LOCIS ACCOUNT RECEIVABLE October 14, 2010
OVERVIEW Accounts Receivable module can be used for various things. One example is billing an old employee for their health insurance cobra payment. Another example is if you maintenance department had to cut weeds down parcel of property and the Village Administration wants to bill the land owner for the maintenance staffs time. This can all be done through A/R. Over view of the process would be create a customer, create an invoice, apply money received to the invoice which is for, print monthly statements, and A/R Aging Report. The A/R module does interface with General Ledger.
Creating Invoices There are four different ways you can create an A/R Invoice. All four choices are located under Accounts Receivable menu under Invoices. 1. Memo Entry you can use this to create a memo entry. This does not produce an invoice that can be mailed to the customer but would only reflect on their statement and account detail. 2. Recurring Invoice Entry- is for repetitive invoice that can be released when ever service/billing is required. 3. Repeat Invoice- is for repetitive invoice that is released at the same time each month or each year. 4. Standard Invoice-Creating individual invoice when needed. Memo Entry Select the Customer you are going to bill. By either entering the customer number or looking it up clicking on magnifying class. What do you want to do? This is where you would select create a memo invoice by clicking on the arrow next to the box. What are the details of this transaction? Transaction Date: Is the invoice Date
Transaction Description: Brief Description about the Invoice. This field only allows you 30 characters. How should the General Ledger be Impacted? Description: Where you describe in more detail what you are billing for. Positive Number: Is the amount of the invoice. General Ledger: Is the G/L account you are impacting. Click ADD/SAVE When the memo invoice is complete and in balance Click COMPLETE/SAVE. At this time you can either enter another customer and repeat the process or click the CLOSE button to move to the next step. Click YES if you are done with Memo Entry Screen. Choose your print option and hit the PROCEED button. At this time the A/R Memo Invoice Register will print. If the printout looks correct, click YES. Click OK
Put the date you would like the General Ledger to be impacted or the date of the invoice. Click YES if the date correct. The G/L Distribution will print at this time. Click YES if the distribution printed correctly. Click YES if you want to have the G/L and Customer Detail Update. Click NO if you only want to update the customer detail. If your accounting records are recorded on a cash basis you would want to say NO to this question. The reason is cash basis accounting only impacts the G/L when cash is received not when a bill is generated.
A/R Recurring Invoice Entry To move from one field to the next you can either hit TAB or ENTER key Customer Number: Enter the customer number or look up their number by clicking on the magnifying glass. Invoice Description: Brief Description on what this invoice about. A/R G/L Number: This is the G/L number that is going to be Debit when this invoice is created. Charge Line Description: You can either type in a description or use an inventory item. Fill In Quantity and Unit Cost accordingly. Revenue G/L: This is the credit side of the invoice. Click SAVE LINE If there is additional detail/inventory that needed to be added to this invoice do that at this time. Make sure to click SAVE Line after each row of detail is added. When the invoice is complete click SAVE INVOICE button. At this time you can either enter another invoice and start the process over or click the CLOSE button to go to the next step.
Releasing Recurring Invoice Once you create and save a recurring invoice it will always sit in the A/R Recurring Invoice Release Screen so you can release it to be printed when you need to produce and Invoice to be printed. To do that you can either select a particular invoice or you can hold the shift key and click on each invoice you want to release. Then click on RELEASE THIS INVOICE button. Or you can release all invoices shown by clicking on RELEASE ALL button. Click YES. Click OK You can go to standard invoice entry (ARIE) and make adjustments to the invoice you created or you can go directly to printing the Recurring Invoice in Print Invoices (ARIP). Then proceed to Register/Update Your Invoices (ARIR)
A/R Repeat Invoice Customer Number-Enter the customer number or look it up by the magnify glass. Invoice Date: This is the date you want this invoice to be. Invoice Description: Brief description regarding the invoice. A/R G/L Number: is the G/L number Debited Charge Line Description: You can either type in a description or use an inventory item. Quantity and Unit Cost: fill in accordingly Revenue G/L: Is the G/L number you want to Credit. Then Click SAVE LINE You can either add another charge line description at this time. When the invoice is complete click SAVE INVOICE.
Frequency Code: How often are you going to send out this invoice? Select Monthly, Annually, Quarterly, Semi-Annually, Semi-Monthly or Every time from the drop down menu. Next Release Date: When setting up a repeat invoice this date is going to be the date the first invoice is going to be released. Example: If business license get billed out Dec 1 every year, date would be Dec 1, of current year. Last Release Date: Locis will change this field each time you release that invoice. Invoice Amount to Date: Locis will fill in the information each time you release that invoice. Maximum Bill Amount: You can put dollar amount in here so you do not over bill a customer. If you are going to bill $1000.00 over 10 months which $100.00 a month you want to make sure you don t bill over the $1000.00 put that amount in Maximum Bill Amount field. Click SAVE: This will bring you back to the repeat invoice entry screen. You can enter another invoice at this time or close the Repeat Invoice screen. Release Repeat Invoice- (ARRP) You have to release the repeat invoice in order to print them. Once you release these invoices you can either go into Standard Invoice Entry(ARIE) make changes to the invoice or you can go directly to Print Invoice(ARIP). Click OK
Locis will put the terminal date in as the invoice date unless you say no to this question. One example of when you would say no to this question is when you have invoices that have to go out December 1 and you want them dated December 1 so you release the invoice on November 30 so the invoice will go out on time. When you say no another screen will come up asking you want date you would like to date these invoices. If you are happy with the date say Yes. This is just letting you know how many invoices were released at this time. Every invoice that was released can be changed in Standard Invoice Entry (ARIE). The Repeat Invoices are now ready to be printed and updated. Go to Print Invoices (ARIP) to print the invoices and Register/Update (ARIR) to update the invoices.
Standard Invoice(ARIE) r Customer Number can be typed in or looked up by clicking on the magnifying glass next to the field. Invoice Number will automatically go to the next invoice number available. Invoice Date is whatever you would like it to be. This screen will automatically put the terminal date in but you can change the date. Invoice Description is short a description about the invoice. For example, if you are billing for cobra/health insurance put that as your description. You will be able to put more detail in another field in this screen for the invoice. Salesman Field in the A/R Default Setup screen you can change the salesman field to what you prefer. For example: employee or employee number. A/R G/L # depends if you are cash basis or accrual basis. If you are accrual basis this is going to be A/R account #
Charge Line Description or Select an Inventory-this is where you put more detail about the invoice. Building on our earlier example this would be a great place to put Cobra Payment for the month of October 2010. Or if it is for 6 months Cobra Payment for 6 months starting June 2010. Quantity you can leave this at 1 or can use this to help put the total line item. If they are paying for 6 months of insurance I would put the 6 in the quantity. Unit Cost- This is price per unit. In our example we can say $50.00 per month. Since we put 6 in the quantity we will be $50.00 per month price. Once this is filled in hit tab and Locis will calculate the extended price. Revenue G/L- Code to proper revenue account Click SAVE LINE You can either add another Charge Line Description or Select an Inventory Item at this time. Every time you add information to Charge Line Description you have to click on SAVE LINE. When invoice is completely entered click SAVE INVOICE. If you need to put in another invoice start the process over with selecting the customer. If you are done entering invoices close the A/R Invoice Entry screen.
Printing A/R Invoices(ARIP) Payment Terms: Enter the Terms that will print on the invoices. If Terms are defined either on the individual invoice ( ARIE) or Terms are defined in Customer Maintenance (ARC), those terms will print instead of the terms entered here in Invoice Print(ARIP). Bottom Message to Customer: This will print at the bottom of the invoice. You can put a message like Make Check Payable to the Village of Paradise or Happy Holidays. From Invoice and To Invoice: This field will default to all invoices that have been created but not updated yet. You can change this so it will only print the invoices you need by changing the TO and FROM field.
Updating A/R Invoices Click all the invoices or click on the invoices you want to update. Then click PROCEED. Did the invoice listing print correctly? If so, click YES. Please enter the date to post the transaction to the G/L. Click OK. Is this the correct G/L Update Date? Click YES or NO. Did the Distribution Print Correctly? Click YES or NO Do you want to update the General Ledger? Click YES or NO
. Entering A/R Payments Customer: Enter the customer number or use the magnify glass to look up the customer. G/L Number: Enter the G/L Number you are going to Debit. Hit Enter to move cursor to the next field. Date Received: Enter the date the payment was received. Hit Tab or Enter to move your curser to Check Number. Enter the Check Amount. Invoice Number to Apply Payment To: Select the Invoice you wish to apply the payment to by clicking the arrow under Invoice Number to Apply Payment. This will give you a list of all invoices open to that customer. Payment Amount: The portion of the check or cash received that should be applied to that invoice. Discount Amount: Put the discount amount to apply to this invoice. Authority can be used for few things. One is the initials of the person entering the payment or you can refer to the check number of the payment. Authority field shows in the customer history screen. G/L Number: This is the G/L account number you want to Credit. For some this may be a revenue account, an expense, or receivable account Description: You can put in a description for your reference.
Click ADD/SAVE LINE When the Check amount is fully distributed you will receive this message. Click YES to enter more payments or move to the next step. Click NO if you need to make changes to the payment you entered. When all payments are entered hit the CLOSE button on A/R Payment Entry Screen. Click YES if you are ready to review your payments you entered. Then select the printer you wish to use to review the payments you entered. Hit PROCEED. Review your print out before you answer this question. YES if everything is correct. Then select the printer you wish to use for updating the General Ledger. Then hit PROCEED. Click YES if you are ready to update.
Click OK Select the date you want the cash receipts to post to the General Ledger. Then click OK. This is giving you another chance to double check your date. If the date is correct Click YES. If the report printed correctly click YES, if not Click NO. If you click NO the General Ledger will not update. If you click YES on previous screen LOCIS will continue the update process. When LOCIS completed the process this message will appear. Click OK to finish the process.
Month End Reports for A/R Trial Balance Report (ART) Run this report monthly and before you start entering Invoices and Payments received in the next month. This report will list customer number, customer name, all open invoices for that customer and indicate if the invoice is current, 0-30, 30-60, 60-90 and over 120 days old. At the end of the report it has a summary of A/R Balances by aging period.
A/R Aging Report Run this report monthly. Before running this report make sure all A/R transactions (invoices, memo, adjustments, and cash receipts) are completely processed for the month. This report moves transactions from open detail to history in A/R Customer Maintenance. This report will print a report with a list of transactions that have been to history. Liquidate Overpayments(ARACCT) This utility matches on-accts/payment/credits to invoices. The Aging Report(ARP) should take care of these for you automatically but this utility can match them as well. Step 1. Select a customer Step 2. Select the Payment or Credit Memo you want to liquidate Step 3. Select the Invoice you want to apply the Payment or Credit Memo to. Step 4. Click PROCEED as long as Step 2 and Step 3 are equal. No report will print.
A/R Customer Statements(ARS) The program defaults to all customers. Click Display. Locis will ask you from what date do you want the statement to reflect. Click YES. Why print a statement for a customer with a zero balance? Click YES or NO Click YES or NO
Once all the questions have been answered Locis will generate a list of customers in the box where the arrow is. Click PRINT THE STATEMENTS.
Period End Utility Penalize the Accounts (ARPEN) This utility applies penalty charges to all open invoices. You can either penalize the customer with a flat dollar amount or percentage. To get the penalty utility to work properly you have to set up an inventory code called Penalty in Maintain the Inventory (ARINV). Once the penalties invoices are created they can be maintained in Standard Invoice Entry (ARIE). The penalties can be printed in Invoice Print (ARIP). Make sure you run Register/Update Invoice (ARIR) so the penalty bills are applied to the customer s accounts.
SET UP PROCESS Customer Account Setup(ARC) EACH CUSTOMER NEEDS TO BE SET UP IN THIS SCREEN. First line is assigning them a customer number and the customer name. You can give them any number you want. The customer number has up to 10 character spaces. The customer number can be 1 or it can be 0000000001 or you can click new and Locis will assign a customer number. After you have assigned the number and put in the customer name proceed with address, city, state, zip and other additional information that you have. Click the SAVE Button on the bottom of screen.
Account Inquiry (ARCINQ) This screen is used to look up information on customers. You can review their history, open detail, billing address, and remarks that have been made on this account. The difference between this screen and the customer account setup screen is you cannot save changes that you make while in this screen. Customer Account List This screen gives you a list of all or just a range of A/R Customers in your system. You can either print this list or export this list to excel. The report will have customer number, name, address and any remarks that are saved in Customer Account Setup (ARC) file.
A/R Default Setup (ARD) Use this screen to set up defaults that will automatic fill in various spots in the A/R module. The Default G/L for Receipts will fill in the G/L # in the Enter Some Payments Screen. The Default City, State, Zip and User Define Field will appear in the Customer Account Setup Screen. Print a Quantity and Unit Cost Column in Invoice Print? This is for the layout of the invoice the customer will see. For example, if you are billing for hours of staff member you would want to say YES. When customer gets bill it will say 2 hours @ $50 per hour equals $100.00 Default Terms in Invoice Entry and Print. This will print on every invoice automatically.
Repeat Invoice Listing (ARRL) This screen will give you a list of all repeat invoices you have set up. Customer number, name, address, invoice description, last billed date, next release date, amount and G/L number will appear on this report. Locis is set to default to all customers but you can change the report to only show a range of customers you specify. After you select the range of customers for the list hit PROCEED. Do you want to view invoices for all months? YES or NO If you say NO Locis will ask you what month you would like to see. The list will consist of invoices that are going to be released in that month. Do you want to include customers who have been flagged as inactive? YES or NO Do you want to include customers who are flagged as active? YES or NO Included Comments? YES or NO Included Phone Number? YES or NO
Repeat Invoice Forecasting(ARRF) This screen generates a report that has customer number, name and what month this invoice will generate revenue and how much. At the end of the report there is a total that sums up how much revenue and what month it would be generated in for all customers list in your report. A/R Item Search In this screen you can search for an old invoice by G/L number or by the description you put on the invoice.
MAINTAIN THE INVENTORY(ARINV) Inventory set up is a great place to set up items that are frequently billed for. If you set them up in this screen you can simply select the inventory item in Recurring Invoice, Repeat Invoice, and Standard Invoice Entry instead of typing the description each time. You can also set up a default amount and default revenue G/L for each item set up. When you are in the invoice entry screen you simply would select the inventory item, the remanding information will fill in the appropriate spot based on what you have set up in this screen. If you are going to use the Penalize the Accounts (ARPEN) you have to set up a penalty item in this screen for the program to work.
A/R ACTIVITY REPORT (ARH) This report will list the customer number, name, amount previous year billed, current month billed, and current year to date billed.
Delete/Reduce/Increase A/R Invoice or Apply Overpayment Memo-Invoice Entry Select the customer with the invoice that needs to be adjusted. What do you want to do? Click on the arrow next to the box and a list of options will appear. Select the option that best fits what you need to do. What are the details of this transaction? Transaction Date and Description How should the General Ledger be impacted? Put in a description, amount and general ledger number, the amount you are adjusting the invoice by. If you are decreasing the invoice by $10.00 you would only put $10.00 in this spot. To make sure you get the right G/L number look at how you originally posted the invoice. You would want to use the same G/L numbers here. Click ADD/SAVE
In this screen you have to have a Debit and a Credit you have to go back to How Should the General Ledger be impacted and add the other side of the entry. This would be the other G/L number used when originally creating the invoice. Click ADD/SAVE This Memo entry is in balance because the debits and credit equal at the bottom of the screen. Click SAVE/COMPLETE THIS CREDIT MEMO. Click the CLOSE button to proceed to the next step. You have a transaction in the register. Would you like to do so now? YES or NO Say No if you would like to print the credit memo. Then go to Memo-Invoice Print(ARMP) Now update your credit memo(armr) Did the invoice listing print correctly? YES or NO Enter the date to post the transaction to post the G/L. Click OK then pick the date you want to post this transaction to.
Locis will then print the G/L distribution report. After all the reports are printed, Locis will ask you do you want to update the G/L and the customer detail click YES. If you want to only update the customer history click NO. This will put a credit memo on the customer account. DELETING AN INVOICE: Select CANCEL and the invoice number you wish to cancel. The program will do the rest for you.