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Contents
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Chapter 1 Introduction 10
Overview of the Accounts Receivable Module 10
How to Use This Manual 11
Graphic Conventions 11
Text Conventions 12
Chapter 2 Using the Setup Menu 13
Accounts Receivable Setup Menu 13
Accounts Receivable Options 14
Setting Up Accounts Receivable Options 14
Additional 15
Integrate 16
Forms 17
General Ledger Account Maintenance 18
Setting Up General Ledger Accounts 19
Division Maintenance 22
Setting Up Divisions 22
Bank Code Maintenance 24
Setting Up Bank Codes 24
Terms Code Maintenance 25
Setting Up Terms Codes 25
Sales Tax Account Maintenance 26
Setting Up Sales Tax Account Information 26
Adjusting Summary Information 27
Printing the Sales Tax Account Listing 28
Salesperson Maintenance 29
Setting Up Salespersons 29
Linking Salespersons 30
Entering Sales Information 31
Printing the Salesperson Listing 32
Sales Code Maintenance 32
Setting Up Sales Codes 33
Applying the Current Standard Cost and Price 33
Payment Type Maintenance 34
Setting Up Payment Types 34
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Accounts Receivable Utilities 35
Customer Delete/Renumber/Merge 35
Selecting Files for Deletion 37
Printing the Customer Delete/Renumber/Merge Log 38
Delaying the Execution Process 38
Global Customer Field Change 39
Sales Tax Calculation Utility 40
Chapter 3 Using the Main Menu 41
Accounts Receivable Main Menu 41
Customer Maintenance 42
Customer Numbering Methods 42
Building the Customer Master File 43
Entering Customer Information 44
Creating or Maintaining Customer Memos 45
Viewing Item History Information 46
Entering Alias Item Numbers 46
Setting Up Customer Price Levels 47
Maintaining Customer Contacts 47
Maintaining Ship-to Addresses 48
Entering Ship-to Tax Code Exemptions 49
Assigning a New Customer Number 49
Copying Customer Information 50
Deleting Customer Records 50
Entering Additional Customer Information 51
Entering Tax Code Exemptions 52
Viewing Customer History 53
Viewing Invoice History 54
Viewing Open Invoices 55
Viewing Open Orders 56
Customer Inquiry 57
Using Customer Inquiry 57
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Invoice History Inquiry 58
Viewing Invoice History 58
Printing Invoices from History 59
Current Activity 60
Split Commission Information 60
Viewing Tax Detail 61
Shipping History Inquiry 62
Source Journal Information 63
Credit Card Information 63
Tracking Packages 64
Viewing Item Package Information 65
Tracking Packages via the Internet 65
Viewing Line Item Information 66
Viewing Lot/Serial Information 67
Repetitive Invoice Entry 68
Entering Repetitive Invoices 68
Distributing Invoice Amounts 69
Entering Repetitive Invoice Totals Information 70
Viewing Tax Detail 71
Printing the Repetitive Invoice Listing 72
Batch Entry 73
Entering Invoice Batches 73
Entering Cash Receipts Batches 74
Printing Invoice Batches 75
Printing Cash Receipts Batches 75
Repetitive Invoice Selection 76
Modifying Repetitive Invoices 76
Selecting Repetitive Invoices 76
Invoice Data Entry 77
Entering Invoice Data 79
Checking the Credit Limit 80
Entering Invoice Line Items 81
Entering Invoice Totals Information 82
Invoice Printing 83
Printing Invoices 83
Sales Journal 84
Printing the Sales Journal 85
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Cash Receipts Entry 87
Entering Cash Receipts Deposit Information 88
Entering Cash Receipts 89
Entering A/R Cash Receipt Credit Card Information 90
Processing Open Item Customers 91
Processing Balance Forward Customers 91
Entering Cash Receipt Line Items 92
Selecting Invoices 93
Cash Receipts Journal 94
Printing the Cash Receipts Journal 94
Authorizing Credit Card Payments 95
Updating the Cash Receipts Journal 95
Daily Transaction Register 96
Chapter 4 Using the Reports Menu 97
Accounts Receivable Reports Menu 97
Customer Listing 98
Printing the Customer Listing 98
Customer Mailing Labels 99
Printing Customer Mailing Labels 99
Customer Memo Printing 101
Printing Customer Memos 101
Aged Invoice Report 102
Printing the Aged Invoice Report 102
Trial Balance Report 103
Printing the Trial Balance Report 103
Cash Expectation Report 104
Printing the Cash Expectation Report 104
Customer Sales Analysis 105
Printing the Customer Sales Analysis 105
Sales Analysis by Salesperson 107
Printing the Sales Analysis by Salesperson Report 107
Salesperson Commission Report 108
Printing the Salesperson Commission Report 108
Sales Tax Report 109
Printing the Sales Tax Report 109
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Monthly Sales Report 110
Printing the Monthly Sales Report 110
Monthly Cash Receipts Report 111
Printing the Monthly Cash Receipts Report 111
Invoice History Report 112
Printing the Invoice History Report 112
Accounts Receivable Analysis 113
Printing the Accounts Receivable Analysis 113
General Ledger Posting Recap 115
Printing the General Ledger Posting Recap 115
Invoice History Printing 116
Printing Invoice History 116
Customer Masterfile Audit Report 117
Printing the Customer Masterfile Audit Report 117
Deposit Transaction Report 118
Printing the Deposit Transaction Report 118
Credit Card Settlement Report 119
Printing the Credit Card Settlement Report 119
Chapter 5 Using the Period End Menu 120
Accounts Receivable Period End Menu 120
Finance Charge Calculation 121
Applying Finance Charges 121
Finance Charge Entry 122
Entering Finance Charges 122
Finance Charge Journal 124
Printing the Finance Charge Journal 124
Statement Printing 125
Printing Statements 125
Adding Messages to Statements 126
Commission Edit Maintenance 127
Editing Commission Records 127
Recalculating the Commission Amount 128
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Commission Edit Register 129
Printing the Commission Edit Register 129
Updating Salesperson Commissions to Payroll 131
Updating Salesperson Commissions to Accounts Payable 132
Updating Salesperson Commissions to General Ledger 132
Clearing Commission Detail Files 133
Salesperson Commission Purge 134
Purging Salesperson Commissions 134
Match Credits to Open Invoices 135
Printing the Match Credits to Open Invoices Report 135
Period End Processing 136
Performing Period End Processing 137
Full Period End Processing 138
Full Period End and Year End Processing 140
Only Remove Invoices with Zero Balances 140
Only Remove Temporary Customers with Zero Balances 141
Only Clear Invoice/Shipping History File 141
Only Recalculate Customer High Balances 142
Only Purge Monthly Cash Receipts File 142
Purge Sales Tax History File 143
Glossary 144
Appendix A System Messages 146
Accounts Receivable Messages 146
Accounts Receivable Options 146
Accounts Receivable Setup Options 147
Accounts Receivable Utilities 147
Customer Maintenance 148
Customer Credit Card Maintenance 148
Invoice Data Entry - Repetitive Invoice Entry 149
Cash Receipts Entry 150
Sales Journal, Cash Receipts Journal, Finance Charge Journal 153
Finance Charge Entry 153
Commission Edit Register 154
Period End Processing 154
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Appendix B Setting Up and Processing Sales Tax 155
Setting Up Sales Tax Classes 156
Setting Up Sales Tax Codes 157
Setting Up Sales Tax Schedules 158
Processing Invoices with Sales Tax 158
Printing and Updating Sales Tax Information 159
Appendix C Customizing Nongraphical Forms 160
Form Options 161
Customizing Invoice Printing 162
Customizing Customer Mailing Labels 164
Customizing Statement Printing 165
Appendix D Integrating Other Modules with Accounts Receivable 167
General Ledger 167
Sales Order 168
Job Cost 169
Bank Reconciliation 169
Appendix E Report Samples 170
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1
Introduction
Chapter 1
Overview of the Accounts Receivable Module
The Accounts Receivable module provides a comprehensive solution to
managing your cash flow and collection problems, and is designed to
reduce your work load by taking advantage of the system's capabilities.
Designed for efficient invoice processing, Accounts Receivable
automatically calculates sales tax, discounts, and commission amounts for
each invoice. You can use the module to record invoices, or you can print
invoices on standard or custom invoice forms.
Finance charges can be automatically applied against all past due
balances, or you can apply them on an individual basis. Statements can be
printed for all customers, or for specific groups of customers, for example,
monthly and bimonthly customers.
The Accounts Receivable module also tracks aging and overall sales history
information for each customer. This information is used to produce
extensive reports which can help you analyze customer sales history and
identify customers with past due balances.
When the General Ledger module is integrated with Accounts Receivable,
all receivables postings can be made to the general ledger, eliminating
duplicate entries and possibilities for error. In addition, you can have a fully
integrated, two-step order processing system by integrating the Sales Order
module.
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How to Use This Manual
Your Accounts Receivable module is designed to operate in conjunction
with the other modules in this product line. Before proceeding, complete the
installation instructions listed in your Installation Guide as well as the
instructions for Performing System Setup Tasks in your Getting Started
Guide.
Use the Accounts Receivable manual as a reference for understanding
features of the module. The manual contains overviews and samples of
windows. This manual should be used in conjunction with the Help system,
which provides detailed field information and "How Do I" procedures.
Graphic Conventions
The following icons are used throughout this manual to indicate different
types of information.
The Note symbol is followed by additional
information about a topic.
The Helpful Hint symbol is located in a grey text
box and followed by additional information about an
option.
The Warning symbol is followed by information to
help you avoid costly mistakes.
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Text Conventions
The following table describes the text conventions used in all manuals.
Text Convention Explanation
Field font Indicates a field name, list box name,
options in a list, column name, or check
box.
Example: The Modes button is available
only if Windows Printer Port or
Physical Device is selected at the
Device Type field.
Italic font Indicates directory names or references
to other manuals.
Example: For more information about
setting up and processing sales tax, refer
to your Accounts Receivable or Accounts
Payable manual.
Accounts Receivable Manual
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Using the Setup Menu
Chapter 2
Accounts Receivable Setup Menu
The Accounts Receivable Setup menu contains the options to build and
maintain the files required for the operation of the Accounts Receivable
module.
If you are running System Startup, this menu does not appear; however,
you will advance sequentially through each option on the Accounts
Receivable Setup menu until System Startup is complete.
After completing System Startup, you can access the Accounts Receivable
Setup at any time to modify the Accounts Receivable options. In addition,
you can modify or delete information contained in the setup files.
Setup menu options:
Accounts Receivable Options
General Ledger Account Maintenance
Division Maintenance
Bank Code Maintenance
Terms Code Maintenance
Sales Tax Account Maintenance
Salesperson Maintenance
Sales Code Maintenance
Payment Type Maintenance
Accounts Receivable Utilities
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Accounts Receivable Options
Each module can be customized to fit your company's specific accounting
requirements. Accounts Receivable Options presents a series of options
that allow you to select features most appropriate for your business.
Setting Up Accounts Receivable Options
Although these options are usually established during System Startup, they
can be modified at any time. On the Accounts Receivable Setup menu, click
Accounts Receivable Options.
Click the Help button
for overviews and
related procedures.
You can also press
F1 at any field for
pop-up field
information.
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Additional
After completing the Accounts Receivable Options Main tab, click the
Additional tab to define additional setup options.
This check box is
available only if Open
Item is selected at the
Open Item or Balance
Forward field on the
Main tab.
This field appears as
Retain Detailed Invoice
History if the Enable
Shipping check box is
cleared in the Sales
Order Options window.
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Integrate
After completing the Accounts Receivable Options Additional tab, click the
Integrate tab to integrate other modules with Accounts Receivable, and to
define options for posting to the general ledger.
These fields are
available only if
you selected the
Sales Tax
Reporting check
box on the Main
tab.
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Forms
After completing the Accounts Receivable Integrate tab, click the Forms tab
to select forms that will print graphically using Crystal Reports.
Click the Printer button on any tab to print the Accounts Receivable Options
Listing. For printing instructions, see Printer Options in the Help system.
During System Startup, if the General Ledger module is installed, you
advance to Division Maintenance. If General Ledger is not installed, you
advance to General Ledger Account Maintenance.
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General Ledger Account Maintenance
The Accounts Receivable module provides a recap of general ledger
postings that reflects invoice and cash receipts activities for each
accounting period. The posting information contained in this recap reflects
how much you have sold, what types of products or services have been
sold, how much cash you have received, and the amount of receivables
outstanding.
Whether the General Ledger module is installed, Accounts Receivable
posts journal entries to the Daily Transaction Register using account
numbers defined in General Ledger Account Maintenance. The General
Ledger check box must be selected in the Accounts Receivable Options
window to post the transactions printed on the Daily Transaction Register.
If the General Ledger module is not set up, you must use General Ledger
Account Maintenance to enter each account you will use to post Accounts
Receivable transactions.
If the General Ledger module is set up, accounts can be established using
General Ledger Account Maintenance or Account Maintenance in the
General Ledger module. The journal entries are automatically posted to the
general ledger.
The postings from Accounts Receivable are reflected on both the Daily
Transaction Register and the General Ledger Posting Recap reports. These
reports provide an audit trail of all Accounts Receivable activities and serve
as a source for posting to a manual general ledger. The postings contained
on these reports can be purged during Accounts Receivable period-end
processing.
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Setting Up General Ledger Accounts
The following accounts must be defined for posting Accounts Receivable
transactions:
Accounts Receivable
This asset account contains the current Accounts Receivable balance
for your company. It is debited when invoices are recorded, and credited
when payments are received against outstanding invoices. You can use
a single Accounts Receivable account for the entire company or assign
a separate account for each division using Division Maintenance.
Cash
This current asset account is debited with the amount of cash received
using Cash Receipts Entry. A separate Cash account can be assigned
to each bank account using Bank Code Maintenance.
Cash Sales
This miscellaneous asset account is used to debit the amount of cash
sale invoices entered using Invoice Data Entry. This account can be
credited from Cash Receipt Entry as deposits are recorded for cash
sales transactions. A separate Cash Sales account can be assigned to
each division using Division Maintenance.
Cost of Goods Sold (optional)
This contra-income account is used to debit the cost of goods sold
recorded using Invoice Data Entry. You can assign a standard Cost of
Goods Sold account to sales codes using Sales Code Maintenance.
Customer Deposits
This liability account is debited when a customer deposit is entered for a
sales order invoice. This account is credited from Cash Receipts Entry
when the deposit for the cash or check is recorded, and is assigned
using Payment Type Maintenance and Sales Order Options.
Discounts Allowed
This miscellaneous expense account is debited with the amount of the
discount allowed when recording cash receipts. You can assign a
separate account for each division using Division Maintenance.
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Freight
This contra-expense account is credited with the freight amount of
invoices recorded using Invoice Data Entry. You can assign a separate
account for each division using Division Maintenance.
Finance Charge
This income account is credited with the amount of finance charge
applied to customers using Finance Charge Calculation/Entry. You can
assign a separate account for each division using Division Maintenance.
Inventory (optional)
This offsetting account for cost of goods sold is credited when a sale is
recorded using Invoice Data Entry. You can assign a standard Inventory
account to sales codes using Sales Code Maintenance.
Retention Receivable
This asset account contains the current retention receivable balance for
your company. It is debited with the retention amount when invoices are
recorded, and credited when payments are received against
outstanding retention balances. You can use a single Retention
Receivable account for the entire company or assign a separate account
for each division using Division Maintenance. This account is used only
if the Job Cost module is integrated with Accounts Receivable.
Sales
This group of income accounts is used to record the various types of
income associated with Accounts Receivable invoices being recorded.
Each invoice can be distributed to multiple accounts. A positive
distribution amount is credited to the account, and a negative amount is
debited. An invoice can also be posted to accounts other than those
classified as income accounts (for example, Deposit or Notes
Receivable). You can assign a standard Sales account to sales codes
using Sales Code Maintenance.
Sales Tax
This liability account is credited with the sales tax amount of invoices
recorded using Invoice Data Entry. You can assign a separate account
for each division using Division Maintenance, or a separate account for
each tax code using Sales Tax Account Maintenance.
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Although these accounts are usually established during System Startup,
they can be modified at any time. On the Accounts Receivable Setup menu,
click General Ledger Account Maintenance.
You can add a record by entering an account number. If the General Ledger
module is not set up, the default account number format of "####-###" must
be used. Additionally, you will not have access to some of the General
Ledger features, such as the Budget tab and the Copy Accounts button. For
more information, refer to your General Ledger manual.
Click the Printer button to print a Chart of Accounts. For printing
instructions, see Printer Options in the Help system.
During System Startup, you advance to Division Maintenance.
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Division Maintenance
Use Division Maintenance to organize your customer and invoice
information by divisions. You can define up to 100 divisions by department,
branch, or profit center. Additionally, each division can maintain its own
Accounts Receivable and Discounts Allowed account numbers for posting
to the general ledger. Amounts posted to each account reflect the activities
for only that division. If you integrate the General Ledger module with
Accounts Receivable, you can print the Accounts Receivable ending
balance amounts for each profit center on your financial statements and
other General Ledger reports.
Divisions affect the numbering of your customers. The division number
precedes the customer number entered in Customer Maintenance and
determines which general ledger accounts are posted to when an invoice or
cash receipt is processed. Additionally, all reports containing customer
invoice and payment information provide subtotals by division. The
accounts posted to are based on the accounts specified in Division
Maintenance. For more information, see Posting by Division Example in the
Help system.
Setting Up Divisions
On the Accounts Receivable Setup menu, click Division Maintenance.
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The Post to Sub G/L Acct field appears if a segment is selected at the G/L
Seg to Post A/R Sales field in the Accounts Receivable Options window.
Specify the value to assign to the general ledger account number segment
when posting sales or cost of goods sold to a division. This field does not
appear if None is selected at the G/L Seg to Post A/R Sales field in the
Accounts Receivable Options window.
The following general ledger accounts are required for Accounts Receivable
postings and must be set up in General Ledger Account Maintenance. If
they do not exist, leave the fields blank.
Accounts Receivable
Cash Sales
Discounts Allowed
Freight
Sales Tax
Finance Charge
If the Accounts Receivable Divisions check box is selected in the
Accounts Receivable Options window, use Division Maintenance to assign
a two-digit number and description to each division of your company. You
will also record the general ledger account numbers transactions to post
when invoices or cash receipts are processed for a customer within a
specific division.
If the Accounts Receivable Divisions check box is cleared, enter
information for division 00 only. Division 00 cannot be deleted.
After you complete System Startup, on the Accounts Receivable Setup
menu, click General Ledger Account Maintenance (or click Account
Maintenance on the General Ledger Main menu if the General Ledger
module is installed). Enter any account numbers not originally established.
Return to this option and enter the appropriate account numbers to
complete each division. This should be done before you begin processing
invoices and performing updates.
Click the Printer button to print a Division Listing. For printing instructions,
see Printer Options in the Help system.
During System Startup, you advance to Bank Code Maintenance.
!Note
You cannot post
invoices, cash
receipts, or finance
charges if any
general ledger
account numbers are
blank.
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Bank Code Maintenance
The Accounts Receivable module allows you to establish multiple cash
accounts to which receipts can be deposited. Use Bank Code Maintenance
to maintain up to 36 separate bank accounts. The information maintained
for each bank account includes a bank code, description, bank identification
number, and the Cash general ledger account to debit when receipts are
deposited. When performing Cash Receipts Entry, select the account to
debit by entering a bank code.
Setting Up Bank Codes
On the Accounts Receivable Setup menu, click Bank Code Maintenance.
During System Startup, at the Bank Code field, enter the bank code
defined at the Default Bank Code field in the Accounts Receivable Options
window. Complete the information for this account before entering bank
codes for other accounts.
Click the Printer button to print a Bank Code Listing. For printing
instructions, see Printer Options in the Help system.
During System Startup, you advance to Terms Code Maintenance.
"Warning
Bank code A is the
default bank code
and is permanently
assigned to your
main bank account by
the system; it cannot
be deleted.
This number can
be found on your
monthly statement
and on your
checks.
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Terms Code Maintenance
Use Terms Code Maintenance to establish common payment terms. After
establishing terms codes, you can assign these standard terms to
customers. During invoice processing, discount amounts are calculated
automatically, and invoice and discount due dates are displayed based on
the terms code assigned to each customer.
A default "no terms" code of 00 has been established for customers not
entitled to discount terms. When you establish customer information and
when you use Invoice Data Entry, terms code 00 must be used for these
customers. Terms code 00 cannot be deleted from the file, but you can
enter 00 to access this record and change the description, if necessary.
Setting Up Terms Codes
On the Accounts Receivable Setup menu, click Terms Code Maintenance.
You need to enter additional terms only once. You can recall the appropriate
terms information (for example, 2% 10 Days, Net 30 Days) for any
customer by selecting the correct code. For examples on setting up terms
codes, see Terms Codes Examples in the Help system.
Click the Printer button to print a Terms Code Listing. For printing
instructions, see Printer Options in the Help system.
During System Startup, you advance to Sales Tax Account Maintenance. If
the Sales Tax Reporting check box is cleared in the Accounts Receivable
Options window, you advance to Salesperson Maintenance.
The default calculation method (Discount
on Gross Amount) calculates the discount
on the gross invoice amount. This amount
includes both freight and sales tax.
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Sales Tax Account Maintenance
Use Sales Tax Account Maintenance to set up registration numbers,
exemption numbers, and general ledger account numbers, if applicable, for
your business. The sales tax and associated taxable and nontaxable sales
amounts are reflected on the Sales Tax Report or can be viewed by clicking
Sales.
Setting Up Sales Tax Account Information
On the Accounts Receivable Setup menu, click Sales Tax Account
Maintenance.
Enter your company-specific registration numbers and exemption numbers
for each tax code, if required. Entering a general ledger account for the tax
code will override the sales tax account in Division Maintenance.
If you enter an Accounts Receivable Sales Tax account number at the
Non-Recoverable Tax Account field, this number overrides the general
ledger account number entered in Division Maintenance, allowing you to
post sales tax by tax code.
!Note
Sales Tax Account
Maintenance is
available only if the
Sales Tax Reporting
check box is selected
in the Accounts
Receivable Options
window.
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Adjusting Summary Information
In the Sales Tax Account Maintenance window, click Sales to view summary
sales tax information as of a particular date, or to change the displayed
sales tax information. In addition, you can set up opening balances for any
sales tax amounts that will not be processed during the normal invoicing
update routines.
Only use this feature when converting your manual Accounts Receivable
system. If adjustments are made to the accumulated amounts displayed, an
adjustment record is created. The adjustment amount is the difference
between the original amounts and the new amounts entered. If the Sales
Tax Report is printed in detail by invoice or by date, *adjust is printed in the
Description column, followed by the adjustment amount.
Changes made to the summary information amounts print on the Sales Tax
Report. For more information, see Sales Tax Report.
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Printing the Sales Tax Account Listing
In the Sales Tax Account Maintenance window, click the Printer button to
print a listing of all or specific state, county, and local sales tax codes.
During System Startup, you advance to Salesperson Maintenance.
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Salesperson Maintenance
Use Salesperson Maintenance to enter salesperson information and
commission rates. A salesperson number and commission rate are
assigned to each salesperson who is paid a commission. When you enter
this salesperson number in Invoice Data Entry, the system automatically
calculates the sales commission for the item(s) sold. Sales, gross profit, and
commissions for each salesperson are tracked by period and year.
Salespersons can be linked to Accounts Payable vendors, Payroll
employees, or general ledger account numbers for added commission
tracking and payment capabilities. Also, period-to-date, year-to-date, and
previous year totals are provided on the Salesperson Commission Report.
Setting Up Salespersons
On the Accounts Receivable Setup menu, click Salesperson Maintenance.
The Sales Manager field is available only if the Sales Order module is
installed, and if the Split Commissions between Salespersons check box
is selected in the Sales Order Options window.
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Linking Salespersons
On the Salesperson Maintenance Main tab, click Link to link a salesperson
to a valid Accounts Payable vendor, Payroll employee, or general ledger
account number. One of the following windows appear, depending on the
link type selected.
For more information about commission tracking, see Commission Edit
Maintenance.
!Note
This button is
available only if the
Salesperson
Commission Updates
to Other Modules
check box is selected
in the Accounts
Receivable Options
window.
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Entering Sales Information
In the Salesperson Maintenance window, click the Additional tab to enter
sales figures for a salesperson.
The fields on the Additional tab are automatically maintained as invoices
and payments are processed.
Click Future to display the sales, gross
profit, and commission information
reflecting the postings. The Future button is
available only if postings are made for
future accounting periods.
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Printing the Salesperson Listing
In the Salesperson Maintenance window, click the Printer button to print a
listing of all salesperson data, sales and commission data only, name and
address data only, or salesperson link data only for a range of salespersons.
Sales Code Maintenance
Use Sales Code Maintenance to enter codes that identify each company's
products or services. For example, the sales code can be a product part
number, or an abbreviation.
In Invoice Data Entry and Repetitive Invoice Entry, sales codes are used to
automatically display the description and cost for each sales item. These
codes also determine the general ledger account number for sales, cost of
goods sold, and inventory postings.
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Setting Up Sales Codes
On the Accounts Receivable Setup menu, click Sales Code Maintenance.
Click the Printer button to print a Sales Code Listing. For printing
instructions, see Printer Options in the Help system.
Applying the Current Standard Cost and Price
In the Sales Code Maintenance window, click Apply to apply the current
standard cost and standard price to all repetitive invoices assigned to a
sales code. The amount for all repetitive invoices using the sales code is
recalculated as the quantity multiplied by the price. If any line items on the
invoice have sales tax or commission applied, the sales tax and commission
amounts are also recalculated.
These fields are
available only if the
Post Cost of Goods
Sold to General Ledger
check box is selected in
the Accounts
Receivable Options
window.
This check box is available only if the
Accounts Receivable Divisions check
box is selected and a segment is
selected at the G/L Seg to Post A/R
Sales field in the Accounts Receivable
Options window.
This field is available only if the Sales Tax
Reporting check box is selected in the
Accounts Receivable Options window.
!Note
The Apply button
appears only if
repetitive invoices
exist.
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Payment Type Maintenance
Use Payment Type Maintenance to create and maintain payment types
(such as credit cards) and to process sales order deposits and payments. A
default payment type of CHECK is created automatically and cannot be
deleted. The CHECK payment type is assigned to new customers as a
default.
The fields in the Credit Card section and Payment Server Settings section
are available only if Credit Card is selected at the Type field. You can
automatically process credit card transactions by purchasing the Credit
Card Processing module, and installing and configuring it before using
Payment Type Maintenance. For more information, see Install and
Configure the Credit Card Processing Module in the Help system.
Setting Up Payment Types
On the Accounts Receivable Setup menu, click Payment Type Maintenance.
! When sales journals are posted, credit card payments on sales order invoices are
debited to the Asset account and the Accrued Credit Card Expense account. For more
information, see Posting a Credit Card Payment Type Example in the Help system.
The fields in the Payment Server
Settings section are available only
if the Credit Card Processing
module is registered.
The system provides
the merchant ID and
the processor code if
you have set up and
registered the Credit
Card Processing
module and configured
the PCCharge
Payment Server.
For more information on this field,
see the Help system.
For more information
on this check box, see
the Help system.
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The Valid Processor Connection check box can only be viewed. The
system automatically selects the check box after it successfully validates
the Merchant ID and Processor Code fields via a .dll call to the PCCharge
Payment Server. If the Valid Processor Connection check box is not
selected, the payment type will not be automatically processed through the
PCCharge Payment Server.
Click the Printer button to print a Payment Type Listing. For printing
instructions, see Printer Options in the Help system.
Accounts Receivable Utilities
The Accounts Receivable Utilities menu contains options that allow you to
modify certain fields for a large number of customers. You can delete,
renumber, or merge customers; perform a global change to specified
customer fields; and recalculate sales tax.
On the Accounts Receivable Setup menu, click Accounts Receivable
Utilities.
Customer Delete/Renumber/Merge
Use the Customer Delete/Renumber/Merge option to delete, renumber, or
merge existing customer numbers. You can enter individual or ranges of
customer numbers using wildcard characters to mask selected groups of
customer numbers. Changes are made to all files in which the selected
customer number is referenced.
"Warning
Before using any
utility, back up all
data files.
!Note
Before this option
can be used, any
invoice entry and
cash receipt entry in
progress must be
completed.
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A customer number can only be selected for one task at a time. For
example, you cannot delete a customer number and renumber the same
customer number. The most recent task assigned to that customer number
is placed on the delete/renumber/merge list to execute. If you need to
perform a series of procedures to a single customer number, you must
execute each task separately, updating the Delete/Renumber/Merge Log
file each time.
In the Accounts Receivable Utilities window, select the Customer
Delete/Renumber/Merge option.
When using wildcards to renumber accounts, the wildcard is used to
replace, but not remove, a character. For example, if the starting and ending
numbers are 1A*** and the new number is 1B***, all numbers starting with
1A will begin with 1B; however, if the starting and ending numbers entered
are 1A*** and the new customer number entered is 1***, the numbers will
remain 1A**. In this example, the last asterisk (*) drops off, but the "A" is not
omitted because the wildcard indicates that all numbers in this range remain
the same.
Click Explode to list all files
within a range of customers
designated to be deleted or
merged.
Click Clear to remove all entries
from the list.
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When the original customer is merged into the destination customer, the
resulting record will have the characteristics of the destination customer's
files. Exceptions to this include the Date of Last Activity, Last Payment
Date, Last Statement Date, and Last Fin Charge Date fields on the
Customer Maintenance History tab. These fields contain the latest dates
from either of the two customers. All numeric fields, except Discount Rate
and Fin Charge Rate on the Customer Maintenance Main tab, are
combined.
If two repetitive invoices with the same reference designator exist for both
customers, the repetitive invoice of the original customer is deleted.
Also during the merge process, for security and encryption reasons, the
original customer's credit card records are not copied to the destination
customer and are deleted. Credit card information for original source
customers should be printed before merging customers. After the merge
process is complete, you can manually reenter the credit card information, if
necessary.
Selecting Files for Deletion
In the Customer Delete/Renumber/Merge window, click Files to display a list
of Accounts Receivable files that contain the customer number you selected
to delete. Use this dialog box to select the specific files from which you want
the customer number to be deleted.
!Note
You must print and
clear the log before
you can complete
another delete/
renumber/merge
process.
!Note
The Files button is
available only if
Delete is selected at
the Change Method
field in the Customer
Delete/Renumber/
Merge window.
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Printing the Customer Delete/Renumber/Merge Log
In the Customer Delete/Renumber/Merge window, click Proceed to execute
the Delete/Renumber/Merge process. The following dialog box appears.
Click Print to print the Customer Delete/Renumber/Merge Log. After the log
prints, the following dialog box appears.
Click Yes to clear the Delete/Renumber/Merge Log file.
Delaying the Execution Process
In the Customer Delete/Renumber/Merge window, click Delayed to
designate a time at which the Delete/Renumber/Merge process will take
place.
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Global Customer Field Change
In the Accounts Receivable Utilities window, select the Global Customer
Field Change option to modify specified customer fields for a large number
of customers.
At the fields in the Change From column, enter the customer data to match.
At the fields in the Change To column, enter the new data with which you
want to replace the existing data.
For example, to change the customer type from customer type A100 to
customer type B200, enter A100 at the Customer Type field in the Change
From column, and enter B200 at the Customer Type field in the Change
To column.
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Sales Tax Calculation Utility
In the Accounts Receivable Utilities window, select the Sales Tax
Calculation Utility option to recalculate sales tax for repetitive invoices,
Accounts Receivable invoices, sales orders, and/or Sales Order invoices,
based on the current tax information in the Common Tax files.
After you create your Customer master file, you will be ready to begin
routine processing of your customer invoices and receipts, and use the
extensive Accounts Receivable reporting capabilities to process and print
your customer invoices and statements.
Flagged records are records that
have an invalid tax calculation.
Accounts Receivable Manual
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Using the Main Menu
Chapter 3
Accounts Receivable Main Menu
The Accounts Receivable Main menu contains the options to create your
Customer master file, enter invoices, process cash receipts, and print the
necessary audit reports.
Main menu options:
Customer Maintenance
Customer Inquiry
Invoice History Inquiry
Repetitive Invoice Entry
Repetitive Invoice Selection
Invoice Data Entry
Invoice Printing
Sales Journal
Cash Receipts Entry
Cash Receipts Journal
Daily Transaction Register
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Customer Maintenance
Use Customer Maintenance to create, maintain, and inquire detailed
records for each of your customers.
Customer Numbering Methods
The Accounts Receivable module allows you to assign up to seven
characters to identify each customer. You can use numbers, letters, or a
combination of both. If the Accounts Receivable Divisions check box is
selected in the Accounts Receivable Options window, the division number
must precede the customer number.
If only numbers are used for the customer number, leading zeros are
inserted automatically. For example, an entry of 150 would be displayed as
0000150. If only letters are used, no leading zeros are inserted.
Because customer numbers are used to identify all Accounts Receivable
transactions, it is important that you employ a method of assigning numbers
that best suits your requirements. Three possible numbering methods,
along with an explanation of the benefits of each method, are described on
the following pages.
Numbers Only
This method speeds data entry when the numeric key pad on your
computer is used. Because leading zeros are inserted automatically,
you only need to type the digits of the customer number. This method is
especially suitable for businesses with a large number of customers
where it may not be practical to assign a descriptive code to each
customer.
To assign numbers to each customer, it is suggested that you increment
by 10s or 20s between customers. You might also organize your
customers into groups using the first two or three digits of the customer
number to denote specific types of customers. For example, customers
0010100 and 0010200 could both be trade customers, whereas
customers 0020100 and 0020200 could be nontrade customers.
!Note
Regardless of the
numbering method
selected, you can
use the Lookup
feature in Accounts
Receivable to obtain
a listing of
customers, in
customer-name or
customer-number
sequence, when a
customer number is
required for entry.
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You can also use the first two digits of the customer number to designate
the first alphabetical character of the customer's name (for example,
01 = A and 26 = Z). This method can be an advantage if report
information is sorted alphabetically.
A Combination of Numbers and Letters
This method allows for the assignment of codes using common
customer information, such as the first two or three characters of the
customer name, followed by a four-digit number. This number might be
the last four digits of the customer's phone number, or another unique
number.
Because leading zeros are not inserted when alphabetical characters
are used, you must type leading zeros for the numeric portion of the
customer number. If leading zeros are not used, customer numbers will
not be sorted correctly (for example, customers 8 through 10 should be
entered as A08, A09, and A10).
An Abbreviation of the Customer Name
This method allows you to identify the customer by looking at the
abbreviated name (for example, ABCPROD, FEDCORP, or PROTECH).
Additionally, all Accounts Receivable reports list customers in an
alphabetical sequence. Although this method is the easiest method to
use, it is only practical if you have a relatively small number of
customers whose names you easily recognize.
When choosing a numbering method, remember that most Accounts
Receivable reports can be sorted by customer number, sort field, ZIP Code,
or customer name. If a numeric customer numbering method is used, you
can use the customer name Sort feature to obtain alphabetical listings of
customer information. You can also use the Sort field on the Customer
Maintenance Main tab to sort customers by other information, such as types
of service, product, or industry.
Building the Customer Master File
During System Startup, you will build a Customer master file containing
records for each of your customers. You can access and retrieve information
from the files previously established (for example, sales code and terms
code) to speed data entry.
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Entering Customer Information
On the Accounts Receivable Main menu, click Customer Maintenance.
On the Customer Maintenance Main tab, enter the customer address,
phone number, terms information, and other constant data when processing
invoices.
Enter a terms code
for each customer to
help speed invoice
processing in Invoice
Data Entry.
If the Accounts
Receivable Divisions
check box is selected
in the Accounts
Receivable Options
window, the division
prefix of the
salesperson defaults
to the division prefix
of the customer.
If the Accounts Receivable Divisions check box is
selected in the Accounts Receivable Options
window, the first two digits of the customer number
must be a valid division number.
This button indicates
that there are
memos on file for
this customer. For
more information,
see Creating or
Maintaining
Customer Memos.
Click the Help button for overviews
and related procedures. You can
also press F1 at any field for pop-up
field information.
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Creating or Maintaining Customer Memos
In the Customer Maintenance window, click the Memo button to maintain
existing memos or create new memos specific to a customer. These
memos, for example, can contain recaps of customer correspondence or
specific instructions regarding the maintenance of individual accounts.
When the Display During Data Entry check box is selected, the current
memo automatically appears for this customer in the Repetitive Invoice
Entry and Invoice Data Entry windows. If the Sales Order module is
installed, the memo also appears in the Sales Order data entry windows.
Each memo for which the Display During Data Entry check box is selected
is displayed in a Customer Memo Display window. If there are multiple
memos selected to display for a customer, clicking OK in a Customer Memo
Display window closes the current window and displays the next memo (in
memo code sequence), until all selected memos are displayed.
!Note
The appearance of
the Memo button will
change, depending
on whether there are
existing memos for
the customer.
The reminder date is used in Customer
Memo Printing to print all memos with
information related to a specific time
frame.
Type text in the window. As text reaches
the end of each line, it automatically
wraps to the next line.
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Viewing Item History Information
On the Customer Maintenance Main tab, click Items to view sales history for
the selected customer and item.
Entering Alias Item Numbers
In the Detailed Sales History window, click Alias to enter customer part
numbers (that are different from your standard part numbers) that can be
used during data entry or for lookup purposes.
!Note
The Items button is
available only if the
Inventory
Management module
is integrated with
Accounts
Receivable.
Click this Zoom
button (ALT+Z) to
view additional
transaction
information on the
period selected.
Click this Zoom
button (ALT+Y) to
view inventory
inquiry information
on the item entered.
Click the Printer button to
print the Customer Alias
Item Listing.
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Setting Up Customer Price Levels
In the Detailed Sales History window, click Pricing to set up customer price
levels for individual items that can be applied automatically using Sales
Order Entry.
Customer Item Pricing Maintenance allows "override" prices that can be
applied to specific customers or customer price levels.
Maintaining Customer Contacts
On the Customer Maintenance Main tab, click Contacts to create and
maintain multiple contacts for customer and ship-to addresses.
!Note
For an explanation of
pricing schedules
and priorities, refer to
your Inventory
Management
manual.
The Primary check box
can only be viewed; the
check box appears
selected if the contact is
selected as the primary
contact for the customer
on the Customer
Maintenance Main tab.
Click the Printer button
to print a Customer
Contact Listing.
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Maintaining Ship-to Addresses
On the Customer Maintenance Main tab, click Ship Address to set up and
maintain one or more ship-to addresses for each customer. Use this feature
if the customer's billing address is different from the ship-to address or if the
customer has multiple ship-to addresses.
Click the Printer button to print a Customer Ship-to Address Listing. For
printing instructions, see Printer Options in the Help system.
!Note
You can set up and
maintain ship-to
addresses only if the
Sales Order module
is installed.
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Entering Ship-to Tax Code Exemptions
In the Customer Ship to Address Maintenance window, click Exemptions to
enter exemptions for tax codes that are defined in Library Master Sales Tax
Schedule Maintenance. Entering exemptions determines which ship-to
addresses are exempt from sales tax.
Assigning a New Customer Number
On the Customer Maintenance Main tab, click Renumber to assign a new
customer number to any customer currently defined in Customer
Maintenance.
To change a customer number, be sure all invoices for the customer have
been paid and cleared from the Open Invoice file. To change a customer
number without clearing the open invoices, use the Customer
Delete/Renumber/Merge option. For more information, see Customer
Delete/Renumber/Merge.
!Note
The Exemptions
button is available
only if a tax schedule
has been defined.
Click Apply All to
apply tax
exemptions to all
tax codes that do
not have a tax
exemption number.
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Copying Customer Information
On the Customer Maintenance Main tab, click Copy From to copy
information from existing codes when defining a new customer number,
sales tax code, terms code, sales code, or salesperson number.
If you have customers whose activity is allocated to multiple divisions, you
must establish a different customer number for each division. For more
information about divisions, see Division Maintenance. After the address
and constant information is established for the first customer number (for
the first division), click Copy From to copy this information to all subsequent
divisions.
If the Sales Order module is installed, the Copy From button can also be
used to copy all customer ship-to addresses. After copying the information,
you can modify the information.
Deleting Customer Records
In the Customer Maintenance window, click Delete to remove an inactive
customer and to clear space for new customer information. Customer
records can be deleted only if there is no outstanding activity for that
customer.
If there is any activity for the customer, you must wait until all of the
customer's open invoices are paid and purged before you proceed with the
record deletion, or use the Customer Delete/Renumber/Merge option. For
more information, see Customer Delete/Renumber/Merge.
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Entering Additional Customer Information
In the Customer Maintenance window, click the Additional tab to display
additional customer information, such as sales tax and credit card
information.
You can select a tax schedule that contains tax codes specific to each
customer, and you can define exemption numbers if applicable. In addition,
tax schedules and exemptions can be set up for each ship-to address. The
sales tax information should be entered for each customer, even if the
customer has a tax-exempt number, so that nontaxable sales can be
reported.
The Validation
Code is an
anti-fraud, three- or
four-digit number
printed on the front
or back of a credit
card.
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Entering Tax Code Exemptions
On the Customer Maintenance Additional tab, click Exemptions to enter
exemption numbers for tax codes that are defined for the customer in
Library Master Sales Tax Schedule Maintenance.
Entering Credit Card Information
On the Customer Maintenance Additional tab, click Credit Cards to add and
maintain multiple credit cards for the customer.
!Note
The Exemptions
button is available
only if a tax schedule
has been defined.
Click Apply All to
apply tax
exemptions to all
tax codes that do
not have a tax
exemption number.
!Note
New credit card
numbers entered in
this window do not
become the primary
(default) credit card
number for the
customer.
The Primary check box can
only be viewed; the check
box appears selected if the
credit card is selected as
the primary credit card for
the customer on the
Customer Maintenance
Additional tab.
Click the Printer button to
print a Customer Credit
Card Listing.
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Viewing Customer History
In the Customer Maintenance window, click the History tab to view
customer sales and payment history information.
Information stored and maintained includes the date established, date of
last activity, last payment, and last statement, along with period-to-date,
year-to-date, and last-year sales and profit history information. This
information is updated automatically when invoices, cash receipts, and
statements are processed for the customer.
If the Sales Tax and
Freight Included in
Sales History check box
is selected in the
Accounts Receivable
Options window, the
total sales amounts will
include the sales tax
and freight.
Click Future to display the period-to-date and
year-to-date information reflecting the
postings made to future accounting periods.
The Future button is available only if postings
are made for future accounting periods.
The figures at this field
are updated during the
Cash Receipts Journal
update. For more
information, see
Calculation Examples in
the Help system.
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During System Startup, you can enter applicable history information for
each customer to obtain accurate sales history reports. If history
information is not entered, the sales history for each customer reflects
activity only from the time you began using the Accounts Receivable
module.
Viewing Invoice History
To view invoice information for the selected customer, on the Customer
Maintenance History tab, click Invoice Hist. !Note
The Invoice Hist
button is available
only if Yes or
Summary is selected
at the Retain Detailed
Invoice History field
in the Accounts
Receivable Options
window.
Click the Zoom button to view
additional invoice history
information. For more information,
see Invoice History Inquiry.
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Viewing Open Invoices
In the Customer Maintenance window, click the Invoices tab to view a list of
open invoices by customer, and a breakdown of total invoiced amounts due
by aging category. Use this feature to access open invoice records when
handling phone inquiries from your customers, or to review the status of
outstanding invoices.
Double-click a
payment line for credit
card and "Other"
payment type
payment transaction
records generated
through the Sales
Order module to
display applicable
payment information.
This feature does not
apply to check
transactions.
The Invoice Zoom
button is available
only if an option
other than No is
selected at the
Retain Detailed
Invoice History field
in the Accounts
Receivable Options
window.
Click the Search button to locate
invoice information. This feature
allows you to sort by invoice
number or invoice date, in
ascending or descending order.
Click the Expand
(ALT+T) toggle
button to view
additional line
information,
including
comments,
salesperson, and
customer
purchase orders.
Click the Aging
button to print the
Aged Invoice
Report for the
customer selected.
Click the Statement button
to print a Customer
Statement for the customer
selected.
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An aging summary contains invoice totals information for the current
customer. This summary includes the total balance for the current customer
and a breakdown by the aging categories specified in Accounts Receivable
Options. The current invoice amount due also appears.
Viewing Open Orders
In the Customer Maintenance window, click the S/Os tab to view open
orders (standard and back orders) for a specific customer. All open orders
display sequentially by order number, along with the total amount of open
orders for the selected customer.
!Note
You can view open
orders only if the
Sales Order module
is installed.
Click the Zoom
button to view
additional
information on the
item selected.
Click the Search
button to locate order
information.
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Customer Inquiry
Use Customer Inquiry to review information for a specific customer, such as
the address, terms, date established, sales history, and receipt history.
The Customer Inquiry tabs contain similar information that appears on the
Customer Maintenance tabs. For more information about each option and
button, see Customer Maintenance.
Using Customer Inquiry
On the Accounts Receivable Main menu, click Customer Inquiry.
The information provided can only be viewed. The System Security feature
can be used to restrict Customer Maintenance access only to personnel
authorized to add, delete, or maintain customer information.
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Invoice History Inquiry
Use Invoice History Inquiry to view detailed or summary invoice information.
You can use this window to access invoice history information when
handling a customer phone inquiry. If the Sales Order module is installed,
you can access invoice history information for invoices entered in both
modules.
The information provided by Invoice History Inquiry can only be viewed.
Viewing Invoice History
On the Accounts Receivable Main menu, click Invoice History Inquiry.
!Note
This option is not
available if No is
selected at the
Retain Detailed
Invoice History field
in the Accounts
Receivable Options
window.
!Note
If Summary is
selected at the
Retain Detailed
Invoice History field
in the Accounts
Receivable Options
window, the Lines tab
and the Printer button
are not available.
Click Addresses to
display bill-to and
ship-to address
information.
This field appears
encrypted if the
Display Partial Credit
Card for
Inquiry/Reports check
box is selected in the
Accounts Receivable
Options window.
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Printing Invoices from History
In the Invoice History Inquiry window, click the Printer button to print the
selected invoice.
Invoices recorded in the Invoice History file can be reprinted. The original
invoice information, including the invoice header and line item detail, can be
printed, allowing you to replace lost invoices for your customers or your files.
You can reprint invoices recorded through the Accounts Receivable or Sales
Order modules.
Invoices processed through the Job Cost module can be printed using
Invoice History Printing; however, the invoice prints using the invoice format
established in Invoice Printing. For more information, see Invoice History
Printing.
Invoice forms that are set up as fax-enabled can be batch faxed. For more
information, see Batch Faxing in your Library Master manual.
For printing instructions, see Printer Options in the Help system.
These fields are
used only if printing
to a WinFax printer.
This button appears
only if the Graphical
Forms Invoices check
box is selected in the
Accounts Receivable
Options window.
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Current Activity
In the Invoice History Inquiry window, click Current to display current activity
for the history invoice. The Current button is available only for open item
customers with invoices in the Open Invoice file. Paid invoices are retained
in the Open Invoice file for the number of days specified at the Number of
Days to Retain Paid Invoices field in the Accounts Receivable Options
window.
Split Commission Information
In the Invoice History Inquiry window, click Split Comm to display the split
commission information for the invoice. This button is available only if the
current invoice is a sales order invoice recorded with split commission.
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Viewing Tax Detail
In the Invoice History Inquiry window, click Tax Detail to view all tax
information for the tax schedules and tax codes. For each tax code, the
exemption number, taxable sales, taxable freight, and tax amounts appear.
!Note
The Tax Detail button
is available only if the
Sales Tax Reporting
check box is selected
in the Accounts
Receivable Options
window.
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Shipping History Inquiry
In the Invoice History Inquiry window, click Shipping to drill down to shipping
history for invoices created in Sales Order Shipping Data Entry and updated
during the Sales Journal update. Shipping history is stored in the Accounts
Receivable Invoice History files.
!Note
This button is
available only for
invoices created in
Sales Order Shipping
Data Entry.
Click this button to
launch the StarShip
software, which is
available only if the
StarShip Link module
is registered. For
more information,
refer to your Sales
Order manual.
Click Tracking to view tracking information
entered in Sales Order Shipping Data
Entry. For more information, see Tracking
Packages.
This is the ID of
the person who
initially entered
the information in
Sales Order
Shipping Data
Entry.
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Source Journal Information
On the Invoice History Inquiry Header tab, click the Zoom button to view
source journal information for an invoice.
Credit Card Information
On the Invoice History Inquiry Header tab, click the Credit Card button to
display credit card information.
The Credit Card Information dialog box is available only for Sales Order
invoices, and if the Sales Order module is installed.
This field appears
encrypted if the
Display Partial Credit
Card for
Inquiry/Reports check
box is selected in the
Accounts Receivable
Options window.
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Tracking Packages
On the Invoice History Inquiry Header tab, click Tracking to view tracking
numbers for the specified sales order invoice. If the Enabled Shipping
check box is cleared in the Sales Order Options window, the following dialog
box appears.
If the Enable Shipping check box is selected in the Sales Order Options
window, the following dialog box appears. This dialog box also appears after
clicking Tracking in the Shipping History Inquiry window.
These fields appear
only if the StarShip
Link module is
registered and if the
invoice was
originally accepted
as a shipment in
Sales Order
Shipping Data Entry.
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Viewing Item Package Information
In the Summary Package Tracking Inquiry window, click the Item Package
Zoom button to display the contents of the package. The quantity of each
item in the package is listed.
Tracking Packages via the Internet
In the Package Tracking dialog box or the Summary Package Tracking
Inquiry dialog box, select a tracking number and click the Package Tracking
button to view the status of the package through an Internet package
tracking service. If a tracking number for which you want to review the status
is not displayed in the Package Tracking or the Summary Package Tracking
Inquiry dialog box, type the tracking number at the Tracking Number field
and then click the Package Tracking button.
!Note
This button is
available only for
invoices created in
Sales Order Shipping
Data Entry and if a
package is selected.
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Viewing Line Item Information
After you review the information on the Invoice History Inquiry Header tab,
click the Lines tab to display the line items matching the selected search
criteria.
!Note
If Summary is
selected at the
Retain Detailed
Invoice History field
in the Accounts
Receivable Options
window, the Lines tab
is inaccessible.
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Viewing Lot/Serial Information
On the Invoice History Inquiry Lines tab, click the Lot/Serial button to view
lot/serial information for sales order invoices.
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Repetitive Invoice Entry
Use Repetitive Invoice Entry to create and maintain repetitive invoices for
receivable items such as rent or service contracts. After the items are set
up, they can be selected and automatically transferred to Invoice Data Entry
for processing. Each time a repetitive invoice is processed, the last-billed
date on file for the invoice is updated.
Entering Repetitive Invoices
On the Accounts Receivable Main menu, click Repetitive Invoice Entry.
For sales tax information, see Setting Up and Processing Sales Tax.
The purchase order
number prints on the
invoice for the
customer's reference.
Click Customer to modify address
and constant data information.
Click the Memo
button to display
customer memos.
For more
information, see
Creating or
Maintaining
Customer Memos.
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Distributing Invoice Amounts
In the Repetitive Invoice Entry window, click the Lines tab to distribute the
invoice amount to the appropriate general ledger accounts.
Each line item represents a sale of a product or a service, or a comment to
print on the customer invoice.
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Entering Repetitive Invoice Totals Information
To enter invoice totals information, in the Repetitive Invoice Entry window,
click the Totals tab.
The Totals tab displays totals information calculated for the current recurring
invoice. You can enter any applicable freight charges, then review and
change the totals. When calculated totals are changed, other affected totals
are recalculated and redisplayed.
If a password is specified at the Commission and Credit Limit Override
Password field in the Accounts Receivable Options window, you are
required to enter a password when the Commission Rate or the
Commission Amount fields are changed.
The invoice total is the
total of all line item
amounts, plus any
applicable freight
charges and sales
taxes. This field can
only be viewed.
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Viewing Tax Detail
On the Repetitive Invoice Entry Totals tab, click Tax Detail to view tax code
information used in this tax schedule for the invoice.
Only the Tax Amount and Exemption Number fields can be changed.
Adding or removing an exemption number will recalculate tax for all tax
codes.
This number
refers to the
repetitive invoice
number.
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Printing the Repetitive Invoice Listing
The Repetitive Invoice Listing lists all recurring invoices set up in Repetitive
Invoice Entry. Repetitive invoices can be selected on a predefined basis and
processed separately or together with regular invoices. This report is useful
for reviewing repetitive invoices before selecting specific invoices for billing.
An example of a Repetitive Invoice Listing is shown on page 171.
In the Repetitive Invoice Entry window, click the Printer button.
Information detailed for each repetitive invoice includes the invoice amount,
applicable freight and tax amounts, sales codes, and the general ledger
account numbers to post. If you created divisions for your accounts
receivables, your divisional totals also print.
The Repetitive Invoice Listing can be printed for a selected customer
number range and reference code range by select cycles (up to five) and by
date last billed.
Check the listing for accuracy and make any necessary corrections before
selecting any repetitive invoices for invoice processing. You can print
separate listings for a specific range of customer numbers, reference codes,
or select cycles to use as a reference for periodic invoice selection.
!Note
The report total
reflects the total of all
repetitive invoice
amounts.
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Batch Entry
The Batch Entry method allows multiple entry sessions to take place
simultaneously, each with unique batch numbers assigned automatically by
the system, or manually by the user. Each batch can be printed and
updated individually, without affecting other batches. Batches can be
specified as private, accessible only by the user who created them, unless
the override password is known. Batch Entry is available in Repetitive
Invoice Selection, Invoice Data Entry, and Cash Receipts Entry.
During the batch print and update phases, other batches can be accessed
for data entry and editing; however, only one user on the system can print
and update the Sales Journal or Cash Receipts Journal.
Entering Invoice Batches
If the Allow Batch Entry for Invoicing check box is selected in the
Accounts Receivable Options window, the following dialog box appears
when you access Repetitive Invoice Selection or Invoice Data Entry.
A password may be required if you attempt to access a batch entered by
another user, or if you attempt to change the Private Batch check box
status for a batch previously created.
Click Modify to modify
the Next Invoice
Batch Number field in
the Accounts
Receivable Options
window.
If user IDs are not established, the User ID and
Private Batch fields do not appear.
Click the Next Number button to accept the next
new automatically incremented batch number.
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Entering Cash Receipts Batches
If the Allow Batch Entry for Cash Receipts check box is selected in the
Accounts Receivable Options window, the following dialog box appears
when you access Cash Receipts Entry.
A password may be required if you attempt to access a batch entered by
another user, or if you attempt to change the Private Batch check box
status for a batch previously created.
Click Modify to modify the Next Cash
Receipts Batch Number field in the
Accounts Receivable Options window.
If user IDs are not established, the User ID and
Private Batch fields do not appear.
Click the Next Number button to accept the next
new automatically incremented batch number.
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Printing Invoice Batches
If the Allow Batch Entry for Invoicing check box is selected in the
Accounts Receivable Options window, the following dialog box appears
when you click the Printer button in the Repetitive Invoice Selection window,
and when you access Invoice Printing.
Printing Cash Receipts Batches
If the Allow Batch Entry for Cash Receipts check box is selected in the
Accounts Receivable Options window, the following dialog box appears
when you click the Printer button in the Cash Receipts Journal window.
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Repetitive Invoice Selection
Use Repetitive Invoice Selection to select recurring invoices when you are
ready to invoice customers. You can select a customer number range,
reference code range, and/or select cycles. You can also enter a starting
invoice number that is used by the system to automatically assign invoice
numbers to the selected repetitive invoices.
The invoices selected are transferred automatically from Repetitive Invoice
Entry to Invoice Data Entry. If you have no changes to make to any of the
selected repetitive invoices, print the invoices after the selection process
completes, print the Sales Journal, and update the permanent files.
Modifying Repetitive Invoices
To modify repetitive invoice information before printing invoices (for
example, to add a last-minute freight charge or to make a change in the
salesperson commission rate), you can use the Invoice Data Entry
procedures. Repetitive invoices can be selected and processed, with a
batch of regular invoices, or processed separately. You must print the Sales
Journal and perform the subsequent update to transfer the repetitive invoice
data to the permanent files.
Selecting Repetitive Invoices
On the Accounts Receivable Main menu, click Repetitive Invoice Selection.
!Note
Repetitive Invoice
Selection can be
performed by batch.
For more information,
see Batch Entry.
!Note
Only invoices for
which you selected
the Print Invoice
check box on the
Repetitive Invoice
Entry Header tab can
be printed.
!Note
If you select
repetitive invoices
more than once a
month, you should
always specify the
appropriate select
cycles to prevent the
invoices from being
selected twice.
The Batch No. field and Batch button
appear only if the Allow Batch Entry
for Invoicing check box is selected in
the Accounts Receivable Options
window.
Click Clear to clear the current
selection from the Repetitive Invoice
Selection file to prevent the invoices
from being updated to the Open
Invoice file.
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The invoices selected are those with a last billed date and a start bill date
on, or prior to the date at the Selection Date field.
Click the Printer button to print invoices. If the Print Invoices check box is
cleared in the Accounts Receivable Options window, you are prompted for
Sales Journal printing instead of invoice printing.
Invoice Data Entry
Use Invoice Data Entry to enter information for preparing customer invoices,
and to provide a first step toward evaluating and processing your
receivables. All invoices, debit memos, credit memos, and adjustments to
previously recorded invoices must first be entered. Check your invoice
entries for accuracy by reviewing the Sales Journal before completing the
update.
Invoices can be printed immediately after entry for one-step invoicing
situations, or they can be printed in batch form after entry is completed for a
group of invoices.
Invoices that are entered but not yet updated can be maintained when
necessary. To adjust an invoice after it has been updated, see Adjust a
Processed Invoice in the Help system.
If you use a manual Accounts Receivable system or a different
computerized system, you must first perform certain preliminary data entry
procedures to ensure that your accounting records are in balance.
!Note
Taxes will be
recalculated for
selected invoices.
!Note
Invoice data can be
entered by batch. For
more information, see
Batch Entry.
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If your business handles over-the-counter sales, you can use Invoice Data
Entry to record the sale and produce an invoice. For more information, see
Record a Cash Sale in the Help system.
! Use Invoice Data Entry to enter a debit memo (to add miscellaneous charges to a
customer's account) or a credit memo (to credit a customer's account). The adjustments
print on a customer's invoice and/or statement. Internally, adjustments print on the Sales
Journal and the Daily Transaction Register. If a debit or credit memo is applied to a specific
invoice, the appropriate invoice number is also shown on these reports. You can also use
the Match Credits to Open Invoices option.
Debit memos are generally issued to an account for billing errors, freight not billed, or other
miscellaneous, charges; credit memos are typically used to credit an account for returned
goods. Enter the debit or credit memo as a positive amount. The system recognizes the
-DM or -CM invoice type and automatically reverses the amount sign, when necessary,
before applying the amount to the proper account. You can click the Printer button to print
debit and credit memos.
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Entering Invoice Data
On the Accounts Receivable Main menu, click Invoice Data Entry.
To specify one of the following types of invoices, enter one of the following
codes at the Invoice Number field and click the Next Number button:
DM Debit Memo
CM Credit Memo
CA Cash Entry
FC Finance Charge
Finance charges can be calculated automatically by the system. This entry
should only be used in Invoice Data Entry to make adjustments to finance
charge invoices. For more information, see Adjust a Finance Charge in the
Help system.
If your Accounts
Receivable module
uses divisions, the first
two characters of the
customer number must
represent a valid
division number.
Click the Memo button
to display customer
memos. For more
information, see
Creating or
Maintaining Customer
Memos.
Click Customer to modify
customer information.
Click Quick Print to quick print an invoice. For more information,
see Invoice Printing.
For sales tax
information, see
Setting Up and
Processing Sales
Tax.
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Checking the Credit Limit
In the Invoice Data Entry window, click Credit to view credit limit information
for the current customer. An automatic credit limit check is performed after
you enter the invoice number for an existing invoice. For new invoices, a
credit limit check is performed as soon as the customer number is entered
and after the invoice is entered.
A warning message appears on the Customer Credit History window if the
Customer Credit Limit Checking check box is selected in the Accounts
Receivable Options window, and one or more of the following conditions
exist:
The Credit Hold check box is selected on the Customer Maintenance
Main tab for this customer.
The customer's balance exceeds the established credit limit.
The current invoice amount plus the customer's balance exceeds the
established credit limit.
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Entering Invoice Line Items
In the Invoice Data Entry window, click the Lines tab to distribute the invoice
amount to the appropriate general ledger accounts. These distributions are
posted to the appropriate accounts as credits. The system makes the
offsetting debit posting to the Accounts Receivable account automatically.
For more information, see Posting Using Invoice Data Entry Example in the
Help system.
Each line item represents the sale of a product or a service, or a comment
to print on the customer invoice. You can enter as many line items as
needed.
!Note
The Accounts
Receivable account
that is debited is the
general ledger
account specified in
Division
Maintenance.
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Entering Invoice Totals Information
In the Invoice Data Entry window, click the Totals tab to enter invoice totals
information.
The Totals tab displays the totals information that the system calculated for
the current invoice or batch number. You can enter any applicable freight
charges, then review and change the totals. When calculated totals are
changed, other affected totals are recalculated and redisplayed.
If a password is specified at the Commission and Credit Limit Override
Password field in the Accounts Receivable Options window, you are
prompted for the password when the Commission Rate or the
Commission Amount fields are changed.
Click the Printer button to print invoices. If the Print Invoices check box is
cleared in the Accounts Receivable Options window, you are prompted for
Sales Journal printing instead of invoice printing.
Click Tax Detail to
view tax detail
information for the
selected invoice. For
more information, see
Viewing Tax Detail.
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Invoice Printing
Invoice Printing uses information entered in Invoice Data Entry to print
invoices for your customers. Recurring invoices selected in Repetitive
Invoice Selection can also be printed from this window. An example of a
Customer Invoice is shown on page 172.
You can print invoices in a nongraphical format, or a graphical format using
Crystal Reports. For information on customizing graphical forms, see
Customize Graphical Forms in the Help system, and refer to the MAS 90
and MAS 200 Crystal Reports manual. For information on customizing
nongraphical forms, see Customize Nongraphical Forms in the Help system
or see Customizing Invoice Printing.
Printing Invoices
On the Accounts Receivable Main menu, click Invoice Printing.
After you print invoices, you can print the Sales Journal and the Gross Profit
Journal (optional), which contain cost of goods sold, commission, and tax
information. You can then update the invoices to the general ledger to post
the receivables amounts. For more information, see Sales Journal.
Invoice forms that are set up as fax enabled can be batch faxed. For more
information, see Batch Faxing in your Library Master manual.
!Note
Invoices entered by
batch can print by
batch if the Allow
Batch Entry for
Invoicing check box
is selected in the
Accounts Receivable
Options window. For
more information, see
Printing Invoice Batches.
This button appears only if the
Graphical Forms Invoices
check box is selected in the
Accounts Receivable Options
window.
Click Form to
customize your
invoices.
!Note
For more information
on printing tax
information on
invoices, see Printing
and Updating Sales Tax
Information.
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Sales Journal
The Sales Journal is an audit report itemizing the data entered in Invoice
Data Entry. Any repetitive invoices selected for billing are also listed.
Printing this report is the first step in the update process, and provides an
opportunity to check invoice data for errors before the information is posted.
Information in the journal includes the invoice number, batch number, date,
customer number, terms, freight, sales tax, and net and total amounts. A
total of all invoices is provided. If you use divisions in your Accounts
Receivable module, totals are provided by division. A recap of general
ledger accounts to post to each division is provided at the end of the report.
If the Print Tax Detail on Sales Journal check box is selected in the
Accounts Receivable Options window, the sales tax amount for each tax
code will also print on the Sales Journal.
The Tax Journal Summary prints following the Sales Journal. If the Print
Tax Journal in Detail check box is selected, the Tax Journal Detail also
prints.
The Gross Profit Journal details sales and commission information for each
invoice. Information on the report includes the invoice number, batch
number, customer number and name, salesperson, sales tax, commission
rate, net sales amount, cost of goods sold amount, gross profit amount,
profit percentage, commission amount, and invoice total. Examples of a
Sales Journal, a Tax Journal Detail, a Tax Journal Summary, and a Gross
Profit Journal are shown on pages 173-177.
!Note
The Sales Journal
can be printed by
batch if the Allow
Batch Entry for
Invoicing check box
is selected in the
Accounts Receivable
Options window. For
more information, see
Batch Entry.
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Printing the Sales Journal
On the Accounts Receivable Main menu, click Sales Journal.
Review the Sales Journal and use it to balance your invoice entries.
Prepare an adding machine tape of the invoices entered and check the total
against the total on the journal. These totals should match unless an
incorrect invoice amount was entered.
If the totals do not match, return to Invoice Data Entry, make any necessary
changes, and reprint the Sales Journal. Be sure to save the most recently
modified Sales Journal as an audit trail of invoiced receivables.
After printing or previewing the Sales Journal, the following dialog box
appears.
Click Yes to print the Gross Profit Journal; the journal should always be
printed as an audit trail. After the journal prints, the following dialog box
appears.
If you do not update at this time, the invoice information is included the next
time an update is attempted.
"Warning
Do not proceed with
the Sales Journal
update until all
invoices are printed.
When you proceed
with the update, all
invoices entered are
cleared from the data
entry files and are not
available for invoice
printing.
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During the update process, the following occurs:
The period-to-date and year-to-date sales fields in the Customer master
file are updated with invoice amounts.
Each noncash invoice entry is recorded in the Open Invoice file.
Invoice and line detail information is updated to the Invoice History file.
Postings are made to the General Ledger Transaction file for future
printing.
The Accounts Receivable period-ending date is compared with the
accounting date. If the accounting date is greater than the period-ending
date, all data for the Accounts Receivable module is posted to a future
period.
The Sales Tax History file is updated with the tax invoiced for each tax
code.
After the update completes, you can print the Daily Transaction Register
and update the general ledger entries posted from the Sales Journal. For
more information, see Daily Transaction Register.
"Warning
Do NOT, under any
circumstances,
interrupt the update
process!
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Cash Receipts Entry
Use Cash Receipts Entry to record cash or credit card payments against
outstanding customer balances. To enable Cash Receipts Entry to accept
credit card payments, select the Accept Credit Cards in Cash Receipts
check box on the Accounts Receivable Options Main tab.
For open item customers, you can apply the cash or credit card payments
against specific open invoices, or you can record a cash or credit card
prepayment for an invoice not contained in the Open Invoice file.
For balance forward customers, cash or credit card payments are applied
against aged balances. For miscellaneous cash receipts or adjustments to
customer balances, you can apply a cash or credit card payment directly to
the appropriate general ledger accounts. You can use Cash Receipts Entry
to apply cash or credit card payments to debit memos. You can also use
Cash Receipts Entry to apply credit memos against open invoices.
Cash Receipts Entry allows you to control the entry of each cash deposit by
bank code and date of deposit. Credit card deposits are controlled by the
date of deposit. You can process any number of cash or credit card deposits
for a single day. For each deposit, you must enter the corresponding deposit
amount that represents the total of all checks or credit card payments
deposited. Before completing the entry, the system automatically compares
the deposit amount against the total of all checks or credit card payments
entered to ensure accurate entry of data.
Transactions recorded using Cash Receipts Entry are printed on a journal,
checked for accuracy, and updated.
!Note
Cash receipts data
can be entered by
batch. For more
information, see Batch
Entry.
!Note
Credit card receipts
entered in Cash
Receipts Entry do not
update the Bank
Reconciliation
module. To manually
post credit card
transactions in Bank
Reconciliation, see
Post Credit Card
Settlement Amount in
the Help system.
!Note
Credit card receipts
entered in Cash
Receipts Entry can
be authorized in
batch if the Enable
Batch Authorizations
check box is selected
on the Preferences
Server Info tab.
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Entering Cash Receipts Deposit Information
On the Accounts Receivable Main menu, click Cash Receipts Entry. The
following Cash Receipts Deposit window appears.
! When using a "prepay" invoice to record a cash or credit card payment received
before the invoice is generated, it is important to use the same invoice number when
creating the invoice using Invoice Data Entry. The system is designed to match the invoice
number with the extension -PP to the same invoice number with the extension -IN or -DM.
By using the same invoice number for both the prepayment and the invoice, you will not
need to manually apply these invoices using Cash Receipts Entry. You can also use Match
Credits to Open Invoices to apply credits to open invoices.
If the same invoice number cannot be used for both the prepayment and the invoice, the
suggested alternative is to use a different numbering system for prepay invoices entered
using Cash Receipts Entry. For example, use the date as part of the invoice number to
reduce the chance of duplicating the prepayment invoice number. For more information,
see Prepay an Invoice, and Invoice Data Entry in the Help system.
Click Delete to cancel all deposits entered for
the current deposit number. Only use Delete to
cancel the entire deposit.
This field appears
only if the Accept
Credit Cards in Cash
Receipts check box is
selected on the
Accounts Receivable
Options Main tab.
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Entering Cash Receipts
After completing entries in the Cash Receipts Deposit window, the Cash
Receipts Entry Header tab appears.
If your Accounts
Receivable module
uses divisions, the first
two characters of the
customer number must
represent a valid
division number.
Click Deposit to display the Cash Receipts Deposit
window. For more information, see Entering Cash
Receipts Deposit Information.
Click Customer to
modify address and
constant data
information for the
current customer.
Click the Memo
button to display
customer memos.
For more
information, see
Creating or
Maintaining
Customer Memos.
Click the Credit
Card List button
to display all
credit card
numbers for the
current
customer.
Click the
Lookup button
to display all
credit card
numbers
associated with
the current
deposit.
If you are entering a
cash receipt, the Cash
Receipts Entry window
appears similar to this.
If you are entering a
credit card receipt, the
Cash Receipts Entry
window appears similar
to this.
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Entering A/R Cash Receipt Credit Card Information
On the Cash Receipts Entry window, click the Credit Card Information
button to view credit card information, and to add and maintain multiple
credit cards for the selected customer. This window also appears
automatically when a credit card number is entered or selected at the Card
Number field in the Cash Receipts Entry window.
For information about using the Credit Card Processing module to process
credit card transactions, see Process Credit Card Transactions in the Help
system.
If you are adding a new credit card, clicking the Save button will create a
new record for this credit card in the Customer Credit Card file. If you are
making changes to an existing credit card, such as changing the
cardholder's name or expiration date, clicking the Save button will overwrite
the existing credit card information in the Customer Credit Card file with any
updates/changes made.
After entering new credit card information, instead of clicking the Save
button, you can click OK to use the credit card for the current receipt
(essentially a one-time use); clicking OK does not save the credit card to the
Customer Credit Card file.
!Note
New credit card
numbers entered in
this window and
saved to the
Customer Credit
Card file do not
become the primary
(default) credit card
number for the
customer.
Click the Save button to
save the credit card
information to the Customer
Credit Card file.
This button is available only if
the Credit Card Processing
module is registered, the
payment type has a valid
processor connection, and an
amount has been distributed.
This field is available
only if the Credit Card
Processing module is
registered and the
payment type has a
valid processor
connection.
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Processing Open Item Customers
On the Cash Receipts Entry Header tab, click Auto if you are processing an
open item customer to automatically pay open invoices for the current
customer number. The amount entered at the Amount Received field is
applied to each open invoice, starting with the oldest, until the amount is
fully distributed. You can then modify these amounts on the Lines tab. The
Auto button appears only if the Open Item Customer check box is selected
for the customer on the Customer Maintenance Main tab.
Processing Balance Forward Customers
On the Cash Receipts Entry Header tab, click Adjust if you are processing a
balance forward customer to apply discounts or miscellaneous general
ledger adjustments. Amounts entered at the Discount Used and Amount
Posted fields on the Cash Receipts Entry Lines tab are applied against the
customer's balance. The Adjust button appears only if the Open Item
Customer check box is cleared for the customer on the Customer
Maintenance Main tab.
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Entering Cash Receipt Line Items
In the Cash Receipts Entry window, click the Lines tab to distribute (or
redistribute) the amount received to the appropriate invoices or general
ledger accounts.
Each line item represents payment distribution to an invoice or
miscellaneous general ledger account. You can enter as many line items as
needed. If a discount is allowed, for the invoiced amount, you will also debit
this account. For more information, see Cash Receipt Entry Example in the
Help system.
The posting balance is updated after each line is entered. If the posting
balance for the current check or credit card payment is large enough to pay
the entire invoice, the default amount posted is the same as the invoice
balance. If the entire invoice cannot be paid, the portion that can be paid is
displayed at the Amount Posted field.
Click the Printer button to print the Cash Receipts Journal. For more
information, see Cash Receipts Journal.
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Selecting Invoices
On the Cash Receipts Entry Lines tab, click Select to select the invoices
that can be paid.
!Note
Invoices that have
been selected on the
Cash Receipts Entry
Select Invoices
window do not
appear.
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Cash Receipts Journal
The Cash Receipts Journal is an audit report used to check the accuracy of
the data entered in Cash Receipts Entry. The printed entries may include
receipts against invoices, debit memos, and finance charges. Credit
memos, prepayments, and general ledger adjustments are also shown.
For cash receipts, information on the journal includes the bank code,
posting date, deposit amount, customer number and name, check number
and amount, discount amount, and the invoice numbers to which the cash
receipts are applied. For credit card receipts, information on the journal
includes the posting date, deposit amount, customer number and name,
credit card number and amount, discount amount, and the invoice numbers
to which the credit card receipts are applied. The amount posted to each
invoice is shown, along with any outstanding balance. Totals are provided
for each posting by deposit date and by division. Examples of a Cash
Receipts Journal are shown on pages 178 and 179.
Printing the Cash Receipts Journal
On the Accounts Receivable Main menu, click Cash Receipts Journal.
If the deposit balance for any of the deposit does not balance, the
out-of-balance amount prints on the report. You must correct your entries in
Cash Receipts Entry before continuing with the update.
Review the Cash Receipts Journal to verify your entries; prepare an adding
machine tape of the checks and credit card payments posted, and check
the total against the total on the journal. These totals should match.
If the totals are in balance, proceed with the update. If the totals do not
match, return to Cash Receipts Entry and make any corrections before
performing the update.
!Note
The Cash Receipts
Journal can be
printed by batch if the
Allow Batch Entry for
Cash Receipts check
box is selected in the
Accounts Receivable
Options window.
!Note
The Cash Receipts
Journal can be
printed with page
breaks by deposit
number or deposit
date if the Break
Cash Receipts
Journal by Deposit
check box is selected
in the Accounts
Receivable Options
window.
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Authorizing Credit Card Payments
If the Credit Card Processing module is registered and the Enable Batch
Authorizations check box is selected on the Preferences Server Info tab,
the following dialog box appears for you to process your credit card
transactions.
Click Yes to process the credit card transactions and to proceed with the
Cash Receipts Journal update.
Updating the Cash Receipts Journal
After reviewing the Cash Receipts Journal, proceed with the update.
During the update process, the following occurs:
When cash and credit card receipts entries are applied against invoices
in the Open Invoice file and the Customer master file, the respective
balances due are reduced in the appropriate aging categories.
The General Ledger Daily Transaction file is updated with the Cash,
Accounts Receivable, and Miscellaneous general ledger account
postings. The deposit date for each deposit is used as the posting date
when the Daily Transaction Register is printed and updated.
The Monthly Cash Receipts file is updated with the cash and credit card
receipts information.
The Sales Tax History file is updated with the tax collected for each tax
code.
The Deposit Transaction Report is updated with any credit card deposits.
After the update completes, you can print the Daily Transaction Register
and update the general ledger entries posted from the Cash Receipts
Journal. For more information, see Daily Transaction Register.
"Warning
Do NOT, under any
circumstances,
interrupt the update
process!
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Daily Transaction Register
The Daily Transaction Register is an audit report detailing all general ledger
transactions posted using Repetitive Invoice Selection, Invoice Data Entry,
Cash Receipts Entry, and Finance Charge Entry.
Each transaction is listed by general ledger account number and
description, along with the appropriate debit and credit amounts.
Transactions shown on this report are printed by posting date, source
journal (for example, AR), and register number. Totals are provided by
source and date.
If the General Ledger module is integrated with Accounts Receivable, all
entries are updated directly to the general ledger after this register is printed
and updated.
If the General Ledger module is not installed, your transactions are updated
to the General Ledger Recap file. The General Ledger Posting Recap and
Daily Transaction Register are used as a reference when posting
transaction information to your general ledger. You can print and update the
Daily Transaction Register each time a batch of invoices or cash and credit
card receipts is entered. An example of Daily Transaction Register is shown
on page 180.
!Note
Printing the register
does not
automatically update
the information to the
general ledger. After
you print the register,
you are prompted to
update the Daily
Transaction Register,
which will clear the
file and update to the
general ledger.
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4
Using the Reports Menu
Chapter 4
Accounts Receivable Reports Menu
The Accounts Receivable Reports menu provides informative reports to
help you analyze customer sales, improve collections, determine credit
policies, and manage your sales effort. In addition to management reports,
you can also produce customer listings and mailing labels to improve
communication and service to your customers.
For information on printing, see Printer Options in the Help system.
Reports menu options:
Customer Listing
Customer Mailing Labels
Customer Memo Printing
Aged Invoice Report
Trial Balance Report
Cash Expectation Report
Customer Sales Analysis
Sales Analysis by Salesperson
Salesperson Commission Report
Sales Tax Report
Monthly Sales Report
Monthly Cash Receipts Report
Invoice History Report
Accounts Receivable Analysis
General Ledger Posting Recap
Invoice History Printing
Customer Masterfile Audit Report
Deposit Transaction Report
Credit Card Settlement Report
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Chapter 4 Using the Reports Menu
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Customer Listing
The Customer Listing provides a list of customer-related information. You
can print permanent, temporary, or all customers in the customer number
range selected.
You can specify the degree of detail to print, from a simple name and
number listing to a detailed listing including the customer name, number,
address, tax schedule, and terms information. The listing also includes
sales history data such as period-to-date, year-to-date, and prior-year
sales. You can elect to print tax exemption numbers, ship-to address
information, credit card information, or customer memos on file for the
selected range of customers. An example of a Customer Listing is shown on
page 181.
Printing the Customer Listing
On the Accounts Receivable Reports menu, click Customer Listing.
Select this check box to print
tax exempt numbers for the
customers selected.
Click the Help button
for overviews and
related procedures.
You can also press
F1 at any field for
pop-up field
information.
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Chapter 4 Using the Reports Menu
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Customer Mailing Labels
Use Customer Mailing Labels to print customer names and addresses on
labels, and tax schedule and exemption numbers from the Exemption file.
You can print permanent, temporary, or all customers in the selected range.
You can also print multiple labels for each customer. Ship-to-address
information can be printed instead of the customer's regular address.
The standard, default format for customer mailing labels is contained in the
Forms file. This format can be modified, or you can customize new formats
to print customer information on a variety of forms.
You can, for example, print one type of label for correspondence and a
different type of label to use on file folders or other internal records. You can
also create formats to accommodate Rolo-Dex