to the menu. Processing The task will search through all open accounts receivable invoices. The invoice number being examined is displayed on the screen. When the invoice is overdue, the balance is checked for minimum size. If the balance is large enough, the finance charge amount is calculated. When the finance charge amount is large enough, a finance charge record is created. NOTE: Finance charges generated through this process may be modified or deleted using the Finance Charge Entry task prior to updating the Finance Charge Register Period End Processing

114 Finance Charge Entry The Finance Charge Entry task allows you to enter finance charges for individual customers or modify finance charges automatically created by the Finance Charge Creation task. This task may be run after reviewing the Finance Charge Register in order to adjust the finance charges for specific customers. NOTE: This task is the same as the Conversion Invoice Entry task, and uses the same data entry file. Therefore, care should be taken to separate the Finance Charge Entry process from the Conversion Invoice Entry process. In the Customer Number field... Enter a valid customer number. The associated customer name also appears automatically. Press F3 to select from a list of all valid customer numbers. Press F4 to return to the menu. Operations 4-49

115 In the Invoice Number field... Enter a seven-digit invoice number that is used to identify the finance charge transaction. When the invoice has already been updated to the Accounts Receivable Open Invoice file, you will not be able to enter the transaction. To adjust invoices, refer to the Cash Receipts Entry or Simple Invoice Entry tasks. In the Distribution Code field... Enter a valid distribution code. The description of the code is displayed. Press Return to accept the code associated with the customer. (Refer to the Customer Maintenance task in the Accounts Receivable Maintenance section.) Press F3 to select from a list of all valid distribution codes. The distribution code determines the general ledger account numbers for finance charge revenue, accounts receivable and discounts when the finance charge is updated. NOTE: You may want to define a distribution code called FC just for finance charges. Refer to the Distribution Code Maintenance task for more information. In the Terms Code field... Enter a valid terms code. The description of the code is displayed. Press Return to use the default terms code associated with the customer. (Refer to the Customer Maintenance task in the Accounts Receivable Maintenance section.) Press F3 to select from a list of all valid terms. The terms code will determine the due date and discount due date for the finance charge, using the invoice date as a reference point. Normally, finance charges are set up with terms code of net or due on receipt. In the Invoice Date field... Enter the date that the finance charge is to be posted to general ledger. This date is used as the reference point by the terms code to determine the due date and discount due date of the finance charge. These dates are displayed and may be overridden if desired. In the Invoice Due field... Enter the date that the finance charge is due. Press Return to accept the default Period End Processing

116 In the Discount Due field... Enter the date through which the customer may take the discount. Press Return to accept the default. Discounts are not generally offered on finance charges. In the Invoice Type field... Enter F when the transaction is a finance charge. In the Amount field... Enter the total amount of the finance charge. When adjusting a finance charge that was generated automatically by the Finance Charge Creation task, this becomes the new amount. In the Discount field... Enter the amount of discount available on this finance charge, if applicable. NOTE: Discounts are recorded as memo amounts only at this point. They are not posted to general ledger until after they are actually taken. This is determined during cash receipts processing. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct. Enter N to make a change to the entry. Enter Delete to erase the finance charge from the data entry file. Operations 4-51

117 Finance Charge Register The Finance Charge Register task prints a report of all calculated finance charges prior to making postings to the customers accounts. Included are all finance charges automatically created by the Finance Charge Creation task and manually entered through the Finance Charge Entry task. Finance charges may be optionally posted to the general ledger. Refer to Appendix A, for a sample copy of the printed register. NOTE: Because the Finance Charge Register is printed from the same file as that used by the Conversion Invoice Register, each of these processes should be run separately to avoid confusion between them. The following prompt is issued: Do You Want To Print The Finance Charge Register? Enter Yes to print the register. Enter No to return to the menu without printing. NOTE: Any finance charge that is automatically generated through the Finance Charge Creation task may be modified or deleted using the Finance Charge Entry task prior to updating the Finance Charge Register Period End Processing

118 Do You Want To Update The General Ledger From This Register? Enter Yes to update the general ledger. A general ledger summary page will print for your inspection. You must also update the Finance charge Register in order for the general ledger postings to take place. Enter No, if you do not want to post transactions to the general ledger but still have them added to the customer s open invoice files when the Finance Charge Register is updated. Press F4 to return to the menu without updating anything. Printing The customer numbers are displayed on the screen as the register is printed. After printing and inspecting the register, you may choose whether or not to update the selection when the system issues this prompt: Are You Ready To Update The Finance Charge Register? Enter Yes to post the result of the finance charge calculation to the customer s A/R Open Item files and create general ledger postings. Enter No to return to the A/R Period-End Processing Menu without updating. Transactions will remain unposted in the A/R open invoice file until the Finance Charge Register is updated. Updating The finance charges are posted to the customers accounts. When the option is selected to post to general ledger and the Finance Charge Register is also updated, the amount of the finance charge is debited to the accounts receivable account and credited to the revenue account. The accounts set up for the finance charge distribution code in the Accounts Receivable Distribution Code Maintenance task will be used. Where individual finance charges are entered using the Finance Charge Entry task, the distribution code established for each of those entries is used. Operations 4-53

119 Customer Statements The Customer Statements task selects and prints customer statements. Statements may be printed only for those customers who have the Statements field set to Y in the Customer Masterfile. Zero and credit balance statements are not printed, nor are the paid invoices from prior months. An additional selection criterion is provided and the statements may be restarted in the event of a paper jam or printer malfunction. Refer to Appendix A, for a sample copy of the printed statements. In the Statement Date field... Enter the date that will serve as the cutoff date for all transactions that are to appear on the statement. This date also serves as the reference date for calculating the Aging Summary printed at the bottom of the statement. Press Return to default to the terminal date. Press F4 to return to the menu. In the Message field... Enter up to 40 characters of a general message to print on each statement. Messages are usually used for holiday greetings or for changes in company billing policies, special notes, etc Period End Processing

120 In the Cycle Code field... Enter the cycle code for this statement run. Press F1 to select all codes. Press F3 to select from a list of all valid codes. In the Territory field... Enter a valid territory code. Press F1 to select all territories. Press F3 to select from a list of all valid codes. In the Aging Period field... Enter A to print statements for all customers who have an accounts receivable balance. Enter 1 to include customers who have accounts receivable balances of 30 days and older. Enter 2 to only include customers who have a balance of 60 days and older. Enter 3 to only include customers who have a balance of 90 days and older. Enter 4 to only include customers who have a balance of 120 days and older. In the Aging Date Or Invoice Date field... Enter D to calculate the invoice aging by due date. Enter I to calculate the invoice aging by invoice date. In the Minimum Balance field... Enter the aging minimum balance for which statements are printed. Statements will not be printed for aging balances less than this amount. In the Option field... Press F1 to print statements for all customers who meet the selected criteria. Enter R to restart with a selected customer and print through the end. Enter S to print a statement for one customer only. Operations 4-55

121 In the Alternate Sequence field... Enter A to print the statements in alternate sequence order. Enter N to print the statements in numerical order. This field defaults to numeric order when printing only one customer statement. In the Customer Number field... This field is not available if All was selected in the Option field. When statements are to be printed in numeric order: Enter a valid customer number. Press F3 to select from a list of all valid numbers. In the Alternate Sequence field... When statements are to be printed in sequence: Enter the letter of the alphabet from where the printing is to begin. This field is used to tell the system where to restart a print job that is interrupted for any reason. The following prompt is issued: Is The Above Information Correct? Enter Y when the information is correct. Enter N to make a change to the options. Press F4 to return to the menu. When you enter Y to the previous prompt, the system issues another: Do You Want To Print A Test Pattern? Enter Y to print a test pattern on the printer to assist in aligning the forms. You can run the test as many times as needed. Enter N to start printing the statements. Press F4 to return to the menu Period End Processing

122 Printing The customer number is displayed on the screen when statements are printed in numeric order. The customer alternate sequence is displayed when printing by alpha sequence. Monthly Cash Receipts Journal The Monthly Cash Receipts Journal task prints a detailed report of selected cash receipts in customer number sequence for a selected time period. A general ledger recap of all transactions is available. Refer to Appendix A, for a sample copy of the printed journal. In the Alt Or Numeric Sort Sequence field... Enter A to print the journal by alternate sequence. Enter N to print the journal by customer number. In the Beginning Customer field... Enter a valid customer number. Press F1 to select the first customer number on file. Press F3 to select from a list of all valid customers numbers. In the Ending Customer field... Enter a valid customer number. Press F1 to select the last customer number on file. Press F3 to select from a list of all valid customer numbers. Operations 4-57

123 In the Beginning Alt Sequence field... Enter a number representing an alternate sequence of customer numbers. Press F1 to begin with the first customer number on file. In the Ending Alt Sequence field... Enter a number representing the end of an alternate sequence of customer numbers. Press F1 to end with the last customer number on file. In the Beginning Receipt Date field... Enter the receipt date from which you want to start printing the Cash Receipts Journal. Press F1 to start with the first possible date. In the Ending Receipt Date field... Enter the receipt date through which you will include invoices on the Cash Receipts Journal. Press F1 to end with the last possible date. In the Cash Receipt Code field... Enter a valid cash receipt code. Press F1 to select all codes. Press F3 to select from a list of all valid codes. In the Include G/L Account Recap field... Enter Y to include an account recap on the journal. Enter N to print the journal without an account recap. Using the Graphical Interface: Click on the check box to indicate Yes, include G/L Account Recap on the report. Press Enter to leave blank and proceed to the next field. The following prompt is issued: Is The Above Information Correct? Enter Y to print the journal Period End Processing

124 Enter N to change options. Press F4 to return to the menu. Printing As the journal is printed, its progress is displayed on the screen. Monthly Cash Receipts Journal Purge The Monthly Cash Receipts Journal Purge task clears the Monthly Cash Receipts Journal as of a specified date. The journal file may contain a record of cash receipts for several months. Periodically, it should be reviewed and cleared if the size of the file becomes excessive. NOTE: If required, make certain you have printed a copy of the Monthly Cash Receipts Journal before running the purge. In the Beginning Customer field... Enter a valid customer number. Press F1 to select the first number on record. Press F3 to select from a list of all valid customer numbers. Operations 4-59

125 In the Ending Customer field... Enter a valid customer number. Press F1 to select the last customer number on record. Press F3 to select from a list of all valid customer numbers. In the Beginning Receipt Date field... Enter the starting date of the receipts to be purged. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date of the receipts to be purged. Press F1 to select the last date on record. In the Cash Receipt Code field... Enter a valid cash receipt code. Press F1 to select all codes. Press F3 to select from a list of all valid codes. The following prompt is issued: Is The Above Information Correct? Enter Yes to remove all receipts through the purge date. Enter No if the purge date is incorrect and make a change. Press F4 to return to the menu. Processing As the receipts are removed from the journal, progress is displayed on the screen Period End Processing

126 Customer Ranking Report The Customer Ranking Report task prints a report showing sales to and profits from all customers, ranked by month-to-date or year-to-date sales, profit or profit as a percent of sales. A customer number sort is also available (not ranked) and ranking by territory code, salesperson code or customer type may be selected for any report. Refer to Appendix A, for a sample copy of the printed report. NOTE: The sales and profit information shown on each Customer Ranking Report is derived from the aging and sales data. It includes Simple Invoices (which include no costs) and type O line items as well as standard sales data. In the Ranking Method field... Enter a number from the list below that represents the type of ranking for the report. Press F4 to return to the Period-End Processing Menu. 1 = MTD Sales (Month-to-date gross dollar sales) 2 = MTD GP (Month-to-date gross profit) 3 = MTD % (Month-to-date profit as a percentage of gross sales) 4 = YTD Sales (Year-to-date gross dollar sales) 5 = YTD GP (Year-to-date gross profit) 6 = YTD % (Year-to-date profit as a percentage of gross sales) 7 = CUST (Customer number) In the Sort by Territory/Salesperson/Type/None field... Enter a letter from the list below that represents how the customer information is ranked. S = Salesperson code T = Territory code Y = Type code N = None; entire customer file is on report Operations 4-61

127 The following prompt is issued: Is The Above Information Correct? Enter Y when your selections are correct and you want to rebuild the data file. Enter N to change your selections. Enter R to print the report with this ranking using data from your last rebuild. Press F4 to return to the Period-End Processing Menu. Zero Balance Invoice Report and Purge Based on an operator entered date, this task reads through the Accounts Receivable Open Invoice file and prints a report showing all invoices with a zero balance prior to purging. This task should be run as required to keep the open invoice file to a manageable size. Refer to Appendix A, for a sample copy of the printed report. CAUTION: This task provides the capability to purge zero balance invoices as of any date. If you want to print customer statements showing payments made during the current month, do so before purging the current month s activity. In the Purge Date field... Enter the date through which all zero balance invoices are removed from the accounts receivable open invoice file. Press F4 to return to the menu. The following prompt is issued: Is The Above Information Correct? Enter Yes to print a report showing all zero-balance invoices through the purge date. Enter No when the purge date is incorrect. Press F4 to return to the Period-End Processing Menu Period End Processing

128 Printing As the invoices are printed, progress is displayed on the screen. When the invoices are printed, the following prompt is issued: Are You Ready To Purge These Invoices? Enter Yes to purge the invoices shown on the register. Enter No to return to the Period-End Processing Menu. Updating As the invoices are purged, progress is displayed on the screen. The invoice records including all related payments, and adjustment records are deleted from the file. Period-End Update The Period-End Update closes the accounting period for the Accounts Receivable module. This process also initializes Sales Analysis for the next year when it runs for the last period of the fiscal year. In the Period <1 Thru XX/End> field... Where XX equals the current period Enter a valid fiscal period from 1 through the last number shown on the screen. Press F4 to return to the menu. CAUTION: Be sure you have reviewed the steps required for period-end processing as outlined in the Flow of Processing section of this manual before proceeding with the update. Operations 4-63

129 The following prompt is issued: Is This The Correct Period? Enter Yes to begin the update. Enter No to select another period. Updating The update performs the following tasks: 1. The month-to-date sales and cost-of-sales figures in the Customer Masterfile are reset to zero. For the last period in the fiscal year, the year-to-date figures are moved to the prior year and the current year figures are set to zero. 2. Month-to-date sales register totals are cleared. 3. Month-to-date cash receipts totals are cleared. 4. Temporary customers (those with Retain set to N in their Customer Masterfile) not having any open invoices or credit balances are removed. 5. The current period indicator in the Accounts Receivable parameters is incremented. For the last period of the fiscal year, the current year indicator is incremented and the current period indicator is set to For the last period of the fiscal year, the Sales Analysis module s files are initialized for the new year Period End Processing

130 Accounts Receivable Maintenance Accounts Receivable Maintenance Menu Function The Accounts Receivable Maintenance Menu provides access to the Customer Masterfile as well as the supporting codes used throughout the module. Maintenance of the Accounts Receivable parameters is also performed through this menu. Shown above is the menu as it exists for the standard software. Your module may show a different list of tasks or the custom changes that were made depending on how it was installed. To access the Accounts Receivable Maintenance menu... Select Task 12 from the Accounts Receivable main menu. Operations 4-65

131 About the Accounts Receivable Maintenance Menu Tasks To access any task on this menu, enter the number assigned to the task in the Enter An Option field. Customer Maintenance The Customer Maintenance task allows for the entry of new customers, maintenance of existing customers and access to the customer s status and history. When you first access this task, the cursor appears in the Customer No field. Refer to Customer Number, in Customer Maintenance for information on entering a customer number. The Customer Maintenance Options menu is displayed on the screen when a customer is selected for maintenance. Changes can only be made to the customer s records by selecting options from this menu. About the Customer Maintenance Options The Customer Maintenance Options menu allows you to work on one customer after another without ever leaving the Customer Maintenance task. Once a customer record is accessed, you can make adjustments. When you select an option from the menu, the list of options disappears from the screen and the selected option s field prompts requiring your attention appear at the bottom of the screen. After you have entered and accepted the changes, the menu will once again be displayed Accounts Receivable Maintenance

132 Customer Number Selecting this option returns you to the Customer No field where you can access one customer after another without leaving the Customer Maintenance task. In the Customer No field... Enter the customer number. Press F2 to accept the next customer on file. (Refer to Automatic Customer Numbering, next page.) Press F3 to select from a list of all valid customers. Press F4 to return to the Accounts Receivable Maintenance menu. When you enter a number that does not exist in the system, the following prompt is issued: Is This A New Record? Enter N to return to the Customer No field and select another customer number. Enter Y to set up a new customer with this number. The system will advance to the Name field. In the Name field... Enter the name of the customer. The Name, Address & Profile option is displayed. (Refer to Name, Address & Profile, in the following section.) NOTE: To delete a customer, select the Name, Address and Profile option and type Delete in response to the prompt at the bottom of the screen. A customer may not be deleted if an accounts receivable balance exists. Automatic Customer Numbering Optional The Accounts Receivable module can provide for automatic sequential numbering for new customers. This offers a fast, controlled method of assigning numbers for new customers, as in the initial download to the computer. Setting the Automatic Customer Numbers parameter to Y in the Accounts Receivable Parameter Maintenance task activates this option. When the automatic numbering feature is activated, you may still assign your own customer numbers as required. This automatic sequencing option is not available for alpha-numeric codes. Operations 4-67

133 Name, Address & Profile Maintenance The Name, Address & Profile option allows for the inquiry and change of the customer name and address, along with other information used by the Accounts Receivable and Order/Invoice Processing modules. It is also the option to use in removing customers from your system. When entering a new customer, the fields in this option are blank. When an existing customer is accessed, all address information is displayed. In the Name field... Enter a customer name of up to 30 characters. In the Address field... Enter up to five lines (24 characters each) of customer address information. In the City field... Enter up to 22 characters to identify the name of the city associated with the customer. In the State field... Enter 2 characters to identify the name of the state associated with the customer. In the Zip/Postal field... Enter the customer s zip code. Either a 5 or 9 digit zip code is requested, depending on how the parameter is set in Accounts Receivable Parameter Maintenance Accounts Receivable Maintenance

134 In the Country field... Enter up to 24 characters representing the name of the country associated with the customer. In the Telephone field... Enter the customer s telephone number with area code. The punctuation for the area code and prefix are displayed automatically. In the Ext field... Enter a telephone extension number, if applicable. In the Fax Phone field... Enter a fax phone number, if applicable. In the Contact field... Enter the name of the customer s contact person up to 20 characters in length. The first 10 characters in this name are used for searches of contacts made by the F3=Lookup key. In the Alt Seq field... Enter an alternate sequence for the customer up to 10 characters in length. Press F1 to use the last name of the customer. Press Return to accept the default of the first 10 characters of the customer name. When using the F3=Lookup function key, this sequence is used to locate the customer by name. It is also used to sort customers alphabetically for reports. Generally, it is made up of the first 10 characters of the name; however, any name can be entered. For instance, you may want to enter AT&T for American Telephone and Telegraph. In the Date Opened field... Enter the date that this customer was originally established. Press Return to accept the terminal date. This date can also be used to record when the customer was set up on the computer. In the Ship-Via field... Enter the standard shipping method for this customer, up to 10 characters in length. Operations 4-69

135 Press F3 to select from a list of all valid shipping types if the SpeedShip module is installed on your system. This becomes the default value used by the Order/Invoice Processing module. In the FOB field... Enter up to 15 characters to identify the freight charge description. In the Resale No field... Enter the customer s resale identification number, if applicable. In the D&B Number Enter the customer s Dun & Bradstreet identification number. In the SIC Code field Enter the Standard Industry Code classification number for the customer. In the Retain field... Enter N to remove this customer during period-end processing when invoices do not exist. Enter Y to retain this customer during the accounts receivable period-end processing, when the customer s accounts receivable balance is zero. Using the Graphical Interface: Click on the check box to indicate Yes, retain this customer. Press Enter to leave blank and proceed to the next field. The following prompt is issued: Is The Above Information Correct? Enter Y to access the profile information on this customer. Enter N to update the customer name and to access the address fields. Enter a two-digit number to position the cursor at a specific field (i.e. type 10 to go to the tenth field or 5 to move to the fifth). Enter Restore to undo any changes you have made since entering this option. Enter Delete to remove the customer from the system. When any outstanding accounts receivable balance exists for the customer, the deletion request is ignored Accounts Receivable Maintenance

136 Profile Information In addition to the standard name and address information, there are a number of fileverified fields that may be associated with a customer. These codes are generally used throughout the Order/Invoice Processing and Sales Analysis modules. During Order/Invoice Entry, they provide default values that speed the data entry process. The default values may always be overridden for a particular order or invoice. Not all of these fields may be applicable to your business (such as the Territory). However, you still must assign a code when setting up a customer. When this is the case, establish a single code (i.e., one named Standard ) to apply to the entire customer base and enter that code for each customer. You may also find that a file-verified field, when taken literally, may be used for another purpose depending on how it was installed. Study each of these codes and how they effect the module operation before you rule out their use. Familiarity with Order/Invoice Processing and Sales Analysis is helpful in making these determinations. Example The Territory Code provides a way to track customer sales by geographic location in the Sales Analysis module. When it is not applicable to your business, you may use the code to track sales by another category, such as customer account type (i.e. wholesale vs. retail). Operations 4-71

137 In the Customer Type field... Enter a valid customer type as defined in the Customer Type Maintenance task. Press F3 to select from a list of all valid types. The customer type is used for sales analysis purposes. Each customer must be assigned a customer type, even when all customers are set up to be the same type. In the Slsprsn No field... Enter a valid salesperson code as defined in the Salesperson Maintenance task. Press F3 to select from a list of all valid salespersons. The salesperson is used for reporting in this module and in the Order/Invoice Processing and Sales Analysis modules. In the Terms Code field... Enter a valid terms code as defined in the Terms Code Maintenance task. Press F3 to select from a list of all valid terms codes. In the Tax Code field... Enter a valid sales tax code for the customer that is used by the Order/Invoice Processing module. Press F3 to select from a list of all valid codes. You must enter a tax code even when the customer is reselling merchandise. In this case, you should have a tax code with a zero percent and description of Resale or Non-Taxable. Keep in mind that the tax code only specifies the tax jurisdiction for the customer. The actual application of sales tax during the Order/Invoice Entry process is also determined by the item being sold and order line type that have their own definition of taxability. In the Freight Terms field... Enter a valid freight terms code. -or Press F3 to select from a list of valid codes. In the Territory field... Enter a valid territory code as defined in the Territory Code Maintenance task. Press F3 to select from a list of all valid territory codes Accounts Receivable Maintenance

138 In the Dist Code field... Enter a valid distribution code. Press F3 to select from a list of all valid distribution codes. The distribution code provides the capability to associate a different account for receivable, sales tax, freight and optionally revenue, for each customer. In the Std Message field... Enter an optional standard message code that will appear on the customer s invoice. Press F3 to select from a list of all valid messages. In the Pricing Code field... Enter a valid price code as defined in the Price Code Maintenance task. Press F1 for none. Press F3 to select from a list of all valid price codes. The customer pricing code, in conjunction with an inventory item class code, identifies a quantity break table that is used to calculate prices during order and invoice entry. When the Order/Invoice Processing module is not installed, this field is not applicable and may be left blank. In the Sales Discount field... Enter a valid sales discount code as defined in the Sales Discount Code Maintenance task. Press F3 to select from a list of all valid discounts. The sales discount code allows you to provide a percentage discount on a customer s entire invoice as entered through the Order/Invoice Processing module. The sales discount is separate from the pricing method used to calculate sales prices on inventory items during the Order/Invoice Entry process. In the Label Code field... Enter a two-character code used for selection purposes during Customer Label printing. Operations 4-73

139 In the Finance Charge field... Enter Y if the customer is eligible for finance charges. Enter N if this customer is not eligible for finance charges. Finance charge calculations are made as a separate process, depending on a number of other accounts receivable criteria. Using the Graphical Interface: Click on the check box to indicate Yes, include finance charges. Press Enter to leave blank and proceed to the next field. In the Statements field... Enter Y when this customer is eligible to receive accounts receivable statements. Enter N when the customer is not to receive statements. Other selection criterion is available at the time the statements are actually printed. Using the Graphical Interface: Click on the check box to indicate Yes, include finance charges. Press Enter to leave blank and proceed to the next field. In the Cycle Code field... Enter the cycle code for this customer. Press F1 to select all codes. Press F3 to select from a list of all valid codes. In the Sales Analysis field... Enter P to summarize sales analysis for this customer on a product code level. Enter I to retain sales analysis for this customer by inventory item (most detailed). Enter N to not collect sales analysis data for this customer. When the Sales Analysis module is installed, this field controls how sales analysis data is collected for this customer. However, the level of sales analysis detail is limited by the settings created in Sales Analysis Parameter Maintenance Accounts Receivable Maintenance

140 In the Credit Limit field... This field is only accessible if Credit Management is not installed. Enter the maximum amount of credit to be extended this customer before a hold is placed on their account. When Credit Management is installed, this field shows the credit limit placed on this customer in the Credit Manager s Review & Release task. In the Credit Hold field... This field is display only and appears only if the Credit Management system is installed. A customer may be placed on credit hold for one of several reasons, depending partly on the setting of the Credit Management parameters. Credit holds may be placed automatically on any new customer or on one who has exceeded a credit limit. The credit manager may also manually apply a credit hold. Refer to Credit Management Parameters in the Installation section of this manual for further information. In the Retain Detail History field... Enter Y for each customer for whom invoice history is to be retained. Enter N for each customer for whom invoice history is not to be retained. Using the Graphical Interface: Click on the check box to indicate Yes, retain detail history. Press Enter to leave blank and proceed to the next field. The following prompt is issued: Is The Above Information Correct? Enter Y to update the customer profile record and return to the Option Menu. Enter N to access the profile fields. Enter a two-digit number to position the cursor at a specific field (i.e. type 10 to go to the tenth field, or 5 to move to the fifth). Enter Restore to undo any changes you have made since entering this option. Operations 4-75

141 Aging and Sales Summary The Aging and Sales Summary option provides on-line inquiry into a customer s accounts receivable balance, summarized aging, average days to pay and summarized sales and gross profit information. All fields are display only. In the Future field... Shows the amount of a customer s open invoices with a due date beyond the current period. An amount will normally appear in the future if it is not yet due. In the Current field... Shows the amount of a customer s open invoices with a due date from present to 29 days past due. In the 30-days field... Shows the amount of a customer s open invoices with a past due date of 30 to 59 days. In the 60-days field... Shows the amount of a customer s open invoices with past due dates from 60 to 89 days. In the 90-days field... Shows the amount of a customer s open invoices with past due dates from 90 to 119 days. In the 120-days field... Shows the amount of a customer s open invoices with past due dates over 120 days Accounts Receivable Maintenance

142 In the Balance field... Shows the total amount due from this customer. NOTE: The customer aging information is updated each time an accounts receivable aging or customer statement is printed, not as invoices and cash receipts are updated. Be sure to take this into account before making credit or collection decisions for a customer. In the Credit Limit field... Shows the maximum amount of credit authorized for this customer, as entered in the Name, Address and Profile task (Option 2 of Customer Maintenance), or the Credit Manager s Review & Release task. In the Avg Days To Pay field... Shows the average number of days this customer took to pay since opening the account. This number is recalculated automatically during the Cash Receipts Update process by using the number of days between the invoice date and the cash receipts date for each of the customer s invoices. NOTE: The average number of days to pay does not take into account the terms of an invoice. Be sure to remember this when assessing a customer s payment history. In the Last Invoice field... Shows the date of the last invoice updated to this customer s account through the Order/Invoice Processing module. In the Last Payment field... Shows the date of the last payment posted to this customer s account through the Cash Receipts Entry task. This date is the same as the Cash Receipts Register date recorded when the customer s payment was received. In the Mtd Sales, Cost, Gross Profit, Gross Profit %, Avg Days Pay and High Credit fields... Shows month-to-date information for each of the categories. The sales figure does not include tax or freight and represents the gross amount of sales before any overall invoice discount is applied. This information is replaced by the next month figures as part of the Accounts Receivable Period-End update. Operations 4-77

143 In the Ytd Sales, Cost, Gross Profit, Gross Profit %, Avg Days Pay and High Credit fields... Shows year-to-date information for each of the categories. The year-to-date information also includes the month-to-date figures. Sales figures do not include tax or freight, and represent the gross amount of sales less any sales discount applied. This information is replaced by the next month figures as part of the Accounts Receivable Period-End update for the last period of the fiscal year. In the Prior Year Sales, Cost, Gross Profit, Gross Profit %, Avg Days Pay and High Credit fields... Shows prior year information for each of the categories. The prior year information represents the entire prior year, not prior year-to-date. Sales figures do not include tax or freight, and represent the gross amount of sales before any overall invoice discount is applied. This information is replaced by the year-to-date figures as part of the Accounts Receivable Period-End update for the last period of the fiscal year. In the Next Month Sales, Cost, Gross Profit, Gross Profit %, Avg Days Pay and High Credit fields... When data for the next month has been entered, these fields show the next-month-todate information for each of the categories. The sales figure does not include tax or freight, and represents the gross amount of sales before any overall invoice discount is applied. This information is moved to the MTD column and reset to zero as part of the Accounts Receivable Period-End update. The following prompt is issued: Continue Press Return to exit to the Customer Maintenance Options menu Accounts Receivable Maintenance

144 Invoice Detail Inquiry The Invoice Detail Inquiry shows a customer s open invoice file containing a record of billings, payments, adjustments and finance charges. A detailed record of a customer s accounts receivable activity may be retained until it is cleared using the Zero Balance Invoice Report and Purge task. In the Beginning Invoice Number field... Enter the number for the first invoice you want to view. Press Return to select all invoices. In the Display Paid, Unpaid Or Both field... Enter P to view paid invoices only. Enter U to view unpaid invoices only. Enter B to view both types of invoices. All invoices matching your criteria including invoice number, date created, date due, amount owed, etc. are displayed on the screen. Scroll through the invoices, one screen display at a time, by using the PgUp/PgDn keys. When all invoices are displayed press Return or F4 at any time, to return to the Beginning Invoice Number field. Press F4 from this field to return to the Customer Maintenance Options menu. In the Invoice field... Display only. Shows the invoice number. This field may also be used to identify a check number for a payment or a finance charge invoice number. Operations 4-79

145 In the Date field... Display only. Shows the invoice date. For payment records, this shows the check date. The slashes between the day, month and year are eliminated to fit the information on one line of the screen. In the Due field... Display only. Shows the invoice due date, as determined by the terms code that was associated with the invoice. The slashes between the month, day, and year are eliminated to fit the information on one line of the screen. In the TC field... Display only. Shows the terms code associated with the invoice. In the Type field... Display only. Indicates the type of transaction. S R F C Regular sale Return sale (conversion invoices only) Finance charge invoice Payment (Check) In the Invoice field... Display only. Shows the original amount due on the invoice. In the Applied field... Display only. Shows the amount of payment (or credit) applied to this invoice. In the Discount field... Display only. Shows the amount of discount that is available for this invoice. In the Balance field... Display only. Shows the balance due on the invoice Accounts Receivable Maintenance

146 Ship-To Address Maintenance The Ship-To Address Maintenance option allows for definition, maintenance and deletion of alternate customer ship-to information. This information is used by the Order/Invoice Processing module to speed the handling of orders for customers with multiple locations. Up to 999,999 different ship-to addresses can be used. In the Ship-To No field... Enter a unique sequence number for the customer s alternate ship-to address. Press F3 to select from a list of all valid numbers. Press F4 to return to the Customer Maintenance Options menu. Note: Avoid using 99 for the ship-to number. The Order/Invoice Processing module uses 99 to identify a custom or manual ship-to address so it will not be accepted here. When the entry exists, information on the address is displayed. When an entry for the number selected is not found, the following message is issued: Is This A New Record? Enter Y when entering a new record, and proceed to enter the remaining information. Enter N if you do not want to establish a new record with this number. In the Ship-To Name field... Enter a name for the business of the Ship-To No. Operations 4-81

147 In the Address field... Enter up to five lines to identify the ship-to address. In the City field... Enter up to 22 characters to identify the name of the city associated with the customer. In the State field... Enter 2 characters to identify the name of the state associated with the customer. In the Zip/Postal field... Enter the zip code for the address, with a 4-digit extension if available. In the Country field... Enter up to 22 characters to identify the name of the city associated with the customer. In the Contact field... Enter up to 22 characters for the name of the contact person or department at this location. In the Telephone field... Enter the telephone number, with area code of the ship-to address. In the Ext field... Enter up to four characters for the phone number extension, if applicable. In the Salesperson field... Enter a valid salesperson code. Press F3 to select from a list of all valid salesperson codes. In the Territory field... Enter a valid territory code. Press F3 to select from a list of all valid territory codes Accounts Receivable Maintenance

148 In the Tax Code field... Enter a valid tax code. Press F3 to select from a list of all valid tax codes. In the D& B Number field Enter the Dunn and Bradstreet number. In the SIC Code field Enter the Standard Industry Code. The following prompt is issued: Is The Above Information Correct? Enter Y to accept the information and have it added as an alternate ship-to address with the designated code. The cursor returns to the Ship-To No field. Enter N to change any of the information, beginning with the Ship-To Name field. Enter a two-digit number to position the cursor at a specific field (i.e. type 10 to go to the tenth field or 5 to move to the fifth). Enter Restore to undo any changes you have made since you entered this screen. Enter Delete to remove this ship-to file address. Hard Copy Printing The Hard Copy Printing task prints a listing of all customer information for the selected customer. All information, including detailed receivable information, is included. This option is helpful during the data conversion process because it allows you to verify the customer information immediately after it is entered. The output is designed to fit on standard 8-1/2 by 11 computer paper. Refer to Customer Detail Listing in Appendix A, for a sample copy of the printed report. Printing Printing occurs immediately after selecting this option for a customer. After completion, the task returns to the Customer Maintenance Options menu. Operations 4-83

149 Comment Maintenance Comment Maintenance allows for the creation, modification, deletion, inquiry and listing of customer comment information. Use the PgUp/PgDn function keys to view several pages of comments. Press F1 to add new comments. Press F4 to return to the Customer Maintenance Options menu. Select a comment for modification 1. Press Return to access the selected comment. 2. Type over original comment. Press F2 to back up and change Seq number. Press F4 to access the Line End field where you can enter D to delete. When you press F1 to add new comments, the system accesses the Comments Maintenance fields beginning with the Seq field Accounts Receivable Maintenance

150 In the Seq field... Enter a two-digit sequence number. Press Return to accept the next number in sequential order. In the Comment field... Enter any comment of up to 48 characters in length. In the Line End field... Press Return to accept the comment. Enter D to remove the comment. Press F2 to return to the Comment field and enter changes. Open Order Inquiry When the Order/Invoice Processing module is installed, this option allows inquiry into a customer s open orders in either a summarized or detailed format. Summarized orders display the order number, type, order date, ship date, PO number, ship-via, salesperson invoice number and the order total. Additionally, the detailed format displays the item description with lot number, warehouse, quantity, price, etc. In the Enter Your Option field... Enter S to display all of the customer s open orders in summary format, one line per order. Enter D to display the detail line items on a specific order. Press F4 to return to the Customer Maintenance Options menu. Operations 4-85

151 In the Beginning Order field... Enter a valid order number for this customer. Press Return to display all open orders for the customer. The following prompt is issued: Enter R To Restart (<Enter>=Continue) Press Return to view the next page. Enter R to return to the selection screen and start again. Press F4 to return to the Customer Maintenance Options menu. In the Type field Display only. Indicates the type of transaction: O Open order for regular sale Q Quote C Order on credit hold R Order released from credit hold B Back order Invoice History Inquiry When the Order/Invoice Processing module is installed and the Customer Inv Dtl His parameter set to Y, the Invoice History Inquiry option is accessible. This option displays a customer s historical invoices. Invoice summary or detail information may be viewed if the Retain Invoice Detail History is set to Y in Profile Information. Summarized invoices display the invoice number, type, order date, ship date, PO number, ship-via, salesperson order number and the order total. Additionally, the detailed format displays the item description with lot number, warehouse, quantity, price, 4-86 Accounts Receivable Maintenance

152 etc. A duplicate copy of the invoice can be printed. Refer to Appendix A, for a sample copy of the printed invoice. In the Enter Your Option field... Enter S to display all of the customer s open orders in summary format, one line per order. Enter D to display the detail line items on a specific order. Press F4 to return to the Customer Maintenance Options menu. In the Beginning Invoice Number field... Enter a valid invoice number for this customer. Press F1 to toggle the field between making a beginning invoice entry or a selected order number entry. Press Return to display all historical invoices/orders for the customer. The following prompt is issued: Enter R To Restart Or P To Print (<Enter>=Continue) Press Return to view the next page. Enter R to return to the selection screen. Enter P to print a duplicate copy of the invoice/order. Press F4 to return to the Customer Maintenance Options menu. In the Type field Display only. Indicates the type of transaction: I Invoice V Void Operations 4-87

153 Job Number Maintenance Use the Job Number Maintenance option to collect information on jobs for each customer. When a customer s job number is defined and entered on an invoice, all sales for that job are captured. In the Job Number field... Enter a number for this job with up to 10 characters. Press F4 to return to the Customer Maintenance Options menu. In the Job Name field... Enter a name for this job with up to 30 characters. In the Address field... Enter up to three lines of 24 characters for the address of the job site. In the Zip Code field... Enter the zip code of the job site with the 4-digit extension, if available. In the Contact field... Enter the name of the person of contact. In the Telephone field... Enter the number of the telephone with area code. In the Ext field... Enter the telephone extension, if needed Accounts Receivable Maintenance

154 In the Retain field... Enter Y to retain this information. Enter N to purge this information. An entry in the Order Processing Parameter Maintenance determines the number of months job information is retained. Preliminary Lien Info In the Date field... Enter the date of the lien. In the Lien No field... Enter the number assigned to the lien. In the Amount field... Enter the amount of the lien. In the Date Of First Shipment field... Display only. Shows the date you first made delivery on this job. In the Total Sales To Date field... Display only. Shows the amount of total sales for this customer against this job. In the Date Last Invoiced field... Display only. Shows the date of your last invoice to this customer for this job. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct. Enter N when the information is incorrect. You will return to the Job Name field. Enter Delete to remove this information from the system. Operations 4-89

155 Customer Type Maintenance The Customer Type Maintenance task allows for the creation, modification, deletion, inquiry and listing of customer type codes used by the Order/Invoice Processing and Sales Analysis modules. Each customer is assigned a customer type that is entered in Customer Maintenance. Customer types are used by the Sales Analysis module to record sales history by customer type and product code. Refer to Appendix A, for a sample copy of the printed records. Select the customer type by highlighting the appropriate description and press Enter. Press F4 to return to the main menu/or to print a list of customer types. To add/change/delete customer types, follow these steps: In the Customer Type field... Enter a customer type code of up to three characters in length. Press Return to display the next customer type in the file. Press F3 to select from a list of all valid customer codes. Press F4 to return to the menu. When the customer type code is created, the corresponding information is displayed. For a customer type code that does not exist, the system will issue the following prompt: Is This A New Record? Enter Y to establish a new record with the entered code. Enter N if you do not want to set up a customer type with this code Accounts Receivable Maintenance

156 In the Description field... Enter up to 20 characters to describe the customer type. When you have finished making entries to the fields, the following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and return to the Customer Type field. Enter N to make a change. Enter Delete to remove the record from the file. When you press F4 to leave this option, the following prompt is issued: Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu. Salesperson Maintenance The Salesperson Maintenance task allows for the creation, modification, deletion, inquiry and listing of salesperson codes used by the Order/Invoice Processing and Sales Analysis modules. Refer to Appendix A, for a sample copy of the printed records. Select the salesperson by highlighting the appropriate name and press Enter. Press F4 to return to main menu/or print a list of names. To add/change/delete customer types, take the following steps: Operations 4-91

157 In the Salesperson field... Enter a 3-character salesperson code. Press Return to display the next sequential code on file. Press F3 to select from a list of all valid salesperson codes. Press F4 to return to the menu. When the salesperson code is set up, its information is displayed. When the code does not exist, the following prompt is issued: Is This A New Record? Enter Y to establish a new record with the entered code. Enter N if you do not want to make a new entry and return to the Salesperson field. In the Name field... Enter up to 20 characters for the name of this salesperson. In the Comm Rate field... Enter a number that represents the commission rate for this salesperson. Example Enter 5.5 to represent a commission of 5.5% (.055). When you finish with the entries to the fields, the following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and return to the Salesperson field. Enter N to make a change. You are returned to the Name field. Enter Delete to remove the record from the file. When you press F4 to leave this option, the following prompt is issued: Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu Accounts Receivable Maintenance

158 Terms Code Maintenance The Terms Code Maintenance task allows for the creation, modification, deletion, inquiry and listing of terms codes used in Order/Invoice Processing, Conversion Invoice Entry, Simple Invoice Entry and Cash Receipts. Once established, terms codes are associated with each customer record. When a terms code is used, its definition will automatically determine an invoice due date and discount due date, if applicable. Refer to Appendix A, for a sample copy of the printed records. When the terms code is set up, it will be automatically displayed. Select a terms code by highlighting the appropriate description using up/down arrows and press Enter. Press F4 to return to main menu/or print a list of codes. To add/change/delete terms codes, take the following steps: In the Terms Code field... Enter a terms code of up to 2-characters. Press Return to display the next sequential code along with its information. Press F3 to select from a list of all valid terms code. Press F4 to return to the menu. In the Description field... Enter up to 20 characters to describe the terms. Operations 4-93

159 In the Type field... Enter D for terms based on a specific number of days from the invoice date. Enter P for prox terms based on a specific day in the next month. In the Discount % field... Enter a number that represents the discount rate available for these terms. If no discount is offered, enter 0. Example Enter 2.5 to represent a prompt payment discount of 2.5% (.025). In the Net Day(s) field... Enter the number of days past the invoice date when the total amount of the invoice is due after you select D in the Type field. Enter the invoice due date of the next month (1 through 31) by selecting P in the Type field. For prox terms, enter 31 to represent the last day of the following month. In the Discount Days field... Enter the number of days past the invoice date when a prompt payment discount may be taken by selecting D in the Type field. Enter the day of the month to take a prompt payment discount when P is selected in the Type field. For prox terms, the discount date is always the day of the following month. In the Credit Hold field... Enter Y when you want a credit hold for all customers with these terms. Enter N if you do not want a credit hold. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and return to the Terms Code field. Enter N to make a change. Enter Delete to remove the record from the file. When you press F4 to leave this option, the following prompt is issued: 4-94 Accounts Receivable Maintenance

160 Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu. Terms Codes Examples Example 1: Example 2: Invoice is due when it is Invoice is due 30 days created - no discount is from invoice date - no offered. discount is offered. Code: 00 Code: 30 Description: Due on Receipt Description: Net 30 Days Type: D Type: D Discount: 0.0% Discount: 0.0% Net Day(s): 00 Net Day(s): 30 Discount Days: 0 Discount Days: 0 Credit Hold: N Credit Hold: N Example 3: Example 4: Invoice is due 30 days after Invoice is due at the created - a 2% early payment end of the month after discount may be taken if the it was created. payment is received within 10 days. Code: 10 Code: 31 Description: 2% 10 Net 30 Description: Net EOM Type: D Type: P Discount: 2.0% Discount: 0.0% Net Day(s): 30 Net Day(s): 31 Discount Days: 10 Discount Days: 0 Credit Hold: N Credit Hold: N Example 5: Example 6: Invoice is due at the end of Cash on delivery - as the month after it is may apply to a will call created. A 2% discount may sale or C.O.D. delivery. be taken if payment is received by the 10th of the following month. Code: 11 Description: 2% 10th Net EOM Type: P Discount: 2.0% Discount: 0.0% Net Days(s): 31 Net Day(s): 0 Code: CD Description: C.O.D. Type: D Discount Days: 10 Discount Days: 0 Credit Hold: N Credit Hold: N Operations 4-95

161 Territory Code Maintenance The Territory Code Maintenance task allows for the creation, modification, deletion, inquiry and listing of territory codes used in the Order/Invoice Processing and Sales Analysis modules. Territory codes can also be used for setting a range for printing customer statements. Once established, territory codes are associated with each customer record and become part of the order/invoice heading information. If your business does not have distinct sales territories, you must set up at least one territory code that is used by all customers. Refer to Appendix A, for a sample copy of the printed records. In the Territory Code field... Enter a 3-character territory code. Press Return to display the next sequential code. Press F3 to select from a list of all valid territory codes. Press F4 to return to the menu. When the territory code is set up, the territory code information is displayed. When the territory code does not exist the following prompt is issued: Is This A New Record? Enter Y to establish a new record with the entered code. Enter N when you do not want to establish a new record with this code. You are returned to the Territory Code field Accounts Receivable Maintenance

162 In the Description field... Enter up to 20 characters to describe the territory. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and return to the Territory Code field. Enter N to make a change. Enter Delete to remove the record from the file. When you press F4 to leave this option, the following prompt is issued: Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu. Operations 4-97

163 Cash Receipts Code Maintenance The Cash Receipts Code Maintenance task allows for the creation, modification, deletion, inquiry and listing of cash receipts codes used in Cash Receipts Entry. Cash Receipt Codes are used to identify bank accounts, type of payment and the source of payment or adjustment entries. Refer to Appendix A, for a sample copy of the printed records. In the Code field... Enter a cash receipts code of up to 3 characters in length. Press Return to display the next sequential code. Press F3 to select from a list of all cash receipt codes. Press F4 to return to the menu. When the cash receipts code is set up, its information is displayed. When the cash receipts code does not exist the following prompt is issued: Is This A New Record? Enter Y to establish a new record with the entered code. Enter N if you do not want to set up a new record with this code Accounts Receivable Maintenance

164 In the Description field... Enter up to 20 characters to describe this cash receipts code. In the Cash field... Enter Y to enter adjustments and deposit amount (cash or check) with this code during the cash receipts data entry. Enter N if adjustments only can be made. An entry of N will not allow a cash amount and is useful to control adjusting type transactions. Using the Graphical Interface: Click on the check box to indicate Yes, include adjustments and deposit amounts during the cash receipts data entry. Press Enter to leave blank and proceed to the next field. In the Discount field... Enter Y to allow discounts to be taken with this code during Cash Receipts Entry. Enter N if discounts are not permitted with this code. Using the Graphical Interface: Click on the check box to indicate Yes, allow discounts to be taken with this code during Cash Receipts Entry. Press Enter to leave blank and proceed to the next field. In the AR/GL field... Enter A to post these receipts to accounts receivable invoices. Enter G to post these receipts to general ledger accounts. Enter B to allow both. In the Cash Account field with GL installed... Enter a valid general ledger cash account. Press F3 to select from a list of all valid accounts. Post the cash amount to this account during the Cash Receipts Update. When depositing into several accounts, create a cash receipt code for each account. Operations 4-99

165 In the Disc Account field with GL installed... You must answer Y in the Discount field in order for this field to be activated. Enter a valid general ledger account to post allowed discounts. Press F3 to select from a list of all valid accounts. Post terms discount amounts to this account when they are taken by a customer. This account is normally a contra-revenue account posted as a debit amount as part of the Cash Receipts Update process. In the POS Cash Type field with OP installed... Enter $ for cash point-of-sale transactions. Enter C for check point-of-sale transactions. Enter P for credit card point-of-sale transactions. This field is not used by the cash receipts processing in the Accounts Receivable module, though a value must still be entered. The POS Cash Type is used by the Order/Invoice Processing to process point-of-sale invoices. The value entered causes a related set of questions to be asked on the total screen of the Simple Invoice Entry task. The following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and return to the Code field. Enter N to make a change. Enter Delete to remove the record from the file. When you press F4 to leave this option, the following prompt is issued: Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu Accounts Receivable Maintenance

166 Distribution Code Maintenance The Distribution Code Maintenance allows for the creation, modification, deletion, inquiry and listing of distribution codes used to determine general ledger postings during the Accounts Receivable billing and Order/Invoice entry functions. Refer to How Distribution Codes Work in Appendix B. Distribution codes are assigned directly to customers in the Customer Masterfile and optionally, in the Inventory Item Masterfile. This allows you to associate multiple receivable accounts with the customer base, if desired. Refer to Appendix A, for a sample copy of the printed records. In the Distribution field... Enter a 2-character alphanumeric distribution code. Press Return to display the next sequential code along with its information. Press F3 to view a list of valid distribution codes. Press F4 to return to the menu. Operations 4-101

167 When the distribution code is set up, the distribution code information is displayed. If the distribution code does not exist, the following prompt is issued: Is This A New Record? Enter Y if you want to establish a new record with the entered code. Enter N if you do not want to set up a new record with this code. In the Description field... Enter up to 20 characters to describe this cash receipts code. In the AR Acct field... Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account will normally be the simple invoices and invoices generated by the Order/Invoice Processing module. Also, remember that the General Ledger module must be installed to access the GL account fields. In the Cash Acct field... accounts receivable control account that is debited during the update process for conversion invoices Enter a valid general ledger account. Press F3 to select from a list of all valid account numbers. This account is used in posting cash sales transactions generated by the Order/Invoice Processing module. In the Sales Acct field... Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used in posting revenue to the general ledger. NOTE: When the Order/Invoice Processing and Inventory Control modules are installed, the selection of a distribution code for revenue posting is dependent on the Distribute Sales By Item parameter in the Accounts Receivable Parameter Maintenance task. If this parameter is set to Y, the revenue accounts are determined by the distribution code associated with each inventory item. If the parameter is set to N, these accounts are taken from the distribution code that is associated with the customer, which becomes the default value for the Order/Invoice header Accounts Receivable Maintenance

168 In the Discount field... Enter a valid general ledger account number to post allowed discounts. Press F3 to select from a list of all valid account numbers. This account is used for sales discounts; it is not used for terms discounts. It will also post transactions to the discounts allowed, where the posting amount is taken from the overall invoice discount that is available in the Order/Invoice Processing module. In the Freight Acct field... Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used in posting freight revenue that is entered on invoices generated by the Order/Invoice Processing module. In the Inv Acct field... Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used in posting transactions to an inventory asset account. This is applicable only to invoices generated by the Order/Invoice Processing module. In the COGS Acct field... Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This is applicable only to invoices generated by the Order/Invoice Processing module. The following prompt is issued: Is The Above Information Correct? Enter Y if the above information is correct and return to the Code field. Enter N if you want to make a change. Enter Delete if you want to remove the record from the file. Operations 4-103

169 In the Inventory Adjustment Acct field Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers This account is used to record adjusting transactions rather than posting them directly to an inventory account. The Inventory Adjustment Transaction is an example of its use. This is a contra asset account. In the COGS Adjustment Acct field Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used to record adjusting transactions rather than posting them directly to a cost of goods sold account. This is an expense account. In the Purchases Acct field Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used to record the value of incoming Purchase Orders that were received and no vendor invoice was issued. This is an asset account. In the Purchase Price Variance Account field Enter a valid general ledger account number. Press F3 to select from a list of all valid account numbers. This account is used to accumulate the differences in the cost of items from vendors. This is an expense account. When you press F4 to leave this option, the following prompt is issued: Print A List Of All Records? Enter Y to print the list. Enter N to return directly to the menu Accounts Receivable Maintenance

170 Accounts Receivable Parameter Maintenance The Accounts Receivable Parameter Maintenance task allows for the creation, modification, deletion and inquiry of the Accounts Receivable module parameters. In this task, you can tailor the Accounts Receivable module to the way you do business. The options presented here may be changed at a later date. Consult with your AddonSoftware Dealer before making any changes after your module is in operation. About the AR Parameter Maintenance Menu Options The Accounts Receivable Parameter Maintenance Option Menu allows you to work on one parameter after another without ever leaving the Accounts Receivable Parameter Maintenance task. Once a parameter option is chosen, you can make adjustments to the settings. When you select an option from the menu, the list of options disappears from the screen and the parameter fields of the option you selected are displayed on the screen. Operations 4-105

171 System Parameters Use this option to set the parameters system wide for the selected company. When you select this option, all existing parameters are displayed and the following prompt is issued: Is The Above Information Correct? Enter Y if the above information is correct and return to the AR Parameter Maintenance Menu. Enter N to make a change. Enter Delete to remove the parameters from the file AR Maintenance Parameters

172 In the Customer Mask field... Enter a mask of up to 6 characters. The customer number structure that is referenced throughout the entire module is defined by a mask. Determine the mask for your customer number and enter it here. The mask is made up of the characters `# and `-. For example, the mask #-##### may represent a one digit customer type and a five-digit customer number. The customer mask may not have more than six `# characters. (Dashes in the mask do not count as one of the six characters.) In the Zip/Postal Code Size field... Enter 5 to set a zip/postal code parameter without the four-digit extension. Enter 9 to set a zip/postal code parameter with an extension. The parameter may be changed from 5 to 9 at a later time; however, you should not change from 9 to 5. In the Distribute Sales By Item field... Enter Y for general ledger distribution by inventory items. Enter N for general ledger distribution by customer. This parameter allows you to control the method by which general ledger revenue accounts are posted during the invoice update process in the Order/Invoice Processing module. With inventory items (Y option), the revenue account is taken directly from a distribution code associated with each inventory item on the invoice. The distribution code contains all of the necessary inventory detail information. However, when selecting the N option, the revenue account is taken from the distribution code associated with a customer (which may be overridden at Order/Invoice Entry time). Because the customer distribution code does not contain the necessary inventory detail information, you must also enter general ledger accounts in Item Maintenance. This parameter has no effect on the general ledger postings made during Conversion Invoice processing or Simple Invoice processing. Using the Graphical Interface: Click on the check box to indicate Yes, to distribute sales by inventory item. Press Enter to leave blank and proceed to the next field. In the Current Period field... Enter the current Accounts Receivable period. Enter a number between 1 and 13, which represents the current period of operation. The period indicator is automatically incremented as part of the Accounts Receivable Period- Operations 4-107

173 End process. The current period indicator is independent of the current period indicator in the General Ledger module. Once a system is operational, you should consult your dealer and discuss the ramifications before making any changes to this field. In the Current Year field... Enter the current fiscal year. Use the calendar year in which the first fiscal period ends. It is incremented automatically when the period-end update is run for the last period of the fiscal year. In the Amount Mask field... Enter the mask to be used for extended amounts. The amount mask defines the largest dollar amount (including totals) found in the Accounts Receivable module. Refer to Guidelines for Defining Numeric Masks as explained in the Installation section. Any of the following characters can be utilized: #$0()*-,.CRDB. Be sure to allow for negative amounts. Example A mask of ###,###.00CR will accommodate an amount of 999, Negative amounts will appear with a CR (credit) to the right of the amount such as CR. In the Unit Mask field... Enter the mask to be used for units. The unit mask defines the format of the amount field in Simple Invoice processing. Refer to Guidelines for Defining Numeric Masks as explained in the Installation section. Any of the following characters can be utilized: #$0()*-,.CRDB. Be sure to allow for negative amounts. In the Rate Mask field... Enter the mask to be used for rates. The rate mask defines the format of the Price field in Simple Invoice processing. Any of the following characters can be used: #$0()*-,.CRDB. NOTE: If you a zero value to print as blank on the Simple Invoices, set up the masks using the # character exclusively, not 0 (i.e. #,###.##-). In the Automatic Customer Number field... Enter Y to have the module assign new customer numbers automatically in Customer Maintenance. If you select this option, new customer numbers may still be AR Maintenance Parameters

174 assigned manually. This automatic option will not apply to alph-numeric combinations. Enter N to assign all customer numbers. Using the Graphical Interface: Click on the check box to indicate Yes, use automatic customer numbers. Press Enter to leave blank and proceed to the next field. In the Labels Up field... Enter a number from 1-4 that determines how many mailing labels are printed across the page. In the Label Length field... Enter the number of print lines between the top of the first label and the top of the next label down. Six (6) lines are standard. In the Label Width field... Enter the width of the label. This is the number of characters between the start of the first label across and the start of the second label across. Thirty-six (36) characters is standard for 1, 2, and 3 labels up. Thirty (30) characters are standard for 4 labels up. In the Bank Reconciliation field... Enter Y when the Bank Reconciliation system is installed and you want to update deposits. Enter N for no bank reconciliation of deposits. Using the Graphical Interface: Click on the check box to indicate Yes, use bank reconciliation to update deposits. Press Enter to leave blank and proceed to the next field. Operations 4-109

175 Report Parameters Report Parameters are used to define the company name and address for printing on the Simple Invoice forms. When you select this option, all existing parameters are displayed and the following prompt is issued: Is The Above Information Correct? Enter Y when the above information is correct and you want to return to the Parameter Maintenance Option Menu. Enter N to make a change. Enter Delete to remove the parameters from the file. In the Company Name field... Enter the company name using up to 30 characters. This is the name of your company used for tax reporting purposes. In the Address field... Enter an address of up to 3 lines and 24 characters per line. This is the address of your company, as you would like it to appear on the simple invoices AR Maintenance Parameters

176 In the City field... Enter the name of the city using up to 22 characters. In the State field... Enter the name of the state using 2 characters. In the Telephone Number field Enter the customer s telephone number. This telephone number will not print on the invoice. In the Federal ID field... Enter the company s federal ID with up to 15 characters. This is the employer identification number used for tax reporting purposes. This information does not print on the invoice. Operations 4-111

177 New Customer Defaults Sequence Numbers This option sets the first, or next, number for the automatic sequencing features of the Accounts Receivable and Order Processing modules. These numbers are automatically incremented when used by the system. When you select this option, all existing sequence numbers are displayed and the following prompt is displayed: Is The Above Information Correct? Enter Y when the above information is correct and you want to return to the Parameter Maintenance Option menu. Enter N to make a change. In the Next Customer Number field Enter 6 digits for the next customer number generated when adding a customer in Customer Maintenance. Note: This field is used only when the Automatic Customer Number parameter is set to Y in AR System Parameter Maintenance. In the Next Temporary Customer Number field Enter 6 digits for the next temporary customer number generated when adding a customer from Order Entry. In the Next Order Number field AR Maintenance Parameters

178 Enter 7 digits for the next order number to be assigned in Order Entry. In the Next Invoice Number field Enter 7 digits for the next invoice number to be assigned in Invoice Entry. In the Next Simple Invoice Number field Enter the next 7-digit invoice number used in Simple Invoicing. Operations 4-113

179 Accounts Receivable Utilities Accounts Receivable Utilities Menu Function The Accounts Receivable Utilities menu provides access to tasks used for special functions. The items on this menu should only be used after consultation with your dealer and accounting professional. Only operators with special permission. (Refer to User Maintenance) may access this menu. To access the Accounts Receivable Utilities menu... Enter ARX at any menu prompt Accounts Receivable Utilities

180 About the AR Utilities Tasks To access any task on this menu, enter the number assigned to the task in the Enter An Option field. Rebuild A/R Cross-Reference File This task rebuilds cross-reference records for customers, including alternate sequence, zip code, contact, salesperson, phone number, territory, etc. This task should be used to correct any inconsistencies in these sorts. To check the integrity of the file, run a Customer Cross/Reference Report and check that the alphabetic and numeric columns have the same number of entries. The following prompt is issued: Do You Want To Rebuild Accounts Receivable Cross-References? Enter Yes to rebuild the cross-reference file. Enter No to return to the menu. NOTE: This task rebuilds cross-references for all companies at the same time. All accounts receivable activity must cease while this task is run. If the task is interrupted, it must be started from the beginning and allowed to run to completion. Operations 4-115

181 Conversion Invoice Entry The Conversion Invoice Entry task creates summary invoice records that are posted to the customer s account and, optionally, to the general ledger. These records represent open accounts receivable invoices. This task is used to enter invoices that existed prior to the installation of the Accounts Receivable module (Conversion Invoices). It may also be used to post after-the-fact invoices in systems where there is no Order/Invoice processing module installed. NOTE: This task may also be used to modify, add, or delete finance charge records to the Finance Charge Register. It is recommended that regular conversion invoices and finance charges be entered in two separate batches to avoid confusion between the two processes. In the Customer Number field... Enter a valid customer number. Press F3 to select from a list of all valid customer numbers. Press F4 to return to the menu. When the customer number already exists, the customer name is displayed. Otherwise you are prompted to enter another number Accounts Receivable Utilities

182 In the Name field... Display only. Shows the name associated with the customer number. In the Invoice Nbr field... Enter a seven-digit invoice number. NOTE: If the invoice is already in the module, you will not be able to enter the transaction. To adjust invoices, refer to Cash Receipts Entry or Simple Invoice Entry. In the Dist Code field... Enter a valid distribution code. Press F3 to select from a list of all valid codes. Press Return to accept the default code associated with the customer. The description of the code is displayed. The distribution code determines the general ledger account numbers for sales, accounts receivable and discounts when the invoice is updated and the update option is selected. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of all valid terms codes. Press Return to accept the terms code associated with the invoice. The description of the code is displayed. The terms code will determine the invoice due date and discount due date using the invoice date as a basis for calculation. In the Invoice Date field... Enter the date that the invoice is to be posted to general ledger. Press Return to accept the terminal date. This date is used as the reference point by the terms code to determine the due date and discount due date of the invoice. These dates are displayed and may be overridden as needed. Example When the invoice date is 10/10/04 and the terms code is 2% 10 NET 30, then the discount is due 10/20/04 and the invoice is due 11/09/04. In the Invoice Due field... Operations 4-117

183 Enter the due date of the net invoice. Press Return to accept the terminal date. In the Discount Due field... Enter the due date of the net invoice. Press Return to accept the terminal date. Example When the discount due date is 10/20/04, the customer may receive a discount (if applicable) by paying on or before this date. In the Invoice Type field... Enter S for a sale transaction. Enter R for a return of merchandise transaction or service or a credit memo. Enter F for a finance charge transaction. In the Amount field... Enter the total amount of the invoice. In the Discount field... Enter the amount of discount available on this invoice. NOTE: Discounts are recorded as memo amounts only at this point. They are not posted to the general ledger until after they are actually taken. This is determined during cash receipts processing. The following prompt is issued: Is The Above Information Correct? Enter Y when the fields are correct. Enter N to change any field. Enter Delete to remove the settings Accounts Receivable Utilities

184 Conversion Invoice Register The Conversion Invoice Register task prints a report of all conversion invoices prior to making postings to the customers accounts. Conversion invoices may be optionally posted to the general ledger. Refer to Appendix A, for a sample copy of the report. The following prompt is issued: Are You Ready To Update The Register? Enter Yes when the information on the register is correct. Enter No if the information is not correct or you want to return to the menu. You may then re-enter the Conversion Invoice Entry task to make any changes required and print the register later. The following prompt is issued when you answer Yes to the Update Register prompt: Do You Want To Update General Ledger From This Register? Enter Yes to post the conversion invoices to the general ledger using the distribution codes associated with each invoice. Enter No if you do not want to post transactions to the general ledger, but still have them added to the accounts receivable open item file. -or Press F4 to return to the menu without updating anything. NOTE: The primary purpose of not updating to general ledger is for conversion purposes when you are entering invoices into the open invoice file and these invoices have already been recorded in the general ledger. However for daily processing, if you have a live general ledger system, you should always answer Yes to avoid having your accounts receivable general ledger control account(s) out of balance with the accounts receivable subsidiary ledger. Operations 4-119