User Guide For Diaspark ERP Software Accounts
Contents
1. o ccccccccnnnnnnnncna nano nn na raras Error Bookmark not defined 4 2 3 Approve Credit LiMit UU EEE EEE 11 5 TRANSACTIONS cis 12 5 1 INVOICE A cia 12 5 1 1 CUSTOMER INVOICE EE 12 5 2 CREDIT INVOICE EE 13 5 2 1 Customer Credit In vo C sar aa 13 5 2 2 Apply Customer Credit INVOICE cece nnn Ennis 14 5 3 e EE 15 5 3 1 Customer RECeIpt wtescscatvedisindeindeitvencstavbeindeiveencs van heangeatienes sabre vateaes vaenwen 15 5 3 2 Apply Customer ReCEIPt cceecccceeee cece neces eee eee ease ee EDS ESS ner nrr nar ESE OSES SESE ESSE 16 6 AMENDMENT HISTORY sex K NEE ENKE ENKE KREE KREE KEEN KENE ENKE ENEE ENKE Kn 17 AR UM Ver 2 0 Page 3 of 17 Creation Date 14 Oct 2011 Confidential DIASPARIX Accounts Receivable Diaspark Inc Module 1 Overview This document aims at providing a functional overview and the usage of the Accounts Receivable module of Diaspark Jewel ERP Software The document provides user with the specific instructions that will be needed to use Accounts Receivable module This guide introduces the basic features of Accounts Receivable module and describes menu options in detail 1 1 Intended Audience This document is intended for the users of Jewel ERP AR UM Ver 2 0 Page 4 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module 2 Diaspark Jewel Accounts Receivable Module Accounts Receivables is one of the fundamental components of Diaspark Jewel2. Accounts Receivable is easy to use and flexible making it suitable to your organization s ever changing business needs The Accounts Receivable module manages accounting data of all debtors Entries posted here find their way to the General Ledger module where the corresponding general ledger accounts get updated The functions available in this section include menus for documenting various transactions and easy to comprehend reports Documents Invoice Receipts Credit Invoice Direct Invoice L Advance Receipt Against Invoice From Sales Module Receipt Against Invoice y Open Credit Figure 2 1 Accounts Receivable Module Module Highlights gt Lets user group customers into customer categories and define their credit limit for greater efficiency and uniformity in the data entry process Define Payment Terms to generate multiple invoice for single invoice with different due dates Automatic reconciliation of On Account receipts against open invoices Single Click to auto apply receipt to multiple invoices on FIFO basis and create chargebacks Allows creation of advance receipts even before an invoice is raised Periods can be defined for aging receivables Facility to print registers reports aging analysis customer statements for one or more accounting periods or range of values Invoice creation with description and references AR UM Ver 2 0 Page 5 of 17 Creatio
3. Optional Column 13 Fax1 Optional Column 14 Email Id Optional Optional Column Headers are allowed Column 15 Default Flag General Tab Invoice Memo terms 1 2 3 Price Level Credit Limit Diaspark Inc Max 18 Characters Max 18 Characters Mandatory Max 40 Characters Max 8 Characters Max 55 Characters Max 50 Characters Max 50 Characters Max 20 Characters Max 5 Characters Max 15 Characters Max 20 Characters Max 20 Characters Max 20 Characters Max 50 Characters Max 1 Character Accounts Receivable Module es AR UM Ver 2 0 Page 9 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module Enter Select invoice and memo terms at the respective fields Category ie oo Stop Shipment P Phone haasen Indctive 7 Credit Approved e Collection P Credit Approval Process Completed Blacklisted Upload Ship To Address General aw To Notes UserFields Prioity Daily Notes Messages JBT Ranking Bank Buyerinfo Margin Specific ShipVial Payment Priority kt Retum Check D Shippert r Location IT Group Type Cooperation 00 Territory Postdated Checks JBTH JBT Ranking Reseller J Tax tt Print Statement Bank A C Email Satement J Passport Fax Statement DN Gurantee Name Dunning Notice mj Message NA SO partial ship Invoice Print Format SO item part
4. 0 30 31 60 61 90 gt 90 00 00 00 00 DU Current Credit Lirit 145 00 Total Credit Limit 270 00 Trans Type Invoice Balance Credit Limit 270 00 Person Name Ir Remarks FO ad 4 2 2 Approve Credit Limit The credit limit set is approved by an authorized person Approval cannot be done by the same person setting the credit limit After approval only credit limit can be used for the customer Select approval flag as approved or rejected fromthe drop down Add Edit Serial H Account Credit Limit Entry Date e Approval Flag Approval Date Approved By Penara rn Sending y 0000 0000 00 00 00 AR UM Ver 2 0 Page 11 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module 5 Transactions This section helps user to understand different transactions available with Accounts Receivable module and guides at entering values at various transaction screens available 5 1 Invoice 5 1 1 Customer Invoice Invoices are generated whenever a sale Invoice is made One Sales Invoice is divided into several Customer Invoices depending on the payment terms e g If the sales invoice payment terms are such that first payment to be done within 30 days with 60 amount next payment to be done within 60 days with 30 of invoice amount and last payment to be done within 90 days with remaining amount of the sales invoice then user will see 3 customer in
5. Creation Date 14 Oct 2011 Confidential
6. DIASPARK User Guide For Diaspark ERP Software Accounts Receivable Module Version 2 0 Diaspark Inc 200 Metroplex Drive Suit 401 Edison NJ 08820 Web www diaspark com AR UM Ver 2 0 Page 1 of 17 Creation Date 14 Oct 2011 Confidential DIASPARIX Accounts Receivable Diaspark Inc Module Release Notice Author Deepti Khurana Reviewed By Purva Telang Approved By Distribution List Client and Internal Development Team Last Reviewed Date Document Creation Date 10 14 2011 Document Last Updated This document and the information contained herein are confidential to and the property of Diaspark Inc Unauthorized access copying and replication are prohibited This document must not be copied in whole or part by any means without the written authorization of Diaspark Inc This document should be used only for intended purpose only AR UM Ver 2 0 Page 2 of 17 Creation Date 14 Oct 2011 Confidential DIASPARIX Accounts Receivable Diaspark Inc Module TABLE OF CONTENT GG e VI 27 ATN E 4 1 1 INTENDED AUDIENCE EE 4 2 DIASPARK JEWEL ACCOUNTS RECEIVABLE MODULE ccsccccsssccesnncceennecennnenenanes 5 3 ACCOUNTS RECEIVABLE PROCESSING es KKK ENKE NEEN KENE ENKE ENKE ENKE Ken 7 4 SETUP PROCEDURES asss ka KKK ENKE KREE KEEN KENE ENKE ENEE ENEE KEE KEE NEE ENKE ENKE 8 4 1 CUSTOMER Ee 8 42 CREDIT LIMIT EE 11 4 2 1 Customer Daily Credit Limit ENNEN 11 4 2 2 Set Credit Limit
7. S C Salesperson NA A Description Status Active Unposted Open GL Account 4000 Applied 300 00 0 Terms Due Date NA 07 25 2008 On Account 500 00 N Invoice H Original Balance Apply Discount GL Account Remaining 100100 08 04 09 09 03 09 1 000 00 1 000 00 d 900 00 100103 09 05 09 10 05 03 500 00 500 00 od 300 00 100105 09 05 09 10 05 09 20 00 20 00 o d 20 00 100131 10201410 10 31 10 500 00 500 00 H 500 00 100156 10 04 10 11 03 10 6 300 00 6 300 00 6 300 00 100280 05 31 11 06 30 11 20 400 00 20 400 00 f 20 400 00 100281 05 31 11 06 30 11 14 000 00 14 000 00 d d 14 000 00 05 31711 06 30 11 16 371 00 16 371 00 d d 16 371 00 58 791 00 zad i Select the invoice to Amount applied is click to auto apply drill down shown here the amount to invoice on FIFO basis Drill Down Click at drilldown button to open invoice details E g if its a sales invoice then it will open sales invoice window showing complete sales detail Auto Apply Auto Apply automatically applies the credit invoice amount against the Invoices on FIFO basis When you use Auto Apply the Applied field is filled automatically with the amount applied for that invoice 5 2 2 Apply Customer Credit Invoice Through this option you can adjust credit invoices and view unadjusted balances against credit invoices which have already been posted to the General Ledger or have been made View Only To navigate to this l
8. ial ship 7 Memo Print Format Style Suffix Select price level from Enter customer credit drop down limit Ship To Tab 1 Name 2 Contact 3 Address A list of shiptos entered is displayed here Click to view detail in the adjacent screen Category Em oo Stop Shipment r Phone 123456778 Indctive 7 Status Active Credit Approved Yess Collection Credit Approval Process Completed Blacklisted 7 Upload Ship To Address General Ship TowNotes UserFields Priorty Daily Notes Messages JBT Ranking Bank Buyerinfo Margin Specific Ship BR Default Status Active Name WRCDEMDNE Dota S Sales Person A Address 200 METROPLEX DRIVE M City State Zip EDISON TI Country E Phone Fax 12345678 E mail ABC DIASPARK COM Enter the shipping details of the customer AR UM Ver 2 0 Page 10 of 17 Creation Date 14 Oct 2011 Confidential DIASPARK Accounts Receivable Diaspark Inc Module 4 2 Credit Limit 4 2 1 Customer Daily Credit Limit Through this option you can set daily credit limit of a customer The limit for the customer can be defined on daily basis Enter the amount of credit Enter or select limit account id Jct 19 2011 00 00 00 call x y Credit Lim Add Edit Account Id ABC DEMO Demo Inc Credit Limit Date fi 0 20 11 Additional Credit Limit 125 00 Customer Aging Availed Credit Limit OD Terms 35 DAYS Current
9. ice type from calculated and displayed as and the drop down and Terms are displayed as when payment is received from enter PO no and date set for the customer the customer This screen contains following three tabs Detail Tab It shows the credit gl details of the invoice GL Tab This shows GL Posting of the invoice Payment tab It shows all payments against the invoice 5 2 Credit Invoice 5 2 1 Customer Credit Invoice In certain cases when you have to pay to your customer resulting out of excess payment from customers or sales returns or any other reason because of which in your books customer has a credit balance you issue a credit invoice to customer implying that you have to pay some amount to the customer Every Sales Credit Invoice is posted as Customer Credit Invoice in Accounts Receivables To open customer credit invoice window click on Module gt Accounts Receivable gt Transactions gt Customer credit invoice AR UM Ver 2 0 Page 13 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module Select credit type from Enter Select the drop down and customer id enter amount E Credit Invoice 7 of 44 View by ADMIN on Dec 06 2010 17 45 18 e II JE Quer List AddJEdi Credit amp Date CMO1 Timo 07 25 2008 Credit Type amp Amt CHARGEBACK 800 00 d Rel amp Date AT0000 0772472008 MS STEPHANIE A C Period 200807 Drilldown LOS ANGELE
10. ink click on Module gt Accounts Receivable gt Transactions gt Apply Customer credit invoice AR UM Ver 2 0 Page 14 of 17 Creation Date 14 Oct 2011 Confidential DIASPARK Accounts Receivable Diaspark Inc Module Select credit type from the drop down and enter credit amount n Grech AAA Query List Add Edit ParentIld BERCO Credit amp Date CMOT Kos 04 18 2011 Customer Id BERCO Credit Type amp Amt CHARGEBACK 1 000 00 Berco Ref 8 amp Date 00 00 0000 CF A C Period 201104 New York Ny Salesperson NA Description PO Status fictive Unposted Closed GLAccount 4000 Tems Due Date PODAYS 05 08 2011 On ccount lOO Invoice GL Payment Open Checks Due Balance GL Account Remaining Date P 5101 100262 04 18 11 824 65 824 65 NO1 100012 04 18 11 ener 16464641 i 5 000 00 5 000 00 J i 5 000 00 4 175 35 824 65 5 000 00 Select the invoice to which The amount applied is credit amount is to be shown here applied 5 3 Receipt 5 3 1 Customer Receipt When you receive customer payments you record the payments through Receipts and apply them to Invoices You can apply a customer s payment to a specific Invoice or to several invoices When you enter the payment and click Auto Apply the system automatically applies it to the oldest outstanding Invoice first i e on FIFO basis To navigate to Customer receipt screen click on Module gt Accounts Receivable gt Transactions gt C
11. n Date 14 Oct 2011 Confidential DIASPAR Accounts Receivable Diaspark Inc Module gt Posted transactions are protected from alteration ensuring highest form of data security gt Various reports generated give a customer wise analysis of the business AR UM Ver 2 0 Page 6 of 17 Creation Date 14 Oct 2011 Confidential DIASPARK Accounts Receivable Diaspark Inc Module 3 Accounts Receivable Processing e Figure 3 1 Accounts Receivable Processing AR UM Ver 2 0 Page 7 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module 4 Setup Procedures Following are the different setup that are provided to create master data 4 1 Customer Customer records are an integral part of the Accounts receivable module The Customer window allows you to enter new customer records or make changes to existing customer records At this setup customer information can be entered and stored Customer id can be entered manually or can be customized for auto generation Customer ID cannot be edited afterwards To open customer setup click on Module gt Accounts Receivable gt Setup gt Customer Setup User has to enter Values at the following important fields at the Address tab 1 Customer 2 Customer Name 3 Category 4 Address 5 Main Contact Enter a unique customer code and customer name at the Select customer category respective fields through looku
12. p T Customer 1 of 1 Edit b Query List Add Edit ategory STCATG Customer Name Demo Inc e op Shipment Parent ABC DEMO Phone 123456778 Indctive 7 Status Active Credit Approved Yes Collection Credit Approval Process Completed Blacklisted 7 Upload Ship To D Address General Ship To Notes User Fields Priority Daily Notes Messages JET Ranking Bank Buyer Info Margin Spedific Main Contact r oo Phone Purchaseperson Demo Phone Bookkeeper h Returns Phone Phone 123456778 Ir Fax CellHfi23456789 Address ABC Demo Inc m City State Zip Country USA Email Web Start Date 10 07 2011 Enter address and Click to upload ship to EE ch of the details of the customer CUSTOMER NEPS through an excel file On clicking Upload ship to button following file format is shown The file must be uploaded in the stated format only AR UM Ver 2 0 Page 8 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX 0 Please make sure that the file is STRICTLY in the following format Column 1 Customer Mandatory Column 2 Serial Column 3 Name Optional Column 4 Salesperson Optional Column 5 Contact 1 Optional Column 6 Address 1 Optional Column 7 Address 2 Optional Column 8 City Optional Column 9 State Optional Column 10 Zip Optional Column 11 Country Optional Column 12 Phone 1
13. u can adjust advance receipts payments received from customers account for discounts and view unadjusted balances against receipts which have been posted to the General Ledger or have been made View Only To navigate to this link click on Module gt Account Receivable gt Transaction gt Apply Customer Receipt AR UM Ver 2 0 Page 16 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module Select receipt type from the drop down and enter receipt amount e Esto Query List Add Edit Parent Id BERCO Receipt H amp Date RED Customer Id BERCO Receipt Type amp Amt CHECK 70 000 00 Bee Check amp Date 22546464 04 18 2011 I A C Period Depost 201104 P o NewYork NY Salesperson Na Description 1 Status fictive fUnposted Open Bankid Moo Applied 238 9 Terms Due Date RODAYS 04 18 2011 On Account 9763 02 Invoice el Open Checks AN Due Balance Remaining Date bn 100011 04 18 11 05 08 11 100385 824 65 824 65 824 SS D 00 ber 100009 00 00 00 05 08 11 cot 100025 04 1 8 11 05 08 11 ft Am 100012 04 18 11 05 08 11 6464641 5 000 00 4 763 02 00 5 000 00 Select the invoice to which The amount applied is receipt amount is to be shown here applied 6 Amendment History V 2 0 10 21 2011 Deepti Khurana Purva Telang AR UM Ver 2 0 Page 17 of 17
14. ustomer Receipt AR UM Ver 2 0 Page 15 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module Select receipt type from Enter Select the drop down and enter Click to create chargeback customer id receipt amount for the selected invoices A C Period Deposit 8 201110 f 123456778 Salesperson NA Description Status Active Unposted Bank ld tt Poo Terms Due Date 35 DAYS 10 20 2011 Due Remaining Date ARI2 100005 10 20 11 10 20 11 100134 200 00 200 00 INO1 100013 10 19 11 10 20 11 100289 208 00 H 208 00 INO1 100014 10 20 11 10 20 11 100289 200 00 Al d 200 00 ARC2 100005 10 20 11 10 20 11 100134 200 00 d e 200 00 408 00 The amount applied Enter check no and Click to auto apply Invoices and chargeback is shown here date if receipt type is receipt amount to the created will be displayed check invoices here Drill Down Click at drilldown button to open invoice details E g if its a sales invoice then it will open sales invoice window showing complete sales detail Create Chargeback Creates chargeback Auto Apply Auto Apply automatically applies the amount that customer has paid against the Invoices sequentially When you use Auto Apply the Applied field is filled automatically with the amount applied for that invoice on FIFO basis 5 3 2 Apply Customer Receipt Through this option yo
15. voice for the same sales invoice having due dates and invoice amount according to the terms To get the most from tracking Accounts Receivable enter the invoices as soon as the transaction takes place This keeps cash flow reports up to date and you will not run into the risk of setting invoices aside for posting at a later stage and sometimes forgetting about them This window allows you to record invoice transactions against your customer s accounts You will enter the Customer information and transaction information on this window To open Customer Invoice window click on Module gt Accounts Receivable gt Transactions gt Customer Invoice AR UM Ver 2 0 Page 12 of 17 Creation Date 14 Oct 2011 Confidential DIASPARX Accounts Receivable Diaspark Inc Module Enter Select account A A id Enter invoice amount here Invoice 2 of 2 New by ADMIN on Oct 20 2011 00 00 00 Query List Add Edit Parent Id ABC DEMO Invoice amp Date 100014 10 20 2011 Invoice Amount 200 00 DemoInc s SS Invoice Type GENERAL ABC PO amp Dae 100289 fi0 01 2011 frz3455778 AC Period Sale Date 201110 10720 2011 Sales Person Nooo Description Status Active Unposted Open ems 35 DAYS Paid j Boon Due Date 10 20 2011 Disc Taken DO Balance 200 00 Detail EN Payment GL Account Id GL A C Name ee See 4000 SALES JEWELRY 200 00 Description Values at these fields gets Select invo
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