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Accounts Receivable User Manual

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1. a a Customer Total Customer 00000020 Master Sellers Company 516 561 7654 516 555 7654 SRR 06 SRR 06 SRR 06 SRR 07 SRR 06 SRR 07 SRR 06 SRR 05 SRR 06 SRR 05 SRR 06 SRR 05 SRR 06 SRR SRR SRR 89 1004 1004 INV 06 10 89 6 3 89 shipment 89 1004 06 30 89 6 3 89 shipment 89 1005 1005 INV 06 10 89 6 6 89 shipment 89 1005 07 31 89 6 6 89 shipment 89 1011 1011 INV 06 21 89 6 16 89 shipment 89 1011 07 31 89 6 16 89 shipment 89 104 1004 INV 06 10 89 6 3 89 shipment 89 306 306 INV 05 03 89 Opening entry 89 306 06 12 89 Opening entry 89 613 613 INV 05 20 89 Opening entry 89 613 06 30 89 Opening entry 89 620 620 INV 05 05 89 Opening entry 89 620 620 06 30 89 SERVICE CHARGES 89 620 07 15 89 payment 89 89061001 89061001 06 10 89 Monthly shipment per contract 89 89061001 07 15 89 Monthly shipment per contract NNN NNN NNN NNN NSN oo 35 Customer Total Accounts Receivable User Manual 253 5 _Reports and Inquiry Option 5 Cash Receipts Projection Use this function to print summaries of projected cash receipts The number of days projected can be varied allowing you to do comparative analyses The following processing steps accomplish this job Step 1 You can use this function to enter a projection date choose which date to project from and choose the length of the projection periods On the following pages the screen displayed by this function is s
2. Tax Code Totals 29464 85 10007 91 135 45 Tax Code 002 State Tax 001 Washington State Tax Urban 081 2020001001 70677 17 67597 95 3649 69 002 Washington State Tax Rural 079 2020001001 185340 00 172440 00 136 23 003 Nevada State Tax 062 2020001001 5930 75 5930 75 415 65 Tax Code Totals gt 261947 92 245968 70 4201 57 Grand Totals gt 291412 77 255976 61 4337 02 124 Accounts Receivable User Manual Monthly Processing 3 Option 2 Sales GL Distributions Use this function to print information about sales postings to General Ledger The following process ing steps accomplish this job Step 1 This function is used to select the summary only option for the Sales GL Distributions Report On the following pages the screen displayed by this function is shown The screen shown below allows you to print only the summary Sales GL Distributions report Figure 29 The Accounts Receivable Sales GL Distributions Screen Data items for the preceding screen are described below Print Summary Report Only Enter Y Yes or N No The initial default value is You can choose to print just the summary report by entering Y If you enter N both the detail and the summary report will be printed Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Month To Date Postings information thi
3. Step 6 In order to print the Subsidiary Code Summary GL Distributions this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount To tal Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total Accounts Receivable User Manual 137 3 Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 15 30 Subsidiary Code Summary GL Distributions JONES 1500 00 1500 00 PETERS 2704 00 2704 00 WILLIAMS z 5930 75 5930 75 Sub Type GL Totals 5 10134 75 10134 75 Grand Totals gt Option 6 Transaction Control Use this function to print a report of Transaction Control information The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control No with the option to change modifiable parameters at run time Selection of data records is provided by Application File Posted Operator ID Control No and Journal Code with
4. The system stores the closing date for service charges so that it can be printed on the Service Charge Register The closing date also determines how many days overdue any given invoice is The system date is the default value you can change it Accounts Receivable User Manual 215 4 File Maintenance Service Charges Posted The system displays Y Yes or No The initial default value is This field indicates whether or not service charges have been posted for the current period During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field Prior Closing Date The system displays a date YMD The system supplies the date that service charges were last calculated The number of days between the Prior Closing Date and the current Closing Date is used to determine the Average Daily Balance OK Applications Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are AP AR FA GL IC PA PO and OE Enter the application IDs of those applications which are allowed to interface with Accounts Receivable If you intend to include blanks as a valid value the blank entry should not be the last entry Sales Tax Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to that the Sales Tax repor
5. Account Total gt 17772 19 160 Accounts Receivable User Manual Monthly Processing 3 Option 10 Monthly Status Inquiry Use this function to display the current month and year the status of monthly reports and whether recurring billings have been generated In order to print the Monthly Status Inquiry this step formats the Parameters information The follow ing data items are shown Current Calendar Month Current Calendar Year Sales Tax Report Re quired Sales Tax Report Printed Sales Distribution Report Required Sales Distribution Report Printed Receipts Distribution Report Required Receipts Distribution Report Printed Adjustment Distribution Report Required Adjustments Distribution Report Printed Subsidiary GL Distribution Report Required Subsidiary GL Distribution Report Printed Transaction Control Report Required Transaction Control Report Printed Recurring Payments Generated and Service Charges Posted A sample output is shown below Monthly Status Calendar Month Year 08 89 EOM Reports Required Printed Sales Tax Y Sales GL Distributions Cash Receipts GL Distributions Adjustments GL Distributions Subsidiary GL Distributions Transaction Control Recurring Billings Generated N Service Charges Posted N Option 11 Close Month Use this function to perform end of month processing The following processing steps accomplish this job Step 1 This function verifies the End of Month report
6. Receivable Account 24 Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use PF2 to search for an appropriate entry Supply the account that should be debited when this invoice is posted By default the system displays the receivable account for the customer from the Customer s record You may change this account number If the General Ledger application is part of the system the ac count number must be on file in the Chart of Accounts file and the system displays the de scription of this account so that you can verify your entry Accounts Receivable User Manual Transaction Processing 2 Salesperson Enter a positive number with up to 3 digits You can use PF2 to search for an appropriate entry If your system includes Commission Accounting you may supply up to two codes from the Salespersons file to identify the salesperson s who made or received credit for the sale The system displays the corresponding salesperson Alpha entry from that file so that you can verify your entry If your system does not include Commission Accounting you can make an entry here for your information Comm Pct Enter a positive number with up to 3 digits to the left of the decimal and 1 digits to the right of the decimal This field specifies the percentage used to calculate the commission earned by the salesperson you entered If your system includes Commission Accounting the system di
7. The system assumes that you wish to use the Transaction Control feature available in Ac counts Receivable Transaction Control allows you to enter control and hash totals for each control group and tracks the number of transactions posted and the total amount posted It also notes the last transaction posted and whether any errors or warnings were encountered during posting If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this question the system assumes that Ask for Operator ID is also Y Months of Transaction Control Enter a positive number with up to 3 digits Enter the number of months of historical Transaction Control records you want to keep If you are not using the Transaction Control feature leave this entry blank Since these records are deleted based on the actual date and time of posting there may be some slight discrepancy between your choice of month end closing date and the actual number of months kept How ever Transaction Control history can be useful as an audit trail Months of Transaction History Enter a positive number with up to 3 digits Supply the number of months of transactio
8. Account 1010001001 Cash Sales Outlets 1258 000005208 00000070 Richards amp Wright PC 08 22 89 3200 00 1166 000006179 00000010 Alexander s Inc 08 22 89 1640 00 807 000011690 00000040 Burlington Enterprises 08 22 89 1500 00 987 000654654 00000050 Miscellaneous Customer 08 22 89 212 66 Cash Account Subtotals gt 6552 66 Accounts Receivable User Manual 75 2 Transaction Processing Step 15 In preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 16 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 17 In order to print the Accounts Receivable Adjustments Journal this step formats the Adjustments infor mation The following data items are shown Transaction Number Customer Name Apply To Ad just Date Remark Amount Offset Account Description Post Month Post Year Subsidiary Type Subsidiary Code and Receivable Account As appropriate group headings appear whenever a change occurs in Control Number of Post Month If requested totals appear whenever a change occurs in Post Mo
9. Cash Receipts 254 Option 6 Daily Cash Receipts cic eceeesseseesseseeseeecsecsecsesseesceseeececseesesseeaeeaseassasaes 257 Option 7 Deposits Not Invoiced wo eseeseeseeseeeeeeseeesecseeseesceecsessessesseeaeesseaeeeees 260 eais Option 9 Dunning Letters Option 10 Customer Credit Option 11 Customer History Option 12 Miscellaneous Customers cece eseeeeeeeeseeeseeseesceseeeceeseesesseeseesseaeeeeaes 274 Option 13 Sales History Inquiry 00 0 cece esccscesceeceeceeeecsecseesceeceecseesessesseesseaeeeeees 275 Option 14 Transactions Inquiry 0 0 0 eee eseeseeseeseeeeeeceeseeseeseesceecsesseesessesseesseaeeeeees 276 Option 15 Customer Credit 277 Option 16 Transaction History Inquiry 0 0 cece eeeeessenesseceeseeeceeceeesesseeaeeseeaeaeees 278 Option 17 Transaction Control Inquiry 0 0 cece eeeeeeecsesseeseeseeeceeeecesseeseeseeaceeeees 279 Chapter 6 Refunds and Service Charges ssssssccssssssssssssescssssssssssees 281 Option 1 Calculate Customer 282 Option 2 Edit Customer Refunds 00 0 0 cece eseeceeeeeeeecetsecaeeseeecec
10. Monthly shipment Due Upon Receipt No Sales Tax Line Type Expert Computing Inc Recurring Billings List Tax District Commission Basis Salesperson 2 Commission Percent 00000090 Marsh amp McLennan Inc 0 0 GL Account Account 13 Month Basis Generate Months Start Mo Yr Billing Day Comms Amount Limit Billed To Date 600 00 0 00 3 600 00 Comm Sub Type Code 0001 0 Taxable Sales 3010001001WH Sales Wholesale monthly merchandise shipment 0 0 0 0 Monthly shipment per contract Due Upon Receipt State Tax Mr James V Anthony Type 00000020 Master Sellers Company 002 Washington State Tax Rural 0 00 0 00 0 0 GL Account 1030001001WH Comms Accts Receiv Sales Wholesale 200 00 2 400 00 2 000 00 Comm Sub _Type Code 0 Taxable Sales Materials 0 Taxable Sales Supplies 3010001001MA Sales Manufacturing 3010001001WH Sales Wholesale 0 0 GL JONES 0 0 Monthly Billing Net 30 State Tax Ms Vanessa L Hastings Line Type 00000030 Pool and Associates 001 Washington State Tax Urban 0 00 0 00 0 0 GL Account 1030001001WH N JFMAMJJASOND 06 89 01 Accts Receiv Sales Wholesale 300 00 6 000 00 600 00 Comm Sub Type Code 0001 1 Non taxable Sales Mailing services 3010001001WH Sales Wholesale 0 0 234 Accounts Receivable User Manual File Maintenance Option 19 Parameters
11. to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID Figure 18 The Accounts Receivable Invoices Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next Accounts Receivable User Manual 93 2 Transaction Processing The operator ID which you entered at log on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be ex
12. Account 1010001001 Cash Sales Outlets SRR 0008 0001 00000010 Alexander s Inc 6130 PAY 08 11 89 payment 2170 28 00 SRR 0008 0002 00000040 Burlington Enterprises 11603 PAY 08 11 89 payment 3111 95 0 SRR 0008 0003 00000060 Hale s Interiors 817 PAY 08 11 89 payment 2600 00 00 SRR 0008 0004 00000020 Master Sellers Company 1278 PAY 08 11 89 payment 600 40 0 SRR 0008 0005 00000050 Miscellaneous Customer 3121 PAY 08 11 89 payment 2789 56 0 SRR 0008 0006 00000030 Pool and Associates 4421 PAY 08 11 89 payment 3000 00 00 SRR 0008 0007 00000020 Master Sellers Company 1279 PAY 08 11 89 deposit 1500 00 00 SRR 0008 0008 00000050 Miscellaneous Customer 3144 PAY 08 11 89 deposit 2000 00 0 Current Month Totals 17772 19 0 17772 19 Beginning GL Balance 2148193 22 Account Total gt 2165965 41 Account 1030001000MA Accts Receiv Corp Mfg MRC 0010 0001 00000080 Dominion Business Machin 9988765 PAY 08 09 94 payment 0 14675 00 Current Month Totals 0 14675 00 14675 00 Beginning GL Balance 256200 79 Account Total gt 241525 79 Accounts Receivable User Manual 131 3 Monthly Processing Step 6 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac
13. Current Month Totals gt 146 38 146 38 Beginning GL Balance 141659 39 Account Total gt Account 3060000000 Miscellaneous Income 0000 0000 00000010 Alexander s Inc SVC 06 30 89 Svc Charge Write Off 0000 0000 00000020 Master Sellers Company SVC 06 30 89 Svc Charge Write Off 0000 0000 00000040 Burlington Enterprises SVC 06 10 89 Svc Charge Write Off 0000 0000 00000040 Burlington Enterprises SVC 06 10 89 Svc Charge Write Off Current Month Totals Beginning GL Balance Account Total Post Month Year 06 89 Totals Accounts Receivable User Manual 151 3 Monthly Processing Step 9 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 36 Sales Summary GL Distributions Account Account Name Debits i Net Change Post Month Year 06 89 1030001001WH Accts Receiv Sales Wholesale 3060000000 Miscellaneous Income Post Month Year 06 89 Totals gt Post Month Year 07 89 1030001001WH A
14. Payne y rice uni special order desk 4 1200 000 1200 00 leather office chair x 325 000 650 00 Accounts Receivable User Manual 119 2 Transaction Processing Bank Deposit Slip Use this function to print a bank deposit slip for cash receipts The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Cash Account and Check Number with no option to change the sequence at run time Selection of data records is provided by Cash Account and Check Number with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Bank Deposit Slip this step formats the Cash Receipts information The following data items are shown Bank Transit No Check No Customer Name Date and Check Amount A sample output is shown below Expert Computing Inc 10 12 94 15 28 Bank Deposit Slip Transit Date No Cust No Received Account 1010001001 Cash Sales Outlets 1258 000005208 00000070 Richards amp Wright PC 08 22 89 3200 00 1166 000006179 00000010 Alexander s Inc 08 22 89 1640 00 807 000011690 00000040 Burlington Enterprises 08 22 89 1500 00 98
15. Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 18721 44 0 18721 44 1050001000 Service Charges Receivable 00 140 96 140 96 2020001001 Sales Tax Payable Sales 00 1069 12 1069 12 2051000000 Sales Deposits 2050 00 00 2050 00 3010001001MA Sales Manufacturing 00 10134 75 10134 75 3010001001WH Sales Wholesale 00 8879 10 8879 10 4190000001WH Freight Out Sales Wholesale 00 547 51 547 51 Post Month Year 08 89 Totals gt 20771 44 20771 44 Post Month Year 09 89 1030001000MA Accts Receiv Corp Mfg 185210 68 0 185210 68 1030001001MA Accts Receiv Sales Mfg 954 50 00 954 50 1030001001WH Accts Receiv Sales Wholesale 831 05 00 831 05 1100001000WH Resale Inventory 00 73500 60 73500 60 1100001001WH Resale Inventory Sales Outlet 00 18995 50 18995 50 2020001001 Sales Tax Payable Sales 00 136 62 136 62 2051000000 Sales Deposits 100 00 00 100 00 3010001001MA Sales Manufacturing 00 650 00 650 00 3010001001WH Sales Wholesale 00 199629 13 199629 13 3060000000 Miscellaneous Income 00 275 00 275 00 4010000001WH Cost of Goods Sold Sales Whls 92496 10 00 92496 10 4070000000MA Discounts Lost Mfg 50 00 00 50 00 4071000001WH Customer Disct Sales Wholesal 19 52 0 19 52 4190000001WH Freight Out Sales Wholesale 00 1150 00 1150 00 128 Accounts Receivable User Manual Monthly Processing 3 Option 3 Cash Receipts GL Distributions Use this function to print information about cas
16. The customer number must be on file in the Customers file The system displays the customer name so that you can verify your entry Check Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If this cash receipt applies to the receivable accounts entered on the line items the Check Amount is given by this formula Check Amount Credit Amount Discount Given Write Off Amount Alternatively if this cash receipt applies to the Direct Accounts entered on the line items the Check Amount is given by this formula Check Amount Direct Amount Discount Given Direct Credit and Write Off amounts as well as Discount Given are entered on the line item screens for this cash receipt Date Enter a date YMD This field is required In ADD mode this field will automatically be saved from one record to the next This is the date the check was received deposited not the date printed on the check Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which this transaction is to be posted The current month defined in the Parameters file is supplied if you want to post to a prior or future month you can c
17. This field is required You can use Scan to search for an appropriate entry The Offset Account from the Customer record is supplied you may change it If your system includes General Ledger the account you enter must be on file in the Chart of Accounts file and the system displays the account description form that file so that you can verify your en try Item Type Enter a positive number with 1 digit Identify the type of this line item The system displays the description so that you can verify your entry Valid codes are 0 Taxable sale 1 Nontaxable sale Customer discount Freight Sales tax Other eA WwW N Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount to be debited or credited for this recurring billing line item A positive amount is considered a credit for a discount line item enter a negative amount 204 Accounts Receivable User Manual File Maintenance 4 Description Enter an alphanumeric field up to 30 characters in length Describe this recurring line item Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will be posted If General Ledger is not part of your system you may enter any value in t
18. When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 34 Adjustments Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 1175 98 1180 00 3010001001WH Sales Wholesale 1175 98 3060000000 Miscellaneous Income 4 02 Post Month Year 08 89 Totals gt 2355 98 Grand Totals gt Step 14 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Account Number with the option to change modifiable parameters at run time Selection of data records is provided by Subsidiary Type Subsidiary Code and account component with the option to enter user specified comparisons at run time Step 15 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 In order to print the Subsidiary Code Detail GL Distributions this step formats the Month To Date Postings information The following data items are shown Transaction No Customer Name In voice Check Number Transaction Ty
19. Write Off Service Charges x R E PAEA E E E E AEE vi Accounts Receivable User Manual Chapter 1 General Information 1 General Information Introduction What Is Accounts Receivable Accounts Receivable is a means by which you can record sales and send bills and statements to your customers Simply put Accounts Receivable keeps track of your company s revenues and your customer s unpaid bills When a sale is recorded an invoice is sent to the customer Besides the total amount of money owed the invoice usually contains information about any discount you may be offering your customer as in centive to pay the invoice in a timely fashion and when the total amount of the invoice is due the terms of the invoice the products or services purchased by the customer and the amount of freight or tax attributed to the purchase The revenue is recorded as income when you post the invoice Normally when you post an invoice the system credits or increases the balance in a revenue account Since the customer has not yet paid the invoice the amount of the invoice also debits or increases an asset account called Accounts Receiv able Some examples of receivable accounts are Notes Receivable Employee Loans Receivable and Customer Accounts Receivable The total amount in Accounts Receivable represents the total amount of revenues which have not yet been collected If General Ledger is part of your system Accounts Receivabl
20. enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 136 Accounts Receivable User Manual Monthly Processing 3 Step 5 In order to print the Subsidiary Code Detail GL Distributions this step formats the Month To Date Postings information The following data items are shown Transaction No Customer Name In voice Check Number Transaction Type Transaction Date Description and Amount A sample output is shown below Expert Computing Inc 11 08 94 15 30 Subsidiary Code Detail GL Distributions Invc Chk Trx Description Subsidiary Type GL Subsidiary Code JONES 2 JONES Salesperson Sam Jones 0001 00000010 Alexander s Inc 08 11 89 special order desk 900 00 0001 00000010 Alexander s Inc 08 11 89 special order chairs 600 00 Subsidiary Code Subtotals 1500 00 Subsidiary Code PETERS 2 PETERS Salesperson George Peters 0005 00000020 Master Sellers Company 08 11 89 special order table 2704 00 Subsidiary Code Subtotals 2704 00 Subsidiary Code WILLIAMS 2 WILLIAMS Salesperson Kris Williams 0006 00000050 Deno s Inc 08 11 89 shelving unit 5401 60 0006 00000050 Deno s Inc 08 11 89 shelving unit 529 15 Subsidiary Code Subtotals 5930 75 Subsidiary Type Subtotals 10134 75 Grand Totals 10134 75
21. or N No The initial default value is Y This field is required Y is displayed to indicate that these invoices are ready for printing Enter N if you want to delay the printing of the journal for any reason 16 Accounts Receivable User Manual Transaction Processing 2 Journal OK The system displays Y Yes or N No The initial default value is This indicates whether or not the journal has been printed without errors If N the control group may contain errors and cannot be posted Invoices Printed The system displays Y Yes or N No The initial default value is N This indicates whether or not invoices have been printed for this control group The printing of invoices is optional Post Now Enter Y Yes or N No the initial default value is Y This field is requires Y is displayed to indicate that these invoices are ready for posting Enter N if you want to delay posting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Invoice Posting E This Operator s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the
22. to this question if there are no historical records for a given customer that customer s current information will be bypassed Press ENTER to save the information on this screen Step 3 In preparation for performing a sort selection process on the Transaction History information this step provides you with a default sequencing of data records by Account Number Customer and Apply To giving additional sort order choice by Post Month and Post Year with the option to change modifiable parameters at run time Selection of data records is provided by Account Number Customer Apply To Operator ID Post Month and Post Year with the option to enter user specified comparisons at run time Step 4 This is the standard disposition used for all reports not printed on special forms Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 In order to print the Transaction History report this step formats the Transaction History information The following data items are shown Operator ID Control No Transaction No Post Month Post Year Apply To Invoice Number Check Number Transaction Type Order Number Transaction Date Transaction Description and Amount As appropriate group headings appear whenever a change occurs in Post Month Account Number or Customer If requested totals appear whenever a change occurs in Customer Account Number or Post Month W
23. you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID Figure 12 The Accounts Receivable Adjustments Control Groups Screen 46 Accounts Receivable User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive num
24. 08 22 89 1166 08 89 1010001001 Cash Sales Outlets payment Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account 1016 Apply to Invoice 1368 54 0 00 1030001001WH Accts Receiv Sales Wholesale shelving units shipped 6 13 89 1018 Apply to Invoice 275 98 3 0 00 1030001001WH Accts Receiv Sales Wholesale write off disputed charge Line Items Totals 1644 52 f 5 Check Total 1640 00 00000040 Burlington Enterprises 1500 00 000011690 08 22 89 807 08 89 1010001001 Cash Sales Outlets deposit Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account 8010 Deposit 1500 00 0 00 2051000000 Sales Deposits deposit on special order Line Items Totals 1500 00 R x Check Total 1500 00 00000070 Richards amp Wright PC 3200 00 000005208 08 22 89 1258 08 89 1010001001 Cash Sales Outlets payment on account Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account Apply On Account 3228 70 0 00 1030001001WH Accts Receiv Sales Wholesale payment on account Line Items Totals 3228 70 2 Check Total 3228 70 58 Accounts Receivable User Manual Transaction Processing Step 5 In order to print the Ac
25. 30 Salesperson Mr Jarvis W Payne Description Quantity Price special order desk 1 00 1200 000 leather office chair 2 00 325 000 72 Accounts Receivable User Manual Transaction Processing 2 Step 9 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 10 According to previously specified criteria this step actually performs the desired selection an or sort ing process Step 11 In order to print the Cash Receipts Journal this step formats the Cash Receipts and Cash Receipts Line Items information The following data items are shown Transaction No Customer Name Check Amount Check No Date Bank Transit No Post Month Post Year Cash Account Description Line No Apply To Apply Type Description Credit Amount Write Off Amount Discount Given Direct Amount Receivable Account Write Off Subsidiary Type Subsidiary Code Direct Account Re ceivable Total Discount Amount Total Direct Total and Line Items Total As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change
26. ADJ 08 12 89 write off service cha Current Month Totals Beginning GL Balance Account Total Post Month Year 08 89 Totals Grand Totals 2355 98 2355 98 Accounts Receivable User Manual 155 3 Monthly Processing Step 17 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total And Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 37 Adjustments Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 1175 98 1180 00 3010001001WH Sales Wholesale 1175 98 3060000000 Miscellaneous Income Post Month Year 08 89 Totals gt Grand Totals gt Step 18 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Account Number with the option to change modifiable parameters at run time Step 19 According to previousl
27. Accounts Receivable are sorted by customer division customer area and customer type Miscellaneous Customer Enter Y Yes or N No The initial default value is N This field is required If this record is being set up to handle miscellaneous customers that is customers you may only do business with occasionally and whom you do not want to track individually enter Y When you enter an invoice for a miscellaneous customer the system will prompt you for a name and address to be printed on the invoice You may create as many miscella neous customers as you want many businesses create only one for all such customers Salesperson Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Accounts Receivable User Manual 169 4 File Maintenance If Commission Accounting is included in your system enter the code that identifies the sales person to be credited with sales to this customer Only number from the Salespersons file are accepted The salesperson s name is displayed so that you can verify your entry If your system does not include Commission Accounting you can make an entry here for your infor mation This code is defaulted when invoices are entered for this customer Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Supply the tax code that applies to this customer if any If ente
28. Credit Status Offset Account Dunning Code Dunning Sent First Transaction Date Last Payment Date Last Transaction Date and Comments Accounts Receivable User Manual 223 4 File Maintenance A sample output is shown below 10 17 94 14 50 99999990 THE TEST CO Balance 00 On Order 00 Credit Limit 9999999 Credit Status OK Dunning Code Comments Tax Code Terms Tax District Division Area Type Warehouse Vendor Receiv Acct Offset Acct Expert Computing Inc Customers List Salesperson No Sales Tax Due Upon Receipt No tax Retail Customer 1030001000 Accts Receiv Intercompany 1100001001WH Resale Inventory Sales Outlet Dunning Sent Last Payment LGG Page Statement Type Open Item Statement Period Miscellaneous Customer Service Charge Write Svc Charge Keep Sales History Customer Hold OK Post to Sales Analysis First Transaction Last Transaction BELLWOOD 00000160 Bellwood RV Sales Balance 00 On Order 00 Credit Limit 9999999 Credit Status OK Dunning Code Comments Tax Code Terms Tax District Division Area Type Warehouse Vendor Receiv Acct Offset Acct Salesperson No Sales Tax Due Upon Receipt No tax Dunning Sent Last Payment Statement Type Open Item Statement Period Miscellaneous Customer Service Charge Write Svc Charge Keep Sales History Customer Hold OK Post to Sal
29. Deposit Discount Freight Sales Tax Line Item Offset Account Line Item Type Price Quantity Amount Item Code Description Sub Type Sub Code and Cost As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Control Num ber or Post Month If totals are specified the following items are accumulated Invoice Total Deposit Total Discount Total Freight Total Tax Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings 10 12 94 15 10 Trx Customer Subtotal Receiv Account Invoice Apply To Inve Amount Control Group SRR 0013 Post Month Year 08 89 0001 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3011 3011 685 32 Account Item Cd Description 3010001001MA Sales Manufacturing special order desk Sales Wholesale leather office chair 3010001001WH Orders through 8 20 89 002 001 002 08 89 08 21 89 09 20 89 Expert Computing Inc Accounts Receivable Invoices Journal Tax Cd Dst Trms Mo Yr Inv Date Due Date Customr C Sub Trx Type Deposit Description Cust Disc Freight Sales Tax 89A 556 special order shipped 8 18 89 35 32 0 AR Invoice 1200 00 00 Price Cost Item Type Sub Code Quantity Comm Pct Order No Sls Comm Rep Pet Comm Basis 007210 010 5 0 1850 00 Amount Taxable Sales G
30. During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Blank Not Permitted If Deposit Amount Entered Cannot Post to a Heading Account Cannot Post to a Summary Account Cannot Post to the 13th Month in a 12 Month Fiscal Year Invalid Application Type Invalid Transaction Type No Sales Tax Will Be Posted for This Invoice Tax District Has No Account Number G L Will Be Out of Balance W Invoice Already on File W Invoice Not on File W Post Month is Previous to Parameters Calendar Month W Post Year of Zero Will Be Treated as the Year 2000 mmaa oy Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the Invoice Control Groups screen Select Next Record to go to the next Invoices record Select End to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file The screen below presents additional information about Invoices 26 Accounts Receivable User Manual Transaction Processing 2 Figure 6 The Accounts Receivable Invoice Customer Address Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be prese
31. Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Specify the maximum dollar amount that may be generated by this recurring bulling A bill ing will not be generated once the Billed to Date field reaches this limit If this field is left blank the recurring billing is unlimited In the event that a partial billing is generated due to reaching the limit the line items are prorated to reflect the partial bill Start Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required Identify the calendar month and year of the first month for which you want to generate in voices for this recurring billing Start Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Supply the first calendar year for which you want to generate invoices for this recurring bill ing Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the dollar amount to be debited or credited to the receivable account for this recurring billing Enter a negative amount for a credit entry Billed to Date The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initia
32. Has Not Been Entered Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Recurring Billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billings file The screen below presents information about Recurring Line Items This file defines invoice line items to be automatically generated within the invoice transaction file every month when the Generate Recurring Billings function is run Figure 46 The Accounts Receivable Recurring Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Accounts Receivable User Manual 203 4 File Maintenance Data items for the preceding screen are described below Line Item Number Enter a positive number with up to 4 digits Identify the line item number You may enter line items in any sequence The system auto matically starts with 1 and sorts them into numerical order when you complete the screen entry Account Enter an upper case alphanumeric field up to 12 characters in length
33. Items information The following data items are shown Transaction No Customer Name Tax Code and District Terms Post Month and Year Invoice and Due Date Customer PO Comm on Sub Order No Subtotal Receivable Account Description Transaction Type Salespersons Comm Percent Comm Basis Invoice Number Apply To Invoice Amount Deposit Discount Freight Sales Tax Line Item Offset Account Line Item Type Price Quantity Amount Item Code Description Sub Type Sub Code and Cost As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Invoice Total Deposit Total Discount Total Freight Total Tax Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings 70 Accounts Receivable User Manual Transaction Processing 2 A sample output is shown below 10 12 94 15 10 Trx Customer Subtotal Receiv Account Apply To Invoice Inve Amount Control Group SRR 0013 Month Year 08 89 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3011 3011 685 32 Account Item Cd Description 3010001001MA Sales Manufacturing special order desk Sales Wholesale leather office chair 3010001001WH Expert Computing Inc Accounts Receivable Invoices Journal Tax Cd
34. List Use this function to print a list of the Parameters file The following processing steps accomplish this job Step 1 This is the standard disposition used for all lists of master files Step 2 In order to print the Accounts Receivable Parameters List this step formats the Parameters informa tion The following data items are shown Calendar Month and Year Fiscal Month and Year Months of History Keep History by Fiscal Period Ask For Operator ID Use Transaction Control Ageing Type Ageing Periods Transaction Register Periods Customer Discount Account Discount Given Account Freight Out Account Service Charge Account Write Off Account Deposit Account Post to GL CA and SA Hold Transactions various Control Numbers Summarize Service Charges Com pound Service Charges Use Average Daily Balance Recurring Payments Generated Service Charges Posted OK Applications Sales Tax Report Required and Printed Preprinted Statements Sales Distri bution Report Required and Printed Preprinted Invoices Forms Receipts Distribution Report Re quired and Printed Adjustment Distribution Report Required and Printed Subsidiary GL Distributions Report Required and Printed and Transaction Control Report required and Printed Accounts Receivable User Manual 235 4 File Maintenance Expert Computing Inc 10 18 94 09 06 Accounts Receivable Parameters List Current Calendar Month Year Current Fiscal Month Year Number of Fiscal Mo
35. Manual File Maintenance 4 Step 2 In preparation for performing a sort selection process on the customers information this step provides you with a default sequencing of data records by Customer Alpha and Customer giving additional sort order choice by Receivable Account Zip Code Terms Code Customer Type Division and Area with the option to change modifiable parameters at run time Selection of data records is provided by Customer Customer Alpha Zip Code Credit Status Customer Hold OK Terms Code Changed On Salesperson Tax Code Service Charges Write Off Service Charge Statement Type Customer Type Division And Area with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all lists of master files Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the customers List this step formats the Customers information The following data items are shown Customer Alpha Customer Phone Contact Salesperson FAX Number Name Terms Code Description Open Item Address Tax Code Statement Type Tax District Statement Period City State Zip Code Division Service Charges Country Area Write Off Service Charge Type Sales History Balance Warehouse Customer Hold OK On order Vendor No for Refunds Post to Sales Analysis Credit Limit Receivable Account
36. The screen below presents additional information about Customers Accounts Receivable User Manual 171 4 File Maintenance Figure 35 The Accounts Receivable Customers Screen Part 2 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the receivable account for this customer from the General Ledger Chart of Accounts file If General Ledger is part of your system this number must be a valid account number When you enter a valid account number the system displays the account description from the Chart of Accounts file so that you can verify your entry During Live Operations this account number will be used as the default receivable account for this customer s transactions Offset Account 172 Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the standard offset account for this customer This is
37. Under certain conditions records in the General Ledger Transaction Control file will be added Updates to certain fields in the Cash Receipts Control Groups Cash Receipts Cash Receipts Line Items and General Ledger Transaction Control files will Occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 11 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items The Accounts Payable Receipts file will be created Under certain conditions records in the Accounts Receivable Transaction Control and Accounts Payable Receipts files will be added Updates to certain fields in the Parameters Cash Receipts Control Groups Cash Receipts and Accounts Receivable Transaction Control Files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Records in the Cash Receipts and Cash Receipts Control Groups files will then be deleted Step 12 This step processes the information for accounts Payable receipts Under certain conditions records in the Accounts Payable Outstanding Checks file will be added Step 13 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of d
38. Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000070 Richards amp Wright PC BF890630 03 16 90 write off service charge 3060000000 Miscellaneous Income 08 89 1030001001WH Accts Receiv Sales Wholesale Post Month Year 08 89 Totals gt Control Group Totals gt Entered Calculated Control Group SRR 0001 August group 2 Control Totals 28 70 28 70 Exclusive N Hash Totals 240 240 Post Now N Grand Total Number of Errors in This Journa Number of Warnings 60 Accounts Receivable User Manual Transaction Processing Step 5 In order to print the Accounts Receivable Journals Summary this step formats the Summarized Distri butions information The following data items are shown Post Year Post Month GL Account De scription Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below Expert Computing Inc 10 12 94 15 16 LGG Page Accounts Receivable Journals Summary Account Account Name Jrnl ID Trx Date Debits Credits 1030001001WH Accts Receiv Sales Wholesale ARAJ SRR 08 30 89 3010001001WH Sales Wholesale ARAJ SRR 08 30 89 3060000000 Miscellaneous Income A
39. Y Yes or N No The initial default value is Y This field is required Specify whether or not sales history will be maintained for this customer in the Customer History file Y Keep sales history for this customer N Do not keep sales history for this customer History will be maintained for the number of months specified in the Months of Customer History field in the Parameters file Post to Sales Analysis Enter Y Yes or N No The initial default value is N This field is required Specify whether or not you want to post this customer s invoices to the Sales Analysis appli cation Y Post this customer s invoices to Sales Analysis N Do not post this customer s invoices to Sales Analysis or Sales Analysis is not part of your system Accounts Receivable User Manual 173 4 File Maintenance First Transaction Date The system displays a date YMD During Initial Setup you can enter the sale of the first sale to this customer During Live Operations the system sets and displays the date of the first sale to this customer Once set this field never changes Last Transaction Date The system displays a date YMD During Initial Setup you can enter the date of the most recent sale to this customer During Live Operations the system maintains and displays the date of the most recent sale to this customer This field is updated during transaction posting If a cash receipt wa
40. about Customers This file contains the information for a specific customer Some of the information is used as reference information and some is used in processing the customer s transactions 166 Accounts Receivable User Manual File Maintenance 4 Figure 34 The Accounts Receivable Customers Screen Part 1 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Customer No Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable By using Scan you may use this as an access key for selecting records Supply a unique number to identify this customer This is the numbe
41. alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use PF2 to search for an appropriate entry Identify the customer who is receiving this invoice The customer number must be on file in the Customers file the system displays the customer name so that you can verify your entry Invoice Number Enter an upper case alphanumeric field up to 8 characters in length This field is required Identify the invoice number for this invoice debit memo or credit memo Invoice Date 98 Enter a date YMD This field is required Supply the date of the invoice Accounts Receivable User Manual Transaction Processing 2 Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Provide the net invoice amount The Invoice Amount is calculated by this formula Amount Subtotal Customer Discount Deposit Freight Sales Tax For a credit memo enter a negative amount NOTE The subtotal as listed above is defined as the sum of all the invoice line items ex cluding any memo items Deposit Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the prepaid deposit on this invoice if any This amount is debited to the Deposit account identified in the Parameters file Deposits should be entered and posted as cash receipts using the Order No as the Paid In voice num
42. are shown Customer Name Customer Credit Limit Customer High Balances Per Quarter Average Days for Payment First Transaction Customer MTD Sales Contact Balance Last Transaction Customer YTD Sales Phone Available Credit Amount Last Payment Customer Pervi ous Year Sales Credit Status Invoice Date On Order and Comments 268 Accounts Receivable User Manual Reports and Inquiry 5 A sample output is shown below Expert Computing Inc 11 08 94 15 15 Customer Credit 00000060 00000100 00000130 00000090 00000020 00000030 00000070 Customer Name Contact Phone No Comment Hale s Interiors Helen Walls 212 767 5666 New customer as of April 1989 Highland Park Variety Shop 414 555 1122 Commonwealth Kennel LTD 303 333 2345 Marsh amp McLennan Inc 333 456 1223 Master Sellers Company Rich Gonzales 516 561 7654 Late on payments Pool and Associates Shelly Hodges 804 887 9836 As Of Cr Limit Balance Available Cr Status 9999 00 3339 69 6659 31 8 89 High Balance Last 4 Quarters 15786 00 00 00 00 Limited credit until 9 1 89 9999999 00 00 9999999 00 9999999 00 00 9999999 00 9999999 00 00 9999999 00 1000 00 3895 71 2895 71 BAD 9999999 00 2894 01 9997104 99 Good Customer Also our ad agency Richards amp Wright PC Les Thompson 804 334 4554 May require special delivery 99
43. be aged By default the system displays today s date You can enter a new date to override the display Days Past Due Enter a positive number with up to 3 digits Define the number of days an invoice must be past due before a dunning letter is printed 264 Accounts Receivable User Manual Reports and Inquiry 5 Author Enter an alphanumeric field up to 30 characters in length This field is required Provide the name that will appear as the signature on the dunning letter Author s Title Enter an alphanumeric field up to 30 characters in length This field is required Supply the title of the individual identified in the Author field Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Unpaid Invoices information this step provides you with a default sequencing of data records by Customer Alpha Customer and Invoice Due Date giving additional sort order choice by Division Area and Type with the option to change modi fiable parameters at run time Selection of data records is provided by Division Type Area Cus tomer and Customer Alpha with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print D
44. below presents additional information about Customers Figure 36 The Accounts Receivable Customers Screen Part 3 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Credit Limit Enter a number with up to 7 digits Define the maximum amount of credit extended to this customer The system uses this amount to set the Credit Status for this customer if the system is set up to maintain this infor mation see the Hold OK field The Credit Limit does not prevent you from entering sales over the limit If you leave a blank entry in this field the system assumes a limit of 0 not an unlimited line of credit The default value is 9999999 meaning that unlimited credit is available for this customer Accounts Receivable User Manual 175 4 File Maintenance Credit Status Enter an upper case alphanumeric field up to 3 characters in length Valid entries are OK NO and BAD The initial default value is OK This field is required Use one of the following codes to identify this customer s credit status OK The customer s credit is not exceeded
45. billing 198 Accounts Receivable User Manual File Maintenance Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Identify the customer who receives this recurring billing This number must be on file in the Customers file The system displays the customer name so that you can verify your entry Generation Months Enter an alphanumeric field up to 13 characters in length Only letters are acceptable The initial default value is JFMAMJJASONDt Each of these letters represents the name of a month If you are set up on a 13 period year in the Parameters file a appears after the last month to identify the 13th period Delete the characters of all months during which you do not want to generate a recurring bill ing For example if you want to generate a recurring billing every odd month you would remove the even month characters The field would look like this Generation Months JMMJSN Billing Day Enter a positive number with up to 2 digits Supply the date used on the invoice Depending on the entry in the 13 month Basis field the Billing Day specifies either the day of the month or the day of the period If 13 Month Basis is Y the Billing Day pertains to a 28 day accounting period and the system calculates the actual calendar date For example suppose that you are currently in the se
46. codes to identify how monthly statements will be handled for this customer N Do not print a statement for this customer Y Print a statement if there is an outstanding balance for this customer s account Z Print a statement even if there is a zero balance for the customer s account Accounts Receivable User Manual File Maintenance 4 Statement Period Enter an upper case alphanumeric field up to 2 characters in length Specify the statement period this code is used for sorting when statements are printed For example if you wanted to separate your customers into three segments you might choose Period 1 as all customers whose names begin with A through H Period 2 as all customers whose names begin with I through P and Period 3 as all customers whose names begin with Q through Z Any combination or separation is allowed Service Charge Enter Y Yes or N No The initial default value is Y This field is required Specify whether or not service charges should be calculated on past due invoices and added to the customer s account when the Calculated Service Charges function is run during Live Operations Values are N This customer is not subject to service charges Y This customer is subject to service charges The basis of the service charge is defined on the terms record identified by the Terms code entered Service charges should be calculated edited printed posted and written off on a month
47. comparisons at run time Step 2 This is the standard disposition used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 62 Accounts Receivable User Manual Transaction Processing 2 Step 5 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items Under certain conditions records in the General Ledger Transaction Control file will be added Updates to certain fields in the Cash Receipts Control Groups Cash Receipts Cash Receipts Line Items and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in general Ledger and Convert Calendar To Fiscal in General Ledger Step 6 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items The Accounts Payable Receipts file will be created Under certain conditions records in the Accounts Receivable Transaction Control and accounts Payable Receipts files will be added Updates to certain fields in the Parameters Cash Receipts Control Groups Cash Receipts and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Recor
48. desired selection and or sort ing process Accounts Receivable User Manual 283 6 Refunds and Service Charges Step 5 This step processes the information for Transactions The entire contents of the Customer Refunds file will be deleted The Customer refunds file will be created Records in the Customer Refunds file will be added one for each invoice with a credit balance Deposits without a corresponding invoice will be ignored Option 2 Edit Customer Refunds Use this function to edit refund records created when you selected Calculate Customer Refunds if they need to be changed before posting On the following pages the screen displayed by this function is shown The screen shown below presents information about Customer Refunds These records were created when the Calculate Customer Refunds function was selected Figure 62 The Accounts Receivable Edit Customer Refunds Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below 284 Accounts Receivable User Manual Refunds and Service Charges 6 Customer Number The system displays an upper case
49. enter N The reports affected by your decision are the Customer History report and the Customer Credit report The sales History Inquiry and the Customer Credit Inquiry will also be affected NOTE The option to keep history by fiscal period is not available unless your system in cludes General Ledger In the absence of General Ledger history will be kept by calendar period Accounts Receivable User Manual File Maintenance 4 Ask For Operator ID Enter Y Yes or N No The initial default value is Y This field is required The operator ID in any transaction file is always defaulted If this field is set to Y any operator can change the operator ID on any transaction file during data entry This permits editing of another operator s transactions If this field is set to N then the system does not allow the operator ID in any transaction file to be changed This creates an operator exclu sive environment wherein an operator may not access any transactions except those she he entered If you wish to use the Transaction Control feature set this field to Y and also set the Use Transaction Control field to Y This will bring up a screen during Transaction Process ing that will allow you to establish operator exclusive control groups if you choose Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required
50. errors were encountered during posting Print Post All Transactions Use this function to print the invoices cash receipts and adjustments journals as well ass bank depos its slips and invoice forms and then post these transactions The following processing steps accom plish this job Step 1 This is the standard disposition used for all transaction journals Step 2 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal Journal OK and Invoices Printed with the option to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 81 2 Transaction Processing Step 4 In order to print the Accounts Receivable Invoices Journal this step formats the Invoices and Invoice Line Items information The following data items are shown Transaction No Customer Name Tax Code and District Terms Post Month and Year Invoice and Due Date Customer PO Comm on Sub Order No Subtotal Receivable Account Description Transaction Type Salespersons Comm Percent Comm Basis Invoice Number Apply To Invoice Amount
51. field You can override the display Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Accounts Receivable User Manual 291 6 Refunds and Service Charges Select the Next Record option to go to the next Service Charges record At this screen the use of the MODE keys DEL CHG or INQ pertain to those records in the Service Charges file Option 7 Service Charges Register Use this function to print a journal of service charge invoices that were generated by the calculate ser vice charges function The following processing steps accomplish this job Step 1 This is the standard disposition used for all transaction journals Step 2 In order to print the Service Charges Register this step formats the Service Charges information The following data items are shown Invoice Number Date Customer Number Name Receivable Ac count Description Oldest Due Date Amount Due and Amount Charged A sample output is shown below Expert Computing Inc 11 08 94 15 23 LGG Page 1 Service Charges Register Closing Date 08 31 89 Prior Closing 07 31 89 Inv Short Receiv Due Due Amount No Date Cust Name Account Account Name Date Amount Charged 1013 08 31 89 00000010 Alexander s Inc 1030001001WH Accts Receiv Sales Wholesale 07 10 89 19 45 19 45 1016 08 31 89 00000010 Alexander s Inc 1030001001WH Accts Receiv Sales Wholesale 07 10 89 20 53 20 53 2006 0
52. for performing a sort selection process on the Cash Receipts Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 25 This step prevents CANCEL from canceling the current job Step 26 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 27 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items Under certain conditions records in the General Ledger Transaction Control file will be added Updates to certain fields in the Cash Receipts Control Groups Cash Receipts Cash Receipts Cash Receipts Line Items and General Ledger Transaction Control files will occur Gener alized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transac tions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 28 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items The Accounts Payable Receipts file will be created Under certain conditions 90 Accounts Receivable User Manual Transaction Processing 2 records in the Accounts Receivable Transaction Control and Account
53. for subsequent groups of adjustments or refunds Use Average Daily Balance Enter Y Yes or N No The initial default value is N This field is required Enter Y if you calculate service charges based on an Average Daily Balance for your customers The Average Daily Balance will be calculated by summing the balances for each day since the last closing date and then dividing the total by the number of days since the last closing date To be consistent in the use of Average Daily Balance service charges should be calculated using the same day of the month as the closing date each month and that date should be as close as possible to your month end closing date Service Charges Control Number The system displays a positive number with up to 4 digits The system provides a control number for Service Charges This number will default for the next group of service charges and will be incremented for subsequent groups of service charges Recurring Billings Generated The system displays Y Yes or N No The initial default value is N This field indicates whether or not recurring billings have been generated in the current pe riod During Initial Setup set this field to N During Live Operations the system displays either 7 or to indicate whether or not recurring billings have been generated in the current period Closing Date The system displays a date YMD
54. gt 2355 98 Grand Totals gt Option 5 Subsidiary Code GL Distributions Use this function to print the General Ledger distributions which were posted to General Subsidiary The following processing steps accomplish this job Step 1 This function allows you to select the summary only option for the Subsidiary Code GL distributions report On the following pages the screen displayed by this function is shown The screen shown below allows you to print only the summary Subsidiary Code GL Distributions re port Accounts Receivable User Manual 135 3 Monthly Processing Figure 32 The Accounts Receivable Summary Code Distributions Screen Data items for the preceding screen are described below Print Summary Report Only Enter Y Yes or N no The initial default value is N This field is required You can choose to print just the summary report by entering Y If you enter both the detail and the summary report will be printed Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Account Number with the option to change modifiable parameters at run time Selection of data records is provided by Subsidiary Type Subsidiary Code and account component with the option to
55. invoices that post to a subsidiary application such as General Subsidiary or that relate to a miscellaneous customer you should use the standard invoices entry function Sub Type and Code and Miscellaneous Customer Name and Address are not available for editing in this function The normal process of posting invoices includes 10 entering the invoices 2 printing the invoices and the Invoices Journal and 3 posting the invoices If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the four screens displayed by this function are shown The screen shown below presents information about Invoice Control Groups 92 Accounts Receivable User Manual Transaction Processing 2 When you enter invoices you will see only one of the two possible screens for Invoice Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N
56. next screen Select Next Record to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file This screen may optionally be used to display information about Invoice Control Groups Accounts Receivable User Manual 17 2 Transaction Processing Figure 4 The Accounts Receivable Invoices Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID which you entered at log on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Althoug
57. number with up to 2 digits to the left of the decimal and 2 digits to the right of the decimal Define the minimum amount that will be charged when service charges are calculated If the calculated service charge is under the minimum the system will increase the calculated charge to the minimum charge If you are calculating service charges by invoice Summa rize Service Charges N on your Parameters file this is the minimum amount charged per invoice Service Charge Days Enter a positive number with up to 3 digits Identify the number of days that an invoice must be past due before service charges are ap plied Once this number of days has been reached and service charges have been generated the amount of the service charge is calculated with reference to the invoice due date The formula for service charge calculation is Service Charge Overdue Balance Service Charge Rate 100 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Blank Not Permitted Discount Receipt Code Must Be Entered with Discount Enter Specific Days Only for Receipt Code 3 If Discount Is Specific Day Then Net Must Be Specific Day Also If Net Is Specific Day Then Discount Must Be Specific Day Also If Only One Period Is Defined It Must Be the First Period Receipt Code 3 Uses O
58. occurs in Post Month or Control Number When totals are specified the following items are accumulated Receivable Amount Write Off Amount Discount Amount Direct Amount Check Amount Control Total and Hash Total Grand totals print at the end showing Jour nal Errors and Journal Warnings Accounts Receivable User Manual 73 2 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 30 Cash Receipts Journal Trx Customer Check Amt Check No Date Transit Mo Yr Cash Account Control Group SRR 0009 Receipts through 8 21 90 Post Month Year 08 89 00000010 Alexander s Inc 1640 00 000006179 08 22 89 1166 08 89 1010001001 Cash Sales Outlets payment Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account 1016 Apply to Invoice 1368 54 0 00 1030001001WH Accts Receiv Sales Wholesale shelving units shipped 6 13 89 1018 Apply to Invoice 275 98 0 00 1030001001WH Accts Receiv Sales Wholesale write off disputed charge Line Items Totals 1644 52 Check Total 1640 00 00000040 Burlington Enterprises 1500 00 000011690 08 22 89 807 08 89 1010001001 Cash Sales Outlets deposit Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account 8010 Deposit 1500 00 0 00 2051000000 Sales
59. posting Refund Vendor No 178 Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry If this customer will need a refund for any reason it will be necessary to transfer the refund to Accounts Payable in order to print a check Supply the vendor number for this customer if a check is possible You might want to create a Miscellaneous Vendor specifically to handle refunds If a refund is created for a Miscellaneous Vendor the name and address for the vendor invoice are trans ferred from the Customers file Accounts Receivable User Manual File Maintenance 4 Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file Option 2 Customer Divisions Use this function to enter and edit Customer Divisions records These divisions represent subsets of your company which do business with different customers If you prefer to use this file merely to subdivide your customers leave the addresses blank Then when invoices statements and dunning letters are pretend the system will supply the company name and address that was entered when your system was installed Otherwise the data in this file is us
60. preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 16 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 17 In order to print the Accounts Receivable Adjustments Journal this step formats the Adjustments infor mation The following data items are shown Transaction Number Customer Name Apply To Ad just Date Remark Amount Offset Account Description Post Month Post Year Subsidiary Type Subsidiary Code and Receivable Account As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Adjust ment Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings Accounts Receivable User Manual 87 2 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 15 48 Accounts Receivable Adjustments Journal Customer Apply To Adj
61. receive payment for an invoice the amount of cash received may not be the full amount of the invoice It is possible that this could be a partial payment more often however the customer took advantage of your terms discount and paid their account in a timely fashion Another possibility is that you and your customer had a dispute over part of the invoice and you agreed to write off a portion of the charge Assume a cash receipt of 650 00 applied against an invoice with an original amount of 700 00 The customer paid promptly and therefore qualifies for a 2 percent discount but disputes a 36 00 charge for copying services The cash receipt looks like this Check Amount 650 00 With the following line items Credit Amount 700 00 Discount Given 14 00 Write Off Amount 36 00 This updates the following accounts when posted to General Ledger Accounts Receivable User Manual 301 Appendix A Cash Accounts Receivable 650 00 700 00 Discounts Given Write Offs 14 00 36 00 Note that the full amount of the receivable was credited If you had chosen to insist that the customer pay the 36 00 copying charge the Write Off Amount would have been zero and the Credit Amount to Accounts Receivable would have been 664 00 If the customer had not disputed the copying charge in the above example the Check Amount would have been 686 00 and the Write Off Amount would have been zero Direct Sale When you receive mon
62. routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 34 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Accounts Receivable Transaction Control file will be added Updates to certain fields in the Parameters Adjustments Control Groups and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 35 This function displays a warning to the operator if any errors were encountered during posting Accounts Receivable User Manual 91 2 Transaction Processing Option 11 Special Processing Use this option to access the Special Processing overlay The options available from this overlay are described below Figure 17 The Accounts Receivable Special Processing Overlay Invoices Rapid Entry Use this function to enter and edit invoices Unlike the standard Invoices Entry function most data will be defaulted and you need only enter certain key items for this reason invoices can be entered more quickly than usual If it becomes necessary to change an invoice entered in this fashion you can also use the standard Invoices Entry function to edit your data If you need to enter
63. sequencing of data records by Customer Apply To Balance Due and In voice Due Date giving additional sort order choice by Receivable Account with the option to change modifiable parameters at run time Selection of data records is provided by Receivable Account Cus tomer Apply To Invoice Due Date Invoice Date and Balance Due with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unpaid Invoices report this step formats the Unpaid Invoices information The following data items are shown Apply To Description Receivable Account Account Description Invoice Date Invoice Due Date Order Number Credit Receivable Discount Given Service Charge Write Off Service Charge and Balance Due As appropriate group headings appear whenever a change occurs in Customer If requested totals appear whenever a change occurs in Customer When totals are specified the following items are accumulated Total Balance Accounts Receivable User Manual 249 5 _Reports and Inquiry A sample output is shown below Expert Computing Inc 11 08 94 14 58 Accounts Receivable Unpaid Invoices Invoice Due Invoice Discount Service Write Apply To Description Account Number Date Date Amount Given Ch
64. status before proceeding with the Close Month process In addition the Recurring Billings Generated field is examined and a WARNING message is dis played if recurring billings have not been generated Step 2 This is the standard disposition used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Accounts Receivable User Manual 161 3 Monthly Processing Step 4 This step deletes current and prior month records in the Month To Date Postings file Future period postings are not deleted Step 5 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Customer Apply To and Invoice Due Date with no option to change the sequence at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 7 This step processes the information for Transactions Zero balance invoices will be transferred to the Transactions History file then those records in the Transactions Unpaid Invoices and Miscellaneous Customers files will be deleted Step 8 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Customer Apply To and Transaction Type with no option to change the sequence at run time Step 9 According to previously specified criteria this step act
65. subsidiary involved is General Subsidiary the subsidiary type must be GL You cannot enter a subsidiary code if the subsidiary type is blank Con versely if the subsidiary type is not blank you must enter a subsidiary code The transactions that are posted with the various subsidiary types and codes can be viewed on the subsidiary Code GL Distributions report on the Monthly Processing menu Write Off Enter Y Yes or N No The initial default value is N This field is required Accounts Receivable User Manual 53 2 Transaction Processing Enter Y if you want to cause the Write Off Service Charges function to remove any existing service charges on this invoice The automatic Service Charge Write Off function is only available if you are generating ser vice charges by invoice Otherwise you must selectively write off service charges using this Adjustments Entry function Control over the Service Charges feature is determined by your responses to two questions on the Accounts Receivable Parameters file A response of N to the question Summary Service Charges will produce a service charge invoice for each customer invoice A response of Y to that question will produce a single service charge invoice for each customer In addition a response of Y to the question Use Average Daily Balance will not only produce a summary service charge but the basis of that service charge will be
66. supplied and non modifiable Data items for the preceding screen are described below Line Item The system displays a positive number with up to 3 digits The system automatically numbers line items in sequence beginning with 1 You may re turn to this field and change the number However each line item must be identified by a unique number Description Enter an alphanumeric field up to 30 characters in length If your system includes Inventory Control the system displays the description from the In ventory Products file of the item code you entered in the previous field You can override the display 102 Accounts Receivable User Manual Transaction Processing 2 If your system does not include Inventory Control you can provide a description of the line item This entry is printed on invoices the invoices journal and the Sales GL Distribution report Item Type Enter a positive number with 1 digit Enter a 1 digit code from the Descriptions file that identifies the type of line item The system displays the description next to this field Valid codes are 0 Taxable Sale 1 Nontaxable Sale 2 Customer Discount 3 Freight 4 Sales Tax 5 Other If an entry was made in the Customer Discount field on the header screen a type 2 line item is memo only This is it is printed on the invoice but not posted to General Ledger If no entry was made in the Customer Discount field on the header a type 2 line item is pos
67. system performance Service Charges Service charges can be calculated by invoice or by customer if you use the Summary Service Charges field on the Parameters file A response of Y Yes to this question will result in a single service charge invoice per customer a response of N No to this question will result in a service charge invoice for each overdue invoice in the system If you choose to issue individual service charge invoices you can automatically write off services charges by using the Write Off feature on the Customer master file This Write Off field is attached to each invoice and can be modified either through Adjustments or through Cash Receipts entry You can also issue service charges using the Average Daily Balance feature available on the Param eters file A response of Y Yes to this question will automatically cause a response of Y to the Summary Service Charges question and will result in a single service charge invoice per customer based on the average daily balance in their account The number of allowable days overdue the percentage for calculating the service charge and the mini mum service charge amount are all maintained on the Terms file and can therefore be different for each customer or invoice if you are calculating service charges on a detail basis Accounts Receivable User Manual 9 1 General Information Customer Refunds Refunds can b
68. text used when printing dunning letters for each ageing category Accounts Receivable User Manual 195 4 File Maintenance Figure 44 The Accounts Receivable Dunning Letters by Age Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Age Enter a positive number with up to 3 digits Identify the number of days past due an invoice must be in order to generate this dunning text Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this dunning code and age combination 196 Accounts Receivable User Manual File Maintenance 4 Text Enter a text field up to
69. the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Transaction Control report this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Amount Posted Last Transaction Posted Date Time Journal Code Description Operator Exclusive Con trol Total Hash Total Number of Transactions Number of Errors and Number of Warnings 138 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 31 LGG Page Accounts Receivable Transaction Control Appl File Control Group Amt Posted Date Time Description Op Exc Ctrl Total Hash Total Errors Warnings TAR ADJUSTMENTS SRR 0000 03 16 90 14 25 August group 1 TAR CASH RECEIPTS MRC 0010 08 09 94 15 40 Cash Receipts TAR CASH RECEIPTS SRR 0001 03 14 90 11 55 June group 1 TAR CASH RECEIPTS SRR 0002 03 14 90 11 55 June second group TAR CASH RECEIPTS SRR 0003 03 14 90 11 55 June group 3 TAR CASH RECEIPTS SRR 0004 03 14 90 11 55 June EOM group TAR CASH RECEIPTS SRR 0006 03 16 90 09 15 through 7 15 89 TAR CASH RECEIPTS SRR 0007 03 16 90 09 15 July receipts
70. used for all transaction journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 293 6 Refunds and Service Charges Step 4 In order to print the Service Charge Register Write Offs this step formats the Transactions informa tion The following data items are shown Customer Name Apply To Transaction Date Account Number Description and Amount A sample output is shown below Expert Computing Inc 11 08 94 15 23 LGG Page 1 Service Charge Register Write Offs Cust Customer Account No Name Apply To Trx Date Number Account Name Amount 00000010 Alexander s Inc 401 06 30 89 1030001001WH Accts Receiv Sales Wholesale 20 26 00000010 Alexander s Inc 401 07 31 89 1030001001WH Accts Receiv Sales Wholesale 20 56 00000010 Alexander s Inc 401 06 30 89 1030001001WH Accts Receiv Sales Wholesale 20 26 00000010 Alexander s Inc 401 07 31 89 1030001001WH Accts Receiv Sales Wholesale 20 56 00000020 Master Sellers Company 333 06 30 89 1030001001WH Accts Receiv Sales Wholesale 2 00 00000020 Master Sellers Company 333 07 31 89 1030001001WH Accts Receiv Sales Wholesale 2 02 00000020 Master Sellers Company 333 06 30 89 1030001001WH Accts Receiv Sales Wholesale 2 00 00000020 Master Sellers Company 333 07 31 89 1030001001WH Accts Receiv Sales Wholesale 2 02 00000040 Burlington Enterprises 404 06 10 89 1030001001WH Acc
71. usually a revenue account This account will default for you when you are entering invoices If there is no default offset ac count for this customer leave this field blank Accounts Receivable User Manual File Maintenance 4 If entered this account must be on file in the General Ledger Chart of Accounts file The system will display the account description from that file so that you can verify your entry Open Item Enter Y Yes or N No The initial default value is Y This field is required Specify whether this customer s account will be maintained on an open item or balance for ward basis Values and their meanings are Y The customer s account is maintained on an open item basis All transactions will be kept in detail in the Transactions file During Close Month processing in Live Operations the system will delete only zero balance invoices from these files N The customer s account will be maintained on a balance forward basis During Close Month processing in Live Operations all of the month s invoice records based on due date will be summed into a single balance forward record After the Close Month func tion has finished statements transaction reports dunning letters and inquiries will not show prior months transaction detail for this customer However an invoice with a due date in a future month will be excluded from the summary and maintained in detail Keep Sales History Enter
72. will assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed Additionally any operator will be allowed to edit another operator s trans actions No control or hash totals will be kept and no data will be posted to the Transaction Control file If you enter Y Yes to Ask for Operator ID and Y Yes to Use Transaction Control the system will assign the Operator ID and Control number to each group of transactions but the Control Number can be changed In addition control and hash totals can be entered and will be balanced against the sum of the transactions Each control group can have a unique description An Operator Exclusive option allows any operator to restrict access to his or her transactions One record will be written to the Transaction Control file for each group of transactions posted detailing the Operator ID Control Number Description Number of Transactions and Last Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This information can be printed on reports and viewed through an inquiry Cash Flow For Cash flow forecasting purposes Accounts Receivable provides a Cash Receipts Projection report This report shows a projection of receivable amounts based on either the invoice due date or the dis count due date for whatever time intervals you designate 8 Accounts Receivable User Manual General Informa
73. will be added Updates to certain fields in the Adjustments Control Groups Adjustments and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date postings in Accounts Receivable Post GL Transaction in General Ledger and Convert Calendar To Fiscal In General Ledger Step 6 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Accounts Receivable Transaction Control file will be added Updates to certain fields in the Parameters Adjustments Control Groups and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 7 This function displays a warning to the operator if any errors were encountered during posting 64 Accounts Receivable User Manual Transaction Processing 2 Option 10 Consolidated Processing Use this option to access the Consolidated Processing overlay The options available from this overlay are described below Figure 15 The Accounts Receivable Consolidated Processing Overlay Edit Unposted Control Groups Use this function to change the value of the Print Journal and Post Now fields on the control group records of all outstanding transactions On the following pages the screen displayed by this functi
74. with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Dunning Codes List this step formats the Dunning Codes and Dunning Letters by Age information The following data items are shown Dunning Code Age Description and Text Accounts Receivable User Manual 231 4 File Maintenance A sample output is shown below Expert Computing Inc 10 18 94 09 03 Dunning Codes List Description Dunning Code Friendly Reminder Friendly Reminder this is a reminder that the invoice listed below is now past due If payment has been made ignore this note Otherwise may we please receive your payment promptly Dunning Code Standard Letter 45 Standard Please note that the invoices listed above are now at least 45 days past due If there is a problem involving these invoices please contact me Otherwise please send your payment immediately The invoices listed above are seriously past due If payment is not received within the next 7 days this matter will be turned over to a collection agency Dunning Code sdfsdfsdf fdsg df 10 sg 11 sdf Dunning Code 888 Test Code 10 Letter You are past due 232 Accounts Receivable User Manual File Maintenance Option 18 Recurri
75. 0 333 Opening entry 1030001001WH Accts Receiv Sale 05 20 89 05 20 89 000333 5 00 89071001 Monthly shipment1030001001WH Accts Receiv Sale 07 10 89 07 10 89 00 Customer Totals gt Customer 00000030 Pool and Associates 2012 7 13 89 shipment 1030001001WH Accts Receiv Sale 07 21 89 08 20 89 00 BF890731 BALANCE FORWARD 1030001001WH Accts Receiv Sale 07 31 89 07 31 89 00 Customer Totals gt Customer 00000040 Burlington Enterprises 100001 10982 1030001001WH Accts Receiv Sale 08 12 89 09 11 89 000001 100 00 1003 P10982 1030001001WH Accts Receiv Sale 08 12 89 09 11 89 000001 831 05 1023 6 28 89 shipment1030001001WH Accts Receiv Sale 06 30 89 07 30 89 957 45 2013 7 19 89 shipment1030001001WH Accts Receiv Sale 07 21 89 08 20 89 1267 58 2016 7 19 shipment 1030001001WH Accts Receiv Sale 07 21 89 08 20 89 3954 25 3003 8 5 89 shipment 1030001001WH Accts Receiv Sale 08 11 89 09 10 89 4589 65 3004 8 10 89 shipment1030001001WH Accts Receiv Sale 08 11 89 09 10 89 1896 35 Customer Totals Customer 00000050 Miscellaneous Customer 1005 1030001001MA Accts Receiv Sale 08 20 89 09 19 89 610 23 2015 7 19 89 shipment1030001001WH Accts Receiv Sale 07 21 89 07 21 89 4897 65 3006 8 4 89 shipment 1030001001WH Accts Receiv Sale 08 11 89 08 11 89 6548 95 8002 special order NW2051000000 Sales Deposits 08 11 89 08 11 89 2000 00 2000 00 Customer Totals gt 250 Accounts Receivable User Manual Reports and Inq
76. 0000000MA Discounts Lost Mfg 4071000001WH Customer Disct Sales Wholesal A 4190000001WH Freight Out Sales Wholesale y 1150 00 142 Accounts Receivable User Manual Monthly Processing 3 Step 6 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run time Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 8 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amoun
77. 00000040 Burlington Enterprises 404 0000 0000 00000040 Burlington Enterprises 604 146 38 146 38 Current Month Totals 141659 39 Beginning GL Balance Account Total gt 141513 01 Account 3060000000 Miscellaneous Income Svc 06 30 89 Svc Charge Write Off SVC 06 30 89 Svc Charge Write Off Svc 06 10 89 Svc Charge Write Off SVC 06 10 89 Svc Charge Write Off 0000 0000 00000010 Alexander s Inc 0000 0000 00000020 Master Sellers Company 0000 0000 00000040 Burlington Enterprises 0000 0000 00000040 Burlington Enterprises Current Month Totals Beginning GL Balance Account Total Post Month Year 06 89 Totals Post Month Year 07 89 Account 1030001001WH Accts Receiv Sales Wholesale Svc 07 31 89 Svc Charge Write Off 0000 0000 00000010 Alexander s Inc 401 SVC 07 31 89 Svc Charge Write Off 0000 0000 00000020 Master Sellers Company 333 58 22 58 Current Month Totals 110596 07 Beginning GL Balance 110573 49 Account Total gt Accounts Receivable User Manual 14 3 Monthly Processing Step 5 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total
78. 0001 SRR 0001 SRR 0002 INV 50100 1001 6130 1013 1016 1018 06 10 89 06 10 89 08 11 89 06 21 89 06 21 89 08 12 89 05 10 89 08 11 89 07 10 89 07 31 89 08 11 89 3002 08 11 89 006981 401 05 04 89 401 06 30 89 401 07 31 89 6130 08 11 89 401 06 30 89 401 07 31 89 6082 07 31 89 6082 07 31 89 89071000 07 10 89 06 10 89 07 10 89 08 11 89 07 21 89 07 21 89 08 12 89 05 10 89 09 10 89 08 09 89 08 30 89 09 10 89 09 10 89 05 14 89 06 30 89 07 31 89 08 11 89 000101 000102 3001 2002 2022 000102 3001 07 31 89 07 31 89 08 09 89 Customer Contact Phone 00000040 Burlington Enterprises Molly Mogan 205 787 9987 Cr Limit Balance Available Cr Status Comment Valued customer President is on our Board of Directors First Trx Last Trx Last Pay Oldest Inv 09 03 87 08 12 89 08 11 89 05 05 89 MTD Sales YTD Sales Prev Yr Sales On Order Trx Type Apply To Description 9999999 00 12696 33 Balance 9987302 67 Last 4 Quarters High Do not offend 5814 50 18580 69 64747 04 2930 00 Average Days to Pay Last 4 Quarters Ord Inv Chk Trx Date Due Date 0002 OEI 0002 OEI 0003 1023 0002 1023 0002 111 0001 111 0004 2004 0002 2004 0005 2005 0002 2005 0003 2013 0006 2016 0003 3003 0004 3004 8 10 89 shipment 0003 404 Service charge 404 Svc Charge Write Off 0002 604 Service charge 604 Svc Charge Write Off 100001 1003 P10982 P10982 6 28 89 shipment o
79. 126 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 26 LGG Page 1 Sales Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Debits Credits Net Change Post Month Year 06 89 Account 1030001001WH Accts Receiv Sales Wholesale 0000 0000 00000010 Alexander s Inc 401 SVC 06 30 89 Svc Charge Write Off 0 20 26 0000 0000 00000020 Master Sellers Company 333 SVC 06 30 89 Svc Charge Write Off 00 2 00 0000 0000 00000040 Burlington Enterprises 404 SVC 06 10 89 Svc Charge Write Off 0 22 22 0000 0000 00000040 Burlington Enterprises 604 SVC 06 10 89 Svc Charge Write Off 00 101 90 Current Month Totals gt 0 146 38 146 38 Beginning GL Balance 141659 39 Account Total 141513 01 Account 3060000000 Miscellaneous Income 0000 0000 00000010 227222222222222222222222 401 SVC 06 30 89 Svc Charge Write Off 20 26 0 0000 0000 00000020 Master Sellers Company 333 SVC 06 30 89 Svc Charge Write Off 2 00 00 0000 0000 00000040 Burlington Enterprises 404 SVC 06 10 89 Svc Charge Write Off 22 22 00 0000 0000 00000040 Burlington Enterprises 604 SVC 06 10 89 Svc Charge Write Off 101 90 0 Current Month Totals 146 38 0 146 38 Beginning GL Balance 00 Account Total gt 146 38 Post Month Year 06 89 Totals gt 146 38 146 38 00 Post Month Year 07 89 Account 1030001001WH Accts Recei
80. 19 32447 19 Grand Totals 32447 19 32447 19 Step 14 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run time Step 15 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator Id Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account 154 Accounts Receivable User Manual Monthly Processing 3 component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showi
81. 600 characters in length You can use the options to split join or redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Supply the body of the dunning letter for this age This is the text that will appear above the statement information when the dunning letter is printed Press ENTER to save the information on this screen Select the Previous Window option to go back to the Dunning Codes screen Select the Next Record option to go to the next Dunning Letters by Age record Select the End option to go to the next Dun ning Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Dunning Letters by Age file Option 8 Recurring Billings Use this function to enter and edit Recurring Billings records and to define the line items that make up each recurring billing When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the two screens displayed by this function are shown The screen shown below presents information about Recurring Billings This file defines invoice entries to be automatically generated within the invoice transaction files every month when th
82. 7 000654654 00000050 Miscellaneous Customer 08 22 89 212 66 Cash Account Subtotals gt 6552 66 120 Accounts Receivable User Manual Chapter 3 Monthly Processing 3 Monthly Processing This menu provides access to all monthly reports that may need to be printed prior to closing the month as well as the Monthly Status Inquiry and Close Month junctions Figure 27 The Accounts Receivable Monthly Processing Menu Option 1 Sales Tax Report Use this function to print sales tax liability information from the Sales Tax Codes file The following processing steps accomplish this job Step 1 This function allows you to enter the time period for the Sales Tax Report This can be Month to date Quarter to Date or Year to Date On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print the Sales Tax report 122 Accounts Receivable User Manual Monthly Processing 3 Figure 28 The Accounts Receivable Sales Tax Screen Data items for the preceding screen are described below Time Period Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 1 2 and 3 The initial default value is 1 This field is required Specify the time period that you want the report to cover Valid options are 1 Month to date 2 Quarter to date 3 Year to date Press ENTER to save the informatio
83. 8 11 89 deposit 1500 0008 0008 00000050 Miscellaneous Customer PAY 08 11 89 deposit 2000 Current Month Totals 17772 19 17772 19 Beginning GL Balance 2148193 22 Account Total 2165965 41 Account 1030001000MA Accts Receiv Corp Mfg MRC 0010 0001 00000080 Dominion Business Machin 9988765 PAY 08 09 94 payment 14675 00 Current Month Totals f 14675 00 14675 00 Beginning GL Balance 256200 79 Account Total 241525 79 Accounts Receivable User Manual 153 3 Monthly Processing Step 13 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 37 Cash Receipts Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1010001000 Cash Corporate 14675 00 1010001001 Cash Sales Outlets 1030001000MA Accts Receiv Corp Mfg 5 14675 1030001001WH Accts Receiv Sales Wholesale 14272 2051000000 Sales Deposits 3500 00 Post Month Year 08 89 Totals gt 32447
84. 8 31 89 00000020 Master Sellers Company 1030001001WH Accts Receiv Sales Wholesale 07 10 89 14 65 14 65 2021 08 31 89 00000020 Master Sellers Company 1030001001WH Accts Receiv Sales Wholesale 07 10 89 15 60 15 60 333 08 31 89 00000020 Master Sellers Company 1030001001WH Accts Receiv Sales Wholesale 05 20 89 2 00 2 00 BF890731 08 31 89 00000030 Pool and Associates 1030001001WH Accts Receiv Sales Wholesale 07 31 89 11 72 11 72 1023 08 31 89 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 07 30 89 1 00 1 00 1024 08 31 89 00000060 Hale s Interiors 1030001001WH Accts Receiv Sales Wholesale 07 21 89 1 00 1 00 BF890630 08 31 89 00000070 Richards amp Wright PC 1030001001WH Accts Receiv Sales Wholesale 06 30 89 28 99 28 99 BF890731 08 31 89 00000070 Richards amp Wright PC 1030001001WH Accts Receiv Sales Wholesale 06 30 89 18 80 18 80 Grand Totals gt 133 74 133 74 292 Accounts Receivable User Manual Refunds and Service Charges 6 Option 8 Post Service Charges Use this function to post service charges to the appropriate master and system maintained files in Ac counts Receivable and General Ledger The following processing steps accomplish this job Step 1 This is the standard disposition used for all posting functions Step 2 This step prevents CANCEL from canceling the current job Step 3 This step processes the information for Service Charges Under certain conditions records in the General L
85. 81 Trx Date 06 10 89 06 10 89 08 11 89 06 21 89 06 21 89 08 12 89 08 11 89 07 10 89 07 31 89 08 11 89 08 11 89 05 04 89 06 30 89 07 31 89 08 11 89 06 30 89 07 31 89 07 10 89 Customer Totals Due Date 06 10 89 07 10 89 08 11 89 07 21 89 07 21 89 08 12 89 09 10 89 08 09 89 08 30 89 09 10 89 09 10 89 05 14 89 06 30 89 07 31 89 08 11 89 08 09 89 11 08 94 10 09 94 Balance 0 amp Under 1 To 30 16 84 758 92 778 92 1296 87 1368 54 275 98 750 00 1782 90 1896 55 778 92 1396 88 1350 54 20 26 20 56 1391 36 20 26 20 56 600 00 20 00 1296 87 1368 54 275 98 750 00 90 55 92 10102 66 Accounts Receivable User Manual 10102 66 100 0 5 245 5 _Reports and Inquiry Option 2 Ageing Use this function to print customer balances and break them down by ageing category Detail on in voices can be printed if you choose The following processing steps accomplish this job Step 1 You can use this function to enter the ageing date choose which date to age from define the ageing periods and choose whether or not to print invoice detail on the ageing report On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print the Ageing Report Figure 53 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Agei
86. 89 TAR INVOICES SRR 0003 03 13 90 15 45 June order 6 21 89 TAR INVOICES SRR 0004 03 27 90 09 26 Service charges opening entry Accounts Receivable User Manual 159 3 Monthly Processing Option 9 General Ledger Distributions Inquiry Use this function to view all the general Ledger distributions for a given account This inquiry is not available if General Ledger is not part of your system The following processing steps accomplish this job Step 1 This function cancels the GL Distributions Inquiry if General Ledger does not exist Step 2 In order to print the General Ledger Distributions Inquiry this step formats the Chart of Accounts and Month To Date Postings information The following data items are shown Account Number Descrip tion Operator ID Customer Invoice Check Number Transaction Type Transaction Date and Amount A sample output is shown below General Ledger Distributions Account 1010001001 Cash Sales Outlets Customer Inv Chck Trx Date Description Amount 00000010 6130 PAY 08 11 89 payment 2170 00000040 11603 PAY 08 11 89 payment 3111 00000060 817 PAY 08 11 89 payment 2600 00000020 1278 PAY 08 11 89 payment 600 00000050 3121 PAY 08 11 89 payment 2789 00000030 4421 PAY 08 11 89 payment 3000 00000020 1279 PAY 08 11 89 deposit 1500 00000050 3144 PAY 08 11 89 deposit 2000
87. 99999 00 6462 30 9993536 70 11321 00 2614 00 2715 00 2297 00 00 00 00 00 00 00 00 00 20581 00 1589 00 2008 00 2312 00 00 5100 00 4729 00 4890 00 14695 00 00 00 00 Accounts Receivable User Manual First Trx Last Trx Last Pay Oldest Inv Average Days to Pay Last 4 Qtrs 04 05 89 08 12 89 08 11 89 05 28 89 11 01 88 04 15 90 08 11 89 05 15 89 12 20 88 07 31 89 08 11 89 07 21 89 06 10 89 08 11 89 07 15 89 06 30 89 269 5 _Reports and Inquiry Step 6 In preparation for performing a sort selection process on the Transactions information this step pro vides you With a default sequencing of data records by Customer Alpha and Customer with the option to change modifiable parameters at run time Selection of data records is provided by Customer with the option to change modifiable parameters at run time Selection of data records is provided by Cus tomer Apply To Transaction Date Invoice Due Date Post Month Post Year Operator ID and Control No with the option to enter user specified comparisons at run time Step 7 This is the standard disposition used for all reports not printed on special forms Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 9 In order to print the Customer Credit Detail this step formats the Transactions information The following data items are shown Ope
88. Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 29 Adjustments Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Debits Credits Net Change Post Month Year 08 89 Account 1030001001WH Accts Receiv Sales Wholesale SRR 0000 0001 00000040 Burlington Enterprises 111 ADJ 08 12 89 order cancelled apply gt 00 SRR SRR SRR SRR 0000 0000 0000 0000 0002 0003 0004 0005 00000040 00000060 00000010 00000020 Account 3010001001WH SRR 0000 0001 00000040 SRR 0000 0002 00000040 SRR 0000 0003 00000060 SRR 0000 0004 00000010 Account 3060000000 SRR 0000 0005 00000020 Burlington Enterprises Hale s Interiors Alexander s Inc Master Sellers Company Sales Wholesale Burlington Enterprises Burlington Enterprises Hale s Interiors Alexander s Inc Miscellaneous Income Master Sellers Company 1023 1018 1018 333 ADJ 08 12 89 ADJ 08 12 89 ADJ 08 12 89 ADJ 08 12 89 order cancelled apply wrong customer invoic correction write off service cha Current Month Totals gt Beginning GL Balance Account Total gt ADJ 08 12 89 order cancell
89. Accounts Receivable User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table_of Contents Chapter 1 General Information ccssccsscsscsecsssceccescssseesceecssssesceecoesee 1 Tit CU Ct E os Sac ar 2 What Is Accounts 2 The Accounts Receivable Cycle 4 PUrpPOSE dente a cs beats deteass EE EE EOSS EEVA ER EERE EA E E T Other Manuals PHASES Aces EE EE E E A TT Trintial E Live Operations Recovery
90. Apply On Account 3228 70 payment on account 00 00 1030001001WH Accts Receiv Sales Wholesale Line Items Totals 3228 70 Check Total 3228 70 Accounts Receivable User Manual 85 2 Transaction Processing Step 12 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Cash Account and Check Number with no option to change the sequence at run time Selection of data records is provided by Cash Account and Check Number with the option to enter user specified comparisons at run time Step 13 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 14 In order to print the Bank Deposit Slip this step formats the Cash Receipts information The following data items are shown Bank Transit No Check No Customer Name Date And Check Amount A sample output is shown below Expert Computing Inc 10 12 94 15 28 Bank Deposit Slip Transit Date Received Account 1010001001 Cash Sales Outlets 1258 000005208 00000070 Richards amp Wright PC 08 22 89 3200 00 1166 000006179 00000010 Alexander s Inc 08 22 89 1640 00 807 000011690 00000040 Burlington Enterprises 08 22 89 1500 00 987 000654654 00000050 Miscellaneous Customer 08 22 89 212 66 Cash Account Subtotals gt 6552 66 86 Accounts Receivable User Manual Transaction Processing 2 Step 15 In
91. Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Accounts Receivable User Manual 19 2 Transaction Processing Data items for the preceding screen are described below Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each invoice This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail It is printed on many reports and inquiries throughout Accounts Receivable Transaction Type Enter a positive number with 1 digit In ADD mode this field will automatically be saved from one record to the next The system displays a 1 digit code that identifies this type of transaction along with the de scription entered for that code on the Descriptions file The system defaults to an accounts receivable invoice type 1 However this value may be changed If changed the new de scription is displayed for verification Valid choices are 1 AR Invoice transaction is entered as an invoice through A R 2 Debit Credit Memo t
92. Control Group Has Already Been Used For Receipts Posting E This Operator s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Cash Receipts Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Control Groups file This screen may optionally be used to display information about Cash Receipts Control Groups Figure 9 The Accounts Receivable Cash Receipts Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan Option The records will be presented on an Access screen and you will be al 36 Accounts Receivable User Manual Transaction Processing 2 lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive
93. Control Inquiry this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Date Time Journal Code Description Operator Exclusive Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted and Total Amount Posted A sample output is shown below Control Appl File Control Group Date Time Description TAR ADJUSTMENTS SRR 0000 03 16 90 14 25 August group 1 Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted Total Amount Posted Accounts Receivable User Manual 279 5 _Reports and Inquiry 280 Accounts Receivable User Manual Chapter 6 Refunds and Service Charges 6 Refunds and Service Charges This menu allows you to generate edit and post customer refunds and service charges Refunds and service changes must be printed on a register before being posted Figure 60 The Accounts Receivable Refunds and Service Charges Menu Option 1 Calculate Customer Refunds Use this function to generate refund records for each customer invoice with a credit balance Deposits without a corresponding invoice are ignored Once calculated these records can be edited before printing the Customer R
94. Control No Post Month Post Year Transaction Date Deposit Amount and Adjustments A sample output is shown below Expert Computing Inc 11 08 94 Deposits Not Invoiced Post Customer Apply To Description ID Cntrl Mo Yr Trx Date Deposit ments Alexander s Inc SRR 31 00000010 Alexander s Inc i SRR 0007 07 89 07 31 89 1700 00 00000020 Master Sellers Company deposit SRR 0008 08 89 08 11 89 1500 00 00000050 Miscellaneous Customer special order NWWC Inc SRR 0008 08 89 08 11 89 2000 00 00000060 Hale s Interiors deposit SRR 0007 07 89 07 31 89 1520 00 00000060 Hale s Interiors Deposit on special order SRR 0000 05 89 05 28 89 600 00 Grand Totals 8520 00 260 Accounts Receivable User Manual Reports and Inquiry 5 Option 8 Statements Use this function to print customer statements The following processing steps accomplish this job Step 1 This function allows you to enter the Closing Date and to indicate whether to use the invoice date or due date for ageing the Customer Statements On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print Statements Figure 57 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Closing Date Enter a date YMD Specify the closing date for this function Only invoices dated on or before this date are in cluded By defaul
95. Date Description Adj Amount Offset Account Post Mo Yr Sub Type Code Receivable Account Control Group SRR 0001 August group 2 Post Month Year 08 89 0001 00000040 Burlington Enterprises 08 30 89 wrong customer invoiced 1896 35 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000010 Alexander s Inc 08 30 89 correction 1896 35 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000070 Richards amp Wright PC BF890630 03 16 90 write off service charge 3060000000 Miscellaneous Income 08 89 1030001001WH Accts Receiv Sales Wholesale Post Month Year 08 89 Totals gt Control Group Totals 28 70 Entered Calculated Difference Control Group SRR 0001 August group 2 Control Totals 28 70 28 70 Exclusive N Hash Totals 240 240 Post Now N Grand Total Number of Errors in This Journal of Warnings 88 Accounts Receivable User Manual Transaction Processing 2 Step 18 In order to print the Accounts Receivable Journals Summary this step formats the Summarized Distri butions information The following data items are shown Post Year Post Month GL Accou
96. Deposits deposit on special order Line Items Totals 1500 00 S 3 Check Total 1500 00 00000070 Richards amp Wright PC 3200 00 000005208 08 22 89 1258 08 89 1010001001 Cash Sales Outlets Payment on account Apply Type CR Receiv W O Amount Disc Given Direct GL Receivable Account Apply To Description Amount W O SvcChg Sub Type Code Amount GL Direct Account Apply On Account 3228 70 0 00 1030001001WH Accts Receiv Sales Wholesale payment on account Line Items Totals 3228 70 4 Check Total 3228 70 74 Accounts Receivable User Manual Transaction Processing 2 Step 12 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Cash Account and Check Number with no option to change the sequence at run time Selection of data records is provided by Cash Account and Check Number with the option to enter user specified comparisons at run time Step 13 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 14 In order to print the bank Deposit Slip this step formats the Cash Receipts information The following data items are shown Bank Transit No Check No Customer Name Date and Check Amount A sample output is shown below APPX Demonstration Company 11 30 94 10 31 LGG Page 1 Bank Deposit Slip Transit Customer Date No Name Received
97. Dst Trms Mo Yr Inv Date Due Date Customr PO C Sub Order Trx Type Deposit Description Freight 515 Rep Comm Sales Tax Pet Orders through 8 20 89 002 001 002 AR Invoice 1200 00 08 89 08 21 89 09 20 89 89A 556 special order shipped 8 18 89 35 32 00 007210 010 5 0 00 Item Type Sub Code Price Cost Quantity Comm Pct Amount Taxable Sales GL JONES Taxable Sales 1200 000 985 630 325 000 489 550 1 00 1200 00 2 00 650 00 Line Items Total 1850 00 Comm Basis 1850 00 00000020 Master Sellers Company 1030001001WH Accts Receiv Sales Wholesale 3012 3012 1452 20 Account Item Cd Description 3010001001WH Sales Wholesale file cabinet 002 001 001 AR Invoice 00 08 89 08 21 89 08 21 89 8 15 89 shipment 00 24 62 69 33 Item Type Sub Code Price Cost Quantity Comm Pct Amount Taxable Sales 271 650 1064 870 5 00 1358 25 Line Items Total 1358 25 1358 25 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3013 3013 3854 21 Account Item Cd Description 3010001001WH Sales Wholesale 10 x8 shelving unit Sales Wholesale metal shelf Sales Wholesale 6 x3 bookcase Sales Wholesale desk set Sales Wholesale 3010001001WH 3010001001WH 3010001001WH 3010001001WH 002 001 002 08 89 08 21 89 AR Invoice 00 09 20 89 8 18 89 shipment 00 099852 010 00 274 10 Item Type Sub Code Price Cost Qu
98. Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal For and invoice transaction type 1 supply any discount offered to this particular customer independent of the usual terms discount This amount is debited to the Customer Discount account identified in the Parameters file You can enter the customer discount here and enter type 2 customer discount line items In this case the line items are memo only that is they are printed on the invoice but not posted to General Ledger Rather the General Ledger posting is taken from this field as described above Accounts Receivable User Manual Transaction Processing 2 If you leave this field blank and enter discount line items the General Ledger positing will be made to the account number supplied on the line items The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted If Deposit Amount Entered E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Transaction Type E Sales Tax Cannot Be Posted No Tax District Was Specified E Tax District Has No Account Number G L Will Be Out of Balance W Invoice Already on File W Invoice Not on File W Miscellaneous Customer Use Standard Entry to Enter Address Press ENTER to disp
99. Expert Computing Inc 10 18 94 Sales Tax Codes List District Description GL Account 001 No Sales Tax No tax Month To Date 2 897 34 2 880 Quarter To Date 21 868 89 7 095 Year To Date 29 464 85 10 007 Tax Code 002 State Tax 001 Washington State Tax Urban S Month To Date 10 326 72 10 202 2020001001 Sales Tax Payable Sales Quarter To Date 31 237 75 29 393 Year To Date 677 17 67 597 Washington State Tax Rural Month To Date 0 00 2020001001 Sales Tax Payable Sales Quarter To Date 185 140 00 172 240 Year To Date 185 340 00 172 440 Nevada State Tax Month To Date 5 930 75 5 930 2020001001 Sales Tax Payable Sales Quarter To Date 5 930 75 5 930 Year To Date 5 930 75 5 930 Option 16 Terms List Use this function to print a list of the Terms file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Terms information this step provides you with a default sequencing of data records by Terms Code giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Terms Code Description Receipt Code Discount Receipt Code Net and Changed On with the option to enter user specified comparisons at run time Step 2 This the standard disposition used for all lists of master files Step 3 According to previously specified criteria t
100. Initial Setup phase and the Re covery Processing phase of the APPX Accounts Receivable application The APPX User Manual the Accounts Receivable System Administration manual and this manual complete the set of user manuals which are available for the APPX Accounts Receivable application For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer Phases APPX Accounts Receivable operates in three distinct phases e Initial Setup e Live Operations e Recovery Processing Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history can be entered Information entered during the Initial Setup phase provides the basis for Live Operations Live Operations Live Operations is used to perform daily transaction processing file maintenance report generation and monthly processing functions In Live Operations invoices cash receipts and adjustments can be entered Service charges and re funds can be generated and invoices deposit slips dunning letters and statements can be printed Recurring Billings can also be generated After printing journals for the necessary audit trail transac tions can be posted Many different types of reports can be printed and information can be viewed using a variety of inquiries File maintenance can be performed on system master files Recovery Processing There is a cer
101. L JONES Taxable Sales 1200 000 1 00 985 630 325 000 2 00 489 550 Line Items Total gt 1200 00 650 00 1850 00 00000020 Master Sellers Company 1030001001WH Accts Receiv Sales Wholesale 3012 3012 1452 20 Account Item Cd Description 3010001001WH Sales Wholesale file cabinet 002 001 001 08 89 08 21 89 08 21 89 8 15 89 shipment 24 62 AR Invoice 00 00 69 33 Item Type Sub Code Price Cost Quantity Comm Pct 1358 25 Amount Taxable Sales 271 650 5 00 1064 870 Line Items Total gt 1358 25 1358 25 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3013 3013 3854 21 Account Item Cd Description 3010001001WH Sales Wholesale 10 x8 shelving unit Sales Wholesale metal shelf Sales Wholesale 6 3 bookcase Sales Wholesale desk set Sales Wholesale 3010001001WH 3010001001WH 3010001001WH 3010001001WH 002 001 002 08 89 08 21 89 09 20 89 AR Invoice 8 18 89 shipment 00 00 00 274 10 Item Type Sub Code Price Cost Quantity Comm Pct 099852 010 5 0 3580 11 Amount Taxable Sales 675 200 2 00 1147 200 154 360 1241 030 206 980 510 600 65 170 50 250 274 100 Taxable Sales Taxable Sales Taxable Sales Sales Tax 82 Accounts Receivable User Manual 1350 40 1543 60 620 94 65 17 274 10 Transaction Processing 2 Step 5 In preparation for performing a sort selection proces
102. NO The customer s balance exceeds the customer s credit limit BAD For some reason other than the credit limit this customer is considered to be a poor credit risk You are the only one allowed to set or change this status code the system will not alter a credit status of BAD The credit status indicator is used in Order Entry to inform users entering sales orders of the customer s current credit status The system will maintain this field only if the Hold OK field see next field is set to Y Hold OK Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not the system should maintain this customer s credit status that is whether or not the system should update the credit status field N The system should not maintain this customer s credit status Y The system should maintain this customer s credit status It will set Credit Status to NO during any post when this customer s credit limit is exceeded and will set Credit Status to OK during any post when this customer s balance goes below the credit limit NOTE The system will not alter the credit status if you set it to BAD See the credit Status field above Statement Type 176 Enter an upper case alphanumeric field 1 character in length Valid entries are N Y and Z The initial default value is Y This field is required Supply one of the following
103. Processing Accounting Audit Trails Transaction Entry Journal Transaction Posting Modification Logs Major Functions xcs teas Application Features Customer Type and Area i2 cece Streets hte Nr cl aco a Marlton oa arco 8 Transaction Control eridenen een abate EA A 8 Cas M FLOW 8 Historical Information 9 cool snags cassie 9 Customer RNa eee ieee 10 Dunning Letters and Statements 10 Open Item or Balance Forward Customers 0 ccc cece eessesecsecssceecseeesecseeeseeeeeaees 10 Application Interfaces s 2 evces ecedeeet ged dues 11 Accounts 12 Chapter 2 Transaction Processing Option 1 Invoices Entry Option 2 Cash Receipts Option 3 Adjustments Entry Option 4 Invoices Jourtial Option 5 Cash Receipts Option 6 Adjustments Journal Option 7 E ae d eaa etna ranea Option 8 Cash Receipts Post Accounts Re
104. RAJ SRR 08 30 89 Grand Totals gt Option 7 Invoices Post Use this function to post those invoice control groups that have had their journals print without error The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Invoice Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK Post Now and Invoices Printed with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 61 2 Transaction Processing Step 5 This step processes the information for Invoice control Groups Invoices and Invoice Line Items Under certain conditions records in the General Ledger Transaction Control file will be added Up dates to certain fields in the Invoice control Groups Invoices Invoice Line Items and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal I
105. RGES 06 30 89 06 30 89 333 333 Svc Charge Write 06 30 89 333 333 SERVICE CHARGES 07 31 89 07 31 89 333 333 Svc Charge Write 07 31 89 333 333 write off servic 08 12 89 08 12 89 1252 7220 deposit 07 31 89 07 31 89 3005 7220 special order sh 08 11 89 08 11 89 1279 8001 deposit 08 11 89 08 11 89 89071001 89071001 Monthly shipment 07 10 89 07 10 89 1278 89071001 Monthly shipment 08 11 89 08 11 89 89071002 89071002 Co op Advertisin 07 10 89 07 10 89 1278 89071002 Co op Advertisin 08 11 89 08 11 89 3551 Over 90 3207 17 Accounts Receivable User Manual 263 5 _Reports and Inquiry Option 9 Dunning Letters Use this function to print dunning letters for customers with past due balances You can specify the date to use for ageing the author and the number of days past due that causes a dunning letter to be sent The following processing steps accomplish this job Step 1 This function allows you to enter the author date to age from and number of days an invoice must be past due to cause a dunning letter to be printed On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print dunning letters Figure 58 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Ageing Date Enter a date YMD This field is required You can specify the date from which the transactions to be printed will
106. Salesperson 30 Ms Vanessa L Hastings Comments Good Customer Also our ad agency Accounts Receivable User Manual 277 5 _Reports and Inquiry Option 16 Transaction History Inquiry Use this function to view transaction history for any customer The following processing steps accom plish this job Step 1 This function checks to see whether the end user has chosen to keep Transaction History before ex ecuting any function that requires the file Step 2 In order to print the Transaction History Inquiry this step formats the Customers and Transaction History information The following data items are shown Customer Name Phone Apply To Trans action Type Invoice or Check Number Operator ID Order Number Transaction Date Invoice Due Date Amount And Balance A sample output is shown below Transaction History Customer 00000030 Pool and Associates 804 887 9836 Apply To Typ Invc Chck Op Order Trx Date Due Date Balance 1017 INV 1017 SRR 06 21 89 07 21 89 1017 PAY 4101 SRR 07 31 89 07 31 89 BF890630 INV BF890630 SRR 06 30 89 06 30 89 BF890630 PAY 3930 SRR 07 15 89 07 15 89 Customer Totals 278 Accounts Receivable User Manual Reports and Inquiry 5 Option 17 Transaction Control Inquiry Use this function to view Transaction Control information In order to print the transaction
107. a records is provided by Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Areas List this step formats the customer Areas information The fol lowing data items are shown Customer Area and Description 226 Accounts Receivable User Manual File Maintenance A sample output is shown below Expert Computing Inc 10 17 94 14 53 Customer Areas List Description Western Region Southern Region Eastern Region Northern Region Option 14 Customer Types List Use this function to print a list of the Customer Types file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Types information this step provides you with a default sequencing of data records by Customer Type giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or
108. a es Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Cash Receipts screen Select Next Record to go to the next Cash Receipts Line Items record Select End to go to the next Cash Receipts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Line Items file Accounts Receivable User Manual 45 2 Transaction Processing Option 3 Adjustments Entry Use this function to enter and edit adjustments to posted invoices The normal process of posting adjustments includes 1 entering the adjustments 2 printing the Ad justments Journal and 3 posting the adjustments If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the three screens displayed by this function are shown The screen shown below presents information about Adjustments Control Groups When you enter adjustments you will see only one of the two possible screens for Adjustments Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions
109. able Acct field is the Deposit account number as defined in the Parameters file this should default for you and that the Apply to Type is 2 Deposit Make sure also that the Apply To is the sales order number for the associated order This order number also has to be entered on the invoice for the system to properly acknowledge the deposit Assume a 100 00 deposit was made on a 1000 00 sale The cash receipt entry looks like this Check Amount 100 00 With the following line item Credit Amount 100 00 Apply To Sales Order Number Receivable Acct Deposits When the cash receipt is posted to General Ledger the following accounts are updated DR Cash CR DR Deposits CR 100 00 100 00 When the invoice is issued the following items are entered Invoice Subtotal 1000 00 Deposit 100 00 Invoice Total 900 00 Order Number Sales Order Number entered on Cash Receipt 300 Accounts Receivable User Manual Appendix A This accompanied by a single line item for 1000 00 of merchandise When the invoice is posted the following accounts are updated DR Accounts CR DR Deposits CR DR Revenues CR Receivable 900 00 100 00 1000 00 Cash Receipts Cash Receipts entry is normally used to record the receipt of invoice payments However it can also be used to record direct sales that is sales that are paid for immediately Both types of transactions are described below Payment for an Invoice When you
110. able User Manual 205 4 File Maintenance Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Application Type Subsidiary Code Not on Subsidiary Codes By Account File Subsidiary Codes by Account File Does Not Exist om Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Window option to go back to the Recurring Billings screen Select the Next Record option to go to the next Recurring Billings Line Items record Select the End option to go to the next Recurring Billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billings Line Items file Option 9 Parameters Use this function to enter an edit the Parameters record Be careful that this information is correct it controls the operation of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for changes both old field contents and new field contents are shown and in both cases the User ID date and time are printed On the following pages the two screens displayed by this function are shown The screen shown below presents information about Parameters 206 Accounts Receivable User M
111. action Processing e Monthly Processing e File Maintenance e Reports and Inquiry e Refunds and Service Charges The features described in this manual are included in the APPX turnkey Accounts Receivable applica tion Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Application Features Accounts Receivable provides the accounting information required for analysis and control of your company s revenues Invoices Adjustments and Cash Receipts are entered through an online user workstation and detail or summary information generated from Order Entry can also provide input to Accounts Receivable All transactions entering the system are controlled and processed against indi vidual customer terms occurs online and does not allow invalid or out of balance data to post to master files During posting Accounts Receivable transfers information to the General Ledger Accounts Payable Sales Analysis and or Commission Accounting applications Accounts Receivable can support either twelve or thirteen financial periods per fiscal year The fiscal year may be synchronized with or independent of the calendar year Other applications may coincide with the Accounts Receivable accounting period or may be ahead of or behind that used by Accounts Receivable Transaction entry functions allow the user to specify the month and year to which a trans action is to be posted Accou
112. actions entered through either invoices entry func tion The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal Journal OK and Invoices Printed with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all transaction journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Accounts Receivable Invoices Journal this step formats the Invoices and Invoice Line Items information The following data items are shown Transaction No Customer Name Tax Code and District Terms Post Month and Year Invoice and Due Date Customer PO Comm on Sub Order No Subtotal Receivable Account Description Transaction Type Salespersons Comm Percent Comm Basis Invoice Number Apply To Invoice Amount Deposit Discount Freight Sales Tax Line Item Offset Account Line Item Type Price Quantity Amount Item Code Description Sub Type Sub Code and Cost As appropriate group headings appear whenever a change occurs in Control Number or Post Mont
113. actly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to restrict access to these invoices Y Yes access should be restricted to the user who enters the invoices N No access is not restricted Any user can edit these invoices Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of invoices This description appears on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the total of all invoices This total is balanced against the running total being kept by the system as each transaction is entered Customer Hash Total Enter a positive number with up to 12 digits Supply the hash total of all customer numbers on this group of invoices Any discrepancy between the hash total entered and the calculated hash total may represent transposition errors on one or more customer numbers Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that these invoices are ready for printing Enter N if you want to delay the printing of the journal for any reason 94 Accounts Receivable Us
114. aid Invoice and posted the cash receipt enter that order number here Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Accounts Receivable User Manual 21 2 Transaction Processing Provide the net invoice amount The Invoice Amount is calculated by this formula Amount Subtotal Customer Discount Deposit Freight Sales Tax For a credit memo enter a negative amount NOTE The subtotal as listed above is defined as the sum of all the invoice line items ex cluding any memo items Subtotal The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The sum of the invoice line items excluding any memo items is displayed This subtotal is calculated using the formula listed under Invoice Amount above A memo line item might be a detail entry for freight or sales tax which is also supplied in the invoice record itself See the documentation on Discount Freight and Sales Tax below for additional ex planation Deposit Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the prepaid deposit on this invoice if any This amount is debited to the Deposit account identified in the Parameters file Deposits should be entered and deposited as cash receipts using the Order No as the Paid Invoice num
115. al and 2 digits to the right of the decimal Sum all of the checks in this control group and enter the total Customer Hash Total Enter a positive number with up to 12 digits Supply the hash total of all customer number on the group of cash receipts Any discrepancy between the hash total enter and the calculated hash total may represent transposition errors on one or mare customer numbers Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that these cash receipts are ready for posting Enter N if you want to delay printing of the journal for any reason Journal OK The system displays Y Yes or N No The initial default value is This indicates whether or not the journal has been printed without errors If N the control group may contain errors and cannot be posted Accounts Receivable User Manual 35 2 Transaction Processing Post Now Enter Y Yes or N No The initial default value is Y this field is required Y is displayed to indicate that these cash receipts are ready for postings Enter N if you want to delay posting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This
116. alance forward basis In this case at the end of each month open transactions are summed into a single Balance Forward record and the detail is deleted Any invoice that is not due until the following month is retained in detail however The ad vantage of the balance forward basis is that it requires fewer disk resources because fewer transac tions are maintained It is possible to maintain both types of customers simultaneously In other words you can have some customers that are balance forward customers and some that are open item customers 10 Accounts Receivable User Manual General Information 1 Application Interfaces The combination of Accounts Receivable and other APPX accounting applications such as General Ledger Order Entry Inventory Control Sales Analysis and Commission Accounting provides a fully integrated system for effective management and control of your business There are many sepa rate applications that can be installed in whatever configuration best suits your requirements Compo nents of each application contribute to the overall effectiveness of the system The particular combina tion which is most effective for your installation as well as the specific way in which the applications interact will be determined by the specialized needs of you company Information contained in the master files of one application may be accessed modified updated or even entered from another applic
117. ally be saved from one record to the next Identify the year to which this transaction is to be posted The current calendar year is sup plied from the Parameters file if you want to post to a prior or future year you can change it If you are using 12 month accounting this will be the calendar year if you are using 13 pe riod accounting this will be the fiscal year NOTE A value of zero in the Post Year will cause the transaction to be posted to the year 2000 Invoice Number Enter an upper case alphanumeric field up to 8 characters in length This field is required Identify the invoice number for this invoice debit memo or credit memo Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required This field identifies the invoice to which the transaction applies By default the system dis plays the Invoice Number in this field for Invoice transaction types For debit or credit memos you must enter this field you may want the Apply To to reference the original in voice In any case you may override the display Order No Enter a positive number with up to 6 digits Identify the sales order to which this invoice applies if any If the Order Entry application is part of your system this number must be on file in the Sales Orders file If there is a deposit associated with this invoice you should have already entered the deposit as a cash receipt using the order number as the P
118. alphanumeric field up to 8 characters in length Only numbers are acceptable Identify the customer number associated with this refund transaction This number must be on file in the Customers file the system displays the customer name so that you can verify your entry Apply To Invoice Number The system displays an upper case alphanumeric field up to 8 characters in length Identify the invoice number to which this refund applies Refund Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal This is the refund amount as calculated by the calculate Customer Refunds function Amount to Pay Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount of refund that you want to be paid By default the system supplies the amount calculated when the Calculate Customer Refunds function was run this amount can be changed Payment Date Enter a date YMD this field is required This is the date entered when refunds were calculated You may override the display Receivable Account The system displays an upper case alphanumeric field up to 12 characters in length This is the receivable account which applies to this refund retrieved from the invoice being refunded If General Ledger is a part of your system this account must be on file in the General Ledger Chart of Accounts file and the system
119. ance 4 Area Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the area to which the customer belongs The area must be on file in the Customer Areas file The system displays the description of the area from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Warehouse Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the warehouse that usually supplies the inventory items purchased by this customer If your system includes Inventory Control this number must be on file in the Ware houses file The system displays the warehouse description from this file so that you can verify your entry This warehouse is used as a default for this customer in the Order Entry application The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W No Sales Tax Will Be Collected for This Customer Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer file
120. and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 33 Sales Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 06 89 1030001001WH Accts Receiv Sales Wholesale 3060000000 Miscellaneous Income Post Month Year 06 89 Totals gt Post Month Year 07 89 1030001001WH Accts Receiv Sales Wholesale 3060000000 Miscellaneous Income Post Month Year 07 89 Totals gt Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 18721 44 00 1050001000 Service Charges Receivable 140 96 2020001001 Sales Tax Payable Sales x 1069 12 2051000000 Sales Deposits 00 3010001001 Sales Manufacturing 10134 75 3010001001WH Sales Wholesale s 8879 10 4190000001WH Freight Out Sales Wholesale x 547 51 Post Month Year 08 89 Totals gt 20771 44 Post Month Year 09 89 1030001000MA Accts Receiv Corp Mfg 185210 185210 1030001001 Accts Receiv Sales Mfg 954 5 954 1030001001WH Accts Receiv Sales Wholesale 831 831 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 2020001001 Sales Tax Payable Sales 2051000000 Sales Deposits 3010001001MA Sales Manufacturing 3010001001WH Sales Wholesale 3060000000 Miscellaneous Income 4010000001WH Cost of Goods Sold Sales Whls 407
121. antity Comm Pct Amount Taxable Sales 675 200 1147 200 154 360 1241 030 206 980 510 600 65 170 50 250 274 100 2 00 1350 40 Taxable Sales 1543 60 Taxable Sales 620 94 Taxable Sales 65 17 Sales Tax 274 10 Accounts Receivable User Manual 3580 11 71 2 Transaction Processing Step 5 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Operator ID Control Number and Invoice Number with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Num ber and Invoices Printed with the option to enter user specified comparisons at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 7 This function checks the Parameters file to see if preprinted forms are to be used Step 8 In order to print Invoices on plain 8 1 2 x 11 inch paper this step formats the Invoices and Invoice Line Items information The following data items are shown Line Item Description Quantity Price and Amount A sample output is shown below APPX Demonstration Company 990 Hammond Dr Ste 800 Atlanta GA 30328 INVOICE Invoice Number 3011 Invoice Date 08 21 89 Apply To 3011 Sold To Burlington Enterprises 404 W 12th Street Spokane WA 98003 Due Date 09 20 89 Your 89A 556 Terms 2 10 Net
122. anual File Maintenance 4 Figure 47 The Accounts Receivable Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Current Calendar Month The system displays a positive number with up to 2 digits If you are in Initial Setup mode enter the current calendar month During Live Operations the system displays the current calendar month Current Calendar Year The system displays a positive number with up to 2 digits If you are in Initial Setup mode enter the current calendar year During Live Operations the system displays the current calendar year Current Fiscal Month Enter a positive number with up to 2 digits If General Ledger is a part of your system the fiscal month will be supplied for you and you Accounts Receivable User Manual 207 4 File Maintenance will not be able to change it If you are operating Accounts Receivable without General Led ger you should supply the appropriate fiscal month Current Fiscal Year Enter a positive numb
123. ar and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 10 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 11 In order to print the Cash Receipts Journal this step formats the Cash receipts and cash Receipts Line Items information The following data items are shown Transaction No Customer Name Check Amount Check No Date Bank Transit No Post Month Post Year Cash Account Description Line No Apply To Apply Type Description Credit Amount Write Off Amount Discount Given Direct Amount Receivable Account Write Off Subsidiary Type Subsidiary Code Direct Account Re ceivable Total Discount Amount Total Direct Total and Line Items Total As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Receivable Amount Write Off Amount Discount Amount Direct Amount Check Amount Control Total and Hash Total Grand totals print at the end showing Jour nal Errors and Journal Warnings 84 Accounts Receivable User Manual Transaction Processing 2 A sample output is shown below Expe
124. are described below Transaction Type Description Enter an alphanumeric field up to 21 characters in length The system displays a description of the transaction types You can override the display The system can sort through the various transactions based on this type for reporting purposes Listed below are standard descriptions for each transaction type AR Invoice Debit Credit Memo AR Adjustment OE Invoice 1 2 3 4 Cash Receipt 5 6 Service Charge 7 Deposit NOTE Changing the description does NOT change the way the system functions 220 Accounts Receivable User Manual File Maintenance 4 Transaction Type Abbreviation Enter an upper case alphanumeric field up to 3 characters in length Listed below are the standard abbreviations for each transaction type You may change these values Changing the abbreviation does NOT change the way the system functions 1 INV MEM ADJ REC OEI SVC DEP A E ced Apply Type Description Enter an alphanumeric field up to 16 characters in length Describe how receipts are to be applied to invoices Listed below are the default values for descriptions for each apply to type You may use these descriptions or enter your own Changing these descriptions does NOT change the way the system functions 1 On Account 2 Deposit 3 Invoice Item Type Description Enter an alphanumeric field up to 18 characters in length Describe each ty
125. arge Off Balance Customer 00000010 Alexander s Inc 0040 Service Charge 1030001001WH Accts Receiv Sale 06 10 89 06 10 89 16 84 00 1001 6 6 89 Supply sh1030001001WH Accts Receiv Sale 06 10 89 07 10 89 758 92 00 1013 chair shipment 61030001001WH Accts Receiv Sale 06 21 89 07 21 89 1296 87 00 1016 shelving units s1030001001WH Accts Receiv Sale 06 21 89 07 21 89 1368 54 00 1018 correction 1030001001WH Accts Receiv Sale 08 12 89 08 12 89 275 98 00 2002 7 6 89 shipment 1030001001WH Accts Receiv Sale 07 10 89 08 09 89 1782 90 00 2022 7 26 89 shipment1030001001WH Accts Receiv Sale 07 31 89 08 30 89 1896 55 00 3001 Special order sh1030001001WH Accts Receiv Sale 08 11 89 09 10 89 778 92 00 3002 8 2 89 shipment 1030001001WH Accts Receiv Sale 08 11 89 09 10 89 1396 88 00 401 Opening Entry 1030001001WH Accts Receiv Sale 05 04 89 05 14 89 006981 1350 54 00 7210 deposit 2051000000 Sales Deposits 07 31 89 07 31 89 1200 00 00 7211 deposit 2051000000 Sales Deposits 07 31 89 07 31 89 1700 00 00 89071000 Monthly shipment1030001001WH Accts Receiv Sale 07 10 89 08 09 89 600 00 00 ZKKKZZZZZZZZZ Customer Totals gt Customer 00000020 Master Sellers Company 1004 P3050 1030001001MA Accts Receiv Sale 08 15 89 09 14 89 00 2006 7 2 89 shipment 1030001001WH Accts Receiv Sale 07 10 89 07 10 89 00 2021 7 26 89 shipment1030001001WH Accts Receiv Sale 07 31 89 07 31 89 00 3005 special order sh1030001001WH Accts Receiv Sale 08 11 89 08 11 89 0
126. ata records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 14 This step prevents CANCEL from canceling the current job 80 Accounts Receivable User Manual Transaction Processing 2 Step 15 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the General Ledger transaction Control file will be added Updates to certain fields in the Adjustments Control Groups Adjustments and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Account Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 17 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Accounts Receivable Transaction Control file will be added Updates to certain fields in the Parameters Adjustments Control Groups and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 18 This function displays a warning to the operator if any
127. ate Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com ponent or post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 36 Cash Receipts Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Debits Credits Net Change Post Month Year 08 89 Account 1010001000 Cash Corporate MRC 0010 0001 00000080 Dominion Business Machin 9988765 PAY 08 09 94 Cash 14675 00 Current Month Totals 14675 00 i 14675 00 Beginning GL Balance 776673 21 Account Total gt 91348 21 Account 1010001001 Cash Sales Outlets 0008 0001 00000010 Alexander s Inc PAY 08 11 89 payment 2170 0008 0002 00000040 Burlington Enterprises PAY 08 11 89 payment 3111 0008 0003 00000060 Hale s Interiors PAY 08 11 89 payment 2600 0008 0004 00000020 Master Sellers Company PAY 08 11 89 payment 600 0008 0005 00000050 Miscellaneous Customer PAY 08 11 89 payment 2789 0008 0006 00000030 Pool and Associates PAY 08 11 89 payment 3000 0008 0007 00000020 Master Sellers Company PAY 0
128. ate the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Terms Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a unique code for each Terms record Description Enter an alphanumeric field up to 16 characters in length This field is required Describe the terms For example 2 10 net 30 This field is printed on the invoice Discount Percentage Enter a positive number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Supply the discount percent for these terms For example two and one half percent would be entered as 2 5 This percent is for your information only the system does not directly calcu late the terms discount Receipt Code Discount Enter a positive number with 1 digit Supply a code to indicate the date from which the payment days are counted in calculating discount dates Valid codes are 1 From the invoice date 2 From the last day of the month 3 From a specific day or days of the month for example the 15th or the 25th NOTE This data is for your information only the system does not directly calculate the terms discount Within Days Di
129. ation This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy Accounts Receivable may be installed as a stand alone application or as part of a system that includes General Ledger Budget Analysis General Subsidiary Accounts Payable Inventory Control Pur chase Orders Order Entry Commission Accounting and Sales Analysis In a multi application sys tem data can be exchanged between applications If your system includes Order Entry Accounts Receivable receives customer invoice postings from that application Operation of Order Entry requires the existence of Accounts Receivable and Inven tory Control Information from Accounts Receivable is sent to General Ledger General Subsidiary Sales Analysis Commission Accounting and Accounts Payable However none of these applications are necessary for the functioning of Accounts Receivable If General Ledger is not installed however account veri fication will not be performed within Accounts Receivable Accounts Receivable User Manual 11 1 General Information Accounts Receivable This is the Accounts Receivable application main menu It allows you to access Accounts Receivable submenus Figure 1 The Accounts Receivable Application Main Menu 12 Accounts Receivable User Manual Chapter 2 Transaction Processing 2 Transaction Processing Transaction Processing This menu allows y
130. ation for Transaction History Records older than the Number of Months of Transaction History defined in the Parameters file will be deleted Step 18 This step processes the information for Transaction Control Records older than the Number of Months of Transaction Control defined in the Parameters file will be deleted Step 19 This function displays a warning to the operator if any errors were encountered during posting Accounts Receivable User Manual 163 3 Monthly Processing 164 Accounts Receivable User Manual Chapter 4 File Maintenance 4 File Maintenance This menu allows you to perform file maintenance and print lists for master files You can also print customer labels and rolodex cards from this menu Figure 33 The Accounts Receivable File Maintenance Menu Option 1 Customers Use this function to enter and edit customer records Make sure this information you enter is accurate and complete as this data is crucial to the proper functioning of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the three screens displayed by this function are shown The screen shown below presents information
131. ayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Higher Than Begin Account Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Transaction Date Account Number Operator ID and Control No giving additional sort order choice by Post Month and Post Year with the option to change modifiable parameters at run time Selection of data records is provided by Trans action Date Operator ID Control No Post Month and Post Year with the option to enter user speci fied comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Daily Cash Receipts this step formats the Month To Date Postings information The following data items are shown Operator ID Control No Transaction No Post Month Post Year Customer Name Description Transaction Date Invoice Check Number Apply To and Amount As appropriate group headings appear whenever a change occurs in Transaction Date or Account Number If requested group totals appear whenever a change occurs in Account Number or Transaction Date 258 Accounts Recei
132. ber before the invoice is posted If you enter an amount in this field you must identify the Order No that was used as the Paid Invoice number when the cash receipt was posted so that the system can track the deposit properly Description Enter an alphanumeric field up to 30 characters in length Describe this invoice This description will be printed on various reports throughout Ac counts Receivable If you leave this field blank the system will use the customer s Purchase Order number as the description PO Enter an alphanumeric field up to 10 characters in length Supply the customer s Purchase Order number if any If the Description field is left blank the system will use the customer s PO number in its place The PO number prints on the invoice the description prints on the invoice the description prints on statements and dun ning letters Order Enter a positive number with up to 6 digits Identify the sales order to which this invoice applies if any If the Order Entry application is part of your system this number must be on file in the Sales Orders file Accounts Receivable User Manual 99 2 Transaction Processing Freight If there is a deposit associated with this invoice you should have already entered the deposit as a cash receipt using the order number as the Paid Invoice and posted the cash receipt enter that order number here Enter a number with up to 7 digits to the left of the deci
133. ber before the invoice is posted If you enter an amount in this field you must identify the Order No that was used as the Paid Invoice number when the cash receipt was posted so that the system can track the deposit properly Invoice Date Terms 22 Enter a date YMD This field is required Supply the date of the invoice Enter a positive number with up to 3 digits You can use PF2 to search for an appropriate entry The system displays the terms code from the Customers record you can override the display The system also displays the description from the terms file so that you can verify your entry Accounts Receivable User Manual Transaction Processing 2 Due Date Enter a date YMD This field is required The system displays the due date based on the invoice date and terms for this customer You may change this date Description Enter an alphanumeric field up to 30 characters in length Describe this invoice This description will be printed on various reports throughout Ac counts Receivable If you leave this field blank the system will use the customer s Purchase Order number as the description Customer PO Enter an alphanumeric field up to 10 characters in length Supply the customer s Purchase Order number if any If the Description field is left blank the system will use the customer s PO number in its place The PO number prints on the invoice the description prints on statements and dunni
134. ber with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the num ber itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to restrict access to these adjustments Y Yes access should be restricted to the user who enters the adjustments N No access is not restricted Any user can edit these adjustments Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of adjustments This description appears on the Transaction Control re port and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Accounts Receivable User Manual 47 2 Transaction Processing Supply the total of all adjustments This total is balanced against the running total being kept by the system as each transaction is entered Customer Hash Total Enter a positive number with up to 2 digits Supply the hash total of all customer number on the group of adjustments Any discrepancy between the hash total entered and the calculated hash total may rep
135. c field up to 20 characters in length Name the customer s country if appropriate Contact Name Enter an alphanumeric field up to 20 characters in length Name the contact person at the customer s office This will be the addressee on dunning letters sent to this customer 168 Accounts Receivable User Manual File Maintenance 4 Telephone Enter an upper case alphanumeric field up to 14 characters in length Provide the customer s phone number including the area code You may use any notation or format for example HHE HH HHHP or HHEH THHE HHHHP Facsimile Enter an upper case alphanumeric field up to 14 characters in length Supply the customer s FAX number if appropriate Include the area code any format is appropriate Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Identify the payment terms that apply to this customer This code must be on file in the Terms file The system displays the description from this file so that you can verify your entry This code is defaulted when invoices are entered for this customer Cust Type Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the type that applies to this customer Your entry must be on file in the Customer Types file The system displays the type description from this file so that you can verify your entry Many reports in
136. cate whether or not you want to restrict access to these cash receipts Y Yes access should be restricted to the user who enters the receipts N No access is not restricted Any user can edit these cash receipts Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of cash receipts This description appears on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Sum all of the checks in this control group and enter the total Customer Hash Total Enter a positive number with up to 12 digits Supply the hash total of all customer numbers on the group of cash receipts Any discrepancy between the hash total entered and the calculated hash total may represent transposition errors on one or more customer numbers Print Journal Enter Y Yes or N The initial default value is Y This field is required 106 Accounts Receivable User Manual Transaction Processing 2 7 is displayed to indicate that these cash receipts are ready for printing Enter if you want to delay the printing of the journal for any reason Journal OK The system displays Y Yes or N No The initial default value is N This indicates whether or not the journal has been printed without errors If N the control group may contai
137. ccount 1030001001WH Accts Receiv Sales Wholesale 0000 0000 06 89 00000010 Alexander s Inc Sve Charge Write Off 06 30 89 401 401 7 0000 0000 06 89 00000020 Master Sellers Company Svc Charge Write Off 06 30 89 333 333 Account Number Subtotals gt Accounts Receivable User Manual 259 5 _Reports and Inquiry Option 7 Deposits Not Invoiced Use this function to print a report containing all deposits that have been made for which there is no corresponding invoice The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Customer Apply To Post Month Post Year Transaction Date and Invoice Due Date with the option to change modifiable parameters at run time Selection of data records is provided by Customer Apply To Post Month Post Year Transaction Date and Invoice Due Date with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Deposits Not Invoiced report this step formats the Transactions information The following data items are shown Customer Name Apply To Transaction Description Operator ID
138. ccts Receiv Sales Wholesale 3060000000 Miscellaneous Income Post Month Year 07 89 Totals gt Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 18721 44 9 1050001000 Service Charges Receivable 140 2020001001 Sales Tax Payable Sales 1069 2051000000 Sales Deposits 3010001001MA Sales Manufacturing s 10134 3010001001WH Sales Wholesale 4 8879 4190000001WH Freight Out Sales Wholesale 3 547 51 Post Month Year 08 89 Totals gt 20771 44 20771 44 Step 10 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run time 152 Accounts Receivable User Manual Monthly Processing 3 Step 11 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 12 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction D
139. ceivable User Manual iii Table of Contents Option 9 Adjustiments NE E AES R e Option 10 Consolidated Processing Edit Unposted Control Groups nesnesi a R A A S Print Unposted Control Groups Print ar iets e Ute eee eia es R RA Print Post All Transactions Option 11 Special Invoices Rapid Entry Automatic Cash Receipts Generate Recurring Billings 0 2 Print Invoices Bank Deposit Slip Chapter 3 Monthly Processing Option 1 Sales Tax tes Option 2 Sales GL Distributions eee eseeseeeeeeseecessecaceseeececseesesseeaeeaseaseeees Option 3 Cash Receipts GL Distributions 20 0 0 129 Option 4 Adjustments GL Distributions 0 eee csesseeeeseeeceeseeesseeseeseeaeeeeees 132 Option 5 Subsidiary Code GL Distributions 000 135 Option 6 Transaction Control Option 7 Print 140 Option Print All Reports 0 eceeceeeneesecseeseeeceecseesessesacesseacsessessessesaeeaseaseaeaes 149 Option 9 General Ledger Distributions I
140. change occurs in Post Month Account Number or Post Month When totals are specified the following items are ac cumulated Total Balance Total Amount and Ageing Period Percent Grand totals print at the end showing Total Balance Total Amount and Ageing Period Percent A sample output is shown below Expert Computing Inc 11 08 94 14 57 Accounts Receivable Transaction Register Aged as of 11 08 94 Using Due Date ID Cont Trx Description Customer 00000010 SRR 0004 0001 50100 Service Charge SRR 0001 0001 1001 6 6 89 Supply shipment SRR 0008 0001 6130 6 6 89 Supply shipment SRR 0002 0003 1013 chair shipment 6 12 89 SRR 0002 0006 1016 shelving units shipped SRR 0000 0004 1018 correction SRR 0012 0001 3001 Special order shipment SRR 0006 0002 2002 7 6 89 shipment SRR 0009 0002 2022 7 26 89 shipment SRR 0012 0001 3001 Special order shipment SRR 0012 0002 3002 8 2 89 shipment SRR 0000 0001 401 Opening Entry SRR 0000 0002 401 SERVICE CHARGES SRR 0000 0001 401 SERVICE CHARGES SRR 0008 0001 6130 Opening Entry 0000 0000 401 Svc Charge Write Off 0000 0000 401 Svc Charge Write Off SRR 0011 0002 89071000 Monthly shipment Credit Limit Available Alexanders Inc svc 0040 INV 1001 PAY 1001 INV 1013 INV 1016 6 13 89 ADJ 1018 INV 102 INV 2002 INV 2022 INV 3001 INV 3002 INV 401 svc 401 sve 401 PAY 401 svc 401 svc 401 INV 89071000 Invc Chk Type Apply To Ord No 000101 000102 000102 0069
141. ck 110 Accounts Receivable User Manual Transaction Processing 2 Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which this transaction is to be posted The current month defined in the Parameters file is supplied if you want to post to a prior or future month you can change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Valid entries and their meanings are 1 13 Calendar period EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Identify the year to which this transaction is to be posted The year defined in the Parameters file is supplied if you want to post to a prior or future year you can change it If you are using 12 month accounting this will be the calendar year if you are using 13 period account ing this will be the fiscal year NOTE A value of zero in the calendar year will cause the transaction to be posted to the year 2000 Description Enter an alphanumeric field up to 30 characters in length Describe the transaction This description
142. ck to the Cash Receipts Control Groups screen Select Next Record to go to the next Cash Receipts record Select End to go to the next Cash Receipts Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts file The screen shown below presents information about Cash Receipts Line Items Figure 25 The Accounts Receivable Cash Receipts Line Items Screen 112 Accounts Receivable User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line The system displays a positive number with up to 4 digits The system automatically numbers cash receipt line items in sequence beginning with 1 You may change this number Each paid invoice or direct sale item must be identified by a unique number Apply To The system displays an upper case alphanumeric field up to 8 characters in length Identify the invoice to which this receipt should be applied If this receipt is a deposit on a sales order enter the order number The order number and deposit amount mus
143. cond calendar period of the year If you entered a 2 for Billing Day the 2 would repre sent January 30th since this date is the second day in the calendar period If 13 Month Basis is N the Billing Day is the day of the calendar month For example suppose you entered a 2 for Billing Day and you are currently in February The 2 would represent February 2nd since this date is the second day in the calendar month 13 Month Basis Enter Y Yes or N No The initial default value is This field is required The system displays Y or N to indicate whether or not the Billing Day is based on a 13 month accounting period This field words in conjunction with the Billing Day field on this screen If your system is on a 12 month fiscal year see Parameters file this field is auto matically set to N and cannot be changed If your system is on a 13 month fiscal year the entries are either Y The recurring billing generation is based on a 13 period fiscal year In this case the Bill ing Day field corresponds to a day in the 28 day accounting period For example a Bill Accounts Receivable User Manual 199 4 File Maintenance ing Day of 10 means that payment should occur on the 10th day of the accounting pe riod N The recurring billing generation is based on a 12 month fiscal year In this case the Bill ing Day field corresponds to a day in the month Limit
144. cords in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Code Enter a positive number with up to 3 digits By using Scan you may use this as NA access key for selecting records Provide a unique code to identify each set of dunning letters Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this set of dunning letters Press ENTER to continue to the next screen Select the Next Record option to go to the next Dunning Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Dunning Codes file The screen shown below presents information about Dunning Letters by Age This file contains the
145. counts Receivable Journals Summary this step formats the Summarized Distri butions information The following data items are shown Post Year Post Month GL Account De scription Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below Expert Computing Inc 10 12 94 15 13 LGG Page 1 Accounts Receivable Journals Summary ONE OR MORE OF THE CONTROL GROUPS ON THE DETAIL JOURNAL CONTAINED ERRORS GROUPS WITH ERRORS WILL NOT POST Account Account Name Trx Date Debits Credits 1010001001 Cash Sales Outlets 08 22 89 6552 66 1030001001WH Accts Receiv Sales Wholesale 08 22 89 4873 22 2051000000 Sales Deposits 08 22 89 1500 00 3010001001WH Sales Wholesale 08 22 89 212 66 3060000000 Miscellaneous Income 08 22 89 Grand Totals gt Option 6 Adjustments Journal Use this function to print a journal of adjustment transactions entered through the Adjustments Entry function The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This is the standar
146. creen shown below presents information about Cash Receipts control Groups When you enter cash receipts you will see only one of the two possible screens for Cash Receipts Control Groups Which screen you see will depend on how you answered two questions on you Param eters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID Accounts Receivable User Manual 33 2 Transaction Processing Figure 8 The Accounts Receivable Cash Receipts Control Group Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items
147. ctions that are posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu The subsidiary type and code apply only to direct receipts for posted invoices the subsidiary type and code were identified when the invoice was entered The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below A Credit Amount Must Accompany the Receivable Account A Direct Account Must Be Assigned for the Direct Amount A Direct Amount Must Accompany the Direct Account A Receivable Account Must Be Assigned for the Credit Amount Cannot Enter Write Off Amount with On Account Payment Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Deposits Must Specify Order Number as Paid Invoice Enter Either Credit Amt Rec v Acct OR Direct Amt Direct Acct Invalid Application Type Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Code Valid Only for Direct Cash Receipts Subsidiary Codes by Account File Does Not Exist M In ADD Mode Use Option 17 to Supply Data from Unpaid Invoices File W Apply To Will Be Ignored For On Account Payments W Customer Apply To Not on Unpaid Invoices File mm ma a a a eo a a
148. cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 28 Cash Receipts Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1010001000 Cash Corporate 14675 00 1010001001 Cash Sales Outlets s 1030001000MA Accts Receiv Corp Mfg x 14675 1030001001WH Accts Receiv Sales Wholesale A 14272 2051000000 Sales Deposits 3500 Post Month Year 08 89 Totals gt 32447 19 Grand Totals gt 32447 19 Option 4 Adjustments GL Distributions Use this function to print information about adjustments postings to General Ledger The following processing steps accomplish this job Step 1 You can use this function to select the summary only option for the Adjustments GL Distributions report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print only summary information on the Adjustments report 132 Accounts Receivable User Manual Monthly Processing 3 Figure 31 The Accounts Receivable Adjustments GL Distributions Screen Data items for the preceding screen are described below Print Summary Report Only Enter Y Yes or N No The initial default value is You can choo
149. d disposition used for all transaction journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 59 2 Transaction Processing Step 4 In order to print the Accounts Receivable Adjustments Journal this step formats the Adjustments infor mation The following data items are shown Transaction Number Customer Name Apply To Adjust Date Remark Amount Offset Account Description Post Month Post Year Subsidiary Type Subsidiary Code and Receivable Account As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change oc curs in Post Month or Control Number When totals are specified the following items are accumu lated Adjustment Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings A sample output is shown below Expert Computing Inc 10 12 94 15 14 Accounts Receivable Adjustments Journal Customer Apply To Adj Date Description Adj Amount Offset Account Post Mo Yr Sub Type Code Receivable Account Control Group SRR 0001 August group 2 Post Month Year 08 89 0001 00000040 Burlington Enterprises 08 30 89 wrong customer invoiced 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000010 Alexander s Inc 08 30 89 correction 3010001001WH Sales
150. d in the Audit Information overlay is system supplied and non modifiable Accounts Receivable User Manual 97 2 Transaction Processing Data items for the preceding screen are described below Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each invoice This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail It is printed on many reports and inquiries throughout Accounts Receivable Transaction Type Enter a positive number with 1 digit In ADD mode this field will automatically be saved from one record to the next The system displays a 1 digit code that identifies this type of transaction along with the de scription entered for that code on the Descriptions file The system defaults to an accounts receivable invoice type 1 However this value may be changed If changed the new de scription is displayed for verification Valid choices are 1 AR Invoice transaction is entered as an invoice through A R 2 Debit Credit Memo transaction reflects a debit or credit memo issued 6 Service Charge transaction is a service charge on a post due invoice The Transaction Type prints on the Transaction Register and the General Ledger Distribution reports Customer Enter an upper case
151. d indicates whether or not the Sales GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Sales GL Distributions report is run and set to N when invoices or service charges are posted Preprinted Invoices Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not preprinted forms will be used when printing Invoices The format for preprinted invoices is the same as the format for regular invoices except that the company name and column headings are not printed by the computer Preprinted forms appropriate for use with Customer Invoices are available from well known forms companies Receipts GL Distribution Report Required Enter Y Yes or N No The initial default value is This field is required Indicate whether or not you want to require that the Cash Receipts GL Distribution report be printed before running the Close Month procedure Receipts GL Distribution Report Printed The system displays Y Yes or N No The initial default value is N This field indicates whether or not the Cash Receipts GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally main
152. d through cash receipts and debited when the deposit is acknowledged through invoices posting The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be In Ascending Order E General Ledger Must Exist to Keep Fiscal History E Transaction Ageing Periods Must Be In Ascending Order Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below presents additional information about Parameters 212 Accounts Receivable User Manual File Maintenance 4 Figure 48 The Accounts Receivable Parameters Screen Part 2 of 2 Data items for the preceding screen are described below Post to Other Applications CA SA Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to allow information transfer to the General Ledger applica tion the Commission Accounting application or the Sales Analysis application Hold Transactions Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to hold zero balance invoices beyond the current calendar month rather than deleting them at month end closing Since transactions may be entered with a posting date
153. dard cash receipts entry function The normal process of posting cash receipts includes 1 entering the cash receipts 2 printing the Cash Receipts Journal and 3 posting the cash receipts If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the four screens displayed by this function are shown The screen shown below presents information about Cash Receipts Control Groups 104 Accounts Receivable User Manual Transaction Processing 2 When you enter cash receipts you will see only one of the two possible screens for Cash Receipts Control Groups Which Screen you see will depend on how you answered two questions on your Pa rameters file These are the Ask Operator ID question and the Use Transaction Control ques tion If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will no
154. dard disposition used for all lists of master files Step 2 In order to print the Descriptions list this step formats the Descriptions information The following data items are shown Transaction Type Description Transaction Type Abbreviation Apply to Type and Item Type A sample output is shown below Expert Computing Inc 10 18 94 09 06 Descriptions List Transaction Types Description Abbreviation Apply Types Description Item Types Description AR Invoice INV 1 Apply On Account Taxable Sales 2 Debit Credit Memo MEM 2 Deposit 1 Non taxable Sales 3 AR Adjustments ADJ 3 Apply to Invoice 2 Customer Discount 4 Cash Receipt PAY 3 Freight 5 OE Invoice 4 Sales Tax 6 Service Charge 5 Other 7 Deposit Accounts Receivable User Manual 237 4 File Maintenance Option 21 Labels Use this function to print labels from the Customer file Miscellaneous customers are not included The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customers information this step provides you with a default sequencing of data records by Customer Alpha and Customer giving additional sort order choice by Zip Code Division Area and Salesperson with the option to change modifiable pa rameters at run time Selection of data records is provided by Customer Alpha Customer Zip Code Division Area Salesperson and Type with the option to enter user specified comparison
155. date quarter to date and year to date sales made in this tax district Year to date and quarter to date figures reflect the calendar year totals Sales Tax The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date taxes charged for this tax district During Live Operations the system dis plays the total amounts of the month to date quarter to date and year to date taxes charged for this tax district Year to date and quarter to date figures reflect the calendar year totals The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E General Ledger Account Must Be Entered Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Window option to go back to the Sales Tax Codes screen Select the Next Record option to go to the next Sales Tax Districts record Select the End option to go to the next Sales Tax Codes record Accounts Receivable User Manual 189 4 File Maintenance At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Districts file Option 6 Terms Us
156. dentified by a unique number Quantity Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the number of items sold If units do not apply here enter 1 For a credit memo or a discount line item enter a negative number Price Enter a positive number with up to 6 digits to the left of the decimal and 3 digits to the right of the decimal Accounts Receivable User Manual 29 2 Transaction Processing Supply a unit price for the item being sold If the price per unit does not apply here enter the line item amount Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system calculates and displays the line item amount based on the Quantity and Price This number is rounded to 2 decimal positions The Amount Quantity and Price fields are interrelated Thus if you change the Quantity or Price the Amount is recomputed If you change the Amount the Price is recomputed Item Code Enter an alphanumeric field up to 16 characters in length Identify the inventory item code of the product or service being sold if appropriate If Inven tory Control is part of your system your entry must be on file in the Inventory Products file Description Enter an alphanumeric field up to 30 characters in length If your system includes Inventory control the system displays the description from the In ve
157. diary Code GL Distributions report Set this field to N in Initial Setup During Live Operations this field is maintained by the system it is set to 7 when the Sub Code GL Distributions report is printed and set to N during any transaction post Transaction Control Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not the Transaction Control report should be printed before the month is closed Transaction Control Report Printed The system displays Y when the Transaction control report is printed During Initial Setup set this field to N During Live Operations this field is maintained by 218 Accounts Receivable User Manual File Maintenance the system it is set to Y when the Transaction Control report is printed and set to N when any transaction is posted The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors e Warnings W and Messages M that may result are shown below E Commission Accounting is NOT On System Can t Post to CA E General Ledger is NOT On System Cannot Post to GL E Prior Closing Date Cannot Be Later than Current Closing Date E Sales Analysis is NOT On System Can t Post to SA W Using Average Daily Balance Requires Summary Service Charges Press ENTER to save the inf
158. displays the account description from that file Accounts Receivable User Manual 285 6 Refunds and Service Charges Vendor Number Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use Scan to search for an appropriate entry The vendor number is defaulted from the customer master file you may change it This number must be on file in the accounts Payable Vendors file and the system displays the name from that file so that you can verify your entry Payable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The payable account associated with this refund is defaulted from the Vendor record defined for this customer You may override the display If General Ledger is part of your system this account must be on file in the Chart of Accounts file and the system displays the corre sponding description so that you can verify your entry Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next customer refunds record At this screen the use of the MODE keys DEL CHG or INQ pertain to those records in the Cus tomer Refunds file Option 3 Customer Refunds Register Use this function to print an itemized list of the refunds to be
159. djustments Control Groups file 48 Accounts Receivable User Manual Transaction Processing 2 This screen may optionally be used to display information about Adjustments Control Groups Figure 13 The Accounts Receivable Adjustments Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the num ber itself is important as a part of your audit trail Accounts Receivable User Manual 49 2 Transact
160. ds in the Cash Receipts Line Items Cash Receipts and Cash Receipts Control Groups files will then be deleted Step 7 This step processes the information for Accounts Payable Receipts Under certain conditions records in the Accounts Payable Outstanding Checks file will be added Step 8 This function displays a warning to the operator if any errors were encountered during posting Option 9 Adjustments Post Use this function to post those adjustment control groups that have had their journals print without error The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Accounts Receivable User Manual 63 2 Transaction Processing Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for adjustments Control Groups and Adjustments Under certain conditions records in the General Ledger Transaction Control file
161. e Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction date Apply Type Debit Amount and Credit Amount As appro priate Group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Mont When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total 140 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 32 Sales Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Credits Net Change Post Month Year 06 89 Account 1030001001WH Accts Receiv Sales Wholesale 20 26 2 00 22 22 101 90 SVC 06 30 89 Svc Charge Write Off SVC 06 30 89 Svc Charge Write Off SVC 06 10 89 Svc Charge Write Off SVC 06 10 89 Svc Charge Write Off 0000 0000 00000010 Alexander s 401 0000 0000 00000020 Master Sellers Company 333 0000 0000
162. e Generate Recurring Billings function is run Accounts Receivable User Manual 197 4 File Maintenance Figure 45 The Accounts Receivable Recurring Billings Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Billing Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system automatically displays the next available number beginning with 1 You may enter your own unique number of up to 4 digits or accept the default Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this recurring
163. e cash account that will be debited for this receipt If your system includes General Ledger this number must be on file in the Chart of Accounts file and the system displays the corresponding description so that you can verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Post to the 13th Month in a 12 Month Fiscal Year E Check Number Must Be Entered 40 Accounts Receivable User Manual Transaction Processing 2 W Check Amount Has Not Been Entered W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will be Treated as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the cash Receipts Control Groups screen Select Next Record to go to the next Cash Receipts record Select End to go to the next Cash Receipts Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts file The screen shown below presents information about Cash Receipts Line Items Figure 11 The Accounts Receivable Cash Receipts Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan op
164. e fiscal year NOTE A value of zero in the Post Year will cause the transaction to be posted to the year 2000 Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the adjustment This entry may be a positive or a negative amount A positive adjustment is added to the invoice balance a negative adjustment is subtracted from the invoice balance Remark Enter an alphanumeric field up to 30 characters in length Describe this adjustment This description is printed on various reports throughout Accounts Receivable and can be useful as a part of your audit trail Receivable Account 52 Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry Identify the receivable account to which this adjustment will be posted By default the sys tem displays the receivable account for the customer from the Customers file You may change this account Accounts Receivable User Manual Transaction Processing 2 If General Ledger is part of your system this account number must be on file in the Chart of Accounts file and the system displays the account description from that file so that you can verify your entry Offset Account Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry Supply the offset account to which this ad
165. e generated for any invoice with a credit balance Generated refunds are placed in a file which can be edited and printed on a Customer Refunds Register The Customer Refunds Register must be printed before refunds can be posted Posting refunds creates adjustments in Accounts Receiv able and open invoices in Accounts Payable which can then be paid in the normal fashion If your system does not include Accounts Payable you will be unable to process refunds in the manner described above Dunning Letters and Statements The Dunning Letters feature allows you to set up a variety of different text options and assign different styles of letters to different customers In addition different types of text can be generated based on how many days overdue the oldest customer invoice is Statements can be issued monthly detailing each overdue invoice and any adjustments posted to it Optionally you can also print all detail for the current month including any invoices that have been paid in full Open Item or Balance Forward Customers You can keep current customer transactions either as open item or balance forward information If you choose to keep a customer on an open item basis all detail for any currently unpaid invoice will be kept until the end of the month in which the invoice is fully paid This allows you to maintain a complete audit trail for any unpaid invoice Alternatively you can choose to keep a customer on a b
166. e postings also update the General Ledger balances providing you with up to date financial information The following T charts shown the effect of the posting of a 180 00 invoice to a customer for the purchase of office supplies DR Accounts Receivable CR DR Sales Income CR 180 00 180 00 When the check is received from the customer it is entered as a Cash Receipt At this time you can record any discounts the customer has taken in addition to the discounts offered on the invoice A cash receipt credit decreases Accounts Receivable debits increases cash and debits or increases any discount given account Customer discounts are debits usually to a contra revenue account Below is a T chart example of a cash receipt which includes a 2 discount amount Assume it is payment for the invoice in the first example 2 Accounts Receivable User Manual General Information 1 DR Cash CR DR Accounts CR DR Discounts Given CR Receivable 176 40 180 00 3 60 Cash Receipts can also be used to record sales that do no include an invoice for example a cash sale This type of sale is called a Direct Receipt With a direct receipt the only record of the sale is the receipt itself and no receivable is incurred Consequently entry of a direct receipt debits increases the balance of the cash account instead of increasing the receivable As with all sales the offsetting credit amount increases the balance in a revenue acc
167. e that the Customer Discount is above and beyond any discount the customer may take due to the terms of the invoice There are three ways that you can represent this on an invoice each method is described below Example 1 The Customer Discount Freight and Sales Tax are lump sums that should be posted to the standard accounts for those items i e the Customer Discount and Freight Out accounts in the Parameters file and the Sales Tax liability account in the Sales Tax District file for the appropriate sales tax code The invoice itself has the following items on it Invoice Subtotal 1000 00 Customer Discount 100 00 Freight Out 50 00 Sales Tax 7 85 Invoice Total 957 85 This is accompanied by a single line item for the sale of 1000 00 of merchandise This transaction posts to General Ledger as follows 296 Accounts Receivable User Manual Appendix A DR Accounts Receivable CR DR Customer Discount CR 957 85 100 00 DR Freight Out CR DR Sales Tax CR DR Revenues CR 50 00 7 85 1000 00 Example 2 The Customer Discount Freight Out and Sales Tax are lump sums that should be posted to their cus tomary accounts but the customer prefers to see them itemized as line items on the invoice The invoice itself has the following items on it Invoice Subtotal 1000 00 Customer Discount 100 00 Freight Out 50 00 Sales Tax 7 85 Invoice Total 957 85 This is accompanied by the following line items Merchand
168. e this function to enter and edit Terms records Terms records not only determine when the invoice is due but also define the service charge percent if any When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Customer Terms This file contains days and codes used to calculate when invoices are due It also contains days service charge minimums and service charge percentages Figure 42 The Accounts Receivable Terms Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scant he available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing 190 Accounts Receivable User Manual File Maintenance 4 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the d
169. ecify whether or not transaction detail should be printed for each customer on the report The default value is Y The display may be changed Y Print transaction detail N Do not transaction detail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warning W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Accounts Receivable User Manual 247 5 _Reports and Inquiry Step 2 In preparation for performing a sort selection process on the Transaction information this step pro vides you with a default sequencing of data records by Account Number Customer Alpha Customer Apply To and Date Time giving additional sort order choice by Post Year and Post month with the option to change modifiable parameters at run time Selection of data records is provided by Account Number Customer Post Year and Post Month with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Ageing Report this step formats the Transactions information As appropriate group headings appear wh
170. ed When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Customer Divisions This file contains a record identifying each division used within your company Each division can have its own name and address if entered these names and addresses will be printed as the company name and address on invoices statements and dunning letters Accounts Receivable User Manual 179 4 File Maintenance Figure 37 The Accounts Receivable Customer Divisions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified a
171. ed apply ADJ 08 12 89 order cancelled apply ADJ 08 12 89 wrong customer invoic ADJ 08 12 89 correction Current Month Totals gt Beginning GL Balance Account Total gt ADJ 08 12 89 write off service cha Current Month Totals Beginning GL Balance Account Total Post Month Year 08 89 Totals Grand Totals 134 Accounts Receivable User Manual 900 00 275 98 00 4 02 1175 98 1180 00 4 02 131936 81 131932 79 00 900 00 275 98 00 1175 98 1175 98 00 560855 13 560855 13 2355 98 2355 98 Monthly Processing 3 Step 6 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 29 Adjustments Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1030001001WH Accts Receiv Sales Wholesale 1175 98 1180 00 3010001001WH Sales Wholesale 1175 98 3060000000 Miscellaneous Income 4 02 Post Month Year 08 89 Totals
172. edger and Accounts Receivable Transaction Control files will be added Updates to certain fields in the Parameters and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger Con vert Calendar To Fiscal In General Ledger and Post AR Transactions in Accounts Receivable Records in the Service Charges file will then be deleted Step 4 This function displays a warning to the operator if any errors were encountered during posting Option 9 Write Off Service Charges Use this function to print and post service charges that have been designated as write offs The write off process reverses the original service charge This function is only available if you are generating service charges by invoice Summary Service Charges in your Parameters file is set to The Write Off field can be changed through Cash Receipts or Adjustments The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Account Number Customer Apply To and Transaction Type with no option to change the sequence at run time Selection of data records is provided by Account Number Customer and Apply To with the option to enter user specified comparisons at run time Step 2 This is the standard disposition
173. efunds Register and posting the refunds Any existing refund records will be deleted before new refunds are calculated The following processing steps accomplish this job Step 1 This function allows you to enter a transaction date to be used on the refunds On the following pages the screen displayed by this function is shown The screen shown below allows you to enter a transaction date for Customer Refunds 282 Accounts Receivable User Manual Refunds and Service Charges 6 Figure 61 The Accounts Receivable Calculate Customer Refunds Screen Data items for the preceding screen are described below Transaction Date Enter a date YMD This field is required Supply an appropriate date to be used as the transaction date for both the Accounts Receiv able Adjustment date and the Accounts Payable Invoice date Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Customer Apply To and Transaction Type with no option to change the sequence at run time Selection of data records is provided by Division Type Area Cus tomer and Apply to with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all processing functions other than posts Step 4 According to previously specified criteria this step actually performs the
174. enever a change occurs in Account Number If requested totals appear whenever a change occurs in Account Number When totals are specified the following items are accumulate Total Balance Amount Total and Ageing Period Percent Grand totals print at the end showing Total Balance Amount Total and Ageing Period Percent A sample output is shown below Expert Computing Inc 11 08 94 14 58 Ageing Report Aged as of 11 08 94 Using Due Date 11 08 94 10 09 94 09 09 94 08 10 94 Customer Balance 0 amp Under 1 To 30 31 To 60 61 To 90 Receivable Account 1030001000MA Accts Receiv Corp Mfg 00000080 Dominion Business Machines 14675 00 14675 00 5 S 00000444 Fiberlux 185210 68 185210 68 4 Account Totals gt 170535 68 185210 68 A k 14675 00 108 6 5 5 5 8 6 Receivable Account 1030001001MA Accts Receiv Sales Mfg 00000020 Master Sellers Company 688 54 5 i 688 54 00000050 Miscellaneous Customer 1220 46 5 A 1220 46 Account Totals gt 1909 00 1909 00 248 Accounts Receivable User Manual Reports and Inquiry 5 Option 3 Unpaid Invoices Use this function to print an itemized list of all unpaid invoices providing totals by customer Fully paid invoices are excluded from this report The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unpaid Invoices information this step provides you with a default
175. equired In ADD mode this field will automatically be saved from one record to the next Supply the adjustment date By default the system displays today s date You may override the display Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Accounts Receivable User Manual 51 2 Transaction Processing Identify the month to which this transaction is to be posted The current calendar month is supplied from the Accounts Receivable Parameters file if you want to post to a future or prior month you can change it If your system is based on 12 accounting periods enter a calendar month if you are using 13 period accounting enter a fiscal period Valid entries and their meanings are 1 13 Calendar period EY End of year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Identify the year to which this transaction is to be posted The current calendar year is sup plied from the Accounts Receivable Parameters file if you want to post to a prior or future year you can change it If you are using 12 month accounting this will be the calendar if you are using 13 period accounting this will be th
176. er Manual Transaction Processing 2 Journal OK The system displays Y Yes or N No The initial default value is This indicates whether or not the journal has been printed without errors If N the control group may contain errors and cannot be posted Invoices Printed The system displays Y Yes or N No The initial default value is N This indicates whether or not invoices have been printed for this control group The printing of invoices is optional Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that these invoices are ready for posting Enter N if you want to delay posting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Invoice Posting E This Operator s Data May Not Be Edited Posting was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file This screen may optionally be used to display info
177. er an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Define the General Ledger account to which this district s sales taxes will be credited Dur ing invoice posting this account will be credited for taxes billed to the customer If your system includes General Ledger this number must be on file in the Chart of Account 188 Accounts Receivable User Manual File Maintenance 4 file and the system displays the corresponding description so that you can verify your entry If the Rate is zero you can leave this field blank Total Sales The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date sales made in this tax district During Live Operations the system displays the total amounts of the month to date quarter to date and year to date sales made in this tax district Year to date and quarter to date figures reflect the calendar year totals Taxable Sales The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the taxable month to date quarter to date and year to date sales in this tax district During Live Operations the system displays the total amounts of the taxable month to
178. er with up to 2 digits If General Ledger is a part of your system the proper fiscal year will be supplied for you and you will not be able to change it If you are operating Accounts Receivable without General Ledger you should supply the appropriate fiscal year Number of Accounting Periods The system displays a positive number with up to 2 digits If you are in Initial Setup mode enter either 12 or 13 to specify the number of periods in the fiscal year During Live Operations the system displays either 12 or 13 If General Ledger is part of your system the number is provided for you and you cannot change it Start Month of Fiscal Year The system displays a positive number with up to 2 digits The starting month for your fiscal year is provided from General Ledger if it is part of your system If your system does not include General Ledger enter the starting month for your fiscal year Months of Customer History Enter a positive number with up to 3 digits Specify the number of months that summary customer history will be kept on file After the system reaches this number the records for the oldest month are deleted during Close Month processing History by Calendar Month 208 The system displays Y Yes or No The initial default value is Y Normally the system will keep customer history by calendar period If you would prefer to keep customer history by fiscal period
179. ered Quantity Times Price Exceeds Maximum Value of Amount Sales Tax Cannot Be Posted No Tax District Was Specified Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Codes by Account File Does Not Exist Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Pervious Image to go back to the Invoices screen Select Next Record to go to the next Invoice Line Items record Select End to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Line Items file 32 Accounts Receivable User Manual Transaction Processing 2 Option 2 Cash Receipts Use this function to enter a debit cash receipts You can also enter cash receipts using the Cash Re ceipts Automatic function on this menu The Automatic function will apply the cash beginning with the oldest invoices and then allow you to edit the applied cash receipts The normal process of posting cash receipts includes 1 entering the cash receipts 2 printing the Cash Receipts Journal and 3 posting the cash receipts If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be printed before the data can be posted On the following pages the four screens displayed by this function are shown The s
180. es Analysis Step 6 In order to print the Customers List Short this step formats the Customers information The follow ing data items are shown Name Customer Contact Phone FAX Number Terms Code and Descrip tion 224 Accounts Receivable User Manual File Maintenance 4 A sample output is shown below Expert Computing Inc 10 17 94 14 51 LGG Page Customers List Short Customer Customer Name Number Contact Description THE TEST CO 99999990 Due Upon Receipt Bellwood RV Sales 00000160 Due Upon Receipt Burlington Enterprises 00000040 Molly Mogan 787 9987 765 8765 2 10 Net 30 Capital Truck Center 00000150 Due Upon Receipt Dietz Press Inc 00000140 Due Upon Receipt Dominion Business Machines 00000080 Due Upon Receipt Duplex Envelope Co 00000120 Due Upon Receipt Fox Technical Inc 00000110 Due Upon Receipt Fiberlux 00000444 Bill Edelman 855 1738 Net 30 Hale s Interiors 00000060 Helen Walls 2 10 Net 30 Highland Park Variety Shop 00000100 Due Upon Receipt Commonwealth Kennel LTD 00000130 Due Upon Receipt Option 12 Customer Divisions List Use this function to print a list of the Customer Divisions file The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Customer Divisions information this step provides you with a default sequencing of data records by Customer Division giving additional sort order choice by Desc
181. ess ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Tax District Enter an alphanumeric field up to 5 characters in length This field is required Supply a unique code to identify this taxing district Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this taxing district Rate Enter a number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Provide the percentage to be used as the tax rate If your system includes Order Entry this tax rate is applied to sales in this taxing district If Order Entry is not part of your system this field is used for information only NOTE Because only one district is entered on an invoice the tax rate must be the sum of all jurisdictions taxes that apply to a customer located in that district Fro example if state tax is 6 percent and local tax is 2 percent enter 8 percent in this field G L Account Ent
182. ey for a direct sale there is no need to record the sale into the Accounts Receiv able account rather that account can be bypassed and the sale s revenue and cash can be recorded together The cash receipt for a direct sale of 1000 00 of merchandise would look like this Check Amount 1000 00 With the following line item Direct Amount 1000 00 Direct Account Revenues This updates the following accounts when posted to General Ledger 302 Accounts Receivable User Manual Appendix A Cash Revenues 1000 00 1000 00 Notes Receivable Below is an example of how to process the initial receivable and subsequent invoices for a Note Receiv able Loan or any other pre existing or lump sum receivable that is invoiced in regular installments Assume that you are issuing 10 000 00 in cash for which you are receiving a signed note Your cus tomer agrees to repay the note in monthly installments of 100 00 Part of each monthly payment ap plies toward the principal of the note and part is an interest payment For this example assume the first monthly installment pays 10 00 of the note principal and 90 00 of interest The General Ledger Journal Entry for the Note posts as follows Notes Receivable Cash 10 000 00 10 000 00 The invoice as entered in Accounts Receivable looks like this Invoice Subtotal 100 00 Invoice Total 100 00 With line items of Principal 10 00 Interest 90 00 This posts to
183. f you want to delay printing the journal for any reason Post Now Enter Y Yes or N No The initial default value is Y This field is required Enter N if you want to delay posting for any reason Invoices Printed The system displays Y Yes or No The initial default value is N This indicates whether or not Invoices have been printed It has no meaning for Cash Re ceipts or Adjustments Journal OK The system displays Y Yes or N No The initial default value is This indicates whether or not the journal has been printed without errors If N the control group may contain errors and cannot be posted The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Control Group Can Only Be Edited by the Original Operator Press ENTER to save the information on this screen Select the Next Record option to go to the next Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Control Groups file Accounts Receivable User Manual 67 2 Transaction Processing Print Unposted Control Groups Use this function to print listings itemizing each control group that still remains to be posted The number of transactions will also be included The foll
184. for a future month the system needs to know how long to keep zero bal ance invoices on file Enter either Y Hold zero balance invoices until the Accounts Receivable current month reaches the trans action month as defined by the latest date on the invoice receipt or service charge N Delete zero balance invoices during month end closing regardless of their transaction dates Invoices Control Number The system displays a positive number with up to 4 digits Accounts Receivable User Manual 213 4 File Maintenance The system provides the Control Group number for Invoices This number will default for the next group of invoices and will be incremented for subsequent groups of invoices Summarize Service Charges Enter 7 Yes or N No The initial default value is N This field is required If you want the system to issue only one service charge invoice per customer enter Y If you want the system to issue service charges on each past due invoice enter N On a sum mary basis information such as the receivable account and terms is retrieved from the Cus tomers file on a detail basis that information comes from the invoice itself This information can vary form invoice to invoice NOTE The automatic write off service charges feature is specifically designed to work on an invoice by invoice basis If you choose to summarize service charges Then write offs will have to be taken care of individua
185. for all transaction journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 57 2 Transaction Processing Step 4 In order to print the Cash Receipts Journal this step formats the Cash Receipts and Cash Receipts Line Items information The following data items are shown Transaction No Customer Name Check Amount Check No Date Bank Transit No Post Month Post year Cash Account Description Line No Apply To Apply Type Description Credit Amount Write Off Amount Discount Given Direct Amount Receivable Account Write Off Subsidiary Type Subsidiary Code Direct Account Re ceivable Total Discount Amount Total Direct Total and Line Items Total As appropriate group headings appear whenever a change occurs in Control Number of Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Receivable Amount Write Off Amount Discount Amount Direct Amount Check Amount Control Total and Hash Total Grand totals print at the end showing Jour nal Errors and Journal Warnings Expert Computing Inc 10 12 94 15 12 Cash Receipts Journal Trx Customer Check Amt Check No Date Transit Mo Yr Cash Account Control Group SRR 0009 Receipts through 8 21 90 Post Month Year 08 89 00000010 Alexander s Inc 1640 00 000006179
186. for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of cash receipts This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail 34 Accounts Receivable User Manual Transaction Processing 2 Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to restrict access to these cash receipts Y Yes access should be restricted to the user who enters the receipts N No access is not restricted Any user can edit these cash receipts Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of cash receipts This description appears on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decim
187. from that file so that you can verify your entry This account will be debited for the Customer Discount amount during invoice posting Discounts Given Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which terms discount will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be debited for the Discounts Given amount during cash receipts posting Freight Out Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which freight charges on ivoices will be posted If Gen eral Ledger is part of your system this account number must be on file in the Chart of Ac counts file The system displays the account description from that file so that you can verify your entry This account will be credited for the Freight amount during invoice posting Service Charge Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which service charges on past due invo
188. funds They will be posted as adjustments to Accounts Receivable and as unpaid invoices in Accounts Payable The following processing steps accomplish this job Step 1 This is the standard disposition used for all posting functions Step 2 This step prevents CANCEL from canceling the current job Step 3 This step processes the information for Customer Refunds Under certain conditions records in the General Ledger Accounts Receivable and Accounts Payable Transaction Control files and the Ac counts Payable Miscellaneous Vendor file will be added Updates to certain fields in the Parameters and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger Convert Calendar To Fis cal in General Ledger Post AR Transactions in Accounts Receivable and Post AP Transactions in Accounts Payable Records in the Customer Refunds file will then be deleted Step 4 This function displays a warning to the operator if any errors were encountered during posting Accounts Receivable User Manual 287 6 Refunds and Service Charges Option 5 Calculate Service Charges Use this function to calculate service charges for designated customers with past due balances This function uses the percentage number of days and minimum amount defined in the Terms file for each customer or invoice Any existing service charge records will be erased before
189. g this method This is because no discount freight or sales tax was entered on the invoice itself NOTE You can mix and match using the invoice itself or a line item to express Customer Discount Freight and Sales Tax In other words you can enter the Customer discount and Sales Tax on the invoice itself and enter a Freight line item or you can enter Sales Tax on the invoice itself and enter a Freight line item or you can enter Sales Tax on the invoice and Customer Discount and Freight line items and so forth Any combination may be used If an amount is entered on the invoice itself for any of these three items the amount is posted to the customary account for that item and any corresponding line item is ignored Conversely if there is no amount on the invoice itself for one of these three items any corresponding line item is posted to the account specified on the line item Accounts Receivable User Manual 299 Appendix A Deposits Occasionally a customer will leave a cash deposit on an order and agree to pay the balance when in voiced Two transactions are needed to accomplish this the first is a cash receipt to record the deposit and the second is the invoice that acknowledges the deposit Both of these transactions are detailed below For the cash receipt enter the amount received on the check record and identify that amount as the Credit Amount on the line item Make sure that the account number in the Receiv
190. geing entries of 0 30 60 and 90 would define the following five peri ods 0 and before 1 to 30 31 to 60 61 to 90 91 and above These values may be changed when the Ageing report is printed Transaction Register Periods 210 Enter a number with up to 3 digits Define the default ageing periods for the Transaction Register report Up to 2 ageing entries may be entered to define up to 3 actual ageing periods Each ageing period refers to either the invoice date or the due date depending on the entry in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example ageing entries of 0 and 30 would define the following three periods 0 and before 1 to 30 31 and above These values may be changed when the Transaction Register report is printed Accounts Receivable User Manual File Maintenance Customer Discount Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer discounts discounts offered to specific customers independent of terms discounts will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system dis plays the account description
191. general Ledger as follows Accounts Receivable User Manual 303 Appendix A DR Accounts CR DR Notes Receivable CR DR Interest Income CR Receivable 100 00 10 00 90 00 Service Charges When you calculate service charges the system checks outstanding invoices for overdue amounts and multiplies the amount of those invoices by a percentage that you establish There are a variety of ways to calculate service charges see the chapter entitled Application Features for a full accounting of your options No matter how service charges are calculated they are always posted the same The system debits the appropriate Accounts Receivable account for the amount of the charge and credits the Ser vice Charges income account established in the Parameters file Thus the post to General Ledger of a 25 00 service charge updates the following accounts DR Accounts Receivable Service Charges 25 00 25 00 Write Off Service Charges If you choose to use the automatic Service Charge Write Off feature for any invoice that has a value of Y Yes for the Write Off field the system generates a reversing entry for any service charges These write offs credit the appropriate Accounts Receivable account and debit the Write Off account established in the Parameters file Thus the post to General Ledger of a 25 00 write off updates the following accounts 304 Accounts Receivable User Manual Appendix A Write Offs Accounts Receivab
192. gits to the right of the decimal If the receipt does not affect an invoice that has been or will be posted if it is for example a cash sale enter the amount of the sale This amount will be credited to the Direct Account Sub Type 44 Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the Direct Account as defined in General Ledger This reflects the subsidiary to which the Direct Amount will be posted The subsidiary type and code apply only to direct receipts for posted invoices the subsidiary type and code were indicated when the invoice was entered If General Ledger is not part of your system you may enter any value in this field The trans actions that are posted to various subsidiary types and codes can be printed on the Subsidiary codes GL Distributions report on the Monthly processing menu Accounts Receivable User Manual Transaction Processing 2 Sub Code Enter an upper case alphanumeric field up to 16 characters in length If this is a direct receipt and the amount is to be passed to a costing subsidiary system supply the subsidiary code to which the receipt applies If the subsidiary involved is General Subsid iary the subsidiary type must be GL You cannot enter a subsidiary code if the subsidiary type is blank Conversely if the subsidiary type is not blank you must enter a subsidiary code The transa
193. gs appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount To tal Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total Accounts Receivable User Manual 157 3 Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 15 38 Subsidiary Code Summary GL Distributions JONES 1500 00 1500 00 PETERS 2704 00 2704 00 WILLIAMS gt 5930 75 5930 75 Sub Type GL Totals 10134 75 10134 75 Grand Totals gt Step 22 In preparation for performing a sort selection process on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control No with the option to change modifiable parameters at run time Selection of data records is provided by Application File Posted Operator ID Control No and Journal Code with the option to enter user specified comparisons at run time Step 23 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 24 In order to print the Transaction Control report this step formats the Transaction Control information The followi
194. h If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Invoice Total Deposit Total Discount Total Freight Total Tax Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings Accounts Receivable User Manual 55 2 Transaction Processing A sample is shown below 10 12 94 15 10 Trx Customer Subtotal Receiv Account Invoice Apply To Inve Amount Control Group SRR 0013 Post Month Year 08 89 0001 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3011 3011 685 32 Line Account Item Cd Description 0001 3010001001MA Sales Manufacturing special order desk Sales Wholesale leather office chair 0002 3010001001WH Tax Cd Dst Trms Mo Yr Inv Date Orders through 8 20 89 002 001 002 Expert Computing Inc Accounts Receivable Invoices Journal Due Date Trx Type Deposit Description Cust Disc Freight Sales Tax 08 89 08 21 89 09 20 89 89A 556 special order shipped 8 18 89 35 32 0 AR Invoice 1200 00 00 Price Cost Item Type Sub Code Quantity Comm Pct Customr PO C Sub Order No Sls Comm Rep Pet Comm Basis 007210 010 1850 00 Amount Taxable Sales GL JONES Taxable Sales 1200 000 1 00 985 630 325 000 2 00 489 550 Line Items Total 1200 00 650 00 1850 00 0002 00000020 Ma
195. h it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 18 Accounts Receivable User Manual Transaction Processing 2 E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file The screen shown below presents information about Invoices This file contains information that applies to the entire invoice such as customer number terms code total invoice amount freight and sales tax Figure 5 The Accounts Receivable Invoices Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the
196. h receipts postings to General Ledger The following processing steps accomplish this job Step 1 You can use this function to select the summary only option for the Cash Receipts GL Distributions report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print only the summary Cash Receipts report Figure 30 The Accounts Receivable Cash Receipts GL Distributions Data items for the preceding screen are described below Print Summary Report Only Enter Y Yes or N No The initial default value is You can choose to print just the summary report by entering Y If you enter N both the detail and the summary report will be printed Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Month To Date Postings information this Accounts Receivable User Manual 129 3 Monthly Processing step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all re
197. h the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer History report this step formats the Customer History by Month infor mation The following data items are shown Month Sales Margin Cost and Gross Margin Percent As appropriate group headings appear whenever a change occurs in Receivable Account or Customer If requested totals appear whenever a change occurs in Customer or Receivable Account When totals are specified the following items are accumulated Sales Margin Cost and Gross Margin Percent Grand totals print at the end showing Sales Margin cost and Gross Margin Percent 272 Accounts Receivable User Manual Reports and Inquiry 5 A sample output is shown below Expert Computing Inc 11 08 94 15 17 LGG Page Customer History Month Account 1030001001WH Accts Receiv Sales Wholesale Customer 00000040 Burlington Enterprises Year 90 Jun Jul Aug Sep Totals For Year 90 gt Aug Sep oct Nov Dec Jan Feb Mar Apr May Totals For Year 89 gt Customer Totals gt Customer 00000060 Hale s Interiors Year 90 Totals For Year 90 Customer Totals gt Accounts Receivable U
198. hange it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Valid entries and their meanings are Accounts Receivable User Manual 39 2 Transaction Processing 1 13 Calendar period EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Identify the year to which this transaction is to be posted The year defined in the Parameters file is supplied if you want to post to a prior or future year you can change it If you are using 12 month accounting this will be the calendar year if you are using 13 period account ing this will be the fiscal year NOTE A value of zero in the calendar year will cause the transaction to be posted to the year 2000 Description Enter an alphanumeric field up to 30 characters in length Describe the transaction This description will be printed on various reports throughout Ac counts Receivable and may be useful as a part of your audit trail Bank Transit No Enter an alphanumeric field up to 6 characters in length Supply the bank transit number printed on the check This is the number requested on the bank deposit slip Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use PF2 to search for an appropriate entry Provide the number of th
199. he zip code for this miscellaneous customer Country Enter an alphanumeric field up to 20 characters in length Provide the country of this miscellaneous customer if necessary Press ENTER to continue to the next screen Select Previous Image to go back to the Invoice Control Groups screen Select Next Record to go to the next Invoices record Select End to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file The screen shown below presents information about Invoice Line Items This file identifies and describes the individual purchases made by the customer 28 Accounts Receivable User Manual Transaction Processing 2 Figure 7 The Accounts Receivable Invoices Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Item Enter a positive number with up to 3 digits The system automatically number line items in sequence beginning with 1 You may return to this field and change the number However each line item must be i
200. hen totals are specified the following items are accumulated Total Amount Grand totals print at the end showing Total Amount 252 Accounts Receivable User Manual Reports and Inquiry 5 A sample output is shown below Expert Computing Inc 11 08 94 15 02 Transaction History Cntrl Trx Post ID No No Mo Yr Apply To Description Account 1030001001WH Accts Receiv Sales Wholesale Customer 00000010 Alexander s Inc SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 04 05 06 07 06 06 06 05 06 05 06 07 05 06 05 06 06 07 89 0040 0040 89 0040 0040 89 0040 0040 89 0040 89 1007 1007 89 1007 89 101 1001 89 202 202 89 202 90 502 502 89 502 502 89 502 89 601 601 89 601 89 701 701 89 701 89 89061000 89061000 89 89061000 0 04 01 89 Opening Entry 05 31 89 Service Charge Opening Entry 06 30 89 SERVICE CHARGES 07 15 89 Opening Entry 06 10 89 6 2 89 shipment 06 30 89 6 2 89 shipment 06 10 89 6 6 89 Supply shipment 05 24 89 Opening Entry 06 05 89 Opening Entry 05 05 89 Opening Entry 06 30 89 SERVICE CHARGES 07 15 89 Opening Entry 05 05 89 Opening Entry 06 21 89 Opening Entry 05 26 89 Opening entry 06 21 89 Opening entry 06 10 89 Monthly shipment 07 31 89 Monthly shipment RNB PEPE HEWNE NN SN NNN 9
201. his field The trans actions that are posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for appropriate entry Supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed that the transaction will flow through to General Subsid iary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions that are posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu Commission Percent Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal If you entered N for Comm on Subtotal on the previous screen enter the commission percent s to be paid on this line item This field is optional If your system does not include Commission Accounting you can make an entry here for your information The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Accounts Receiv
202. his step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 229 4 File Maintenance Step 4 In order to print the Terms List this step formats the Customer Terms information The following data items are shown Terms Code Description Discount Percentage Service Charge Rate Service Charge Minimum Service Charge Days Within Days Discount Receipt Code Discount Dis count Net Code Description Specific Days of the Month Within Days Net and Receipt Code Net A sample output is shown below Expert Computing Inc 10 18 94 09 01 LGG Page 1 Terms List Terms Svc Chg Sve Chg Disc Disc Code Discount Net Code Net Code Description Disc Rate Minimum Days Code Description Day of Mo Days Description Day of Mo 001 Due Upon Receipt x 1 Invoice 002 2 10 Net 30 10 1 Invoice Date 1 Invoice 003 Net 30 1 Invoice 005 Mike s Terms 1 Invoice 230 Accounts Receivable User Manual File Maintenance 4 Option 17 Dunning Codes List Use this function to print a list of the Dunning Codes file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Dunning Codes information this step provides you with a default sequencing of data records by Dunning Code with the option to change modifiable parameters at run time Selection of data records is provided by Dunning Code and Changed On
203. hown The screen shown below allows you to choose either the detail or the summary Customer Credit report Figure 59 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Print Transaction Detail Enter Y Yes or No This field is required Specify whether or not transaction detail should be printed for each customer on the report The default value is Y The display may be changed Y Print transaction detail N Do not print transaction detail Press ENTER to save the information on this screen Accounts Receivable User Manual 267 5 _Reports and Inquiry Step 2 In preparation for performing a sort selection process on the Customers information this step provides you with a default sequencing of data records by Customer Alpha and Customer with the option to change modifiable parameters at run time Selection of data records is provided by Customer Alpha Customer Credit Status Area Type Division Terms Code Salesperson and On Order with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Customer Credit report this step formats the Customers information The follow ing data items
204. hown The screen shown below allows you to enter parameters needed for the Cash Receipts Projection re port Figure 55 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Projected From Date Enter a date YMD This field is required Specify the date from which the transactions to be printed will be projected By default the system displays today s date You can enter a new date to override the display 254 Accounts Receivable User Manual Reports and Inquiry 5 Date to Use as Basis Enter an upper case alphanumeric field 1 character in length This field is required The system displays a default value from the Parameters file If you wish you can change it This entry signifies which date to use as the basis for projections Valid options are 1 Invoice date 2 Due date Projection Periods Enter a number with up to 3 digits The system displays in days a set of weekly projection periods You can override any of the period values Each projection period refers to either the invoice date or the due date depending on the entry in the Date to Use as Basis field A positive entry indicates the number of days ahead that you want to project Period Ending Dates The system displays a date YMD These dates shown you the actual ending date for each projection period that is to be printed This date is determined by adding the number of days in the corresponding P
205. iary to which this line item will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions that are posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Accounts Receivable User Manual 31 2 Transaction Processing Sub Code Enter an upper case alphanumeric field up to 1 characters in length Supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed that the transaction will flow through to General Subsid iary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions that are posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below AMM a Amount Must Have The Same Numeric Sign As Quantity Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Application Type Item Must Be Ent
206. ices will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited during service charge posting Accounts Receivable User Manual 211 4 File Maintenance Write Off Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which service charge write off amounts will be posted This is also the account to which write off amounts entered through Cash Receipts will be posted If General Ledger is part of your system this account number description from that file so that you can verify your entry This account will be debited when Write Off Service Charges is run and also when any write off amounts are posted through Cash Receipts Deposit Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer deposits will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited when the deposit is poste
207. if this invoice was entered through Order Entry the system displays the cost that was calculated in Order Entry for this line item You can over ride the display if your system does not include Order Entry supply the total Cost of Goods for this line item This field is used to calculate margins for reports and inquiries It is not posted to General Ledger Offset Account Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry The offset account is defaulted from the customer s record You may override this entry This is the account to which the line item amount will be posted For invoices freight sales tax and debit memos this account is credited For credit memos and discounts this account is debited If your system includes General Ledger this account number must be on file in the Chart of Accounts file The system displays the corresponding description so that you can verify your entry Comm Percent Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal If you entered N for Comm on Sub on the invoice header enter the commission percent to be paid on this line item Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsid
208. ind the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Trx No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each check record This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is impor tant as a part of your audit trail It is printed on many reports and inquires throughout Ac counts Receivable 38 Accounts Receivable User Manual Transaction Processing 2 Check Number Enter a positive number with up to 9 digits Supply the number imprinted on the check Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use PF2 to search for an appropriate entry Identify the customer who issued this check
209. ine Items Under certain conditions records in the Accounts Receivable Transaction Control and Miscellaneous Customers files will be added Updates to certain fields in the Parameters Invoice Control groups Miscellaneous Customers and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post Sales Tax in Accounts Receivable roll over commissions in Accounts Receivable Post AR Transactions in Accounts Receivable calculate commissions in Accounts Receiv able Post CA Transactions in Commission Accounting and Post SA Transactions in Sales Analysis Records in the Invoice Line Items Invoices and Invoice Control Groups files will then be deleted Step 7 In preparation for performing a sort selection process on the Cash Receipts Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run Accounts Receivable User Manual 79 2 Transaction Processing time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 8 This step prevents CANCEL from canceling the current job Step 9 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 10 This step processes the information for Cash Receipts Control Groups Cash Receipts and Cash Re ceipts Line Items
210. ing pages the screen displayed by this function is shown The screen shown below presents information about Customer Types This file allows you to subdivide your customers by type Figure 39 The Accounts Receivable Customer Types Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable 184 Accounts Receivable User Manual File Maintenance 4 Data items for the preceding screen are described below Customer Type Enter a positive number with up to 2 digits By using PF1 you may use this as an access key for selecting records Supply a unique code to identify this customer type Description Enter an alphanumeric field up to 30 characters in length This field is requ
211. ing screen are described below Customer Area Enter a positive number with up to 2 digits By using PF1 you may use this as an access key for selecting records Supply a unique code to identify this customer area Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this customer area This description is for your information only it will print on subheadings for various reports throughout Accounts Receivable The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to save the information on this screen Select Next Record to go to the next Customer Areas record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Areas file Accounts Receivable User Manual 183 4 File Maintenance Option 4 Customer Types Use this function to enter and edit Customer Types records Customer Types provides you with an other way to subdivide your customers Many reports in Accounts Receivable are sorted by Customer Type When you use this function a record of all entries will be printed For additions all new field contents and new field contents are shown and in all cases the User ID date and time are printed On the follow
212. ion Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments Control Groups file The screen shown below presents information about Adjustments This file contains adjustments to posted invoices The General Ledger distribution if appropriate is always to the receivable account in the amount of the adjustment with an offsetting distribution to the account entered If you want to reduce the amount of an invoice you must enter a negative amount Figure 14 The Accounts Receivable Adjustments Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing 50 Accounts Receivable User Manual Transaction Processing 2 Note that the Audit Info option is available a
213. ion so that you can verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Requires Sub Code Use Normal Invoices Entry E Cannot Post to a Heading account E Cannot Post to a Summary Account E Item Must Be Entered E Quantity Times Price Exceeds Maximum Value of Amount E Sales Tax Cannot Be Posted No Tax District Was Specified Press ENTER to save the information on this screen Select Previous Image to go back to the Invoices screen Select Next Record to go to the next Invoice Line Items record Select End to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Line Items file Automatic Cash Receipts Use this function to enter cash receipts and allow the system to distribute them for you the payment is distributed to the oldest invoices first You have the option to edit which invoices are being paid Also any cash receipt entered in this fashion can be edited using the standard Cash Receipts Entry function This function automatically applies the check amount to outstanding customer invoices oldest invoice first You can then edit the created cash receipts If you want to enter direct sales or write off any portion of an invoice you must use the stan
214. ired Describe this customer type This description is printed on various reports throughout Ac counts Receivable The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not permitted Press ENTER to save the information on this screen Select Next Record to go to the next Customer types record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Types file Option 5 Sales Tax Codes Use this function to enter and edit Sales Tax Codes records For each tax code you should enter and describe the tax districts within that tax code and supply each tax percentage Sales Tax Codes are used during invoice entry in Accounts Receivable and Order Entry to calculate the sales tax due For each customer you supply a default Sales Tax Code and District which is trans ferred to each new invoice that is entered These default values can be changed When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the two screens displayed by this function a
215. ise 1000 00 Customer Discount 100 00 Freight Out 50 00 Sales Tax 7 85 This invoice posts exactly like the invoice in Example 1 Since the discount freight and sales tax were entered on the invoice itself the system ignores the discount freight and tax line items They are called memo line items and exist only to be printed on the invoice Notice that the discount line item is a negative amount invoice line items are normally credit amounts so the sign of the amount on an invoice line item must be reversed if the line item is a debit Accounts Receivable User Manual 297 Appendix A Example 3 You have an invoice where the Customer Discount Freight Out and Sales Tax should be posted to accounts that are not their standard account numbers The invoice itself has the following items on it Invoice Subtotal 957 85 Invoice Total 957 85 This is accompanied by the following line items Merchandise 1000 00 Supplies Discount 75 00 Customer Discount 25 00 Special Freight 50 00 Special Sales Tax 785 This transaction posts to General Ledger as follows 298 Accounts Receivable User Manual Appendix A DR Accounts Receivable CR DR Supplies Discount CR 957 85 75 00 DR Customer Discount CR DR Special Freight CR 25 00 50 00 DR Special Sales Tax CR DR Revenues CR 7 85 1000 00 Notice that the system will take the account numbers for the discount freight and tax from the line items usin
216. it Amount Total Credit Amount Total and Net Change Amount Total 148 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 35 Subsidiary Code Summary GL Distributions JONES 4 1500 00 1500 00 PETERS fe 2704 00 2704 00 WILLIAMS 5930 75 5930 75 Sub Type GL Totals gt 10134 75 10134 75 Grand Totals Option 8 Print All Reports Use this function to print the Sales Tax Report Sales Report Cash Receipts Report Adjustments Report Subsidiary GL Distributions Report and Transaction Control Report The following process ing steps accomplish this job Step 1 This is the standard disposition used for all reports not printed on special forms Step 2 This function supplies a default value for the time period month quarter or year in the Sales Tax Report Step 3 In preparation for performing a sort selection process on The Sales Tax Districts information this step provides you with a default sequencing of data records by Tax Code and Tax District with the option to change modifiable parameters at run time Selection of data records is provided by Tax Code and Tax District with the option to enter user specified comparisons at run time Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 149 3 Monthly Proces
217. its 56 Accounts Receivable User Manual Transaction Processing 2 A sample is shown below Expert Computing Inc 10 12 94 15 11 Accounts Receivable Journals Summary ONE OR MORE OF THE CONTROL GROUPS ON THE DETAIL JOURNAL CONTAINED ERRORS GROUPS WITH ERRORS WILL NOT POST Account Account Name Trx Date Debits Credits 1030001001WH Accts Receiv Sales Wholesale 08 21 89 7121 99 2020001001 Sales Tax Payable Sales ARIV 08 21 89 343 43 2051000000 Sales Deposits ARIV 08 21 89 1200 00 3010001001MA Sales Manufacturing ARIV 08 21 89 1200 00 3010001001WH Sales Wholesale ARIV 08 21 89 6790 61 4071000001WH Customer Disct Sales Wholesal ARIV 08 21 89 4190000001WH Freight Out Sales Wholesale ARIV 08 21 89 107 95 Grand Totals 8441 99 8441 99 Option 5 Cash Receipts Journal Use this function to print a journal of cash receipt transactions entered through either cash receipts entry function The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at runtime Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used
218. justment will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file and the system displays the account description from that file so that you can verify your entry For example if you posted an invoice incorrectly because you failed to note a deposit of 100 00 on that invoice you would need an adjustment to reduce the receivable and also re duce the amount deposited in you Deposits account In this instance you would enter an adjustment for 100 00 identifying the appropriate receivable account and entering the Deposits account in this field This entry when posted will credit the receivable account and debit the Deposits account Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the offsetting account as defined in General Led ger This reflects the subsidiary to which this adjustment will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions that are posted to various subsidiary types and codes can be printed on the subsidiary Codes GL Distributions report on the Monthly Processing menu Sub Code Enter an upper case alphanumeric field up to 16 characters in length If this adjustment will be passed to a subsidiary costing system enter the subsidiary code to which the adjustment applies If the
219. l Setup you can enter the total dollar amount that has been billed to date for this 200 Accounts Receivable User Manual File Maintenance 4 recurring billing During Live Operations the system maintains and displays the total amount that has been Billed to Date for this recurring billing This field is used with the Limit field to control the recurring billing generation Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the receivable account set up for this customer you can enter a new re ceivable account If General Ledger is part of your system the account number you enter must be on file in the Chart of Accounts file and the system displays the description from that file so that you can verify your entry Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code entered on the Customers record you can enter a new terms code if you choose The code you enter must be on file in the Terms file and the sys tem displays the description of your entry for verification Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the Tax Code entered on the Customers record You can override the display The system displays the correspondi
220. lay system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the Invoice Control Groups screen Select Next Record to go to the next Invoices record Select End to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file The screen shown below presents information about Invoice Line Items This file identifies and describes the individual purchases made by the customer Accounts Receivable User Manual 101 2 Transaction Processing Figure 21 The Accounts Receivable Invoice Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system
221. le 25 00 25 00 Refunds When Calculate Refunds is selected the system issues a refund transaction for any invoice with a credit balance You have the option to edit or delete any refund transaction When refunds are posted the amount of the refund is transferred from Accounts Receivable to Accounts Payable by means of an Accounts Receivable Adjustment and an invoice is created in Accounts Payable so that a check can be printed for the customer For example a refund of 100 00 generates an Accounts Receivable Adjustment that posts to general ledger as follows Accounts Receivable Accounts Payable 100 00 100 00 This generates an Accounts Payable Invoice for 100 00 Accounts Receivable User Manual 305 APPX Software Inc Accounts Receivable User Manual Published 5 95
222. lled apply 00 SRR 0000 0003 00000060 Hale s Interiors 1018 ADJ 08 12 89 wrong customer invoic 00 SRR 0000 0004 00000010 Alexander s Inc 1018 ADJ 08 12 89 correction 275 98 SRR 0000 0005 00000020 Master Sellers Company 333 ADJ 08 12 89 write off service cha 00 Current Month Totals 1175 98 4 02 Beginning GL Balance 131936 81 Account Total gt 131932 79 Account 3010001001WH Sales Wholesale SRR 0000 0001 00000040 Burlington Enterprises ADJ 08 12 89 order cancelled apply 00 900 00 SRR 0000 0002 00000040 Burlington Enterprises ADJ 08 12 89 order cancelled apply 900 00 00 SRR 0000 0003 00000060 Hale s Interiors ADJ 08 12 89 wrong customer invoic 275 98 00 SRR 0000 0004 00000010 Alexander s Inc ADJ 08 12 89 correction 00 275 98 Current Month Totals 1175 98 1175 98 0 Beginning GL Balance 560855 13 Account Total 560855 13 Account 3060000000 Miscellaneous Income SRR 0000 0005 00000020 Master Sellers Company ADJ 08 12 89 write off service Current Month Totals Beginning GL Balance Account Total Post Month Year 08 89 2355 98 2355 98 2355 98 146 Accounts Receivable User Manual Monthly Processing 3 Step 13 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month
223. lly either through adjustments or cash receipts NOTE If you calculate service charges based on the Average Daily Balance in your custom ers accounts then you are summarizing service charges Cash Receipts Control Number The system displays a positive number with up to 4 digits The system provides the Cash Receipts Control Group number This number will default for the next group of cash receipts and will be incremented for subsequent groups of cash re ceipts Compound Service Charges Enter Y Yes or N No The initial default value is N This field is required Specify whether or not the receivable balance on which service charges will be calculated will include service charge receivables from pervious assessments Y Include previous service charge assessments in the receivable balance when calculating service charges for the current month N Do not include previous service charge assessments in the receivable balance when calcu lating service charges for the current month N Do not include previous service charge assessments in the receivable balance when calcu lating service charges for the current month 214 Accounts Receivable User Manual File Maintenance 4 Adjustments Control Number The system displays a positive number with up to 4 digits The system provides the Adjustments Control Group number This number will default for the next group of adjustments or refunds and will be incremented
224. ly basis The type of service charges calculated are affected by your responses to two questions on the Parameters file Summary Service Charges and Use Average Daily Balance A response of N to Summary Service charges will cause service charge invoices to be cre ated for each customer invoice A response of Y will cause one service charge invoice to be created per customer Average Daily Balance is a Summary charge Write Off Service Charge Enter Y Yes or N No The initial default value is Y This field is required Specify whether or not service charges can be written off for this customer when the Write Off Service Charges program is run in Live Operations Values are Y Service Charges can be written off for this customer N Service charges can not be written off for this customer During Live Operations this entry will be the default on invoices for this customer How ever it can be changed for individual invoices during cash receipts and adjustments entry The automatic Service Charge Write Off feature can only be used if service charges are cal culated on each invoice individually This means that the question Summary Service Charges in the Parameters file has an entry of N Accounts Receivable User Manual 177 4 File Maintenance Dunning Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Identify
225. ly performs the desired selection and or sort ing process Accounts Receivable User Manual 89 2 Transaction Processing Step 22 This step processes the information for Invoice Control Groups Invoices and Invoice Line Items Under certain conditions records in the General Ledger Transaction Control file will be added Up dates to certain fields in the Invoice Control Groups Invoices Invoice Line Items and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 23 This step processes the information for Invoice Control Groups Invoices and Invoice Line Items Under certain conditions records in the Accounts Receivable Transaction Control and Miscellaneous Customers files will be added Updates to certain fields in the Parameters Invoice Control Groups Miscellaneous Customers and accounts Receivable Transaction Control files will occur Generalized routines are performed to Post Sales Tax in Accounts Receivable roll over commissions in Accounts Receivable Post AR Transactions in Accounts Receivable calculate commissions in Accounts Receiv able Post CA Transactions in Commission Accounting and Post SA Transactions in Sales Analysis Records in the Invoice Line Items Invoices and Invoice Control Groups files will then be deleted Step 24 In preparation
226. mal and 2 digits to the right of the decimal If there are any freight charges identify them This amount is credited to the Freight Out account identified in the Parameters file You can also enter the freight amount here and enter type 3 freight line items In this case the line items are memo only that is they are printed on the invoice but no posted to General Ledger Rather the General Ledger is posted using this amount as described above If you leave this field blank and enter freight line items the General Ledger posting will be made to the account numbers supplied on the line items Sales Tax Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal For an invoice transaction type 1 or a debit credit memo transaction type 2 supply the sales tax for all line items if any This is the amount of tax that is billed to the customer This amount is credited to the sales tax liability account entered for the tax district in the Tax Codes file You can enter the sales tax here and enter type 4 sales tax line items In this case the line items are memo only that is they are printed on the invoice but not posted to General Led ger Rather General Ledger is posted using this amount as described above If you leave this field blank and enter sales tax line items the General Ledger posting will be made to the account numbers supplied on the line items Discount 100
227. mation Comm Basis Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal Supply the percentage of the commissionable dollars that each salesperson is allocated for this invoice This percentage is applied either to the Subtotal or to each line item depending on the entry in the Comm on Subtotal field If the commission is split between two salespeople the first entry should be the percentage of the sales used to calculate the first salesperson s commission and the second should be the percentage used to calculate the second salesperson s commission If Commission Accounting is part of the system the first entry defaults to 100 and the sec ond to 0 You can override these defaults These entries do not need to add up to 100 Any underage or overage will be posted to the House Account in Commission Accounting The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 202 Accounts Receivable User Manual File Maintenance 4 E 13 Month Basis Must Be Y to Generate for 13th Month E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Limit Cannot Be Less Than Amount W Misc Customer Name and Address must be Added in Invoices Entry W Start Year
228. ments Control Groups information The following data items are shown Operator ID Control Number Description Number of Transactions Operator Exclusive Print Journal Journal OK Post Now Post Started Control Total And Hash Total A sample output is shown below Expert Computing Inc 10 12 94 15 49 Unposted Transactions Adjustments Op Cntrl Description Cntrl Total Total SRR 0001 August group 2 Accounts Receivable User Manual 69 2 Transaction Processing Print All Journals Use this function to print the invoices cash receipts and adjustment journals as well as invoice forms and bank deposit slips The following processing steps accomplish this job Step 1 This is the standard disposition used for all transaction journals Step 2 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal Journal OK and Invoices Printed with the option to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the accounts Receivable Invoices Journal this step formats the Invoices and Invoice Line
229. n General Ledger Step 6 This step processes the information for Invoice Control Groups Invoices and Invoice Line Items Under certain conditions records in the Accounts Receivable Transaction Control and Miscellaneous Customers files will be added Updates to certain fields in the Parameters Invoice Control Groups Miscellaneous Customers and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post Sales Tax in Accounts Receivable roll over commissions in Accounts Receivable Post AR Transactions in Accounts Receivable calculate commissions in Accounts Receiv able Post CA Transactions in Commission Accounting and Post SA Transactions in Sales Analysis Records in the Invoice Line Items Invoices and Invoice Control Groups files will then be deleted Step 7 This function displays a warning to the operator if any errors were encountered during posting Option 8 Cash Receipts Post Use this function to post those cash receipt control groups that have had their journals print without error The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Cash Receipts Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified
230. n errors and cannot be posted Post Now Enter Y Yes or N No The initial default value is Y This field is required 7 is displayed to indicate that these cash receipts are ready for posting Enter N if you want to delay posting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Receipts Posting E This Operator s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Cash Receipts Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Control Groups file This screen may optionally be used to display information about Cash Receipts Control Groups Accounts Receivable User Manual 107 2 Transaction Processing Figure 23 The Accounts Receivable Cash Receipts Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position
231. n history you wish to keep This will be a historical reference of the chronological audit trail for all your transactions including invoices re ceipts adjustments service charges and refunds This information is transferred from the Accounts Receivable User Manual 209 4 File Maintenance current Transaction file at End of Month when an invoice nets to zero If you keep many months of history this file can become very large This historical data differs from Transaction Control Transaction Control history merely reflects the number of transactions and the total value for any given control group of transac tions Transaction History includes the transactions themselves Ageing Type Enter an upper case alphanumeric field 1 character in length The initial default value is 2 Specify the default ageing basis that will be used for the Ageing and Transaction Register reports in Live Operations 1 Invoice date 2 Due date Ageing Report Periods Enter a number with up to 3 digits Define the default ageing periods for the Ageing Report and customer Statements Up to 4 ageing entries may be entered to define up to 5 actual ageing periods Each ageing period refers to either the invoice date or the due date depending on the entry in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example a
232. n on this screen Step 2 In preparation for performing a sort selection process on the Sales Tax Districts information this step provides you with a default sequencing of data records by Tax Code and Tax district with the option to change modifiable parameters at run time Selection of data records is provided by Tax Code and Tax District with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Accounts Receivable User Manual 123 3 Monthly Processing Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Sales Tax report this step formats the Sales Tax Districts information The fol lowing data items are shown Tax District Description Rate GL Account Total Sales Taxable Sales and Total Sales tax As appropriate group headings appear whenever a change occurs in Tax Code If requested totals appear whenever a change occurs in Tax Code When totals are specified the follow ing items are accumulated Total Sales by Tax Code Taxable Sales by Tax Code and Sales Tax by Tax Code A sample output is shown below Expert Computing Inc 11 08 94 15 25 LGG Page 1 Sales Tax Year to Date Dist District Name Tax Rate GL Account Sales Taxable Sales Sales Tax Tax Code 001 No Sales Tax 1 No tax 000 29464 85 10007 91 135 45
233. nd Type with the option to enter user specified comparisons at run time Step 2 This disposition is used to print Rolodex cards from the Customer file Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Rolodex Cards this step formats the Customers information The fol lowing data items are shown Customer Phone Name Address City State Zip Code Country and FAX Number Accounts Receivable User Manual 239 4 File Maintenance A sample output is shown below 00000040 205 787 9987 Burlington Enterprises 404 W 12th Street Spokane WA 98003 Contact Molly Mogan FAX 205 765 8765 00000060 301 555 6787 Hale s Interiors 945 S Airport Way Seattle WA 98109 Contact Helen Walls FAX 301 756 6665 00000020 516 561 7654 Master Sellers Company 401 Texas Blvd Bldg 3 308 Los Alamos NM 45213 Contact Rich Gonzales FAX 516 555 7654 00000030 804 887 9836 Pool and Associates 985 E University Way Suite 115 Seattle WA 98521 Contact Shelly Hodges FAX 804 887 5658 00000070 206 555 8765 Richards amp Wright PC 501 Westlake Suite 408 Seattle WA 98101 Contact Les Thompson FAX 206 555 7756 240 Accounts Receivable User Manual Chapter 5 Reports and Inquiry 5 _Reports and Inquiry Reports and Inquiry This menu allows you to print transac
234. nd then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Cash Receipts screen Select Next Record to go to the next Cash Receipts Line Items record Select End to go to the next Cash Receipts record 114 Accounts Receivable User Manual Transaction Processing 2 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Line Items file Generate Recurring Billings Use this function to generate invoice entries for those items defined in the Recurring Billings file The generated invoices can be reviewed and edited before the journal is printed and the invoices are posted The following processing steps accomplish this job Step 1 This function allows you to enter a month and year for Recurring Billings prior to generating invoices On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to generate recurring billings Figure 26 The Accounts Receivable Generate Recurring Billings Screen Data items for the preceding screen are described below Generate Billings Month Enter an upper case alphanumeric field up to 2 characters in length This is required Supply the month for which recurring billing invoice entries will be generated The current calendar month defined in the Parameters file is supplied If you want to post to a prior or future month y
235. nd who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Customer Division Enter a positive number with up to 2 digits By using Scan you may use this as an access key for selecting records Use a unique code to identify each division within your company Description Enter an alphanumeric field up to 30 characters in length This field is required Describe each division This description is for your information only it will not be printed on invoices 180 Accounts Receivable User Manual File Maintenance 4 Name Enter an alphanumeric field up to 30 characters in length Supply the name of each division if you want a name other than your company name to be printed on invoices statements and dunning letters Address Line 1 Enter an alphanumeric field up to 30 characters in length Provide each division s street address if you want an address other than your company ad dress to printed on invoices statements and dunning letters Address Line 2 Enter an alphanumeric field up to 30 characters in length If needed enter an additional address line to complete each division s address City Enter an alphanumeric field up to 20 characters in length Supply the city for the division s address if it is differen
236. ng Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 37 Adjustments Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Debits Credits Net Chan Post Month Year 08 89 Account 1030001001WH Accts Receiv Sales Wholesale SRR 0000 0001 00000040 Burlington Enterprises 111 ADJ 08 12 89 order cancelled apply 00 SRR 0000 0002 00000040 Burlington Enterprises 1023 ADJ 08 12 89 order cancelled apply Z 00 SRR 0000 0003 00000060 Hale s Interiors 1018 ADJ 08 12 89 wrong customer invoic 98 SRR 0000 0004 00000010 Alexander s Inc 1018 ADJ 08 12 89 correction 00 SRR 0000 0005 00000020 Master Sellers Company 333 ADJ 08 12 89 write off service cha 5 02 Current Month Totals 1175 98 00 4 02 Beginning GL Balance 131936 81 Account Total gt 131932 79 Account 3010001001WH Sales Wholesale SRR 0000 0001 00000040 Burlington Enterprises ADJ 08 12 89 order cancelled apply 00 SRR 0000 0002 00000040 Burlington Enterprises ADJ 08 12 89 order cancelled apply 900 00 SRR 0000 0003 00000060 Hale s Interiors ADJ 08 12 89 wrong customer invoic 275 98 SRR 0000 0004 00000010 Alexander s Inc ADJ 08 12 89 correction 00 Current Month Totals 1175 98 0 Beginning GL Balance 560855 13 Account Total gt 560855 13 Account 3060000000 Miscellaneous Income SRR 0000 0005 00000020 Master Sellers Company
237. ng Billings List Use this function to print a list of the Recurring Billings file The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Recurring Billings information this step provides you with a default sequencing of data records by Billing and Customer with the option to change modifiable parameters at run time Selection of data records is provided by Customer Billing and Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Recurring Billings List this step formats the Recurring Billings and Recurring Line Items information The following data items are shown Billing Description Customer Name Receivable Account Terms Code Amount Tax Code Tax District 13 Month Basis Limit Com mission on Subtotal Commission Basis Generation Months Billed to Date Salespersons Start Month Start Year Commission Percent Billing Day Line Item Number Item Type Account Com mission Percent Sub Type and Sub Code Accounts Receivable User Manual 233 4 File Maintenance A sample output is shown below 10 18 94 09 05 Billing No Terms Tax Code Comm on Subtotal Salesperson 1 Commission Percent
238. ng Date Enter a date YMD You can specify the date from which the transactions to be printed will be aged By default the system displays today s date You can enter a new date to override the display Date to Age Enter a positive number with 1 digit 246 Accounts Receivable User Manual Reports and Inquiry 5 The system displays the Ageing Type entry from the Parameters file If you wish you can change it Valid options are 1 Invoice date 2 Due date Ageing Periods Enter a number with up to 3 digits The system displays the ageing periods that were entered in the Parameters file for this report You can override any ageing period Each ageing period refers to either the invoice date or the due date depending on the entry in the Date To Age or Closing Date field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date Period Ending Dates The system displays a date YMD These dates shown you the actual ending date for each ageing period that is to be printed This date is determined by subtracting the number of days in the corresponding Ageing Period to the Ageing date For example if the Ageing Date is 6 30 90 and the ageing periods are 0 30 60 and 90 the period Ending Dates will be 6 30 90 5 31 90 5 01 90 and 4 01 90 Print Transaction Detail Enter Y Yes or N No This field is required Sp
239. ng data items are shown Application File Posted Operator ID Control No Amount Posted Last Transaction Posted Date Time Journal Code Description Operator Exclusive Con trol Total Hash Total Number of Transaction Number of errors and Number of Warnings 158 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 38 Accounts Receivable Transaction Control Appl File Control Group Amt Posted Date Time Description Op Exc Ctrl Total Hash Total Errors Warnings TAR ADJUSTMENTS SRR 0000 03 16 90 14 25 August group 1 TAR CASH RECEIPTS MRC 0010 08 09 94 15 40 Cash Receipts TAR CASH RECEIPTS SRR 0001 03 14 90 11 55 June group 1 TAR CASH RECEIPTS SRR 0002 03 14 90 11 55 June second group TAR CASH RECEIPTS SRR 0003 03 14 90 11 55 June group 3 TAR CASH RECEIPTS SRR 0004 03 14 90 11 55 June EOM group TAR CASH RECEIPTS SRR 0006 03 16 90 09 15 through 7 15 89 TAR CASH RECEIPTS SRR 0007 03 16 90 09 15 July receipts through EOM TAR CASH RECEIPTS SRR 0008 03 16 90 14 23 Through 8 10 89 TAR INVOICES KAJ 0015 05 16 90 10 06 TAR INVOICES MRC 0017 08 09 94 15 28 FROM ORDER ENTRY TAR INVOICES MRC 0018 152569 09 20 94 12 15 FROM ORDER ENTRY TAR INVOICES MRC 0019 09 20 94 14 34 FROM ORDER ENTRY TAR INVOICES SRR 0001 03 13 90 14 17 Orders through 6 10 89 TAR INVOICES SRR 0002 03 13 90 15 45 Orders 6 11 6 20
240. ng description so that you can verify your entry Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search for an appropriate entry The system displays the Tax District entered on the Customers record You can override the display The system displays the corresponding description so that you can verify your entry The tax district must be valid for the Tax Code you entered Salespersons Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry If your system includes Commission Accounting you can make an entry here for your infor mation Accounts Receivable User Manual 201 4 File Maintenance Comm on Subtotal Enter Y Yes or No Specify the base on which commissions are to be calculated Y The invoice Subtotal amount N The line item amounts Leave this field blank if commissions will not be calculated Comm Pct Enter a positive number with up to 3 digits to the left of the decimal an d1 digit to the right of the decimal This field specifies the percentage base used to calculate the commission earned by each salesperson you entered If your system includes Commission Accounting the system displays the Commission Per cent from the Salesperson record for each salesperson that you entered You can override the display If your system does not include Commission Accounting you can make an entry here for your infor
241. ng letters Tax Code Enter a positive number with up to 3 digits You can use PF2 to search for an appropriate entry The system displays the Tax Code entered on the Customers record from the Tax Codes file you can override the display The system also displays the corresponding description so that you can verify your entry Discount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal For an invoice transaction type 1 supply any discount offered to this particular customer independent of the usual terms discount This amount is debited to the Customer Discount account identified in the Parameters file You can enter the customer discount here and enter type 2 customer discount line items In this case the line items are memo only that is they are printed on the invoice but not posted to General Ledger Rather the General Ledger posting is taken from this field as described above If you leave this field blank and enter discount line items the General Ledger posting will be made to the account numbers supplied on the line items Accounts Receivable User Manual 23 2 Transaction Processing Tax District Enter an alphanumeric field up to 5 characters in length The system displays the Tax District entered on the Customers record you can override the display The tax district must be valid for any Tax Code you entered Sales Tax Enter a number with up to 7 digit
242. nly Specific Days Specific Days Must Be Entered for Receipt Code 3 Accounts Receivable User Manual 193 4 File Maintenance Press ENTER to save the information on this screen Select the Next Record option to go to the next Customer Terms record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Terms file Option 7 Dunning Codes Use this function to enter and edit dunning letter text You may enter any number of letters for each dunning code Each letter has a different number of days to age and different text for the body of the letter This would allow you for example to have different letters for 30 60 90 and 120 day over due invoices When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the two screens displayed by this function are shown The screen shown below presents information about Dunning Codes This file identifies and describes each set of dunning letters Figure 43 The Accounts Receivable Dunning Codes Screen 194 Accounts Receivable User Manual File Maintenance When the key value for a particular record is requested you can review all the re
243. nquiry 160 Option 10 Monthly Status Inquiry 161 Option 11 Close Month wo eetet eiis r netee neie a e reie ee 161 Chapter 4 File Maintenance ccsscccssssssscssscscsssssccssseecsssscesssssessssssees 165 Option 1 Customers Option 2 Customer Divisions Option 3 Customer Areas coss sreieditce e e a ati E a AR Option 4 Customer Types iicccscsec ioc nnan a E RE I AEE ERT Option 5 Sales Tax Code S minnn Option 6 gt EEE AE a EES Option 7 Dunning Codes z Option 8 Recurring 1 65 5 0 10 5 6 6 iv Accounts Receivable User Manual Table Con
244. ns Use this function to post the invoice cash receipt and adjustment transactions to the appropriate mas ter and holding files The following processing steps accomplish this job Step 1 This is the standard disposition used for all posting functions Step 2 In preparation for performing a sort selection process on the Invoice Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK Post Now and Invoices Printed with the option to enter user specified comparisons at run time Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for invoice Control Groups Invoices and Invoice Line Items Under certain conditions records in the General Ledger Transaction Control file will be added Up dates to certain fields in the Invoice Control Groups Invoices Invoice Line Items and General Ledger Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar to Fiscal in General Ledger Step 6 This step processes the information for Invoice Control Groups Invoices and Invoice L
245. nt De scription Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 32 Accounts Receivable Journals Summary ONE OR MORE OF THE CONTROL GROUPS ON THE DETAIL JOURNAL CONTAINED ERRORS GROUPS WITH ERRORS WILL NOT POST Account Account Name Trx Date Debits 1010001001 Cash Sales Outlets 08 22 89 1030001001WH Accts Receiv Sales Wholesale 08 22 89 1030001001WH Accts Receiv Sales Wholesale 08 21 89 2020001001 Sales Tax Payable Sales 08 21 89 2051000000 Sales Deposits 08 22 89 2051000000 Sales Deposits 08 21 89 3010001001MA Sales Manufacturing 08 21 89 3010001001WH Sales Wholesale 08 22 89 3010001001WH Sales Wholesale 08 21 89 3060000000 Miscellaneous Income 08 22 89 4071000001WH Customer Disct Sales Wholesal 08 21 89 4190000001WH Freight Out Sales Wholesale 08 21 89 107 95 Grand Totals 14999 17 15027 87 Step 19 In preparation for performing a sort selection process on the Invoice Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK Post Now and invoices Printed with the option to enter user specified comparisons at run time Step 20 This step prevents CANCEL from canceling the current job Step 21 According to previously specified criteria this step actual
246. nt of discount given according to the terms on this transaction This amount Will be debited to the Discounts Given account specified in your Parameters file W O Write Off Enter 7 Yes or N No The initial default value is N This field is required This field specifies whether or not service charges accrued against the Apply To invoice will be written off when the Write Off Service Charges function is run By default the system displays the Write Off Service Charges function is run By default the system displays the Write Off Service Charge field or N from the Customers record It may be changed Y Service Charges accrued against the Apply To invoice will be written off N Service Charges accrued against the Apply To invoice will not be written off NOTE This function is only available if you entered N as a response to Summary Service Charges on your Parameters file In other words you can only use the automatic write off procedure if you are calculating service charges on each individual invoice The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Can Only Change or Inquire on Receipt Line Items M Use INQ Mode to View Applied Cash Receipts CHG to Change Press ENTER to display system supplied information a
247. nted on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Miscellaneous Customer Name Enter an alphanumeric field up to 30 characters in length Supply the name of this miscellaneous customer This information will be printed on the in voice and several reports throughout Accounts Receivable Address 1 Enter an alphanumeric field up to 30 characters in length Provide the first address line for this miscellaneous customer You may want to list the ship ping address in the first line and the mailing address in the second line Address 2 Enter an alphanumeric field up to 30 characters in length Provide the second address line for this miscellaneous customer if applicable You may want to list the shopping address in the first address line and the mailing address in the second ad dress line Accounts Receivable User Manual 27 2 Transaction Processing City Enter an alphanumeric field up to 20 characters in length Supply the city for this miscellaneous customer State Enter an upper case alphanumeric field up to 2 characters in length Provide the two character standard abbreviation for the miscellaneous customer s state Zip Enter an upper case alphanumeric field up to 10 characters in length Supply t
248. nth or Control Number When totals are specified the following items are accumulated Adjust ment Total Control Total and Hash Total Grand totals print at the end showing Journal Errors and Journal Warnings 76 Accounts Receivable User Manual Transaction Processing 2 A sample output is shown below APPX Demonstration Company 11 30 94 15 48 Accounts Receivable Adjustments Journal Customer Apply To Adj Date Description Adj Amount Offset Account Post Mo Yr Sub Type Code Receivable Account Control Group SRR 0001 August group 2 Post Month Year 08 89 0001 00000040 Burlington Enterprises 08 30 89 wrong customer invoiced 1896 35 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000010 Alexander s Inc 08 30 89 correction 1896 35 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000060 Hale s Interiors 08 30 89 order cancelled apply deposit 3010001001WH Sales Wholesale 08 89 1030001001WH Accts Receiv Sales Wholesale 00000070 Richards amp Wright PC BF890630 03 16 90 write off service charge 3060000000 Miscellaneous Income 08 89 1030001001WH Accts Receiv Sales Wholesale Post Month Year 08 89 Totals gt Control Group Totals 28 70 Entered Calculated Difference Control Group SRR 0001 August grou
249. nths Start Month of Fiscal Year 06 Months of Customer History History by Calendar Month N Ask for Operator ID Use Transaction Control Months of Transaction Control Months of Transaction History 2 Ageing Type Ageing Report Periods 30 90 Transaction Register Periods 30 Customer Discount Account 4071000001WH Customer Disct Sales Wholesal Discount Given Account 4072000001WH Discounts Given Sales Wholesl Freight Out Account 4190000001WH Freight Out Sales Wholesale Service Charge Account 3020000000 Service Charge Income Sve Chg Write Off Account 3060000000 Miscellaneous Income Deposit Account 2051000000 Sales Deposits Post to Other Applications Y CAN SAN System Control Numbers Hold Transactions Invoices 20 Summarize Service Charges Cash Receipts 12 Compound Service Charges Adjustments 9 Use Average Daily Balance Service Charges 3 Recurring Payments Generated Closing Date 08 31 89 Service Charges Posted Prior Closing 07 31 89 OK Applications AR OE GL EOM Reports Required Printed Preprinted Forms Sales Tax Report Statements Sales Distribution Report Invoices Cash Receipts GL Distributions Adjustments GL Distributions Subsidiary Code GL Distributions Transaction Control Report 236 Accounts Receivable User Manual File Maintenance 4 Option 20 Descriptions List Use this function to print a list of the Descriptions file The following processing steps accomplish this job Step 1 This is the stan
250. ntory Products file of the item code you entered in the previous field You can override the display If your system does not include Inventory Control you can provide a description of the line item This entry is printed on invoices the invoices journal and the Sales GL Distribution report Item Type 30 Enter a positive number with 1 digit Enter a 1 digit code from the Descriptions file that identifies the type of line item The system displays the description next to this field Valid codes are 0 Taxable Sale 1 Nontaxable Sale 2 Customer Discount 3 Freight 4 Sales Tax 5 Other If an entry was made in the Customer Discount field on the header screen a type 2 line item is memo only That is it printed on the invoice but not posted to General Ledger If no entry was made in the Customer Discount field on the header a type 2 line item is posted to the offset account entered for the line item The same holds true for the Freight and Sales Tax fields on the header and type 3 and 4 line items respectively If no entry was made on the header the line item is posted to the offset account If an entry was made on the header the line item is memo only Accounts Receivable User Manual Transaction Processing 2 Cost Enter a number with up to 6 digits to the left of the decimal and 3 digits to the right of the decimal Identify the total Cost of Goods Sold for this line item If your system includes Order Entry and
251. nts Receivable User Manual Monthly Processing 3 Step 9 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Mont If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print a the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 33 Cash Receipts Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1010001000 Cash Corporate 14675 00 1010001001 Cash Sales Outlets 1030001000MA Accts Receiv Corp Mfg 14675 1030001001WH Accts Receiv Sales Wholesale 14272 2051000000 Sales Deposits z 3500 00 Post Month Year 08 89 Totals gt 32447 19 Grand Totals gt Step 10 In preparation for performing a sort selection process on the month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account N
252. nts Receivable User Manual 7 1 General Information The Close Month function within Accounts Receivable deletes historical data older than the number of months of history you choose to keep and prepares the files for the next accounting month Customer Type and Area Customers can be categorized using Customer Types and Customer Areas Many of the Accounts Receivable reports and updating functions can be sorted and selected by using these fields For ex ample customers who are company employees that borrow funds from the company can be given their own Customer Type Transaction Control On the Accounts Receivable Parameters file there are two entries which allow you to define the level of transaction control detail that is appropriate for your business These fields are labeled Ask for Operator ID and Use Transaction Control Every transaction file is keyed by Operator ID and a sequential Control Number that is a part of your audit trail If you enter N No for Ask for Operator ID the system will automatically assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed No operator will be allowed to edit another operator s transactions No control or hash totals will be kept and no data will be posted to the Transaction Control file If you enter Y Yes to Ask for Operator ID and N No for Use Transaction Control the system
253. number with up to 4 digits A sequential number is supplied to identify this group of cash receipts This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Cash Receipts Control Groups records At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Control Groups file The screen shown below presents information about cash Receipts This file contains information pertaining to the entire receipt customer date amount check number and cash account Accounts Receivable User Manual 37 2 Transaction Processing Figure 10 The Accounts Receivable Cash Receipts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you f
254. o change modifiable parameters at run time Selec tion of data records is provided by Statement Type Statement Period Customer and Customer Alpha with the option to enter user specified comparisons at run time Step 3 This disposition is used to select printer and output options for printing Statements Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This function checks the Parameters file to see if preprinted forms are to be used Step 6 In order to print Statements on plain 8 1 2 x 11 inch paper this step formats the Transactions informa tion The following data items are shown Invoice or Check Number Transaction Type Apply To Description Transaction Date Invoice Due Date and Amount One statement is printed for each cus tomer 262 Accounts Receivable User Manual Reports and Inquiry 5 A sample output is shown below Expert Distributing Inc 449 Maryland Pkwy Suite 401 Las Vegas NV 89109 STATEMENT Closing Date 11 30 89 Master Sellers Company 401 Texas Blvd Bldg 3 308 Los Alamos NM 45213 Inv Chk Apply To Description Trx Date Due Date Balance 1004 1004 P3050 08 15 89 09 14 89 2006 2006 7 2 89 shipment 07 10 89 07 10 89 2021 2021 7 26 89 shipment 07 31 89 07 31 89 3005 3005 special order sh 08 11 89 08 11 89 333 Deposit Opening 05 15 89 05 15 89 6013 333 Opening entry 05 20 89 05 20 89 333 333 SERVICE CHA
255. om one record to the next Accounts Receivable User Manual 43 2 Transaction Processing The system displays the receivable account from the Customers record or the unpaid invoice if PF17 was used to create the receipt You may change this account number If this receipt applies to an existing receivable this receivable account will be credited for the Credit Amount that you enter If your system includes General Ledger this account number must be on file in the Chart of Accounts file and the system automatically displays the account description from that file so that you can verify your entry If you are using a Direct Account erase this field if this is a deposit the Deposits account should default from the Parameters file Direct Account Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry If this receipt does not apply to an invoice that has been or will be posted if it is for example a cash sale enter the number of the account that will be credited for the Direct Amount This credit offsets the debit to cash therefore this account is usually a revenue account If your system includes General Ledger this account number must be on file in the Chart of Accounts file and the system displays the account description from that file so that you can verify your entry Direct Amount Enter a number with up to 7 digits to the left of the decimal and 2 di
256. on is shown The screen shown below presents information about Control Groups Accounts Receivable User Manual 65 2 Transaction Processing Figure 16 The Accounts Receivable Unposted Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable Identify the operator who entered the control group you wish to edit Control No The system displays a positive number with up to 4 digits Supply the control number of the control group you want to edit File The system displays an upper case alphanumeric field up to 4 characters in length The originating file is identified 66 Accounts Receivable User Manual Transaction Processing 2 Description The system displays an alphanumeric field up to 30 characters in length The description of this control group is displayed Print Journal Enter Y Yes or N No The initial default value is Y This field is required Enter N i
257. on to edit the service charge transactions that were generated by the Calculate Service Charges function if they need to be changed before posting On the following pages the screen displayed by this function is shown The screen shown below presents information about Service Charges Figure 64 The Accounts Receivable Edit Service Charges Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Customer Number The system displays an upper case alphanumeric field up to 8 characters in length Only numbers are acceptable Identify the customer to whom the service charges apply This number must be on file in the Customers file The system displays the customer s name so that you can verify your entry 290 Accounts Receivable User Manual Refunds and Service Charges 6 Invoice Number The system displays an upper case alphanumeric field up to 8 characters in length Identify the invoice to which service charges will be applied For summary service charges including average daily balance the invoice number will be SC plus the date the service charge wa
258. ormation on this screen Option 10 Descriptions Use this function to enter and edit the Descriptions file The Descriptions file allows you to supply your own wording for various types of transactions required by Accounts Receivable You can also supply your own wording for invoice line item types and cash receipt apply to types Default values are provided they may be changed When you use this function a record of all entries will be printed For additions all new field contents are printed for changes both old field contents and new field contents are shown and in both cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Descriptions This file contains descriptions for transaction type apply type and line item type Accounts Receivable User Manual 219 4 File Maintenance Figure 49 The Accounts Receivable Descriptions Screen Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen
259. ou can change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Accounts Receivable User Manual 115 2 Transaction Processing Generate Billings Year Enter a positive number with up to 2 digits Supply the year for which recurring billing invoice entries will be generated The calendar year defined in the Parameters file is supplied you can change it If you are using 12 month accounting enter the calendar year if you are using 13 period accounting enter the fiscal year The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Generate Recurring Billings for End of Year E Cannot Post to the 13th Month in a 12 Month Fiscal Year W A Year of Zero Will Be Processed as the Year 2000 W Recurring Billings Already Generated During Current Month Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This step provides sequencing of data records by Billing Day Customer and Billing with no option to change the sequence at run time Step 3 This is the standard disposition used for all processing functions other than posts Step 4 According to previously specified criteria this step actually performs
260. ou to enter transaction data print journals and post transactions Recurring bill ings generation and invoice and deposit slip printing are also available from this menu Figure 2 The Accounts Receivable Transaction Processing Menu Option 1 Invoices Entry Use this function to enter and edit customer invoices You also have the option of entering invoices through the Invoices Rapid Entry function Invoices can be entered or edited using either function however some data items are not available for editing in Rapid Entry The normal process of posting invoices includes 1 entering the invoices 2 printing the invoices and the Invoices Journal and 3 posting the invoices If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the five screens displayed by this function are shown The screen shown below presents information about Invoice Control Groups When you enter invoices you will see only one of the two possible screens for Invoice Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter 14 Acco
261. ount The following T charts shown an example of a direct receipt for 50 00 of office supplies Cash Sales Income 50 00 50 00 Adjustments can be entered to make changes to invoices that you have already posted You can adjust the amount of an invoice or change the revenue account to which the invoice was posted The follow ing T charts show a typical example of an adjustment to change the amount of an invoice The in voice was originally entered for 220 00 but actually should have been 200 00 DR Accounts Receivable Sales Income 20 00 20 00 For additional information and examples regarding postings to General Ledger from Accounts Receiv able refer to Appendix A of this manual Accounts Receivable User Manual 3 1 General Information The Accounts Receivable Cycle Accounts Receivable is normally operated on a monthly accounting cycle During the month you enter and post invoices as sales occur enter and post adjustments as necessary and enter and post cash re ceipts as they are received Once a month you may want to generate service charges and or dunning letters for invoices that are more than 30 or 60 days overdue If you issue refunds these should also be done once a month Also most businesses print statements for their customers once a month At the end of the month print the monthly reports and balance the Accounts Receivable for the current month and prepare for next month s processing Repor
262. owing processing steps accomplish this job Step 1 This is the standard disposition used for all reports not printed on special forms Step 2 In order to print the Unposted Transactions Invoices this step formats the Invoice Control Groups information The following data items are shown Operator ID Control Number Description Num ber of Transactions Operator Exclusive Print Journal Journal OK Post Now Post in Progress Control Total and Hash Total A sample output is shown below Expert Computing Inc 10 12 94 15 48 Unposted Transactions Invoices Inves No Op Prnt Jour Cntrl Description Prntd Trx Ex Jour OK Cntrl Total pi Total SRR 0013 Orders through 8 20 89 68 Accounts Receivable User Manual Transaction Processing 2 Step 3 In order to print the Unposted Transactions Cash Receipts this step formats the Cash Receipts Con trol Groups information The following data items are shown Operator ID Control Number Descrip tion Number of Transactions Operator Exclusive Print Journal Journal OK Post Now Post in Progress Control Total And Hash Total A sample output is shown below Expert Computing Inc 10 12 94 15 49 Unposted Transactions Cash Receipts Op Prnt Jour Post Post Op Cntrl Description Ex Jour OK Now Strt Cntrl Total Total SRR 0009 Receipts through 8 21 90 6552 66 Step 4 In order to print the Unposted Transactions Adjustments this step formats the Adjust
263. p 2 Control Totals 28 70 28 70 Exclusive N Hash Totals 240 240 Post Now N Grand Total gt Number of Errors in This Journa Accounts Receivable User Manual 77 2 Transaction Processing Step 18 In order to print the Accounts Receivable Journals Summary this step formats the Summarized Distri butions information The following data items are shown Post Year Post Month GL Account De scription Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 32 Accounts Receivable Journals Summary OR MORE OF THE CONTROL GROUPS ON THE DETAIL JOURNAL CONTAINED ERRORS GROUPS WITH ERRORS WILL NOT POST 1010001001 Cash Sales Outlets 08 22 89 6552 66 1030001001WH Accts Receiv Sales Wholesale 08 22 89 1030001001WH Accts Receiv Sales Wholesale 08 21 89 7121 99 2020001001 Sales Tax Payable Sales 08 21 89 2051000000 Sales Deposits ARCR 08 22 89 2051000000 Sales Deposits ARIV 08 21 89 1200 00 3010001001MA Sales Manufacturing ARIV 08 21 89 3010001001WH Sales Wholesale ARCR 08 22 89 3010001001WH Sales Wholesale ARIV 08 21 89 3060000000 Miscellaneous Income ARCR 08 22 89 4071000001WH Customer Disct Sales Wholesal ARIV 08 21 89 4190000001WH Freight Out Sales Wholesale ARIV 08 21 89 107 95 Grand Totals 14999 17 15027 87 78 Accounts Receivable User Manual Transaction Processing 2 Post All Transactio
264. pe Transaction Date Description and Amount Accounts Receivable User Manual 147 3 Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 15 34 Subsidiary Code Detail GL Distributions Trx Customer Invc Chk Trx Description Subsidiary Type GL Subsidiary Code JONES 2 Salesperson Sam Jones JONES 0001 00000010 Alexander s Inc 08 11 89 special order desk 900 00 0001 00000010 Alexander s Inc 08 11 89 special order chairs 600 00 Subsidiary Code Subtotals 1500 00 Subsidiary Code PETERS 2 Salesperson George Peters PETERS 0005 00000020 Master Sellers Company 08 11 89 special order table 2704 00 Subsidiary Code Subtotals 2704 00 Subsidiary Code WILLIAMS 2 Salesperson Kris Williams WILLIAMS 0006 00000050 Deno s Inc 08 11 89 shelving unit 5401 60 0006 00000050 Deno s Inc 08 11 89 shelving unit 529 15 Subsidiary Code Subtotals 5930 75 Subsidiary Type Subtotals 10134 75 Grand Totals 10134 75 Step 17 In order to print the Subsidiary Code Summary GL Distributions this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount To tal Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Deb
265. pe of invoice line item Listed below are the default descriptions for each line item type You may use these descriptions or enter your own Changing these descrip tions does NOT change the way the system functions 0 Taxable Sales 1 Nontaxable Sales 2 Customer Discount 3 Freight 4 Sales Tax 5 Other Press ENTER to save the information on this screen Accounts Receivable User Manual 221 4 File Maintenance Option 11 Customers List Use this function to print a list of the Customer file A complete detail list can be printed as well as a short list The short list prints one line per customer The following processing steps accomplish this job Step 1 This function allows you to choose either the standard Customer List or the shortened version On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the short form of the Customers List Figure 50 The Accounts Receivable Print Customers List Screen Data items for the preceding screen are described below Print Short List Enter Y Yes or N No The initial default value is N This field is required You can choose to print the short customer list one line per customer by entering Y If you leave the entry as N you will print the fully detailed customer list Press ENTER to save the information on this screen 222 Accounts Receivable User
266. ports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total 130 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 28 LGG Page 1 Cash Receipts Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Debits Credits Net Change Post Month Year 08 89 Account 1010001000 Cash Corporate MRC 0010 0001 00000080 Dominion Business Machin 9988765 PAY 08 09 94 Cash 14675 00 00 Current Month Totals 14675 00 00 14675 00 Beginning GL Balance gt 776673 21 Account Total gt 91348 21
267. posted This register will serve as your audit trail both for Accounts Receivable Adjustments and for Accounts Payable Invoices The follow ing processing steps accomplish this job Step 1 This is the standard disposition used for all transaction journals Step 2 In order to print the Customer refunds Register this step formats the Customer Refunds information The following data items are shown Customer Number Name Apply To Invoice Number Invoice Title Receivable Account Description Amount to Refund amount to Pay Vendor Number Transac tion Date and Payable Account 286 Accounts Receivable User Manual Refunds and Service Charges 6 A sample output is shown below a Expert Computing Inc 11 08 94 15 22 LGG Page 1 Customer Refunds Register Post Month Year 8 89 Customer Number Apply To Description Receivable Account Calculated Amount Vendor Number Trx Date Payable Account Refund to Pay 00000010 Alexander s Inc 1001 6 6 89 Supply shipme 1030001001WH Accts Receiv Sales Wholesale 20 00 20 00 00000010 Miscellaneous Supplier 08 31 89 2010001000 Accounts Payable Corporate Error Record Not on file 00000020 Master Sellers Company 89071001 Monthly shipment per 1030001001WH Accts Receiv Sales Wholesale 100 00 100 00 00000010 Miscellaneous Supplier 08 31 89 2010001000 Accounts Payable Corporate Grand Totals gt 120 00 Loo ER Option 4 Post Customer Refunds Use this function to post the re
268. r that is used to recall or reference the customer s records throughout the Accounts Receivable application Name Enter an alphanumeric field up to 30 characters in length This field is required By using Scan you may use this as an access key for selecting records Provide the customer s name Accounts Receivable User Manual 167 4 File Maintenance Alpha Code Enter an alphanumeric field up to 8 characters in length This field is required By using Scan you may use this as an access key for selecting records Supply a code that will provide an alternative identification for the customer You may want to use a portion of the customer name Many reports are sorted by Customer Alpha through out Accounts Receivable Address Line 1 Enter an alphanumeric field up to 30 characters in length Provide the first line of the customer s street address Address Line 2 Enter an alphanumeric field up to 30 characters in length If appropriate enter additional information to complete the customer s address City Enter an alphanumeric field up to 20 characters in length Supply the city in the customer s address State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for the customer s state Zip Code Enter an upper case alphanumeric field up to 10 characters in length Supply the customer s zip code Country Enter an alphanumeri
269. ransaction reflects a debit or credit memo issued 6 Service Charge transaction is a service charge on a past due invoiced The transaction Type prints on the Transaction Register and the General Ledger Distribution reports Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use PF2 to search for an appropriate entry Identify the customer who is receiving this invoice The customer number must be on file in the Customers file the system displays the customer name so that you can verify your entry Post Month 20 Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which this transaction is to be posted The current calendar month is supplied from the Parameters file if you want to post to a prior or future month you can change it If your system is based on 12 accounting periods enter the calendar month if you Accounts Receivable User Manual Transaction Processing 2 are using 13 period accounting enter the fiscal period Valid entries and their meanings are 1 13 Calendar period EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatic
270. rator ID Transaction No Transaction Type Apply To Transac tion Description Order Number Invoice or Check Number Transaction Date Invoice Due Date and Amount 270 Accounts Receivable User Manual Reports and Inquiry 5 A sample output is shown below Expert Computing Inc 11 08 94 15 16 Customer Credit Detail As Of Customer Contact Phone 00000010 Cr Limit Balance Available Cr Status Comment First Trx Last Trx Last Pay Oldest Inv MTD Sales YTD Sales Prev Yr Sales 05 04 89 On Order Error Unexpected Error READ CUSTOMER ID Trx Type Apply To Description 8 89 9999999 00 High 00 Balance 9999999 00 Last 4 Quarters Average Days to Pay Last 4 Quarters Inv Chk Trx Date Due Date SRR 0001 svc SRR 0001 INV SRR 0001 PAY SRR 0003 INV SRR 0006 INV 1016 SRR 0004 ADJ 1018 SRR 0001 102 SRR 0001 INV 102 SRR 0002 INV 2002 SRR 0002 INV 2022 SRR 0001 INV 3001 SRR 0002 INV 3002 SRR 0001 INV 401 SRR 0002 401 SRR 0001 401 SERVICE CHARGES SRR 0001 401 Opening Entry 401 Svc Charge Write Off 401 Svc Charge Write Off 7210 deposit 7211 deposit 89071000 Monthly shipment 0040 1001 1001 1013 Service Charge 6 6 89 Supply shipment 6 6 89 Supply shipment chair shipment 6 12 89 shelving units shipped 6 13 89 correction Deposit on Special Order Special order shipment 7 6 89 shipment 7 26 89 shipment Special order shipment 8 2 89 shipment Opening Entry SERVICE CHARGES SRR
271. rder Trx Date Due Date Amount W O U 2012 INV 2012 SRR 000215 07 21 89 08 20 89 1721 58 N 1721 58 BF890731 INV BF890731 SRR 07 31 89 07 31 89 4172 43 BF890731 PAY 4421 SRR 08 11 89 08 11 89 3000 00 Y 1172 43 Customer Totals 2894 01 276 Accounts Receivable User Manual Reports and Inquiry 5 Option 15 Customer Credit Inquiry Use this function to display customer credit information In order to print the customer Credit Inquiry this step formats the Customers information The follow ing data items are shown Current Calendar Month Current Calendar Year Customer Name Cus tomer Credit Limit Contact Balance Phone Available Credit Amount Credit Status Customer MTD Sales First Transaction Customer YTD Sales Last Transaction Customer Previous Year Sales Last Payment On Order Invoice Date Customer High Balances Per Quarter Average Days for Payment Salesperson and Comments A sample output is shown below Customer Credit as of 8 89 00000030 Pool and Associates Credit Limit 9999999 00 Credit Shelly Hodges Balance 2894 01 Status 804 887 9836 Available 9997104 99 MTD Sales 7 First Trx 12 20 88 YTD Sales Last Trx 07 31 89 Prev Yr Sales 20782 Last Pay 08 11 89 On Order 5 Oldest Inv 07 21 89 High Balance Avg Days to Pay Last 4 Quarters Last 4 Quarters 5100 4729 4890
272. rder cancelled apply deposit deposit order order cancelled apply deposit 7 7 89 shipment 7 7 89 shipment 7 9 89 shipment 7 9 89 shipment 7 19 89 shipment 7 19 shipment 8 5 89 shipment 100001 100001 1003 1003 1023 1023 08 12 89 08 12 89 06 30 89 08 12 89 05 05 89 111 08 12 89 2004 07 10 89 11603 08 11 89 2005 07 10 89 11603 08 11 89 2013 07 21 89 2016 07 21 89 3003 08 11 89 3004 08 11 89 s0102 06 10 89 404 06 10 89 s0101 06 10 89 604 06 10 89 09 11 89 09 11 89 07 30 89 08 12 89 05 05 89 08 12 89 08 09 89 08 11 89 08 09 89 08 11 89 08 20 89 08 20 89 09 10 89 09 10 89 06 10 89 000789 000412 000985 000663 006541 022216 06 10 89 Accounts Receivable User Manual 271 5 _Reports and Inquiry Option 11 Customer History Use this function to print monthly sales history information by customer This information will be printed by calendar or fiscal period depending on your answer to the Keep History by Calendar field in the Parameters file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer History by Month information this step provides you with a default sequencing of data records by Receivable Account Customer Alpha customer Number Year and Month with the option to change modifiable parameters at run time Selection of data records is provided by Receivable Account Customer and Year wit
273. re shown Accounts Receivable User Manual 185 4 File Maintenance The screen shown below presents information about Sales Tax Codes This file contains records identifying the tax codes which apply to customers in Account Receivable Figure 40 The Accounts Receivable Sales Tax Codes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Tax Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a unique number to identify this sales tax code 186 Accounts Receivable User Manual File Maintenance 4 Description Enter an alphanume
274. red this code must be on file in the Sales tax Codes file The system displays the description from this file so that you can verify your entry This code is defaulted when invoices are entered for this customer If no tax code and tax district are entered sales tax cannot be entered on invoices for this customer Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search for an appropriate entry Supply the tax district that applies to this customer if appropriate If entered this code must be on file in the Sales tax Codes file for the tax code you entered in the previous field The system displays the description of the tax district from this file so that you can verify your entry If you enter a tax code you should also enter a tax district This district is defaulted during invoices entry for this customer If no tax code and tax district are entered sales tax cannot be calculated on invoices for this customer Division 170 Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the division to which the customer belongs This number must be on file in the Cus tomer divisions file The system displays the description of the division from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Accounts Receivable User Manual File Mainten
275. resent transposition errors on one or more customer numbers Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that these adjustments are ready for printing Enter N if you want to delay the printing of the journal for any reason Journal OK The system displays Y Yes or No The initial default value is N This indicates whether or not the journal has been printed without errors If N the control group may contain errors and cannot be posted Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that these adjustments are ready for posting Enter N if you want to delay posting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Adjustments Posting E This Operator s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the A
276. ric field up to 30 characters in length This field is required Describe this sales tax code The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to continue to the next screen Select the Next Record option to go to the next Sales Tax Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Codes file The screen show below presents information about Sales Tax Districts Each tax code may have any number of jurisdictions to which it refers each jurisdiction may have its own tax percentage In the case of overlapping jurisdictions and or compound sales tax a separate tax district should be created for each combination or separate jurisdiction This file contains one record for each tax district within a specified tax code Figure 41 The Accounts Receivable Sales Tax Districts Screen Accounts Receivable User Manual 187 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and pr
277. ring validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Account Number Customer Alpha Customer Apply To and Date Time giving additional sort order choice by Post Year and Post Month with the option to change modifiable parameters at run time Selection of data records is provided by Account Number Customer Post Year and Post Month with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 244 Accounts Receivable User Manual Reports and Inquiry 5 Step 5 In order to print the Transaction register this step formats the Transactions information The follow ing data items are shown Operator ID Control No Transaction No Invoice or Check Number Transaction Type Apply To Order Number Transaction Date Invoice Due Date Amount and op tionally Transaction Description As appropriate group headings appear whenever a
278. ription Enter an alphanumeric field up to 30 characters in length If you pressed PF17 as described for Apply To the system displays the Customer PO number or description that was entered for the Apply To invoice You can override the display Credit Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If the receipt applies to an existing receivable that has been or will be posted enter the amount to apply This amount will be credited to the Receivable Account that you enter Leave this field blank for items that do not affect a receivable for example cash sales Use the Direct Amount field instead Discount Given Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount of discount given according to the terms on this transaction This amount will be debited to the Discounts Given account specified in your Parameters file Write Off Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount to be written off for this invoice if applicable This amount will be deb ited to the Write Off account number specified in your Parameters file Receivable Account Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry In ADD mode this field will automatically be saved fr
279. ription with the option to change modifiable parameters at run time Selection of data records is provided by Customer Division Description and Date Changed with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Divisions List this step formats the Customer Divisions information The following data items are shown Customer Division Description Address City State Zip Code Name And Country Accounts Receivable User Manual 225 4 File Maintenance A sample output is shown below Expert Computing Inc 10 17 94 14 52 Customer Divisions List vision Description Address Main Division Division 2 449 Maryland Pkwy Las Vegas Expert Distributing Suite 401 Division 3 6698 Washington Boulder Expert Distributing Inc Option 13 Customer Areas List Use this function to print a list of the Customer Areas file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Areas information this step provides you with a default sequencing of data records by Customer Area giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of dat
280. rmation about Invoice Control Groups Accounts Receivable User Manual 95 2 Transaction Processing Figure 19 The Accounts Receivable Invoices Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID which you entered at log on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displa
281. rojection Period to the Projection Date For example if the projection date is 7 01 90 and the projection pe riods are 7 14 21 and 28 days the Period Ending Dates will be 7 08 90 7 15 90 7 22 90 and 7 29 90 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Projection Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Customer Alpha Customer Apply To and Date Time giving additional sort order choice by Post Year Post Month and Account Number with the option to change modifiable parameters at run time Selection of data records is provided by Ac count Number with the option to change modifiable parameters at run time Selection of data records is provided by Account Number Customer Post Month and Post Year with the option to enter user specified comparisons at run time Accounts Receivable User Manual 255 5 _Reports and Inquiry Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process S
282. roups file The screen shown below presents information about Cash Receipts This file contains information pertaining to the entire receipt customer date amount check number and cash account Figure 24 The Accounts Receivable Automatic Cash Receipts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Accounts Receivable User Manual 109 2 Transaction Processing Data items for the preceding screen are described below Trx No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each check record This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary
283. rt Computing Inc 10 12 94 15 12 Cash Receipts Journal Trx Customer Check Amt Control Group SRR 0009 Receipts through 8 21 90 Month Year 08 89 00000010 Alexander s Inc payment 1640 00 000006179 08 22 89 1166 Apply Type Apply To Description Check No Date CR Receiv W O Amount Disc Given Amount W O SvcChg Sub Type Code Transit Mo Yr Cash Account 08 89 1010001001 Cash Sales Outlets GL Receivable Account GL Direct Account 1016 Apply to Invoice 1368 54 shelving units shipped 6 13 89 1018 Apply to Invoice 275 98 write off disputed charge 00 1030001001WH Accts Receiv Sales Wholesale 00 1030001001WH Accts Receiv Sales Wholesale Line Items Totals 1644 52 Check Total 1640 00 00000040 Burlington Enterprises deposit Apply Type Apply To Description 1500 00 000011690 08 22 89 807 CR Receiv W O Amount Disc Given Amount W O SvcChg Sub Type Code 89 1010001001 Cash Sales Outlets Direct GL Receivable Account Amount GL Direct Account 8010 Deposit deposit on special order 1500 00 00 00 2051000000 Sales Deposits Line Items Totals 1500 00 Check Total 1500 00 00000070 Richards amp Wright PC payment on account Apply Type Apply To Description CR Receiv W O Amount Disc Given Amount W O SvcChg Sub Type Code Amount GL Direct Account 3200 00 000005208 08 22 89 1258 08 89 1010001001 Cash Sales Outlets Direct GL Receivable Account
284. s step provides you with a default sequencing of data records by Post Year Post Month Account Num Accounts Receivable User Manual 125 3 Monthly Processing ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and Account component with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total
285. s Payable Receipts files will be added Updates to certain fields in the Parameters Cash Receipts Control Groups Cash Receipts and Accounts Receivable Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable Records in The Cash Receipts Line Items Cash Receipts and Cash Receipts Control Groups files will then be deleted Step 29 This step processes the information for Accounts Payable Receipts Under certain conditions records in the Accounts Payable Outstanding Checks file will be added Step 30 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 31 This step prevents CANCEL from canceling the current job Step 32 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 33 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the General Ledger Transaction Control file will be added Updates to certain fields in the Adjustments Control Groups Adjustments and General Ledger Transaction Control files will occur Generalized
286. s a deposit on a sales order enter the order number The order number and deposit amount must also be indicated on the invoice when it is entered so that the system can track the deposit correctly If this receipt is not being applied to an invoice for example for an on account receipt leave this field blank You can use PF2 to search the Unpaid Invoices file if this is an Apply To Type 3 If you enter an invoice number and that invoice is on you Unpaid Invoices file you may press PF17 to default the credit amount to the current invoice balance Write Off 42 Enter Y Yes or N No The initial default value is N This field is required This field specifies whether or not service charges accrued against the Apply To invoice will be written off when the Write Off Service Charges function is run By default the system displays the Write Off Service Charge field 7 or N from the Customers record It may be changed Accounts Receivable User Manual Transaction Processing 2 Y Service Charges accrued against the Apply To invoice will be written off N Service Charges accrued against the Apply To invoice will not be written off NOTE This function is only available if you entered N as a response to Summary Service Charges on your Parameters file In other words you can only use the automatic write off procedure if you are calculating service charges on each individual invoice Desc
287. s at run time Step 2 This disposition is used to print labels from the Customer file Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Labels this step formats the Customers information The following data items are shown Name Address City State and Zip Code A sample output is shown below Burlington Enterprises 404 W 12th Street Spokane WA 98003 Hale s Interiors 945 S Airport Way Seattle WA 98109 Master Sellers Company 401 Texas Blvd Bldg 3 308 Los Alamos NM 45213 Pool and Associates 985 E University Way Suite 115 Seattle WA 98521 Richards amp Wright PC 501 Westlake Suite 408 Seattle WA 98101 238 Accounts Receivable User Manual File Maintenance Option 22 Rolodex Cards Use this function to print rolodex cards from the Customer file Miscellaneous customers are not in cluded The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customers information this step provides you with a default sequencing of data records by Customer Alpha and Customer giving additional sort order choice by Zip Code Division Area and Salesperson with the option to change modifiable pa rameters at run time Selection of data records is provided by Customer Alpha Customer Zip Code Division Area Salesperson a
288. s created For example if service charges are calculated on January 29 1990 the summary invoice number will be SC900129 Receivable Account The system displays an upper case alphanumeric field up to 12 characters in length This is the receivable account from the invoice or from the Customer file for summary ser vice charges If your system includes General Ledger this number must be on file in the General Ledger Chart of Accounts file and the system displays the account description from that file Amount Due The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal This is the total amount of the service charge due as calculated by the Calculate Service Charges function This amount was calculated by multiplying the invoice balance or the customer balance for summary service charges by the service charge percentage located on the Terms record for this invoice or customer This amount is also affected by the number of days and minimum service charge on that record Oldest Due Date The system displays a date YMD The due date from the oldest invoice is saved to be printed for reference on the Service Charge Register Amount Charged Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Specify the amount of the service charge that will actually be applied By default the system displays the Amount Due in this
289. s may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is transferred to a print file When additions to a file are made all new field contents are shown when deletions are done the key value and all field contents are recorded when 6 Accounts Receivable User Manual General Information 1 changes are made old field contents and new field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in Accounts Receivable are Customers Terms Customer Types Customer Areas Customer Divisions Sales Tax Codes Descriptions and Recurring Billings Modification logs are not enabled for transaction files such as Invoices adjustments or Cash Receipts Major Functions APPX Accounts Receivable is designed to manage your customer accounts and facilitate positive cash flow for your company Accounts Receivable functions control the maintenance of customer invoice and cash receipt data as well as the processing of debit or credit memos adjustments refunds and service charges This data is used to generate sophisticated transactional analyses and receivables reports and inquiries Major functions include Trans
290. s on the Invoices information this step provides sequencing of data records by Operator ID Control Number and Invoice Number with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Num ber and Invoices Printed with the option to enter user specified comparisons at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 7 This function checks the Parameters file to see if preprinted forms are to be used Step 8 In order to print Invoices on plain 8 1 2 x 11 inch paper this step formats the Invoices and Invoice Line Items information The following data items are shown Line Item Description Quantity Price and Amount A sample output is shown below APPX Demonstration Company 990 Hammond Dr Ste 800 Atlanta GA 30328 INVOICE Invoice Number 3011 Invoice Date 08 21 89 Apply To 3011 Sold To Burlington Enterprises 404 W 12th Street Spokane WA 98003 Due Date 09 20 89 Your No 89A 556 Terms 2 10 Net 30 Salesperson Mr Jarvis W Payne Price special order desk 1200 000 leather office chair 325 000 Accounts Receivable User Manual 83 2 Transaction Processing Step 9 In preparation for performing a sort selection process on the Cash Receipts information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Ye
291. s the last posted transaction this date and the Last Payment date are the same Last Payment Date The system displays a date MD During Initial Setup you can enter the date the most recent payment was received from this customer During Live Operations the system maintains and displays the date the most re cent payment was received from this customer This field is updated during transaction post ing Comments Enter a text field up to 237 characters in length You can use the options to split join and redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Supply any additional information you may need about this customer This field is optional and appears only on the standard Customer List the Customer Credit Inquiry and the Cus tomer Credit report The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Miscellaneous Customers Must Be Open Item Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customers record 174 Accounts Receivable User Manual File Maintenance 4 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file The screen
292. s to the left of the decimal and 2 digits to the right of the decimal For an invoice transaction type 1 or a debit credit memo transaction type 2 supply the sales tax for all line items if any This is the amount of tax that is billed to the customer This amount is credited to the sales tax liability account entered for the tax district in the Tax Codes file You can enter the sales tax here and enter type 4 sales tax line items In this case the line items are memo only that is they are printed on the invoice but not posted to General Led ger Rather General Ledger is posted using this amount as described above If you leave this field blank and enter sales tax line items the General Ledger posting will be made to the account numbers supplied on the line items Freight Enter a number with up to 7 digits to left of the decimal and 2 digits to the right of the deci mal If there are any freight charges identify them This amount is credited to the Freight Out account identified in the Parameters file You can also enter the freight amount here and enter type 3 freight line items In this case the line items are memo only that is they are printed on the invoice but not posted to Gen eral Ledger Rather the General Ledger is posted using this amount as described above If you leave this field blank and enter freight line items the General Ledger posting will be made to the account numbers supplied on the line items
293. scount Enter a positive number with up to 3 digits Define the number of days within which invoices must be paid in order to qualify for the dis Accounts Receivable User Manual 19 4 File Maintenance count If no discount terms are offered this field is not required This data is for your infor mation only terms discounts are not directly calculated by the system Specific Days of Month Discount Enter a positive number with up to 2 digits Supply the day of the month from which the payment days are to be counted for discounts You may enter up to two dates for discounts This field is used if you entered a code of 3 in the Receipt Code Discount field This data is for your information only terms discounts are not directly calculated by the system For example assume that the Specific Days Disc are 10 and 25 and the Specific Days Net are 25 and 10 In this example invoices dated from the 25th of the month through the 9th of the next month have their discount due date as the 10th of the month and the net invoice is due on the 25th and for invoices dated from the 10th of the month to the 24th their discount due date is the 25th of the month and their net due dates are the 10th of the next month Receipt Code Net Enter a positive number with 1 digit Supply a code to indicate the date from which the payment days are counted in calculating due dates These codes are 1 From the invoice date 2 From the la
294. se to print just the summary report by entering Y If you enter N both the detail and the summary report will be printed Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable User Manual 133 3 Monthly Processing Step 5 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in
295. secsesseeaeeseeasaeees 284 Option 3 Customer Refunds 286 Option 4 Post Customer Refunds cece 287 Option 5 Calculate Service Charges 288 Accounts Receivable User Manual v Table Contents Option 6 Edit Service Charges Option 7 Service Charges Register Option Post Services Charges piein a a A E E A A Option 9 Write Off Service Charges ssessseseesesessereresesestsrsisesrrrsrsrsrererererenrersrstset 293 Appendik 205 296 Entering INVOICES e EE ETR 296 Deposits 300 Cash Receipts Payment for an Invoice Direct Salei Notes Service
296. ser Manual 273 5 _Reports and Inquiry Option 12 Miscellaneous Customers Use this function to print a report of miscellaneous customers detailing names and addresses The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Miscellaneous Customers information this step provides you with a default sequencing of data records by Customer and Apply To giving additional sort order choice by State Country and Zip Code with the option to change modifiable parameters at run time Selection of data records is provided by Customer Apply To State Country and Zip Code with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all reports not printed on special forms Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Miscellaneous Customers report this step formats the Miscellaneous Customers information The following data items are shown Customer Apply To Name Address City State Zip Code and Country A sample output is shown below Expert Computing Inc 11 08 94 15 18 Miscellaneous Customers Customer Customer Name Zip Country 00000050 00000050 Western Rental Mart 8759 Fir Street Eugene 00000050 South Dakota Steel 4080 Montana Avenue Souix Falls 00000050 Deno s Inc 1599 Maryland Park
297. sing Step 5 In order to print the Sales Tax report this step formats the Sales Tax Districts information The fol lowing data items are shown Tax District Description Rate GL Account Total Sales Taxable Sales and Total Sales Tax As appropriate group headings appear whenever a change occurs in Tax Code If requested totals appear whenever a change occurs in Tax Code When totals are specified the fol lowing items are accumulated Total Sales by Tax Code Taxable Sales by Tax Code and Sales Tax by Tax Code A sample output is shown below Expert Computing Inc 11 08 94 15 35 Sales Tax Month to Date Tax Code 001 No Sales Tax 1 No tax 000 2897 34 2880 50 Tax Code Totals 2897 34 Tax Code 002 State Tax 001 Washington State Tax Urban 081 2020001001 10326 72 10202 60 002 Washington State Tax Rural 079 2020001001 00 00 003 Nevada State Tax 062 2020001001 5930 75 5930 75 Tax Code Totals gt 16257 47 16133 35 Grand Totals gt 19154 81 Step 6 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post Year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Step 7 According to previously specified criteria this step actually performs
298. sort ing process Step 4 In order to print the Customer Types List this step formats the Customer Types information The following data items are shown Customer Type and Description Accounts Receivable User Manual 227 4 File Maintenance A sample output is shown below Expert Computing Inc 10 18 94 09 00 Customer Types List Retail Customer Wholesale Customer Option 15 Sales Tax Codes List Use this function to print a list of the Sales Tax Codes file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Sales Tax Codes information this step provides you with a default sequencing of data records by Tax Code with the option to change modi fiable parameters at run time Selection of data records is provided by Tax Code and Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Sales Tax Codes List this step formats the Sales Tax Codes and Sales Tax Dis tricts information The following data items are shown Tax District Description Rate Total Sales Taxable Sales Sales Tax and GL Account 228 Accounts Receivable User Manual File Maintenance A sample output is shown below
299. splays the Commission Per cent from the Salespersons record for each salesperson that you entered You can override the display If your system does not include Commission Accounting you can make an entry here for your information Comm Basis Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal Provide the percentage of the commissionable dollars that each Salesperson is allocated for this order This percentage is applied either to the Subtotal or to each line item depending on the entry in the Comm on Sub field If the commission is split between two salespeople the first entry represents the percentage that the first salesperson receives and the second entry represents the percentage that the second salesperson receives If Commission Accounting is part of the system the first entry defaults to 100 and the sec ond to 0 You can override these defaults These entries do not need to add up to 100 Any overage or underage will be posted to the House Account in Commission Accounting Accounts Receivable User Manual 25 2 Transaction Processing Comm on Sub Enter Y Yes or No Specify the amount on which commissionable dollars are to be calculated Valid entries are Y The invoice Subtotal amount N Each individual line item amount Leave this field blank if commissions will not be calculated The entered data is validated
300. st day of the month 3 From a specific day or days of the month for example the 15th or the 25th Within Days Net Enter a positive number with up to 3 digits Supply the number of days within which invoices must be paid in full Specific Days of Month Net 192 Enter a positive number with up to 2 digits Supply the days of the month from which the payment days are to be counted for net pay ments You may enter up to two dates for net payments This field is used if you entered a code of 3 in the Receipt Code Net field For example assume that the Specific Days Disc are 10 and 25 and the Specific Days Net are 25 and 10 In this example invoices dated from the 25th of the month through the 9th of the next month have their discount due date as the 10th of the month and the net invoice is Accounts Receivable User Manual File Maintenance 4 due on the 25th and for invoices dated from the 10th of the month to the 24th their discount due date is the 25th of the month and their net due dates are the 10th of the next month Service Charge Rate Enter a positive number with 1 digit to the left of the decimal and 2 digits to the right of the decimal Identify the monthly percentage rate at which service charges are accumulated when an in voice is past due For example if service charges are accumulated at one and one half per cent per month enter 1 5 Service Charge Minimum Enter a positive
301. ster Sellers Company 1030001001WH Accts Receiv Sales Wholesale 3012 3012 1452 20 Line Account Item Cd Description 0001 3010001001WH Sales Wholesale file cabinet 002 001 001 08 89 08 21 89 08 21 89 8 15 89 shipment 24 62 AR Invoice 00 00 69 33 Item Type Sub Code Price Cost Quantity Comm Pct 1358 25 Amount Taxable Sales 271 650 5 00 1064 870 Line Items Total gt 1358 25 1358 25 0003 00000040 Burlington Enterprises 1030001001WH Accts Receiv Sales Wholesale 3013 3013 3854 21 Account Item Cd Description 3010001001WH Sales Wholesale 10 x8 shelving unit Sales Wholesale metal shelf Sales Wholesale 6 x3 bookcase Sales Wholesale desk set Sales Wholesale 3010001001WH 3010001001WH 3010001001WH 3010001001WH Step 5 002 001 002 08 89 08 21 89 09 20 89 AR Invoice 8 18 89 shipment 00 00 00 274 10 Item Type Sub Code Price Cost Quantity Comm Pct 099852 010 5 0 3580 11 Amount Taxable Sales 675 200 2 00 1147 200 154 360 1241 030 206 980 510 600 65 170 50 250 274 100 Taxable Sales Taxable Sales Taxable Sales Sales Tax 1350 40 1543 60 620 94 65 17 274 10 In order to print the Accounts Receivable Journal Summary this step formats the Summarized Distri butions information The following data items are shown Post Year Post Month GL Account De scription Journal Code Operator ID Transaction Date Debits and Cred
302. t the system displays today s date You can enter a new date to override the display Print Paid Invoices Enter Y Yes or N No The initial default value is N This field is required Specify whether or not you want to have invoices that have been paid in full print on the state ment as well as outstanding invoices Accounts Receivable User Manual 261 5 _Reports and Inquiry Ageing Periods Enter a number with up to 3 digits The system displays the ageing periods that were entered in the Parameters file for this report You can override any ageing period Each ageing period refers to either the invoice date or the due date depending on the entry in the Date To Age or Closing Date field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Statement Period Customer Alpha Customer Apply To and Transaction Date with the option t
303. t 09 10 89 1896 Customer Totals gt 12696 33 100 0 5 256 Accounts Receivable User Manual Reports and Inquiry 5 Option 6 Daily Cash Receipts Use this function to print a report that shows all cash receipts that have been posted in sequence by posting date The following processing steps accomplish this job Step 1 This function allows you to enter a low and high cash account range in order to print the Daily Cash Receipts report On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed for the Daily Cash Receipts report Figure 56 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Begin Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Supply the beginning account in the cash account range for the Daily Cash Receipts report End Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Supply the ending account in the cash account range for the Daily Cash Receipts report If only one account is to be printed the Start and End Cash Accounts should be the same Accounts Receivable User Manual 257 5 _Reports and Inquiry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displ
304. t Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total Accounts Receivable User Manual 143 3 Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 15 33 Cash Receipts Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Credits Change Post Month Year 08 89 Account 1010001000 Cash Corporate MRC 0010 0001 00000080 Dominion Business Machin 9988765 PAY 08 09 94 Cash 14675 00 Current Month Totals 14675 00 14675 00 Beginning GL Balance 776673 21 Account Total 91348 21 Account 1010001001 Cash Sales Outlets SRR 0008 0001 00000010 Alexander s Inc 6130 PAY 08 11 89 payment 2170 28 SRR 0008 0002 00000040 Burlington Enterprises 11603 PAY 08 11 89 payment 3111 95 SRR 0008 0003 00000060 Hale s Interiors 817 PAY 08 11 89 payment 2600 00 SRR 0008 0004 00000020 Master Sellers Company 1278 PAY 08 11 89 payment 600 40 SRR 0008 0005 00000050 Miscellaneous Customer 3121 PAY 08 11 89 payment 2789 56 SRR 0008 0006 00000030 Pool and Associates 4421 PAY 08 11 89 payment 3000 00 SRR 0008 0007 00000020 Master Sellers Company 1279 PAY 08 11 89 deposit 1500 00 SRR 0008 0008 00000050 Miscellaneous Customer 3144 PAY 08 11 89 deposit 2000 00 Current Month Totals 17772 19 17772 19 Beginning GL Balance 2148193 22 Account Total gt 2165965 41 144 Accou
305. t also be indicated on the invoice when it is entered so that the system can track the deposit correctly If this receipt is not being applied to an invoice for example for an on account receipt leave this field blank You can use PF2 to search the unpaid Invoices file if this is an Apply To Type 3 If you enter an invoice number and that invoice is on your Unpaid Invoices file you may press PF17 to default the credit amount to the current invoice balance Description The system displays the amount due on this Apply To invoice including all invoices re ceipts or adjustments that apply Balance This field is used to display the description for transaction types as follows AR Invoice Debit Credit Memo AR Adjustment Cash Receipt OE Invoice Service Charge NYDN fF WN Prepayment Accounts Receivable User Manual 113 2 Transaction Processing Credit Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If the receipt applies to an existing receivable that has been or will be posted enter the amount to apply This amount will be credited to the Receivable Account that you enter Leave this field blank for items that do not affect a receivable for example cash sales Use the Direct Amount field instead Discount Given Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amou
306. t be allowed to edit the Operator ID Figure 22 The Accounts Receivable Cash Receipts Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next Accounts Receivable User Manual 105 2 Transaction Processing The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of cash receipts This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indi
307. t be printed before running the Close Month procedure Sales Tax Report Printed The system displays Y Yes or N No The initial default value is This field indicates whether or not the Sales Tax report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Sales Tax report is printed and set to when invoices are posted Preprinted Statements 216 Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not preprinted forms will be used when printing Statements The format for preprinted statements is the same as the format for regular statements except that the company name and column headings are not printed by the computer Accounts Receivable User Manual File Maintenance 4 Preprinted forms which are appropriate for use with Customer Statements are available from well known forms companies Sales GL Distribution Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Sales GL Distribution report be printed before running the Close Month procedure Sales GL Distribution Report Printed The system displays Y Yes or N No The initial default value is N This fiel
308. t from the city that was entered dur ing system installation If you enter a city here be sure to also supply the state and zip code State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for each division if appropriate Zip Code Enter an alphanumeric field up to 10 characters in length Provide the zip code for each division if appropriate Country Enter an alphanumeric field up to 20 characters in length Supply the country in which each division is located if appropriate The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Accounts Receivable User Manual 181 4 File Maintenance Press ENTER to save the information on this screen Select the Next Record option to go to the next Customer Divisions record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Divisions file Option 3 Customer Areas Use this function to enter and edit Customer Areas records Customer Areas provides you with an other way to subdivide your customers the areas need not be geographical Many reports in Accounts Receivable are sorted by Customer Area When you use this function a record of all entries will be printed For addi
309. t the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Transaction Number The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail It is printed on many reports and inquiries throughout Accounts Receivable Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use PF2 to search for an appropriate entry Identify the customer whose invoice is to be adjusted This number must be on file in the Customers file The system displays the customer s name so that you can verify your entry Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Identify the invoice that you are adjusting with this entry Adjust Date Enter a date YMD This field is r
310. tain day to day risk of losing data due to sudden power surges or outages and other sys tem problems Recovery Processing is used to manually restore information to system maintained files and fields which are normally not accessible during Live Operations Accounting Audit Trails During Live Operations the Transaction Processing File Maintenance and Reports and Inquiry menus provide functions used during day to day operation of the system Accounts Receivable User Manual 5 1 General Information To process transactions a three step procedure is followed 1 transaction entry 2 printing journals and 3 transaction posting where records are integrated with permanent master files Transaction Entry Entry of data occurs in groups or batches called Control Groups which you should review prior to posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions when they are entered Accounts Receivable may also receive customer invoice information from Order Entry Journal Printing After transaction entry the control groups must be printed on a journal before they can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of yo
311. tains this field it is set to Y when the Cash receipts GL Distributions report is printed and set to N when cash receipts are posted Accounts Receivable User Manual 217 4 File Maintenance Adjustments GL Report Required Enter 7 Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Adjustments GL Distribution report be printed before running the Close Month procedure Adjustments GL Report Printed The system displays Y Yes or No The initial default value is This field indicates whether or not the Adjustments GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to 7 when the Adjustments GL Distributions report is printed and set to N when adjustments or refunds are posted Subsidiary Code GL Distributions Report Required Sub Code GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not the Subsidiary Code GL Distributions report should be printed before the month is closed Subsidiary Code GL Distributions Report Printed The system displays Y Yes or N No The initial default value is N The system will set this field to when you print the Subsi
312. te 2 Due date Ageing Periods Enter a number with up to 3 digits The system displays the ageing periods that were entered in the Parameters file for this report You can override any ageing period Each ageing period refers to either the invoice date rot he due date depending on the entry in the Date To Age or Closing Date field A positive entry indicates the number of days after the invoice or due date Accounts Receivable User Manual 243 5 _Reports and Inquiry Period Ending Dates The system displays a date YMD These dates shown you the actual ending date for each ageing period that is to be printed This date is determined by subtracting the number of days in the corresponding Ageing Period to the Ageing Date For example if the Ageing Date is 6 30 90 and the ageing periods are 0 30 60 and 90 the Period Ending Dates will be 6 30 90 5 31 90 5 01 90 and 4 01 90 Print Description Enter Y Yes or N No The initial default value is N You can choose to print the description of each transaction on the Transaction Register Printing this information requires an extra line By default the system displays N The display can be changed Y Print the customer s purchase order number description for each transaction on the Trans action Register N Do not print customer purchase order numbers descriptions for each transaction on the transaction Register The entered data is validated Du
313. ted to the offset account entered for the line item The same holds true for the Freight and Sales Tax fields on the header and type 3 and 4 line items respectively If no entry was made on the header the line item is posted to the offset account If an entry was made on the header the line item is memo only Quantity Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the number of items sold If units do not apply here enter 1 For a credit memo or a discount line item enter a negative number Price Enter a positive number with up to 6 digits to the left of the decimal and 3 digits to the right of the decimal Supply a unit price for the item being sold If the price per unit does not apply here enter the line item amount Offset Account Enter an upper case alphanumeric field up to 12 characters in length You can use PF2 to search for an appropriate entry The offset account is defaulted from the customer s record You may override this entry This is the account to which the line item amount will be posted For invoices freight sales tax and debit memos this account is credited For credit memos and discounts this account is debited Accounts Receivable User Manual 103 2 Transaction Processing If your system includes General Ledger this account number must be on file in the Chart of Accounts file The system displays the corresponding descript
314. tents Option ft En rE NE bene essere 222 Option 12 Customer Divisions List 225 Option 13 lt Customer Areas List soso 226 Option 14 5 151 227 Option 15 Sales Tax Codes 151 228 Option 16 Terms 229 Option 17 Dunning Codes Mist iisc sires diate sean dani ania 231 Option 18 Recurring Billings List eeeeceeeeececsecsceseeecessessessesseeseeaeaeees 233 Option 19 Parameters sen 235 Option 20 237 Option vans awe date 238 Option 22 Rolodex Cards oc ecceecssesseeeessesesseeseeseeeceecsecsessesseeseeeceeseesesseeseesseaeeesees 239 Chapter 5 Reports and Inquiry sscssscscsscsssccscsecssssesceessessesseesssseess 241 Option 1 Transaction Register 0 0 esesseeseeseeeceececsessesaeeseeeeesseesesseeaeesseaseeeaes 242 Option 246 Option 3 Unpaid Invoices Sa Gere Redhead 249 Option 4 Transaction History cccceceessesesseeeeseeeceecseesessecsceseeecsecseesesseeaeeaseacaeees 251 Option 5
315. tep 5 In order to print the Cash Receipts Projection this step formats the Transactions information As ap propriate group headings appear whenever a change occurs in Customer If requested totals appear whenever a change occurs in Customer or Account Number When totals are specified the following items are accumulated Total Balance Amount Total and Ageing Period Percent Grand totals print at the end showing Total Balance Amount Total and Ageing Period Percent A sample output is shown below Expert Computing Inc 11 08 94 15 07 Cash Receipts Projection Projected as of 11 08 94 Using Due Date 11 15 94 11 22 94 11 29 94 12 06 94 Apply To Description Balance 7 amp Under 8 To 14 15 To 21 22 To 28 Customer 00000010 Alexander s Inc 0040 Service Charge 06 10 89 1001 6 6 89 Supply shipme 07 10 89 1013 chair shipment 6 12 07 21 89 1016 shelving units shipp 07 21 89 1018 correction 08 12 89 2002 7 6 89 shipment 08 09 89 2022 7 26 89 shipment 08 30 89 3001 Special order shipme 09 10 89 3002 8 2 89 shipment 09 10 89 401 Opening Entry 05 14 89 7210 deposit 07 31 89 7211 deposit 07 31 89 89071000 Monthly shipment 08 09 89 Customer Totals gt Customer 00000040 Burlington Enterprises 100001 P10982 09 11 89 1003 P10982 09 11 89 831 1023 6 28 89 shipment 07 30 89 gt 57 2013 7 19 89 shipment 08 20 89 x 1267 2016 7 19 shipment 08 20 89 3954 3003 8 5 89 shipment 09 10 89 4589 3004 8 10 89 shipmen
316. that this number be exactly sequential the number itself is important as a part of your audit trail It is printed on many reports and inquiries throughout Accounts Receivable Check Number Enter a positive number with up to 9 digits Supply the number imprinted on the check Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use PF2 to search for an appropriate entry Identify the customer who issued this check The customer number must be on file in the Customers file The system displays the customer name so that you can verify your entry Check Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If this cash receipt applies to the receivable accounts entered on the line items the Check Amount is given by this formula Check Amount Credit Amount Discount Given Write Off Amount Alternatively if this cash receipt applies to the Direct Accounts entered on the line items the Check Amount is given by this formula Check Amount Direct Amount Discount Given Direct Credit And Write Off amounts as well as Discount Given are entered on the line item screens for this cash receipt Date Enter a date YMD This field is required In ADD mode this field will automatically be saved from one record to the next This is the date the check was received deposited not the date printed on the che
317. the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The system displays the operator ID you entered at log on All transactions are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of cash receipts This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 108 Accounts Receivable User Manual Transaction Processing 2 E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Cash Receipts Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Cash Receipts Control G
318. the customer s average daily balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Have Sub Code With Blank Sub Type E Cannot Have Sub Type With Blank Sub Code E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Cannot Post to the 13th Month in a 12 Month Fiscal Year E Invalid Application Type E Offset Account Not on File E Receivable Account Not on File E Subsidiary Code Not on Subsidiary Codes By Account File E Subsidiary Codes by Account File Does Not Exist W Adjustment Amount Has Not been Entered W Customer Apply To Not on Unpaid Invoices File W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will Be Treated as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Adjustments Control Groups screen Select Next Record to go to the next Adjustments record Select End to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments file 54 Accounts Receivable User Manual Transaction Processing 2 Option 4 Invoices Journal Use this function to print a journal of invoice trans
319. the desired selection and or sort ing process Step 5 This step processes the information for Recurring Billings and Recurring Billings Line Items Under certain conditions records in the Invoice Control Groups Invoices and Invoice Line Items files will be added Updates to certain fields in the Parameters Recurring Billings and Invoices files will oc cur Generalized routines are performed to define Due Dates in Accounts Receivable 116 Accounts Receivable User Manual Transaction Processing 2 Print Invoices Use this function to print invoices on standard 8 1 2 x 11 white stock paper or on special preprinted forms depending on the entry in the Parameters file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Operator ID Control Number and Invoice Number with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Num ber and Invoices Printed with the option to enter user specified comparisons at run time Step 2 This disposition is used to print invoices Although they are designed to print on 8 1 2 x 11 white paper many customers may have preprinted forms they wish to use which may require modification of this disposition function Step 3 According to previously specified criteria this step actually performs the desired selec
320. the desired selection and or sort ing process Step 8 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID Transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount And Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account 150 Accounts Receivable User Manual Monthly Processing 3 component If requested totals appear whenever a change occurs in Account Number account com ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 36 Sales Detail GL Distributions Description Debits Credits Net Change ID Ctrl Trx Customer Inv Ck Trx Date Post Month Year 06 89 Account 1030001001WH Accts Receiv Sales Wholesale 0000 0000 00000010 Alexander s Inc 401 SVC 06 30 89 Svc Charge Write 20 26 0000 0000 00000020 Master Sellers Company 333 SVC 06 30 89 Svc Charge Write 2 00 0000 0000 00000040 Burlington Enterprises 404 SVC 06 10 89 Svc Charge Write 22 22 0000 0000 00000040 Burlington Enterprises 604 SVC 06 10 89 Svc Charge Write 101 90
321. the new service charges are calculated The following processing steps accomplish this job Step 1 Use this function to enter the Closing Date for calculation of service charges Service charge calcula tion will be affected by the entries in the Summary Service Charges Compound Service Charges and Use Average Daily Balance fields on the Parameters file Service charges should be processed monthly just before the month is closed On the following pages the screen displayed by this function is shown The screen shown below allows you to enter a closing date for the calculation of Service Charges Figure 63 The Accounts Receivable Calculate Service Charges Screen Data items for the preceding screen are described below Closing Date Enter a date YMD This field is required The system stores the closing date for service charges so that it can be printed on the Service Charge Register The closing date also determines how many days overdue any given invoice is The system date is the default value you can change it 288 Accounts Receivable User Manual Refunds and Service Charges 6 Prior Closing Date Enter a date YMD The system supplies the date that service charges were last calculated The number of days between the Prior Closing Date and the current Closing Date is used to determine the Average Daily Balance The entered data is validated During validation including access to other files condi
322. the set of dunning letters which will be sent to this customer if receivables are over due The code you enter must be on file in the Dunning Codes file The system displays the description of the code from that file so that you can verify your entry Dunning Letters are printed from the Reports and Inquiry menu in Live Operations Date Dunning Sent The system displays a date YMD The date on which the last dunning letter was printed for this customer is displayed On Order Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup supply the total dollar value of all outstanding sales orders not yet shipped to the customer During Live Operations the system maintains and displays the total amount of all outstanding sales orders not yet shipped to the customer The Order Entry ap plication updates this field Balance Due The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal For new records entered during Initial Setup this field is zero When you run the Process Initial Setup function the system will calculate the total amount of outstanding invoices based on the opening entries and will place the result in this field During Live Operations the system maintains and displays the total amount of all outstanding invoices for the customer This field is updated during transaction
323. through EOM TAR CASH RECEIPTS SRR 0008 03 16 90 14 23 Through 8 10 89 TAR INVOICES KAJ 0015 05 16 90 10 06 TAR INVOICES MRC 0017 08 09 94 15 28 FROM ORDER ENTRY TAR INVOICES MRC 0018 152569 09 20 94 12 15 FROM ORDER ENTRY TAR INVOICES MRC 0019 09 20 94 14 34 FROM ORDER ENTRY TAR INVOICES SRR 0001 03 13 90 14 17 Orders through 6 10 89 TAR INVOICES SRR 0002 03 13 90 15 45 Orders 6 11 6 20 89 TAR INVOICES SRR 0003 03 13 90 15 45 June order 6 21 89 EOM TAR INVOICES SRR 0004 03 27 90 09 26 Service charges opening entry Accounts Receivable User Manual 139 3 Monthly Processing Option 7 Print All GL Distributions Use this function to print the Sales Cash Receipts Adjustments and Subsidiary Code General Ledger Distributions reports The following processing steps accomplish this job Step 1 This is the standard disposition used for all reports not printed on special forms Step 2 In preparation for performing a sort selection process on the Month To Date Postings information this step provides you with a default sequencing of data records by Post year Post Month Account Num ber Operator ID and Transaction No giving additional sort order choice by account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account Number and account component with the option to enter user specified comparisons at run tim
324. tion The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Enter a positive number with up to 4 digits Accounts Receivable User Manual 4 2 Transaction Processing The system automatically numbers cash receipt line items in sequence beginning with 1 you may change this number Each paid invoice or direct sale item must be identified by a unique number Apply To Type Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 1 2 and 3 This field is required In ADD mode this field will automati cally be saved from one record to the next Identify how the receipt should be applied If the customer is a Balance Forward customer a I defaults if the customer is Open Item a 3 defaults If you define this receipt as type 1 the amount will be applied to the oldest invoices first The system displays the description so that you can verify your entry Valid codes and their meanings are 1 Apply on Account 2 Deposit 3 Apply to Invoice or Direct Sale Apply To Enter an upper case alphanumeric field up to 8 characters in length Identify the invoice to which this receipt should be applied If this receipt i
325. tion 1 Historical Information Accounts Receivable maintains historical information for several types of data The Customer History file maintains total sales total margin the number of invoices the high balance and the total number of days it took to pay the invoices for each customer by month You may choose to keep customer history by either calendar or fiscal year On the Parameters file you can specify the number of months of customer history you wish to keep The Transaction History file saves invoice receipt and adjustment detail for each customer When paid invoices are purged from the Current Transactions file at end of month they are stored on the Transaction History file On the Parameters file you can specify the number of months of transaction history to keep The Transaction Control file keeps a record of each control group of transactions that is posted Op erator ID journal code file posted number of transactions and total amount posted are among the types of information kept This information is available in inquiry or as hard copy As with the other types of history you can specify the number of months of historical transaction control information to keep with an entry on the Parameters file The advantage of saving data for an extended period of time is that it allows you online access to more information The disadvantage of saving a great deal of historical information is that it consumes disk space and may affect
326. tion and customer reports as well as view many different types of information Figure 51 The Accounts Receivable Reports and Inquiry Menu Option 1 Transaction Register Use this function to print a detail listing of customer transactions printing the balance in the appropri ate ageing column Zero balance invoices are not included for months prior to the current month this information is located on the Transaction History file The following processing steps accomplish this job Step 1 This function allows you to enter the ageing date choose which date to age from enter the ageing periods and choose whether or not to print the transaction description On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print the Transaction Register re port 242 Accounts Receivable User Manual Reports and Inquiry 5 Figure 52 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Ageing Date Enter a date YMD This field is required You can specify the date from which the transactions to printed will be aged By default the system displays today s date You can enter a new date to override the display Date to Age Enter a positive number with 1 digit The system displays the Ageing Type entry from the Parameters file If you wish you can change it Valid options are 1 Invoice da
327. tion and or sort ing process Step 4 This function checks the Parameters file to see if preprinted forms are to be used Step 5 In order to print Invoices on plain 8 1 2 x 11 inch paper this step formats the Invoices and Invoice Line Items information The following data items are shown Line Item Description Quantity Price and Amount Accounts Receivable User Manual 117 2 Transaction Processing A sample output is shown below APPX Demonstration Company 990 Hammond Dr Ste 800 Atlanta GA 30328 Invoice Number Invoice Date 08 21 89 Apply To Sold To Burlington Enterprises 404 W 12th Street Spokane WA 98003 Due Date 09 20 89 Your No 89A 556 Terms 2 10 Net Salesperson Mr Jarvis W Payne Description Quantity Price special order desk 1 00 1200 000 leather office chair 2 00 325 000 118 Accounts Receivable User Manual Transaction Processing 2 Step 6 In order to print Invoices on preprinted forms this step formats the Invoices and Invoice Line Items information The following data items are shown Line Item Description Quantity Price and Amount A sample output is shown below APPX Demonstration Company 990 Hammond Dr Ste 800 Atlanta GA 30328 INVOICE Invoice Number 3011 Invoice Date 08 21 89 Apply To 3011 Sold To Burlington Enterprises 404 W 12th Street Spokane WA 98003 Due Date 09 20 89 Your 89A 556 Terms 2 10 Net 30 Salesperson Mr Jarvis W
328. tions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Customer Areas You can use this file to define the various areas in which your customers are located The areas need not be geographical Figure 38 The Accounts Receivable Customer Areas Screen 182 Accounts Receivable User Manual File Maintenance 4 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preced
329. tions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Prior Closing Date Must Be Earlier Than Current Closing Date W Service Charges Have Been Posted For The Current Period W There Are Unposted Invoices Cash Receipts or Adjustments Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Account Number Customer Apply To and Transaction Type with on option to change the sequence at run time Selection of data records is provided by Account Number Customer and Apply To with the option to enter use specified comparisons at run time Step 3 This is the standard disposition used for all posting functions Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Transactions The entire contents of the Service Charges and Daily Balances files will be deleted The Service Charges and Daily Balances files will be created Under certain conditions records in the daily Balances and Service Charges files will be added Up dates to certain fields in the Daily Balances file will occur Accounts Receivable User Manual 289 6 Refunds and Service Charges Option 6 Edit Service Charges Use this functi
330. ts Receiv Sales Wholesale 22 22 00000040 Burlington Enterprises 404 06 10 89 1030001001WH Accts Receiv Sales Wholesale 22 22 00000040 Burlington Enterprises 604 06 10 89 1030001001WH Accts Receiv Sales Wholesale 101 90 00000040 Burlington Enterprises 604 06 10 89 1030001001WH Accts Receiv Sales Wholesale 101 90 Step 5 This step prevents CANCEL from canceling the current job Step 6 This step processes the information for Transactions Under certain conditions records in the Trans action Control file will be added Updates to certain fields in the Parameters and Transaction Control files will occur Generalized routines are performed to Post AR Transactions in Accounts Receivable do Month to Date Postings in Accounts Receivable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 7 This function displays a warning to the operator if any errors were encountered during posting 294 Accounts Receivable User Manual Appendix A Appendix A Introduction This Appendix is intended to show the accounting impact of transactions entered and posted in Ac counts Receivable The T charts show the debits DR and credits CR to General Ledger accounts for a number of typical transactions The values of pertinent fields are also shown for each example Entering Invoices When an invoice is entered it may have associated with it a Customer Discount a Freight charge and or Sales Tax Not
331. ts can be printed and inquiries can be used to supply information at any time during the month Purpose This manual provides instructions for using the Live Operations phase of the Accounts Receivable application Use this manual as a guide for performing day to day and monthly procedures The features described in this manual are included in the standard Accounts Receivable application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Default sort sequences e Selection criteria for all outputs e Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications It also includes overviews of the operational and accounting concepts that characterize the design of all APPX accounting software Since the information contained in the APPX User Manual is not repeated in this or other APPX manu als you should read it carefully prior to working with the system 4 Accounts Receivable User Manual General Information 1 The Accounts Receivable System Administration manual describes the
332. ually performs the desired selection and or sort ing process Step 10 This step creates balance forward records in the Transactions and Unpaid Invoices files for balance forward customers Related records in the Transactions and Unpaid Invoices files will then be de leted Step 11 This step processes the information for Sales Tax Districts Updates to Month to Date Quarter to Date and Year to Date dollar fields in the Sales Tax Districts file will occur Step 12 This step processes the information for Parameters the calendar and fiscal month and year are ad vanced 162 Accounts Receivable User Manual Monthly Processing 3 Step 13 This step processes the information for Customer History and Customer History by Month Records older than the Number of Months of Customer History defined on the Parameters file will be de leted Step 14 This step processes the information for customers record protection fields will be reset in the Custom ers file if that customer has no more transactions on file Step 15 In preparation for performing a sort selection process on the Transactions History information this step provides sequencing of data records by Customer Apply To and Invoice Due Date with no Op tion to change the sequence at run time Step 16 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 17 This step processes the inform
333. uiry 5 Option 4 Transaction History Use this function to print transaction history information for your customers You also have the option to include current transactions on this report The following processing steps accomplish this job Step 1 This function checks to see whether the end user has chosen to keep Transaction History before ex ecuting any function that requires the file Step 2 Transaction History records include all the transactions for fully paid invoices that have been removed from the current Transactions file by means of a Close Month process and that are within the guide lines of the number of Months of Transaction History established in the Parameters file This function allows you to choose to include current transactions in addition to historical information on the Transaction History Report On the following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed to print the Transaction History report Figure 54 The Accounts Receivable Transaction Processing Menu Data items for the preceding screen are described below Accounts Receivable User Manual 251 5 _Reports and Inquiry Include Current Transactions Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not transactions for the current month should be included in this report NOTE Even if you answer Y
334. umber and account component with the option to enter user specified comparisons at run time Step 11 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 12 In order to print the report requested this step formats the Month To Date Postings information The following data items are shown Operator ID transaction No Customer Name Invoice Check Num ber Transaction Type Transaction Date Apply Type Debit Amount and Credit Amount As appro priate group headings appear whenever a change occurs in Post Month Account Number or account component If requested totals appear whenever a change occurs in Account Number account com Accounts Receivable User Manual 145 3 Monthly Processing ponent or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below Expert Computing Inc 11 08 94 15 33 Adjustments Detail GL Distributions ID Ctrl Trx Customer Inv Ck Trx Date Description Credits Net Change Post Month Year 08 89 Account 1030001001WH Accts Receiv Sales Wholesale SRR 0000 0001 00000040 Burlington Enterprises 111 ADJ 08 12 89 order cancelled apply 900 00 SRR 0000 0002 00000040 Burlington Enterprises 1023 ADJ 08 12 89 order cance
335. unning Letters this step formats the Unpaid Invoices information The following data items are shown Apply To Description Invoice Date Invoice Due Date and Balance Due One Dunning Letter is printed for each customer that has a balance that is overdue by the appropriate num ber of days Accounts Receivable User Manual 265 5 _Reports and Inquiry A sample output is shown below Expert Distributing Inc 11 08 94 449 Maryland Pkwy Suite 401 Las Vegas NV 89109 00000060 Hale s Interiors 945 8 Airport Way Seattle WA 98109 Helen Walls The invoices listed above are seriously past due If payment is not received within the next 7 days this matter will be turned over to a collection agency As of 11 08 94 the following invoices are past due Invoice Description Trx Date Due Date Balance 6 28 89 shipment 06 30 89 07 30 89 7 7 89 shipment 07 10 89 08 09 89 7 17 89 shipment 07 21 89 08 20 89 easel shipment 07 31 89 08 30 89 Sincerely APPX User Accounts Receivable Clerk 266 Accounts Receivable User Manual Reports and Inquiry 5 Option 10 Customer Credit Use this function to print credit information by customer You can print the transaction detail if you choose The following processing steps accomplish this job Step 1 You can use this function to choose whether or not to print the transaction detail for each customer on this report On the following pages the screen displayed by this function is s
336. unts Receivable User Manual Transaction Processing 2 control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID Figure 3 The Accounts Receivable Invoices Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID which you entered at log on is displayed All control groups are separated by operator Accounts Receivable User Manual 15 2 Transaction Processing Control No Enter a positive number with
337. up to 7 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No the initial default value is This field is required Indicate whether or not you want to restrict access to these invoices Y Yes access should be restricted to the user who enters the invoices N No access is not restricted Any user can edit these invoices Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of invoices This description appears on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the total of all invoices This total is balanced against the running total being kept by the system as each transaction is entered Customer Hash Total Enter a positive number with up to 12 digits Supply the hash total of all customer numbers on this group of invoices Any discrepancy between the hash total entered and the calculated hash total may represent transposition errors on one or more customer numbers Print Journal Enter Y Yes
338. ur audit trail During journal printing the system performs validation checks on the data to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at the end of the journal A control group that prints with errors will not be allowed to post until the errors are cor rected and the journal is reprinted without error This process ensures that data is verified twice prior to being posted to permanent master files and gives added assurance that erroneously entered data will not be posted to permanent files Transaction Posting Once transactions have been entered and the journal has been printed without error the control group is ready to be posted to our permanent master files This process usually involves adding records to a system maintained detail file and summarizing the detail for historical records Each transaction is deleted after it has been posted Any errors encountered will be printed on an error log During post ing Accounts Receivable may transfer sales information to Sales Analysis commissions to Commis sion Accounting and cash receipts to the Outstanding Checks file in Accounts Payable In Accounts Receivable the detail files are Month to Date Postings Transactions and Unpaid In voices historical records are maintained in the Customer History Transaction Control and Transac tion History files Modification Logs In all APPX applications optional Modification Log
339. v Sales Wholesale 0000 0000 00000010 227222222222222222222222 401 SVC 07 31 89 Svc Charge Write Off 00 20 56 0000 0000 00000020 Master Sellers Company 333 SVC 07 31 89 Svc Charge Write Off 00 2 02 Current Month Totals 0 22 58 22 58 Beginning GL Balance 110596 07 Account Total gt 110573 49 Accounts Receivable User Manual 127 3 Monthly Processing Step 6 In order to print the report requested this step formats the Month To Date Postings information As appropriate group headings appear whenever a change occurs in Post Month If requested totals ap pear whenever a change occurs in Post Month When totals are specified the following items are ac cumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end showing Debit Amount Total Credit Amount Total and Net Change Amount Total A sample output is shown below s Expert Computing Inc 11 08 94 15 26 LGG Page 1 Sales Summary GL Distributions Account Account Name Debits Credits Net Change Post Month Year 06 89 1030001001WH Accts Receiv Sales Wholesale 00 146 38 146 38 3060000000 Miscellaneous Income 146 38 00 146 38 Post Month Year 06 89 Totals gt 146 38 146 38 Post Month Year 07 89 1030001001WH Accts Receiv Sales Wholesale 00 22 58 22 58 3060000000 Miscellaneous Income 22 58 00 22 58 Post Month Year 07 89 Totals gt 22 58 22 58
340. vable User Manual Reports and Inquiry 5 A sample output is shown below Expert Computing Inc 11 08 94 15 08 Daily Cash Receipts Trx Post ont Yr Customer escription rx Date Check No ID Cont Ne Mo Yr Cust De ipti Trx Date Check N Date Check Received 06 10 89 Account 1030001001WH Accts Receiv Sales Wholesale 7 0000 0000 06 89 00000040 Burlington Enterprises Svc Charge Write Off 06 10 89 404 404 7 0000 0000 06 89 00000040 Burlington Enterprises Svc Charge Write Off 06 10 89 604 604 SRR 0004 0001 08 89 00000010 Burlington Enterprises Service Charge 06 10 89 50100 0040 SRR 0004 0002 08 89 00000040 Burlington Enterprises Service charge 06 10 89 50101 604 SRR 0004 0003 08 89 00000040 Burlington Enterprises Service charge 06 10 89 50102 404 Account Number Subtotals gt Account 1050001000 Service Charges Receivable SRR 0004 0001 08 89 00000010 Burlington Enterprises Service 06 10 89 50100 0040 SRR 0004 0002 08 89 00000040 Burlington Enterprises Service 06 10 89 50101 604 SRR 0004 0003 08 89 00000040 Burlington Enterprises Service 06 10 89 50102 404 Account Number Subtotals gt Account 3060000000 Miscellaneous Income 0000 0000 06 89 00000040 Burlington Enterprises Svc Charge Write Off 06 10 89 404 404 0000 0000 06 89 00000040 Burlington Enterprises Svc Charge Write Off 06 10 89 604 604 Account Number Subtotals gt Transaction Date Subtotals gt Date Check Received 06 30 89 A
341. way Las Vegas 274 Accounts Receivable User Manual Reports and Inquiry 5 Option 13 Sales History Inquiry Use this function to view sales history information by customer In order to print the Sales History Inquiry this step formats the Customer History information The following data items are shown Customer Name Year Month Sales Margin Cost Gross Margin Percent Total Sales Total Margin Total Margin Total Cost and Total Gross Margin Percent A sample output is shown below Sales History Customer 00000030 Pool and Associates Year 89 Sales Margin Gross Margin 19215 63 Accounts Receivable User Manual 275 5 _Reports and Inquiry Option 14 Transactions Inquiry Use this function to view current transactions for a customer In order to print the Transactions Inquiry this step formats the Customers and Transactions informa tion The following data items are shown Customer Name Phone Apply To Transaction Type Invoice or Check Number Operator ID Order Number Transaction Date Invoice Due Date Amount and Balance A sample output is shown below Current Transactions iee de deede de Ae kede We kede Je Wee de We Me de Je Aee de ke Customer 00000030 Pool and Associates 804 887 9836 Apply To Typ Invc Chck Op O
342. will be printed on various reports throughout Ac counts Receivable and may be useful as a part of your audit trail Bank Transit No Enter an alphanumeric field up to 6 characters in length Supply the bank transit number printed on the check This is the number requested on the bank deposit slip Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use PF2 to search for an appropriate entry Provide the number of the cash account that will be debited for this receipt If your system includes General Ledger this number must be on file in the Chart of Accounts file and the system displays the corresponding description so that you can verify your entry Accounts Receivable User Manual 111 2 Transaction Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Post to the 13th Month in a 12 Month Fiscal Year E Check Number Must Be Entered W Check Amount Has Not Been Entered W No Unpaid Invoices Will Be Created as an On Account Payment W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will Be Treated as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go ba
343. y specified criteria this step actually performs the desired selection and or sort ing process Step 20 In order to print the Subsidiary Code Detail GL Distributions this step formats the Month To Date Postings information The following data items are shown Transaction No Customer Name In voice Check Number Transaction Type Transaction Date Description and Amount 156 Accounts Receivable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 15 38 Subsidiary Code Detail GL Distributions Invc Chk Trx Description Subsidiary Type GL Subsidiary Code JONES 2 Salesperson Sam Jones JONES 0001 00000010 Alexander s Inc 08 11 89 special order desk 900 00 0001 00000010 Alexander s Inc 08 11 89 special order chairs 600 00 Subsidiary Code Subtotals 1500 00 Subsidiary Code PETERS 2 Salesperson George Peters PETERS 0005 00000020 Master Sellers Company 3005 08 11 89 special order table 2704 00 Subsidiary Code Subtotals 2704 00 Subsidiary Code WILLIAMS 2 Salesperson Kris Williams WILLIAMS 0006 00000050 Deno s Inc 08 11 89 shelving unit 5401 60 0006 00000050 Deno s Inc 08 11 89 shelving unit 529 15 Subsidiary Code Subtotals 5930 75 Subsidiary Type Subtotals 10134 75 Grand Totals 10134 75 Step 21 In order to print the Subsidiary Code Summary GL Distributions this step formats the Month To Date Postings information As appropriate group headin
344. yed Errors E Warnings W and Messages M that may result are shown below 96 Accounts Receivable User Manual Transaction Processing 2 E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file The screen shown below presents information about Invoices This file contains information that applies to the entire invoice such as customer number terms code total invoice amount freight and sales tax Figure 20 The Accounts Receivable Invoices Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displaye

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