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Realtime User Manual - Realtime Software Corporation

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1. CMO01IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY CONTACT 001 x PERSONAL INFORMATION 1 MISS MS MRS MR 14 ADDR1 2 FIRST NAME 15 ADDR2 3 MIDDLE NAME INT 16 CITY 4 LAST NAME 17 ST CTNY 5 PHONETIC 18 POSTAL 6 NICKNAME 19 COUNTRY 7 TITLE 20 PHONE 8 PHONE EXTENSION 21 B DAY 9 VOICE MAIL EXT 22 SPOUSE 10 CONTACT TYPE 23 B DAY 11 FAX NUMBER 24 ANNIV 12 MAIL CODES 25 CHLDRN 26 TEXT 13 E MAIL ENTER LINE TO CHANGE TO VOID DEL ETE ENTER OR TO POST CMO01IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY CONTACT 001 MR JOHN JACKSON x PERSONAL INFORMATION 1 MISS MS MRS MR MR 14 ADDR1 3899 S PINE 2 FIRST NAME JOHN 15 ADDR2 3 MIDDLE NAME INT 16s GITY FAYETEVILLE 4 LAST NAME JACKSON 17 ST CTNY NC 5 PHONETIC 18 POSTAL 78934 6 NICKNAME 19 COUNTRY 7 TITLE FIRE CHIEF 20 PHONE 8 PHONE EXTENSION 386 777 8983 21 B DAY 08 22 50 9 VOICE MAIL EXT 22 SPOUSE ANNE 10 CONTACT TYPE 23 B DAY 11 FAX NUMBER 24 ANNIV 12 MAIL COD
2. NAME CARRBORO FIRE DEPARTMENT B O ALLOWED ADDRESS 1 ATTN CHIEF WAYNE LACOCK ZONE ADDRESS 2 PO BOX 545 CATEGORY CITY CARRBORO TYPE ST COUNTY NC STATUS POSTAL CD 27510 MARKET AREA COUNTRY ACCT AT CUST CUST CLASS REG COUNTRY CODE PHONE NO 919 968 7715 ORDER TAX CODE T FAX NUMBER SOURCE OF LEAD TELEX NO P O REQUIRED CONTACT WAYNE LACOCK BLANKET P O TITLE SHIP VIA UPS GROUND A R CUSTOMER FOB ORDER TYPE SALESMAN i1 NO PICK TICKET SALESMAN 2 PERCENT CASH SALES ONLY RESALE FREE FREIGHT AR OPEN AR C REDIT I NFO O PTIONS OO OPEN ORD OR RTN FOR CUST AR Choices for further inquiries are listed on the bottom of the screen or type O to see even more inquiry options CM01Q CW REALTIME SOFTWARE CORP CUSTOMER INQUIRY 14 May 03 CUSTOMER 12390 TX TOGGLE TAX CODES U USER HISTORY OO OPEN ORDERS OQ OPEN QUOTES OOH OPEN ORDER HISTORY OQH OPEN QUOTE HISTORY AR OPEN ACCOUNTS RECEIVABLE SCREEN BUILDER INQUIRY C CREDIT INFORMATION H PAYMENT HISTORY OLD WAY S SHIP TO TB A R TRIAL BALANCE EF EMAIL FAX INFO PR CUSTOMER PRICE INQUIRY DR DEMO REQUEST SA MONTHLY SALES ANALYSIS DRH DEMO REQUEST HISTORY I CONTACT AN
3. DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Display of the CONTACT TYPE table by Code SQ Code Description I CW INTER COMPANY 2 J E MAIL 3 F FAX 4 IP IN PERSON 5 P PHONE CALL TO CUSTOMER C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ END OF SEARCH INDEX DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Display of the DIARY TYPE table by Code SQ Type Description 1 A APPARATUS 2 AR A R COLLECTIONS 3 F PARTS ISSUE 4 S SERVICE ISSUE 5 W WARRANTY ISSUE C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ END OF SEARCH INDEX DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Display of the FOLLOW UP TABLE table by Code SQ Code Description 1 9999 CLOSED 2 EP FOLLOW UP EQUIPMENT SALES 3 FA FOLLOW UP APPARATUS SALES 4 FAX FAXED DOCUMENTS 5 FP FOLLOW UP PARTS SALES 6 FS FOLLOW UP SERVICE SALES 7 FW FOLLOW UP WARRANTY SALES 8 MSG LEFT MESSAGE 9 NA NO ANSWER 10 RES RESEARCHING 11 WP WAITING FOR PAYMENT C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ END OF SEARCH INDEX Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 43 Realtime Software
4. DIO1C CW REALTIME SOFTWARE CORP CUSTOMER INVOICE INQUIRY 20 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT LAST INVOICE DATE 05 16 03 ORDER D SHIP INVCE INV DATE ORDER ORD DATE TYPE P CUSTOMER P O NUMBER TO INV TOTAL 429284 03 20 03 344648 03 20 03 EPD E 76 67 429334 03 24 03 344714 03 20 03 P P 28 67 429388 03 26 03 344866 03 25 03 PD P 65 06 429727 04 16 03 345261 04 10 03 P P 17 26 429867 04 24 03 345518 04 23 03 P P 125 44 L PTR P AGE PB PAGE BACK FOR NEXT CUST H ISTORY TB TRIAL BALANCE O RDER TO REDISPLAY CUSTOMER OR INVOICE FOR INVOICE INQUIRY 429284 DIO1A CW REALTIME SOFTWARE CORP DETAIL INVOICE INQUIRY 20 May 03 INVOICE 429284 ORDER 344648 CUST 14050 SHIP TO NAME CITY OF FAYETTEVILLE FIRE DEPT CITY OF FAYETTEVILLE FIRE DEPT ADDR 1 433 HAY ST PURCHASE ORDERS S 255 GROVE STREET ADDR 2 H T CITY FAYETTEVILLE I O FAYETTEVILLE ST CNTY NC P NC ZIP PST 28302 28302 COUNTRY OBY KEN WEST DUE DATE 04 19 03 ORDER DATE 03 20 03 INVOICE DATE 03 20 03 TERMS 30 ORDER TYPE EPD TO SHIP DATE 03 20 03 DATE SHIPPED 03 20 03 SHIP VIA UPS GROUND REFERENCE CREDIT REFERENCE INV CUST P O FOB SPECIAL INSTRUCTIONS SLMN1 17 SLMN2 80 SLMN2 3 OVERRIDE LINE ITEM TAX CD A R CUSTOMER RGA RGA ISSUED BY F
5. AR07 MODS BCP TEST6 COMPANY FINANCE CHARGE CALCULATION 08 Oct 04 Display of the PROFILE HEADER table by Profile SQ Profile Description 1 RT ME MONTH END 30 DAYS 2 TEST TEST 3 CUSTOM CREATE YOUR OWN PROFILE C HANGE P AGE B ACK 1I NDEX T OGGLE R ETURN TO VOID SEQ END OF SEARCH INDEX AR07 MODS BCP TEST6 COMPANY FINANCE CHARGE CALCULATION 08 Oct 04 ENTER PROFILE TO USE RT ME DESC MONTH END 30 DAYS 1 ENTER AS OF DATE X C 01 01 05 2 USE I NVOICE OR D UE DATE C D DUE DATE 3 FINANCE CHARGE DATE X O 30 09 08 04 Select S AVE DEL ETE PROFILE OR Y TO EXECUTE PROFILE DATA HAS CHANGED SAVE PROFILE WITH S OPTION Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 51 Realtime Software Corporation Accounts Receivable Manual REPORTS ACCOUNTS RECEIVABLE 1 REPRINT INVOICES Invoices can be reprinted at any time through Cl Customer Inquiry then DI Detail Invoices for all you want to print then R for reprint then I for instant if you want it immediately If you type Y for next batch it will print whenever the next invoice batch prints invoices Type the
6. ARO4D CW REALTIME SOFTWARE CORP G L CASH RECEIPTS ENTRY 15 May 03 SOURCE REYNOLDS INSURANCE CO MEDIA GL2265 PAYMENT DATE 05 15 03 CHECK CASH 14838 AMOUNT 700 00 TOTAL TO APPLY 700 00 CHECK DATE 05 12 03 DESCRIPTION RETURN OF INSURANCE PREMIUM BALANCE TO NMBR G L ACCOUNT AMOUNT DISTRIBUTE ENTER 002 5650008 700 00 NN 700 00 INSURANCE PROPERTY DEBITS CREDITS 001 105000 700 00 ARO4D CW REALTIME SOFTWARE CORP G L CASH RECEIPTS ENTRY 15 May 03 SOURCE REYNOLDS INSURANCE CO MEDIA GL2265 PAYMENT DATE 05 15 03 CHECK CASH 14838 AMOUNT 700 00 TOTAL TO APPLY 700 00 CHECK DATE 05 12 03 DESCRIPTION RETURN OF INSURANCE PREMIUM BALANCE TO NMBR G L ACCOUNT AMOUNT DISTRIBUTE ENTER 003 0 00 DEBITS CREDITS 001 105000 700 00 002 5650008 700 00 ENTER LINE TO CHANGE TO VOID P TO PAG Gl TO POST Realtime Software Corporation Page 21 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE C POSTING PAYMENTS 3 DAILY CASH RECEIPTS REPORT After posting the daily cash receipts type the Screen Jump CASH DAILY at any menu to run the bank deposit register and the detailed report of cash receipts Enter the report profile of RT DA then Y to execute
7. 1 NAME CITY OF FAYETTEVILLE FIRE DEPT 19 B O ALLOWED 2 ADDRESS 1 433 HAY ST PURCHASE ORDERS 20 ZONE 3 ADDRESS 2 21 CATEGORY 4 CITY FAYETTEVILLE 22 TYPE 5 ST COUNTY NC 23 STATUS CUMBERLAND 6 POSTAL CD 28302 24 MARKET AREA 7 COUNTRY 25 ACCT AT CUST 8 CUST CLASS REG 26 COUNTRY CODE 9 PHONE NO 910 433 17259 KATHY 27 ORDER TAX CODE T 10 FAX NUMBER 910 433 1780 28 SOURCE OF LEAD 11 TELEX NO 910 223 4392 BOB 29 P O REQUIRED 12 CONTACT KATHY LINDLEY 30 BLANKET P O 13 TITLE 14 SHIP VIA UPS GROUND 31 A R CUSTOMER 15 FOB 32 ORDER TYPE 16 SALESMAN 17 33 NO PICK TICKET 17 SALESMAN 2 PERCENT 34 CASH SALES ONLY 18 RESALE 35 FREE FREIGHT ENTER REDIT DEL ETE I NFO P RICE LVL EF EMAIL FAX POST Select number corresponding to field that needs to be changed make the changes and then to post and update the changes Type C in the field if you want to go to the credit screen Realtime Software Corporation Page 11 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual CMO1 CW REALT
8. CM010 ODS BCP TEST6 COMPANY CUSTOMER INQUIRY 14 May 03 CUSTOMER 12390 NAME CARRBORO FIRE DEPARTMENT B O ALLOWED ADDRESS 1 ATTN CHIEF WAYNE LACOCK ZONE ADDRESS 2 PO BOX 545 CATEGORY CITY CARRBORO TYPE ST COUNTY NC STATUS POSTAL CD 27510 MARKET AREA COUNTRY ACCT AT CUST CUST CLASS REG COUNTRY CODE PHONE NO 919 968 7715 ORDER TAX CODE T FAX NUMBER SOURCE OF LEAD TELEX NO P O REQUIRED CONTACT WAYNE LACOCK BLANKET P O TITLE SHIP VIA UPS GROUND A R CUSTOMER FOB ORDER TYPE SALESMAN 11 NO PICK TICKET SALESMAN 2 PERCENT CASH SALES ONLY RESALE FREE FREIGHT AR OPEN AR C REDIT 1I NFO 0O PTIONS OO OPEN ORD OR RIN FOR CUST SN Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 8 Realtime Software Corporation Accounts Receivable Manual Then select a sequence to see detail on a particular apparatus CM01Q MODS BCP TEST6 COMPANY CUSTOMER INQUIRY 14 May 03 CUSTOMER 12390 CUST NUMBER 12390 CARRBORO FIRE DEPARTMENT S S SEQ SERIAL PART NUMBER DESCRIPTION O B ORDER INVCE INV DATE ITGP 001 12556 ADD ENGINE ENGINE 002 8023 EON ALAD AERIAL LADD ENTER C HANGE P AGE PB PAGE BACK SEQ TO SELECT OR TO EXIT F Type I for invoices to look at all invoices on this
9. ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY CUST 14050 CITY OF FAYETTEVILLE FIRE OPEN INVOICES 433 HAY ST PURCHASE ORDERS UNAPPLIED CASH ACCTS RECV BAL FAYETTEVILLE CREDIT LIMIT NC 28302 CREDIT MEMO RGA MEMO NO 5 CUST P O 1 MEMO DATE 05 16 03 6 TERMS 30 2 REF INVOICE 429867 7 SLMN1 17 SLMN2 31 3 REF ORDER 345518 8 INCLUDE IN MEMO PRINT 4 SPECIAL INSTRUCTIONS 9 MEMO TYPE P 11 A R CUSTOMER ENTER LINE TO CHANGE TO VOID D FOR DETAIL ENTRY S FOR SUMMARY SLMN2 ENTRY 16 May 03 775 29 775 29 Y The credit memo will automatically assign Type D for detail entry since inventory is involved Notice credit memo and reference to original invoice and order ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY CUST 14050 CITY OF FAYETTEVILLE FIRE SLM1 17 OPN INV MEMO C32894 MEMO DT 05 16 03 CR LIMIT A R BAL SITE 01 LAST CUST INV DATE SEQ QTY ITEM NO PRICE RETURN DESCRIPTION UOM COST TEXT 001 4 HAL 296 2540 00 EA 28 46000 ENTER SEQ TO CHANGE P TO PAGE TO VOID RTN TO CONTINUE 16 May 03 775 29 775 29 EX ENSION 113 84 Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 24
10. DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 Title A P MANAGER Nickname Phonetic Total Diary Entries Employee 09 DEBRA SIMS 1 Contact Date 05 20 03 9 Subject PAST DUE INVOICES 2 Contact Time 12 41 10 Text 3 Contact Type P JANET SAID CHECK IS IN THE MATL PHONE CALL TO CUSTOMER 4 Diary Type AR A R COLLECTIONS 5 Next Date 05 28 03 6 Next Time 09 00 7 Next Employee 09 DEBRA SIMS 8 Follow up code WP WAITING FOR PAYMENT Enter Field to Change to Exit D elete PT to Page Text RIN to post Realtime Software Corporation Page 44 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual The diaries show up at the diary screen As a quick review CI for Customer Inquiry select customer then I for Info and D for diary will get you to this screen DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Next Contact Date Last Contact Date 05 20 03 Next Contact Time Last Contact Time 12 41 Total Follow ups 2 Total Diary Entries 2 Diary Date Time Type Empl Subject Nxt Date Code Time 180836 05 20 03 12 41
11. OR D C 0 S ty END OF DAY PROCESSING FOLLOW UPS 20 May 03 ESC FOLLOW UP REPORT SUMMARY 05 20 03 SUMMARY REPORT TO EX ECUTE Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 49 Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE H FINANCE CHARGES This facility enables the operator to calculate finance charges on overdue invoices and memos The finance charges will be calculated based on the as of date entered The invoice date or due date selection is used as a basis for assessing these charges The Customer Master file is selected for all customers with an open A R balance greater than zero and a finance charge flag that is not N Open invoices or debit memos with invoice or due dates older than the date entered will be totaled If the customer has unapplied cash or credit memos they will be used to decrease the amount of the finance charge If the finance charge on interest flag in the Accounts Receivable Control record CA R is Y previously calculated finance charges with a date older than the date entered will also be included in the finance charge assessment Once the customer s total is summed a finance charge amount is calculated using the percentage in the Accounts Receivable Control record A record is created in the Finance Charge file for each finance charge amount that is g
12. CM01 MODS BCP TEST6 COMPANY CUSTOMER MAINTENANCE 08 Oct 04 CUSTOMER TEST 18A NO BATCH BILL 1 NAME TEST CUSTOMER 19 PARTIAL INVOICES 2 ADDRESS 1 20 ZONE 3 ADDRESS 2 123 ABC 21 CATEGORY 4 CITY ANY TOWN 22 TYPE RESALE 5 ST COUNTY IL 23 STATUS 6 POSTAL CD 12345 24 MARKET AREA 7 COUNTRY 25 ACCT AT CUST 8 CUST CLASS 001 26 COUNTRY CODE 1 9 PHONE NO 123 456 7890 27 ORDER TAX CODE L50 10 FAX NUMBER 28 SOURCE OF LEAD 11 TELEX NO 29 P O REQUIRED 12 CONTACT 30 BLANKET P O 13 TITLE 14 SHIP VIA 31 A R CUSTOMER 15 FOB 32 ORDER TYPE TEST 16 SLM 1 002 SLM 2 SLM2 00 33 NO PICK TICKET 17 LBR OVERIDE RATE PRICE AT COST 34 CASH SALES ONLY 18 RESALE 35 FREE FREIGHT Y ENTER C REDIT DEL ETE I NFO P RICE LVL EF EMAIL FAX POST Type C to go to the credit screen Realtime Software Corporation Page 35 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual CM01 MODS BCP TEST6 COMPANY CUSTOMER MAINTENANCE 08 Oct 04 CUSTOMER TEST TEST CUSTOMER 123 456 7890 1 INACTIVE HIGH BALANCE 4 691 24 2 BUSINESS SINCE OPEN A R BAL 1 646 24 3 TERMS CODE 04 NO OPEN A R ITEMS 18 4 PRICE DISC CODE LAST INVOICE DATE 03 09 0
13. ARO6 CW REALTIME SOFTWARE CORP DAILY CASH RECEIPTS REGISTER 19 May 03 Display of the PROFILE HEADER table by Profile SQ Profile Description 1 RT DA DAILY ALL BANKS 2 CUSTOM CREATE YOUR OWN PROFILE C HANGE P AGE B ACK 1I NDEX T OGGLE R ETURN TO VOID SEQ g END OF SEARCH INDEX ARO6 CW REALTIME SOFTWARE CORP DAILY CASH RECEIPTS REGISTER 19 May 03 0 ENTER PROFILE TO USE DAILY DESC DAILY BATCH 1 ENTER BANK CODE S I 01 C1 ENTER S AVE PROFILE TO VOID OR TO EXECUTE Y If you need to run a different bank code than the default first go to line 1 and change to the different bank code that you want then type Y to execute ARO6 CW REALTIME SOFTWARE CORP DAILY CASH RECEIPTS REGISTER 19 May 03 404 13 items selected out of 1 items 404 4 items selected out of 13 items saved NOTE IF ACCEPTED UPDATES WILL TAKE PLACE AND REGISTER CAN NOT BE RERUN IS THE REGISTER ACCEPTABLE Y N Verify the balance on the register and answer Y if acceptable otherwise answer N post any additional transactions and run the register again This register is re printable from historical data on menu SAR11 choice 2 the reprint does NOT update any records
14. CUSTO 1 PL EON PRICE LEVEL PRICE MULTIPLIER PL LEVEL LEVEL DESCRIPTION MULTIP S SUGGESTED LIST MSRP 0 90 ENTER D ELETE OR RTN TO CONTINUE ENTER VALID PRICE LEVEL OR BASE ON C OST P R EST CUSTOM E N LER 00 ICE OR S UGG LIST ER PRICE LEVEL MAINT 08 Oct 04 MSRP Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 16 Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE C POSTING PAYMENTS 1 TO CUSTOMER ACCOUNTS Type the Screen Jump CASH at any menu to post payments received for customer accounts ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 ENTER BANK CODE PAYMENT DATE You then enter the correct bank code You can do a to look up the choices ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 ENTER BANK CODE 01 BANK NAME IS REG CHECKING ACCOUNT ACCOUNT NO IS 105000 PAYMENT DATE 05 15 03 It will default to the current date ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 Enter the customer number or 22 an
15. DISCOUNT AMT PAID ENTER 001 39699 01 Jan 03 1 377 92 0 00 002 429284 20 Mar 03 76 67 30 0 00 003 429388 26 Mar 03 65 06 30 0 00 004 F34094 31 Mar 03 20 48 0 00 005 U00013 31 Mar 03 12 88 0 00 006 429867 24 Apr 03 125 44 30 0 00 007 F34201 29 Apr 03 22 60 0 00 ENTER LINE A N N U N N M N N TO VOID P AGE TO POST A227 Select the invoices to be paid by typing A and the line number 1 thru 7 or A2 7 in this case to apply lines 2 through 7 all at once Realtime Software Corporation Page 18 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV 1 377 92 CREDIT DAYS A R BAL 1 675 29 CREDIT LM CHECK CASH 12345 AMOUNT 450 00 TOTAL TO APPLY 450 00 CHECK DATE 05 13 03 REMAIN G TO APPLY NMBR REF NO DATE AMT DUE TERM DISCOUNT AMT PAID NTER 001 39699 01 Jan 03 1 377 92 0 00 002 429284 20 Mar 03 76 67 30 76 67 003 429388 26 Mar 03 65 06 30 65 06 004 F34094 31 Mar 03 20 48 20 48 005 U00013 31 Mar 03 12 88 12 88 006 429867 24 Apr 03 125 44 30 125 44 007 F34201 29 Apr 03 22 60 22 60 ENTER LINE A N N U N N M N N TO VOID P AGE TO POST T ee
16. T ENTER LINE TO VOID DEL ETE I NFO RTN TO CONTINUE TO POST Realtime Software Corporation Page 36 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual US NA AD AD CI ST ZI CO T M D D TY R R EO3A AL 1 2 CW R KALTIME 4350 GASTONIA FIRE CAROLINA SAFETY ASSOC INC P O BOX 71 GASTONIA CNTY NC P PST 28053 UNTRY SOFTWARE CORP amp SAFETY ORDER NO ENT ER TO EXIT S TO CHANGE T SHIP TO Y OR RTN TO CONTINU WUHAN UPB WNE GASTONIA FIRE T T P O BOX 71 O GASTONIA NC 28053 HH E amp SAFI CAROLINA SAFETY ASSOC INC 19 May 03 ETY EA ORD ER QUOTI E Type Y to acknowledge and continue order if you want to go ahead and enter the order Otherwise type to exit OE07A CW REALTIME SOFTWARE CORP ORDER ENTRY CUST 14350 GASTONIA FIRE amp SAFETY SLM1 12 ON ORD ORDER 345930 ORD DT 05 19 03 CR LIMIT 500 00 A R BAL SITE 01 GM 550 00 MSRP SL ORD VAL REM GP 100 00 SL DISC 0 00 COST EXT SEQ G QTY ITEM NO ORD GROSS QTY TO PRICE ORD D DESCRIPTION UOM MARGIN SHIP 001 1 LAB SUPPLIES EA 100 000 1 550 00000 MISC SERV SUPPLIES
17. Realtime Software Corporation Page 22 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE D CREDIT AND DEBIT MEMOS 1 CREDIT MEMOS Type the Screen Jump CD at any menu to enter a credit or debit memo ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 DO YOU WISH TO INCLUDE THESE MEMOS IN THE NEXT MEMO PRINT Y N g Type Y if you want to print it and N if you do not If you answer yes it will print the next time you run the batch for invoice printing If you want to do a partial credit that involves inventory items or you need to charge a restocking charge you can enter a negative sales order through the order entry program or continue on here and adjust the detail lines as needed ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 CUST NNNNN XXXXX OR ENTER R TO CREATE CREDIT FROM RGA OR ENTER TT TO CREATE CREDIT FROM INVOICE To create a credit from an existing invoice type I and ENTER This will completely reverse an existing invoice and put the inventory back into stock You will be prompted for the invoice number to credit Type the invoice and ENTER ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 0
18. Realtime Software Corporation Accounts Receivable Manual Make any necessary changes e g adjusting quantity if partial return to the detail lines at this time by entering the SEQ number of the line and updating the appropriate field If you want to remove a detail line call up the line by entering the SEQ number and then type a shift_ in the qty return field and ENTER Or you can change the qty return amount to 0 Note the RTN column on the right side of the screen This will default to a Y but can be changed to an N Y the inventory site quantity will be adjusted and the transaction will be posted to the INVENTORY account from the product group table N the inventory site quantity will NOT be adjusted The DAMAGE account from the product group table will be posted to ENTER to continue ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE SLM1 17 OPN INV 775 29 MEMO C32894 MEMO DT 05 16 03 CR LIMIT A R BAL 775 29 TERM30 0 000 PRODUCT TOTAL 113 84 2 DISCOUNT DISCOUNTABLE AMOUNT 113 84 TAXABLE TAX INV LINE CODE RATES TAX AMT 3 FREIGHT 3 39 y 4 MISCELLANEOUS 5 MINIMUM ORDER CHG 6 RESTOCKING CHARGE 7 MEMO TAX AMOUNT TIT 323 T 7 000 8 21 TOTAL TAX AMOUNT 8 21 PRODUCT TOTAL INCLUDES BROKEN PKG CHARGES 0
19. 7 QUOTE NUMBER 20 LABOR FILED RECEIVED 8 MODEL NAME 21 SERVICE TAG 12888 9 PICKUP 22 SERVICE AUTH 10 DELIVER 23 VENDOR CONTACT 11 SERV CALL DISTANCE 24 MISC EXPENSES 12 STATUS TECH COMMENT 13 BULLETIN SO TO VIEW 0 SERVICE ORDERS SB FOR 0 BULTNS 25 FAILED PARTS LAST SO HR METER DATE gt ENTER A FOR ALL VOID H DR C OMMENTS L ABOR OR RTN TO CONT Choice 11 Invoice Inquiry with Commission Serv Ord Change this program combines the functionality of the two programs discussed above Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 34 Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE F CREDIT HOLDS amp CREDIT LIMITS In Customer Maintenance Screen Jump CM you can put a customer s account on credit hold if necessary You can also set a specified credit limit If an order is being processed for a customer placed on credit hold there will be a You can continue with the order but will not be able to print the ticket until the credit department releases the order If a customer order puts them over their credit limit it will give you detail parts screen after the amount is entered that puts them over their limit
20. DIM 03 13 03 ESC AERIAL LADDER t D SOLD TO 12390 CARRBORO FIRE DEPARTMENT USER 2390 CARRBORO FIRE DEPARTMENT SEQ INVCE ORDER TYPE INVC DATE CUSTOMER CUSTOMER NAME INV AMOUNT 001 429940 SERV 04 29 03 12390 CARRBORO FIRE DEPARTME 4352 87 ENTER C HANGE P AGE PB PAGE BACK SEQ TO SELECT OR TO EXIT Realtime Software Corporation Page 9 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual There are many options listed at the bottom of the screen to see more detail on the invoice such as labor parts etc DIO1A MODS BCP TEST6 COMPANY DETAIL INVOICE INQUIRY 14 May 03 INVOICE 429940 ORDER 344357 CUST 12390 SHIP TO NAME CARRBORO FIRE DEPARTMENT CARRBORO FIRE DEPARTMENT ADDR 1 ATTN CHIEF WAYNE LACOCK S ATTN CHIEF WAYNE LACOCK ADDR 2 PO BOX 545 H T 301 WEST MAIN STREET CITY CARRBORO I O CARRBORO ST CNTY NC P NC ZIP PST 27510 27510 COUNTRY OBY RAY DUE DATE 05 29 03 ORDER DATE 03 13 03 INVOICE DATE 04 29 03 TERMS 30 ORDER TYPE SERV TO SHIP DATE 03 13 03 DATE SHIPPED 04 29 03 SHIP VIA UPS GROUND REFERENCE CREDIT REFERENCE INV CUST P O FOB SPECIAL INSTRU
21. ORDER TAX CODE T FAX NUMBER 910 433 1780 SOURCE OF LEAD TELEX NO 910 223 4392 BOB P O REQUIRED CONTACT KATHY LINDLEY BLANKET P O TITLE SHIP VIA UPS GROUND A R CUSTOMER FOB ORDER TYPE SALESMAN 17 NO PICK TICKET SALESMAN 2 PERCENT CASH SALES ONLY RESALE FREE FREIGHT AR OPEN AR C REDIT I NFO O PTIONS O0O OPEN ORD OR RIN FOR CUST p CMO1IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY PARENT CO SIC CODE SUBSIDIARY COMPANIES PS TO PAGE ANNUAL SALES EMPLOYEES YEAR EST ORDER QUOTE NOTES PB TO PAG ORDER QUOTE INSTRUCTIONS PC TO PAGI CJ poe Gl SEQ CONTACT TITLE PHONE TYPE c001 ENTER SEQ TO VIEW CONTACT L ETTER F AX ONTACT ADD D IARY P AGE CONTACTS S TATISTICS OR TO RETURN p Notice there is no contact set up yet Type C to set up a new contact Realtime Software Corporation Page 39 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Fill in whatever information you would like This information is also used if you re doing a quote In quote entry you can select the contact you want or if there aren t any set up you can type the minimum information just for that quote
22. they are deleted from the Cash Receipts file DAILY CASH RECEIPTS HISTORY REPORT Allows users to re produce the reports output when processing the Daily Cash Receipts Register This program does NOT re process the receipt records It is a historical query only Realtime Software Corporation Page 60 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual PERIOD END CASH RECEIPTS HISTORY REPORT Allows users to re produce the reports output when processing the Period End Cash Receipts Register This program does NOT re process the receipt records It is a historical query only OPEN A R TAX REPORT This report provides cash basis sales tax not yet due on open accounts receivable balances This report should be used in conjunction with the tax report produced by the Period End Cash Receipts Register to reconcile sales tax due on a cash basis Realtime Software Corporation Page 61 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE REPORTS 5 PAYMENT HISTORY REPORTS Payment history reports are available on menu SAR14 SCREEN MODS BCP TEST6 COMPANY Payment History Processing 08 Oct 04 13 BCP TEST6 KAS SAR14 ENTER SELECTION NUMBER 13 25 46 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Customer Invoice Payment Inquiry 3
23. 3 CUSTOM CREATE YOUR OWN PROFILE C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ 2 END OF SEARCH INDEX If you need to change any parameters select the appropriate line and change Then type Y to print AROQ9B CW REALTIME SOFTWARE CORP CUSTOMER AGED TRIAL BALANCE REPORT 20 May 03 0 ENTER PROFILE TO USE EOMS DESC END OF MONTH SUMMARY 1 AS OF DATE FOR AGING O S CPED 05 31 03 USE INVOICE DATE 2 ENTER REPORT FORMAT C S SUMMARY TRIAL BALANCE 3 ENTER CUSTOMER CLASS A 4 INCLUDE INVOICES gt AS OF DATE C Y YES 5 ENTER CUSTOMER NUMBER A 6 ENTER SORT AND BREAK OPTION C 3 BY CUST CLASS BY CUST 7 ONLY INVOICES OLDER THAN DAYS X ENTER S AVE PROFILE TO VOID OR Y TO EXECUTE Y PROFILE DATA HAS CHANGED SAVE PROFILE WITH S OPTION As of Date this is the date the system will use to age the receivables to distribute them among the appropriate buckets normally a month end date As well as the as of date you can also specify the dates for the individual aging buckets Invoices with future dating will have the future amounts distributed into the appropriate buckets There also 2 aging options here Invoice date the as of date is compared to the invoice date Using this method if you ran an
24. AR 09 PAST DUE INVOICES 05 28 03 WP 09 00 180837 05 13 03 13 02 A 09 CHECK ON NEW TRUCK Enter O ldest to Newest S election Criteria Enter Diary C reate B ack Page P age or RTN To Continue 180837 To look at an existing diary type the diary Notice there is not a Next Date for this diary It requires no follow up It s just a notation of what was done DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Next Contact Date Last Contact Date 05 20 03 Next Contact Time Last Contact Time 12 41 Total Follow ups 2 Total Diary Entries 2 Employee 09 DEBRA SIMS Contact Date 05 13 03 Subject CHECK ON NEW TRUCK Contact Time 13 02 Text Contact Type IP STOPPED BY TO SEE CHIEF JACKSON IN PERSON HE S VERY HAPPY WITH HIS NEW Diary Type A TRUCK HAS SOME MINOR WARRANTY APPARATUS ISSUES I PASSED ON TO SERVICE TO Next Date TAKE CARE OF Next Time Next Employee Follow up code Diary 180837 Contact 001 MR JOHN JACKSON Enter to Exit M odify PT to Page Text or RTN to Continue To edit an existing diary type the diary and make the changes Realtime Software Corporation Page 45 Accounts Receivable Operations Manual v2 0 if P amp Realt
25. AX P AGE INSTR D ETAIL LINES A CCT DISTRIBUTION R EPRINT CH ECK HIST L ABOR S ERVICE T OTALS M ANIFEST OR RTN FOR NEXT INVOICE NUMBER R Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 52 Realtime Software Corporation Accounts Receivable Manual BLOS CW REALTIME SOFTWARE CORP INVOICE REPRINT 20 May 03 INVOICE 429284 CUST 14050 NAME CITY OF FAYETTEVILLE FIRE DEPT CITY OF FAYETTEVILLE FIRE DEPT ATTN 433 HAY ST PURCHASE ORDERS S 255 GROVE STREET ADDRESS H T CITY FAYETTEVILLE I O FAYETTEVILLE STATE NC P NC ZIP 28302 28302 COUNTRY INVOICE DATE 03 20 03 TERMS 30 SHIP DATE 03 20 03 SLMN1 17 CUST P O SLMN2 80 SHIP VIA UPS GROUND SLMN2 ENTER I NSTANT REPRINT Y FOR REPRINT IN NEXT BATCH OR N O REPRINT I If you know the invoice number you want to print you can bypass Customer Inquiry and use Screen Jump DI for Detail Invoices then type the invoice then R to reprint and I for instant If you need to print all the open invoices that are unpaid for a customer after pulling up the customer from Screen Jump CI then AR for open A R then type R for reprint AR15C CW REA
26. BIN ORDER EXCEEDS CREDIT LIMIT BY 50 00 10 00THIS ORDER ON CR HOLD ENTER SEQ TO CHANGE P TO PAGE TO VOID RTN TO CONTINUE To release an order from credit hold type SOE03 at any menu and select item 3 Enter the order number then R to release order You will then be asked if you want to print the ticket Notice the hold reasons displayed In this case the customer is on credit hold as well as being over their credit limit Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 37 Realtime Software Corporation Accounts Receivable Manual OE03C CW REALTIME SOFTWARE CORP RELEASE ORDERS ON CREDIT 19 May 03 HOLD ORDER CUST 14350 NAME GASTONIA FIRE amp SAFETY GASTONIA FIRE amp SAFETY ATTN CAROLINA SAFETY ASSOC INC S CAROLINA SAFETY ASSOC INC ADDRESS P O BOX 71 H T P O BOX 71 CITY GASTONIA I O GASTONIA STATE NC P NC ZIP 28053 28053 COUNTRY HOLD REASONS ENTRY DATE 05 19 03 ORDER VALUE 550 00 1 CREDIT CODE ORDER DATE 05 19 03 ON ORDER 550 00 2 CREDIT LIMIT CUST P O A R BALANCE TERMS 30 HIGH BALANCE SHIP VIA UPS GROUND AVG DAY PAY FOB CREDIT LIMIT 500 00 ORDER TYPE P DAYS SLMN1 12 SLMN2 SLMN2 ENTER TO VOID R TO RELEASE ENTIRE ORDER NUMBER FOR PARTIAL RELEASE R Once an order
27. Corporation Accounts Receivable Manual Line 5 next date is used for the date you want to contact this customer again about this diary Leave it blank if a follow up is not required In this case since line 8 follow up code is WP for waiting payment we want to be reminded to contact this customer again in a week to follow up if the payment is not received Line 9 can be whatever description you want and it will show up on the reports It will also appear on the first screen in Diaries that shows all the diaries you have open Line 10 is to type detail of what you or the customer discussed DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 Title A P MANAGER Nickname Phonetic Total Diary Entries Employee 09 DEBRA SIMS 1 Contact Date 05 21 03 9 Subject PAST DUE INVOICES 2 Contact Time 12 41 3 Contact Type P PHONE CALL TO CUSTOMER 4 Diary Type AR A R COLLECTIONS 5 Next Date 05 28 03 6 Next Time 09 00 7 Next Employee 09 DEBRA SIMS oO Follow up code WP WAITING FOR PAYMENT E Text Window Insert Enter Field to Change to Exit D elete PT to Page Text RTN to post ENTER to post diary
28. Payment History Report For Invoices 4 Payment History Purge PAYMENT HISTORY REPORT FOR CHECKS This report shows a listing of checks by customer with a breakdown of the invoices which the payments were applied to Users can specify customer s payment date range check date range check number range and sort method PAYMENT HISTORY REPORT FOR INVOICES This report shows a listing of invoice payments by customer by invoice with the check or other payment information the invoices were paid from Users can specify customer s invoice date invoice number range and sort method Realtime Software Corporation Page 62 Accounts Receivable Operations Manual v2 0 if P amp
29. Phonetic Total Diary Entries 1 Employee 09 DEBRA SIMS 1 Contact Date 05 20 03 9 Subject PAST DUE INVOICES 2 Contact Time 12 41 10 Text 3 Contact Type P JANET SAID CHECK IS IN THE MAIL PHONE CALL TO CUSTOMER 4 Diary Type AR A R COLLECTIONS 5 Next Date 05 28 03 6 Next Time 09 00 7 Next Employee 09 DEBRA SIMS 8 Follow up code WP WAITING FOR PAYMENT Diary 180836 Enter Field to Change to Exit D elete PT to Page Text RTN to post 8 The follow up code to close a diar y is 9999 Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 46 Realtime Software Corporation Accounts Receivable Manual DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 05 20 03 Title A P MANAGER Nickname Phonetic Total Diary Entries 1 Employee 09 DEBRA SIMS 1 Contact Date 05 20 03 9 Subject PAST DUE INVOICES 2 Contact Time 12 41 10 Text 3 Contact Type P JANET SAID CHECK IS IN THE MATL PHONE CALL TO CUSTOMER 4 Diary Type AR A R COLLECTIONS 5 Next Date 6 Next Time 7 Next Employee 8 Follow up code 9999 Diary 180836 Enter Field to Change to Exit D elete PT to Page Text RTN to post If
30. Then ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 CUST 10580 EMERGENCY ONE INC SLM1 INT OPN INV 800 83 MEMO D13155 MEMO DT 05 16 03 CR LIMIT A R BAL 800 83 PRODUCT TOTAL 800 00 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 001 5200001 800 00 800 00 ADVERTISING APPARATUS DEBITS CREDITS T ENTER LINE TO CHANGE P TO PAGE TO VOID TO POST Realtime Software Corporation Page 31 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE E INVOICE ADJUSTMENTS Although invoices are generally considered final documents instances do arise where making small immaterial changes to header or descriptive information would be advantageous The system provides three programs for making such changes on menu SARIS SCREEN MODS BCP TEST6 COMPANY Detail Invoice Processing 08 Oct 04 13 BCP TEST6 KAS SAR15 ENTER SELECTION NUMBER 13 46 18 HS 4 FUNCTION N ve DESCRIPTION Select Printer Detail Invoice Inquiry Purge Detail Invoice History Customer Invoice Inquiry Customer Part Invoice Inquiry Inventory Invoices Inquiry Customer Invoice Print Customer Part Invoice Print Purge DIH History 9 Invoice Inquiry with Commission Change 12 Customer Invo
31. aging as of today s date an invoice dated yesterday would be considered 1 day past due Due date the as of date is compared to the due date Any invoice with a due date within current bucket is considered current regardless of its invoice date Format there are 3 choices available here D detail each open a r record is aged and printed with totals by customer S summary a single aged totals line is printed for each customer T totals only aged totals are printed no detail by customer Customer Class a single class multiple classes or all classes may be specified Realtime Software Corporation Page 56 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Include Invoices gt As of Date there are 3 choices available here If Y to include dates greater than as of date is selected then all open receivables will be selected If N to not include dates greater than as of date is selected then any invoice with a TRANSACTION DATE greater than the As of Date will be ignored If R to regenerate is selected then the system will re create the open A R balance as of the specified transaction date Invoices paid since the as of date will be considered open and receivables created after the as of date will be ignored Customer Number a single customer multiple customers or all customers may be specified Sort and Break Options these 6
32. the payment had not been received and you called the customer again you would type the current date type new information then ENTER out of the field You would also for a new follow up date and may or may not need to change line 8 If you tried to call and got no answer or left message you may want to change line 8 to NA or MSG until next time you call Example below DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 05 20 03 Title A P MANAGER Nickname Phonetic Total Diary Entries 1 Employee 09 DEBRA SIMS 1 Contact Date 05 20 03 9 Subject PAST DUE INVOICES 2 Contact Time 12 41 10 Text 3 Contact Type P PHONE CALL TO CUSTOMER 4 Diary Type AR A R COLLECTIONS JANET SAID CHECK IS IN THE MATL 5 Next Date 6 Next Time 09 00 7 Next Employee 09 DEBRA SIMS 8 Follow up code MSG LEFT MESSAGE Diary 180836 Enter Field to Change to Exit D elete PT to Page Text RTN to post Realtime Software Corporation Page 47 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Note that the follow up date is the very next day because a message was left and you need to follow up i
33. 00 CREDIT MEMO TOTAL 125 44 TOTAL OTHER MISC ENTER LINE TO CHANGE TO VOID TO POST ENTER through all lines until reaching the bottom Do not add a restocking charge here because this is a credit memo Then to post and update To enter a credit memo that is non inventory related such as credit for freight sales tax a correction to a cash posting etc you will enter the customer number after typing the Screen Jump CD Realtime Software Corporation Page 25 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual OR OR ARO3B CUST CW REALTIME CORP CRED SOFTWARE IT D ENTRY EBIT M EMO ENTER R TO CREATE EDIT FROM RGA ENTER I TO CREATE EDIT FROM INVOICE CW REALTIME 14050 SOFTWARE CORP CRED IT D ENTRY EBIT MEMO CITY OF FAYETTEVILI F T IRE EN INVOICES OP R DE 433 HAY ST PURCHASE OR FAYETTEVILL NC 28302 T S PPLIED CASH TS RECV BAL DIT LIMIT UNA ACG CRI ay ENT EDI ER FOR CR D FOR D EMO EBIT M T M EMO RTN TO VOID 16 May 03 16 May 03 649 85 649 85 Type C as instructed A credit memo will automatically b
34. 001 247000 500 00NN NN 500 00 CLEARING ACCOUNT DEBITS CREDITS Realtime Software Corporation Page 29 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE D CREDIT AND DEBIT MEMOS 2 DEBIT MEMOS For debit memos the process is very similar Select the customer and then type D for debit memo ARO3B CW R KALTIME CUST 10580 SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 EMERGENCY ONE INC OPEN INVOICES 800 83 UNAPPLIED CASH P O BOX 2710 ACCTS RECV BAL 800 83 OCALA CREDIT LIMIT FL 34478 2710 ENTER C FOR CR EDIT MEMO D FOR DEBIT MEMO RTN TO VOID D Notice the debit memo assigned ENTER through the lines and add any important information Use the text window on line 4 as instructed above in credit memos Line 5 shows up in customer s open A R inquiry screen so is useful to see a description or p o in that field Enter your own number in SLMNI1 Then ENTER to continue ARO3B CW R CUST 10580 KALTIME x DEBIT ME EMO KK O NO O DA ER NAWDES me WN EF F ORD ECIAL INSTRUCTIONS ENTER LINE E TE 05 16 03 EF INVOICE pD TO CHANGE TO VOID OR RTN TO CONTINU SOFTWARE
35. 1 2 00 2 03 110128 P P 05 29 01 2 00 2 03 110129 P P 05 29 01 117 00 2 03 ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER ORDER NUMBER FOR INQUIRY TO REDISPLAY CUSTOMER OR C FOR INQUIRY BY CUSTOMER P O Realtime Software Corporation Page 6 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual This provides a summary look at the customer s orders and is handy provided the customer doesn t have to many orders Each order is available for display by entering the order numbers one at a time at the bottom of the screen This same view is available for quotations by typing OQ For customers with a lot of open orders or to find the order a specific item is on the Order Detail option is a better choice It displays open unshipped detail order lines by order number with fields for quantity ordered balance to ship and available Each order is available for display by entering the order number Type OD OE12B MODS BCP TEST6 COMPANY CUSTOMER ORDER DETAIL 08 Oct 04 OPEN ORDERS CUST TEST TEST CUSTOMER OPEN ORDERS 8 190 90 TYPE D ORDER DT ITEM DESCRIPTION SI ORDERD BALNCE TO SHP PRICE EA 108219 SER S 10 05 99 1234 01 1 1 1 0 00 001 WER
36. 11500 BAHAMA FIRE DEPARTMENT SLM1 11 OPN INV MEMO C32897 MEMO DT 05 19 03 CR LIMIT A R BAL TERM30 0 000 1 PRODUCT TOTAL 500 00 2 DISCOUNT DISCOUNTABLE AMOUNT 500 00 TAXABLE TAX INV LINE CODE RATES TAX AMT 3 FREIGHT Y 4 MISCELLANEOUS 500 00 5 MINIMUM ORDER CHG 6 RESTOCKING CHARGE 7 MEMO TAX AMOUNT 500 00 T 7 000 S 35 00 TOTAL TAX AMOUNT 35 00 CREDIT MEMO TOTAL 35 00 ENTER LINE TO VOID A FOR ACCOUNT DISTRIBUTION P FOR PRODUCT GROUP DISTRIBUTION A Type the taxable amount in line 1 Then type the same amount as a negative in line 4 This will make the sales tax report at end of month correct and will leave just the amount of the sales tax as a credit to the customer Do not zero out line 7 as you were instructed in the other types of credit memos Type A for account distribution Realtime Software Corporation Page 28 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Then type the GL account for misc clearing that corresponds to the table set up for line 4 miscellaneous Then to post ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 19 May 03 CUST 11500 BAHAMA FIRE DEPARTMENT SLM1 11 OPN INV MEMO C32897 MEMO DT 05 19 03 CR LIMIT A R BAL PRODUCT TOTAL 500 00 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER
37. 3 CUST I OR ENTER R TO CREATE CREDIT FROM RGA OR ENTER I TO CREATE CREDIT FROM INVOICE ENTER INVOICE 429867 If the invoice was created from an open order the original order number will be displayed and you will be asked if you want to re open the order Realtime Software Corporation Page 23 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ARO3B CUST OR OR CW R KALTIME ENT ER R ENT ER I ENT SOFTWARE CORP CR EDIT D EBIT M EMO ENTRY TO CR KATE CREDIT FROM RGA TO CR ER INVOICE KATE CREDIT FROM INVOIC Gl 429867 16 May 03 Y this will put the original open order back on the system as if it hadn t been invoiced You will not be allowed to make any adjustments to the detail lines during the credit process Once the credit memo process is complete you will be able to enter and invoice shipments against the re opened order Order inquiry will display both the original invoice number and the credit memo number in the Other Header information field N no action with regard to the original order will be taken
38. 4 5 PRICE CALC CODE LAST PAYMENT DATE 11 30 01 6 CREDIT CODE T YTD AVG DAYS TO PAY 7 CREDIT LIMIT LYR AVG DAYS TO PAY 141 8 CREDIT DAYS OPEN ORDERS 8 190 90 9 DISCOUNT PERCENT NO OPEN ORDERS 43 10 STATEMENTS REQ D LAST ORDER DATE 07 29 03 11 FINANCE CHARGE OPEN QUOTE BAL 180 000 551 38 12 CREDIT CONTACT NO OPEN QUOTES 7 13 TITLE 14 CREDIT TEXT MTD SALES 3 000 00 YTD SALES 3 302 88 LYR SALES 60 00 YTD PROFIT 3 302 88 ENTER LINE TO VOID DEL ETE I NFO RTN TO CONTINUE TO POST T CM01 MODS BCP TEST6 COMPANY CUSTOMER MAINTENANCE 08 Oct 04 CUSTOMER TEST TEST CUSTOMER 123 456 7890 1 INACTIVE HIGH BALANCE 4 691 24 2 BUSINESS SINCE OPEN A R BAL 1 646 24 3 TERMS CODE 04 NO OPEN A R ITEMS 18 4 PRICE DISC CODE LAST INVOICE DATE 03 09 04 5 PRICE CALC CODE LAST PAYMENT DATE 11 30 01 6 CREDIT CODE YTD AVG DAYS TO PAY 7 CREDIT LIMIT 500 00 LYR AVG DAYS TO PAY 141 8 CREDIT DAYS OPEN ORDERS 8 190 90 9 DISCOUNT PERCENT NO OPEN ORDERS 43 10 STATEMENTS REQ D LAST ORDER DATE 07 29 03 11 FINANCE CHARGE OPEN QUOTE BAL 180 000 551 38 12 CREDIT CONTACT NO OPEN QUOTES 7 13 TITLE 14 CREDIT TEXT MTD SALES 3 000 00 YTD SALES 3 302 88 LYR SALES 60 00 YTD PROFIT 3 302 88
39. 44357 SERV S 4 352 87 4 352 87 429960 04 30 03 05 30 03 345616 SERV S 2 213 34 2 213 34 ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER H ISTORY TB TRIAL BALANCE O RDER TO REDISPLAY CUSTOMER REF NUMBER OR R EPRINT 429960 Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 3 Realtime Software Corporation Accounts Receivable Manual Type the invoice number in bottom right of screen to look at invoice detail DIO1A CW REALTIME SOFTWARE CORP DETAIL INVOICE INQUIRY 15 May 03 INVOICE 429960 ORDER 345616 CUST 12390 SHIP TO NAME CARRBORO FIRE DEPARTMENT CARRBORO FIRE DEPARTMENT ADDR 1 ATTN CHIEF WAYNE LACOCK S ATTN CHIEF WAYNE LACOCK ADDR 2 PO BOX 545 H T 301 WEST MAIN STREET CITY CARRBORO I O CARRBORO ST CNTY NC P NC ZIP PST 27510 27510 COUNTRY OBY DUE DATE 05 30 03 ORDER DATE 04 28 03 INVOICE DATE 04 30 03 TERMS 30 ORDER TYPE SERV TO SHIP DATE 04 28 03 DATE SHIPPED 04 30 03 SHIP VIA UPS GROUND REFERENCE CREDIT REFERENCE INV CUST P O FOB SPECIAL INSTRUCTIONS SLMN1 11 SLMN2 81 SLMN2 OVERRIDE LINE ITEM TAX CD A R CUSTOMER RGA RGA ISSUED BY F AX PI PO TO PAGE INSTR NOT
40. A D ATE RANGE OF INVOICES D ENTER through start date and end date and all open invoices will be printed Type Y to print AR15C CW REALTIME SOFTWARE CORP CUSTOMER OPEN A R INQUIRY 20 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT A R BALANCE 624 85 REF REF DATE DUE DATE ORDER OTYPE D CUSTOMER P O INV TOTAL BALANCE 39699 01 01 03 02 01 03 1 377 92 1737792 U00020 05 15 03 UNKNOWN ADDTL AMT PAIDAR04C C 15263 152 63 U00021 05 15 03 DUPE INVOICE PD 450 00 450 00 C32894 05 16 03 05 16 03 P P 125 44 125 44 C32896 05 16 03 05 16 03 25 00 25 00 ARE YOU SURE YOU WANT TO PRINT ALL INVOICES FOR THIS CUSTOMER ENTER OR N OR TO EXIT To print all invoices for the first time daily orders that have been billed detail instructions will be given in the Sales Order section under Billing Realtime Software Corporation Page 54 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE REPORTS 2 AGED TRIAL BALANCE At the menu for Business Control Programs select 9 for Aged Trial Balance SCREEN CW REALTIME SOFTWARE CORP Accounts Receivable 20 May 03 17 CWW DS SA R ENTER SELECTION NUMBER 14 47 58 AS FUNCTION NMBR DESCRIPTION 0 Select Printer Company Co
41. AWE CHEESE 108219 SER S 10 05 99 108 01 1 1 1 0 00 002 WERAWE THIS IS A TEST PART 108220 SER S 10 05 99 1234 01 1 1 1 0 00 001 ASDLFKJAFDL CHEESE 108220 SER S 10 05 99 108 01 1 I le 0 00 002 ASDLFKJAFDL THIS IS A TEST PART 108221 SER S 10 05 99 ONAN 01 1 1 0 0 00 001 D321FG3D2 ONAN TEST 108228 SER S 10 05 99 1234 01 1 I J 0 00 001 30 CHEESE 108228 SER S 10 05 99 LAB 2 01 1 1 1 0 00 002 30 SUPPORT AGREEMENT TIME 108228 SER S 10 05 99 108 01 1 1 1 0 00 003 30 THIS IS A TEST PART ENTER P AGE PB PAGE BACK TO VOID OR ORDER 3 uaea To see individual items a customer has purchased in the past use the Parts Invoiced option This displays the most recent purchase of each item not just parts by the customer Type PI DIO1D MODS BCP TEST6 COMPANY CUSTOMER PART INVOICE INQ 08 Oct 04 CUST KAS K K LAST INVOICE DATE 09 30 04 INVENTORY MASTER VALUES j T INVOICE VALUES ITEM DESCRIPTION UNIT PRICE UOM LAST DTE LAST PRICE UOM KAS PART1 TEST PART ONE 10 00 EA 08 12 04 0 00 EA KOH 4710006 S SCREW BOWL RETA 2 85 EA 03 26 04 2 85 EA LAB COO1 CUSTOMER LABOR 0 00 EA 03 03 04 0 00 EA LAB SUP SUPPLIES SHOP 0 00 EA 09 15 04 0 00 EA LAB 2 SUPPORT AGREEMEN 0 00 EA 09 15 04 60 00 EA WSB SHELBY KITTY CAT 100 00 EA 05 28 04 10 00 EA AMG 88 PGC 88 TEST PART 9 00 PLT 03 31 04 10 00 PLT
42. CORP CREDIT DEBIT MEMO ENTRY 16 May 03 EMERGENCY ONE INC OPEN INVOICES 800 83 UNAPPLIED CASH P O BOX 2710 ACCTS RECV BAL 800 83 OCALA CREDIT LIMIT FL 34478 2710 UST P O MAY ADV CO OP ERMS 30 LMN1 25 SLMN2 SLMN2 NCLUDE IN MEMO PRINT Y TYPE WO ONDA UW ZHNHA E ES O 11 A R CUSTOMER E Realtime Software Corporation Page 30 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual Type amount in line 1 then enter through to line 7 and change to 0 for no taxable amount Type A for GL account distribution ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 CUST 10580 EMERGENCY ONE INC SLM1 INT OPN INV 800 83 MEMO D13155 MEMO DT 05 16 03 CR LIMIT A R BAL 800 83 TERM30 0 000 1 PRODUCT TOTAL 800 00 2 DISCOUNT S DISCOUNTABLE AMOUNT 800 00 TAXABLE TAX INV LINE CODE RATES TAX AMT 3 FREIGHT Y 4 MISCELLANEOUS 5 MINIMUM ORDER CHG 6 RESTOCKING CHARGE 7 MEMO TAX AMOUNT 0 00 I 0 000 0 00 TOTAL TAX AMOUNT 0 00 DEBIT MEMO TOTAL 800 00 ENTER LINE F UTURE DATING TO VOID A FOR ACCOUNT DISTRIBUTION P FOR PRODUCT GROUP DISTRIBUTION A and the amount as a negative 800 00 then ENTER to take balance to distribute to zero
43. CP TEST6 COMPANY CUSTOMER PRICE LEVEL MAINT CUST TEST TEST CUSTOMER 1 PL PRICE LEVEL PRICE MULTIPLIER PL LEVEL LEVEL DESCRIPTION MULTIPLER ENTER D ELETE OR RTN TO CONTINUE 08 Oct 04 You now need to select whether this price level is to be based on Cost selling Price or Suggested list This example uses Suggested list Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 15 Realtime Software Corporation Accounts Receivable Manual Next input the multiplier The system will use this multiplier and the level designated above to calculate the customer s price This example uses 0 9000 90 This means that this customer will be charged 0 9000 tines suggested list or 90 of list ENTER to continue CPL1 CUST TEST 1 PL ODS BCP TEST6 COMPANY 4 PRICE LEVEL CUSTO aH PRICE MULTIPLI PL LEVEL LEVEL DESCRIPTION ENT r ENTER VALID P IR D ELETE RIC RTN TO CONTINU EVEL OR BASE ON MULTIP OST B RICI EST CUSTOMER LER ER PRICE LEVEL MAINT 08 Oct 04 E OR UGG LIST MSRP To enter a price level for a specific product line type 1 and ENTER Type the product line e g EON and ENTER Continue as above CPL1 CUST TEST ODS BCP TEST6 COMPANY
44. CTIONS SLMN1 11 SLMN2 22 SLMN2 3 OVERRIDE LINE ITEM TAX CD A R CUSTOMER RGA RGA ISSUED BY F AX P AGE INSTR D ETAIL LINES A CCT DISTRIBUTION R EPRINT CH ECK HIST L ABOR S ERVICE T OTALS M ANIFEST OR RTN FOR NEXT INVOICE NUMBER Realtime Software Corporation Page 10 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE B CUSTOMER MAINTENANCE Type the Screen Jump CM at any menu to get to customer maintenance CM01 CW REALTIME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 T CUSTOMER NNNNNNA XXXXX CJ Hi nter CUSTOMER number or NAME to search for similar sounding names or 1 TEXT to search for partial EXACT spelling of a name NUMBER to search by phone number CUST to search SHIP TO entries 2 CUSTOMER To See an Index By Customer Number 2 CUSTOMER NAME To See an Index By Customer Name Type customer number if known or and customer name to search then bring up customer you need to make changes to CM01 CW REALTIME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 T CUSTOM CJ N 14050 18A NO BATCH BILL
45. D DIARY INFORMATION DH DEMO HISTORY DI DETAIL INVOICE HISTORY OD ORDER DETAIL LINES OPEN PI PARTS INVOICED OC ORDER DETAIL LINES ALL PH PAYMENT HISTORY OCH ORDER DETAIL LINES HISTORY CH CHECK HISTORY QD QUOTE DETAIL LINES OPEN SN SERIAL NUMBER DISPLAY QC QUOTE DETAIL LINES ALL UC UNAPPLIED CASH QCH QUOTE DETAIL LINES HISTORY CP CUSTOMER PRICE LEVELS ID INVOICE DETAIL LINES ALL ENTER SELECTION RETURN TO CONTINUE OR FOR NEXT CUSTOMER Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 2 Realtime Software Corporation Accounts Receivable Manual Type S to see customer s Ship to addresses CM01Q CW REALTIME SOFTWARE CORP CUSTOMER INQUIRY 14 May 03 CUSTOMER 18080 CITY OF ROCKY MOUNT SHIP TO NAME CITY STATE COUNTY 001 CITY OF ROCKY MOUNT ROCKY MOUNT NC 002 CITY OF ROCKY MOUNT WATER SEW ROCKY MOUNT NC ENTER P TO PAGE TO DISPLAY CUSTOMER SHIP TO SUFFIX FOR SHIP TO INQ UIRY OR RIN FOR NEXT CUSTOMER Type AR to see customer s outstanding A R Then ENTER at O for Oldest to Newest AR15C CW REALTIME SOFTWARE CORP CUSTOMER OPEN A R INQUIRY 14 May 03 CUST 12390 CARRBORO FIRE DEPARTMENT A R BALANCE 6 566 21 REF REF DATE DUE DATE ORDER OTYPE D CUSTOMER P O INV TOTAL BALANCE 429940 04 29 03 05 29 03 3
46. ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER PART NUMBER FOR INQUIRY L PTR TO REDISPLAY CUSTOMER KAS PART1 Realtime Software Corporation Page 7 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual To see every time that customer has bought the item enter the item number including prefix A list of invoices will be displayed with further inquiry available DIO1D MODS BCP TEST6 COMPANY CUSTOMER PART INVOICE INQ 08 Oct 04 PARTS INVOICED PART NUMBER KAS PART1 CUST KAS K K LAST PART DATE 08 12 04 ORDER D INVCE SEQ ORDER TYPE P SI ORD DATE INV DATE SHIP QTY B O QTY UNIT PRICE UOM 111359 001 P P 01 06 30 04 0 0 00 EA 111360 001 P P 01 06 30 04 5 10 00 EA P30614 001 113478 P P 01 08 12 04 08 12 04 0 1 0 00 EA ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER INVOICE NUMBER FOR INQUIRY TO REDISPLAY CUSTOMER RETURN TO REDISPLAY PART NUMBERS Another inquiry that is often used for the customer is to see what serial number records they own and if any service work has been done on it At first customer inquiry screen type SN to display their fire trucks This option doesn t show on the bottom of screen but O for options shows more inquiries
47. ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV 775 29 CREDIT DAYS A R BAL 775 29 CREDIT LM CHECK CASH 5863 AMOUNT 300 00 TOTAL TO APPLY 300 00 CHECK DATE 05 13 03 REMAIN G TO APPLY 300 00 NMBR REF NO DATE AMT DUE TERM DISCOUNT AMT PAID ENTER 001 39699 01 Jan 03 1 377 92 1376 00 ENTER P ARTIAL OR W RITE OFF W G L ACCT 7020008 001 39699 01 Jan 03 1 377 92 300 00 002 U00020 15 May 03 152663 0 00 003 U00021 15 May 03 450 00 0 00 ENTER LINE A N N U N N M N N TO VOID P AGE TO POST 1 Realtime Software Corporation Page 20 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE C POSTING PAYMENTS 2 TO GENERAL LEDGER ACCOUNTS Type the Screen Jump CASH GL at any menu to post misc payments received that are not for customer receivables ARO4D CW REALTIME SOFTWARE CORP G L CASH RECEIPTS ENTRY 15 May 03 BANK CODE IS REG CHECKING ACCOUNT ENTER BANK COD Gl ACCOUNT NO IS 105000 IS THIS THE CORRECT BANK Y N Enter information required You must account for this process Balance to distribute must be zero to complete as a negative 700 00 Finish with to post
48. ES D ETAILS A CCT DIST R EPRINT CH ECK HIST L ABOR S ERVICE T OTALS M ANIFEST U SER HIST OR RTN At the first customer inquiry screen type PH for payment history and select O ldest or N ewest to specify sort order CM01Q CW REALTIME SOFTWARE CORP CUSTOMER 12390 NAME CARRBORO FIRE DEPARTMENT ADDRESS 1 ATTN CHIEF WAYNE LACOCK ADDRESS 2 PO BOX 545 CITY CARRBORO ST COUNTY NC POSTAL CD 27510 COUNTRY CUST CLASS REG PHONE NO 919 968 7715 FAX NUMBER TELEX NO CONTACT WAYNE LACOCK TITLE SHIP VIA UPS GROUND FOB SALESMAN 11 SALESMAN 2 PERCENT RESALE AR OPEN AR C REDIT 1 NFO O PTIONS CUSTOMER INQUIRY ALLOW Gl B O ZON CAT TYP STATUS MARKET AR ACCT AT C CO RY CO ORDER TAX Q O W K Ae ry A UST D COD E SOU OF a 0 m LEA P O REQUI F iD R BLANKET P A OR NO CA N D TYE PIC i py USTOM Ot Gl R FR OO OPEN OR EA ry D FR OR F IG RT HT N FO 14 May 03 K TICKET H SALES ONLY R CUST Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 4 Realtime Software Corporation Accounts Receivable Manual This will display the customer s payment history by
49. ES 25 CHLDRN 26 TEXT MAKES ALL NEW EQUIPMENT DECISIONS 13 E MAIL jjackson fayette com ENTER LINE TO CHANGE TO VOID DEL ETE ENTER OR TO POST E Post the information you have just entered with and ENTER Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 40 Realtime Software Corporation Accounts Receivable Manual for diary and then C to create a new one You can see there are no previous diaries Then corresponding to the appropriate contact In this case there are two choices CMO1IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY PARENT CO SIC CODE SUBSIDIARY COMPANIES PS TO PAGE ANNUAL SALES EMPLOYEES YEAR EST ORDER QUOTE NOTES PB TO PAGE ORDER QUOTE INSTRUCTIONS PC TO PAG B eas SEQ CONTACT TITLE PHONE TYPE C001 MR JOHN JACKSON FIRE CHIEF 386 777 8983 C002 JANET ANSON A P MANAGER 383 999 2521 ENTER SEQ TO VIEW CONTACT L ETTER F AX C ONTACT ADD D IARY P AGE CONTACTS S TATISTICS OR TO RETURN D CMO1IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY N
50. HIP DATE 04 14 03 DATE SHIPPED 04 14 03 SHIP VIA REFERENCE CREDIT REFERENCE INV ETEO FOB SPECIAL INSTRUCTIONS SLMN1 SIMN2 SIMN2 amp OVERRIDE LINE ITEM TAX CD A R CUSTOMER FREE FRT RGA RGA ISSUED BY F AX PI PO TO PAGE INSTR N L ABOR S ERVICE T OTALS OTES D ETAILS A CCT DIST R EPRINT CH ECK HIST M ANIFEST MO DIFY OR RTN FOR NEXT INVOICE MO lt Choice 10 Invoice Inquiry with Service Order Change this program allows the user to change various service related fields Type the invoice and ENTER DIO01A MODS BCP TEST6 COMPAN 111283 ENTER O TO INQUIR INVOIC Gl BY SAL Y DETAIL INVOICE INQUIRY 08 Oct 04 ES ORDER NUMBER ENTER W TO INQUIRE BY WAR RANTY CLAIM Type S and ENTER to display the service screen then type MO and ENTER Realtime Software Corporation Page 33 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual DIO1A MODS BCP TEST6 COMPANY DETAIL INVOICE INQUIRY 08 Oct 04 CUST TEST TEST CUSTOMER SLM1 INV TOT 10 15 INVOICE 111283 I
51. IME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY 1 INACTIVE HIGH BALANCE 3 352 90 2 BUSINESS SINCE OPEN A R BAL 1 675 29 3 TERMS CODE 30 NO OPEN A R ITEMS 4 4 PRICE DISC CODE LAST INVOICE DATE 04 24 03 5 PRICE CALC CODE LAST PAYMENT DATE 05 05 03 6 CREDIT CODE YTD AVG DAYS TO PAY 35 7 CREDIT LIMIT LYR AVG DAYS TO PAY 8 CREDIT DAYS OPEN ORDERS 0 00 9 DISCOUNT PERCENT NO OPEN ORDERS 0 10 STATEMENTS REQ D LAST ORDER DATE 04 23 03 11 FINANCE CHARGE OPEN QUOTE BAL 12 CREDIT CONTACT NO OPEN QUOTES 13 TITLE 14 CREDIT TEXT MTD SALES 0 00 YTD SALES 276 78 LYR SALES YTD PROFIT 69 02 ENTER LINE TO VOID DEL ETE I NFO RIN TO CONTINUE TO POST E The credit department generally makes the changes on this screen Select number you need to change then to post and update changes To set up a new customer type the Screen Jump CM and then type the number in that you wish to use for that customer then ENTER You can also type in COPY and then Enter to copy an existing customer to a new customer CMO1 CW REALTIME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 CUSTOMER 91030 XXXXX Enter COPY to copy from another customer Enter CUSTOMER number or NAME to search for similar sounding names or 2 TEXT to search for partial EXACT sp
52. IMIT LY 8 CREDIT DAYS OP 9 DISCOUNT PERCENT NO 10 STATEMENTS REQ D LA 11 FINANCE CHARGE OP 12 CREDIT CONTACT NO 13 TITLE 14 CREDIT TEXT MT YT LY YT ENTER LINE TO VOID DEL ETE TOMER MAINT GH BALANCE EN A R BAL OPEN A R ENANCE 15 May 03 980 333 4958 ITE S ST INVOICE DATE ST PAYMENT DAYS DAYS D AVG R AVG EN ORDERS OP ORDE DATE TO PAY TO PAY RS R DA TE TE BA L EN QUOT SALI SALES SALES PROFIT ES ES 1 NFO RINDTOTCONTINUE TO POST Line 3 Terms Code is a required field You can type to look up the different terms if needed You may wish to set up price levels for the customer at this time Price levels are used to override the normal product pricing established in the inventory product line You can set a price level for an individual product line or a default price level covering all product lines Be careful sometimes a supplier offers varying discounts say 10 and 25 off list If you set your customer up with a price level of 15 off you could lose 5 on those sales Also if you set up a default price level be sure you actually mean to be giving that customer a discount on everything he buys and not just one or two popular product lines To set up a price level type P at the change line of the first custome
53. LTIME SOFTWARE CORP CUSTOMER OPEN A R INQUIRY 20 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT A R BALANCE 624 85 REF REF DATE DUE DATE ORDER OTYPE D CUSTOMER P O INV TOTAL BALANCE 39699 01 01 03 02 01 03 1 377 92 1 377 92 U00020 05 15 03 UNKNOWN ADDTL AMT PAIDARO4C C 152 63 152 63 U00021 05 15 03 DUPE INVOICE PD 450 00 450 00 C32894 05 16 03 05 16 03 P P 125 44 125 44 C32896 05 16 03 05 16 03 25 00 25 00 ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER H ISTORY TB TRIAL BALANCE O RDER TO REDISPLAY CUSTOMER REF NUMBER OR R EPRINT R bi ews Realtime Software Corporation Page 53 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual You will be prompted to enter individual or date range Type D for date range AR15C CW REALTIME SOFTWARE CORP CUSTOMER OPEN A R INQUIRY 20 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT A R BALANCE 624 85 REF REF DATE DUE DATE ORDER OTYPE D CUSTOMER P O INV TOTAL BALANCE 39699 01 01 03 02 01 03 1 377 92 1 377 92 U00020 05 15 03 UNKNOWN ADDTL AMT PAIDARO4C C 152 63 152 63 U00021 05 15 03 DUPE INVOICE PD 450 00 450 00 C32894 05 16 03 05 16 03 P P 125 44 125 44 C32896 05 16 03 05 16 03 25 00 25 00 DO YOU WANT TO REPRINT AN I NDIVIDUAL INVOICE OR
54. NFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Next Contact Date Last Contact Date Next Contact Time Last Contact Time Total Follow ups 0 Total Diary Entries Diary Date Time Type Empl Subject Nxt Date Code Time Seq Contact Title Phone Ext Type 001 MR JOHN JACKSON FIRE CHIEF 386 777 8983 002 JANET ANSON A P MANAGER 383 999 2521 ENTER EMPLOYEE NUMBER w Enter contact number or to void 2 DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 Title A P MANAGER Nickname Phonetic Total Diary Entries Employee 09 DEBRA SIMS 1 Contact Date 05 20 03 9 Subject 2 Contact Time 10 Text 3 Contact Type 4 Diary Type 5 Next Date 6 Next Time 7 Next Employee 8 Follow up code Enter Field to Change to Exit D elete PT to Page Text RTN to post Line 1 will always be the default date but you can change it if needed through each field and fill in the appropriate information You can do a search on line 3 line 4 diary type and line 8 Realtime Software Corporation Page 42 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual
55. NV DT 04 14 03 CR LIMIT 0 00 A R BAL 1 646 24 TYPE W RENTAL COST PROD TOT 10 00 PART SERIAL WARRANTY DATE SOLD WARRANTY CLAIM REPAIR DATE VENDOR CREDIT DATE FAILURE DATE CREDIT DUE CUST CREDIT HOURS MILES 10992 HOURS WORKED BILLED PROMISE DATE DOLLARS WORKED BILLED S ESTIMATE PARTS FILED RECEIVED QUOTE NUMBER LABOR FILED RECEIVED MODEL NAME PICKUP SERVICE AUTH DELIVER VENDOR CONTACT SERV CALL DISTANCE MISC EXPENSES IN SHOP TECH BULLETIN FAILED PARTS ENTER FOR NEXT INVOICE A CCT DIST P AGE NOTES M ANIFEST C OMMENTS L ABOR T OTALS D ETAIL LINES CH ECK HIST MO DIFY RIN FOR HEADER MO You can change data in any of the numbered fields Type field and ENTER to access data fields Change data as necessary and ENTER DI01J MODS BCP TEST6 COMPANY DETAIL INVOICE INQUIRY 08 Oct 04 CUST TEST TEST CUSTOMER SLM1 INV TOT 10 15 INVOICE 111283 INV DT 04 14 03 CR LIMIT 0 00 A R BAL 1 646 24 TYPE W RENTAL COST PROD TOT 10 00 PART SER WARRANTY EXPIRE 1 DATE SOLD 14 WARRANTY CLAIM 2 REPAIR DATE 15 VENDOR CREDIT DATE 3 FAILURE DATE TEST 16 CREDIT DUE CUST CREDIT 4 HOURS MILES 10992 17 HOURS WORKED BILLED 5 PROMISE DATE 18 DOLLARS WORKED BILLED 6 ESTIMATE 19 PARTS FILED RECEIVED
56. P TEST6 COMPANY CUSTOMER CHECK INQUIRY 07 Oct 04 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE SLM1 000 ON ORD 64 202 85 CHECK 99 CHK DT 10 31 03 PAYMENT DT 10 31 03 A R BAL 24 936 17 BANK CODE 01 CHK AMT 300 00 REFER AMOUNT DISCOUNT WRITE INVOICE INVOICE ORDER CUSTOMER SEQ NUMBER PAID USED AMOUNT OFF AMT DATE AMOUNT NUMBER PO NUMBER 1 P30413 100 00 0 00 08 29 03 200 00 112873 ANYTHING HE 2 P30414 200 00 0 00 09 08 03 200 00 112885 ANYTHING HE ENTER P AGE PB PAGE BACK SEQ INVOICE TO VOID OO Open Orders is another inquiry that is often used to see what they have on order Type 0X0 OE12B MODS BCP TEST6 COMPANY CUSTOMER ORDERS INQUIRY 08 Oct 04 OPEN ORDERS CUST TEST TEST CUSTOMER OPEN ORDERS 8 190 90 ORDER TYPE D ORDER DT CUSTOMER PO ORDER VALUE ORDER TOTAL BO 108219 SER S 10 05 99 WERAWE 0 00 0 00 108220 SER S 10 05 99 ASDLFKJAFDL 0 00 0 00 108221 SER S 10 05 99 D321FG3D2 0 00 0 00 108228 SER S 10 05 99 30 10 00 10 00 109693 TEST P 10 05 99 ASDS2A3D1 3 50 3452 109695 TEST P 03 09 01 ASDS2A3D1 0 00 0 00 109072 DROP P 06 07 00 225 00 0 00 109096 TEST P 06 21 00 540 00 0 00 3 109355 DROP P 11 15 00 EATEM 225 00 0 00 1 109491 TEST P 01 22 01 180 00 0 00 i 109592 TEST P 02 12 01 TESTIN 9 00 9 14 110127 P P 05 29 0
57. Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE A CUSTOMER INQUIRY B CUSTOMER MAINTENANCE C POSTING PAYMENTS 1 TO CUSTOMER ACCOUNTS 2 TO GENERAL LEDGER ACCOUNTS 3 DAILY CASH RECEIPTS REPORT D CREDIT AND DEBIT MEMOS 1 CREDIT MEMOS 2 DEBIT MEMOS E INVOICE ADJUSTMENTS F CREDIT HOLDS amp CREDIT LIMITS G DIARIES H FINANCE CHARGES I REPORTS 1 REPRINT INVOICES 2 AGED TRIAL BALANCE 3 STATEMENTS 4 PERIOD END CASH RECEIPTS REPORTS 5 PAYMENT HISTORY REPORTS Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page A Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE A CUSTOMER INQUIRY Type Screen Jump CI at any menu to get to Customer Inquiry CM01Q CW REALTIME SOFTWARE CORP CUSTOMER INQUIRY 14 May 03 CUSTOMER NNNNNNA XXXXX Enter CUSTOMER number or NAME to search for similar sounding names or 2 TEXT to search for partial EXACT spelling of a name 2 NUMBER to search by phone number CUST to search SHIP TO entries 2 CUSTOMER To See an Index By Customer Number 2 CUSTOMER NAME To See an Index By Customer Name Type followed by part of customer name to search CM01Q CW REALTIME SOFTWARE CORP CUSTOMER INQUIRY 14 May 03 CU
58. STOMER CARRBOXXXXX Enter CUSTOMER number or NAME to search for similar sounding names or TEXT to search for partial EXACT spelling of a name NUMBER to search by phone number CUST to search SHIP TO entries 2 CUSTOMER To See an Index By Customer Number 2 CUSTOMER NAME To See an Index By Customer Name You can also search a customer by using any of the above listed search codes If you use 23C it will pull up every customer starting with the letter C or higher The Ship To is always designated by the Bill To number followed by 001 002 etc CM01 CW REALTIME SOFTWARE CORP Seq Customer 1 CARRBORO FIRE DEPARTMENT 2 CARRBORO FIRE DEPARTMENT Enter Seq To Exit PB Page Back CUSTOMER MAINT Number 12390 12390 001 C Change Search Searchi or ENA NC 14 May 03 ng CAR CAR RTN on CARRBO RBORO NC RBORO NC to page The A R information stays on the bill to but the invoice will show both the bill to and ship to information Select Line 1 and ENTER for the bill to Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 1 Realtime Software Corporation Accounts Receivable Manual
59. VILLE FIRE SLM1 17 OPN INV EMO C32896 MEMO DT 05 16 03 CR LIMIT A R BAL TERM30 0 000 1 PRODUCT TOTAL 25 00 2 DISCOUNT S DISCOUNTABLE AMOUNT TAXABLE TAX INV LINE CODE RATE 3 FREIGHT Y 4 MISCELLANEOUS 5 MINIMUM ORDER CHG 6 RESTOCKING CHARG 7 MEMO TAX AMOUNT 0 00 T 7 000 16 May 03 649 85 649 85 25 00 TAX AMT 0 00 Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 27 Realtime Software Corporation Accounts Receivable Manual Type the applicable GL account and the amount and ENTER then balance to distribute will go to zero Then to post ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 16 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE SLM1 17 OPN INV 649 85 MEMO C32896 MEMO DT 05 16 03 CR LIMIT A R BAL 649 85 PRODUCT TOTAL 25 00 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 001 3300003 25 00 25 00 FREIGHT PARTS DEBITS CREDITS ENTER LINE TO CHANGE P TO PAGE TO VOID TO POST To credit a customer for sales tax that was charged in error the procedure is very similar to the previous credit memo until you get to the last totals screen ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY 19 May 03 CUST
60. able Manual Enter U then type a description for the unapplied such as duplicate payment etc and then ENTER to complete If entering a partial payment on an invoice just enter the amount you re applying to that invoice Then select P for partial If writing off an amount then select W for write off The maximum amount of write off allowed and the g l account that will be charged are both designated in the customer class background table A different amount and account are allowed for each class ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV T1929 CREDIT DAYS A R BAL TI529 CREDIT LM CHECK CASH 5863 AMOUNT 300 00 TOTAL TO APPLY 300 00 CHECK DATE 05 13 03 REMAIN G TO APPLY 300 00 NMBR REF NO DATE AMT DUE TERM DISCOUNT AMT PAID ENTER 001 39699 01 Jan 03 1 377 92 300 00 ENTER P ARTIAL OR W RITE OFF 001 39699 01 Jan 03 1 377 92 0 00 002 U00020 15 May 03 152 63 0 00 003 U00021 15 May 03 450 00 0 00 ENTER LINE A N N U N N M N N TO VOID P AGE TO POST 1 UNDERPAYMENT OF 1077 92 ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS
61. apparatus There are other options listed at the bottom of the screen to see orders and other pertinent information SNO3A MODS BCP TEST6 COMPANY SERIAL MASTER INQUIRY 14 May 03 SERIAL NUMBER 8023 PART EON ALAD SITE DLM 03 13 03 DESC AERIAL LADDER SOLD TO 12390 CARRBORO FIRE DEPARTMENT USER 12390 CARRBORO FIRE DEPARTMENT LOCATION CONDITION CODE DEMO FLAG FLOORPLAN ITEM DUE DATE WARRANTY EXP DATE VENDOR INVOICE PAYMENT FLAG EXTENDED WARR Y N AMOUNT PAID EXT WARR CONTRACT CHECK NUMBER CHK DATE INSTALL DATE ACQUISITION COST SERVICE ORDER COMMENTS ADDED VALUE 0 00 TOTAL COST 0 00 SERV ORD S N SERV BLTN S N LAST SERV ORD HR MTR READING 1464 DATE 03 13 03 PARENT P O NUMBER SALES ORDER RECEIVED DATE INVOICE NO LINE RECEIVER NO DATE PRICE AV AVD ADDED VALUE DR DRH DEMO REQUEST SB SRVC BULL DH DEMO HIST S OLD TO C URRENT OR P REVIOUS USER Q UOTES 0 RDER S I NVOICE S A DDL DI INVOICE OI ORDER T EXT PO POR PO RCPTS RIN NEXT SERIAL T Then select sequence 1 to view actual work order SNO3A MODS BCP TEST6 COMPANY SERIAL MASTER INQUIRY 14 May 03 SERIAL NUMBER 8023 PART EON ALAD SITE
62. d first letters of customer name to search Realtime Software Corporation Page 17 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Enter the requested information check or cash check date amount ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV 1 675 29 CREDIT DAYS A R BAL 1679 29 CREDIT IM CHECK CASH 12345 AMOUNT 450 00 TOTAL TO APPLY 450 00 CHECK DATE 05 13 03 REMAIN G TO APPLY 450 00 NMBR REF NO DATE AMT DUE TERM DISCOUNT AMT PAID ENTER 001 A ENTER OLDEST TO LOOP THROUGH INVOICES ENTER R OR RANGE TO PAY OFF RANGE ENTER A TO GO INTO AUTOMATIC APPLY MODE Type A to display all open invoices for customer ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV 1 675 29 CREDIT DAYS A R BAL 1 675 29 CREDIT LM CHECK CASH 12345 AMOUNT 450 00 TOTAL TO APPLY 450 00 CHECK DATE 05 13 03 REMAIN G TO APPLY 450 00 NMBR REF NO DATE AMT DUE TERM
63. e Once the balance is zero make sure you ve entered the correct information because you cannot go back and change it once you have posted with the and updated Corrections have to be done with You can make changes to any line or if you want to re do the entire transaction asterisk to exit and start over In this case the balance is not zero The remaining to apply is 152 63 and if you re not sure where to apply it you can enter as an unapplied credit that will show separately on their account If all is correct to post and the message below will appear ARO4C CW REALTIME SOFTWARE CORP CUSTOMER CASH RECEIPTS ENTRY 15 May 03 CUST 14050 CITY OF FAYETTEVILLE FIRE DEPT PAYMENT DATE 05 15 03 OPEN INV 1 377 92 CREDIT DAYS A R BAL 1 675 29 CREDIT LM CHECK CASH 12345 AMOUNT 450 00 TOTAL TO APPLY 450 00 CHECK DATE 05 13 03 REMAIN G TO APPLY 152 63 NMBR REF NO DATE AMT DUE TERM DISCOUNT AMT PAID NTER 001 39699 01 Jan 03 1371492 0 00 002 429284 20 Mar 03 76 67 30 76 67 003 429388 26 Mar 03 65 06 30 65 06 004 F34094 31 Mar 03 20 48 20 48 005 U00013 31 Mar 03 12 88 12 88 006 429867 24 Apr 03 125 44 30 125 44 007 F34201 29 Apr 03 22 60 22 60 Realtime Software Corporation Page 19 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receiv
64. e assigned AR03B CW REALTIME CUST 14050 KK DWN PF EDIT MEMO AF O NO MO DATE F INVOICI F ORDER Q m 05 Gl HAE NnWDWEEWOA P Text Window ENT ER LINE PECIAL INSTRUCTIONS TO CHANGE T CORP C Po SOFTWARE ED IT D ENTRY EBIT EMO CITY OF FAYETTEVILLE F IRE INVOICES OPEN 433 HAY ST PURCHASE ORDER FAYETTEVILL NC 28302 T 16 03 O 0O Oy U 11 A Edit SBHMNHA E Z UNAPPLIED CASH ACCTS RECV BAL CREDIT LIMIT S UST ERMS LMN1 NCLU PO 30 17 SLMN2 DE IN MEMO PRINT TYPE R CUSTOMER RETAIL S FOR SUMMARY D FOR D TO VOID ENTRY 16 May 03 649 85 649 85 SLMN2 Y ENTRY type to move through the different fields entering any important information as you go for why the credit is being issued At line 4 4 SP Text Window ECIAL INSTRUCTIONS 9 M ai LL Insert A R CUSTOM MO TYP E ira ve Se Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 26 Realtime Software Corporation Accounts Receivable Manual Type your own number in SLMN2 and 0 in SLMN2 Then type S for Summary Always use Summary for these acco
65. elling of a name 2 NUMBER to search by phone number CUST to search SHIP TO entries 2 CUSTOMER To See an Index By Customer Number 2 CUSTOMER NAME To See an Index By Customer Name This will bring up a blank screen and you will fill in the necessary information for that customer Realtime Software Corporation Page 12 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual CM01 CW REALTIME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 CUSTOMER 91030 18A NO BATCH BILL Pee AME t l xieie s oodte ld eevee ete EE EEEE 19 PARTIAL INVOICES 2 ADDRESS 1 20 ZONE 3 ADDRESS 2 21 CATEGORY 4 CITY 22 TYPE 5 ST COUNTY 23 STATUS 6 POSTAL CD 24 MARKET AREA 7 COUNTRY 25 ACCT AT CUST 8 CUST CLASS 26 COUNTRY CODE 9 PHONE NO 27 ORDER TAX CODE Ol 10 FAX NUMBER 28 SOURCE OF LEAD 11 TELEX NO 29 P O REQUIRED 12 CONTACT 30 BLANKET P O 13 TITLE 14 SHIP VIA 31 A R CUSTOMER 15 FOB 32 ORDER TYPE 16 SLM 1 SLM 2 SLM2 33 NO PICK TICKET 17 LBR OVERIDE RATE PRICE AT COST 34 CASH SALES ONLY 18 RESALE 35 FREE FREIGHT Y After filling in the information at the bottom of the screen you can type C for credit to enter information on the credit sc
66. ext Contact Date Last Contact Date Next Contact Time Last Contact Time Total Follow ups 0 Total Diary Entries Diary Date Time Type Empl Subject Nxt Date Code Time Enter O ldest to Newest S election Criteria Enter Diary C reate B ack Page P age or RTN To Continue belo 01IQ CW REALTIME SOFTWARE CORP CUSTOMER INFORMATION 20 May 03 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Next Contact Date Last Contact Date Next Contact Time Last Contact Time Total Follow ups 0 Total Diary Entries Diary Date Time Type Empl Subject Nxt Date Code Time Seq Contact Title Phone Ext Type 001 MR JOHN JACKSON FIRE CHIEF 386 777 8983 002 JANET ANSON A P MANAGER 383 999 2521 Enter contact number or to void 2 Realtime Software Corporation Page 41 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual You will be prompted for your employee number This will stay with the diary so you ll always know who created it Reports can be run or inquiries made on the screen daily or periodically to track what is being entered and by whom The end of day report can be used to make follow up calls CMO1IQ CW REALTIME SOFTWARE CORP CUSTOMER I
67. ice Detail Inquiry AYTNAADTPWBNHE OW Choice 9 Invoice Inquiry with Commission Change this program allows the user to change four fields customer po salesman1 salesman2 and salesman2 No other changes are allowed This is very useful when a sale has been invoiced without a purchase order number or under an incorrect salesman Instead of crediting and re billing the invoice the user can simply change any or all of the four allowed fields Type the invoice and ENTER DIO1A MODS BCP TEST6 COMPANY DETAIL INVOICE INQUIRY 08 Oct 04 INVOICE 111283 ENTER O TO INQUIR ENTER W TO INQUIR BY SALES ORDER NUMBER BY WARRANTY CLAIM Realtime Software Corporation Page 32 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Type MO and ENTER You be automatically stepped through the four fields Change data as necessary and ENTER DIO1A MODS BCP TEST6 COMPANY DETAIL INVOICE INQUIRY 08 Oct 04 INVOICE 111283 ORDER CUST TEST SHIP TO NAME TEST CUSTOMER ADDR 1 S ADDR 2 123 ABC H T CITY ANYTOWN IO ST CNTY IL P ZIP PST 12345 COUNTRY OBY DUE DATE 04 14 03 ORDER DATE INVOICE DATE 04 14 03 TERMS 04 ORDER TYPE W TO S
68. ice Report 11 Period End Cash Receipts Processing 12 Commission Processing Year End 13 Year End Processing History 14 Customer Payment History Processing 1 Detail Invoice Processing Type the profile you want to edit or execute make any necessary changes and then Y to print This is usually done during month end process right before closing however you may need to re print a statement from time to time AROS CW REALTIME SOFTWARE CORP STATEMENT PRINT 20 May 03 0 ENTER PROFILE TO USE EOM DESC END OF MONTH STATEMENTS ALL 1 ENTER AS OF DATE FOR STATEMENT O S CPED 05 31 03 USE INVOICE DATE 2 PRINT ZERO BALANCE ACCOUNTS CN NO 3 INCLUDE INVOICES WITH DATE GT CY YES 4 ENTER CUSTOMER NUMBER A 5 ENTER SORT OPTION C 1 BY CUST 6 ENTER CUSTOMER CLASS A 7 PRINT FORMS ALIGNMENT C N NO ENTER S AVE PROFILE TO VOID OR Y TO EXECUTE E Realtime Software Corporation Page 58 Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Accounts Receivable Manual As of Date this is the date the system will use to age the receivables to distribute them among the appropriate buckets normally a month end date As well as the as of date you can also specify the dates for the individual aging buckets Invoices with future dat
69. ime Software Corporation Accounts Receivable Manual DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 Next Contact Date Next Contact Time Total Follow ups tact Date 05 20 03 tact Time 12 41 tact Type P HONE CALL TO CUSTOM Diary Type AR A R COLLECTIONS Next Date 05 28 03 Next Time 09 00 Next Employee 09 DEBRA SIMS Follow up code WP WAITING FOR PAYM Diary 180836 Contact 002 JAN Enter to Exit Gl cr icf ENT CITY OF FAY BPL EVILLE F F FIRE D EPT 910 433 17259 KATHY 2 Employee 09 DEBRA SIMS ET ANSON M odify PT to Page Text or RTN to Continue Last Contact Date Last Contact Time Total 05 20 03 12 41 2 Diary Entries PAST DUE INVOIC Gl Subject Text JANET SAID CHECK IS IN THE T MAIL In this case the date is 5 28 03 and we checked to see if the payment had come in It was received so we want to close this diary Type M to modify then to change DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 05 20 03 Title A P MANAGER Nickname
70. ing will have the future amounts distributed into the appropriate buckets There also 2 aging options here Invoice date the as of date is compared to the invoice date Using this method if you ran an aging as of today s date an invoice dated yesterday would be considered 1 day past due Due date the as of date is compared to the due date Any invoice with a due date within current bucket is consdered current regardless of its invoice date Zero Balance set to N normally Include Invoices gt As of Date there are 3 choices available here If Y to include dates greater than as of date is selected then all open receivables will be selected If N to not include dates greater than as of date is selected then any invoice with a TRANSACTION DATE greater than the As of Date will be ignored If R to regenerate is selected then the system will re create the open A R balance as of the specified transaction date Invoices paid since the as of date will be considered open and receivables created after the as of date will be ignored Customer Number a single customer multiple customers or all customers may be specified Sort Options these 6 pre defined options determine how data is sorted and subtotaled Customer Class a single class multiple classes or all classes may be specified Forms Alignment set to N normally Y prints a sample for verify alignment to a preprinted form Realtime Soft ti P 9 Accounts Receivable O
71. invoice date with further inquiry options available at the bottom of the screen ARO4E MODS BCP TEST6 COMPANY CUSTOMER PAYMENT INQUIRY 07 Oct 04 LYR SALES 3 005 00 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE YTD SALES 2 335 01 INVOICE INVOICE INVOICE CHECK PAYMENT CHECK BK CHECK PAY DATE NUMBER AMOUNT NUMBER DATE DATE CD AMOUNT DAYS PF 08 12 04 U00109 10 00 CC4747 08 12 04 08 12 04 AA 10 00 0 12 24 03 X10366 20 00 4 10 31 03 12 24 03 01 5 00 54 12 24 03 P30509 90 00 44 10 31 03 12 24 03 01 40 00 54 11 20 03 C33800 200 00 TEST4741 04 23 04 04 23 04 01 100 00 155 10 31 03 U00102 220 22 22222 10 31 03 12 23 03 01 220 22 0 09 30 03 111301 100 00 22222 10 31 03 12 23 03 01 2 00 31 09 29 03 P30458 1 020 00 77 10 31 03 11 12 03 Al 1 020 00 32 Y 09 24 03 X10360 20 00 88 10 31 03 10 31 03 01 20 00 3H Y 09 22 03 P30456 200 00 888 10 31 03 10 31 03 01 200 00 39 Y 09 19 03 P30454 200 00 99999 10 31 03 10 31 03 01 200 00 42 Y 09 08 03 P30415 200 00 9999 10 31 03 10 31 03 01 200 00 53 Y 09 08 03 P30414 200 00 99 10 31 03 10 31 03 01 200 00 33 Y 08 29 03 P30413 200 00 99 10 31 03 10 31 03 01 100 00 63 Y 08 29 03 P30413 200 00 3 09 08 03 09 08 03 01 100 00 10 Y ENTER P AGE PB PAGE BACK FOR NEXT CUSTOMER TO REDISPLAY CUSTOMER OR REF NUMBER FOR A R INQUIRY gt At the first c
72. is released if anyone goes back into order adjustments and raises the order value it will have to be released again because the assumption is made that additional dollars are being added to the order Realtime Software Corporation Page 38 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE G DIARIES Diaries can be used to record data specific to each customer Multiple contacts can be set up with information as detailed as birthdays anniversaries etc It can also be used to track calls made to a customer whether for A R collections satisfaction with a service job that was performed or follow up on how their new apparatus is working for them Type the Screen Jump CI for Customer Inquiry and type the customer number or search with and their name Then type I for Info CM01Q CW REALTIME SOFTWARE CORP CUSTOMER INQUIRY 20 May 03 CUSTOMER 14050 NAME CITY OF FAYETTEVILLE FIRE DEPT B O ALLOWED ADDRESS 1 433 HAY ST PURCHASE ORDERS ZONE ADDRESS 2 CATEGORY CITY FAYETTEVILLE TYPE ST COUNTY NC STATUS CUMBERLAND POSTAL CD 28302 MARKET AREA COUNTRY ACCT AT CUST CUST CLASS REG COUNTRY CODE PHONE NO 910 433 17259 KATHY
73. mmediately on the payment status The same case would be if there was no answer NA Also by entering the date in the most recent text on line 10 and ENTER afterward it is easier to see what s happening with this diary as it progresses When a diary is closed it will appear on the diary screen and you can see it s closed It will not show up on any more follow up reports once it is closed DIARY CW REALTIME SOFTWARE CORP Contact Diary Entry 20 May 03 Last Date CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE DEPT 910 433 17259 KATHY Cont 002 JANET ANSON 383 999 2521 05 20 03 Title A P MANAGER Nickname Phonetic Total Diary Entries 1 Diary Date Time Type Empl Subject Nxt Date Code Time 180836 05 20 03 12 41 AR 09 PAST DUE INVOICES 9999 180837 05 13 03 13 02 A 09 CHECK ON NEW TRUCK Enter O ldest to Newest S election Criteria Enter Diary C reate B ack Page P age or RTN To Continue There are several options for reports and inquiries for diaries Type SP T at any menu The following menu has various options for reviewing diaries The most common report to use for follow up calling is number 8 and then 1 for an end of day report It will look at the next day s date and select all diaries that have a follow up date for that next day or any date that has already gone by and not been closed yet This can be distributed the next morning fo
74. mpany Processing 1 Customer 2 Customer Processing Invoices Memos 3 Invoice Memo Processing Cash Application 4 Cash Receipts Processing 5 6 7 8 Cash Sales Processing Daily Cash Receipts amp Bank Deposit Register Finance Charge Calculation Period End Statement Print 9 Aged Trial Balance Processing 10 Open Invoice Report 11 Period End Cash Receipts Processing 12 Commission Processing Year End to Year End Processing History 14 Customer Payment History Processing 15 Detail Invoice Processing Type 2 to print an aged trial balance report At profile prompt type to see which report you want SCREEN CW REALTIME SOFTWARE CORP Aged Trial Balance Processing 20 May 03 17 CWW DS SARO9 ENTER SELECTION NUMBER 1527 35 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Customer Trial Balance Display 2 Customer Aged Trial Balance Report 3 Change Invoice Aging 4 A R Adjustments Audit Report Realtime Soft ti P Accounts Receivable Operations Manual v2 0 S a 29 Realtime Software Corporation Accounts Receivable Manual ARO9B CW REALTIME SOFTWARE CORP CUSTOMER AGED TRIAL BALANCE REPORT 20 May 03 Display of the PROFILE HEADER table by Profile escription SOQ Profile U 1 EOMD END OF MONTH DETAIL 2 EOMS END OF MONTH SUMMARY
75. perations Manual v2 0 ppb are Corporanon Pages Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE REPORTS 4 PERIOD END CASH RECEIPTS REPORTS Various period end and historical cash receipts reports are available on menu SARI11 SCREEN MODS BCP TEST6 COMPANY Pd End Cash Receipts Procsng 08 Oct 04 13 BCP TEST6 KAS SAR11 ENTER SELECTION NUMBER 12 54 46 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 4 Cash Receipts History Purge PERIOD END CASH RECEIPTS REGISTER AND TAX REPORT Most users have this register run as part of their EOM batch This facility enables the operator to produce a summary register of all cash received and deposited during the period The records are selected from the Cash Receipts file with a payment date less than or equal to the period end date entered The file is sorted in bank code payment date sequence In addition a tax code report can be printed and is sorted in tax code payment date sequence This is the report you would use to file taxes collected on a cash basis Upon acceptance of the report records are written to the Commission Sales Receipts file for use in calculating due and payable commissions at a later date These records are written only if the commission flag in the Company Header Control record CHDR is R commission sales receipts or B both commissions After the records are printed
76. pre defined options determine how data is sorted and subtotaled Invoices Older Than NN Days typical entry is null here If data is entered then only customers who have invoices older than this number of days will be selected For example if this field is loaded with the number 60 the system will look at each invoice for a customer If any one invoice is 60 days old or older the system will then select all invoices for that customer Realtime Software Corporation Page 57 Accounts Receivable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Receivable Manual ACCOUNTS RECEIVABLE REPORTS 3 STATEMENTS Many users have their customer statements set to print in their EOM batch The following instructions can be used to either print statements or create a profile for later use from the menu or in batch For statement print go to menu SA R and select choice 8 SCREEN CW REALTIME SOFTWARE CORP Accounts Receivable 20 May 03 17 CWW DS SA R ENTER SELECTION NUMBER 14 47 58 AS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Customer 2 Customer Processing Invoices Memos 3 Invoice Memo Processing Cash Application 4 Cash Receipts Processing 5 Cash Sales Processing 6 Daily Cash Receipts amp Bank Deposit Register Period End 7 Finance Charge Calculation 8 Statement Print 9 Aged Trial Balance Processing 10 Open Invo
77. r maintenance screen Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 14 Realtime Software Corporation Accounts Receivable Manual CM01 MODS BCP TEST6 COMPANY CUSTOMER MAINTENANCE CUSTOMER TEST 18A NO BATCH BILL 1 NAME TEST CUSTOMER 19 PARTIAL INVOICES 2 ADDRESS 1 20 ZONE 3 ADDRESS 2 123 ABC 21 CATEGORY As CITY ANY TOWN 22 TYPE 5 ST COUNTY IL 23 STATUS 6 POSTAL CD 12345 24 MARKET AREA 7 COUNTRY 25 ACCT AT CUST 8 CUST CLASS 001 26 COUNTRY CODE 9 PHONE NO 123 456 7890 27 ORDER TAX CODE 10 FAX NUMBER 28 SOURCE OF LEAD 11 TELEX NO 29 P O REQUIRED 12 CONTACT 30 BLANKET P O 13 TITLE 14 SHIP VIA 31 A R CUSTOMER 15 FOB 32 ORDER TYPE 16 SLM 1 002 SLM 2 SLM2 00 33 NO PICK TICKET 17 LBR OVERIDE RATE PRICE AT COST 34 CASH SALES ONLY 18 RESALE 35 FREE FREIGHT ENTER C REDIT DEL ETE I NFO P RICE LVL EF EMAIL FAX 08 Oct 04 E SALE L50 Y POST B Type 1 and ENTER If you want to enter a default price level for all sales to this customer type ENTER again and answer Y to the question that displays CPL1 ODS B
78. r follow up calling SCREEN CW REALTIME SOFTWARE CORP PROSPECT TRACKING 20 May 03 17 CWW DS SP T ENTER SELECTION NUMBER 13 59 25 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Company Processing 2 Prospect Processing 3 Customer Processing 4 Vendor Processing 5 Daily Contact Processing Inquiry 10 Employee Processing Realtime Software Corporation Page 48 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual SCREEN CW REALTIME SOFTWARE CORP End Of Day Processing 20 May 03 17 CWW DS SPTO8 ENTER SELECTION NUMBER 14 04 57 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 2 Diari S 3 4 Entered Report Diary Adjustments Report Closed Follow Ups Report Type the profile you want to edit or execute make any necessary changes and then Y to print You also have a choice of running a detail report change line 3 that will show the text on each diary The summary shows the customer diary follow up date and description PTO8A CW REALTIME SOFTWARE CORP 0 ENTER PROFILE TO USE DAILY 1 UPDATE FOLLOW UP THRU DATE 2 ENTER DELINQUENT DAYS 3 ENTER REPORT FORMAT TYPE 4 ENTER EMPLOYEE ENTER S AVE PROFILE TO VOID
79. reater than zero A record is created in the Accounts Receivable file if the finance charge for the customer is greater than the minimum finance charge If the finance charge is below the minimum finance charge the record is not created Some users who assess finance charges do so at month end and have them processed during their EOM batch Finance charges can also be processed or the report profile maintained from the menu SA R choice 7 SCREEN MODS BCP TEST6 COMPANY Accounts Receivable 08 Oct 04 13 BCP TEST6 KAS SA R ENTER SELECTION NUMBER 12331227 HS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Customer 2 Customer Processing Invoices Memos 3 Invoice Memo Processing Cash Application 4 Cash Receipts Processing 5 Cash Sales Processing 6 Daily Cash Receipts amp Bank Deposit Register Period End 8 Statement Print 9 Aged Trial Balance Processing 10 Open Invoice Report 11 Period End Cash Receipts Processing 12 Commission Processing Year End 13 Year End Processing History 14 Customer Payment History Processing 15 Detail Invoice Processing Realtime Software Corporation Page 50 Accounts Receivable Operations Manual v2 0 if P amp Realtime Software Corporation Accounts Receivable Manual Type the profile you want to edit or execute make any necessary changes and then Y to print
80. reen CM01 CW REALTIME SOFTWARE CORP CUSTOMER MAINTENANCE 15 May 03 CUSTOMER 91030 18A NO BATCH BILL 1 NAME HAYWARD FIRE DEPT 19 B O ALLOWED 2 ADDRESS 1 1540 BILLINGS DRV 20 ZONE 3 ADDRESS 2 21 CATEGORY 4 CITY HAYWARD 22 TYPE 5 ST COUNTY CA 23 STATUS 6 POSTAL CD 93869 24 MARKET AREA 7 COUNTRY 25 ACCT AT CUST 8 CUST CLASS REG 26 COUNTRY CODE 9 PHONE NO 980 333 4958 27 ORDER TAX CODE E 10 FAX NUMBER 28 SOURCE OF LEAD 11 TELEX NO 29 P O REQUIRED 12 CONTACT CHIEF DAN 30 BLANKET P O 13 TITLE 14 SHIP VIA 31 A R CUSTOMER 15 FOB 32 ORDER TYPE 16 SALESMAN 11 33 NO PICK TICKET 17 SALESMAN 2 PERCENT 34 CASH SALES ONLY 18 RESALE 35 FREE FREIGHT ENTER REDIT DEL ETE I NFO P RICE LVL EF EMAIL FAX POST CY Accounts Receivable Operations Manual v2 0 Realtime Software Corporation Page 13 Realtime Software Corporation Accounts Receivable Manual CMO1 CW REALTIME SOFTWARE CORP CUS CUSTOMER 91030 HAYWARD FIRE DEPT 1 INACTIVE HI 2 BUSINESS SINCE 10 07 04 OP 3 TERMS CODE NO 4 PRICE DISC CODE LA 5 PRICE CALC CODE LA 6 CREDIT CODE YT 7 CREDIT L
81. unting types of credits that are adjustments to a customer s account ARO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY CUST 14050 CITY OF FAYETTEVILLE FIRE OPEN INVOICES 433 HAY ST PURCHASE ORDERS UNAPPLIED CASH ACCTS RECV BAL FAYETTEVILLE CREDIT LIMIT NC 28302 CREDIT MEMO RGA MEMO NO C32896 5 GUST PGs 1 MEMO DATE 05 16 03 6 TERMS 30 2 REF INVOICE 7 SLMN1 17 SLMN2 15 3 REF ORDER 8 INCLUDE IN MEMO PRINT 4 SPECIAL INSTRUCTIONS 9 MEMO TYPE CREDIT FREIGHT CHARGED IN ERROR INVOICE 838535 11 A R CUSTOMER ENTER LINE TO CHANGE TO VOID D FOR DETAIL ENTRY FOR SUMMARY SLMN2 16 May 03 649 85 649 85 ENTRY Type the total amount in line 1 Then at line 7 change the tax amount to 0 if tax is not involved Most accounting adjustments will not involve tax Then type A for account distribution to assign the appropriate GL account A C TOTAL TAX AMOUNT CREDIT M ENT ER LINE EMO TOTAL TO VOID A FOR ACCOUNT DISTRIBUTION P FOR PRODUCT GROUP DISTRIBUTION A 0 00 25 00 RO3B CW REALTIME SOFTWARE CORP CREDIT DEBIT MEMO ENTRY UST 14050 CITY OF FAYETTE
82. ustomer inquiry screen type CH for check history and select O ldest or N ewest to specify sort order This will display the customer s check history by check date ARO4F MODS BCP TEST6 COMPANY CUSTOMER CHECK INQUIRY 07 Oct 04 LYR SALES 3 005 00 CUSTOMER 14050 CITY OF FAYETTEVILLE FIRE YTD SALES 2335 01 SEQ CHECK CHECK DT CHECK AMOUNT PAYMENT DATE BC 1 CC4747 08 12 04 10 00 08 12 04 AA 2 TEST4741 04 23 04 100 00 04 23 04 01 3 44 12 24 03 40 00 10 31 03 01 4 4 12 24 03 5 00 10 31 03 01 5 22222 12 23 03 222 22 10 31 03 01 6 77 11 12 03 1 020 00 10 31 03 Al 7 99999 10 31 03 200 00 10 31 03 01 8 9999 10 31 03 200 00 10 31 03 O1 9 99 10 31 03 300 00 10 31 03 01 10 888 10 31 03 200 00 10 31 03 01 11 88 10 31 03 20 00 10 31 03 01 12 3 09 08 03 100 00 09 08 03 01 LS 2 09 05 03 125 00 08 31 03 01 14 1 09 05 03 200 00 08 31 03 01 I5 555 08 19 03 10 00 08 19 03 1 ENTER P AGE PB PAGE BACK SEQ CHECK TO VOID Seesaw eres Realtime Software Corporati P Accounts Receivable Operations Manual v2 0 fi orpurahoni LageA Realtime Software Corporation Accounts Receivable Manual Further inquiry options including displaying a list of invoice payments posted from each check available at the bottom of the screen ARO4F MODS BC

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