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Accounts Receivable for CJC

1. xy Certified intei by bm wr bee omig ei ei ee am d pari ee eee ey its eo C Gin Accounts Receivable User s Manual 13 25 Application Forms Job Receivables Application for Payment Form page 2 Serm NES imn FL SG Bul Furi Dr Shakeper 4 DEXRIPTIDE GF WIFE RI BI uir iM T Fretum BITE PREPRI Fm 13 26 T 1 COMPLETED PREX Application for Fieri FRGELT BENEN DS ay itl ib 31 15 ImDILE 8 711 1344 1 PERSGD EST OSCE ARDS TEE ROBERTS nim Tere Tres FOR 1438 LEERPERIME E F r FEEL STORED IDE LA 192 TE 1 nnn 1 5 i E 1 3881 1 181 LI i E fuam coul Accounts Receivable User s Manual Applications Journal Use the Applications Journal functi
2. ACE 6 EL Code Nahiga Bales Aran Sita Al CUER Amm 00 D Vw et dan Oaka TADE Puce Ed Pose Backonl LL Cmi Ba Cot Press any key to return to the Transaction Scroll Region screen To go toa particular line item press G Then enter the line number This command appears only if there is more than one screen of line items e To print an invoice online press You can print online invoices for any customer even if the customer record does not require that the customer receive invoices This command is available only if you elected to print online invoices in the Resource Manager Options and Interfaces function The Print Online Invoice prompt appears If you want to print the invoice later through the Print Invoices function uncheck the box or enter N in text mode you are returned to the Invoices screen If you want to print the invoice online check the box or enter Y in text mode then see Online Invoicing Screen below To finish with the transaction on screen and move to a blank header screen to enter a new transaction press N Then see Header Information Screen earlier in this section Accounts Receivable User s Manual 5 17 Transactions Daily Work Totals Information When you press T to work with the transaction totals the Totals
3. acca iver Aran 2 Ades Fax vr E iri Pin Peron sALES HISTORY Das Tent Date Desert EET 2 2 11 Eu CAR Accounts Receivable User s Manual 10 25 Sales Reps 10 26 File Maintenance Enter the ID of the sales rep Enter personal information name address phone numbers and so on Enter an employee ID for the sales rep for your reference You might want this reference to the Payroll system if the sales rep is an employee However even though Accounts Receivable does not interface with Payroll you can use the Inquiry F2 command to look up an employee ID if Payroll is installed for this company Enter the run code you want to assign to the sales rep or press Enter to skip this field This code is a digit you can assign to the sales rep for reference only the system does not use it in any calculations and uses it for sorting only if you make modifications to the system Enter the percentage of the sale you want the sales rep s commission to be Select the amount the commissions are to be paid on S for the net sales amount G for the gross profit of the sale or N for neither amount Enter B if the commissions are to be paid when the sale is entered or P if they are to be paid when the sale is paid For each type of c
4. 604400 FIM CHE RETENTION 204415203 Fishia _ Ficibes fis Field Description Description Accounts Receivable posts to four accounts cash receipts discounts inventory finance charges and AR retainage Accept each account shown or change the description of each account Accounts Receivable User s Manual File Maintenance Field GL Number Accounts Receivable User s Manual Tables Description The cash receipts account is used only if Accounts Receivable does not interface with Bank Reconciliation and if the payment method record is missing The inventory account is used for noninventory items and when Accounts Receivable does not interface with Inventory The AR Retainage account is debited for the amount retained when you post AIA invoices job invoices or cost plus invoices When retainage invoices are posted this account is credited For each account description except AR Retainage accept the default general ledger account number or enter a different account number Enter the AR Retainage account on the fifth row of the table Do not delete lines or rearrange field names The system looks for the defaults by their position in the table It treats the account number on the first line as the cash receipts account number the account number on the second line as the discounts account number and so forth 10 45 Tables File Maintenance ARP
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6. H Teal 1 Enter the current date from which invoices will be aged 2 Use the Proceed OK command to build the ARINxxx file When processing is complete you are returned to the File Maintenance menu 3 Print the Aged Trial Balance see page 7 9 to make sure that the accounts are aged correctly Then if you want information about individual invoices for some open invoice customers use the Invoices option in the Transactions function see page 5 3 to enter the invoices manually 4 When the ARINxxx file is correct post the invoices Accounts Receivable User s Manual 10 55 Change Fields Features Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log appears on page 10 61 Change Fields Screen When you select Change Fields from the menu this screen appears Domh idm Hee to mi OH Eee charge ead 1 Empar H 1AA Terna EOD O8 Accounts Receivable User s Manual 10 57 Change Fields File Maintenance The screen contains 3 sections The top or Header section which includes the Field ID and P
7. Pos AIG TOL 11 E In aom Fix brew iaj 13 44 Ba liere moje Jor Hu x Bele thii Class Aco m Ti Accounts Receivable User s Manual Ii n rane T n Job Receivables Post Job Invoices The Post Job Invoices function creates regular invoices and retainage invoices in the Open Invoice file Retainage invoices are assigned the invoice number Rtxxxxxx where xxxxxx is the Job ID The retained amount and other balance fields are updated in the Customer file If you post a retainage invoice the amount is subtracted from the Rt invoice and a new invoice is created for the amount billed The amount is subtracted from the Retainage field in the Customer file When you post an invoice with retainage the sales account specified in the line item is credited for the entire amount billed The accounts receivable account specified in the Distribution Code for each customer is debited for the invoice amount less retainage The AR Retainage account specified in the ARGLx table is debited for the retained amount i Tax CR CR The sales tax account is specified in the Tax Locations file Accounts Receivable User s Manual 13 45 Post Job Invoices Job Receivables When you post a reta
8. Complete 1 10 00 13 00 784 75 Fore d i len ice 1 m pa Dpr 04 5 106 Terma Code zTCT z l1D n 3H Billing c Cumpimtzm CENT E i 11 Her rr xj 1 Enter the ID of the job for which you want to set up a schedule The job Description and Customer ID appear from the Jobs file The Customer name appears from the Customer file Accounts Receivable User s Manual 13 5 Set Up Schedule Inquiry Inquiry Inquiry 3 6 ni 10 11 Job Receivables Enter the contract information for the job ID in the Contract For field This information is printed on the application form Enter the architect information for the job ID in the Architect Info field This information is printed on the application form Enter Y in the Taxable field if any portion of the job is taxable Enter N if the job is not taxable If part of the job is taxable enter Y in the After Ret field if taxes are calculated after retainage is subtracted from the invoice amount Enter N if taxes are calculated on the entire invoice amount including retainage Enter the tax location for this job in the Tax Grp field Taxes are calculated based on a tax class you specify for each line item using percentages from the Tax Locations file Enter a Default Tax Class that appears when you enter line items You can change this tax class in each line item Enter
9. 332211222 H11 An kn daria 4 Doa i Las Tee Az 12233578 B 42 Apa 15 LER ZI 3 0863 29 Huis of hacen 2 Pamani n Verh Ta 4 m na E age 00 m LU m tor Fat i anew To look at the information for the customer that is alphabetically next in the ARCUxxx file press Enter To look at the information for a different customer press C and then enter the customer ID the Inquiry F2 command is available When you are finished viewing the information use the Exit F7 command to return to the function screen you were using C 2 Accounts Receivable User s Manual References Information Windows Customer Comments Window When you select Customer Comments from the AR Information menu the Customer Comments window appears Commands Mocs iter z rrm maumurTe Qi ams PLEASE KO TIT LUE AT ACE ITEN 13 BALED CALDEN EZ Fa TOGA GATIT PAET ACT Erga Tierra CAAA The window that appears and the supporting function are identical with the Customer Comments window in the Customers function on the File Maintenance menu You can use thi
10. Teer 1 Select the kind of information you want to change You can move a single transaction to a new batch or an entire batch to a new ID Inquiry 2 Enter the batch ID that contains the transaction s you want to move Inquiry 3 If you elected to move a single transaction enter the number of the transaction to move Accounts Receivable User s Manual 5 33 Change Batches Daily Work 4 Enter the new batch ID If you did not specify a transaction number you are inquiry replacing the old batch ID with this one If you use the Maintenance F6 command the Batch Control function is temporarily called up When you use the Proceed OK command the copy process begins When the process is finished the Daily Work menu appears 5 34 Accounts Receivable User s Manual Daily Work Batch Control Batch Control You can use batches to group invoices miscellaneous credits and cash receipts for printing and posting If you group transactions by batch one user can enter information while another posts transactions Use the Batch Control function to add batches release batches or check the status of batches Batch Control Screen Select Batch Control from the Daily Work menu The function screen appears Eon Jim foie EN 4 3 arr Mo Dedka ae arh fereg er Moree Tem deg T
11. CL 1 CER Accounts Receivable User s Manual 5 31 Copy Recurring Entries Daily Work 5 Enter the range of run codes whose recurring entries you want to copy Press Enter to copy the entries to the displayed period or enter a different period When you entered recurring entries you might have entered cutoff dates for them Accept the system date as the cutoff date or enter a different date Entries that have cutoff dates before the date you enter here will not be copied to the ARTDxxx and ARTHxxx files Enter the ID of the batch to copy to If you use the Maintenance F6 command the Batch Control function is temporarily called up This field does not appear if you elected not to use batching in the Resource Manager Options and Interfaces function Select the output device for the log When the entries have been copied and the log has been printed the Daily Work menu appears 5 32 Accounts Receivable User s Manual Use the Change Batches function to replace a batch ID with different batch ID to associate transaction numbers with a different batch Change Batches Screen Select Change Batches from the Daily Work menu The function screen appears bere REE p ier oo 4 LUE o J i 0 T wo Riss Match 10
12. Append Lene onmamh Eu Runs io ee Seo mu e GEO Gh Car TA m idasi 8381 tam Field Description Desc Enter a description of the recurring entry Additional text If you elected in the Resource Manager Options and Interfaces function to enter additional descriptive text about line items when you enter invoices the Additional Description Lines window appears when you press Enter in the Desc field You can enter 10 lines of additional text When you are finished entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen Sls Cat The sales category usually refers to an inventory item Enter a category or press Enter to skip this field 10 34 Accounts Receivable User s Manual File Maintenance Recurring Entries Field Inquiry Tax Class Inquiry GL Code Inquiry Sales Acct COGS Acct Inv Acct Ordered Units Price Cost Description Accept the displayed value or enter a different sales tax class The effective tax rate for this class will appear when you enter the price The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table the code is displayed If you entered a GL code the sales and COGS accou
13. Come ilk Haig tence Foes Changer Linge Fre 44 Xd LU E150 dare 15 dan Linappied Credis sn 1X2 Bompa CAI The information displayed comes from the ARCUxxx file and is entered in the Customers function see page 10 3 When you are finished looking at the information press G to return to the customer General Information inquiry screen H to view the customer s historical information or I to scan the customer s open invoices Accounts Receivable User s Manual 4 5 Customers and Open Invoices Information Inquiry Finding Invoices for a Customer To scan invoices for the customer you selected press I The invoices inquiry screen appears aed tern L oramai ___ _ NEP T 0 7 Open demere perm Eoman G Teen 2 71 Use the commands the command bar to find the information you need Enter cust inquiry Customer First Last Next Prev Sort Goto e To return to the customer inquiry screen press Enter e Tolook at open invoices for a different customer or to change the date in the Include Paid Invoices After field
14. xs Hei wte ma Airan Fame Fi p 1 Bashar tn Pent 2 Type Deck noit Bha ___ Comey H EL TO Inquiry 1 Enter the range of payment methods whose associated receipts you want to include in the journal 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the payment types you want to include in the journal Accounts Receivable User s Manual 6 25 Methods of Payment Journal Transaction Reports You can include payment methods in two ways entering a range and selecting a payment method Take care to make the two specifications agree For example if you entered VIS at From and Thru for a credit card and then selected for cash the journal would not have any data because no payment method is both a credit card and cash 4 Select the output device A sample Methods of Payment Journal is at the end of this section After the journal is produced the Transaction Reports menu appears 6 26 Accounts Receivable User s Manual siunoooy 46 9 Description Deposit Batch ID Cust ID 000001 000001 000001 000001 000001 000001 000001 of Report CASHCA CASHMD CASHMD CASHMN CASHMN CASHPS CASHPS Invoice 12670072 BAL FWRD 12670079 12670081 BAL FWRD 12670082 BAL FWRD B
15. QIxxxx For more information about each of these tables see their individual descriptions in this section Note Options tables store options and interfaces settings Maintain the information stored in this table through Resource Manager functions not through the table itself Accounts Receivable User s Manual 10 41 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears A 0545 THBU El 1 add change a table enter the Table ID set up company specific table enter the Table ID plus the one to three character company ID To set up a terminal specific table enter the Table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 Ifyou entered a new Table ID the Copy From field appears To copy a company or terminal specific table enter the Table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields 3 Accept the table description or enter a different one The number of columns their length and the type of data you can enter alphanumeric A numeric with 2 decimals N numeric with 3 decimals 3 or numeric with 4 decimals 4 appear 10 42 Accounts Receivable User s Manual
16. I 1 17 eE Inquiry 1 Enter the range of tax groups you want to include in the report Accounts Receivable User s Manual 8 35 Tax Audit Report History Reports 8 36 6 Enter the range of customers you want to include in the report Enter the range of invoice dates you want to include in the report If you want to print invoice detail check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to print zero tax invoices check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device A sample Tax Audit Report is at the end of this section After the report is produced the History Reports menu appears Accounts Receivable User s Manual 12 05 2001 Builders Supply Page 1 56 PM Tax Audit Report Invoice Invoice Customer ID Invoice Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 Tax Subtotal Group CAR suodey Tax Group CAR Group CAT pny Tax Group Group MDR Tax Group MDR siunoooy Group MNR Tax Group MNR Group MNT Tax Group MNT Group TXD 11 15 2001 12670071 CASHPS 8598 20 12 15 2001 12670082 5 5 1719 64 Tax Group TXD TOTAL GRAND TOTALS 10317 84 uod y 46 8 Periodic Processing Sales Tax Report Periodic Maintenance Purge Customer Comments Purge Selected
17. aper WOT g umen ul ul ii 11 Tal um vi are VEDI mL SH IH Do Sd 2165 Aca 20 Per bees bi SHH 13 29 Accounts Receivable User s Manual Post Applications Separate invoices for retained amounts are posted to the Open Invoice file with invoice number Rtxxxxxx where xxxxxx is the Job ID The retained amount in the Customer file is also updated during the post When you post an invoice with retainage the sales account specified in the Application Entries line item is credited for the entire amount billed The accounts receivable account specified in the distribution code for each customer is debited for the invoice amount less retainage The AR Retainage account specified in the ARGLx table is debited for the retained amount le Sales Tax CR AR AR Retainage DB The sales tax account is specified in the Tax Locations file When you post a retainage invoice the accounts receivable account specified in the distribution code for the customer is debited for the invoice amount The accounts receivable retainage account specified in the ARGLx table is credited AR Relainage Accounts Receivable User s Manual 13 31 Post Applications Job Receivables Selec
18. Accounts Receivable User s Manual Introduction OSAS Graphical To set a new workstation date enter the date in the field use the up down buttons to increase decrease the date displayed or click System Date to change the date to match the operating system date Then click OK to change the workstation date Abandon to restore the original date displayed or Exit to return to the Main menu Modes Menu bes GLE Ele GLH Tool mman co and Button GUI Functions Shift F6 Scale GUI Shift F7 Screens Tools Menu Prem Calculator Accounts Receivable User s Manual Result Toggles between GUI function screens and text function screens Toggles scaling of GUI screens on and off When scaling is off the default mode the screen size is smaller when you use higher monitor resolutions Result Displays the Windows calculator 1 31 OSAS Graphical Introduction Favorites Menu Fame we in Result Button y Change to F2 Displays the Favorites menu Main Favorites menu See Graphical Favorites Menu on page 1 35 Other Menu Fein 20 3 Lala PRIUS Fea Piia
19. Cre in ccxllarami Coase CLTN Temas TUO Field Description Distribution Code Enter the distribution code you want to work with Description Accept the displayed description or enter a different code description This description appears when you use the Inquiry F2 command in any Distribution Code field in the system GL Accounts Accept each displayed general ledger account number or enter a different account number for receivables sales tax freight and miscellaneous charges The Maintenance and Inquiry commands are available if Accounts Receivable is interfaced with General Ledger After you save the distribution account information enter information about a different distribution code or exit to the Codes Maintenance menu 11 6 Accounts Receivable User s Manual Terms Use the Terms function to add or change codes for payment terms for customers These codes serve as a shorthand method of assigning particular conditions for doing business with a customer For example you can assign a terms code with 10 discount days to one customer and a terms code with 30 discount days to another customer After you set up valid terms codes you assign them to the customer records Then when you enter transactions involving the customer the terms you specified are automatically applied Terms Screen Select Terms from the Codes Maintenance menu This scree
20. Accounts Receivable User s Manual 13 35 Job Invoice Entries Job Receivables 4 The GL Period default is based on the invoice date previously entered Press Enter to accept it or change it 5 You can enter a Reference for this invoice up to 20 characters to print on the invoice 6 Enter Y if the invoice will be taxed Enter N if the invoice will not be taxed 7 The After Ret field is only available for taxable invoices Enter to have taxes calculated after retainage amounts are subtracted or N to have taxes calculated with the full invoice amount 8 The Tax Location default comes from the Customer file Press Enter to accept it 9 If you are entering a retainage invoice enter Y in the Ret Invoice field The Retainage field is skipped If this is a regular invoice enter N and then enter the retainage percentage This percentage is multiplied by the total billing amount for the invoice to calculate retainage Inquiry The Terms Code default comes from the Customer file Press Enter to accept it 11 Enter Y in the Final Billing field when the job is finished When you post job invoices the Actual Finish Date is updated in the Jobs file If you bill by phase the Actual Finish Date is updated in the phase record If you bill by job the Actual Finish Date is updated in the job record 12 Use the Proceed OK command to save the header information It is stored in the header record of the Job Invoice file ARJDx
21. Current Due Balance Unapplied Credits Accounts Receivable User s Manual Description If the customer is on credit hold enter Y if not enter N If you place the customer on hold and then enter a sale paid for on credit a message states that the customer is on credit hold and the system does not allow the transaction The FINCHxxx table determines how you assess finance charges or penalty fees for late payments As you assess charges post information and receive payments the Calculate Finance Charges function updates this value Accept this value or enter a different one If the customer has an unpaid finance charge enter it or accept the default The value is updated when you use the Periodic Maintenance function at which time new finance charges are added The Accounts Receivable system uses aging buckets to measure amounts owed based on how much time has passed since the invoice date Accounts Receivable has five aging buckets Current Due within 30 days of the invoice date Balance 31 60 days after the invoice date Balance 61 90 days Balance 91 days and Retainage Aged Enter the balance that is due for each aging bucket or press Enter to skip it If you track only a summary invoice enter the value in the Current Due field When you enter retainage invoices the amount appears in the Retainage Aged field The amount in this field is reduced after you post retainage invoices This field is not affected by
22. Description Enter the amount you made from sales to the customer this period this quarter this year and last year Enter the amount of profit the customer accounted for this period this quarter this year and last year Enter the number of invoices you sent the customer this period this quarter this year and last year Enter the finance charges applied to the customer s balance this period this quarter this year and last year When you do periodic maintenance the accrued finance charges update these fields Enter the amount the customer paid you this period this quarter this year and last year Enter the discounts applied to the customer s balance this period this quarter this year and last year Accounts Receivable User s Manual File Maintenance Field No Pymts Period to Date Qtr to Date Year to Date Last Year Tot Days Pay Period to Date Qtr to Date Year to Date Last Year Avg Days Pay Period to Date Qtr to Date Year to Date Last Year First Sale Date Last Sale Date Last Sale Amount Last Inv No First Payment Date Last Payment Date Last Payment Amount Accounts Receivable User s Manual Customers Description Enter the number of payments the customer sent you this period this quarter this year and last year Enter the total number of days the customer took to pay all invoices this period this quarter this year and last year Calculation of
23. File Maintenance Tables AIARy Table The table where y is the flexible code for the amount retained stores up to 18 AIA percentages and limits for calculating retainage You must manually set up this table There is a sample table in Sample Data to use as a guide if necessary A sample AIARy table is shown below 2000 00 soign ga 100005 00 pu 00 pu 00 g 00 00 ii 00 A Flexible Code field appears on both the Set Up Schedule and Application Entry screens in AIA Invoicing For each percentage of the amount retained enter the maximum billing amount to which that percentage applies For example assume you are billing a customer 10 000 for a job and you enter A for the Flexible Code for calculating retainage The retainage on the first 5 000 is 15 which is 750 The retainage on the next 5 000 is 10 which is 500 The total retainage for the 10 000 invoice is 1 250 Accounts Receivable User s Manual 10 43 Tables File Maintenance ARGLxxx Table The ARGLxxx table stores the general ledger accounts that accounts receivable cash receipts discounts inventory and finance charges are posted to in the 10 44 GLJRxxx Journal file When you enter the Table ID the rest of the ARGLxxx table appears i Table BEST GL XAoccuncm Table Colom 12 Type 1000D BIBCOUNTB
24. Select Application Entries from the AIA Invoicing submenu on the Job Receivables menu The Application Entries screen appears Ses TUS igplicetion Ernrriwmg MESTIRH DAKS LoT 34 E Tt 1 Enter the Job ID The job description is taken from the Jobs file CJBSxxx The Customer JTD job to date Retainage and Invoice Count field defaults are taken from the Schedule Header file ARJAx 2 The system automatically generates an invoice number that is a combination of the Job ID and the next invoice count Press Enter to accept it or enter a different number 3 The system date appears as the Invoice Date Press Enter to accept the date or enter a new one Accounts Receivable User s Manual 13 19 Application Entries Job Receivables 4 The Retainage fields are taken from the Schedule Header file Enter different percentages or press Enter to accept them If you want to invoice a customer for all amounts retained leave all the percentage fields blank For more information on calculating retainage methods see Calculating Retainage on page 13 7 5 Enter a description of the Billing Period for the invoice The GL Period appears based on the invoice date and the period set up in Resource Manager 6 Enter Y if this is the final billing for the job If you bill by job the actual finish date in the job record is updated in the Jobs file when this invoice is posted If you b
25. ipio rag emi nd inda ramo Lg he pier E errin Price Ciiis The Other menu contains a set of utilities A calculator and Global Inquiry which presents data from several applications are two of the utilities on the Other menu See the Resource Manager User s Manual for information about all of the utilities on the Other menu 1 32 Accounts Receivable User s Manual Introduction OSAS Graphical Help Menu Bele bat LT Tool Command Ke Result Button Help 1 Displays descriptions of the Y application menus and functions About OSAS Displays the About OSAS dialog box Tool Bar Icons Sa There are three icons on the tool bar that were not described above Tool Button Key Result Shift F2 Displays the Application Information dialog box Displays the pop up calendar screen You can use the calendar to add and review reminders for any date ii Opens MS DOS prompt Displays screen for calling any BBx program that does not require variables to be passed to it See Appendix F the Resource Manager User s Manual Accounts Receivable User s Manual 1 33 OSAS Graphical Introduction Other Graphical Menu Features The graphical menus offer more than shortcuts to me
26. 1 Enter the Job ID you are billing The Description and Customer ID defaults come from the Jobs CJBSxxx file The Customer name and Address defaults come from the Customer ARCUxxx file 2 Enter an invoice number It is required Accounts Receivable User s Manual 13 49 Cost Plus Invoice Entries Job Receivables Inquiry Inquiry 13 50 10 11 12 13 The Invoice Date default is the workstation date Press Enter to accept it or enter a different one The GL Period default is based on the invoice date previously entered Press Enter to accept it or change it You can enter a Reference for this invoice up to 20 characters to print on the invoice Enter Y if the invoice will be taxed or enter N if the invoice will not be taxed The After Ret field is only available for taxable invoices Enter to have taxes calculated after retainage amounts are subtracted or N to have taxes calculated with the full invoice amount The Tax Location default comes from the Customer file Press Enter to accept it If you are entering a retainage invoice enter Y in the Ret Invoice field The Retainage field is skipped If this is a regular invoice enter N and then enter the retainage percentage This percentage is multiplied by the total billing amount for the invoice to calculate retainage The Terms Code default comes from the Customer file Press Enter to accept it Enter the code from the MARKUX table that
27. 99 14269 722144 10 1517 re eq 1 5 5 1817 1euiojsno 5151 Je1se N Customer Labels Customer labels are a helpful reference to the customers you have on file Use the Customer Labels function to print 1 by 3 2 inch mailing labels for customer invoices and statements Customer Labels Screen Select Customer Labels from the Master File Lists menu This screen appears Cuter al DA te Tue 3 Fant Be 0 Sianrland 31 2 M fimde 1 11813 1 72 f f 18076 11 2 1 17158177 Fond Frane 7 Teal CR Inquiry 1 Enter the range of customers whose labels you want to produce 2 Enter the range of zip codes whose associated customer labels you want to produce 3 Select the order in which you want to print the vendor labels 4 Select the type of labels you want to produce Accounts Receivable User s Manual 12 7 Customer Labels Master File Lists 5 If you selected standard labels and you want them to include the customers phone numbers check the box or enter Y in text mode if not uncheck the box or enter N in text mode 6 Select the output device 7 Ifyou elected to produce standard labels a li
28. CRI 1 If you have backed up your data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you haven t backed up your files return to the Transaction Reports menu and do so before posting 2 Select the batch numbers you want to post You can post multiple batches at once 3 Select the fiscal year you want to post to If Accounts Receivable is not interfaced with General Ledger or if you did not create last year data in General Ledger you must post to the current year If Accounts Receivable is interfaced with General Ledger and you have created last year data in General Ledger select the fiscal year to which you want to post the journal entries You can post to the current year GLJRxxx file or to the last year GLJRxxx file Accounts Receivable User s Manual 6 35 Post Transactions Transaction Reports 4 If you want to age all customers check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you enter elect not to age all customers the system does not make any aging adjustments If you elect to age all customers the customer aging buckets can be updated in one of three ways If you printed invoices the invoice date entered in the Print Invoices function serves as the basis for aging If you did not print invoices the invoice header date serves as the basis for aging If you did not enter an invoice number and therefore no invoi
29. Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Lookup Shift F8 Description Lookup Report Commands Operation Search for detailed information about an item You can enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and 2 wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and 2 wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down Accounts Receivable User s Manual Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report 1 57
30. Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Accounts Receivable User s Manual Introduction OSAS Text Key Operation F10 Add to Favorites Allows you to add to and delete from your Favorites menu Shift F2 Displays information about the applications you have Application Info installed Shift F5 Switch between text and graphical menu styles without going Change menu style into Defaults Shift F6 If you are using the graphical version of OSAS this command Toggle GUI screens toggles between graphical screens and text based screens for the functions you use Shift F7 If you are using the graphical function screens this command Toggle GUI scaling toggles screen scaling on and o
31. Line Items Sales Tax Freight Misc Line Items Sales Tax Freight Misc Line Items Sales Tax Freight Misc Line Items Sales Tax Freight Misc Sales MID Sales YTD 155638 225128 139485 Last Sale Date 12 18 2000 12 21 2000 12 10 2000 12 20 2000 1611 sajes 1811 sdoy 5151 Je1se N Customer Detail List The Customer Detail List shows the information stored in the ARCUxxx Customer file each customer s name and address credit and tax information current balances and sales and payment history Customer Detail List Screen Select Customer Detail List from the Master File Lists menu This screen appears Cmwuedi Ao m ur The Finga E Ois LDusese P nma Caney 700 Trend Inquiry 1 Enter the range of customers whose information you want to include in the list 2 Select the order in which you want to print the list 3 Select the output device A sample Customer Detail List is at the end of this section After the list is produced the Master File Lists menu appears Accounts Receivable User s Manual 12 5 9 21 12 31 2000 3 13 001 BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 ATTN ACCOUNTS PAYABLE Ship Zone 01
32. 16 17 Enter the range of associated sales categories whose invoice information you want to include in the report Enter the range of dates of the invoices you want to include in the report Enter the range of invoices you want to include in the report Select the amount of detail you want to include in the report Select the type of units you want the report to reflect Select the order in which you want to print the report If you want the report to include invoice line items check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to include payment information check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to include sales taxes check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to include freight charges check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to include miscellaneous charges check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to include finance charges check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to include additional descriptions check the box or enter Y in text mode if not uncheck the box or enter N in text mode You can includ
33. A sample periodic maintenance error log is at the end of this section When processing is completed and the log is produced the Periodic Processing menu appears 9 10 Accounts Receivable User s Manual Periodic Processing Periodic Maintenance Periodic Maintenance Error Log 12 31 2000 2 15 PM BALANCE IN CUST FILE 42845 72 IN OPEN INVOICE FILE TOTAL NEW FINANCE CHARGE POSTED 18 00 FOR GL PERIOD 12 End of Report Accounts Receivable User s Manual Builders Supply Period End Error Log 43045 72 FOR CUSTOMER 001 9 11 5 Use the Purge Customer Comments function to delete comments about customer whose comments you no longer need Note Before you purge customer comments produce the Customer Comments List see page 12 11 and check to make sure that the comments you intend to delete will not be needed later Then file the list so that you will have a record of the comments Purge Customer Comments Screen Select Purge Customer Comments from the Periodic Processing menu The function screen appears Pusgr Curteee n Lal Domei foes us bole e Pa Gamsi Thre This haters hom Tes Campen Terme Accounts Receivable User s Manual 9 13 Purge Customer Comments Periodic Processing Inquiry 1 Enter the range of customers whose com
34. EH 71 SETHI sh Taurus Am EIUS a Tub Vier 4 sdb 12 ub qn ANH 47 ug 13325 45 TERIA 24 1872432 21 enmt fessa H Ce 1 Enter the ID of the customer whose history you want to look at Accounts Receivable User s Manual 4 15 Summary History Information Inquiry 2 The current fiscal year from the ARPDxxx table is displayed Accept it or enter the fiscal year whose history you want to look at The customer s sales cost of the goods sold to the customer discounts taken and lost average amount of the invoice during the specified fiscal year and year to date totals appear 3 Use the commands on the command bar to find the information you need Enter next customer New ID View period Looking at History for a Different Customer To look at the next customer record press Enter To look at a different customer record press N Then enter the customer ID and fiscal year Looking at History for a Particular Period To look at the customer s summary history for a particular period press V Then enter the period whose summary history you want to look at If you did not elect to keep summary history in the Resource Manager Options and Interfaces function for a period you cannot look at customer history for that period 4 16 Accounts Receivable User s Manual
35. File Maintenance Recurring Entries Inquiry Maint Inquiry Maint Accounts Receivable User s Manual Field Sales Tax fod Han m ne mu DI Em 1 Field Tax Location Tax Amount Tax Adjustment Tax Loc Class Description Enter the sales tax If you enter a sales tax that is different from the calculated amount which is based on the tax class and tax group a window appears LH J Beet Ts a Description The tax location for the recurring entry is displayed The tax amount for each location is displayed Accept the displayed sales tax adjustment or enter a different amount Enter the tax location for the adjustment Accept the displayed tax class or enter a different tax class After you enter the tax class the cursor returns to the Totals Information window When you are done entering the information on the totals screen use the Proceed OK command to save your entries and return to the Recurring Entries Scroll Region screen 10 39 Tables Use the Tables function to set up and maintain the Accounts Receivable tables Tables store information about the system data options and default settings for other applications The following tables are related to Accounts Receivable ARGLxxx ARPDxxx DUNxxx FORMxxx 1 2
36. If you enter an existing ID the name of the sales rep appears Enter the territory the customer is in or press Enter to skip this field Terms codes describe the terms of the customer s payment Accounts Receivable User s Manual File Maintenance Customers Field Group Code 0 9 or C Stmt Inv Code Cust Level Acct Type Distrib Code Accounts Receivable User s Manual Description Enter the customer s payment terms code If you use the Maintenance F6 command the Terms function temporarily comes up After you enter the terms code the terms percentage days and net due days appear The group code is used in the Recurring Entries function to identify groups of customers that have the same periodic billing requirements Enter the group code to which the customer belongs Enter C for a credit card customer Enter l if you want to send the customer only invoices S if you want to send only statements B if you want to send both invoices and statements or N if do not want to send either invoices or statements For a customer that pays cash enter N Even if you do not send statements you may want to produce statements to keep a proper audit trail Enter the level assigned to the customer or press Enter to skip this field In an open invoice account you track and apply payments to specific invoices In a balance forward account you track and apply payments to a monthly invoice total For an open
37. Sales Journal provides a record of sales you entered in the Transactions function since the last posting period e Miscellaneous Credits Journal provides a record of credits for example returns you entered in the Transactions function since the last posting period The ARINxxx file provides information for several reports and for statements e Open Invoice Report provides a list of invoices miscellaneous credits and cash receipts e Aged Trial Balance provides up to date account balance information The Cash Flow Report provides a summary of how much cash is due within any four aging periods e Statements provide a summary of the month s transactions e Customer Analysis Report provides an analysis of your customers activity e Commissions Report provides a summary of commissions your sales representatives have earned Accounts Receivable User s Manual 1 13 The Accounts Receivable System Introduction The ARCRxxx file provides information for the following reports and journals e Cash Receipts Journal provides a record of revenue you entered as received in the Cash Receipts and Edit Cash Receipts functions since the last posting period e Methods of Payment Journal holds the same information as the Cash Receipts Journal but is organized by payment method In this journal you can also single out information about a particular payment method e The Deposits Report provi
38. TENNESSEE SHELTERS INC 45001 c TENOO 2670036 06 26 2000 000000 8 86082 05 TENNESSEE SHELTERS INC 46187 o TENOO 2670039 07 03 2000 000000 5 51713 57 TENNESSEE SHELTERS INC 46732 TENOO 2670049 09 14 2000 000000 s 5 4230 04 lt TENNESSEE SHELTERS INC 47901 TENOO 2670059 10 17 2000 000000 69 3 8 69 33 TENNESSEE SHELTERS INC 48355 D TENOO 2670069 11 11 2000 000000 26109 s 4 26109 72 TENNESSEE SHELTERS INC 48760 2670076 12 19 2000 000000 5706 5706 21 at TENNESSEE SHELTERS INC 49008 001 24889007 07 11 1999 00000007 000000 453451 x 5 453451 44 TENNESSEE SHELTERS INC 41754 001 24889013 10 02 1999 00000001 000000 256298 5 256298 64 TENNESSEE SHELTERS INC 43005 001 24889015 12 17 1999 00000002 000000 49288 5 49288 20 TENNESSEE SHELTERS INC 43942 001 24889023 09 03 2000 00000002 000000 59145 59145 84 TENNESSEE SHELTERS 47590013 24889026 10 03 2000 00000003 000000 49288 s i 49288 20 c TENNESSEE SHELTERS INC 48356 3 001 24889029 11 12 2000 00000003 000000 59145 s 4 59145 84 3 TENNESSEE SHELTERS INC 48761 g 001 24889031 12 09 2000 00000002 000000 x 5 57667 20 lt TENNESSEE SHELTERS INC 49009 lt Customer 001 Total S E GRAND TOTAL 1262185 4 5 1262185 22 o o End of Report lt Promotional Analysis The Promotional Analysis Report shows
39. Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that doesn t solve the problem get help from a support technician e Youare working with the wrong company Return to the menu Then use the Change Company F3 command to enter the ID you want In any case press Enter to get back to the menu correct the problem and select the function again filename does not exist Cannot convert it One of the files listed in xxDATA is not in your old data directory See Destination file drive path file name not found No conversion Flexible retainage is not allowed for tax after retainage If you chose to calculate tax after retainage by entering Y in the After Ret field of the Set Up Schedule screen you cannot use the flexible retainage option in the Retainage Flexible 6 Code field because the amount retained will be adjustable GL account number is a memo account You cannot use a memo account in the sales COGS or inventory account Accounts Receivable User s Manual A 5 System Messages References GL account number is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number The Inquiry F2 command is available Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you used is incorrect for example Americ
40. and the same period of the previous year The first section of the report shows the total sales and a breakdown of sales into aging buckets and the number of days sales were outstanding The second section shows a composite of receivables that are outstanding for more than 30 60 90 and 120 days The third section shows the average invoice amount number of days sales were outstanding number of invoices you sent to customers and number of payments you received from customers The system reads backwards through the ARHSxxx Summary History file to find data for the previous periods If you did not do period end maintenance for a period the data will be inaccurate for that period You cannot produce this report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Accounts Receivable User s Manual 8 3 AR Analysis Report History Reports AR Analysis Report Screen Select AR Analysis Report from the History Reports menu This screen appears Eu dicen Jim t dinanzi ir Part 3n Lore H Tera CR 1 Acceptthe current period and fiscal year that are displayed from the ARPDxxx table or enter a different period or fiscal year 2 Enterthe number of days that have gone by in the re
41. press C Then enter the customer ID or date respectively e Tolook at open invoices for the first customer on file press e Tolook at open invoices for the last customer on file press L e Tolook at open invoices for the next customer on file press N 4 6 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices e To look at open invoices for the previous customer on file press P e sort the invoices a different way by invoice number the default or invoice date press S until the sort option you want appears and the invoices are displayed in the order you want To move the prompt to a different invoice number press G Then enter the invoice number This command appears only if there is more than one screen of invoice numbers When you are finished looking at the customer s open invoices press Enter to return to the customer inquiry screen Then press to look at information for a different customer or exit F7 to the Information Inquiry menu Accounts Receivable User s Manual 4 7 Open Invoices Use the Open Invoices function to look at the open invoices that are on file for a customer This information comes from the ARCUxxx Customer file and the ARINxxx Open Invoice file The main difference between this function and the Customers and Open Invoices function is that this function provides information only about open invoices and associated customers not abo
42. text menu 1 29 1 51 Shift F8 function key 1 42 1 57 Shift F9 function key 1 38 1 44 1 55 shipping addresses groups of customers 10 33 Shipping Methods function 11 9 Shipping Methods file description 1 8 Ship to Address file description 1 9 setting up 10 23 Ship to Address Labels function 12 21 sample 12 23 Ship to Address List function 12 17 sample 12 19 Ship to Addresses function 10 23 group codes 3 22 setting up 3 21 sorting alphabetical 3 4 codes and IDs 3 3 Start Over function key 1 37 1 53 pull down menu command 1 37 tool button 1 36 Start Over function key 1 51 Start style menu exiting from 1 27 features of 1 25 keyboard commands 1 28 right click menu 1 28 sample screen 1 27 Accounts Receivable User s Manual statement code setting up 3 18 Statements applying credits to oldest items first 3 12 description 1 13 function 7 23 options printing on plain paper or forms 3 11 using forms 3 12 printing 7 23 Summary History file 1 11 function 4 15 item inquiry screen 4 17 specifying whether to keep 3 11 viewing period 4 16 Summary Invoice History description 1 14 function 8 23 summary method initial balances 3 23 T Tab report command 1 57 scroll region command 1 41 Tab function key 1 53 text menu 1 51 Tables AIARy 10 43 all companies 3 13 ARGLxxx 10 44 ARPDxxx 10 46 assigning to a terminal 3 13 Defaults 3 13 deleting or rearranging information
43. 04 2000 07 05 2001 Last Sales 12 21 2000 12 06 2000 12 20 2000 12 01 2000 wodey sisAjeuy 5 5 UBdO sisfjeuy 5 Commissions Report The Commissions Report shows the sales information for each sales rep who had activity during the selected range of dates If you elected not to save detail sales history in the Resource Manager Options and Interfaces function no information is available for this report Produce the Commissions Report before you do periodic maintenance because you can clear the ARHIxxx Detail History file through that function Open invoices in a period whose history you deleted are not included in the Commissions Report You can produce a report with commissions broken down by line items commissions broken down by invoices or summary commissions The line item detail report shows the price profit and commission for each line item The invoice detail report shows the total price profit and commission for each invoice The sales rep summary report shows only the totals for each sales rep If a sales rep s commission is based on paid invoices commissions are calculated only on the portion of sales that has been paid for open invoice customers and balance forward customers See page 3 15 for an explanation of how commissions are calculated Accounts Receivable User s Manual 7 31 Commissions Report Open Invoices Commissions Re
44. 8 ARTDxxx file description 1 10 setting up 3 22 ARTHxxx file description 1 10 setting up 3 22 B backup schedule for data files 3 25 for programs 3 26 setting up 3 25 Balance and Credit Information setting up for customers 3 19 balance forward accounts 10 3 10 53 Aged Trial Balance 7 9 B 3 cash receipts 5 25 balances zero B 1 Bank Reconciliation effects of posting transactions 6 33 interface with Accounts Receivable 3 8 base applications Accounts Receivable User s Manual defined 1 3 Batch Control file 1 11 function 5 35 batch numbers option for generating automatically 3 10 batches changing 5 33 copying recurring entries 5 31 option for transactions 3 10 purpose of 3 10 replacing 5 33 uses of 5 35 bell turning on or off 1 51 1 53 Bell mode function key 1 53 pull down menu command 1 38 Build Open Invoice File aging periods 10 54 balance forward accounts 10 53 function 10 53 online aging 10 53 open invoice accounts 10 53 prerequisite to using 10 54 summary invoices 10 53 Calculate Finance Charges function 7 19 Calculating Retainage Complete and Materials Method 1 8 complete method 1 8 flexible code 1 7 materials method 1 8 Calculator tool button 1 31 1 36 Cash Flow Report description 1 13 function 7 15 sample 7 17 cash on delivery terms 11 8 Cash Receipts aging codes 5 25 balance forward accounts 5 25 IX 3 batches 3 10 deposit
45. Accept the displayed date as the closing date or enter the date that customers must pay their statements to avoid finance charges 3 Accept the displayed date as the statement date or enter the date you will issue the statements This date is used to age invoices for open invoice customers Accounts Receivable User s Manual 7 23 Statements Open Invoices 10 11 12 Accept the displayed date as the cutoff date or enter a different cutoff date Invoices dated later than this date will not appear on the statements Accept the displayed date or enter the date of the first paid invoice you want to include in the statements Paid invoices dated on or after the date you enter will be included in the statements If you want to print customers year to date finance charges on the statements check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to print purchase order numbers on the statements check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the order in which you want to print the statements Select the group of customers whose statements you want to print The messages that were used the last time you printed the statements are displayed Accept the messages for their respective aging periods or enter different messages The messages are printed on the statements Select the output device If you elect to print
46. Coxmrrwcrorgm Job Corr Tmtectecms to Beck Recoociliation Transaption Barehing censrsrsed Tas Addirtinnmal Geeecdpe ions TEE MLE D s crtptlons Persil Himtary TES Keep Lddrcinnal History TES Keep Hummer Bales History TER bimsplsy Tnic Goat buring Line Irem Enrrw TES Level Change Trwrszarticz Entry TES AlLus Card in Fitti Enter bsasplsy Quantities ari Breakm During Line Entry TES Online Invnircax Dae Plaiz Papert He Invoice Turm Tras B 1 2 x 11 bae Premiered Invoice Forms TES Uma Pleat Paper Hrarspenrm His TZoratamanzt Form Types 1 2 11 lon oh Flaln Paper Fortes FES Princina TES Foot Detail to Ganre Ledger Bae Aging TEB Credirs deser Teen YES prion 1008 of O24 i Entec Wrire E e Press Enter to toggle an option for example between YES and NO e Press G to move the prompt directly to a different option Then enter the option number When you are finished selecting options press W to save your entr
47. Down PgDn End Ins F7 Exit Enter Introduction Result Moves the cursor up one line Moves the cursor down one line Displays the next page of keys in the inquiry window Moves the cursor to the last key in the inquiry window Toggle between Search mode and Sort mode Close the inquiry window without selecting anything Select the item to which the cursor is pointing Accounts Receivable User s Manual 5 5 The Text menu be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu ZREPLE usn i E Pei laces 1 10112 Batu Art Menager Al m W rksrerzisn Configarariohn d OPEN Anpousting Fotvenre When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Accounts Receivable User s Manual 1 47 OSAS Text Introduction e Press the first letter of the application
48. ERE OLAMEM 6 6 Accounts Receivable User s Manual Transaction Reports Print Invoices Credit Memo HAME ADUR CITY ETATE 1 BEAR ailan Ti m Jub d aptae pira war 1 mend LASER Accounts Receivable User s Manual 6 7 Sales Journal Print the Sales Journal before you post transactions to check for mistakes and omissions The Sales Journal also serves as an audit trail of sales transactions Sales Journal Screen Select Sales Journal from the Transaction Reports menu The function screen appears Demi Ed dem Jim c tm DA te Copies 0 Fire Thea f opem fU Toa Bachar tz Pont 2 Fi By Fr Addc 7 i BL dann Fire Lor LO Caras Tem Inquiry 1 Enter the range of customers whose information you want to include in the journal Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the order in which you want to print the journal Accounts Receivable
49. Enter the finance charge code you want to work with Description Accept the displayed description or enter a description of the finance charge code Accounts Receivable User s Manual 11 13 Finance Charges Codes Maintenance 11 14 Field Percent Minimum Charge Open Invoice Days Balance Forward Days Description Enter the percentage The finance charges will be calculated by applying this percentage to the past due balance for the customer Enter the minimum amount that will be charged If the calculated charge is less than the minimum you enter the minimum amount will be assessed For open invoice customers enter in the number of days an invoice must be past due to accrue finance charges For balance forward customers enter the aging period for which finance charges will be calculated You can choose any of these time periods 1 31 days and over 2 61 days and over 3 91 days and over 4 121 days and over Accounts Receivable User s Manual Master File Lists Sales Reps List Customer Detail List Customer Labels Customer Comments List Customer Credit Cards Ship to Address List Ship to Address Labels Recurring Entries List Codes List Tables List Accounts Receivable User s Manual 12 3 12 5 12 7 12 11 12 15 12 17 12 21 12 25 12 29 12 31 12 1 Sales Reps List The Sales Reps List contains information from the ARSRxxx Sales Rep file the sales reps IDs names address
50. F8 1 42 1 57 Shift F9 1 38 1 44 1 55 Tab 1 51 1 53 Up Arrow 1 37 1 53 G General Information screen 10 5 setting up for customers 3 18 General Ledger effects of posting transactions 6 32 interface with Accounts Receivable 3 8 posting detail or summary information to 3 12 Accounts Receivable User s Manual GL Codes definition 10 35 function 11 3 GL Codes file description 1 8 Global Inquiry defined 1 3 graphical menu exiting from 1 26 features of 1 25 keyboard commands 1 28 right click menu 1 28 sample screen 1 26 graphical menus right click menu 1 34 graphical mode defined 1 4 group codes assigning to customers 3 18 definition 10 7 recurring entries 3 18 3 22 H Header Information Recurring Entries screen 10 31 Transactions screen 5 5 Help 1 34 function key 1 40 1 52 pull down menu command 1 40 tool button 1 33 1 36 help commands F3 1 54 F6 1 43 1 54 F7 1 43 1 54 History Information changing 10 15 entering 10 15 setting up for customers 3 20 history reports 1 14 Hold Release Invoices changing invoice status 7 4 function 7 3 splitting payments 7 4 Home inquiry command 1 45 1 56 IX 9 report command 1 57 scroll region command 1 41 1 58 Home function key 1 44 1 54 IDs setting up 3 3 sorting 3 3 Information function key 1 52 Information Inquiry menu structure 1 5 Information menu accessing 1 52 defined C 1 initial balances comb
51. Field ID Description Press Tab to return to the Values screen section Press Enter to toggle a file as included or excluded from the copy process Press A to tag all of the files Press N to untag all of the files Press B to being the change field function Press H to return to the header section to change the selection you made for printing the log Press G to go to a particular entry Press F to choose a new field ID this will abandon any field changes you have entered but not yet made When you have tagged the files you want to change press B to begin the change process When the changes are complete the log will print if you elected to produce it Enter a new field ID to change or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual siunoooy 19 01 12 31 2000 6 12 File Name Records Read Records Converted ARSAH ARTDH ARTHH INAIH 6 ES Builders Supply Change Code Log Original Total Record New Total Records 64 8 3 3 6 0 0 189 INHIH Improper field length for Record Test KNUM 0 Record ENTRY INHIH 457 120 1010 INLHH Improper field length for Record Test KNUM 0 Record ENTRY INLHH 0 0 406 INSHH Improper field length for Record Test KNUM 0 Record ENTRY INSHH 27 0 JOBSH JOHIH JOHIH SORHH SORLH SOTDH SOTHH Field ID
52. Files Accounts Receivable User s Manual 9 3 9 7 9 13 9 15 9 1 Periodic Processing 9 2 Introduction Use the Periodic Processing functions to update accounts remove data from files and print the Sales Tax Report Accounts Receivable User s Manual Sales Tax Report Print the Sales Tax Report at the end of each period for information about how taxes have been allocated for the tax groups you set up Print the Sales Tax Report before you clear the sales tax in Resource Manager see the Resource Manager User s Manual Sales Tax Report Screen Select Sales Tax Report from the Periodic Processing menu The function screen appears Tm To Report L Eat Jim OF Pih Thra Tan Loca i Prt by fr Talan ahis TA E Bama T Ta a Comp N T T Inquir a Enter the range of tax authorities you want to include in the report Inquiry 2 Enter the range of tax locations you want to include in the report 3 Select the order in which you want to print the report Accounts Receivable User s Manual 9 3 Sales Tax Report Periodic Processing 4 If you want to print sales purchases and zero balance tax classes check the appropriate box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Select
53. If no line items exist for this invoice the line item entry box appears 13 36 Accounts Receivable User s Manual Job Receivables Job Invoice Entries Line Item Entry Screen The line item entry window appears for one of three reasons e You are creating an invoice and have finished entering header information e You use the Append command on the Command Bar to add an item to the end of the list e You use the Edit command on the Command Bar to edit an item in the list If you use this command the line item entry screen is titled Edit Line instead of Append Line Appen Ente Lins F 02 1 Enter a description for the line item up to 50 characters 3 2 Ifyou want to bill by phase enter the Phase ID with which the billing item is associated If you enter a Phase ID the Billed to Date and Last Bill Date fields are updated in the phase record when you post job invoices Press Enter to bill by job The Billed to Date and Last Bill Date fields are updated in the job record when you post job invoices 3 Enter the Sales GL Account number Tax Class and Billing Amount for this line item 4 If this is a retainage invoice enter the retainage amount in the Billing Amount field 5 Use the Proceed OK command to save your entry The information is stored in the detail record of the Job Invoice file ARJDx Accounts Receivable User s Manual 13 37 Job Invoice Entries Job Receivables Use the Exit F7 command t
54. Key Operation F10 Delete the characters in the field to the right of the cursor If Delete to end of line insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Shift F9 Copy the contents of the current field Copy field contents Shift F10 Paste the value you copied from a previous field into the Paste field contents current field Inquiry Commands When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function in the Resource Manager e InSearch mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR ent
55. Name ACE BUILDERS ACE BUILDERS CASH SALES OAKLAND CA CASH SALES BALTIMORE MD CASH SALES BALTIMORE MD CASH SALES MINNEAPOLIS CASH SALES MINNEAPOLIS CASH SALES DALLAS TX CASH SALES DALLAS TX DALLAS FT WORTH DOME HOMES GREATER NEW YORK DOMES INC KANSAS CITY GEODESIC HOMES KANSAS CITY GEODESIC HOMES KANSAS CITY GEODESIC HOMES KANSAS CITY GEODESIC HOMES LOS ANGELES CONSTRUCTION CO LOS ANGELES CONSTRUCTION CO SUNSHINE HOMES INC SUNSHINE HOMES INC TENNESSEE SHELTERS TENNESSEE SHELTERS TENNESSEE SHELTERS TENNESSEE SHELTERS TENNESSEE SHELTERS VISA Deposit Batch Total 392598 84 Bank FNB001 Total 392598 84 End of Report Grand Total 392598 84 Builders Supply Deposits Report Checks 7203 10000 71699 11267 4960 12072 16716 342 8246 8246 40249 26109 49288 5706 18895 11155 337689 337689 337689 54909 72 54909 72 54909 72 Check No 014269 013649 123123 087118 087118 087118 087118 109077 109077 003242 007729 134621 009187 009187 009187 009187 055186 Deposit 000001 Payment Date 1odey siisodoq sysodeq suodey uonoesueJ Post Transactions When you post transactions open invoices are created in the ARINxxx Open Invoice file for each sales and miscellaneous credit entry in the ARTDxxx and ARTHxxx Transaction files The due date for each transaction is updated from the invoice date and the number o
56. Plus Invoices function works similarly to the Post Job Invoices function see Post Job Invoices on page 13 48 Regular invoices and retainage invoices are created in the Open Invoice file Retainage invoices are assigned the invoice number Rtxxxxxx where xxxxxx is the Job ID The retained amount and other balance fields are updated in the Customer file If you post a retainage invoice the amount is subtracted from the Rt invoice and a new invoice is created for the amount billed The amount is subtracted from the Retainage field in the Customer file When you post an invoice with retainage the sales account specified in the line item is credited for the entire amount billed The accounts receivable account specified in the Distribution Code for each customer is debited for the invoice amount less retainage The AR Retainage account specified in the ARGLx table is debited for the retained amount CR CR AR Retainage DB The sales tax account is specified in the Tax Locations file Accounts Receivable User s Manual 13 59 Post Cost Plus Invoices Job Receivables When you post a retainage invoice the accounts receivable account specified in the Distribution Code for the customer is debited for the invoice account The accounts receivable retainage account specified in the ARGLx table is credited AR AR Retainage DB CR Select Post Cost Plus Invoices from the Cost Plus Invoicing submenu on the Jo
57. Receivable User s Manual The total amount of the invoice the subtotal plus the freight charges sales tax and miscellaneous charges is displayed Enter the payments made For cash enter the payment method code For a check you are prompted to enter the check number For a credit card enter the card number and name the expiration month year and the authorization number For other types of payment enter a memo if desired 5 19 Transactions Daily Work Online Invoicing Screen When you press O on the Invoices screen the Online Invoicing screen appears Lal Domh jim Heip 70 E NETT ic apu m jm fee iorra laron E Tara CIR 1 Enter the invoice number or accept the displayed number If you are printing an invoice you did not assign a number and invoice to the system date is used as the invoice date 2 If you want to print a message on the invoice enter it 3 If you want the invoice to include the additional descriptions from the ARDExxx file check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you do not want to print an alignment character to make sure that the forms are lined up uncheck the box or enter N in text mode If you want to print an alignment character check the box or enter Y in text mode This st
58. Refer to the Detail History Report to reenter this month s activity e Ifyou did not back up your files or if you did not catch the error until well into the month let the current month s customers go without aging Keep activity for both this month and next month in the current period and do periodic maintenance at the end of the month How does the system calculate finance charges and what are the Open Invoice Days and Balance Forward Days fields for Finance charges are calculated for invoices for open item customers or balances for balance forward customers that are older than the number of days specified in the finance charge code record associated with each customer The Open Invoices Days is the number of days after which finance charges are assessed on unpaid invoices based on invoice or due dates The Balance Forward days refers to the aging buckets used to summarize past due balances for balance forward customers How does the prenumbered forms option assign numbers If you elect to use prenumbered invoice forms in the Resource Manager Options and Interface function existing invoices with assigned numbers will be overwritten Miscellaneous credits with invoice numbers are never overwritten Why are history invoices different from my original invoices Not all the data in the ARTHxxx and ARTDxxx Transaction files transfers to the ARHIxxx Detail History file Accounts Receivable User s Manual B 3 Common Question
59. Turri He Tra CUN wan L Qe 19 uk Jipa Moved C Edt baaie Select the type of transaction you want to work with e enter invoices or initial balances e credit a customer s account for returned goods e change or delete unposted invoices and miscellaneous credits Before you change or delete transactions print the Sales and Miscellaneous Credits Journals so that you have the correct transaction numbers After you change or delete transactions print the journals again so that the audit trail is accurate The explanations for entering and changing invoices in this section also apply to miscellaneous credits The only difference between entering miscellaneous credits and entering invoices is that figures are credited instead of debited The only difference between editing transactions and entering invoices or miscellaneous credits is that you are working with existing information 5 4 Accounts Receivable User s Manual Daily Work Transactions All the Transaction Type menu options have a header screen a line item entry screen a main scroll region screen and a totals information screen and they all have the same fields Header Information Screen After you make your selection from the Transaction Type menu the header screen appears Mocks fie pion Hee Be E E 1 Tisi Tineia Tee Lear Wann MIN
60. User s Manual Introduction The Accounts Receivable System Value Updated or Increased Decreased Last Sale Amount Post sales Post miscellaneous credits Last Payment Date Post sales Post miscellaneous credits Last Payment Post sales Post miscellaneous Amount credits Purge Selected Files The following list shows the effects of purging selected files e Paid invoices with check dates before the date you specify are removed from the ARINxxx file e Detail history with invoice dates before the date you specify is removed from the ARHIxxx file e Summary history before the period fiscal year you specify is removed from the ARHSxxx file e Recurring entries with cutoff dates before the date you specify is removed from the ARRExxx ARRHxxx and ARRDxxx files Purge Customer Comments When you use the Purge Customer Comments function to remove customer comments you no longer need from the ARCCxxx file the following things happen Paidinvoices with check dates before the date you specify are removed from the ARINxxx file e Detail history with invoice dates before the date you specify is removed from the ARHIxxx file Accounts Receivable User s Manual 1 19 The Accounts Receivable System Introduction e Summary history before the period fiscal year you specify is removed from the ARHS xxx file e Recurring entries with cutoff dates before the date you specify is removed from
61. User s Manual 6 9 Sales Journal Transaction Reports 4 Select the amount of detail you want to include in the journal 5 Select the output device If the Sales Journal does not include some invoice numbers you probably printed multiple page invoices or credit memos The number of an invoice that is a continuation of a previous one is skipped Invoice numbers are not reassigned for credit memos if you elected to use prenumbered forms in the Resource Manager Options and Interfaces function A sample Sales Journal is at the end of this section After the journal is produced the Transaction Reports menu appears 6 10 Accounts Receivable User s Manual siunoooy 04 11 2001 5 24 Cust ID Inve No Ship Date JIK Job Phase or Loc Item No Description 000002 00000006 24889104 001 12 21 2000 I 0001 250 Exterior Panels 000002 00000006 24889104 002 I 0001 300 Interior Door 000002 00000006 24889104 003 I MN0001 350 Entry Door Builders Supply Sales Journal By Batch Order No Rep 1 Sales Acct COGS Acct Inv Acct Units 501000 104400 401000 501000 104400 401000 501000 104400 Qty Ordered Qty Shipped Qty Backord 10 0000 10 0000 0000 0000 0000 0000 0000 0000 0000 Unit Price Unit Cost Ext Price Ext Cost Tax Class wodey saj
62. Y in the After Ret field of the Set Up Schedule screen Cannot delete customer with assigned data You cannot delete the record of a customer that has open invoices orders or unposted transactions on file Cannot delete last line of a transaction You cannot create a transaction with zero line items A transaction must have at least one line item You can delete an entire transaction from the header screen A 2 Accounts Receivable User s Manual References System Messages Cannot run graphical version of this function xxxxxxxx BRC not found OSAS cannot locate the graphical resource file associated with the function you are trying to run If you do not have the graphical version of OSAS return to the menu and turn off GUI functions using the Shift F6 keyboard command or using the Resource Manager Workstation Defaults function If you have the graphical version of OSAS seek help from a support technician Could not find any valid source files for this application The source directory you specified does not have files for the application you are converting Make sure that you entered the correct source directory and application ID Credit limit exceeded The customer is already over the credit limit you assigned if you are on the header screen or the line item you are entering together with the other balances on account for this customer exceeds the customer s credit limit In either case press Enter to overrid
63. a different level Toggle to YES or NO to indicate whether or not you want to be able to enter an expired credit card as payment for a transaction If you select YES and enter a credit card whose expiration date has passed a warning message appears Toggle to YES or NO to indicate whether or not you want quantities and quantity breaks to appear when you enter line items Toggle to YES or NO to indicate whether or not you want to be able to print invoices online as you enter them If you select NO you can print invoices only in a group after you have entered them Toggle to YES if you want to use plain paper invoices Toggle to NO if you want to use forms If you elected to use forms for invoices toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of invoice form you use Toggle to YES or NO to indicate whether or not you want to use prenumbered invoice forms If you select YES the system overwrites invoice numbers you enter If you select NO the system uses the invoice numbers you enter Toggle to YES if you want to use plain paper statements Toggle to NO if you want to use forms Accounts Receivable User s Manual 3 11 Setup Checklist and Functions Setup Tables 3 12 18 19 20 21 22 23 If you elected to use forms for statements toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of statement form you use Toggle to YES or NO to indicate whether or not you want to print compa
64. ada Corka of Fip France C Code qaau Compa AT Temi CRI 1 For each type of code check the box or enter Y in text mode to include the code in the list or uncheck the box or enter N in text mode to exclude it 2 Select the output device A sample Codes List is at the end of this section After the list is produced the Master File Lists menu appears Accounts Receivable User s Manual 12 29 12 31 2000 Builders Supply 3 03 PM Codes List 02 GL Codes Code Description Sales Account COGS Account Contract Sales 402000 502000 Retail Sales 401000 501000 Distribution Account Codes ID Description Receivables Sales Tax Freight Miscellaneous 01 Regular Customers 101000 203800 405000 801000 02 Credit Card Customers 101000 203800 405000 801000 Codes Code Description Percent Due Days Net Due Days 1PCT 1 10 n 30 2PCT 2 10 n 30 SPCT 5 10 n 30 Shipping Methods Code Description FED2 Federal Exp 2nd Day FEDO Federal Exp Overnite Methods of Payment Codes ID Description Payment Type Debit to GL Account Pd to Date Qtr to Date Year to Date Last Year 2 Check 100000 279192 83 1241510 51 3437365 19 Coupons 5 Other 403000 00 00 00 Cash 1 Cash 100000 54409 72 370634 62 778417 78 VISA 3 Credit Card 101000 00 27373 61 358547 80 Write off to Bad Debt 4 Write Off 102000 00 00 00 Finance Charges ID Description Percent Minimum Charge Open Invoice Days Bal Forward Da
65. and payment history for each customer When you post transactions the ARTDxxx and ARTHxxx Transaction files update the period quarter and year to date accumulators If you elected to keep summary history in the Resource Manager Options and Interfaces function this information is also sent to the ARHSxxx Summary History file If you keep summary history and you use the Periodic Maintenance function one of three things can happen When you do period end maintenance the period to date information is transferred to the ARHSxxx file and the period to date amounts are cleared e When you do quarter end maintenance the period and quarter to date information is transferred to the ARHSxxx file and those amounts are cleared Accounts Receivable User s Manual 10 15 Customers 10 16 File Maintenance When you do year end maintenance the year to date amounts are transferred to the Last Year column and the period quarter and year to date amounts are transferred to the ARHSxxx file Then those amounts are cleared Field Sales Period to Date Qtr to Date Year to Date Last Year Profit Period to Date Qtr to Date Year to Date Last Year No Inv Period to Date Qtr to Date Year to Date Last Year N5 Fin Chg Period to Date Qtr to Date Year to Date Last Year Pymts Period to Date Qtr to Date Year to Date Last Year Disc Period to Date Qtr to Date Year to Date Last Year
66. balance forward accounts or both See the Build Open Invoice File function see page 10 53 for information about how to enter initial balances Customers Selection Screen Select Customers from the File Maintenance menu The Customers screen appears A 0565 Ed Eni TANHDOI CITY OYODEBIC ddd Change Accounts Receivable User s Manual 10 3 Customers File Maintenance Field Description Inquiry Customer ID Enter the customer ID with which you want to work To delete the customer record use the Delete F3 command Before you delete a customer record perform Periodic Maintenance see page 9 7 and make sure that the customer does not have a balance or open invoices in the ARINxxx Open Invoices file When you delete a customer record the customer s comments are not automatically deleted You must use the Purge Customer Comments function see page 9 13 to delete the comments Copy From If you entered a new customer ID you can copy the class sales rep territory terms code group code statement code customer level account type and tax information from an existing customer record If you frequently use a particular combination of tax codes distribution codes and other information set them up with the customer name Default When you enter a new customer that uses the same information you can copy from the Default customer Enter the customer ID whose record y
67. by date the most recent date first then by reference ID and then by sequence number Accounts Receivable User s Manual 10 19 Customers File Maintenance 10 20 After defining the screen header information the scrolling region appears and the available commands are listed at the bottom of the screen Use the arrow keys to move the cursor to the item with which you want to work Then use the command bar commands to perform tasks Command Bar Command Ref ID end Date Append Enter edit Goto Description Press R to work with comments associated with a different reference ID Then enter the reference ID and end date Press D to work with comments with a different end date and enter the new end date Press A to add a comment Press Enter to edit a comment Press G to go to a specific credit card in the list Whether you select Append or Enter to edit the fields on the Customer Comments screen are enabled for editing or adding Field Date Reference Comment Description If you have not added or edited any other comments the system date appears otherwise the date of the last comment you worked with appears Accept the date or enter a different date Enter the reference ID of the comment you want to add or edit Enter or edit the comment and press Enter to save the comment record Accounts Receivable User s Manual File Maintenance Customers After you are finished working w
68. can assign a default payment method As money is collected and information is posted history for each payment method is also kept in this file The ARSRxxx Sales Rep file stores information about sales representatives When you set up the sales reps in the Sales Reps function you can specify the sales rep s name and personal information the employee ID and how the commission is calculated based on percentage kinds of sales and which parts of the sale are involved You can also enter initial values for the history of the sales rep As money is collected and information is posted this information updates the month to date and year to date revenue collected through each sales rep When you enter invoices you can assign the sales reps who dealt with the customer The ARSAxxx Ship to Address file stores information about shipping addresses When you set up the shipping addresses in the Ship to Addresses function you can assign the associated customer ID name and address method of shipment and tax group Then when you set up customers you can assign the shipping address where the goods for the customer are to be shipped The ARRHxxx and ARRExxx Recurring Entries files store information about transactions that come up repeatedly The ARRHxxx file stores header and tax information about each recurring entry the ARRExxx file stores line item and tax information about each recurring entry The ARRDxxx Recurring Additional Descriptio
69. can base the sales rep s commission on the updated amount In the example above if 2000 had yet to be paid and you assigned an extra 200 to the charge the sales rep would get a commission from 2200 22 percent when the remaining amount was paid Tax Groups If you plan to accumulate tax for the authorities to which you pay sales tax set up the tax groups before you enter transactions See the Resource Manager User 5 Manual for information about setting up tax groups When you set up the system enter the taxable sales nontaxable sales and tax collected These fields are updated when you post sales The sales tax calculation is based on tax classes and the tax group You assign tax classes to inventory items and you assign tax groups to customers or the ship to address to a transaction In addition each customer record has a Taxable flag The flag can serve as an override No tax is levied for a customer whose Taxable flag is set to NO Payment Methods Use the Payment Methods function see page 11 11 to establish codes for the methods of payment you honor The codes serve as a shorthand method of specifying how the customer is to pay the invoice Use the payment types to set up payment methods The payment types you can use cash check credit card write offs and other are provided by the system You must enter payment method codes and assign payment types to them Accounts Receivable User s Manual Setup Setup Check
70. date you enter will be purged Accounts Receivable User s Manual 9 15 Purge Selected Files Periodic Processing 3 Enter the date of the invoices for which you want to purge detail history Detail history for invoices dated before the date you enter will be purged 4 Enter the period and year of the summary history you want to purge Summary history before the period and year you enter will be purged 5 Enter the date of the paid invoices you want to purge Paid invoices dated before the date you enter will be purged To purge the files and return to the Periodic Processing menu use the Proceed OK command 9 16 Accounts Receivable User s Manual File Maintenance Customers Ship to Addresses Sales Reps Recurring Entries Tables Build Open Invoice File Change Fields Accounts Receivable User s Manual 10 3 10 23 10 25 10 29 10 41 10 53 10 57 10 1 5 Use the Customers function to set up and maintain customer records You set up a customer as an open invoice or as a balance forward account For open invoice accounts you keep detail on invoices and apply payments to specific invoices For balance forward accounts you keep detail on invoices for the current month and apply payments to the total balance After you set up the customer records you must create initial opening balances for them The way you create initial balances depends on whether you have open invoice or
71. each displayed account number or enter different account numbers The Inquiry command is available if Accounts Receivable is interfaced with General Ledger Enter the number of units the customer ordered You can enter either a positive or a negative quantity Enter the type of unit the item is sold by for example EACH if it is sold individually Enter the number of units you shipped 5 13 Transactions Daily Work 5 14 Backord Domeh jee Hel nn 7 E seni Field Serial Number Unit Price Comment Price The backordered quantity the difference between the number of ordered units and shipped units is calculated Accept the displayed quantity or enter a different quantity If you are entering a miscellaneous credit you can skip this field If you enter a serialized item ID the Append Serial Number window appears as shown below If you entered a lotted item ID the Append Lot windows appears as shown below the Append Serial Number window Description Enter the serial number of the item you want to include in the transaction The unit price of the item is displayed The Append Serial Number window appears Enter a comment about the serialized item Accept the displayed price or enter the item s unit price If you are entering a miscellaneous credit enter the unit price from the original invoice Accounts Receivable User s Manual Daily Work Trans
72. field represents 1 of 12 periods the current period the first character and the previous 11 periods For each period one of these values appears 0 All invoices if any were paid within 30 days 1 An invoice was 31 to 60 days overdue 2 An invoice was 61 to 90 days overdue 3 An invoice was 91 to 120 days overdue 4 An invoice was more than 120 days overdue When you save the entries the next screen you selected appears If you did not select another screen the Customers selection screen reappears 10 18 Accounts Receivable User s Manual File Maintenance Customers Customer Comments If you elected to add or change customer comments the Customer Comments appears Toon aser MNO Beas GEDDESIC NITOE REQEESTER TRAT ALL DI SENT TO HEN I REQUESTED TAX GF INA F 310818 Ruin dur RES NC E CEU E Description Ref ID To work with comments for only the reference ID listed press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter End Date Enter the date of the most recent comment you want to work with or press Enter to work with all comments The date reference sequence number and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged
73. file stores such information as whether the tax class is taxable the percentage of markup the amounts of taxable and nontaxable sales for the reporting period the overall tax collected for each class of each group the general ledger account number the tax ID and whether freight charges are to be taxed The Tax Groups file stores information for each group of sales tax locations This file groups one or more related tax locations together to arrive at an overall sales tax rate that will be used to calculate the tax on a sale for example state county and city taxes can be grouped together for a combined effective sales tax rate Temporary Files The temporary files store information created from an action you perform and send that information to a different file usually a history file when you post The ARTDxxx and ARTHxxx Transaction files store information about unposted invoices and miscellaneous credits This information is entered independently of when payments are made Each transaction record is assigned a number by the system The ARTHxxx file stores the header information the customer ID and various terms of the transaction The ARTDxxx file stores line item and tax information about the transaction 1 10 Accounts Receivable User s Manual Introduction The Accounts Receivable System The ARCRxxx Cash Receipts file stores unposted cash receipt information You can enter this information either as
74. go to a specific credit card in the list Whether you select Append or Enter to edit the fields on the Credit Card Information screen are enabled for editing or appending Field Pymt Method Card Number Cardholder s Name Expires Description Enter the payment method code associated with the type of credit card you are adding for the customer The payment method description appears Enter the credit card number as it appears on the card Do not enter spaces between blocks of numbers Enter the cardholder s name as it appears on the card Enter the month and then the year that the credit card expires If you attempt to enter a payment using the card on a date after the expiration month and year a message appears to warn you that the card is expired When you save the entries you are returned to the credit card information scroll region Accounts Receivable User s Manual File Maintenance Customers History Information If you elected to add or change customer history the History Information screen appears A FIA Brn i 05 Bn5 Moy ti 1 Fin J 11 Hos hvu PAV ae OF Ge PB yes igromeg Balance 114 148741 14 1391 65 Lmst T ur 377085 3 E The History Information screen stores sales
75. if the reporting period you specify has no summary history or if you did not build the ARPDxxx table The system reads backwards through the ARHSxxx Summary History file to find data for the previous period If you did not do period end maintenance for a period the data will be inaccurate for that period Accounts Receivable User s Manual 8 7 Sales Analysis Report History Reports Sales Analysis Report Screen Select Sales Analysis Report from the History Reports menu The function screen appears Konwarh Jim Heip So Rea Perinde E Company H EURO CRI 1 Accept the current period and fiscal year that are displayed from the ARPDxxx table or enter a different period or fiscal year 2 Select the output device A sample Sales Analysis Report is at the end of this section An asterisk in the report indicates that no summary history is available for that period or is insufficient for a range of periods After the report is produced the History Report menu appears 8 8 Accounts Receivable User s Manual 12 31 2000 8 19 Gross Profit Average Invoice Number of Invoi siunoooy 8 Current Back 1 9 10 11 12 End of Report 6 8 Bu
76. invoice account enter l For a balance forward account enter B Distribution codes describe how payment information is to be distributed in accounts in General Ledger Enter the GL distribution code for the customer If you use the Maintenance F6 command the Distribution Accounts function temporarily comes up After you enter the distribution code the account information appears 10 7 Customers File Maintenance 10 8 Field Partial Ship Tax Group Taxable Exempt ID E Mail Address Web Site Description If the customer accepts partial shipments enter Y if not enter N If the customer does not accept partial shipments and you ship an order for the customer a message warns you if you try to back order items Enter the ID of the tax group where you want sales tax for the customer to be assigned If you use the Maintenance F6 command the Tax Groups function temporarily comes up see the Resource Manager User s Manual After you enter the tax group code information about the tax group appears If the customer should be charged sales tax enter Y if not enter N If the customer is non taxable you should enter the customer s tax exemption ID for your tax records Enter the electronic mail address of your main contact at the customer s office if available Enter the Internet address of the customer s web site for reference purposes When you save the entries the next screen you selecte
77. invoices e Printall released invoices prints all released invoices Accounts Receivable User s Manual 13 67 Job Cash Flow Report Job Receivables 3 Enter four dates for the aging periods Each date must be greater than the previous date entered above it 4 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After the report is produced the Job Receivables Reports menu appears A sample Job Cash Flow Report is shown below 13 68 Accounts Receivable User s Manual Job Receivables Job Cash Flow Report Job Cash Flow Report Accounts Receivable User s Manual 13 69 System Messages Messages on the screen or in a report indicate an error tell you how to enter data or inform you about what is happening in the function you are using Self explanatory messages are not listed Access denied Your access code is not set up to access this function Amount billed exceeds amount scheduled The Billed and Material Stored field amounts exceed the amount that appears in the Scheduled field on the Edit or Append Entry window when setting up information for AJA invoicing An error occurred while converting or creating files Conversion aborted If an error occurs during data file creation or conversion a message that describes the problem appears Then this message appears on the RM Data File Creation or Data File Conversion screen
78. invoices in the Resource Manager Options and Interfaces function existing invoice numbers will not be overwritten If you elected to use prenumbered invoices your invoice numbers will be overwritten If you frequently assign invoice numbers before entering the transactions print the Sales Journal see page 6 9 before and after you print invoices to check for differences in the numbers The invoices and the ARINxxx file must agree so that customer payments are applied correctly If you are reversing an incorrect invoice enter its number If you entered an invoice number enter the invoice date Enter the shipping address code If you use the Maintenance 6 command the Ship to Addresses function is temporarily called up You cannot delete ship to addresses that you access through the Maintenance command After you enter the code the address appears if the code is in the ARSAxxx Ship to Address file Accept it or enter a different address You can skip the Ship To field and still enter shipping information in the fields immediately following it You can enter four lines of address information a city state zip or postal code and country code You might want to enter information in these fields if the ship to code is not on file and you do not want it on file but you still want to enter new data for the transaction Accounts Receivable User s Manual Daily Work Field Ship Method Ship Via Pick Slip No Shi
79. is open or a CD is not in the drive If closing the door or inserting the CD corrects the problem press Enter if not consult your system administrator or hardware support specialist Drive not available The system does not have the disk drive ID you entered Press Enter and enter a different ID If this message appears when you enter the correct drive ID get help from a support technician Entry in process on terminal terminal ID Another user is entering or editing a transaction in the batch with which you are working You cannot process the batch while it is in use Error xxx Loading filename A BASIC error occurred in loading the program Contact a support technician if the error persists A 4 Accounts Receivable User s Manual References System Messages Field size is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total File unavailable filename This message appears for one of three reasons e function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the file intact e The function you are trying to access needs one or more files that are not on your system
80. numbers entered in the Transactions and Cash Receipts functions against this file or you can use the information on this screen for reference only Field Validate Credit Cards Description If you want to restrict credit card numbers entered during transaction and cash receipt entry to the card numbers in this list enter Y if not enter If you elect to validate card numbers and you enter a new credit card number in the Transactions or Cash Receipts functions an error message appears If you choose not to validate card numbers you may enter any card number name and expiration date information in the Transactions or Cash Receipts functions Use the arrow keys to move to the item with which you want to work Then use the Command Bar commands to perform tasks Command Bar Command Enter edit Append Header Next screen Accounts Receivable User s Manual Description Press Enter to edit a card Press A to add a card Press H to change your entry in the Validate Credit Cards field Press N to continue with the next customer maintenance screen you selected If you did not select another screen the Customers selection screen reappears 10 13 Customers File Maintenance 10 14 Command Prev screen Goto Description Press P to return to the previous customer maintenance screen you selected If you did not select another screen the Customers selection screen reappears Press G to
81. of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and 2 wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and 2 wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and 2 wildcard characters to restrict or widen the search Accounts Receivable User s Manual Introduction OSAS Graphical Other Graphical Function Controls Function Field Inquiry When the Inquiry button appears next to field you can either click the button or press the F2 Inquiry key Graphical Scroll Region Buttons Use these command in scroll region areas to move between the lines in the region Scroll Button Key Result Home Moves the cursor to the first line in a scroll region PgUp Moves the cursor to the previous page of lines in a scroll region bh Moves the cursor up one line A Down Moves the cursor down one line zj PgDn Displays the next page of lines in the scroll region Y End Moves the cursor to the last line in the scroll region 5 When you use the Help F1 command you can use these commands Key
82. online aging but retainage invoices are included and aged in the regular balance information If you owe the customer money for returned items and the balances have not been applied to a specific invoice or aging bucket enter the credit amount as a negative value here 10 11 Customers File Maintenance Field Description Retainage Posted Retained amounts are added to this field when you post invoices with amounts retained from any of the Job Receivables functions Total Due The new finance charge unpaid finance charge current due and balance are added and the unapplied credit is subtracted from that number The result is listed as the overall amount the customer owes you When you save the entries the next screen you selected appears If you did not select another screen the Customers selection screen reappears Credit Card Information If you elected to add or change the customer s credit cards the Credit Card Information screen appears A USAS TO aiig Eri rmdit Card Rano CITY GEODESIC HOREN pen Card Tater 10 12 Accounts Receivable User s Manual File Maintenance Customers The Credit Card Information screen stores multiple credit card numbers names and expiration dates for the cards commonly used by the customer for prepayments and paying invoices on account You can elect to verify credit card
83. right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Accounts Receivable User s Manual 1 21 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS runs in an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additiona
84. schedule header The information is stored in the Schedule Header file ARJAx Calculating Retainage There are four ways to calculate retainage Flexible Code method Complete method Material method and the combination of Complete and Material 96 method Flexible Code Method The Flexible Code method uses the AIARy table On the Set Up Schedule screen in the Flexible Code field enter a code y that corresponds to the table you want to use for retainage calculations A small table displays the percentages and limits set up for that table When you use this method different amounts are retained based on the amount invoiced For example assume you are billing a customer 10 000 for a job and you enter A as the table you want to use to calculate retainage The retainage on the first 5 000 is 1596 which is 750 The retainage on the next 5 000 is 10 which is 500 The total retainage for the 10 000 invoice is 1 250 Accounts Receivable User s Manual 13 7 Set Up Schedule Job Receivables You cannot calculate retainage using the Flexible Code method if any portion of this job is taxable and taxes are calculated after retainage Complete Method The second method for calculating retainage is based on a work completed percentage The percent you enter is multiplied by each work completed billing amount in the line items entered for the job in the Application Entries function Materials Method The thi
85. serves as the basis for aging 4 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After posting is completed and the log is printed the AIA Invoicing menu appears A sample posting log is shown below Accounts Receivable User s Manual 13 33 Post Applications Job Receivables Post Applications Log 13 34 Accounts Receivable User s Manual Job Invoice Entries Use the Job Invoicing functions to enter invoices for general jobs based on a fixed billing amount Select Job Invoice Entries from the Job Invoicing submenu on the Job Receivables menu The Job Invoice Entries header screen appears 2 A 0505 PIE lph Entries n 11 1 1123 WESTERN LOT Si tomer EOHES IHT IP See 1 10Oo0 OCEAN eo H ifter FL 33222 4323 Tax rm nr fer lend 1 L Imm Coen 02000 2001 78 L Parui Termes ig BHT EJ LO ml 1 1 k Enter the Job ID you are billing The Description and Customer ID defaults come from the Jobs CJBSxxx file The Customer name and Address defaults come from the Customer ARCUXxxx file Enter an invoice number It is required The Invoice Date default is the workstation date Press Enter to accept it or enter a different one
86. sort option you want appears and the invoices are displayed in the order you want To move the prompt directly to a different invoice press G and enter the invoice number This command appears only if there is more than one screen of invoices When you are finished looking at the customer s open invoices use the Exit F7 command to return to the Information Inquiry menu 4 10 Accounts Receivable User s Manual Detail History Use the Detail History function to look at past sales and payment information in terms of individual invoices This information comes from the ARHIxxx Detail History file This function is available only if you elected to keep detail history in the Resource Manager Options and Interfaces function To add to or change this information use the Customers function see page 10 3 Detail History Screen Select Detail History from the Information Inquiry menu The inquiry screen appears Doh __ Helo Eam T4 L T ACE Maul 77 r Luiz 2 T5 Tuis 88 35 ODDO EHLE Empar H Tera TODD C 1 Enter the ID of the customer whose history you want to look at Accounts Receivable User s Manual 4 11 Detail History 4 12 Informatio
87. the ARGLxxx ARPDxxx DUNxxx and FORMxxx tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different For example you can set up table ARGL for companies that post accounts receivable transactions to the same general ledger accounts and you can set up table ARGLAOI for company A01 ARGLBOI for company and so forth if those companies post accounts receivable transactions to different general ledger accounts These tables are identified by a four or five character prefix and a three character suffix The prefix is the table name ARQGL for general ledger accounts for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table ARGLAOI company 01 uses the ARGL table The DFxxxx table Defaults and each Quick Entry table QExxxx 1 QH2xxxx QIxxxx and QMxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QI for Quick Entry Invoices and so forth The suffix is a terminal ID a company ID or a systemwide table without a suffix You can set up the Defaults and Quick Entry tables for the following situations Assign each table to a particular terminal For example you can assign table DFTO001 t
88. the average number of days the customer took to pay all invoices this period this quarter and this year is based on your entries in the Tot Days Pay and No Pmts fields Enter the date of the first sale to the customer Enter the date of the last sale to the customer This field updates when you post transactions Enter the amount of the last sale to the customer This field updates when you post transactions Enter the number of the last invoice you received from the customer This field updates when you post transactions The screen displays the date of the customer s first payment Enter the date of the last payment the customer made This field updates when you post transactions Enter the amount of the last payment the customer made This field updates when you post transactions 10 17 Customers File Maintenance Field Last Payment Number Customer High Balance Credit Status Description Enter the number of the last check the customer issued to you This field updates when you post transactions If the customer s last payment was with cash or by credit card CASH appears Enter the highest outstanding balance the customer has had This field updates when you post invoices You can clear the customer s high balance when you do year end maintenance The system keeps a running status of the customer s credit history and updates the status when you do periodic maintenance Each character in the
89. the statements an alignment character is printed in the statement s top right hand corner If the X is not centered in the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode The alignment character is printed again Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the statements A sample customer statement is at the end of this section After the statements are printed the Open Invoices menu appears 7 24 Accounts Receivable User s Manual Open Invoices Statements Statement YOUR COMPANY HERE 122 Cy ETATE IP Then ACCOUWTZ ACE BUT LOSES isBH J45T STREET EY 22855 THES uat o TO Humber 13730727001 QOODDODET Humber action Ls imminent YTD Finance Charges mddmd to P TA em 17764 48 tH Accounts Receivable User s Manual CHECHE H 58 ABZB H2 21T33 07 100 00 525 02 ETRTEMENT ACEOOL i 04 z2 10 n 3n 481 4uzB Hz 31723 0T 100 00 197 74 15693 74 2217 45 2317 68 atat T FARHIFTHEBIE MONT FRI o0 82384 4 7 25 Customer Analysis Report Print the Customer Analysis R
90. to define ranges see Selecting a Range of Information on page 1 59 Accounts Receivable User s Manual 13 63 Job Open Invoice Report Job Receivables 2 Select the invoice types you want to print Print invoice without retainage includes invoices without retainage Print retainage invoices includes only retainage invoices Printall invoices prints all invoices 3 Enter the date after which you want to include paid invoices 4 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After the report is produced the Job Receivables Reports menu appears A sample Job Open Invoice Report is shown below 13 64 Accounts Receivable User s Manual Job Receivables Job Open Invoice Report Job Open Invoice Report F Accounts Receivable User s Manual 13 65 Job Cash Flow Report Print the Job Cash Flow Report to see how much cash is due within five aging periods with Job IDs Select Job Cash Flow Report from the Job Receivables Reports submenu on the Job Receivables menu The Job Cash Flow Report screen appears A usas Toan PEE Inquiry 1 Define the Customer ID range you want to view For more information on how to define ranges see Selecting a Range of Information on page 1 59 2 Select the invoice types to print e Printall invoices includes all invoices e Print only held invoices includes only held
91. use the Edit command on the Command Bar to edit an item in the list If you use this command the line item entry screen is titled Edit Entry instead of Append Entry Billing II Gir CUM changes Crdar 1 any ig Lor POSH DAT LOW bes iopr 1042 i chacinimd loca nn fork Hurrrzmi Steced on O00 1083 00 1 1 2 1 00 Accounts Receivable User s Manual 13 21 Application Entries Job Receivables 1 Enter the billing amounts for the work completed and any materials stored You cannot bill for more than the scheduled amount Retainage is calculated on the amounts you enter here based on the percentages or flexible code you entered on the header The total billing amounts and percent complete are calculated 2 Use the Proceed OK command to save the information It is stored in the AIA Invoice file ARJCx Use the Exit F7 command to leave the line item entry screen and to go to the scrolling region Totals Screen When you press T to view the Totals window from the Line Item screen command bar the Totals screen appears Press any key to return to the Line Item screen Press any EEE Saving and Exiting Use the Exit F7 command to exit the Application Entries screen and return to the AIA Invoicing menu 13 22 Accounts Receivable User s Manual Application Forms Use the Application Forms function to produce invoices The comp
92. with transactions in batches and you elected to use batches in the Resource Manager Options and Interfaces function you can use the Change Batches or Batch Control functions Accounts Receivable User s Manual Transactions Use the Transactions function to enter customer invoices cash invoices and miscellaneous credits or to edit transactions The transactions are stored in the ARTDxxx and ARTHxxx Transaction files until you post them to the ARINxxx Open Invoice file If you enter payments for the transaction the payment information is stored in the ARCRxxx Cash Receipts file until you post it to the ARINxxx file You can enter a transaction independently of when you assign payments to it You can enter a transaction before receiving any payment having received partial payment or having received the entire payment After you finish entering an invoice you can print it online if you elected to print online invoices in the Resource Manager Options and Interfaces function You can print online invoices for any customer even if the record does not require that the customer receive invoices If an invoice has been printed online it cannot be printed again through the Print Invoices function Accounts Receivable User s Manual 5 3 Transactions Daily Work Transaction Type Menu Select Transactions from the Daily Work menu A menu appears fewer fo bhia Que fier D DR oo Em 1
93. 0 00 00 3 Period Avg Amount Prior Period Same Period Last Yr 12 11 2000 8 09 PM Current Period 12 234154 20 3 Period Avg 78515 90 Prior Period 793 51 Last Year Period 12 00 RR Over 30 Total Amt Period 12 304636 10 3 Period Avg 362605 00 Prior Period 345217 09 Last Year Period 12 00 Period 12 Amount Average Invoice 38883 23 Average Days to Pay 25 68 Days Sales Outstanding 6 64 Number of Invoices 9 Number of Payments 22 End of Report 74649 85 40 86 26 60 Pct Amount 191 98 141842 58 159 11 82 20 400 60 36 42 48 11 2 51 50 5 Pct Amount Pct 364 79 00 00 320 09 00 00 548 49 400 00 22 22 0 i 00 22 13 0 i 00 wodey sisAjeuy uv suodey uodey sisA jeuy uv Sales Analysis Report The Sales Analysis Report provides an analysis of your company s sales based on a reporting period you specify and of the last fiscal year s trends by period The report has two parts The first part shows the current and previous years sales COGS gross profit number of invoices and average invoice amounts for the reporting period quarter and year The second part of the report shows the sales COGS gross profit average invoice amount and number of invoices for the reporting period and the previous 12 periods You cannot produce the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function
94. 0 22 22 66 555 166 x ox sisAjeuy sajes suodey sisfjeuy sales Detail History Report Print the Detail History Report to find out which items are being sold most which customers are buying most frequently what each customer is buying what each sales rep is or is not selling when items are being sold and how much each item is being sold for You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Detail History Report Screen Select Detail History Report from the History Reports menu This screen appears Camasi pi DH ru 5E Pet Commi Tum um Trai imm bendi Fem Thai ak Co Tha Tha MEL IL C ds bei aris T unir Copa IPSE Inquiry 1 Enter the range of customers you want to include in the report Inquiry Enter the range of sales reps you want to include in the report n Inquiry 3 Enter the range of associated job or item numbers whose invoice information you want to include in the report Accounts Receivable User s Manual 8 11 Detail History Report History Reports 8 12 10 11 12 13 14 15
95. 0066 12670077 Cust DALOO1 I 10 14 00 I 11 15 00 P 12 21 00 I 12 25 00 TOTAL 9739 64 7203 92 7203 92 8991 26 18730 90 GRE001 GREATER NEW YORK DOMES INC Cust GRE001 GRAND TOTAL End of Repo TOTAL rt 20142 90 216700 78 Builders Supply Detail Accounts Receivable Aged Trial Balance Aged By Invoice Date Current Over 120 Unapplied 505 555 1646 Contact BRIAN Sales Rep GPD Garry P Deacon 9728 76 74619 56 00 21722 07 15693 74 4928 82 74619 56 9828 76 15693 74 Sales Rep 14746 73 Sales Rep 4587 70 111 555 2389 Contact BOB PARKER Sales Rep DMM Donna M Mendelsohn 00 8991 26 8991 26 100 555 0011 8449 46 78907 63 eouejeg Cash Flow Report The Cash Flow Report helps you calculate the amount of cash that is due to be received with any one of four aging periods you specify It does not show paid invoices The information comes from the ARINxxx Open Invoice file and the ARCUxxx Customer file Cash Flow Report Screen Select Cash Flow Report from the Open Invoices menu The function screen appears 11 Er Lomwamh Eu Pede Jim me Fei E Thai Slovenes P Eris iva iom peed az LS Teva Inquiry 1 Enter the range of
96. 1 6 structure in AR 1 5 Transaction Reports 1 6 Methods of Payment Journal description 1 14 function 6 25 sample 6 27 IX 12 miscellaneous credits additional text for line items 3 10 after entering 5 21 batches 3 10 entering invoices 1 12 Miscellaneous Credits Journal description 1 13 function 6 13 sample 6 15 when to print 6 13 money owed balance information 3 20 mouse commands click 1 21 deselect 1 22 double click 1 21 right click 1 21 MS DOS prompt tool button 1 33 N Next Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Next Page command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 OK Proceed function key 1 37 pull down menu command 1 37 verification button 1 36 OK command 1 23 on account cash receipts 5 27 online aging 3 23 10 53 invoice totals 5 21 invoices 3 11 5 3 5 10 5 17 printing 5 20 Online Documentation function key 1 40 1 52 pull down menu command 1 40 Accounts Receivable User s Manual tool button 1 36 Online help function key 1 53 turning on or off 1 53 Online Invoicing screen 5 20 open invoice accounts 10 3 10 53 Aged Trial Balance 7 9 Open Invoice file building 10 53 description 1 11 Open Invoice Report before printing 7 5 definition 1 6 description 1 13 function 7 5 Open Invoices function 4 9 relationship between transactions and cash receipts 1 16 sor
97. 2 31 2000 Builders Supply 11 50 AM POST CASH RECEIPTS Description 54409 72 TOTAL CASH 54409 72 Check 279192 83 TOTAL CHECKS 279192 83 333602 55 Open Invoice Created 12 31 2000 Builders Supply 11 50 AM POST DEPOSITS BANK ACCOUNT 01 000001 12 31 2000 TOTAL FOR BANK ACCOUNT FNB001 GRAND TOTAL End of Report sidie 8H use 1504 1504 suodey uonoesueJ Open Invoices Hold Release Invoices Open Invoice Report Aged Trial Balance Cash Flow Report Calculate Finance Charges Statements Customer Analysis Report Commissions Report Accounts Receivable User s Manual 7 15 7 19 7 23 7 27 7 31 7 1 Open Invoices Introduction 7 2 When you enter a transaction whose invoice has been paid completely and you post information about the transaction amounts moves from the ARCRxxx Cash Receipts and ARTDxxx and ARTHxxx Transaction files to the ARCUxxx Customer file and the ARHIxxx and ARHSxxx Detail and Summary History files The invoices and payments are posted to the ARINxxx Open Invoices file Use the functions on the Open Invoices menu to take open invoices into account You can put disputed invoices on hold to halt aging or release held invoices calculate finance charges for invoices past due and produce several reports to serve as a reference of your open invoices and as part of a larger audit trail for all transactions Accounts Receivable U
98. 24 changing to from 1 34 graphical sample 1 24 Start style sample 1 35 text sample 1 49 Favorites Menus removing items from 1 34 Field Down function key 1 37 1 53 pull down menu command 1 37 Field Up function key 1 37 1 53 pull down menu command 1 37 File Maintenance menu structure 1 5 files Accounts Receivable 1 7 backing up 3 25 purging 9 13 9 15 Finance Charge Codes file description 1 8 finance charges balance information 3 20 calculation B 3 recalculating 7 19 setting up 3 19 First Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Flexible Code 96 calculating retainage 10 43 1 7 FORMXxxx table description 10 49 setting up 10 49 Function Help function key 1 50 Function help 1 34 function keys Ctrl G 1 51 Ctrl F 1 53 Ctrl G 1 53 Ctrl J 1 37 Accounts Receivable User s Manual Ctrl O 1 53 Ctrl V 1 53 Ctrl Z 1 38 1 44 Del 1 44 1 54 Down Arrow 1 37 End 1 44 1 54 Esc 1 50 1 52 F1 1 40 1 52 F10 1 38 1 55 F2 1 37 1 43 1 52 F3 1 37 1 52 F4 1 52 F5 1 37 1 52 F6 1 37 1 52 F7 1 37 1 52 F8 1 52 F9 1 54 graphical menus 1 28 Home 1 44 1 54 Ins 1 44 1 54 Left 1 44 1 54 PgDn 1 37 1 53 PgUp 1 37 1 51 1 53 Right 1 44 1 54 Shift F1 1 40 1 52 Shift F10 1 44 1 55 Shift F2 1 52 Shift F3 1 42 1 56 Shift F4 1 42 1 56 Shift F5 1 42 1 57 Shift F6 1 42 1 57 Shift F7 1 42 1 57 Shift
99. 25 US TENNESSEE SHELTERS NASHVILLE 100 HWY 42 NASHVILLE TN 54329 4736 US TENNESSEE SHELTERS MEMPHIS 300 W 37TH STREET MEMPHIS TN 54338 4938 US TENNESSEE SHELTERS CHATTANOOGA 9000 CO RD 4 CHATTANOOGA TN 54897 2034 US Tax Group Description Maryland Maryland 161 55 oi dius 51511 191Se A 1511 O diys Ship to Address Labels Use the Ship to Address Labels function to print 1 by 3 2 inch mailing labels showing each customer s ID ship to ID and address Ship to Address Labels Screen Select Ship to Address Labels from the Master File Lists menu The function screen appears Domh ES Jim m omma j Geis E Ep Lade Fim Tiru Pani Ship E Ford Es fr Compa ATT lel TIE ni 1 Enter the range of customer IDs whose ship to address labels you want to produce 2 Enter the range of zip codes in which the ship to addresses you want to print labels for are located 3 If you want to print the ship via information on the labels check the box or enter Y in text mode if not uncheck the box or enter N in text mode Accounts Receivable User s Manual 12 21 Ship to Address Labels Master File Lists 4 Select the order in which you want to print the labels 5 Select the output device 6 A line of x s is printed so that you can align the labels Then this prompt appears Is form
100. 3 company information printing on plain paper invoices and statements 3 12 company parameter 1 23 Complete and Materials Method calculating retainage 1 8 Complete Method calculating retainage 1 8 Contractors Job Cost interface with Accounts Receivable 3 8 conventions report 1 59 user s manual 1 21 conversion before converting 2 5 setup considerations 2 6 Accounts Receivable User s Manual tax information 2 5 converting to OSAS version 6 1 2 6 Copy function key 1 38 1 44 1 55 pull down menu command 1 38 tool button 1 36 Copy Recurring Entries 1 12 before copying 5 31 copying batches 5 31 function 5 31 Cost Plus Invoicing Cost Plus Invoice form sample 1 56 Cost Plus Invoices Journal function 1 57 sample 1 58 Cost Plus Invoices Journal screen 1 57 Entries screen 1 49 functions 1 49 overview 1 3 Post Cost Plus Invoices retainage invoices 1 59 sample log 1 62 screen 1 60 Post Cost Plus Invoices function 1 59 Print Cost Plus Invoices function 1 55 screen 1 55 retainage fields 1 50 Credit and Balance Information changing 10 9 entering 10 9 finance charges 3 20 money owed 3 20 setting up 3 20 unapplied credits 3 20 credit card option to enter expired card as payment 3 11 payment type 3 17 Credit Card Information changing 10 12 entering 10 12 setting up for customers 3 20 Credit Cards file 1 7 credit hold 3 20 Accounts Receivab
101. 3 12 DFxxxx 10 47 DUNxxx 10 48 for any situation 3 13 FORMxxx 10 49 function 10 41 individual companies 3 13 prefix and suffix information 3 13 printing 10 52 Quick Entry 3 13 setting up 3 12 IX 17 system selection 3 14 terminal ID 3 14 use of 10 41 Tables List function 12 31 sample 12 33 Tax Audit Report function 8 35 Tax Classes file 1 10 Tax Groups file 1 10 setting up 3 16 3 19 terminal assigning table to 3 13 parameter 1 23 Terms cash on delivery 11 8 function 11 7 miscellaneous credits 5 7 prox 11 8 regular 11 8 screen 11 8 terms codes definition 1 5 10 6 10 32 miscellaneous credits 5 7 Terms Codes file description 1 8 Text menu keyboard commands 1 50 text mode defined 1 4 toggle between halves of reports 1 57 Toggle GUI Functions function key 1 29 1 51 Toggle GUI Scaling function key 1 29 1 51 tool bar graphical functions 1 36 graphical menus 1 33 tool button Access Code 1 30 Application Information 1 33 Calculator 1 31 1 36 change to from Favorites 1 32 Copy 1 36 IX 18 Delete 1 36 Help 1 33 1 36 Maintenance 1 36 MS DOS prompt 1 33 Online Documentation 1 36 Paste 1 36 Pop Up Calendar 1 33 1 36 PRO 5 Command 1 33 Start Over 1 36 Workstation Date 1 30 totals transactions 5 18 Totals Information screen 10 38 Transaction Control file 1 11 Transaction files 1 10 Transaction Reports descriptions 1 13 files that provide inform
102. 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output the Report When you use the Proceed OK command the Output Information screen appears POL Pred fr PIL Pant Lami Pris Doi Bove Duos PSD LPA Wirra U siad Prim pow Pini Ding nni age Dol Paii Pew Lage Dp n Pia iac a To print the report e Select Printer and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click or press Enter in text mode to continue Accounts Receivable User s Manual Introduction Reports To view the report in Print Preview mode e Select Print Preview and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click or press Enter in text mode to continue To save the report as a File If you want to save the report as a data file for example to include it in a word processed report in CR LF format select File The data path fo
103. 6 Workstation Date Operation Displays the tool buttons and functions keys you can use Displays or returns from the Favorites menu Displays the Access Code dialog box Switches between live and sample data Displays the current workstation date and allows you to change it Accounts Receivable User s Manual F7 Exit F9 Application Setup F10 Add Remove Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling Pull Down Menus OSAS Graphical Operation Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Adds functions to and deletes functions from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults Toggles between graphical screens and text based screens for the functions you use Toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions When using the graphical menus you can use the pull down menus and tool buttons buttons with graphical icons in a row below the pull down menus to access function
104. 904 After After After 05 11 2001 06 10 2001 07 10 2001 101270 406876 406876 526878 4 4525 UBdO 4529 Calculate Finance Charges If your company assesses finance charges use the Calculate Finance Charges function to calculate finance charges on overdue invoices to produce a report of finance charges and to update the new finance charge in the ARCUxxx Customer file Finance charges are assessed only for customers that are set up for finance charges and that have an associated finance charge code in the ARCUxxx file The calculation is based on the minimum charge the percentage the invoice or due date and the cutoff days specified in the customer s finance charge code If you recalculate finance charges you must do it before you do periodic maintenance Performing periodic maintenance moves the figure in the New Fin Chg field to the Unpaid Fin Chg field in the customer record and creates an open invoice in the ARINxxx Open Invoice file Accounts Receivable User s Manual 7 19 Calculate Finance Charges Open Invoices Calculate Finance Charges Screen Select Calculate Finance Charges from the Open Invoices menu The function screen appears Change 70 LE Poi Coin Fiw y Tha Claes panca Changes _____ H L emn CARI I
105. AR CUSTOMER ID Original Value New Value 001 001 573 25 189 189 6 21 20 8 4 2 4 Codes Maintenance GL Codes Distribution Accounts Terms Shipping Methods Payment Methods Finance Charges Accounts Receivable User s Manual 11 3 11 5 11 7 11 9 11 11 11 13 11 1 GL Codes Use the GL Codes function to assign sales and cost of goods sold accounts in General Ledger to a general ledger code The codes serve as a shorthand method of assigning the accounts to a transaction When you post transactions information associated with a sales COGS code is sent to the correct accounts GL Codes Screen Select GL Codes from the Codes Maintenance menu The function screen appears es Domeh jda tee RA wo LE Caes fil 13 000 Rl Sabes aono E ELIGE Anci pe iN Cemeg Accounts Receivable User s Manual 11 3 GL Codes Inquiry Inquiry Inquiry 1 4 Field GL Code Description GL Sales Account GL COGS Account Codes Maintenance Description Enter the code for the sales COGS account pair Accept the displayed code description or enter a different code description This description appears when you use the Inquiry command in the GL Code field anywhere in the system Accept the display
106. Cash Receipts function 5 29 screen 5 29 edit line item 1 58 EIS defined 1 3 End inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 End function key 1 54 Enter inquiry command 1 46 1 56 scroll region command 1 58 Enter key 1 53 text menu 1 51 Esc Command help 1 50 1 52 inquiry command 1 56 Executive Information Summary Accounts Receivable User s Manual defined 1 3 Exit function key 1 37 1 52 pull down menu command 1 37 exit from inquiry window 1 46 1 56 from report to menu 1 57 from screen or window 1 37 1 50 1 52 Exit from OSAS function key 1 29 1 50 F F1 function key 1 28 1 40 1 50 1 52 graphical menus 1 28 text menu 1 50 F10 function key 1 55 graphical menus 1 29 text menu 1 51 F2 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F3 function key 1 36 scroll region command 1 41 1 58 F3 function key 1 37 1 52 text menu 1 50 F4 function key 1 52 graphical menus 1 28 text menu 1 50 F5 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F6 function key 1 36 F6 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F7 inquiry command 1 46 1 56 report command 1 57 F7 function key 1 37 1 52 graphical menus 1 29 text menu 1 50 F8 function key 1 52 F9 function key 1 54 IX 8 graphical menus 1 29 text menu 1 50 Favorites Menu 1 24 adding items to 1 34 benefits of 1
107. Dxxx Table The ARPDxxx tables stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the Table ID the rest of the ARPDxxx table appears A 0545 reU Lir SUE e Table IP beacriptioun AR Pericks Tale f Cols length Type H Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you do periodic maintenance Fiscal Year Enter the current fiscal year The fiscal year is incremented when you do year end maintenance Periods Yr 1 00 Enter the number of accounting periods your company uses 13 00 in a year 10 46 Accounts Receivable User s Manual File Maintenance Tables DFxxxx Table The DFxxxx table stores the default batch ID distribution code GL code and cash receipt invoice number that appear when you enter transactions When you enter the Table ID the rest of the DFxxxx table appears LATE Tanie br Dam rigrinnrn Dafmalra Tele Miser 4 _ L L 1 SEPA BATCE 10 nono HIST E il ks 17 Field Description Field The fields for which you can enter defaults appear Accept these fields or change them Do not delete lines or rearrange field names The system looks for the defaults by their position in the table It
108. Dxxx table is set up for the company you are doing maintenance for You should do periodic maintenance at the end of each period If you do not transactions will be posted to incorrect periods and the amounts in the aging buckets in the ARCUxxx file for balance forward customers will be wrong When you perform period end maintenance the system performs several tasks accumulates the balance totals in the ARCUxxx Customer file for balance forward customers e ages the figures in the ARCUxxx file in the aging periods e updates the ARINxxx and ARCUxxx files with newly calculated finance charges e clears the period to date accumulators and updates credit statuses in the ARCUXxxx file e clears the month to date gross sales amounts in the ARSRxxx Sales Rep file clears the month to date payments in the ARPYxxx Payment Methods file e posts finance charges to GLJRxxx Journal file if Accounts Receivable is interfaced with General Ledger you also have the option of clearing the year to date finance charges in the ARCUxxx file e increments the period by 1 in ARPDxxx table When you perform quarter end maintenance the system performs these tasks Accounts Receivable User s Manual 9 7 Periodic Maintenance Periodic Processing 9 8 e performs all the period end tasks e clears the quarter to date accumulators in the ARPYxxx file and the ARCUXxxx file Quarter end maintenance does all the period end maintena
109. EGO Teal 1 Enter the batch ID whose information you want to work with 2 Ifa terminal ID is displayed in the Lock Flag field the batch is or was produced or posted on that terminal Do not change it unless you need to release a locked batch Accounts Receivable User s Manual 5 35 Batch Control Daily Work 3 Accept the displayed description of the batch or enter a different description 4 Enter the status of the batch H if it is on hold or R if it has been released If you place the batch on hold you can print or post the batch but you cannot enter or edit transactions in it 5 For each report toggle the report status The default status is Not Applicable When you enter invoices miscellaneous credits or cash receipts the appropriate report status is changed to Unprinted When you print the entire report the status is changed to Printed If you enter new transactions after you print the report s the status changes to Reprint If you selected a batch that is in use up to 20 terminal IDs and the user names of those currently entering transactions are displayed After you save the information enter information about a different batch ID or exit to the Daily Work menu 5 36 Accounts Receivable User s Manual Transaction Reports Print Invoices Sales Journal Miscellaneous Credits Journal Daily Sales Tax Report Cash Receipts Journal Methods of Payment Journal Deposits Report Post Tra
110. Information Inquiry Summary History If you keep summary history the Summary History item inquiry screen appears Ab The item number or job number type of sale I or J quantity units and sales and COGS amounts are displayed for each item sold during the period The total sales and COGS amounts are displayed for each period If you made more sales to the customer in this period than the screen can show enter M to view more history When you are finished looking at the item and job history press Enter to return to the Summary History customer inquiry screen Accounts Receivable User s Manual 4 17 Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Accounts Receivable User s Manual 5 3 5 23 5 29 5 31 5 33 5 35 5 1 Daily Work 5 2 Introduction Use the Daily Work functions to record sales you made to a customer If you sold goods to a customer that is not associated with a recurring entry use the Transactions function If the customer is associated with a recurring entry use the Copy Recurring Entries function The information about recurring entries is copied to the ARTDxxx and ARTHxxx Transaction files Use the Cash Receipts function to apply payments to on account balances Then use the Edit Cash Receipts function to edit cash receipt information This information is kept in the ARCRxxx Cash Receipts file If you want to deal
111. Information screen appears Domh Jie joman Te Tirena Pigh TD Caa 1205 Sats Tm an 2 Pensi 1 Bl iek Pared Mei 5922 amp 7 Field Description Subtotal The subtotal is displayed Freight Tax Class Miscellaneous Chgs Tax Class Sales Tax 5 18 Enter the shipping charges and the tax class you want to apply them to Enter the miscellaneous charges for example handling and the tax class you want to apply them to The sales tax on the item is displayed If you change this field a window appears Accounts Receivable User s Manual Daily Work Transactions Sales Tax Information habra jm il ita Lucem El Hain om PW 7 Tis Licata ee 1 Bem Th m i Tax Location Tax Amount Tax Adjustment Tax Loc Sales Tax The tax location is displayed The tax amount is displayed Accept the displayed sales tax adjustment or enter a different amount The tax location for the adjustment is displayed Accept the displayed tax class or enter a different tax class The total sales tax is displayed When you approve your entries you are returned to the Totals Information screen Invoice Total Payment 1 2 Payment Method 1 2 Accounts
112. Introduction Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Next Line Up Previous Line PgUp Previous Page PgDn Next Page Home First Line End Last Line F3 Delete Ins Insert Enter Edit Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt Accounts Receivable User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter 001 at both From and Thru If you want the report to inc
113. Invoice From Bi Ba pp lg Fork 2171 see m 1 HE SUPDES E TNE FL TERM Sb ae Arm IET PESCULCETrCOS SETEL IME IRCE mma 13 42 Accounts Receivable User s Manual Job Invoices Journal Use the Job Invoices Journal function to print a record of Job Invoice transactions to be posted Select Job Invoices Journal from the Job Invoicing submenu The Job Invoices Journal screen appears A SA DE Pua Hap 1 Define the Job ID range you want to view For more information on how to select ranges see Selecting a Range of Information on page 1 59 2 Enter Y to print a detailed journal which includes job and phase information otherwise enter N to print a summarized journal that includes job totals only 3 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After the report is produced the Job Invoicing menu appears Accounts Receivable User s Manual 13 43 Job Invoices Journal A sample Detail Job Invoice Journal is shown below Detail Job Invoice Journal 1 96 29 do Imm ami nondnm rp acm Tem
114. Journal provides a record of the cash receipts in the ARCRxxx Cash Receipts file Produce it after you have entered all the cash receipts for the day but before you post the transactions since posting may clear the ARCRxxx ARTDxxx and ARTHxxx files Cash Receipts Journal Screen Select Cash Receipts Journal from the Transaction Reports menu The function screen appears Cash Accepts Jeune Fi Thea of Pamani From thew arcani Thes z By E Cuis GL a rT i7 Burk B i C C Mara of TEI Tem T DOG CARI Inquiry 1 Enter the range of customers whose information you want to include in the journal Inquiry 2 Enter the range of payment methods whose associated receipts you want to include in the journal Accounts Receivable User s Manual 6 21 Cash Receipts Journal Transaction Reports 3 Enter the range of bank accounts whose associated receipts you want to include in the journal 4 Select the batch numbers you want to print You can print multiple batches at once 5 Select the order in which you want to print the journal 6 Select the output device A sample Cash Receipts Journal is at the end of this section After the journal is produced the Transaction Reports menu ap
115. L Description GL Accounts Table No of Colums 2 Colum Length 12 Type A DESCRIPTION G L NUMBER CASH RECPTS DISCOUNTS INVENTORY FIN CHRG Table ID ARPDH Description AR Periods Table No of Columns 3 Colum Length 12 Type N PERIOD FISCAL YEAR PERIODS YR 1999 00 00 00 00 00 00 00 00 00 00 00 00 00 00 End of Report Accounts Receivable User s Manual 12 33 Job Receivables Overview AIA Invoicing Set Up Schedule Application Text Invoice Worksheet Application Entries Application Forms Applications Journal Post Applications Job Invoicing Job Invoice Entries Print Job Invoices Job Invoices Journal Post Job Invoices Cost Plus Invoicing Cost Plus Invoice Entries Print Cost Plus Invoices Cost Plus Invoices Journal Post Cost Plus Invoices Accounts Receivable User s Manual 13 3 13 5 13 13 13 15 13 19 13 23 13 27 13 31 13 35 13 41 13 43 13 45 13 49 13 55 13 57 13 59 13 1 13 2 Job Receivables Reports Job Open Invoice Report Job Cash Flow Report Job Receivables 13 63 13 67 Accounts Receivable User s Manual Overview There are four ways to bill for a job in Accounts Receivable If you don t need to track retainage you can use the standard OSAS Transactions function see Transactions on page 13 3 The other three methods AIA Invoicing Job Invoicing and Cost Plus Invoicing handle retainage amounts The American Institute of A
116. LED CUSTOMER ABOUT PAST DUE BALANCE CASHCA CASH SALES OAKLAND CA 01 25 1999 CUSTOMER REQUESTED A CREDIT APPLICATION DALLAS FT WORTH DOME HOMES 05 08 2000 CUST REQS THAT WE ONLY TAKE ORDERS FROM JACKIE 02 15 2000 SENT NEW CREDIT APPLICATION 01 22 1999 CUSTOMER REQUESTED THAT WE SEND INV TO NEW ADDRESS GREATER NEW YORK DOMES INC 03 01 2000 GEDRIC HAS BEEN PROMOTED NEW CONTACT IS JULIE 01 17 1999 GEDRIC SAID WE SHOULD SKIP THE REFUND REQUEST 01 16 1999 GEDRIC CALLED AND REQUESTED A REFUND ON CREDIT BAL KANSAS CITY GEODESIC HOMES 02 15 2000 CUSTOMER REQUESTED THAT ALL MAIL BE SENT TO NEW 01 14 1999 DAISY REQUESTED A FAX COPY OF INV 39839 105001 LOS ANGELES CONSTRUCTION CO 07 15 2000 RICHARD REQ D DETAILED HISTORY OF JUNE S ACTIVITY 05 28 2000 NEW CREDIT LIMIT SET SUNSHINE HOMES INC 12 10 2000 CUSTOMER REQUESTED A REFUND FOR DEFECTIVE WINDOWS End of Report Accounts Receivable User s Manual 12 13 Customer Credit Cards The Customer Credit Cards function allows you to print a list of the credit card information you have on file for your customers Customer Credit Cards screen Select Customer Credit Cards from the Master File Lists menu The function screen appears Come Cadi Gk phe Ara r4 Thai f Esai 1 En
117. MEATOLIS VARIEHULIEE pom H ACE BIHLOERS HST BTHEET PADULA HS i Esa E Rep z Farem ET E Cem Terrie arai Wadas Ji He Ta HH a Dae DE TS TE Field Description Batch ID If you elected to have the system assign batch numbers in the Resource Manager Options and Interfaces function the batch number is displayed Otherwise enter the number of the batch the transaction belongs to or press Enter to skip this field You cannot use the number of a batch that another workstation is using If you use the Maintenance F6 command the Batch Control function is temporarily called up Trans No The system assigns a unique number to each transaction Accounts Receivable User s Manual 5 5 Daily Work Field Inquiry Location Inquiry Sold to Inquiry Sales Rep 1 Percent Inquiry Sales Rep 2 Percent D Description To change a transaction enter the number of the transaction To delete the entire transaction use the Delete F3 command If you entered a default location ID when you set up the company the ID is displayed If you change the ID of the location you are selling the items from the description of the location appears for verification If you did not enter a default location ID enter the ID of the location you are selling t
118. NQLxxx Quantity Locations INQTxxx Quantity Totals INSHxxx Serial History and INSNxxx Serial Numbers files are updated and average prices in the INUPxxx Units Pricing file are updated If Accounts Receivable is interfaced with Job Cost the cost information in the JOHIxxx Detail History file is automatically updated and the JOBSxxx Jobs file is optionally updated e The period to date history in the ARPYxxx file is updated e Anopen invoice is created in the ARINxxx file for the total of the payments in each credit card payment method e If Accounts Receivable is interfaced with Bank Reconciliation deposits for cash receipts update the BRTRxxx Transactions file Transactions Cash Receipts and Open Invoices Files Relationship Often the information in the ARTDxxx and ARTHxxx files the ARCRxxx file and the ARINxxx file overlaps Depending on how you use Accounts Receivable different files get used at different times The ARTDxxx and ARTHxxx files record transactions independently of how much money was paid You enter information in this file through the Transactions function or by copying recurring entries through the Copy Recurring Entries function If you record totals information when you are entering transactions indicating prepayment the payment information is sent to the ARCRxxx file You can also enter this information through the Cash Receipts function The ARCRxxx file records money as received w
119. OPEN 5 5 5 Accounting Software Accounts Receivable User s Manual For Use With Contractors Job Cost 2000 Open Systems Holdings Corp rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp is a trademark and PRO 5 and Visual PRO 5 are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable December 2001 Document Number 2310 AR612 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer sup
120. Operation F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window Accounts Receivable User s Manual 1 43 OSAS Graphical Introduction In Field Editing Commands When the cursor is in a field that contains information you can use these keys and commands Key Right Left Del Delete Ins Insert on off Home End Ctrl Z Undo Shift F9 Copy field contents Shift F10 Paste field contents Operation Move the cursor to the right Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the INS flag appears at the bottom right corner of the screen on the status bar characters you type push characters after the cursor off to the side When insert mode is turned off OVR appears on the status bar characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Copy the contents of the current field Paste the value you copied from a previous field into the current field Accounts Receivable User s Manual Introduction OSAS Graphical Inquiry Commands When you use the Inquiry command several other commands become available f
121. Phone 505 555 1646 Fax gt New Finance Charge Unpaid Finance Charg Current Due Balance 31 60 61 90 91 120 121 Unapplied Credits Total Due 00 00 104798 98 00 00 00 00 00 104798 98 US E Mail Address garrydeacon bigmail com Web Site www ace builders com Period to Date Sales Profit Number of Invoices Payments Discounts Number of Payments Total Days to Pay Average Days to Pay Sale Payment YTD Finance Charge End of Report 30149 94 1505 09 6 35467 99 00 J 27 27 00 151 Date 07 14 1999 B Cus uilders Supply tomer Detail List By Customer ID Partial Ship YES Territory MIDATL Class WHSL Contact BRIAN Sales Rep GPD Garry P Deacon Group Code 0 Statement Code Both Account Type Open Invoice Dist Code 01 Cust Level 001 Finance Chg YES Fin Charge Code UU Terms Code 2PCT Reg 2 0 10 DAYS NET Taxable NO Tax Group MN Minnesota Exempt ID Credit Limit 315000 Credit Hold Payment Method Card Number N Cardholder Credit Status 3 3 2 2 1 1 2 2 2 2 1 1 Verify Credit Cards NO Qtr to Date Year to Date Last Year 220260 47 47725 82 8 682992 53 00 3 122 40 67 Last Date 12 21 2000 12 21 2000 1668830 492134 1662865 12630 1 49 29 1223579 63 70 370863 25 18 8 83 1110548 58 63 1595 38 15 5 42 211 47 42 20 Last Amount Last Number 21722 35467 High Balance 07 12670074
122. Select the output device 9 If you elect to print the forms an alignment character is printed in the form s top right hand corner If the X is not centered in the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the invoices and credit memos If a customer s purchase order number is greater than 8 characters a row of asterisks is printed in the Order Number column and the entire order number is printed directly below the row of asterisks To align the form so that the customer s purchase order number can be seen make sure that only the bottom of the alignment character X is printed in the upper part of the alignment box in the form s right hand corner Sample invoice and credit memo forms are at the end of this section After the forms are produced the Transaction Reports menu appears Accounts Receivable User s Manual 6 5 Print Invoices Transaction Reports Invoice INVOICE TOUR COMPANY NAME HERE STREET CITY ETATE rim demie MOD MCI ER aura ___ uis 2 PAXOEES THERE ME 2 SH a A No
123. TH CUTE PRRs IAT Cee SS HST Lun MEAL ieri nak EL Ws Budd Rudd iia 13 56 Accounts Receivable User s Manual Cost Plus Invoices Journal Use the Cost Plus Invoices Journal function to print a record of Cost Plus Invoice transactions to be posted Select Cost Plus Invoices Journal from the Cost Plus Invoicing submenu on the Job Receivables menu The Cost Plus Invoices Journal screen appears 1 Define the Job ID range you want to view For more information on how to define ranges see Selecting a Range of Information on page 1 59 2 Enter Y to print a detailed journal which includes job and phase information otherwise enter N to print a summarized journal that includes job totals only 3 Select how you want to output the journal For more information on how to select an output device see Output the Report on page 1 60 After the journal is produced the Cost Plus Invoicing menu appears Accounts Receivable User s Manual 13 57 Cost Plus Invoices Journal Job Receivables A sample Detail Cost Plus Invoices Journal is shown below Detail Cost Plus Invoices Journal 13 58 Accounts Receivable User s Manual Post Cost Plus Invoices Use the Post Cost Plus Invoices function to post your cost plus invoices to Contractors Job Cost and to other applications that interface with Contractors Accounts Receivable The Post Cost
124. a Fe Finanra Chagas 7 am Tragen Tree TORE 1 The information in the Customer Analysis Report comes from the ARCUxxx ARINxxx and ARSRxxx files Since the Periodic Maintenance function affects the data in the ARCUxxx file print the statements and Customer Analysis Report and back up your data files before you do period quarter or year end maintenance If you have not printed the statements printed the Customer Analysis Report and backed up your data files see the Resource Manager User s Manual uncheck the box or enter N in text mode return to the Periodic Processing menu and do these tasks before proceeding When you have done these things check the box or enter Y in text mode 2 Select the type of periodic maintenance you want to perform Accounts Receivable User s Manual 9 9 Periodic Maintenance Periodic Processing 3 If you want to clear the year to date finance charges in the ARCUxxx file check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 Ifyou want to clear the high balances in the ARCUxxx file check the box or enter Y in text mode if not uncheck the box or enter N in text mode You can clear customer high balances only during year end maintenance 5 To begin processing use the Proceed OK command and select the output device
125. a comparison of promotional pricing with other types of pricing You can produce this report only if Accounts Receivable is interfaced with Inventory where the product promotional information is stored Promotional Analysis Report Screen Select Promotional Analysis Report from the History Reports menu The function screen appears ELTTTTTmT Conmeamh ius m m inei D Thea fe gt Fon Thu C Curianei bem E Fin PC Sai Pp d oae Pep 7 Duane 1 2 Lompamon in Thu 2 Fe 00 cm Mina lec x C Hue C C Cart Lampes Te A Inquiry 1 Enter the range of promotion IDs you want to include in the report Inquiry 2 Enter the range of items you want to include in the report Inquiry 3 Enter the range of locations you want to include in the report Accounts Receivable User s Manual 8 27 Promotional Analysis History Reports Inquiry Inquiry 5 9 Enter the range of customers you want to include in the report Enter the range of sales reps you want to include in the report Enter the range of invoice dates you want to include in the report Select the order in which you want to print the report Select the item you want to compare the promotional pricing to Select the output devic
126. a credit card company such as VISA or MasterCard is C No history is saved for credit card companies The history of the transactions involved is assigned to the customer who used the credit card You can set up recurring entries for regular customers with a group code from 0 through 9 When you copy these recurring entries an invoice is created for each customer with that group code The Stmt Code field determines whether the customer should receive only statements only invoices both statements and invoices or neither statements nor invoices Customers that do not receive invoices are skipped when you print invoices Customers that do not receive statements are skipped when you print statements If you elected to print invoices online in the Resource Manager Options Interfaces function you can still print an invoice online for a customer that does not receive invoices 3 18 Accounts Receivable User s Manual Setup Setup Checklist and Functions You set up customers as open invoice or balance forward accounts For open invoice accounts you keep detailed information about the invoices in the ARINxxx Open Invoice file and apply payments to individual invoices For balance forward accounts you keep summary information about the invoices in the ARINxxx file and apply payments to the total balance due If you have both open invoice and balance forward accounts the customer s account type determines which information you e
127. a default sales account in the Sales Acct field that appears when you enter line items You can change this account in each line item Enter the information for calculating retainage There are four methods that can be used for calculating retainage see the Calculating Retainage section below Do not change the Accumulated Retainage amount This amount appears from the Schedule Header file ARJAx and is updated as you post invoices Enter application text form number for this schedule in the Form field The text for this form is printed on the AIA invoice You can have up to ten different form codes 0 9 Use the Application Text function on the AIA Invoicing menu to view or edit the application text Accounts Receivable User s Manual Job Receivables Set Up Schedule The Invoice Count and Last Invoice Date fields for this job display information taken from the Schedule Header file ARJAx They are updated when you post invoices You should not change the invoice count number because this is used as part of the invoice number 12 The Terms Code field displays a terms code taken from the Customer file Enter a different one if different terms apply to this invoice 13 Enter C in the Billing field if billing is complete for this job Enter O if the job is still open When you print the Invoice Worksheet you can choose to include closed jobs only open jobs only or both 14 Use the Proceed OK command to save the
128. a sales category to the item or press Enter to skip this field When you produce the Detail History Report you can list items that belong to a particular sales category so that you can analyze groups of stock items Accounts Receivable User s Manual g lt Transactions Inquiry Tax Class Inquiry Price ID Inquiry GL Code Inquiry Sales Acct COGS Acct Inv Acct Ordered Inquiry Units Shipped Accounts Receivable User s Manual The tax class you assigned in the customer record is displayed Accept it or enter a different tax class If Accounts Receivable is interfaced with Inventory accept the displayed price ID for the item or enter a different price ID The Inquiry command is available if Accounts Receivable is interfaced with Inventory The GL code identifies the pair of general ledger sales and cost of goods sold COGS accounts to use for a noninventory item If you entered a GL code in the DFxxxx table the code is displayed Accept it or enter a different code If you use the Maintenance F6 command the GL Codes function is temporarily called up To enter accounts that are not set up in the ARCDxxx Codes file clear this field and press Enter If AR is interfaced with Inventory the account numbers come from the IN item location files If you entered a GL code the sales and COGS accounts are displayed The inventory account is displayed from the ARGLxxx table Accept
129. actions Ampi Lot ee Edo t te kf E Um Ex Di Packed Donan Field Description Lot No Enter the lot number of the item you want to include in the transaction Orig Qty Enter the quantity of this lot that was ordered originally Fulfill Qty Enter the quantity of this lot that was actually shipped Backord Qty Enter the quantity of this lot that is backordered if any Comment Enter a comment about the lotted item If you elected not to display unit costs in the Resource Manager Options and Interfaces function no unit cost is displayed The total amount of the line item the shipped quantity times the unit price is calculated and displayed If you elected to display unit costs in the Resource Manager Options and Interfaces function the extended cost is displayed For an invoice the cost is approximate the system calculates the actual cost when you post After you save the information about the line item work with another line item or exit to the Transaction Scroll Region screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon Cancel command to cancel the transaction To delete the invoice use the Delete F3 command on the header screen and delete the entire transaction Accounts Receivable User s Manual 5 15 Transactions Daily Work Transact
130. aligned If the labels are not aligned select No or enter N in text mode and adjust them When the labels are aligned select Yes or enter Y in text mode to produce them Sample ship to address labels are at the end of this section After the labels are produced the Master File Lists menu appears 12 22 Accounts Receivable User s Manual Master File Lists Ship to Address Labels Ship to Address Labels 001000001 NORTH AMERICAN KANSAS CITY GEODESIC HOMES 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 5425 US SUN001000001 UPS Red SUNSHINE HOMES INC 1000 OCEAN BOULEVARD MIAMI FL 33333 9823 US SUN001000002 UPS Red SUNSHINES HOMES INC 9350 W GULFSTREAM DRIVE TAMPA FL 33333 8825 US TEN001000001 UPS Blue TENNESSEE SHELTERS NASHVILLE 100 HWY 42 NASHVILLE 54329 4736 US 001000002 UPS Blue TENNESSEE SHELTERS MEMPHIS 300 W 37TH STREET MEMPHIS TN 54338 4938 US TEN001000003 UPS Blue TENNESSEE SHELTERS CHATTANOOGA 9000 CO RD 4 CHATTANOOGA TN 54897 2034 US Accounts Receivable User s Manual 12 23 Recurring Entries List Produce the Recurring Entries List after you set up recurring entries to make sure that everything is correct and to use as a reference when you copy recurring entries to the ARTDxxx and ARTHxxx Transaction files Produce a new list each time you add change or delete recurring entries If you find incorrect transactions in the Recurring Entries Lis
131. amounts in the New Fin Chg and Unpaid Fin Chg fields They are updated when you set up initial balances You can enter a credit limit for the customer and you can put customers on credit hold Then when you enter invoices a warning message appears if the amount the customer is putting on credit is greater than the customer s credit limit or if the customer is on credit hold You cannot enter an invoice for a customer that is on credit hold Balance Information You can assign three types of balance information to a customer finance charge information money owed and unapplied credits Enter finance charge information money due in the aging buckets presented and unapplied credits you want subtracted from the overall balance You must enter unapplied credits as negative numbers so that balances will be correct when you use the Build Open Invoice File function This information is updated when you enter and post accounts receivable transactions Credit Card Information The ARCMxxx file can store multiple credit card numbers cardholder names and expiration dates for each customer You can elect to verify credit cards entered in transaction and cash receipts entry against the list or to maintain the list as a reference only Historical Information The ARCUxxx file stores sales and payment information for the current period the current quarter and the current and previous year It also stores the date amount and invoice num
132. an format in a European format system This message is usually accompanied by one of two explanatory messages Month out of range 1 to 12 or Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010100 or 01012000 Invalid entry The information is not valid in the field where you entered it Check the data and enter it again Consult the user s manual or use the Help F1 command for information Invalid number of periods in ARPDxxx table The valid number of periods you can use in the ARPDxxx table are 1 4 12 and 13 Invalid Period Conversion table The table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Period Setup function to make adjustments see the Resource Manager User s Manual Invalid year The fiscal year you entered is invalid A 6 Accounts Receivable User s Manual References System Messages Invoice Form number does not exist The system does not recognize the invoice form number you entered Enter a valid form number or use the Exit F7 command to return to the AIA Invoice menu Item Job ID is not on file The item or job number you entered is not on file Enter a different number The Inquiry F2 command is available Job 10 is not on file Job ID not found The job number you entered is not on f
133. any information that is printed on the form appears at the bottom of the screen Select Application Forms from the AIA Invoicing submenu on the Job Receivables menu The Application Forms screen appears GA E Applirmticz Forms Supply 157 Park DL haknpes EH 55178 Inquiry 1 Define the Job ID range you want to view For more information on how to select ranges see Selecting a Range of Information on page 1 59 2 Select invoice types to include On Hold Only includes only held invoices Released Only includes only released invoices or Both includes both held and released invoices 3 Select Detail to view detailed AIA invoices or select Summary to view summarized invoices Summarized invoices do not include the application text Accounts Receivable User s Manual 13 23 Application Forms Job Receivables 4 Enter the number of copies of the form you want to produce 5 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After the report is produced the AIA Invoicing menu appears A sample Application for Payment Form is shown below 13 24 Accounts Receivable User s Manual Job Receivables Application Forms Application for Payment Form ree dollars Lim iar Pees gra
134. appropriate periods The detail method consists of the following steps 1 Use the Transactions see page 5 3 and Cash Receipts see page 5 23 functions to enter the year to date accounts receivable transactions Then post the transactions to the appropriate periods Accounts Receivable User s Manual 3 23 Setup Checklist and Functions Setup 2 Calculate finance charges on overdue invoices The customer records are updated with these amounts Combination Method The combination method a blend of the summary and detail methods is less time consuming than the detail method but it does not provide a complete sales history You enter summary balances for transactions that are no longer outstanding and build open invoices for balances that are still outstanding The combination method consists of the following steps 1 Use the Customers function to enter summary balances for transactions that are no longer outstanding for the current period and for each aging period and enter credit and payment history 2 Use the Build Open Invoice File function see page 10 53 to build one invoice for each unpaid finance charge current amount due and balance in an aging period 3 Use the Transactions see page 5 3 and Cash Receipts see page 5 23 functions to enter open transactions Then post them to the appropriate accounts and customer records 4 Calculate finance charges on overdue invoices The customer records are updated wit
135. ation 1 13 Transactions after entering miscellaneous credits 5 21 batches 3 10 before changing or deleting 5 4 current quantities and quantity break prices window 5 12 Enter Serial Numbers window 5 14 5 15 function 5 3 invoice numbers 5 8 line items 5 10 Online Invoice Totals screen 5 21 Online Invoicing screen 5 20 options changing customer s price level 3 11 displaying quantities and quantity breaks 3 11 entering expired credit card as payment 3 11 partial payments 5 23 posting 1 15 printing invoices online 5 17 relationship with cash receipts and open invoices 1 16 Sales Tax Information window 5 19 totals information 5 18 when to enter 5 3 U unapplied credits 7 12 B 2 balance information 3 20 Accounts Receivable User s Manual Undo function key 1 38 1 44 1 54 pull down menu command 1 38 unit cost displaying for line items 3 11 Up Arrow inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 Up Arrow function key text menu 1 51 Up arrow function key 1 53 user s manual conventions 1 21 V verification button Abandon 1 36 OK Proceed 1 36 Proceed OK 1 36 verificationl turning on or off 1 53 Verify exit mode function key 1 53 pull down menu command 1 38 Verify PgDn mode pull down menu command 1 38 View inquiry command 1 56 W Workstation Date function key 1 28 1 50 Workstation date tool button 1 30 workstation date enteri
136. b Receivables menu The Post Cost Plus Invoices screen appears 1 If you have backed up your data files enter Y if not enter and do so before posting See Before Posting on page 13 34 for more information 2 Select the fiscal year to which you want to post If Accounts Receivable does not interface with General Ledger or if you did not create last year data in General Ledger you must post to the current year 13 60 Accounts Receivable User s Manual Job Receivables Post Cost Plus Invoices If Accounts Receivable interfaces with General Ledger and you created last year data in General Ledger select the fiscal year to which you want to post the journal entries You can post to the current year GLJRxxx file or to the last year GLJRxxx file 3 If you want to age all customers enter Y if not enter If you select not to age all customers the system does not make any aging adjustments If you elect to age all customers the customer aging buckets can be updated in one of three ways If you printed invoices the invoice date entered in the Print Invoices function serves as the basis for aging If you did not print invoices the invoice header date serves as the basis for aging If you did not enter an invoice number and therefore no invoice date the post date the system date when you use this function serves as the basis for aging 4 Select how you want to output the log For more information on how to se
137. been changed If you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time 3 26 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Open Invoices Detail History Summary History Accounts Receivable User s Manual 4 3 4 9 4 11 4 15 4 1 Information Inquiry 4 2 Introduction Use the functions in this chapter to look at information about customers invoices and history You cannot use Information Inquiry functions to add or change information Before you post information you can use these functions at any point in your work cycle to view customer information After you post information the information becomes historical You can use the Summary History function if you elected to keep summary history in the Resource Manager Options and Interfaces function You can use the Detail History function if you elected to keep detail history in the Resource Manager Options and Interfaces function Accounts Receivable User s Manual Customers and Open Invoices Use the Customers and Open Invoices function to look at customer records and open invoices This information is displayed from the ARCUxxx Customer file and the ARINxxx Open Invoice file Customers and Open Invoices Screen Select Customers and Open Invoices from the Information Inquiry menu The customers inquiry scree
138. ber of the last sale to the customer and the date amount and check number of the customer s last payment Accounts Receivable User s Manual Setup Setup Checklist and Functions Customer payment history for the last 12 periods is tracked in the Credit Status field The field is 12 characters long and each character corresponds to one of the 12 periods the first position is the current period and the twelfth position is the oldest period The numbers 0 through 4 are used e The number 0 means that all invoices were paid within 30 days or no activity took place e The number 1 means that an invoice was 31 to 60 days overdue e number 2 means that an invoice was 61 to 90 days overdue e The number 3 means that an invoice was 91 to 120 days overdue e The number 4 means that an invoice was over 120 days overdue The Credit Status field is updated when you do periodic maintenance Customer Comments You can enter comments about customers on the Customer Comments screen When you enter accounts receivable transactions you can use the Shift F2 command to access a customer s comments Comments are stored in the ARCCxxx Customer Comments file not in the ARCUxxx file For more information about entering customer records refer to the Customers function see page 10 3 Ship to Addresses Use the Ship to Addresses function see page 10 23 to build the ARSAxxx file Ship to numbers are a shorthand method of entering ad
139. ble User s Manual 13 3 Overview Job Receivables Introduction Several of the functions in this chapter appear on additional submenus available on the Job Receivables menu AIA Invoicing Job Invoicing Cost Plus Invoicing Job Receivables Reports To access these functions select the submenu from the Job Receivables menu and then select the function 13 4 Accounts Receivable User s Manual Set Up Schedule The American Institute of Architects AIA Invoicing functions enable you to set up a billing schedule add or edit existing text on the application form print an invoice worksheet enter current applications print application forms and journals and post applications Use the Set Up Schedule function to enter schedule billing tax retainage and terms code information for a job The information you establish in this function is used when you enter AIA invoices Select the Set UpSchedule function from the AIA Invoicing submenu of the Job Receivables menu The Set Up Schedule screen appears PIS E ae er Ber hen bm 81 115 Lemsrriptinn WESTERN LOT Customer TUAINE EOMES SEPETI For SUREELT Info ASZDOCIATES 3400 SUITE 415 HOTSTOM TEXAS Aiah Y i E TE Laue tlee crr 02000 Bmtwmirugs
140. box or enter N in text mode If you have not finished entering transactions return to the Transaction Reports menu and finish the entries before printing invoices 2 Select the batch numbers you want to print You can print multiple batches at once 3 Enter the date you want to print on the invoices or credit memos This date is used to age the invoices if you elected to use online aging in the Resource Manager Options and Interfaces function 6 4 Accounts Receivable User s Manual Transaction Reports Print Invoices Whether or not you print invoices determines how invoices are aged The invoice header date is used for aging only if you do not print invoices This date is used for aging if you print invoices regardless of the header date 4 If you assigned numbers to the invoices enter the invoice number you want to start with If you did not assign numbers to the invoices enter the number of the first form you are going to use 5 If you are reprinting invoices enter the number of the last form that was printed correctly If you are reprinting and you use prenumbered invoices produce the Sales Journal after you print all the invoices so that you have a record of the invoice numbers 6 If you want all invoices to have a message enter one 7 If you want to print additional descriptions from the ARDExxx file on the invoices check the box or enter Y in text mode if not uncheck the box or enter N in text mode 8
141. ce date the post date the system date when you use this function serves as the basis for aging 5 Check the box or enter Y in text mode if you want to print logs for customers with zero balance uncheck the box or enter N in text mode if not 6 Select the output device A sample posting log is at the end of this section After posting is completed and the log is printed the Transaction Reports menu appears 6 36 Accounts Receivable User s Manual siunoooy 46 9 Terminal Batches Posted 000001 000002 999997 999998 Posted to CURRENT YEAR 2000 12 31 2000 11 50 AM TOTAL POSTED TO OPEN INVOICE FILE CUSTOMER FILE JOB COST JOBS FILE Transactions Posted to GL Period 12 Description PAYMENTS RECEIVED AR AR INVENTORY INVENTORY SALES TAX SALES SALES COST OF SALES COST OF SALES PERIOD 12 BALANCE TOTAL GL POSTINGS GL Account 100000 1010 101000 1044 104400 203800 4010 401000 5010 501000 Post Transactions Builders Supply POST ACCOUNTS RECEIVABLE 299284 14 299284 14 00 Reference 333602 55 34318 41 16753 20 3034 36 Be fe be be be Be 5 Be Be 387708 52 387708 52 Credit 333602 16753 3034 1091 27090 387708 387708 52 1504 uonoesueJ 1504 86 9 1
142. ceivables overview 1 3 Job Receivables Reports function 1 63 Job Cash Flow Report 1 67 1 69 Job Open Invoice Report 1 63 Job Open Invoice Report sample 1 65 Jump function key 1 37 1 53 pull down menu command 1 37 Jump command function key 1 41 pull down menu command 1 41 Jump function key 1 51 K Key Help function key 1 28 L laser forms invoice 3 11 statement 3 12 Last Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Left Arrow report command 1 57 Left Arrow function key 1 44 1 54 line items additional text 3 10 entering transactions 5 10 option to display unit cost 3 11 recurring entries 10 34 IX 11 List function key 1 52 to printer or file 1 52 live data changing to 1 30 1 34 1 50 Live Sample Data function key 1 28 1 50 Locations function 10 57 Lot and Serialized Item file 1 11 Lot Inventory Lookup function key 1 42 1 57 pull down menu command 1 42 lot numbers 1 12 M Maintenance function key 1 37 1 52 pull down menu command 1 37 tool button 1 36 manual conventions 1 21 Master File Lists menu structure 1 7 Materials Method calculating retainage 1 8 Menu styles 1 24 Menus conventions 1 24 Information 1 52 Other Command 1 50 1 52 menus Codes Maintenance 1 5 Daily Work 1 6 File Maintenance 1 5 History Reports 1 6 Information Inquiry 1 5 Master File Lists 1 7 Open Invoices 1 6 Periodic Processing
143. code record provides the other accounts The costs for each line item send entries to these accounts Inventory COGS DB CR The item record or the ARGLxxx table provides the inventory account The item record or the sales COGS account code record provides the COGS account When you post invoices for cash receipts entries are made to these accounts Cash Discounts ye The payment method record provides the cash account and the ARGLxxx table provides the discounts account The source of the accounts receivable account or whichever account is credited by cash receipts can vary If you enter a customer ID when you enter cash receipts the associated distribution code specifies the accounts receivable account If you do not enter a customer ID when you enter cash receipts you specify the accounts receivable account Job Cost If Accounts Receivable is interfaced with Job Cost posting updates the billing information in the JOBSxxx and JOHIxxx files If a job or phase is completed posting also updates the actual end date Bank Reconciliation If Accounts Receivable is interfaced with Bank Reconciliation each posted deposit creates a summary record in the BRTRxxx Transactions file Accounts Receivable User s Manual 6 33 Post Transactions Transaction Reports Inventory If Accounts Receivable is interfaced with Inventory on hand and in use quantities are decreased and quantities and history are updated The system als
144. come due To save time you can copy a group of Recurring Entries to the ARTDxxx and ARTHxxx files instead of entering each transaction each time you send the bill By assigning each entry a run code you can process these groups of entries on different schedules monthly bimonthly or whatever fits your company s needs Accounts Receivable User s Manual 10 29 Recurring Entries File Maintenance Recurring Entries Menu Select Recurring Entries from the File Maintenance menu A menu appears The Recurring Entries Transaction Type menu offers two choices Recurring Entries and Edit Recurring Entries The only difference between the two functions is the fact that when you use Recurring Entries you create data when you Edit Recurring Entries you work with existing data Select the action you want to perform and use the Proceed OK command to continue 10 30 Accounts Receivable User s Manual File Maintenance Recurring Entries Recurring Entries Header Screen After you make your selection from the Recurring Entries menu the header screen appears aa NETT ral al ALE 15 SE nat STHET T we 28H PADUCAH Stei d HET pum a Zan Har z Shap 75 Bia Sie He Terms Tamy 20 fas 10 H fun ta 1 12211 F
145. customers whose information you want to include in the report Accounts Receivable User s Manual 7 15 Cash Flow Report Open Invoices 2 Select the invoices you want to include in the report You can include all invoices or only invoices that are on hold 3 Enter four aging periods for the invoices or accept each displayed date it Enter the dates in chronological order the earliest date first 4 Select the output device A sample Cash Flow Report is at the end of this section After the report is produced the Open Invoices menu appears 7 16 Accounts Receivable User s Manual siunoooy 2 2 04 11 2001 5 30 5 Number Customer 12670046 12670064 12670064 12670074 24889030 24889107 Customer 12670056 12670066 12670066 12670077 Customer 24889028 24889028 T Due Discount P Date 001 ACE BUILDERS 10 05 2000 09 15 2000 12 24 2000 12 04 2000 12 21 2000 12 31 2000 12 19 2000 12 21 2001 20 2001 08 2001 20 2000 Customer Total DALOO 13 2000 12 15 2000 10 24 2000 11 25 2000 12 21 2000 24 2001 01 04 2001 Customer Total 11 22 2000 12 21 2000 I 12 12 2000 Customer Total GRAND TOTAL End of Report Builders Supply Cash Flow Report All Invoices After Current 04 11 2001 100296 DALLAS FT WORTH DOME HOMES KANSAS CITY GEODESIC HOMES 418949 12072 525
146. d appears If you did not select another screen the Customers selection screen reappears Accounts Receivable User s Manual File Maintenance Customers Credit and Balance Information If you elected to add or change the customer s credit information or balances the Credit and Balance Information screen appears 0585 Ton rmdit mnd Palance EAMDAS CITT GEODESIC HORES Kanu mE Check YES iain iavoice The Credit and Balance Information screen stores basic credit information and summary amounts for each customer This balance information is updated by the ARINxxx file when you post If you elected to use online aging in the Resource Manager Options and Interfaces function the ARINxxx file also updates the balances each time you work with an open item customer As a result you can enter the initial balances here and have the system update them as often as you want If the customer is an open invoice customer whose individual invoices you want to work with setting initial values on this screen is not important Accounts Receivable User s Manual 10 9 Customers File Maintenance Unless you are setting up the system for the first time and will use the Build Open Invoice File function be wary of changing the balance amounts on the Credit and Balance Information screen Changes you make after setting up the system affect the validity of your data I
147. d fax numbers terms code and distribution code customer class sales reps and web and e mail addresses credit information account information tax information balance information history information The ARCMXxxx Credit Cards file contains a list of the commonly used credit cards for each customer The file can store the card numbers and types for reference or for verifiication during sales transactions and payments Accounts Receivable User s Manual 1 7 The Accounts Receivable System Introduction 1 8 The ARCCxxx Customer Comments file holds comments about the customers you do business with Initially you enter comments through the Customers function Attribute Files The attribute files hold data that you can assign to each customer These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The ARDCxxx Distribution Account Codes file stores information about distribution accounts set up in the Distribution Accounts function The codes serve as a shorthand method to enter the GL accounts for Accounts Receivable Freight Charges Sales Tax Liability and Other Charges to which you will post accounting transactions for each customer The ARTCxxx Terms Codes file stores information about regular payment terms you set up in the Terms function The codes serve as a shorthand method to enter terms in transac
148. d for a customer no address is used when you copy the entry Enter a notation for the shipping method If you use the Maintenance F6 command the Ship to Addresses function is temporarily called up If you entered a shipping address code that is on file the means by which the method is shipped is displayed Accept it or enter a different shipping method Enter the picking slip number for the entry For each entry check the box or enter Y in text mode if the location is taxable or uncheck the box or enter N in text mode if it is not Enter the tax group for the customer If you use the Maintenance F6 command the Tax Groups function is temporarily called up see the Resource Manager User s Manual After you enter the tax group the description appears The description of the tax group appears When you approve the header information the line item entry screen appears Accounts Receivable User s Manual 10 33 Recurring Entries File Maintenance Recurring Entries Line Item Entry Screen The Recurring Entries line item entry screen can appear for one of three reasons e Youare creating a recurring entry and you finish entering header information e You use the Append command on the command bar to add an item to the end of the list e You use the Edit command on the command bar to edit an item in the list If you use this command the line item entry screen is titled Edit Line instead of Append Line
149. d when applicable Accounts Receivable User s Manual 6 31 Post Transactions Transaction Reports Posted transactions are cleared from the ARTDxxx ARTHxxx and ARCRxxx Cash Receipts files and the temporary files are erased Interfaces General Ledger If Accounts Receivable is interfaced with General Ledger debit and credit entries are created in the GLJRxxx file If you post detail information entries are made for each line item If you post summary information one entry is made for each account When you post invoices for sales on credit entries are made to these accounts Sales Sales Tax Freight Misc AR CR CR CR CR DB The sales COGS account code record provides the sales account The general ledger account in the tax group record provides the sales tax account The distribution codes record provides the other accounts The costs for each line item send entries to these accounts Inventory COGS CR DB The item record or the ARGLxxx table provides the inventory account The item record or the sales COGS account code record provides the COGS account The miscellaneous credits for each line item send entries to these accounts Sales Sales Tax Freight Misc AR DB DB DB DB CR 6 32 Accounts Receivable User s Manual Transaction Reports Post Transactions The sales COGS account code record provides the sales account The account in the tax group record provides the sales tax account The distribution
150. des information about which revenue was deposited with which bank accounts The ARHSxxx ARHIxxx and ARCUxxx files provide information for the following reports e The AR Analysis Report provides an analysis of your company s outstanding receivables e The Sales Analysis Report provides an analysis of your company s sales e The Detail History Report provides an analysis of trends in your sales based on detailed line item information from each sale which items are being sold most which customers are buying most frequently how much each item is being sold for and so forth e Customer Sales Report provides an analysis of customers buying trends how much you sold to your customers the gross profit from each sale the average invoice amounts and the number of invoices e Customer Activity Report provides an analysis of customer activity in terms of which customers bought the most e The Summary Invoice History Report provides a summary of invoices from detail history e The Promotional Analysis Report provides a means of comparing promotional pricing with other types of pricing Accounts Receivable User s Manual Introduction The Accounts Receivable System e The Tax Audit Report shows sales tax calculated by income and location e The Sales Tax Report provides a record by tax group of sales tax collected from revenue since the last period Posting Transactions After you are finished entering transac
151. dresses of places where you want goods to be shipped When you enter invoices and credit memos you can enter the ship to address number and the shipping information appears Accounts Receivable User s Manual 3 21 Setup Checklist and Functions Setup You can assign 999 999 ship to numbers to a customer record in the ARCUxxx file Recurring Entries 3 22 If some individual customers or groups of customers regularly have the same billing requirements you can set up the invoices in the ARRExxx ARRDxxx and ARRHxxx files and then copy them to the ARTHxxx and ARTDxxx files when they come due You can set up only noninventory recurring entries Group Codes When you set up customer records you assigned a group code to each customer Use the group codes to set up recurring entries for groups of customers For example if you bill group code 4 customers 50 every month you enter 4 in the Sold to field The asterisk indicates that the entry is a group recurring entry When you use the Copy Recurring Entries function the system creates an invoice for every customer with group code 4 Run Codes The run code is a unique number that you assign to each recurring entry You copy recurring entries to the ARTDxxx and ARTHxxx files by run codes If you do not want to copy an entry to the ARTDxxx and ARTHxxx files after a particular date enter a cutoff date for it You can use the Periodic Maintenance function see page 9 7 to pu
152. e A sample Promotional Analysis Report is at the end of this section After the report is produced the History Reports menu appears 8 28 Accounts Receivable User s Manual 04 11 2001 Builders Supply Page 1 I 8 24 PM Promotional Analysis o Location Customer Rep 1 Cat Units Quantity List Price Promo Price Variance Variance 2 Descripiton Rep 2 Inv Date Percent 2 cd gen 700 0001 105001 GPD 2 0000 3144 50 2643 52 500 98 5293 Cabinets 12 14 2000 Item 700 0001 Total 2 0000 3144 50 2643 52 500 98 5 93 Promo YR END Total 2 0000 3144 50 2643 52 500 98 9793 GRAND TOTAL 2 0000 3144 50 2643 52 500 98 5 93 siunoooy of Report woday sisAjeuy Sis euy 62 8 Print History Invoices Use the Print History Invoices function to select invoices from history and print duplicates You cannot produce these invoices if you did not elect to keep detail history in the Resource Manager Options and Interfaces function or if you purged the ARHIxxx Detail History file Your original and history invoices may be different because not all the information from your original invoices is saved in history Print History I
153. e the Maintenance F6 command the Batch Control function is temporarily called up After you enter the number the amount of the receipt is added to the total deposit if the number you enter is on file if the number is not on file a new deposit is created Date Accept the displayed system date as the receipt date or enter a different date GL Period 1 13 Press Enter to assign the cash receipt to the displayed period or enter a different period The system needs the period for sorting when you post 5 24 Accounts Receivable User s Manual Cash Receipts Field Inquiry Customer ID Pymt Amt Inquiry Payment Method Aging Code Bank ID Accounts Receivable User s Manual Description For an unapplied receipt from someone other than a customer press Enter to skip this field For a customer whose record is in the ARCUxxx file enter the customer ID If you use the Maintenance F6 command the Customers function is temporarily called up After you enter the ID the customer s name and type of account balance forward or open invoice appear Enter the payment amount you received Accept the default payment method for the customer if any or enter a different method of payment If you enter a payment method of payment type cash or check the Bank ID and Check Number fields appear If you enter a payment method of payment type credit card the Card Number Card Holder Expiration Date and Authori
154. e additional descriptions only if you elected to use additional descriptions in the Resource Manager Options and Interfaces function Select the output device A sample Detail History Report is at the end of this section The profit on each sale is shown as a dollar amount in the Profit column and as a percent in the column After the report is produced the History Reports menu appears Accounts Receivable User s Manual 5 1955 siunoooy 61 8 04 11 2001 CUSTOMER 00 CUSTOMER 100 001 PRT 001 PRT CUSTOMER GRE00 CUSTOMER 00 CUSTOMER 10500 CUSTOMER 50 00 CUSTOMER End of Report ACE BUILDERS DALLAS FT WORTH DOME HOMES FREIGHT CHARGES MISC CHARGES GREATER NEW YORK DOMES INC KANSAS CITY GEODESIC HOMES LOS ANGELES CONSTRUCTION CO SUNSHINE HOMES INC TENNESSEE SHELTERS INC Builders Supply Detail History Report By Customer ID 24889101 12 21 99 24889101 12 21 99 GRAND TOTAL 1813375 162611 345 436 251547 355815 342568 22571 249266 3197756 42 15 00 00 94 46 49 Sales 2476380 45 494356 79 345 00 436 00 395913 06 726927 21 710581 74 65238 770042 5639440 663005 331745 371111 368013 42666 520776 2441683 03 64 00 00 144365 12 75 25 woday 10 SIH rejegq suodey AoisiH uodey fAoisiH rejeq Custo
155. e field you are in Proceed OK PgDn Proceed to the next screen or save your entries Start Over PgUp Move back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Field Up Up Move the cursor to the previous field Field Down Down Move the cursor to the next field Abandon F5 Move the cursor back to the first field on the screen Any entries or changes you made are erased Delete F3 Delete the information on the screen Since this command can delete an entire record use it with caution Jump Ctrl J Move the cursor to the next block of data on the screen or to the next field that requires an entry Exit F7 Exit from a screen or a window and disregard everything you entered Accounts Receivable User s Manual 1 37 OSAS Graphical Introduction 1 38 Edit Menu flit Hee mec Poets Selection Key Copy Shift F9 Paste Shift F10 Undo Ctrl Z Modes Menu Id 4 Vesta f ers Palos Operations Copy the contents of the current field Paste the value you copied from a previous field into the current field Restore the contents of the current field from before you made changes to it Check the options you want to use Selection Key Verify Exit Bell Quick Verify PgDown Operations If ve
156. e function creates an open invoice for each balance you entered in the ARCUxxx Customer file Because these summary invoices lack the detail they have when you enter invoices manually you must bill them the first month for the total balance due This situation is corrected when you begin entering invoices as part of your daily processing Accounts Receivable User s Manual 10 53 Build Open Invoice File File Maintenance You must enter balances for the customers before you run the Build Open Invoice File function You must run this function before you post invoices You can run this function only once Aging classifies receivables by the amount of time that has passed since the date of the sale Accounts Receivable has five aging periods e The current period e 31 to 60 days old e 61to 90 days old e 9 to 120 days old e More than 120 days old When you run the Build Open Invoice File function for open invoice customers you create an invoice for each aging period and the system assigns an invoice date for the current period the date you enter in the Current Date field 10 54 Accounts Receivable User s Manual File Maintenance Build Open Invoice File Build Open Invoice File Screen Select Build Open Invoice File from the File Maintenance menu This screen appears T Yoder mE Li Thi magai ba med ree pies
157. e job billing information Accounts Receivable User s Manual 5 21 Transactions Daily Work 5 22 Accounts Receivable User s Manual Daily Work Cash Receipts Cash Receipts Use the Cash Receipts function to do these things record payments from customers e apply payments to on account balances apply prepayments from customers that have not been billed record unapplied cash receipts from a source other than a customer e enter deposits for jobs You can enter deposit information such as the bank account ID a batch deposit number and so forth for cash receipts Like the Transactions function the Cash Receipts function can be used to record payments However if you often receive partial payment for goods shipped you can use the Transactions function to record the transaction once and use this function to record payments as often as they come in Accounts Receivable User s Manual 5 23 Cash Receipts Daily Work Cash Receipts Screen Select Cash Receipts from the Daily Work menu The function screen appears Muni 3 nata Dae Seen a PEERS TRU DICE MUNERA m Piiri nE P gmani J p nn LL H Field Description Batch Dep No The last batch number or deposit number you entered is displayed Accept it or enter a different number If you us
158. e the credit limit and continue entering the invoice or exit from the function Customer ID has open invoices You cannot delete the record of a customer that has open invoices on file If you know the customer has paid in full make sure that the payments were recorded and posted properly Do periodic maintenance and then delete the customer record Customer is on credit hold You cannot enter an invoice for a customer that is on credit hold application ID data files exist Do you want this task to erase them The directory where you are creating files already has files for the selected application and company To continue with the conversion and erase the existing files enter To create only the missing files if any enter To cancel the operation exit from the function Accounts Receivable User s Manual A 3 System Messages References Date must be greater than previous date entered You must enter the aging period dates in chronological order in the Cash Flow Report Delete entire transaction To delete the entire transaction use the Delete F3 command Delete entry number number To delete the line item use the Delete F3 command Destination file drive path file name not found No conversion The filename or path you specified does not exist Disk drive not ready The system cannot access one of the disk drives to find the file for which it is looking Sometimes the door of a disk drive
159. ed general ledger sales account or enter a different account number The Maintenance and Inquiry commands are available if Accounts Receivable is interfaced with General Ledger If Accounts Receivable is interfaced with General Ledger the account number is verified in the GLMA xxx Master file Accept the displayed general ledger cost of goods sold account or enter a different account number If Accounts Receivable is interfaced with General Ledger the account number is verified in the GLMAxxx file After you save the sales COGS account information enter information for a different GL code or exit to the Codes Maintenance menu Accounts Receivable User s Manual Distribution Accounts Use the Distribution Accounts function to add or change the codes that contain your general ledger distribution accounts or to set up a selection of different distribution accounts You assign distribution codes to customers when you set them up When you post transactions that involve the customers the GL journal information is posted from the ARTDxxx and ARTHxxx Transaction files to the accounts you specified in the associated distribution code Accounts Receivable User s Manual 11 5 Distribution Accounts Codes Maintenance Distribution Accounts Screen Select Distribution Accounts from the Codes Maintenance menu This screen appears E docu EF ieee Qe Hip xm nemo
160. elect applications from the Main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on the previous menus Accounts Receivable User s Manual 1 25 OSAS Graphical Introduction Graphical Main Menu NIE PER SYSTEMS Affe TORRES APEN YPN a dg isien re Pe Peni Arrranir Heas mh a A Matera Fan ier Varese Poa Sema eram In Pap fob Cort Fir beer tenance eT Ka bira Famil Fuschu Drm Mamari kimapi lemma TODD 24 28 01 242 You exit from a Graphical menu these ways e selecta button from a previous menu press the Tab key to go to the OSAS menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS e select Exit from the pull down File menu to close OSAS 1 26 Accounts Receivable User s Manual Introduction OSAS Graphical Start Main M
161. ent you can choose from two types of graphical style menus The standard Graphical menu features application selections that resemble many Windows functions The Start style menu is named because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions is displayed beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can perform these menu commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e click the appropriate graphical tool button e select the command from a pull down menu press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the Start menu you can s
162. ents 9 8 when to do 9 7 year end 1 18 Periodic Processing menu structure 1 6 purpose of 1 6 PgDn inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 PgDn function key 1 37 1 53 text menu 1 51 PgUp function key 1 36 inquiry command 1 45 1 56 report command 1 57 scroll region command 1 41 1 58 PgUp function key 1 37 1 53 Pop Up Calendar tool button 1 33 1 36 Post Transactions before posting 6 34 cash receipts 6 33 credit sales 6 32 effects on Bank Reconciliation 6 33 effects on General Ledger 6 32 effects on Inventory 6 34 effects on Job Cost 6 33 function 6 31 results 1 15 6 31 posting 1 15 detail or summary information 3 12 interrupted B 2 without printing reports 3 12 Previous Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Previous Page command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Print History Invoices function 8 31 Print Invoices aging 6 5 14 forms 6 5 function 6 3 purchase order number 6 5 reprinting 6 5 Print Manager defined 1 3 printing invoices 6 3 online invoices 5 20 screen contents 1 52 statements 7 23 tables 10 52 PRO 5 Command tool button 1 33 Proceed function key 1 53 Proceed OK function key 1 37 pull down menu command 1 37 verification button 1 36 Proceed command 1 23 programs backing up 3 26 Promotional Analysis Report descr
163. enu You exit from menu in these ways press the left arrow key to go to the previous menu one menu up e hold the mouse over a different menu choice e press the Tab key to go to the OSAS menu click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS Accounts Receivable User s Manual 1 27 OSAS Graphical Introduction Special Commands in Graphical Menus In either graphical menu you can right click on a menu selection to display the Special Commands menu which allows you to perform these special tasks From the standard menus e adda function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa display information about a function e perform special application setup Menu Keys 1 28 Keyboards have a set of function keys labeled with the letter F and a number which can be used to perform certain functions within OSAS In OSAS menus these commands are assigned to the function keys Key Command F1 Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap F
164. ep does not apply and this prompt does not appear if you are printing invoices on plain paper 5 20 Accounts Receivable User s Manual 5 The Reprint Invoice prompt appears after the invoice is printed Mmm A blank header screen appears Enter another invoice exit to the Online Invoice Totals screen see Online Invoice Totals screen below If the invoice was not printed correctly select Yes or enter Y in text mode The cursor goes to the Invoice No field where the next invoice number is displayed Reprint the invoice using the above procedures Online Invoice Totals Screen The Online Invoice Totals screen appears when you are finished entering and printing invoices and exit from the Online Invoicing screen When you are finished looking at the invoice totals exit to the Daily Work menu The invoice numbers and dates are updated for the invoices you printed online After Entering Miscellaneous Credits After you enter miscellaneous credits do the following tasks Produce credit memo forms if you did not print them online Produce the Miscellaneous Credits Journal for an audit trail of each credit e Postthe transactions This task sends the miscellaneous credits information to the appropriate files ARCUxxx Customer ARSRxxx Sales Rep ARHIxxx Detail History and ARHSxxx Summary History When you post each credit creates an open item in the ARINxxx file and updates applicabl
165. eport to find out how much money you are making from your customers if they are paying on time the last time each customer purchased items and who your most profitable customers are This report is valuable if you are planning a marketing strategy and want to consider a specific group of buyers Produce the Customer Analysis Report before you do periodic maintenance because periodic maintenance clears several fields in the ARCUxxx Customer file Customer Analysis Report Screen Select Customer Analysis Report from the Open Invoices menu The function screen appears Es Jie foie m wo arci Pat Dassi Thai ace net 3 Loner Hary Puer f 0 Company 4 OO Teel CIR Inquiry 1 Enter the range of customers you want to include in the report Accounts Receivable User s Manual 7 27 Customer Analysis Report Open Invoices 2 Check or uncheck the box or enter Y or N in text mode to indicate the types of history information you want in the report The selections progressively cover more history for example the year to date history includes period to date history When you elect to include a field the information is broken down at that level For example when you include Period to Date the period information is broken down as such When you exclude Period to Date and include Year to Date the period to da
166. er JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Accounts Receivable User s Manual 1 55 OSAS Text Introduction Key Operation PgUp Display the previous page of the window PgDn Display the next page of the window End Move directly to the last item on file Home Move directly to the first item on file Down Move down one item Up Move up one item Ins Look up Toggle between Search mode and Sort mode F7 Exit Leave the Inquiry window without selecting anything Enter Select the item the cursor is pointing to Esc Open a window that shows Inquiry window commands and View commands the window ID Inventory Lookup If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use and wildcard characters to restrict or widen the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the ID you can use the and 2 Lookup wildcard characters to restrict or widen the search 1 56 Accounts Receivable User s Manual Introduction OSAS Text Key Shift F5
167. er when you use the Change Batches function No more open invoices for ID The customer does not have any more open invoices to scan No summary history for this period You selected a period whose summary history was either deleted or never kept Open Invoice file not empty You cannot use the Build Open Invoice File function for a company whose ARINxxx Open Invoice file has been initialized and contains open invoices If you are using the wrong company exit to the File Maintenance menu change to the correct company and then try the function again Over maximum of 999 sequences for this date and reference ID You can enter a maximum of 999 comments for a particular date and reference ID A 8 Accounts Receivable User s Manual References System Messages Percentages cannot total more than 100 The sum of the two sales rep s percentages cannot exceed 100 Phase ID not on file The phase ID is not set up for the job Enter a different phase ID The Inquiry F2 command is available Press Enter to adjust payment amount and return to menu You cannot exit to the menu until the remaining amount to be applied is zero Press Enter to adjust the payment amount and return to the menu or use the up arrow key to return to the scroll region Printer busy You are trying to use a printer that is in use Press Enter to continue with your entry and try to print later Record in use Another terminal is using the record
168. es uonoesueJ Cust Our Ordi 1 Batch Invc No Rep 2 Sales Tax Inv Total Pmt Inv Date Per Tx Grp Ord Date Freight Subtotal Miscellaneous Pmt Amount 11 9 Ship Order Terms Desc CASHMN 00000007 000002 24889105 End of Report Ship Date 12 21 2001 12 MNMPLS 12 21 2001 4683 92 4683 92 Miscellaneous Credits Journal Produce the Miscellaneous Credits Journal before you post transactions to check for mistakes and omissions and to use as an audit trail If this journal reveals incorrect transactions use the Transactions function see page 5 3 to edit or delete them Miscellaneous Credits Journal Screen Select Miscellaneous Credits Journal from the Transaction Reports menu The function screen appears Domh Jim bo E Fire R T limen Batrharriz 2 Fini Ej T medo T V D V I BL Hn nac Copes H Termes TOD CIR journal Inquiry 1 Enter the range of customers whose information you want to include in the Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once Accounts Receivable User s Manual 6 13 Miscellaneous Credits Journa
169. es commission information and sales history Sales Reps List Screen Select Sales Reps List from the Master File Lists menu This screen appears Babes Erpa Coenen peis ie BEA Bo Te LOK o s Im P Frp diia UTE Teer TOO Inquiry 1 Enter the range of sales reps whose information you want to include in the list 2 If you want to print the sales reps addresses check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Select the output device A sample Sales Reps List is at the end of this section After the list is produced the Master File Lists menu appears Accounts Receivable User s Manual 12 3 vcl 5 95 siunoooy 12 31 2000 Donna M Mendelsohn 6712 5th Avenue North Dallas TX 77773 8976 Garry P Deacon 819 Cross Street Los Angeles CA 99873 3412 James A Hovland 1930 Cedarhurst Drive Kansas City MO 56663 2341 Patrick R Thomassen 1674 West 77th Street Apt 1203 New YORK NY 10027 4359 of Report Employee ID Phone Number Fax Number 111 532 9873 US DEAO01 999 563 7690 US HOVOO1 888 567 8324 US 001 100 873 8954 Builders Supply Sales Reps List Commission Rate Net Sales Booked Sales 5 000 Net Sales Booked Sales 5 500 Net Sales Booked Sales 5 250 Net Sales Booked Sales
170. es establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly Accounts Receivable User s Manual Setup Setup Considerations e Use descriptive IDs For example WIN001 and WINO002 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize customers by name put the first characters of the name in the customer ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINO01 and WINO05 leaves room for three customers in between Accounts Receivable User s Manual 3 5 Setup Checklist and Functions Follow the steps below to set up the Accounts Receivable system Each step is explained in this section If you converted from a previous ver
171. es for this job Totals Screen When you press T to view the Totals window this window appears Change or verify the information before exiting the Job Invoice Entries screen 150 00 2350 00 i z J a Use the Exit F7 command to exit the Job Invoice Entries screen and return to the Job Invoicing menu Accounts Receivable User s Manual 13 39 Print Job Invoices Use the Print Job Invoices function to print invoices for which you entered billing transactions Select Print Job Invoices from the Job Invoicing submenu on the Job Receivables menu The Print Job Invoices screen appears uias nmn Buildarms Supply 1157 Fark Iz Goa 490295 1 Define the Job ID range you want to view For more information on how to select ranges see Selecting a Range of Information on page 1 59 2 Enter a Message up to 40 characters you want printed on all invoices 3 Enter Y to print the company heading on the form otherwise enter N 4 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 Accounts Receivable User s Manual 13 41 Print Job Invoices Job Receivables After the report is produced the Job Invoicing menu appears A sample Job Invoice Form is shown below Job
172. escription Cust ID The customer ID from the header screen appears Name Enter the customer s name Accounts Receivable User s Manual 10 5 Customers File Maintenance Inquiry Inquiry Inquiry Inquiry 0 6 Field Address 1 Address 2 Address 3 City State Zip Country Ship Zone Attention Phone Fax Contact Class Sales Rep Territory Terms Code Description Enter the customer s address Enter the customer s city Enter the customer s state or province Enter the customer s zip or postal code a five digit zip code or a nine digit zip code with the hyphen Enter the customer s country code or leave this field blank If you enter a country code it must be among the valid codes entered in Resource Manager see the Resource Manager User s Manual Enter the customer s ship zone This field is for reference only Enter the name of the person or department to which you send invoices or statements This name is printed on invoices statements and mailing labels Enter the customer s phone and fax numbers using the mask that appears in the field The phone mask used is determined by the customer s country code Enter the name of the person you usually contact about billing questions or invoice payments Enter the class to which the customer belongs or press Enter to skip this field Enter the sales rep ID who usually sells to the customer or press Enter to skip this field
173. f due days for the terms code and the discount date is updated from the invoice date and the number of discount days from the customer s terms A payment record is created in the ARINxxx file for each cash receipt The system creates a temporary file ARTMTxxx to store line item entries totals and cash receipt information As you post information the line item information is posted first then the totals are updated When all the line items are posted the cash receipts information is posted and finally the bank reconciliation transactions are posted and summary GL entries are calculated If you post detailed information to General Ledger entries are created in the GLJRxxx Journal file for each line item If you post only summary information to General Ledger the transaction figures are summarized into one entry for each account The balance and the sales and payment history fields in the ARCUxxx Customer file are updated The period to date month to date year to date and last year fields in the ARPYxxx Payment Methods file are updated The month and year to date gross sales figures in the ARSRxxx Sales Rep file are updated The taxable and nontaxable totals from the transactions update the totals in the RMTXxxx Tax Groups file If you keep detail and summary history the ARHIxxx file is updated by line item and totals detail and the ARHSxxx file is updated by summary totals for the company customer and items sol
174. f you make changes the system warns you when you use the Periodic Processing function that the balances in the ARINxxx file do not match those in the ARCUxxx file Field Pymt Method Finance Charge Inquiry Fin Charge Code Credit Limit 10 10 Description Enter the customer s usual method of payment If you use the Maintenance F6 command the Payment Methods function temporarily comes up After you enter the payment method code the pay type and description appear If you want to be able to apply a finance charge to the customer enter Y if not enter N If this customer is not eligible for finance charges and you use the Calculate Finance Charges function Finance Code 0 appears after the customer s information on the log If you elected to assess finance charges on past due balances for this customer enter the finance charge code associated with the proper terms percentage and minimums for the finance charge calculation If you use the Maintenance F6 command the Finance Charge Codes function temporarily comes up Enter the customer s credit limit accept the default or enter 0 if the customer has no credit limit If the credit used on a transaction surpasses the customer s credit limit a message states that the customer s credit limit has been reached Accounts Receivable User s Manual File Maintenance Customers Field Credit Hold New Finance Charges Unpaid Finance Charges
175. ferences System Messages 1 Common Questions B 1 Information Windows C 1 Index Accounts Receivable User s Manual Introduction Welcome to OSAS The Accounts Receivable System Conventions OSAS Graphical OSAS Text Reports Accounts Receivable User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill around your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to fi
176. ff When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions PgUp Start over Move back one menu level Tab Jump Move back to the Main menu Enter Select a menu or function from a menu Up or Down Move the cursor up or down through the menu selections Ctrl G If the bell is turned on it sounds at an error or when you must Bell on off verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again Text Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Accounts Receivable User s Manual 1 51 OSAS Text Introduction 1 52 Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Help F2 Inquiry F3 Delete F4 Other F5 Abandon F6 Maintenance F7 Exit F8 List Shift F1 On
177. field you are in Accounts Receivable User s Manual Introduction Key PgUp Start over PgDn Proceed Tab Jump Enter or Down Up Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Ctrl O Show function keys Accounts Receivable User s Manual OSAS Text Operation Move the cursor back to the first field on the screen or to the first field after the key field without erasing entries you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered D Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up If verification is turned on you must press a key twice to verify that you want to perform that operation If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on If this option is turned on the applicable functio
178. function to set up and maintain the codes used to describe shipping methods The codes serve as a shorthand method of entering information about how goods are shipped when you enter transactions Shipping Methods Screen Select Shipping Methods from the Codes Maintenance menu This screen appears Shawne Lommamh Eos Ns Hake m De Shoorang Coda Hemmer lend Cems h CLTELIEE Tera 1 Enter the shipping code whose information you want to or change 2 Enter the shipping code s description or accept the displayed description The description is used in the Ship Via field in transactions when you enter the shipping method code After you save the information enter another shipping method code or exit to the Codes Maintenance menu Accounts Receivable User s Manual 11 9 Payment Methods Use the Payment Methods function to add or change the codes used to specify which kinds of payments you honor for customers For example you can set up codes to designate personal checks company checks write offs cash credit cards and so on Payment Methods Screen Select Payment Methods from the Codes Maintenance menu This screen appears Papper brihe Lal Lormamh Ed je Hip SX OG De LES Lie Shor Canepa Pensi ype F Ehack aceast aa Det ir
179. g tasks e QExxxx when you edit transactions e QHxxxx when you enter header information Two tables store this information 1 stores quick entry stops on the left half of the invoice header screen and QH2xxxx stores quick entry stops for the right half of the header screen QIxxxx when you enter invoices e QMxxxx when you enter miscellaneous credits When you enter the Table ID the rest of the table appears A QExxxx table is shown below a AF Table UE Estey Nicer nf i i niums 1 Tvpe ddni i st Fak Code Scruct uL Jales Mgr it Iny Acct Shigpged Init Price Tait Ccmt Accounts Receivable User s Manual Trans 10 51 Tables File Maintenance 10 52 Field Field Data Printing Tables Description The fields that appear on the line item entry screen when you add or change transactions appear Accept these fields or change them Do not delete lines or rearrange the descriptions The system looks for these accounts by their position in the table It applies the information on the first line to the Description field the information on the second line to the Additional Descriptions fields and so forth If you want the cu
180. ging If you did not print invoices the invoice header date serves as the basis for aging If you did not enter an invoice number and therefore no invoice date the post date the system date when you use this function serves as the basis for aging 4 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After posting is completed and the log is printed the Job Invoicing menu appears A sample posting log is shown below Accounts Receivable User s Manual 13 47 Post Job Invoices Job Receivables Post Job Invoices 13 48 Accounts Receivable User s Manual Cost Plus Invoice Entries Use the Cost Plus Invoicing functions to enter invoices for cost plus work or work whose bill consists of a fixed amount plus a percentage of the cost of materials and labor Select Cost Plus Invoice Entries from the Cost Plus Invoicing submenu of the Job Receivables menu The Cost Plus Invoice Entries header screen appears A 0545 Plow imvnicm i rb i iii bescriprties CITT OF FRIEHDBHMOOP ECR ATIC stnwer LOS AWGELES COMBTRECTION co mtor Ib Stress USUS SOULE ERD Tax mb H BELGE pet 25599 50554 irm misfnrnia i I 2 Li i H Ga Dn ao Fersjpnejge ECE m IFT Ey io 10 Bar kij 1 7 T Tax Tim LE
181. h these amounts Access Codes 3 24 To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Accounts Receivable system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions Accounts Receivable User s Manual Setup Setup Checklist and Functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies 01 01 and 01 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Accounts Receivable data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Accounts Receivable application itself each of the Accounts Receivable menus and the individual functions After you have set up your access codes pr
182. h which the billing item is associated If you enter a Phase ID the Billed to Date and Last Bill Date fields are updated in the phase record when you post job invoices Press Enter to bill by job The Billed to Date and Last Bill Date fields updated in the job record when you post job invoices 4 Enter the Sales GL Account number Tax Class and Billing Amount for this line item Accounts Receivable User s Manual 13 51 Cost Plus Invoice Entries Job Receivables 5 If this is a retainage invoice enter the retainage amount in the Billing Amount field 6 The Markup field default is based on the markup code from the MARKU table that was entered on the transaction header Press Enter to accept it or change the percent 7 Use the Proceed OK command to save your entry The information is stored in the detail record of the Cost Plus Invoice file ARJEx Use the Exit F7 command to go to the scrolling region when you are finished entering line items Scrolling Region Commands The scrolling region appears and the available commands are listed at the bottom of the screen lmectcm Entries ETT OF FhiEMPSHOGD BECRERTIUCM DW cn 1001 Address VENTI 1 1 ALLEE Bet BEING Ch c California Bet n Berainage 00 Terms Coda ZPCT Ef Maiki Cox Fin Bill 1 she ta 131 ippend J
183. harge check the box or enter Y in text mode if the sales rep s commission is to be based on that type of charge or uncheck the box or enter N in text mode if it is not Enter the sales rep s month and year to date gross sales The figures are updated when you post the sales rep s transactions 10 Enter the date of the rep s last sale Post transactions updates this field Accounts Receivable User s Manual File Maintenance Sales Reps The ARHIxxx Detail History file provides information for the sales history fields and the Commissions Report If you change the information in these fields the ARHIxxx file is not updated and the data in the Commissions Report does not match the data in the ARSRxxx Sales Rep file 11 Enter the sales rep s electronic mail address for reference purposes After you use the Proceed OK command to save the information that you entered about the sales rep enter information about another sales rep or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual 10 27 Recurring Entries Use the Recurring Entries function to set up noninventory invoices that you send to customers regularly You can set up Recurring Entries for individual customers and for groups of customers After you set up the Recurring Entries use the Copy Recurring Entries function see page 5 31 to copy them to the ARTDxxx and ARTHxxx Transaction files when they
184. he items from Enter the ID of the customer you are selling goods to or entering credits for If you use the Maintenance F6 command the Customers function is temporarily called up You cannot use the Maintenance command to delete customer records After you enter the ID the customer s name and address appear If the customer is on credit hold a message which states that fact appears Press Enter to remove the message Accept the displayed ID of the sales rep who usually sells to the customer or enter a different ID Then enter the percentage of the sale on which you want to base the sales rep s commission or press Enter to base the commission on 100 percent of the sale If you are entering a miscellaneous credit enter the commission percentage the sales rep received on the original sale Enter the ID of the second sales rep involved with the transaction or press Enter to skip this field If you entered an ID enter the percentage of the sale you want to base the sales rep s commission on or for miscellaneous credits enter the commission percentage the sales rep received on the original sale Accounts Receivable User s Manual Daily Work Transactions Inquiry Inquiry Accounts Receivable User s Manual Field Cust Level Terms Code Order No Ord Date Description The sum of the commission percentages cannot exceed 100 If you assigned a customer level in the customer record it is disp
185. he middle of posting and had computer problems Can I recover Yes If you backed up your data files before posting restore the backup and start the post over The Post Transactions function has a restart feature If you did not back up before posting start the post over Each posted transaction is flagged as posted so if a transaction or batch of transactions was completely posted it will not be processed again If the system was in the middle of posting a transaction or a batch of transactions it processes the transaction s again Then print the Open Invoice Report the Detail History Report and the appropriate reports from interfaced applications Make adjustments for the double posted entry if any Only one transaction line or cash receipt can be double posted B 2 Accounts Receivable User s Manual References Common Questions The Current column in the Aged Trial Balance shows both last month s and this month s activity for my balance forward customers Why You did not do periodic maintenance before you entered this month s activity You can correct this situation in one of two ways If you caught the error in the first few days of the month and you have a backup of your sales history since the beginning of the month produce the Detail History Report from the first of the month to the present date organized by customer ID Then restore the backup from the end of the previous month and do periodic maintenance
186. hen it is entered You can enter the transaction independently of entering money received for it so the customer can pay all at once some at the time of transaction and some later or all of it at a later time or several later times 1 16 Accounts Receivable User s Manual Introduction The Accounts Receivable System When you post the information from the ARTDxxx ARTHxxx and ARCRxxx files is moved to and reconciled in the ARINxxx file This file sorts its information by invoice number reconciles overall worth of the transaction with what was paid and determines how much is owed Information stays in this file until you use the Periodic Maintenance function Periodic Work When your files become too large you may clear some data using the Periodic Maintenance Purge Selected Files and Purge Customer Comments functions Periodic Maintenance When you do Periodic Maintenance for period end work several things happen e Newly calculated finance charges are added to the ARINxxx and ARCUxxx files e Period to date accumulators are cleared and credit statuses are updated in the ARCUxxx file e Aging balances are updated in the ARHSxxx files e Month to date gross sales amounts are cleared in the ARSRxxx file e Month to date payments are cleared in the ARPYxxx file e Finance charges are posted to GLJRxxx file if Accounts Receivable is interfaced with General Ledger You can also make the system clear year to date fi
187. ield Description Inquiry Recurring No Inquiry Sold to Maint Inquiry Sales Rep 1 Percent Maint Accounts Receivable User s Manual Enter a number that identifies the recurring entry If the recurring entry is for one customer enter the ID of the customer The customer s name and address appear If the recurring entry is for a group of customers enter an asterisk and the customers group code If you entered a customer ID in the Sold to field the ID of the sales rep who usually sells to the customer is displayed Accept it or enter a different ID Then enter the percentage of the sale you want to base the sales rep s commission on or press Enter for a commission of 100 percent 10 31 Recurring Entries File Maintenance Field Inquiry Sales Rep 2 Percent Cust Level Inquiry Terms Code Ord No Ord Date Run Cd Cutoff Date Inquiry Ship to 10 32 Description Enter the ID of the second sales rep receiving a commission on the sale or press Enter to skip this field If you entered an ID enter the percentage of the sale you want to base the sales rep s commission on The sum of the two percentages you entered cannot exceed 100 Accept the displayed customer level or enter a different customer level The terms code describes the terms of the payment Accept the displayed terms code or enter a different code If you use the Maintenance F6 command the Term
188. ies Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or eixt to the Company Setup menu Accounts Receivable User s Manual 3 9 Setup Checklist and Functions Setup 3 10 Toggle to YES or NO to indicate whether or not you want to interface Accounts Receivable with General Ledger Inventory Contractors Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of YES and NO answers Toggle to YES or NO to use transaction batching during your daily operations You can use batching to group invoices miscellaneous credits and cash receipts for printing and posting You can determine how to set up the batches for example by time or by workstation If you use batches one operator can post transactions in one batch while another operator can add or edit transactions in another batch Toggle to YES or NO to indicate whether or not you want the system to generate batch numbers If you select YES you cannot override the numbers the system assigns Toggle to YES or NO to indicate whether or not you want to enter up to 10 lines 35 characters each of additional text for each line item on invoices miscellaneous credits and recurring entries If you select NO the ARDExxx Additional Descriptions file is not used Toggle to YES or NO to indicate whether or not you want to use additio
189. ift F6 1 57 Shift F7 1 57 Shift F8 1 57 inventory search commands 1 56 Shift F6 1 57 Invoices additional text for line items 3 10 aging 6 5 Accounts Receivable User s Manual aging online 3 12 assigning numbers 5 8 batches 3 10 changing status 7 4 copying recurring entries 1 12 Enter Serial Numbers window 5 14 5 15 entering 1 12 for miscellaneous credits 1 12 for sales 1 12 general ledger period B 2 hold release 7 3 line items 5 10 number B 1 online 3 18 5 3 5 8 Online Invoice Totals screen 5 21 Online Invoicing screen 5 20 options printing on plain paper or forms 3 11 printing online 3 11 using forms 3 11 using prenumbered forms 3 11 posting for cash receipts 6 33 for credit sales 6 32 printing 6 3 forms 6 5 online 5 17 5 20 reprinting 6 5 B 2 Sales Tax Information window 5 19 sorting to view 4 7 4 10 splitting payments 7 4 Totals Information screen 5 18 viewing 4 6 detail history 4 11 expanded summary 4 13 totals 4 13 J Job Cost effects of posting transactions 6 33 Job Invoicing Entries screen 1 35 functions 1 35 Job Invoice Form sample 1 42 Job Invoices Journal function 1 43 Accounts Receivable User s Manual Job Invoices Journal screen 1 43 overview 1 3 Post Job Invoices function 1 45 retainage invoices 1 45 sample post 1 48 screen 1 46 Print Job Invoices function 1 41 Print Job Invoices screen 1 41 retainage fields 1 36 Job Re
190. ilders Supply Sales Analysis Report Period 12 2000 Current Year Current Period Quarter to Date 349949 05 160082 27 189866 78 38883 23 5 9 ee Sales 349949 05 100 00 283685 16 81 06 336067 39 96 03 545837 38 155 98 531269 93 151 81 2428828 54 694 05 00 00 00 00 00 00 00 00 00 00 00 00 00 00 969701 60 455247 67 514453 93 74592 43 13 4475637 45 2195720 39 2279917 06 114759 93 39 12 Month Trend COGS 160082 27 100 153015 12 95 142150 28 88 292110 93 182 266535 62 166 1181826 17 738 00 00 00 00 00 00 00 x Last Year Current Period Quarter to Date Xr Gross Profit Amount Pct Curr 189866 78 130670 04 193917 11 253726 45 264734 31 1247002 37 00 00 00 00 00 00 00 100 00 68 82 102 13 133 63 139 43 656 78 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 0 0 Average Invoice No of Invoices Amount Pct Curr 38883 141842 168033 90972 106253 161921 23 58 70 90 99 90 00 00 00 00 00 00 00 100 364 432 233 273 416 00 79 15 96 26 43 00 00 00 00 00 00 00 x x Year to Date 0 Amount Pct Curr a ooooooo 10
191. ile in the Contractors Job Cost JOBSxxx Jobs file Check your records Then enter a job number that the Contractors Job Cost system recognizes or add the job number to Contractors Job Cost Mask format error use mask You entered data that does not fit the predefined format for the field Enter the data again using the predefined format Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 998 line items Must be within range You must enter a value within the range specified in this message Must be greater than 0 You must enter an invoice number that is greater than zero when you print invoices Must build table ID first You must build the table shown in this message before you can use the function Accounts Receivable User s Manual A 7 System Messages References Must delete the existing application entry first You must delete the application entry for this job before you delete the AIA Schedule Must enter value value You must enter a value within the range specified in this message Must enter type You must enter the kind of value specified in this message Net due days cannot be less than discount days The number of net due days must be equal to or greater than the number of discount days New batch ID cannot equal old batch ID You must enter a unique ID for the new batch numb
192. ill by phase in the line items the actual finish date in the phase record is updated in the Jobs file when this invoice is posted 7 Enter Y to put this invoice on hold If an invoice is on hold it will not be posted 8 Use the Proceed OK command to save the information It is stored in the header record of the AIA Invoice file ARJCX The billing line items appear in the scrolling region The information comes from the Schedule Detail file The available commands are listed at the bottom of the screen Use the arrow keys to move to the item with which you want to work Then use the Command Bar commands to perform tasks 13 20 Accounts Receivable User s Manual Job Receivables Application Entries Command Bar Field Description Enter edit Press Enter to add billing amounts You cannot change any fields except the This Billing and Total Billing fields of the screen View Press V to view the detail for a Billing ID You cannot change this information Header Press H to go back to the invoice header Next Job Press N to enter invoice information for another job Totals Press T to view the totals information GoTo Press G to go to a particular billing item Line Item Entry Screen The line item entry window appears for one of three reasons e Youare creating an invoice and have finished entering header information e You use the Append command on the Command Bar to add an item to the end of the list e You
193. illing item up to 40 characters 4 If you want to bill by phase enter the phase ID with which the billing item is associated If you enter a phase ID the Billed to Date and Last Bill Date fields are updated in the phase record when you post AIA invoices Accounts Receivable User s Manual 13 9 Set Up Schedule 13 10 10 11 Job Receivables If you press Enter to skip this field because for example you bill by job the Billed to Date and Last Bill Date fields are updated in the job record when you post AIA invoices The sales account is taken from the schedule header Press Enter to accept it The Tax Class is taken from the schedule header Press Enter to accept it Enter the scheduled contract amount of the billing item in the Scheduled field If this is a new job leave the Billed field blank It is updated when you post invoices with amounts entered in the Application Entries function If you billed this customer prior to setting up the schedule in OSAS enter the dollar amount billed here If this is a new job leave the Material Stored field blank It is updated when you post AIA invoices with amounts entered in the Application Entries function If you billed this customer prior to setting up the schedule in OSAS enter the material dollar amount here The Completion field is updated by the system when you post AIA Invoices The percentage is calculated as the billed amount which consists of
194. inage invoice the accounts receivable account specified in the Distribution Code for the customer is debited for the invoice account The accounts receivable retainage account specified in the ARGLx table is credited AR DB AR Retainage CR Select Post Job Invoices from the Job Invoicing submenu The Post Job Invoices screen appears 2000 izn ni 1 13 46 If you have backed up your data files enter Y if not enter and so before posting See Before Posting on page 13 34 for more information Select the fiscal year to which you want to post If Accounts Receivable does not interface with General Ledger or if you did not create last year data in General Ledger you must post to the current year Accounts Receivable User s Manual Job Receivables Post Job Invoices If Accounts Receivable interfaces with General Ledger and you have created last year data in General Ledger select the fiscal year to which you want to post the journal entries You can post to the current year GLJRxxx file or to the last year GLJRxxx file 3 If you want to age all customers enter Y if not enter N If you select not to age all customers the system does not make any aging adjustments If you elect to age all customers the customer aging buckets can be updated in one of three ways If you printed invoices the invoice date entered in the Print Invoices function serves as the basis for a
195. ination method 3 24 detail method 3 23 finance charges 3 20 setting up 3 23 summary method 3 23 Inquiry function key 1 37 1 43 1 52 graphical 1 43 partial key 1 55 pull down menu command 1 37 inquiry commands Down Arrow 1 46 1 56 End 1 46 1 56 Enter 1 46 1 56 Esc 1 56 F7 1 46 1 56 Home 1 45 1 56 Ins 1 46 1 56 PgDn 1 46 1 56 PgUp 1 45 1 56 Up Arrow 1 46 1 56 Ins inquiry command 1 46 1 56 scroll region command 1 41 1 58 Ins function key 1 44 1 54 Insert Line command function key 1 41 1 58 pull down menu command 1 41 Insert line item 1 41 1 58 Insert mode 10 function key 1 44 1 54 Install Applications function 2 3 2 5 installing Accounts Receivable 2 3 and Sales Order 2 4 interfaces with Accounts Receivable 1 20 Bank Reconciliation 3 8 General Ledger 3 8 Inventory 3 8 Job Cost 3 8 Inventory effects of posting transactions 6 34 interface with Accounts Receivable 3 8 Inventory Lookup commands 1 42 1 56 Inventory Lookup commands 1 42 alias lookup 1 42 customer vendor lookup 1 42 description lookup 1 42 detail lookup 1 42 lot lookup 1 42 serial lookup 1 42 Shift F3 1 42 Shift F4 1 42 Shift F5 1 42 Shift F6 1 42 Shift F7 1 42 Shift F8 1 42 Inventory lookup commands alias lookup 1 56 customer vendor lookup 1 56 description lookup 1 57 detail lookup 1 57 lot lookup 1 57 serial lookup 1 57 Shift F3 1 56 Shift F4 1 56 Shift F5 1 57 Sh
196. ine item Inquiry Loc ID The location ID you entered on the header screen is displayed Accept it or enter a different ID Inquiry ID Enter the item number or press Enter to skip this field If you are entering a miscellaneous credit and do not want Accounts Receivable User s Manual to return the item to stock press Enter If Accounts Receivable is interfaced with Inventory and you want to enter a noninventory item leave this field blank 5 11 Transactions Daily Work Field Description If you are billing for a job phase enter the phase ID in the spaces provided after the job ID Then if the job or phase is completed check the box or enter Y in text mode at the Is Job Phase Done prompt if not uncheck the box or enter N in text mode When you enter a valid item ID information about current quantities and quantity break prices information appears if you elected to use this option in the Resource Manager Options and Interfaces function Guster PRG LI Hea LI TE man a amp miel Field Desc Additional Descriptions 5 12 Description You cannot change the information displayed in the window Enter a description of the item or press Enter to skip this field If you elected in the Resource Manager Options and Interfaces function to use additional descriptions you can enter 10 lines of information Assign
197. information 5 23 editing 5 29 function 5 23 partial payments 5 23 posting invoices 6 33 relationship with transactions and open invoices 1 16 screen 5 24 Cash Receipts file description 1 11 setting up 5 23 Cash Receipts Journal description 1 14 function 6 21 sample 6 23 when to print 6 21 Change Batches function 5 33 screen 5 33 Change Company function key 1 50 Change Fields sample log 10 61 screen 10 57 Change Menu Style function key 1 29 1 51 change to from Favorites tool button 1 32 1 34 change to from Favorites Menu function key 1 28 1 50 changing companies graphical menus 1 34 text menu 1 50 checks payment type 3 17 click defined 1 21 COD terms 11 8 codes payment methods 3 16 setting up 3 3 3 14 sorting 3 3 Codes List function 12 29 Codes Maintenance functions setting up 3 14 IX 4 Codes Maintenance menu structure 1 5 combination method initial balances 3 24 Command Help 1 50 closing window 1 50 pull down menu command 1 40 Command help 1 52 closing window 1 52 commands graphical functions 1 35 graphical menus 1 28 in field editing 1 44 1 54 OK 1 23 Proceed 1 23 report 1 57 scroll region 1 58 comments entering 3 21 commissions 10 25 based on paid invoices 7 31 setting up 3 15 Commissions Report description 1 13 function 7 31 screen 7 32 when to print 7 31 companies changing 1 34 1 50 company assigning access codes 3 25 tables for 3 1
198. inished the files are converted Select the output device for the error log Accounts Receivable User s Manual 2 7 Conversion Installation and Conversion After conversion is finished and the error log is produced the Main menu with Accounts Receivable added appears 2 8 Accounts Receivable User s Manual Setup Setup Considerations Setup Checklist and Functions Accounts Receivable User s Manual 3 3 3 7 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully The choices you make determine how the system operates To properly set up the Accounts Receivable system you need to gather and organize your accounting data You need the following information e A chart of accounts for your business e Identification and credit information about your customers e Previous and current year sales returns and receipts histories organized by customer e A list of unpaid invoices organized by customer or an aging report Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent bla
199. int a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User s Manual Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Accounts Receivable data files whenever they change every day or every week and before you run the Post Transactions Periodic Maintenance Purge Customer Comments and Purge Selected Files functions Accounts Receivable User s Manual 3 25 Setup Checklist and Functions Setup Backing up Programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Diskettes Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup diskettes keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have
200. invoice general ledger account and period purchase order number and date and quantity shipped appears in the View Line window Press any key to return to the Detail History screen Accounts Receivable User s Manual 4 13 Detail History Information Inquiry To move the prompt to a different invoice number press Then enter the number or exit to the Detail History screen This command appears only if there is more than one screen of invoice numbers When you are finished looking at history exit to the Information Inquiry menu 4 14 Accounts Receivable User s Manual Summary History Use the Summary History function to look at past sales and payment information associated with customers This information comes from the ARHSxxx Summary History file To add to or change this information use the Customers function see page 10 3 or the Transactions function see page 5 3 Summary History Customer Inquiry Screen Select Summary History from the Information Inquiry menu The Summary History customer inquiry screen appears b Contam ACE Bi lLbERS Fica E 0055 Fi 2 11h er E 21 iii Er 11 Tam 4d 4 12473 10 T35D4 40 Aa c T8473 10 5 08 87 tbEl i a 6171 20 X122 kiden F ind E mariai m
201. ion Scroll Region Screen 5 16 When you exit from the line item entry screen the Invoices screen appears Tisnraciksm Domh jte ft 3 ACE Leo Ei Tevet Foe Fc Mii aj An amit 1 mami m arid Erny iad HAT dH ates cem em d entm tel Enter edit Append Header Totals View Goto Online Next trans e Toedita line item move the prompt to the line and press Enter To append line item to the transaction press A Then see Line Item Entry Screen earlier in this section e To return to the header screen press When you return to the header screen you do not lose the line item and totals entries because you already saved them e to the Totals Information screen press T Then see Totals Information below Accounts Receivable User s Manual Daily Work Transactions e To look at an expanded summary of the line item move the prompt to the line item and press V Additional information about the line item such as the general ledger account and description quantities ordered and shipped and price and cost information appears on the View Line screen Gone Mor xs xmimamm T wJ Emy mmi
202. iption 1 14 function 8 27 prox terms 11 8 pull down menu functions commands 1 37 Edit 1 38 Help 1 40 Information 1 40 Inventory Lookup 1 42 Modes 1 38 Other 1 39 Scroll Commands 1 41 graphical functions 1 37 graphical menus 1 29 Favorites 1 32 File 1 30 Help 1 33 Modes 1 31 Other 1 32 Tools 1 31 purchase order number Accounts Receivable User s Manual on invoice forms 6 5 Purge Selected Files function 9 13 9 15 Q QExxxx table description 10 51 screen 10 52 setting up 3 13 QH1xxxx table description 10 51 setting up 3 13 QH2xxxx table description 10 51 setting up 3 13 QIxxxx table description 10 51 setting up 3 13 QMxxxx table setting up 3 13 quantities option 3 11 quarter end maintenance 1 17 consequences of 10 15 effects of 9 7 Quick entry turning on or off 1 53 Quick mode function key 1 53 pull down menu command 1 38 Quick Entry tables description 10 51 setting up 3 13 R Recurring Additional Descriptions file 1 9 Recurring Entries adding line items 10 36 additional text for line items 3 10 copying 1 12 5 31 to invoices 1 12 to transaction files 3 22 editing line items 10 36 editing totals 10 37 entering totals 10 37 function 10 29 Accounts Receivable User s Manual group codes 3 22 line item entry 10 34 run codes 3 22 10 29 setting up 3 18 3 22 Recurring Entries files description 1 9 setting up 3 22 Recurring Entries List f
203. ira AH Panid io Cate Laut Pan erra Field Description Payment Method Code Enter the payment method code you want to work with To delete the payment method code use the Delete F3 command Accounts Receivable User s Manual 11 11 Payment Methods Codes Maintenance Field Description Short Description Payment Type Bank Account ID Inquiry Credit Card Cust ID Inquiry Debit GL Account Payments Period to Date Qtr to Date Year to Date Last Year Description Accept the displayed description or enter a description of the payment method This description appears when you use the Inquiry F2 command in a Payment Method field Accept the displayed short description or enter a short description of the payment method This description appears on statements unless the payment method is a check in that case the check number appears Enter the type of payment the payment method belongs to This field appears if the payment type is cash or check Enter the bank account ID associated with the payment method This field appears if the payment type is credit card Enter the credit card customer ID associated with the payment method To track receivables from a credit card company as you would monies owed you by other customers enter the credit card company as a customer in the Cust
204. is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or the line item scroll region is in the middle of the screen The entry totals are displayed at the bottom of the screen Enter edit Append Header Totals View Goto Next trans To edit a line item move the prompt to the line item and press Enter To append a line item to an entry press Then see Recurring Entries Line Item Entry Screen earlier in this section 10 36 Accounts Receivable User s Manual File Maintenance Recurring Entries To return to the header screen press H When you return to the header screen you do not lose the line item and total entries because you already saved them To enter or edit totals associated with the recurring entry press T The Totals Information window appears see below The total amount of the entry the subtotal plus the sales tax freight and miscellaneous charges and the total amount of the invoice the subtotal plus the sales tax freight and miscellaneous charges are displayed To look at an expanded summary of the line item move the prompt to the line item and press V Additional information about the line item such as the general ledger account and description appears on the View Line screen Press any key to return to the Recurring Entries screen To go to a particular line item press G Then enter the line number This command a
205. ith the Customer Comments screen use the Exit F7 command to return to the Customers selection screen Enter another customer ID or use the Exit F7 command again to return to the File Maintenance menu Accounts Receivable User s Manual 10 21 Ship to Addresses Use the Ship to Addresses function to enter change or delete shipping addresses and assign them to customers You can enter 999 999 shipping addresses for each customer Ship to Addresses Screen Select Ship to Addresses from the File Maintenance menu The function screen appears dd hk mummu e t d erm J Dan TARSIO ZHILFLEHE IHE bhp Te L H Vv Tamil Field Description Inquiry Cust ID Enter the ID of the customer you want to assign shipping addresses to The customer s name appears Inquiry Ship To Enter the ID for the ship to address Accounts Receivable User s Manual 10 23 Ship to Addresses File Maintenance 10 24 Field Name Address 1 3 City State Zip Code Country Ship Via Ship Zone Tax Group Description Enter the customer s name and address city state zip or postal code and country code or accept the displayed information You can use the Inquiry F2 command to look up and select states and country codes from the lists that appear Enter the method you usually use to ship items to the customer for example the name of a shippi
206. l Transaction Reports 3 Select the order in which you want to print the journal 4 Select the amount of detail you want to print in the journal 5 Select the output device A sample Miscellaneous Credits Journal is at the end of this section After the journal is produced the Transaction Reports menu appears 6 14 Accounts Receivable User s Manual siunoooy 91 9 04 11 2001 Builders Supply 5 25 PM Miscellaneous Credits Journal By Batch Order No Batch Cust ID JIK Job Phase or Loc Item No Rep 1 Sales Acct Our Ord Invc No Description Rep 2 COGS Acct Ship Date Inv Acct 000002 001 I 0001 100 GPD 401000 00000009 24889107 Electrical Package 501000 001 104400 Cust Our Ordi 1 Inv Date Per Tx Grp Freight Batch Invc No Rep 2 Ord Date Miscellaneous Ship To Order No Terms Desc Ship Date ACE001 00000009 GPD 12 21 2001 12 MN 000002 24889107 BATCH 000002 TOTALS Freight Miscellaneous GRAND TOTAL Freight Miscellaneous End of Report Units Qty Ordered Qty Shipped Qty Backord Subtotal Sales Tax Sales Tax Sales Tax Unit Price Ext Price Tax Class Unit Cost Ext Cost 324 6500 343 5500 1030 65 Inv Total Pmt Pmt Amount 1030 65 Ext Cost 1030 65 snoeue eosi N uonoesueJ snoeue eosiIN Daily Sales Tax Report The Daily Sales Tax Report sh
207. l button 1 33 Application Setup function key 1 29 1 50 Application setup 1 34 applying cash receipts 5 26 AR Analysis Report description 1 14 function 8 3 sample 8 5 ARBTxxx file 1 11 file description 1 8 IX 2 setting up 3 21 ARCMxxx file description 1 7 setting up 3 20 ARCRxxx file description 1 11 setting up 5 23 ARCTxxx file 1 11 ARCUXxxx file description 1 7 setting up 3 18 balance information 3 20 comments 3 21 general information 3 18 historical information 3 20 payment information 3 19 ARDCxxx file description 1 8 ARDExxx file description 1 8 setting up 3 10 ARFCxxx file description 1 8 ARGLxxx file description 1 8 ARGLxxx table description 10 44 screen 10 44 setting up 3 13 10 44 ARHDxxx file description 1 12 setting up 3 10 ARHIxxx file description 1 11 setting up 3 10 ARHSxxx file description 1 11 setting up 3 11 ARINxxx file description 1 11 setting up 10 53 ARLSxxx file 1 11 ARPDxxx table description 10 46 setting up 3 13 ARPYxxx file Accounts Receivable User s Manual description 1 9 setting up 3 16 ARRDxxx file description 1 9 setting up 3 22 ARRExxx file description 1 9 setting up 3 22 ARRHxxx file description 1 9 setting up 3 22 ARSAxxx file description 1 9 setting up 3 21 ARSMxxx file description 1 8 ARSRxxx file description 1 9 setting up 3 15 setting up commissions 3 15 ARTCxxx file description 1
208. l space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or in the appropriate folder To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a 1 22 Accounts Receivable User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID that was assigned to it when the terminal was added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is sele
209. layed You can enter a different customer level only if you elected that option in the Resource Manager Options and Interfaces function If Accounts Receivable is interfaced to Inventory and you use the Maintenance F6 command the Inventory Customer Levels function is temporarily called up If you are entering a miscellaneous credit enter the customer level from the original invoice Accept the displayed terms code or enter a different code If you use the Maintenance F6 command the Terms Codes function is temporarily called up You cannot use the Maintenance command to delete terms codes After you enter the code the description and percent for the payment terms of the transaction appear If you are entering a miscellaneous credit to reverse an invoice accept the displayed terms percentage and number of days or enter the terms that were used for the original invoice To identify the transaction enter the sales order number or the customer s purchase order number If you entered an order number enter the order date 5 7 Transactions Daily Work 5 8 Field Inv No Inv Date Ship to Description If you assigned an invoice number to the transaction enter the number If you enter an invoice number and then print the online invoice the number you enter here is used If you use the Print Invoices function instead a different number is assigned to the invoice If you elected not to use prenumbered
210. le your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Accounts Receivable User s Manual 1 3 Welcome to OSAS Introduction OSAS Versions 6 1 and Higher 1 4 You can use OSAS versions 6 1 and higher in text or character based mode on any supported operating system In Windows environments you have the choice to use either the text version or the graphical version While the interface is different in the two versions the functions in both versions are the same in screen layout and in function The OSAS user s manuals show screens in the graphical format You can however apply the information shown in the graphical examples to the text version with ease For specifics on using the graphical version of OSAS refer to page 1 25 For specifics on using the text version refer to page 1 47 Accounts Receivable User s Manual The Accounts Receivable System Use the Accounts Receivable system to record billings you make to customers It lends its tracking capabilities to other applications associated with tracking assets In
211. le User s Manual credit limits setting up 3 20 credit memo splitting 7 4 credit statuses assigning to customers 3 21 list of 10 18 updating 3 21 credits applying to oldest items first 3 12 Ctrl F function key 1 53 Ctrl G function key 1 53 text menu 1 51 Ctrl J function key 1 37 Ctrl O function key 1 53 Ctrl V function key 1 53 Ctrl Z function key 1 38 1 44 cursor moving down or forward one field 1 37 1 53 moving up or back one field 1 37 1 53 selecting item 1 46 1 56 Cursor end function key 1 44 1 54 Cursor home function key 1 44 1 54 Cursor left function key 1 44 1 54 Cursor right function key 1 44 1 54 Customer Activity Report description 1 14 function 8 19 requirements 8 19 sample 8 21 screen 8 20 Customer Analysis Report description 1 13 function 7 27 when to print 7 27 Customer Comments accessing 3 21 changing 10 19 deleting 10 4 entering 10 19 file 1 8 Customer Comments List IX 5 function 12 11 sample 12 13 12 16 screen 12 11 Customer Detail List function 12 5 sample 12 6 Customer file description 1 7 setting up 3 18 balance and credit information 3 19 balance information 3 20 comments 3 21 credit card information 3 20 general information 3 18 historical information 3 20 payment information 3 19 Customer Information window C 2 Customer Labels function 12 7 sample 12 9 Customer Sales Report description 1 14 function 8 15 requireme
212. lect an output device see Output the Report on page 1 60 After posting is completed and the log is printed the Cost Plus Invoicing menu appears A sample posting log is shown below Accounts Receivable User s Manual 13 61 Post Cost Plus Invoices Job Receivables Post Cost Plus Invoices Log Fi Lh Ba ppl gau POSE 9 Termini VESS 1 1 TEAL POSTER TD WHILE PILE GEHE ALEGAS CET RES 4 maly TASEN ES PUSHED EL 2 IESCHIFTGR EL A Auf Thar 295088 ap EI al BALANCE Therese 61 EL EAD 3 ESMA EL AmE ig LES TEEUD gt End of Report 13 62 Accounts Receivable User s Manual Job Open Invoice Report Use the Job Receivables Reports functions to produce a list of open invoices or a cash flow report with Job IDs The Job Open Invoice Report is a list of the invoices with Job IDs This report is valuable if you want to track the job related bills you send as your jobs progress Select Job Open Invoice Report from the Job Receivables Reports submenu on the Job Receivables menu The Job Open Invoice Report screen appears A sas Inquiry 1 Define the Customer ID range you want to view For more information on how
213. line Doc Shift F2 Information Operation View the list of commands for the screen you are on and the field you are in To close the window press any key Get information about the field you are working on Make a selection from a range of entries for a field if the Inquiry flag appears at the bottom of the screen Delete the information on the screen Since this command can delete an entire record use it with caution Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Opens your PDF file viewer to display the documentation for your particular application Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the
214. list and Functions For example you can set up one code for personal checks and another code for corporate checks You can assign the check payment type to each code but assign different information to each code You might also set up codes for three credit cards You can assign the credit card payment type to each code but assign different information to each code The system treats the amounts for payment types cash and check the same However when you use a code that is assigned the payment type check you must also enter a check number When you use the payment type credit card set up the credit card company as a customer because you ultimately get the money from the credit card company To identify the credit card company enter C in the Group Code field on the Customers General Information screen Accounts Receivable User s Manual 3 17 Setup Checklist and Functions Setup Customers Use the Customers function see page 10 3 to build the ARCUxxx file You must build the file before you begin processing Accounts Receivable transactions General Information Enter each customer s name address attention line phone and fax numbers contact and class Many reports can be sorted by ID so the way you enter IDs is important Then enter the sales rep who usually sells to the customer the territory the customer is located in and the codes for the customer s usual payment terms The group code for a customer that is
215. look at the previous customer record on file press P Looking at Customer History To look at the sales and payment history for the customer press H The customer history inquiry screen appears i mmo 1 IO 1 Jre ADE Bi _ Gio Dake Tar ta Dare Lari Tew E ELE PEPE as 24 Maire 4 u n Peer n IET 1110588 5H Bur T 7EM TS 2H n 1 n Das ns HI Ap ii A H 5 Tau Daia Lan Aron Leas bre Te Papari Vs HA WAR Hagh Traa i Sistim 252211272211 Compare 14 OG Terna The information displayed comes from the ARCUxxx file and is entered in the Customers function see page 10 3 4 4 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices When you are finished looking at the information press G to return to the customer General Information inquiry screen B to view the customer s balance information or I to scan the customer s open invoices Looking at Customer Balances To look at the balances for the customer press B The customer history inquiry screen appears red aed Balance mu OF fume jj ACE insera E hen Fin Ghee
216. loyees customers and vendors Displays the OSAS Support Information Allows the user to leave messages within the system Displays the EIS Dashboard Displays the EIS Dashboard history A reminders feature that allows you to create and read dated reminders within OSAS 1 39 OSAS Graphical Introduction Help Menu Ed cies items ints Bx DEAS EL Qo Selection Key Operations About OSAS Displays the information about your OSAS installation Command Help Displays the OSAS Key Help screen Help F1 Get information about the field you are working on Online Doc Shift F1 Opens your PDF file viewer to display the documentation for your particular application Information Menu The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed 1 40 Accounts Receivable User s Manual Introduction OSAS Graphical Scroll Commands Menu Poni Coa Fini Low Hre Feri Page Fiama ilo Past Liven Lass Loe E nds d dies FF luem The Scroll commands menu appears only on screens with scroll regions displaying multiple lines of information Selection Key First Line Home Previous Page PgUp Previous Line Up Next Line Down Next Page PgDn Last Line End Insert Ins Delete F3 Jump Tab Accounts Receivable Use
217. lpful reference of your customers shipping addresses Ship to Address List Screen Select Ship to Address List from the Master File Lists menu The function screen appears Tiap Ader Lent Lal Lomwaxh Eu Jim Code Fima Pond Ship Va E Fan By fr Cere M Zu Cada Domar TE Teen TO Inquiry 1 Enter the range of customers whose shipping addresses you want to include in the list 2 Enter the range of the zip codes in which the shipping addresses you want to include in the list are located 3 If you want the method of shipment included in the list check the box or enter Y in text mode if not uncheck the box or enter N in text mode Accounts Receivable User s Manual 12 17 Ship to Address List Master File Lists 4 Select the order in which you want to print the list 5 Select the output device A sample Ship to Address List is at the end of this section After the list is produced the Master File Lists menu appears 12 18 Accounts Receivable User s Manual siunoooy 61 21 Cust ID End of Report Builders Supply Ship to Address List By Customer ID Ship Via KANSAS CITY GEODESIC HOMES NORTH AMERICAN 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 5425 US SUNSHINE HOMES INC 1000 OCEAN BOULEVARD MIAMI FL 33333 9823 US SUNSHINES HOMES INC 9350 W GULFSTREAM DRIVE TAMPA FL 33333 88
218. lude information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor the report includes information only about vendor ACEO01 Information for reports is sorted first by a space then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Accounts Receivable User s Manual 1 59 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20
219. lumn of the report where summary history is unavailable or insuffiencient 00 prints You must build ARPDxxx table before operation You must build the ARPDxxx table for the company before you can use the Periodic Maintenance and Post Transactions functions These functions rely on being able to sort by period Your hard disk is full unable to finish copying The system cannot finish converting your files because your hard disk is full Delete unnecessary files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again A 12 Accounts Receivable User s Manual Common Questions These commonly asked questions about the Accounts Receivable system are divided into two categories Entering Balances and Daily Work Entering Balances I entered balances in the customer record but when I go back into the file the balances are zero What happened The online aging feature can throw your initial balances off You must turn off the online aging option before you enter beginning balances Then after you use the Build Open Invoice File function turn the option on again Daily Work The invoice number I entered does not match the invoice number in the Sales Journal Why not If you use prenumbered forms the invoice numbers are reassigned when you print invoices to match the numbers of the preprinted forms To make sure that the invoice number in the ARIN
220. ments you want to purge 2 Enter the range of dates that the comments you want to purge were recorded 3 Enter the range of references whose comments you want to purge When you are finished making your selections use the Proceed OK command to purge the comments and return to the Periodic Processing menu 9 14 Accounts Receivable User s Manual Purge Selected Files Use the Purge Selected Files function to clear the ARHDxxx Additional Descriptions ARHIxxx Detail History ARHSxxx Summary History and ARRExxx and ARRHxxx Recurring Entries files and paid invoices from the ARINxxx Open Invoice file Purge Selected Files Screen Select Purge Selected Files from the Periodic Processing menu The function screen appears Doei Ed d mo Jim Dea Te urea yee 7 E firere Erien path Cobol Balme mocar fin uU x Daran Pasce T ura View ie zm Fed wath Fi eni im m m 1 If you have backed up your data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you have not backed up your files exit to the Periodic Processing menu and do so before continuing 2 Enter the date of the recurring entries you want to purge Recurring entries dated before the
221. mer Sales Report The Customer Sales Report shows how much money you are making from your customers the gross profit you made on the sales the average invoice amounts and the number of invoices You can list only customer sales history or you can include item and job history If you elect to include item and job history the report shows the quantities sold You cannot print the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Customer Sales Report Screen Select Customer Sales Report from the History Reports menu The function screen appears jiw c tw DA pa Cintas Timi p 8 Thea u Fi By fr Canin Cure Hess Curs Gar Xa Pred ob Hato E Sior lacri 12 21 D Camper d Tni T DOG Inquiry Enter the range of customers you want to include in the report Accounts Receivable User s Manual 8 15 Customer Sales Report History Reports 8 16 3 Enter the range of customer classes you want to include in the report Enter the range of sales reps whose associated customers you want to include in the report Select the order in which you want to print the report If you want
222. mission is based combination of line items tax freight charges and miscellaneous charges When you enter an invoice you can specify one or two sales reps who receive the commission and the percentage of the sale that each rep s commission rate from the ARSRxxx file is based on For example sales rep A receives a 30 percent commission on line items The commission is based on net sales and the sales rep receives it when an invoice is paid For invoice 55 the total of the line items is 10 000 Sales rep A receives a commission on 40 percent of the sale Tthe commission from the other 60 percent of the sale goes to sales rep B For sales rep A the commission is based on 4000 The commission is 1200 4000 times 30 percent A similar process is used to calculate the commission of sales rep B The Commissions Report shows sales information for sales reps Only the amount of paid commissions is shown If an invoice has been partially paid the commission for the paid portion is adjusted proportionally Accounts Receivable User s Manual 3 15 Setup Checklist and Functions Setup In the example above if 8000 80 percent of the invoice were paid so far the commission in the Commissions Report for sales rep A would be 960 or 80 percent of the 1200 The report shows the commission on the remaining 2000 20 percent when the remaining amount is paid If you assess the customer a finance charge for a late payment you
223. n Thea C Pep in Pap 2 hau 1 Fos Thay T Thu Compa 4 Temi TOD CR Inquiry 1 Enter the range of customers you want to include in the report 2 Enter the range of invoice numbers you want to include in the report 3 Enter the range of invoice dates you want to include in the report 4 Enter the range of sales reps you want to include in the report Accounts Receivable User s Manual 8 23 Summary Invoice History History Reports 5 Select the order in which you want to print the report 6 Select the output device A sample Summary Invoice History Report is at the end of this section After the report is produced the History Reports menu appears 8 24 Accounts Receivable User s Manual siunoooy 92 8 12 31 2000 Builders Supply o I 3 28 PM Summary Invoice History o Sort by Customer ID 5 lt Cust ID Invoice Inv Date Rep 1 Rep 2 Order No Ship To Subtotal Sales Tax Freight 2 P O Number c 2 lt 2670005 07 26 1999 000000 5 20856 41 TENNESSEE SHELTERS INC TENOO 2670019 12 01 1999 000000 28200 27 lt TENNESSEE SHELTERS INC 43941 2670026 02 05 2000 000000 s 37397 88 o TENNESSEE SHELTERS INC 44587 TENOO 2670028 03 18 2000 000000 17534 38
224. n Inquiry Enter the order number you want displayed You can use wildcards or to expand or restrict the order numbers included in the display Enter the purchase order number you want displayed You can use wildcards or to expand or restrict the purchase order numbers included in the display Use the commands on the command bar to find the information you need Customer First Last Next Prev Start date Totals View Goto e To look at a different customer record press C Then enter the customer ID If a customer has been deleted from the ARCUxxx file but has records in the ARHIxxx file you can look at the records for the customer if you know the ID Ignore the Customer Is Not on File message Tolook at the first customer record on file press e Tolook at the last customer record on file press L Tolook at the next customer record on file press e Tolook at the previous customer record on file press P e Tolook at the customer s history from a particular date to the current date press S and then enter the start date Accounts Receivable User s Manual Information Inquiry Detail History To look at invoice totals for the customer press invoice number subtotal sales tax freight and miscellaneous charges appear Press any key to return to the Detail History screen e To look at an expanded summary of the invoice press V Additional information about the
225. n Tore Bamber fable D alumn Lengrk if z Bi Thanks far wour nrd er Alpha Eraric J3 daec rmlsz 34 dae imalim The number that appears before the message is the next invoice number that will appear when you print invoices To change the default message maintain the same spacing If you want to change the message when you print invoices enter the message in the Print Invoices function Accounts Receivable User s Manual 10 49 Tables File Maintenance MARKUX Table The MARKUX table can store seven markup codes that are used in the Cost Plus Invoicing function Each markup code details the markup percentages for five cost types labor material equipment subcontract and others You must manually set up this table There is a sample table in Sample Data to use as a guide if necessary A sample MARKUX table is shown below Bei Imole HERE 1 20 14 041 12 00 10 63 10 00 20 00 18 00 14 00 12 00 10 00 Zr 15 00 15 00 12 00 4 00 iB 00 20 00 0 00 2750 15 000 5 001 27 50 25 00 2 00 an aoc zn oc 3 00 30 00 20 07 3n oc 3n oc 30 00 7 060 15 00 kB 19 00 iB D 10 50 Accounts Receivable User s Manual File Maintenance QExxxx QHxxxx QIxxxx and QMxxxx Tables Tables These tables store the quick entry stops used by the Transaction function when performing the followin
226. n about each sales rep state city or distribution code to begin on a new page check the box or enter Y in text mode If you want the information produced in a continuous flow uncheck the box or enter N in text mode You can print page breaks only if you elected to organize the report by sales rep state and city or distribution code in step 11 above and if you have more than one page of data Select the output device Accounts Receivable User s Manual 7 11 Open Invoices A sample Aged Trial Balance is at the end of this section Unapplied credits in the Unapplied column are applied to the customer totals for each aging period The letter in the St status column shows that the invoice is held The Current column shows balances that are not 31 days old yet After the report is produced the Open Invoices menu appears Accounts Receivable User s Manual siunoooy 214 12 31 2000 11 57 5 Invoice t 001 ACE 00002081 12670046 12670064 12670064 12670074 12670206 12670207 24889030 Cust 001 T p Inv Date BUILDERS 05 19 99 09 05 00 11 24 00 12 21 00 12 21 00 12 21 99 12 21 99 12 09 00 CASHCA CASH SALES OAKLAND Cust CASHCA TOTAL CASHTX CASH SALES DALLAS TX Cust CASHTX TOTAL 4587 70 1001 DALLAS FT WORTH DOME HOMES 12670056 12670066 1267
227. n appears epee Jim joman ma Cini Ei I aj wa ADE MELER TSG SE MET STREET Akt 2 1 PADUCAH EY EOS TL s us Done m Phs qurens 1 4 su poss 1586 ort Deacon WIDATL Caki EPET umm pm gus Dei Net 24z 10 MIT oh Ok 1 Grup Conte i Conde uri Larval ACT Type m Tax Group E if Enter the ID of the customer whose information you want to look at or press Enter to look at information about the first customer Use the commands on the command bar to find the information you need Customer First Last Next Prev Balance History Invoices Accounts Receivable User s Manual 4 3 Customers and Open Invoices Information Inquiry Looking at a Different Customer Record To look at a different customer record press C Then enter the customer ID To look at the first customer record on file press To look at the last customer record on file press L To look at the next customer record on file press N To
228. n appears Domeh ee Tam Prine Days Dan Duns Despres du nz Cems h ULN Teras Accounts Receivable User s Manual 11 7 Terms Field Type Percent Discount Days Net Due Days Description Codes Maintenance Description Enter the terms code you want to work with If you want the terms to be prox terms calculated as days from the beginning of the next month enter P If you want the terms to be regular terms calculated as days from the invoice date enter R Enter the discount percentage used for the terms up to 100 0 or accept the displayed percentage Enter the number of days for which the discount is valid Enter the number of days the customer is given to pay the net due without a discount The description that appears is based on your entries in the previous fields and appears on the customer invoice and statement Accept the displayed description or enter a different description The terms code represents ongoing terms of payment Leaving all fields zero means that you want cash on delivery COD After you save the terms code information enter information about a different terms code or exit to the Codes Maintenance menu Accounts Receivable User s Manual Shipping Methods Use the Shipping Methods
229. n keys are displayed on the screen 1 53 OSAS Text Introduction Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete Delete the help screen contents To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Move the cursor to the right Left Move the cursor to the left Del Delete Delete the character the cursor is on Ins Insert on off Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Home Move the cursor directly to the beginning of the field End Move the cursor directly to the end of the field F9 Undo Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command 1 54 Accounts Receivable User s Manual Introduction OSAS Text
230. na specify that information to enter the system osas t T2 c a selena In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can click on the shortcut s properties and in the Target field enter your access code and your company ID For example using selena as your access code and H as your company ID enter C osas progRM osastm exe m4096 tT00 nTOO aselena cH In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals you can press the PgDn key in either text or graphical mode In graphical mode clicking the OK button has the same effect as pressing the PgDn key Accounts Receivable User s Manual 1 23 Conventions Introduction Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX or Linux the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text menu the Graphical menu or the Start style menu In Windows use the Workstation Configuration Defa
231. nal descriptions stored in Inventory If Accounts Receivable does not interface with Inventory or if you do not use additional descriptions this option is set to NO and you cannot change it Toggle to YES or NO to indicate whether or not you want to keep detail line item sales history If you select NO the ARHIxxx Detail History file is not used and you cannot calculate commissions for sales reps or print the Detail History Report Toggle to YES or NO to indicate whether or not you want to keep additional description history If you elected not to use additional descriptions this option is set to NO and you cannot change it Accounts Receivable User s Manual Setup 10 11 12 13 14 15 16 17 Setup Checklist and Functions Toggle to YES or NO to indicate whether or not you want to keep summary totals sales history If you select NO the ARHSxxx Summary History file is not used and you cannot print summary history reports Toggle to YES or NO to indicate whether or not you want the unit cost of inventory items to appear when you enter line items If Accounts Receivable does not interface with Inventory this option is set to NO and you cannot change it Toggle to YES or NO to indicate whether or not you want to be able to change a customer s level when you enter transactions If you select YES you can change how a customer s billing is calculated at the time of transaction entry by assigning
232. nance charges in the ARCUxxx file e The period in ARPDxxx table is incremented by one When you do Periodic Maintenance for quarter end work several things happen All period end tasks are done Quarter to date totals are cleared in the ARPYxxx and ARCUxxx files Accounts Receivable User s Manual 1 17 Accounts Receivable System Introduction When you do Periodic Maintenance for year end work several things happen All period end and quarter end tasks are done Last year accumulators are updated and year to date accumulators are cleared in the ARPYxxx and ARCUxxx files Year to date gross sales amounts are cleared in the ARSRxxx file You can also make the system clear the high balance in the ARCUxxx file The following chart shows the effects of periodic maintenance on the ARCUxxx file Value Updated or Increased Decreased General Use the Customers Information function Customer Use the Customers Comments function Sales PTD QTD Post sales Post miscellaneous YTD and LY credits Cash Receipts Post sales Post miscellaneous PTD QTD YTD credits and LY Discount Taken Post sales Postmiscellaneous PTD QTD YTD credits and LY Discount Lost Post orders Postmiscellaneous PTD QTD YTD credits and LY Last Invoice Post sales Postmiscellaneous credits Number Last Sale Date Post sales Postmiscellaneous credits Accounts Receivable
233. nce tasks Therefore you must perform only quarter end maintenance at the end of the quarter When you perform year end maintenance the system performs these tasks e performs all the period and quarter end tasks updates the last year accumulators and clears the year to date accumulators in the ARPYxxx file and the ARCUxxx file clears the year to date gross sales amounts in the ARSRxxx file e clears the high balance in the ARCUxxx file if you select the option on the function screen e increments the current fiscal year by 1 in the ARPDxxx table Year end maintenance does all the period and quarter end maintenance tasks Therefore you must perform only year end maintenance at the end of the year If you have a multiuser system make sure that no one else is using the Accounts Receivable system while you are doing periodic maintenance If you run this function while someone else is using the ARCUxxx ARSRxxx ARINxxx ARRHxxx or ARRExxx files the files will not be updated Accounts Receivable User s Manual Periodic Processing Periodic Maintenance Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The function screen appears p Eu Jim DB Have ros Chota Lie Spied Sener D arcere arabe Digest nit Dada Fi
234. ne items 3 10 Aged Trial Balance balance forward accounts 7 9 B 3 description 1 13 function 7 9 open invoice accounts 7 9 sample 7 13 screen 7 10 unapplied credits 7 12 aging breaks 7 11 cash receipt codes 5 25 online 3 12 3 23 10 53 periods 10 54 AIA Invoicing accumulated retainage 1 6 adding application text 1 13 Application Entries function 1 19 Application Entries screen 1 19 Application for Payment Form sample 1 25 Application Forms function 1 23 Application Forms screen 1 23 IX 1 Application Text function 1 13 Applications Journal function 1 27 Applications Journal screen 1 27 calculating retainage 1 7 Detail Applications Journal sample 1 30 editing application text 1 13 entering AIA invoice items 1 19 invoice worksheet 1 15 Invoice Worksheet function 1 15 Invoice Worksheet sample 1 17 Invoice Worksheet screen 1 15 overview 1 3 planning amounts retained 1 15 Post Applications function 1 31 retained amounts 1 31 sample 1 34 print AIA invoice info before posting 1 27 printing application text 1 13 producing AIA invoices 1 23 Set Up Schedule function 1 5 Set Up Schedule screen 1 5 setting up a billing schedule 1 5 ATARy table description 10 43 Flexible code 10 43 retainage amount 10 43 setting up 10 43 Alias Inventory Lookup function key 1 42 1 56 1 57 pull down menu command 1 42 alphabetical sorting 3 4 Application Information function key 1 29 1 51 too
235. ne of x s is printed so that you can align the labels Then this prompt appears Is form aligned If the labels are not aligned select No or enter N in text mode and adjust them When the labels are aligned select Yes or enter Y in text mode to produce them Sample standard customer labels are at the end of this section The attention line is on the first line of the mailing labels according to the U S Postal Service standard After you have produced the list or labels the Master File Lists menu appears 12 8 Accounts Receivable User s Manual Master File Lists Customer Labels Customer Labels 001 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 US DALOO1 DALLAS FT WORTH DOME HOMES 1025 37TH AVE SE DALLAS TX 77777 US 001 GREATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEW YORK CITY NY 10012 4335 US KAN001 KANSAS CITY GEODESIC HOMES 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 US 105001 LOS ANGELES CONSTRUCTION CO 98042 VENTURA BOULEVARD ENCINO CA 99999 9584 US 504001 SUNSHINE HOMES INC 1000 OCEAN BOULEVARD MIAMI FL 33333 4323 US 001 TENNESSEE SHELTERS INC 1001 COUNTRY ROAD NASHVILLE TN 54327 4383 US 15001 VISA 2347 WEST VIRGINIA AVE SUITE 1025 DOVER DE 14003 2347 US Accounts Receivable User s Manual 12 9 Customer Comments List The Customer Comments List shows the comments that are on file for a customer You can
236. ng in graphical menus 1 30 entering in text menus 1 50 Y year end maintenance 1 18 clearing high balances 9 10 consequences of 10 16 effects of 9 8 Accounts Receivable User s Manual IX 19
237. ng service Enter the customer s ship zone This field is for reference only Accept the displayed tax group or enter the tax group that applies to sales shipped to this address When you enter a tax group the description appears If you enter a different tax group it overrides the tax group you set up for the customer in the Customers function After you save the ship to information enter information about a different shipping address or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual Sales Reps Use the Sales Reps function to set up and maintain records for sales reps whose sales you want to track You can pay a sales rep on commission only if you set up sales rep records and elected to keep sales history in the Resource Manager Options and Interfaces function You can pay commissions on any combination of line items tax freight and miscellaneous charges and you can base commissions on net sales or gross profit Sales reps can receive their commissions when the invoice is sent or paid After you enter the sales reps produce the Sales Reps List see page 12 3 to check for mistakes and to use as a reference when you enter accounts receivable transactions Sales Reps Screen Select Sales Reps from the File Maintenance menu The function screen appears fim Hele e LE dese Fen D i
238. nk spaces a 000000 000001 1 Accounts Receivable User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e tems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters 2 Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and cod
239. nquiry 1 Enter the range of customers for which you want to calculate finance charges 2 Accept the displayed statement date or enter a different date Invoice aging for open invoice customers is based on this date 3 To calculate finance charges based on the due date press D To calculate finance charges based on the invoice date press I Finance charges are calculated for invoices dated before the displayed date which is determined by the number of days in each customer s finance charge code and the due or invoice dates 4 Select the output device 7 20 Accounts Receivable User s Manual Open Invoices Calculate Finance Charges A sample finance charge report is at the end of this section The letters BF in the Type column indicate a balance forward account the letters indicate an open invoice account The statement FINANCE CODE 0 indicates that the customer is not assessed finance charges After the report is produced the Open Invoices menu appears Accounts Receivable User s Manual 7 21 09 30 2001 9 34 eccL Statement Date 09 30 2001 1 5 Percent Finance Charge 0 Minimum Charge Charge Over 30 Days ACE BUILDERS CASH SALES OAKLAND CA CASH SALES BALTIMORE MD CASH SALES MINNEAPOLIS CASH SALES DALLAS TX DALLAS FT WORTH DOME HOMES GREATER NEW YORK DOMES INC KANSAS CITY GEODESIC HOMES LOS ANGELES CONSTRUCTION CO SUNSHINE HOMES INC TENNESSEE SHELTERS INC VISA TOTAL End
240. ns file holds additional descriptions you assign to line items in a recurring entry This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function The additional text is printed on invoices after you copy the entry to the ARTDxxx and ARTHxxx files Resource Manager Files The Resource Manager system has three files that Accounts Receivable uses RMCDxxx RMTXxxx and RMGCxxx These files store Accounts Receivable related information and serve as attribute files but are stored as Resource Manager files so they can be used by other applications as well Accounts Receivable User s Manual 1 9 The Accounts Receivable System Introduction The RMCDxxx Tax Classes file stores the tax classes and associated descriptions for each number 00 through 99 enter a description When you set up tax groups you assign a percentage and other information to each tax class When you set up a customer and assign a tax group the set of tax classes for the tax group and associated percentage markups are assigned with it Then when you enter a transaction for the customer and assign a line item to the transaction you specify the tax class and the associated percentage according to the customer s tax group takes effect The RMTXxxx Tax Locations file stores the tax authorities and associated information For the classes and descriptions defined in the RMCDxxx file this
241. nsactions Accounts Receivable User s Manual 6 3 6 9 6 13 6 17 6 21 6 25 6 29 6 31 6 1 Print Invoices Use the Print Invoices function to print invoices you entered in the ARTDxxx and ARTHxxx Transaction files This function is useful when you want to print invoices for several transactions at once You can also print the invoice when you enter the transaction See the Online command in the Transactions function see page 5 3 When an open invoice customer makes a payment toward a particular invoice you must apply the payment correctly The invoice number in the ARINxxx Open Invoice file must correspond to the information in the ARTDxxx and ARTHxxx files Since the Print Invoices function can reassign invoice numbers but not credit memo numbers print the Sales Journal before and after you print invoices to keep track of the numbers Accounts Receivable User s Manual 6 3 Print Invoices Transaction Reports Print Invoices Screen Select Print Invoices from the Transaction Reports menu The function screen appears o De Inc F Wakchars i Fini ireemaca Dead reza Har fi Rent l hint uns kx pur cedes E Corps CER 1 If you are finished entering Accounts Receivable transactions check the box or enter Y in text mode if not uncheck the
242. ntains information for each item sold to each customer in each period Three types of summary records are created a company record a customer record and an item record This file is used only if you elect to save summary history in the Resource Manager Options and Interfaces function The ARHIxxx Detail History file contains detailed information about accounts receivable transactions This file is used only if you elect to save detail history in the Resource Manager Options and Interfaces function Accounts Receivable User s Manual 1 11 The Accounts Receivable System Introduction The ARHDxxx Additional Descriptions History file contains additional descriptions from entries that were posted to the ARHIxxx file These descriptions can also be printed in the Detail History Report This file is used only if you elect to use the additional descriptions option and to save detail history in the Resource Manager Options and Interfaces function File Interaction The Accounts Receivable system tracks money paid in terms of customers When you enter and post transactions information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance Invoices and Miscellaneous Credits You can enter invoices for sales or miscellaneous credits When you enter either type of daily work the key unit is the invoice An invoice holds one o
243. nter for the customer The distribution code you enter determines the general ledger accounts that are used to post accounts receivable freight and miscellaneous charges to the general ledger If the customer does not accept partial shipments enter N into the Partial Ship field A message appears if you enter backorder quantities for a customer that does not accept partial shipments You can enter a default tax group which is used to calculate sales tax on transactions for the customer Next designate transactions for the customer as taxable or nontaxable If the customer is nontaxable enter the customer s tax exemption ID You can also enter the customer s e mail and web site addresses Credit and Balance Information You can enter a default method of payment for the customer If you assess finance charges for a customer enter Y in the Fin Charge field and enter the applicable Finance Charge Code When you run the Calculate Finance Charges function the New Fin Chg field is updated if the customer has an overdue invoice The finance charge is based on the information in the ARFCxxx Finance Charge Codes file When you run the Periodic Maintenance function the amount in the New Fin Chg field is added to the amount in the Unpaid Fin Chg field Then the New Fin Chg field is cleared Accounts Receivable User s Manual 3 19 Setup Checklist and Functions Setup 3 20 When you set up customer records do not enter
244. nts 8 15 sample 8 17 Customer Vendor Inventory Lookup function key 1 42 1 56 pull down menu command 1 42 Customers account types 3 19 aging 6 36 1 32 1 47 1 61 balance forward accounts 10 3 balance information 3 20 changing levels 3 11 clearing high balances 9 10 comments 3 21 10 19 credit and balance information 10 9 credit card information 3 20 10 12 credit hold 3 20 credit limit 3 20 credit statuses 3 21 Customer Comments screen 10 19 deleting 10 4 distribution codes 3 19 finance charges 3 19 3 20 function 10 3 6 general information 10 5 General Information screen 10 5 group codes 3 18 header screen 10 3 history information 3 20 10 15 money owed 3 20 open invoice accounts 10 3 partial shipments 3 19 payment information 3 19 setting up 3 18 statement code 3 18 tax groups 3 19 unapplied credits 3 20 viewing balances 4 5 detail history 4 11 history 4 4 invoice totals 4 13 invoices 4 6 open invoices 4 9 payment history 4 4 sales history 4 4 summary history 4 15 Customers and Open Invoices function 4 3 sorting invoices 4 7 viewing customer balances 4 5 customer history 4 4 invoices 4 6 cutoff date B 3 D Daily Sales Tax Report function 6 17 sample 6 19 Daily Work menu structure 1 6 data dictionaries 2 3 Data File Conversion function 2 5 2 6 Data File Creation function 2 3 data files backing up 3 25 Defaults table Accounts Recei
245. nts are displayed The inventory account is displayed from the ARGLxxx table Accept each displayed account number The Inquiry command is available if Accounts Receivable is interfaced with General Ledger Enter the number of units that were sold Enter the type of unit the item is sold by for example EACH if it is sold individually Enter the item s unit price and unit cost The entry s total price the quantity ordered times the unit price and total cost the quantity ordered times the unit cost are displayed After you save the line item entry information enter another line item or exit to the Recurring Entries screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon Cancel command to cancel the entry To delete the entire recurring entry use the Delete F3 command on the header screen Accounts Receivable User s Manual 10 35 Recurring Entries File Maintenance Recurring Entries Scroll Region When you exit from the line item entry screen the Recurring Entries scroll region screen appears ae nie Lelie ACT Shpim Type mum Exi Pin Eres Tan puse ent acp oper and Tora 4 27 Tad The Recurring Entries screen
246. nu commands You can also switch between live and sample data or change to another company and its data set Change Company Field NITET Select the company to change to from the pull down list box Data Set Dm Set Liew Pe On the Start menu you check the Live Data radio button to work with live data or check the Sample Data radio button to work with sample data You can also press F5 to change between sample and live data Right Click Menu Screen Key Description Add to Remove Favorites Use the Add to Remove Favorites menu button to add the F10 desired submenu or function to or from your Favorites menu Change to Favorites Main Toggles your display menu between your Favorites menu F2 and your Main menu Sample data Live data F5 Switches between your sample data and your live data Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Function Information F1 Displays information about the selected function 1 34 Accounts Receivable User s Manual Introduction OSAS Graphical Graphical Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu yo
247. nvoices Screen Select Print History Invoices from the History Reports menu This screen appears ther BE Bo 70 Eso J Peek il Pom Thai freeones Fr The Thai Comey FEU Teer Accounts Receivable User s Manual 8 31 Print History Invoices History Reports 5 1 Enter the range of customers for which you want to print invoices credit Inquiry memos 2 Enter the range of invoice numbers you want to print 3 Enter the range of invoice dates you want to print 4 Indicate whether you want to print invoices credit memos or both 5 Accept the displayed message that the system will print on the invoices and credit memos or change the message 6 If you want to print additional descriptions check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 Select the output device After the invoices are printed a totals log is printed 8 32 Accounts Receivable User s Manual History Reports Print History Invoices Print History Invoices Form BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 001 Sold ATIN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 Date Rep ID Order No 07 14 99 GPD 47581471 Item Description Quantities 100 Electrical Package 150 Plumbing Package Shipped Shipped Thank You for y
248. ny information on plain paper forms Toggle to YES or NO to indicate whether or not you want to be able to post data without printing reports Toggle to YES if you want to post line item detail to General Ledger Toggle to NO if you want to post only summary information Toggle to YES or NO to indicate whether or not you want to be able to age invoices online directly in the ARCUxxx file If you select YES invoices for open invoice customers will be aged in the Customers function and in the Information Inquiry Customers and Open Invoices function Invoices for all customers will be aged in the Periodic Maintenance and the Post Transactions functions If you select NO the invoices are aged for all customers when you post and when you use the Periodic Maintenance function Toggle to YES or NO to indicate whether or not you want to apply credits to oldest items first for statements Tables store information relating to the system data options and default settings for other applications Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table For example in the table the system always treats the account on the first line as the cash receipts account and the account on the second line as the discount account Accounts Receivable User s Manual Setup Setup Checklist and Functions You can set up
249. o calculates average prices in the INUPxxx Units Pricing file Before Posting Before you post do these things If you have a multiuser system make sure that no one else is working with the batch es you are posting You cannot post if someone else is working within the batch es Print the Sales Journal see page 6 9 the Miscellaneous Credits Journal see page 6 13 and the Cash Receipts Journal see page 6 21 e Back up all the data files The information in the Sales Journal and the Miscellaneous Credits Journal comes from the ARTDxxx and ARTHxxx files The information in the Cash Receipts Journal comes from the ARCRxxx file Posted entries are cleared from these files to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 6 34 Accounts Receivable User s Manual Transaction Reports Post Transactions Post Transactions Screen Select Post Transactions from the Transaction Reports menu The function screen appears Powt Tian L Comweaxh Em xs Hei Te NIGNETTT Hra You Lip Fo Fa 7 ta Fini 2 Fr TIT Age dT a ones Devi Lise RB H emn
250. o go to the scrolling region when you are finished entering line items Scrolling Region Commands The scrolling region appears and the available commands are listed at the bottom of the screen Jop 81155 beseriptrtun BES BIHSHTME EAEG umrcewer Ib gii IDOO OCEAN BAILEY aD Bei ELARI FL 33332 4323 2 1 Lana Bet Invoice H Dare ire zt Berajwsge 10 0 GL Parind Code EY LO Beterecee Fins BtLiLing Phare 00 Cement oo Entersedit Azpmnd View Baader Next Totals Use the arrow keys to move to the item with which you want to work Then use the Command Bar commands to perform tasks Command Bar Field Description Enterzedit Press Enter to edit the line entry in detail 13 38 Accounts Receivable User s Manual Job Receivables Job Invoice Entries Field Description Append If no line items are on file for this schedule the Append Entry window appears If line items do exist they appear in the scrolling region Press A to add an entry View Press V to view the line entry in detail Header Press H to move back into the header portion of the screen to make any changes and then use the Proceed OK command to return to the detail portion of the screen Next Job Press N to edit view or create a schedule of entries for another job Totals Press T to view the totals for all schedule entri
251. o terminal 7001 Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Setup each table as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults Accounts Receivable User s Manual 3 13 Setup Checklist and Functions Setup Codes 3 14 If you have three 01 and CO1 you might want the terminals in companies A01 and to share table DF You might want company 01 to have some of its terminals use a set of defaults specific to each one while other terminals share values that are common among themselves but specific to company Col Companies A01 and can share table DF No table has the label DFA DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company C01 that needs its own set of defaults can have its own table for example terminal 7001 has table DFTO001 If you use terminal 001 in company A01 and in company C01 the DFTOOI table applies in both situations regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to find a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company you are working in If it cannot find
252. o2cuu 16 100 Tanas Complete Lari Ii DA p4 22003 nl 5 bice eke Bllilhg D 1181 00 00 z200 57 0 51 13 0 00 2 90 H isgend View Hamidar Hert Job Goto Description Press Enter to edit the line entry in detail If no line entries are on file for this schedule press E to generate an entry for each Job Phase available and the scheduled contract dollars from each of those records 13 11 Set Up Schedule Job Receivables 13 12 Field Append View Header Next Job Totals Description If no line items are on file for this schedule the Append Entry window appears If line items do exist they appear in the scrolling region Press A to add an entry Press V to view the line entry in detail Press H to move back into the header portion of the screen to make any changes and then use the Proceed OK command to return to the detail portion of the screen Press N to edit view or create a schedule of entries for another job Press T to view the totals for all schedule entries for this job Accounts Receivable User s Manual Application Text Use the Application Text function to create edit and print AIA invoice text information You can set up 10 different forms 0 9 that you can use to print AIA invoices Form 0 and are provided with Contractors Job Cost Select Application Text f
253. ob Torelis 13 52 Accounts Receivable User s Manual Job Receivables Cost Plus Invoice Entries Use the arrow keys to move to the item with which you want to work Then use the Command Bar commands to perform tasks Command Bar Field Enter edit Append View Header Next Job Totals GoTo Accounts Receivable User s Manual Description Press Enter to edit the line entry in detail If no line items are on file for this schedule the Append Entry window appears If line items do exist they appear in the scrolling region Press A to add an entry Press V to view the line entry in detail Press H to move back into the header portion of the screen to make any changes and then use the Proceed OK command to return to the detail portion of the screen Press N to edit view or create a schedule of entries for another job Press T to view the totals for all schedule entries for this job Press G to go to a particular line item This option only appears when all cannot be viewed in the scrolling region 13 53 Cost Plus Invoice Entries Job Receivables Totals Screen When you press T to view the Totals window this window appears Tad 1 a Jone 471 a n 50 1 AT D alcs 100 50 L Press any key to exit the Cost Plus Inv
254. of invoices When you are finished entering cash receipts exit to the Daily Work menu Produce the Cash Receipts Journal see page 6 21 to check for errors and to use as an audit trail If you find errors use the Edit Cash Receipts function see page 5 29 to edit incorrect cash receipts Accounts Receivable User s Manual Edit Cash Receipts Use the Edit Cash Receipts function to change information about existing cash receipts Edit Cash Receipts Screen Select Edit Cash Receipts from the Daily Work menu The function screen appears Eomh Eu fim NN EY Tian Hach Tepoed Hospes Vitres hr dard ip 9 An Hamer F TTE GLES Enn L 71 Farad Ex Check Beh 0 DEM _ Check a CELIO mn TORE Inquiry 1 Enter the batch or deposit number for the cash receipt you want to edit or accept the displayed number Inquiry 2 Enter the transaction number for the cash receipt you want to edit or accept the displayed number 3 Edit information about the transaction the customer ID invoice number payment date and GL period or accept the displayed information Accounts Receivable User s Manual 5 29 Edit Cash Receipts Daily Work 4 Edit information about the payment the am
255. of Report siunoooy Builders Supply Calculate Finance Charges Balance 136738 1940 763 1710 1788 25934 8449 506876 79096 8246 197917 980618 Balance 31 Days 109446 Calculated Finance Finance Finance Finance Finance wodey eoueurJ eoueul4 ejejno e3 UBdO Statements Statements show the month s transactions summarizing your customer accounts Use the Statements function to print statements for customers whose records specify that they receive statements Statements Screen Select Statements from the Open Invoices menu The function screen appears ES Jim foie e Pk Deae i Pad Beers E F Al T Horra B alancar gm Dace Dow Tje Dus Pied ares Ponce Dus Pmi TS haue 2 T wA Balances XO Poni PO tnde Fri Hy issem erem Fd mbar het Dans aga eared B Case faxum peli Has H ss VOR aF Garsa Pies pes LE cern ip Chery hirisi Iira VENE Inquiry 1 Enter the range of customers for whom you want to produce statements 2
256. off date or enter the date the system is to use as an ending point for aging Invoices dated later than this cutoff date do not appear in the report 7 10 Accounts Receivable User s Manual Open Invoices Aged Trial Balance 10 11 12 13 14 15 16 Accept the displayed date or enter the date of the first statement that you want to include in the report Invoices paid before the date you enter will not be included in the report Aging breaks are the dates that define aging buckets or categories of invoices with a particular aging status The categories are Current and Past Due 1 4 Accept the displayed dates or enter different dates Select the date by which you want to age invoices Select the order in which you want to print the report If you want to include only customers whose balance is past due check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to list line item transactions associated with each customer check the box or enter Y in text mode If you want to list only totals associated with each customer uncheck the box or enter N in text mode If you want to include balance forward customers check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to include the contact ID check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want informatio
257. oice Entries screen and then use the Exit F7 command to return to the Cost Plus Invoicing menu 13 54 Accounts Receivable User s Manual Print Cost Plus Invoices Use the Print Cost Plus Invoices function to print your cost plus invoices Select Print Cost Plus Invoices from the Cost Plus Invoicing submenu on the Job Receivables menu The Cost Plus Invoices screen appears sas et Et Supply LLIT Walley Park Dr ahskopes Hd 525379 ETL IE E Inquiry 1 Define the Job ID range you want to view For more information on how to define ranges see Selecting a Range of Information on page 1 59 2 Enter a Message up to 40 characters you want printed on all invoices 3 Enter Y to print the company heading on the form otherwise enter N 4 Select how you want to output the invoices For more information on how to select an output device see Output the Report on page 1 60 After the invoices are produced the Cost Plus Invoicing menu appears Accounts Receivable User s Manual 13 55 Print Cost Plus Invoices Job Receivables A sample Cost Plus Invoice Form is shown below Cost Plus Invoice Form Mii Sal Park Tang mM om TES eeeae FUDLEL n i 92 Lin go 99972081 arm sanum meg OF
258. omers function see page 10 3 and enter C in the Group Code field to identify it as a credit card company Enter the default general ledger account associated with the payment code The Inquiry and Maintenance commands are available if Accounts Receivable is interfaced to General Ledger Enter the amount of the payments received using this payment method this period this quarter this year and last year When you post transactions the ARTDxxx and ARTHxxx Transaction files update the ARPYxxx file After you save the payment method information enter information about a different payment method or exit to the Codes Maintenance menu 11 12 Accounts Receivable User s Manual Finance Charges Use the Finance Charges function to set up different finance charge codes for specific customers Assign the finance charge codes to the customer when you set up the customer s record The codes are used to determine the finance charges when you run the Calculate Finance Charges function Finance Charges screen Select Finance Charges from the Codes Maintenance menu This screen appears 75 Fmancr Charger Lal xa oe _ Franca Code jur Hence mance cheg code nam 12 berman n m irecaca m h Tp Copa CLLH Terra Inm Field Description Finance Charge Code
259. on 12 3 sample 12 4 Sales Tax Information window Invoices 5 19 Recurring Entries 10 39 Sales Tax Report description 1 15 function 9 3 IX 16 when to print 9 3 sample data changing to 1 30 1 34 1 50 scroll region buttons First Line command 1 43 Last Line command 1 43 Next Line command 1 43 Next Page command 1 43 Previous Line command 1 43 Previous Page command 1 43 scroll region commands 1 58 Down Arrow 1 41 1 58 End 1 41 1 58 Enter 1 58 F3 1 41 1 58 Home 1 41 1 58 Ins 1 41 1 58 PgDn 1 41 1 58 PgUp 1 41 1 58 Tab 1 41 Up Arrow 1 41 1 58 Serial Inventory Lookup function key 1 57 pull down menu command 1 42 Serial Number Entry window 5 14 5 15 serialized items 1 12 Set up application 1 34 setting up access codes 3 24 backup schedule 3 25 checklist 3 7 codes 3 14 customers 3 18 information to gather 3 3 initial balances 3 23 options and interfaces 3 8 payment methods 3 16 recurring entries 3 22 sales reps 3 15 ship to addresses 3 21 tables 3 12 tax groups 3 16 Shift F2 C 1 Shift F1 function key 1 40 1 52 Shift F10 function key 1 38 1 44 1 55 Shift F2 function key 1 52 Accounts Receivable User s Manual graphical menus 1 29 text menu 1 51 Shift F3 function key 1 56 Shift F4 function key 1 56 Shift F5 function key 1 57 graphical menus 1 29 text menu 1 51 Shift F6 function key 1 42 1 57 text menu 1 29 1 51 Shift F7 function key 1 42 1 57
260. on on how to select an output device see Output the Report on page 1 60 After the report is produced the AIA Invoicing menu appears A sample Invoice Worksheet is shown below 13 16 Accounts Receivable User s Manual Job Receivables Invoice Worksheet Invoice Worksheet Tam num genium 31 099 ler 54 ramermm orn SITE FEME On 4 LICHT EIN ETHET THAN CITVUT Exam LE LAAT Ema TWRITE CATs Gann Ur ILLS V1 NEL a anm Bui ier Supp hy WZEE Br mr mr mr EF un mu are mmm al zr mr Bt i mr Er mr mr mr Er Rr mr UE nur Ges 0 Accounts Receivable User s Manual EI mal Jon ag d a dg ian an 88 m 1 on Ti on Tm Ti in B m 488454883 Ba no ama on 3 3 3 3 3 S 3 amp a 8 a a 8 a nra Wr x ym ag 7 Ta od 13 17 Application Entries Use the Application Entries function to enter AIA invoice items
261. on to print AIA invoice information before posting If you find mistakes use the Application Entries function to edit the invoices Select Applications Journal from the AIA Invoicing submenu on the Job Receivables menu The Applications Journal screen appears A OAS TE Poe Hap Inquiry 1 Define the Job ID range you want to view For more information on how to select ranges see Selecting a Range of Information on page 1 59 2 Select the invoice types to include e On Hold Only includes only held invoices Released Only includes only released invoices Both includes both held and released invoices Accounts Receivable User s Manual 13 27 Applications Journal Job Receivables 3 Select how much detail you want to include Detail prints a detailed AIA journal including job and phase information while Summary prints a summarized journal that whos job totals only 4 Enter Y to print each invoice on a separate page or enter N to print one continuous page of information 5 Select how you want to output the report For more information on how to select an output device see Output the Report on page 1 60 After the report is produced the AIA Invoicing menu appears A sample Detail Applications Journal is shown below 13 28 Accounts Receivable User s Manual Applications Journal Job Receivables Detail Applications Journal dv END du T Md 51 UIE AY
262. one it uses the systemwide table For example if you are using quick entry to enter an invoice for company A01 on terminal T001 the system first looks for QITOOI If it cannot find table QITOOI it looks for QIA If it cannot find table QIA it uses the systemwide table QI If the system cannot find any applicable table perhaps because the systemwide table was accidentally deleted an error message appears and you must rebuild the table Use the Codes Maintenance functions to set up information about sales COGS accounts distribution accounts terms of payment shipping methods payment methods and finance charge codes The codes serve as a shorthand method of entering information Accounts Receivable User s Manual Setup Setup Checklist and Functions See Chapter 11 for information about these codes Sales Reps The ARSRxxx file stores information about each person who is paid a commission on sales entered in Accounts Receivable If you plan to use the commission system you must set up sales rep records see page 10 25 and elect to keep sales history in the Resource Manager Options and Interfaces function before you begin processing in Accounts Receivable For each sales rep you must specify several pieces of information Personal information Commission rate e Whether the commission is a percent of gross profit or net sales e Whether the commission is based on booked sales or paid invoices Whether the com
263. or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide For instructions on converting your files see the Conversion section later in this chapter If you plan to use General Ledger Inventory Bank Reconciliation or Job Cost with Accounts Receivable you must set up those applications before you set up Accounts Receivable Accounts Receivable User s Manual 2 3 Installation Installation and Conversion Accounts Receivable and Sales Order If you plan to install Sales Order install it immediately after installing Accounts Receivable See the Sales Order User s Manual for information about installing Accounts Receivable and Sales Order at the same time 2 4 Accounts Receivable User s Manual Conversion If you use an earlier version of OSAS Accounts Receivable you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Accounts Receivable data files You can upgrade from version 3 2 4 xx 5 xx or 6 0x If you want to convert to version 6 1 from a version earlier than 3 2 contact a client support representative Note You must install the new version of Acc
264. or you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function on the Resource Manager Workstation Configuration menu e InSearch mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by selecting Command Help from the Help pull down menu in the inquiry window You can also shorten your data search by entering a part of the key before you use the Inquiry command For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Scroll Button Key Result Moves the cursor to the first key in the inquiry window PgUp Displays the previous page of keys in the inquiry A window Accounts Receivable User s Manual 1 45 OSAS Graphical 1 46 Scroll Button Key a a 4
265. ort 8 11 Customer Sales Report 8 15 Customer Activity Report 8 19 Summary Invoice History 8 23 Promotional Analysis 8 27 Print History Invoices 8 31 Tax Audit Report 8 35 Periodic Processing Sales Tax Report 9 3 Periodic Maintenance 9 7 Purge Customer Comments 9 13 Purge Selected Files 9 15 Accounts Receivable User s Manual File Maintenance Customers 10 3 Ship to Addresses 10 23 Sales Reps 10 25 Recurring Entries 10 29 Tables 10 41 Build Open Invoice File 10 53 Change Fields 10 57 Codes Maintenance GL Codes 11 3 Distribution Accounts 11 5 Terms 11 7 Shipping Methods 11 9 Payment Methods 11 11 Finance Charges 11 13 Master File Lists Sales Reps List 12 3 Customer Detail List 12 5 Customer Labels 12 7 Customer Comments List 12 11 Customer Credit Cards 12 15 Ship to Address List 12 17 Ship to Address Labels 12 21 Recurring Entries List 12 25 Codes List 12 29 Tables List 12 31 Job Receivables Overview 13 3 Set Up Schedule 13 5 Application Text 13 13 Invoice Worksheet 13 15 Application Entries 13 19 Application Forms 13 23 Accounts Receivable User s Manual Applications Journal 13 27 Post Applications 13 31 Job Invoice Entries 13 35 Print Job Invoices 13 41 Job Invoices Journal 13 43 Post Job Invoices 13 45 Cost Plus Invoice Entries 13 49 Print Cost Plus Invoices 13 55 Cost Plus Invoices Journal 13 57 Post Cost Plus Invoices 13 59 Job Open Invoice Report 13 63 Job Cash Flow Report 13 67 Re
266. ot run the program you selected from the menu Make sure that the program that appears is in the application s program directory and select the function again Unable to load menu record menu from file filename The application s menu record is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Unable to lock file in use One of the function s files is locked because another workstation on the system is using it Try the function again when no one else is using the file Accounts Receivable User s Manual A 11 System Messages References Unable to open file Unable to open file in use The file you are trying to use is either corrupted or locked at another terminal on the system Wait a few minutes and try again If the condition continues get help from a support technician Unable to print to device The system cannot access the output device you are trying to use Make sure that the output device is online Valid entries are range Valid units are units Enter one of the valid selections shown in this meesage Warning customer is on credit hold The customer is on credit hold Press Enter to remove the message and then continue working with the customer ID or enter a different customer ID Warning summary history not available for all comparisons Summary history is not available for all the comparisons in the report In each co
267. ou want to copy Customer Name If you entered an existing ID in the Customer ID field the customer s name appears if not the field is skipped Do You Want to Add The Customers function has these subscreens Change General Information Credit and Balance Information Credit Card Information History Information Customer Comments If you want to enter or change information on a subscreen enter Y and turn to the appropriate screen below if not enter N 10 4 Accounts Receivable User s Manual File Maintenance Customers Field Description When you add customers you must enter general information General Information If you elected to add or change general customer information the General Information screen appears A __ ee d Cust 1 A gpess 1 WEST 5380 AVENTE Ardramam I 3 Both EXHBAE CITY n i WHEL zip cCcunrryg kopr Dpen Ship Ions Coxe 01 Lon BLAIK P Ship TES Phone JORG 255 5395 Fax 5 14 Copa SCOTT or up Imi Clem BinnsscTA Salen Sow leet E Teri itr CENTEL LI Terese Goce EPET if io ef ao Reg 1 0 1D DRT3 20 i 1 1 Laces kogen Beh Sirm uww krgmec cmnrm Field D
268. ount discount difference and method of payment and information related to the payment method or accept the displayed information When you save the information a blank Edit Cash Receipts screen appears Enter a different batch or deposit number and transaction number or use the Exit F7 command to return to the Daily Work menu 5 30 Accounts Receivable User s Manual Copy Recurring Entries Use the Copy Recurring Entries function to copy entries from the ARRHxxx and ARRExxx Recurring Entries files to the ARTDxxx and ARTHxxx Transaction files when the recurring entries come due Use the run codes and cutoff dates that you set up in the Recurring Entries function to copy the batches according to your schedule After you copy an entry it is treated like another transaction When the ARTDxxx and ARTHxxx files are posted the entries are moved to the ARINxxx Open Invoice file Before you copy recurring entries produce the Recurring Entries List see page 12 25 and back up your files If you are using Accounts Receivable on a multiuser system make sure that no one else is using the Recurring Entries function You cannot copy recurring entries until the other users exit from that function Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu This screen appears Jim oe Aires Ante Few Ta 1 Dis Teco Gatch if nm W
269. ounts Receivable before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Tax classes locations and groups are kept in Resource Manager the RMCDxxx RMTXxxx and RMGCxxx files If you are converting Accounts Receivable from a version previous to 5 0 and you want Accounts Receivable to use the tax information from the earlier version use the Data File Creation function on the Resource Manager files first The Accounts Receivable conversion then moves the information from the old files to the new ones Before you convert an application s files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files do these things e Back up your data files Make sure that no unposted transactions are in your current version Accounts Receivable User s Manual 2 5 Conversion Installation and Conversion Consider Your Setup Before you try to convert your version of Accounts Receivable to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Converting
270. our order Location Tax Breakdown Tax location not on file 00 00 Non Taxable Taxable Sales Tax 00 530628 25 00 BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 Run Totals Taxable 4566265 66 Non Taxable 6394 64 1910 00 Freight 00 00 Total Sales 4574570 30 2786220 68 1788349 62 Prepaid Amount Total Credit Sales Invoices Printed 1 Ord Date 515 0000 PKG 75 0000 PKG Freight Misc 00 00 lt lt INVOICE REPRINT Page 1 Ship To ACE BUILDERS 1588 SE 315 STREET PADUCAH KY 28655 7865 Inv No 12670001 Ship Via Terms C O D Units Price Amount 360 7215 185774 66 952 9065 71467 99 Subtotal 530628 25 Invoice Total 530628 25 Amount Paid 530628 25 Net Due 00 lt lt INVOICE REPRINT Accounts Receivable User s Manual 8 33 Tax Audit Report The Tax Audit Report shows amounts allocated for as many as five tax levels This information comes from the transactions posted to the ARHIxxx Detail History file Produce this report before you delete records or purge history You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Tax Audit Report Screen Select Tax Audit Report from the History Reports menu This screen appears ee iw CCR RA
271. ows taxes collected and owed sorted by tax group Daily Sales Tax Report Screen Select Daily Sales Tax Report from the Transaction Reports menu The function screen appears Dals Eden 121 Coenen jaie beg STO neam T E ein ewe T Feed Ded Ford Inquiry 1 Enter the range of tax groups whose sales taxes you want to include in the report Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the amount of detail you want to include in the report 4 Select the output device Accounts Receivable User s Manual 6 17 Daily Sales Tax Report Transaction Reports A sample Daily Sales Tax Report is at the end of this section After the report is produced the Transaction Reports menu appears 6 18 Accounts Receivable User s Manual siunoooy 61 9 04 11 2001 5 25 Invoice Inv GRAND TOTAL End of Report Builders Supply Daily Sales Tax Report By Tax Location Detail Tax Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 1497 28 2892 88 1odey sajes Apjeq uonoesueJ Cash Receipts Journal The Cash Receipts
272. p Date GL Period Taxable Accounts Receivable User s Manual Transactions Description If you are entering a miscellaneous credit you can skip this field Enter the code for the shipping method If you entered a shipping address code the means of shipment is displayed Accept it or enter a different means If the shipping code you entered is not on file enter the means of shipment If you are entering a miscellaneous credit you can skip this field Enter a picking slip number or press Enter to skip this field If you are entering a miscellaneous credit you can skip this field If you entered a picking slip number enter a shipping date or press Enter to skip this field If you are entering a miscellaneous credit you can skip this field Press Enter if you want to post the transaction to the displayed period or enter a different period If you enter an invoice in one period and then ship it in a different period the GL period is adjusted accordingly If any part of the transaction is taxable check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 9 Transactions Daily Work Field Description Tax Group Enter the group where the tax is to be applied even if the transaction is not taxable If you use the Maintenance F6 command the Tax Groups function is temporarily called up see the Resource Manager User s Manual After you enter the tax gro
273. pears 6 22 Accounts Receivable User s Manual siunoooy 60 9 12 31 2000 5 26 Deposit Batch ID Cust ID Credit Invoice Payment Bank ID GL Account Number Date 001 1010 FNB001 12670064 12 21 00 Customer 001 ACE BUILDERS 000001 1010 0015 FNB001 12670072 12 21 00 Customer CASHCA CASH SALES OAKLAND CA 000001 CASHMD 1010 0017 FNB001 000001 CASHMD 1010 0016 FNB001 12670079 12 21 00 BAL FWRD 12 21 00 Customer CASH SALES BALTIMORE MD 000001 1010 0018 000001 1010 0019 12670081 12 21 00 BAL FWRD 12 21 00 Customer CASH SALES MINNEAPOLIS 000001 1010 0020 000001 1010 0021 12670082 12 21 00 BAL FWRD 12 21 00 Customer CASHPS CASH SALES DALLAS TX GRAND TOTAL End of Report Credits 89877 71 Builders Supply Cash Receipts Journal By Customer ID Customer Inv Pymt Balance Payment Amount Mthd Discount Type Difference Check 014269 29431 5 Debits 89877 71 Balance Due jeuinor sjdiadey use uonoesueJ jeuunor sidie2ou 4529 Methods of Payment Journal The Methods of Payment Journal summarizes cash receipts by methods of payment Use this function to produce a list of receipts for credit card claims Methods of Payment Journal Screen Select Methods of Payment Journal from the Transaction Reports menu The function screen appears of Poppet Anal E
274. ply Commissions Report 12 01 2000 Thru 12 31 2000 Description Extended Price Profit Percent Heating Cooling Pack Invoice Total Exterior Panels Cabinets Invoice Total Interior Door Entry Door Standard Window 24 Cabinets Invoice Total Booked Sales Builders Supply Commissions Report Description Extended Price Profit Percent GRAND TOTAL Page 1 Line Item Detail Commission 1513 76 472 04 2285 38 2 Commission 2285 38 suoissiuiuo suoissiwwoy History Reports AR Analysis Report Sales Analysis Report Detail History Report Customer Sales Report Customer Activity Report Summary Invoice History Promotional Analysis Print History Invoices Tax Audit Report Accounts Receivable User s Manual 8 3 8 7 8 11 8 15 8 19 8 23 8 27 8 31 8 35 8 1 8 2 History Reports Introduction The history reports get information from the ARHIxxx and ARHSxxx Detail and Summary History files Each report serves as a reference for activity after you post together they provide a source of data you can use to complete an audit trail Accounts Receivable User s Manual Analysis Report The AR Analysis Report provides an analysis of your company s outstanding receivables The report has three parts Each part compares the receivables of a period you specify with those of a previous period the previous three periods
275. port Screen Select Commissions Report from the Open Invoices menu This screen appears morte Heer el E3 ES deci fle sip Te EH Pick Frrr Fai nam zen 4 P Ure Dieta 17 Salen immer Ey CLG a TUE CIR Enter the range of sales reps whose commissions you want to include in the report Enter the range of dates of the invoices to be taken into account in the report Select the type of detail you want to include in the report Select the output device A sample Commissions Report is at the end of this section After the report is produced the Open Invoices menu appears 7 32 Accounts Receivable User s Manual 5 1955 siunoooy 66 4 12 31 2000 12 34 Sales Rep DMM Employee Name Donna M Mendelsohn 24889031 24889031 24889031 2670076 2670076 2670076 2670076 2670077 2670077 2670077 2670077 2670077 2670077 Sales Rep DMM Tota 12 31 2000 12 34 AM End of Report 2 09 2000 2 09 2000 2 09 2000 2 19 2000 2 19 2000 2 19 2000 2 19 2000 2 25 2000 2 25 2000 2 25 2000 2 25 2000 2 25 2000 2 25 2000 Based on Inventory ID TRANSACTION TOTALS 250 700 TRANSACTION TOTALS 300 350 600 700 TRANSACTION TOTALS 5 250 of Net Sales Inventory ID Builders Sup
276. port representative if you encounter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to osas The Accounts Receivable System Conventions OSAS Graphical OSAS Text Reports Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Customers and Open Invoices Open Invoices Detail History Summary History Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Accounts Receivable User s Manual 1 3 1 5 1 21 1 25 1 47 1 59 2 3 2 5 3 3 3 7 4 3 4 9 4 11 4 15 5 3 5 23 5 29 5 31 5 33 5 35 Transaction Reports Print Invoices 6 3 Sales Journal 6 9 Miscellaneous Credits Journal 6 13 Daily Sales Tax Report 6 17 Cash Receipts Journal 6 21 Methods of Payment Journal 6 25 Deposits Report 6 29 Post Transactions 6 31 Open Invoices Hold Release Invoices 7 3 Open Invoice Report 7 5 Aged Trial Balance 7 9 Cash Flow Report 7 15 Calculate Finance Charges 7 19 Statements 7 23 Customer Analysis Report 7 27 Commissions Report 7 31 History Reports AR Analysis Report 8 3 Sales Analysis Report 8 7 Detail History Rep
277. porting period you entered other periods use 30 days as an average The number you enter is used to calculate the number of days that sales are outstanding 3 Select the output device A sample AR Analysis Report is at the end of this section The system inserts the periods in the report An asterisk in the report indicates that no summary history is available for that period or it is insufficient for a range of periods In the first section of the report finance charges are included in the Total AR column but not in the individual aging columns The amounts in the second section are a composite of all receivables that are outstanding for more than 30 60 90 and 120 days After the report is produced the History Reports menu appears 8 4 Accounts Receivable User s Manual siunoooy 9 8 Builders Supply AR Analysis Report Period 12 2000 Page 1 Days Sales Out standing 26 60 36 42 00 31 60 61 90 91 120 Over 120 Total AR 3066 10 09000090009 307597 76 453 08 00 54554 16 286602 66 282089 78 00 00 63127 31 344423 58 00 00 00 00 00 Kus Over 60 Over 90 Over 120 Tot Total Amt Pct Tot Total Amt Pct Tot Total Amt Pct Tot 306310 398 47 00 40 52 55007 24 19 19 54554 16 19 03 54554 16 19 03 23 63127 31 18 33 63127 31 18 33 63127 31 18 33 00 00 00 00 0
278. post or if the online aging option is set to YES If you do not do periodic maintenance before you enter activity for a new month the Current columns in the report show activity for the current month and all the months you did not do periodic maintenance Accounts Receivable User s Manual 7 9 Open Invoices Aged Trial Balance Screen Select Aged Trial Balance from the Open Invoices menu This screen appears Fab Ape By Thu Zin Fur Gerrard Thr C meram Don Bise LL Daian pide Fix Dimara aren Agna Cae Tiz1520m Daia nz r hri Peet irreeacaz a Te Code Cinsi Fari buia na 1 Balance Fors Curae 3 ale Pani usd Frid Tape Inquiry 1 Enter the range of customers you want to include in the report Inquiry 2 Enter the range of sales reps you want to include in the report 3 Enter the range of states you want to include in the report Inquiry 4 Enter the range of distribution codes you want to include in the report 5 Accept the displayed aging date or enter the date the system is to use as a starting point for aging 6 Accept the displayed cut
279. ppears only if there is more than one screen of line items in the scroll region To enter a different recurring entry press N The Transaction Type menu appears Enter a different recurring entry or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual 10 37 Recurring Entries File Maintenance Totals Information This window appears when you use the Totals command from the Recurring Entries scroll region Catal oration Demi Eu Jie De E imam Fiag Tens n Hiema hg ui Lain T ais kreace Tahal wa ia naa Field Description Subtotal The subtotal of the line items is displayed Freight Enter the shipping charges Tax Class If you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class is displayed Accept the displayed tax class or enter the tax class the shipping charges should be applied to Miscellaneous Chgs Enter the miscellaneous charges for example handling Then enter the tax class the miscellaneous charges should be applied to Inquiry Tax Class If you indicated that freight is taxable in the Resource 10 38 Manager Tax Groups function the freight s tax class is displayed Accept the displayed tax class or enter the tax class the shipping charges should be applied to Accounts Receivable User s Manual
280. press E Then see page 5 29 for information about editing cash receipts e To quit applying a receipt to the customer s account press D to change the cash receipt to the amount you have applied so far e designate the cash receipt as on account for the customer press If a default invoice number was set up in the DFxxxx table it appears Accept the displayed invoice number or enter a different number Then enter the amount you want to apply to the account If you apply only part of the cash receipt the system subtracts it from the receipt to calculate the amount remaining e To view totals information for the batch or deposit number press T Receipt prepayment and totals information for each kind of payment method associated with the batch so far appears Totals Pil mut nir mu d Dat Cae TE 1 H wise w A NI E Ig 11 5090 Ud 420080 33 Accounts Receivable User s Manual 5 27 Cash Receipts Daily Work 5 28 You can enter a different batch or deposit number for a different set of totals After you are finished viewing the totals information use the Exit F7 command to return to the Cash Receipts screen e move the prompt to a different invoice number press and enter the number This command appears only if there is more than one screen
281. r s Manual Operations Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Allows the insertion of characters between preexisting entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions 1 41 OSAS Graphical Introduction 1 42 Inventory Lookup Menu jasmin Loco Jua If you use the Inventory application and the cursor is in an ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Selection Key Alias Lookup Shift F3 Customer Vendor Lookup Shift F4 Detail Lookup Shift F5 Lot Lookup Shift F6 Serial Lookup Shift F7 Description Lookup Shift F8 Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use and 2 wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the and 2 wildcard characters to restrict or widen the search Search for detailed information about an item You can enter search information in any
282. r display modes use the arrow keys to move between lines of text Use the Tab key to move from one end of a line to another Use the Proceed OK command to save any changes when editing 13 14 Accounts Receivable User s Manual Invoice Worksheet Use the Invoice Worksheet function to plan completed amounts retained material amounts retained and total amounts retained for each phase of a job Use the information in the Application Entries function Select Invoice Worksheet from the AIA Invoicing submenu of the Job Receivables menu The Invoice Worksheet screen appears A 545 Denny 1 Define the Job ID the Invoice Form information you want to view For more information on how to select ranges see Selecting a Range of Information on page 1 59 Accounts Receivable User s Manual 13 15 Invoice Worksheet Job Receivables 2 Select the job type to include e Completed Jobs includes jobs with actual finish dates Open Jobs includes jobs with actual start dates but no actual finish dates e All of the Above includes both completed and open jobs 3 Enter 1 to view a detail invoice worksheet which includes all jobs and phases otherwise enter 2 to view a summary invoice worksheet which only includes job totals 4 Enter Y to print each job on a separate page otherwise enter N to print one continuous page of information 5 Select how you want to output the report For more informati
283. r more sales or miscellaneous credits When you enter an invoice you can record having received all the money or having received only some of it You can copy recurring entries to an invoice Use the Recurring Entries function to define the run codes that identify recurring entries The information is kept in the ARRHxxx and ARRExxx files Information about unposted invoices and miscellaneous credits is stored in the ARTDxxx and ARTHxxx files When you enter a line item for a serialized item or for an item kept in a lot the lot number or the serial number transaction number and associated line item entry number are stored in the ARLSxxx file If the description field for each line item is not long enough you can enter 10 lines of additional descriptive text about each line item The additional text is stored in the ARDExxx file and is printed on invoices and miscellaneous credit memos Accounts Receivable User s Manual Introduction The Accounts Receivable System Producing Reports Use the Transaction Reports functions to prepare invoices produce reports and post The information comes from the ARTDxxx ARTHxxx and ARCRxxx files When you post information from these files is cleared and you cannot retrieve it Use the Print Invoices function to print invoices for your customers You can print the invoices in batches or individually The ARTDxxx and ARTHxxx files provide information for the following journals e
284. r the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall Accounts Receivable User s Manual 1 61 Installation and Conversion Installation Conversion Accounts Receivable User s Manual 2 3 2 5 2 1 Installation Before You Install Accounts Receivable Make sure your system meets these minimum requirements before you install Accounts Receivable The Accounts Receivable system needs a minimum of 13 megabytes 13Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Accounts Receivable Use the Install Applications function in Resource Manager see the Resource Manager User s Guide to install Accounts Receivable No special considerations need to be made for Accounts Receivable when you use the function Setting up Accounts Receivable Once you have installed Accounts Receivable on your system you must prepare your data files for everyday use You can prepare files for use with Accounts Receivable in one of two ways you can create and set up your files manually on a new system
285. rchitects Invoicing functions include setting up a billing schedule adding or editing existing application text that is printed on the application form printing an invoice worksheet and entering current applications You can also print the application forms and journals and post applications to update customer information Use Job Invoicing functions to enter invoices for general jobs based on a fixed billing amount to print invoices for which you have entered billing transactions to print a record of Job Invoice transactions to be posted and to create regular invoices and retainage invoices in the Open Invoice file The Cost Plus Invoicing functions include entering invoices for cost plus work or work whose bill consists of a fixed amount plus a percentage of the cost of materials and labor You can also print your cost plus invoices create and record your cost plus invoice transactions for future reference and analysis and post your cost plus invoices to Contractors Job Cost and to other applications that may be interfaced to Contractors Accounts Receivable Use the Job Receivables functions to produce a list of open invoices or a cash flow report with job IDs The Job Open Invoice Report is a list of the invoices with job IDs This report is valuable if you want to track the job related bills you send as your jobs progress The Job Cash Flow Report lists how much cash is due within five aging periods with job IDs Accounts Receiva
286. rd method for calculating retainage is based on a percentage of materials stored You enter the dollar amount of materials stored in the Application Entries function The percent you enter here is multiplied by that amount to calculate retainage Complete and Materials Method The fourth method is a combination of the second and third methods You can enter a complete percentage and a material percentage to be used to calculate retainage for job 13 8 Accounts Receivable User s Manual Job Receivables Set Up Schedule Line Item Entry Screen If line items don t exist for the information you defined on the Set Up Schedule screen the line item entry window appears The line item entry window appears for one of three reasons e You are creating an invoice and have finished entering header information e Youuse the Append command on the Command Bar to add an item to the end of the list e Youuse the Edit command on the Command Bar to edit an item in the list If you use this command the line item entry screen is titled Edit Entry instead of Append Entry 1 If you are appending an entry enter the Billing ID for the line item You enter up to six characters Billing items within the schedule usually correspond to phases or segments of phases 2 If you are appending an entry enter a Change Order Number if there is one associated with this entry Press Enter to skip this field 3 Enter a Description for the b
287. rder in which you want to print the report 5 Accept the current period and fiscal year that are displayed from the ARPDxxx table or enter a different period or fiscal year 6 Select the output device A sample Customer Activity Report is at the end of this section After the report is produced the History Reports menu appears 8 20 Accounts Receivable User s Manual siunoooy 12 8 04 11 2001 8 22 Cust Customer 001 ACE BUILDERS CASHCA CASH SALES OAKLAND CA CASHMN CASH SALES MINNEAPOLIS CASHMD CASH SALES BALTIMORE MD GRAND TOTALS End of Report Builders Supply Customer Activity Report for Period 12 2001 By Customer ID Gross Profit Average Invoice No of Invoices Amount Pct Tot Amount Pct Tot Amount Pct Tot 110461 72 47436 64 2 110461 72 284 09 24954 73 11188 99 24954 73 64 18 4683 94 2477 89 5 4683 94 12 05 00 140100 39 40 03 61103 52 46700 13 120 10 wodey suodey AjAnoy 5 Summary Invoice History Use the Summary Invoice History function to produce a report that summarizes sales information by invoice totals from history Summary Invoice History Screen Select Summary Invoice History from the History Reports menu This screen appears Feeney bree Aloe T Dea Pek Eon Bg Cush Fi
288. re stored press L and enter the location ID The Inquiry F2 command is available for both the item ID and location ID fields When you are finished viewing the information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual C 5 Abandon function key 1 37 1 52 pull down menu command 1 37 verification button 1 36 About OSAS pull down menu command 1 40 Access Code function key 1 28 1 50 tool button 1 30 access code entering in graphical menus 1 30 entering in text menus 1 50 Access Codes parameter 1 23 access codes company specific information 3 25 setting up 3 24 what to protect 3 25 account types setting up 3 19 Accounts Receivable before converting 2 5 before you install 2 3 converting to version 6 1 2 6 description 1 5 files 1 7 installation 2 3 installing new version before converting 2 5 interfaces 1 20 Bank Reconciliation 3 8 General Ledger 3 8 Inventory 3 8 Job Cost 3 8 menu structure 1 5 setting up 3 3 Accounts Receivable User s Manual Index setup considerations 2 6 system requirements 2 3 Add Remove Favorites function key 1 29 1 51 additional descriptions 1 12 specifying whether to keep history 3 10 using those stored in Inventory 3 10 Additional Descriptions file description 1 8 setting up 3 10 Additional Descriptions History file description 1 12 setting up 3 10 additional text option for li
289. redit card the customer used Authorization Code If you selected a payment method of type credit card enter the authorization code for the payment Memo If you entered a payment method of type other or write off enter memo information associated with the payment for example discount promotion trade Command Bar When you save the information about how the payment was made the command bar appears Customer Apply Receipt View Edit Done On acct Totals Goto e To apply the cash receipt to a particular invoice move the prompt to the invoice line and press A The Apply Receipt window appears Press Enter to apply the total remaining to the invoice or enter an amount to apply to the invoice Accounts Receivable User s Manual When you have applied the entire cash receipt for this customer you can press C and then enter a different customer ID to enter cash receipts for To enter new receipt information press R The cursor returns to the receipt portion of the screen Enter additional payment amounts for the customer or edit the displayed receipt information e To view the customer s previous receipts or invoices press V The View Receipts Invoices screen appears At the Receipts or Invoices prompt enter R to view receipts or I to view invoices When you are finished viewing the information use the Exit F7 command to return to the Cash Receipts screen e To edit a cash receipt that s already applied
290. rge entries from the ARRHxxx and ARRExxx files by cutoff dates Entries with a cutoff date before the date you specify are purged from the ARRDxxx ARRHxxx and ARRExxx files Accounts Receivable User s Manual Setup Setup Checklist and Functions Initial Balances You can use the summary method the detail method or a combination of the summary and detail methods to set up the initial customer balances and open invoices Summary Method The summary method is quicker than the detail method but it does not provide complete sales history First enter a balance in each customer record for the quarter period and year to date and last year balances and credit and payment history Then enter outstanding balances If you elected to use online aging in the Resource Manager Options and Interfaces function turn the option off before you enter beginning balances The summary method consists of the following steps 1 Enter the unpaid finance charges and outstanding invoice amounts for the current period and the four aging periods and enter credit and payment history 2 Use the Build Open Invoice File function see page 10 53 to build an invoice for each unpaid finance charge current amount due and balance in an aging period Detail Method The detail method provides complete sales history but it is more time consuming than the summary method You must enter the year to date transactions in the ARINxxx file and post them to the
291. rification is turned on you must press a key twice to verify that you want to perform exit or abandon operations If the bell is turned on it sounds at an error or when you must verify a command If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry in certain application functions turn the option on If verification is turned on you must press the PgDn key twice to proceed to the next screen or to save your entries Accounts Receivable User s Manual Introduction OSAS Graphical Execute and OS Command Call 5 Program Product Suggestion Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Accounts Receivable User s Manual Other Menu pex o Dee in d Selection Operations Calculator Displays the OSAS calculator Allows you to enter an operating system command from within OSAS Allows you to execute a 5 program Use this function to create a printable report for future OSAS product suggestions Allows you to view the application options you have set up for a particular application Use this function to search across your data You can select from the installed applications which data to search in Allows you to search for information on emp
292. rint Log fields is where you select the code or ID to change and whether or not you want to produce the printed log The lower left or Values section is where you will build a list of the values you want to change by specifying the old value and the new value The lower right or Files section contains a list of the files that will be changed in the applications you have installed on your system Field Definitions Header Field Name Print Log Description Enter the Field ID you want to change You can change only Accounts Receivable fields from the Accounts Receivable menu To change IDs and codes from other applications run the Change Fields function in the respective application Select the Print Log field to print a list of the files that are changed After you enter the field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Field Definitions Values 10 58 Field Name Original Value New Value Command Bar Command Tab tag Enter Edit Description Enter the current field value that you want to change Enter the new value that you want to use for this field Description Press Tab to switch to the Files section of the screen Press Enter to edit the current line Accounts Receivable User s Manual File Maintenance Change Fields Command Append Begin code change Header Goto Field ID Descrip
293. rom the AIA Invoicing submenu of the Job Receivables menu A blank Application Text screen appears al Taxt py E B 1 undaerztgumed Cuntracctur certifies thet the bast of the has sccorbdabpce Sith Ccoprrasrror toc Work for which previous Ceyzifdicarem for Lagos a houn lmzmin now cum nT CAST rate of uacribed and Bectmry Public Paget Commission expi In accordance wich the Contract do zmentzs cbmssrwwttunms man cettifiua thm Gener thet bo thm bert of the Architect s knowledg Iced Che qualiry of the Work im sccoordanoce The mr Carrifimi tcc t cest 1 Enter the form number with which you want to work If you are setting up a new form you can copy it from an existing one You can have up to 10 forms 0 9 Accounts Receivable User s Manual 13 13 Application Text Job Receivables 2 Select the type of action you want to perform e Enter D to display the form Enter E to display and edit the form Enter P to print the text In the edit o
294. rsor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you press Tab or Enter enter T If you do not want the cursor to stop at a field leave the field blank After you have set up or changed a table use the List F8 command to produce a copy of it You can also use the Tables List function see page 12 31 to produce a list of all Accounts Receivable tables Accounts Receivable User s Manual Build Open Invoice File Before you use Accounts Receivable you must build the ARINxxx Open Invoice file which stores invoices credit memos cash receipts and finance charges The method you use to build the ARINxxx file depends on whether you want detailed or summary invoice information Note Before you enter beginning balances if you elected to use online aging in the Resource Manager Options and Interfaces function select NO for the Use Online Aging option in that function If all your customers have open invoice accounts and you want individual invoices for them use the Invoices option in the Transactions function see page 5 3 to build the ARINxxx file If you have some balance forward customers use the Build Open Invoice File function to quickly enter their open invoice balances You should also use this function if you have open invoice customers you want only one summary invoice for in each aging period For open invoice customers the Build Open Invoice Fil
295. s function is temporarily called up After you enter the terms code the description for the code appears To identify the transaction enter the sales order number or the customer s purchase order number To skip this field press Enter If you entered an order number enter the order date You copy Recurring Entries by run code to the ARTDxxx and ARTHxxx files Use the same run code for entries that you copy on the same basis For example you could use 01 for entries you copy on the first day of each month 15 for entries you copy on the fifteenth day of each month and so on Enter the run code the recurring entry belongs to Enter the date after which you no longer want the entry to be copied to the ARTDxxx and ARTHxxx files or press Enter to skip this field Enter the shipping address code for one customer or for a group of customers If you use the Maintenance F6 command the Ship to Addresses function is temporarily called up Accounts Receivable User s Manual File Maintenance Recurring Entries Field Ship Method Ship Via Pick Slip No Taxable Tax Group Description Description If you enter a code for one customer and the code is in the ARSAxxx Ship to Address file the address appears If you enter a code for a group of customers the associated shipping address is used for the customers in the group with the same shipping address code when you copy the entry If the code is not vali
296. s year to date finance charges and customer high balances Use the Purge Selected Files function to remove specific information from the ARHDxxx Additional Descriptions History ARINxxx Open Invoice ARRHxxx and ARRExxx Recurring Entries ARHIxxx Detail History and ARHSxxx Summary History files according to the date you specify Accounts Receivable User s Manual Introduction The Accounts Receivable System Master File Lists Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files details about sales reps customers ship to addresses recurring entries and codes File Information The information you enter in Accounts Receivable functions is stored in files Each file falls into one of four categories customer files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better idea of how each fits in Customer Files The customer files serve as permanent sources of customer information data stays in the files until you remove it The ARCUxxx Customer file holds the following customer information which you can enter directly through File Maintenance functions or by updating information from interfaced applications e customer ID and description customer address and phone an
297. s References When are paid invoices removed Paid invoices dated before the date you specify are removed through the Purge Selected Files function B 4 Accounts Receivable User s Manual Information Windows C When you use the Invoices Miscellaneous Credits and Edit Transactions options in the Transactions function and the Cash Receipts Enter Recurring Entries and Edit Recurring Entries functions the Information menu or the Shift F2 function key in text mode is available on the header line item entry and totals screens Use the functions on the Information menu to access windows that show customer and credit history and customer comments When you pull down the Information menu or press Shift F2 in text mode a menu appears utes lia oim Lune Hire riorem To access an information screen select it from the menu Then refer to the appropriate heading below for more information Accounts Receivable User s Manual C 1 Information Windows References Customer Information Window When you select Customer Information from the AR Information menu the customer information window appears gem indica me qium Lal eus tJ Geet 777 BUILDERS MDAT Cher WHEL Hew fn Unpad Chage sce oie Mi Dawni TETINE CH lmi Tino Balance Ha pene 10 LE
298. s not on file There is no summary history for customer ID in fiscal year You cannot print the report for this fiscal year because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function during this year Thru value cannot be less than From value Thru value must be greater than From value The value you entered at Thru is smaller than the value you entered at From Press Enter and then enter the correct value at Thru 10 Accounts Receivable User s Manual References System Messages Transaction is not on file Transaction number not found Transaction number not on file Transaction number not found The transaction number you entered is not in the ARTHxxx Transaction file Enter a different transaction number The Inquiry F2 command is available The transaction may also be stored in a different batch Change the Batch ID and try again Transaction in process on terminal ID The terminal in this message is adding the transaction number Assign a different number to the transaction Unable to create temporary file for this workstation The system cannot create a temporary file for posting in the data directory Check directory permission If the problem persists contact a support technician Unable to execute program program The system cann
299. s report The Open Invoice Report shows only summary totals information If you need a more detailed report for sales analysis print the Detail History Report see page 8 11 Before you produce the Open Invoice Report make sure that you have posted all the transactions Open Invoice Report Screen Select Open Invoice Report from the Open Invoices menu The function screen appears Opes us gt te Ok Dame D Fas keine Pej fer 30 00 Compe H Toms TUE ni Accounts Receivable User s Manual 7 5 Open Invoice Report Open Invoices 5 1 Enter the range of customers whose information you want to include in the Inquiry report 2 Enter the date of the first paid invoice that you want to include in the report Paid invoices dated on or after the date you enter will be included in the report 3 Select the output device A sample Open Invoice Report is at the end of this section The letter H in the St status column indicates that the invoice is on hold The amounts in the Gross Amount column are the invoice totals before discounts are taken After the report is produced the Open Invoices menu appears 7 6 Accounts Receivable User s Manual siunoooy 2 2 04 11 2001 5 30 Invoice Type St MOP Date Cu
300. s who your top customers are The customers are listed in descending order of sales the customer who bought the most is listed first and the customer who bought the least is listed last If you organize the report by customer ID the report shows only grand totals If you organize the report by customer class the report shows subtotals for each class in addition to grand totals If you list the customers by sales rep ID the report shows subtotals for each sales rep in addition to grand totals You cannot produce the report if you did not elect not to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Accounts Receivable User s Manual 8 19 Customer Activity Report History Reports Customer Activity Report Screen Select Customer Activity Report from the History Reports menu This screen appears baie Tee P It Fraa Thu Sadan Pine Thin Firi By Iv Casorm D Lac Faget fiz u i Term Tne CR Inquiry 1 Enter the range of customers you want to include in the report Inquiry 2 Enter the range of customer classes you want to include in the report Inquiry 3 Enter the range of sales reps you want to include in the report 4 Selectthe o
301. s window to add change and view comments When you are finished viewing the information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual C 3 4 Information Windows References Customer History Window When you select Customer History from the AR Information menu the Customer History window appears Holey exem gt mo STET a J ACE BUILDERS me x The window that appears and the supporting function are identical to the Detail History Inquiry function on the Information Inquiry menu You can use this window to view line items and invoice totals from history When you are finished viewing the information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual References Information Windows Item Information Window When you select Item Information from the AR Information menu the Item Information window appears if Accounts Receivable is interfaced with Inventory 4 CU T DOG LC look at the information for the inventory item that is alphabetically next in the INVExxx file press Enter To look at the previous item alphabetically in the file press P To look at the information for a different item press N and enter the item ID To change the location in which the items you want to look at a
302. s without using the function keys While the function keys work in the graphical menus the menu bar and tool buttons offer you a choice in accessing these functions Such a choice is common in graphical Windows applications Using the mouse you can either move the cursor to the menu and click once or click on a tool button for the function desired Below is a sample of the OSAS pull down menu and tool buttons and a description of each T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help Accounts Receivable User s Manual 1 29 OSAS Graphical Introduction 1 30 File Menu fie Hodes eat Festes ier ASE najs zi Saws Ee dala Result Button Access code F4 Displays the Access Code dialog box See l Access Code dialog box below Sample data set F5 Toggles between the Sample Data and the or Live Data set Live Data Workstation date F6 Displays the Workstation date dialog box See Workstation Date dialog box below Exit 7 Exits from OSAS Using the Access Code dialog box 5 Set timn Cod To change the access code enter the code in the field Then click OK to save your entry and return to the OSAS menu or click Exit to abandon the dialog box and return to the menu Using the Workstation Date dialog box yr lege 3 m imin _
303. se an invoice move the prompt to the invoice you want to change and press H to change the status To change it back press H again To change the status of all invoices from one type to another press A In the window that appears enter H to change all statuses to held or R to change all statuses to released To split a payment or credit memo into more than one payment or credit memo or to reapply a payment to an invoice press S Then enter the amount of the new invoice and the invoice number to apply payment to To work with invoices for a different customer press C Then enter the ID of the customer whose invoices you want to work with To work with invoices for the first customer on file press To work with invoices for the last customer on file press L To work with invoices for the next customer on file press N To work with invoices for the previous customer on file press P To move to a specific invoice number press G and enter the number You can use this command only if there is more than one screen of invoice numbers When you are finished working with information for the customer enter another customer ID or exit to the Open Invoices menu Accounts Receivable User s Manual Open Invoice Report The Open Invoice Report lists the invoices miscellaneous credits and cash receipts in the ARINxxx Open Invoice file Only open invoice customers account type O in the ARCUxxx Customer file are included in thi
304. ser s Manual Hold Release Invoices Use the Hold Release Invoices function to put disputed invoices on hold release held invoices split a payment or credit into several parts or reapply a payment or credit to an outstanding invoice If you put an invoice a miscellaneous credit or a cash receipt on hold it does not appear on the customer s statement but it will continue to be aged properly Finance charges are not assessed for held invoices Hold Release Invoices Screen Select Hold Release Invoices from the Open Invoices menu The function screen appears Irre RA E3 Doni unemanis 4 pti paiia Tee 77 ACE DEFA Seemed Type acre Check oa mesur _ 1 TED Teed Accounts Receivable User s Manual 7 3 Hold Release Invoices Open Invoices Field Description Customer ID Enter the ID of the customer whose invoices you want to hold or release If you use the Maintenance F6 command the Customers function is temporarily called up After you enter the ID information about the customer appears the customer s account type status date and amount of the last payment and check number Command Bar 7 4 Hold release All Split reapply Customer First Last Next Prev Goto To hold or relea
305. sion of Accounts Receivable you can simply verify the contents of these files instead of building the data 1 Set up the options and interfaces for setup 2 Build the tables 3 Use the functions on the Codes Maintenance menu to build the sales COGS and distribution accounts terms codes finance charge codes and shipping methods 4 Build the ARSRxxx Sales Rep file 5 Build the RMTHxxx Tax Location Header RMTDxxx Tax Location Detail RMGCxxx Group Code and RMCDxxx Tax Class Code files in Resource Manager 6 Build the ARPYxxx Payment Methods file 7 Build the ARCUxxx Customer file 8 Build the ARSAxxx Ship to Address file 9 Build the ARRExxx Recurring Entries Detail ARRDxxx Recurring Additional Descriptions and ARRHxxx Recurring Entries Header files 10 Enter initial balances 11 Setup access codes 12 Setup a backup schedule Accounts Receivable User s Manual 3 7 Setup Checklist and Functions Setup Options and Interfaces An application can be interfaced to work in conjunction with other applications Accounts Receivable can be interfaced with General Ledger Contractors Job Cost Bank Reconciliation and Inventory General Ledger When Accounts Receivable interfaces with General Ledger posting in Accounts Receivable makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales cost of goods sold inventory freight Contractors Job Cos
306. st ID Order No End of Report 22 01 Cust ID Order No Order Date Cutoff Date 12 31 2001 Order Date Cutoff Date Order Date Cutoff Date Builders Supply Recurring Entries List By Recurring Entry Number Sales Account Units COGS Account Inv Account Qty Ordered Qty Shipped Unit Price Ext Cost Unit Cost Ext Price Tax Class 5010 1044 SR1 SR2 Tx Grp Terms Desc Freight Subtotal Sales Tax Miscellaneous 2 10 n 30 4010 125 00 00 5010 1044 581 582 Tx Grp Terms Desc Freight Subtotal Sales Tax Invoice Total Miscellaneous 1 10 n 30 4010 1 0000 125 5010 1 0000 50 1044 125 00 00 SR1 SR2 Tx Grp Terms Desc Freight Subtotal Sales Tax Invoice Total Miscellaneous 1 10 n 30 Freight Subtotal Sales Tax Extended Cost Extended Price Miscellaneous GRAND TOTAL 00 00 375 00 00 150 00 375 00 1611 seu1u3 Duuunoeg 51511 191Se A 157 6uuunoeH Codes List The Codes List is a reference of the codes used for sales COGS account pairs distribution codes terms codes and shipping methods codes This information is entered in the DFxxxx table and the ARCDxxx Codes file produce this list before you change information in either place Codes List Screen Select Codes List from the Master File Lists menu The function screen appears Carden Lint Lomwee h En Jim bole Seo DA s o4 BL Coir
307. stomer 001 ACE BUILDERS 12670046 IN 09 05 2000 10 05 2000 12670064 IN 11 24 2000 12 24 2000 12670064 PY CHK 12 21 2000 12670074 IN 12 21 2000 01 20 2001 24889030 IN 12 09 2000 01 08 2001 24889107 GRAND TOTAL End of Report Discount 09 15 2000 12 04 2000 12 31 2000 12 19 2000 12 21 2001 Builders Supply Open Invoice Report Gross Discount 1492 39 709 36 434 44 1046529 Payments 35467 99 7203 92 348165 10 Credits 49188 61 Balance 110087 74619 96341 101270 100296 649176 uedo eoioAu uedo Aged Trial Balance The Aged Trial Balance shows the invoice balances broken down into five aging periods The detail report shows full detail for all invoices the summary report shows only the aging period totals For balance forward customers the summary balances of the five aging periods are shown For open invoice customers the invoices credits and receipts in the ARINxxx Open Invoice file and the aging period each of the transactions belongs to are shown provided you elect to include full details If you have open invoice customers the aged balances in the Aged Trial Balance may not be the same as the ones in the ARCUxxx Customer file The balances in Aged Trial Balance are up to date on the day you print the report the balances in the ARCUxxx file are updated at the end of the month when you
308. t When Accounts Receivable interfaces with Contractors Job Cost posting in Accounts Receivable updates billing information in the Contractors Job Cost job and phase records When you enter invoices refer to the Contractors Job Cost Jobs and Phases List for Customer IDs and contract numbers Bank Reconciliation When Accounts Receivable interfaces with Bank Reconciliation deposits for sales paid with cash or checks update the BRTRxxx Transactions file Inventory When Accounts Receivable interfaces with Inventory accounts receivable transactions update the quantities in use in the Inventory item records and posting in Accounts Receivable updates the item stock quantities dates and balances Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears 3 8 Accounts Receivable User s Manual Setup Setup Checklist and Functions e Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables e Enter AR in the Application ID field The Accounts Receivable Options screen appears A D5AS misi ES enrragsnpEs ioia Vet Ledger TEE ro Tswentorv rn
309. t use the Edit Recurring Entries option in the Recurring Entries function see page 10 29 to correct them Recurring Entries List Screen Select Recurring Entries List from the Master File Lists menu The function screen appears emh xs mo ce Duties Tha 1 f limran E Fani Fee E nk ae Long Dados D Coder Compe A TT Inquiry 1 Enter the range of customers whose recurring entries you want to include in the list Accounts Receivable User s Manual 12 25 Recurring Entries List Master File Lists 2 Select the order in which you want to print the list 3 Select the amount of detail you want to include in the list You can print a summary report with totals for the customer or run code only a summary report with transaction totals only or a detail report with all inventory information 4 Select the output device A sample Recurring Entries List is at the end of this section After the list is produced the Master File Lists menu appears 12 26 Accounts Receivable User s Manual 12 31 2000 3 00 PM Entry Cust ID Run Code Description 001 1 CONSULTING FEE 001 siunoooy DAL001 1 CONSULTING FEE Cust ID Order No DALO01 SUN001 1 CONSULTING FEE Cu
310. t Post Applications from the AIA Invoicing submenu on the Job Receivables menu The Post Applications Journal screen appears PEG 1 If you have backed up your data files enter Y if not enter If you haven t backed up your files do so before posting See Before Posting on page 13 34 for more information 2 Select the fiscal year to which you want to post If Accounts Receivable does not interface with General Ledger or if you did not create last year data in General Ledger you must post to the current year If Accounts Receivable interface with General Ledger and you have created last year data in General Ledger select the fiscal year to which you want to post the journal entries You can post to the current year GLJRxxx file or to the last year GLJRxxx file 3 If you want to age all customers enter Y if not enter N 13 32 Accounts Receivable User s Manual Job Receivables Post Applications If you select not to age all customers the system does not make any aging adjustments If you elect to age all customers the customer aging buckets can be updated in one of three ways If you printed invoices the invoice date entered in the Print Invoices function serves as the basis for aging If you did not print invoices the invoice header date serves as the basis for aging If you did not enter an invoice number and therefore no invoice date the post date the system date when you use this function
311. te information is presented as an overall part of the year s total 3 Select the order in which you want to print the report 4 Select the output device A sample Customer Analysis Report is at the end of this section The sales amount is the net of the line items After the report is produced the Open Invoices menu appears 7 28 Accounts Receivable User s Manual siunoooy 62 2 04 11 2001 QTD YTD L Y GPD 25676 94 215787 47 1664357 29 1223579 63 CASHCA CASH SALES OAKLAND QTD YTD L Y 26895 60 74609 36 91441 96 00 CASHMD CASH SALES BALTIMORE MD CASHMN CASH SALES MINNEAPOLIS End of Report QTD YTD L Y 34113 39 108136 59 00 59730 49 345094 16 2006816 38 1542576 43 Builders Supply Customer Analysis Report les Per Days Net 2 0 10 30 Sales History Profit 2326 12 48546 85 492955 73 370863 25 0 0 0 Sales History Profit 11892 24 43678 14 49075 39 00 0 0 0 Sales History Profit 459 29 13388 03 65727 39 00 18143 96 116023 57 678070 58 563064 15 Dist By Customer ID Credit Limit Average Inv 25676 94 71929 16 128027 48 152947 45 Average Inv 13447 80 18652 34 18288 39 Average Inv 763 29 11371 13 21627 32 00 9955 24649 69200 154257 Balance Due 100296 49 75998 34 00 4683 92 180978 75 First Sales 07 14 2001 09 21 2000 03
312. te information about the field you in F3 Delete the information on the screen Since this command can delete an entire record use it with caution IX PgUp Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made gt Shift F9 Copy the contents of the current field e Shift F10 Paste the contents you copied from a previous field into the current field i Displays the calculator screen Displays the pop up calendar screen You can use the calendar to add and review reminders for any date Em F1 Displays information about the field you are in Displays the on line documentation e Verification Buttons Abandon Click on the OK button to proceed to the next screen or to save your entries click on the Abandon button to abandon your entries i 1 36 Accounts Receivable User s Manual Introduction OSAS Graphical Function Pull Down Menus Commands Menu Edt Dem F2 0 FE ec Abandon iF d Tries iF TP Selection Key Operations Inquiry F2 Use the Inquiry command to display a list of valid entries for the current field from which you can select a choice Maintenance F6 Go directly to the appropriate File Maintenance function to update information about th
313. ter the range of customers whose cards you want to include in the list 2 Enter the range of payment methods that define the types of credit cards you want to include in the list 3 Select the output device A sample Customer Comments List is at the end of this section After the list is produced the Master File Lists menu appears Accounts Receivable User s Manual 12 15 Customer Credit Cards Master File Lists Customer Credit Card Report 12 31 2000 1 33 PM Cust ID MOP 00 00 DALOO 00 10500 10500 MC SUNOO AMX 5000 50400 DIS 50400 MC TENOO VIS End of Report 12 16 American Express Master Card VISA American Express VISA Discover Master Card American Express American Express Discover Master Card VISA Builders Supply Customer Credit Cards List Card Number 774899320122 737790209022 634766239920 627738926637 774302002533 237736409898 466577462534 278929733944 362799304887 239958687748 943829300022 627112639919 Card Holder s Name Ace Builders Inc Ace Builders Inc Ace Builders Inc Bob Parker James A Hovland LA Construction Co LA Construction Co Randy P Sulivan Russell T Johnson Randy P Sulivan Randy P Sulivan Scott Weatherly Expiration Date 9 2002 4 200 4 200 3 2002 12 2000 12 200 3 2002 5 200 2 2002 7 200 3 2002 Accounts Receivable User s Manual Ship to Address List The Ship to Address List is a he
314. the ARRDxxx ARRExxx and ARRHxxx files Application Interaction Accounts Receivable can be used as a standalone application but you get optimal use from it when you interface it with other applications ratory Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way For information about application interfaces see page 3 8 1 20 Accounts Receivable User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions The Accounts Receivable User s Manual is divided into the following sections e Introduction provides an overview of this application and the OSAS system and the basic functionality of the application including graphical and text based application features and function key references e Application functions explains the functions within the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and
315. the output device A sample Sales Tax Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 4 Accounts Receivable User s Manual 51 6 6 12 31 2000 Builders Supply 2 50 PM Sales Tax Report By Tax Location General Ledger Accounts Tax Loc Name Level Tax Auth Tax ID Tax Liabilty Tax Expense Refundable 45 983458923 Tax Description Tax Per Nontaxable Over Short Consumer Goods 6 000 D 632184 13 000 118644 642 00 Resale Sales 000 00 000 s 00 Exempt Sales 000 00 000 00 Ind Agr Prod 000 i 632184 13 000 00 Interstate Comm 8 000 E 00 000 00 Motor Vehicles 000 E 00 000 00 Food Products 000 00 000 00 Clothing 000 00 000 00 Gasoline 000 00 000 Services 000 000 TOTAL FOR LOCATION CAR 1264368 09 Services TOTAL FOR LOCATION TXT Nontaxable Calculated Over Short GRAND TOTAL Sales 70181 49 6865529 51 3396 56 7159 88 3763 32 Purchases 119331 22 642 00 7159 87 7159 88 01 End of report Tax on Frt Refundable Refundable sajes uodeyu sajes Periodic Maintenance Use the Periodic Maintenance function to perform maintenance tasks on several files and prepare them for the next processing period quarter or year You cannot do periodic maintenance until the ARP
316. ting to view 4 10 Options table 10 41 Options and Interfaces screen 3 8 setting up 3 8 toggling an option 3 9 writing saving the specifications 3 9 OPTxxx table 10 41 OSAS conventions 1 22 running 1 22 setup considerations 2 6 system requirements 1 22 OSAS graphical version menu choices 1 25 Other function key 1 52 Other Command menu accessing 1 50 1 52 output device printer 1 60 parameters access code 1 23 Accounts Receivable User s Manual command to start OSAS 1 22 company ID 1 23 general expression 1 23 terminal ID 1 23 partial payments recording 5 23 partial shipments assigning to customers 3 19 partial key inquiry 1 55 Paste function key 1 38 1 44 1 55 pull down menu command 1 38 tool button 1 36 payment history viewing 4 11 4 15 payment information setting up 3 19 Payment Methods credit card for a company 11 12 definition 3 16 function 11 11 screen 11 11 setting up 3 16 Payment Methods file description 1 9 setting up 3 16 payment types check 3 17 credit card 3 17 definition 3 16 payments partial 5 23 splitting 7 4 period end maintenance consequences of 10 15 effects of 9 7 Periodic Maintenance credit status 3 21 effects of period end maintenance 9 7 effects of quarter end maintenance 9 7 effects of year end maintenance 9 8 error log 9 11 function 9 7 period end 1 17 purging transactions 3 22 quarter end 1 17 IX 13 requirem
317. tion Press A to append another value to change to the list Press B to begin the change field process Press H to return to the header section to change the selection you made for printing the log Press G to go to a particular entry Press F to choose a new field ID this will abandon any field changes you have entered but not yet made Continue entering old values and new values until you have specified all of the values you want to change If you want to change the files that will be changed you can use the Tab command to jump to that section If you are satisfied with your selections press B to begin the change process Field Definitions Files Field Name File Description Time Tag Accounts Receivable User s Manual Description The files that contain the Field ID you selected appear This field gives you an idea of the relative time it will take to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field This field denotes whether the file will be affected by the copy process Tag the file to change fields in the file 10 59 Change Fields File Maintenance 10 60 Command Bar Command Tab value Enter Tag Untag All None Begin Header Goto
318. tion and cash receipt information and producing the desired reports you are ready to post transactions When you post transactions several files are affected e Records are created in the ARINxxx file for each entry in the ARTDxxx and ARTHxxx files Invoice due dates and discount dates are updated e Balances and sales history information are moved from the ARTDxxx and ARTHxxx files to the ARCUxxx file ARCRxxx ARTHxxx and ARTDxxx files are purged Gross sales figures are updated in the ARSRxxx file e taxable and nontaxable sales amounts are updated in RMTXxxx file e Lot and serial numbers are removed from the ARLSxxx file e Ifyou elected to save detail and summary history the Resource Manager Options and Interfaces function detailed line item information is moved to the ARHIxxx file and summary totals information is moved to the ARHSxxx file e If Accounts Receivable is interfaced with General Ledger entries are made to the sales sales tax freight miscellaneous cash discount and accounts receivable accounts in the GLJRxxx Journal file If a cost is associated with a line item entries are also made to the inventory and cost of goods sold accounts Accounts Receivable User s Manual 1 15 The Accounts Receivable System Introduction e f Accounts Receivable is interfaced with Inventory the INHIxxx Detail History INHSxxx Summary History INLHxxx Lot History INLTxxx Lot Detail I
319. tions and to assign the terms to customers As a result you can receive payments from groups of customers based on the terms of payment The ARSMxxx Shipping Methods file stores information about your usual methods of shipping that you set up in the Shipping Methods function The codes serve as a shorthand method to enter shipping information in transactions The ARGLxxx GL Codes file stores information about your sales and cost of sales GL accounts which you set up in the GL Codes function The codes serve as a shorthand method for entering GL sales and cost of goods accounts in transactions when AR is not interfaced to the Inventory application The ARFCxxx Finance Charge Codes file stores information about the finance charge rates you assess on past due balances You use these codes as a shorthand entry method for assigning finance charge rules to your customers The ARDExxx Additional Descriptions file stores additional descriptions you assign to line items This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function Accounts Receivable User s Manual Introduction The Accounts Receivable System The ARPYxxx Payment Methods file stores information about payment methods When you define the methods in the Payment Methods function you can specify the payment type bank account ID and debit general ledger account When you set up customers you
320. to Version 6 1 2 6 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears LI jd LES Eth wrap C Eni Puy cortas fhe be o sent raara manmi aar core p pau cones pebmi G erpen Yean Centon Yan Acoeontc I3 Accents apabila mpap eral LS 1 system displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination Accounts Receivable User s Manual Installation and Conversion Conversion 3 If you want source files to be erased after conversion check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs check the box or enter Y in text mode if not uncheck the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem 5 Enter AR in the Appl column Accounts Receivable appears 6 Enter your earlier version n
321. to include history for items and jobs check the box or enter Y in text mode if not uncheck the box or enter N in text mode Accept the current period and fiscal year that are displayed from the ARPDxxx table or enter a different period or fiscal year A sample Customer Sales Report is at the end of this section After the report is produced the History Reports menu appears Accounts Receivable User s Manual siunoooy 21 8 04 11 2001 Builders Supply 8 21 PM Customer Sales Report with Job Item Detail for Period 12 2001 By Customer ID Customer Quantity Sold Gross Profit Average Invoice No of Invoices Item Number Quantity Units Amount Pct Tot Amount Pct Tot Amount Pct Tot 001 ACE BUILDERS 110461 47436 64 98 110461 72 100 35098 923 26 195 00 350 7150 9 89 85 19 450 1626 07 10 M 460 3569 y 79 79 600 3177 79 233 04 700 B 10550 1 23 99 93 200 Total Items Jobs 1 odey sajes CASHCA CASH SALES OAKLAND CA 250 300 350 Total Items Jobs CASHMD CASH SALES BALTIMORE MD Total Items Jobs CASHMN CASH SALES MINNEAPOLIS 400 1 0000 PKG 450 4 0000 EA 460 4 0000 EA Total Items Jobs GRAND TOTALS All Sales 140100 Items Jobs 115456 99 36459 End of Report suodey AoisiH se eg Customer Activity Report The Customer Activity Report show
322. to inform you that the process has been aborted Correct the problem described in the first message and try again At least one history selection must be YES You must include at least one type of history in the Customer Analysis Report A valid bank account ID is required If Accounts Receivable interfaces with Bank Reconciliation you must enter a bank account ID that is in the BRBAxxx Bank Accounts file Accounts Receivable User s Manual A 1 System Messages References Bank account ID is not on file Bank account not found The bank account ID you entered is not in the BRBAxxx Bank Accounts file Enter a different ID The Inquiry F2 command is available Basic Error Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that appears and get help from a support technician Billing ID Change Order already on file The Billing ID Change Order you entered in the Append Entry window is already on file Enter another Billing ID use the Exit F7 command to return to the line item scrolling area or press Enter to edit an existing Billing ID Change Order Break Code is not accepted for tax after retainage The Flexible Code field on the Application Entries screen contains information taken from the Schedule Header file ARJAx You cannot enter a code in this field if you chose to calculate tax after retainage by entering
323. totals information in the Transactions function or through the Cash Receipts function when you assign payments to existing transactions For open invoice customers you apply receipts against individual invoices For balance forward customers you apply them against outstanding balances Customers are designated as open invoice or balance forward in the ARCUxxx file The ARINxxx Open Invoice file stores such summary information as the amount due and the due date of the sales and miscellaneous credits that were posted from the ARTDxxx and ARTHxxx files The items remain on file until you purge them The ARLSxxx Lot and Serialized Item file which is used only if Accounts Receivable is interfaced with Inventory stores the lot number serial number item number location ID transaction number quantity and unit information and associated line item entry number when you enter a serialized item as a line item When you post those numbers are cleared from the ARLSxxx file The ARBTxxx Batch Control file keeps track of the transaction batches in use by each terminal It is updated each time you enter or change a transaction The ARCTxxx Transaction Control file keeps track of the transactions in use by each terminal It is updated each time you enter or change a transaction When you complete a transaction the record is deleted History Files The history files get information as a result of a post The ARHSxxx Summary History file co
324. treats the number on the first line as the batch ID the value on the second line as the distribution code and so forth Default Value For each field enter the value that you want to appear when you enter invoices miscellaneous credits and cash receipts Accounts Receivable User s Manual 10 47 Tables File Maintenance DUNxxx Table The DUNxxx table stores dunning messages for statements in the Statements function These messages appear at the bottom of a statement You can change the message on that function screen or in the DUNxxx table When you enter a Table ID the rest of the DUNxxx table appears mnle ID DU inn Hananya Tula z6 Type prompt ly basr dug lericualy pest dius Plea remit ecficn cw iumirmnt Field Description Messages Enter the message for statements less than 30 days past due from 31 to 60 days past due from 61 to 90 days past due and from 91 days or more past due respectively The system assigns the message on the first line to statements less than 30 days past due the message on the second line to statements from 31 to 60 days past due and so on 10 48 Accounts Receivable User s Manual File Maintenance Tables FORMxxx Table The FORMxxx table stores the message you want to print at the bottom of each invoice When you enter the Table ID the rest of the FORMxxx table appears A REE ARETE Table ID PORE DEescrigklio
325. u you can access your most used functions or submenus by pressing the F2 key Favorites Menu Text Style rm Favorites Kena AP Transactions GL Edit iranessctioms IH Transfers Journal To set up the text style display follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 Accounts Receivable User s Manual 1 49 Introduction Function Keys Used in the Text Menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu 5 Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function
326. u can access your most used functions or submenus by pressing the F2 key or by selecting Favorites from the pull down menu Favorites Menu Start Style I amp L Edit a function to the Favorites menu from the main OSAS menus simply highlight the function you want to add on the menu and press the F10 function key to add it to Favorites To remove a function from the Favorites menu highlight the function on the Favorites menu and press the F10 function key to remove it from the menu You can also use the right click menu to add a function to Favorites or to remove a function from Favorites Graphical Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below In OSAS commands are assigned to various keys on your keyboard as well as to certain tool buttons and pull down menu selections You can use these commands to work with data entry screens If a tool button or menu selection appears grayed out or muted the command is unavailable at this time Accounts Receivable User s Manual 1 35 OSAS Graphical Introduction Function Tool Bar Buttons 2 Tool Button Key Result F6 Go directly to the appropriate File Maintenance function to 3 upda
327. ual 1 5 The Accounts Receivable System Introduction 1 6 Daily Work After you establish the valid codes and IDs through the File Maintenance and Codes Maintenance functions you can use the Daily Work functions to enter transactions that involve a sale Use the Daily Work functions to track sales record payments as they come in track recurring entries as the money comes due and work with transaction batches Open Invoices and Reports Accounts Receivable offers three categories of reports transaction open invoice and history The transaction reports reflect activity before you post After you have produced all the transaction reports you are ready to post The open invoice reports reflect money due but not necessarily paid after you post You can use other functions on the Open Invoices menu to hold or release open invoices and to calculate finance charges for customers whose invoices are past due The history reports reflect activity after you post After you have produced the history reports you are ready to do periodic maintenance Use the report functions as often as you need to produce summarized information about transactions commissions sales analysis and so on Periodic Processing After posting over a period of time enough information is kept in various files that the files can get too large and slow down your system Use the Periodic Maintenance function to remove period quarter and year to date figure
328. uilders Supply Methods of Payment Journal Type Cash GL Account 100000 Payment 12 21 00 12 21 00 12 21 00 12 21 00 12 21 00 12 21 00 12 21 00 Payment Type CSH Total Grand Total Payment Jeuunof JO uonoesueJ Jo Deposits Report Use the Deposits Report function to summarize and list bank deposits from receipts of type cash and check Deposits Report Screen Select Deposits Report from the Transaction Reports menu This screen appears beget Cored Dee pA Ao T4 E J Fem Tha Dpr 3 ie Pree 2 Carpe RR red T0 Inquiry 1 Enter the range of bank accounts whose associated deposits you want to include in the report 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the output device A sample Deposits Report is at the end of this section After the report is produced the Transaction Reports menu appears Accounts Receivable User s Manual 6 29 06 9 enuen 12 31 2000 3 47 Bank 001 001 001 CASHCA CASHMD CASHMD CASHMN CASHMN CASHPS CASHPS DALOO GREO0 10500 10500 80100 80100 00 00 00 00 00 VISO0 Customer
329. ults function see the Resource Manager User s Manual to select the style of menu you want displayed by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions Favorites Menu The Favorites menu operates in any of the menu formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you perform tasks in several applications such as Transactions and Cash Receipts in Accounts Receivable GL Account maintenance in General Ledger and Price and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application s menus Once you have set up your Favorites menu you can open a function for use with one press of the Enter key or the click of a mouse button Favorites Menu Graphical Style Fammen _________ Lai A Cai anc owl ls Pem Leer For a sample of the Start style favorites menu see page 1 35 For a sample of the text favorites menu see page 1 49 1 24 Accounts Receivable User s Manual OSAS Graphical In a Windows environm
330. umber of Accounts Receivable and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Information Shift F2 command on the menu screen 7 If data files already exist for Accounts Receivable in the intended destination path the AR data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists 8 convert use the Proceed OK command 9 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Accounts Receivable files your answer to this prompt makes no difference 10 Ifa problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode 11 When the process is f
331. unction 12 25 sample 12 27 regular terms 11 8 reminders Pop Up Calendar 1 39 report commands 1 57 Down Arrow 1 57 End 1 57 Exit 1 57 F7 1 57 Home 1 57 PgDn 1 57 PgUp 1 57 Right Arrow 1 57 Tab 1 57 Up Arrow 1 57 Reports conventions 1 59 including all information 1 59 limiting information 1 59 selecting information for 1 59 reports history 1 6 menu structure 1 6 open invoice 1 6 posting data without printing 3 12 producing 1 13 transactions 1 6 Resource Manager Data File Conversion function 2 5 2 6 Data File Creation function 2 3 features of 1 3 Install Applications function 2 3 2 5 Right Arrow report command 1 57 Right Arrow function key 1 44 1 54 right click defined 1 21 IX 15 RMCDxxx file 1 10 file 1 10 run codes defining 1 12 recurring entries 3 22 10 29 S sales entering invoices 1 12 Sales Analysis Report description 1 14 function 8 7 requirements 8 7 sales categories Detail History Report 5 12 sales history for commissions 10 25 option to keep detail history 3 10 option to keep summary history 3 11 viewing 4 11 4 15 Sales Journal description 1 13 function 6 9 invoice number B 1 missing invoice numbers 6 10 when to print 6 9 Sales Order installing 2 4 Sales Reps commissions 3 15 10 25 function 10 25 setting up 3 15 Sales Reps file description 1 9 setting up 3 15 setting up commissions 3 15 Sales Reps List functi
332. up the description of the group appears Description Accept the displayed description of the tax group or enter a different description When you save the header information the line item entry screen appears Line Item Entry Screen The Invoices line item entry screen appears for one of three reasons e Youare creating an invoice and have finished entering header information e Youuse the Append command on the command bar to add an item to the end of the list 5 10 Accounts Receivable User s Manual Daily Work Transactions e You use the Edit command on the command bar to edit an item in the list If you use this command the line item entry screen is titled Edit Line instead of Append Line Domh been fe lei jot in Da 1 Cait 0812 o 3i dri Aj Tas a EU Pee EX ev tent ET al Seed Erdo TEX 415521 Come Tana Field Description Item Job If Accounts Receivable does not interface with Contractors Job Cost ITEM appears and you cannot change it If Accounts Receivable interfaces with Contractor s Job Cost JOB appears If Accounts Receivable interfaces with Contractors Job Cost enter l if you are entering an inventory line item or J if you are entering a job l
333. use the list as a reference when you enter accounts receivable transactions Customer Comments List Screen Select Customer Comments List from the Master File Lists menu The function screen appears Cuvtewer Comers Lie Wm a m E i TE ck Fus N Firm tm hd D Dane Duran D Fb mca Lows HLL Teemana Inquiry 1 Enter the range of customers whose comments you want to include in the list 2 Enter the range of dates associated with the comments you want to include in the list 3 Enter the range of reference IDs associated with the comments you want to include in the list Accounts Receivable User s Manual 12 11 Customer Comments List Master File Lists 4 Select the order in which you want to print the list 5 Select the output device A sample Customer Comments List is at the end of this section After the list is produced the Master File Lists menu appears 12 12 Accounts Receivable User s Manual Master File Lists Customer Comments List Customer Comments List 12 31 2000 Builders Supply 2 57 PM Customer Comments List By Customer ID Date Customer Date Ref Comment 001 ACE BUILDERS 01 21 2000 2 PLEASE NOTIFY DAISY OF ANY SHORT SHIPMENTS TRACER PUT ON LAST SHIPMENT 15 1999 3 ACE AGREED TO PAY 3000 ON 2 1 99 05 1999 PLEASE NOTIFY DAISY AT ACE WHEN ITEM IS MAILED CAL
334. ut customers that do not pertain to invoices For example you cannot use this function to find a customer s address To add to or change this information use the Customers function see page 10 3 or the Transactions function see page 5 3 Open Invoices Screen Select Open Invoices from the Information Inquiry menu The inquiry screen appears ae 7 3 Tyee rocca REL ET H nt _ m sm 1 Teel FIDE Cm Accounts Receivable User s Manual 4 9 Open Invoices Information Inquiry 2 Enter the ID of the customer whose open invoices you want to look at or press Enter to look at information about the first customer Use the commands on the command bar to find the information you need Customer First Last Next Prev Sort Goto To look at open invoices for a different customer or to change the date in the Include Paid Invoices After field press C Then enter the customer ID or date respectively To look at the first customer record on file press F To look at the last customer record on file press L To look at the next customer record on file press N To look at the previous customer record on file press P To sort the invoices a different way by invoice number the default or by invoice date press S until the
335. vable User s Manual description 10 47 setting up 3 13 Del function key 1 44 1 54 Delete customer comments 10 4 customer records 10 4 function key 1 37 1 52 pull down menu command 1 37 tool button 1 36 delete information on a screen 1 37 1 52 line item 1 41 1 58 Delete character function key 1 44 1 54 Delete Line command function key 1 41 1 58 pull down menu command 1 41 Delete to End of Line function key 1 55 Deposits Report description 1 14 function 6 29 sample 6 30 Depreciation Tables List list 10 61 Description Inventory Lookup function key 1 42 1 57 pull down menu command 1 42 deselect defined 1 22 Detail History file 1 11 function 4 11 specifying whether to keep 3 10 viewing period 4 12 Detail History Report description 1 14 function 8 11 sales categories 5 12 sample 8 13 Detail Inventory Lookup function key 1 42 detail method initial balances 3 23 DFxxxx table description 10 47 IX 7 screen 10 47 setting up 3 13 Distribution Account Codes file description 1 8 Distribution Accounts function 11 5 screen 11 6 distribution codes assigning to customers 3 19 definition 10 7 setting up 3 19 double click defined 1 21 Down Arrow inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 Down Arrow function key text menu 1 51 Down arrow function key 1 53 DUNxxx table description 10 48 setting up 10 48 E Edit
336. ventory for example It represents an asset when you record a sale to customers the transactions are expressed as gains to your source of revenue and losses to the assets you sold For example if you sell inventory items the transaction represents a gain to your capital and a loss to inventory Menu Structure The Accounts Receivable menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use File and Code Maintenance Use the functions on the File Maintenance and Codes Maintenance menus to set up and maintain information about your customers For example use the Customers function to establish and update information about customers you usually do business with The system uses various codes to define customers records Some of these codes are defined in File Maintenance functions others are defined in Codes Maintenance functions For example terms codes which serve as a shorthand method of entering terms of a transaction for a customer should be set up in the Terms function on the Codes Maintenance menu before you set up the customer records in the Customers function on the File Maintenance menu Information Inquiry Use the Information Inquiry functions to view not change information about customers invoices and history If you are running OSAS through a multiuser network several people can look up the same information at the same time Accounts Receivable User s Man
337. work completed and stored materials divided by the scheduled amount Use the Proceed OK command to save the entry The information is stored in the Schedule Detail file ARJBx Entering a change order number here does not create a change order entry in the Change Order Transactions file Accounts Receivable User s Manual Job Receivables Set Up Schedule Use the Exit F7 command to exit the line item entry screen when you are finished Billing Information Screen The scrolling region appears and the available commands are listed at the bottom of the screen Use the arrow keys to move to the billing with which you want to work Then use the Command Bar commands described below to perform tasks 115 SUHET n BOBERTS 4 HOUSTON ftar H Tux Clase 4 Form B 1 Tex Bii CC i ELECTRICAL MIELEC LIGHT FOR ETEA Crean FRANIHG 100 10H FOUNFATION Entar mdit Command Bar Field Enter edit gEnerate Accounts Receivable User s Manual beseriptics BUHEHIHE ORES ode iT io ted Hetmiumgs SITE PBEPAFATIGC Up MESZTIEM OLIS I LOT Cumrosmer Tales 10 mo 1401 OPEENSPIAF SUITE 810 TX
338. xxx Open Invoice file is the same as the one on the invoice you send to the customer the system updates the invoice record with a new number This numbering method is important for open invoice customers because when they make payments toward specific invoices you must apply the payments to the right invoices Accounts Receivable User s Manual B 1 Common Questions References When I enter invoices the wrong general ledger period shows up Why The displayed period corresponds to the system date If the system date is wrong the displayed general ledger period date is wrong Check the system date If it is wrong change it If it is correct check the dates in the Period Setup function in Resource Manager to make sure that you specified the correct periods and their corresponding months for the company What does the system do with an unapplied credit Cash receipts and credit memos that are not applied to specific invoices for open item customers are put in the unapplied credits bucket in the customer record and in the Aged Trial Balance You can use the Hold Release Invoices function to apply these credits and payments to specific invoices I had printer problems before I finished printing invoices The printer problem is fixed now but how do I start over without reprinting all the invoices Use the Restart option Enter the new first invoice number and the number of the last invoice that was printed correctly I was in t
339. you are trying to access Exit from the function Then try to access the record again when the other terminal is finished with it Sales history is not implemented You cannot print the Detail History Report if you elected not to keep detail sales history in the Resource Manager Options and Interfaces function Sales rep ID has current balance You cannot delete the record of a sales rep who has outstanding commissions Sales rep ID is not on file You entered a sales rep ID that is not set up in the ARSRxxx Sales Rep file Enter a different ID the Inquiry F2 command is available or use the Maintenance F6 command to add a new sales rep to the file Accounts Receivable User s Manual A 9 System Messages References Schedule not set up for Job ID The job must be set up in the AIA Schedule before you make an application entry for the job Summary history not available for this period You cannot print the report for this period because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function when this period was active Tax ID Location is not on file You entered a tax group ID location that is not in the RMTXxxx Tax Groups file Enter a different ID or location The Inquiry F2 command is available Terms Code code not on file The terms code you entered i
340. you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Usethe Exit F7 command to go to the operating system 1 48 Accounts Receivable User s Manual Introduction OSAS Text Text Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites men
341. you want to use for this invoice The markup percentages appear at the bottom of the screen Press Enter to skip the Markup Code field blank no markup Enter Y in the Final Billing field when the job is finished When you post job invoices the Actual Finish Date is updated in the Jobs file If you bill by phase the Actual Finish Date is updated in the phase record If you bill by job the Actual Finish Date is updated in the job record Use the Proceed OK command to save the header information It is stored in the header record of the Job Invoice file ARJDx Accounts Receivable User s Manual Job Receivables Cost Plus Invoice Entries If no line items exist for this invoice the line item entry box appears Line Item Entry Screen The line item entry window appears for one of three reasons e Youare creating an invoice and have finished entering header information Youuse the Append command on the Command Bar to add an item to the end of the list You use the Edit command the Command Bar to edit item in the list If you use this command the line item entry screen is titled Edit Line instead of Append Line 1 Enter the Cost Type for this line item The Cost Types are listed in the window The percentage for the cost type appears in the Markup field if you entered a code on the header screen 2 Enter a description for the billing item Ifyou want to bill by phase enter the Phase ID wit
342. ys UU Finance charges enuen sjunoooy End of Report 1611 5 2 1511 5151 1 18 Tables List Produce the Tables List to get information from a particular Accounts Receivable table This function is valuable if you plan to change a table and want a list to compare it against Tables List Screen Select Tables List from the Master File Lists menu The function screen appears BD Te anra Died Lisel lew Teed AR is displayed as the application ID You cannot change it 1 Enter the range of table IDs whose information you want to include in the list 2 Most tables do not hold information in all lines If you want the list to include blank lines check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 If you want a page break between each table check the box or enter Y in text mode if not uncheck the box or enter N in text mode Accounts Receivable User s Manual 12 31 Tables List Master File Lists A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears 12 32 Accounts Receivable User s Manual Master File Lists Tables List Tables List 12 31 2000 Builders Supply 3 01 PM Tables List Accounts Receivable Table ID ARG
343. zation Code fields appear If you enter a payment method of payment type write off or other the Memo field appears This field appears only for balance forward customers The aging code you assign determines which aging bucket the cash receipt is assigned to You can assign one of these values for the aging code 0 apply to the oldest item 1 apply to the unpaid finance charge 2 apply to the 121 day bucket 3 apply to the 91 120 day bucket 4 apply to the 61 90 day bucket 5 apply to the 31 60 day bucket 6 apply to the current bucket The default bank ID is displayed 5 25 Cash Receipts Daily Work 5 26 Field Description The batch number you assigned earlier appears in the Batch Dep No field when you enter a bank ID Check Number If you selected a payment method of type check enter the number of the customer s check Card Number If you selected a payment method of type credit card enter a credit card number for the customer or enter a different card number If the customer is set up for credit card validation the card number you enter must be set up in the customer record To enter a new card number for this customer use the Maintenance F6 command to add it Card Holder If you selected a payment method of type credit card accept the credit card holder s name or enter the name on the credit card Expiration Date If you selected a payment method of type credit card enter the expiration date of the c

Accounts Receivable for CJC

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