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Accounts Receivable

1. 9 5 Accounts Receivable User s Manual 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 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 9 7 Sales Analysis Report History Reports Sales Analysis Report Screen 9 8 Select Sales Analysis Report from the History Reports menu The function screen appears Settings Edit Print Help Sales Analysis Report Report Period Year 12 1999 output device Printer p Rjeviev Mile s ereen Ena device P rinter p R eview output device Printer p Rjeviev M
2. CA Ref Per Taxable 00 Consumer Goods 01 Resale Sales 02 Exempt Sales 03 Ind Agr Prod 04 Interstate Comm 05 Motor Vehicles 06 Food Products 07 Clothing 08 Gasoline 09 Services Purchases 118644 Sales Purchases Sales Sales Purc Sales Purchases Sales hases Sales Purchases Sales Purchases Sales Purchases Sales Builders Supply Sales Tax Report By Tax Location Tax ID 45 983458923 Nontaxable 632184 13 642 00 00 00 00 00 632184 13 00 00 00 00 00 00 00 00 00 00 00 10 5 General Ledger Accounts Tax Liabilty Tax Expense Refundable Calculated 00 7118 65 00 00 00 00 00 41 23 00 00 00 00 00 00 00 00 00 00 Over Short Refundable TOTAL FOR LOCATION CAR 09 Services TOTAL FOR LOCATION TXT Sales Tax Report Purehases Sales 00 Purchases 119331 22 Sales Purchases Sales Purchases Taxable 1264368 26 642 00 Nontaxable Calculated Over Short Refundable Accounts Receivable User s Manual 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 ARPDxxx 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 po
3. 5546 8341 67379 8133 12494 54395 18426 12589 530628 27054 22459 1626 6247 57388 18036 47645 813 1784 1270 Profit 7461 06 5245 24 51578 05 712 92 1042 63 4317 04 533 83 353 47 4311 75 1419 77 1217 03 950 19 1439 01 106 77 176 73 540 31 3496 83 53 38 50 50 97 92 9 13 Accounts Receivable User s Manual Customer 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 1 0SAS T000 olx Settings Edit Print Help Customer Sales Report Pick Customer ID From ACEOO1 Thru VI5001 Customer Class From Thru Sales Rep From DMM Thru PRT Print By 1 Customer ID 2 Customer Name Customer Class Sales Rep Bob Ww Print Item Job History YES Report Perio
4. Copy Recurring Entries Daily Work Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu The function screen appears 1 OSAS T000 _ OT x Settings Edit Print Help Copy Recurring Entries Run Code From 1 Thru 1 GL Period 7 Cutoff Date 07 08 1999 Batch ID an 6 32 Company H Maint Inquiry Enter the range of run codes whose recurring entries you want to copy A2 Press Enter to copy the entries to the displayed period or enter a different period 1 13 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 A6 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 Accounts Receivable User s Manual Change Batches Use the Change Batches function to replace a batch ID with a different batch ID or to associate transaction numbers with a different batch Change Batches Screen Select Change Batches from the Daily Work menu The function screen appears 2 OSAS T000 01 x Settings Edit Print Help Change Batches Change 1 Transaction No 2 Batc
5. The Ship to Address List is a helpful 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 1 0SAS T000 LOL Settings Edit Print Help Ship to Address List Pick Customer ID From ACE001 Thru VISO01 Zip Code From Thru Print Ship Via YES Print by 1 Customer ID 2 Zip Code 1 Output device P rinter p R eview Mile Ej nd Inquiry 1 Enter the range of customers whose shipping addresses you want in the list A6 2 Enter the range of zip codes whose shipping addresses you want in the list N10 3 If you want the method of shipment in the list enter Y if not enter N Accounts Receivable User s Manual 12 15 Ship to Address List Master File Lists 4 Select the option by which to organize 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 16 Accounts Receivable User s Manual Ship to Address List Master File Lists Ship to Address List Cust ID 000002 SUNOO 000002 TENOO 000003 TENOO End of Report Builders Supply Ship to Address List By Customer ID Address 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 SU
6. YES MIDATL Class WHSL BRIAN GPD Garry P Deacon 0 Both Open Invoice 01 BD YES 2PCT 2 10 n 30 Reg 2 0 10 DAYS NET 30 NO MNR Minnesota Resale 315000 Period to Date Sales 00 Profit 00 Number of Invoices 0 Payments 00 Discounts 00 Number of Payments 0 Total Days to Pay 0 Average Days to Pay 1st Date 01 16 1989 Qtr to Date Year to Date Last Year 97524 16 48179 15 5 85023 17 2843 58 7 379 54 14 Last Date 12 18 1990 12 17 1990 446572 94 495958 62 220565 21 199164 28 10 5 430085 59 497267 98 8936 71 8931 52 15 11 1057 359 70 47 32 64 Last Amount Last Number 2100 00 00006703 1500 00 00007878 Accounts Receivable User s Manual 12 6 Customer Labels Customer labels are a helpful reference of the customers you have on file Use the Customer Labels function to print 1 by 3 inch mailing labels for customer invoices and statements Customer Labels Screen Select Customer Labels from the Master File Lists menu The function screen appears TC fiom Settings Edit Print Help Customer Labels Pick Customer ID From ACEOO1 Thru VISO01 Zip Code From Thru Print By Label Type 1 Customer ID 1 Standard 15 16 x 3 1 2 2 Zip Code 2 Standard 1 7 16 x 3 1 2 3 Customer Name 3 Mailing 15 16 x 3 1 2 1 4 Mailing 1 7 16 x 3 1 2 1 Print Phone Number YES Output device P rinter p R eview Mile Ej nd 1 Enterthe range of
7. 1200 00 51524 04 16060 24 10217 02 1500 00 31988 00 10596 00 2100 00 68730 78 Builders Supply Cash Flow Report All Invoices After After After After Current 06 02 1999 07 02 1999 08 01 1999 09 02 1999 500 00 801 25 1000 00 13994 72 1542 94 3138 65 2050 00 4529 91 23746 78 31988 00 10596 00 2100 00 68730 78 Accounts Receivable User s Manual 8 15 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 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 FINCHxxx table 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 8 17 Calculate Finance Charges Open Invoices Calculate Finance Charges Screen Select Calculate Finance Charges from the Open Invoices menu The function screen appears OSAS T000 olx Settings Edit Print Help Ca
8. 2 3 apply to the 91 120 day bucket 4 5 apply to the 31 60 day bucket 6 apply to the current bucket The default bank ID is displayed 6 25 Cash Receipts Daily Work 6 26 Field Description The batch number you assigned earlier appears in the Batch Dep No field when you enter a bank ID Check Number A6 Enter the number of the customer s check Card Number A20 Accept the default credit card number for the customer if any or enter a different card number Card Holder A25 Accept the default credit card holder s name if any or enter the name of a different card holder Expiration Date Enter the expiration date of the credit card the customer used Authorization Code A6 Enter the authorization code for the payment ifany Memo A25 Enter memo information associated with the payment for example discount promotion trade When you save the information about how the payment was made PgDn the command bar appears Apply Receipt View On acct Totals Goto To apply the cash receipt to a particular invoice move the prompt gt 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 When you save the information PgDn a different command bar appears Customer Receipt View Edit Totals Goto The explanations below apply to both this and the preceding command bar To enter c
9. ACEO01 ACE BUILDERS X is 14967 22 10 28 GRAND TOTALS 303455 i 111226 End of Report Customer Activity Report Accounts Receivable User s Manual Summary Invoice History Use the Summary Invoice History function to produce a report that summarizes detail invoice history Summary Invoice History Screen Select Summary Invoice History from the History Reports menu The function screen appears 1 OSAS T000 BEE Settings Edit Print Help Summary Invoice History Pick Customer ID From ACEOO1 Sort By Thru VISOO1 1 Cust Invoice Invoice No From 2 Invoice Date Thru 3 Sales Rep 1 Invoice Date From 4 Sales Rep 2 Thru 1 Sales Rep 1 From DMM Thru PRT Sales Rep 2 From GPD Thru JAH Output device P rinter p R eview Mile 5 creen Ejnd 1 Enter the range of customers you want in the report A6 2 Enter the range of invoice numbers you want in the report A8 3 Enter the range of invoice dates you want in the report 4 Enter the range of sales reps you want in the report A3 Accounts Receivable User s Manual 9 23 Summary Invoice History History Reports 5 Select the option by which to organize 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 9 24 Accounts Receivable User s Manual 9 30 1999 37 AM 24889003 CE BUILDERS E zoo 248
10. If you plan to use Inventory install it and set it up If you plan to use Bank Reconciliation install it and set it up Install Accounts Receivable If you plan to install Sales Order install it immediately after installing Accounts Receivable See the Sales Order UsersManual for information about installing Accounts Receivable and Sales Order at the same time Accounts Receivable User s Manual 2 3 Conversion You can put this version of Accounts Receivable on the system in one of two ways you can install a new system or you can convert an older version of Accounts Receivable to the current version keeping your old files intact Installation is explained in chapter section Conversion is explained in this section Use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manua to upgrade Accounts Receivable You can upgrade it from version 3 2 4 0x 4 1x 4 5x or 5 0x If you want to convert to version 6 0 from a version earlier than 3 2 contact a client support representative Note You do not need to convert Accounts Receivable files from versions 5 1x and 5 2x because the file structures have not been changed in version 6 0 There is an optional conversion available for the ARHIxxx file if you are converting from version 5 1x See page 2 8 for more information You must install the new version of Accounts Receivable before you convert files
11. There are three icons on the toolbar that were not described above Icon Key Result Displays the Application Information dialog box Opens an MS DOS prompt Displays a screen for calling any BBx program Eb that does not require variables to be passed to it See the Resource Manager User s Manual Other Graphical Screen Features The graphical screens offer more than shortcuts to application functions In version 6 0 you can at a glance or with a mouse click determine the date and time switch between live and sample data and switch between companies and their data sets Date and Time Date and Time 06 03 1999 2 20 PM The workstation date and time are displayed Accounts Receivable User s Manual 1 37 Graphical Style Menus Introduction Data Set Data Set Live Data e Sample Data Check the Live Data radio button to work with live data Check the Sample Data radio button to work with sample data Change Company Field Select the company to change to 1 38 Accounts Receivable User s Manual 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 you can access your most used functions or submenus by pressing the F2 button or selecting the mouse pull down menu Favorites Menu Text Style Favorites Menu TOOO A
12. quarter this year and last year When you post transactions the ARTDxxx and ARTHxxx Transaction files update the ARPYxxx file different payment method or exit to the Codes Maintenance menu 4 12 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Open Invoices Summary History Detail History Accounts Receivable User s Manual 5 3 5 7 5 9 5 13 5 1 Information Inquiry 5 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 it is historical information 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
13. re C Application Setup L Data File Maintenance I System File Maintenance a LEN D Menu List Ei gt Backup Restore Commands List 2 y Application Information List 1 Company Information List Help Screens List Sin guir Window Definitions List Sy Global Inquiry Window List Tables List Country Codes List Sy Tax Locations List Qe _ _ 3 Tax Groups List Es Options and Interfaces List SYSTEMS INC OPEN SYSTEMS Accounting Software You can exit from a 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 ite e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner to close OSAS e use the Exit F7 command to close OSAS select Exit from the File Menu to close OSAS Accounts Receivable User s Manual 1 31 Graphical Style Menus Introduction Special Commands in Graphical menus Right click to display the Special Commands menu which allows you to perfor these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa e 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 e display information about a function e perform special ap
14. 1 44 L laser forms invoice 3 12 statement 3 12 Left Arrow report command 1 48 line items additional text 3 11 entering transactions 6 11 option to display unit cost 3 12 recurring entries 11 27 List function key 1 44 to printer or file 1 44 Look Up inquiry command 1 47 Lot and Serialized Item file 1 10 lot numbers 1 12 lot item lookup command 1 48 Maintenance function key 1 44 manual conventions 1 21 organization 1 21 Master File Lists menu structure 1 7 Menus conventions 1 24 Information 1 44 Other Command 1 27 1 43 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 IX 8 Periodic Processing 1 6 structure in AR 1 5 Transaction Reports 1 6 Methods of Payment Journal description 1 13 function 7 23 sample 7 25 miscellaneous credits additional text for line items 3 11 after entering 6 22 batches 3 11 entering invoices 1 11 Miscellaneous Credits Journal description 1 12 function 7 13 sample 7 15 when to print 7 13 money owed balance information 3 20 O on account cash receipts 6 27 online aging 3 23 11 47 invoice totals 6 22 invoices 3 12 6 3 6 10 6 18 printing 6 21 Online Invoicing screen 6 21 open invoice accounts 11 3 11 47 Aged Trial Balance 8 9 Open Invoice file building 11 47 description 1 10 Open Invoice Report before print
15. 150 00 PKG 2 0000 2 0000 1317 3840 2634 77 Plumbing Package 300 03 EA 2 0000 2 0000 51 3810 102 76 Interior Door 550 03 PKG 3 0000 3 0000 1434 5910 4303 77 Millwork Package 600 03 EA 2 0000 2 0000 286 6500 573 30 Standard Window 24 X 40 Thank you for your order Location Tax Breakdown MN 171 26 MNMPLS 13 17 Subtotal 9728 76 2634 77 7093 99 3 00 9950 19 Amount Paid 50 19 Net Due 9900 00 Re order From Open System Forms 1 800 994 6736 LASER INVOICE 3021 7 6 Accounts Receivable User s Manual Transaction Reports Print Invoices Credit Memo YOUR COMPANY NAME HERE 123 MAIN STREET YOUR CITY STATE ZIP 123 456 7890 ACE00I lt lt CREDIT MEMO gt gt ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET O PADUCAH KY 28655 7865 oro 01 29 96 01 09 96 0023 12 07 95 12 30 95 TERMS DESCRIPTION CUSTOMER PO NUMBER SHIP VIA De 2 10 n 30 BR549 UPS Blue ITEM ID ORDERED SHIPPED UNIT PRICE lo EXTENSION 100 00 PKG 1 0000 1 0000 380 5488 380 55 Electrical Package 250 03 cs 1 0000 1 0000 1269 0122 1269 01 Exterior Panels 400 03 PKG 1 0000 1 0000 808 5515 808 55 Interior Materials 900 00 EA 1 0000 1 0000 689 99 Refrigerator Black Ser 8675309 689 9900 Thank you for your order Subtotal 3148 10 TAXABLE NONTAXABLE ia iia ta A MISC CHARGE 1070 54 2077 56 00 69 INVOICE 0067 PAGE 1 INVOICE DATE 12 30 95 INVOICE NO 00000067 s H ACE BUILDERS L 1588
16. 18000 00 15000 00 15000 00 200 00 33200 00 Builders Supply POST DEPOSITS 18000 00 Accounts Receivable User s Manual 7 36 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 8 3 8 6 8 9 8 13 8 17 8 21 8 25 8 29 8 1 Open Invoices Introduction 8 2 When you enter a transaction whoe 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 User 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
17. 6 19 unit costs 6 15 when to enter 6 3 U unapplied credits 8 11 B 2 balance information 3 20 unit cost displaying for line items 3 12 Up Arrow function key 1 44 inquiry command 1 47 report command 1 49 scroll region command 1 49 user s manual conventions 1 21 organization 1 21 Vv Verification function key 1 44 View inquiry command 1 47 Y year end maintenance 1 17 clearing high balances 10 10 consequences of 11 13 effects of 10 8 IX 13
18. 8 13 8 17 8 21 8 25 8 29 Accounts Receivable User s Manual History Reports AR Analysis Report 9 3 Sales Analysis Report 9 7 Detail History Report 9 11 Customer Sales Report 9 15 Customer Activity Report 9 19 Summary Invoice History 9 23 Promotional Analysis Report 9 27 Print History Invoices 9 31 Tax Audit Report 9 33 Periodic Processing Sales Tax Report 10 3 Periodic Maintenance 10 7 Purge Customer Comments 10 13 Purge Selected Files 10 15 File Maintenance Customers 11 3 Ship to Addresse 11 19 Sales Reps 11 21 Recurring Entries 11 23 Tables 11 35 Build Open Invoice File 11 47 Master File Lists Sales Reps List 12 3 Customer Detail List 12 5 Customer Labels 12 7 Customer Comments List 12 11 Ship to Address List 12 15 Ship to Address Labels 12 19 Recurring Entries List 12 23 Codes List 12 27 Tables List 12 29 Accounts Receivable User s Manual vi References System Messages Common Questions Information Windows Glossary Index A 1 B 1 C 1 D 1 Accounts Receivable User s Manual Introduction General Information The AR System Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Accounts Receivable User s Manual General Information 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
19. System File Maintenance Reports Master File Lists r Master File Lists Menu List Backup Restore Commands List Application Information List Company Information List Help Screens List Inquiry Window Definitions List Global Inquiry Window List Tables List Country Codes List Tax Locations List Tax Groups List Options and Interfaces List 2 M 74 OPEN SYSTEMS Accounting Software You can exit from a Graphical menu in these ways e selecta button from a previous menu e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner of the window to close OSAS on Windows 95 and NT only e use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Accounts Receivable User s Manual Introduction Start Main Menu Graphical Style Menus 2 T000 OPEN SYSTEMS Accounting Software olx File Tools Favorites Other Help Data Set H Builders Supply Live Data C Sample Data C Bank Reconciliation PEN I Bill of MaterialsKitting I Executive Information Summary J Y Fixed Assets LY General Ledger STEMS a gt S Ja cco F En C Purchase Order i oss S unting es O La o C Workstation Configuration J I Installation oftwa C Company Setup
20. 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 Accounts Receivable User s Manual Setup Setup Functions 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 page 10 7 to purge entries fro 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 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
21. 11 12 1999 12 12 1999 11 22 1999 TOTAL LOS001 LOS ANGELES CONSTRUCTION CO IN 10 27 1999 IN 11 13 1999 IN 12 14 1999 SUNOO1 SUNSHINE HOMES IN 12 12 1999 11 26 1999 11 06 1999 12 13 1999 11 23 1999 01 13 1996 12 24 1999 TOTAL INC 01 11 1996 12 22 1999 TOTAL 418949 70 575849 00 17118 76 14977 46 47000 00 79096 22 8246 32 8246 32 4189 50 68972 27 87927 03 506876 73 68972 27 506876 73 17118 76 32096 22 79096 22 79096 22 8246 32 8246 32 8 12 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 S OSAS T000 olx Settings Edit Print Help Cash Flow Report Pick Customer ID From ACEOO1 Thru VI5001 1 Print all invoices 2 Print only held invoices 1 Enter four dates for aging periods 07 08 1999 08 07 1999 09 06 1999 10 06 1999 Output device P rinter p R eview Mile 5 creen Ejnd Inquiry 1 Enter the range of customers whose information you want in the report A6 2 Select the invoices you want in the report all invoices or only invoices that are on hold Accounts Receivable User s Manual 8 13 C
22. 11 36 setting up 3 13 system selection 3 15 use of 11 35 Tables List function 12 29 sample 12 30 Tax Audit Report function 9 33 Tax Classes file 1 9 Accounts Receivable User s Manual Index Tax Groups file 1 9 setting up 3 17 3 20 terminal assigning table to 3 14 parameter 1 23 Terms cash on delivery 4 8 function 4 7 miscellaneous credits 6 8 prox 4 8 regular 4 8 screen 4 8 terms codes definition 1 5 11 6 11 25 miscellaneous credits 6 8 toggle between halves of reports 1 48 totals transactions 6 19 Totals Information screen 11 Transaction Control file 1 11 Transaction files 1 10 Transaction Reports descriptions 1 12 files that provide information 1 12 Transactions after entering miscellaneous credits 6 22 batches 3 11 before changing or deleting 6 4 current quantities and quantity break prices window 6 13 Enter Serial Numbers window 6 15 function 6 3 Header Information screen 6 6 invoice numbers 6 9 line items 6 11 line item entry screen 6 11 6 13 Online Invoice Totals screen 6 22 Online Invoicing screen 6 21 options changing customer s price level 3 12 displaying quantities and quantity breaks 3 12 entering expired credit card as payment 3 12 partial payments 6 23 posting 1 14 Accounts Receivable User s Manual printing invoices online 6 18 relationship with cash receipts and open invoices 1 16 Sales Tax Information window 6 20 totals information
23. 25 13 59 15430 20 72 06 2385 20 11 14 y A 235 30 1 10 O i E 452 39 2 11 ee ele SG ap AA ROA E AS AR Total Itens Jobs 21414 34 100 00 a TENOO1 TENNESSEE SHELTERS INC 16931 53 11 63 Y 13 00 i 13372 84 78 98 3 00 a 3468 39 20 48 D 2 00 he Total Items Jobs f 16931 53 100 00 v soo1 visa 00 00 i UN rotal Items Jobs 6 9 17 Accounts Receivable User s Manual Customer Activity Report The Customer Activity Report shows who your top customers are The customer 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 9 19 Customer Activity Report History Reports Customer Activity Report Screen Select Customer Activity Report from the History Reports menu The function screen appears 1 0SAS T
24. 3 history information 3 21 11 12 money owed 3 20 open invoice accounts 11 3 partial shipments 3 20 payment information 3 18 setting up 3 18 statement code 3 19 tax groups 3 20 Accounts Receivable User s Manual Index unapplied credits 3 20 viewing detail history 5 13 history 5 4 invoice totals 5 14 invoices 5 5 open invoices 5 7 payment history 5 4 sales history 5 4 summary history 5 9 Customers and Open Invoices function 5 3 sorting invoices 5 6 viewing customer history 5 4 invoices 5 5 cutoff date B 3 D Daily Sales Tax Report function 7 17 sample 7 18 Daily Work menu structure 1 6 data files backing up 3 26 conversion 2 5 Defaults table description 11 39 setting up 3 14 Delete customer comments 11 4 customer records 11 4 delete information on a screen 1 43 line item 1 49 Deposits Report description 1 13 function 7 27 sample 7 28 Detail History file 1 11 function 5 13 specifying whether to keep 3 11 viewing period 5 14 Accounts Receivable User s Manual Detail History Report description 1 14 function 9 11 sales categories 6 13 sample 9 13 detail lookup command 1 48 detail method initial balances 3 24 DFxxxx table description 11 39 screen 11 39 setting up 3 14 Distribution Accounts function 4 5 screen 4 5 distribution codes assigning to customers 3 19 definition 11 8 setting up 3 19 Down Arro inquiry command 1 47 report c
25. 9 run codes defining 1 12 recurring entries 3 22 11 23 S sales entering invoices 1 11 Sales Analysis Report description 1 13 function 9 7 requirements 9 7 sales categories Detail History Report 6 13 sales history for commissions 11 option to keep detail history 3 11 Accounts Receivable User s Manual option to keep summary history 3 11 viewing 5 9 5 13 Sales Journal description 1 12 function 7 9 invoice number B 1 missing invoice numbers 7 10 when to print 7 9 Sales Order installing 2 3 Sales Reps commissions 3 16 11 21 function 11 21 setting up 3 16 Sales Reps file description 1 8 setting up 3 16 setting up commissions 3 16 Sales Reps List function 12 3 sample 12 4 Sales Tax Information window Invoices 6 20 Recurring Entries 11 32 Sales Tax Report description 1 14 function 10 3 when to print 10 scroll region commands 1 49 Down Arrow 1 49 End 1 49 Enter 1 49 F3 1 49 Home 1 49 Ins 1 49 PgDn 1 49 PgUp 1 49 Up Arrow 1 49 Serial Number Entry window 6 15 serial number item lookup 1 48 serialized items 1 12 setting up access codes 3 25 backup schedule 3 25 checklist 3 7 codes 3 16 IX 11 Index customers 3 18 information to gather 3 3 initial balances 3 23 options and interfaces 3 9 payment methods 3 17 recurring entries 3 22 sales reps 3 16 ship to addresses 3 22 tables 3 13 tax groups 3 17 Shift F2 function key 1 44
26. AM Statement Date 09 30 1999 1 5 Percent Finance Charge 0 Minimum Charge Charge Over 30 Days t Sa SUN O m oo OI visoo Calculate Finance Charges Re 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 of Report Builders Supply Calculate Finance Charges Balance 136738 1940 763 1710 1788 25934 8449 506876 79096 8246 197917 980618 Balance 31 Days 109446 21 Calculated Finance Finance Finance Finance Finance Accounts Receivable User s Manual 8 20 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 i OSAS T000 01 Settings Edit Print Help Statements Pick Customers From ACEDO1 Print Statements Thru vISO01 1 For All Customers 2 For All Customers With Activity Closing Date 07 08 1999 3 With Nonzero Balances Statement Date 07 08 1999 4 With Positive Balances Cutoff Date 07 08 1999 5 With Balances 30 Days Old Include Paid Invoices after 6 With Balances 6
27. 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 Terms 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 Toskip 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 forth 11 25 Recurring Entries File Maintenance Field Cutoff Date Ship to A6 Ship Method A6 Ship Via A20 Pick Slip No A6 Taxable Tax Group A6 Description 11 26 Description 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 If you enter a code for one customer and the c
28. Accounts Receivable User s Manual 7 13 Miscellaneous Credits Journal Transaction Reports 4 Select the amount of detail you want 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 7 14 Accounts Receivable User s Manual Miscellaneous Credits Journal Transaction Reports 06 02 1999 2 15 PM Cust ID ID Job Phase or Loc Item ID Inve No Description Order No I MN000 PLUMBING I MN000 I MN000 INTERIOR I MN000 ELECTRICAL PACKAGE 150 PACKAGE 200 HEATING COOLING PACKAGE 350 ENTRY DOOR Rep 1 Sales Acct Units Rep 2 COGS Acct Builders Supply Miscellaneous Credits Journal By Batch Transaction Qty Ordered Qty Shipped Qty Backord 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 Ext Price Ext Cost Unit Price Unit Cost 1463 907 2738 584 227 Tax Class Cust Trans No Rep 1 Batch Invc No Rep 2 Ship To Order No Terms Desc CASHTX 0004 000001 20 556465 C O D BATCH 000001 TOTAL Miscellaneous Credits Journal Inv Date Per Tx Grp Ord Date Ship Date 12 21 1999 12 TXD 12 05 1999 12 21 1999 Freight Subtotal Miscellaneous Freight Subtotal 17299 40 Miscellaneous 313837 99 Sales Tax Sales Tax 10279 12 Inv Total 17
29. CONSTRUCTION CO 98042 VENTURA BOULEVAR ENCINO CA 99999 9584 US SUNOO1 SUNSHINE HOMES INC 1000 OCEAN BOULEVARD MIAMI FL 33333 4323 US TENOO1 TENNESSEE SHELTERS INC 1001 COUNTRY ROAD NASHVILLE TN 54327 4383 US vIS001 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 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 0SAS T000 al es Settings Edit Print Help Customer Comments List Pick Customer ID From ACEOO1 Thru VI5001 Date From Thru Reference ID From Thru Print By Customer ID Date 2 Customer ID Reference ID Output device P rinter p R jeviev Fjile Wj na Inquiry 1 Enter the range of customers whose comments you want in the list A6 2 Enter the range of dates associated with the comments you want in the list 3 Enter the range of reference IDs associated with the comments you want in the list A3 4 Select the option by which to organize the list Accounts Receivable User s Manual 12 11 Customer Comments List Master File Lists 5 Select the output device A sample Customer Comments List is at the end of this section After the list is pr
30. Cust ID SUNOO1 Ref 1 Name SUNSHINE HOMES INC End Date Date Ref Seq Comment 12 09 1999 1 001 CUSTOMER REQUESTED A REFUND FOR DEFECTIVE WINDOWS Enter next ID New ID Home Add insert Edit To look at the information for the inventory item that is alphabetically next in the INVExxx file pres Enter To look at the information for a different item use the Abandon F5 command and then enter the item ID the Inquiry F2 command is available When you are finished viewing the information exit from the window C 4 Accounts Receivable User s Manual Glossary account A storage unit of financial data in accounting usually grouping related information under one account number or account ID accounting period A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period aging or aged trial balance The process of classifying accounts receivable accounts into time periods aging buckets determined by the time passed since the sale date Used to estimate the amount of uncollected accounts receivable on a particular date application A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll back up To make a copy of data for archival purpose
31. Fax Contact A25 Class A5 Sales Rep A3 Territory A6 Terms Code A6 Description Enter the customer s address Enter the customer s city state and zip code a five digit zip code or a nine digit zip code with the hyphen Youcan leave any of the three fields blank 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 you send invoices or statements to This name is printed on invoices statements and mailing labels Enter the customer s phone number do not enter parentheses and a hyphen Then enter the customer s fax number do not enter parentheses and a hyphen Enter the name of the person you usually contact about billing questions or invoice payments Enter the class the customer belongs to or press Enter to skip this field Enter the ID of the sales rep who usually sells to the customer or press Enter to skip this field 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 Pymt Method A3 Card No Exp Nam
32. History INLHxxx Lot History INLTxxx Lot Detail INQLxxx 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 An open 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 Accounts Receivable User s Manual 1 15 The AR System Introduction Relationship between transactions cash receipts and open invoices 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 Youenter information in this file through the Transactions function or by copying recurring entries through the Copy Recurring Entrie function If you record totals information when you are entering transactions indicating prepayment the payment information is sent to the ARC
33. No Terms Code 2PCT Terms Desc 2 10 n 30 Type Reg Terms 2 0 Days 10 Net Days 30 Taxable NO Ord No Tax Group MN Ord Date Description Minnesota Run Cd 99 Cutoff Date 07 24 1999 Verification Press lt PgDn gt to proceed as Field Description Recurring No N4 Enter a number that identifies the recurring entry Inquiry Sold to A6 If the recurring entry is for one customer enter the ID of the customer The customer s name and address appear 11 24 Accounts Receivable User s Manual File Maintenance Recurring Entries Field Sales Rep 1 Percent A3 3 1 Sales Rep 2 Percent A3 3 1 Cust Level A6 Terms Code A6 Ord No A25 Ord Date Run Cd A2 Accounts Receivable User s Manual Description 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 pressEnter for acommission of 100 percent 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
34. Press F4 twice Select Call a BBx Program Enter the program name ARCVTHI Use the Proceed PgDn command When the conversion is finished the menu you started from appears 2 8 Accounts Receivable User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Accounts Receivable User s Manual 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 will operate To properly set up the Accounts Receivable system you need to gather and organize your accountingdata 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 blank spaces a 000000 000001 1 Accounts Receivable User s Manual 3 3 Setup Conside
35. Shift F2 Application Info PgUp Start over Tab Jump Enter Up Arrow Down Arrow Ctrl G Bell on off Operation Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed Move back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections 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 chapter 3 To turn the bell back on use this command again Accounts Receivable User s Manual Graphical Style Menus There are two types of graphical style menus to choose from The standard Graphical menu features application buttons that resemble many Windows functions The Start Main menu is named because of its functional resemblance to the Start menu in Windows 95 and Windows NT Featuring graphical displays access buttons for your installed applications and allowing access to OSAS functions via both the mouse and function keys both graphical style menus allow you a greater selection of interaction with OSAS and your data Both graphical style menus are available in a Windows environment only Much like the Text menu when you select an application in either graphical menu the application s menu presenting several related functions is displa
36. Shift F5 inventory search command 1 48 Shift F6 inventory search command 1 48 Shift F7 inventory search command 1 48 Shift F8 inventory search command 1 48 Shift F2 C 1 shipping addresses groups of customers 11 Shipping Methods function 4 9 Ship to Address file description 1 8 setting up 11 19 Ship to Address Labels function 12 19 sample 12 21 Ship to Address List function 12 15 sample 12 17 Ship to Addresses function 11 19 group codes 3 22 setting up 3 22 sorting alphabetical 3 4 codes and IDs 3 3 Start Over function key 1 28 1 44 statement code setting up 3 19 Statements applying credits to oldest items first 3 13 description 1 13 function 8 21 options printing on plain paper or forms 3 12 using forms 3 12 printing 8 21 IX 1 Summary History file 1 11 function 5 9 item inquiry screen 5 11 specifying whether to keep 3 11 viewing period 5 10 Summary Invoice History description 1 14 function 9 23 summary method initial balances 3 23 system requirements 2 3 T Tab function key 1 44 report command 1 48 Tables all companies 3 14 ARGLxxx 11 ARPDxxx 11 38 assigning to a terminal 3 14 Defaults 3 14 deleting or rearranging information 3 13 DFxxxx 11 39 DUNxxx 11 40 FINCHxxx 11 41 for any situation 3 14 FORMxxx 11 43 function 11 35 individual companies 3 14 prefix and suffix information 3 14 printing 11 45 Quick Entry 3 14 screen
37. The invoices inquiry screen appears 7 OSAS T000 ojx Settings Edit Print Help Customers and Open Invoices Customer ID ACEOO1 ACE BUILDERS Account Type Open Invoice Credit Limit 315000 Include Paid Invoices After 07 08 1999 Sort By Invoice Date Stat Invoice Date Invoice Number Check Number Gross Amount Discount Amount Due Date Disc Date Type 2 12670046 INVC REL 09 05 1995 10 05 1995 74619 56 09 15 1995 1492 39 12670064 INVC REL 11 24 1995 12 24 1995 35467 99 12 04 1995 709 36 24889030 INVC REL 12 09 1995 01 08 1996 4928 82 12 19 1995 98 58 12670074 INVC REL 12 21 1995 01 20 1996 21722 07 12 31 1995 434 44 136738 44 Enter cust inquiry Company H Customer First Last Next Prev Sort Use the commands on the command bar to find the information you need Enter cust inquiry Customer First Last Next Pre Sort Goto To return to the customer inquiry screen press Enter 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 open invoices for the first customer on file press F Accounts Receivable User s Manual 5 5 Customers and Open Invoices Information Inquiry 5 6 To look at open invoices for the last customer on file press L To look at open invoices for the next customer on fil
38. You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files do the following things e Back up your data Make sure that no unposted transactions are in your current version e 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 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 Tax classes locations and groups are kept in Resource Manager the RMCDxxx RMTXxxx and RMGCxxx files If you want Accounts Receivable to still use the information from the original files 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 Converting to 6 0 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears i OSAS T000 Of x Settings Edit
39. 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 The Structure of OSAS Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications To use OSAS you must run Resource Manager through an operating system based on Microsoft Windows Windows 95 2 Windows NT UNIX or Novell NetWare OSAS operates on LAN systems across a web server using the OSAS Web program and within a single computer After you install Resource Manager you can use it to install other applications modify how each application works and specify how the overall system operates 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 Payroll Inventory Accounts Payable Purchase Order Accounts Receivable Sales Order and General Ledger Accounts Receivable User s Manual 1 3 The AR System Use the Accounts Receivable system to record billings y
40. are working on Help F2 Make a selection from a range of entries for a field if the Inquiry Inquiry flag appears at the bottom of the screen F3 Delete the information on the screen Since this command can Delete delete an entire record use it with caution F4 Open a menu of utilities A calculator and Global Inquiry Other 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 F5 Move the cursor back to the first field on the screen or to the Abandon first field after the key field The entries and changes you made are erased Accounts Receivable User s Manual 1 43 Function Commands Introduction 1 44 Key F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter or Down Arrow Enter Up Arrow Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Operation 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 Open an Information menu Each selection on the menu is an information
41. bar to add an item to the end of the list 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 OSAS T000 olx Settings Edit Print Help Recurring Entries Sold to ACEOO1 ACE BUILDERS Tran No 0004 Ship to Type Invoice Append Line _ Entry 001 Desc Service Charge GL Code Ri Sls Cat 1 Sales Acct 401000 Tax Class 00 000 COGS Acct 501000 Inv Acct 104400 Units Ordered 1 0000 Price 9 9500 Ext Price 9 95 Cost 0000 Ext Cost DO Entry of Subtotal Freight Miscellaneous Sales Tax Net Due 9 95 DO DO DO 9 95 Verification Press lt PgDn gt to proceed FR Field Description Desc A35 Enter a description of the recurring entry Accounts Receivable User s Manual 11 27 Recurring Entries File Maintenance Inquiry Inquiry Inquiry 11 28 Field Additional text A35 each Sls Cat A2 Tax Class A2 GL Code A2 Sales Acct COGS Acct Inv Acct A12 each Ordered Units A5 Price Cost Description 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
42. chapters each chapter describing a function group within this application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The clickis 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 refer 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 presente
43. customers open invoice An accounts receivable accounting method that keeps individual invoices for each customer Payments are applied to specific invoices See also balance forward payment method The category of payment a customer uses Payment methods are of five types cash check credit card write off and other post To transfer information from one place to another usually at the end of the day or at a distinct break in business program A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function prox terms Terms that are calculated as days from the beginning of the next month See also regular terms purge To remove from the system See also restore record A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs regular terms Terms that are calculated as days from the invoice date See also prox terms restore To bring information back to its original place and condition See also purge Accounts Receivable User s Manual D 3 Glossary Glossary statement A summary of a customer s account that is sent to the customer at the end of each month The statement lists the transactions between the business and the customer statement date The date shown on statements sent to customers It is used to age
44. customers whose labels you want to produce A6 2 Enter the range of zip codes whose associated customer labels you want to produce A 10 3 Select the option by which to organize the vendor labels Accounts Receivable User s Manual 12 7 Customer Labels Master File Lists 4 Select the type of labels you want to produce 5 If you selected standard labels and you want them to include the customers phone numbers enter Y if not enter N 6 If you elected to produce standard labels a line 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 enter N and adjust them When the labels are aligned enter Y to produce them 7 Select the output device 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 ACE001 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 US DALOOL DALLAS FT WORTH DOME HOMES 1025 37TH AVE SE DALLAS TX 77777 US GREOOL GREATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEW YORK CITY NY 10012 4335 US KANOO1 KANSAS CITY GEODESIC HOMES 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 US LOS001 LOS ANGELES
45. 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 i 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 ite and totals detail and the ARHSxxx file is updated by summary totals for the company customer and items sold when applicable Accounts Receivable User s Manua
46. 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 e Produce credit memo forms page 7 7 if you did not print them online e Produce the Miscellaneous Credits Journal page 7 13 for an audit trail of each credit e Post the transactions page 7 29 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 applicable job billing information 6 22 Accounts Receivable User s Manual Cash Receipts Use the Cash Receipts function to do several things e record payments from customers e apply payments to on account balances e apply prepayments from customers that have not been billed e 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 payment 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 Recei
47. month and do periodic maintenance 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 is the cutoff date Finance charges are calculated for invoices or balances that are older than the number of day specified in the FINCHxxx table The cutoff date is the number of days after which finance charges are assessed on unpaid invoices based on invoice or due dates I entered 15 days for the finance charge in the FINCHxxx table but the system is using 30 days Why The system assesses finance charges only in 30 day increments If you enter a number of days other than 30 60 90 or 120 it is rounded to the nearest of these values For example if you enter 44 days the system uses 30 if you enter 45 the system uses 60 If you enter fewer than 15 days the number is rounded to zero and all invoices are assessed a finance charge 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 over
48. 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 means that an invoice was 31 to 60 days overdue e The 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 Information 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 page 11 3 Accounts Receivable User s Manual 3 21 Setup Functions Setup Ship to Addresses Use the Ship to Addresses function page 11 19 to build the ARSAxxx file Ship to numbers are a shorthand method of entering addresses 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 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
49. paid If you assess the customer a finance charge for a late payment you 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 you pay sales tax to set up the tax groups before you enter transactions See the Resource Manager User s 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 page 4 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 Accounts Receivable User s Manual 3 17 Setup Functions Setup 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
50. payment history Customer Detail List Screen Select Customer Detail List from the Master File Lists menu The function screen appears 2 OSAS T000 Settings Edit Print Help olx Customer Detail List Pick Customer ID From AcEOO1 Thru VYIS001 Print By 1 Customer ID 2 Customer Name 3 Customer Class 1 Output device P rinter p R eview A ile E nd Inquiry 1 Enter the range of customers whose information you want in the list A6 2 Select the option by which to organize 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 Master File Lists Customer Detail List Customer Detail List 06 02 1999 2 55 PM ACE001 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 US ATTN ACCOUNTS PAYABLE Ship Zone 01 Phone 505 555 1646 Fax 502 555 1566 New Finance Charge 00 Unpaid Finance Charg 41 Current Due 00 Balance 31 60 00 61 90 00 91 120 00 121 23027 56 Unapplied Credits 00 Total Due 23372 97 Builders Supply Customer Detail List By Customer ID Partial Ship Territory Contact Sales Rep Group Code Statement Code Account Type Dist Code Cust Level Finance Chg Terms Code Taxable Tax Group Exempt ID Credit Limit Credit Hold Payment Method Card Number Cardholder
51. s Manual 1 19 The AR System Introduction 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 Accounts Bank Receivable Reconciliation General Ledger Sales Order 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 9 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 This User s Manual is divided into three parts made up of several chapters e The Introduction provides an overview of this application and the OSAS system including installation procedures graphical and text based application features and function key references e Installation explains the steps necessary to begin using this application in your company including how to install the application on your system e The last part of your manual is made of several
52. 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 and you are on the header screen or the line item you are entering exceeds the customer s credit limit In either case pressEnter to override 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 A 2 Accounts Receivable User s Manual System Messages System Messages xx 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 Y To create only the missing files if any enter N To cancel the operation exit from the function 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 de
53. 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 period quarter 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 page 11 47 to build an invoice for each unpaid finance charge current amount due and balance in an aging period Accounts Receivable User s Manual 3 23 Setup Functions 3 24 Setup 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 appropriate periods The detail method consists of the following steps 1 Use the Transactions page 6 3 and Cash Receipts page 6 23 functions to enter the year to date accounts receivable transactions Then post the transactions to the appropriate periods Calculate finance charges on overdue invoices The customer records are updated with these amounts Combinatio
54. system You must enter payment method codes and assign payment types to them 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 will 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 Customers 3 18 Use the Customers function page 11 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 i important Then enter the sales rep who usually sells to the customer the territory the customer is located in and the code for the customer s usual payment terms Payment information You can enter a default method of paym
55. 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 Fl Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu FS Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup F10 Add to Favorites Accounts Receivable User s Manual Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function 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 UsersManual 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 Allows certain functions to be set up Works only in certain applications The application s user s manual will describe the function if necessary Allows you to add to and delete from your Favorites menu 1 27 Text Menu Introduction 1 28 Key Shift F5 Change menu style
56. the printer you want to use If applicable select S if you want the report to be in standard size print orC if you want it to be in compressed print If you want to stop printing after it has begun press Ctrl Break e Ifyou want to save the report as a data file for example to include it in a word processed report in CR LF format select F The data path for 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 e To preview the report you must be using the Visual PRO S Interpreter and have a sysprint printer in your CONFIG BBX file select R If applicable select S if you want the report to be in standard size print orC if you want it to be in compressed print In the Printer dialog box that appears select a sysprint printer and press Enter The report is displayed on the screen Accounts Receivable User s Manual Introduction Reports e To view the report on the screen select S If the workstation default for compressed characters is inactive the report is displayed in standard character mode If the default is active you can select standard mode or compressed mode See your terminal documentation and the section on the termcap file in the User s Reference Guide PRO 5 If the message End of Page appears at the bottom of the report screen you can press Enter to generate the next page o
57. the report Select the type of units you want the report to reflect Select the option by which to organize the report If you want the report to include invoice line items enter Y if not enter N If you want the report to include payment information enter Y if not enter N If you want the report to include sales taxes enter Y if not enter N If you want the report to include freight charges enter Y if not enter N If you want to include miscellaneous charges enter Y if not enter N If you want the report to include finance charges enter Y if not enter N If you want the report to include additional descriptions enter Y if not enter N You can enter Y 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 Detail History Report History Reports Detail History Report 09 30 1999 9 37 AM Description Electrical Package 150 Plumbing Package Miscellaneous Charge MN000 Miscellaneous Charges 300 MN000 Interior Door 350 MN000 Entry Door 400 MN000 Interior Materials 450 MN000 Slide by Window 24 x 40 460 MN000 Slide by Window 30 X 40 550 MNO00 Mi
58. total balance due This situation is corrected when you begin entering invoices as part of your daily processing Accounts Receivable User s Manual 11 47 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 61 to 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 11 48 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 The function screen appears i OSAS T000 olx Settings Edit Print Help Build Open Invoice File WARNING This program is to be used only at system initialization Current Date Verification O ae F to exit O ae Invoice file is not empty 1 Enter the current date from which invoices are to be aged If you want to change the date you entered move the cur
59. transactions 7 30 installing before Accounts Receivable 2 3 interface with Accounts Receivable 3 9 posting detail or summary information to 3 13 GL Codes definition 11 28 function 4 3 group codes assigning to customers 3 19 definition 11 7 recurring entries 3 19 3 22 H Header Information Recurring Entries screen 11 24 Transactions screen 6 6 Help function key 1 43 History Information changing 11 12 entering 11 12 setting up for customers 3 21 history reports 1 13 Hold Release Invoices changing invoice status 8 4 function 8 3 splitting payments 8 4 Home inquiry command 1 47 report command 1 48 scroll region command 1 49 Accounts Receivable User s Manual Index l IDs setting up 3 3 sorting 3 3 Information Shift F2 command C 1 Information function key 1 44 Information Inquiry menu structure 1 5 Information menu accessing 1 44 initial balances combination method 3 24 detail method 3 24 finance charges 3 20 setting up 3 23 summary method 3 23 Inquiry function key 1 43 partial key 1 46 1 47 inquiry commands Down Arrow 1 47 End 1 46 Enter 1 47 Esc 1 47 F7 1 47 Home 1 47 Ins 1 47 PgDn 1 46 PgUp 1 46 Up Arrow 1 47 Ins inquiry command 1 47 Ins scroll region command 1 49 Insert line item 1 49 installing Accounts Receivable 2 3 and General Ledger 2 3 and Inventory 2 3 and Job Cost 2 3 and Sales Order 2 3 interfaces with Accounts Receivable 1 20 Bank
60. you elected to add or change customer comments the following screen appears OSAS T000 olx Settings Edit Print Help History Information Cust ID ACEOO1 Name ACE BUILDERS Customer Comments Cust ID ACEOO1 Ref 000 Name ACE BUILDERS End Date Date Ref Seg Comment New Ref Home Add insert Edit Field Description Ref A3 To work with comments for only the displayed reference ID 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 by date the most recent date first then by reference ID and then by sequence number 11 16 Accounts Receivable User s Manual File Maintenance Customers Command bar New Ref Home Add Insert Edit To work with comments associated with a different reference ID pressN Then enter the reference ID and end date To display the first comment for the reference ID and end date you entered pres H To add a comment pres A To edit a comment press E In either case a comment entry window appears Add Insert Date 08 28 1999 Ref Comment 13 fity Michelle Field Description Date If you have not added or e
61. 0 Days Old Print YTD Finance Charge YES 7 With Balances 90 Days Old Print PO Number YES 1 Print By 1 Customer Invoice Number 2 Customer Invoice Date 1 Dunning Messages 90 Days Legal action is imminent 60 Days Seriously past due Please remit 30 Days Your account is past due General Please pay promptly Output device P rinter p R eview Mj ite Ej nd Enter the range of customers whose statements you want to produce 2 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 8 21 Statements Open Invoices 4 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 5 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 6 If you want to print customers year to date finance charges on the statements enter Y if not enter N 7 Ifyou want to print purchase order numbers on the statements enter Y if not enter N 8 Select the option by which to organize the statements 9 Select the grou
62. 0 22 0100 0000 0000 1434 5910 0000 0000 0000 0000 286 6500 0000 117 2900 0000 Sales Tax Oty Ordered Oty Shipped Oty Backord Unit Price Unit Cost 1 0000 1 0000 0000 100 0000 50 0000 Inv Total Pmt Ext Price Ext Cost 9728 76 Ext Price Ext Cost Pmt Amount 7 11 Tax Class Tax Class Accounts Receivable User s Manual 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 page 6 3 to edit or delete them Miscellaneous Credits Journal Screen Select Miscellaneous Credits Journal from the Transaction Reports menu The function screen appears i OSAS T000 olx Settings Edit Print Help Miscellaneous Credits Journal Pick Customer ID From ACEOO1 Thru VI5001 Batches to Print 000002 Print By Print 1 Batch Transaction 1 Line Detail 2 Customer ID 2 Transaction Totals 3 Invoice Number 3 Break Totals 4 GL Pd Sales Account 1 5 Item No Loc ID or Job Phase 1 Output device P rinter p R eview Mile Sjcreen Ejnd Inquiry 1 Enter the range of customers whose information you want in the journal A6 2 Enter the batch numbers you want to print A6 You can print 50 batches at once 3 Select the option by which to organize the journal
63. 000 101 Settings Edit Print Help Customer Activity Report Pick Customer ID From ACEOO1 Thru VI5001 Customer Class From Thru Sales Rep From DMM Thru PRT Print By 1 Customer ID 2 Customer Class 3 Sales Rep 1 Report Period Year 12 1999 Output device P rinter p R eview Mile 5 creen Ejnd 1 Enter the range of customers you want in the report A6 Inquiry 2 Enter the range of customer classes you want in the report A6 Inquiry 3 Enter the range of sales reps you want in the report A3 4 Select the option by which to organize 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 9 20 Accounts Receivable User s Manual Customer Activity Report History Reports 08 30 1999 Builders Supply 8 16 AM Customer Activity for Period 12 1999 By Customer ID 9 21 Gross Profit Average Invoice No of Invoices Amount Pct Tot Amount Pct Tot Amount Pct Tot Amount Pct Tot SUNSHINE HOMES INC CASH SALES OAKLAND CA TENNESSEE SHELTERS INC LOS ANGELES CONSTRUCTION CO DALOO1 DALLAS FT WORTH DOME HOMES GREATER NEW YORK DOMES INC CASH SALES DALLAS TX CASH SALES DALLAS TX CASH SALES MINNEAPOLIS CASH SALES BALTIMORE MD a i
64. 0000066 IN 9925 02 9925 02 PO Number BR549 12 30 1995 00000067 CR 3217 69 3217 69 PO Number BR549 Legal action is imminent YTD Finance Charges added to your account 00 995 will be reflected on your next statement 31 60 DAYS 61 90 DAYS OVER 90 DAYS FINANCE CHARGE AMOUNT DUE 00 00 74619 56 00 92384 04 CURRENT 17764 48 Re order From Open System Forms 1 800 994 6736 LASER STATEMENT 3031 8 23 Accounts Receivable User s Manual Customer Analysis Report Print the Customer Analysis Report 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 1 0SAS T000 olx Settings Edit Print Help Customer Analysis Report Pick Customer ID From AcEOO1 Thru VISO01 Select Period to Date History YES Quarter to Date History YES Year to Date History YES Last Year History YES Print By 1 Customer ID 2 Sales Rep ID 1 Output device P rinter p R eview Mile S
65. 1 Thru SNBOO1 Deposits Batches to Print 000002 Output device Pjrinter p Rjeview Mile iS creen Ejnd 1 Enter the range of bank accounts whose associated deposits you want in the report A6 2 Enter the batch numbers you want to print You can print 50 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 7 27 06 02 1999 Builders Supply 2 19 PM Deposits Report Bank FNB001 Cust ID Customer Name Checks Transaction Reports ACE BUILDERS ACEOO ACE BUILDERS ACEOO ACE BUILDERS DALOO DALLAS FT WORTH DOME HOMES DALOO DALLAS FT WORTH DOME HOMES KANOO KANSAS CITY GEODESIC HOMES KANOO KANSAS CITY GEODESIC HOMES Deposit Batch Total 18200 00 Bank FNB001 Total 18200 00 Grand Total 18200 00 End of Report Deposits Report Deposits Report Cash Check No Deposit 000001 Payment Date 12 21 1990 12 21 1990 06 02 1999 12 21 1990 12 21 1990 12 21 1990 12 21 1990 Accounts Receivable User s Manual 7 28 Post Transactions When you post transactions open invoices are created in the ARINxxx Open Invoice file for each sales and miscellaneous credit entry inthe ARTDxxx and ARTHxxx Transaction files The due date for each transaction is updated fro the invoice date and the number of due days for the terms code and the discount date
66. 13 7 17 7 19 7 23 1 21 7 29 7 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 page 6 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 7 3 Print Invoices Transaction Reports Print Invoices Screen Select Print Invoices from the Transaction Reports menu The function screen appears SAS T000 Biel ES Settings Edit Print Help Print Invoices Is AR Transaction Entry Complete YES Batches to Print 000002 Invoice Date 07 08 1999 First Invoice No 00002081 Last Good Invoice No 00000000 If Restart Message for All Invoices Thank you for your order Print Additional Descriptions YES Output device P rinter p R eview Mile Ej nd 1 If you are finished entering Accounts Receivable transactions enter Y i
67. 18574 61 11630 74 00 00 00 Balance Due First Sales 06 13 1988 05 23 1985 Last Sales 12 17 1990 12 07 1990 QTD YTD L Y Sales History Profit i Average Inv 6737 91 3072 89 2245 97 6737 91 3072 89 2245 97 6737 91 3072 89 2245 97 57761 71 23739 06 57761 71 TEN001 TENNESSEE SHELTERS INC 2 0 10 30 125000 Sales History Profit Average Inv 44684 00 16931 53 14894 67 97524 16 48179 15 19504 83 446572 94 220565 21 44657 29 495958 62 199164 28 99191 72 168103 54 57578 83 6465 52 68730 78 157620 48 01 16 1989 12 18 1990 Accounts Receivable User s Manual 8 27 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 ina 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 inv
68. 19 1999 Item 460 MD0001 Tota 66 0000 84275 54159 73 30115 38 35 73 450 MD000 SUNOO PRT EA 0 0000 4398 00 3625 63 712 37 17 56 Stove Almond 2 12 1999 Item 450 MD0001 Tota 76 0000 88673 57785 36 30887 75 34 83 460 MD000 SUNOO PRT EA 0 0000 4725 00 3970 62 754 38 15 97 Stove Almond 12 12 1999 9 29 Accounts Receivable User s Manual 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 purge 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 Invoices Screen Select Print History Invoices from the History Reports menu The function screen appears 2 OSAS T000 01 Settings Edit Print Help Print History Invoices Pick Customer ID From ACEOO1 Thru VISOO1 Invoice Number From Thru Invoice Date From Thru Print 1 Invoices 2 Credit Memos 3 Both 3 Message for All Invoices Thank you for your order Print Additional Descriptions YES Output device Pjrinter piR eview Mile E nd Accounts Receivable User s Manual 9 31 Print History Invoices History Reports z 1 Enter the range of customers you want to print invoices or credit memos for
69. 299 40 Ext Cost Pmt Amount Ext Price 324117 11 7 15 Accounts Receivable User s Manual Daily Sales Tax Report The Daily Sales Tax Report shows taxes collected and owed sorted by tax group Daily Sales Tax Report Screen Select Daily SalesTax Report from the Transaction Reports menu The function screen appears 70SAS T000 olx Settings Edit Print Help Daily Sales Tax Report Pick Tax Group ID From CA Thru TXHOUS Batches to Print 000002 Print Detail or Summary Detail Output device P rinter piRjeview A ile S creen Ejnd 1 Enter the range of tax groups whose sales taxes you want in the report A6 2 Enter the batch numbers you want to print You can print 50 batches at once 3 Select the amount of detail you want in the report 4 Select the output device A sample Daily Sales Tax Report is at the end of this section After the report is produced the Transaction Reports menu appears Accounts Receivable User s Manual 7 17 Transaction Reports Daily Sales Tax Report 06 02 1999 Builders Supply 2 16 PM Daily Sales Tax Report By Tax Location Detail Invoice Inv Date Tax Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 SUBTOTAL 18 27 SUBTOTAL 17 24 26 30 0012 0016 0017 0019 0020 0021 0022 SUBTOTAL 16 12 18 1999 MNT SUBTOTAL 20 12 21 1999 29 12 22 1999 SUBTOTAL GRAND TO
70. 4 IN 12670074 IN 24889030 IN 09 05 1999 11 24 1999 12 21 1999 12 09 1999 Customer DAL001 DALLAS FT WORTH 12670056 IN 12670066 IN 12670077 IN 10 14 1999 11 15 1999 12 25 1999 Discount 10 05 1999 09 15 1999 12 24 1999 12 04 1999 01 20 1996 12 31 1999 01 08 1996 12 19 1999 TOTAL DOME HOMES 11 13 1999 10 24 1999 12 15 1999 11 25 1999 01 24 1996 01 04 1996 TOTAL Customer KAN001 KANSAS CITY GEODESIC HOMES Builders Supply Open Invoice Report Gross Discount Misc Payments Credits Balance 74619 56 1492 39 35467 99 709 36 21722 07 434 44 4928 82 74619 56 110087 55 131809 62 136738 44 136738 44 136738 44 9739 64 7203 92 8991 26 9739 64 16943 56 25934 82 25934 82 25934 82 Accounts Receivable User s Manual 12670067 IN 12670075 IN 24889024 IN 11 16 1999 12 16 1999 11 26 1999 12 10 1999 01 09 1996 12 20 1999 10 20 1999 11 19 1999 10 30 1999 71699 10 716 99 11267 90 112 68 73932 30 739 32 71699 10 82967 00 156899 30 Open Invoice Report Open Invoice Report 24889024 24889028 Customer 12670058 12670070 12670073 Customer 12670080 PY CHK 11 27 1999 IN 11 12 1999 12 12 1999 11 22 1999 TOTAL LOS001 LOS ANGELES CONSTRUCTION CO IN 10 27 1999 IN 11 13 1999 IN 12 14 1999 SUNOO1 SUNSHINE HOMES IN 12 12 1999 11 26 1999 11 06 1999 12 13 1999 11 23 1999 01 13 1996 12 24 1999 TOTAL INC 01 11 1996 12 22 1999 TOTAL 418949 70 575
71. 849 00 17118 76 14977 46 47000 00 79096 22 8246 32 8246 32 4189 50 68972 27 87927 03 506876 73 68972 27 506876 73 17118 76 32096 22 79096 22 79096 22 8246 32 8246 32 8 8 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 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 8 9 Aged Trial Balanc Open Invoices Aged Trial Balance Screen Select Aged Trial Balance from the Open Invoices menu The functi
72. 89014 24889022 Inv Date Rep 07 14 08 17 09 02 10 04 11 03 12 03 01 26 02 05 03 02 04 03 05 03 06 21 07 18 08 09 09 05 10 17 11 24 12 21 07 11 12 17 09 03 Builders Supply Summary Invoice History Sort by Customer ID 1 Rep 2 Order No Ship To 000000 47581471 000000 47582141 000000 47582668 000000 47583201 000000 47583973 000000 47584497 000000 47585210 000000 47586001 000000 47586487 000000 47586977 000000 47587572 000000 47588241 000000 47588791 000000 47589602 000000 47590012 000000 47590662 000000 47591211 000000 47591774 00000003 000000 47581471 00000001 000000 47584498 00000001 000000 Subtotal 530628 57388 101131 79768 67213 62147 64598 111644 288828 14429 166661 83718 83718 67470 74619 154642 35467 21722 276013 49288 492882 Sales Tax Freight 530628 57388 101131 79768 67213 62147 64598 111644 288828 14429 166661 83718 83718 67470 74619 154642 35467 21722 276013 49288 492882 9 25 Accounts Receivable User s Manual Promotional Analysis Report The Promotional Analysis Report shows a comparison of promotional pricing with other types of pricing You can produce this report only if Accounts Receivable is interfaced
73. 945 54 71 61 225651 18 66 79 112527 63 33 30 256817 85 76 01 308178 24 91 21 299856 31 88 75 254595 15 75 35 296111 36 87 64 314730 26 93 15 277698 63 82 19 271941 57 80 49 629460 50 186 30 92228 87 95372 86 65923 39 63882 08 86035 15 24723 77 77374 16 74843 70 31738 89 277489 55 53437 29 82991 06 330664 78 100 00 49 61 86 32 33 23 96 78 64 88 92 27 90 96 68 53 144 35 79 82 95 19 172 02 45642 05 46572 68 59727 79 48645 55 70782 70 83454 47 22482 15 79751 45 64372 47 37240 71 24261 34 88950 51 298795 72 100 00 100 64 41 01 33 40 48 60 125 96 84 10 54 76 112 86 25 57 85 32 61 07 205 16 10899 06 20162 13 17357 78 10229 78 51363 57 102726 08 99952 10 127297 58 98703 79 104910 09 92566 21 67985 39 104910 08 100 00 184 99 159 26 93 86 471 27 942 52 917 07 999 99 905 62 962 56 849 30 623 77 962 56 31 12 13 11 Dis Y Y WN ww 100 00 38 71 41 94 35 48 16 13 9 68 9 68 6 45 9 68 9 68 9 68 12 90 19 35 9 9 Accounts Receivable User s Manual 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 Option
74. 99 Terms Desc C O D Type Reg GL Period 09 Terms D Days Net Days Order No Taxable YES Ord Date Tax Group ch Inv No Description California Company H Accounts Receivable User s Manual C 1 Information Windows Information Windows To access a window use the up and down arrow keys to move the cursor to the menu item you want and press Enter Then see the subhead by the same name in this appendix Customer Information Window When you select Customer Information from the AR Information menu the customer information window appears 0SAS T000 ol x Settings Edit Print Help Invoices Customer ID CASHCA Name CASH SALES OAKLAND CA New Fin Charge 00 Territory WEST Class RETL Unpaid Fin Charge DO Price Code RETAIL Fin Code NO Current Due 1940 87 Credit Limit o Balance 31 60 DO High Balance 51487 23 61 90 32858 76 Credit Status 444321000000 91 120 DO 121 16687 60 ist Sale D9 21 1999 Unapplied Credits 00 Last Sale 12 06 1999 1940 87 Total Due 51487 23 Last Pmt 10 27 1999 15000 00 Period to Date Qtr to Date Year to Date Last Year Sales 1940 87 49654 63 66487 23 DO Profit 703 25 32489 15 37886 40 DO Number of Invoices 1 3 4 Payments DO 15000 00 15000 00 DO Discounts 00 DO DD 00 Average Days to Pay DO 30 00 30 00 DO lt Enter gt for Next ID F5 for New Customer To look at the information for the customer that is alphabetically next in the ARCUxxx file press E
75. 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 Purge Customer Comments and Purge Selected files functions 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 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 Accounts Receivable User s Manual Codes Maintenance GL Codes Distribution Accounts Terms Shipping Methods Payment Methods Accounts Receivable User s Manual 4 3 4 5 4 7 4 9 4 11 4 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 ser
76. D ACEOO1 Period Year 01 1999 Summary History ACE BUILDERS Item Job Type 100 150 450 460 600 Totals Quantity 25 47 10 30 30 0000 0000 0000 0000 0000 Units PKG PKG EA EA EA Enter summary history customer inquiry Company H 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 canshow a prompt appears More Items on File Continue To look at more history press Y To stop with this screen pres N Once you press N you cannot page down anymore and you cannot page up at any point When you are finished looking at the item and job history pres Enter to return to the Summary History customer inquiry screen Accounts Receivable User s Manual 5 11 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 page 11 3 Detail History Screen Select Detail History from the Information Inquiry menu The inquiry scre
77. For a customer that pays cash enter N Even if you do not send statements you should produce statements to keep a proper audit trail Enter the level assigned to the customer or press Enter to skip this field If Accounts Receivable is interfaced with Inventory the Inquiry command is available Customers File Maintenance Field Acct Type Distrib Code A2 Fin Charge Credit Limit N12 Credit Hold Partial Ship Description 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 invoice account enter I 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 is temporarily called up After you enter the distribution code the account information appears If you want to be able to apply a finance charge to the customer enter Y if not enter N If you enter N and try to use the Calculate Finance Charges function for the customer Finance Code 0 appears after the customer s information Enter the customers credit limit accept the displayed value or enter 0 if the customer has no credit limit If the credit used on a transaction surpasses the customer s credit lim
78. 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 enter Y at the Is Job Phase Done prompt if not enter N 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 Accounts Receivable User s Manual Daily Work Transactions i OSAS T000 BEE Settings Edit Print Help Invoices Append Line Entry 001 Item Job ITEM Loc ID MNOOO1 ID 100 GL Code Desc Electrical Package Sales Acct 401000 Sls Cat Pi COGS Acct 501000 Tax Class 03 000 Price ID BUILD Inv Acct 104400 Units Ordered 1 0000 PKG Shipped 1 0000 Price 423 6320 Ext Price 423 63 Backord 0000 Cost DOOO Ext Cost DO Entry of J Subtotal Freight Misc Sales Tax Prepayment Net Due 423 63 00 DO DO 423 63 Verification Press lt PgDn gt to proceed a You cannot change the information displayed in the window Desc A35 Enter a description of the item or press Enter to skip this field Additional Descriptions If you elected in the Resource Manager Options and A35 per line Interfaces function to use additional descriptions you can enter 10 lines of information Sls Cat A2 Assign a sales category to the item or press Enter to skip this field When you produce the Detail History Re
79. Information Accounts Receivable User s Manual Description Use the Add to Remove Favorites menu button to add the desired submenu or function to or from your Favorites menu Toggles your display menu between your Favorites menu and your Main menu Switches between your sample data and your live data Clicking on this button or pressing F9 sets up the selected application Setup works only in certain applications If an application requires a setup function you will find instructions in that application s user s manual Displays information about the selected function 1 41 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 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 Operation Esc View the list of commands for the screen you are on and the Command help field you are in To close the commands window press any key Fl Get information about the field you
80. Inquiry A6 2 Enter the range of invoice numbers you want to print A8 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 or credit memos or change the message 6 If you want to print additional descriptions enter Y if not enter N 7 Select the output device A sample invoice and credit memo are on page 9 6 and page 9 7 After the invoices are printed a totals log is printed 9 32 Accounts Receivable User s Manual 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 This report will process faster if you run the ARCVTHI conversion page 2 8 Tax Audit Report Screen Select Tax Audit Report from the History Reports menu The function screen appears 2 OSAS T000 Of x Settings Edit Print Help Tax Audit Report Pick Tax Group From CA Thru TXHOUS Customer ID From ACEOO1 Thru VISOO1 Invoice Date From Thru Print Invoice Detail YES Print Zero Tax Invoices NO Output device Pjrinter p R jeview Mile 53 cre
81. MER ACE001 TOTAL NEW FINANCE CHARGE POSTED 18 00 FOR GL PERIOD 9 End of Report 10 11 Accounts Receivable User s Manual Purge Customer Comments Use the Purge Customer Comments function to delete comments about a customer whose record you no longer need Note Before you purge customer comments produce the Customer Comments List 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 i 0SAS T000 olx Settings Edit Print Help Purge Customer Comments Pick Customer ID From ACEOO1 Thru VI5001 Date From Thru Reference ID From Thru Verification Press lt PgDn gt to proceed Purging customer comments Accounts Receivable User s Manual 10 13 Purge Customer Comments Periodic Processing Inquiry 1 Enter the range of customers whose comments you want to purge A6 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 A3 When you are finished making your selections use the Proceed PgDn command to purge the comments and return to the Periodic Processing menu 10 14 Accounts Receivable User s Manual Purge Selected Files Use the
82. Methods Method Description GL Account CHK Check 1000 Deposit Invoice Batch ID Cust ID Number Bank ID Check Number 000001 ACE001 12 21 90 FNBOO1 000001 ACE001 12 21 90 FNBOO1 000001 DALOO1 12 21 90 FNBOO1 000001 DALOO1 12 21 90 FNBOO1 000001 KAN001 12 21 90 FNBOO1 000001 KANOO1 12 21 90 FNBOO1 000001 ACE001 06 02 95 FNBOO1 Payment Type CHK Total Method Description Type GL Account VIS VISA Credit Card 1011 Deposit Invoice Payment c Batch ID Cust ID Number Date Card Holder Card Account Number Exp Date Auth hm 3 A A E A OS a a IE EE SR RE 000001 TENOO1 6502 0007 12 21 90 TENNESSEE SHELTERS INC 23647826348238119233 1 1991 231231 ee re Payment Type VIS Total 15000 00 E Method Description Type GL Account G w o Write off to Bad Debt Write off 1020 o Deposit Invoice Payment O Batch ID Cust ID Number Date Memo par ann ae EASES A Rast Sard est ON NOT Masi O ELITE A O O A A A A A a EE nan Ra ee EIN A a lee A A O 000001 SUNO01 6605 0008 12 21 90 Write Off Damaged Mdse pra O A a Payment Type W O Total 7 25 Accounts Receivable User s Manual 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 The function screen appears 70SAS T000 Of x Settings Edit Print Help Deposits Report Pick Bank Account ID From FNBOO
83. NSHINES HOMES INC 9350 W GULFSTREAM DRIVE TAMPA FL 33333 8825 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 12 17 Accounts Receivable User s Manual Ship to Address Labels Use the Ship to Address Labels function to print 1 by 3 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 1 0SAS T000 ala Bs Settings Edit Print Help Ship to Address Labels Pick Customer ID From AcEOO1 Thru VISO01 Zip Code From Thru Print Ship Via YES Print by 1 Customer ID 2 Zip Code 1 Is form aligned Output device P rinter p R eview Mile Ej nd Inquiry 1 Enter the range of customer IDs whose labels you want to produce A6 2 Enter the range of zip codes whose associated customer labels you want to produce N10 3 If you want to print the shipping method on the labels enter Y if not enter N 4 Select the option by which to organize the labels Accounts Receivable User s Manual 12 19 Ship to Address Labels Master File Lists 5 A line of x s is printed so that you can align the labels Then this prompt appears Is form
84. OPEN SYSTEMS Accounting Software Accounts Receivable User s Manual 1998 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO 5 are registered tradmarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT 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 September 1998 Document Number 2210 AR60 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 support representative if you encounter an inconsis
85. P Transactions GL Edit Transactions IN Transfers Journal There are two ways you can set up your Favorites menu depending on if you use the text style menu or the graphical style menus To set up the text style Favorites menu 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 1 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 39 Favorites Menu Introduction Favorites Menu Start Style AP Transactions SS GL Edit Transactions SS IN Transfers Journal To set up the graphical style display you can find an example of the graphical style Favorites menu on page 1 24 follow these steps 1 Position the cursor over the submenu or function you want placed into your Favorites menu 2 Right click on the function or submenu The Favorites menu set up box shown below appears m Purchases Joumal Add to Favorites Change to Favorites live Data AP Setup Function Information 3 Click on Add to Favorites 1 40 Accounts Receivable User s Manual Introduction Favorites Menu Screen Use Screen Add to Remove Favorites Change to Favorites Main Sample data Live data Setup Function
86. Print Help Data File Conversion Select directory on which to create files t D DSAS60 samp le 1 Enter directory that contains the files to be converted Do you want source files erased after conversion Do you want conversion to pause if a problem is found Appl Description Version Appl Description Version 2 6 Accounts Receivable User s Manual Installation and Conversio Conversion 1 Enter the number of the target directory The system assigns a number to each OSAS data path with assigned values If you have only one valid data path it is displayed and you cannot change it 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 3 If you want source files to be erased after conversion enter Y if not enter N 4 If you want the conversion process to pause if a problem occurs enter Y if not enter N The system considers evidence of data not converting correctly or file corruption a problem 5 Enter AR in the Appl column Accounts Receivable appears 6 Enter your present version number of Accounts Receivable and press Enter When you enter OSAS the copyrights screen shows the version of Accounts Receivable you have 7 Tf data files already exist for AR in the intended destination path the following prompt appears AR Data files exist Do you want this task to erase them If you want t
87. 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 2 10SAS T000 ol x Settings Edit Print Help Purge Selected Files Have you backed up your data files YES Remove Recurring Entries with Cutoff Dates Before 07 08 1999 Detail History for Invoices Dated Before 07 08 1999 Summary History Before Period Fiscal Year 7 1999 Paid Invoices with Dates Before 07 08 1999 Verification Press lt PgDn gt to proceed a 1 If you have backed up your data files enter Y if not enter N If you enter N you are prompted to exit to the Periodic Processing menu 2 Enter the date of the recurring entries you want to purge Recurring entries dated before the date you enter will be purged Accounts Receivable User s Manual 10 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
88. Reconciliation 3 9 General Ledger 3 9 Inventory 3 9 Job Cost 3 9 Inventory effects of posting transactions 7 32 installing before Accounts Receivable 2 3 interface with Accounts Receivable 3 9 Accounts Receivable User s Manual inventory search commands 1 47 Shift F5 1 48 Shift F6 1 48 Shift F7 1 48 Shift F8 1 48 Invoices additional text for line items 3 11 aging 7 4 aging online 3 13 assigning numbers 6 9 batches 3 11 changing status 8 4 copying recurring entries 1 12 Enter Serial Numbers window 6 15 entering 1 11 for miscellaneous credits 1 11 for sales 1 11 general ledger period B 1 hold release 8 3 line items 6 11 line item entry screen 6 11 number B 1 online 3 19 6 3 6 9 Online Invoice Totals screen 6 22 Online Invoicing screen 6 21 options printing on plain paper or forms 3 12 printing online 3 12 using forms 3 12 using prenumbered forms 3 12 posting for cash receipts 7 31 for credit sales 7 30 printing 7 3 forms 7 5 online 6 18 6 21 reprinting 7 5 B 2 Sales Tax Information window 6 20 sorting to view 5 6 5 8 splitting payments 8 4 Totals Information screen 6 19 viewing 5 5 detail history 5 13 expanded summary 5 14 totals 5 14 item description lookup command 1 48 IX 7 Index J Job Cost effects of posting transactions 7 31 installing before Accounts Receivable 2 3 interface with Accounts Receivable 3 9 Jump function key 1 28
89. Rxxx file You can also enter this information through the Cash Receipts function The ARCRxxx file records money as received when 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 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 After your files become too large you will want to clear some data through 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 Accounts Receivable User s Manual Introduction The AR System 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 the GLJRxxx
90. SE 31ST STREET PADUCAH KY 28455 7865 lo 3217 69 TOTAL DUE DUE DATE DISC DUE DATE ORDER NO ORDER DATE SHIP DATE SHIPNO Re order From Open System Forms 1 800 994 6736 LASER INVOICE 3021 Accounts Receivable User s Manual 7 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 Settings Edit Print Help Sales Journal Pick Customer ID From ACEOO1 Thru VI5001 Batches to Print 000002 Print By Print 1 Batch Transaction 1 Line Detail 2 Customer ID 2 Transaction Totals 3 Invoice Number 3 Break Totals 4 GL Pd Sales Account 1 5 Item No Loc ID or Job Phase 1 Output device P rinter p R eview Mile 5 creen Ejnd 1 Enter the range of customers whose information you want in the journal A6 2 Enter the batch numbers you want to print A6 You can print 50 batches at once 3 Select the option by which to organize the journal 4 Select the amount of detail you want in the journal Accounts Receivable User s Manual 7 9 Sales Journal Transaction Reports 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 in
91. 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 appears 7 20 Accounts Receivable User s Manual Cash Receipts Journal Transaction Reports Cash Receipts Journal 06 02 1999 2 17 PM Deposit Batch ID Cust ID Credit Tran No Bank ID GL Account 000001 0011 000001 0001 000001 0002 Customer ACE00 000001 DALOO 0003 FNBOO 000001 DALOO 0004 FNBOO Customer DALOO 000001 KANOO 0006 FNBOO 000001 KANOO 0005 FNBOO Customer KANOO 000001 TENOO 0007 Customer TENOO GRAND TOTAL End of Report Invoice Payment Number Date 06 02 95 12 21 90 12 21 90 ACE BUILDERS 1010 6509 12 21 90 1010 ONACCT 12 21 90 DALLAS FT WORTH DOME HOMES 1010 6305 12 21 90 1010 6504 12 21 90 KANSAS CITY GEODESIC HOMES 1010 6502 12 21 90 TENNESSEE SHELTERS INC Credits 33200 00 Builders Supply Cash Receipts Journal By Customer ID Customer Inv Balance Payment Amount 200 00 9000 00 9400 00 2000 00 4600 00 200 00 4000 00 Pymt Mthd Discount Difference Debits 33200 00 Type Check 004624 000445 000445 000548 000548 024554 024554 Balance Due 7 21 Accounts Receivable User s Manual 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
92. T000 or x Settings Edit Print Help Open Invoices Customer ID ACEOO1 ACE BUILDERS Account Type Open Invoice Credit Limit 315000 Include Paid Invoices After 07 08 1999 Sort By Invoice Number Invoice Type Stat Invoice Check Due Date Gross Amount Number Date Number Disc Date Discount Amount 12670046 09 05 1995 10 05 1995 74619 56 09 15 1995 1492 39 12670064 11 24 1995 12 24 1995 35467 99 12 04 1995 709 36 12670074 12 21 1995 01 20 1996 21722 07 12 31 1995 434 44 24889030 12 09 1995 01 08 1996 4928 82 12 19 1995 98 58 Total 136738 44 Customer First Last Next Prev Sort Company H Accounts Receivable User s Manual 5 7 Open Invoices Information Inquiry a 2 Enter the ID of the customer whose open invoices you want to look at A6 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 pres
93. TAL End of Report Daily Sales Tax Report Accounts Receivable User s Manual 7 18 Cash Receipts Journal The Cash Receipts 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 i OSAS T000 Ol x Settings Edit Print Help Cash Receipts Journal Pick Customer ID From ACEOO1 Method of Payment From CHK Thru VI5001 Thru W O Bank Account From FNBOO1 Thru SNBOOL Batches to Print 000002 Print by 1 Customer ID GL Period Account Bank Account Deposit Batch ID Deposit Batch ID Method of Payment Fob wd Output device P rinter p R eview Mile 53 creen Ejnd Inquiry 1 Enter the range of customers whose information you want in the journal A6 Inquiry 2 Enter the range of payment methods whose associated receipts you want in the journal A3 Accounts Receivable User s Manual 7 19 Cash Receipts Journal Transaction Reports 3 3 Enter the range of bank accounts whose associated receipts you want in the journal A6 4 Enterthe batch numbers you want to print A6 You can print 50 batches at once 5 Select the option by which to organize the journal 6
94. The customers inquiry screen appears 4 OSAS T000 Biel ES Settings Edit Print Help Customers and Open Invoices Cust ID ACEDO1 Group Code o Name ACE BUILDERS Stmt Inv Code Both Address 1 1588 SE 315T STREET Cust Level ACEDO1 Address 2 Acct Type Open Invoice Address 3 Distrib Code 01 City State PADUCAH KY Fin Charge YES Zip Code 28655 7865 Country US Credit Limit 315000 Ship Zone Di Attention ACCOUNTS PAYABLE Credit Hold NO Partial Ship YES Phone Fax 505 555 1646 502 555 1566 Tax Group MN Taxable NO Contact BRIAN Class WHSL New Fin Chg 00 Sales Rep GPD Garry P Deacon Unpaid Fin Chg DO Territory MIDATL Current Due 00 Terms Code 2PCT 2 10 n 30 Reg Balance 31 60 00 2 0 10 DAYS NET 30 61 90 00 91 120 DO Pymt Method CHK 121 136738 44 Card No Exp Unapplied Cr DO Name Total Due 136738 44 Customer First Last Next Prev Invoices History Company H Fa Accounts Receivable User s Manual Enter the ID of the customer whose information you want to look at A6 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 History Invoices 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 lo
95. The function screen appears 1 OSAS T000 _ Of x Settings Edit Print Help Shipping Methods Shipping Code FED2 Description Federal Exp 2nd Day Verification Press lt PgDn gt to proceed fa 1 Enter the shipping code A6 whose information you want to add or change 2 Enter the shipping code s description A20 or accept the displayed description The Ship Via field uses this description in transactions After you save the information PgDn enter another code or exit to the Codes Maintenance menu Accounts Receivable User s Manual 4 9 Payment Methods Use the Payment Methods function to add or change the codes used to specify which kinds of payment you honor for customers For example you can set up codes to designate personal checks company checks write offs cash credit cards and so forth Payment Methods Screen Select Payment Methods from the Codes Maintenance menu The function screen appears S OSAS T000 01 Settings Edit Print Help Payment Methods Payment Method Code CHK Description Check Short Description Payment Type 2 Check Bank Account ID FNBOO1 ist National Bank Debit GL Account 100000 CASH IN BANK ist NATIONAL Period to Date Qtr to Date Year to Date Last Year Payments DO 962317 68 3158172 36 DO Verification Press lt PgDn gt to proceed A Field Description Payment Method Code Enter the payment method code you want to work with A3 To
96. To change the status back press H again To change the status of all invoices from one type to another press A In the window that appears press 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 pres 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 pres F 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 Accounts Receivable User s Manual Open Invoices Hold Release Invoices To move the prompt gt to a different invoice number press G Then enter the number This command appears 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 8 5 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 i
97. a blank line The text is saved and you are returned to the line item entry screen The sales category usually refers to an inventory item Enter a category or press Enter to skip this field Accept the displayed value or enter a different sales tax class 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 accounts 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 Accounts Receivable User s Manual File Maintenance Recurring Entries After you save the line item entry information PgDn 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 F5 command to cancel the entry To delete the en
98. 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 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 th
99. aces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu 1 Toggle to YES or NO to indicate whether or not you want to interface Accounts Receivable with General Ledger Inventory Job Cost and Bank Reconciliation 3 10 Accounts Receivable User s Manual Setup Setup Functions The interface options work independently of each other You can respond to them with any combination of Ys and Ns Toggle to YES or NO to indicate whether or not you want to use transaction batching 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 number the system assigns Toggle to YES or NO to indicate whether or not you want to enter 1 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 additional descriptions stored in Inventory If Accounts Receivab
100. ach 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 contains information for each item sold to each customer in each period Three types of summary records are created for each customer 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 account receivable transactions This file is used only if you elect to save detail history in the Resource Manager Options and Interfaces function 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 miscellaneou
101. ager 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 Inquiry Trans No N4 The system assigns a unique number to each transaction 6 6 To change a transaction enter the number of the transaction Accounts Receivable User s Manual Daily Work Transactions Field Location A6 Inquiry Sold to A6 Sales Rep 1 Percent A3 3 1 Sales Rep 2 Percent A3 3 1 Accounts Receivable User s Manual Description 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 the 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 messa
102. al Freight Miscellaneou Sales Tax Totals Sales Tax Location MN Tax Adjustment Sales Tax Invoice Information Tax Information Tax Amount Tax Loc Class MN Invoice Total Payment 1 Payment 2 Net Due Company H Tax Location Tax Amount Tax Adjustment Tax Loc Class Sales Tax Method Method 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 PgDn you are returned to the Totals Information screen Invoice Total Payment 1 2 6 20 The total amount of the invoice the subtotal plus the freight charges sales tax and miscellaneous charges is displayed Enter the payments made Accounts Receivable User s Manual Daily Work Transactions Payment Method 1 2 For cash enter the payment method code For a check you are prompted to enter the check number N6 For a credit card enter the card number A20 and name A25 the expiration month year and the authorization number A6 Online Invoicing screen When you pres O on the Invoices screen the Online Invoicing screen appears Si OSAS T000 ol x Settings Edit Print Help Online Invoicing Invoice No Message for Invoice Thank you for y
103. ales reps addresses enter Y if not enter N 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 Master File Lists Sales Reps List Sales Reps List 06 02 1999 2 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 End of Report Builders Supply Sales Reps List Employee ID Phone Number Fax Number Commission 111 532 9873 Net Sales Booked Sales US DEA001 5 000 999 563 7690 Net Sales Booked Sales US HOVOOL 5 500 888 567 8324 Net Sales Booked Sales US THOOL 5 250 100 873 8954 Net Sales Booked Sales Sales MID Sales YTD Line Items A Sales Tax 155638 Freight Misc Line Items A Sales Tax 225128 Freight Misc Line Items A Sales Tax 139485 Freight Misc Line Items Sales Tax Freight Misc Last Sale Date 12 18 1990 12 21 1990 12 10 1990 12 20 1990 Accounts Receivable User s Manual 12 4 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
104. aligned If the labels are not aligned enter N and adjust them When the labels are aligned enter Y to produce them 6 Select the output device Sample ship to address labels are at the end of this section After the labels are produced the Master File Lists menu appears 12 20 Accounts Receivable User s Manual Master File Lists Ship to Address Labels Ship to Address Labels KANO01000001 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 DRIV TAMPA FL 33333 8825 US TEN001000001 UPS Blu TENNESSEE SHELTERS NASHVILLE 100 HWY 42 NASHVILLE TN 54329 4736 US TEN001000002 UPS Blu TENNESSEE SHELTERS MEMPHIS 300 W 37TH STREET MEMPHIS TN 54338 4938 US TEN001000003 UPS Blu TENNESSEE SHELTERS CHATTANOOGA 9000 CO RD 4 CHATTANOOGA TN 54897 2034 US Accounts Receivable User s Manual 12 21 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 entrie 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 List use the Edit Recurring Entries opt
105. ample 8 12 screen 8 10 unapplied credits 8 11 aging breaks 8 11 cash receipt codes 6 25 online 3 13 3 23 11 47 periods 11 alphabetical sorting 3 4 applying cash receipts 6 26 AR Analysis Report description 1 13 function 9 3 sample 9 5 ARBTxxx file 1 10 ARCCxxx file description 1 7 setting up 3 21 ARCDxxx file description 1 8 3 16 setting up 3 16 ARCRxxx file description 1 10 setting up 6 23 ARCTxxx file 1 11 IX 1 Index ARCUxxx file description 1 7 setting up 3 18 balance information 3 20 comments 3 21 general information 3 18 historical information 3 21 payment information 3 18 ARDExxx file description 1 8 setting up 3 11 ARGLxxx table description 11 37 screen 11 37 setting up 3 14 11 ARHDxxx file description 1 11 setting up 3 11 ARHIxxx file description 1 11 setting up 3 11 ARHSxxx file description 1 11 setting up 3 11 ARINxxx file description 1 10 setting up 11 47 ARLSxxx file 1 10 ARPDxxx table description 11 38 setting up 3 14 ARPYxxx file description 1 8 setting up 3 17 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 8 setting up 3 22 IX 2 ARSRxxx file description 1 8 setting up 3 16 setting up commissions 3 16 ARTDxxx file description 1 10 setting up 3 22 ARTHxxx file description 1 10 setting
106. and only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window 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 J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Key PgUp PgDn End Operation Display the previous page of the window Display the next page of the window Move directly to the last item on file Accounts Receivable User s Manual Introduction Function Commands Key Home Down Arrow Up Arrow Ins Look up F7 Exit Enter Esc View commands Operation Move directly to the first item on file Move down one item Move up one item Enter a string of information If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field Leave the Inquiry window without selecting any
107. ank tables screen appears 21 OSAS T000 BEE Settings Edit Print Help ARTE Table ID ARGL Description GL Accounts Table Number of Cols 2 Column Length 12 Type A DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG Company H Inquiry 1 To add or change a table enter the table ID A8 To set up a 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 If you entered a new table ID the Copy From field appears A8 To copy a company or terminal specific table enter the table ID plus the company I 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 To copy a sample table enter the table ID 3 Accept the displayed table description or enter a different description A40 The number of columns their length and the type of data you can enter alphanumeric A numeric N or numeric with decimals are displayed 11 36 Accounts Receivable User s Manual File Maintenance Tables 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 GLJRxxx Journal file Whe
108. any F3 and then try the function again Accounts Receivable User s Manual A 7 System Messages System Messages 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 Percentages cannot total more than 100 The sum of the sales rep s percentages cannot exceed 100 Press Enter to adjust payment amount and return to menu You cannot exit to the menu until the remaining amount 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 Pres Enter to continue with your entry and try to print later Record in use Another terminal is using the record 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 the ID of a sales rep that is not set up in the ARSRxxx Sales Rep file Enter a different ID the Inquiry F2 command is available A 8 Accounts Receivable User s Manual System Messages Syste
109. ash Flow Report Open Invoices 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 8 14 Accounts Receivable User s Manual Open Invoices Cash Flow Report Cash Flow Report 06 02 1999 2 38 PM Invoice S T Due Number TP Date Discount Customer ACE001 ACE BUILDERS 6080 6080 6080 6080 6080 6080 6300 6300 6302 6302 6500 6505 6505 6600 6600 6600 6700 HUWUDHUDHH DUH DH UD DUR 09 10 1990 12 08 12 15 01 02 01 04 01 09 01 16 Customer Total Customer Total 991 08 21 08 15 09 25 0 28 1 30 2 17 1 18 1 30 1 25 1 30 2 13 2 15 2 21 2 20 2 03 2 11 2 27 Customer TENO01 TENNESSEE SHELTERS 6095 6095 6095 6095 6303 6303 6303 6303 6502 6508 6703 HHH UD DUH UD DDH 07 12 12 21 01 02 01 05 01 17 Customer Total 990 991 991 991 06 22 09 25 10 28 12 10 12 01 11 30 11 30 12 17 12 13 12 16 12 28 990 990 990 990 990 990 990 990 990 990 990 66668 64 61262 89 3005 75 1194 25 205 75 500 00 24058 62 23257 37 29612 26 28612 26 13994 72 1642 94 100 00 7135 35 3571 35 425 35 2050 00 4529 91 38473 21 33767 46 3205 75
110. ash receipts for a different customer press C Then enter the customer ID or accept the displayed customer 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 Accounts Receivable User s Manual Daily Work Cash Receipts 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 exit to the Cash Receipts screen To edit the cash receipt press E Then see page 6 29 for information about editing cash receipts To designate the cash receipt as on account for the customer press O 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 original amount to calculate the amount remaining 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 You can enter a different batch or deposit number for a different set of totals After you are finished viewing the totals information exit
111. ata from files and print the Sales Tax Report 10 2 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 i OSAS T000 olx Settings Edit Print Help Sales Tax Report Pick Tax Authority From Thru Tax Location From CA Thru TXHOUS Print By 1 Tax Location 2 Tax Authority 1 Print Sales YES Purchases YES Output device P rinter p R eview Mj ite S creen Ejnd 1 Enter the range of tax authorities you want in the report A2 2 Enter the range of tax locations you want in the report A6 3 Select the option by which to organize the report Accounts Receivable User s Manual 10 3 Sales Tax Report Periodic Processing 4 If you want to print sales and purchases enter Y if not enter N 5 Select 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 10 4 Accounts Receivable User s Manual Sales Tax Report Periodic Processing 06 02 1999 2 50 PM Tax Loc Name California Resale Description Tax Per Level Tax Auth
112. ate the BRTRxxx Transactions file Inventory When Accounts Receivable is interfaced 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 Accounts Receivable User s Manual 3 9 Setup Functions Setup The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter AR as the application ID The Accounts Receivable Options screen appears 0SAS T000 olx Settings Edit Print Help Data File Conversion Select directory on which to create files 1 D OSAS60 samp le 1 Enter directory that contains the files to be converted Do you want source files erased after conversion Do you want conversion to pause if a problem is found Appl Description Version Appl Description Version Enter toggle Goto Write To toggle an option for example between YES and NO press Enter To move the prompt gt directly to a different option press G Then enter the option number When you are finished selecting options press W to save your entries Then exit to the Options and Interf
113. ation Customer ID ACEOO1 ACE BUILDERS Open Invoice New Fin Chg 00 Unpaid Fin Chg DO Current Due DO Balance 31 60 DO 61 90 DO 91 120 DO 121 136738 44 Unapplied Cr 00 Total Due 136738 44 Verification Press lt PgDn gt to proceed The Balance Information screen stores summary amounts for each customer Thi 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 ite customer As a result you can enter the initial balances here and have the syste 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 11 10 Accounts Receivable User s Manual File Maintenance Customers 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 values on the Balance Information screen Changes you make after setting up the system affect the validity of your data If 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 New Fin Chg Unpaid Fin Chg Current Due Balance range Unapplied Cr Total Due Accounts Receivable User
114. card claims Methods of Payment Journal Screen Select Methods of Payment Journal from the Transaction Reports menu The function screen appears 2 10SAS T000 olx Settings Edit Print Help Methods of Payment Journal Method of Payment From CHK Thru WO Batches to Print 000002 Print Type 1 Cash Check Credit Card Write off Other All Methods ARH bN Output device P rinter p R eview Mile 5 creen Ejnd Inquiry 1 Enter the range of payment methods whose associated receipts you want in the journal A6 2 Enter the batch numbers you want to print You can print 50 batches at once A6 3 Select the method of payment you want to list in the journal Accounts Receivable User s Manual 7 23 Methods of Payment Journal Transaction Reports 4 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 1 for cash the journal would not have any data because no payment method is both a credit card and cash 5 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 7 24 Accounts Receivable User s Manual Methods of Payment Journal Transaction Reports 06 02 1999 Builders Supply 2 18 PM Methods of Payment Journal Type All
115. ccounts Receivable User s Manual 4 7 Terms Field Terms Code A2 Type Percent Discount Days N3 Net Due Days N3 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 percentage used for the terms up to 100 0 or accept the displayed percentage Enter the number of days a discount is valid Enter the number of days the customer is given to pay the net due The displayed description 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 PgDn enter information about a different terms code or exit to the Codes Maintenance menu 4 8 Accounts Receivable User s Manual Shipping Methods Use the Shipping Methods 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
116. ceed 1 Enter the batch ID whose information you want to work with 2 If a 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 6 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 enter H you can print or post the batch but you cannot enter or edit transactions in it The No of Trans field is reserved for future use 1 For each report toggle the report status The default status is Not Applicable If invoices miscellaneous credits or cash receipts have been entered the default is Unprinted If you enter new transactions after you print the report s the appropriate defaults change to Reprint If you selected a batch that is in use the terminal ID and the user name of the person entering transactions are displayed After you save the information PgDn enter information about a different batch ID or exit to the Daily Work menu 6 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 Transactions Accounts Receivable User s Manual 7
117. cing file Before Posting Before you post do the following things e Ifyou have a multiuser system make sure that no one else is using the Accounts Receivable system You cannot post if someone else is using Accounts Receivable functions e Ifyou are using batching make sure that no one else is using the batche being posted e Print the Sales Journal page 7 9 the Miscellaneous Credits Journal page 7 13 and the Cash Receipts Journal page 7 19 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 7 32 Accounts Receivable User s Manual Transaction Reports Post Transactions Post Transactions Screen Select Post Transactions from the Transaction Reports menu The function screen appears OSAS T000 olx Settings Edit Print Help Post Transactions Have You Backed Up Your Data Files YES Batches to Post 000002 Post To 1 Current Fiscal Year 1999 2 Last Fiscal Y
118. could set up a Favorites Menu where with one press of the enter key or a click on the button your application would be open for work Favorites Menu Graphical Style Favorites Menu TODO AP Transactions GL Edit Transactions IN Transfers Joumal For Favorites Menu set up information see page 1 39 1 24 Accounts Receivable User s Manual Text Menu The Text menu can 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 FOSAS T000 ol x Settings Edit Print Help SAMPLE DATA PATH 06 05 1999 Company H Builders Supply 10 12 AM m Main Menu A Resource Manager Sl Workstatien Configuration Colors Keyboard Devices Defaults OPEN SYSTEMS R Accounting Software 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 25 Text Menu Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning wit
119. counts Receivable User s Manual 11 3 Customers File Maintenance Field Customer ID A6 Copy From A6 Customer Name Do You Want to Add Change Description Enter the ID of the customer you want to work with To delete the customer record use the Delete F3 command Before you delete a customer record do periodic maintenance page 10 7 and make sure that the customer does not have open invoices or a balance in the ARINxxx Open Invoice file When you delete a customer record the customer s comments are not automatically deleted You must use the Purge Customer Comments function to delete the comments 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 ID of the customer whose record you want to copy If you entered an existing ID in the Customer ID field the customer s name appears if not the field is skipped The Customers function has four subscreens e General Information e Balance Information e History Information Accounts Receivable User s Manual File Maintenance C
120. creation or conversion a message that describes the proble appears Then this message appears on the RM Data File Creation or Data File Conversion screen 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 is interfaced with Bank Reconciliation you must enter a bank account ID that is in the BRBAxxx Bank Accounts file Bank account 1D is not on file Bank account JD 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 Accounts Receivable User s Manual A 1 System Messages System Messages Basic Error nn Host Error xxx Line nnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician 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 Could not find any valid
121. ct invoice enter its number If you entered an invoice number enter the invoice date Enter the shipping address code If you use the Maintenance F6 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 A30 each a city A20 a state A2 a zip code A10 and a country code A2 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 If you are entering a miscellaneous credit you can skip this field 6 9 Transactions Field Ship Method A6 Ship Via A20 Pick Slip No A6 Ship Date GL Period Taxable Tax Group A6 Description Daily Work Description 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 pre
122. culate finance charges according to the invoice date or the due date This information defaults into the FINCHxxx table 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 2 OSAS T000 olx Settings Edit Print Help ARTB Table ID FORM Description Form Number Table Number of Cols 6 Column Length 12 Type A Invoices 2081 Thank you fo r your order Verification Press lt PgDn gt to proceed The number displayed before the message is the next invoice number that will be printed 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 11 43 Tables File Maintenance QExxxx QHxxxx QIxxxx and QMxxxx Tables The QExxxx table stores the quick entry stops used by the Transactions function when you edit transactions The QHxxxx tables store quick entry stops used by the Transactions function when you enter header information Two tables store this information QH1xxxx store quick entry stops about invoice headers and QH2xxxx stores quick entry stops for miscellaneous credits headers The QIxxxx table stores quick entry stops used by the Transactions func
123. curring 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 Descriptions 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 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
124. d Year 12 1999 Output device P rinter p R eview Mile 5 creen Ejnd 1 Enter the range of customers you want in the report A6 Accounts Receivable User s Manual 9 15 Customer Sales Report History Reports 3 2 Enter the range of customer classes you want in the report A6 Inquiry 3 Enter the range of sales reps whose associated customers you want in the report A3 4 Select the option by which to organize the report 5 If you want to include history for items and jobs enter Y if not enter N 6 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 9 16 Accounts Receivable User s Manual Customer Sales Report History Reports 08 30 1999 Builders Supply Customer Sales with Job Item Detail for Period 12 1999 By Customer ID i Sales Gross Profit Average Invoice No of Invoices Amount Pct Tot Amount Pct Tot Amount Pct Tot 14967 22 10 28 6410 09 58 50 00 33 100 00 L 2647 48 17 69 3300 71 51 3829 00 25 58 00 8110 68 54 19 00 1355 69 9 06 135 204 02 00 00 356 90 2 38 00 139 1554 60 10 39 00 1021 70 6 83 40 43 120 70 5 00 1694 75 Total Items Jobs 14967 22 100 00 SUNOO1 SUNSHINE HOMES INC i E 21414 34 14 70 2911
125. d below Running OSAS OSAS memory and disk space requirements vary according to the operating system you use and the size of your data file Consult the Resource Manager User s Manual for more information 1 22 Accounts Receivable User s Manual Introduction Conventions Starting OSAS To start OSAS on a Windows machine double click the OSAS icon on the desktop or in the appropriate folder To start OPEN SYSTEMS Accounting Software on a non Windows machine enter OSAS at the operating system prompt The command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each terminal usually has a default ID that was assigned when the terminals were 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 term
126. dated before the date you enter will be purged To purge the files and return to the Periodic Processing menu use the Proceed PgDn command 10 16 Accounts Receivable User s Manual File Maintenance Customers Ship to Addresses Sales Reps Recurring Entries Tables Build Open Invoice File Accounts Receivable User s Manual 11 3 11 19 11 21 11 23 11 35 11 47 114 Customers Use the Customers function to set up and maintain customer records You can set up a customer as an open invoice or 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 balance forward accounts or both See Initial Balances page 3 23 for information about how to enter initial balances Customers Header Screen Select Customers from the File Maintenance menu The header screen appears 1 0SAS T000 ile ES Settings Edit Print Help Customers Customer ID ACEDO1 Customer Name ACE BUILDERS Do You Want to Add Change General Information YES Balance Information YES History Information YES Customer Comments YES Verification Press lt PgDn gt to proceed ao Ac
127. delete the payment method code use the Delete F3 command Accounts Receivable User s Manual 4 11 Payment Methods Field Description A25 Short Description Payment Type Bank Account ID A6 Inquiry Credit Card Cust ID A6 Debit GL Account A12 Payments Period to Date Qtr to Date Year to Date Last Year After you save the payment method information PgDn enter information about a Codes Maintenance 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 you entered 1 or 2 in the Payment Type field Enter the bank account ID associated with the payment method This field appears if you entered 3 in the Payment Type field Enter the credit card customer ID associated with the payment method To track receivables from a credit card company as you would other customers enter the credit card company as a customer in the Customers function page 11 3 and enter C in the Group Code field to identify it as a company Enter the default general ledger account associated with the payment code
128. description 1 13 function 7 19 sample 7 21 when to print 7 19 Change Batches function 6 33 screen 6 33 checks payment type 3 18 COD terms 4 8 Accounts Receivable User s Manual codes payment methods 3 17 setting up 3 3 3 16 sorting 3 3 Codes file description 1 8 setting up 3 16 Codes List function 12 27 sample 12 28 Codes Maintenance menu structure 1 5 combination method initial balances 3 24 Command help 1 27 1 43 closing window 1 27 1 43 commands in field editing 1 45 report 1 48 scroll region 1 49 comments entering 3 21 commissions 11 21 based on paid invoices 8 29 setting up 3 16 Commissions Report description 1 13 function 8 29 screen 8 30 when to print 8 29 company assigning access codes 3 25 tables for 3 14 company information printing on plain paper invoices and statements 3 13 company parameter 1 23 conventions report 1 51 user s manual 1 21 conversion 2 5 available versions 2 5 before converting 2 5 optional from 5 1 to 5 21 2 8 setup considerations 2 6 tax information 2 6 version number 2 5 IX 3 Index Copy Recurring Entries 1 12 before copying 6 31 copying batches 6 31 function 6 31 credit card option to enter expired card as payment 3 12 payment type 3 18 credit hold 3 20 credit limits setting up 3 20 credit memo splitting 8 4 credit statuses assigning to customers 3 21 list of 11 15
129. dited any other comments the system date is displayed otherwise the date of the last comment you worked with is displayed Accept the displayed date or enter a different date Ref A3 Enter the reference ID of the comment you want to add or edit Seq N3 If you have not added any other comments 001 is displayed if you have added other comments the next sequence number is displayed Accept it To edit a comment enter its sequence number The text appears If you want to delete the comment use the Delete F3 command Subsequent comments for the customer that have the same date and reference ID as the one you deleted are resequenced To insert a comment enter the sequence number of the position you want it to appear in The comments after the inserted comment are resequenced Accounts Receivable User s Manual 11 17 Customers File Maintenance 11 18 Field Description Comment A50 Enter or edit the comment and press Enter to save the comment record The following options appear if the customer has more than one screen of comments More Comments Line down Page down Options To scroll down one line press L To view the next screen of comments press P To access the command bar to enter a new reference ID display the first comment insert a comment or edit a comment press O After you are finished working with the Customer Comments screen use the Proceed PgDn command to move to the Cust
130. e 1665331 24 1172432 21 12630 63 118952 Enter next customer New ID View period Company H 1 Enter the ID of the customer whose history you want to look at A6 Accounts Receivable User s Manual 5 9 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 5 10 Accounts Receivable User s Manual Information Inquiry Summary History If you keep summary history the Summary History item inquiry screen appears OSAS T000 olx Settings Edit Print Help Customer I
131. e A20 date A30 Group Code 0 9 or C Stmt Inv Code Inquiry Cust Level A6 Accounts Receivable User s Manual Description Enter the customer s payment terms code If you use the Maintenance F6 command the Terms function is temporarily called up After you enter the terms code the terms percentage days and net due days appear Enter the customer s usual method of payment If you use the Maintenance F6 command the Payment Methods function is temporarily called up After you enter the payment method code the pay type and applicable information appears If the customer pays with a credit card enter the card number expiration date and name of the card If the customer does not pay with a credit card press Enter to skip these fields The group code is used in the Recurring Entries function to identify groups of customers that have the same periodic billing requirements Enter the code of the group the customer belongs to Enter C for a credit card customer and see page 3 17 If Accounts Receivable is interfaced with Time Billing enter a bill format code 1 7 The number appears in Time Billing when you add a job for the client and ensures that the clients invoices are printed in a consistent manner Enter I 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
132. e press N To look at open invoices for the previous customer on file press P To 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 gt 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 C to look at information for a different customer or exit F7 to the Information Inquiry menu Accounts Receivable User s Manual 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 about 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 page 11 3 or the Transactions function page 6 3 Open Invoices Screen Select Open Invoices from the Information Inquiry menu The inquiry screen appears 2 10SAS
133. e 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 6 3 Transactions Daily Work Transaction Type Menu Select Transactions from the Daily Work menu A menu appears 7 OSAS T000 OL x Settings Edit Print Help Invoices Header Information Batch ID 000001 Trans No Transaction Type Invoice Location MNODO1 Transaction Type Sold to Invoices Miscellaneous Credits Edit Transactions Sales Rep 1 Percent 100 0 Sales Rep 2 Percent Ship Via Cust Level Pick Slip No Terms Code Ship Date 07 08 1999 Terms Desc Type GL Period 07 Terms D Days Net Days Order No Taxable NO Ord Date Tax Group Inv No Description Select the type of transaction you want to work with 1 1 enter invoices or initial balances 2 2 credit a customer s account for returned goods 3 3 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 6 4 Accounts Receivable User s Manual Daily Work Transactions The
134. e end of this section After the list is produced the Master File Lists menu appears Accounts Receivable User s Manual 12 27 06 02 1999 Builders Supply 3 01 PM Codes List GL Codes Code Description Sales Account COGS Account Contract Sales Retail Sales Master File Lists Distribution Account Codes ID Description Receivables Sales Tax Freight Miscellaneous 01 Regular Customers 02 Credit Card Customers Codes Description Percent Due Days Net Due Days 1 10 n 30 2 10 n 30 5 10 n 30 8 10 n 30 C 0 D COD Comp_Chk n 30 n 10 EOM 06 02 1999 Builders Supply Codes List Debit to GL Account Pd to Date Qtr to Date Year to Date Last Year Codes List Accounts Receivable User s Manual 12 28 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 7 OSAS T000 Settings Edit Print Help Tables List Application From AR Thru AR Table ID From Thru Suppress Blank Lines YES Page Break Per Table YES Output device P rinter p R eview My ite Sjcreen Ejnd AR is displayed as the application ID You cannot change it 1 Enter the range of table IDs whose information you want in the list A8 2 Most tables do not hold infor
135. e numbers are reassigned when invoices are printed because most companies print invoices on preprinted forms To make sure that the invoice number in the ARINxxx 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 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 Accounts Receivable User s Manual B 1 Common Questions Common Questions Check the system date If it is wrong change it If it is correct check the CNVTxxx table 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 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 t
136. e 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 option by which to organize the report If you want to include only customers whose balance is past due enter Y if not enter N If you want to list line item transactions associated with each customer enter Y If you want to list only totals associated with each customer enter N If you want to include balance forward customers enter Y if not enter N If you want to include the contact ID enter Y if not enter N If you want information about each sales rep state city or distribution code to begin on a new page enter Y If you want the information produced in a continuous flow enter N You can enter Y only if you elected to organize the report by sales rep state and city or distribution code if you selected 3 4 or 5 in step 11 and if you have more than one page of data Select the output device 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 H in the St status column shows that the inv
137. e set up or changed a table use the List F8 command to produce a copy of it Youcan also use the Tables List function ch 11 sec 9 to produce a list of all Accounts Receivable tables Accounts Receivable User s Manual 11 45 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 enter N at the Use Online Aging prompt 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 page 6 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 thi 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 File 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
138. e since the last period Posting transactions After you are finished entering transaction and cash receipt information and producing the desired reports you are ready to post transactions When you post transactions several files are affected Records are created in the ARINxxx file for each entry in the ARTDxxx and ARTHxxx files Invoice due dates and discount dates are updated Balances and sales history information are moved from the ARTDxxx and ARTHxxx files to the ARCUxxx file The ARCRxxx ARTHxxx and ARTDxxx files are purged Accounts Receivable User s Manual Introduction The AR System e Gross sales figures are updated in the ARSRxxx file e The taxable and nontaxable sales amounts are updated in the RMTXxxx file e Lotand serial numbers are removed from the ARLSxxx file e If you elected to save detail and summary history in 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 e If Accounts Receivable is interfaced with Inventory the INHIxxx Detail History INHSxxx Summary
139. e user also one element of a record in a file On the screen most fields are labeled file A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table function A menu item that leads to a full screen Most functions have a corresponding program See also program general ledger A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts fro transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it income statement A standard financial statement that shows revenues expenses gains and losses for an accounting period installation The process of adding an application to an existing system See also conversion interface To join to another application for the purpose of having information entered in one application update information in another application s files D 2 Accounts Receivable User s Manual Glossary Glossary journal A chronological record of transactions journal entries Transactions recorded in a journal menu A list of applications functions options or other menus miscellaneous credit A transaction that nullifies a sale resulting from a return or an adjustment made to the sales transaction Miscellaneous credits reduce the total amount of accounts receivable from
140. ear 1998 1 Age All Customers NO output device Printer pimjeview Mile na device P rinter p R eview ourpus device Printer preview Mile na Ej nd 1 If you have backed up your data files enter Y if not enter N If you enter N you are prompted to return to the Transaction Reports menu 2 Enter the batch numbers you want to post A6 You can post 50 batches at once 3 Select the fiscal year you want to post to If Accounts Receivable is not interfaced with General Ledger or 1f you did not create last year data in General Ledger is displayed and you cannot change it If Accounts Receivable is interfaced with General Ledger and you have created last year data in General Ledger select 1 to post the transactions to the current year GLJRxxx file or 2 to post them to the last year GLJRxxx file 4 If you want to age all customers enter Y if not enter N Accounts Receivable User s Manual 7 33 Post Transactions Transaction Reports If you enter N the system does not make any aging adjustment If you enter Y 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 t
141. elete 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 Accounts Receivable User s Manual Daily Work Transactions Field Inv No A8 Inv Date Ship to A6 Accounts Receivable User s Manual 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 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 page 7 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 incorre
142. en Ejnd Accounts Receivable User s Manual 9 33 Tax Audit Report Inquiry Inquiry Ze 6 History Reports Enter the range of tax groups you want in the report A6 Enter the range of customers you want in the report A6 Enter the range of invoice dates you want in the report If you want to printinvoice detail enter Y if not enter N If you want to print zero tax invoices enter Y if not enter N 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 9 34 Accounts Receivable User s Manual Tax Audit Report History Reports 12 05 1999 1 56 PM Invoice Invoice Customer ID Group CAR Tax Group CAR Group CAT Tax Group CAT Group MDR Tax Group MDR Group MNR Tax Group MNR Group MNT Tax Group MNT Group TXD 11 15 1999 12670071 CASHPS 12 15 1999 12670082 CASHPS Tax Group TXD TOTAL Builders Supply Page Tax Audit Report 9 35 Invoice Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 Tax Subtotal 8598 20 1719 64 GRAND TOTALS Tax Audit Report 10317 84 Accounts Receivable User s Manual Periodic Processing Sales Tax Report 10 3 Periodic Maintenance 10 7 Purge Customer Comments 10 13 Purge Selected Files 10 15 Accounts Receivable User s Manual 10 1 Periodic Processing Introduction Use the Periodic Processing functions to update accounts remove d
143. en appears 10SAS T000 01 Settings Edit Print Help Detail History Customer ID ACEOO1 ACE BUILDERS Start Date Order Number PO Number Typ Invoice Item Job Description Quantity Units Date Loc ID 12670001 100 185774 07 14 1994 MNOOO1 12670001 150 71467 07 14 1994 MNOOO1 12670001 Miscellaneous Char 86078 07 14 1994 MNOOO1 12670001 300 5546 07 14 1994 MNOOO1 12670001 350 8341 07 14 1994 MNOOO1 12670001 400 67379 07 14 1994 MNOOO1 Customer First Last Next Prev Start date Totals View Goto inve Company H 1 Enter the ID of the customer whose history you want to look at A6 Accounts Receivable User s Manual 5 13 Detail History Information Inquiry 2 Enter the order number you want displayed Youcan use wildcards or to inquiry expand or restrict the order numbers included in the display 3 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 4 Use the commands on the command bar to find the information you need Customer First Last Next Pre Start date Totals View Goto inve To look at a different customer record pressC 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 To look at the first c
144. enance 10 8 error log 10 function 10 7 period end 1 16 purging transactions 3 23 quarter end 1 17 requirements 10 8 when to do 10 7 year end 1 17 Periodic Processing menu structure 1 6 purpose of 1 6 PgDn function key 1 44 inquiry command 1 46 report command 1 48 scroll region command 1 49 PgUp function key 1 44 inquiry command 1 46 report command 1 48 scroll region command 1 49 Post Transactions aging customers 7 33 before posting 7 32 cash receipts 7 31 credit sales 7 30 effects on Bank Reconciliation 7 31 effects on General Ledger 7 30 Ix 9 Index effects on Inventory 7 32 effects on Job Cost 7 31 function 7 29 results 1 14 7 29 posting 1 14 detail or summary information 3 13 interrupted B 2 without printing reports 3 13 Print History Invoices function 9 31 Print Invoices aging 7 4 forms 7 5 function 7 3 purchase order number 7 5 reprinting 7 5 printing invoices 7 3 online invoices 6 21 screen contents 1 44 statements 8 21 tables 11 45 Proceed function key 1 44 programs backing up 3 26 Promotional Analysis Report description 1 14 function 9 27 prox terms 4 8 purchase order number on invoice forms 7 5 Purge Selected Files function 10 13 10 15 Q QExxxx table description 11 44 screen 11 45 setting up 3 14 QH1xxxx table description 11 44 setting up 3 14 QH2xxxx table description 11 44 setting up 3 14 IX 1 QHxxxx table descri
145. end tasks e updates the last year accumulators and clears the year to date accumulators in the ARP Yxxx file and the ARCUxxx file e 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 so do year end maintenance only 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 thi 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 10SAS T000 ol x Settings Edit Print Help Periodic Maintenance Have You Choose One Printed Statements 1 Period End Maintenance Printed the Customer Analysis Report 2 Quarter End Maintenance Backed Up Your Data Files 3 Year End Maintenance YES 1 Clear YTD Finance Charges YES Customer High Balances Current Period Fiscal Year 12 1999 Output device P rinter p R eview Mile Ej nd 1 The information in the Customer Analysis Repor
146. ent for the customer Then if the customer pays by credit card you can enter default data for the card holder s name and the card number Accounts Receivable User s Manual Setup Setup Functions The group code for a customer that is 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 and Interfaces function you can still print an invoice online for a customer that does not receive invoices 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 app
147. eport Accounts Receivable User s Manual 9 3 9 7 9 11 9 15 9 19 9 23 9 27 9 31 9 33 9 1 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 9 2 Accounts Receivable User s Manual AR 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 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 day 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 Res
148. er 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 enter N Continue this procedure until the form is aligned then enter Y 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 7 5 Print Invoices Transaction Reports Invoice INVOICE 0181 YOUR COMPANY NAME HERE 123 MAIN STREET YOUR CITY STATE ZIP PAGE 1 123 456 7890 INVOICE DATE 12 30 95 INVOICE NO 00000181 ACE001 000011 ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 S 9 L D T lo OH u I0 TOTAL DUE DISC DUE DATE ORDER NO ORDER DATE SHIP DATE SHIPNO 01 29 96 01 09 96 0012 11 27 95 12 21 95 000011 2 10 n 30 BR549 Federal Exp 2nd Day 100 03 PKG 4 0000 4 0000 528 5400 2114 16 Electrical Package
149. escription The fields you can enter defaults for are displayed Accept the displayed fields or change them Accounts Receivable User s Manual 11 39 Tables File Maintenance Field Description Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it 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 A12 For each field enter the value that you want to appear when you enter invoices miscellaneous credits and cash receipts 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 OSAS T000 olx Settings Edit Print Help ARTB Table ID DUN Description Dunning Messages Table Number of Cols 1 Column Length 36 Type A Messages Please pay promptly Your account is past due Seriously past due Please remit Legal action is imminent Verification Press lt PgDn gt to proceed 11 40 Accounts Receivable User s Manual File Maintenance Tables Field Description Messages A36 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 respec
150. 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 All the Transaction Type menu options have a header screen a line item entry screen a main screen and a totals information screen and they all have the same fields Accounts Receivable User s Manual 6 5 Transactions Daily Work Header Information Screen After you make your selection from the Transaction Type menu the header screen appears OSAS T000 ol x Settings Edit Print Help Invoices Header Information Batch ID 000001 Trans No 0023 Transaction Type Invoice Location MNODO1 Sold to ACEOO1 Ship to ACE BUILDERS 1588 SE 315T STREET PADUCAH KY 28655 7865 US Sales Rep 1 GPD Percent 100 0 Ship Method Sales Rep 2 Percent DO Ship Via Cust Level ACEOO1 Pick Slip No Terms Code 2PCT Ship Date 07 08 1999 Terms Desc 2 10 n 30 Type Reg GL Period 07 Terms 2 0 Days 10 Net Days 30 Order No Taxable NO Ord Date Tax Group MN Inv No Date Description Minnesota Verification Press lt PgDn gt to proceed Field Description Batch ID A6 If you elected to have the system assign batch numbers in the Resource Man
151. f not enter N If you enter N you are prompted to exit to the Transaction Report menu 2 Enter the batch numbers you want to print A6 You can print 50 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 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 7 4 Accounts Receivable User s Manual Transaction Reports Print Invoices 4 If you assigned numbers to the invoices enter the invoice number you want to start with N8 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 N8 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 Tf you want to print additional descriptions from the ARDExxx file on the invoices enter Y if not enter N 8 Select the output device 9 If you elect to print the forms an alignment character is printed in the form s top right hand corn
152. f the report If the message End of Report appears at the bottom of the report screen you can press Enter to exit to the menu you selected the report from e If you need to change some selections before you produce the report select E and then press Enter To end the function and return to the menu without producing the report select E and then use the Exit F7 command Accounts Receivable User s Manual 1 53 Installation and Conversion Installation Conversion Accounts Receivable User s Manual 2 3 2 5 2 1 Installation You can put this version of Accounts Receivable on the system in one of two ways you can install a new system or you can convert the old files and upgrade the system Installation is explained in this section Conversion is explained on page 2 5 The Accounts Receivable system needs a minimum of five megabytes 5M to work correctly with programs sample data Report Writer data dictionaries and Report Writer reports and instructions In DOS environments the system runs best when at least 520 kilobytes of main memory is free foruse You might want to make adjustments to your system before you install Accounts Receivable In other environments 2 megabytes or more of memory allows the system to run at its best Installing Accounts Receivable 1 If you plan to use General Ledger and or Job Cost with Accounts Receivable install and set up the current version of those applications in that order
153. ferent schedules monthly bimonthly or whatever fits your company s needs Recurring Entries Menu Select Recurring Entries from the File Maintenance menu A menu appears OSAS T000 olx Settings Edit Print Help Recurring Entries Header Information Recurring No Transaction Type Recurring Entries Edit Recurring Entries Sales Rep 1 Percent 100 0 Ship Method Sales Rep 2 Percent Ship Via Cust Level Pick Slip No Terms Code Terms Desc Type Terms D Days Net Days Taxable Ord No Tax Group Ord Date Description Run Cd Cutoff Date Accounts Receivable User s Manual 11 23 Recurring Entries File Maintenance 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 create a recurringentry you create data when you edit a recurring entry you work with existing data To create a recurring entry select 1 To edit a recurring entry select 2 Recurring Entries Header Screen After you make your selection from the Recurring Entries menu the header screen appears S OSAS T000 ol x Settings Edit Print Help Recurring Entries Header Information Recurring No 0004 Sold to ACEOOL Ship to ACE BUILDERS 1588 SE 315T STREET PADUCAH KY 28655 7865 US Sales Rep 1 GPD Percent 100 0 Ship Method Sales Rep 2 Percent 0 Ship Via Cust Level ACEOO1 Pick Slip
154. file if Accounts Receivable is interfaced with General Ledger You can also make the system clear year to date finance charges in the ARCUxxx file e The period in the ARPDxxx table is incremented by one When you do periodic maintenance for quarter end work several things happen e All period end tasks are done Quarter to date accumulators are cleared in the ARPYxxx and ARCUxxx files When you do periodic maintenance for year end work several things happen e 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 e 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 Accounts Receivable User s Manual 1 17 The AR System Introduction 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 Post miscellaneous PTD QTD YTD credits and LY Discount Lost Post orders Post miscellaneous PTD QTD YTD credits and LY Last Invoice Post sales Post
155. ge 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 The sum of the commission percentages cannot exceed 100 6 7 Transactions Daily Work Cust Level A6 Terms Code A6 6 8 Field Order No A25 Ord Date Description If you assigned a customer level in the customer record it is displayed You can enter a different customer level only if you elected that option in the Resource Manager Options and Interfaces function 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 d
156. h ID 2 Old Batch ID 000001 New Batch ID 000002 Verification Press lt PgDn gt to proceed to change Batch ID 1 Select the kind of information you want to change transaction or batch ID Inquiry 2 Enter the batch ID you are working with A6 Inquiry If you elected to work with a transaction number enter the number A4 Inquiry 4 Enter the new batch ID A6 If you did not specify a transaction number you are replacing the old batch ID with this one If you use the Maintenance F6 command the Batch Control function is temporarily called up gt When you use the Proceed PgDn command the cursor returns to the Daily Work menu Accounts Receivable User s Manual 6 33 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 1 0SAS T000 jofx Settings Edit Print Help Batch Control Batch ID 000001 Lock Flag Report Status Description Sales Journal Unprinted Status Released Misc Credits Journal Unprinted No of Trans 0 Cash Receipts Journal Unprinted Term User Name Term User Name Verification Press lt PgDn gt to pro
157. h 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 choice 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 three 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 Use the Exit F7 command to go to the operating system 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 1 26 Accounts Receivable User s Manual Introduction Text Menu Except for the Command Help Esc
158. hat was printed correctly I was in the 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 The Current column in the Aged Trial Balance shows both last month s and this month 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 B 2 Accounts Receivable User s Manual Common Questions Common Questions e Ifyou 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
159. he basis for aging 5 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 7 34 Accounts Receivable User s Manual Post Transactions Transaction Reports Post Transactions Log 06 07 1999 3 36 PM Terminal Batches Posted 000001 Posted to CURRENT YEAR 06 07 1999 3 36 PM Batch Tran Invoice 000001 000001 000001 000001 000001 000001 000001 000001 000001 TRANSACTION TOTAL AR PAYMENTS RECEIVED PAYMENTS RECEIVED INVENTORY SALES COST OF SALES PERIOD 12 BALANCE Builders Supply Post Transactions Builders Supply POST INVENTORY ITEMS Item or Job Phase Lot Numbers Serial Numbers 15000 00 200 00 AE 20820 37 194021 04 155353 99 33200 00 20820 37 101333 62 Page B Oty Shipped Units Unit Cost Extended Cost 0000 PKG 0000 PKG 0000 PKG 0000 EA 0000 EA 0000 PKG 0000 EA 0000 PKG 0000 EA 7 35 Accounts Receivable User s Manual Transaction Reports Post Transactions 06 07 1999 3 36 PM Description TOTAL CHECKS 3 VISA TOTAL CREDIT CARDS Write off to Bad Debt TOTAL WRITE OFFS GRAND TOTAL Open Invoice Created 06 07 1999 3 36 PM BANK ACCOUNT FNB001 000001 06 07 1999 GRAND TOTAL End of Report Post Cash Receipts Log TOTAL FOR BANK ACCOUNT FNB001 Builders Supply POST CASH RECEIPTS 18000 00
160. hical menus the menu bar and icons offers you a choice in how you access certain functions Using the mouse move the cursor to the menu and click once or click on an icon for the function desired Pictured below is the OSAS pull down menu icon selection T000 OPEN SYSTEMS Accounting Software Eile Tools Favorites Other Help aan S Accounts Receivable User s Manual 1 33 Graphical Style Menus Introduction File Menu ES Tools Favorites Other Help Access code lt F4 gt el Sample data set lt F5 gt Workstation date lt F6 gt Exit lt F gt Command Icon Key Access code F4 Sample data set FS or Live Data set Workstation date F6 Exit F7 Access Code dialog box 1 Enter the access code Result Displays the Access Code dialog box See Access Code dialog box below Toggles between the Sample Data and the Live Data Displays the Workstation date dialog box See Workstation Date dialog box below Exits from OSAS 2 Click OK to save your entry and return to the Main Menu or Exit to abandon the dialog box and return to the Main menu 1 34 Accounts Receivable User s Manual Introduction Graphical Style Menus Workstation Date dialog box 0670371999 system pate Abandon Exit 1 Enter the date or use the up down buttons to increase or decrease the date 2 Select OK to change the workstation date System Date to change the workstation date to match the operat
161. icate 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 Transaction 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 ARGLxxx 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 3 13 Setup Functions Setup 3 14 You can set up the ARGLxxx ARPDxxx DUNxxx FINCHxxx and FORMxxx tables for individual com
162. ice Profit Percent Page Line Item Detail Commission Accounts Receivable User s Manual 06 08 ELECTRICAL PACKAGE 06 08 150 PLUMBING PACKAGE 28599 80 06 08 300 INTERIOR DOOR 4995 00 06 08 350 ENTRY DOOR 16798 50 06 08 450 SLIDE BY WINDOW 24 7993 20 06 08 600 STANDARD WINDOW 24 5599 60 06 08 610 STANDARD WINDOW 30 7413 12 06 08 700 CABINETS 21536 12 06 25 PAYMENT RECEIVED 127946 79 07 31 PAYMENT RECEIVED 6988 55 06 08 Invoice Total 134935 34 06 08 650 STEEL SUPPORTS 125939 65 06 08 Totals Record 7556 38 06 08 Invoice Total 125939 65 07 08 100 ELECTRICAL PACKAGE 22000 00 07 08 150 PLUMBING PACKAGE 14299 90 07 08 400 INTERIOR MATERIALS 16195 80 07 08 450 SLIDE BY WINDOW 24 7993 20 07 08 460 SLIDE BY WINDOW 30 4250 00 07 08 600 STANDARD WINDOW 24 5599 60 07 08 610 STANDARD WINDOW 30 22080 24 the TEN00 07 31 PAYMENT RECEIVED 89480 O TENOO 08 15 PAYMENT RECEIVED 2938 o TENOO 07 08 Invoice Total 92418 50134 32 CE Y 5 Y O E Com GRE001 6705 GRE001 6705 12 03 1990 12 03 1990 Sales Rep PRT Total Based on 350 5 250 of Net Sales ENTRY DOOR Invoice Total Booked Sales 600 600 278867 00 00 146 02 70 117888 89 8 31 History Reports AR Analysis Report Sales Analysis Report Detail History Report Customer Sales Report Customer Activity Report Summary Invoice History Promotional Analysis Report Print History Invoices Tax Audit R
163. ield Disc Period to Date Qtr to Date Year to Date Last Year No Pymts Period to Date Qtr to Date Year to Date Last Year N5 Tot Days Pay Period to Date Qtr to Date Year to Date Last Year N7 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 N8 First Payment Date Last Payment Date Description Enter the discounts applied to the customer s balance this period this quarter this year and last year 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 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 is updated when you post transactions Enter the amount of the last sale to the customer This field is updated when you post transactions Enter the number of the last invoice you received from the customer This field is updated when you post transactions The date of the customer s first payment is displayed Enter the date of the last payment the customer made This field is updated when y
164. if they are to be paid when the sale is paid For each option enter Y if the sales rep s commission is to be based on the information or N 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 Enter the date of the rep s last sale Post transactions updates this field 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 After you save information about the sales rep PgDn enter information about another sales rep or exit to the File Maintenance menu Accounts Receivable User s Manual 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 page 6 31 to copy them to the ARTDxxx and ARTHxxx Transaction files when they 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 dif
165. ifferent customer ID Warning summary history not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 is printed You must build ARPDxxx table before doing 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 Accounts Receivable User s Manual A 11 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 Invoic
166. ile s ereen Ena Sjcreen Ejnd 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 i insufficient for a range of periods After the report is produced the History Report menu appears Accounts Receivable User s Manual Sales Analysis Report History Reports Sales Analysis Report 08 30 1999 8 15 AM Current Period Sales 337870 92 COGS 192228 87 Gross Profit 145642 05 Average Invoice 10899 06 Number of Invoices 31 Periods sass Sales Bui Sa Per Current Year Quarter to Date 805467 64 453525 12 351942 52 48418 97 gt cocs 56 lders Supply les Analysis iod 12 1999 3197924 64 1926040 77 1271883 87 804153 56 93 12 Month Trend Ss Gross Profit Amount Pct Curr ee gt Li ast Year Page 1 Quarter to Date 629460 50 2157191 82 4924274 67 330664 78 1057153 44 2672956 86 298795 72 1100038 38 2251317 81 104910 08 486842 92 786458 14 6 14 47 Average Invoice No of Invoices Amount Pct Curr Amount Pct Curr Current Back 1 Bac Bac Bac Bac Bac Bac Bac Back 9 Back 10 Back 11 Back 12 0 3004 wn End of Report 337870 92 100 00 241
167. ile 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 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 deal 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 Accounts Receivable User s Manual Introduction The AR System The ARRHxxx and ARRExxx Re
168. inal 2 you want to work with company B and the password is lerxst specify that information to enter the system OSAS t T2 c B a lerxst 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 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 DOS the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text Menu Graphical Menu or Start Menu In Windows use the Workstation Configuration Defaults function in Resource Manager to select the style of menu you want displayed The following pages describe how you use each of these types of menus Favorites Menu The Favorites menu operates in the text based format as well as in the graphical formats The Favorites menu allows quick and easy access to the OSAS function 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 fro commonly accessed applications For example if you have application entries in Transactions Accounts Payable Transfer Journals Inventory and Edit Transactions General Ledger rather than enabling each application menu by menu you
169. ing 8 6 definition 1 6 description 1 13 function 8 6 sample 8 7 Open Invoices function 5 7 relationship between transactions and cash receipts 1 16 sorting to view 5 8 Accounts Receivable User s Manual Index Options table 11 35 Options and Interfaces screen 3 9 setting up 3 9 toggling an option 3 10 writing saving the specifications 3 10 OPTxxx table 11 35 OSAS conventions 1 22 general information 1 3 running 1 22 setup considerations 2 6 structure 1 3 Other Command menu accessing 1 27 1 43 Other function key 1 43 output device printer 1 52 P parameters access code 1 23 command to start OSAS 1 23 company ID 1 23 format 1 23 general expression 1 23 order 1 23 terminal ID 1 23 partial payments recording 6 23 partial shipments assigning to customers 3 20 partial key inquiry 1 46 1 47 payment history viewing 5 9 5 13 payment information setting up 3 18 Payment Methods credit card for a company 4 12 definition 3 18 function 4 11 screen 4 11 setting up 3 17 Accounts Receivable User s Manual Payment Methods file description 1 8 setting up 3 17 payment types check 3 18 credit card 3 18 definition 3 18 payments partial 6 23 splitting 8 4 period end maintenance consequences of 11 12 effects of 10 7 Periodic Maintenance credit status 3 21 effects of period end maintenance 10 7 effects of quarter end maintenance 10 7 effects of year end maint
170. ing system date Abandon to exit without changing the date or Exit to return to the Main menu Tools Menu File BEMIS Favorites Other Help GB __ Secor _ 35 9 Command Icon Key Result Calculator Displays the Windows calculator Favorites Menu File Tools MENTES Other Help 0 Be Change to Favorites lt F2 gt Command Icon Key Result Change to F2 Displays the Favorites menu Main Favorites G menu See Favorites Menu on page 1 39 Accounts Receivable User s Manual 1 35 Graphical Style Menus Introduction Other Menu File Tools Favorites Help Bel Ive 2 Calculator El e EJ 2 f Execute an Operating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments Inventory Price Calculator The Other menu contains a set of utilities A calculator and Global Inquiry which consolidates and presents data from other applications are some of the utilities on the Other menu See the Resource Manager User s Manual for information about the utilities on the Other menu Help Menu File Tools Favorites Other LE 5 Help lt F1 gt gS a Bs About OSAS Command Icon Key Result Help Fl Displays the online help E About OSAS Displays the About OSAS dialog box 1 36 Accounts Receivable User s Manual Introduction Graphical Style Menus Toolbar Icons asada 23439
171. 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 OSAS T000 olx Settings Edit Print Help Hold Release Invoices Customer ID ACEOO1 ACE BUILDERS Account Type Open Invoice Invoice Type Invc Date Check No Gross Amount Discount 12670046 INVC 09 05 1995 74619 56 1492 39 12670064 INVC 11 24 1995 35467 99 709 36 12670074 INVC 12 21 1995 21722 07 434 44 24889030 INVC 12 09 1995 4928 82 98 58 Hold release All Split reapply Customer First Last Next Prev Company H Accounts Receivable User s Manual 8 3 Hold Release Invoices Open Invoices Field Description Customer ID A6 Enter the ID of the customer whose invoices you want to 8 4 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 Hold release All Split reapply Customer First Last Next Prev Goto To hold or release an invoice move the prompt gt to the line containing the invoice you want to work with Then press H to change the invoice status
172. invoices for open invoice customers table A grid that holds records and is visible See also file tax class A definition of the tax category of the items sold In each tax location a percentage is stored for each tax class terms Guidelines that determine early payment discounts for customers In Accounts Receivable the early payment discount terms are set up through the Terms Codes function D 4 Accounts Receivable User s Manual A Abandon function key 1 43 Access Codes parameter 1 23 access codes company specific information 3 25 setting up 3 25 what to protect 3 25 account types setting up 3 19 Accounts Receivable before converting 2 5 conversion 2 5 converting to 5 21 2 6 description 1 5 files 1 7 installation 2 3 installing 2 3 interfaces 1 20 Bank Reconciliation 3 9 General Ledger 3 9 Inventory 3 9 Job Cost 3 9 menu structure 1 5 optional conversion from 5 1 to 5 21 2 8 setting up 3 3 setup considerations 2 6 system requirements 2 3 additional descriptions 1 12 specifying whether to keep history 3 11 using those stored in Inventory 3 11 Additional Descriptions file description 1 8 setting up 3 11 Accounts Receivable User s Manual Index Additional Descriptions History file description 1 11 setting up 3 11 additional text option for line items 3 11 Aged Trial Balance balance forward accounts 8 9 B 2 description 1 13 function 8 9 open invoice accounts 8 9 s
173. ion in the Recurring Entries function page 11 23 to correct them Recurring Entries List Screen Select Recurring Entries List from the Master File Lists menu The function screen appears 41 0SAS T000 EOL Settings Edit Print Help Recurring Entries List Pick Customer ID From ACE001 Thru VI5001 Print By Print 1 Recurring Entry Number 1 Line Detail 2 Customer ID 2 Transaction Totals 3 Run Code 3 Break Totals 1 1 Output device P rinter p R eview Mile 5 creen Ejnd Inquiry 1 Enter the range of customers whose recurring entries you want in the list A6 Accounts Receivable User s Manual 12 23 Recurring Entries List Master File Lists 2 Select the option by which to organize the list 3 Select the amount of detail you want in the list 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 24 Accounts Receivable User s Manual Recurring Entries List Master File Lists Recurring Entries List 06 02 1999 Builders Supply 3 00 PM Recurring Entries List By Recurring Entry Number Entry Cust ID Sales Account Units Qty Ordered Unit Price Ext Cost Ext Price Tax Class Run Code COGS Account Qty Shipped Unit Cost Description Inv Account 0001 ACE001 125 0000 e 125 00 00 001 1 5010 50 0000 CONSULTING FEE 1044 Cust ID Order No Order Date SRI SR2 Tx Grp Freight Subtotal Sales Tax In
174. ions e customer ID and description customer name address and phone and fax numbers terms code and distribution code e customer class sales reps and honored payment methods credit information account information tax information balance information e history information The ARCCxxx Customer Comments file holds comments about the customers you do business with Initially you enter comments through the Customer function Accounts Receivable User s Manual 1 7 The AR System Introduction 1 8 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 ARCDxxx Codes file stores information about regular payment terms and distribution accounts set up in the Terms and Distribution Accounts functions The codes serve as a shorthand method to enter descriptions in transactions and to assign the descriptions to customers As a result you can receive payments from groups of customers based on the terms of payment and distribution accounts with the codes 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 The ARPYxxx Payment Methods f
175. it a message states that the customer s credit limit has been reached If the customer is on credit hold enter Y if not enter N If you enter N 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 If the customer accepts partial shipments enter Y if not enter N If you enter N and ship an order for the customer a message warns you if you try to backorder items Accounts Receivable User s Manual File Maintenance Customers Field Tax Group A6 Taxable Exempt ID A20 Description 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 is temporarily called 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 you entered Y in the Taxable field you must enter the customer s tax exemption ID When you save the entries PgDn the next screen you selected appears If you did not select another screen the Customers header screen appears Accounts Receivable User s Manual Customers File Maintenance Balance Information If you elected to add or change the customer s balances the following screen appears S OSAS T000 01 Settings Edit Print Help Balance Inform
176. jcreen Ejnd Inquiry 1 Enter the range of customers whose reports you want to produce Accounts Receivable User s Manual 8 25 Customer Analysis Report Open Invoices 2 Enter Y or N to indicate the types of history information you want in the report The selections progressively cover more history forexample the year to date history includes period to date history When you enter Y for a field the information is broken down at that level For example when you enter Y at Period to Date the period information is broken down as such When you enter N at Period to Date and Y at Year to Date the period to date information is presented as an overall part of the year s total 3 Select the option by which to organize 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 8 26 Accounts Receivable User s Manual Open Invoices Customer Analysis Report Customer Analysis Report 06 02 1999 Builders Supply Customer Analysis Report By Customer ID Terms Dist Credit Limit Per Days Net GD 2 0 10 30 Sales History Profit Average Inv 24823 01 6764 49 6205 75 134906 69 22690 54 19272 38 854031 26 111756 63 50237 13 937931 90 215026 86 78160 99 0 0 Sales History Profit Average Inv gt 42 37 866 29 27286 37 7884 43 9095 46 46522 97
177. l 7 29 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 7 30 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 code record provides the other accounts The costs f
178. lculate Finance Charges Pick Customer ID From ACEOO1 Thru VI5001 Statement Date 07 08 1999 Finance Charges Based Off Invoice Date Finance Charges Will Be Calculated for Items Dated Before 06 08 1999 outpur device Pr nter pimjeview Mire na device P rinter p R eview outpur device Pr nter pimjeview Mire na Ej nd 1 Enter the range of customers you want to calculate finance charges for A6 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 pres I Your choice is written to the FINCHxxx table Finance charges are calculated for invoices dated before the displayed date which is determined by the number of days in the FINCHxxx table and the due or invoice dates 4 Select the output device 8 18 Accounts Receivable User s Manual Calculate Finance Charges Open Invoices A sample finance charge report is at the end of this section The letter BF in the Type column indicate a balance forward account the letters OJ indicate an open invoice account The statement FINANCE CODE O indicates that the customer is not assessed finance charges After the report is produced the Open Invoices menu appears 8 19 Accounts Receivable User s Manual Open Invoices Calculate Finance Charges 09 30 1999 9 34
179. le is not interfaced 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 thi option is set to NO and you cannot change it 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 Accounts Receivable User s Manual 3 11 Setup Functions 3 12 10 11 12 13 14 15 16 17 18 Setup Toggle to YES or NO to indicate whether or not you want the unit cost of inventory items to be displayed when you enter line items If Accounts Receivable is not interfaced 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 a different level Toggle to YES or NO to indica
180. lete the entire transaction use the Delete F3 command Delete entry number n 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 it is looking for Usually the door of the disk drive is open check it If closing the door corrects the problem pressEnter if not consult your system administrator or hardware support specialist Drive not available The system does not have the disk drive ID you entered Pres 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 nnnn Another user is entering or editing a transaction in the batch you are working with You cannot process the batch while it is in use Accounts Receivable User s Manual A 3 System Messages 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 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 File u
181. llwork Package 600 MNO00 Standard Window 24 X 40 610 MNO00 Standard Window 30 X 40 PAYMENT RECEIVED 246 100 MNO00 Electrical Package 400 MNOOO Interior Materials 450 MN000 Slide by Window 24 x 40 460 MNO00 Slide by Window 30 X 40 PAYMENT RECEIVED 278 100 MNO00 Electrical Package 150 MNO00 Plumbing Package 450 MNO00 Slide by Window 24 x 40 460 MNO00 Slide by Window 30 X 40 600 MNO00 Standard Window 24 X 40 S S Invoice Cat Number 267000 267000 267000 267000 267000 267000 267000 267000 267000 267000 267000 267000 26700 26700 26700 26700 26700 26700 26700 26700 26700 26700 Builders Supply Detail History Report By Customer ID Invoice 07 07 14 94 07 14 94 07 14 94 07 14 94 07 14 94 07 14 94 07 14 94 08 27 94 08 17 94 08 17 94 08 17 94 08 17 94 09 27 94 09 02 94 09 02 94 09 02 94 09 02 94 09 02 94 Quantity Units 515 0000 75 0000 230 0000 240 0000 35 0000 75 0000 50 0000 70 0000 50 0000 145 0000 83 0000 75 0000 25 0000 10 0000 35 0000 50 0000 50 0000 5 0000 10 0000 10 0000 PKG Cost Discount 178313 66222 34500 4773 7299 63062 7600 12140 50083 17007 11372 60 75 00 60 25 25 00 80 50 05 66 Sales Check Amount 185774 71467 86078
182. ly 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 enter 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 you assess finance charges for a customer enter Y in the Fin Charge field 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 FINCHxxx table When you run the Periodic Maintenance function the New Fin Chg field is added to the Unpaid Fin Chg field Then the New Fin Chg field is cleared Accounts Receivable User s Manual 3 19 Setup Functions Setup When you set up customer records do not enter 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 Youcannot enter an invoice for a customer that is on credit hold If the customer does not accept partial shipments enter N in the Partial Ship field A message appears if you enter backorder quanti
183. m Messages 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 is not on file You entered a tax ID that is not in the RMTXxxx Tax Groups file Enter a different ID the Inquiry F2 command is available There is no summary history for customer 1D 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 Pres Enter then enter the correct value at Thru Transaction is not on file Transaction number not found Transaction number not on file Transaction not found The transaction number you entered is not in the ARTHxxx Transaction file Enter a different transaction number the Inquiry F2 commandis available Accounts Receivable User s Manual A 9 System Messages System Messages Transaction in process on termi
184. mation in all 18 lines If you want the list to include blank lines enter Y if not enter N 3 If you want a page break between each table enter Y if not enter N A sample Tables 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 Tables List Master File Lists Tables List 06 02 1999 Builders Supply 3 01 PM Tables List Accounts Receivable Table ID ARGL Description GL Accounts Table No of Columns 2 Colum Length 12 Type DESCRIPTION G L NUMBER CASH RECPTS 1000 DISCOUNTS 4040 INVENTORY 1044 FIN CHRG 802 Table ID ARPDH Description AR Periods Tebl No of Columns 3 Column Length 12 Type PERIOD FISCAL YEAR PERIODS YR 1999 00 00 00 00 00 00 00 00 00 00 00 00 00 00 06 02 1999 Builders Supply 3 01 PM Tables List Accounts Receivable Table ID OM Description Quick Entry Table Misc Credit No of Columns 2 Column Length 12 Type Oty Shipped Oty Bkor Unit Price Unit Cost 12 30 Accounts Receivable User s Manual System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or 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 An error occurred while converting or creating files Conversion aborted If an error occurs during data file
185. miscellaneous credits Number Last Sale Date Post sales Post miscellaneous credits Last Sale Amount Post sales Post miscellaneous credits Last Payment Date Post sales Post miscellaneous credits Last Payment Post sales Post miscellaneous Amount credits Accounts Receivable User s Manual Introduction The AR System 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 fro the ARINxxx file e Detail history with invoice dates before the date you specify is removed fro 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 e Paid invoices with check dates before the date you specify are removed fro the ARINxxx file e Detail history with invoice dates before the date you specify is removed fro 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 ARRDxxx ARRExxx and ARRHxxx files Accounts Receivable User
186. n If you want to print the invoice online enter Y then see Online invoicing scree below To finish with the transaction on the screen and move to a blank header screen to enter a new transaction pres N Then see Header Information Screen earlier in this section Accounts Receivable User s Manual Daily Work Transactions Totals information When you pres T to work with the transaction totals pres N to enter another transaction or exit from the Transactions function the Totals Information screen appears i OSAS T000 01 Settings Edit Print Help Invoices Sold to ACEOO1 ACE BUILDERS Batch ID 000001 Ship to Trans No 0029 Invoice Totals Information Subtotal Freight Tax Class Miscellaneous Chgs Tax Class Sales Tax Invoice Total Payment 1 y Method Payment 2 Method Net Due Company H Field Description Subtotal The subtotal is displayed Freight Tax Class Enter the shipping charges and the tax class you want to apply them to Miscellaneous Chgs Enter the miscellaneous charges for example Tax Class handling and the tax class you want to apply them to Sales Tax The sales tax on the item is displayed If you change this field a window appears Accounts Receivable User s Manual 6 19 Transactions Daily Work i OSAS T000 Settings Edit Print Help Sold to ACEOO1 ACE BUILDERS Ship to Invoices JO x Batch ID 000001 Trans No 0029 Subtot
187. n 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 Use the Build Open Invoice File function page 11 47 to build one invoice for each unpaid finance charge current amount due and balance in an aging period Use the Transactions page 6 3 and Cash Receipts page 6 23 functions to enter open transactions Then post them to the appropriate accounts and customer records Calculate finance charges on overdue invoices The customer records are updated with these amounts Accounts Receivable User s Manual Setup Setup Functions Access Codes 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 menu 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 tha
188. n the search Search for an item based on serial number When you enter the serial number you can use the and 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 Arrow Right Arrow Tab Toggle 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 Accounts Receivable User s Manual Introduction Function Commands Key Operation Up Arrow Down Arrow Move a line up and down the screen to line up information when you toggle between halves of a report Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp PgDn Home End F3 Delete Ins Insert Enter Edit Accounts Receivable User s Manual Operation Move down one line item Move up one line item Move to the previous screen or to the first line if
189. n you enter the table ID the rest of the ARGLxxx table appears 2 OSAS T000 olx Settings Edit Print Help ARTE Table ID APRL Description Number of Cols 2 Column Length 12 Type A Cash Recpts 1000 Discounts 4040 Inventory 1044 FIN CHRG 8020 m Verification Press lt PgDn gt to proceed u Field Description Description A12 Accounts Receivable posts to four accounts cash receipts discounts inventory and finance charges Accept each account shown or change the description of each account The cash receipts account is used only if Accounts Receivable is not interfaced with Bank Reconciliation and if the payment method record is missing The inventory account is used for noninventory items and when Accounts Receivable is not interfaced with Inventory GL Number A12 For each account description accept the displayed general ledger account number or enter a different account number Accounts Receivable User s Manual 11 37 Tables File Maintenance Field Description 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 ARPDxxx Table The ARPDxxx tables stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic hi
190. nal 1D The terminal in this message is adding the transaction number Assign a different number to the transaction Unable to execute program program The system cannot run the program you selected from the menu Make sure that the displayed program is in the application s program directory and select the function again Unable to load menu record menu from file file 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 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 n Enter one of the valid selections shown in this message A 10 Accounts Receivable User s Manual System Messages System Messages Warning customer is on credit hold The customer is on credit hold Press Enter to remove the message then continue working with the customer ID or enter a d
191. navailable XXXXXxxx This message appears for one of three reasons e The 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 Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that does not correct the problem get help from a support technician e You are 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 pres Enter to get back to the menu correct the problem and select the function again GL account is a memo account You cannot use a memo account as the sales COGS or inventory account for a line item A 4 Accounts Receivable User s Manual System Messages System Messages GL account 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 American format in a European format system This message is usually accompanied by one of two explana
192. nce Customers When you do quarter end maintenance the period and quarter to date information is transferred to the ARHSxxx file and those amounts are cleared e 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 Accounts Receivable User s Manual 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 11 13 Customers File Maintenance 11 14 F
193. ncluded in this 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 page 9 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 i OSAS T000 Of x Settings Edit Print Help Open Invoice Report Pick Customer ID From ACEOO1 Thru VI5001 Include Paid Invoices After 07 08 1999 Output device P rinter p R eview Mile 53 creen Ejnd Inquiry 1 Enter the range of customers whose information you want in the report A6 Accounts Receivable User s Manual 8 6 Open Invoices Open Invoice 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 Accounts Receivable User s Manual 8 7 Open Invoices 09 30 1999 9 32 AM Invoice Type St MOP Date Invoice Customer ACE001 ACE BUILDERS 12670046 IN 1267006
194. nd the line item entry screen is titled Edit Line instead of Append Line OSAS T000 of x Settings Edit Print Help Invoices Append Line _ Entry 001 Item Job ITEM Loc ID MNOOO1 ID 100 GL Code Desc Electrical Package Sales Acct 401000 Sls Cat Pi COGS sect 501000 Tax Class 03 000 Price ID BUILD Inv Acct 104400 Units Ordered 1 0000 PKG Shipped 1 0000 Price 423 6320 Ext Price 423 63 Backord 0000 Cost 0000 Ext Cost DO Entry of p Subtotal Freight Misc Sales Tax Prepayment Net Due 423 63 00 DO DO 423 63 Verification Press lt PgDn gt to proceed Field Item Job Accounts Receivable User s Manual Description If Accounts Receivable is not interfaced with Job Cost ITEM is displayed and you cannot change it If Accounts Receivable is interfaced with Job Cost enter I if you are entering an inventory line item or J if you are entering a job line item 6 11 Transactions Daily Work Inquiry inquiry_ 6 12 Field Loc ID A6 ID A20 for item or A6 for job Description The location ID you entered on the header screen is displayed Accept it or enter a different ID Enter the item number or press Enter to skip this field If you are entering a miscellaneous credit and do not want 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
195. nd 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 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 QIT001 If it cannot find table QITOO1 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 Accounts Receivable User s Manual 3 15 Setup Functions Setup Codes The ARCDxxx Codes file stores information about sales COGS accounts distribution accounts terms of payment shipping methods and payment methods The codes serve as a shorthand method of entering information See chapter 4 for information about these codes Sales Reps 3 16 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 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 e personal information e the commission rate e whether the commission is a percent of gro
196. ne Next tran To edit a line item move the prompt gt to the line and press Enter To append a line item to the transaction pres A Then see Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them To go to the Totals Information screen press T Then see Totals information below Accounts Receivable User s Manual 6 17 Transactions Daily Work 6 18 To look at an expanded summary of the line item move the prompt gt 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 Press any key to return to the Invoices screen To go to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items To print an invoice online press O 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 enter N you are returned to the Invoices scree
197. ng methods Build the ARSRxxx Sales Rep file Build the RMTHxxx Tax Location Header RMTDxxx Tax Location Detail RMGCxxx Group Code and RMCDxxx Tax Class Code files in Resource Manager Build the ARPYxxx Payment Methods file Build the ARCUxxx Customer file Build the ARSAxxx Ship to Address file Build the ARRExxx Recurring Entries Detail ARRDxxx Recurring Additional Descriptions and ARRHxxx Recurring Entries Header files Enter initial balances Set up access codes Set up a backup schedule Accounts Receivable User s Manual 3 7 Setup Functions Options and Interfaces An application can be interfaced to work in conjunction with other applications Accounts Receivable can be interfaced with General Ledger Job Cost Bank Reconciliation and Inventory General Ledger When Accounts Receivable is interfaced 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 Job Cost When Accounts Receivable is interfaced with Job Cost posting in Accounts Receivable updates billing information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs and Phases List for customer IDs and contract numbers Bank Reconciliation When Accounts Receivable is interfaced with Bank Reconciliation deposits for sales paid with cash or checks upd
198. nt 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 syste calculates the actual cost when you post Accounts Receivable User s Manual 6 15 Transactions Daily Work After you save the information about the line item PgDn work with another line item or exit to the Invoices screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon F5 command to cancel the transaction To delete the invoice use the Delete F3 command on the header screen and delete the entire transaction 6 16 Accounts Receivable User s Manual Daily Work Transactions Invoices Screen When you exit from the line item entry screen the Invoices screen appears 7 OSAS T000 Al ES Settings Edit Print Help Invoices Sold to ACEOO1 ACE BUILDERS Loc ID Batch ID 000001 Ship to MNOOO1 Trans No 0029 Invoice Item Job ID Qty Ordered Units Unit Price Ext Price Description Qty Shipped 2 100 1 0000 PKG 423 6320 Electrical Package 1 0000 Entry 001 of 001 Subtotal Freight Misc Sales Tax Prepayment Net Due 423 63 DO DO DO 423 63 Enter edit Append Header Totals View Online Next trans Company H Enter edit Append Header Totals View Goto Onli
199. nter To look at the information for a different customer use the Abandon F5 command and then enter the customer ID the Inquiry F2 command is available When you are finished viewing the information exit from the window C 2 Accounts Receivable User s Manual Information Windows Information Windows Customer Comments Window When you select Customer Comments from the AR Information menu the Customer Comments window appears 2 10SAS T000 01 Settings Edit Print Help Invoices Header Information Batch ID 000001 Trans No 0023 Transaction Type Invoice Customer Comments Cust ID CASHCA Ref 000 Name CASH SALES OAKLAND CA End Date Date Ref Seq Comment Enter next ID New ID Home Add insert Edit 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 this window to add change and view comments When you are finished viewing the information exit from the window Accounts Receivable User s Manual C 3 Information Windows 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 OSAS T000 01 Settings Edit Print Help Invoices Header Information Batch ID 000001 Trans No 0025 Transaction Type Invoice Customer Comments
200. ntries 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 order 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 gt 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 appears only if there is more than one screen of line items To enter a different recurring entry press N The Transaction Type menu appears Enter a different recurring entry or exit to the File Maintenance menu 11 30 Accounts Receivable User s Manual File Maintenance Recurring Entries Totals information This window appears when you use the Totals command on the Recurring Entries screen 2 10SAS T000 01 Settings Edit Print Help Recurring Entries Sold to ACEOO1 ACE BUILDERS Tran No 0004 Ship to Type Invoice Totals Information Subtotal 9 95 Freight DO Tax Class Miscellaneous Chgs DO Tax Class Sales Tax 65 Invoice Total 10 60 Net Due 10 60 Verificati
201. o erase the existing files and convert the files from the version in the source path enter Y if not enter N If you enter N you must change your entries so that no conflict exists 8 To convert use the Proceed PgDn command 9 The following prompt appears Do you wish a printout of error log after each application If you want the error log to be produced after files are converted for each application enter Y if you want the log to be produced after files for all applications are converted enter N If you are converting only Accounts Receivable files your answer to this prompt makes no difference If a 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 enter Y To let the conversion run its course and investigate later enter N Accounts Receivable User s Manual 2 7 Conversion Installation and Conversion 10 When the process is finished the files are converted Select the output device for the error log if one occurs After conversion is finished and the error log is produced the Main menu with Accounts Receivable 6 0 added appears Optional Conversion from 5 1 to 6 0 A new key in the ARHIxxx Detail History file affects the speed of processing the Tax Audit Report If you do not use this option the report will be printed correctly but it will be processed more slowly 1 Ze Enter any Accounts Receivable menu
202. ode 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 valid for a customer no address is used when you copy the entry Enter a notation for the shipping method for example AIR or TRAIN 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 enter Y if the location is taxable or N 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 Accounts Receivable User s Manual File Maintenance Recurring Entries When you approve the header information PgDn the line item entry screen appears Recurring Entries Line Item Entry Screen The Recurring Entries line item entry screen can appear for one of three reasons e You are creating a recurring entry and you finish entering header information e You use the Append command on the command
203. oduced the Master File Lists menu appears 12 12 Accounts Receivable User s Manual Master File Lists Customer Comments List Customer Comments List 06 02 1999 Builders Supply 2 57 PM Customer Comments List By Customer ID Date Customer Date Ref Comment ACE001 ACE BUILDERS 01 21 1990 2 PLEASE NOTIFY DAISY OF ANY SHORT SHIPMENTS TRACER PUT ON LAST SHIPMENT 15 1989 3 ACE AGREED TO PAY 3000 ON 2 1 89 05 1989 PLEASE NOTIFY DAISY AT ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE CASH SALES OAKLAND C 25 1989 CUSTOMER REQUESTED A CREDIT APPLICATION DALLAS FT WORTH DOME HOME 05 08 1990 CUST REQS THAT WE ONLY TAKE ORDERS FROM JACKIE 02 15 1990 SENT NEW CREDIT APPLICATION 01 22 1989 CUSTOMER REQUESTED THAT WE SEND INV TO NEW ADDRESS GREATER NEW YORK DOMES INC 03 01 1990 GEDRIC HAS BEEN PROMOTED NEW CONTACT IS JULIE 01 17 1989 GEDRIC SAID WE SHOULD SKIP THE REFUND REQUEST 01 16 1989 GEDRIC CALLED AND REQUESTED A REFUND ON CREDIT BAL KANSAS CITY GEODESIC HOME 02 15 1990 CUSTOMER REQUESTED THAT ALL MAIL BE SENT TO NEW HQ 01 14 1989 DAISY REQUESTED A FAX COPY OF INV 39839 LOS001 LOS ANGELES CONSTRUCTION CO 07 15 1990 RICHARD REQ D DETAILED HISTORY OF JUNE S ACTIVITY 05 28 1990 NEW CREDIT LIMIT SET SUNSHINE HOMES INC 12 10 1990 CUSTOMER REQUESTED A REFUND FOR DEFECTIVE WINDOWS End of Report Accounts Receivable User s Manual 12 13 Ship to Address List
204. oice 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 16 for an explanation of how commissions are calculated Accounts Receivable User s Manual 8 29 Commissions Report Open Invoices Commissions Report Screen Select Commissions Report from the Open Invoices menu The function screen appears Settings Edit Print Help Commissions Report Pick Sales Rep From DMM Thru PRT Invoice Date From 01 01 1999 Thru 12 31 1999 Print 1 Line Item Detail 2 Invoice Detail 3 Sales Rep Summary 1 Output device P rinter p R eview Mile Sjcreen Ejnd Inquiry 1 Enter the range of sales reps whose commissions you want in the report 2 Enter the range of dates of the invoices to be taken into account in the report 3 Select the type of detail you want in the report 4 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 8 30 Accounts Receivable User s Manual Open Invoices Report ISSIONS Comm Sales Rep DMM Donna M Mendelsohn ID Inv No Date Employee ID MENOO1 Inventory ID Builders Supply Commissions Report Thru 06 02 1999 Description Extended Pr
205. oice 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 Open Invoices 09 30 1999 9 32 AM Invoice Type St MOP Date Invoice Customer ACE001 ACE BUILDERS 12670046 IN 12670064 IN 12670074 IN 24889030 IN 09 05 1999 11 24 1999 12 21 1999 12 09 1999 Customer DAL001 DALLAS FT WORTH 12670056 IN 12670066 IN 12670077 IN 10 14 1999 11 15 1999 12 25 1999 Discount 10 05 1999 09 15 1999 12 24 1999 12 04 1999 01 20 1996 12 31 1999 01 08 1996 12 19 1999 TOTAL DOME HOMES 11 13 1999 10 24 1999 12 15 1999 11 25 1999 01 24 1996 01 04 1996 TOTAL Customer KAN001 KANSAS CITY GEODESIC HOMES Builders Supply Open Invoice Report Gross Discount Misc Payments Credits Balance 74619 56 1492 39 35467 99 709 36 21722 07 434 44 4928 82 74619 56 110087 55 131809 62 136738 44 136738 44 136738 44 9739 64 7203 92 8991 26 9739 64 16943 56 25934 82 25934 82 25934 82 Accounts Receivable User s Manual 12670067 IN 12670075 IN 24889024 IN 11 16 1999 12 16 1999 11 26 1999 12 10 1999 01 09 1996 12 20 1999 10 20 1999 11 19 1999 10 30 1999 71699 10 716 99 11267 90 112 68 73932 30 739 32 71699 10 82967 00 156899 30 Aged Trial Balanc Aged Trial Balance 24889024 24889028 Customer 12670058 12670070 12670073 Customer 12670080 PY CHK 11 27 1999 IN
206. ok 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 Looking at customer history To look at the sales and payment history for the customer press H The customer history inquiry screen appears S OSAS T000 ol x Settings Edit Print Help Customers and Open Invoices Cust ID ACEOO1L Name ACE BUILDERS Period to Date Qtr to Date Year to Date Last Year Sales 26650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 45490 15 492899 03 370863 25 Number of Invoices 2 4 14 8 Finance Charge D0 Payments 647524 1627397 84 1110548 58 Discounts 12630 63 1595 38 Number of Payments 2 14 5 Total Days to Pay 95 715 211 Average Days to Pay 47 54 07 42 20 ist Date Last Date Last Amount Last Number Sale 07 14 1998 12 21 1999 21722 07 12670074 Payment 11 27 1999 154642 54 00014189 Customer High Balance 722144 10 Credit Status 332211222211 Enter Customer Inquiry The information displayed comes from the ARCUxxx file and is entered in the Customers function page 11 3 5 4 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices When you are finished looking at the information press Enter to return to the customer inquiry screen Finding invoices for a customer To scan invoices for the customer you selected pressI
207. omers header screen Enter another customer ID or exit to the File Maintenance menu Accounts Receivable User s Manual 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 2 10SAS T000 01 Settings Edit Print Help Ship to Addresses Cust ID KaNO01 KANSAS CITY GEODESIC HOMES Ship To 000001 Name KANSAS CITY GEODESIC HOMES Addr 1 2382 WEST S3RD AVENUE Addr 2 Addr 3 city KANSAS CITY State MO Zip Code 56666 5425 Country US Ship Via NORTH AMERICAN Ship Zone Tax Group TX Texas Verification Press lt PgDn gt to proceed Field Description Cust ID A6 Enter the ID of the customer you want to assign shipping addresses to Information about the customer appears in the header area Accounts Receivable User s Manual 11 19 Ship to Addresses File Maintenance Field Name Address 1 3 City State Country Zip Code Ship Via A20 Ship Zone A2 Tax Group A6 Description Enter the ID for the ship to address If you are editing a ship to address this field is display only Enter the customer s name and address A30 each city A15 state A2 country A3 and zip code A12 or accept the displayed information Enter
208. ommand 1 49 scroll region command 1 49 DUNxxx table description 11 40 setting up 11 40 E Edit Cash Receipts function 6 29 screen 6 29 edit line item 1 49 End inquiry command 1 46 report command 1 48 scroll region command 1 49 Enter inquiry command 1 47 scroll region command 1 49 Command help 1 27 1 43 inquiry command 1 47 exit from inquiry window 1 47 from report to menu 1 48 from screen or window 1 27 1 44 IX 5 Index F Fl function key 1 27 1 32 1 43 F2 function key 1 43 F3 function key 1 43 scroll region command 1 49 F4 function key 1 27 1 43 F5 function key 1 43 F6 function key 1 44 F7 inquiry command 1 47 report command 1 48 F8 function key 1 44 File Maintenance menu structure 1 5 files Accounts Receivable 1 7 backing up 3 26 purging 10 13 10 15 finance charges balance information 3 20 calculation B 3 FINCHxxx table B 3 recalculating 8 17 setting up 3 19 FINCHxxx table B 3 description 11 41 setting up 11 41 FORMxxx table description 11 43 setting up 11 43 function keys Ctrl F 1 44 Ctrl G 1 28 1 44 Ctrl V 1 44 Esc 1 27 1 43 Fl 1 43 F2 1 27 1 43 F3 1 43 F4 1 43 FS 1 43 F6 1 44 F7 1 27 1 44 IX 6 F8 1 44 PgDn 1 44 PgUp 1 28 1 44 Shift F2 1 44 Tab 1 28 1 44 Up Arrow 1 44 G General Information screen 11 5 setting up for customers 3 18 General Ledger effects of posting
209. on Press lt PgDn gt to proceed a 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 Accounts Receivable User s Manual 11 31 Recurring Entries File Maintenance Field Tax Class Sales Tax 0SAS T000 Settings Edit Print Help Sold to Ship to ACEOO1 ACE BUILDERS Description 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 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 Beles Recurring Entries Tran No 0004 Type Invoice Subtotal Freight Miscellaneou Sales Tax Totals Information Sales Tax Information Tax Location Tax Amount MN Tax Adjustment Tax Loc Class MN Sales Tax Invoice Total Company H Field Tax Location Tax Amount Tax Adju
210. on screen appears OSAS T000 olx Settings Edit Print Help Aged Trial Balance Pick Customer ID From ACE001 Age By Thru VISOO1 1 Invoice Date Sales Rep From DMM 2 Discount Date Thru PRT 3 Invoice Due Date State From 1 Thru Print By Distribution Code From 01 1 Customer ID Thru 02 2 Customer Name Aging Date 07 08 1999 3 Sales Rep Cutoff Date 07 08 1999 4 State City Include Paid Invoices After 07 08 1999 5 Distribution Code 1 Aging Breaks Days Date Current 07 08 1999 Past Due Customers Only No Past Due 1 30 06 08 1999 Full Detail YES Past Due 2 60 05 09 1999 Balance Forward Customers NO Past Due 3 90 04 09 1999 Past Due 4 120 03 10 1999 Print Page Breaks No Output device P rinter p R eview e S creen Ejnd Enter the range of customers you want in the report A6 Enter the range of sales reps you want in the report A3 Enter the range of states you want in the report A2 Enter the range of distribution codes you want in the report A2 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 cutoff 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 8 10 Accounts Receivable User s Manual Aged Trial Balanc 8 11 10 11 12 13 14 15 16 Open Invoices Acceptthe displayed date or enter the dat
211. or 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 Ge 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 JOB Sxxx 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 7 31 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 also calculates average prices in the INUPxxx Units Pri
212. ores line item and tax information about the transaction The ARCRxxx Cash Receipts file stores unposted cash receipt information You can enter this information either as 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 they are paid 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 Accounts Receivable User s Manual Introduction The AR System The ARCTxxx Transaction Control file keeps track of the transactions in use by e
213. ort is produced the History Reports menu appears 9 28 Accounts Receivable User s Manual Promotional Analysis Report t 01 06 1999 Builders Supply Page 1 3 00 PM Promotional Analysis Item Location Customer Rep 1 Cat Units Quantity List Price Promo Price Variance Variance Descripiton Rep 2 Inv Date Percent 100 CA000 LOS00 GPD PKG 3 0000 1607 97 1355 71 252 26 15 69 Stove Almond 2 14 1999 Item 100 CA0001 Tota 3 0000 1607 97 1355 71 252 26 15 69 150 CA000 LOS00 GPD PKG 1 0000 1475 59 1251 51 224 08 15 19 Stove Almond 2 14 1999 Item 150 CA0001 Tota 4 0000 3083 56 2607 22 476 34 15 45 300 CA000 LOS00 GPD EA 83 0000 4979 17 3646 18 1332 99 26 77 Stove Almond 2 14 1999 Item 300 CA0001 Tota 87 0000 8062 73 6253 40 1809 33 22 44 400 CA000 L0S00 GPD PKG 30 0000 51749 70 38103 08 3646 62 26 37 Stove Almond 2 14 1999 Item 400 CA0001 Tota 17 0000 59812 43 44356 48 5455 95 25 84 700 CA000 LOS00 GPD SET 2 0000 3144 50 2643 52 500 98 15 93 Stove Almond 2 14 1999 Item 700 CA0001 Tota 19 0000 62956 93 47000 00 5956 93 25 35 350 MD000 GREOO PRT EA 2 0000 1200 18 429 0 771 17 64 25 Stove Almond 2 19 1999 Item 350 MD0001 Tota 21 0000 64157 47429 0 6728 10 26 07 450 MD000 GREOO PRT EA 35 0000 15393 00 5124 3 0268 69 66 71 Stove Almond 2 19 1999 Item 450 MD0001 Tota 56 0000 79550 52553 32 26996 79 33 94 460 MD000 GREOO PRT EA 0 0000 4725 00 1606 4 3118 59 66 00 Stove Almond 2
214. ou make to customers It lends its tracking capabilities to other applications associated with tracking assets Inventory 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 multi
215. ou post transactions Accounts Receivable User s Manual File Maintenance Customers Field Last Payment Amount Last Payment Number N8 Customer High Balanace Credit Status Description Enter the amount of the last payment the customer made This field is updated when you post transactions Enter the number of the last check the customer issued to you This field is updated when you post transactions If the customer s last payment was with cash or by credit card CASH is displayed Enter the highest outstanding balance the customer had This field is updated 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 field represents 1 of 12 periods the current period the first character and the previous 11 For each period one of these values is displayed 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 PgDn the next screen you selected appears If you did not select another screen the Customers header screen appears Accounts Receivable User s Manual 11 15 Customers File Maintenance Customer Comments If
216. our order Print Additional Descriptions YES Print Alignment NO 1 Enter the invoice number A8 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 A48 3 If you want the invoice to include the additional descriptions from the ARDExxx file enter Y if not enter N Accounts Receivable User s Manual 6 21 Transactions Daily Work 4 If you do not want to print an alignment character to make sure that the forms are lined up enter N If you want to print an alignment character enter Y This step does not apply and this prompt does not appear if you are printing invoices on plain paper 5 The Reprint Invoice prompt appears after the invoice is printed If the invoice was printed correctly enter N A blank header screen appears Enter another invoice or exit to the Online Invoice Totals screen see Online Invoice Totals screen below If the invoice was not printed correctly enter Y The cursor goes to the Invoice No field where the next invoice number is displayed Reprint the invoice following 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
217. ource 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 9 3 AR Analysis Report History Reports AR Analysis Report Screen Select AR Analysis Report from the History Reports menu This screen appears OSAS T000 olx Settings Edit Print Help AR Analysis Report Report Period Year 12 1999 Days in Period 30 Output device P rinter p R eview Mj ile Sjcreen Ejnd 1 Accept the current period and fiscal year that are displayed from the ARPDxxx table or enter a different period or fiscal year 2 Enter the number of days that have gone by in the reporting period you entered All 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 appear
218. p of customers whose statements you want to print 10 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 11 Select the output device 12 If you elect to print 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 enter N The alignment character is printed again Continue this procedure until the form is aligned then enter Y 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 8 22 Accounts Receivable User s Manual Statements Open Invoices Statement YOUR COMPANY NAME HERE STATEMENT 123 MAIN STREET YOUR CITY STATE ZIP 123 456 7890 PAGE 1 DATE 12 30 1995 ACCOUNT NO ACE001 ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 AMOUNT DUE 92384 04 2 10 n 30 TERMS PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT INVOICE DATE INVOICENO CHECK NO CHARGES CREDITS 09 05 1995 12670046 74619 56 74619 56 12 09 1995 24889030 IN 4928 82 4928 82 12 21 1995 12670074 IN 21722 07 21722 07 12 21 1995 12670206 IN 100 00 100 00 12 21 1995 12670207 CR 15693 74 15693 74 12 30 1995 0
219. panies 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 You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific tables 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 ARGLAO1 for company A01 ARGLBO1 for company B01 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 ARGL 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 ARGLAO1 company AO uses the ARGL table The DFxxxx table Defaults and each Quick Entry table QExxxx QH1xxxx 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 e Assign each table to a pa
220. plication setup Menu Keys 1 32 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 Key Fl Key Help F2 Favorites Menu F4 Access Code FS Live Sample swap Operation Displays the list of Icons and Functions keys available to you Displays the Favorites menu Displays the Access Code dialog box Switches between live and sample data Accounts Receivable User s Manual Key F6 Workstation Date F7 Exit F9 Application Setup F10 Change to Favorites Right click Shift F5 Change menu style Shift F2 Application Info Graphical Style Menus Operation Displays the current workstation date and allows you to change it Exits from OSAS Allows certain functions to be set up Works only in certain applications This application does not use an application setup function Allows you to add to and delete from your Favorites menu works only with Start style menu Displays the a functions display box Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed Window Title Bar Menus When working using the graphical menus you can use the pull down menus and icons graphical tool buttons to access functions without using the function keys While the function keys still work in the grap
221. port you can list items that belong to a particular sales category so that you can analyze groups of stock items Tax Class N2 The tax class you assigned in the customer record is displayed Accept it or enter a different tax class Accounts Receivable User s Manual 6 13 Transactions Daily Work KIT Cray 6 14 Price ID A6 GL Code A2 Sales Acct COGS Acct Inv Acct A12 Ordered Units A5 Shipped Backord 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 Accept 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 individuall
222. ption 11 44 setting up 11 44 QIxxxx table description 11 44 setting up 3 14 QMxxxx table description 11 44 setting up 3 14 quantities option 3 12 quarter end maintenance 1 17 consequences of 11 13 effects of 10 7 Quick entry turning on or off 1 44 Quick Entry tables description 11 44 setting up 3 14 R Recurring Additional Descriptions file 1 9 Recurring Entries adding line items 11 30 additional text for line items 3 11 copying 1 12 6 31 to invoices 1 12 to transaction files 3 22 editing line items 11 30 editing totals 11 30 entering totals 11 function 11 23 group codes 3 22 Header Information screen 11 24 line item entry 11 27 run codes 3 22 11 23 Sales Tax Information window 11 32 setting up 3 19 3 22 Recurring Entries files description 1 9 setting up 3 22 Recurring Entries List function 12 23 sample 12 25 regular terms 4 8 Accounts Receivable User s Manual Index report commands 1 48 Down Arrow 1 49 End 1 48 Exit 1 48 F7 1 48 Home 1 48 PgDn 1 48 PgUp 1 48 Right Arrow 1 48 Tab 1 48 Up Arrow 1 49 Reports conventions 1 51 including all information 1 51 limiting information 1 51 selecting information for 1 51 reports history 1 6 menu structure 1 6 open invoice 1 6 posting data without printing 3 13 producing 1 12 transactions 1 6 Resource Manager operating systems 1 3 Right Arrow report command 1 48 RMCDxxx file 1 9 RMTXxxx file 1
223. r a different period The system needs the period for sorting when you post Accounts Receivable User s Manual Daily Work Cash Receipts Field Customer ID A6 Pymt Amt Payment Method Aging Code 1 6 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 typecredit card the Card Number Card Holder Expiration Date and Authorization 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 six aging codes apply to the oldest item apply to the unpaid finance charge apply to the 121 day bucket apply to the 61 90 day bucket 0 1
224. rations 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 Ttems 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 a z 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 alphabeticall 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 codes establish a format that makes sense for your business and use it consistently The following s
225. ription 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 A12 Accept each displayed general ledger account number or 4 6 enter a different account number for receivables sales tax freight and miscellaneous charges The Inquiry command is available if Accounts Receivable is interfaced with General Ledger After you save the distribution account information PgDn enter information about a different distribution account or exit to the Codes Maintenance menu 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 When you set up valid terms codes you can assign them to the customer records Then when you enter transactions involving customers the terms you specified are automatically applied Terms Screen Select Terms from the Codes Maintenance menu The function screen appears 2 10SAS T000 olx Settings Edit Print Help Terms Terms Code 1PCT Type Reg Percent 1 0 Discount Days 10 Net Due Days 30 Description 1 10 n 30 Verification Press lt PgDn gt to proceed a A
226. rticular terminal For example you can assign table DFTO01 to terminal T001 e Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A Accounts Receivable User s Manual Setup Setup Functions e Set up 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 If you have three companies A01 B01 and CO1 you might want the terminals in companies A01 and BOI to share table DF You might want company CO1 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 BO can share table DF no table has the label DFA or 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 T001 has table DFTOO1 The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two T001 terminals one in company A01 and one in company C01 the DFT001 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to fi
227. s 9 4 Accounts Receivable User s Manual AR Analysis Report History Reports AR Analysis Report 08 30 1999 8 01 AM Period 12 3 Period Avg Prior Period Last Year Period 12 Period 12 3 Period Avg Prior Period Last Year Period 12 Average Invoice Average Days to Pay Days Sales Outstanding Number of Invoices Number of Payments End of Report 41246 98 27226 49 40432 50 00 Over 30 Total Amt 19812 78 10529 66 7770 43 24311 00 Period 12 Amount 10899 06 30 73 5 42 St 30 1956 4570 24311 3 Period Avg 81 43 00 Tot 8 3 Amount 143 19 20 80 78 26 28 4 22 Builders Supply AR Analysis Period 12 61 90 00 Over 60 al Amt 572 85 22 71 200 00 6 64 00 00 Det 85 52 77 86 60 23 67 77 1999 91 120 566 67 1700 00 00 Se Over 90 Total Amt 19512 78 8070 93 3200 00 00 Prior Period Amount Pet 20162 13 184 99 20 44 66 51 5 98 110 33 12 38 71 16 93433 Same Period Last Yr Amount Pet 104910 08 962 56 50 43 164 11 1 16 21 40 6 19 35 14 46 67 19812 78 Over 120 Total AR 19512 78 61059 76 7504 26 37756 15 1500 00 48202 93 00 24311 00 Beeren Over 120 Pct Tot Total Amt Pct Tot 31 96 19512 78 31 96 21 38 7504 26 19 88 6 64 1500 00 3 11 00 00 00 Page Days Sales Outstanding 5 42 4 22 5 98 1 16 1
228. s For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to balance forward An accounts receivable accounting method that keeps detail on each customer s purchases until the end of each month At the end of the month the detail is summed up into a total balance due Payments are then applied to the balance See also open invoice batch processing Grouping invoices miscellaneous credits and cash receipts for printing and posting company In OSAS a business record associated with its own files tables and menu of applications Accounts Receivable User s Manual D 1 Glossary Glossary conversion The process of updating existing files programs or applications to the current version See also installation credit card customer A credit card company that belongs to croup code C in the customer record When you post payment to payment methods of type credit card the payments are totaled for the method and an open invoice is created for the credit card customer credit sale A transaction in which the customer agrees to pay for a purchase later distribution codes Codes that identify the GL accounts used when you post GL entries for receivables sales tax freight and miscellaneous charges dunning message A message printed on invoices or statements to remind customers of overdue payments field A region on the screen that accepts input from th
229. s Manual Description 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 value If the customer has an unpaid finance charge enter it or accept the displayed value 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 91 120 days and Balance 121 days 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 If you owe the customer money enter the value 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 displayed as the overall amount the customer owes you 11 11 Customers File Maintenance When you save the entries PgDn the next screen you selected appears If you did not select another screen the Customers header screen appears History Information If yo
230. s Reps y Sales Rep ID DMM Name Donna M Mendelsohn Run Code o Address 1 6712 Sth Avenue North Address 2 Commission Pet 5 250 Address 3 Percent of Sales Net City State Dallas TX Based on Booked Sales Zip Code 77773 8976 Country US Phone Fax 111 532 9873 Empl ID MENOO1 Pay on SALES HISTORY Line Items YES Month to Date Year to Date Tax NO Gross Sales 72364 67 821577 40 Freight NO Misc NO Last Sales Date 12 25 1999 Verification Press lt PgDn gt to proceed i Accounts Receivable User s Manual 11 21 Sales Reps 11 22 10 File Maintenance Enter the ID of the sales rep A3 Enter personal information name address and so forth Enter an employee ID for the sales rep for your reference A6 You might want this reference in the Payroll system if the sales rep is an employee however Accounts Receivable does not interface with Payroll 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
231. s S until the sort option you want appears and the invoices are displayed in the order you want To move the prompt gt 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 exit F7 to the Information Inquiry menu 5 8 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 page 11 3 or the Transactions function page 6 3 Summary History Customer Inquiry Screen Select Summary History from the Information Inquiry menu The Summary History customer inquiry screen appears i OSAS T000 ol x Settings Edit Print Help Summary History Customer ID ACEOO1 ACE BUILDERS Fiscal Year 1999 Pa Sales coGs Discounts Avg Invoice 64598 71 60144 04 DO 64598 71 111644 07 95876 23 DO 111644 07 288828 44 275546 61 88 288828 44 14429 10 13604 40 45 14429 10 166661 08 156185 17 DO 166661 08 83718 08 78921 00 22 83718 08 83718 08 78921 00 36 83718 08 67470 70 47814 88 72 67470 70 567501 56 197147 61 DO 283750 78 154642 54 109999 54 DO 154642 54 35467 99 33890 26 DO 35467 99 26650 89 24381 47 DO 13325 45 DD Jana n
232. s and Interfaces function Detail History Report Screen Select Detail History Report from the History Reports menu The function screen appears Settings Edit Print Help Pick Customer ID From ACEOO1 Thru YISOOl Sales Rep 1 From DMM Thru PRT Job or Item No From 100 Thru 200 Sls Cat From Thru Invoice Date From Thru Invoice Number From Thru 1 Full detail 2 Summary only 1 1 Quantity in base units 2 Quantity in selling units 1 Detail History Report Bm ES Print By 1 Customer ID 2 Sales Rep ID 3 Job or Inventory No 4 Sls Cat Y Select Invoice Line Items YES Payments YES Sales Tax YES Freight Charges YES Misc Charges YES Finance Charges YES Addl Descriptions YES Output device P rinter p R eview Mile 5 creen Ejnd 1 Enter the range of customers you want in the report A6 2 Enter the range of sales reps you want in the report A3 Accounts Receivable User s Manual 9 11 Detail History Report History Reports Inquiry Inquiry 9 12 4 10 11 12 13 14 15 16 17 Enter the range of associated job or item numbers whose invoice information you want in the report A20 Enter the range of associated sales categories whose invoice information you want in the report A2 Enter the range of dates of the invoices you want in the report Enter the range of invoices you want in the report Select the amount of detail you want in
233. s 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 or more sales or miscellaneous credits Accounts Receivable User s Manual 1 11 The AR System Introduction 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 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 cus
234. s option is turned off no keys are keys displayed Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete the help screen contents Delete To recover a deleted help 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 Edit a help screen Maintenance F7 Exit from the help screen and close the window Exit 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 Arrow Move the cursor to the right Left Arrow Move the cursor to the left Del Delete the character the cursor is on Delete Accounts Receivable User s Manual 1 45 Function Commands Introduction Key Ins Insert on off Home End F9 Undo F10 Delete to end of line Inquiry Commands 1 46 Operation 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 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 comm
235. sor to the field 2 Use the Proceed PgDn command to build the ARINxxx file When processing is complete you are returned to the File Maintenance menu 3 Print the Aged Trial Balance page 8 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 page 6 3 to enter the invoices manually 4 When the ARINxxx file is correct post the invoices page 7 29 Accounts Receivable User s Manual 11 49 Master File Lists Sales Reps List Customer Detail List Customer Labels Customer Comments List 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 19 12 23 12 27 12 29 12 1 Sales Reps List The Sales Reps List contains information from the ARSRxxx Sales Rep file the sales reps IDs names addresses commission information and sales history Sales Reps List Screen Select Sales Reps List from the Master File Lists menu The function screen appears 2 OSAS T000 Of x Settings Edit Print Help Sales Reps List Pick Sales Rep ID From DMM Thru PRT Print Address YES Output device Pjrinter p R jeview Mile Sjcreen Ejnd 1 Enter the range of sales reps whose information you want in the list A3 2 If you want to print the s
236. ss 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 enterY if not enter N 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 group the description of the group appears Accept the displayed description of the tax group or enter a different description When you save the header information PgDn the line item entry screen appears 6 10 Accounts Receivable User s Manual Daily Work Transactions Line Item Entry Screen The Invoices line item entry screen 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 You use the Edit command on the command bar to edit an item in the list If you use this comma
237. ss profit or net sale e whether the commission is based on booked sales or paid invoices whether the commission is based on any 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 fro 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 the 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 Accounts Receivable User s Manual Setup Setup Functions 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 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
238. sted to incorrect periods and the amounts in the aging buckets in the ARCUxxx file for balance forward customers will be wrong When you do period end maintenance the system does several things 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 ARCUxxx file e clears the month to date gross sales amounts in the ARSRxxx Sales Rep file e clears the month to date payments in the ARPYxxx Payment Methods file e posts finance charges to the 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 the ARPDxxx table When you do quarter end maintenance the system does a couple of things Accounts Receivable User s Manual 10 7 Periodic Maintenance Periodic Processing 10 8 e performs all the period end task e clears the quarter to date accumulators in the ARPYxxx file and the ARCUxxx file Quarter end maintenance does all the period end maintenance tasks so do quarter end maintenance only at the end of the quarter When you do year end maintenance the system does several things e performs all the period and quarter
239. stment 11 32 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 Accounts Receivable User s Manual File Maintenance Recurring Entries Field Description Tax Loc A6 Enter the tax location for the adjustment Inquiry Class A2 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 Accounts Receivable User s Manual 11 33 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 DFxxxx DUNxxx FINCHxxx FORMxxx QExxxx QH1xxxx QH2xxxx QIxxxx QMxxxx For more information about each of these tables see their individual descriptions in this section For information about shareable unshared and terminal tables see page 3 13 Note The OPTxxx 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 11 35 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A bl
240. story When you enter the table ID the rest of the ARPDxxx table appears 2 OSAS T000 olx Settings Edit Print Help ARTB Table ID ARPDH Description AR Periods Table Number of Cols 3 Column Length 12 Type N PERIOD FISCAL YEAR PERIODS YR 12 00 1999 00 12 00 oo oo oo 00 DO oo oo DO oo oo DO 00 00 DO 00 00 DO 00 00 DO oo oo DO oo oo DO oo 00 DO oo oo DO 00 00 DO oo oo oo oo Verification Press lt PgDn gt to proceed a Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you do periodic maintenance 11 38 Accounts Receivable User s Manual File Maintenance Tables Field Fiscal Year Periods Yr DFxxxx Table Description Enter the current fiscal year The fiscal year is incremented when you do year end maintenance Enter the number of accounting periods your company uses in a year 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 27 OSAS T000 olx Settings Edit Print Help ARTB Table ID DF Description Defaults Table Number of Cols 2 Column Length 12 Type A FIELD DEFAULT VALUE BATCH ID 000001 DIST CODE o1 GL CODE Ri C R INVOICE DEPOSIT Verification Press lt PgDn gt to proceed Field Field A12 D
241. t 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 A 6 Accounts Receivable User s Manual System Messages System Messages Must build table ID first You must build the table shown in this message before you can use the function Must enter I n You must enter a value within the range specified in this message Must enter value 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 number 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 comp
242. t performs the same 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 A01 B01 and CO1 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 print 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 Accounts Receivable User s Manual 3 25 Setup Functions Setup 3 26 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
243. t comes from the ARCUxxx ARINxxx and ARSRxxx files Since the Periodic Maintenance function affects the data in the ARCUxxx file print the statements page 8 21 and Customer Analysis Report page 8 25 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 enter N you are prompted to return to the Periodic Processing menu When you have done these things enter Y 2 Select the type of maintenance you want to do 3 If you want to clear the year to date finance charges in the ARCUxxx file enter Y if not enter N Accounts Receivable User s Manual 10 9 Periodic Maintenance Periodic Processing 4 If you want to clear the high balances in the ARCUxxx file enter Y if not enter N You can clear customer high balances only during year end maintenance 5 To begin processing use the Proceed PgDn command and select the output device 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 10 10 Accounts Receivable User s Manual Periodic Maintenance Periodic Processing Periodic Maintenance Error Log 06 20 1999 Builders Supply 2 15 PM Period End Error Log BALANCE IN CUST FILE 42845 72 IN OPEN INVOICE FILE 43045 72 FOR CUSTO
244. t includes information only about vendor ACE001 Sorting 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 iseasy For example the ID ACL comes before the ID BB because A comes before B Accounts Receivable User s Manual 1 51 Reports 1 52 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 at Fro 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 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 Device Report functions screens offer four output options printer file screen and end e When you need a hard copy of a report select P and either accept the printer that appears or enter the code for
245. te 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 be displayed 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 STANDAR 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 will overwrite invoice numbers you enter If you select NO the system will use the invoice numbers you enter Toggle to YES if you want to use plain paper statements Toggle toNO if you want to use forms If you elected to use forms for statements toggle to LASER 8 1 2 x 11 or STANDAR to indicate the type of statement form you use Accounts Receivable User s Manual Setup Setup Functions 19 20 21 22 23 Tables Toggle to YES or NO to indicate whether or not you want to print company information on plain paper forms Toggle to YES or NO to ind
246. tency Open Systems Holding Corp 1157Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 612 403 5700 General Fax 612 496 2495 Support Telephone 800 582 5000 Support Fax 612 403 5870 Internet Address www osas com Contents Introduction General Information 1 3 The AR System 1 5 Conventions 1 21 Text Menu 1 25 Graphical Style Menus 1 29 Favorites Menu 1 39 Function Commands 1 43 Reports 1 51 Installation and Conversion Installation 2 3 Conversion 2 5 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Codes Maintenance GL Codes 4 3 Distribution Accounts 4 5 Terms 4 7 Shipping Methods 4 9 Payment Methods 4 11 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Open Invoices Summary History Detail History Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Transaction Reports Print Invoices Sales Journal Miscellaneous Credits Journal Daily Sales Tax Report Cash Receipts Journal Methods of Payment Journal Deposits Report Post Transactions Open Invoices Hold Release Invoices Open Invoice Report Aged Trial Balance Cash Flow Report Calculate Finance Charges Statements Customer Analysis Report Commissions Report 5 3 5 7 5 9 5 13 6 3 6 23 6 29 6 31 6 33 6 35 7 3 7 9 7 13 7 17 7 19 7 23 7 27 7 29 8 3 8 6 8 9
247. terfaced with General Ledger the account number is verified in the GLMAxxx file After you save the sales COGS account information PgDn enter information about a different sales COGS account or exit to the Codes Maintenance menu Accounts Receivable User s Manual Distribution Accounts Use the Distribution Accounts function to add or change codes for your general ledger distribution accounts or to set up a selection of different receivable accounts You can assign distribution codes to customers when you set up customer record page 11 3 When you post transactions that involve the customers the information moves directly from the ARTDxxx and ARTHxxx Transaction files to the accounts you specify for the associated distribution code Distribution Accounts Screen Select Distribution Accounts from the Codes Maintenance menu The function screen appears i OSAS T000 olx Settings Edit Print Help Distribution Accounts Distribution Code O1 Description Regular Customers GL Accounts Receivables 101000 ACCOUNTS RECEIVABLE Sales Tax 203800 SALES TAX PAYABLE Freight 405000 FREIGHT OUT Miscellaneous 9801000 OTHER INCOME Verification Press lt PgDn gt to proceed A Field Description Distribution Code A2 Enter the distribution code you want to work with Accounts Receivable User s Manual 4 5 Distribution Accounts Codes Maintenance Field Description Description A30 Accept the displayed desc
248. the method you usually use to ship items to the customer for example the name of a shipping service Enter the customers ship zone This field is for reference only Accept the displayed tax group or enter the customer s tax group When you enter a tax group the description appears below it 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 PgDn enter information about a different shipping address or exit to the File Maintenance menu 11 20 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 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 2 10SAS T000 01 Settings Edit Print Help Sale
249. thing Select the item the cursor is pointing to Open a window that shows Inquiry window commands and the window ID Inventory Search Commands If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Shift F3 Alias Lookup Shift F4 Customer Vendor Lookup Accounts Receivable User s Manual Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and 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 wildcard characters to restrict or widen the search 1 47 Function Commands Introduction Key Shift F5 Detail Lookup Shift F6 Lot Item Lookup Shift F7 Serial Number Item Lookup Shift F8 Item Description Lookup Report Commands 1 48 Operation Search for detailed information about an item You can enter search information in any 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 wildcard characters to restrict or wide
250. this journal you can also single out information about a particular payment method e The Deposits Report provides 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 Accounts Receivable User s Manual 1 13 The AR System Introduction 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 The 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 The Customer Activity Report provides an analysis of customer activity in terms of which customers bought the most The Summary Invoice History Report provides a summary of invoices fro detail history The Promotional Analysis Report provides a means of comparing promotional pricing with other types of pricing The Tax Audit Report shows sales tax calculated by income and location The Sales Tax Report provides a record by tax group of sales tax collected from revenu
251. ties 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 Then if the customer is nontaxable enter the customer s tax exemption ID Balance Information You can assign three kinds 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 3 20 Accounts Receivable User s Manual Setup Setup Functions 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 number of the last sale to the customer and the date amount and check number of the customer s last payment 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
252. tion the customer ID invoice number and payment date or accept the displayed information Accounts Receivable User s Manual 6 29 Edit Cash Receipts Daily Work 4 Enter information about the payment the amount discount difference and method of payment and information related to the payment method or accept the displayed information When you save the information PgDn a blank Edit Cash Receipts screen appears Enter a different batch or deposit number and transaction number or exit to the Daily Work menu 6 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 tothe 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 anentry 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 ch 11 sec 7 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 Accounts Receivable User s Manual 6 31
253. tion when you enter invoices The QMxxxx table stores quick entry stops used by the Transactions function when you enter miscellaneous credits When you enter the table ID the rest of the table appears A QExxxx table is shown below 7 OSAS T000 olx Settings Edit Print Help ARTB Table ID QE Description Quick Entry Table Edit Trans Number of Cols 2 Column Length 12 Type A FIELD DATA Description Addnl Descr Category Tax Code Price Struct T GL Code Sales acct COGS Acct Inv Acct Qty Ordered T Units E Qty Shipped E Qty Bkord Unit Price E Unit Cost E Verification Press lt PgDn gt to proceed 11 44 Accounts Receivable User s Manual File Maintenance Tables Field Field A12 Data Printing Tables Description The fields that appear on the line item entry screen when you add or change transactions are displayed Accept the displayed 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 cursor 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 hav
254. tire recurring entry use the Delete F3 command on the header screen Recurring Entries Screen When you exit from the line item entry screen the Recurring Entries screen appears OSAS T000 olx Settings Edit Print Help Recurring Entries Sold to ACEOO1 ACE BUILDERS Tran No 0004 Ship to Type Invoice Edit Line Entry 001 Desc Service Charge GL Code Sls Cat 1 Sales Acct 401000 Tax Class 00 000 COGS Acct 501000 Inv Acct 104400 Units Ordered 1 0000 Price 9 9500 Ext Price 9 95 Cost 0000 Ext Cost DO Entry 001 of 001 Subtotal Freight Miscellaneous Sales Tax 9 95 D0 DO DO Net Due 9 95 Verification Press lt PgDn gt to proceed Gg The Recurring Entries screen 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 Accounts Receivable User s Manual 11 29 Recurring Entries File Maintenance e 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 gt to the line item and press Enter To append a line item to an order press A Then see Recurring Entries Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and total e
255. tively 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 forth FINCHxxx Table The FINCHxxx table stores the information the system needs to calculate and assess finance charges on overdue balances the percentage charge the minimum charge and the number of days that must pass before a finance charge is assessed When you enter the table ID the rest of the FINCHxxx table appears Settings Edit Print Help ARTB Table ID FINCH Description Finance Charge Table Number of Cols 3 Column Length 12 Type N PERCENT MIN CHRG DAYS 1 50 00 30 00 Verification Press lt PgDn gt to proceed ar Accounts Receivable User s Manual 11 41 Tables File Maintenance 11 42 Field Percent 2 2 Min Chrg 2 2 Days 0 30 60 90 or 120 Due Date Invoice Date Description Enter the percentage of the balance you charge if you do not receive payment by the date the invoice is due Enter the minimum charge you assess on overdue invoices or press Enter to skip this field Enter the number of days that can pass before unpaid invoices are assessed the finance charge you specified for this line of the table The number of days should be a multiple of 30 If the number of days is less than 30 the system uses the statement date to calculate finance charges must decide whether you want to cal
256. to the Cash Receipts screen To move the prompt gt to a different invoice number press G and enter the number This command appears only if there is more than one screen of invoices When you are finished entering cash receipts exit to the Daily Work menu Produce the Cash Receipts Journal page 7 19 to check for errors and to use as an audit trail If you find errors use the Edit Cash Receipts function page 6 29 to edit incorrect cash receipts Accounts Receivable User s Manual 6 27 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 Settings Edit Print Help Cash Receipts Source Tran No Batch Deposit Number 000001 Transaction Number 0001 Customer ID ACEOO1 ACE BUILDERS Invoice Number 12670064 Payment Date 12 21 1999 GL Period 12 Payment Amount 35467 99 Disc Difference DO Payment Method CHK Check Bank ID FNBOO1 ist National Bank Batch Dep 000001 Check Number 14269 Verification O Press mm 5 O Press mm 5 to proceed Inquiry 1 an Enter the batch or deposit number for the cash receipt you want to edit or accept the displayed number Enter the transaction number for the cash receipt you want to edit or accept the displayed number 3 Enter information about the transac
257. 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 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 Accounts Receivable User s Manual 1 9 The AR System Introduction The RMGCxxx 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 st
258. tomers You can print the invoices in batches or individually The ARTDxxx and ARTHxxx files provide information for the following journals e The Sales Journal provides a record of sales you entered in the Transactions function since the last posting period e The Miscellaneous Credits Journal provides a record of credits for example returns you entered in the Transactions function since the last posting period 1 12 Accounts Receivable User s Manual Introduction The AR System The ARINxxx file provides information for several reports and for statements e The Open Invoice Report provides a list of invoices miscellaneous credits and cash receipts e The Aged Trial Balance provides up to date account balance information e 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 The Customer Analysis Report provides an analysis of your customers activity e The Commissions Report provides a summary of commissions your sales representatives have earned The ARCRxxx file provides information for the following reports and journals e The 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 The Methods of Payment Journal holds the same information as the Cash Receipts Journal but is organized by payment method In
259. tory 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 010194 or 01011994 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 enter in the ARPDxxx table are 1 4 12 and 13 Invalid Period Conversion table The CNVTxxx 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 Accounts Receivable User s Manual A 5 System Messages System Messages Invalid year The fiscal year you entered is invalid Item Job 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 not found Job ID is not on file The job number you entered is not on file in the Job Cost JOBSxxx Jobs file Check your records Then enter a job number that the Job Cost system recognizes or add the job number to 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 forma
260. u elected to add or change customer history the following screen appears AS O AE Settings Edit Print Help History Information Cust ID ACEOO1 Name ACE BUILDERS Period to Date Qtr to Date Year to Date Last Year Sales 26650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 48490 15 492899 03 370863 25 No Inv 2 4 14 8 Fin Chg DO Pymts DO 647524 54 1627397 84 1110548 58 Disc DO DO 12630 63 1595 38 No Pymts D 2 14 5 Tot Days Pay D 95 715 211 Avg Days Pay 0 00 47 50 51 07 42 20 First Date Last Date Last Amount Last Inv No Sale 07 14 1998 12 21 1999 21722 07 12670074 Payment 11 27 1999 154642 54 00014189 Customer High Balance 722144 10 Credit Status 332211222211 Verification Press lt PgDn gt to proceed er The History Information screen stores sales 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 i transferred to the ARHSxxx file and the period to date amounts are cleared 11 12 Accounts Receivable User s Manual File Maintena
261. uggestions 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 ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Accounts Receivable User s Manual Setup Setup Considerations e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINO01 and WINO02 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e If you 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 WIN001 and WIN0OS leaves room for three customers in between Accounts Receivable User s Manual 3 5 Setup Checklist Follow the steps below to set up the Accounts Receivable system Each step is explained in this section 1 2 Set up the options and interfaces Build the tables Build the sales COGS and distribution accounts terms codes and shippi
262. up 3 22 B backup schedule for data files 3 26 for programs 3 26 setting up 3 25 balance forward accounts 11 3 11 47 Aged Trial Balance 8 9 B 2 cash receipts 6 25 Balance Information changing 11 10 entering 11 10 finance charges 3 20 money owed 3 20 setting up 3 20 unapplied credits 3 20 balances zero B 1 Bank Reconciliation effects of posting transactions 7 31 interface with Accounts Receivable 3 9 base applications definition 1 3 Batch Control file 1 10 function 6 35 batch numbers option for generating automatically 3 11 batches changing 6 33 copying recurring entries 6 31 option for transactions 3 11 purpose of 3 11 replacing 6 33 uses of 6 35 Accounts Receivable User s Manual Index bell turning on or off 1 28 1 44 Build Open Invoice File aging periods 11 48 balance forward accounts 11 47 function 11 47 online aging 11 47 open invoice accounts 11 47 prerequisite to using 11 48 summary invoices 11 47 C Calculate Finance Charges function 8 17 Cash Flow Report description 1 13 function 8 13 sample 8 15 cash on delivery terms 4 8 Cash Receipts aging codes 6 25 balance forward accounts 6 25 batches 3 11 deposit information 6 23 editing 6 29 function 6 23 partial payments 6 23 posting invoices 7 31 relationship with transactions and open invoices 1 16 screen 6 24 Cash Receipts file description 1 10 setting up 6 23 Cash Receipts Journal
263. updating 3 21 credits applying to oldest items first 3 13 Ctrl F function key 1 44 Ctrl G function key 1 28 1 44 Ctrl V function key 1 44 cursor moving up or back one field 1 44 selecting item 1 47 Customer Activity Report description 1 14 function 9 19 requirements 9 19 sample 9 21 screen 9 20 Customer Analysis Repor description 1 13 function 8 25 when to print 8 25 Customer Comments accessing 3 21 changing 11 16 deleting 11 4 entering 11 file 1 7 Customer Comments List function 12 11 sample 12 13 screen 12 11 Customer Detail List function 12 5 sample 12 6 IX 4 Customer file description 1 7 setting up 3 18 balance information 3 20 comments 3 21 general information 3 18 historical information 3 21 payment information 3 18 Customer Information window C 2 Customer Labels function 12 7 sample 12 9 Customer Sales Report description 1 14 function 9 15 requirements 9 15 sample 9 17 customer support 1 3 Customers account types 3 19 aging 7 33 balance forward accounts 11 3 balance information 3 20 11 10 changing levels 3 12 clearing high balances 10 10 comments 3 21 11 credit hold 3 20 credit limit 3 20 credit statuses 3 21 Customer Comments screen 11 deleting 11 4 distribution codes 3 19 finance charges 3 19 3 20 function 11 3 general information 11 General Information screen 11 5 group codes 3 19 header screen 11
264. ur system Use the Periodic Maintenance function to remove period quarter and year to date figures 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 AR System Master file lists Information that you enter in the File Maintenance functions is kept in major files Use the Master File Lists functions to produce the contents of the files detail 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 applicat
265. user network several people can look up the same information at the same time Accounts Receivable User s Manual 1 5 The AR 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 Reports functions as often as you need to produce summarized information about transactions commissions sales analysis and so forth 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 yo
266. ustomer 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 look at the customer s history from a particular date to the current date press S and then enter the start date To look at invoice totals for the customer press T The invoice number subtotal sales tax freight and miscellaneous charges appear in a window Press any key to return to the Detail History screen To look at an expanded summary of the invoice press V Additional information about the 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 To move the prompt gt to a different invoice number press G 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 5 14 Accounts Receivable User s Manual Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Accounts Receivable User s Manual 6 3 6 23 6 29 6 31 6 33 6 35 6 1 6 2 Daily Work Introduction Use the Daily Work functions to record sales you made to a customer If you sold goods to
267. ustomers Field General Information Description e 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 When you add customers you must enter general information If you elected to add or change general customer information the following screen appears OSAS T000 Settings Edit Print Help General Information Biel ES Cust ID ACEOO1 Name ACE BUILDERS Group Code 0 Address 1 1588 SE 315T STREET Stmt Inv Code Both Address 2 Cust Level ACEOOL Address 3 Acct Type Open Invoice City State PADUCAH KY Distrib Code 01 Zip Code 28655 7865 Country US Ship Zone Di Attention ACCOUNTS PAYABLE Phone Fax 505 555 1646 502 555 1566 Fin Charge YES Contact BRIAN Credit Limit 315000 Class WHSL Credit Hold NO Sales Rep GPD Garry P Deacon Partial Ship YES Territory MIDATL Terms Code 2PCT 2 10 n 30 Reg 2 0 10 DAYS NET 30 Tax Group MN Minnesota Pymt Method CHK Check Card No Name Taxable NO Exp Exempt ID Verification Press lt PgDn gt to proceed a Field Name A30 Accounts Receivable User s Manual Description The customer ID from the header screen is displayed Enter the customer s name 11 5 Customers File Maintenance Field Address 1 Address 2 Address 3 A30 each City State Zip Code A15 A2 A12 Country A2 Ship Zone A2 Attention A25 Phone
268. vable User s Manual 6 23 Cash Receipts Daily Work Cash Receipts Screen Select Cash Receipts from the Daily Work menu The function screen appears 10SAS T000 01 Settings Edit Print Help Batch Dep No 000001 Date Customer ID 07 08 1999 ACEOO1 ACE Cash Receipts Acct Type Open Invoice GL Period 07 BUILDERS Session Total 00 Pymt Amt Applied 00 Remaining Payment Method Bank ID Batch Dep No Check Number Invoice Number Invoice Date 12670046 12670064 12670074 24889030 09 05 1995 11 24 1995 12 21 1995 12 09 1995 Discount Taken Discount Allowed Payment Applied 1492 709 434 98 39 36 44 58 DO 35467 99 DO DO DO D0 DO DO Includes Held Invoice Records Customer Company H Field Batch Dep No A6 Date GL Period 1 13 6 24 Receipt View Edit Totals Goto Description The last batch number or deposit number you entered is displayed Accept it or enter a different number If you use 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 Accept the displayed system date as the receipt date or enter a different date Press Enter to assign the cash receipt to the displayed period or ente
269. ve 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 1 OSAS T000 ol x Settings Edit Print Help GL Codes GL Code ci Description Contract Sales GL Sales Account 402000 INC FROM COMPLETED CONTRACTS GL COGS Account 502000 COST OF GOODS SOLD CONTRACTS Verification tees Pame to proceed tees Pame to proceed to proceed io Accounts Receivable User s Manual 4 3 GL Codes Codes Maintenance Inquiry Inquiry 4 4 Field GL Code A2 Description A30 GL Sales Account A12 GL COGS Account A12 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 displayed general ledger sales account or enter a different account number The Inquiry command is available if Accounts Receivable is interfaced with General Ledger If Accounts Receivable is interfaced with General Ledger the account number is verified in the GLMAxxx Master file Accept the displayed general ledger cost of goods sold account or enter a different account number If Accounts Receivable is in
270. voice Total Cutoff Date Terms Desc Miscellaneous ACE001 12 31 1990 2 10 n 30 0002 DALOO1 4010 125 00 00 001 1 5010 CONSULTING FEE 1044 Cust ID Order No Order Date SRI SR2 Tx Grp Freight Subtotal Sales Tax Invoice Total Cutoff Date Terms Desc Miscellaneous 1 10 n 30 0003 SUNOOL 4010 125 00 00 001 1 5010 CONSULTING FEE 1044 Cust ID Order No Order Date SRI SR2 Tx Grp Freight Subtotal Sales Tax Invoice Total Cutoff Date Terms Desc Miscellaneous 1 10 n 30 Freight Subtotal Sales Tax Extended Cost Extended Price Miscellaneous GRAND TOTAL 00 375 00 00 150 00 375 00 00 End of Report 12 25 Accounts Receivable User s Manual 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 OSAS T000 OX Settings Edit Print Help Codes List Print GL Codes Distribution Codes Terms Codes Ship Methods Methods of Paymemt Output device P rinter p R jeview Mile Sjcreen Ejnd 1 For each type of code you want in the list enter Y For each type of code you do not want in the list enter N 2 Select the output device A sample Codes List is at th
271. voice 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 7 10 Accounts Receivable User s Manual Sales Journal Transaction Reports 09 30 1999 9 31 AM Cust ID Inve No Order No I MNOOO Plumbing I MNOOO Interior I MNOOO Millwork ACEOO 267020 I MN000 Standard Cust Trans No Rep 1 Batch Invc No Rep 2 Ship To Order No Terms Desc ACE001 0012 000001 12670201 2 10 n 30 Cust ID Inve No Order No 000001 ACE001 0018 12670206 001 Sales Journal Report I MNOOOL SERVICE CHARGE ID Job Phase or Loc Item ID Description Electrical Package 150 Package 550 Package 600 Window 24 X 40 Inv Date Per Tx Grp Ord Date Ship Date 12 21 1999 12 MN 12 21 1999 ID Job Phase or Loc Item ID Description Builders Supply Sales Journal By Customer ID Rep 1 Sales Acct Rep 2 COGS Acct Inv Acct Units Freight Miscellaneous 9728 76 Rep 1 Sales Acct Rep 2 COGS Acct Inv Acct Units Subtotal Qty Ordered Qty Shipped Qty Backord Unit Price Unit Cost 0000 528 5400 0000 343 5500 0000 0000 1317 3840 0000 907 5300 0000 0000 51 3810 000
272. 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 field you are in 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 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 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 chapter 3 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 Accounts Receivable User s Manual Introduction Function Commands Key Operation Ctrl O If this option is turned on the applicable function keys are Show hide function displayed on the screen If thi
273. 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 1 0SAS T000 _ Of x Settings Edit Print Help Promotional Analysis Pick Promo ID From YR END Sort By Thru YR END 1 Item Location Item ID From 100 2 Location Item Thru 200 3 Customer Location ID From MNOOO1 4 Sales Rep 1 Thru TX0001 5 Sales Rep 2 Customer ID From ACEOO1 6 Sales Category Thru VI5001 1 Sales Rep 1 From DMM Thru PRT Sales Rep 2 From Price Comparison to Thru 1 List Invoice Date From Minimum Thru Base Average Current Calculated Fin b WY Output device P rinter p R eview Mile Sjcreen Ejnd 1 Enter the range of promotion IDs you want in the report A6 2 Enter the range of items you want in the report A20 3 Enter the range of locations you want in the report A6 Accounts Receivable User s Manual 9 27 Promotional Analysis Report History Reports mau Traun 5 9 Enter the range of customers you want in the report A6 Enter the range of sales reps you want in the report A3 Enter the range of invoice dates you want in the report Select the option by which to organize the report Select the item you want to compare the promotional pricing to Select the output device A sample Promotional Analysis Report is at the end of this section After the rep
274. written 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 Questions Common Questions When are paid invoices removed Paid invoices dated before the date you specify are removed through the Purge Selected Files function What does ARCVTHI do ARCVTHI builds a new key number Knum in the ARHIxxx Detail History file that increases the Tax Audit Report s processing time 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 Shift F2 command is available on the header line item entry and totals screens Use the Information command to access windows that show customer and credit history and customer comments When you use the Information command a menu appears 70SAS T000 olx Settings Edit Print Help Invoices Header Information Batch ID 000001 Trans No 0023 Transaction Type Invoice Location MNODO1 Sold to CASHCA Ship to CASH SALES OAKLAND CA AR Information Menu Customer Information Sales Rep 1 Perc Customer Comments Sales Rep 2 Perc Item Information Cust Level RETAIL Terms Code COD 09 01 19
275. y Enter the number of units you shipped 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 following window appears Accounts Receivable User s Manual Daily Work Transactions i OSAS T000 _ ol x Settings Edit Print Help Invoices AS Lot Entry Wallpaper Contemporary Item ID 800001 Loc ID MNOOO1 MINNEAPOLIS WAREHOUSE Units ROLL Requested Oty 1 0000 Lot Number Ordered Quantity Fulfilled Qty Ext Cost Lot Number 000001 of 000000 00 Append Lot Number Lot No 274D0714 Orig Oty 1 0000 Cost 1 7600 Ext Cost 1 76 Fulfill Oty 1 0000 Backord Oty 0000 Comment Verification Press lt PgDn gt to proceed Serial Number A35 Enter the serial number of the item you want to include in the transaction Unit Price N10 The unit price of the item is displayed The Append Serial Number window appears Comment A40 Enter a comment about the serialized item Price 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 If you elected not to display unit costs in the Resource Manager Options and Interfaces function no unit cost is displayed The total amou
276. yed beside the Main menu Selecting a function leads you to a function screen or to another menu If you are using the Graphical menu click the appropriate button with the mouse to select an application from the Graphical menu To select a function from an application menu click the function s button with the mouse the same way as you do for an application If you choose the Start menu you can select applications from the Main menu in these ways e Use the arrow keys and press Enter Click the selection Hold the mouse over the selection 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 previous menus Accounts Receivable User s Manual 1 29 Graphical Style Menus Introduction Graphical Main Menu T000 OPEN SYSTEMS Accounting Software Bee File Tools Favorites Other Help 03839 D Data Set H Buiders Suppy o 1 30 C Sample Data E Live Data Resource Manager Bank Reconciliation Bill of Materials Kitting Executive Information Summary Fixed Assets General Ledger Inventory Job Cost ODBC Kt OSAS Web Purchase Order Resource Manager Sales Order Workstation Configuration Installation Company Setup Application Setup Data File Maintenance
277. 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 1 49 Reports Selecting a Range of Information 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 e To 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 ACE001 at both From and Thru If you want the report to include 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 ACEO001 the repor

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