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Accounts Receivable - Data Pro Accounting Software, Inc.

1. DU due 1 6 Intesration with Inventory Mana9emiellb ec terio nce Po eH ere e Dr EE Dre Po eH cete eer ee e eM eccle o 1 7 Inte craton with Job Cost Mam eei oae ant d pd eo NUES sees 1 7 Inteerauon wit POUR Os oa rt ohh ipe 1 8 lites atonio aes Order En dient oca 1 8 ros c ES 2 116 inventory Detail Dy CUS OUE tala 4 48 Inventory Detail Dy Sal sac oec o spa 4 51 Dive tory o UM ovd 3 5 INVOICE FORNIA T E E Qu vd 2 69 ITO SOIRS 2 119 M MAINTAIN DATA FILES TEE T T D 2 04 MAINTENANCE REPORTS a oet tU topo R Hia tuv EPOR ebbe EDI DU Da SUV opc 4 56 MAKE COMPEETE DA TA BACKUPS ines 2 132 invoice E fel NER T EE 1 15
2. tod 2 75 Copy MOJE ARUJA T 2 75 SET CREDIT CARD PROCESSORS 0470 2 76 er eee rere EMI 2 76 MJS AROA A D TTE 2 76 Change Mode A 2 81 Delte Mode AROF HM 2 81 T4 2 62 CHANGE MASTER CONFIGURATION 0418 2 2 82 Page iv TABLE OF CONTENTS continued Description Page ES OT LO e 2 63 PROPS ASIN OU TR 2 87 Toc E E 2 87 orina ae 2 88 Env olo FOMI 2 69 TE 2 92 Mnara on o To TR 2 93 2 94 MAINTAIN DATA FILES RO420 sccccvcsescssecssccsoncsssesessssoconvcsesesssssceceenssdcessessenccesersvessocseusedesessoesee 2 94 START NEW YEAR S FIL
3. 2 114 hU EDITI AC EH ITEM II Pt E 2 93 5 DUIS BD Mc 1 11 MUL TIPEBARACCOUNT PROCESSING Su erisque tad 1 6 Page I 2 Index Accounts Receivable User Manual N Navision C RR DR EC 2 5 A ANGULUM 2 58 1 2 3 37 P FERFORMANALYTHCALKGOGRAPH ut eene eee Eae lens ln brad aue 5 1 PERFORM DRAET CAP TURE BATCH ate Tee ate dote di be 3 23 PERPORNLPROJIBC ui busy 3 53 gie vl 3 56 Post Cy cle Invoices 1 14 colin e Rode E 3 12 PREPRINTED FORMS E ete Md Pesce lens 1 10 Print Customer Asme Report ARO T Deut td aus tl ine dut detur id do 4 5 P
4. tci 4 30 Sales Journal by Sales Code AR0222 4 34 Sales Pax REPO A 0207 tr RS DU eU sve 4 36 ANALYTICAL REPORTS inis e NEIN DE E E dd 4 38 Customer Trend Reports CARO2O0S oou asit eerta aieo Ms att ua nu 4 38 Page vi TABLE OF CONTENTS continued Description Page Salesman Report 0209 ron Oed Coca bc UE 4 40 Sales Code Trend Report CAROZTO ete Ee oue uni dose pe Fatum det 4 42 Commission Report CA ROZ I d Creta rito MESE Sd euo i Those cia c b E 4 44 Salesman Rank NE AROZ cutus E A 4 46 Inventory Detail by Customer e LUE 4 48 Inventory Detail by Salesman a PUE Du E 4 5 Customer Rankine 2 tovg uai C sua i 4 54 MAINTENANCE REPOR LS esser eroe aee eaa o GN E YO 4 56 Custom
5. Dd 4 66 salesman LON ANON Detaled 4 65 CAEN TOM re SONS EE E 4 46 SALES 5 6 Salesman Trend E T T E 4 40 SELECT AN OPEN ITEM FOR CHANGE OR DELETJIQN rero e oen nena aded Lee cirea 2 60 CHAU OU am 2 118 Ser UP AND MAINTENANCE o ullas tola ELS oro 2 SELUPCRBEDILICARD INEORNDIATIQOUN toe ERE HERR SE 2 68 CARD PROCESSORS 2 76 SET UPCUSTONDEIRS s tinet abd cA US BOARD DERE E Meu d 2 6 SET UPCYCERINVOICEBS uova ie too 2 61 SEA UPR UIN VEN TOR Yo 2 98 SE PUP IN VOICE TEX TEM BPGA 2 67
6. 2 41 POG 2 41 Chance Mode AR O40G 2 44 I3elete Mode A 2 45 CAROLUS Jorine 2 45 Page iii TABLE OF CONTENTS continued Description Page 246 2525555 OA 2 45 Mode 2 46 Add Mode vicos 2 46 Trams VO hae oscar esr modes 2 47 2 47 Copy Mode 2 48 SETUPTAX RATESTAR0UZLET eee 2 48 Mode AROJ ZA deiode bout tese Ute etn ad Dod Rein ede Soe 2 40 AGO MOdE CAR 0425 T 2 49 Change Mode ARO426 sis oae
7. 3 34 CALCULATE FINANCE CHARGES 0106 eaae eee e eese essa sae 3 36 CONSOLIDATE NEW BALANCE FORWARD 0107 1 3 36 GIG NP 3 37 3 37 Record Project 3 37 CALCULATE SUGGESTED BILLING JC20104 ee eee ee eee eee eene ee enun e ue 3 37 ENTER ADJUST ACTUAL BILLING JC20105 e eee e e e eee eee eene eee 3 39 succested Billing Worksheet tC 020 D 3 40 ACTUAL BILLING SUMMARY 7 60202 1 1 3 48 APPLICATION FOR PAYMENT DRAW 0223 3 50 Buhne buio Dni d cube Papa 3 50 COSDIBEIOFIBAUODE UD TEM Ea erp 3 50 PERFORM PROJECT BILLING ARO106 ccce eee eee ee eee eee eene ee eee eee eee eee ss eate 3 53 IBI RM ME 3 55
8. Po eT E 2 58 SET T uS dido M M PES PERF 2 72 OUTS BS caus simple 2 121 SET UP SALES CODES E AE 2 40 N er errr ee E 2 45 Ko P T E AT 2 37 RAIES E 2 48 D EE 3 26 SIHD ToZAddress roe ie bett ei bai cet 4 74 O 4 76 Ship To Nonm Detaled kl ape DU LOO 4 75 PS CEA 2 107 STANDARD FEATURES FOR REPOR 4 NEW DONT ORE oculis ad bu Oto 2 06 sce ts teas caterers deeds sales T cs dut t 4 4 SIMI RIVET PN 2 92
9. 4 19 BIA ree 2 129 Displayed Report 6 329 2 ma ior ILI QUA SIDES ROI DG d CA da 4 3 E ENTERZADJUSTZSCTUAD BILLING Aene deest evade t eene live rsa les reae teet 3 39 Extended PEG see Steht e 3 0 mi port Modules Cy ue RU Lu LN 2 28 4 2 G GENERAL OVERVIEW dade Ta Wade 2 2 2 111 I aport AR Teams acions low 1 16 MVIPORTCUS TOMER t ten eic earn doter eds 2 26 TAX dap T T P 2 51 IMPORT TRANSACTIONS esie qua qe p vedette arva A wt dou Dua 3 15 Inteerauon with C heck Reconciliation cosi Cu po Coni 1 8 Mite Savion Wilh General ede epe
10. 3 37 RECORD SAEBSCODE ADIUSENIBIN 3 32 Remove ward M 2 40 RENAME AR CUS TOMER NUMBER etc het ente 2 35 aon ate ee i Ak nw aaa ade raat nae tonta trapo 2 108 deter desse eS LO REL HE VIC 2 40 BRS port tea toe aca ec state Do 4 3 IS ORBIS te poten ee 3 15 iu 2 128 H 3 12 REOS eu Aa costumes A t 3 26 5 Sra eor e rt 3 5 Sales Code Adjustments S sic 1 22 Dales COde I D arid ai GS M DN EI LM 4 60 Sales Code riis Detailed fe r N 4 63
11. button to cancel the changes made Results coARL dbf Credit Card Processor File Credit Card Processor File is Updated Delete Mode 0473 This option allows you to delete an existing payment type that you may have entered by mistake or is no longer valid First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are deleting a record click on the Delete Current Record button or choose the Operation option from the Menu Bar and then Delete Make the changes required and click on the button to save your changes click on the Cancel button to cancel the changes made Page 2 80 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Make sure this is what you want to do because once this payment type is deleted it cannot be retrieved Results coARL dbf Credit Card Processor File Credit Card Processor File is Deleted Copy Mode AR0474 This option allows you to create a new payment type by copying the information from an existing payment type Using this option the system provides a quick method of setting up payment types that are very similar By using the Copy an Existing Payment Type menu option you are able to quickly create and enter new payment types First you must navigate to
12. eec eee vs eve oe vea see e epu Tee oe evo te dui dea oe ru 1 8 PREPRINTED FORMS iiti ctis eae Par eoe Vea 1 10 Customer Moab Labels seb ecco ob eu ee tos tmv 1 10 MASKED FIELDS cite en NEUE PEE vi iU QS DU veo dedisse obe 1 10 BARCODE READER 1 11 TRANSACTION PROCESSING 5 1 1 11 CHAPTER 2 SET 555 51100 806 666060904556 aga a Eee ANE 6 2 1 GENERAL OVER VIEW iio et eeu I RENE UITAE REP IR DIE D E EE E TRIER ERE 2 2 NAVIGATION TOOLS eo 2 5 SETUP CUSTOMERS Ec OEA O E AE E AA 2 6 gury mmm 2 6 AROAOT T 2 11 2 16 Price Plans BUOD 2 24 Chane Mode 2 24 Delete Mode Q 2 25 ITO CATR OBO E 2 25
13. ta eor rcd tuu A A eR de 3 55 CHAPTER 4 PRINT REPORTS o Uva vie pua e ED 4 1 STANDARD FEATURES FOR REPOR DS eie eo eea 4 1 CTRI YO Output OPONSE ua Ud eus des o RE 4 E Ont ATUIDUIOS idm ves Eee iae eder ci eie E erede es ci Dude esent 4 2 Report Print OPUONS ie docs rod 4 3 Displayed Report OPOS ve RH eee o coetu cU Ese vea 4 3 leurs eus veo I MM c 4 3 Pata Record Rem uoi NK s 4 3 SITXTENIENTS AND AGING iiit EFE RISE pe IRE DI DIM UE 4 4 Calculate Ace of Accounts 4 4 Print Customer Asina Report CARO0201 osi ee 4 5 Pint Customer tatements CARUZ0P set ois co ret oo 4 15 Punt End statements ARO s pee 4 17 E Yee eo SENS 4 19 sales Code Summary CARO2 20 debet oi 4 19 IT T 4 24 alesdJournal by Customer stre 4 27 sales Journal by salesmam CARO2UO
14. 3 17 Comma Delmited ce coto Ie e a 3 17 Page v TABLE OF CONTENTS continued Description Page File hapot Modules OVCE W mco ma 3 18 Diniport Transae HONS 3 20 PERFORM DRAFT CAPTURE BATCH 0702 1 3 23 ZUGE stetit ccce 3 23 REVIEW TRANSACTIONS ARUIOU 3 26 E 3 26 E 3 26 RECORD PAYMENTS amp DEPOSITS 0103 1 1 eee e eee eene 3 26 AR SUOS eis 3 28 ccr 3 29 PRINT DEPOSIT 01127 5006 E ea EN E eeu Ee ea esee aere ee e 3 30 RECORD SALES CODE ADJUSTMENTS 0104 1 0124 ee eee eee eene ee 3 32 RECORD COS ADJUSTMENTS eo ora ae era Fa eaa eoe epe eeu Foe ao eo Se eeu ue Fea serae eere ss 3 33 AUTOMATIC COS ADJUSTMENTS 0109
15. 1 0 00 0 00 0 00 0 00 0 00 0 00 Totak 11 957 29 Home Depot Inc 13 500 00 0 00 0 00 0 00 0 00 0 00 HOME1 0 00 0 00 0 00 0 00 0 00 0 00 Total 13 500 00 Joanne Gonzalez 0 00 0 00 8 725 82 0 00 0 00 50 00 JAGI 0 00 0 00 0 00 0 00 0 00 0 00 Totak 8 725 82 Sonia Jones Interior Design 0 00 0 00 0 00 0 00 0 00 0 00 JONJ1 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 National Auto Parts 120 673 48 112 212 85 97 636 23 64 950 00 0 00 0 00 50 00 50 00 50 00 50 00 50 00 50 00 Total 395472 56 Relief World Children s Home 0 00 0 00 0 00 0 00 50 00 50 00 RWCH 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Sampsons Grilling Systems 0 00 0 00 0 00 0 00 0 00 0 00 SAMPGRILL 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Tony Swiss Construction 0 00 0 00 0 00 10 718 76 0 00 0 00 SWIS1 0 00 0 00 0 00 0 00 0 00 50 00 Total 10 718 76 Grand Totals 176 470 98 114 988 75 118 194 51 96 603 01 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 506 257 25 Number of records printed 11 Chapter 4 Print Reports Overview Page 4 39 Accounts Receivable User Manual Salesman Trend Report AR0209 This report summarizes monthly sales by salesman for the entire year This report can be used by management to review the sales trends for each manager by month This type of information may be useful in analyzing how w
16. Horizontal Tab This field defines the number of characters to the left of the normal margin line to start printing the label information Number of Labels Across This field tells the system how many labels you will have across the page Width of Each Label This field defines the number of characters wide each label will be MASKED FIELDS The following field can be Masked when generating reports from the system Sales Region Page 1 10 Introduction Chapter 1 Accounts Receivable User Manual BAR CODE READER This section discusses the usage of Bar Code Readers with the Accounts Receivable module The Manufacturing Inventory Management system provides you with the ability to print Bar Code Price Labels which can be recognized by the system with an approved bar code reader e Normal user readable text Encoded quantity and price defaults for use with the Accounts Receivable module e First half of inventory item number Second half of inventory item number if greater than ten 10 characters When using the bar code reader with Accounts Receivable Accounts Payable Sales Order Entry Purchase Order Entry and Manufacturing Inventory Management pass the bar scanner over the item number in line 3 in an even motion until the scanner beeps Then pass the scanner over line 4 in the same manner The scanner may pass in a left to right or a right to left direction but it must be kept at about a 45 degree ver
17. BIME W OL k erste et DM 3 40 DY Ste MIME SEA EON os aoo ates utate aguante ele sa 2 94 Sr EMAA stood 1 6 SYSTEM OVERVIEW cacete nania E 1 1 BERN ICE Mm LET 4 67 ard urea Parisi Le 4 69 Tax Rate Lisuno CNODSDOUMOO essit a E I UE 4 68 TERM SFIN CHG UE 2 87 TRANSAC TION ONE to denas etate hod ted e dele Pref 3 TRANSACTION PROCESSING ELOWCHAR ES tere tuners Miata tan CRUS E 1 12 U UNTE ONN cinia E E O R 2 112 UPDATE CUS TOMER PRICING eiin a a a tested a a a 2 40 UPDATE TAX RATES FROM TAX SERVICE E E Eaa 2 57 UCEL d Sanie RT E 2 107 V BALL d rr E c ONES 2 114 Page I 4 Index Accounts Receivable User Manual W WRITE INVOICES AND CREDIT Desmar e ceca oen eere etra cos eae ene pd cea eacus vane ed ce 3 1 Write Invoi
18. button to cancel the changes made Keep in mind that changes made through this option to any of the cost layers in terms of quantities or dollar amounts do not print an audit trail or update any transaction registers This is not how you would enter new quantities into the system A password is highly recommended for this option Results coIM1dy dbf Inventory Item File Item Information is updated Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Updated Delete Mode IM0403 This option allows you to delete inventory items NOTE You cannot delete an item which has a quantity on hand If you delete an item that has YTD sales or purchases information it will distort some of your reports This option allows you to delete items you may have entered by mistake or no longer want Select the menu option Delete Inventory Items and enter the item number you wish to delete First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then
19. Credit SALES JOURNAL ENTRY d no Oo RECEIPTS JOURNAL ENTRY Cash in Bank 200 00 Sales Account 20000 This would further summarize as Account Description Debit Credit SALES JOURNAL ENTRY Cash in Bank 200 00 2000 The Sales Tax Adjustment might be as follows Account Description Debit Credit SALES TAX ADJUSTMENT 5 Sales Tax Accrual 10 00 1000 20000 NOTE examples and discussions in this manual except where noted use the accrual basis of accounting for posting to the General Ledger Certain reports such as the Sales Tax Report also utilize the accrual basis for its calculations Because of the process shown in the examples above it is recommended that the accrual method be used for sales tax reporting MULTIPLE AR ACCOUNT PROCESSING This section includes a brief overview of how Multiple Accounts Receivable Account processing can be accomplished in the Infinity POWER Accounts Receivable module This feature also 15 accessible through the Sales Order Entry and the Point of Sale systems This feature allows the system to categorize certain transactions to specific Accounts Receivable accounts set up in the General Ledger system This is accomplished through the set up of the Accounts Receivable Master Configuration and the use of AR Sales Codes During the set up of AR Sales Codes
20. Detail Item Field Name Description Type Length Data Value 1 UMGRCELL Project Manager Cell Phone 813 642 9434 Save Cancel Chapter 2 Set Up and Maintenance Page 2 121 Accounts Receivable User Manual You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode JC0400 The Inquiry mode allows you to view summary information about your projects Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the project has appeared on the screen you may click on the following keys to view important information Maintain Projects Saks Tools Launch Mavigation Operation M 4D M it Bi a 8 inquiry ag Feet Customer Number University of Tampa Manager Bill Maguire Salesman Bill Maguire Tax Rate Exempt Date Range Beginning Ending Reteinage Details User Fields Close Click on the Billing button to review the billing information Click on the Retainage button to review all retainage information Click on the Details button to review the project detail information When accessing the Details features the screen will have the option to view the first detail record page up the de
21. Retainage This percentage will be used to calculate the retainage amount for this invoice The retainage will only be calculated on an invoice type transaction The amount of retainage will be subtracted from the invoice and posted as a separate retainage type invoice Date Ordered This is the date that the customer originally placed the order You may press TAB to default to the current system date This field will be displayed on some invoice forms Chapter 3 Enter Transactions Page 3 53 Accounts Receivable User Manual Open Item Description This is the twenty 20 character description that you would like to assign this transaction This description will be displayed on all aging reports transaction registers and customer statements If you leave this data item as the default the system will use the transaction type description Customer This is a twenty 20 character field for the customer s purchase order number This field will be displayed on some invoice forms Shipping Instructions This is a twenty 20 character field for a description of any special shipping instructions that may be necessary for this transaction This field will be displayed on some invoice forms Freight Amount This is the dollar amount of freight that you would like to charge this customer for this transaction This amount will be added to the net amount of the invoice and also post this amount to the sales code for fre
22. 0104 This option allows you to record adjustments to sales and cost of sales amounts by transferring a specified amount from one sales code to another You may discover at some point that you have entered a sale to the wrong sales code Or while processing a transaction the system may find that one of the sales codes entered in the Master Configuration has not been added to the sales code file If this is the case you may want to adjust the sales code amount for the error that was made By selecting this option the program will adjust the current sales and cost of sales amounts and the sales and cost of sales amount history for the current fiscal period When you select this option a screen will be displayed showing the seven 7 data items necessary to record the adjustment The following 15 a list of the data items and a description of each Customer Number Enter the number or press the F2 key to scroll though the customer file to make you selection Transaction Number This is the transaction number that this adjustment will be recorded as You should enter the original invoice number that 1s being adjusted Transaction This 15 the transaction description that this adjustment will be recorded with Description The default description will be Adjustment From Code This is the sales code that has had an amount posted to it in error and needs to be adjusted Enter the sales code or press the F2 key to scroll through t
23. 0200 This section discusses the ways to add change delete and copy cycle invoices It also discusses how to print the cycle invoice listing which is used to verify all information input into the cycle invoice file The cycle invoicing routines allow you to routinely bill a customer without having to manually enter the invoice information every time You may set up the invoicing information one time and repeatedly execute this option at a later date Each of the cycle invoices may include up to ten 10 lines of detail which may be anything normally entered on an invoice including inventory items Each Cycle Invoice must be assigned a one to five digit alpha numeric cycle identification number These numbers should be assigned in such a way that allows you to easily group a range of cycle invoices together that need to be billed at the same time For example assigning the number 1 001 1 002 etc could group certain invoices into cycle type 1 which may be monthly 2 001 2 002 etc may be quarterly while 3 001 3 002 etc may be annually You may add notes to any Accounts Receivable Cycle Invoice that may be viewed on the screen for additional information or planning This may be done when adding a new cycle invoice changing an existing cycle invoice or copying a cycle invoice By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record na
24. 06027 522526220 ep ea eo ape eS Fas E egeo aS ees eee aee oer ale ea epe a 2 26 axed A SC IDEINOS c dide oe thas obe e telas aa 2 27 Lench gy SC MCS cso cca Em 2 27 Comma Delimited FRN FOS 2 27 File B port Modules ctii cut eeu ve redu pono sand aab cuu 2 28 Sample Import Customer LING tei 2 30 RENAME AR CUSTOMER NUMBER A R0450 ecce eere eee e eee eee eee esee ess 2 35 SET UP SHIP TO ADDRESSES iiic ERE e eau 2 37 ARAS O pc 2 37 Add Mode AROA ST a re de salt coastal aos 2 37 Change Mode AROZ 3a e desee vae ni tectae Ua audis 2 30 Delete Mode CARUT33 o 2 39 UPDATE CUSTOMER PRICING 440 a o aver a 2 40 SET UP SALES CODES ARUAMT 2 40 era tura
25. Cancel Serial Lot When you click on the Serial Lot button the system is going to look at the costing method that is being used for the specific item that is currently selected first Only if the item is coded as either using Serialized or Lot Number tracking will this button be active If the item 1s one of these two choices a new screen will be displayed showing a listing of the various Serial Numbers or Lot Numbers that are currently in stock Two columns will be displayed Status will indicate to the user if the specific Serial Number Lot is RES or reserved by an order in Sales Order Entry module This means there are commitments for the item but it has not been removed shipped from the inventory yet Y ou may scroll up or down to review the listing of available numbers available in the system based on the current quantity in stock Click on the item you want and then click Or you may click Cancel to return to the main item number screen If you click OK the following screen will appear displaying information on the specific Serial Number or Lot Number Chapter 2 Set Up and Maintenance Page 2 117 Accounts Receivable User Manual View Serial Record Type Class Part 01 100 8x10 KIT Description 8X 10 Storage Shed KIT Cost Layer Information Serial KIT 6x10 96 016 Description Bin Number Warranty Comments Quantity On Hand This
26. A J ACCOUNTING gt 4 7 1 E A SOFTWARE INC uw Y E 9 e Accounts Receivable with Customer Management Invoicing and EFT Processing Part 104 User Manual DATA PRO ACCOUNTING SOFTWARE INC Advanced Software ex Secure ni Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations companies products addresses and persons contained herein are intended to be completely fict
27. 04 07 2006 Pay 04 28 2006 Adj 04 28 2006 Inv 0a 30 2006 Inv 04 30 2006 Inv 04 30 2006 Inv 04 30 2006 Inv Chapter 4 Customer Name Trans amp ALLET1 69187 Z CASH 69188 2 CASH 69189 SwWIS1 544467 ALLE1 61884 HARCT 60344 JONJ1 8471 JAG1 JAGT 78553 UNIV 19847 NATIT 4444444444 HARC1 10525 HARCT 69277 NATI1 69191 69192 69193 ALLE1 69214 Description Allens Hardware Shops Inc Invoice Cash Sale Thank You Invoice Cash Sale Thank ou Invoice Tony Swiss Construction Payment Allans Hardware Shops Inc Payment Fred Hart Payment Sonia Jones Interior Design Payment Joanne Gonzalez Payment Joanne Gonzalez Payment University of Tampa Payment National Auto Parts Payment Fred Hart Record Shipment 30 Fred Hart Invoice National Auto Parts Invoice National Auto Parts Invoice National Auto Parts Invoice Allens Hardware Shops Inc Invoice Sales Journal Infinity POWER Sample Company Inc Sim JF HOUSE HOUSE BM JF BM HOUSE HOUSE BM JF BM BM JF JF JF JF Job amp 10525 10525 USF2004 Sales Journal Trans Amount Reg Payment Method 17 58 001 Master Charge 37 15 001 Cash 347 22 002 Cash 8 137 22 1 651 85 725 00 1 974 66 20 00 900 00 6 100 00
28. 2 Page 2 26 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a sp
29. Inquiry Mode AR0400 The Inquiry mode allows you to view summary information about your customers Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the customer has appeared on the screen you may click on the following keys to view important information Click on the Billing button to review the billing information Page 2 6 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Ell Billing Tools Launch Tax 9 34 r Comments 2 He has stores St Pete Tampa Clearwater County Tax or landa Check Ship To Addresses before shipping Price Levels Terms 1 Retail ri Level Type 2 Level 2 BbLevel8 Description Net 30 2 Disc C Fixed Due Date 3 Level 3 U It Net Days Days EOM 5 Lewel 5 11 None 6 Level b Discount Percent 5 000 3 Einance Charge Password Credit Limit 175 000 00 Balance Forward Customer Sales Code Bank Account Customer Account Project Bank Routing Checking Customer Payment By EFT Savings Consumer Bank Account Cancel Click on the Contact Info button to review the optional Contact Ma
30. PO If the integration with Job Cost is turned on you may enter a job or project reference number This is a twenty 20 character field for the customer s purchase order number This field will be displayed on some invoice forms SO This is a reference number for your internal sales order for this transaction This field will be displayed on some invoice forms Date Ordered This 15 the date that the customer originally placed the order You may press ENTER to default to the current system date This field will be displayed on some invoice forms Ship Inst This 15 a twenty 20 character field for a description of any special shipping instructions that may be necessary for this transaction This field will be displayed on some invoice forms Freight Amount Sales Code This 15 the dollar amount of freight that you would like to charge this customer for this transaction This amount will be added to the net amount of the invoice and also post this amount to the sales code for freight set up in the Master Configuration This data item will only be accessible on the data entry screen if you have answered Y es to the Accounts Receivable Master Configuration question Allow Override of AR Sales Codes This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customers default AR Sal
31. Remember this item is an Advanced Security object and can be defined for users to see or not on a user by user basis or by groups This allows management the flexibility to control who has access to viewing cost and who doesn t This screen is used to enter any historical information pertaining to the movement and profit of that item The three areas of input are Historical 1 Purchases 2 Sales as expressed in dollars and quantities 3 Cost of Sales Purchases For each period month of the accounting cycle you would enter the total dollar amount spent on purchasing that item and then the quantity of items that amount represents Sales For each period month of the accounting cycle you would enter the total dollar amount of Sales for that item and then the quantity of items that amount represents Cost of Sales For each period month of the accounting cycle you would enter the total dollar amount of Cost of Goods Sold for that item to allow the system to determine the gross profit per item for that period NOTE Historical information is only input during the initial setup process The system will automatically update this information as transactions are posted to the system Page 2 110 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Historical Information 10 601 78511 Tools Launch Edit Mavigation 4 vi 7i m Y TD
32. This function can be done on any indexed field in the currently active system or a field the current system is integrated with When the right mouse button is clicked in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the accessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference This is the order in which items will print on reports This 15 handled through the method in which you choose the beginning and ending Chapter 4 Print Re
33. Transaction Inquiry This option is used to retrieve missing data from the credit card network You will be prompted for the Card Number Account Number and Transaction Amount to perform a search within the current batch Entry of only one field will allow the system to search the batch and find the nearest match to the item specified Page 3 24 Enter Transactions Chapter 3 Accounts Receivable User Manual Entry of all three fields would make the search exact If a NO DATA MATCH response is received you should verify the data and re enter the transaction A second NO DATA MATCH response indicates that a matching transaction for the entered data could not be found Open Batch The process of Electronic Draft Capture EDC is initiated with the opening of a daily batch to which credit card transactions are posted There is no limit to the number of transactions which can be stored in a batch The process of opening a batch requires entry of a three digit Batch Number 100 999 If the batch number is not designated a system generated batch number will be opened and assigned as 10 where DD reflects the current day of the month The next item required will be the Batch Date in MMDDY Y format The date entered cannot be more than seven 7 days old or more that one 1 day into the future If the date field 15 left blank the batch date will reflect the current credit card network date based on Pacific
34. click on the button and you may continue to enter the overhead information for this transaction If the customer you have selected has an AR Code defined in their customer file and you have turned on the option to Allow Override of AR Sales Codes in the Accounts Receivable Master Configuration this is the AR Code that will be used to define which Accounts Receivable account will be used to process this transaction Otherwise the default Accounts Receivable account defined in the Accounts Receivable Master Configuration will be used If you want to write a Time invoice you should set up one or two taxable non taxable customers in your file to handle this Then when one of these type customers needs an invoice choose one of these customer numbers You will then be allowed to change To and addresses for that particular sale and complete the invoice as normal Transaction Type This field defines the transaction type e g invoice credit memo debit memo etc You may click on the arrow to review a Pop Up window displaying the transaction types and their descriptions Select the transaction type you wish to use NOTE If you choose Transaction Type 2 Credit Memo the system will automatically reverse the sign of the quantities or extended prices entered to indicate a credit to the customer s account If you choose Transaction Type 4 Adjustment that transaction will not a
35. de ve aude 2 50 Delete Mode ARO 7 vetet e Pede Sha eee o aate bna eer ud unde dh e 2 50 Mode OAS TTE 2 50 IMPORT TAX RATES A uva o n 2 51 Pied BI 2 52 Variable Lene KRASCH EIOS es 2 52 Comma Delimited PRN FIGS e p PC 2 52 File Import Modules Over vie we E 2 53 sample Import lax Rates Filesi re n date E T 2 55 UPDATE TAX RATES FROM TAX SERVICE 0604 2 57 SET UPOPEN ITEMS EENET OCA 2 58 NEW OPEN TTEM ARUAM22 RE 2 58 SELECT AN OPEN ITEM FOR CHANGE OR DELETION AR0423 2 60 SET UP CY CEE INVOICES 0200 055 NEN 2 61 Node ARO I 2 61 buit sudant dud 2 61 dul tesa basement udo additus ie 2 66 rema e 2 66 Copy Mode CARR OAT iuto eru
36. 3 Sales Order 4 Withdrawal Trans Quantity Type LM 3 1 00000 Sales Order Each 3 4 00000 Sales Order Each 4 1 00000 Withdrawal Each 4 1 00000 Withdrawal Each 4 1 00000 Withdrawal Each 2 00000 3 00000 Rel 8 Desc Trans Date Invoice 04 28 2006 Invoice 04 28 2006 Invoice 04 28 2006 Invoice 04 28 2006 Invoice 04 28 2006 Print Reports Overview 4 49 Page 1 4 04 28 2006 Total Cast Tatal Price 0 00 2 495 00 0 00 8 732 50 1 781 37 2 245 50 1 781 37 2 245 50 1 781 37 2 245 50 0 00 11 227 50 5 344 11 6 736 50 Accounts Receivable User Manual Customer Number amp Mame Salesman amp Name Grand Totals Number of records printed 5 Page 4 50 Print Reports Overview Infinity POWER Sample Company Inc Inventory Detail By Customer Item Number Trans Quantity Rel Desc Description Type X Trans Date 3 Sales Order 5 00000 4 Withdrawal 3 00000 2 4 04 28 2006 Total Cast Tatal Price 0 00 11 22750 5 344 11 6 736 50 Chapter 4 Accounts Receivable User Manual Inventory Detail by Salesman 0214 This report provides a complete history of inventory sales and returns for specified salesmen NOTE This report requires the maintaining of transaction detail in Manufacturing Inventory Management This report can be used by management to evaluate the inventory items that
37. American Express e Visa e Mastercard e Discover The system will no longer look for an asterisk in the Description to determine when to dial out for an authorization Instead any payment type with a Processor ID will indicate to the system that it should dial out for a credit card authorization Chapter 2 Set Up and Maintenance gt Page 2 73 Accounts Receivable User Manual NOTE Be sure you have setup each of your processors prior to entering that processor ID on the payment type With the new enhancements you can identify a different credit card processor for different payment types if desired The Maintain Payment Types screen is also where you may optionally indicate the Default Customer Liability account for each payment type The default Customer Liability Account is useful for credit card transactions where you want the system to create an open item on the Credit Card Processor s customer account to show the credit card monies owed to you If you are adding a record click on the Create a Record button or choose the option from the Menu Bar and then Add Make the entries required and click on Save button to save your data or click on the button to cancel without saving The payment type information is not actually added to the file until you have clicked Save button to validate from this screen Results CoARO dbf Payment Types File
38. FILE WITH LAST PAYMEHT DATE CHECK z AND AMOUNT Page 1 16 Introduction RECORD PAYMENTS AND DEPOSITS AxAARMDD DBFE AUDIT FILE OPEH ITEM FILE ExsARAYY DBF AR TRANSACTION DETAIL FILE TRAHSACTIOH HEADER FILE SALES CODE DETAIL FILE PERIOD TOTAL AR2GL XXX AR GEHERAL LEDGER IHTEGRATIOH FILE Chapter 1 Accounts Receivable User Manual Record COS Adjustments Flowchart Record COS Adjustments updates the AR Header File the AR Detail Transaction File and the Sales Cade File If integrated with inventory it updates the Inventory Master File the Cost Layer File and the Inventory Detail Transaction File If integrated to General Ledger it updates the AR General Ledger Integration File EXXAR3YY DBF AR HEADER FILE AA2AIMTYYT DBF IHVEHTOR Y MASTER FILE QTY ADJUST AHD QUAHTITY Chapter 1 RECORD COS ADJUSTMENTS EXxXARAYY DEF AR TRAHSACTIOH DETAIL FILE INVENTORY COST LAYER FILE CODE PERIOD TOTAL IHVEHTORY DETAIL FILE GENERAL LEDGER AR INTEGRATION FILE Introduction Page 1 17 Accounts Receivable User Manual Record Auto COS Adjustments Flowchart Record Automatic COS Adjustments updates the AR Header File the AR Detail Transaction File and the Sales Code File If integrated wi
39. Inventory Cost Layer File Cost layer quantity reduced serialized item coARSdy dbf Salesman File withdrawn AR2GL co Accounts Receivable Integration File General Ledger accounts updated POST CYCLE INVOICES 0105 This option allows you to print and post your cycle invoices You may select specific invoices to include in the posting or by setting a configuration option in the Master Configuration you can specify to post single invoices Using this option you may post the cycle invoices that you have set up in Set Up Cycle Invoices menu option First you will be asked either for a specific invoice to post or for the beginning and ending range of cycle invoices to post You will then be given a chance to enter the cycle invoice number mask Using the mask you may select invoices by group or cycle You may select the option to actually write the invoices on the invoice form set up in the Master Configuration or print only a transaction register of the invoices being posted If you have selected to print actual invoices a screen will appear with the Invoice Form that is currently selected You may press the Browse button which will allow you to browse the directory for another valid invoice form After the form has been printed you will be asked if you need to print the form again The invoice date will be the current system date and the due date will be calculated based on this invoice date
40. JOM JOM Page 4 52 Sonia Jones Interior Design Totals Sonia Jones Interior Design Totals Sonia Jones Interior Design Totals sonia Jones Interior Design Totals Inventory Detail by Salesman Infinity POWER Sample Company Inc Inventory Detail Report For Salesman Bill Maguire Item Mumber Description 50221165 Lightweight Sawblades 3 Sales Order 608112 Meter Glass Case 3 Sales Order 608126 Electric Box Pole Stand 3 Sales Order 8010100 Green Paint Standard Order 3 Sales Order Print Reports Overview Trans Quantity Type 3 100 00000 Sales Order EA 100 00000 EA 3 5 00000 Sales Order EA 5 00000 EA 3 100 00000 sales Order EA 100 00000 EA d 20 00000 Sales Order Gal 20 00000 Gal Rel 8 Desc Trans Date Invoice 04 01 2006 Invoice 04 01 2006 Invoice 04 01 2006 Invaice 04 01 2006 1 4 04 28 2006 Total Cast Price 0 00 279 75 0 00 879 75 0 00 144 27 50 00 8144 27 80 00 8 280 00 0 00 2 220 00 0 00 8288 00 0 00 288 00 Chapter 4 Customer Number Mame Chapter 4 Grand Totals Infinity POWER Sample Company Inc Inventory Detail Report For Salesman Bill Maquire Item Number Trans Description Type 3 Sales Order Accounts Receivable User Manual Page 2 4 04 28 2006 Quantity Rel Desc T
41. Terms 759 20 STRING 393 20 Tlermtype 780 0 INT 413 3 Tax 746 10 STRING 416 10 Salesman 732 5 STRING 426 5 Region 726 5 STRING 431 5 FURL 435 Required fields for importing records Imports a N for each record Not included in import file Length depends on how many characters are specified NOTE Make sure bank accounts tax codes and salesman are set up prior to importing files Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 2 Chapter 2 Set Up and Maintenance Page 2 31 Accounts Receivable User Manual Data Pro Support Document Field Descriptions ACTION TYPES ADD RECORD 2 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND TERMTYPES TYPES FIXED DUE DATE 2 NET DAYS NET Import Tips 1 Map descriptions that contain 3 assume a 2 decimal place 2 file descriptions that contain adds a value to an existing value instead of replacing it
42. This option provides a Bar Graph or Pie Chart ranking the top twelve 12 salesmen based on MTD or YTD sales This graph is particularly useful in quickly determining your top twelve salesmen for either the current month or the entire accounting year You may select a range of salesmen to use in the ranking and also the basis MTD or YTD You may then specify whether you would like a Bar Graph or Pie Chart format The top twelve salesmen will be displayed before the graph is generated so that you may know which salesmen are included on the graph YID Net Sales zT 0000 00 190000 00 3 HOLISE Page 5 6 Perform Analytical Graphs Chapter 5 Accounts Receivable User Manual YTD Net Sales Chapter 5 Perform Analytical Graphs Page 5 7 Accounts Receivable User Manual This page intentionally left blank Page 5 8 Perform Analytical Graphs Chapter 5 Accounts Receivable User Manual A URIS eM tu aa tae 3 28 Accounts Recervable ProcesstrHe C VOle ite NO teo tre 1 4 SUMMAR Duca deca a 3 48 Adda New Price at trahe tco e M Fou c Tr 2 40 NT E EIE OE DT NOTET 1 3 AOC Ai e TP 3
43. balance that is past due This can be any message up to fifty 50 characters alpha numeric in length The default message is Please pay past due items to preserve your credit Manufacturing The Manufacturing Default is a single data item which indicates the default status for any invoices entered into the system Invoice Manufacturing Default Default None Whenever you prepare an invoice for a customer the system will set the initial manufacturing status to whatever has been established as the default You will still have the opportunity to change it on a per invoice basis You have three choices to select from e None e Shortage e Complete If you select None no manufacturing will be performed The system will operate exactly the way the standard Accounts Receivable module would If you sell more of an item than you have on hand there will be no cost recorded for the units that you were short The Quantity to Adjust field for the item will reflect any error If you select Shortage the system will automatically manufacture items if you are short If you sell more of an item than you have on hand the additional units needed will be manufactured The manufacturing process is recorded just as it would be if you had used the option in Manufacturing Inventory to Manufacturing If you select Complete the system will automatically manufacture all items ordered Even if you have enough of t
44. 3 file position 1 forces value to be fixed as specified in the map file description Example If you were going to forcing General Ledger number the line would look as follows 10100 Default GL Account 679 20 S T RING 1 5 5 being the length of the account number NOTE The DP OS DPLEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted Page 3 Page 2 32 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Data Pro Support Document If you are importing from Excel using a space delimited file If you are importing from Excel and using a space delimited file Windows has a limit of 215 for the length Therefore you must import three times Use an Action 4 for all imports Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that held Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the nu
45. 4 255 00 12 2 4 Boards No 14 00 EA 9 34000 130 76 305011588 4 Sheet Plywood 100 00 EA 13 23000 1 323 00 305022511 Salesman Totals 21 946 26 14 895 61 729 79 Cash 0 00 27 050 65 0 00 Commission Calculations for Bill Maguire Total Net Salas 7 050 65 Level 1 3 500 00 20 00 700 00 Level 2 2 500 00 15 00 375 00 Above Level 2 1 050 65 10 00 105 07 Total Amount of Commission 1 120 07 Number of records printed 3 Chapter 4 Page 1 4 04 28 2006 Total GP 0 00 0 00 3 562 74 11 957 29 52 40 0 00 5 344 11 3 562 74 10 718 76 10 89 2 730 00 5 920 00 52 50 5849 00 22 676 05 32 13 Print Reports Overview Page 4 45 Accounts Receivable User Manual Salesman Ranking AR0212 This report ranks up to 500 salesmen by either MTD or YTD gross or net sales This report is a very valuable tool in evaluating and comparing the manager s sales abilities You may select a range of manager and then rank up to 500 on either Month To Date or Year to Date gross sales or net sales This report will print in descending order with the summary sales information printed for each manager Field Names Salesman Number Salesman Name Month To Date Gross Sales Month To Date Net Sales Year to Date Gross Sales Year to Date Net Sales Ranking Number Grand Totals Page 4 46 Print Reports Overview Chapter 4
46. 59 056 56 50 00 5623 51 50 00 Accounts Receivable User Manual Customer Aging Report Detailed Page 1 4 04 28 2006 61 90 Day 91 120 Day Over 120 1 409 69 P 1 656 20 2 775 90 2 775 90 2 775 90 2 775 90 36 380 25 2 183 67 P 2 183 67 50 549 74 5040 P 0 00 0 00 5040 Print Reports Overview 4 7 Accounts Receivable User Manual Customer Phone Humber Contaci Type Trans Description BUCS Buccaneer Facilities 727 235 9656 John Madison Open Items 1 Dep 6 Deposit Advance EDL Jok 10486 Due 2 Dep 8 Deposit Advance Sim EDL Job 10488 Due 3 Dep 9 Deposit Advance Sim EDL Jok 10489 Due 4 Dep 10 Deposit Advance EDL Jok 10490 Due 5 Dep 11 Deposit Advance Sim EDL Job 10491 Due 6 12 Deposit Advance EDL Job 10492 Due 69256 Invoice Sim EDL Job Due 8 69257 Invoice Slm EDL Jok Due Aged 04 28 2006 Subtotals Retainage Deposits Met Total HARCI Fred Hart 813 971 4512 Fred Hart Open Items 1 69104 Invoice alin BM Due 2 69104 Invoice sim BM Jab Due ijlnv 69277 Invoice sim BM Jom 10525 Due 4 80344 Payment Slm BM Job Aged 04 28 2006 Subtotals Retainage Deposits Net Total Page 4 8 Print Reports Overview Region Date 01 14 2004 03 10 2004 05 05 2004 07 07 2004 03 01 2004 11 03 2004 01 31 2005
47. 729 79 11 227 50 5 344 11 0 00 3 562 74 729 79 0 00 729 79 0 00 211 957 29 52 40 729 79 5 883 39 22 40 Yo 53 562 74 0 00 9 11 957 29 52 40 11 957 29 52 40 Chapter 4 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 Detailed Sales Journal 4 04 28 2006 Sales Code Summary Code Description Sales 5 10000 Sales Taxable 11 227 50 5 344 11 Total Sales 11 227 50 5 344 11 Net Sales 11 227 50 2 344 11 Gross Profit 5 883 39 Gross Profit 52 40 Special Items SCO01 Sales Tax Charges 729 79 0 00 5 00 Cost of Sales Accrual 0 00 0 00 5 102 Cash Sales Checks 725 00 0 00 Number of records printed 4 Chapter 4 Print Reports Overview Page 4 29 Accounts Receivable User Manual Sales Journal by Salesman 0206 This report provides a detailed listing of all invoices credit memos and other transactions for specified transaction types and date range by salesman This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each salesman It may be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a salesman range and a date range that may include all transactions for the current fiscal year However you may be even more specific and request a listing of only invoices payments or any other transaction type The s
48. AII other information will be posted as it was set up on the cycle invoice The invoices will be posted to the customers accounts and the transactions will be saved in the same way the Write Invoices and Credit Memos function does NOTE If the current system date is outside of the beginning and ending cycle invoice dates those cycle invoices will not be posted When cycle invoices are posted and the Credit Card method of payment has been defined on the cycle invoice and all configurations are set up for EDC Electronic Draft Capture the system will dial out to the credit card network and retrieve an authorization for this charge If you have chosen to utilize the Electronic Funds Transfer EFT processing feature and the Cash Receipts sales code set up in the Accounts Receivable Master Configuration has an EFT bank account assigned to it and if the Customer being billed has the appropriate EFT information set up on their account then EFT processing will occur NOTE EFT information must be set up in the Set Up Bank Accounts including the account number routing number and EFT Processor in Accounts Payable and Check Reconciliation For more information on setup and usage of the EFT system please refer to Chapter 1 of the Check Reconciliation manual Page 3 14 Enter Transactions Chapter 3 Accounts Receivable User Manual Results coARSdy dbf Manager File coAR1dy dbf Customer File Customer History i
49. BUCO me 2 129 lU dg ee RCM TRUE E 2 130 Chanse 6040 a atu 2 131 Dele Mode ICO 2 131 Copy Mode Pase E E 2 131 MAKE COMPLETE DATA BACKUPS 2 132 CHAPTER 3 ENTER TRANSACTIONS cessssssssssscsssessscessecssssssecsssssecsscecsssessscussesnsetsnsssseesee 3 1 WRITE INVOICES AND CREDIT MEMOS 0101 0 110 ee reae eee eo enoe 3 1 Be P M 3 5 PREPARE PROPOSALS 3 12 5 5 eee ex Pa eua eee ee ev ea epe Le pev ase ead 3 12 RECORD MANUAL INVOICES 0102 3 13 POSTCYCLE INVOICES 3 14 RE PRINT INVOICES AROMAS 3 15 IMPORT TRANSACTIONS ROG0 2 eon oae eee aaa rino roS PR oe PE eee aas onera ea era uo 3 15 Fixed MIB P E 3 17 Valable kenah ASCH PGs NT
50. If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items Tax Rate This is the number you assign to define your tax rate This is a ten 10 character alpha numeric field Description This is the description of the Tax Rate which will be displayed on all reports and screens This is a thirty 30 character alpha numeric description field Primary Tax Rate These rates are the tax rates for each of the five entities for the Ist tax rate As you enter or change the rate the total tax rate will automatically be adjusted Break Point This is the dollar amount of sales that is the break point to begin using the second rate sales above the break point will be taxed at the 2nd rate Secondary Tax Rate These rates are the tax rates for each of the five entities for the 2nd tax rate As you enter or change the rate the total tax rate will automatically be adjusted NOTE The entity field 15 simply a feature that allows the breakdown of tax liability into several different categories such as state county city etc This provides reporting which is very useful in determining your tax liability for each government entity Details By clicking on the Details button a new screen will appear and will be updated as new sales are added
51. Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Chapter 2 Set Up and Maintenance gt Page 2 53 Accounts Receivable User Manual Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being importe
52. New Payment Type Information is Added Change Mode AR0462 This option allows you to modify an existing payment type If you have made any mistakes during this set up process you may return to the Change Payment Types option to change any information you have already entered Maintain Payment Types ioj Tools Launch fayvigation Operation Mode Change Id AMEX Description Express Payment Type credit cara v Sales Code sc1os Customer amex Bode Credit Card Mask Processor Id PCCHARCE Usern Fields Cancel Pose First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Page 2 74 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Results CoARO dbf Payment Types File New Payment Type Information is Updated Delete Mode AR0463 This option allows you to delete an existing payment type that you may have entered by mistake or is no longer
53. Reset Factors button will restore the Master default factors when you are done If you are utilizing the Unit of Measure Conversion procedures the selling price will be based on the Price Level defined for each unit of measure in the Unit of Measure Conversion table Costs This screen is used to display the average cost of this item and the current total value of the item in stock This is based on the total quantity on hand times the price paid for those quantities regardless of the costing method in effect for this item An average cost is then calculated based on total value divided by the number of quantities in stock The following screen shows how this would appear Cost Information 10 601 85461 Total Cost 5 208 06 Average Unit Cost 2 83 Last Received Date 04 30 2003 Last Received Quantity 300 00 Last Received Unit Cost Chapter 2 Set Up and Maintenance Page 2 109 Accounts Receivable User Manual Additionally the lower portion of the screen displays the Last Received Date Last Received Quantity and the Last Received Unit Cost This provides the user an instant lookup ability to see the last time this item was purchased how much was purchased and what was paid for the item This avoids having to run reports to determine whether certain items should be kept discontinued or re ordered AII three of these fields are automatically updated each time a receipt transaction 15 posted in the system for this item
54. Sales Journal by Salesman 5 Sales Journal by Sales Code 6 Sales Tax Report Sales Code Summary 0220 This option prints a summary of all sales and cost of sales by sales code as of the last time this report was printed If you are interactive with General Ledger and have specified in the Master Configuration NOT to to GL in Detail this option will also post a sales journal entry This report can be used by management to review a summary of all sales and cost of sales for either the Current unposted amounts or the Month To Date amounts If you have specified that Accounts Receivable will NOT post in detail to the General Ledger this report will also create a General Ledger Account Summary integration file When selecting Print Sales Code Summary report for printing you have the option of choosing between 1 Current Amounts 2 Month to Date Amounts 3 Year to Date Amounts The integration file is created by choosing the report for current amounts Once the report has printed the system will ask Do you wish to clear the current Sales and Cost of Sales Amounts By clicking on the Yes button the system will zero or clear the amounts held in the current accumulator fields This clearing of the amounts is what creates a journal entry to the General Ledger Integration file that you will post to your General Ledger module if you are running interactive All current amounts will also be zeroed It is rec
55. Systems System Administrator section on the Menu Bar is utilized to set up your files This procedure is performed only once Thereafter your files may be modified any of the other maintenance options under Set Up and Maintenance menu in Accounts Receivable When you select this menu option a complete list of choices will be displayed as shown on the following screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Graphs Set Up and Maintenance Help Set Up Customers Import Customers Rename AR Customer Number Set Up Ship To Addresses Update Customer Pricing Set Up Sales Codes Set Up Salesman Set Up Tax Rates Import Tax Rates Update Tax Rates From Tax Service Set Up Open Items Set Up Cycle Invoices Set Up Invoice Text Templates Set Up Credit Card Information Set Up Payment Types Set Up Credit Card Processors Change Master Configuration Maintain Data Files Set Up Inventory Items Chrl Fa Set Up Projects Chapter 2 Set Up Maintenance Page 2 1 Accounts Receivable User Manual GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Accounts Receivable files from scratch Select the Systems option from the Menu Bar Then select the System Administrator option Then select Start up from Scratch m
56. This is a decision that must be made on a company by company basis It is not uncommon in many industries where there is only a quantity of one of an item that overselling the item would be a major problem i e jewelry The Accounts Receivable module also provides an advanced option which allows for the ability to Record Cost of Sale Adjustments for those transactions where the actual quantities were not in stock at the time of the sale However the quantities were later received and these adjustments could be made which allows the system to update the Sales Journal for the appropriate amount of Cost of Sales to the specific and affected invoiced customer transactions In some companies their receiving docks cannot always keep up with the receipt of their inventory Therefore they have the products and customers ready to take delivery of those products and they do not want to slow down the billing of those products Therefore even if this option warns them that the quantity on hand is less that what is being invoiced the user may be allowed to proceed because management knows they will adjust the system at some point in time in the future when receiving catches up In light of these scenarios the Advanced Security Administrator provides management with the advanced tools to configure the system to run based on their specific needs The system can be set to never allow an item to be sold if the quantity on hand 15 less than what is being in
57. This procedure allows for Multiple Accounts Receivable tracking Chapter 2 Set Up and Maintenance gt Page 2 83 Accounts Receivable User Manual The Accounts Receivable module will print a report displaying the journal entry that would be posted to the General Ledger even if you are not interactive with the General Ledger It is recommended that if you are not interactive with the General Ledger you enter the account number from your manual General Ledger so that the journal entry report may be posted to your manual General Ledger without confusion Special Field Default Special This field is the heading of a special description field that may be used in the customer file This may be most useful if you need to set up your customers to be easily retrieved by a special key such as the owner of the company customer classification etc Commission Basis Default Sales The commission basis may be set to one of three choices for your company None Sales Cash Receipts This configures which type of transaction will be used when calculating the commission for each salesman If you do no commission tracking obviously you would select None Many companies do pay various types of commissions to their sales staffs and they will generally pay their sales staffs based on one of two methods of payment The first is based on paying commissions when the sale 15 recorded This is the Sales method of paying commis
58. have been purchased by a particular salesperson s assigned customer accounts It should not be confused with the Sales Commission Report as this report will give a detail listing of all inventory transactions for each customer that is currently assigned to a particular salesperson regardless of who the originating salesperson was at the time of the transaction The report is very helpful to current sales representatives by assisting in analyzing the overall types of products their assigned customers have purchased within a specified date range The report will only use the default salesperson that 15 currently assigned as the salesperson in the customer s master record to determine all sales withdrawals from inventory and returns Once this option is selected you will be prompted to enter a desired salesperson for analysis Only one salesperson at a time will be allowed Next you may include transaction types that have originated from sales orders withdrawals from inventory or returns back to inventory You will then enter the beginning and ending date range to include in this report Field Names Customer Number Customer Name Class Part Transaction Type Quantity expressed in Unit of Measure Reference Number Description Total Cost Description Transaction Date Total Price Chapter 4 Print Reports Overview Page 4 51 Accounts Receivable User Manual Customer Number Mame JOM JONJ1
59. import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file NOTE Value fields must be present in the import file and cannot be deleted from the record layout file Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 2 Set Up and Maintenance Page 2 29 Accounts Receivable User Manual Sample Import Customer File Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting Software Secure Internet Solutions IMPORT CUSTOMER FILES 6 1 DEFAULTS A Map file designates what fields and what the length of those fields that will be imported The file y ou import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in map file even if blank If no map file exists then go to set up and maintenance import Customers and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad wordpad and deleting or adding fields y ou wish to import If you delete or add fields you
60. of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product Kit They may also be found on the CD ROM presentation Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being used This option may be changed as often as desired If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs Statement Minimum Default 5 00 This is the minimum dollar amount of the balance of a customer s account before the customer statement is printed The system will not print a statement for any customer with a balance below this amount This is a useful feature to avoid printing unwanted or unnecessary statements for customers who either have no outstanding balance or so little a balance as not to warrant the effort or expense of sending them one STATEMENT MESSAGES Normal Statement Default Below Message 5 This is the message that will be printed on each customer statement This may be any message up to fifty 50 characters alpha numeric in length The default message is Please ask your salesman about our Specials Chapter 2 Set Up and Maintenance gt Page 2 91 Accounts Receivable User Manual Past Due Statement Default Below Message 5 This is the message that will be printed on any statement that has a
61. rder 100 00 Quantity Reserved 4 00 Quantity Reg Mant 0 00 Quantity Available 387 00 Quantity 150 00 Calculated Price Page 2 22 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual When you are done with Pricing section of the customer s record click Cancel to return to the main data entry screen Shipping Address Button This shipping address allows merchandise to be shipped to a company separate location with an entirely different name than the Customer Name You will be able to set up multiple shipping addresses for each customer set up in this option Ship to Name This is the company name that will be printed above the ship to address on the invoice If this field is Same the program will use the Customer Name Once the customer has been added to the file you may select the option Set Up Ship To Addresses from the menu to add up to one million additional shipping addresses Windows Character based or nine million under UNIX Ship to Address This is the address that will be printed in the Ship To area of the invoice If this field has the word the program will use the Billing Address This information may be changed at the time of invoicing for additional flexibility This allows bills to be sent to one location while merchandise may be shipped to another When you have completed the Shipping information section o
62. sales Code Liste ea dicet us r 4 61 Sales Code a E 0 4 19 Sales Code Summary Monthto Date a tee 4 20 Sales Code 5umtmry Y earsto Date med een docui 4 22 Sales Code Trend Re DOU usse ob 4 42 E eM KK 4 24 4 25 SalesJoumal DY 4 27 Dales 4 34 Sales Journal Dy Sale Smmdlbo us reri ned ceric Sat 4 30 Sales RG 4 36 Index Page I 3 Accounts Receivable User Manual SALES TREND BY TOMER team rta A 5 1 SALES IBENDUBYSGALBSCODDB eee 5 2 SALES TREND BY JSALEBESNEXNINZ uu ete tene atate ta bo eee ete e pnt 5 2 SALESMAN COMPARISON ss 5 4 Salesman LISON TO E m c 4 64 CSUN Ce ated
63. sales Tax Charges Sales Discounts Allowed Cash Receipts Deposits Received Cash Sales Checks Cash Sales Master Card Number of records printed 21 Page4 22 Print Reports Overview Current Sales 360 453 86 19 727 66 74 983 59 9 183 92 9 534 30 47 600 00 244 50 0 00 2 400 00 201 32 29 700 00 8 280 00 0 00 0 00 562 309 15 2 256 85 560 052 30 458 062 25 81 7996 23 102 88 2 256 85 103 724 66 400 00 79 114 07 867 35 4 Page 1 04 28 2006 Current C O S 29 516 27 17 014 37 25 215 41 4 475 46 4 410 45 7 900 00 1 632 75 3 700 00 0 00 114 80 1 760 54 2 050 00 1 200 00 3 000 00 101 990 05 0 00 101 990 05 50 00 50 00 50 00 0 00 0 00 0 00 Chapter 4 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 sales Code Summary 4 04 28 2006 Account Summary Account Description Debit Credit 11110 Cash in Bank General 184 090 45 11300 Accounts Receivable Cu 398 964 73 11400 Inventory Tampa Main O 80 631 96 11450 Work In Process 21 358 09 21220 Deposits Received 400 00 25100 sales Tax Payable 23 402 88 40000 Revenue 360 453 86 41100 1 Revenue Concrete Comme 47 600 00 41100 2 Revenue Concrete Resid 22 372 16 41200 2 Revenue Electrical Resid 75 184 91 41300 1 Hevenue Framing Commer 29 700 00 41300 2 Hevenue Framing Reside 17 463 92 41500 2 Revenue Roofing Resi
64. section of the Menu Bar new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in If the import file is a comma delimited file the data can be variable length If the import file 15 a fixed length ASCII file it must have a logical record length of 206 bytes Both types of files must have the following field lengths Description Position Length Tax Rate Number SIRING 2 10 15 Prim Entity 2 FLOAT 57 15 Prim Entity 4 FLOAT 67 See Entity 5 If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting progra
65. 00 8 453 50 523 46 0 00 11 957 28 10 718 76 384 37 0 00 0 00 0 00 0 00 0 00 0 00 96 987 38 Customer Ranking Report Based on Y TD Sales Manth ta Date Avg Inv 16 237 50 0 00 0 00 8 453 50 261 73 0 00 11 957 29 10 718 76 192 19 0 00 0 00 0 00 0 00 0 00 0 00 58 817 03 Irv C C Q kh OH cQ 11 Accounts Receivable User Manual Salas 395 472 56 61 246 00 33 961 21 17 510 06 14 410 95 13 500 00 11 957 29 10 718 76 9 384 37 8 725 82 50 00 50 00 0 00 50 00 50 00 576 887 62 Print Reports Overview 4 55 Year to Date Avg Inv 16 478 02 30 623 00 33 961 81 8 755 03 1 801 37 13 500 00 11 957 29 10 718 76 3 128 12 8 725 82 0 00 0 00 0 00 0 00 0 00 13 111 08 Page 1 Inv R3 b Fu Re 4 04 28 2006 d 11 12 13 14 15 Accounts Receivable User Manual MAINTENANCE REPORTS Six options are available by selecting the Maintenance Reports menu option 1 2 3 4 5 6 Customer Listing Sales Code Listing Salesman Listing Tax Rate Listing Cycle Invoice Listing Customer Mailing Labels Each report is discussed here Customer Listing AR0215 This report provides a listing of all customer information in either detailed or summarized form This report is desig
66. 1 615 50 STRING 346 50 Comments 2 666 50 STRING 396 50 LRL 445 Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 if no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDYY Page 1 Page 2 30 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Data Pro Support Document IMPORT CUSTOMER FILES AR0601 MAP CUSTOMIZED NOTE This import file can be used for fixed length ASCIT files or comma delimited PRN If using a comma delimited all STRINGS must be preceded and ended with quotes Example 510 Main Street Action 1 0 CHAR 1 1 Customer 0 10 STRING 2 10 Name 11 30 STRING 12 30 Bill Addr 1 219 30 STRING 42 30 Bill Addr 2 281 30 STRING 72 30 Bill City 467 30 STRING 102 30 Bill State 529 2 STRING 132 2 Bill Zip 561 10 STRING 134 10 Ship Name 188 30 STRING 144 30 Ship Addr 1 250 30 STRING 174 30 Ship Addr 2 312 30 STRING 204 30 Ship City 498 30 STRING 234 30 Ship State 545 2 STRING 264 2 Ship Zip 5 2 10 STRING 266 10 Contact 156 20 STRING 276 20 Fhone 63 14 STRING 296 14 Fax 84 20 STRING 310 14 Email 105 50 STRING 324 50 N DPYN 7598 1 STRING 1 1 Limit 718 0 DOUBLE 374 16 Termdays 782 0 INT 390 3
67. 1 8 Sub Contract 1RS Rooting Sub Contract Supplier PICF 1RS Rooting Sub Contract Vendor S 85 Total Roofing Sub Cantract Tatal Roofing Total Commercial Construction 8 Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Page 3 46 Enter Transactions Infinity POWER Sample Company Inc Manager Actual Costs PTO 29 727 63 1 00 29 727 63 1 00 650 00 0 00 14 820 00 247 00 15 470 00 247 00 49 735 13 523 00 148 134 56 2 340 00 0 00 0 00 5148 134 56 2 340 00 Suggested Billing Worksheet Detail Level Cade Current 0 00 0 00 50 00 0 00 5650 00 0 00 50 00 0 00 550 00 0 00 650 00 0 00 2 900 00 0 00 50 00 0 00 52 900 00 0 00 i Billing Information PTD Suggested 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 54 400 00 0 00 0 00 0 00 166 000 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 165 000 00 0 00 0 00 0 00 4 4 04 06 2006 Complete Actual 0 00 0 00 100 039 0 00 0 00 0 00 0 00 0 00 104 53 0 00 100 68 0 00 102 21 1258 06 0 00 0 00 102 21 1258 06 Chapter 3 Accounts Receivable User Manual ACTUAL BILLING SUMMARY JC0202 This report prints the current billing information for each project This information will be recorded automatical
68. 1 01 2004 11 538 55 2 02 2004 2 6 842 18 03 2004 1 1 748 94 Cancel Detail Click on the Price Plans button to view the Price Plans that have been assigned to this customer Page 2 10 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual lil Price Plans Customer ALLE1 eL Tools Launch Edit Wavigation 4 vb MB Detail Item Price Plan Description KITSALE Special January Eit Sale DISTRIB gt Distributors Pricing Program When accessing the Open Items the Historical features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK Add Mode 0401 This option allows you to set up new customers You may input all customer specific information with this option except for open items There is a considerable amount of information kept track of for each customer in your files Not all information requested must be filled in Different companies have varying levels of need for this type of information Utilize only those fields that apply to your specific needs If you are adding a n
69. 2 Revenue Electrical Resid 4 629 59 41300 1 Hevenue Framing Commer 8 000 00 41300 2 Revenue Framing Reside 1 471 95 41500 2 Revenue Roofing Reside 8 453 50 45000 sales Returns and Allowa 25 93 520000 Cost of Sales 5 344 11 91100 1 Concrete COS Commercia 3 600 00 51100 2 Concrete COS Residenti 2 745 62 51200 2 Electrical COS Residen 6 068 69 51300 1 Framing COS Commercial 1 200 00 51300 2 Framing COS Residentia 910 56 51500 2 Roofing COS Residentia 3 777 25 60100 1 Salaries Commercial 2 500 00 Total Debits 124 459 54 Total Credits 124 459 54 Chapter 4 Print Reports Overview Page 4 21 Accounts Receivable User Manual Code 10000 31100 31200 31300 31500 51101 51102 21161 51162 51202 51301 51302 51361 21501 5 004 Special Items SC001 SCO004 5 006 5 007 5 102 SC103 Sales Code Summary Year to Date Infinity POWER Sample Company Inc sales Code Summary Year to Date Description Sales Concrete Materials Residenti Electrical Materials Framing Materials Roofing Materials Concrete Materials Commercial Concrete Materials Residential Concrete Labor Commercial Concrete Labor Residential Elec Materials Residential Framing Material Commercial Framing Material Residential Framing Labor Commercial Roofing Material Commercial Total Sales Sales Discounts Allowed Net Sales Gross Profit Gross Profit 96
70. 20 character alpha numeric field It can be any combination of letters or numbers However keep in mind that the file is sorted in alphabetically When accessing the Text Template File for search purposes it can be sorted by name or description Template Description This field contains a thirty 30 character alpha numeric field This is the description you wish to give this Text Template Keep in mind that the file is sorted in alphabetically When accessing the Text Template File for search purposes it can be sorted by name or description Text This is a free form text area that is comprised of ten 10 lines of text at sixty 60 characters each line Enter any text you wish for the template When you have finished entering text press the Page Down key to exit the text box Then click on the Save button to validate and save the Text Template Results coARC dbf Text Template File Text Template Information is Added coARD dbf Text Template History File Text Template Information is Added Chapter 2 Set Up and Maintenance gt Page 2 67 Accounts Receivable User Manual Change Mode 0436 This option allows you to change information on an existing text template If you have made any mistakes during this set up process you may return to the Change Text Template option to change any information you have already entered Select the data item you want to change on the first overhead screen by
71. 26 Enter Transactions Chapter 3 Accounts Receivable User Manual The following describes each of the data items Transaction Type This is the type of transaction that is being entered either for payments or for deposits The default value is payments Payment Type These Payment Types are defined in the Master Configuration of Accounts Receivable Click on the arrow box and a pull down list will appear with the available choices If the Check Payment Method is used the system will ask for the check number If Credit Card Payment Methods are selected the Credit Cards you have set up in your Master Configuration are used The system will ask for the credit card number and the authorization number after Validate has been selected If the payment method chosen has in the description the system will begin the procedures for an Electronic Draft Capture EDC on this transaction The EDC procedure will take you to another screen and begin dialing out for an authorization on the credit card If the payment method chosen has an EFT in the description the system will begin the procedures for an Electronic Funds Transfer EFT on this transaction The EFT procedure will update the appropriate files with the fund transfer information and the screens will act as though a cash payment was entered For more information on set up and usage of EFT processing please refer to Chapter 1 the Check Reconciliation manual NOT
72. 5 SALESMAN 5 5 6 INDEN fu er 1 This page intentionally left blank Page viii Accounts Receivable User Manual CHAPTEH 1 INTRODUCTION Simply stated the purpose of an Accounts Receivable system is to track all dollars owed to you for which you have not been paid Normally these receivables are the results of credit sales of goods and or services to your customers The Infinity POWER Accounts Receivable system expands on this simplified description to bring you a very sophisticated integration of a complete billing module accounts receivable tracking and analytical sales reporting system The billing options provide on line and or after the fact transaction processing of Invoices Project Billings Credit Memos Debit Memos Adjustments Finance Charges Retainage Deposits and Payments The use of Multiple Accounts Receivable Accounts may be accomplished through the set up of special Sales Codes to handle the General Ledger Entries to specific Accounts Receivable chart of account numbers The system allows the definition of a default AR Sales Code to each customer However at the time of Invoice Entry or Sales Order Entry you may change the default AR Sales Code to one of your choice This feature is accessible by answering a question in the Accounts Receivable Master Configuration under the Invoice Format screen Multi
73. Account etc For AR Code type sales codes this 1s the Accounts Receivable account that will be used for the necessary debit or credit This type of sales code is utilized to distribute Sales and Cash Receipt entries to specific Accounts Receivable accounts set up in the General Ledger These codes are defined in the set up of the customer s record and at the time of transaction entry If you do not wish to execute the multiple AR account tracking the default Accounts Receivable account set up in the Accounts Receivable Master Configuration will be the account used Sales Amount This is the current unposted amount of sales that have been entered through the Enter Transactions option This amount will be accumulated until the Sales Code Summary Report is printed and the option Clear Current Amounts is selected which will also update the General Ledger Integration file if it is set to be interactive Asset Account If Accounts Receivable is interactive with Manufacturing Inventory Management the system will calculate the cost of sales for any inventory item sold Additional cost of sales may be entered for any invoice This account is the Inventory Asset account that will be the credit offset for all cost of sales postings to this sales code The GL Asset Account is not used in conjunction with non sales type or AR Code type sales codes Chapter 2 Set Up and Maintenance gt Page 2 43 Accounts Receivable
74. FINANCE CHARGES 0106 This option allows you to calculate and post finance charges to any customers with past due balances which fit into the criteria that have been defined in Set Up Master Configuration menu option In the Master Configuration you have defined whether or not finance charges will be calculated for your company the finance charge rate and if you wish to compound finance charges You have also defined whether finance charges should be calculated for each individual customer The program will use this information to process finance charges when you select this option The system will first ask you for the beginning and ending range of customers and the Region mask Select the range of customers you want to calculate finance charges for The system will then ask you for a reference number It will be the transaction number that will be used for each transaction posted while executing this option You may enter the reference number or leave it blank The system will then ask for the Region Mask Click on Start button to validate and begin calculating finance charges The system will use the current system date to calculate the age of each open item of the customer If the open item is past due and the number of days past due is more than the Off Days specified in the Master Configuration the amount of the open item will be included in the amount which will be charged finance charges Once all open i
75. Gross Profit Gross Profit Percent summary by Sales Code Chapter 4 Print Reports Overview 4 27 Accounts Receivable User Manual Sales Journal by Customer Infinity POWER Sample Company Inc Detailed Sales Journal By Customer Trans Amount Cost Amount Gross Profit 0 00 725 00 Tax Freight 0 00 0 00 725 00 106 15 Page 1 4 04 28 2006 Total GP 55 5725 00 100 00 725 00 0 00 3 562 74 3 562 74 0 00 Yo Date Customer Name Type Trans Description 04 05 2006 HARCA Fred Hart Pay 60344 Detail Code Description Tax Quantity 56102 Payment Inv 69244 Inv 69250 04 28 2006 HARCA Fred Hart Adj 10525 Record shipment 50 Detail Code Description Tax Quantity SCO08 COS Accrual 04 28 2006 HARCA Fred Hart Inv 69277 Invoice Detail Code Description Tax Quantity U M 5001 Sales Tax 10000 SONY 50 LCD Color Television SONY 52311 SCU08 COS Accrual Number of records printed 3 Page 4 28 Print Reports Overview sim Job Reg Payment Method 725 00 Unit Price Disc Sale Cost Profit 0 00 BM 10525 Unit Price Disc Sale Cost Profit No 11 227 50 10525 Unit Price Disc Sale Cost Profit Yes 500 Each 42 495 00000 Customer Totals 11 227 50 Cash 725 00 Grand Totals 11 227 50 Cash 725 00 25 344 11 55 823 39 10 00 9 344 11 9 883 39 5 344 11 22 883 39 729 79 0 00
76. Inc Customer Listing Contact Tony Rizzo Kirk Johnson John Madison Fred Hart Dennis Livingway Joanne Gonzalez Denise Jones Jeff Williams Robert Krist Steven Sampson Tony Swiss Ted Jackson Sherry Furness Phone 407 434 1288 354 564 4663 727 235 9656 613 971 4512 613 289 0040 813 908 6589 813 562 2654 813 224 5697 613 346 346 813 546 5467 613 866 3928 813 985 1121 813 253 6208 LI Dafine Commercial Country Club Storage Grounds Residential Commerical Residential Residential Commercial NPO Sub Contractor Residential Commercial Commercial Page 1 4 04 28 2006 Region Orlan TPA FL Tampa SE FL Sim JF EDL BM JF HOUSE JF JLG RCW BM JF Print Reports Overview 4 57 Accounts Receivable User Manual HARC1 Customer Number Mame Fred Hart Address 7500 M Alamo Drive City Tampa State FL Country Zip 33651 Contact Fred Hart Phone 813 971 4512 Fax 813 971 8672 LU Define Residential Salesman BM Bill Maguire Sales Region TPA AR Sales Code Current Finance Charges YTD Finance Charges 04 28 2008 Date Aging Customer Number HOME Mame Depot Inc Address 3020 North Rocky Point Drive Suite 3002 City i Tampa State FL Country Zip 33684 Contact Dennis Livingway Phone 813 289 0040 Fax 813 224 3598 U Defina Commerical
77. Price Plan File NUM AR23 xxxARN dbf Credit Card Info File CNUM MANUFACTURING INVENTORY MANAGEMENT 06 xxxIMO dbf Inventory Cost Layer File CUSTNUM JOB COST JC01 xxxJCIdy dbf Job Cost Project File CNUM Page 2 36 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual File Name Fields Modified CUSTOMER SUPPORT MANAGEMENT 5001 xxxSD1 dbf Serial Number File CUSTNUM DLRNUM 5002 xxxSD2dy dbf Support Ticket File CUSTNUM 5003 xxxSD3 dbf Support Contract File CUSTNUM 5004 xxxSD4 dbf Support Tickler File CUSTNUM SALES ORDER ENTRY SOOI xxxSOldy dbf Sales Order File CNUM 5004 xxxSO4 dbf Sales Order Picking Ticket Work File CUSTNUM SET UP SHIP TO ADDRESSES This section discusses the ways to add change and delete ship to addresses These addresses are used during the invoicing process and allow a central location to be billed for goods and services while shipping merchandise to a separate location Inquiry Mode AR0430 The Inquiry mode allows you to view summary information about your customer s ship to addresses Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0431 This mode allows you to add new ship to addresses You may input all shipping address information with this option It
78. Rate Number Contact Phone Number Salesman Page4 74 Print Reports Overview Chapter 4 Accounts Receivable User Manual Ship To Addresses Non Detailed Infinity POWER Sample Company Inc Page 1 Ship Ta Address Listing 4 04 28 2006 Customer Mame Location amp Ship To Address Slm ALLE1 Allens Hardware Shops Inc Claarwater Allan s Hardware Shops Inc JF 1 St Petersburg Allens Hardware Shops Inc JF 1 Tampa Allen s Hardware Shops Inc JF 3 Home Depot Inc St Petersburg Home Depot Inc BM 5 Winter Haven Home Depot ST 3 Number of records printed 2 Chapter 4 Print Reports Overview Page 4 75 Accounts Receivable User Manual Customer ALLE1 HOME Ship To Addresses Detailed Infinity POWER Sample Company Inc ship To Address Listing Location Ship To Address Slim Allens Hardware Shops Inc Claarwater Allan s Hardware Shops Inc JF 8314 Belcher Ave Clearwater Fl 33521 St Petersburg Allens Hardware Shops Inc JF 7721 M 66th Street 51 Petersburg Fl 33537 Tampa Allan s Hardware Shops Inc JF 400 Palm St Tampa Fl 33610 Home Inc St Petersburg Home Depat Inc BM 4501 Henderson St St Petersburg Fl 33478 Winter Haven Home Depot er 1400 W Cypress Blvd Winter Haven Fl 33512 Number of records printed 2 Page 4 76 Print Reports Overview Page 1 4 04 28 2006 Tax Chapter 4 Accounts Receivable User Manual Customer Price List
79. Region Type Trans Description Date ALLE Allens Hardware Shops Inc Orlan 407 434 1288 Tony Rizzo Open Items 1 69246 Invoice 02 12 2005 Slm BM Jab Due 03 14 2005 2 69249 Invoice 02 27 2005 Sim JF Jab Due 03 29 2005 3jlnv 69261 Invoice 02 23 2005 Slm BM Jab Due 03 30 2005 4 69265 Invoice 02 23 2005 Slm BM Due 03 30 2005 5 69269 Invoice 03 15 2005 Slm BM Job Due 04 14 2005 6 69273 Invoice 03 31 2005 Sim BM Job Due 04 30 2005 T lnv 69254 Invoice 04 30 2005 Sim JF Job Due 05 30 2005 8 69210 Invoice 01 31 2006 Slm BM Due 03 02 2006 9 69224 Invoice 02 23 2006 Slm BM Job Due 03 30 2006 10 69229 Invoice 03 31 2006 Slm BM Due 04 30 2006 11 Finance Charge Slm JF Aged 04 28 2006 Subtotals 58 785 21 Retainage 0 00 Deposits 0 00 Total 58 785 21 BOCA Baca Ciega Club SE 954 564 4663 Kirk Johnson Open Items 1 Dep 7 Deposit Advance 01 14 2004 Sim Job 96 0005 Due 2 69218 Invoice 01 01 2005 Sim Due 01 31 2005 3jlnv 69234 Invoice 03 31 2006 Sim Job 10521 Due 04 30 2006 Aged 04 28 2006 Subtotals 9 106 96 Retainage 0 00 Deposits 623 51 Net Total 8 483 45 Chapter 4 Infinity POWER Sample Company Inc AR Aging Due Date Sim amp Cur Ret 31 50 Day JF 2 775 90 2 775 90 500 00 3 275 90 0 00 0 00 2 775 90 9623 51 59 056 56
80. STRING 2 10 Description 11 30 STRING 12 30 Prim Entity 1 58 0 FLOAT 42 15 prim Entity 2 62 0 FLOAT 57 15 Prim Entity 3 66 0 FLOAT 72 15 Prim Entity 4 70 0 FLOAT 87 15 Prim Entity 5 74 0 FLOAT 102 15 Break Point 46 0 DOUBLE 117 15 Sec Entity 1 78 0 FLOAT 132 15 Sec Entity 2 82 0 FLOAT 147 15 Sec Entity 3 986 0 FLOAT 162 15 Sec Entity 4 90 0 FLOAT 177 15 Sec Entity 5 94 0 FLOAT 192 15 ERT 2045 Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 1 Chapter 2 Set Up and Maintenance Page 2 55 Accounts Receivable User Manual Page 2 56 Data Pro Support Document Import Tips 1 file descriptions that contain assume 2 decimal place 2 Map file descript
81. Sales Y TD Purchases 520 50 Y TD Cost af Sales Y TD Purchases Quantity 150 00 Sales Quantity Detail Item Feriad Purchase Amount Purchase Oty sales Amount Cost af Sales Amount Sales Oty 03 2003 00 0 00 0 00 0 00 0 00 04 2005 520 50 150 00 11 18 2 00 26 94 0572003 80 00 0 00 80 00 U M Conv This data item will facilitate the need to receive and sell this inventory item at different units of measure You must have a unit of measure defined in the U M field on the primary screen Unit of Measure before the system will allow access to this option The stocking unit of measure will be the smallest level of stocking usually each This should be the unit of measure that was defined in the field Chapter 2 E Unit of Measure Conversion 10 601 78511 Tools Launch Edit Navigation M 4 2 v 7i Detail Item Mult Factor Price Level Price Plan 1 Flat 12 0000 m Level 7 DISTRIB 2 skid 48 0000 Level 8 Save Cancel Set Up and Maintenance Page 2 111 Accounts Receivable User Manual You can define up to ten 10 different unit of measure conversions in this option for this inventory item The four areas of data input are U M Each of the unit of measure conversions will define a four 4 character alpha numeric unit of measure identifier e g ea Ib doz gal etc These units of measu
82. TOG Atlanta Warehouse 1 921 00 1 901 00 Dallas Warehouse 1 542 00 2 118 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Once you have entered all the information for each item click on Save and you are ready to input the next item Click on Cancel to exit the screen without saving any changes Results coIM1dy dbf Inventory Item File Item Information is set up Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Change Mode 1M0402 This option allows you to change all information for any inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Change Inventory Items option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the
83. Tax Rate File Updated Delete Mode AR0427 This option allows you to delete an existing tax rate Do NOT delete a tax rate that has had activity in the current year this will distort your sales tax reporting This option allows you to delete tax rates you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a tax rate 1s deleted it cannot be retrieved Be sure that no activity has been posted to any tax rates during the current year or your Sales Tax reports will be distorted Results coAR6dy dbf Tax Rate File Tax Rate Information 15 marked for Deletion Copy Mode 0428 This option allows you to create a new tax rate by copying the information from an existing one Using this option the system provides a quick method of setting up tax rates that are very similar Many rates may only vary by the description of the tax entity The rest of
84. User Manual Start New Year s Files IOl x Tools This option creates new year s data files for each registered system in the company Infinity POWER Sample Company Ine ins Be sure have backups of your current year s data files before vou begin Registered Systems Accounts Payable System not started Accounts Receivable System not started Customer Support Management System not started General Ledger System not started Inventory Management System not started Job Cost System not started Payrall System not started Point of Sale System not started started by A A Purchase Entry System not started see Sales Onder Entry System not started Select All Clear All If you are in any other period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as the new year the old year is 2006 and your date should be set to a day in the last fiscal period of 2006 If you are prepared to begin data files for the new fiscal year you may choose the Select button which will highlight all Registered Systems Or you may choose the Clear button to undo your choices The Invert button reverses the choices currently selected on the screen You may also take your mouse and lt click gt on each accounting module one by one to specify w
85. User Manual COS Account This is the General Ledger Cost of Sales account that will be debited for any inventory item or additional cost of sales that is charged to this sales code The GL COS Account is not used in conjunction with non sales type or Code type sales codes COS Amount This is the current unposted amount of cost of sales that has been calculated when entering transactions This amount will be accumulated until the Sales Code Summary Report is printed and the option Clear Current Amounts is selected which will also update the General Ledger Integration file if it is set to be interactive JC Cost Code This is the default Job Cost Code that will be used for this sales code When this code is defined and used in conjunction with Order Entry the sales and cost of sales amounts for each invoice will be posted to this Cost Code on the job or project number defined on each order Checking Account This checking account number is used to define a valid bank account set up in the Check Reconciliation module It will be used to post daily deposit amounts to the Check Reconciliation module At the time the deposit register is run and integration to the Check Reconciliation module is turned on the system will prompt you to post the deposit amount to the Check Reconciliation module Details lt Click gt on the Details button and a screen will appear to allow you to enter the Total Sales and Total Cost of
86. a Pop Up menu to choose the price level The default will be the price level set up in the project s master file Page 3 52 Enter Transactions Chapter 3 Accounts Receivable User Manual Discount This is the overall discount that will be given on this transaction The default will be the discount set up in the customer s master file The system will calculate this discount on the total of the extended prices entered for this transaction This discount amount will be posted to the Sales Discount sales code set up in the Master Configuration NOTE Any discounts given to the customer will not be reflected in the project billing information The project will reflect only total billing amounts Salesman This is the salesman number of the salesman you would like to assign to this transaction The default will be the salesman set up in the project s master file You may enter the salesman number press the TAB key to accept the default salesman or use the F2 key to scroll through the salesman file Once the salesman number has been selected the salesman name will be displayed below this data item The salesman number entered here will be used by the system to later calculate the commissions by salesman Terms Type Days These two data fields are used to define the due date of the transaction The default will be the terms set up in the customer s master file Fixed Due Date If the terms are defined as Fixed Due D
87. a thirty 30 character alpha numeric field which is used to store the type of business for this Customer Record This could actually be the SIC Code for the company or a more generic description of the nature of their firm Examples could be Hotel Convenience Store Manufacturer Distributor or Retailer This 1s user definable so it may be whatever makes sense for your firm Tax ID This data item is a twenty 20 character alpha numeric field which is used to store this Customer s Tax ID number Many firms are exempt from Sales Tax and therefore have a Tax ID number that they provide their vendors to keep from paying state and local sales tax This field may be used to store this customer s Tax ID number so it is permanently kept on file The fields such as Do Not Mail Do Not E Mail and Do Not Fax are used for Custom Report Writer features which highlight the ability to set flags on a specific contact record and whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e mailing and faxing tool Open Items Button The Open Items button provides the user with the ability to view all of the outstanding invoices and non applied payments that are pending against this specific customer The following pieces of information are also displayed regarding each open item Item This is simply the line number or item number of the total number of open i
88. attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In Display Settings section of the screen click on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is selected in display output this 15 the font that will be applied when the report is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity POWER system may n
89. based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct o
90. be displayed below this data item The salesman number entered here will be used by the system to later calculate the commissions by salesman Price Level This is the price level in inventory that will be used when calculating the unit price of inventory items If you are not interactive with the Manufacturing Inventory Management module the system will not use this data item If you are interactive with Manufacturing Inventory Management you may select the price level or by lt clicking gt on the arrow to review a Pop Up menu to choose the price level The default will be the price level set up in the customer s master file After selecting the price level the price level description will be displayed below this data item Terms Type These two data fields are used to define the due date of the transaction The default will be the terms set up in the customer s master file The terms type may be Net Days or Net Days EOM and each 15 described here Page 2 62 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Net Days The system will then ask for the Number of Days You may enter the number of days from the invoice date the customer has to pay this transaction The system will then use this to calculate the due date of this transaction at the time of posting Net Days EOM The system will then ask for the Number of Days You must enter the number of days from the end of the month the cust
91. be updated during normal processing When you have completed the Historical information section of the customer s record click on Save to return to the main data entry screen Chapter 2 Set Up and Maintenance Page 2 23 Accounts Receivable User Manual Price Plans Button This option allows you to change Price Plan information for this customer By clicking on the Price Plans button another screen will be displayed which will allow you to add change or delete price plans for this customer The system allows up to twenty 20 different price plan assignments for each customer Inventory Price Plans must first be set up in the Manufacturing Inventory Management module to be available for use with this option Once they are set up they may be accessed and assigned to each customer on this screen Keep in mind that if an inventory item is used in more than one plan the first plan that is listed here to include that item will be used for its pricing as long as all other criteria are met Therefore the order in which plans are assigned here is very important Type in the Plan Number for each line or click the Down Arrow F2 by default and select from the available list and its description will appear immediately to the right When you have completed the Price Plans information section of the customer s record click to return to the main data entry screen To validate
92. click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may click on the Next button otherwise click on the button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits 1 They allow the rapid conversion and s
93. create standard groups of text statements that can be used repetitively on invoices and sales orders and selected during invoicing and Sales Order Entry without having to re key the same information into the system time and again This would be ideal for items such as warranty statements support policies return policies and much more There are both TEXT and TEXT sales codes to be added to each system similar to the use of all other sales codes in the system A single dot sales code does not have to be attached to any inventory items whereas double dot sales code items are associated to the previous inventory item entered into the system If you are creating a new company from scratch these two sales code variations will be created automatically by the software For existing Infinity POWER users upgrading from a prior version these sales codes have to be added manually to each company that you are processing in No other data such as General Ledger account numbers and such are required to be setup However existing users will have to pack their data files first before they will have access to this option To pack your data files select the menu option Maintain Data Files and select ALL FILES If you wish to bill directly to the project you click on the Job button to retrieve the project information A window will appear asking for the information necessary to bill the project NOTE The only billing amounts
94. each cash account and each accounts receivable account that is to receive postings At the prompt GL Sales Account enter the account number for each specific cash account to be set up The system will allow you to specify a different Cash Sales Code as an override to the default Cash Receipts Sales Code during the posting of payments During the processing of transactions if the system needs to update one of these sales codes and it cannot be found in the sales code file an error sales code will be added with the sales code number and a description of Sales Code Not Found If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Page 2 42 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The following is an explanation of each of the data items set up on a sales code Sales Code This 15 the ten 10 character alpha numeric code used to define this sales code Description This 15 the thirty 30 character alpha numeric description of the sales code This will be displayed on all of the sales summary reports This will also be the default description of an item that is being sold when entering an invoice if no other description is input when entering an invoice line Taxable This field specifies whether or not any sales entered using this sales code are taxable
95. first and then alpha characters If you are using a date and want the report to print in year then month then day of month order then you must enter the date in this format This is required because this field may also be used as a descriptive field and is not formatted to sort only as a date field Address This 15 the physical address of the project you are setting up If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of two lines of thirty 30 characters for the address thirty 30 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the 71 code Ex Customer Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E4A2 Chapter 2 Set Up and Maintenance Page 2 123 Accounts Receivable User Manual Project Type This is the classification of the billing method being used for this project You may click the Down Arrow F2 by default to view the available choices The choices available include Direct Billing Cost Plus Percent Complete Completed Contract Bank Draw Direct Billing This project type assumes that you are going to invoice a customer based on the direct amount of cost
96. for a customer number Enter the customer number used on the original transaction Next the Invoice Date and Invoice Number from the original transaction must be entered Click on the Find button to have the system access this record If this transaction is not currently stored on the hard drive you will receive an error message of No Matching Invoice and will not be allowed to make your adjustments using this option If the transaction is found the information from the original sale Description Salesman and Sale and Cost Amounts will appear on the screen Click on the Adjust button and the system will now display a scrolling window with the detail lines of the applicable transaction Use the page up or page down keys to move to the applicable line of the transaction and click on the check box in Adjust field The cursor will move to the Quantity field and you should enter the quantity to adjust The Quantity to Adjust cannot exceed the lesser of the original invoice quantity the quantity in the Quantity to Adjust field or the quantity in the On Hand field The system will automatically retrieve the cost of these items from the inventory records As you will not be allowed to change this cost be sure the adjustments are made as soon as possible after the inventory is recorded as received You cannot adjust the cost of sales for an inventory item if there are no quantities in the Quant
97. for the quantity and amount that you would like to change and skip to the next line bypassing the New Balance Forward field In all instances the unit of measure will be displayed next to the Quantity field so that you know the type of units that have been assigned to a specific code In the case of certain project types such as Percent Complete will appear in the unit of measure column for billing codes so that percentage amounts and dollars may be entered at this point Once you have made all necessary changes simply click on the Save button to validate Once you click on the Close button to validate the system will allow you to enter the next project to review Click on the Close button to exit if no more projects are desired If you have transferred amounts into Balance Forward you may again select the Calculate Suggested Billing option to recalculate your current billings Now you may print the Suggested Billing Worksheet or any other billing report to verify any changes that you have made prior to executing the Update Billing Information menu option Results coJClidy dbf Project File Bill This Period Updated coJC2dy dbf Project Detail File Current Billing Amounts and Current Cost and Balance Forward Amounts Updated Suggested Billing Worksheet JC0201 This option provides a report which displays the suggested billing information by project In addition all cost info
98. how to print the Sales Code Maintenance Report which is used to verify all information input into the Sales Code file Sales Codes can be up to ten 10 characters alpha numeric Sales Codes are used by the Accounts Receivable system to group certain types of sales They are also used to define the General Ledger accounts to be used with all types of transactions performed in the Accounts Receivable module Sales Codes can also be used to define Multiple Accounts Receivable accounts which can then be set up on the customer master record This assignment will default all transactions for that customer to a separate Accounts Page 2 40 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Receivable account in the General Ledger Sales Codes can be set up to determine whether a type of sales category is taxable or non taxable You may also set up a default unit of measure a default unit cost and unit sales price and a default JC Cost Code There are also several default sales codes defined in the Change Master Configuration option that must be set up for the system to use during transaction processing You may add notes to any Accounts Receivable Sales Code that may be viewed on the screen for additional information or planning This may be done when adding a new sales code changing an existing sales code or copying a sales code By clicking on the Note Pad Button a screen will appear that will allow you to add or revie
99. in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce a 4X XXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0604 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 1s not specified in an import file that field may be deleted from the record layout file NOTE Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 2 54 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Sample Import T
100. in the Job Cost Module or through Accounts Payable Purchase Order Payroll or Inventory modules that are interactive with Job Cost When you have entered the Additional Cost of Sales for this transaction you may click on the Save button to save this information Address By clicking on the Address button the system allows you to change the shipping and billing addresses for the customer and the customer s Ship To name A new window will be displayed which will allow you to change the address This is where you would make the inputs for time invoices If multiple ship to addresses have been defined for this customer you may click on Select button This will pop up a window that will display all of the Ship To Addresses that have been set up for this customer You may use the up and down arrow keys to scroll through the listing to select the address you want These changes will not affect the customer s master file but will only override the master file for this particular transaction Enter the necessary changes and then click on the Save button to validate and return to the overhead screens Enter the necessary changes and then click on the Save button to validate and return to the main screens You may now click on Post button to validate the transaction save the open item save the transaction record update the Job Cost files and print the invoi
101. inventory item Manufact This button allows you to view the summarized manufacturing history of this inventory item for the current year month by month This includes usage quantity and quantity produced View Image This button only allows access if an image file name has been defined in the Internet section of this part number This image must in either a JPG or BMP format Bill of Mat This button allows you to view the Bill of Materials associated with the manufacturing of this inventory item Internet This button allows you to view the image text audio and video files associated with this inventory item that will be used in conjunction with an internet web site Chapter 2 Set Up and Maintenance gt Page 2 99 Accounts Receivable User Manual Cost Layers This button allows you to view all cost layers for this particular inventory item Serial Lot This button allows you to view Serial Number Lot Number information for a selected inventory item A scrolling screen will appear with all available Serial Number or Lot Number items When you select one of the displayed items and click on a screen will appear with additional information about that specific Serial Number or Lot Number This information includes an additional description Serial Number or Lot Number quantity on hand the bin number warranty flag setting and two fifty 50 character comment lines Loc
102. listed above Before selecting this option you should make several backups of the old year for archival purposes before starting the new year Make sure that the current system date 15 set to the last day of the old year Once you select this option you will be warned if the new year s files have already been created To select this option you will go to Systems from the Menu Bar and select System Administrator The following screen illustrates where to locate this option Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Help General Ledger Accounts Payable bd eL TE Purchase Order Entry DE pee y Accounts Receivable Inventory Management Sales Order Entry R Point of Sale Data Job Cost Main Module Time Sheet Entry l m Check Reconciliation Py Report Writer Report writer Run Time Customer Support Management Security Administrator f POWERServer Module Run Crystal Reports Productivity Tools Des Form Generator POWER Upgrade Utility Start Up From Scratch Start Year s Files Eur Len Before selecting this option you should make several backups of old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option Chapter 2 Set Up and Maintenance gt Page 2 95 Accounts Receivable
103. marked for Deletion Copy Mode 0408 This mode allows you to create a new sales code by copying the information from an existing one Using this option the system provides a quick method of setting up sales codes that are very similar Many items may only vary by description tax status or any other variable The rest of the information relevant to these items may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the option from the Menu Bar and then You will notice all the information except for the sales code number will be copied to a new record Enter the new sales code number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coAR7dy dbf Sales Code File Sales Code is Added Historical Information is Updated optional SET UP SALESMEN 0216 This section discusses the ways to add change delete and copy Salesman It also discusses how to print the Salesman Listing which is used to verify all information input into the salesman file The Accounts Receivable system has the ability to track sales by
104. module provides the capability of setting up a proposal making additional changes to it then converting it to a full blown sales order for immediate processing REVERSE INVOICES 0115 This new option allows you to retrieve the information from the transaction history of a previously posted invoice and then automatically create a credit memo which reverses the original invoice Page 3 12 Enter Transactions Chapter 3 Accounts Receivable User Manual Ici xd Tools Launch Customer Customer mm aliens Hardware Shops Inc Specify Inaice Tranzactian D ate 04 28 2006 Transaction Number 2 Transaction Invoice Invoice To Reverse Invoice Number 69278 Description Invoice Reverse Salesman Jack Friedman Invoice Total 2139 00 This allows a user who might have suddenly realized that they made a mistake once they printed out their invoice that they do not have to re enter possibly dozens of lines of exact data to keep all of their inventory or sales codes straight when issuing the reversing Credit Memo This option does it automatically for the user and keeps all of the integrated files all the way down to the General Ledger completely in sync This option is not applicable for Job Cost Invoices When you complete this option a credit memo will be printed for an audit trail RECORD MANUAL INVOICES AR0102 This option allows you to record the invoices credit memos debit memo
105. must have a Header Record Page 1 Enter Transactions Chapter 3 Accounts Receivable User Manual Data Pro Support Document Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Field Descriptions ACTION TYPES ADD A RECORD 2 CHANGE 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND TRANS TYPES l INVOICE 2 CREDIT MEMO 3 DEBIT MEMO 4 ADJUSTMENT 5 STATEMENT 6 FINANCE CHARGE 7 RETAINAGE DEPOSIT 9 ADVANCE Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LAL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 file descriptions that contain A adds a value to an existing value instead of replacing it 3 Map file position 1 forces value to be fixed as specified in the map file description Example If you were going
106. or non taxable This tax status may be overridden at the time of writing an invoice if the option Override Tax by Invoice Line is turned in the Master Configuration If this sales code is to be a taxable item then click the box Default U M This is a four 4 character alpha numeric field which is used to define a default Unit of Measure This unit of measure will be shown when this sales code is selected If it 15 required you may override this unit of measure at the time of entry Unit Price This is the default unit sales price for this sales code When you select a sales code which has a unit sales price defined this will be the unit price for that line item on the transaction You will have the option of overriding this unit price during data entry of the transaction Unit Cost This is the default unit cost for this sales code When you select a sales code which has a unit cost defined this will be the unit cost for that line item on the transaction The unit cost will be multiplied by the quantity entered to calculate the cost of sales for that line item on the transaction sales Account For normal sales type sales codes this is the General Ledger Sales or Income account that will be credited when sales are entered For special non sales type sales codes this is the account that will be used for the necessary debit or credit For example the Cash Account Discount Account Sales Tax
107. perfect example of how you would use this feature This would give you the ability to sell a client an item today and not have him owe you any finance charge money as long as he pays the bill within ninety days This would also indicate that this bill is not past due until the ninety first day By specifying at the time of the invoice that you want to use Specific Number of Days with only one payment due in 90 days you may use this as a unique method of providing flexible terms to your customers The valid types are discussed below None This type indicates that no scheduled payments will be allowed in the system Specific Day of Month This type indicates that the payments that a specific invoice 15 split into will be scheduled to be due on a specified day of the month Specific Number of Days This type indicates that the payments that a specific invoice 15 split into will be scheduled to be due a specified number of days apart Page 2 86 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Description Default Net 30 This description is a twenty 20 character alpha numeric description of the default terms for each customer that is added to the system This option allows you to custom configure the description as it fits into your business needs of Days Default 30 This is the number of days that will be used in calculating the due date when using a terms type of Net Days or Net Days E
108. press the TAB key to retrieve an item from inventory If you press TAB a window will appear asking for the Inventory Item Number NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field The heading for this field will be the heading set up in the Manufacturing Inventory Management Master Configuration If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available of measure to choose from The system will record the withdrawal of inventory in the selected unit of measure format The unit of measure format selected will appear on the Sales Journal reports However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator available usually eaches by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If you select an inventory item which utilizes either a Serial Lot type costing method the system will request additional information Since you are withdrawing inventory from stock the system will require the Serial Numbers or Lot Numbers to be withdrawn The system 15 designed to s
109. profit calculations For example a retailer has 5 units of item in stock He receives 10 more units but doesn t have time to record the receipt A customer walks in and buys all 15 units Because the computer only knew about the original 5 units it only records the cost of 5 units The quantity to adjust field on item X 15 changed from 0 to 10 If he then records the receipt of 10 items he now shows 10 units on hand which he really doesn t have The Cost of Sales is off by the cost of 10 units and the quantity to adjust field still shows 10 By using the Record COS Adjustments option he can bring up the original detail for the invoice The system will show the number of units sold the original cost of sales and the maximum adjustment amount If 10 units are entered as the adjustment quantity the system will automatically update the Cost of Sales on the original transaction It will also record a withdrawal of 10 units from inventory and reduce the quantity to adjust field Now everything is back in order When using this option the inventory item being adjusted MUST have a negative quantity to adjust and inventory receipts subsequent to the sale must have been recorded Additionally you must have the original transaction date and the invoice number when the sale was recorded Otherwise you will simply be returned to the screen without any processing taking place When you select this option the system will prompt you
110. salesman calculate and print commission reports and print or graph a ranking of salesman by sales For each salesman you have the ability to define how commissions will be calculated their commission rates and gross and net sales history for each period of the fiscal year You may add to any Accounts Receivable Salesman that may be viewed on the screen for additional information or planning This may be done when adding a new salesman changing an existing salesman or copying a salesman By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Chapter 2 Set Up and Maintenance gt Page 2 45 Accounts Receivable User Manual Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first de
111. specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash Bank Can 10 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For exa
112. spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import AR Transactions directly into the Accounts Receivable module The transactions will be updated as if processed through the Write Invoices and Credit Memos menu option from within the Accounts Receivable system When you select the option to Import Transactions from the Transactions section of the Menu Bar a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in Chapter 3 Enter Transactions Page 3 15 Accounts Receivable User Manual If the import file is a comma delimited file the data can be variable length but must be in the specified order If the import file is a fixed length ASCII file it must have a logical record length of 184 bytes and have the following field lengths Description ___Type Position Length em e SR e e m e mo oreo C wo mo SNO 6 peve me fe e oo 5 meme e 9 Unit of Measure STRING Unit of Amount DOUBLE LAM RN Discount FLOAT Extended Amount DOUBLE Total COS Amoun
113. text or a line number and click on The top of this screen displays the amount of the check the amount that has been distributed and the amount remaining As you apply the payment toward the open items these figures will be adjusted accordingly When you find an open item that you would like to apply the payments toward you may click on the check box in the column titled The system will then ask you for the amount to apply toward this open item The default amount will be either the amount of the open item or if the payment is less than the open item the amount of the payment remaining After you have completed applying the payment you may click on the Save button After you have clicked on the Save button to validate the entry there are two cases in which the system displays a warning message asks you for a response If there 15 a credit amount remaining the system will display the amount and ask if you want to allocate this amount remaining This amount can be allocated to up to five 5 different sales codes This procedure will allow you to allocate the cash to various general ledger accounts through the use of sales codes without having to enter an invoice posting it to the customers account and then entering a payment against the invoice Once the amount remaining has been allocated the system will save the transaction print the transaction register and return for the
114. that conversion table The sales code costs and prices are used to update the Accounts Receivable sales journal and historical files The other information 15 printed on the invoice for billing description purposes The update performed in Manufacturing Inventory Management upon validation of these transactions is identical to the Manufacturing Inventory Management option of Record Withdrawals except that the General Ledger update is handled by Accounts Receivable Integration with Sales Order Entry In order to use the Sales Order Entry module you must process interactive with the Accounts Receivable module sales orders must be attached to specific customers in order to be processed Customer name bill to and ship to addresses terms tax rates discount percent AR Sales Code etc are retrieved for use on each sales order Several reports such as the Backorder Report by Customer may be printed in the Sales Order Entry system In addition orders may be retrieved by customer name or number as well as the customer s purchase order number When the Manufacturing Order Entry module is used in conjunction with the Job Cost Main Module to track inventory sales which can be attributed to a job s profitability the Accounts Receivable module plays a part in the functionality between these modules In the set up of the master customer record you may define a default Project Number This project number will be defaulted on all sales
115. that will update the project information are those entered on lines that you use Job button to indicate the project detail The project number and description will be displayed and the two data items needed to select the project detail must be entered The following describes these data items 1 Phase Sub This is the billing code that will be used to record the billing information in the project You may enter the billing code or press the F2 key to scroll the Cost and Billing Code file to make your selection If the billing code that you select 15 configured for Cost Only you will be given a warning and must re enter the code Once the billing code has been selected the description will be displayed beside the code 2 Detail Description This is the additional twenty 20 character detail description of the project detail This will only be used if you have configured the Job Cost module to sort the detail description Once you have entered the above data items the system will search the project detail file for this billing code and detail If the detail has not already been set up a scrolling screen will appear from which you may make your selection If you have configured the Job Cost module to not require billing budgets you may click on the Add button at this time to add the new billing detail the project detail file Once the project billing detail has been selected the system will set the sales code to the one se
116. the majority of sales are inventory or if you will be using a bar code reader to enter the item numbers If the sales code selected has a period as the first character of the sales code the system will recognize this as a description line only In this case you will be allowed to enter only the description line and then move to the next line of data This gives you the flexibility to create as descriptive an invoice as you desire Page 3 6 Enter Transactions Chapter 3 Accounts Receivable User Manual You may also mix various lines of descriptions In other words lines of descriptions do not have to all be in one single order Therefore you may enter an inventory item and then enter a line of description only Then you may add another item and six lines of description and so on If you are not integrated with the Manufacturing Inventory Management module and you have selected a sales code to describe this line item you are selling certain defaults may appear according to how this sales code was set up The defaults that are available during set up of a sales code are unit of measure unit cost unit sales price and JC Cost Code You may choose to accept these defaults or you may override these fields The Advanced Security Administrator module also provides an advanced Security Object for use with this option which provides management with the ability to control whether users will be allowed to sell items that are in stock or not
117. the aging totals of the open items for each customer and how to print the Customer Aging Report which can be used to verify the open items entered and the customer s balance The adding changing and deleting of open items should only be done through this menu during the set up mode This option will not affect the customer history sales amounts General Ledger account summaries or sales journals Once the Accounts Receivable data files have been set up all open item transactions should be entered through the Enter Transactions menu option for thorough auditing purposes NEW OPEN ITEM 422 This option allows you to set up the initial open items for your customers during the Start Up mode This option is designed to allow you to set up existing outstanding open items invoices payments credit memos etc that may have either been generated manually or are being transferred from another accounting system These transactions are not current transactions that would normally have been generated by the Accounts Receivable module This gives you the flexibility to simply set up all outstanding items and then quickly be able to generate agings and statements as well as an auditing tool for you to verify that the initial set up is correct against your existing system The program will first ask you for the customer number Select the customer that you would like to enter open items for The program will then ask you for the transaction date
118. the daily deposit register However if EFT transactions are created in Accounts Receivable these transactions will be added to the Check Reconciliation module as uncleared deposits after the EFT batch has been processed DATA FILE DESCRIPTIONS The Accounts Receivable module utilizes the following eleven data files Master Configuration Customer File Open Item File Transaction File Transaction Detail File Salesman File Tax Rate File Sales Code File Ship To Address File 10 Cycle Invoice File 11 General Ledger Integration File CRNA The following table describes these files File Name Master Configuration File filetype AROO filenames coARO dbf and coAR0 mdx where co is the company number Description This file contains certain configuration information such as your customer label aging categories preprinted form formats systems to integrate with etc Customer File This file contains all overhead information pertinent to filetype 1 each customer such as name address phone fax e mail filenames coARIdy dbf and coARIdy mdx where is the last 2 digits of the current year address tax rates terms comments etc It also includes the summarized sales figures by month for the current fiscal year Open Item File filetype AR02 filenames coAR2 dbf and coAR2 mdx This file contains all the information concerning each customer s open item
119. the information relevant to these items may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for the tax rate number will be copied to a new record Enter the new tax rate number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Page 2 50 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Results coAR6dy dbf Tax Rate File Tax Rate Added to the File IMPORT TAX RATES 0603 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import Tax Rates directly into the Accounts Receivable module The tax rates will be updated as if processed through the normal Add mode in the Set Up Tax Rates menu option from within the Accounts Receivable system When you select the option to Import Tax Rates from Set Up and Maintenance
120. the items being invoiced then you should go to the Manufacturing Inventory Management module and print the Projected Materials Usage report This must be done prior to proceeding with any invoicing to determine any shortages that may occur during the production cycle You may reset the Manufacturing Default at any time This will not affect any invoices that have already been entered and no special procedure is required when making this change Page 2 92 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual System Integration Integration with Other Systems Default Below If you have purchased any of the following modules you may turn the integration on by simply clicking the check box where applicable The default values for integration with other modules are as follows General Ledger Off Post to GL in Detail Off Job Cost Off Inventory Off Point of Sale Off Check Reconciliation Off Sales Order Entry Automatic If the Post to General Ledger in Detail check box is blank the information posted to General Ledger will be in a summary format showing the total amount of sales total amount of receivables total amount of payments etc This summary posting requires that the Sales Code Summary report be printed before any posting procedure to General Ledger can be performed Printing the Sales Code Summary report will create the integration file that is posted to th
121. there is enough quantity on hand or available to remove the quantity entered If there is insufficient quantity on hand or available a warning message will be displayed from which you may elect to re enter the quantity or continue the billing If you elect to bill more than the quantity on hand the quantity above the on hand quantity will be placed in the Quantity to Adjust field for the inventory item U M This is a four 4 character field for the unit of measure for this item If you are interactive with Manufacturing Inventory Management this will default to the unit of measure set up for the inventory item selected If you are utilizing Unit of Measure Conversion utility and you select an Inventory Item that has a conversion table set up the system will pop up a screen for you to choose the unit of measure you wish to base this sale on This unit of measure will have a specific price level attached to it Therefore what ever price level that was assigned to this unit of measure conversion will be the unit price that will appear on the screen Quantities need to be entered consistent with the unit of measure you will select For example if you have your stocking unit of measure as each and you have a unit of measure conversion of case which is equal to twelve 12 each then enter one 1 case The system will automatically calculate the appropriate quantity to withdraw from stock Page 2 64 Set Up a
122. this entire customer record click on the Save button To exit from this option click on the Close button Results coAR1dy dbf Customer File Customer is Added to File coARF dbf Price Plan Assignment File Price Plans are Added to File Change Mode AR0402 This mode allows you to change information on an existing customer If you have made any mistakes during this set up process you may return to the Set Up Customers option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made While in Change mode you may choose to change Historical information by clicking on Historical button This screen is a scrolling window which contains the purchase amounts for each month of the year It also has the Year To Date Payments and Average Days to Pay and Number of Invoices Once this screen is displayed you will have the tool bar navigation options to select the first detail record sel
123. to each one Payments deposits and credit memos may also be entered into a customer s account as open items to be matched with specific invoices at a later date This allows a more detailed statement showing all transactions not only open items unpaid Partial payments and payment discounts may also be made on an invoice by invoice level Each customer may have a maximum of 5000 open items at any one time Please note that each open item will age according to its specific due date Balance Forward This method allows you to summarize all transactions within a particular time period into one balance forward amount for aging purposes Normally this method 15 used when it is not necessary to maintain a detailed open item list by customer Instead only a separate balance forward amount is stored for each statement cycle normally monthly Page 1 2 Introduction Chapter 1 Accounts Receivable User Manual The following steps are normally utilized in the balance forward method 1 Invoices and other transactions are written and or posted on a daily basis 2 Any payments received are entered as unapplied cash not applied to specific invoices 3 Finance charges may optionally be calculated and posted to the customers account at this point 4 At the end of a billing cycle normally monthly statements are printed and sent to customers as a billing reminder These statements show previous balance forward amounts as well as the curren
124. transaction AR Sales Codes are used to allocate transactions to different Accounts Receivable accounts This will default to the AR Sales Code set up for the customer By utilizing the Multiple Accounts Receivable account feature you may assign an AR Sales Code to each transaction When you run the Accounts Receivable Aging Report one of the criteria questions to is base the report on a specific AR Sales Code You may also leave the question blank to accept all AR Sales Codes When you select to report on a specific AR Sales Code the report will only contain those transactions that have been entered into the system matching that AR Sales Code Therefore the Accounts Receivable Aging report will be a great tool in balancing the multiple Accounts Receivable accounts in the General Ledger sales This is the sales amount of the transaction sales tax freight and cost of sales amounts should be entered as positive numbers The system will automatically change the sign of the numbers based on the transaction type The program during normal transaction processing will automatically keep track of the sales tax freight and cost of sales amounts for you Normally during the set up mode you may not have enough information to break out the tax and freight amounts for each open item If this is the case enter the total amount of the open item in the sales amount field Tax This is the amount of tax that was charged on thi
125. transaction and due date set to the current system date The only open items remaining on the customer s account will now be the balance forward amount As new items are posted to the account these will appear as open items until this option is performed again Open Item For Open Item accounts as each invoice is paid the system only marks the invoices as paid but does not remove the open item from the open item file This may use unnecessary disk space if the option to Consolidate New Balance Forward is not performed periodically For each open item account this option will physically remove the paid items from the open item file which were paid before the selected Removal Date Therefore you may perform this option on a selective date basis Any paid open item in the file prior to the selected Removal Date will be removed This will not affect the customer s account balances but will reduce the amount of disk space required for the open item file As an extra note as long as this option is not run you may use the Change an Open to alter the status of an open item If you had made a mistake and posted the wrong payment against a specific item you would then be able to still go back and change its paid status back to N o and apply the payment against the correct item This Change an Open Item option is an advanced feature and great caution should be exercised when attempting this since no accounting audit trail is maint
126. transaction number and transaction type These three fields when combined with the customer number must be unique In other words there cannot be more than one transaction on the same date with the same number and type for a specific customer This is how the system verifies that you are not accidentally duplicating the same item into the system The Transaction Date may be any valid date in the system and should be the actual date invoice date for example of the open item being entered The Transaction Number 15 a ten 10 character alpha numeric field This should be the invoice number credit memo number check number etc The Transaction Type 15 an invoice credit memo debit memo adjustment finance charge retainage deposit advance or a payment clicking on the arrow the system will display a Pop Up window which will display all of the transaction types and their descriptions which you may choose from Once the transaction type has been selected the description of that type will be displayed When all of the above data items have been entered the system will check the file to verify this transaction does not already exist If you wish to add it as New item then you must click on button If it already exists you will be given the option to Select it for change The following describes each of the data items required to define the open item Description This is the description o
127. turned on the system will exclude any On Order quantities from the Quantity Check If there is insufficient quantity on hand or available a Up windows will be displayed from which you may elect to re enter the quantity choose from alternative part numbers that have been set up for this item or you may continue with the billing The number of choices in this window will depend based on the number of alternative part numbers you have set up for each inventory item If you elect to bill more than the quantity on hand the quantity above the on hand quantity will be placed in the Quantity to Adjust field for the inventory item You would then need to use option to Record Cost of Sale Adjustments after the items you oversold have been received Otherwise none of your sales journals commission reports and inventory profit margin reports will be accurate It is very important to understand this concept prior to just proceeding and selling items that are not in stock of these calculations are based on a known cost amount When items are oversold only the cost of those quantities in stock are known others are recorded at zero cost Therefore profitability 15 grossly overstated until the Cost of Sale adjustment is made If you are paying commissions based on the profitability of the sale you may be paying far more than what you should U M This is a four 4 character field for the unit of measure for thi
128. use the AR Account GL located in the Accounts Receivable Master Configuration Allow Line Item Default Off Description Edits This field provides management with the ability to restrict whether data entry users will have the ability to override the default descriptions that are predefined for both Inventory Items and Sales Codes during the processing of Invoices in Accounts Receivable and Point of Sale and during the entry of Sales Orders in the Sales Order Entry module If this field 15 turn on the user will be allowed to overnde the description on the line item during data entry Otherwise the fields will be grayed out and not allowed to be edited during the data entry process Depending on the company some firms will want the flexibility to make changes during data entry while others will want to control completely the exact descriptions of their inventory items and sales codes and not allow any changes to be made to their master setups Unit Price Decimals Default 2 This number is used to determine how many decimal places are necessary for the unit price of each item on the invoice You may choose up to five 5 decimal places for this item Invoice Form Default L0201 This is the name of the invoice form that will be used when printing invoices See the Accounts Receivable sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with these modules and the prep
129. using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coARA dbf Cycle Invoice File Cycle Invoice Information is Updated Delete Mode AR0416 This option allows you to delete an existing cycle invoice This option allows you to delete cycle invoices you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a cycle invoice is deleted it cannot be retrieved Results coARA dbf Cycle Invoice File Cycle Invoice is marked for Deletion Co
130. with extensive levels of detailed information if desired This option allows you to choose whether to include any project detail at all copy the detail description lines only or whether to include both the detail description lines and their respective budget amounts Once you have made your selection and click on the Save button and the new project will be added to the file Results coJC1dy dbf Project File Project Information is Set Up MAKE COMPLETE DATA BACKUPS Make sure that you make complete data backups as you add more and more information to your system The file naming structure is designed to allow you to copy data files only very quickly and easily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible problems Experience has shown that careless disregard of making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information Hardware Failure of any kind such as a hard disk failure e Power Failure or Fluctuations e Improper Execution of certain operating system commands e Careless Handling of Data Disks or Tapes such as copying files the wrong direction It is recommended that you make a backup of your data files on a daily basis This does not mean for you to continue copying over the same backup that you may have made the previou
131. would include various information entered at the time of its receipt such as which bin it 15 located in any warranty information or comments For Serialized Items obviously the quantity on hand would be one For Lot 5 the quantity can be variable Click to exit this option to select another number or return to the main item screen Location When you click on the Location button the system is going to look at all of the various inventory files that have been defined in the menu option Set Up Inventory Locations to determine the current quantities on hand and available for the current item at each location on the screen You must have pre defined these locations in advance for this option to function The description of each location and its company number is also displayed Further you must use the same item number across all locations for correct matching to occur in the system If you this done users have an instant lookup at what inventory levels are available at all locations throughout the related store locations or warehouses in the company s system The following screen illustrates how stock can be instantly checked at four locations with one click of the mouse Multi Location Inventory 10 601 85461 Tools Launch Edit Navigation 11 av Location Description Gty On Hand Gty Available Tampa Warehouse 1 5 min 1010 1 745 00 Orlando Warehouse the TE 1
132. would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the as AR0601 M AP Explanation of File Customer field name found in data dictionary 0 DPOffset This is an internal offset and can not be changed 10 length of field STRING Type of field 2 Starting position of field 10 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You can add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record Action 1 0 CHAR 1 1 Customer 0 10 STRING 2 10 Name 11 30 STRING 12 30 Bill Addr 1 219 30 STRING 42 30 Bill Addr 2 281 30 STRING 72 30 BIII CIty 467 30 STRING 102 30 Bill State 529 2 STRING 132 2 Bill Zip 561 10 STRING 134 10 Ship Name 188 30 STRING 144 30 Ship Addr 1 249 30 STRING 174 30 Ship Addr 2 311 30 STRING 204 30 Ship City 497 30 STRING 234 30 Ship state 531 2 STRING 264 2 Ship Zip 571 10 STRING 266 10 Contact 156 20 STRING 276 20 Phone 63 20 STRING 296 20 Special 42 20 STRING 316 20 salesman 732 5 STRING 336 5 Region 726 5 341 5 Comments
133. you execute this option you should select the salesmen to include on the graph Y ID Salesman Sales 210000 00 140000 00 HOUSE 70000 00 SALES TREND BY SALES CODE AR0303 This option provides a line graph displaying sales by month for the current month for the current year for up to four 4 specified sales codes This option is designed to chart the historical sales for a sales code for every month in the current accounting year This allows you to see very quickly the upward and downward trends of sales by sales code When you execute this option you should select the sales codes to include on the graph Page 5 2 Perform Analytical Graphs Chapter 5 Accounts Receivable User Manual YTD Sales Code Sales 21000 00 14000 00 7000 00 CUSTOMER COMPARISON AR0304 This option provides a bar pie graph comparing either MTD or YTD sales for up to twelve 12 specified custom ers This option will enable you to compare customer sales based on either the current Month To Date sales or Year to Date sales You will be allowed to select up to twelve customer accounts to compare and also the basis MTD or YTD After selecting the customers and specifying the basis you may display the graph in either a Bar Graph or Pie Chart format YTD Customer Sales 1 210000 00 140000 00 3 Chapter 5 Perform Analytical Graphs Page 5 3 Accounts Receivable User Manual Y
134. you may set one of your inventory price levels up as cost and issue a negative discount at this point By doing so the system will take whatever the price is based on the price level specified in data item 4 and mark it up according to the amount entered For instance a negative discount of 20 would make the sale price of an item based at 10 00 equal to 12 00 If the master configuration is set to allow for line item discounting the same negative discounts may be applied on an item by item basis as well Job Number If the integration with Job Cost is turned on you may enter a job or project reference number Page 3 2 Enter Transactions Chapter 3 Accounts Receivable User Manual Date Ordered This is the date that the customer originally placed the order You may press TAB to default to the current system date This field will be displayed on some invoice forms Terms Type Terms Type and Number of Days are used to define the due date of the transaction The default will be the terms set up in the customer s master file The terms types are described below Fixed Due Date the system will then ask for the due date to be entered The system will not calculate any due date but use the date entered as the due date of the transaction Net Days the system will then ask for the Number of Days You may enter the number of days from the invoice date the customer has to pay this transaction The system wil
135. 0 45 83 Yo Trans Description Job Reg Payment Method COS Accrual No SWIS1 Tony Swiss Construction 10 718 76 69237 Invoice BM Description Tax Quantity U M Unit Price Disc sale Cost Profit Concrete Blocks No 1 000 00 EA 5 01000 1060185461 Electric Box Pole 20 00 EA 212 75000 11A4POLE 12 2 4 Boards 14 00 59 34000 305011688 4 X 8 Sheet Plywood 100 00 EA 13 23000 305022511 Salesman Totals 21 946 26 Cash 16 936 88 Grand Totals 21 946 26 Cash 16 936 88 Number of records printed 7 Page 4 32 Print Reports Overview 14 895 61 7 050 65 214 895 61 7 050 65 729 79 0 00 729 79 0 00 22 676 05 342 13 222 676 05 32 13 Chapter 4 Code 10000 31100 31200 31300 Special Items 3CO001 S3C006 SCO007 SCO08 5 102 Infinity POWER Sample Company Inc Detailed Sales Journal Sales Code Summary Description Sales Sales Taxable 11 227 50 Concrete Materials Residenti 5 010 00 Electrical Materials 4 255 00 Framing Materials 1 453 76 Total Sales 21 946 26 Sales 21 945 26 Gross Profit 7 050 65 Gross Profit 32 13 95 Sales Tax Charges 729 79 Cash Receipts 1 974 66 Deposits Received 400 00 Cost of Sales Accrual 0 00 Cash Sales Checks 14 962 22 Number of records printed 9 Chapter 4 Page 1 4 04 28 2006 25 344 11 252 730 00 5 920 00 901 50 14 895 61 14 895 61
136. 0 5 344 11 HARCI 04 28 2006 69271 Inv SONY 50 LCD Color Television 11 227 50 5 344 11 04 30 2006 69191 Inv Sales Taxable 10 000 00 0 00 04 30 2006 69132 Inv Sales Taxable 25 000 00 0 00 04 30 2006 69193 Inv Sales Taxable 15 000 00 50 00 ALLE1 04 30 2006 69214 Inv Salas Taxable 600 00 0 00 Totals 61 727 50 5 344 11 Grand Totals 61 727 50 5 344 11 Number of records printed 1 Chapter 4 Print Reports Overview Page 4 35 Accounts Receivable User Manual Sales Tax Report AR0207 This report summarizes sales tax taxable sales and non taxable sales by tax rate and taxing entity This report may be used by management to report the sales tax charged and the taxable and non taxable sales for the current tax cycle When you select this option you may specify the transaction beginning month and ending month thereby capturing a period for the report as well as the range of tax rates to include This report reads through your sales journal transaction file and accumulates the total taxable and non taxable sales by tax rate The following calculations are utilized to derive these printed fields 1 Tax Charged This is the total invoice amount of all tax collected for each tax rate 2 Taxable Sales This is the total Tax Charged divided by the tax percent established for each rate This calculation automatically adjusts for any tax break points 3 Non Taxable Sales This is the total sales
137. 0 Subtotal 21 352 50 Tax 1 387 91 Total 22 740 41 Cycle Invoice Cyeled Mational Auto Parts Inv Fro Forma 04 28 2006 Invoice JF USF2004 Print Invoice Code Quantity Item Number Description Tax Unit Price Disce Extended Price 31200 1 00 608112 Meter Glass Case Na 18 600 00 0 00 18 600 00 Subtotal 18 600 00 Total 18 600 00 Grand Total 48 534 21 Number of records printed 4 Chapter 4 Print Reports Overview Page 4 71 Accounts Receivable User Manual Customer Mailing Labels 0219 This option prints mailing labels or rotary file cards for specified customers This option allows you to print labels for selected customers using either the billing address or shipping address You may configure the size of the label that will print so that you may use standard mailing labels or other specialized labels such as rotary cards You may also use a mask of certain fields such as zip code state and city This allows you to print labels for a specific area for special promotional mailings If you are printing rotary file cards you may include the phone number of the customer Field Names Customer Name Customer Address or Ship to Address Contact Phone Number optional Page 4 72 Print Reports Overview Chapter 4 Chapter 4 OOOO 2 2 2 Oe OOo 2 O Accounts Receivable User Manual Customer Mailing Labels TWARH INC Avenue North 16th Floor St Petersburg FL 33701 A
138. 0 00 0 00 0 00 0 00 0 00 Accounts Receivable User Manual Print Reports Overview 4 33 Accounts Receivable User Manual Sales Journal by Sales Code AR0222 This report provides a detailed listing of all invoices credit memos and other transactions for the current period by sales code This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each sales code It may be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a sales code range that may include all transactions for the current fiscal period The system will default to all transaction types in the fiscal period This report provides great flexibility in verifying all of the transactions in which a specific sales code was used Therefore auditing capabilities are greatly enhanced by the use of this report Field Names Sales Code Description Customer Number Transaction Date Transaction Number Transaction Type Transaction Description Sales Amount Cost of Sales Amount Totals by Sales Code Grand Totals Page 4 34 Print Reports Overview Chapter 4 Accounts Receivable User Manual Sales Journal by Sales Code Infinity POWER Sample Company Inc Page 1 Sales Journal by Sales Cade 4 04 28 2006 Sales Code Description Customer Date Invoice Description Sales Amount COS Amount 10000 sales Taxable 61 727 5
139. 0 00 0 00 0 00 0 00 0 00 20000 0 00 0 00 50 00 50 00 50 00 50 00 Total 50 00 Concrete Materials Residenti 58 766 00 2 922 00 3 019 56 5 020 10 0 00 0 00 31100 50 00 0 00 0 00 0 00 0 00 0 00 Total 19 727 66 Electrical Materials 30 623 00 414 00 39 317 00 84 629 59 0 00 0 00 31200 0 00 0 00 0 00 0 00 0 00 0 00 Total 74 983 58 Framing Materials 8 41 3 463 50 4 240 06 1 471 95 0 00 0 00 31300 0 00 50 00 0 00 0 00 0 00 0 00 Total 9 193 92 Plumbing Materials 0 00 0 00 0 00 0 00 0 00 0 00 31400 0 00 50 00 50 00 50 00 50 00 50 00 Total 0 00 Reding Materials 0 00 540 40 640 40 8 453 50 0 00 0 00 31500 0 00 50 00 50 00 50 00 50 00 50 00 Total 9 534 30 Grand Totals 166 280 31 91 654 41 134 645 97 81 302 64 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 473 983 33 Number of records printed 7 Chapter 4 Print Reports Overview 4 43 Accounts Receivable User Manual Commission Report AR0211 This report provides a detailed breakdown of commissions by manager The commission calculation is based on the method selected for each manager This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each manager for verification of the commissions to be paid on those sales It may be used for auditing the sales cost of sales and gross profit amounts You wi
140. 00 0 00 0 00 0 00 2 00 Yo 0 00 9 0 00 4 50 Yo 0 00 0 00 Tier Level 3 500 00 6 000 00 0 00 0 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 Period 01 2006 02 2006 03 2006 04 2006 Total Total Total 0172006 Total 01 2006 03 2006 04 2006 Total 03 2006 04 2006 Total 01 2006 02 2006 03 2006 04 2006 Total Gross Sales 38 950 70 2 775 90 33 398 90 21 946 26 397 071 76 0 00 0 00 31 912 50 31 912 50 22 500 00 8 725 82 384 37 31 610 19 9 056 56 8 453 50 17 510 06 114 508 39 106 732 41 91 946 85 62 192 58 375 380 23 Page 1 4 04 28 2006 Met Sales 28 399 23 44 10 15 554 90 7 050 65 50 960 68 0 00 0 00 7 855 50 7 855 50 18 500 00 6 478 27 230 37 25 208 64 6 620 41 4 676 25 11 296 66 5106 642 26 2104 721 65 089 936 09 54 873 21 356 173 21 Chapter 4 Accounts Receivable User Manual Tax Rate Listing AR0218 This report provides a listing of all tax rate information in either detailed or summarized form This report is designed to allow you a simple listing of your tax rates in summarized form or a detailed listing for data input verification or archival purposes Field Names Tax Number Tax Rate Description Rate 1 Break Point Rate 2 Entity 1 5 Chapter 4 Print Reports Overview 4 67 Acco
141. 000 0 000 0 000 0 000 10 Wholesale Durable 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 11 Wholesale Non Durable 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 12 Retail Catalog 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 13 Retail Food amp Bev 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 14 Retail Auto amp Serv 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 15 Retail General Merchandise 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 5 0 000 0 000 16 Retail Building amp Hardware 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 17 Retail Other 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 18 Financial 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 Number of records printed 16 Chapter 4 Print Reports Overview Page 4 69 Accounts Receivable User Manual Cycle Invoice Listing AR0221 This report provides a detailed listing of all cycle invoices This report may be printed in either an invoice register format or in proforma invoice f
142. 03 02 2005 01 31 2008 03 02 2006 76 511 81 0 00 3 461 20 73 050 61 08 01 2003 08 01 2003 03 01 2003 03 01 2003 04 28 2006 05 28 2006 04 05 2006 41 072 52 0 00 0 00 41 072 52 Sim Cur Ret EDL 419 21 8419 21 5419 21 419 21 8419 21 51 365 15 50 00 0 00 3 461 20 BM 11 957 29 Infinity POWER Sample Company Inc AR Aging Due Date 31 50 Day 0 00 Page 2 4 04 28 2006 11 957 29 0 00 0 00 61 90 Day 91 120 Day Over 120 42 550 00 33 961 21 33 961 81 50 00 42 550 00 11 839 68 P 17 600 00 5524 45 0 00 0 00 29 115 23 Chapter 4 Customer Phone Humber Contaci Type Trans Description Totals for all Accounts Subtotals Retainage Deposits Met Total Number of records printed 4 Chapter 4 Infinity POWER Sample Company Inc Region Sim Date 185 476 50 0 00 0 00 0 00 54 084 71 2 25 121 391 79 100 00 AR Aging Due Date Cur Ret 24 289 75 13 39 50 00 0 00 4 084 71 2 255 31 50 Day 2 775 90 1 53 Accounts Receivable User Manual Page 3 4 04 28 2006 61 50 Day 91 120 Day Over 120 36 145 48 0 00 122 265 37 19 93 0 00 67 40 Print Reports Overview Page 4 9 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 AR Aging 4 04 28 2006 Account Summary Account Description Amount 11300 Accounts
143. 0370972004 2461 00 O3 26 2004 2384 00 Cancel This will only occur if the Payment button is highlighted due to the fact that one or more payments have been applied to a specific invoice as shown below ll Customer Current Open Items 1 Tools Launch Edit Wavigation Item Transaction Description Total Amount Date Due Date Job Account Remaining Amount Fost Date Payment History Complete PaymentDate Payment Date Check 1 Inv 69098 Home Show sale 1 992 89 01 31 2003 Payments 17117003 10472 422 89 01 31 2003 SBVMeEnts y 03 26 2004 e Inv 69076 Built Shed 7 021 55 2172003 O3 22 2003 96 0005 Sr 021 55 02 21 2003 Payments Cancel Click on the Aging button to review the current aging summary Year to Date sales amount last check date last check number and amount and highest credit balance Page 2 8 Set Up and Maintenance Chapter 2 Customer Aging summary HARCI Launch Unpaid Finance Charges Year T o D ate Finance Charges Credit Last Check Check Crate Check Amount Yea To Date Sates Average Days To Pay invoices In Average High Balance 50 00 0 00 214 317 44 504451 04 187 2003 60000 4 202 56 0 14 282 56 Aging Date Agna Amounts Total Balance Cunmere 31 60 Day 51 30 Day 91 120 Day Dyer 120 Last Invoice Dale Last Order Date Accounts Receivable User Manual 04
144. 0604 This option allows you to update tax rates by importing a selected state s tax table states a single state or multiple states may be selected to import at once This update service includes sales tax updates for all zip codes by state and county throughout the United States This can be very important if your firm has a point of presence throughout the U S including a sales representative or manufacturing location in a given state When you select this option the Update Tax Rates From Tax Service window appears requesting the user to select the desired state or states The system will import the tax rates according to the state or states selected Bl Update Tax Rates From Service a Of x Tools Launch SelectAll Unselect All Invert ISIISIE TE TE TE TE gOROBER Perform Update Importing tax service data Hose Update Tax Rates From Tax Service Oj Tools Launch Select All Al Invert Pe ee LILIEIEIEIETEIETETE Te LILIEIEIEIETEIETETE M 0 5 T D E H Perform Update Stark Eancel Import Completed records added 6387 records updated Chapter 2 Set Up and Maintenance Page 2 57 Accounts Receivable User Manual SET UP OPEN ITEMS 0218 This section discusses the ways to set up change and delete open items It also discusses how to calculate
145. 1 Sonia Jones Interior Design 1 974 66 8471 Payment BM Description Tax Quantity Unit Price Disc Profit Deposit Payment No Ret 69185 Dep 14 UNIV University of Tampa 6 100 00 19847 Payment BM Description Tax Quantity U M Unit Price Dise Sale Cost Profit Payment Rat 69075 Inv 69252 Inv 69233 P HARC1 Fred Hart 50 00 10525 Record Shipment SO BM 10525 Description Tax Quantity Unit Price Disc Sale Cost Profit COS Accrual No HARC1 Fred Hart 11 227 50 69277 Invoice BM 10525 Description Tax Quantity U M Unit Price Disc Sale Cost Profit Sales Tax No SONY 50 LCD Color Television Yes 5 00 Each 2 495 00000 SONY 52311 5 344 11 5 883 39 10 00 0 00 3 562 74 729 79 0 00 729 79 11 227 50 5 344 11 Print Reports Overview 3 562 74 0 00 95 11 957 29 52 40 5729 79 5 883 39 52 40 Page 4 31 Accounts Receivable User Manual Date Type 5 008 04 30 2006 Inv Detail Code 31100 31200 31300 Infinity POWER Sample Company Inc Detailed Sales Journal By Salesman Customer Name Trans Amount Cost Amount Gross Profit 9 551 50 1 167 26 Tax Freight 0 00 3 562 74 0 00 0 00 5 010 00 2 730 00 4 255 00 9 920 00 130 76 52 50 1 323 00 849 00 Page 2 4 04 28 2006 Total GP 53 562 74 0 00 10 718 76 10 88 2 280 00 45 51 Yo 51 665 00 39 13 4 278 26 29 85 Yo 474 0
146. 100 00 Number of records printed 4 Chapter 4 Print Reports Overview Page 4 11 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 AR Aging 4 04 28 2006 Account Summary Account Description Amount 11300 Accounts Recervable Customer 181 391 79 Number of records printed 1 Page 4 12 Print Reports Overview Chapter 4 Accounts Receivable User Manual Customer Aging Report Summary Customer Phone Humber Contaci Totals for all Accounts Subtotals Retainage Deposits Met Total Number of records printed 4 Chapter 4 Infinity POWER Sample Company Inc AR Aging Due Date Region Sim Cur Ret 31 60 Day 125 476 50 24 289 75 2 775 90 0 00 13 39 1 53 50 00 0 00 0 00 0 00 4 084 71 4 084 71 2 25 2 25 8181 391 79 100 00 1 4 04 28 2006 61 90 Day 91 120 Day Over 120 36 145 48 0 00 122 265 37 19 93 0 00 67 40 Print Reports Overview Page 4 13 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 AR Aging 4 04 28 2006 Account Summary Account Description Amount 11300 Accounts Recervable Customer 181 391 79 Number of records printed 1 Page4 14 Print Reports Overview Chapter 4 Accounts Receivable User Manual Print Customer Statements AR0202 This option prints statements based on all or only past due customer accounts NOTE Make certain to choose the op
147. 24 2003 3 652 56 709 00 3 439 08 70 00 0 00 04 05 2003 Click on Pricing button to display an additional inquiry screen that will allow you to choose an inventory item and a specific quantity to give you exact pricing on that item for that customer It also checks the quantity available on order and reserved for that item Calculate Inventory Pricing ALLE1 Tools Launch Inventory Item 50 1 165 Pricing Information Unit Of Measure EA Click on Shipping button to review customer s Ship To information Chapter 2 Lightweight Sawhlades Quantity On Hand Quantity On Order Quantity Reserved Quantity Quantity Available Quantity Calculated Price Set Up and Maintenance Page 2 9 Accounts Receivable User Manual Customer Shipping Address Information Tools Launch Ship To aliens Hardware Shops Inc ame Ship Ta Address aoo E Eennedy Blvd City crate Country Zip Cancel Click on the Historical button to review the historical information of invoices and gross sales by month Customer Historical Information ALLE1 Tools Launch Edit Wavigation 4 vi zi Bm Unpaid Finance Charges 50 00 Average Days 12 Finance Charges 50 00 Number of Invoices Detail Item Period Invoices Gross Sales
148. 29 ANAL Y TICAEIRRBEPORTS ened meet eerie eive ev 4 38 APPLICATION POR MEN ED RAW E 3 50 AU 3 23 AUTOMATICCOSADIUSTMENTS EE 3 34 Balance POL etre Vie roii pde odd du a ede 1 2 3 37 BAR CODE READER m 1 12 2 115 log ur 2 127 BHAS aOR a Dh ee ol aids etna desunt aed diaeta uet cif dra b dedo atia def aad uta 3 50 3 51 C Cae are Age OT ini M LM 4 4 Calculate Nee of Acconnts CNROZOD 5 ca tetto tear eei tedio 4 4 CAECUISATESEINAINCE CEEXRGODES used 3 36 Calculate Finance Charges Flowchart i sg E 1 21 CALCULATE SUGGES TED BILLING erringen 3 37 eru E ue MV PE 4 CHANGE MASTER CONF
149. 3 12000 191 47500 24 32250 55 89000 Page 1 4 04 28 2006 Chapter 4 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 2 Customer Pricing Report 4 04 28 2006 Allens Hardware Shops Inc Part Number Description UM Min Gty Unit Price 201646141 Rooting Nails 17 07750 301402200 Rooling Shingles Box 582 80000 305011670 8 2 X 4 Boards EA 55 42800 305011677 10 2 X 4 Boards EA 6 46300 305011688 12 2 X 4 Boards EA 8 40650 305022511 4 X Sheet Plywood EA 11 90250 40770611 100 Heavy Gauge Copper Wire Feet 5100 18800 40770614 50 Heavy Gauge Copper Wire Feet 71 72550 408016134 Electrical Outlet Box EA 131 79000 50221155 Lightweight Sawblades EA 58 79750 606107 2 Wire Clamp EA 2 19650 607131 Electric Bax Fuses EA 3 56500 608112 Meter Glass Case EA 28 85350 808126 Electric Bax Pale Stand EA 574 52000 Chapter 4 Print Reports Overview Page 4 79 Accounts Receivable User Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS This section discusses the many types of Analytical Graphs utilized by the Windows GUI version of the Accounts Receivable module These graphs are designed to give you an instant visualization of your customer sales code and salesman information No other programs are required to execute this option The system performs all graphics functions from within its own programs Check the hardware requirements section your System Administrator m
150. 3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coIM2dy dbf Inventory Transaction File Transaction Record Added optional coIM6 dbf Inventory Cost Layer File Cost layer quantity reduced serialized item coARSdy dbf Salesman File withdrawn puated AR2GL co Accounts Receivable Integration File General Ledger accounts updated PREPARE PROPOSALS AR0114 This option allows you to prepare and print proposals for your customers These transactions are entered and printed in the same format as an invoice however no posting will occur When executing this option all options work exactly the same as the regular Write Invoices and Credit Memos option except that there will be no data file updates The invoice form will print as normal however the invoice number will be replaced with Proposal A screen will appear with the Invoice Form that is currently selected You may press the button which will allow you to browse the directory for another valid invoice form After the form has been printed you will be asked if you need to print the form again This provides you with a quick method of providing a proposal to your customer If you are attempting to build a proposal file so that you may issue proposals now and call them up later this option 15 not for you The Sales Order Entry
151. 42 Enter Transactions Manager BM Infinity POWER Sample Company Inc Suggested Billing Worksheet Detail Level Phase Actual Costs I f PTD Current 52 911 63 250 00 1 330 00 0 00 45 487 80 22 000 00 482 00 0 00 49 735 13 550 00 528 00 0 00 5148 134 56 2 900 00 2 340 00 0 00 0 00 0 00 0 00 0 00 146 134 56 2 900 00 2 340 00 0 00 Billing Information 59 300 00 0 00 51 300 00 0 00 54 400 00 0 00 165 000 00 0 00 0 00 0 00 165 000 00 0 00 Suggested 0 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 1 4 04 06 2006 Complete Actual 101 29 715 05 105 05 0 00 100 63 0 00 102 21 1258 06 0 00 0 00 102 21 1258 06 Chapter 3 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 Suggested Billing Worksheet 4 04 06 2006 Detail Level Cade Project Description Manager Actual Costs fd Billing Information Complete Actual Customer PTD Current PTD Suggested 96 0013 Hart s Nursery BM HARC1 Fred Hart Project Type Bank Draw Contract Amount 165 000 00 Maximum Draw 135 000 00 PTO Draw Amount 121 135 25 1 Commercial Construction Concrete 0 00 0 00 59 300 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1CL Concrete Labor 1CL Concrete Labor 1 100 00 0 00 i 100 0055 Conners Charles S Q 0 00 0 00 100 005 1CL Conc
152. 52 This option allows you to modify existing credit card information for an existing customer If you have made any mistakes during this set up process you may return to the Change Credit Card option to change any information you have already entered Page 2 70 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual e 15 Tools Launch Mawigation Operation R gt F1 i E Customer Card Cade 04240 OOOO Card visa Card Number 54008554444 1 Exp Date Holder Mame Allen s Hardware Biling Address 150 s Main St n M ENS 4 City Petersburg State rz Country 3000 Mode Change User Fields Cancel zlgse First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coARN dbf Credit Card Processor File New Credit Card Information is Updated Delete Mode AR0453 This option all
153. 6 732 41 91 946 85 562 192 58 0 00 0 00 JF 50 00 50 00 50 00 50 00 50 00 50 00 Total 375 380 23 Grand Totals 207 871 59 109 508 31 149 128 13 92 976 71 0 00 0 00 50 00 50 00 50 00 0 00 50 00 50 00 Total 553 484 74 Number of records printed 7 Chapter 4 Print Reports Overview 4 41 Accounts Receivable User Manual Sales Code Trend Report AR0210 This report summarizes monthly sales by sales code for the entire year This report may be used by management to review the sales trends for each sales code by month This information is very useful for analyzing sales by various product codes Sales Codes allow you to selectively categorize various groups of products together to determine sales by category With this ability very detailed analysis information may be available through these reports Field Names Sales Code Description Sales Code Number Sales for each month of the year Total Grand Totals Page 4 42 Print Reports Overview Chapter 4 Accounts Receivable User Manual Sales Code Trend Report Infinity POWER Sample Company Inc Page 1 Sales Trend Report by Sales Code 4 04 28 2006 Sales Code Descnption 01 2006 0272006 03 2006 04 2006 05 2006 05 2006 Sales Code 07 2006 08 2006 03 2006 10 2006 11 2006 12 2006 Sales Taxable 126 882 90 84 314 51 87 528 95 61 727 50 0 00 0 00 10000 0 00 0 00 0 00 0 00 0 00 0 00 Total 526045386 Sales Tax Exempt 0 00
154. 7dy dbf Sales Code File Page 2 96 Up and Maintenance Chapter 2 Accounts Receivable User Manual SET UP INVENTORY ITEMS This section discusses the ways to set up change delete and copy inventory items It also covers how to import new items from other accounting systems and print the Inventory Detail Report which is used to verify all information input into the inventory files W Set Up Inventory Items Tools Launch Mavigation Operation Mode Inquiry Mem Categories j iB 604 546 Type i5 Class 601 102 Part 28533 Unit Wat Count On Order Reserved 49 06 E to 4 lines of Description OnHand 277 00 Rea Mant 0 00 Available Sis Code Costs Historical ntemet Cost Layers i Seta sigs satin sin sin sin sig mie ein sin sin sins sia unnm sin sin since sis sins sins sia sn essa sie emim sis sin sin sin sin nii sin sin sin uin ln sin sin sina You may add notes to any Inventory Item that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new item changing a
155. 849 77 20 00 811 227 50 810 000 00 525 000 00 15 000 00 475 00 Accounts Receivable User Manual Cost Amount Gross Profit 19 37 1 79 20 99 16 16 133 01 214 21 0 00 58 137 22 0 00 1 651 85 0 00 725 00 0 00 1 974 66 0 00 0 00 0 00 900 00 0 00 26 100 00 0 00 849 77 0 00 0 00 55 344 11 25 823 39 0 00 10 000 00 0 00 25 000 00 0 00 15 000 00 0 00 475 00 Tax Freight 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 729 79 0 00 650 00 0 00 1 625 00 0 00 975 00 0 00 30 88 0 00 Print Reports Overview Page 1 4 04 28 2006 Total GP 55 17 58 10 18 37 15 43 50 2347 22 61 68 8 137 22 100 00 1 651 85 100 00 725 00 100 00 1 974 66 100 00 0 00 0 00 3900 00 100 00 6 100 00 100 00 9849 77 100 00 0 00 0 00 11 957 29 52 40 10 650 00 100 00 26 625 00 100 00 15 975 00 100 00 505 88 100 00 Page 4 25 Accounts Receivable User Manual Date Type 04 30 2006 Inv 04 30 2006 Ret 04 30 2006 Inv 04 30 2006 Inv Customer Name Trans amp 69236 NATI 69236 ovs 69237 BOCA 69238 Description National Auto Parts Invoice National Auto Parts Re
156. AR0441 This report provides a detailed listing of all inventory items defined within a Price Plan assigned to a specific customer The report is designed to allow you to print a detailed listing of all inventory items defined within all price plans assigned to a specific customer This may be used to verify all data input or for archival purposes NOTE If a particular inventory item has been defined in more than one price plan for a specific customer when it is calculating the price for this item on an invoice proposal or sales order it will scan the price plans for that customer sequentially Therefore the price will be determined by the first plan that it comes to that has the inventory item defined and all minimum and maximum criteria have been met Field Names Part Number Description nventory Item Description U M Unit of Measure Min Qty Minimum Quantity Max Qty Maximum Quantity Unit Price Beginning Valid Date Range Ending Valid Date Range Chapter 4 Print Reports Overview 4 77 Accounts Receivable User Manual Part Number TTCDNUT213 0005 0200 TTCDNUT218 0007 0200 40770611 40770614 408016134 40770611 40770614 408016134 606107 8988001008x10BLT 89980110010 12 8599001008x10BLT 9990110010x12KIT 89900100 10 8890110010 12 999001008 1081 8990110010 12 1060178511 1060185461 1060216522 11APOLE 201502241 201513311
157. BF AR TRANSACTION DETAIL FILE Chapter 1 Accounts Receivable User Manual Sales Code Adjustments Flowchart Record Sales Code Adjustments updates the AR Header File the AR Detail Transaction File and the Sales Code File If integrated to General Ledger it also updates the AR Integration File RECORD SALES CODE ADJUSTMENTS ASA AR7 06F SALES CODE FILE PERIOD TOTAL ExAARJYY DBF AR TRAHSACTIOMH HEADER FILE TRAHSACTIOH DETAIL FILE AR2GL XXX GEHERAL LEDGER AR IHTEGRATIOH FILE Chapter 1 Introduction Page 1 21 Accounts Receivable User Manual This page intentionally left blank Page 1 22 Introduction Chapter 1 Accounts Receivable User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter provides you with a step by step procedure for the initial set up and maintenance of the Infinity POWER Accounts Receivable files Once you have installed your module s and reviewed Chapter 1 you are ready to set up your master Accounts Receivable files from scratch The Accounts Receivable system allows you to custom configure your customer open item aging criteria sales categories tax rates and a special search field for your customers Selecting the Set Up and Maintenance option from the Accounts Receivable Main Menu screen will display additional options for set up and maintenance options The option Start Up From Scratch option which is found in the
158. Bank Account This is either Checking or Savings and is used to define the type of bank account the previous two data fields will be accessing For more information on the EFT processing procedures refer to Chapter 1 of the Check Reconciliation manual Chapter 2 Set Up and Maintenance Page 2 13 Accounts Receivable User Manual Customer Payment by This data item is used to define whether this customer s transactions will EFT be processed using the EFT system If during Cycle Invoicing EFT has been set up and this data item is turned on the system will proceed with EFT processing If during Payment entry the payment type selected is an EFT payment type and this data item is turned on the system will proceed with EFT processing For more information on the EFT processing procedures refer to Chapter 1 of the Check Reconciliation manual Consumer Bank Account This refers to whether this account is a personal bank account verses a business bank account This is a required piece of information that 15 sent to the ACH network during transmission of the EFT transaction If it is not checked it is automatically assumed to be a business bank account Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this customer These comments can be used to flag the user drawing attention to pertinent information before recording transactions in the
159. By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to
160. Cycle Invoicing features are also provided In addition multiple transaction form selections are available in preprinted formats The Accounts Receivable module allows you to automatically calculate the suggested amount of billing for each project or job that you are currently working on You may also print the Suggested Billing report make adjustments print the Application for Payment Draw AIA report and perform project billing The system will also automatically calculate and track customer retainage amounts This process includes the printing of the invoice the update of the Accounts Receivable files and agings and the update of all project files in the Job Cost Main Module The Accounts Receivable options provide detailed agings based on user definable aging categories by customer and or manager In addition finance charges may be automatically calculated on past due accounts Dating on invoices is also possible by specifying the number of payments you wish a customer to make including any deposit amounts and separate agings for each scheduled payment that will occur Both monthly statements and year end finance charge statements are also available with multiple form selections One very important aspect of processing transactions 1 a sales environment is accepting credit cards as payment for goods or services Electronic Draft Capture EDC provides significant advantages to all parties involved in a retail credit transaction For b
161. Date NOTE All Amounts are listed by Dollar Amounts and by Quantity Amounts displayed as and respectively Page3 40 Enter Transactions Chapter 3 Accounts Receivable User Manual Suggested Billing Worksheet Infinity POWER Sample Company Inc Page 1 Suggested Billing Worksheet 4 04 06 2006 Detail Level Project Description Manager Actual Costs fd Billing Information Complete Actual Customer PTD Current PTD Suggested 96 0013 Hart s Nursery BM HARC1 Fred Hart Project Type Bank Draw Contract Amount 165 000 00 Maximum Draw 135 000 00 PTD Draw Amount 121 185 25 1 Commercial Construction 148 134 56 2 900 00 165 000 00 0 00 102 21 2 340 00 0 00 0 00 0 00 125 06 9 Overhead Allocated 0 00 0 00 0 00 0 00 0 00 Qr 0 00 0 00 0 00 0 00 0 00 Grand Totals 148 134 56 2 900 00 165 000 00 0 00 102 21 2 340 00 0 00 0 00 0 00 1258 06 0 Number of records printed 1 Chapter 3 Enter Transactions gt Page 3 41 Accounts Receivable User Manual Project Description Customer 96 0013 Hart s Nursery HARCI Fred Project Type Bank Draw Contract Amount 165 000 00 Maximum Draw 135 000 00 PTO Draw Amount 121 135 25 1 Commercial Construction Concrete Framing 1R Total Commercial Construction 8 Qverhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Page 3
162. Dealer Internal Use Only 7 000 96 0 00 0 000 32 Dealer Demo 7 000 96 0 00 0 000 96 33 NPO 0 000 96 0 00 0 000 96 34 General Contractors 7 000 96 0 00 0 000 96 35 Trades Sub Contractors 7 000 0 00 0 000 7 Manufacturing 4 000 0 00 0 000 8 Mining amp Mineral 4 000 96 0 00 0 000 96 9 Agriculture 4 000 96 50 00 0 000 Number of records printed 36 Page 4 68 Print Reports Overview Chapter 4 Accounts Receivable User Manual Tax Rate Listing Detailed Infinity POWER Sample Company Inc Page 1 Tax Rate Listing 4 04 28 2006 Detailed Tax Description Break Point Tax Rate Entity 1 Entity 2 Entity 3 Entity 4 Entity 5 1 Slate Tax 6 000 6 000 0 000 0 000 0 000 0 000 5 000 00 6 500 6 500 0 000 0 000 0 000 0 000 2 County Tax 6 500 6 000 0 500 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 3 City Tax 5 250 4 000 0 250 1 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 4 Taurist Tax City 5 750 4 000 0 250 1 500 0 000 0 000 1 000 00 5 250 4 000 0 250 1 000 0 000 0 000 5 Florida State Tax 6 000 6 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 6 Hillsborough County 6 500 6 000 0 500 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 99 Exempt 0 000 0 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0
163. E Other payment methods such as Traveler s Checks Coupons etc may be used in Payment Methods The system will however prompt for the credit card number and authorization number Simply press TAB through these prompts and continue processing Check Number This is a ten 10 character field for the check number of the deposit or payment received This will be stored as the transaction number of the open item and transaction If you have the Master Configuration option Require Unique Customer Check 5 turned on the system will not allow the posting of the same customer check number into the system This reduces the possibility of duplicate check postings Check Date This 1s the date of the check received This will be stored as the transaction date of the open item The transaction record will use the current system date Press TAB to assume the current system date Check Amount This is the amount of the check received This amount will be posted as a credit to the customers account and to the cash sales code set up in the Master Configuration If you have open item type customers there may be instances in which you want to apply any existing credits on a customer s account towards the debits without actually entering another credit This may be done through this option by leaving the check amount as zero and post a Zero Payment This will allow you to match existing Credit Memos against existing Invoices and Debit Memos I
164. ER programs have already included the necessary forms files with your software for you to utilize this advanced feature All forms that have an L in their form name have been modified to accommodate form printing on LaserJet printers To utilize any of the forms listed here simply go to the Accounts Receivable gt Set Up and Maintenance Change Master Configuration option In Change mode select the Invoice Format and Stmt Format tabs and input the name of the forms you want to use in the Invoice Form and Statement Form fields This tells the system which forms you would like to use You may change forms styles as often as you would like and at any time Customer Mailing Labels The size label used for the printing of customer mailing labels is 1 X 3 1 2 The Customer Mailing Label option allows you to choose how you want your labels to print You may choose to print the customer s shipping address instead of their mailing address The system allows you to customize the printing of your labels based on the label size you are using The system will prompt you for the following information The following table describes customer mailing labels Vertical Number of Lines per Form This field requires the number of lines per label If your labels are one inch in length this would calculate to be six 6 lines For every inch in length consider six lines For a three inch length label it would be eighteen 18 lines
165. ES ARUAADL 2 96 SEI UIPINVENTORY E eve ERE eso eel eva 2 98 Inquiry Node CDM TOC tutte tau Ute dut aod edat ants 2 100 Add os 0210 meer c Om RE MM ER 2 101 SDECIIL C LEE EI Mc EL M LEM 2 107 Her I munt cdi LII MM ILI LLLI MM MEI 2 107 anis ume Du LII LM IM LI M LEM LEM IMEEM 2 108 or PUER 2 110 AEE EE E M LM LLL LI UE LEM 2 111 Gro 2 112 a 2 114 BELA NONEM CT coc ER RR 2 114 DIL OD trod 2 115 RR A E A E E TTC 2 116 Eo dents 2 117 vss TC 2 118 EOC Oon t m UTE UT 2 119 PUT 2 120 BASS SR 2 120 Copy Mode rm 2 121 SET PROVE orit 2 121 ingur Mode 100710 0 TREES 2 123 Add Node CVC OAs det raten edd aodio 2 123 aad 2 127 EDDA eed 2 128
166. ID Customer Sales SALESMAN COMPARISON AR0305 This option provides a bar or pie graph comparing either MTD or YTD sales for up to twelve 12 specified sales men This option will enable you to compare salesman based on either the current Month To date sales or Year to Date sales You will be allowed to select up to twelve salesmen to compare and also the basis MTD or YTD After se lecting the salesmen and specifying the basis you may display the graph in either a Bar Graph or Pie Chart format Y ID Salesman Sales 300000 00 200000 00 3 HOUSE Page 5 4 Perform Analytical Graphs Chapter 5 Accounts Receivable User Manual YTO Salesman Sales HOUSE SALES CODE COMPARISON AR0306 This option provides a Bar Graph or Pie Chart comparing either MTD or YTD sales for up to twelve 12 specified sales codes This option will enable you to compare the Sales Code amounts based on either the current Month To Date sales or Year to Date sales You will be allowed to select up to twelve Sales Codes to compare and also the basis MTD or YTD After selecting the Sales Codes and specifying the basis you may display the graph in either a Bar Graph or Pie Chart format YID Sales Code Sales 1 40000 250000 00 2 40500 210000 00 140000 00 3 81102 0000 00 4 45000 Chapter 5 Perform Analytical Graphs Page 5 5 Accounts Receivable User Manual YTD Sales Code Sales SALESMAN RANKING 0307
167. IGURACLIOIN Qiu 2 62 COUP x uL RV M II ID MAE M 3 55 Cona TR DR Uu m 4 44 Consolidate Balances Forward EIOWODAEUu ttc 1 20 CONSOLIDATE NEW BAI ANCE FORWARD vad He ee tete ht e 3 36 ost Intormatiomt Draw suco aste tii NY pid eate vei ay ocv ta bte CU En ei cba aed e eH Ee a Sr n aod ad 3 50 GOS TAY CLS oan X r 2 117 2 110 CITREFO GO DOS 02 0 600 Puce 4 1 CUSTOMBR ACCOUNT METHODS eee te rete d ee ten esce tei eite Mee 1 2 Customer Ae toner oo e ki doit bot iden DES 4 7 Customer Wome Reports Nom Detalet etat eie En cueste tea 4 11 Custorier wei Je DOLES S UTTITICHE E eo eor desde dere oed idet oa eet cue ce denda ott dd pef Ls d
168. ILE CHECK REC DETAIL CHECK REC BATCH EHTRY FOR EFT FOR TRANSACTIONS PROCESSING Page 1 12 Introduction Chapter 1 Chapter 1 Accounts Receivable User Manual Post Cycle Invoices Flowchart Post Cycle Invoices updates the Customer Master File for Sales History the AR Header File the Detail Trans action File the Sales Tax File the Sales Code File and the Salesman File If integrated with inventory it updates the Inventory Master File for Sales History the Cost Layer File and the Inventory Detail Transaction File If integrated General Ledger it updates the AR General Ledger Integration File If utilizing the EFT processing it also updates the Check Reconciliation Detail File and EFT Batch Entry File Also if utilizing Credit Card Processing it will update the EDC Audit File designating the day as part of the file name AxAARTTY BE CUSTOMER MASTER FILE SALES HISTORY AZXAARMDD DBE AUDIT FILE AxAARATY IBF SALESMAN FILE FOR PERIOD TOTALS AxAXIMTYY DBE IHVEHTORY MASTER FILE SALES HISTORY EAXCRZ DBF CHECK REC DETAIL FOR TRAHSACTIOHS POST CYCLE INVOICES ITEM FILE SALES TAX FILE PERIOD TOTALS COST LAYER FILE AXxACRA DBF CHECK REC BATCH FILE FOR EFT PROCESSIHG AXxAARJYY IBE AR TRANSACTION HEADER FILE AXSARTYY DBF AR TRANSACTION DETAIL FILE SALES CODE FILE PERIOD TOTALS ExXIM
169. Job Cost Main Module This option will enter transactions into the Accounts Receivable system update the Job Cost system and print the invoice on a formal document for your customer The form that will be used is the Invoice Form you have set up in the Master Configuration and will be loaded by the system when this option is selected It is recommended that a form type similar to be used to reflect a format more compatible with normal project billing After selecting this option you will be asked for the project number Select the project that you would like to during this transaction or click the Down Arrow F2 by default to scroll through the project file Only one project per invoice is allowed although many various billing codes on a single project may be allocated Once the project has been selected the system will then select the customer assigned to the project set the overhead default information and read the invoicing information that was calculated using the option Calculate Suggested Billing If this customer has been assigned a default AR Sales Code in their customer record this is the Accounts Receivable account that will be used for this transaction Otherwise the Accounts Receivable account defined in the Accounts Receivable Master Configuration will be used There are several screens that will be used to enter the transaction The data items on the overhead screen are described below Custo
170. MERS 0601 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import Customer Accounts directly into the Accounts Receivable module The customers will be updated as if processed through the normal Add mode in the Set Up Accounts menu option from within the Accounts Receivable system When you select the option to Import Customers from Set Up and Maintenance section of the Menu Bar new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button This will print out the format in which this option is looking for information to be organized in To create a map file in the program directory click on the Create Map button This will create the AR0601 MAP file in the directory the program is installed If the import file is a comma delimited file the data can be variable length but must be in the specified order If the import file is a fixed length ASCII file it must have a logical record length of 389 bytes and have the following field lengths Description 4 Position Length _ fas sWN 9 ws SENS 8 2 07 mm m qw LEN RN NN LN sting
171. Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coAR7dy dbf Sales Code File Sales Code Information 15 Updated Historical Information is Updated optional Page 2 44 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Delete Mode AR0407 This option allows you to delete an existing sales code Do NOT delete a sales code that has had activity in the current year This will distort your sales figures This option allows you to delete sales codes you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete sales codes that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a sales code is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coAR7dy dbf Sales Code File Sales Code Information 1s
172. NT 12 3 Page 4 Chapter 2 Set Up and Maintenance Page 2 33 Accounts Receivable User Manual Page 2 34 Data Pro Support Document Terms 759 20 STRING 15 20 Termtype 780 0 INT 35 3 Tax 746 10 STRING 36 10 Salesman 32 25 STRING 48 25 LAL 32 Required fields for importing records NOTE Make sure salesman and sales tax codes are set up prior to importing files Use a text editor or notepad to adjust the AKO6O map file for the first import After import complete copy the ARO601 map to AROGO0l old Change the AROG0lI map to the Second format to import second phase of information After import complete copy the ARO601 map to 0601 3 and change the map file ARO601 map to the third format Page 5 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual RENAME AR CUSTOMER NUMBER 0450 This option was designed to allow a user to modify existing Accounts Receivable Customer Numbers in all applicable fields The following pages will describe the changes that will take place during normal processing when this menu option is executed NOTE Although this option will perform a series of record locks as necessary as it goes through all of the integrated files as it renames all of the appropriate transactions records and notes attached to the master records this function 1s not designed to be run by multiple users at one time More importantly before you proceed to use this o
173. OM EOM Cutoff Default 0 This specifies the day of the month that 15 considered the end of the month If zero the system will use the real end of month If specified and the invoice date 1s after the EOM Cut Off the EOM calculation is performed on the following month Balance Forward Default N This is the default setting for new customers being added to the Customer File If this check box 15 blank the system will treat the customer as open item type customer and all open items invoices payments credit memos etc will remain on the customer s account until specifically paid If this check box is clicked the system will treat the customer as a Balance Forward type customer and the customer s open items will be consolidated into one balance forward amount when the option Consolidate New Balance Forward 15 executed NOTE The Accounts Receivable system has the ability to track both methods at the same time if necessary Therefore you may set up each customer account individually with this option Finance Charges Description Default 18 APR This is a twenty 20 character alpha numeric description which will be used as the description of any finance charges billed to the customer Interest Rate Default 1 500 This is the percentage rate that will be used in calculating the interest on past due invoices It should be the rate based on the periodic cycl
174. Page 2 61 Accounts Receivable User Manual The difference is that when you utilize the Scheduled Payment feature during the normal generation of invoices the system will update all sales amounts to the General Ledger at the time of the invoice but will create up to 360 separate open items with varying due dates based on your specifications Therefore payments are spread out for each open item based on your specifications and do not come due until each specified date For example Insurance agents providing convenient payment plans to their clients would find this a better mechanism to use since they normally want to be paid commissions on the policies now instead of over a longer period of time Pool Service companies though would be better off utilizing Cycle Invoices since their service will not be completed until they provide the service on a weekly or monthly basis Therefore they should not recognize the revenue for their services until the work is performed Cycle Invoicing would allow them to set up their billing for repetitive charges but then only post these charges to the customer s account once the service has been performed This means the update to General Ledger will only be performed at the actual time of the Cycle Invoice posting Electronic Funds Transfer EFT processing can be used on cycle invoice billings This will allow you to bill customers and receive payment for these invoices through EFT processing You must hav
175. Page 4 78 Description True X 1600 FC 5 Gal True X 1600 FC 7 Gal 100 Heavy Gauge Copper Wire 50 Heavy Gauge Copper Wire Electrical Outlet 100 Heavy Gauge Copper Wire 50 Heavy Gauge Copper Wire Electrical Outlet Box 4 Wire Clamp 8 X 10 Storage Shed BUILT Fully Assembled 10 12 Storage Shed KIT 8 X 10 Storage Shed BUILT Fully Assembled 10 X 12 Storage Shed KIT 5 10 Storage Shed BUILT Fully Assembled 10 X 12 Storage Shed KIT 8 X 10 Storage Shed BUILT Fully Assembled 10 X 12 Storage Shed KIT Carner Blacks Cancrete Blocks Cement 100 Ib Bag Electric Box Pole Roofing Tar Paper Roofing Tar Print Reports Overview Customer Price List Infinity POWER Sample Company Inc Customer Pricing Report Allens Hardware Shops Inc UM Min Pail 5 00 Pail 5 00 5 00 Feet 5 00 EA 5 00 Feet 11 00 Feet 11 00 EA 11 00 EA 0 00 0 00 2 00 2 00 4 00 4 00 6 00 5 00 EA Bag EA Roll Gal Max Oty 10 00 10 00 10 00 10 00 10 00 20 00 20 00 20 00 2 00 2 00 4 00 4 00 5 00 6 00 0 00 0 00 530 00000 825 00000 100 18800 871 72100 8131 78700 29 05600 563 75200 8117 14400 1 12000 1 969 74700 1 053 00000 1 893 98750 1 012 50000 1 818 22800 5972 00000 51 666 70900 5891 00000 55 58900 4 50800 3
176. Pressing TAB through this question will assume the default This overhead allocation factor will be used to post overhead costs to the project based on current costs posted in the system multiplied by this factor Payroll Allocation Factor Allows you to override the system default factor specified in the Master Configuration Pressing TAB through this question will assume the default This allocation factor will be used to post payroll overhead expenses to the project based on current payroll posted to the project multiplied by this factor This may be used to allocate payroll tax overhead as costs to the project This payroll allocation occurs only if you are interactive with the Payroll Estimated Percent The percentage amount of completion for the project based on the Complete estimate entered by the project manager This is used to calculate your projected profit and cost overruns based on the cost percent complete This is useful in comparing the actual status of a project versus the actual costs incurred Page 2 126 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Project To Date Billings Allows you to enter the total billings amounts that have been incurred prior to setting this project up Once this project has been set up and transactions and billings are posted through the system these figures will be automatically updated by the system Project To Date Draws allows you to enter the total
177. Receivable User Manual If you have several workstations that need to process credit card transactions and you don t want to have a modem attached to each workstation this gives you an alternative solution The Credit Card Server supports multiple modems for very busy installations and also allows you to connect to your Credit Card Server from anywhere you can establish a TCP IP connection including the Internet GO Software s PCCharge Payment Server product is included on the Infinity POWER CD ROM and may be purchased and activated by contacting Data Pro Accounting Software Inc This product provides the most support for the variety of Credit Card Networks currently available for both up authorizations as well as IP based access and on going credit card processing See the Third Party Programs section of the CD ROM for a current listing of all supported credit card networks e Credit Card Network This field allows you to choose from four 4 available credit card networks Technically only MAPP Global Payment Systems and NOVA are credit card networks IC Verify and PCCharge are third party applications that provide access to both of these two networks and a variety of other third party credit card networks Data Pro has selected PCCharge from GO Software as its primary product for supporting all credit card networks for years to come and will be discontinuing support for IC Verify and direct support for specific networks in the nea
178. Recervable Customer 181 391 79 Number of records printed 1 Page 4 10 Print Reports Overview Chapter 4 Accounts Receivable User Manual Customer Aging Report Non Detailed Infinity POWER Sample Company Inc AR Aging Non Detail Due Date Page 1 4 04 28 2006 Customer Phone Number Contact Region Sim Cur Ret 31 60 Day 61 90 Day 91 120 Day Over 120 ALLET Allens Hardware Shops Inc Orlan JF 407 434 1288 Tony Rizzo Aged 04 28 2006 Subtotals 58 785 21 3 275 90 2 775 90 2 133 67 0 00 50 549 74 Retainage 0 00 0 00 Deposits 0 00 0 00 Met Total 58 785 21 BOCA Boca Ciega Club 954 564 4663 Kirk Johnson Aged 04 28 2006 subtotals 9 106 96 9 056 56 0 00 0 00 0 00 5040 Retainage 0 00 0 00 Deposits 623 51 523 51 Met Total 8 483 45 BUCS Buccaneer Facilities SE 727 235 9656 John Madison Aged 04 28 2006 subtotals 76 511 81 0 00 0 00 33 961 81 0 00 42 550 00 Retainage 0 00 0 00 Deposits 3 461 20 3 461 20 Met Total 73 050 61 1 813 871 4512 Fred Hart Aged 04 28 2006 Subtotals 41 072 52 11 957 29 0 00 0 00 0 00 279 115 23 Retainage 0 00 0 00 Deposits 0 00 0 00 Met Total 41 072 52 Totals for all Accounts Subtotals 5185 4 76 50 24 289 75 2 775 90 36 145 48 0 00 122 265 37 0 00 13 39 1 53 19 93 0 00 67 40 Retainage 0 00 0 00 0 00 0 00 Deposits 54 084 71 4 084 71 22 2558 258 Net Total 181 391 79
179. S ADJUSTMENTS 0110 This option allows you to record cost adjustments to previous Inventory sales on a specific invoice and is only available if Accounts Receivable is interactive with Manufacturing Inventory Management This option allows you to adjust the Cost of Sales on transactions you have already recorded This option is designed to allow this function on a transaction by transaction basis This would be required if inventory was sold before it was recorded as received in the inventory system When inventory items are sold that have not yet been recorded as received the system will record whatever costs are available to Cost of Sales However the program has no idea what the costs of the remaining items are The result is a negative number of units in the quantity to adjust field for the affected inventory items indicating that items have been sold for a cost which has not been recorded When the inventory receipt is recorded later the cost will not be automatically adjusted for previous sales Additionally the quantities in the and Available fields will not be correct because a portion of the items have already been sold This option allows you to adjust the Cost of Sales and to correct the inventory quantity fields and Available This is an important adjustment to make so that your sales journals and commission reports reflect accurate Cost of Sales amounts which are used in
180. Sales amounts for each period of the fiscal year These amounts will be automatically updated during normal processing When completed lt click gt on the Save button to save these changes If you are adding a sales code specifically for EFT transaction payments the sales code MUST begin with The checking account number that you select MUST be one that was set up specifically for EFT transactions For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation manual Once all information is entered for this sales code click on the Save button to validate this information or click on the Cancel button to cancel this entry Results coAR7dy dbf Sales Code File Sales Code is Added Historical Information is Updated optional Change Mode 0406 This option allows you to change information on an existing sales code If you have made any mistakes during this set up process you may return to the Change A Sales Code option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change
181. Salesman Jack Friedman Sales Region FL AR Sales Code Curent Finance Charges YTD Finance Charges Date of Aging 04 28 2006 Number of records printed 2 Page 4 58 Customer Listing Detailed 71 43 432 94 Current 11 957 29 7 76 94 28 Current 3 161 44 Print Reports Overview Infinity POWER Sample Company Inc Detailed Customer Listing ShipToa Same Tax Rate 2 Address 2411 M Palm Way Price Level Discount Credit Limit Finance Charge City St Petersburg Balance Forward State FL Country Zip 33703 Comments E Mail fredh hartcnst com Terms 1 Days Days 30 Desc Net 30 Average Days to Pay 35 Invoices Used in 12 31 60 Day 61 90 Day 91 120 Day 50 00 50 00 50 00 Same 4 Address Same Price Level Discount Credit Limit Finance Charge City Balance Forward State Country zip Comments They buy lots of sheds every month GOOD CUSTOMER DO WHATEVER IT TAKES TO MAKE THEM E Mail dann homedapat com Terms 1 Net Days Days 30 Desc Net 30 2 Disc Average Days ta Pay 47 Invoices Used in Avg 12 31 60 Day 61 90 Day 91 120 Day 0 00 3 500 00 0 00 County Tax 0 00 18 000 00 Yes Over 120 29 115 23 County Tax 10 00 250 000 00 Yes 120 2 967 89 Page 1 4 04 28 2006 Chapter 4 Accounts Receivable User Manual Custom
182. Salesman amp Name JF BM EDL HOUSE ALF ANG CIM DGC JLG JUT LMR MBS MPS RCW SBP SDG Number of records printed 18 Chapter 4 Jack Friedman Bill Maguire Edmundo Lacayo House Sales Ivan Grant Alfred Fredricks Ashley Gonzalez Carlos Montoya Donnell Curtis Jason Keyes Janie 1055 Joshua Thomas Lou Rush Marco Suarez Michelle Shaw Russell Wartner Sonalee Patel Steve Gash Grand Totals Salesman Ranking Infinity POWER Sample Company Inc Salesman Ranking Report Based on Y TD Gross Sales Month to Date Gross Sales 62 192 58 21 946 26 0 00 384 37 8 453 50 0 00 0 00 0 00 0 00 0 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 92 976 71 Net Sales 54 873 21 7 050 65 0 00 230 37 4 676 25 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 50 00 566 830 48 Accounts Receivable User Manual Yea to Date Gross Sales 375 380 23 97 071 76 31 912 50 31 610 19 17 510 06 0 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 553 484 74 Print Reports Overview 4 47 Page 1 4 04 28 2006 Net Sales 9356 173 21 50 960 68 7 855 50 25 208 64 11 296 66 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 50 00 50 00 50 00 451 494 69 Co C Cn a N Accounts Receivable User Manual I
183. Search option or press F10 you may enter the information you are looking for such as an invoice number date of transaction invoice amount or check number as shown on the following screen You may also choose to search up or down the file pick if it is to be case sensitive and more You may scroll up or down through the file manually to find the open item you are seeking and if there is one or more partial payments made against an open item the Payments button located directly underneath the Item and titled Payment History will be shown as active If it is active you may click on this button and a new screen will appear displaying all of the partial payments made to date against this specific open item as shown on the following screen Page 2 18 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Open Payment History Invoice 69098 Tools Launch Edit Wavigation 14 a Y Item Payment Date Amount Check 04 30 2004 04 30 2004 03 09 2004 03 26 2004 Cancel Type This is the transaction type that was assigned during the origination of this open item It could be an invoice payment credit memo debit memo as an example This will always inform the user of the nature of the transaction and how it should be affecting the customer s account balance Transaction This is the Transaction Number that was created for this open item at the time the transaction occurred F
184. Time Batches are typically closed and processed by the credit card network if left in Open Status for more than three days The response to a Batch Open transaction may reflect for the Batch Count This is warning you that the previous batch had not been closed and has been automatically pended Pend Batch This allows you to deactivate the current active batch so that a new one may be opened Batches are pended if the transactions have not been reconciled for the batch and there is a need to open a new batch for subsequent transactions Reconciliation will be completed at the beginning of the following work day A batch may be pended whether or not it contains transactions To reactivate a pended batch a Batch Open option must be performed using the original Batch Number used to initially open the batch The current batch that is being accessed will be pended Close Batch This will complete all work with the batch and will allow the credit card network to process the financial information Once batches in closed status they are flagged for transmission and settlement Closed status batch numbers may not be re used for a period of five 5 days Batches should always be reconciled before closing This is recommended even if you are on an automatic closing process To successfully perform Batch Close transaction the operator must enter the three digit Batch Number and the Total Draft Amount in the Batch Amount f
185. YY DBF INVENTORY DETAIL FILE AR2GL XXX GEHERAL LEDGER AR INTEGRATION FILE Introduction Page 1 13 Accounts Receivable User Manual Manual Invoice Flowchart Record Manual Invoices updates the Customer Master File for Sales History the AR Header File the AR Detail Transaction File the Sales Tax File the Sales Code File and the Salesman File If integrated with inventory it updates the Inventory Master File for Sales History the Cost Layer File and the Inventory Detail Transaction File If integrated to General Ledger it updates the AR General Ledger Integration File RECORD MANUAL axsARTYYT DBF CUSTOMER MASTER FILE SALES HISTORY SALESMAH FILE FOR PERIOD TOTALS ZxAMTYY DBF IHVEHTOR T MASTER FILE SALES HISTORY AXACRZ DBF CHECK REC DETAIL FOR TRAHSACTIOHS Page 1 14 Introduction 2 0 ITEM FILE INVOICES AR TRANSACTION HEADER FILE SALES TAX FILE PERIOD TOTALS AxAXIMG DBF COST LATER FILE AxsCRADBF CHECK REC BATCH FILE FOR EFT PROCESSIHG zaxsARAYTY DBF AR TRANSACTION DETAIL FILE AxAAR YY JDBFE SALES CODE FILE PERIOD TOTALS AAAIM2ZYY DBE INVEHTORY DETAIL FILE XXX GEHERAL LEDGER AR INTEGRATION FILE Chapter 1 Accounts Receivable User Manual Import A R Transactions Flowchart Import Transactions updates the Customer Master File for Sales History the AR Header File
186. a project code the default unit price will be the billing rate set up for the Billing Code Extended Price This is the calculated extended price for this line of the transaction You may press the TAB key to accept the calculated extended price or change the price for any adjustments necessary When you have entered all detail lines necessary for this transaction you may click on the Save button to save this information Add COS By clicking on the Add COS button the system will allow you to enter the additional cost of sales amount for this transaction This may be used if you wish to include an additional amount of cost that was not recorded in the project The sales journal and commission reports that you may print later will include this cost and will calculate a gross profit amount and percentage Using this field for additional costs will insure accurate gross profit calculations on these reports A small window which will allow you to enter the additional cost of sales amount and sales code will appear This sales code will be used when posting the cost amount to the sales code file You may press ENTER to scroll through the sales code file to make your selection Page 3 56 Enter Transactions Chapter 3 Accounts Receivable User Manual NOTE This additional cost of sales amount will not be reflected in the project cost information The project will reflect only costs that have been recorded directly
187. able Subj Limit 50 00 50 00 50 00 50 00 50 00 50 00 Amount Over Lirnit 50 00 50 00 50 00 50 00 50 00 50 00 Tax Charged 0 00 0 00 0 00 0 00 0 00 0 00 2 County Tax Prim Rate 6 50 6 00 0 50 0 00 0 00 0 00 Total Sales 512 823 21 72 823 21 12 823 21 50 00 50 00 50 00 Man Taxabla Salas 11 120 71 211 120 71 211 120 71 50 00 50 00 50 00 Taxable Sales 51 702 50 61 702 50 61 702 50 0 00 0 00 50 00 Tax Charged 4 010 67 3 702 16 308 51 0 00 0 00 0 00 99 Prim Rate 0 00 0 00 00 0 00 0 00 0 00 Total Sales 513 000 00 50 00 50 00 50 00 50 00 50 00 Man Taxabla Salas 13 000 00 50 00 50 00 50 00 50 00 50 00 Sales 50 00 50 00 0 00 0 00 0 00 0 00 Tax Charged 0 00 0 00 0 00 0 00 0 00 0 00 Totals Total Sales 94 276 71 31 276 71 72 823 21 0 00 0 00 0 00 Non Taxable Sales 32 574 21 19 574 21 11 120 71 50 00 50 00 50 00 Taxable Sales 61 702 50 61 702 50 61 702 50 0 00 0 00 0 00 Tax Charged 5401057 3 702 16 308 51 50 00 50 00 50 00 Number of records printed 3 Chapter 4 Print Reports Overview 4 37 Accounts Receivable User Manual ANALYTICAL REPORTS Seven reports are available by selecting the Analytical Reports menu option They are categorized into four types 1 Trend Reports Customer Trend ReportARO0208 Salesman Trend ReportAR0209 Sales Code Trend ReportARO0210 2 Manager Reports Commission Report Salesman Ranking 3 Inventory Sales Detail Detail by Cus
188. able module that you would like to assign this project There should be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with zero tax percentages Beginning Date This is the starting date of this project This is to allow managers to track the beginning dates on a project Ending Date This is the ending date of this project This is to allow managers to track the ending dates on a project Chapter 2 Set Up and Maintenance Page 2 125 Accounts Receivable User Manual Billing By clicking on the Billing button a new window will overlay your existing screen for you to specify the following information Ell Billing Information 2004 1 eL Tools Launch Contract Amount 150 000 00 Maximum Draw Amount 125 000 00 Overhead Allocation Factor 0 1000 Payroll Allocation Factor 2500 Percent Complete 20 0000 Month To Date fearTo Date Project To Date Actual Billings 20 00 0 00 b 00 Actual Draws 80 00 80 00 80 00 Actual Costs 80 00 80 00 80 00 Details Cancel Contract Amount The Contract Amount is the set amount of the contract to be billed Maximum Draw Amount The maximum amount of Draw loans against construction that may be taken during the course of this project Overhead Allocation Allows you to override the system default factor specified in the Master Factor Configuration
189. aform com Or call 800 660 8605 9 00am 6 00pm EST Click on Select to continue You may test your form alignment by clicking on the Align button which will send a test page to your printer so that you may visually determine if your forms are correctly lining up with any preprinted forms Click on Cancel to exit this option Field Names Customer Number Bill To Name and Address Remit To Name and Address Statement Message Aging Date Aging Balances Current Unpaid Finance Charges Total Finance Charges Total Balance Chapter 4 Print Reports Overview 4 17 Accounts Receivable User Manual Year End Statements YEAR END Date 04 28 2006 STATEMENT Bill To Remit To National Auto Parts Infinity POWER Sample Company Inc 201 E Kennedy Blvd 150 Second Avenue North Suite 876 16th Floor Tampa FL 33601 St Petersburg FL 33701 USA Total Finance Charges This Year 361 17 Current Unpaid Finance Charges 202 78 Thank you for your business Aging Date 04 28 2006 Total Balance Current 31 60 Day 61 90 Day 792 155 62 117 869 78 112 212 85 101 143 48 91 120 Day Over 120 19 530 00 441 399 51 Page4 18 Print Reports Overview Chapter 4 Accounts Receivable User Manual DETAILED SALES JOURNALS Six reports are available by selecting the Detailed Sales Journals menu option 1 Sales Code Summary 2 Sales Journal 3 Sales Journal by Customer 4
190. ained Results coAR2 dbf Open Item File New Balance Forward Calculated Paid Open Items Removed Record Project Transactions This section describes the options available under the Record Project Transactions menu option This includes the calculation of billing amounts for projects currently in progress the printing of all associated reports and the generation of a project invoice and the actual update to all related files CALCULATE SUGGESTED BILLING JC20104 This option allows you to calculate automatically what billings should be generated based on current costs incurred and or manual percent complete entries When selecting this option you will be asked to specify the range of projects that you want to Calculate Suggested Billings for Enter the project number or press the F2 key for special searches You will next be asked to specify which project types should be calculated You may specify a single type such as Percent Complete or you may specify Types so that all projects are calculated at once After you have selected your project types you may specify a job mask to utilize when making these calculations Chapter 3 Enter Transactions gt Page 3 37 Accounts Receivable User Manual Once you click on Start button to begin the system will look at current costs for each project specified and check the project file to determine the Project Type set up by project and then calculate the appr
191. al sales by various breakdowns defined by you or you may simply use one code to represent all sales This code may be up to 10 characters alpha numeric Make sure that if you are interactive with Accounts Receivable that any codes you use when you set up Inventory are set up in Accounts Receivable Otherwise when invoicing and such the system will always be looking for near matches instead of assuming the proper number immediately U M This is a four 4 character alpha numeric field that will identify the count value of that item e g ea lb doz gal etc This will define the default or stocking unit of measure if the Unit of Measure Conversion options are utilized Job Cost Code This is the default Cost Code used to transfer the cost of inventory into a job Y ou may override this default code at the time of allocation to a specific job or project but the code entered here will be used as the default value for the system You may click on the Down Arrow F2 by default if you are integrated with the Job Cost Main Module to review a scrolling list of valid list of Cost Codes to enter into this field This is very important to configure in advance particularly if you intend to utilize the Sales Order Proposal Writing feature that allows quotes to be converted into Jobs once the quote has been accepted by the customer If these line items on the Proposal have been setup properly with their Cost Code setup they will be a
192. and NOVA networks Merchant ID Processor ID This is a thirty 30 character field not all will be used identifying the merchant and the merchant s bank to the credit card network Only NOVA networks use this field This is a thirty 30 character field not all will be used identifying the Credit Card Processing Network to the PC Charge payment server software system Only PC Charge uses this field Page 2 76 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Modem Port This is the COM device or port name that the modem is connected to for communications to the credit card network Most UNIX based systems have a name in form where is a two digit number for the device name used for the modem MS DOS based systems are either or 2 for COMT or COM respectively This field is used by and NOVA networks Communications Settings The communication parameters consist of four 4 parts comma delimited separated by commas These parts include the baud rate data stop and parity By default the system will assume 1200 8 1 Another example of a valid communication parameter would be 2400 8 1 n This field is used by and NOVA networks First Telephone This is a thirty 30 character field for the primary telephone number used to access the credit card network The entire phone number including a 1 and
193. ansaction an accurate account of the sale and cash received This deposit amount will be debited to the cash sales code and credited to the deposits sales code set up in the Master Configuration The deposit transaction number will match that of the invoice generated at the same time for matching purposes at a later time AR Sales Code This data item will only be accessible on the data entry screen if the Accounts Receivable Master Configuration question Allow Override of AR Sales Codes has been turned on This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customers default AR Sales Code will appear if one has been set up on their customer file You may press the F2 key to select an AR Sales Code or leave the field blank to default to the Accounts Receivable account set up in the Accounts Receivable Master Configuration Open Item Description This 15 the twenty 20 character description that you would like to assign this transaction This description will be displayed on all aging reports transaction registers and customer statements Sales Order Number This is a reference number for your internal sales order for this transaction This field will be displayed on some invoice forms Customer This is a twenty 20 character field for the customer s purchase order number This field will
194. anual Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on Start button to begin the process the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may click on the Next button otherwise click on the Close button t
195. anual to verify that you have all of the necessary equipment to perform this function The ability to perform Analytical Graphs is currently not available with the Linux versions After the graph has been displayed to your screen printing is one simple step For Windows Compatibles Press ALT Print Screen and paste into a WORD document You may also paste this image into a document or an Excel spreadsheet for presentation purposes SALES TREND BY CUSTOMER 0301 This option provides a line graph displaying sales by month for the current year for up to four 4 specified custom ers This option is designed to chart the historical sales for a customer s account for every month in the current account ing year This allows you to see very quickly the upward and downward trends of customer sales When you execute this option you should select the customers to include on the graph YTD Customer Sales 00 00 B ALLE 4000 00 2000 00 1 Chapter 5 Perform Analytical Graphs Page 5 1 Accounts Receivable User Manual SALES TREND BY SALESMAN 0302 This option provides a line graph displaying sales by month for the current month for the current year for up to four 4 specified salesmen This option is designed to chart the historical sales for a salesman for every month in the current accounting year This allows you to see very quickly the upward and downward trends of the salesman s performance When
196. any necessary adjustments either automatically or through this option one transaction at a time Results coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code File is Adjusted coIM1dy dbf Inventory Item File Adjustment Recorded Historical Information Updated AR2GL co Accounts Receivable Integration File General Ledger accounts updated AUTOMATIC COS ADJUSTMENTS 0109 This option allows you to record cost adjustments to previous Inventory sales on a date range of invoices This option is only available if Accounts Receivable is interactive with Manufacturing Inventory Management This option allows you to adjust the Cost of Sales on transactions you have already recorded This option is designed to allow this function to occur automatically based on a specified date range of invoices instead of on a transaction by transaction basis This would be required if inventory was sold before it was recorded as received in the inventory system When inventory items are sold that have not yet been recorded as received the system will record whatever costs are available to Cost of Sales However the program has no idea what the costs of the remaining items are The result is a negative number of units in the quantity to adjust field for the affected inventory items i
197. are 2 in combined size you will need at least 2 2MB in additional free space before proceeding with this option NOTE This option will only reorganize undamaged data within your files Therefore you should carefully audit all information after you execute this option and make any necessary adjustments to your data The following files are available for maintenance Customer File Salesman File Ship To Address File Tax Rate File Open Item File Sales Code File Transaction File Cycle Invoice File Transaction Detail File Plan Assignment File You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select files Un select files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply click on Start button after selecting the files you wish to manage You are then given the options to Pack or Re Index the selected data file s Pack is a utility that physically removes any de
198. associated to making a payment related to a job The Job Cost Collections Report utilizes this field when the report is run Chapter 2 Set Up and Maintenance gt Page 2 19 Accounts Receivable User Manual G L Account Number If you have configured your system to use multiple Accounts Receivable accounts and have changed the A R Sales Code during the posting of payments or the writing of invoices for example this will information be displayed in this field This Sales Code ultimately relates to the actual General Ledger Account Number for the various Accounts Receivable accounts that may be stored on your Balance Sheet reflecting each unique receivables account Each posting could therefore be updating a different GL account uniquely although they are being billed and or paid through the same customer account Remaining Amount This number would be the remaining balance still due on this open item if there had been any partial payments made on this open item If this is the case you would have the ability to click on Payments button under the Payment History column and check on the details of all of the payments made to date on this open item Post Date The posting date is the System Date at the time the transaction occurred This is normally set to the same value as the Invoice Date except when using scheduled payments When posting scheduled payments the Invoice Date will be set to the future dates th
199. at fiscal period In other words you can not print the Aging report as of the 23rd of the month and the Balance Sheet on the 23rd of the month and expect them to balance The Balance Sheet figures for a prior fiscal period will always represent the end of period totals not a day within that fiscal period Therefore if you are trying to balance between the two reports always use the last day of the fiscal period you are trying to audit The open item file can keep track of the latest check number and check amount that was posted against each open item and all of the partial payments for each open item If you are utilizing the Multiple Accounts Receivable accounts feature and have selected to run this report for all AR Sales Codes this summary page will calculate and show the Accounts Receivable amounts for each individual AR account defined on these open item transactions Click on Start button to proceed with the printing of this report Field Names Salesman Number Customer Number Phone Number Contact Customer Name s Pes on Transaction Type Chapter 4 Print Reports Overview 4 5 Accounts Receivable User Manual Transaction Number Salesman Number for open item Transaction Description Due Date Transaction Date Aging Date Totals Transaction Amount Totals for Accounts placed in aging category column Page 4 6 Print Reports Overview Chapter 4 Customer Phone Number Contact
200. at the payments should occur However the Posting Date will be the date the transaction was entered The Posting Date will be used when printing the Aging Report to identify which open items existed at any point in time so that back dated aging reports can be printed properly Payment History As mentioned earlier if a partial payment is made against a specific open item this button becomes active and stores a detail of all of the associated payments that are made against the open item until it is paid in full Complete Payment Date This is the date that the actual open item is completely paid off Once this item is paid in full the system will automatically update this field Partial Payment Date This field stores last date that a partial payment was made this open item Even if multiple payments have been made to this open item the date stored here will reflect the last date a partial payment was made Check Number This field stores the last check number that was posted against this open item Even if multiple payments have been made to this open item the Check Number stored here will reflect the last Check Number that was used on a payment for this open item When you done with the Open Items section of the customer s record click Cancel to return to the main data entry screen Aging Button When you click the Aging button a new screen will appear to provid
201. ate the system will then ask for the due date to be entered The system will not calculate any due date but use the date entered as the due date of the transaction Net Days If the terms are defined as Days the system will then ask for the Number of Days You may enter the number of days from the invoice date the customer has to pay this transaction The system will then use this to calculate the due date of this transaction Net Days EOM If the terms are defined as Net Days EOM the system will then ask for the Number of Days You must enter the number of days from the end of the month the customer has to pay this transaction The system will then use this to calculate the due date of this transaction Terms Desc This is a twenty 20 character description of the terms for this transaction The default will be the terms description set up in the customer s master file This terms description will be displayed on the form printed when this transaction is completed Transaction Number If the numbering sequence is set up in the Master Configuration this item will be set to Automatic and you will not be allowed to enter this data item The system will automatically use the sequence number and then increment the number when the transaction is validated If the numbering sequence is turned off for this transaction you must enter the transaction number here The number may be up to ten characters in length
202. ate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 02NO 1 YES This field indicates to the import programs whether or not the transaction 15 continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related i
203. ate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on Save button to save your changes or click on the button to cancel the changes made Results coAR5dy dbf Salesman File Salesman File Updated Delete Mode AR0411 This option allows you to delete an existing salesman Do NOT delete a salesman that has had activity in the current year this will distort your sales and commission figures This option allows you to delete salesmen you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Make sure this is what you want to do b
204. ation This button displays the Multi Location inventory inquiry This information includes the On Hand and Available Quantities of all inventory locations for each defined location for this inventory item Costs This button allows you to view the total cost and average unit cost of the item This feature is set this way for security purposes Add Mode 1 0401 This option allows you to set up new inventory items Several screens will be used taking you step by step through the sequential process of properly and thoroughly identifying your inventory items This process will repeat itself for each inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then WE Set Up Inventory Page 2 100 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Enter the inventory item number in the format that you initially set up in the Master Information e g the default configuration is shown below 1 Category 2 Class 3 Item 4 Location NOTE If you add new inventory items in the old year after performing End Procedures the new inventory items added will not appear in the new year This is because the i
205. ax Rates File Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting Si sftware Se ure Internet Solutions IMPORT TAX RATES 0603 Map file designates what fields and what the length of those fields that will be imported The file y ou import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If map file exists then go to Set up and Maintenance import tax rates and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields you do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as AR0603 M AP Explanation of File Tax Rate field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 2 Starting position of field 10 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPOffsets or Lengths Action 1 0 CHAR 1 1 Tax Rate Number 0 10
206. ay a Processing Log of the various files in all of the related accounting modules and the number of records in each file that have been affected by the change Chapter 2 Set Up and Maintenance gt Page 2 35 Accounts Receivable User Manual Rename AR Customer Number Seles Tools Launch Customer Numbers Old Customer UNIV1 Using Customer key Mew Customer x UNIVi0 Frocessing Lag 1 4 1 records updated insarz 1 records updated Insars04 0 records updated 404 0 records updated insarB 0 records updated insara 0 records updated insat 1 records updated insimel4 0 records updated insimb records updated insjcT104 1 records updated inssd1 0 records updated inssd3 0 records updated inssd4 0 records updated Processing Completed ae When done the screen will state Processing Completed and you may click on the Close button to return to the menu File Name Fields Modified ACCOUNTS RECEIVABLE xxxARIdy dbf Accounts Receivable Customer File NUM xxxAR2 dbf Accounts Receivable Open Item File CNUM xxxAR3dy dbf Accounts Receivable Transaction CNUM File 4 xxxAR4dy dbf Accounts Receivable Transaction CNUM Detail File ARO6 xxxAR6 dbf Accounts Receivable Ship Address CNUM File xxxARA dbf Accounts Receivable Cycle Invoice CUSTNUM File 15 xxxARF dbf Accounts Receivable
207. ayment type information is entered and saved in the system ll Maintain Payment Types P B ioj Tools Launch Wavigation Operation al Add iq Id if Description Payment Sales Code Customer Eurency Code Gredt Card Mask OOOO Processor 10 User Fields Cancel Mose Page 2 72 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The following is an explanation of each of the data items Id Enter a unique id for the new payment type Description Enter a description of the payment type Ex Visa American Express Payment Type Select the payment type from the pull down menu Valid values are cash check or credit card Only specify a credit card type if the actual credit card information needs to be recorded Sales Code If a sales code applies enter the desired sales code or select a sales code by navigating or scrolling through the exiting sales codes on record Customer Enter a Receivable customer number if the transaction temporarily creates a receivable function within your General Ledger This would occur for instance if one of your payment methods were a credit card such as MasterCard Although your customer has provided you a means to be paid for their purchases MasterCard you still do not have available cash in the bank for this transaction This is because you now have to wait for MasterCard to provide
208. be displayed on some invoice forms Shipping Instructions This is a twenty 20 character field for a description of any special shipping instructions that may be necessary for this transaction This field will be displayed on some invoice forms 3 4 Enter Transactions Chapter 3 Accounts Receivable User Manual Details The following describes each of the data items for each line of detail Sales Code This is the sales code which classifies the sale for this line You may enter the sales code or press TAB to scroll through the sales code file The TEXT sales codes work during invoicing in Accounts Receivable to allow free form text notes that will print on the invoices This replaces the need to use and sales codes where the limit of characters per line is only thirty 30 characters each This option allows ten 10 lines of free form text for each TEXT sales code entered which is centered on the invoice form and 15 sixty 60 characters wide and uses an auto wrap feature during data entry Further although the TEXT sales code may be up to ten 10 lines in length each one only uses a single line during data entry so as not to consume all of the lines of the invoices detail section Multiple sales codes can be used for each invoice This is ideal for highly descriptive invoice writing capabilities The TEXT sales code can be used and created as a template for
209. bf This file contains the tax rates for each tax entity that you set up Sales Code File filename coAR7dy dbf Cycle Invoice File filename coARA dbf This file contains the sales code master information and gross sales and cost for each period of the fiscal year This file contains the complete invoicing information to perform cycle billing Page 2 4 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual File Name Description Cycle Invoice File This file contains the complete invoicing information to perform cycle filename coARA dbf billing Price Plan Assignment This file contains all of the information regarding the various Inventory File Price Plans that may be assigned on a customer by customer basis filename coARF dbf Credit Card Info File This encrypted file contains credit card information for each customer filenames coARN dbf which includes credit card number expiration date and customer billing and coARN mdx information Payment Types File This file is a multi indexed file that allows the user to define an unlimited filename coARO dbf number of payment types Its impact is driven throughout the Accounts Receivable Sales Order Entry Point of Sale and POWERServer modules Once data files are created exit by clicking Close Proceed to the remaining Set Up and Maintenance options to complete the configuration of the Acc
210. bf Price Plan Assignment File Price Plans Information 1s marked for Deletion Copy Mode AR0404 This mode allows you to create a new customer by copying the information from an existing one Using this option the system provides a quick method of setting up customers that are very similar This may apply where a single customer may actually require multiple accounts because of separate locations or branch offices which require separate billings First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will be asked if you wish o copy customer pricing information Choose or You will notice all the information except for the customer number will be copied to a new record Enter the new customer number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coAR1dy dbf Customer File New Customer Information is Set Up coARF dbf Price Plan Assignment File Price Plan Information is Set Up Chapter 2 Set Up and Maintenance Page 2 25 Accounts Receivable User Manual IMPORT CUSTO
211. cal year Based on the nature of your business this may or may not be an important option to have tested during the payment posting process If the system determines that a customer has already sent you a check with the same number during the payment posting options you will receive a warning message and will have to key in another check number to proceed By clicking this check box the system will search through the Accounts Receivable Transaction Detail File to verify whether this customer has sent you a check with the same check number within the current fiscal year Single Cycle Inv Default N This check box will define whether a single cycle invoice will be printed and posted or whether the system will prompt you for a range of cycle invoices to print and post at one time By clicking on this check box the system will print and post a single cycle invoice at a time AR Account Default 06100 This account number is used to update the General Ledger if you are interactive with that module The default account number assumes that you are using the default Chart of Accounts This account is used to post the debit to Accounts Receivable when an invoice is written This account is only used when an AR Sales Code has NOT been defined on the transaction In the case where an AR Sales Code has been defined on a transaction the debit will then be posted to the Accounts Receivable account set up on the AR Sales Code
212. category for concrete e g 50 This percentage will be multiplied by the billing budget for concrete to determine the Project To Date billing amount 10 000 x 50 5 000 If there were any previous billings performed they would be subtracted from this Project To Date billing amount to calculate the suggested billing amount assuming 3 000 as the previous billing amount 5 000 3 000 2 000 This billing will be performed on all billing codes which have a budgeted billing amount and are followed by cost codes which have current period costs Page 3 38 Enter Transactions Chapter 3 Accounts Receivable User Manual 4 Completed Contract The suggested billing amounts for Completed Contract type projects are calculated exactly the same as the Percent Complete type projects The way the general ledger sales accounts are updated are the primary differences between these two types of billing types 5 Bank Draw The suggested billing amounts for Bank Draw type projects are calculated exactly the same as the Percent Complete type projects Billing methods again are the only differences between the two project types Results coJC1dy dbf Project File This Period set to Y es coJC2dy dbf Project Detail File Current Suggested Billing Quantities and Dollars Updated ENTER ADJUST ACTUAL BILLING JC20105 This option allows you to perform initial entry of project billings or adjust the automatic billing calcula
213. ce This billing type requires the entry of an e mail address When cycle invoices are posted with this billing type will e mail an invoice to the e mail address entered if you are connected through a network that has access to the Internet You will be required to enter the customer s E Mail address Billing continued Pay with EFT Transaction This will allow you to bill customers and receive payment for these invoices through EFT processing if the Customer s bank account and bank routing numbers are set up on the Customer s Master Record You must have the Check Reconciliation module to execute this procedure Please refer to Chapter 1 of the Check Reconciliation manual for more information on EFT processing When you have finished entering the billing information click on the Save button to validate your entry Chapter 2 Set Up and Maintenance gt Page 2 65 Accounts Receivable User Manual When you have completed the entry of this cycle invoice click on the Save button to validate your entry Results coARA dbf Cycle Invoice File New Cycle Invoice is Added Change Mode 415 This option allows you to change information on an existing cycle invoice If you have made any mistakes during this set up process you may return to the Change A Cycle Invoice option to change any information you have already entered First you must navigate to the record you wish to change You may find a record
214. ce form After you click on the Post button to validate if the transaction type 15 Invoice the system will display a small window showing the retainage percent and amount that will be posted You may change the calculated amount or click on Save button to accept the calculated value The system will then proceed to update all applicable files prior to the printing of the invoice form A small box will appear on the screen specifying which 15 currently being updated Once this process is complete the invoice will then start printing After the form has been printed you will be asked if you need to print the form again Results coAR1dy dbf Customer File Customer History is Updated Customer Aging Totals are Updated coA R2 dbf Open Item File Open Item Record is Added coA R3dy dbf Transaction File Transaction Record is Added optional coARSdy dbf Manager File Manager History is Updated coAR7dy dbf Sales Code File Sales Code History is Updated Sales Code Current Amounts are Updated Chapter 3 coJClidy dbf Project File Historical Billing Information Updated Current Retainage Amount Updated if applicable coJC2dy dbf Project Detail File Historical Billing Information Updated Current Billing Information Cleared Current Cost Information Cleared Balance Forward Cost placed in Current coJC3dy dbf Project Transaction File optional Transaction Records Add
215. ces and Credit Memos e S che eee Eee Peu CE e de eae e RUE CE e eve e Ee e eet de caeca CE ea OR dene cuu 1 13 Year 4 18 Page I 5 Index
216. cessing capabilities for your firm This would include credit cards such as MasterCard VISA American Express Discover and many others Their firm uses local independent sales organizations 1505 to process all applications from merchants and make all of the necessary inspections that are required to be able to process electronically The sales analysis options provide numerous trend analysis reports sales journals commission reports and graphs based on customer and manager information All reports may also print by sales region if you prefer As you can see the Accounts Receivable system not only provides you with the management tools necessary to keep a close watch over your customers outstanding account balances but also provides appropriate level of integration with the Job Cost module to assist you with complete project management CUSTOMER ACCOUNT METHODS The Accounts Receivable system allows you to track customer balances using two different methods 1 Open Items 2 Balance Forward The methods may be defined on a customer by customer basis so that certain customers may use the open item method and others may use the balance forward The following describes these methods Open Item This method allows you to track each unpaid invoice or other transaction as an individual item for aging purposes These open items remain listed in your customers records until individual payments or credit memos are applied directly
217. click on Save to validate your deletion of this record Make sure this is what you want to do because once an item is deleted it can not be retrieved Results coIM1dy dbf Inventory Item File tem Information is marked for Deletion Chapter 2 Set Up and Maintenance Page 2 119 Accounts Receivable User Manual coIM3 dbf Assembly File Bill of Materials 1s marked for Deletion Copy Mode IM0404 This option allows you to set up new inventory items by copying existing ones This option 15 very helpful in setting up multiple locations or in renumbering your inventory items Using this option the system provides a quick method of setting up items that are very similar Many items may only vary by color size or any other variable The rest of the information relevant to these items may be exactly the same You are able to quickly create and enter new items into the file This option will also save a considerable amount of re keying of the same information when setting up the same items for multiple locations or when assigning new numbers to old inventory items First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Yo
218. company illustrated throughout the sample reports section our company sells various type of residential and commercial cleaning products For many firms it may be sufficient to simply say We sold 460 worth of brooms last month However other companies may want to know that we actually sold 124 worth of plastic handled brooms 278 of wood handled brooms and 58 worth of push brooms Either method of reporting is possible with this module It is simply a matter of configuring Sales Codes Sales Codes will also track freight taxes discounts and many other types of items The system comes with several default sales codes to keep track of these various basic sales codes Default sales codes are the sales codes that the system needs to use during the processing of transactions The sales codes specified here must be entered into the system through the Add a Sales Code option if you decide not to use the defaults These special sales codes are updated at special times as described below Sales Tax This sales code is updated with the amount of all sales tax charged on every transaction Finance This sales code is updated with the amount of all finance charges automatically calculated Freight This sales code is updated with the amount of all freight charged on every transaction Sales Disc This sales code is used to summarize the total amount of sales discounts given Pay Disc This sales code is used to summarize th
219. ctive with the Manufacturing Inventory Management module Each item in inventory may have up to ten 10 different price levels established and by specifying a level here the system will automatically default to that level of pricing for all inventory items charged to this particular project Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this project These comments will only be displayed on the Detailed Project Listing and on one of the Project Inquiry screens Square Ft This is the total overall units for this project The description of this data item will be the Overall Proj UM set up in the Master Configuration This quantity or units figure may be included on the Cost Classification Summary as the divisor for each cost figure This can provide you with for example a summary of Project To Date cost per Square Feet Customer This is the customer number used by the Accounts Receivable module If you are interactive with this module enter the customer number or lt click gt the Down Arrow F2 by default to call up the list of available customers Select the appropriate customer to continue Keep in mind though that if you want the system to provide automatic billing information the customer must be set up in Accounts Receivable as well as in this data item field with matching numbers If the customer has not been set up in the Accounts Receivable module you may a
220. d can assist you more accurately in your decisions High Balance This field stores the highest outstanding balance the customer has maintained with your company Aging Date Aging Amounts This field stores the last date of when a customer aging was calculated for this account Therefore when you are looking at all of the balances in each of the following Aging Categories make sure to look at this date to ensure that the date is fairly recent If it 1s fairly old then you should go to the Reports menu option and run the option to Calculate Age of Accounts to realign all of the open items into the current aging categories before making any business decisions This section is actually contained in seven fields of information This system displays a Total Balance as well as six fields for the Aging Categories that have been defined in the Accounts Receivable Master Configuration This includes the Current category plus each increment thereafter i e 30 days each Chapter 2 Set Up and Maintenance Page 2 21 Accounts Receivable User Manual Last Invoice Date This field stores the last invoice date that was posted against this customer account This field 15 automatically updated on the customer s record whenever an invoice is generated for a customer Last Order Date This field stores the last Order date that was posted against this customer account This field will be updated directly fro
221. d billing figures which you may edit or adjust add new billing detail and or add further description lines for printing on the invoice The following describes each of the data items for each line of detail Code This is the sales code which classifies the sale for this line You may enter the sales code or press the F2 key to scroll through the sales code file The sales codes work during invoicing in Accounts Receivable to allow free form text notes that will print on the invoices This replaces the need to use and sales codes where the limit of characters per line is only thirty 30 characters each This option allows ten 10 lines of free form text for each TEXT sales code entered which is centered on the invoice form and is sixty 60 characters wide and uses an auto wrap feature during data entry Further although the TEXT sales code may be up to ten 10 lines in length each one only uses a single line during data entry so as not to consume all of the lines of the invoices detail section Multiple sales codes can be used for each invoice This is ideal for highly descriptive invoice writing capabilities Page 3 54 Enter Transactions Chapter 3 Accounts Receivable User Manual The sales code can be used and created as a template for repeated use Templates can store information that will be repeated on a series of invoices This option allows users to
222. d in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields Maintain User Fields Inventory Item Tools Launch Edit Navigation M 4 vi M Detail Item Field Name Description Length Data Value 1 Quality Rating of Product Excellent You must make sure that your General Configuration options are set up to allow access to User Definable Fields and that you have run Item 1 below Convert Data Pro file to match data dictionary This option is located under Productivity Tools on the Systems Menu This will ensure that your data files are in sync with any new fields you have added to the system Page 2 98 Up and Maintenance Chapter 2 Accounts Receivable User Manual Data File Converions Tools Launch Edit Navigation Haave NAA Detail Item Description Execute DPUCVFDD Convert Data Pro file to match data dictionary DPUEDDD Edit Utility for User Defined Dara Fields DPUFILE Edit Uti
223. d make entries into these fields accordingly You must click on Save this screen to save all entries made to this screen and store you work before you will be returned to the main screen Click on Save again to ensure these entries are completely saved User Defined information entered into these fields 15 accessible by the Infinity POWER Report Writer and POWERServer module for web applications Page 2 106 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Maintain User Fields Inventory Item Tools Launch Edit Wavigation 4 amp v 4 n a Detail Item Field Description Length Data Value 1 UQUALITY Quality Rating of Product Excellent Cancel Re Order The Vendor Information required by this screen includes the Vendor or your primary source for acquiring this inventory item If your system is integrated with Accounts Payable the vendor numbers should match in both programs This field is ten 10 characters alpha numeric in length This field must be completed in order to transfer a sales order into a purchase order B Re Order Information 2 Stock 00 Pro Requirements Lead Time 0 00 Chapter 2 Set Up and Maintenance Page 2 107 Accounts Receivable User Manual Vendor Item The Vendor Item is a twenty 20 character alpha numeric field identifying the number assigned to that particular item by its vendor Thi
224. d on in the Accounts Receivable Master Configuration and the cash receipts sales code has a Checking Account number assigned this report routine will prompt you to Post this deposit to Check Reconciliation This report provides a simple way to generate a listing that could be attached to your normal bank deposit slip Using this report provides your bank with the detail of each check its amount whom it was received from and the date of each check This saves you the time of not having to manually write this information on the deposit slip form itself When you select this option the system will prompt you to enter the Beginning Date and Ending Date of all payments to be included on this report You may select a single day by using the same date for both fields or enter the range of dates as requested It will also prompt you for the Bank Account payments and deposits received from all customers during the specified date range will then be included on the report Finally in the area marked output type you must select from one of two radio buttons The default titled Transaction Register will print out the report in transaction detail format If you select the other option titled Deposit Slip the report will provide the same information as the default format but allow room at the bottom of the report to attach a deposit slip The system will then total all of the amounts at the bottom of the report This is the amount
225. d to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that 15 being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price
226. dd the customer to the file at this point You may right mouse lt click gt and select Set Up Customers to quickly add a customer to the file This option is only available if you are integrated with the Accounts Receivable module Once you have chosen to add a new customer a new window will overlay your screen and ask you for the customer number you wish to add You may proceed to add all of the pertinent information to this customer s file at this point or simply enter the customer s name and number and then go to Accounts Receivable at a later time to complete the rest of the detailed set up Manager This is the project manager assigned to this project By assigning a project manager you will be able to print reports by project manager as well as by project Salesman This is the salesman number used by the Accounts Receivable module If you are interactive with this module enter the salesman number or lt click gt the Down Arrow F2 by default to call up the list of available salesmen Select the appropriate salesman to continue Keep in mind though that if you want the system to provide automatic billing and sales information the salesman must be set up in Accounts Receivable as well as in the project file with matching numbers Tax Rate This field only has relevance if you are interactive with the Accounts Receivable Module This is the Tax Rate Number that has been set up in the tax rate file of the Accounts Receiv
227. dded as Budgeted Cost Codes on the new Job when the option Transfer SO Proposals to Job Cost is run Page 2 102 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Alternative Part If your inventory includes similar products from different vendors you may Numbers assign separate inventory numbers to them Quite often when one vendor s product is not available an alternative vendor s product can be substituted With this feature you have the ability to quickly reference these alternative part numbers A twenty 20 character alpha numeric field 15 provided If this feature is not applicable to your inventory ignore these fields or use them for miscellaneous descriptions Quantities Information is entered here only once in the mode Thereafter all activity to that item will be updated and reflected automatically in these fields Last Count Default 0 This 15 the count value as of your last physical inventory count After executing the Update Book to Physical Count discussed later this quantity will be zeroed out NOTE This is not the amount of beginning inventory quantity that is on hand This field is used by the Physical Count Procedure To define the beginning quantity and unit cost for this item reference the Change Cost Information field on this screen Last Count Default 0 On Order Default 0 This number reflects the quantity of product yo
228. de 9 534 30 45000 sales Returns and Allowa 2 256 85 50000 Cost of Sales 29 516 27 91100 1 Concrete COS Commercia 7 900 00 51100 2 Concrete COS Residenti 18 647 12 51200 2 Electrical COS Residen 25 330 21 51300 1 Framing COS Commercial 1 760 54 91300 2 Framing COS Residentia 6 525 46 51500 1 Roofing COS Commercial 3 000 00 51500 2 Roofing COS Residentia 4 410 45 60100 1 Salaries Commercial 4 900 00 Total Debits 687 702 08 Total Credits 687 702 08 Chapter 4 Print Reports Overview Page 4 23 Accounts Receivable User Manual Sales Journal AR0204 This report provides a detailed listing of all invoices credit memos and other transactions for specified transaction types and date ranges This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system It may also be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a date range that may include all transactions for the current accounting year However you may be even more specific and request a listing of only invoices payments or any other transaction type The system will default to all transaction types in the current month You may select or deselect transaction types by lt clicking gt on or off the check boxes In the Transactions Types section you can lt click gt the Select All UnSelect All or Invert button to make your desired transaction
229. default to all transaction types in the current month You may select or deselect transaction types by clicking on or off the check boxes In the Transactions Types section you can click the Select UnSelect or Invert button to make your desired transaction type selections If you click on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by clicking on it s check box for a quick look at totals for a specific period of time You may also print the sales journal for a specific AR Code or a specific Tax Rate or a specific Region This will contain only those transactions that match the AR Code or the Tax Rate or the Region entered If you click the Exclude Cost check box the system will exclude the cost of sales from the printed report Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Customer Totals Grand Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost
230. dger Integration File filename AR2GL co Chapter 1 If you are processing interactive with General Ledger all transactions which require General Ledger updates will post to this file Once the update is performed in General Ledger this file will be cleared and made ready for new transactions Introduction Page 1 9 Accounts Receivable User Manual PREPRINTED FORMS This section outlines the various forms available for the Accounts Receivable module As in our other modules several types of forms may be used with this program For convenience custom forms modifications may be made to accommodate any specific needs of a particular business The forms that are shipped standard with this module and the preprinted forms that are supported by the accounting system are described in the Accounts Receivable sections of the Infinity POWER Supported Forms Reference Manual This can be found in the User Manuals section of the Data Pro web site and on the CD ROM Preprinted forms will be illustrated in the DPAForms catalog in the Product Kit or on the CD ROM If you find that customization of your forms is necessary DPAForms can adjust any preprinted form to meet your specific form printing need Most of the forms illustrated in the DPA Forms catalogue are also available in Laser Form format This means these versions of the forms are pre cut to specifically meet the needs of the various HP LaserJet and compatible printers Infinity POW
231. di ted 2 66 SET UP INVOICE TEXT TEMPLA DES uas t to HR e ERES SERERE Ee ER oe 2 67 Add Mode AROA Jc acne dotem Dados Oro rude ed qt obese a dus eau 2 67 Change Mode CXRO4390 a reda eet ta Meu o 2 68 PEKEMO AROF T 2 68 WOde AR O4 tosta est Met e uns 2 68 SET UP CREDIT CARD INFORMATION 0450 2 6 2 68 iode eot un E buen du 2 69 Add Mode CXINDAS D uie a 2 69 Mode AROSI a 2 70 Delete Mode asi 2 71 CODY MOUSE AROSI rama edito re deb dU 2 72 SETUPPAYMENT TYPES XRUAOU ino se CHF E FRE PEU EN NER BEES VV Pe 2 72 GUIRY cT dns 2 72 AGG Mode GAR OAGI T E 2 72 Change Mode CXROA62 eaa dente ss 2 74 Delte Mode
232. displayed below the mailing address as the ATTN Phone This is the twenty 20 character field for the customer s phone number There is enough room for the full phone number including area code and all parentheses spaces and hyphens Fax Number This is the twenty 20 character field for the customer s fax number There is enough room for the full fax number including area code and all parentheses spaces and hyphens Billing Button This button will allow you to change the billing information for this customer If you lt click gt on this button another window will be displayed which will allow you to change the following information Tax Rate This is the Tax Rate Number which may be up to ten 10 characters alpha numeric that has been set up in the tax rate file that you would like to assign the customer There must be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with zero tax percentages Page 2 12 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Price Levels The price level assigned here will be used when invoicing if you have configured the system to be interactive with Manufacturing Inventory Management If you are not interactive with Manufacturing Inventory Management the Price Level section will not be displayed If you are interactive with Manufacturing Inventory Management click on the p
233. draw amounts that have been incurred prior to setting this project up Once this project has been set up and transactions and draws are posted normally through the system these figures will automatically be updated by the system Project To Date Costs allows you to enter the total cost amounts that have been incurred prior to setting this project up Once this project has been set up and transactions are posted normally through the system these figures will automatically be updated by the system Once you have completed Estimated Percent Complete you may click on the Details button to continue to the next part of this scrolling screen The next section allows you to enter the specific billing draw and cost amounts for this project for each month of the current fiscal year amounts entered here will be used in calculating the Year to Date total for this project Once you have entered all of the necessary information click on the Save button to validate all of the billing information for this project Retainage This option allows you to specify the retainage percentages that your customer holds from your billings and what you hold from your vendors These retainage percentages will be automatically retrieved by project in the Accounts Receivable and the Accounts Payable By clicking on this button the system will overlay a window displaying the following data items Informa
234. dress and not just their name The Subject field is automatically assigned name of the report you will be generating however if you wish to overwrite it with another subject you may do so Chapter 4 Print Reports Overview Page 4 1 Accounts Receivable User Manual NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name If you select Display this will cause the output to generate the report to the screen All reports are generally created in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to text file for a myriad of uses You may do the same in Windows however you must set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows The principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printer Font Attributes Within the Output Options window you can modify font
235. ds Inquiry Mode AR0413 The Inquiry mode allows you to view summary information about cycle invoices Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode 0414 This option allows you to set up cycle invoices for your customers Cycle invoices are charges to customer accounts that are repeated at normal intervals weekly monthly etc Selecting this option will allow you to add new cycle invoices into the cycle invoice file These recurring type invoices may be set up to fit any number of special needs If your business does repetitive types of billing then this feature will be of considerable benefit to you However if every invoice you need to generate is unique then using the standard invoice writing option would be better suited to your needs Another area to consider prior to setting up cycle invoices 15 that of recognition of revenue In other words when does your firm recognize on the Income Statement the revenue an invoice generates Companies utilizing this option will only recognize revenue when the actual cycle invoice is generated or posted to the customer s account Those companies that wish to recognize revenue at the time of invoicing but are providing delayed collection dating may instead choose the option to Schedule Payment Chapter 2 Set Up and Maintenance
236. dy dbf and coAR6dy mdx This file contains the sales tax rates and descriptions for each county or state Sales Code File filetype AR07 filenames coAR7dy dbf and coAR7dy mdx Ship To Address File filetype 08 filenames coAR 8dy dbf and coA R8dy mdx This file contains the sales codes descriptions taxable status General Ledger accounts unposted General Ledger summary amounts and monthly sales and cost of sales summaries for the current year This file contains additional or multiple ship to addresses for each customer It includes a location name or code ship to name ship to address ship to city state and zip It also contains a contact name and phone number for this location A salesman and tax rate may also be entered specifically by location Cycle Invoice File filetype AR10 filenames coARA dbf and coARA mdx Plan Assignment File filetype AR15 filenames coARF dbf and coARF mdx This file contains all of the pertinent information necessary for the posting of each cycle invoice This file contains all of the pertinent information regarding the various Inventory Price Plans that may be assigned on a customer by customer basis Credit Card Info File filetype AR23 filenames coARN dbf and coARN mdx This encrypted file contains credit card information for each customer which includes credit card number expiration date and customer billing information General Le
237. e you with several pieces of information including a summary of all of the outstanding open items for this specific customer broken down by Aging Category as defined in the Master Configuration The Default configuration is set to a thirty day aging calculation but may be changed to meet specific customer needs Unpaid Finance Charges This field is storing the amount of finance charges that have been billed to the customer but have yet to be paid Page 2 20 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Year To Date Finance Charges This field stores the total amount of Finance Charges that have been billed to this customer Year To Date Finance Charges are a specific transaction type and calculated uniquely See the Accounts Receivable Master Configuration setup as to how your company is defined in the method of how it is charging finance charges if at all Available Credit This is an on going calculated balance that 15 automatically generated by the system and defined by taking the customer s Credit Limit and subtracting their current outstanding balance This includes any outstanding invoices credits debit memos and payments on account Last Check Number For inquiry purposes this field 15 used to store the Last Check Number the customer used in making payments to their account Therefore if the customer calls and inquires whether a payment was received or not it is easy to view t
238. e 2 122 Up and Maintenance Chapter 2 If you are adding a new record navigation is not required Click on the Create New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data Accounts Receivable User Manual items necessary for each project Maintain Projects Tools Launch T al al Mode Add Price Level Comments Feet Customer Number Manager rz Salesman Tax Rate Project Type Percent Complete Complete Date Range 1 Retail Beginning gt Ending sum c Billing Reteinage Details User Fields Cancel Job Number This 15 the ten 10 character alpha numeric project number to identify this Job Project Description This 1s the thirty 30 character alpha numeric description of the job project This will be displayed on all reports and screens regarding this job project Special This is a user definable field that you may perform special searching and sorting functions with throughout the system You may have configured this field in the Master Configuration setup to represent any number of items If however you have configured this field for something like Scheduled Date of Completion keep in mind that the system will always search and sort with numbers
239. e General Ledger Refer to Chapter 4 Sales Code Summary Report for more details The option to Post to GL in Detail allows you to post all transactions into the General Ledger in detail rather than in a summary format If this check box is clicked each transaction will be posted into General Ledger with all associated information including Invoice Number Customer Number and Total Amount of Invoice The advantage of posting in detail to General Ledger is the enhanced audit information that will be stored However posting in detail will require the file sizes for the General Ledger transactions to be increased as the posting information could be quite large If you choose to Post to GL in Detail you will NOT have to print the Sales Code Summary report before Posting Integration Files in General Ledger The system will however automatically configure this option based on the modules you select for the option Start New Files From Scratch Based on this selection the system will determine what options should be integrated automatically and set them for you including the Post to GL in Detail option You may use this option to custom configure these choices in a different manner The integration feature between Accounts Receivable and the Check Reconciliation module offers the capability to post deposits directly to the Check Reconciliation module This is accomplished by a checking account number that is defined
240. e on a project On Hold until a resolution can be found It is important to note that only codes that have been classified as a Cost Only or a Cost and Billing code will be allowed to have the balances brought forward Upon selecting this option you will be asked to specify for which project you want to Enter or Adjust for Actual Billings Enter the project number or press the F2 key for special searches After you have selected your project the screen will refresh with the project name the special field the customer number the project manager and the project type listed at the top of the screen The system will then allow you to or Clear this project this period If you click on the Clear button all suggested billing amounts will be removed and this project will not be included in the billing reports If you click on the Bill button you may continue to make your billing adjustments A new screen will display the column headings across the top Below all cost and billing codes will be listed for you to scroll through to select and make adjustments that you would like You also have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a li
241. e that the finance charges will be calculated For example if you wish to charge interest at an annual rate of 18 per year and you calculate finance charges on a monthly basis you should enter 1 5 as the interest rate 18 divided by 12 months Cut Off Days Default 1 This is the number of days past the due date that an invoice must be in order to calculate finance charges Min Charge Default 1 00 This is the minimum charge that will be billed to a customer s account if finance charges are to be calculated for this customer This allows a company to build in a minimum charge for handling either finance based sales or for the inconvenience of tracking past due items Chapter 2 Set Up and Maintenance gt Page 2 87 Accounts Receivable User Manual Min Payment Default 10 00 This is the minimum payment amount which will be displayed on some statement forms Setting this feature will insure a minimum amount due on all accounts with outstanding balances Min Payment 20 Default 0 00 This is the percentage of the balance due on a customer s account that will be used in the calculation of the payment due This will be displayed on some statement forms Instead of setting a fixed minimum due amount many firms elect to take a fixed percentage of the outstanding balance Compound Default Off This tells the system whether or not to include past unpaid finance charges in the balance or to calculate new fi
242. e the Check Reconciliation module to execute this procedure Please refer to Chapter 1 of the Check Reconciliation manual for more information on EFT processing There are two main screens that will be used to enter the transaction The first screen allows you to define the overhead information and the second screen is a scrolling window that allows you to enter the details of the transaction The data items on the overhead screen are described below Cycle Invoice This number will be used to invoice this customer Customer Number This field allows you to choose the customer you wish to set up a cycle invoice for Once selected this customer s default information will automatically fill in the rest of the screen Tax Rate This is the tax rate number that should be used in the calculation of sales tax for this transaction The default will be the tax rate set up in the customer s master file You may press the F2 key to scroll through the tax rate file to make your selection After the tax rate has been selected the tax rate description will be displayed below this data item Salesman This is the salesman number of the salesman you would like to assign to this transaction The default will be the salesman set up in the customer s master file You may enter the salesman number press TAB to accept the default salesman or press the F2 to scroll through the salesman file Once the salesman number has been selected the salesman name will
243. e total amount of payment discounts taken by your customers Cash Rcpts This sales code is used to summarize total amount of payments and deposits received from your customers This sales code may be overwritten at the time of posting payments to allow for the use of multiple cash accounts Deposits This sales code is used to summarize the deposits that have been received but not applied toward a specific invoice This amount will automatically be reversed when the deposit is applied toward an invoice During the processing of transactions if the system needs to update one of these sales codes and it cannot be found in the sales code file an error sales code will be added with the sales code number ERROR and a description of Sales Code Not Found GL Journal Default 06 Sales Journal This number corresponds with the General Ledger default journal number in the General Ledger module for Accounts Receivable transactions All Accounts Receivable transactions will be posted to this journal Def Payment Type Default Payment Type Id Chapter 2 Set Up and Maintenance gt Page 2 85 Accounts Receivable User Manual Terms Fin Chg The following data items allow you to define the default terms for each customer the default Balance Forward or Open Item Status and how finance charges will be calculated if assessed Terms Terms Type Default Net Days This field is one of three choices that def
244. ecause once a salesman 15 deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coAR5dy dbf Salesman File Salesman Information is marked for Deletion Chapter 2 Set Up and Maintenance gt Page 2 47 Accounts Receivable User Manual Copy Mode AR0412 This option allows you to create a new salesman by copying the information from an existing one Using this option the system provides a quick method of setting up salesmen that are very similar Many salesmen records may only vary by their names The rest of the information relevant to these salesmen may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for the salesman number will be copied to a new record Enter the new salesman number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coARSdy dbf Salesman File Salesman Added to the File SET UP TAX RATES 0217 This section discusses the ways to set up cha
245. ecific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Delimited Files Comma Delimited PRN files are those files in which text type data fields enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF Chapt
246. ecord is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Delimited Files Comma Delimited PRN files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 Cash In Bank 1 0 0 0 0 0 0 0 0 0 0 0 0 0 01 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CRI LF lt Click gt on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Page 2 52 Set Up and Maintenance Chapter 2 Accounts Receivable User M
247. ecord you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0471 This option allows you to add a new credit card processor into the system You cannot access any other operation mode until you the initial credit card processor information 15 entered and saved in the system Maintain Credit Card Processors 4 Ioj Tools Launch Wavigation Operation 44 ail Mode Description Credit Card Network E C NOWA C CVerify PCCharge Terminal ID Processor o Comm Settings 3 First Telephone Second Telephone Use second Shared Directory Bia TCP IP Server Use Server Domain Order eus r1 Prompt 2942 P User Fields Cancel ose The following is an explanation of each of the data items Terminal ID Id Enter the name of the processor being used to process your credit card payments Ex PCCharge ICVerify etc Description Enter a description of the processor being used to process your credit card payments This is a thirty 30 character field not all will be used for the Terminal identification number issued to your company and is required by the credit card network for access This field is used by MAPP
248. ect the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save When you choose to select a specific record in the file you may search for that record by customer number name or special u define field Click on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line Page 2 24 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual When all changes are made click on button to validate your changes to this screen You will then be returned to the previous scre
249. ed for Billing Information Cost of Sales Information Enter Transactions Page 3 57 Accounts Receivable User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Accounts Receivable module The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system is discussed here Reports illustrate the results of transactions from the options within this module or from another integrated module Most reports do not update the actual files However the Sales Code Summary Report is an exception to this if integrated with General Ledger this report will update the General Ledger Integration File The reports included here reflect sample information input into the sample company and only reflect an example of the way a company may utilize certain features within this module All modules are designed to be extremely flexible in the way you may organize data and print the corresponding reports accordingly Do not assume that these reports reflect the only way they may either be structured or the fashion in which they may be printed These reports may be used as a cross reference to determine which reports you should be using in your daily activities or when trying to locate specific types of information STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized wi
250. edit Check warning system when a customer s account is past due To activate this credit check warning system enter an as part of the aging category description i e 61 90 Days you wish to concede as the global past due status In doing this the system will display a warning when an invoice is entered for a customer that has any amount due in the specified aging category or older The system will display This Customer has a Past Due Balance This is a warning only and you may bypass it by clicking on the OK button and continue to process the invoice if you so desire If you are integrated with the Sales Order Entry module this Credit Check warning system will be activated there as well However the system will place the Sales Order on hold until it is changed manually Include Paid Items Default N This check box indicates whether or not this system will include paid invoices in the inquiry screen This feature only applies to open item type customers The system will only be able to display those items paid since the option Consolidate Balance Forward was executed By clicking this check box the system will include paid invoices in the inquiry screen Uniq Chk 5 Default N This check box indicates whether you want the system to search through the Accounts Receivable Transaction Detail File to verify whether this customer has sent you a check with the same check number within the current fis
251. eft The vertical offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or click the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By clicking the search toolbar button you can also search for specified text within the displayed report This allows you to search for any text amounts dates etc contained within the report Range of Accounts When asked to define the range of account numbers to report on place your cursor on the Beginning Account field and click the Down Arrow F2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once you have selected the Beginning Account Number click on the Ending Account Number field and then click the Down Arrow F2 by default to gain access to the account listing to choose your ending number Data Record Retrieval
252. eir account and collect your money on a timely basis You may then choose to utilize many of the additional reporting and processing features throughout the Accounts Receivable module to streamline your processing needs CASH VS ACCRUAL METHOD The Accounts Receivable system 15 designed to process General Ledger summaries and updates in an accrual accounting manner However you may process on a cash basis by following these simple steps 1 Set up the main Accounts Receivable and Tax Accrual account numbers to be the same as your Sales account numbers 2 When the summarized General Ledger Journal Entry is printed and or posted the sales account will calculate the proper sales amount based on the cash basis 3 An adjusting journal entry may be necessary to record the proper tax liability based on the cash basis sales Example Suppose the following journal entry summarizes your monthly accounts receivable activity based on the accrual basis Page 1 4 Account Description Debit Credit 1 Sales Journal Entry Accounts Receivable 100 00 Sales Account 95 00 7 2 Receipts Journal Entry Cash in Bank 200 00 Accounts Receivable 200 00 Introduction Chapter 1 Accounts Receivable User Manual If you combined the Accounts Receivable and Sales Tax Accrual accounts into the Sales accounts as described above you would now have the following journal entries Account Description Debit
253. either entering the Text Template number and pressing TAB or use the up or down arrows to move around the screen to the data item you want to change Make the change desired and press TAB to move to the validation prompt Click on the Save button to validate the text template when you are finished making all of your changes Results coARC dbf Text Template File Text Template Information 15 Updated coARD dbf Text Template History File Text Template Information 15 Updated Delete Mode AR0437 This option allows you to delete an existing text template This option allows you to delete text templates you may have entered by mistake or no longer want Select the menu option a Text Template and enter the text template number you wish to delete The text template will appear on the screen and the system will ask you to Click on the Save button to delete item above ESC to exit Make sure this is what you want to do because once a text template is deleted 1t cannot be retrieved Results coARC dbf Text Template File Text Template is marked for Deletion Copy Mode AR0438 This option allows you to create a new text template by copying the information from an existing one Using this option the system provides a quick method of setting up text templates that are very similar By using the an Existing Text Template menu option you are able to quickly create and enter new text t
254. eivable processing l Enter the original transaction Write Record Invoices option This includes Invoices Credit and Debit Memos Adjustments Finance Charges Retainage and Proposals Post any payments or deposits to a customer s account through the Record Payments amp Deposits option If posting to the General Ledger in summary print the Sales Code Summary Report which will clear the current period totals and add them to the Month To Date sales amounts and update the integration file to General Ledger If the option to Post to GL in Detail 15 turned to Y es the integration file continually adds records until you choose to post the integration file in General Ledger Print the Sales Journal Detailed or Summarized and verify that all postings you have made are reflected by the system This provides you with the necessary auditing tools for good accounting procedures Print the Detailed Aging Report to verify all transactions or open items have been posted properly to each customer s account Print the Sales Journal by Customer to simplify the verification of each open item This report will automatically summarize all outstanding transactions by aging category to reflect the status of each customer as well as all customers combined This is the most important report in the system for managing a company s cash receipts and collections efforts Print customer statements to notify customers of the status of th
255. ell Serial Number inventory in the quantity Chapter 3 Enter Transactions gt Page 3 5 Accounts Receivable User Manual of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included as part of this record in the Accounts Receivable Detailed Transaction file Y ou may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on several reports in the Accounts Receivable module Only the last Serial Number entered for a given inventory sale line with a quantity greater than one will be included on the available reporting inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers can be accessed from the Inventory module Once the item has been selected and it is a Serial type costing method the system will prompt you for Serial Number Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed one on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are withdrawing from stock You may enter a valid Serial Number for this inventory item or you may press ENTER to view a scrolling screen of the available Serial Numbers for this item If you are planni
256. ell a particular individual is performing throughout various periods of the year As a tool for allowing them to gauge themselves this report would be very beneficial By selecting specific ranges you may see how well a single individual is doing as well as a selective group or the whole sales staff Field Names Manager Name Manager Number Sales for each month of the year Total Grand Totals Page 4 40 Print Reports Overview Chapter 4 Accounts Receivable User Manual Salesmen Trend Report Infinity POWER Sample Company Inc Page 1 Sales Trend Report by Salesman 4 04 28 2006 Salesman Mame 0172006 0272006 03 2006 04 2006 05 2008 05 2008 Humber 07 2005 08 2006 03 2006 10 2006 11 2008 12 2008 Bill Maguire 33 950 70 2 775 90 33 398 90 21 946 26 0 00 0 00 BM 0 00 0 00 0 00 0 00 0 00 0 00 Total 97 071 76 Carlos Montoya 0 00 0 00 0 00 0 00 0 00 0 00 CIM 0 00 0 00 50 00 50 00 50 00 50 00 Total 50 00 Donnell Curtis 50 00 50 00 0 00 0 00 50 00 50 00 DGC 0 00 0 00 0 00 0 00 0 00 0 00 Total 50 00 Edmundo Lacaya 31 912 50 50 00 50 00 50 00 50 00 50 00 EDL 50 00 50 00 50 00 50 00 50 00 50 00 Total 31 912 50 House Sales 22 500 00 0 00 8 725 82 384 37 0 00 0 00 HOUSE 50 00 50 00 50 00 50 00 50 00 50 00 31 610 19 van Grant 0 00 0 00 9 056 56 8 453 50 0 00 0 00 50 00 50 00 50 00 20 00 20 00 50 00 Totak 17 510 06 Jack Friedman 114 502 39 10
257. emes Many firms will want to use a customer s actual warehouse or store coding number Others may want to create their own coding system but you should be consistent regardless of the method you choose required Name Address This 18 a thirty 30 character field that allows you to enter the name where the products or invoices will be sent to If left blank this field will default to the Customer Name on the invoice This is the full shipping address of the customer There are four lines of thirty 30 characters each for the address City This 1s the city of the customer There are thirty 30 characters allocated for the city State The system will allow fifteen 15 characters for the state of this customer Country If you have elected to include Country in Address an option during the set up of a Company the system will include Country as a data field in the ship to address information for this company The system will allow for fifteen 15 characters for the country Zip This is a ten 10 character zip code for the customer s ship to address For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver Page 2 38 Up and Maintenance Chapter 2 Accounts Receivable User Manual State Brit Columbia Cntry Canada Zip V6E 4A2 Tax Rate This field is designed to allow the flexibility of charging the appropriate tax rate at a
258. emplates into the file First enter the Source text template you want to copy from Next enter the new Destination text template to copy to The next screen will bring you the new text template and you will be in the Change Mode to make any changes that would differ from the original source text template The new text template 15 not actually added to file until you have clicked the Save button to validate from this screen Results coARC dbf Text Template File New Text Template Information is Set Up SET UP CREDIT CARD INFORMATION 0450 This section discusses the ways to add change delete and copy a customer s credit card information for billing NOTE You must set up a credit card mask on all credit card payment types if processing credit cards through cycle invoices Page 2 68 Up and Maintenance Chapter 2 Accounts Receivable User Manual Inquiry Mode The Inquiry mode allows you to view summary information about customer credit card information Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode 0451 This option allows you to add new credit card information for an existing customer Information includes credit card details customer number and associated billing information You cannot access any other operation mode until you
259. en Click on the Save button to validate this record Results coAR1dy dbf Customer File Customer Information is Updated coARF dbf Price Plan Assignment File Price Plan Information 15 Updated Delete Mode AR0403 This mode allows you to delete a customer account You cannot however delete a customer that has current open items In addition you should not delete customers that have had any account activity during the current period This will result in incorrect sales reporting information This option allows you to delete customers that you may have entered by mistake or you no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Make sure this is what you want to do because once a customer is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coAR1dy dbf Customer File Customer Information is marked for Deletion coARF d
260. entory to not match the backorder quantities on your sales orders Normally if you have the Sales Order Entry module you should leave this check box blank Otherwise you should click this check box Customer Price Default On If you have the Manufacturing Inventory Management module and Accounts Receivable is set to be interactive with Inventory the system will automatically recall the correct selling price of items based on the price level set up for the customer During the invoicing option you are normally allowed to change the default price level for the customer If you leave this check box blank you will not be allowed to override this default price level Price Level By Line Default On If you have the Manufacturing Inventory Management module and Accounts Receivable is set to be interactive with Inventory the system will automatically recall the correct selling price of items based on the price level set up for the customer During the invoicing option you are normally allowed to override the calculated price on each inventory item sold If you leave this check box blank you will not be allowed to override the default price of inventory items Default to Item Default Off If your system is set to be interactive with Manufacturing Inventory Management you may sell items directly from your inventory item file If you click this check box you may press TAB to choose an inve
261. ents If you are interactive with Accounts Receivable or Point of Sale this field can be cleared when the option to Record COS Adjustments is performed This field is extremely important to watch Therefore it is highly recommended that the Inventory Quantity Report with the criteria selection to include only those items with a Quantity to Adjust be run at least on a weekly basis to stay on top of any potential problems with overselling of inventory items Chapter 2 Set Up and Maintenance Page 2 103 Accounts Receivable User Manual On Hand Default 0 This field is automatically calculated and displayed by the system based on the transactions and initial setup quantities posted to the system This is the perpetual Quantity On Hand field for each inventory item Therefore when performing an inquiry on an item this would be the field to be viewed to immediately determine what the current amount of inventory is on hand at any given time Req Mantf Default 0 This field Required for Manufacturing is automatically updated by following the procedures in the Enter Projected Usage Amounts menu option There are two different ways that the Inventory system can track display and report the manufacturing requirements As a manager you must decide how you are deploying your Bill of Materials processing system and you must be comfortable with the way in which you want to determine the requirements you wil
262. enu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Accounts Receivable and any other integrated accounting module data files for a particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the Accounts Receivable option Maintain Accounts Receivable Files Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set Up and Maintenance Help General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order Entry f Point of Sale Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report Writer Run Time Customer Support Management Dain PFO Security Administrator Lon ff POWERServer Module d Run Crystal Reports Productivity Tools Form Generator POWER Upgrade Utility Start Up From Scratch Start Mew Year s Files Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system Page 2 2 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Start Up From Scratch IOl xl Tools This option creates data files and configures initial settings for each registered system in the company Dynamic Metal Corporation dme Be sure your
263. er 2 Set Up and Maintenance gt Page 2 27 Accounts Receivable User Manual For example a transaction import should look like this 1 11125 In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF lt Click gt on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It 1s highly recommended that you lt click gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions
264. er 3 Enter Transactions gt Page 3 47 Accounts Receivable User Manual 96 0013 Description Hart s Nursery Cost Code Sales Code Description 16 51101 Concrete Number of records printed 1 Page 3 48 Enter Transactions Actual Billing Summary Infinity POWER Sample Company Inc Actual Billing Summary Type Customer Bank Draw HARC1 Fred Hart Quantity Rate Bill Amount 25 00 Each 5300 00 Tatal Page 1 4 04 06 2006 Mgr BM Bill Maguire 7 500 00 7 500 00 Chapter 3 Accounts Receivable User Manual APPLICATION FOR PAYMENT DRAW JC0223 This report provides a document which summarizes the information generally accepted as adequate backup for requesting a progress billing or bank draw on a project This report is in the same format as the Application for Payment Draw report G703 Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the project number or press the F2 key for searches Next you will be prompted to specify the Report Type that you want Your choices are 1 Billing Information 2 Cost Information Draw Based on your type of business you would use the following as a guideline as to which method you would select Billing Information If you are a Sub Contractor or any other firm that is required to provide billings based on the American Institute of Architects reportin
265. er Histo a a 4 56 sales COTEL AROZ 0 4 60 Salesian ARO et dab 4 64 Tax Re LRE CARO LE ia T 4 67 Cycle ny o1ce Liste ARO usenet oed 4 70 Customer Mailime Eabels aum 4 72 Sp LoAddress Listing E diede ke tp Mia 4 74 Customer Price Dist cero usted mem manele 4 T CHAPTER 5 PERFORM ANALYTICAL 0 00 41 lt eee eene eene nette eese 5 1 SALES TREND BY 5 0901 2 ee 5 1 SALES TREND BY SALESMAN ARUJ302 ies eee eene sae ae aas e eo aba een Cn Veo bue eeu ena eain Ee eua e 5 2 SALES TREND BY SALES CODE 0303 eate etate 5 2 CUSTOMER COMPARISON 0 0 lt 25 225 ee eae 5 3 SALESMAN COMPARISON A 5 4 0 22650 nag Yea 0 Poo nee xe eua a eon Ear o er eet us 5
266. er Listing Detailed with History Infinity POWER Sample Company Inc Page 1 Detailed Customer Listing 4 04 28 2006 Customer Number HARCI Mame Fred Hart ShipTa Tax Rate 2 County Tax Address 7500 M Alamo Drive Address 2411 M Palm Way Price Level 1 Discount 0 00 Credit Limit 18 000 00 Finance Charge Yes City Tampa City 3t Petersburg Balance Forward Ma State FL State FL Country Country Zip 33651 33703 Contact Fred Hart Comments Phone 313 971 4512 Fax 813 371 8572 E Mail Iredhihartenst com U Deltine Residential salesman BM Bill Maguire Terms 1 Days Sales Region TPA Days 30 AR Sales Code Dest Met 30 Current Finance Charges 871 43 Average Days ta Pay 45 YTD Finance Charges 543294 Invoices Used in Avg 12 Current 31 50 Day 61 80 Day 81 120 Day Over 120 Date of Aging 04 28 2006 11 957 29 0 00 0 00 0 00 29 115 23 Sales History Period Invoices Sales Period Invoices sales 01 2006 0 0 00 07 2006 0 50 00 02 2006 0 0 00 03 2006 0 0 00 03 2006 0 0 00 09 2006 0 50 00 04 2006 1 11 957 29 10 2006 0 50 00 05 2006 0 50 00 1172006 0 0 00 06 2006 0 0 00 12 2006 0 0 00 Total 1 11 957 29 Number of records printed 1 Chapter 4 Print Reports Overview Page 4 59 Accounts Receivable User Manual Sales Code Listing AR0216 This report provides a listing of all sales code information in either detailed or summarized form You may print this report i
267. er in any manner you like Many companies customers are referred to as clients or patients etc This is a ten 10 character field alpha numeric used for whatever label you want to identify your customers by This label will be displayed on all screens and reports except menus will continue to use the term customer Aging Categories Default below Due Max Days Category 1 31 60 Days 30 Category 2 61 90 Days 60 Category 3 91 120 Days 90 Category 4 Over 120 Remaining The Accounts Receivable system allows five 5 aging categories including a current category The aging is performed based on the due date of each invoice and the system date at the time the aging 15 calculated Any invoice still within the terms specified for that invoice will be placed in the current category If the invoice is not within the terms it will be placed in a category based on the number of days it has been since the due date and the Max Days that have been defined Page 2 82 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The aging category description will be displayed as column headings on reports statements and customer inquiries The default v alue assumes Net 30 as the terms Therefore the first category is defined as being at least one day late and the description 15 31 60 Days meaning 31 60 days from the invoice date or 1 30 days past These fields may be utilized to invoke a Cr
268. erms for this transaction and tax rate price level and shipping instructions To close this window and return to the main screen click on the Close button When you have finished viewing transaction information click on the Close button Results No Files are Updated RECORD PAYMENTS amp DEPOSITS 0103 This option allows you to record payments or deposits to specific customer accounts Payment discounts may also be recorded here This option should be used to record all payments and deposits into the system except for the deposits entered at the time of writing an invoice You look up the payment by invoice or select the customer number for this transaction Select the By Invoice button to look up and find invoices and customers by the invoice number that a customer may have included on their check for payment Many times a customer will submit a payment for an account however the issuing company that is paying the bill does not match what the Customer Name is set up as in the file at all This feature allows the user to click one button enter the invoice number to be posted to and the system automatically searches across ALL customer records to locate the appropriate open item It then brings up the proper customer record and allows the posting of the payment option to continue To search by customer enter the customer number or press the F2 key to scroll through the customer file to make your selection Page 3
269. es First it will consolidate the open items for Balance Forward type customers and second it removes the paid open items which were paid before the selected Removal Date for Open Item type customers This will significantly reduce the size required for your open item file if performed on a monthly basis This option should be performed for Balance Forward accounts only after the customer statements have been printed Once the option is executed all figures will be adjusted Page 3 36 Enter Transactions Chapter 3 Accounts Receivable User Manual Therefore be sure to make a backup of your data files before this option 15 executed Before selecting this option sure to have your system date set to a current date within you current fiscal year When you select this option a screen will be displayed showing a brief description of this option and then you may click on the Start button to begin the consolidation process The following describes what the system does to the customers accounts for balance forward and open item type accounts Balance Forward For Balance Forward accounts the system first accumulates all payments to the account It then uses the total amount of payments to reduce previous balance forward amounts starting with the oldest amount After paying off the old balance forward amounts or reducing them as much as possible it then accumulates the remaining open items into a new balance forward amount with the
270. es Code will appear if one has been set up on their customer file You may press F2 to select an AR Sales Code or leave the field blank to default to the Accounts Receivable account set up in the Accounts Receivable Master Configuration Chapter 2 Set Up and Maintenance Page 2 63 Accounts Receivable User Manual Details By clicking on Details button the next screen displayed is a screen in which you may enter the detail of the transaction The top of this screen displays the total amounts such as Subtotal Subtotal after Discount Tax Freight and Invoice Total The bottom portion of the screen allows you ten 10 lines of detail for the transaction These lines may include inventory items but are not limited to them Therefore you may make any invoice purely a descriptive invoice only if desired The following describes each of the data items for each line of detail sales Code This is the sales code which classifies the sale for this item You may enter the sales code or press F2 to scroll through the sales code file If you are interactive with Manufacturing Inventory Management you may retrieve an item from inventory Press F2 to scroll through the inventory listing Inventory Item This field line is reserved for the inventory item number The heading for this field Number will be the heading set up in the Manufacturing Inventory Management Master Configuration If you are not interactive with Manufactur
271. ete Materials Residenti Electrical Materials Framing Materials Roofing Materials Concrete Materials Commercial Concrete Labor Commercial Framing Material Commercial Total Sales Sales Discounts Allowed Net Sales Gross Profit Gross Profit sales Tax Charges Cash Receipts Deposits Received Cash Sales Cash Sales Checks Cash Sales Master Card Number of records printed 15 Page 4 20 Print Reports Overview sales Code Summary Month to Date Current Sales 61 727 50 5 020 10 4 629 59 1 471 95 8 453 50 5 000 00 0 00 8 000 00 94 302 64 25 93 94 276 71 68 130 48 72 27 4 010 67 1 974 66 400 00 384 37 16 614 07 867 35 Page 1 04 28 2006 Current C O S 55 344 11 2 745 62 6 068 69 910 56 3 777 25 3 600 00 2 500 00 1 200 00 26 146 23 0 00 26 146 23 0 00 0 00 0 00 50 00 50 00 50 00 Chapter 4 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 1 sales Code Summary 4 04 28 2006 Account Summary Account Description Debit Credit 11110 Cash in Bank General 19 840 45 11300 Accounts Receivable Cu 78 046 93 11400 Inventory Tampa Main O 18 846 23 11450 Work In Process 7 300 00 21220 Deposits Received 400 00 25100 sales Tax Payable 4 010 67 40000 Revenue 61 727 50 41100 1 Revenue Concrete Comme 5 000 00 41100 2 Revenue Concrete Resid 5 020 10 41200
272. etup from other computer based accounting systems without the manual re keying of information that is normally required 2 They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers 3 They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the File Import Modules require Page 2 28 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accur
273. ew record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a customer account Customer Number Each customer must be assigned a customer number that may be up to ten 10 characters alpha numeric This is the primary number the system uses to track customers by To best utilize the F2 search method it may be recommended that the first three to four letters of a customer s name be used as the first portion of the customer number This way if you cannot remember the customer s full number you may enter a portion of the number and the system will then go to the closest match You would then be able to use your up or down arrows to highlight their actual number Customer Description This is the company or customer name that will be displayed on all screens reporting invoices and statements This name may be up to thirty 30 characters alpha numeric Address This is the full billing address of the customer There are four lines of thirty 30 characters each for the address Chapter 2 Set Up and Maintenance gt Page 2 11 Accounts Receivable User Manual City This is the city of the customer There are thirty 30 characters allocated for the city State The system will allow fifteen 15 characters for the state of this customer Countr
274. f setting up projects that are very similar Many projects may be of the same nature and the only variance may be the actual customer involved The rest of the information relevant to these projects may be exactly the same By using the Mode option you are able to quickly create and enter new projects into the file First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose Operation option from the Menu Bar and then You will notice all the information except for project number will be copied to a new record Enter the new project number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Page 2 130 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual You may choose from three options 1 No Detail Copied 2 Detail Copied 3 Detail Copied with Budgets What project detail do you wish to include What project detail do you wish to include Detail Det Budget The project detail is one of the most important features to be found within the Job Cost Main Module By utilizing this feature a project may be conveniently set up and tracked
275. f the customer s record click on Save to return to the main data entry screen Historical Information This option will allow you to change the historical information for this Button customer Another screen will be displayed which will allow you to change the following information Unpaid Finance Charges This is the amount of finance charges that have been charged to the customer s account and have not yet been paid Whenever the option Calculate Finance Charges is executed the amount of finance charges calculated will be added to this field until it is specifically paid Finance Charges This is the total amount of finance charges that have been charged to this customer s account for the year This amount will be cleared when the option Start a New Year is performed This amount will be displayed on the Year end Customer Statement Average Days to Pay This is the average number of days that it takes for this customer to pay an invoice It will automatically be calculated when payments are entered and posted against an invoice in full This could be a very useful number when deciding the amount of credit to extend to a customer Basis of Inv This is the number of invoices that was used in the calculation of Average Days to Pay The bottom portion of this screen allows you to enter the total number of invoices and the gross sales for each period of the fiscal year These figures will automatically
276. f the open item that will be displayed on all aging reports inquiries and statements Job Number If the interaction to Job Cost is turned off the program will skip this data item Otherwise you may enter any ten 10 character job number as a reference for this open item Due Date This is the date the open item is due This due date will be used when calculating the age of accounts to classify the open items into one of the aging categories that you have set up in the Master Configuration You may press ENTER to default to the due date the program will calculate based on the terms set up for this customer or you may enter a specific due date Posting Date The posting date is the date that was used to post this transaction to the Accounts Receivable Transaction files as well as to the General Ledger if you are integrated and posting in detail This date is obtained by the system date that was set when the transaction was entered into the system Page 2 58 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Tax Rate This is the tax rate number set up for this customer You may press the F2 key to scroll through the tax rate file to select the correct tax rate Salesman This is the salesman number of the salesman you would like to assign to this transaction This will default to the salesman number set up for the customer Sales Code This is the AR Sales Code you would like to assign to this
277. ffect YTD Sales The transaction type description will be displayed in the box Chapter 3 Enter Transactions gt Page 3 1 Accounts Receivable User Manual Transaction Number If the numbering sequence is set up in the Master Configuration this item will be set to and you will not be allowed to enter this data item The system will automatically use the sequence number and then increment the number when the transaction is validated If the numbering sequence is turned off for this transaction you must enter the transaction number here The number may be up to ten characters in length Once you have entered the customer number transaction type and transaction number if necessary click on the Validate button to continue Tax Rate This is the tax rate number that should be used in the calculation of sales tax for this transaction The default will be the tax rate set up in the customer s master file You may press the F2 key to scroll through the tax rate file to make your selection After the tax rate has been selected the tax rate description will be displayed below this data item Salesman This is the number of the salesman you would like to assign to this transaction The default will be the salesman set up in the customer s master file You may enter the salesman number press TAB to accept the default salesman or use the space bar to remove the default salesman and then p
278. file for this particular transaction Enter the necessary changes and then click on the Save button to validate and return to the overhead screens Scheduled Payment This data item will allow you to specify that you want to schedule a set of payments for the invoice rather than use the invoice terms If you have specified None as the Scheduled Payment Type in the Master Configuration the system will skip over this question If you enter Y es the system will display a small window from which you may specify how you want the invoice amount scheduled into payments The three data items are discussed here Number of Payments This field indicates how many payments the invoice will be divided into The net amount of the invoice minus the down payment will be divided by this number to determine the amount of each payment Any rounding error will be added to or subtracted from the first payment Day of Month for Each Payment This data item defines when each payment will be due The due date for the first payment will follow the terms definition on the invoice This item will contain either which day of the month each additional payment will be due or how may days apart each additional payment will be if you have specified Specific Number of Days as the Scheduled Payment Type Amount of Initial Down Payment This data item contains the amount of the down payment that was received for this invoice The default value wil
279. fiscal year is set properly before you begin four curent fiscal year end pernod 12 Registered Systems Accounts Payable System nnt started Accounts Hecervable System not started Check Reconciliation System not started Customer Service Management System not started General Ledger System not started Include COA Inventory System nnt started Job Cost System not started Payroll System not started Point of Sale System nat started will be started by Productivity Tools System nnt started Purchase Order Entry System not started Sales Order Entry System not started Time Sheet Entry System not started Select All Clear All Invert S SI XI lt 7 lt 1 lt 1 I lt NOTE The COA check box allows you the option to NOT include the default General Ledger Chart of Accounts Uncheck the box to opt out of including the default General Ledger Chart of Accounts This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reserve the order of all current selections Additionally you may use your mouse to manually click on each module to click it on or off t
280. g requirements then you would specify option 1 as the method to use when printing this report The option Calculate Suggested Billing should be performed before printing this report to allow the report to show current billing dollars Once you press ENTER to begin the system will begin printing the report The detail level specified will appear at the top of the report Cost Information Draw If you are a Custom Home Builder or any other firm that collects draws based on cost incurred on a project then you would specify this type as the method to use when printing this report After you have selected your Report Type you may specify a specific manager to be included on this report or all managers You will next be asked to specify which Report Level should be used when printing this report This gives you the flexibility to determine how detailed you want to see this report You may only be interested in totals by overall project code However you may want to see all detail by employee or material items for detail billing purposes Whichever your preference simply specify the level desired And finally you may choose to mask on a project number if so desired Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Scheduled Value Budget Previous Amount PTD Cu
281. ge 2 69 Accounts Receivable User Manual format Ex Enter 1205 for December 2005 Card Holder Name Enter the name of the card holder exactly as it appears on the card including any initials Billing Address Enter the address where the customer s credit card bill 15 sent City Enter the city associated with the customer s billing address for the credit card State Enter the state initials associated with the customer s billing address for the credit card Country Enter the Country associated with the customer s billing address if outside the United States Zip Enter the zip code associated with the credit card billing address First you must navigate to the customer record you wish to add credit card information You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are adding a record click on the Create a Record button or choose the Operation option from the Menu Bar and then Add Make the entries required and click on the button to save your data or click on the Cancel button to cancel without saving The credit card information 15 not actually added to the file until you have clicked the Save button to validate from this screen Results coARN dbf Credit Card Processor File New Credit Card Information 1s Added Change Mode 4
282. ge Payment Server enter the Port as 31419 which is the default Port for the PCCharge Payment Server Next you must enter the domain of the server where the Data Pro Credit Card Server or PCCharge Payment Server software is installed This must be a Windows 98 NT 2000 XP PC It does not matter if your accounting software is running on SCO UNIX or LINUX as long as the Data Pro Credit Card Server or PCCharge Payment Server is connected to the same network If so the server will be able to provide credit card authorizations to all UNIX based servers as well as Windows based platforms The Domain entry should be either the actual IP Address or the domain name of the server itself i e paymentserver dpro com Save this configuration page Once this 15 completed don t forget that you must install the Data Pro Credit Card Server or PCCharge Payment Server software separately Chapter 2 Set Up and Maintenance gt Page 2 77 Accounts Receivable User Manual The PCCharge Payment Server software is available on the Data Pro Infinity POWER CD ROM Once this is installed you must click on the Advanced button under Setup Menu Preferences and make sure to click on the checkbox that specifies to use TCP IP connection connections between Infinity POWER and the PCCharge software use a TCP IP connection Regardless of whether you are actually using a modem to dial up to the credit card networ
283. ght associated with this particular item number It is used in conjunction with the Sales Order Cost Method choose from They are 1 LIFO 2 FIFO 3 Average 4 Latest 5 Standard 6 Serial Number 7 Lot Number 8 Fixed O H this nature to your accounting files Costing Methods are defined for each individual inventory item The default costing method which appears automatically will be the costing method set up in the Inventory Master Configuration There are eight 8 costing methods to Careful consideration of the way your business operates is highly suggested before this selection 15 made Refer to Chapter 1 Normal Costing Methods for more information on each of these inventory costing methods Once you have selected the costing method here and have begun to receive additional inventory items into stock you cannot just switch costing methods Make sure to check with your accountant or CPA prior to making any changes of Chapter 2 Set Up and Maintenance Page 2 101 Accounts Receivable User Manual Cost Label This data item is a fifteen 15 character alpha numeric field which will only be available if you have selected the Lot Number type costing method for this inventory item The Cost Label is used to define the structure of the Lot Numbers to be used with this specific inventory item For example you may have a shoe store which carries boots The boots can be stored as lots with the label St
284. hange Mode AR0432 This option allows you to change information on an existing Ship To Address If you have made any mistakes during this set up process you may return to Set Up Ship To Addresses option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on Save button to save your changes or click on the button to cancel the changes made Results coARS dbf Ship To Address File Ship To Address Information Updated Delete Mode AR0433 This option allows you to delete a Ship To Address This option allows you to delete Ship To Addresses that you may have entered by mistake or you no longer require First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Chapter 2 Set Up and Maintenance gt Page 2 39 Accou
285. he sales code file to make your selection The sales code description will be displayed once the sales code has been selected Sales Amount This is the sales amount that you would like to adjust for the sales code After entering the sales amount the opposite amount will be displayed as the Transfer to Sales Amount C O S Amount This is the cost of sales amount that you would like to adjust for this sales code After entering the cost of sales amount the opposite amount will be displayed as the Transfer To C O S Amount To Code This is the sales code which should have had the sales and cost of sales amounts posted to it Enter the sales code or press the F2 key to scroll through the sales code file to make your selection The sales code description will be displayed once the sales code has been selected The Sales and Cost of Sales Amount for the Transfer to Sales Code will automatically be entered by the system with the appropriate sign Click on the Start button to validate this transaction The Sales Code Adjustment Register will be printed as each adjustment is posted to the system Results coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code File is Adjusted Page3 32 Enter Transactions Chapter 3 Accounts Receivable User Manual RECORD CO
286. he item on hand to fill the order the system will still manufacture the full amount of the order Again the manufacturing process is recorded in an identical manner to the Manufacturing Inventory Option to Manufacturing Keep in mind that the system is assuming that the actual physical manufacturing process has already occurred and that sufficient quantities of raw materials were available to produce the items that are being invoiced When the system automatically produces items with either method two or three no checking of raw materials will be performed prior to the manufacture of items If there are not enough raw materials to produce an item during production only those costs that are available for raw materials that are in stock will be used in the valuation of those auto produced items The Quantity to Adjust fields will be modified in the raw material items that have shortages during production but not the finished goods being manufactured The consequence of this happening 15 that the value of the manufactured items will be stated at a lower value than they should and as a result Cost of Goods Sold on the invoice will not reflect the normal cost of the manufactured item Profit analysis on sales journals and commission reports will then be overstated with lower than normal costs associated against these transactions Therefore if you are not certain whether the system actually reflects enough raw materials to produce
287. he list then click on the First Plan box If you have selected to place this as the first plan and there are already twenty 20 Price Plans assigned to these customers this Price Plan will be inserted at the top of the list and the last Price Plan will be deleted If you leave the First Plan box blank and there are already twenty 20 Price Plans assigned to these customers the system will alert you and no Price Plan will be added Keep in mind that the order in which price plans appear is very important if inventory items are found in more than one Price Plan If all criteria is met during data entry for invoices or sales orders the first plan to meet the criteria will be used in pricing calculations 2 Remove Price Plan This option will remove the selected Price Plan from the range of customers selected The system will prompt you for the Price Plan to remove Enter the Price Plan number or press F2 to scroll through the file 3 Replace Price Plan This option will replace an existing Price Plan with a new Price Plan for the range of customers selected The system will prompt you for the existing plan name and the new plan name This option could be used to update new seasonal pricing schedules or changes in a manufacturer s product mix Click on Start button to validate these changes SET UP SALES CODES 0441 This section discusses the ways to add change delete and copy sales codes It also discusses
288. he system will allow you to directly update the Inventory files at the time the invoice is written If this check box is clicked the system will give you a warning if you are trying to invoice a quantity of an inventory item that is not currently on hand or available Leaving this checkbox blank will tell the system to place any quantity above what is currently on hand into a Quantity to Adjust field in inventory Therefore you may ignore the warnings now and automatically know which items will need adjustment at a later time This may be useful if your business has situations where the warehouse is not able to keep the system fully updated at all times Page 2 88 Up and Maintenance Chapter 2 Accounts Receivable User Manual Exclude On Order Default Off If you have the Manufacturing Inventory Management module and Accounts Receivable is set to be interactive with Inventory by turning on the option Verify Quantity Available will exclude any On Order quantities from the Quantity Check Reduce Quantity Default Off Reserved If you have the Manufacturing Inventory Management module and Accounts Receivable is set to be interactive with Inventory the system will automatically reduce the quantity on hand and quantity reserved when the invoice is printed If you are using the Sales Order Entry system to record sales orders and place the items on reserve this could cause the reserved quantities in inv
289. hich module s to select for this function It is not uncommon for many users to be prepared to begin certain data files for the new fiscal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Order Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year Once this file is started only outstanding orders will be transferred to the new fiscal year General Ledger however is one module whereby users may create new data files for the new fiscal year and continue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and click on Start button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed Click on the button to return to the Menu Bar Results Files Copied to or Created for the New Year coAR1dy dbf Customer File coAR3dy dbf Transaction File coAR4dy dbf Transaction Detail File coAR5dy dbf Salesman File coAR6dy dbf Tax Rate File coAR
290. his customer should be treated as a Balance Forward type customer click the box A R Sales Code This is the Accounts Receivable Sales Code you would like to assign this customer This Sales Code represents the Accounts Receivable chart of account number that will be used for Invoice and Payment entries to the General Ledger integration file for this customer If you choose to leave this field blank you are choosing not to utilize the Multiple Accounts Receivable processing functions The system will then obtain the default Accounts Receivable chart of account number from the Accounts Receivable Master Configuration for all transaction entries unless otherwise specified at the time of transaction entry Project This data item is a ten 10 character alpha numeric field which represents a project number associated with this customer This is a reference only field unless certain conditions exist If you are utilizing the Sales Order Entry and Job Cost Main Modules to track revenues associated with a project you can use this field to define a specific project number to be associated with each order entered in the Order entry module for this customer This project number may be overridden at the time of order entry Password The remote access password is used in conjunction with an Internet Web Site environment It is a security feature to allow customers to login to a web site and gain access to specific informatio
291. his screen and immediately determine whether you received their check or not Check Date Likewise when the last payment is received on the customer s account the Check Date field is also updated immediately as well This is the date entered at the time the payment was made This is typically the date that was printed on the customer s check Check Amount This field stores the last check amount that was posted against this open item Even if multiple payments have been made to this open item the Check Amount stored here will reflect the last Check Amount that was used on a payment for this open item Year To Date Sales This is a calculated field by the system that keeps an on going total of Sales Totals for this customer based on all invoices credit memos and debit memos that have been issued to this account Average Days to Pay This field is a calculated weighted average based on the number of days it takes this customer to pay each open item On average you will be able to determine that the customer is a good paying client slow paying client or in between based on this on going calculation Invoices in Average This field stores the total number of invoices that have been used in the Average Days to Pay calculation Therefore you don t want to base a credit decision necessarily on one or two invoice payments On the other hand if it is based on fifty invoices a better history has been defined an
292. ht it and click on OK Once you have navigated to the transaction you may view the information for this transaction on your screen To show the details of this transaction such as the detail line items on an invoice or distribution of a payment click on the Details button To show the shipping information for this transaction click on the Shipping button Details Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK Once you have found the detail line you wish to be displayed you may either double click on it or just highlight it and click on Once you have navigated to the correct detail line you may view this information on your screen To close this window and return to the main screen click on the Close button Shipping When you click on this option a screen will be displays showing you the shipping information for this transaction This information includes the ship to address the customer s t
293. ice Cur C O S JC Code GL C O 5 Unit Cost Description Line Only Ma 0 00 0 00 0 00 0 00 Total 0 00 0 00 Attached Description Line Ma 0 00 0 00 0 00 0 00 Total 0 00 0 00 TEXT Attached Invoice Text 50 00 50 00 50 00 50 00 Total 0 00 0 00 TEST Invoice Text 50 00 0 00 0 00 0 00 Total 0 00 0 00 10000 Sales Taxable Yes 0 00 01 2006 126 882 90 24 108 84 40000 11400 0 00 0 00 02 2006 84 314 51 31 66 50000 80 00 03 2006 87 528 95 31 66 04 2006 61 727 50 5 344 11 Total 360 453 86 29 516 27 20000 sales Tax 0 00 40000 11400 0 00 0 00 50000 0 00 Total 0 00 0 00 31100 Concrete Materials Residenti 0 00 01 2006 8 7665 00 8 628 75 41100 2 11400 0 00 0 00 02 2006 2 922 00 2 820 00 51100 2 0 00 03 2006 3 019 56 2 820 00 04 2006 5 020 10 2 745 62 Total 19 727 66 17 014 37 31200 Electrical Materials Na 0 00 01 2006 30 623 00 1 922 72 41200 2 11400 0 00 0 00 02 2006 414 00 100 00 51200 2 0 00 03 2006 39 317 00 17 124 00 04 2006 4 629 59 6 068 69 Total 74 983 59 25 215 41 Number of records printed 8 Chapter 4 Print Reports Overview Page 4 63 Accounts Receivable User Manual Salesman Listing AR0217 This report provides a listing of all salesman information in either detailed or summarized form This report is designed to allow you a simple listing of your salesmen in summarized form or a detailed listing for data inp
294. ice Date and Invoice Number must be correct to continue Click on the Find button to locate this transaction current open items will be displayed which include the Invoice Date and Invoice Numbers If you have set the option to Include Paid Items on Inquiry to be turned on in the Master Configuration those paid items will also be displayed for the current fiscal year Otherwise you may print a Sales Journal by Customer to determine information you are looking for Your system date must be set to the fiscal year of the invoice that you want to re print Otherwise the system will only look at the current year s transaction detail file Therefore any invoice generated in a prior fiscal year would not be found by the system Once a valid Invoice Number and Invoice Date have been entered the system will display the open item description for this transaction the manager number and the total invoice amount At this point you may click on the Print button to continue and have the system print a duplicate copy of this invoice You may run this option as often as desired A screen will appear with the Invoice Form that is currently selected You may press the Browse button which will allow you to browse the directory for another valid invoice form IMPORT TRANSACTIONS 0602 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors
295. ich allows you to store the person s title This is normally for titles like President Vice President Sales Manager Collections Manager Assistant etc First Name This data item is a twenty 20 character alpha numeric field which allows you to store the person s first name i e Mary Thomas John Middle Name This data item is a twenty 20 character alpha numeric field which is used to store the person s middle name Last Name This data item 15 a twenty 20 character alpha numeric field which 15 used to store a person s last name The storage of the combination of the three fields First Name Middle Name Last Name is ideal for Contact Management applications and for Mail Merge purposes Alternate Phone This data item is a twenty 20 character alpha numeric field which is used to store an alternate phone number unique possibly to this contact and different than the main phone number stored on the main Customer record Extension This data item is a six 6 character alpha numeric field which is used to store this contact s extension for their Alternate Phone Number Page 2 16 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Cell Phone This data item is a twenty 20 character alpha numeric field which is used to store this person s Phone number This could also be used for their pager number or however you deem appropriate Business Type This data item is
296. ield The Batch Amount field is always reflected as an absolute value Batches which are automatically opened are generally automatically closed The close process is performed automatically by the EDC host every night at approximately 11 50 P M PST Operators who select the AUTO OPEN CLOSE option must perform the reconciliation process prior to this time Once the batch has been closed the system will return the message BATCH CLOSED BATCH where is the actual batch number Results No Files are Updated Chapter 3 Enter Transactions gt Page 3 25 Accounts Receivable User Manual REVIEW TRANSACTIONS 0100 This option allows you to perform an inquiry on any transaction while in the Accounts Receivable module You may also access this option by pressing the Ctrl amp F2 keys any time the Accounts Receivable module is active When selecting this option you will be in an inquiry mode Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the previous record detail select the next record detail select the last record in the detail list or select a specific detail record based on a transaction date customer number or salesman number Click on the either of the choices and enter the information you want to search on Once you have found the transaction you wish to be displayed you may either double click on it or just highlig
297. ight set up in the Master Configuration NOTE This freight amount will not be reflected in the project billing information The project will reflect only total billing amounts Deposit Amount This is the dollar amount of deposit that you have already received from this customer that is to be applied toward this transaction This deposit amount will be shown on the invoice form and reduce the amount due If a deposit amount is entered the system will create two transactions in the open item file and the transaction file The first transaction will be the total amount of the invoice not including the deposit amount The second transaction will be a duplicate of the first except the type will indicate Deposit and the amount will be the amount of deposit This will enable you to have a better audit trail of the transaction an accurate account of the sale and cash received This deposit amount will be credited to the cash sales code set up in the Master Configuration Details By clicking on the Details button the system will display a scrolling screen in which you may enter the detail of the transaction The top of this screen displays the total amounts such as Subtotal Subtotal after Discount Tax Freight and Invoice Total The bottom portion of the screen is a scrolling window which allows you two hundred lines of detail for the transaction This detail information will automatically contain all of the suggeste
298. ile The sales journal and commission reports that you may print later will include this cost and will calculate a gross profit amount and percentage Using this field for non inventory type sales will insure accurate gross profit calculations on these reports If you click on the Add COS button the system will display a small window which will allow you to enter the additional cost of sales amount and sales code This sales code will be used when posting the cost amount to the sales code file You may press F2 to scroll through the sales code file to make your selection When you have finished entering the additional cost of sales information click on the Save button to validate your entry Billing This data item will allow you to enter the billing information for this particular cycle invoice There are four 4 billing types to choose from Print Invoice This billing type will print an invoice when the cycle invoices are posted Credit Card Payment This billing type requires the entry of the credit card number and expiration date When cycle invoices are posted with this billing type and all configurations are set up for EDC Electronic Draft Capture the system will dial out to the credit card network and retrieve and authorization for this charge You will be required to enter the customer s credit card number and expiration date This billing type will also print an invoice when the cycle invoices are posted E mail Invoi
299. ime is a numeric field with two additional decimal places for use with third party Manufacturing Requirements Planning MRP products such as the Invertech MRP software Users may define lead times in terms of hours days weeks months or years depending on what makes sense for each item This is a field that is not currently used within Infinity POWER for reporting calculations Price Table If you set up the default factor information for your entire inventory system using the Inventory Configuration Price Levels option the information to be entered on this screen would only be the Retail Price or Price Level 1 or the Base Price or Price Level 6 You would then click on the Reset Prices button The system will automatically calculate all the prices for that item based on the factors set up Page 2 108 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Bl Price Table Information 10 601 78511 Tools Launch Description Retail Lewe 1 Level Lewel Reset Factors Reset Prices Level 1 Level Level 6 U It Bro In Law If you want to override default factors set up in the Master Configuration you may do it here on item by item basis You may also use this option to do What If calculations of prices by changing the factors around and then clicking on the Reset Prices button to recalculate the prices clicking on the
300. in Manufacturing Inventory to Record Manufacturing Complete The system will automatically manufacture all items ordered Even if you have enough of the item on hand to fill the order the system will still manufacture the full amount of the order Again the manufacturing process is recorded in an identical manner to the Manufacturing Inventory Option to Record Manufacturing If you select Shortage keep in mind that the system is assuming that the actual physical manufacturing process has already occurred and that sufficient quantities of raw materials were available to produce the items that are being invoiced As a result when the system automatically produces items with either method two or three no checking of raw materials will be performed prior to the manufacture of items If there are not enough raw materials to produce an item during production only those costs that are available for raw materials that are in stock will be used in the valuation of those auto produced items The Quantity to Adjust fields will be modified in the raw material items that have shortages during production but not the finished goods being manufactured Chapter 3 Enter Transactions gt Page 3 3 Accounts Receivable User Manual The consequence of this happening 15 that the value of the manufactured items will be stated at a lower value than they should and as a result Cost of Goods Sold on the invoice will not reflect the nor
301. incurred on a specific project This project type allows you to simply record costs as they occur and then bill directly for the charges at the billing rate that you establish for each billing code within this project Cost Plus This project type is designed to keep track of your actual costs on a project and then mark up the cost based on the percentage that you specify for the project This would be typical if you are handling a project on a Cost plus 10 basis Regardless of what the costs are you will be paid for the costs of the project plus 10 for your efforts The system will print the detail for you to submit with the percentages calculated for you automatically Percent Complete This project type tracks the percentage a project is complete so that you may receive payment on that project s completion schedule These amounts will automatically be calculated for you and figured into your suggested billing amounts based on budgets you have setup for each code You also have the flexibility to manually override the percent complete on a project to reflect its actual state even though all costs currently posted to the project may reflect a different percentage of completion This type of project requires budgets in order to Calculate Suggested Billing Complete This project type works in the exact same manner as the Percent Complete project Contract type except that all revenues and cost of goods sold are capitalized until the comp
302. ine the way the due date of each invoice will be calculated Fixed Due Date Net Days Net EOM Fixed Due Date will tell the system not to calculate a due date but ask you what the due date is at the time of the transaction Net Days will calculate the due date in a specified number of days from the invoice date Therefore if your terms are Net 10 Days then select this option and enter 10 as the number of days in the next question If you want no terms for customers e g C O D or cash in advance simply select this option and enter 0 for the number of days in the next question Net Days EOM will tell the system to calculate the date for the end of the month in which the transaction was written It will then calculate a specified number of days from the end of the month date For example if you want your terms to be due on the 5th of each month then you would enter Net 5 EOM Scheduled Payment Type Default None This data item defines the type of scheduled payments that will be allowed in the system Scheduling of payments means that the net amount of an invoice written to a customer may be evenly divided into a specified number of payments and scheduled to be due on some periodic basis This is particularly useful to many retail and distribution type companies who want to provide their clients with short term financing without the requirements of long drawn out documents The term 90 Days Same as Cash may be a
303. ing Inventory Management this heading and field will be blank If you are interactive with Manufacturing Inventory Management the heading will be displayed and if you have selected an inventory item for this line the item number will be displayed Description This is a thirty 30 character alpha numeric field for the description you would enter for this line of the transaction If you are interactive with Manufacturing Inventory Management and you have selected an inventory item for this line this description will be the description of the inventory item and you will not be allowed to change this field Tax This box indicates whether or not this item is taxable The default value will be the value set up for the sales code for this line You will not be allowed to change this data item unless you have set Override Tax by Line in the Master Configuration to be turned on If this box 15 checked then item 15 taxable If the box 15 left blank the item is non taxable Quantity This 15 the quantity of the item you are billing This field may be left at zero in which case you will have to enter the extended price manually If you are interactive with Manufacturing Inventory Management this 15 the quantity that will be removed from the Quantity On Hand for the inventory item If you have set the Verify Quantity Available field in the Master Configuration to be turned the system will check the inventory file to see if
304. ions that contain A adds a value to an existing value instead of replacing it 3 position 1 forces value to be fixed as specified in the map file description NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create pm file This is the you will import Page 2 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual UPDATE TAX RATES FROM TAX SERVICE
305. is possible that a customer will have multiple locations for shipping and a central location for billing This option allows for the shipping addresses to be defined and tied to a particular customer These multiple ship to addresses can be called up on demand during the invoicing process in both Accounts Receivable and Sales Order Entry modules Chapter 2 Set Up and Maintenance Page 2 37 Accounts Receivable User Manual lll Maintain 5hip To Addresses m IOl Tools Launch Navigation Operation I 4 b DRE Customer Location H Address Lily State Country Hate Salesman E Mail Inquiry Clearwater 0 Allen s Hardware Shops Inc Contact Davis Mumber 1 247 1289 Dist Center Id OO flearwater i F1 23521 1 State Tax User rises Save JE Jack Friedman If you are adding a new record navigation is not required lt Click gt on the Create New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a customer s ship to address Location Customer Enter a valid customer number or click the Down Arrow F2 by default to gain access to your customer listing required This field is large allowing for a wide range of coding sch
306. isplaying the following seven choices e Master Terms Fin Chg Invoice Format Stmt Format Manufacturing e System Integ As you proceed to select each tab option enter all required or click on OK to validate and assume the default configuration Chapter 2 Set Up and Maintenance Page 2 81 Accounts Receivable User Manual Master Configuration The Master Configuration screen will display the data items necessary for configuring your Accounts Receivable data files The following is a list of each of these data items and the default values and descriptions of each 215 xl Tools Launch Master Terms Fin Cha Invoice Format Stmt Format Manufacturing System Integ Customer Label oust omer A H Account 11300 Special Field u De fine Commission Basis C Mone Sales Cash Receipts Sales Codes Sales 1 Pav Disc scoos Fin Charge 2002 Cash 006 Category 2 91 120 Day 90 Freight scons Deposits 07 Category 4 over 120 Remaining Sales Disc 5 004 Include Paid Items Unig Chk H s e G L Journal Number Single Cycle Inv Jos Sales Journal Def Payment Type ld Aging Categories Description Dans Category 1 1 Day 30 Category 2 Je1 30 Day HEH Customer Label Default Customer The Accounts Receivable system allows you to identify your custom
307. itious and are designed solely to document and exemplify the use of Data Pro Accounting Software Inc s products Page i This page intentionally left blank Page ii TABLE OF CONTENTS Description Page CHAPTER LINTRODUCUPEIQON 1 1 CUSTOMER ACCOUNT METHODS 1 2 STINET I Per DK n S 1 2 Balance OMEN A 1 2 AGING CATEGORIES iet ERE HE ER OE EE UE 1 3 ACCOUNTS RECEIVABLE PROCESSING CYCLE ecce eee eee e eee e eee eee eese 1 4 CASH ACCRUAL METHOQODBD 4 eeeesceseesvseeeex vbceeos us e er oae o kun e eo once aa eo euo eua eee eran a o sev eee eu eee oua Po epu 1 4 MULTIPLE AR ACCOUNT PROCESSING ee vaa ERN EE EE Ve 1 5 SY STEM INTEGRATION crino 1 6 Inte station witli General Eedoet acson E E 1 6 Integration with Job Cost Mam MOdUle uei autre EUM be und Bac dm pedo 1 7 Integration with Manufacturing Inventory 2 42020200002 040000006060000000000525 8 00000 1 7 Integration with Sales Order Entry uio tieu ctos erii OH 1 7 Irsa ration with Pontoi Sale P T M 1 7 Integration with Check Reconciliation 1 8 DATA FILE DES CRIP TIONS
308. ity to Adjust or On Hand Quantity fields Therefore you must have recorded the receipt of these inventory items prior to executing this option After all applicable line items have been adjusted click on the Save button to validate the transaction The Transaction Cost Adjustment Register will then be printed Chapter 3 Enter Transactions gt Page 3 33 Accounts Receivable User Manual NOTE A part of your normal processing cycle should be to go into Manufacturing Inventory Management and print the Quantity Report asking for only those items with a Quantity to Adjust amount This will immediately notify you if this type of transaction has occurred If so then you should perform this function as soon as possible to keep your information updated correctly Likewise you may use the following Automatic COS Adjustments option in Accounts Receivable to determine the specific transactions that need to be modified When this option is run even if no items are available for adjustment a register of transactions by customer will print with the customer number transaction date transaction number item number and its description the Qty Adjusted and COS Adjusted fields If no quantities were adjusted the message will print On hand Qty Not Available Even though no quantities were adjusted this report conveniently tells you which items need to be adjusted and will provide you with the specific information needed to make
309. ive with the General Ledger system the General Ledger will be updated periodically after printing the current Sales Code Summary Report or directly if the option to Post to GL in Detail is set to Y es in the Master Configuration Each sales code has a General Ledger account associated with it that will be used in the batch journal entry This journal entry may be posted daily weekly or monthly The following displays the typical journal entry Account Description Debit Credit _ SALES JOURNAL ENTRY Accounts Receivable wo o o Revenue Acct Proj 2 Revenue from Freight Finance Charges Revenue Sales Tax Accrual Sales Discounts Cost of Sales Proj 1 Cost of Sales Proj 2 Work In Progress Proj 1 Work In Progress Proj 2 Cash in Bank Payment Discounts Accounts Receivable You may update your general ledger at any time by entering the General Ledger module and executing the Post Integration Files option See your General Ledger manual for details Or if you choose the option Automatically Post Integration Modules in the General Ledger Master Configuration these same transactions Page 1 6 Introduction Chapter 1 Accounts Receivable User Manual will be posted in real time to the General Ledger each time a transaction is entered into the Accounts Receivable system Integration with Job Cost Main Module If the Accounts Receivable module is interactive with the Job Cost Main Module you
310. k to get your actual authorizations or not the communications between the accounting software and this middleware piece of software always uses a TCP IP connection This is very fast and efficient and compatible with all of the various operating systems that may be involved Windows and or SCO UNIX LINUX To maximize the speed of your credit card transaction processing it is always recommended to try to utilize a credit network that supports the processing of transactions via TCP IP connections NOVA was one of the first credit card processors to support this type of processing However many other networks are now available through PCCharge that also support this capability The difference between a dialup modem verses TCP IP can be about 35 seconds verses 3 seconds It is that significant If you are a customer waiting in line or browsing and shopping over an e commerce web site that is a big difference in processing time This is always a consideration business owners should take into account when choosing a credit card processing network Maximum Users Enter the Maximum number of users you are licensed for on your credit card network All networks use this field Mail Order This check box can be left blank unless your credit card network requires Internet processing to be identified as Mail Order All networks use this field AVS This check box should only be left blank if you are using a credit card network that penalizes fo
311. l Stmt Format The following data items are used to define the format of the statement forms on this tab option Statement Form Default LSTMT This is the name of the statement form that will be used when printing customer statements See the Accounts Receivable sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with these modules and the preprinted forms that are supported by the accounting system A selection of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product They may also be found on the CD ROM presentation Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being used This option may be changed as often as desired If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs Year End Form Default LYSMT This is the name of the statement form that will be used when printing the year end customer statements This form 18 used for sending a yearly statement showing interest that has been charged to the customers accounts See the Accounts Receivable sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with these modules and the preprinted forms that are supported by the accounting system A selection
312. l be the deposit amount This amount will be subtracted from the net amount of the invoice and then the remaining amount will be split into the specified payments Chapter 3 Enter Transactions gt Page 3 9 Accounts Receivable User Manual Enter the necessary changes and then click on the Save button to validate and return to the overhead screens You may now click on the Process button to validate the transaction save the open item save the transaction record update inventory if applicable and print the invoice form If you wish to cancel this transaction click on the Cancel button A screen will appear with the Invoice Form that is currently selected Select Form Write Invoices And Credit Memos X Current Form Alignmen Default Farm INVI Suggested Form Browse Defaults Cancel f Suggested Form C Eurent Form Align Contact DPAForm Inc for the best quality business forme checks tan forme and related accessories for your business software products Online Ordering at wear dpaform com Or call 800 660 8605 9 00am 6 00pm EST You may press the Browse button which will allow you to browse the directory for another valid invoice form Click on Align to test the alignment of your forms with your printer Click on Select to continue After the form has been printed you will be asked if you need to print the form agai
313. l need for sub assemblies of items used in the Manufacturing cycle There is a field under the Re Order button called Proj Requirements as shown on the following screen Re Order Information 10 601 85461 Tools Launch Primary Vendor D Vendor SUN Suncoast Concrete Supplies Item Number Other Vendor Vendor CO Scotty s Building Supplies Number Re Order Quantities Minimum To Stock 588 688 Prop Requirements Maximum To Stock 588 88 Lead Time Minimum To Order This Projected Requirements field 15 used in the calculation of an item s Projected Bill of Material requirements amounts during the use of the Projected Usage Amounts menu options This field contains the quantity that you need to manufacture to meet the requirements of outstanding sales orders or stocking levels However the key to this function 15 that management must overtly utilize the Projected Usage Amounts option to calculate what requirements exist for a specific sub assembly or Bill of Materials item Typically this Projected Requirements field would be used for Finish Goods and not for sub assemblies and or Bill of Materials items The Mant field is the calculated quantity of the sub assembly raw material which will be required to meet the manufacturing requirements calculated in the Projected Usage Amounts option For instance you may have s
314. l then use this to calculate the due date of this transaction Net Days EOM the system will then ask for the Number of Days You must enter the number of days from the end of the month the customer has to pay this transaction The system will then use this to calculate the due date of this transaction Terms Description This 15 a twenty 20 character description of the terms for this transaction The default will be the terms description set up in the customer s master file This terms description will be displayed on the form printed when this transaction is completed Manufacturing Type This data item controls the manufacturing functions that are performed for the inventory items on this invoice The default value will be whatever you specified in the Master Configuration You have three choices to select from None No manufacturing will be performed The system will operate exactly the way the standard Accounts Receivable module would If you sell more of an item than you have on hand there will be no cost recorded for the units that you were short The to Adjust field for the item will reflect any error Shortage The system will automatically manufacture items if you are short on those items and they have a bill of material If you sell more of an item than you have on hand the additional units needed will be manufactured The manufacturing process is recorded just as it would be if you had used the option
315. lected a Billing Code item for this line the Billing Code number will be displayed Detailed Description The field on the far right side on each data line is reserved for the Detail Description of the project detail The heading for this field will be the heading set up in the Job Cost Master Configuration If you have selected a Billing Code item for this line the Detail Description will be displayed Tax This check box indicates whether or not this item 15 taxable The default value will be the value set up for the sales code of this line You will not be allowed to change this data item unless you have set Override Tax by Line in Master Configuration to be turned Quantity This is the quantity of the item you are billing This field may be left at zero in which case you will have to enter the extended price manually If the current transaction is a credit memo this quantity will be assumed to be a negative number If you are billing a project code this 15 the quantity that will update the Quantity Billed if you have configured the Job Cost module to track quantities U M This is a four 4 character field for the unit of measure for this item If you are billing a project code this will default to the unit of measure set up for the Billing Code selected Unit Price This is the unit price of the item being billed This will be multiplied by the quantity to calculate the extended price If you are billing
316. lesman Totals Commission Calculations Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Page 4 44 Print Reports Overview Chapter 4 Date Type 04 28 2006 Adj Detail Code Scops 04 28 2006 Inv Detail Code 5 001 10000 gt 008 04 30 2006 Inv Detail Code 31100 31200 31300 31300 Commission Report Infinity POWER Sample Company Inc Detailed Commission Report Accounts Receivable User Manual Customer Name Trans Amount Cast Amount Tax Trans amp Description sim Job Reg Payment Method Gross Profit Freight HARC1 Fred Hart 50 00 0 00 0 00 10525 Record Shipment SO BM 10525 0 00 0 00 Description Tax Quantity U M Unit Price Disc Extended Price Extended Cost COS Accrual No 0 00 HARC1 Fred Hart 11 227 50 5 344 11 729 79 69277 Invoice BM 10525 5 883 39 0 00 Description Tax Quantity Unit Price Disc Extended Price Extended Sales Tax No 729 79 SONY 50 LCD Color Television Yes 5 00 Each 2495 00000 10 00 11 227 50 SONY 52311 COS Accrual No 0 00 SWIS1 Tony Swiss Construction 10 718 76 9 551 50 0 00 69237 Invoice BM 1 167 26 0 00 Description Tax Quantity U M Unit Price Disc Extended Price Extended Cost Concrete Blocks 1 000 00 5 01000 5 010 00 1060185461 Electric Box Pole No 20 00 EA 212 75000
317. leted records from that data file These procedures display a Percentage of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure Results Records in all or specified Accounts Receivable Files will be packed and or re indexed Page 2 94 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual START NEW YEAR S FILES 0421 This option starts up your Accounts Receivable files for the new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes When you start the files for a new fiscal year the following files are copied into or created for the new year 1 Customer File coARIdy dbf 2 Transaction File coAR3dy dbf 3 Transaction Detail File coAR4dy dbf 4 Salesman File coARS5dy dbf 5 Tax Rate File coAR6dy dbf 6 Sales Code File coAR7dy dbf After you create the files for the new year you may process in both years simultaneously transaction activity for each year will be tracked independently except that the open item information will always reflect the most current information for both years combined In addition you must be careful to make any overhead changes such as changing a customer s billing address to the most current year or to both years This overhead restriction is only applicable on the files
318. letion of the contract Upon the final billing all capitalized costs and progress billings will be recognized as revenue and cost of sales for financial reporting All other Job Cost reports print the same as if you were using the Percent Complete project type The only difference 15 in the way the General Ledger update is handled Bank Draw This project type is used for securing funds from banks based on the level of completion and on costs of the project This method allows you to print an Application For Draw report for your bank during the construction process At the completion of the project when the final sale occurs revenue and cost of sales will be recognized based on the actual sales price and costs incurred This type of project requires budgets in order to Calculate Suggested Billing Once you have specified the type of project this is vou may specify if this project is currently completed by clicking the Complete checkbox Once a project is complete you may not perform billing or any other transaction on it Cost Plus Percent This is the percentage to use if you have selected the Cost Plus option as the project type This specifies the mark up to use in the automatic calculation of percentages above your recorded cost for this project Page 2 124 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Price Level This specifies the price level to use if you are intera
319. lity for User Defined Dara Files DPUINDS Edit Utility for User Defined Indexes Execute DPUARTAX Utility to Re Build Sales Tax Accumulatorsz Execute Close Inquiry Mode IM0100 This option allows you to view assorted summary information about your inventory items You may check certain inventory information by selecting the Inventory Item Inquiry menu option First you must navigate to the record you wish to inquire on You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the item has appeared on the screen you will notice several buttons on the bottom of the screen You may view each of these additional screens of information about this inventory item Re Order This button allows you to view the primary and secondary vendors associated with this inventory item as well as re order quantities lead time for integration to the Invertech Manufacturing Requirements Product plus the minimum and maximum quantities to stock Price Table This button allows you to view the pricing that was assigned for this inventory item There are up to ten 10 price levels assigned to an inventory item Historical This button allows you to view the summarized history of sales and purchases for the current year month by month U M Conv This button allows you to view the unit of measure conversions for this
320. ll be allowed to select a salesman range and a date range that may include all transactions for the current fiscal year You may select or deselect transaction types by clicking on or off the check boxes In the Transactions Types section you can click the Select All UnSelect or Invert button to make your desired transaction type selections By clicking on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report If you click the Exclude Cost check box the system will exclude the cost of sales from the printed report This report may be printed based on Gross Sales or on Net Sales Different sales persons may fall into one or the other classification If your commission is specified to be paid on cash receipts then this report will list only those payments received from customers that are configured for the selected salesmen This report is designed to print separately for each salesman with the listing of all commission related transactions and a total commission calculation at the end Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Salesman Number Job Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Sa
321. llens Hardware Shops Inc ATTN Tony Rizzo 400 E Kennedy Blvd Orlando FL 33421 LIAL rJ af CGN aa NUT SOFTWARE INC 150 Second Avenue Narth 16th Floor St Petersburg FL 33701 Fred Hart Jal sc IO A y ATTN Fred Hart 7500 N Alamo Drive Tampa FL 33651 DATA PRO ACCOUNTING 1 WARE ANC i 150 Avenue Narth 16th Floor St Petersburg FL 33701 Home Depot Inc ATTN Dennis Livingway 3030 No Rocky Point Dr W Tampa FL 33684 Print Reports Overview Page 4 73 Accounts Receivable User Manual Ship To Address Listing AR0434 This report provides a listing of all Ship To information in either detailed or summarized form This report is designed to provide you with a simple listing of your Customer s Ship To Addresses in summarized form or a detailed listing for data input verification or archival purposes Remember that these reports may be sorted in different sequences so that you may get an alphabetical listing as well as listing sorted by customer numbers You may also print these listings to the screen if only specific information is needed temporarily Specify the range of customers to include on the report and the system will then prompt you for the type of report you desire Non detailed Listing Detailed Listing Field Names Customer Number Location Number Customer Name Ship to Name Ship to Address Tax
322. ly when you select the option Update Billing Information This report is designed to give you the necessary detail for you to see what is specifically going to be updated to each of your projects when you select the Update Billing Information menu option If you find any changes that need to be made you may execute the option Enter Adjust Actual Billing before proceeding If you do make any changes you should print this report again to verify all changes made to the system Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the project number or press the F2 key for searches Next you will be prompted to specify the project types to be included in this report You may specify a single type such as Percent Complete or you may specify Types so that all projects are printed at once After you have selected your range of projects you may specify a specific manager or all managers and a project number mask when printing this report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Customer Name Manager Manager Name Project Code Sales Code Project Code Description Percent Complete Quantity U M Unit of Measure Unit Price Bill Amount Total Chapt
323. m already started Sistem already started System already started lear 31 4 Include Processing completed File Name Click on Close button when done and then return to Systems and select the Accounts Receivable module to continue with the configuration functions to be described from here Once you select this option click on the Start button and the following data files will be created Description Master Configuration File filename coARO dbf This file contains your Master Configuration Customer Label Aging Categories Default Terms Finance Charges and Integration with other modules information Customer File filename coAR1dy dbf This file contains the master information for each of your customers Open Item File filename coAR2 dbf This file contains the open items for each of your customers Transaction File filename coAR3dy dbf This file contains the yearly transaction detail of every transaction entered into the Accounts Receivable system Transaction Detail File filename coAR4dy dbf This file contains the yearly transaction sales code detail of every transaction entered into the Accounts Receivable system Salesman File filename coARSdy dbf This file contains the master information for each of the salesmen including the gross and net sales for each period of the fiscal year Tax Rate File filename coAR6dy d
324. m the Sales Order Entry module each time a new order is entered into the system When you are done with the Aging section of the customer s record click to return to the main data entry screen Pricing Button When the Pricing button is selected a new screen will appear that will allow the user to enter an Inventory Item into the system and have the system calculate a price for the item selected for this customer Depending on whether the customer has any specific price plans defined or if there are any quantity breaks defined for each of the inventory items the system will automatically calculate the customer s price on demand while at the same time show a display of the status of the item s inventory levels As shown on the following screen you may enter the Inventory Item directly or use the scrolling screen to select the specific item Once selected the screen will show if the item has multiple units of measure its Quantity On Hand On Order Reserved Required for Manufacturing and total Available You will then be prompted to enter a Quantity that you would like the system to Calculate a Price for Although this screen shows a price of 5 25 for the following item this field only appears AFTER the quantity was entered Calculate Inventory Pricing HARCT Inventory Item s0 501 1670 _ Pricing Information Quantity On H and Quantity On
325. mal cost of the manufactured item Profit analysis on sales journals and commission reports will then be overstated with lower than normal costs associated against these transactions Therefore if you are not certain whether the system actually reflects enough raw materials to produce the items being invoiced then you should go to the Manufacturing Inventory Management module and print the Projected Materials Usage report prior to proceeding with any invoicing to determine any shortages that may occur during the production cycle Freight Amount This is the dollar amount of freight that you would like to charge this customer for this transaction This amount will be added to the net amount of the invoice and also post this amount to the sales code for freight set up in the Master Configuration Deposit Amount This is the dollar amount of deposit that you have already received from this customer that is to be applied toward this transaction This deposit amount will be shown on the invoice form and reduce the amount due If a deposit amount is entered the system will create two transactions in the open item file and the transaction file The first transaction will be the total amount of the invoice not including the deposit amount The second transaction will be a duplicate of the first except the type will indicate Deposit and the amount will be the amount of deposit This will enable you to have a better audit trail of the tr
326. mation except for the id will be copied to a new record Enter the new 14 for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file This new information is not actually added to the file until you have clicked the Save button to validate from this screen Results CoARO dbf Payment Types File New Credit Card Information is Set Up SET UP CREDIT CARD PROCESSORS 0470 This option allows you to define the credit card network access information Once this information has been defined it will be updated only as your needs change or in rare circumstances as physical access to the any of the networks change Some of the items within this option are not necessary in order to use the Electronic Draft Capture EDC options in the Accounts Receivable and or Sales Order Entry module The total number of data items required for completion will depend on which processor method you choose Once you select a processor the data items will vary depending on your credit card network and hardware configuration Your credit card network representative will define the specific information for all other items if necessary Chapter 2 Set Up and Maintenance gt Page 2 75 Accounts Receivable User Manual Inquiry Mode The Inquiry mode allows you to view summary information about credit card processor information Navigate to the r
327. may perform all billing functions normally executed through those modules in Accounts Receivable You may also calculate print and edit the suggested billing amounts for costs recorded for each project and then actually write the invoice The billing performed through the Account Receivable module is identical to the Job Cost option Update Billing except that the General Ledger update is handled by the Accounts Receivable module To make sure that the General Ledger posting is done correctly it is recommended that you set up a series of Sales Codes specifically for the interaction with Job Cost The Cost of Sales and Sales account for the Sales Code should match the accounts set up for the project s billing codes The GL Asset Account of the Sales Codes should match the GL Work In Process Account for the Account Type s for the Project s cost code Integration with Manufacturing Inventory Management The Manufacturing Inventory Management interface is somewhat of a two way street however Accounts Receivable does all the work When writing or recording invoices and other transactions in Accounts Receivable the inventory item s default sales code descriptions unit of measure costs and price tables are retrieved If the Unit of Measure Conversion tables are set up on the Inventory Item s the system will prompt the user for the unit of measure for which you are selling the item It will also retrieve the cost and pricing set up on
328. mber Description Taxable Unit Price Discount Percent Extended Price Totals Page 4 70 Print Reports Overview Chapter 4 Accounts Receivable User Manual Cycle Invoice Listing Infinity POWER Sample Company Inc Page 1 Cycle Invoice Listing 4 04 28 2006 Customer Name Type Trans Date Description sim Job Number Billing Type Cycle Invoice ALL 1 ALLE1 Allens Hardware Shops Inc Inv Pro Forma 04 28 2006 Invoice BM Print Invoice Code Quantity Item Mumber Description Tax Umi Price Disc Extended Price 31100 200 00 1060172511 Corner Blocks 55 59 900 1 118 00 31100 400 00 1060125461 Concrete Blacks 4 51 0 00 1 804 00 Subtotal 2 922 00 Discount 146 10 Total 2 775 90 Cycle Invoice Cycle 3 National Auto Parts Inv Pro Forma 04 28 2006 Invoice JF 96 0112 Print Invoice Code Quantity Item Number Description Tax Uni Price Disc Extended Price 31500 20 00 201502241 Rooling Tar Paper Ma 27 02 0 00 540 40 31300 50 00 305022511 4 X 9 Sheet Plywood 13 23 0 00 661 50 31200 5 00 6023126 Electric Box Pole Stand 82 80 0 00 54 14 00 31300 300 00 305011688 122 Boards 9 34 0 00 2 802 00 Subtotal 4 417 90 Total 4 417 30 Cycle Invoice Cyclez Mational Auto Parts In Pra Farma 04 28 2006 Invoice JF Print Code Quantity Item Number Description Tax Unit Price Dise Extended Price 10000 1 00 Sales Taxable Yes 21 352 50 0 00 21 352 5
329. mber of characters being imported for the field Make sure to save as an Excel spreadsheet first so 1f you have to make any corrections you will not lose your formatting Then save as Text Space Delimited file which will create a prn file This 15 the file you will import Action 1 0 CHAR 1 1 Customer 0 10 STRING 2 10 Name 11 30 STRING 12 30 Bill Addr 1 219 30 STRING 42 30 Bill Addr 2 281 30 STRING 72 30 Bill City 467 30 STRING 102 30 Bill State 525 2 STRING 132 2 Bill Zip 561 10 STRING 134 10 Contact 156 20 STRING 144 20 Phone 63 14 STRING 164 14 Fax 84 20 STRING 178 14 N BFYN 758 1 STRING 1 1 kWTax 746 10 STRINHG 192 10 LRL 201 Required fields for importing records Imports a N for each record Not included in file Length depends on how many characters are specified Second Import Action 1 0 CHAR 1 1 Customer 4 0 10 STRING 2 10 Ship Name 188 30 STRING 12 30 Ship Addr 1 250 30 STRING 42 30 Ship Addr 2 312 30 STRING 72 30 tShip City 498 30 STRING 102 30 Ship State 545 2 STRING 132 2 Ship Zip 572 10 STRING 134 10 Region 726 5 STRING 144 5 1 105 50 STRING 149 50 Limit 718 0 DOUBLE 199 16 must have 0 00 if none LRL 214 Required fields for importing records Third Import Action 1 0 CHAR 1 1 Customer 4 0 10 STRING 2 10 VTermdays 782 0 I
330. mer Number This item allows you to change the customer that you would like to bill for this project The default will be the customer set up in the project master file You may press ENTER to accept the default customer or select another customer This field defines transaction type e g invoice credit memo debit memo etc You may click on the arrow to review a Pop Up window displaying the transaction types Select the transaction type you wish to use and press the TAB key to go to the next field NOTE If you choose Credit Memo the system will automatically reverse the sign of the quantities or extended prices entered to indicate a credit to the customer s account Tax Rate This is the tax rate number that should be used in the calculation of sales tax for this transaction The default will be the tax rate set up in the project s master file You may press the F2 key to scroll through the tax rate file to make your selection After the tax rate has been selected the tax rate description will be displayed below this data item Price Level This is the price level in inventory that will be used when calculating the unit price of inventory items If you are not interactive with the Manufacturing Inventory Management module the system will not display this data item If you are interactive with Manufacturing Inventory Management you may select the price level or click on the arrow to review
331. minus Taxable Sales As you may have noticed the back calculation of taxable sales 2 above is subject to a very small amount of variance This variance is rarely more than a few pennies per month However the Tax Charged will always properly match the Taxable Sales reported Example If your actual taxable sales are 100 58 and the tax rate 15 596 then your tax liability 15 5 03 rounded to the nearest penny from 5 029 If you back calculated taxable sales by dividing 5 03 by 590 then taxable sales would be 100 60 This variance is acceptable for most sales tax liability reporting however if you are uncertain about this please contact your accountant to make sure Field Names Tax Rate Number Tax Rate Description Entity 1 Entity 2 Entity 3 Entity 4 Entity 5 Total Tax Charged Taxable Sales Non Taxable Sales Total Sales Totals Page 4 36 Print Reports Overview Chapter 4 Accounts Receivable User Manual Sales Tax Report Infinity POWER Sample Company Inc Page 1 Manthly Sales Tax Report 4 04 28 2006 Tax Description Total Entity 1 Entity 2 Entity 3 Entity 4 Entity 5 1 State Tax Prim Rate 6 00 6 00 0 00 0 00 0 005 0 005 Up Ta 5 000 00 Sec 5 50 6 50 0 00 0 0055 0 00 0 00 Total Sales 8 453 50 8 453 50 0 00 0 00 0 00 0 00 Non Taxable Sales 8 453 50 8 453 50 50 00 50 00 50 00 50 00 Taxable Sales 50 00 50 00 50 00 50 00 50 00 50 00 Tax
332. modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Page 2 48 Up and Maintenance Chapter 2 Accounts Receivable User Manual NOTE If you will be using entities to track the different types of taxes make sure that you are consistent with which type of tax is put in each entity For example if you need to set up several tax rates for the different rates in several counties of the same state always use the first entity as the state tax and the other entities as county tax It 15 also recommended that you also set up a Tax Rate for Tax Exempt customers These tax rates should have zeroes set up for all tax rates Inquiry Mode AR0424 The Inquiry mode allows you to view summary information about your tax rates Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0425 This option allows you to add a new sales tax rate The rate has a two tier structure allowing a standard tax rate and an optional sales dollars break point with a higher or lower tax rate on sales above the break point This option allows you to add new Tax Rates to the Tax Rate file Each customer that is entered must be assigned a tax rate This default customer tax rate may be overridden at time of invoicing
333. mple a transaction import should look like this 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Click on one of the three choices to define the type of you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file Chapter 3 Enter Transactions gt Page 3 17 Accounts Receivable User Manual The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click o
334. mponent on the bill of materials must be an existing inventory item When you enter the number the description will be displayed immediately below the item number If you are not certain of the item number you may press TAB to scroll through the inventory file to make your selection Quantity This field indicates the quantity of this component which goes into the manufacture of this assembly Every time you record production this quantity will be withdrawn from the component s on hand quantity Entering a negative quantity may specify by products Every time you record production this quantity will be added to the component s on hand quantity Unit Cost This field contains the unit cost of this component at the last time production was recorded This field will be automatically updated with the new unit cost every time you record manufacturing except for by products The default cost is the current average unit cost of the component When a by product is produced or when you record disassembly this amount is the unit cost used to update the component s cost information Total Cost This field is a display only field which shows the extended cost of the quantity times the unit cost Internet These fields allow you to specify the filenames which contain the marketing text graphic images audio clips and video clips for use when presenting your Inventory Items internally or on an Internet Web Site Bl Internet I
335. mport there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce a 4XXXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0604 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined
336. ms These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs Chapter 2 Set Up and Maintenance Page 2 51 Accounts Receivable User Manual After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length 3 Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each r
337. n Comment 31 6 51 00 Day 81 520 Day TN Over 120 cum 6226509 aua TH 0 M 75 082 43 Print Reports Overview Chapter 4 Accounts Receivable User Manual Print Year End Statements AR0203 This option prints all year end statements for the customers that have incurred finance charges in the current year This option allows you to send to your customers a Year End Statement indicating the total amount of finance charges incurred the current amount of unpaid finance charges and their current aging balances The form that will be printed by the system will be the form you have set up in the Master Configuration for year end statements You will be allowed to select a beginning and ending customer range and a customer region mask The customer year end statement will only be printed for those accounts that have had finance charges posted to the account during the current fiscal year Click on the Start button to begin the printing process The following screen will appear Select Form Year End Statements X Current Form Alignmen Default Form YSTHT f Suggested Form C Eurent Form Align Suggested Form Browse Defaults Cancel Contact DPAForm Inc for the best quality business forme checks tax forme and related accessories for your business software products Online Ordering at wear dp
338. n You may print on white paper invoice forms or preprinted forms such as the following sample Page 3 10 Enter Transactions Chapter 3 Accounts Receivable User Manual INVOICE CCP UR LOG lt gt DATE IWE NU 09 15 2004 69180 1 AGDOJNT Wanacer ALLE 1 HOUSE Invoice ei Carrollwood Meadows Park Rec Allens Hardware Shops Inc 400 E Kennedy Blvd Allens Hardware Shops Inc Orlando Fl 33421 6541 Farmington Blvd Tampa FL 33625 i MMSSS R R RB E 000 1C Concrete ach 54 000 00 2 000 00 Rec Center Office Main Office 1 Framing 1 00 Each 5 000 00 5 000 00 Main Office 1R Roofing 1 00 Each 51 500 00 1 500 00 Main Office T RASEN E M 14 500 00 infinity POWER Sample Company Net 30 2 Disc 0 00 150 Second Avenue North 51 450 00 164 Floor jl M 000 St Petersburg FL 33701 13 050 00 USA 548 608 57 63 108 57 Chapter 3 Enter Transactions Page 3 11 Accounts Receivable User Manual Results coAR7dy dbf Sales Code File coA R1dy dbf Customer File Sales Code History is Updated Sales Code Current Amounts are Updated Customer History is Updated Customer Aging Totals are Updated coIM1dy dbf Inventory Item File coAR2 dbf Open Item File Withdrawal Recorded Return if a Credit Open Item Record is Added Memo Historical Information Updated coAR
339. n This information could be specific pricing based on that customer pricing level or important information specifically for that customer Enter a password and re key the same password for verification Click on OK to save this information When you have completed the Billing information section of the customer s record click on Save to return to the main data entry screen Chapter 2 Set Up and Maintenance Page 2 15 Accounts Receivable User Manual Contact Info Button When you click on the Contact Info button you may enter and or review the optional Contact Management fields available for this record as shown on the following screen of these fields free form text fields and may be used in any fashion desired Primarily these fields are used with Data Pro s advanced DP DashBoard Enterprise Management System for special Customer Relationship Management CRM capabilities Salutation he Do Mat Mail Title General manager 000000 First toar Fax Middle Name OOO Last Mame Hz Alternate Phone Extension Cell Phone Business Type Retail Hardware Tax ID men salutation This data item is a ten 10 character alpha numeric field which represents how you would normally address a person i e Mr Mrs Dr Title This data item is a thirty 30 character alpha numeric field wh
340. n a simple format or a detailed listing for data input verification or archival purposes Field Names Sales Code Number Sales Code Description Taxable Yes or No General Ledger Sales Account Number General Ledger Asset Account Number General Ledger Cost of Sales Account Number Current Sales Current Cost of Sales Period Checking Account Sales Cost of Sales Total Sales Total Cost of Sales Page 4 60 Print Reports Overview Chapter 4 Code TEXT TEXT 10000 20000 31100 31200 31300 31400 31500 35000 39000 40000 40500 41000 41500 45000 4TRAN 91101 51102 51161 91162 91201 91202 51261 21262 21301 91302 51361 91362 51401 51402 51461 51462 21501 91502 51561 91562 55000 SCO001 5 002 SC003 5 004 5 005 56006 SC007 SC008 SC101 SC102 Chapter 4 Accounts Receivable User Manual Sales Code Listing Non Detailed Infinity POWER Sample Company Inc sales Code Listing Description Description Line Only Attached Description Line Attached Invoice Text Invoice Text Sales Taxable Sales Exempt Concrete Materials Resident Electrical Materials Framing Materials Plumbing Materials Roofing Materials Miscellaneous Materials Inventory Supplies 8 X 10 Storge Shed Built 10 X 12 Storge Shed 8 X 10 Storge Shed Kit 10 X 12 Storge Shed Kit Advanced Billings Shed Transfers To Inventory Concrete Materials Commercial C
341. n existing item or copying an item By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time Maintain Notes lt I b bl E e Account 10 601 78511 ser SCOTT Description Corner Blocks Date Time 05 15 2003 P 3 21 Title New Batch Quality The last two batches we have ordered have been slightly better than previous orders The supplier has taken our recommendations to heart Chapter 2 Set Up and Maintenance gt Page 2 97 Accounts Receivable User Manual You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the item through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last recor
342. n is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen 15 displayed you will have tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields
343. n options are set up to allow access to User Definable Fields NOTE When writing an invoice there may be times when you would like to enter one or more lines on the invoice which are for description purposes only By entering any sales codes that begins with a period the system will allow you to enter a description line If you are interactive with Sales Order Entry you will want to use the two descriptive sales codes One with a single period that tells the system that this 1s descriptive text only and a sales code with two periods that tells the system to keep these descriptive lines with a specified line during compression of a sales order file The and sales codes used for descriptions only along with the Text and Text sales codes used for extensive text description of up to ten lines each are created automatically when the option to create New Files From Scratch is executed for each company Inquiry Mode The Inquiry mode allows you to view summary information about your Accounts Receivable Sales Codes Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0405 This option allows you to set up new sales codes Sales codes must be used when recording sales to classify the type of merchandise you are selling Many of the sales reports use sales codes for totali
344. n the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may click on the Next button otherwise click on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer
345. nagement fields available for this record as shown on the following screen of these fields are form text fields and may be used in any fashion desired Primarily these fields are used with Data 5 advanced DP DashBoard Enterprise Management System for special Customer Relationship Management capabilities The fields such as Do Not Mail Not E Mail and Not Fax are used for Custom Report Writer features which highlight the ability to set flags on a specific contact record and whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e mailing and faxing tool 4 Level 4 10 Bro In Law sve jo B ustomer Contact Information 51350768844 Tools Launch Salutation Mail Tile First DoNaFa Last Kennedy Akemate Phone 727 884 8678 E tension so441 Cell Phone e13 841 3461 Business Business Banker ID Chapter 2 Set Up and Maintenance Page 2 7 Accounts Receivable User Manual Click on the Items button to review all current open items and multiple payments made on a specific invoice as shown below Open Payment History Invoice 69098 Tools Launch Edit Wavigation Item Payment Date Amount Check 04 30 2004 5500 00 04 30 2004 225 00
346. nance charges based exclusively on the current past due items only To compound click the check box Invoice Format The following data items are used to define the format of the invoice forms Tax by Line Default On Each line entered on an invoice is entered through the use of a sales code which defines the category of sales and certain defaults One of these defaults 1s the tax status Taxable and Non Taxable If you activate this option by click the check box you will be allowed to override the tax status of the sales code while entering the invoice Leaving this check box blank will speed up the data entry process by reducing the number of questions that needs to be entered when inputting an invoice This allows you to charge tax on selective lines of the invoice regardless of the sales code Discount by Line Default On The Accounts Receivable system has the ability to calculate a discount on each line of an invoice as well as for the entire invoice amount By clicking on this check box it will tell the system to ask for a discount amount on every line of the invoice Leaving this check box blank will speed up the data entry process by not having to press TAB on every line of an invoice for discount percent if not needed Quantity Check Default Off If you have the Manufacturing Inventory Management module and Accounts Receivable 15 set to be interactive with Inventory t
347. nd Maintenance Chapter 2 Accounts Receivable User Manual Unit Price This is the unit price of the item being billed This will be multiplied by the quantity to calculate the extended price If you are interactive with Manufacturing Inventory Management the unit price will be calculated from the price level you have selected for this transaction and the price table for the inventory item You may also press the F2 key to change the price level for this item only You will still be allowed to override the calculated unit price if necessary Discount o This is the percent discount that will be given on this line when calculating extended price If you have set the Allow Discount 4o by Line field in the Master Configuration to be turned you will be allowed to enter a percent here Otherwise the system will skip this data item Extended Price This is the calculated extended price for this line of the transaction You may press TAB to accept the calculated extended price or change the price for any adjustments necessary When you have entered all detail lines necessary for this transaction you may click on the Save button to validate these detail lines Add COS This button will allow you to enter the additional cost of sales amount for this transaction This may be used if you are not interactive with Manufacturing Inventory Management or if you are billing the customer for an item not currently in the inventory f
348. nd then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for the customer number will be copied to a new record Enter the new customer number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file This new information is not actually added to the file until you have clicked the Save button to validate from this screen Results coARN dbf Credit Card Processor File New Credit Card Information is Set Up SET UP PAYMENT TYPES 0460 This section discusses the ways to add change delete and copy payment type information to identify different methods of payment such as cash check and specified credit cards Inquiry Mode The Inquiry mode allows you to view summary information about payment type information Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode 0461 This option allows you to add new payment type information into the system Information includes credit card details customer number and associated billing information You cannot access any other operation mode until you the initial p
349. ndicating that items have been sold for a cost which has not been recorded When the inventory receipt is recorded later the cost will not be automatically adjusted for previous sales Additionally the quantities in the and Available fields will not be correct because a portion of the items have already been sold This option allows you to adjust the Cost of Sales and to correct the inventory quantity fields and Available This is an important adjustment to make so that your sales journals and commission reports reflect accurate Cost of Sales amounts which are used in profit calculations Page3 34 Enter Transactions Chapter 3 Accounts Receivable User Manual For example a retailer has 5 units of item in stock He receives 10 more units but doesn t have time to record the receipt A customer walks in and buys all 15 units Because the computer only knew about the original 5 units it only records the cost of 5 units The quantity to adjust field on item X is changed from 0 to 10 If he then records the receipt of 10 items he now shows 10 units on hand which he really doesn t have The Cost of Sales is off by the cost of 10 units and the quantity to adjust field still shows 10 By using the option COS Adjustments he can bring up the original detail on an invoice by invoice basis If multiple invoices need adjustment then the option Automatic COS Adjustments would prove
350. ne number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on You will notice that each line of detail has an Adjust button When you click on the Adjust button depending on the type of code it is a new screen will overlay and allow you to make adjustments Chapter 3 Enter Transactions gt Page 3 39 Accounts Receivable User Manual If it is a Cost Only code the cursor will move to the New Balance Forward Enter the amount that you wish to place in Balance Forward Quantities and Amounts may be entered at this point you enter the balance forward amounts the current period cost amounts will be reduced appropriately Once you click on Save button to validate you will return to the detail screen and you may proceed to the next item to change If the item is set up as a Cost and Billing Code then the cursor will first move to the Bill Quantity field to allow you to enter the quantity to be billed Jf this feature is turned on Next the billing amount will automatically be displayed for this item which you may accept or choose to override at this point If the code is a Cost Only or Cost and Billing code the cursor will next move to the New Balance Forward field where you may specify whether you want to place amounts into Balance Forward status Any code that is a Billing Only code will ask
351. ned to allow you a simple listing of your customers in summarized form or a detailed listing for data input verification or archival purposes Remember that these reports may be sorted in different orders so that you may get an alphabetical listing as well as listing based on customer numbers You may also print these listings to the screen if only specific information is needed temporarily Field Names Customer Number Customer Name Address Ship to Name Ship to Address Tax Rate Number Price Level Discount Percent Credit Limit Finance Charge Balance Forward Contact Comments Phone Number Special Manager Sales History By Month Terms Sales Region Current Finance Charges YTD Finance Charges Average Days to Pay Invoices Used in Average Date of Aging Aging Balances Page 4 56 Print Reports Overview Chapter 4 Customer ALLE BOCA BUCS HARCI 1 JAG JONJ1 RWCH SAMPGRILL SWIS 1 51 UNIW Accounts Receivable User Manual Customer Listing Non Detailed Name Allens Hardware Shops Inc Boca Ciega Club Buecaneer Facilities Fred Hart Home Depot Inc Joanne Gonzalez Sonia Jones Interior Design National Auto Parts Relief World Children s Home Sampsons Grilling Systems Tany Swiss Construction Ted s Sheds Inc University of Tampa Number of records printed 13 Chapter 4 Infinity POWER Sample Company
352. next transaction If you do not wish to allocate the amount remaining to various sales codes and you prefer to have it post as unapplied cash a credit open item to the customer s account click on Save button and the system will save the transaction print the transaction register and return for the next transaction If there is a debit amount remaining the system will display the amount and ask if you wish to apply the amount as a payment discount If you click on Yes the system will apply the amount as a debit to the Payment Discount sales code set up in the Master Configuration An example of this would be if you allow your customers a two percent discount on invoices if paid within a certain number of days If the invoice was 100 00 and the check was 98 00 100 00 less 2 discount you would enter the check as 98 00 and apply 100 00 toward the invoice This would leave an over applied amount of 2 00 which would be applied toward the payment discount sales code Additionally to allow the balancing of the AR Aging Report to the General Ledger Balance Sheet from a prior fiscal year you can not post partial payments to the system The open item file can only keep track of the latest check number and check amount that was posted against each open item not all of the partial payments for each open item Therefore if you receive multiple payments for a single open item you must post these partial amounts as una
353. nformation 00 100 8x10 BLT Tools Launch Text Filename specdata 0100 txt Image Filename specdata 00100 jpg Browse Video Filename specdata 00100 img Chapter 2 Set Up and Maintenance Page 2 115 Accounts Receivable User Manual Marketing Text Filename This field 15 used for a marketing text filename up to twenty 20 characters alpha numeric to define a text or html type file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Item Image Filename This field is used for an image filename up to twenty 20 characters alpha numeric to define image file to be used in conjunction with display mechanisms on your local pc or an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive To utilize the View Image feature on the Inventory Item the image file must be in a JPG or BMP format The entire path name to where the image resides must be included in this field The default directory would be the Infinity POWER program directory unless otherwise defined You may use the Browse button to look for and select the image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels Audio Filename This field 15 used for an audio filename up to twenty 20 characters alpha numeric to define a
354. ng or summarizing Sales Codes are also used to define Account Receivable accounts which make the system flexible by allowing distribution of transactions by customer to multiple Accounts Receivable accounts Sales Codes are a means for the Accounts Receivable program to categorize various types of transactions Depending on the nature of your business you may desire either very specific and detailed sales reporting of sales cost of sales methods of payments taxable non taxable type sales etc or you may simply want to keep everything very simple and non detailed as possible Chapter 2 Set Up and Maintenance gt Page 2 41 Accounts Receivable User Manual Sales Codes allow you to define a default unit of measure unit sales price a default unit cost and a default JC Cost Code Regardless of your preference Sales Codes will allow you to customize your system to report this type of information in the manner that you choose For instance in our sample company illustrated throughout the sample reports section our company sells various types of residential and commercial cleaning products For many firms it may be sufficient to simply say We sold 1000 worth of electrical products last month However other companies may want to know that they actually sold 150 worth of electric fuses 475 of 50 gauge electric wire and 375 worth of electric fuse boxes Either method of reporting is possible with this module It is simply a matter of c
355. ng to use a quantity greater than one 1 on serialized items during the validation and update of the transaction you will be prompted for a Serial Number for each of the quantity of items you are withdrawing once you validate the transaction If the quantity to withdraw 15 ten then you will be prompted for ten Serial Numbers If the item selected is Lot P type costing method the system will prompt you for Lot Number Enter a valid Lot Number or press the ENTER key to view a scrolling screen containing all available Lot Numbers for this item If you are withdrawing from stock items that require separate Lot Numbers you should enter individual detail lines for each Lot Number The Lot Number is a twenty 20 character alpha numeric field used to identify a likeness of items being withdrawn from stock This is normally a run of products or color groups associated to various types of products Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint for resale which was manufactured at two different plants The manufacturer marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match When you recorded the receipt of this stock you entered it as two separate line items or cost layers two 2 cases with Lot Number 123 and two 2 cases with Lot Number 789 Selling these types of items may be d
356. nge delete copy tax rates and import tax rates from an ASCII file or update them through the Independent Systems Tax Service file It also discusses how to print the Tax Rate Listing which is used to verify all information input into the Tax Rate file The Tax Rates are used by the Accounts Receivable system to define how sales tax will be calculated for each sale The tax rate can be up to ten 10 characters alpha numeric Each tax rate has two levels of tax rates The first rate will be used until the sale amount exceeds the break point specified and then the second rate will be used on all sales above the break point Each level of tax rates has five different entity rates that may be specified The total of the five entities will be the overall tax rate used in the invoice calculations This will enable you to track several different types of taxes for each sale For example if you need to charge five percent tax for state tax and one percent tax for county tax set up Entity 1 as 5 and Entity 2 as 1 for a total tax rate of 6 Now if the county tax was to be charged only on the first 1000 of sales you should enter 1000 as the break point and set the second tax rate up with 5 for Entity 1 and 0 for Entity 2 You may add notes to any Accounts Receivable Tax Rate that may be viewed on the screen for additional information or planning This may be done when adding a new tax rate changing an existing tax rate or copying a tax rate
357. nge this field of Days This is the number of days from either the invoice date or the end of the month that will be used in calculating the due date The default value will be what you have set up in the Master Configuration Terms Type The terms type defines how the due date for each invoice will be calculated The default value will be what you have set up in the Master Configuration e Fixed Due Date e Net Days e Net Days EOM Fixed Due Date will tell the system not to calculate a due date but ask you what the due date is at the time of the transaction Page 2 14 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Net Days will calculate the due date in a specified number of days from the invoice date Net days EOM will tell the system to calculate the date for the end of month in which the transaction was written Then calculate a specified number of days from the end of the month date Finance Charges This field indicates whether this customer is subject to finance charges If they are subject to finance charges then click the box Balance Forward This field indicates how the open items invoices payments credit memos etc for this customer will be treated by the system The default values will be what you have set up in the Master Configuration Leave this box blank to indicate this customer should be treated as an item type customer To indicate t
358. ntory item Customer Comment Default Off By clicking this check box the system will display the customer comments which are set up in the Add Change or Copy a Customer options before you are able to record transactions in the system This feature assists in drawing attention to details pertinent to each customer Any Comments will then display on the screen when performing Write Invoices amp Credit Memos Prepare Proposals or Manual Invoices for each customer A R Sales Code Default Off The Accounts Receivable system allows for the set up and use of AR Sales Codes AR Codes These sales codes are used to define Accounts Receivable accounts This enables you to process Multiple Accounts Receivable accounts By defining the AR Sales Code on the Customer s file you are setting default AR Sales Code that will be used during the entry of transactions By clicking this check box the system will allow the override of the AR Sales Code on Proposals Invoices and Payment entries Chapter 2 Set Up and Maintenance gt Page 2 89 Accounts Receivable User Manual If you are integrated with Sales Order Entry or Point of Sale this question will also apply to overriding entries in those modules as well By leaving this check box blank the system will use the assigned AR Sales Code defined on the customer s record If no AR Sales Code is defined the system will
359. nts Receivable User Manual Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Make sure this is what you want to do because once a ship to address is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coARS dbf Ship To Address File Ship To Address Information is marked for Deletion UPDATE CUSTOMER PRICING 0440 This option allows you to update price plan information for a range of customers It is possible for a customer to custom prices assigned to specific inventory items This option allows you to assign Price Plans to your customers Up to twenty 20 Price Plans may be assigned to a single customer When you select this option a screen is displayed that will prompt you to enter a beginning and ending range of customers to be updated You may then select to by sales region if so desired You will be prompted to select one of the following three 3 options 1 Add a New Price Plan This option will add the selected Price Plan to all customers within the range selected Enter this Price Plan Number in the New Plan field or press the F2 key to gain access to the available list of Price Plans If you want this selected Price Plan to be added to the top of t
360. nventory Detail by Customer 213 This report provides a complete history of inventory sales and returns for specified customers NOTE This report requires the maintaining of transaction detail in Manufacturing Inventory Management This report can be used by management to evaluate each customer s history of purchases by inventory item In many instances you may want to be able to evaluate the types of products a specific customer is primarily purchasing from you This may assist you in many ways from your stocking of products to notifying key customers about upcoming sales Some customers simply do not remember what it is they have been purchasing from you This report will give you complete details This report may be printed for a specific date range and transaction type sales returns or both Field Names Customer Number Customer Name Manager Number Manager Name Inventory Item Number Inventory Item Description Transaction Type Quantity Unit of Measure Transaction Description Transaction Date Total Cost Total Price Totals Grand Totals Page 4 48 Print Reports Overview Chapter 4 Customer Number amp Mame Salesman amp Mame HARCI BM Chapter 4 Totals Accounts Receivable User Manual Inventory Detail by Customer Item Mumber Description SONY 2311 Infinity POWER Sample Company Inc Inventory Detail By Customer SONY 50 LCD Color Television
361. nventory item file was already created during Year End Procedures To alleviate this problem simply change your system date to the New Year and re enter the new inventory items and pertinent costs pricing and quantity information The following is an explanation of each of the data items required for a new inventory item Item Description There are four 4 lines available for your inventory item description Each line consists of thirty 30 characters alpha numeric including spaces lines of the description will print on all reports except in one instance If a line of description except for the first line is preceded with a single asterisk that line will not print on any external documents generated by the system e g Price Labels Price Lists or documents printed by other modules such as Invoices Packing Lists etc In this way certain information can be part of the file but remain for internal use only Category Internet related access of inventory items This is a ten 10 character alpha numeric field that will identify the category of this inventory item This field can be used for informational purposes or it may be used to categorize items for specific sort routines for Bin No Unit Wet items stored bins Entry system for Bill of Ladings This ten 10 character alpha numeric field identifies the location number of This ten 10 character field specifies the quantity of wei
362. nvoices import transactions from other accounting systems post cycle invoices and several other options There 15 also an option that allows for the reprinting of previously generated invoices This is the non project transaction posting section of the whole program These options provide you with complete audit trails and perform all necessary updates to the system WRITE INVOICES AND CREDIT MEMOS 0101 This option allows you to write invoices credit memos and or adjustments These transactions will print according to the format that you specify in Master Configuration This option should be used to enter transactions into Accounts Receivable system when you need to have the information printed on a formal document for your customer The form that will be used is the Invoice Form you have set up in the Master Configuration and will be loaded by the system when this option is selected There are several screens that will be used to enter the transaction The first screen allows you to define the overhead information for the invoice The data items on the overhead screen are described below Customer Select the customer that you would like to enter this transaction for or the Down Arrow F2 by default to search for the customer Once you have made your selection and if you have chosen to utilize the feature to Display Customer Comments any comments on this customer s master file will be displayed on the screen To continue
363. ny preprinted forms Click on Cancel to exit this option Field Names Customer Number Bill To Customer Name and Address Transaction Due Date Total Balance Remit To Name and Address Transaction Amount Transaction Date Statement Message Transaction Type Statement Past Due Message Transaction Number Aging Date Transaction Description Aging Balances Chapter 4 Print Reports Overview Page 4 15 Accounts Receivable User Manual Page 4 16 Customer Statements FREU STATEMENT rd era W LP LP FE ILC ciu E gi SAM ALLET aS ara ALLEI lane Stes ne Irz AD E Kennedy Alec Darko Fl 3 847 1 rr Lok a imvcice 381 27 14957 54 49172 501172 zea 14 650 172 2 D 12004 invoice 691273 0 18267 14 62171 7 23 00 qi 66173 PRO 20027 14 65177 TELD GKD Invoice amp B174 S400 01 22437 M 540100 0154 600 00 2603 14 45124 600 00 ist 66175 5850 00 31887 14 HE178 CS 8217 650 10 32537 74 89175 550 OSJETA 59175 BE5 7 1322391 00179 85 77 Un 1804 89180 13050 00 45 72 81 69120 13 050 60 Fete 997 ao 450 30 4722231 81180 1 450 00 I for your hi sir urba
364. ny type of audio file to be used in conjunction with audio mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Video Filename This field 15 used for a video filename up to twenty 20 characters alpha numeric to define any type of video file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive This button is designed to display the various cost layers accumulated for the quantities currently on hand As following screen illustrates the screen will show Item for each unique cost layer based on a different price layer that the item was purchased The system will show the Cost Date Description Quantity of the item at that layer which vendor it was purchased from the Vendor s Invoice the unit cost and the total cost The screen will become a scrolling screen depending on how many layers of prices there are This is an inquiry screen only and no changes will be allowed Page 2 116 Set Up and Maintenance Cost Layers Chapter 2 Accounts Receivable User Manual Cost Layer Detail for 10 601 78511 Tools Launch Edit Navigation 1 Detail Item Cost Date Quantity Unit Cost Total Cost Description Vendor Vendor Inv 12 05 2003 9 00 3 38 SCO 04 07 2003 100 00 342 00 SUN 04 30 2003 20 00 04 30 2003 513 55
365. o be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Accounts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin click on Start button The following screen illustrates how the screen will change when the process 15 completed Chapter 2 Set Up and Maintenance Page 2 3 Accounts Receivable Nl Start Up From Scratch Tools User Manual x This option creates data files and configures initial settings for each registered system the company Dynamic Metal Corporation dme Be sure pour fiscal year is set properly before you begin our current Fiscal year end pernod 12 Registered Sustems Accounts Payable Sistem already started Accounts Receivable Check Reconciliation System already started System already started Customer Service Management System already started General Ledger Inventory Job Cost Point of Sale Productivity Tools Purchase Order Entry Sales Order Entre Time Sheet Entry Select Al System already started Sistem already started System already started System already started System already started System already started Syste
366. o return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the
367. of Measure conversion table These price plans are special price plans and should not be assigned to any customer Page 2 112 Up and Maintenance Chapter 2 Manufact Accounts Receivable User Manual This screen is used to enter any historical information pertaining to the manufacture and usage of that item Manufacturing Information 00 100 8x10 BLT EM el zl 5 0 00 Tools Launch Edit Wavigation 14 4 Total Usage Quantity Detail Item Period 01 2003 0272003 037 2003 04 2003 05 2003 The two areas of input are Usage Quantity Quantity Produced Usage Quantity BE Total Quantity Produced Quantity Produced Cancel For each period month of the accounting cycle you would enter the total quantity of this item used in production producing other items For each period month of the accounting cycle you would enter the total quantity of this item which was produced manufactured These fields will be automatically updated every time you record manufacturing View Image This screen is used to show the image of the Inventory Item based on the name of the image file you defined under the Internet button Once you select the Internet button there are four choices and it is image file that is required to be defined so that the picture or graphic can be displayed when
368. ofit Percent summary by Sales Code Page 4 30 Print Reports Overview Chapter 4 Date Type Salesman 04 03 2006 Pay Detail Code SC102 04 05 2006 Pay Detail Code Sales Journal Salesmaen Infinity POWER Sample Company Inc Detailed Sales Journal By Salesman Customer Name Trans Amount Cost Amount Gross Profit 0 00 8 137 22 0 00 725 00 Tax Freight 0 00 0 00 98 137 22 28 38 50 20 8 058 64 0 00 0 00 725 00 106 15 294 40 Accounts Receivable User Manual Page 1 4 04 28 2006 Total GP 55 8 137 22 100 00 98 137 22 725 00 100 00 725 00 04 05 2006 Pay Detail Code SC007 SC006 0 00 21 974 66 400 00 51 974 66 2 374 66 400 00 1 974 66 100 00 400 00 51 974 66 04 07 2006 Pay Detail Code 5 102 0 00 96 100 00 56 100 00 26 008 40 48 90 42 70 6 100 00 100 00 6 100 00 04 28 2006 Adj Detail Code SCO008 04 28 2006 Inv Detail Code 5 001 10000 Chapter 4 Description Sim amp Job Reg Payment Method BM Bill Maguire Tony Swiss Construction 8 137 22 844467 Payment BM Description Tax Quantity U M Unit Price Dise Sale Cost Profit Payment Inv 69240 Inv 69245 Inv 69237 HARC1 Fred Hart 725 00 60344 Payment BM Description Tax Quantity Unit Price Disc sale Cost Profit Payment Inv 69244 Inv 69250 JONJ
369. omer has to pay this transaction The system will then use this to calculate the due date of this transaction at the time of posting Terms This is a twenty 20 character description of the terms for this transaction The default will be the terms description set up in the customer s master file This terms description will be displayed on the form printed when this transaction is completed Date Range This 15 the range of dates that you want this cycle invoice to cover This could be as little as one week to five to ten years The range specified dictates how long this cycle invoice set up is valid Before or after this date range the system will not post the invoice the next time this type of cycle invoice 1s posted to the system Discount Description This is the overall discount that will be given on this transaction The default will be the discount set up in the customer s master file The system will calculate this discount on the total of the extended prices entered for this transaction This discount amount will be posted to the Sales Discount sales code set up in the Master Configuration This is not a payment discount This 15 the twenty 20 character description that you would like to assign this transaction This description will be displayed on all aging reports transaction registers and customer statements If you leave this data item blank the system will use the transaction type description Job
370. ommended that this report be printed for the current amounts and cleared on a daily basis You may choose to Integration Files to General Ledger once a month The integration file will accumulate all of the daily clearings for a daily summary posting into General Ledger Clicking on the Cancel button for the question Do you wish to clear the current Sale and Cost of Sale Amounts will retain the current amounts The amounts will remain for reporting purposes until you are ready to clear them If you select the Month To Date version of this report it will include the total monthly sales code balances for the month of the current system date NOTE If you are NOT Posting in Detail to GL it is required that the Sales Code Summary report be printed and cleared for the current amounts If you ARE Posting in Detail to GL this report need not be printed for any posting procedures to be completed in GL Field Names Sales Code Debit Amount Description Total Debits Current Sales Total Credits Current Cost of Sales Total Sales General Ledger Account Credit Amount Chapter 4 Print Reports Overview Page 4 19 Accounts Receivable User Manual Code 10000 31100 31200 31300 31500 51101 51161 21301 5 004 Special Items scoot 5 006 5 007 SC101 5 102 SC103 Sales Code Summary Month to Date Infinity POWER Sample Company Inc Description sales Taxable Concr
371. on the cash receipts sales code At the time of running the Deposit Register and the sales code has a checking account defined and the integration between Accounts Receivable and Check Reconciliation is turned on the system will prompt the user to post the entire deposit register amount The system will use the system date as the reference number for the deposit entry MAINTAIN DATA FILES 0420 This option includes both Pack and Re Index utilities to manage your Accounts Receivable files after a hardware or media failure This procedure will also physically remove records that have been marked for deletion You should NOT rely on this option to replace backups Your backup procedures should include daily backups and weekly offsite backups Chapter 2 Set Up and Maintenance gt Page 2 93 Accounts Receivable User Manual There are several situations in which this option need be accessed e Power hardware failure e Media Errors bad disk e Remove records marked for deletion Before you execute the Pack option check the file size of your Accounts Receivable files The system will sort each of the current out of index files into new indexed files before deleting the old ones If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files
372. oncrete Materials Residential Concrete Labor Commercial Concrete Labor Residential Elec Materials Commercial Elec Materials Residential Flec Labor Commercial Elec Labor Residential Framing Material Commercial Framing Material Residential Framing Labor Commercial Framing Labor Residential Plumbing Material Commercial Plumbing Material Residential Plumbing Labor Commercial Plumbing Labor Residential Roofing Material Commercial Roofing Material Residentia Roofing Labor Commercial Roofing Labor Residential Custom Mail Box Labor Work in Process Sales Tax Charges Finance Charges Freight Charges Sales Discounts Allowed Payment Discounts Allowed Cash Receipts Deposits Received Cost of Sales Accrual Cash Sales Cash Sales Checks Taxable Page 1 4 04 28 2006 Print Reports Overview Page 4 61 Accounts Receivable User Manual Infinity POWER Sample Company Inc Page 2 sales Code Listing 4 04 28 2006 Code Description Taxable SC103 Cash Sales Master Card Yes 5 104 Cash Sales Visa Yes SC105 Cash Sales American Express Yes SCEFT EFT Sales No scins Insurance Reimbursement No Number of records printed 56 Page4 62 Print Reports Overview Chapter 4 Accounts Receivable User Manual Sales Code Listing Detailed Infinity POWER Sample Company Inc Page 1 Sales Code Listing 4 04 28 2006 Detailed Code Description Tax Cur Sales Penod Sales C O S U M GL Sales GL Asset Unit Pr
373. one one of two ways The first by entering the total quantity you are selling The system will request a Lot Number If there is not enough stock in the Lot Number requested during the validation and update of the transaction it will continue to ask for additional Lot Numbers until the quantity entered has been sufficed The second way is to separate out the quantities by line item so that Lot Numbers can be distinguished for each line item Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match If an inventory item 15 selected the system then checks the customer file to verify if a price plan has been assigned which contains this specific inventory item If this item has been defined in a price plan that has been assigned to this customer it then confirms any minimum or maximum quantity criteria and retrieves the calculated price for the unit price field automatically Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match NOTE The Master Configuration option allows you to change this field to default to the Inventory Item instead of the sales code This may be preferable if
374. onfiguring Sales Codes Various special sales codes are required to track freight taxes discounts and several other types of non sale activity The system comes with several default sales codes to keep track of these various basic sales codes These default sales codes are the sales codes that the system needs to use during the processing of most transactions These sales codes must be defined in the option Master Configuration as well as being set up in your sales code file If you elect to use the defaults these sales codes are already configured for you You will need to change the General Ledger account numbers on these codes to match your General Ledger account numbers Because there are different special reporting needs that sales codes perform such as sales discounts sales tax deposits freight etc it is important to classify certain sales codes in specific ways Sales Codes that will be used to track any type of item other than sales amounts should be assigned a code number that start with the letters SC This includes Sales Codes that are set up to track Multiple Accounts Receivable accounts This will tell the system to automatically place these codes in the lower section of the Sales Code Summary report which is for special items or non sales type items If during the posting of payments you desire to post cash receipts to multiple cash accounts or to a specific AR account then an additional Sales Code should be created for
375. opriate amounts You may then proceed to the next option to print the Suggested Billing Report and the Application for Payment Draw to verify all amounts calculated by each project specified NOTE This option should always be performed prior to running this report and preceding the option to Enter Actual Billings You may re execute this option as many times as you want since it only calculates the suggested billing To update the suggested billing into the actual billing amounts you must execute the option Update Billing Information The suggested billing will be calculated automatically based on the following criteria by project type 1 2 3 Direct Billing The suggested billing amounts for direct billing type projects are based on the quantity amounts incurred as cost billed at the unit billing rate of the billing code Only those project codes that are Cost amp Billing type codes will be used in this calculation As each code is processed if there is a current cost quantity that has not been billed the system will multiply the quantity times the billing rate for this code If the billing rate number is 1 then the rate will be the rate that was manually entered for this code If the billing rate number is 2 20 then the rate will be the unit rate set up in the Master Configuration for this billing rate number Any Cost Only or Billing Only codes will not be used in this calculation Cost Pl
376. or instance if this was an invoice this would represent an invoice number If this was a payment on account this would normally be the customer s check number Description This is the description of the open item During the origination of the transaction the user has the ability to override the default description i e invoice credit memo payment and enter another description to provide a simplified description of the nature of this specific transaction Whatever description was entered will appear into this field If no description was entered the default descriptions will appear Total Amount This is the complete amount of the transaction including any taxes freight or other charges Date This is the date of the transaction based on the System Date that was used to post the transaction This is different than the actual posting date which uses the computer s clock calendar to keep track of when items are actually posted to the system This 15 the date that will be used to start all agings and reports Due Date This is the date that the invoice is due from the customer Based on the terms of the transaction used at the time of invoicing this date was automatically calculated at the time the transaction was originated and store into the file Job Number If the integration to the Job Cost Main Module was turned ON this open item can be related to a Job or Project The invoice may be a Job Invoice and a payment may be
377. orders entered for this customer The revenue associated with this sale will be tracked through Job Cost and applied to the profitability of this individual project After shipments have been recorded to a specific order the Sales Order Entry system will generate an invoice and update the Accounts Receivable system in the same way as the Accounts Receivable option Write Invoices and Other Transactions Integration with Point of Sale The Accounts Receivable and Point of Sale modules are integrated through the use of common transaction tax rate sales code salesman and register files In a typical point of sale environment the two systems co exist Chapter 1 Introduction Page 1 7 Accounts Receivable User Manual with all credit sales handled through either the Accounts Receivable Write Invoices and Other Transactions option or through the Point of Sale Record a Sale option where all other sales are handled as well Integration with Check Reconciliation If Accounts Receivable is integrated with Check Reconciliation the Print Deposit Register will prompt the user to post the entire deposit register amount to the Check Reconciliation It will use bank account number defined on the cash receipts sales code used when recording payments The system uses the current system date as the reference number in Check Reconciliation for the deposit EFT transactions that are created in the Accounts Receivable module are not considered part of
378. ormat By printing the pro forma invoice you will be able to see the cycle invoice in the format that will be used when it is posted When you execute this option simply specify the cycle invoice range and mask then select the type of report that you want Once your selections have been made the following screen will appear Select Form Cycle Invoice Listing X Current Form Alignmen Default Farm INVI Suggested Form Browse Defaults Cancel f Suggested Form Curent Farm Align Contact DPAForm Inc for the best quality business formes checks tax forme and related accessories for your business software products Online Ordering at wer dpaforms Or call 800 660 8605 9 00am 6 00pm EST Click on Select to continue You may test your form alignment by clicking on the Align button which will send a test page to your printer so that you may visually determine if your forms are correctly lining up with any preprinted forms Click on to exit this option At the end of the report the system will print a grand total of all invoices that were printed This way you may see the value of this particular cycle invoice run Field Names Cycle Invoice Number Customer Number Customer Name Transaction Type Transaction Number Transaction Date Transaction Description Manager Number Sales Code Quantity Inventory Item Nu
379. ormation every time on each invoice you write You may set up the invoice text information one time and repeatedly use the same text over and over again when entering invoices for customers Invoice Text can be used to solicit a special sale to your customers or to give customers your store hours It can be a single line text message or a multiple ten 10 lines of sixty 60 characters each line text message When you create an Invoice Text Template the system will automatically assign it a number and stores it in the Invoice Text Templates file When you are writing invoices or credit memos you may select one of the two sales codes or TEXT and the system will automatically look for any stored Invoice Text Templates You may choose from a list of available Invoice Text Templates or create one on the fly If you select from the list of available Invoice Text Templates you will have the option of changing any information on that text for that line item Changes to Invoice Text Templates while invoicing are not saved back to the original Invoice Text Template Add Mode AR0435 This option allows you to add a new Text Template A Text Template is comprised of a name a description and text information up to ten 10 lines of sixty 60 characters each that your company can use on their invoices or during Sales Order Entry The following is an explanation of each of the data items Template Name The Template Name is a twenty
380. ormation is added It is recommended that this report be printed at the end of each day to ensure that a proper audit is available The report provides the following information for each transaction Credit card number 2 Credit card expiration date 3 Transaction type either Sale Credit Void Fre Sale forced sale Fre Credit forced credit Post Auth post authorization or Auth Only authorization only Transaction date Authorization number does not appear for void or post authorization transactions p ce m Reference number prints Auth Only for authorized but non captured transactions 7 Transaction amount In addition an asterisk is appended to each Auth only transaction line to highlight transactions not captured by the network These items must be entered in through the Post Authorization option for the batch to balance Post Authorization This option is used to capture an authorized transaction which could not be captured at the time of authorization All items on the Daily Audit Report with an asterisk will need to Post Authorized Void Transaction This option will cancel an existing transaction in a batch This option should only be executed if the transaction that 1s being voided is contained in a batch that has not been closed This procedure does not update the Point of Sale data files Once you have voided the transaction
381. ort or a statement and the figures appear to be in the wrong columns this 1s the first option you should immediately execute before proceeding Otherwise check your Master Configuration to verify that all aging categories have been set up properly Enter a beginning and ending customer range to include in this calculation You may enter a Region Mask to mask on certain customers Click on the Start button to start the calculation process Print Customer Aging Report 0201 This option prints customer agings based on all or only past due accounts The aging may include invoice detail Detailed summary by customer Non detailed or Grand Totals Only This report may print for a single salesman and includes Accounts Receivable Account Summary report at the end which totals open item transactions for each Accounts Receivable account used This report may be used by management to review the current or past Accounts Receivable totals by aging category After selecting the range of customers to include on this report you may elect to print either the detail of all invoices by customer summary totals only by customer non detail or grand totals for all customers Next select whether to include either past due customers or all customers Then you may select to run this report on a specific AR Sales Code You may also print the report for a specific salesman or for all salesmen You may also define a Region mask to mask on certain cus
382. ot support all of the same fonts After selecting font attributes for either the Printer Settings or Display Settings clicking the corresponding Save button will make those current selections the default settings If you select different attributes between displaying printing reports you must click the Apply button for the new font attributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Page 4 2 Print Reports Overview Chapter 4 Accounts Receivable User Manual Report Print Options In the Printer Settings section click on the Options button to open the Print window You can select the entire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right a negative value will adjust alignment to the l
383. otal UM X Trans Date Total Price 25 00000 0 00 6 967 98 Print Reports Overview Page 4 53 Accounts Receivable User Manual Customer Ranking 0223 This report ranks up to 500 customers by either MTD or YTD sales This report is a very valuable tool in evaluating and comparing your sales to customers You can also mask by region This report offers to print the ranking in either the highest ranking order or the lowest ranking order You may select a range of customers and then rank up to 500 on either Month To Date or Year to Date sales You can also mask customers by region Field Names Customer Number Customer Name Month To Date Sales Month To Date Average Invoice Year to Date Sales Year to Date Average Invoice Ranking Number Grand Totals Page 4 54 Print Reports Overview Chapter 4 Customer amp Mame NATIT National Auto Parts Un University of Tampa BUCS Buccaneer Facilities BOCA Boca Ciega Club ALLE1 Allens Hardware Shops Inc HOME 1 Home Inc HARCI Fred Hart SwIS1 Tony Swiss Construction Z CASH Cash Sale Thank Y au JAGT Joanne Gonzalez JON Sonia Jones Interior Design RWCH Relief World Children s Home SAMPGRILL Sampsons Grilling Systems TEDS1 Ted s Sheds Inc USF1 University of South Florida Grand Totals Number of records printed 15 Chapter 4 Customer Ranking Infinity POWER Sample Company Inc Salas 64 950 00 0 00 0
384. ou are billing the customer for an item not currently in the inventory file The sales journal and commission reports that you may print later will include this cost and will calculate a gross profit amount and percentage Using this field for non inventory type sales will insure accurate gross profit calculations on these reports The system will display a small window which will allow you to enter the additional cost of sales amount and sales code This sales code will be used when posting the cost amount to the sales code file You may press the F2 key to scroll through the sales code file to make your selection When you have entered the additional cost of sales amount for this transaction you may click on the Save button to return to the overhead screen Address The Address button allows you to change the shipping and billing addresses for the customer and the customer s Ship To name A screen will be displayed which will allow you to change the address This is where you would make the inputs for time invoices If multiple ship to addresses have been defined for this customer you may click on the Select button This will pop up a window that will display all of the Ship To Addresses that have been set up for this customer You may use the up and down arrow keys to scroll through the listing to select the address you want These changes will not affect the customer s master file but will only override the master
385. ounts Receivable module NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter I 4 b plea Navigation Button Function 4 Selects the first record 4 Selects the previous record Selects the next record 4 Selects the last record Scroll view Selects a specific record from a list Creates a record Deletes the current record Creates a record based on the current record 4 B Modifies the current record Ki E Chapter 2 Set Up and Maintenance Page 2 5 Accounts Receivable User Manual Navigation Button Function Maintains notes for this record Bl Displays record timestamp information SET UP CUSTOMERS This section discusses the ways to add change import delete and copy customers It also discusses how to print the Customer Listing which is used to verify all information input into the Customer File You may add to any Customer Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigatio
386. ow Note Get all of the roofing crew to finish up since all of the inspectors are due to review and finalize our work on this phase of the project Bill has OK d and said to move on the next project phase You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields Maintain User Fields Project Tools Launch Edit Navigation M 42
387. ows you to delete credit card information for an existing customer that you may have entered by mistake or is no longer valid First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are deleting a record click on the Delete Current Record button or choose the Operation option from the Menu Bar and then Delete Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Make sure this is what you want to do because once credit card information is deleted it cannot be retrieved Results coARN dbf Credit Card Processor File Credit Card Information is Deleted Chapter 2 Set Up and Maintenance Page 2 71 Accounts Receivable User Manual Copy Mode 0454 This option allows you to create a new credit card by copying the information from an existing credit card set up Using this option the system provides a quick method of setting up text templates that are very similar By using the an Existing Credit Card Information menu option you are able to quickly create and enter new credit card First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar a
388. ports Overview 4 3 Accounts Receivable User Manual account range For example you will be given two choices when you select your beginning and ending account number when clicking the Down Arrow F2 by default Customer Number Customer Name Description Report Sorting Preference Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The account number mask is a field which gives you the ability to set up a specific search and have the system only retrieve those items defined within the parameters of that search This is very beneficial if you want to print all reports for a particular department or location Your account number 15 the key to how specific information may be searched on The account number length will be reflected in the mask field on your screen The region number mask field would appear on your screen as 12345 Assuming that you were utilizing a five digit region number with the last two digits representing the department or location number e g 03 to print a report that would mask for a department or location you would enter the following 03 12345 The areas not being masked can either be spaces or question marks Question marks are the standard wildcard format Period to Report On If a
389. pplied cash until the total amount of the open item has been received At that point you may post zero check to match all of the partial payments against the open Chapter 3 Enter Transactions gt Page 3 29 Accounts Receivable User Manual By following this line of procedures you will be able to have the AR Aging Report match the Accounts Receivable balance on a prior period s General Ledger Balance Sheet If you are not concerned with balancing the Balance Sheet and AR Aging Report from a prior period you may continue to post partial payments as normal Results coAR4dy dbf Transaction Detail File coAR1dy dbf Customer File Transaction Detail Records Added optional Customer History is Updated coAR7dy dbf Sales Code File Customer Aging Totals are Updated Sales Code is Updated coAR2 dbf Open Item File Sales Code Current Amounts are Updated for goods or services Electronic Draft Capture O EDC provides significant advantages to all Unapplied Open Items that have had an Amount applied AR2GL co Accounts Receivable Integration toward them will either be marked as Paid or File Partially Paid General Ledger accounts updated coAR3dy dbf Transaction File Transaction Record is Added optional PRINT DEPOSIT REGISTER 0112 This option provides a listing of all payments and deposits for a specified date range If integration to the Check Reconciliation module is turne
390. ption make sure that all other accounting users are logged out of the entire accounting system before you proceed Otherwise users may receive record locked error messages during the processing of this function or during their normal transaction processing If they do not read the screen and follow proper instructions incomplete updates may occur and invalidate your intended efforts and jeopardize new accounting transactions ALWAYS MAKE SURE TO HAVE A COMPLETE DATA BACKUP PRIOR TO RUNNING THIS OPTION For instance many users may desire to rename a single customer number which has a great deal of history or transactions posted to it over time This would only be possible with a special function like this with a unique capability to update all of the files where the Accounts Receivable Customer Number has been updated The following section provides a listing of the files that will be updated once this menu option has been selected and the customer numbers defined NOTE You MUST perform the Rename function for each fiscal year you want the rename to be applied When you choose this menu option and enter the Old Customer and New Customer the following screen will appear Notice that the Old Customer field allows users to click on the Down Arrow F2 by default to select from the existing Customer File Once selected you may then enter the new Customer Number in which you want to convert The section of the screen below will displ
391. py Mode 0417 This option allows you to create a new cycle invoice by copying the information from an existing one Using this option the system provides a quick method of setting up cycle invoices that are very similar Many invoices may only vary by customer date range or any other variable The rest of the information relevant to these items may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose Operation option from the Menu Bar and then You will notice all the information except for the cycle invoice number will be copied to a new record Enter the new cycle invoice number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Page 2 66 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Results coARA dbf Cycle Invoice File New Cycle Invoice Information is Set Up SET UP INVOICE TEXT TEMPLATES This section discusses the ways to add change delete and copy Invoice Text Templates The Invoice Text Template routines allow you to create text information and store it without having to manually enter the invoice text inf
392. r FLO1 Page3 44 Enter Transactions Infinity POWER Sample Company Inc Manager Actual Costs PTD 18 527 90 1 00 39 936 63 835 00 250 00 0 00 9 300 00 155 00 9 550 00 155 00 52 911 63 1 330 00 0 00 0 00 1 325 00 80 00 1 525 00 80 00 397 50 24 00 1 325 00 80 00 54 572 50 264 00 52 000 00 0 00 Suggested Billing Worksheet Detail Level Cade Current 0 00 0 00 50 00 0 00 250 00 0 00 50 00 0 00 5250 00 0 00 5250 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 52 000 00 0 00 i Billing Information PTD 0 00 0 00 0 00 0 00 59 300 00 0 00 51 300 00 0 00 0 00 0 00 0 00 0 00 Suggested 0 00 0 00 0 00 0 00 50 00 0 00 0 00 0 00 50 00 0 00 50 00 0 00 2 4 04 06 2006 Complete 100 15 100 15 101 08 18700 005 0 0095 0 0095 100 00 100 00 102 69 0 00 101 29 715 5 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 106 34 0 00 0 00 0 00 Chapter 3 Project Customer 1FM Description Framing Materials Vendor FLO1 Total Framing Materials 1 Framing Sub Contract Framing Sub Contract Vendor S 85 Total Framing Sub C ontract Total Framing 1R 1RL 1RL TRL TRL TRL Roo
393. r future Network e NOVA Network Verify PCCharge If you are using PCCharge Payment Server there are two considerations in regards to users and Security Administrator setup that must be taken into account First depending on how many users your company has that will require credit card processing you will need to determine which version of the PCCharge Payment Server you need The default product comes with a Single Merchant Single User License Additional Users Counts and additional Merchant IDs may be added for 125 each If you have an office with six workstations processing Accounts Receivable transactions or a similar combination processing orders at the same time in Sales Order Entry you will need to add five additional user licenses to the PCCharge software All users must be setup in the Security Administrator software and also setup in the PCCharge software as well to correspond for credit card processing capability The setup in both cases MUST BE IDENTICAL This is always the case unless you purchase the Unlimited version of PCCharge in which case the software does not care about specific user IDs and will handle the communication differently If you have four different stores you will need FOUR DIFFERENT MERCHANT IDs which may be added for 125 each plus whatever amount of user licenses that are necessary The additional user licenses will not be necessary if you purchase the Unlimited License
394. r using AVS when it is unnecessary PCCharge and IC Verify networks use this field Prompt CVV2 Credit card verification Usually 3 or 4 digits found on the back of the credit card Prompts for the additional numbers Demo Mode This check box determines whether the draft capture dial up is running in demo or live mode The demo mode could be used for testing demonstrating credit card transactions or Internet Web examples of credit card processing It gives a simulated effect of how the process really works All networks use this field By clicking this check box you will be running the draft capture in demo mode If you plan on using the MAPP network you will require a valid Prefix Terminal Type and a TSI Terminal Service Indicator code If you plan on using the NOVA network you will require a Terminal ID and Bank Number MAPP 15 the only network not using Address Verification process unless accessed through GO Software s PCCharge or IC Verify products The Data Pro Credit Card Server can be implemented with the MAPP NOVA or IC Verify configurations This is a separate utility available from Data Pro which gives you the ability to have multiple workstations running either Point of Sale Sales Order Entry or Accounts Receivable work with one central credit card server The Credit Card Server handles dialing the modems and receiving the authorizations Page 2 78 Set Up and Maintenance Chapter 2 Accounts
395. racks the total amount that has been paid against a specific open item Results coAR2 dbf Open Item File Open Item Information is Updated SELECT AN OPEN ITEM FOR CHANGE OR DELETION 0423 This option allows you to change information on an existing open item Once you have set up all open items you should not use this option again If you have made any mistakes during this set up process you may return to the Set Up Open Items option to change any information you have already entered Enter the number of the customer whose file contains the open item you would like to change or press the F2 key to view your choices Now the Transaction Date Transaction and Transaction Type of the open item you will be changing should be entered If this information has been entered incorrectly a warning message will flash at the bottom of the screen No Matching Open Items Once you have put in the correct information click on the Select button and all detail of the open item will appear on the screen You may then select the data item you want to change by using your TAB key Make the change desired and click on the Save button to validate the change or click on the Delete button to delete this open item Results coAR2 dbf Open Item File Open Item Information is Updated Page 2 60 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual SET UP CYCLE INVOICES
396. rcentages that will be used when calculating the commission amount The Base Commission 4c is the starting percent that will be used up to the Level 1 Break amount Page 2 46 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The Level 1 Commission will be used on sales above Level 1 Break point up to Level 2 Break point The Level 2 Commission will be used on all sales above Level 2 Break point This allows for several different commission rates for each salesman depending on the volume of sales that were made Details By clicking on Details button a screen will appear to allow you to enter the Gross and Net Sales for this salesman for each period of the fiscal year These amounts will be automatically updated during normal processing When completed click on the Save button to validate these changes Details When all information is entered for the salesmen click on the Save button to validate this entry or click on the Cancel button to cancel this entry Results coAR5dy dbf Salesman File Salesman is Added to Salesman File Change Mode 0410 This option allows you to change information for an existing salesman If you have made any mistakes during this set up process you may return to the Change Salesman option to change any information you have already entered First you must navig
397. rd using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coJC1dy dbf Project File Project Information is Updated Delete Mode JC0403 First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Make sure this is what you want to do because once a project is deleted there is no way to retrieve it again Results coJC1dy dbf Project File Project is marked for Deletion Copy Mode JC0404 This option allows you to create a new project by copying the information from an existing one Using this option the system provides a quick method o
398. rder across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below Page 3 18 Enter Transactions Chapter 3 Accounts Receivable User Manual 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 02NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that a
399. re required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce a file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0604 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record la
400. re will pop up on data entry screens when the system recognizes that the inventory item selected has a unit of measure conversion table defined Mult Factor The multiplying factor is the number used to calculate the quantities being received or sold when a unit of measure conversion table is defined For example you may stock your inventory at the lowest level each but by defining a unit of measure conversion table you can define the conversion for a case A case may be comprised of twelve 12 items The multiplying factor for the case should be twelve 12 When you receive items into inventory you can enter one 1 case When the inventory files are updated they will show twelve 12 each The multiplying factor allows the system to calculate the quantities received and sold at the lowest stocking level Price Level This data item will allow you to define the Price Level for each individual Unit of Measure Conversion These are the price levels defined in Data Item 23 Price Plan Pricing Levels can also be defined by implementing special Price Plans You may set up a Price Plan to correspond with an individual unit of measure such as dozens Include in that price plan all inventory items that would have a unit of measure of dozens The pricing established in that Price Plan should be pricing based on dozens Price Plans set up and used as described above will override the Price Level set up on the Unit
401. repeated use Templates can store information that will be repeated on a series of invoices This option allows users to create standard groups of text statements that can be used repetitively on invoices and sales orders and selected during invoicing and Sales Order Entry without having to re key the same information into the system time and again This would be ideal for items such as warranty statements support policies return policies and much more There both and TEXT sales codes to be added to each system similar to the use of all other sales codes in the system A single dot sales code does not have to be attached to any inventory items whereas double dot sales code items are associated to the previous inventory item entered into the system If you are creating a new company from scratch these two sales code variations will be created automatically by the software For existing Infinity POWER users upgrading from a prior version these sales codes have to be added manually to each company that you are processing in No other data such as General Ledger account numbers and such are required to be setup However existing users will have to pack their data files first before they will have access to this option To pack your data files select the menu option Maintain Data Files and select ALL FILES Inventory Item Number If you are interactive with Manufacturing Inventory Management you may
402. report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period reporting as well as current period reporting Cancel the Print Job Clicking on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation STATEMENTS AND AGINGS Four options are available by selecting the Statements and Agings menu option 1 Calculate Age of Accounts 2 Customer Aging Report 3 Customer Statements 4 Year End Statements Each report is discussed here Calculate Age of Accounts AR0200 This option allows you to calculate the age of each customer s open item totals into the five aging categories You should execute this option before printing your agings or statements Page4 4 Print Reports Overview Chapter 4 Accounts Receivable User Manual Before printing any agings or statements you should run this option The system will need to adjust for any changes that may have been made since the last time this option was run The system date will impact all items in the file and the recording of any transactions invoices payments credit memos e c would have a strong bearing on the accurate calculations of these items If you print an aging rep
403. ress the F2 key to scroll through the salesman file Once the salesman number has been selected the salesman name will be displayed below this data item The salesman number entered here will be used by the system to later calculate the commissions by salesman Price Level This 15 the price level in inventory that will be used when calculating the unit price of inventory items If you are not interactive with the Manufacturing Inventory Management module the system will not use this data item If you are interactive with Manufacturing Inventory Management you may select the price level clicking on the arrow box to review a Pop Up menu to choose the price level The default will be the price level set up in the customer s master file You will not be allowed to change this default price level unless you have turned the feature Allow Price Level Changes in the Master Configuration After selecting the price level the price level description will be displayed below this data item Discount This is the overall discount that will be given on this transaction The default will be the discount set up in the customers master file The system will calculate this discount on the total of the extended prices entered for this transaction This discount amount will be posted to the Sales Discount sales code set up in the Master Configuration If you desire to utilize a cost plus type of pricing mechanism for your customers
404. rete Labor 1 350 00 0 00 E 100 00 Elliot Frank a 80 00 0 00 i 80 0055 Concrete Labor 5 8375 00 0 00 100 00 Franklin Albert Gr 0 00 0 00 E 2000 0055 TEL Concrete Labor Total Concrete Labor 3 425 00 0 00 59 300 00 0 00 100 0055 Q 240 00 0 00 0 00 0 00 132 60 1CM Concrete Materials 9 520 00 0 00 100 00 3000 PSI Concrete Q 1 00 0 00 100 00 1 Concrete Matarials 5 1 372 00 0 00 92 86 Reinforcement Rods Q 1 00 0 00 Hu 100 00 12 Concrete Materials 5 1 057 50 50 00 94 00 Sand 1 00 0 00 100 00 1CM Concrete Materials 5 2 700 00 0 00 i B 120 00 Scaffold Q 1 00 0 00 100 00 1CM Concrete Materials 0 00 0 00 0 00 Vendor SUN1 Q 929 00 0 00 0 00 1 Concrete Materials 6 159 23 0 00 102 67 Wire Q 1 00 0 00 100 00 Chapter 3 Enter Transactions gt Page 3 43 Accounts Receivable User Manual Project Description Customer Concrete Materials yds of concrete Total Concrete Materials 1 5 Concrete Sub Contract Supplier PICF 1565 Concrete Sub Cantract Vendor 5 amp 5 Total Concrete Sub Contract Tatal Concrete 1 Framing 1FL Framing Labor 1FL Framing Labor Conners Charles S 1FL Framing Labor Elliot Frank 1FL Framing Labor Franklin Albert T 1FL Framing Labor Wright Ron Total Framing Labor 1FM Framing Materials 1FM Framing Materials Supplie
405. rice level from inventory that you want to assign this customer You may choose 1 10 or 11 for no price When you are invoicing a customer for an inventory item the program will automatically calculate the correct unit price based on the inventory item selected the price level specified and the quantity break if applicable Discount Percent You may also place a negative discount into this field This is for those customers who base their pricing to their customers on a cost plus basis In other words an inventory price level may be established for each customer The price level that is assigned could in essence be your cost for each inventory item By placing a negative discount in this field the system will look at whatever the sales price 15 for that price level and add the effective discount amount on top of the sales price This is how automatic cost plus pricing may be applied This negative discount amount may also be overridden at the time of invoicing if the prompt Allow Line Item Discounts in the Master Configuration is turned Credit Limit This 1s the dollar credit limit that you wish to assign the customer It will be used in the Customer Inquiry screen to calculate the available credit for a customer When creating invoices a warning message will be generated if the total amount of the transaction 15 larger than the available credit limit remaining Customer s Bank Account This is the C
406. rinted forms that are supported by the accounting system A selection of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product Kit They may also be found on the CD ROM presentation Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being used This option may be changed as often as desired If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs Automatic Default Below Numbering These are the numbering sequences that will be used by the system for the different transaction types The default values are Invoice 100000 Credit Memo 1 Debit Memo 1 Deposit 0 This is where you would install your numbering sequence for these types of transactions If you have been running another system computerized or manual you may continue to utilize the same numbering sequence with this program If the value is zero the system will assume there is no automatic numbering and will prompt you for the transaction number If the number is 1 for credit memo debit memo or deposit the system will use the invoice numbering sequence for these transaction types For instance if your next invoice number is 1206 your next credit memo number will be 1206 Page 2 90 Set Up and Maintenance Chapter 2 Accounts Receivable User Manua
407. rmation is detailed or summarized for your reference You may use this report as a worksheet to calculate your actual billings Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the project number or press the F2 key for special searches Next you will be prompted to specify the project types to be included in this report You may specify a single type such as Percent Complete or you may specify Types so that all projects are printed at once After you have selected your range of projects you may specify your manager mask or all managers when printing this report You will next be asked to specify which Report Level should be used when printing this report This gives you the flexibility to determine how detailed you want to see this report You may only be interested in totals by overall project code However you may want to see all detail by employee or material items for detail billing purposes Whichever your preference simply specify the level desired And finally you may choose to mask on a project number if so desired Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Project Job Project To Date Customer Current Period Description Current Period Manager Complete Percent Actual Grand Totals Actual Costs Project To
408. rrent Current Amount Total Completed Previous Current Percent Complete Total Budget x 100 Balance to Finish Budget Total Retainage Current amp Total Grand Total Chapter 3 Enter Transactions Page 3 49 Accounts Receivable User Manual Project 96 0013 1C 1F 1R Description Hart s Nursery Commercial Canstruction Concrete Framing Roaling Total Commercial Construction 9 Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Page 3 50 Enter Transactions Billing Information Infinity POWER Sample Company Inc Application tor Payment Draw Detail Level Phase Scheduled Value 0 00 59 300 00 51 300 00 54 400 00 5165 000 00 50 00 165 000 00 Previous Amount Current Amount 0 00 0 00 59 300 00 7 500 00 51 300 00 0 00 54 400 00 50 00 5165 000 00 7 500 00 0 00 0 00 165 000 00 7 500 00 Tatal Completed 0 00 66 800 00 51 300 00 54 400 00 172 500 00 0 00 172 500 00 Percent Completa 0 00 112 65 100 00 100 00 11 55 0 00 11 55 1 4 04 28 2006 Retainage to Finish Cur Total 0 00 0 00 0 00 7 500 00 1 125 00 10 020 00 0 00 0 00 7 695 00 0 00 0 00 8 160 00 7 500 00 1 125 00 25 875 00 0 00 0 00 0 00 57 500 00 1 125 00 25 875 00 Chap
409. s Transaction File filetype AR03 filenames coAR3dy dbf and coAR3dy mdx This file may be optionally used to maintain the sales and cash receipts journals for the entire year If you wish to maintain transaction detail on a daily weekly or monthly basis this file may be cleared out periodically at your discretion The information stored in this file varies between transaction types however all information entered for each transaction will be stored this file Page 1 8 Introduction Chapter 1 Accounts Receivable User Manual File Name Description Transaction Detail File filetype AR04 filenames coAR4dy dbf and coAR4dy mdx This file may be optionally used to maintain the detail of each transaction in the transaction file for the entire year If you wish to maintain transaction detail on a daily weekly or monthly basis this file may be cleared out periodically at your discretion The information stored in this file includes the sales code description quantity unit price extended price cost and inventory item number which may include Serial Number and Lot Number information for each line of detail on the invoice Salesman File filetype 05 filenames coAR5dy dbf and coAR5dy mdx This file contains each salesman s name number commission rates and current year s sales summary information Tax Rate File filetype 06 filenames coAR6
410. s and or adjustments which were written manually and need to be reflected in your accounting records When executing this option all options work exactly the same as the regular Write Invoices and Credit Memos option except for the following differences Transaction You must enter a transaction number even if you have set the numbering sequence to ON for this type of transaction Customer PO Sales Order Date Ordered Shipping Instructions These fields will be skipped as you enter your data into the system A transaction register will be printed instead of the form normally used for this type of transaction other uses and updates will be the same as discussed in the normal invoice writing section of this manual Chapter 3 Enter Transactions gt Page 3 13 Accounts Receivable User Manual Results coAR 7dy dbf Sales Code File coA R1dy dbf Customer File Sales Code History is Updated Sales Code Current Amounts are Updated Customer History is Updated Customer Aging Totals are Updated coIMIdy dbf Inventory Item File coAR2 dbf Open Item File Withdrawal Recorded Return if a Credit Open Item Record is Added Memo Historical Information Updated coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coIM2dy dbf Inventory Transaction File Transaction Record Added optional coIM6 dbf
411. s number will be used by the Purchase Order Entry module if interactive and if a form that utilizes the vendor s item number has been selected This would allow you to issue purchase orders to vendors with their items numbers printed on them for their ease of recognition and uniformity The numbers maintained in your inventory module do not have to conform to those of your vendors The Other Vendor and Vendor Item Number fields are used for alternative sources for this 1tem Minimum Maximum The Minimum Maximum Quantities to Stock are limits you determine Quantities to Stock are best for your particular inventory turnover The minimum may be set up to reflect the quantity established to get the price break you have based all of your pricing factors on The maximum is designed to keep excess inventory amounts to a minimum These two fields are essential to printing the Suggested Order Report and Overstock Report respectively Projected Requirements The Projected Requirements is a special analytical quantity used for the material requirement reporting based on manufacturing Normally this field will be updated automatically by the option to Enter Projected Usage Amounts Fields are ten 10 characters numeric only in length The system will round to the nearest number if you enter a number larger than seven digits This is typically used for Finished Goods and not sub assemblies or Bill of Material items Lead Time Lead T
412. s Updated coAR7dy dbf Sales Code File Customer Aging Totals are Updated Sales Code History is Updated coAR2 dbf Open Item File Sales Code Current Amounts are Updated Open Item Record is Added coIMIdy dbf Inventory Item File coA R3dy dbf Transaction File 2 Recorded Return if a Credit Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional Historical Information Updated coIM2dy dbf Inventory Transaction File Transaction Record Added optional RE PRINT INVOICES 0113 This option allows you to re print invoices This option is designed to allow for the re printing of invoices upon demand This feature is for those users who need the ability to provide their customers a duplicate copy of the original invoice form The form format that will be used in the printing of these invoices 15 the current form name specified for invoices in the Master Configuration Due to the variances in the number of form printing capabilities provided by the system the duplicate form does not print the words duplicate on the form Each form format varies enough not to allow consistent printing of these words in the invoice number boxes Therefore care should be taken when utilizing this option Once this option 15 selected the system will prompt you to enter the customer number Enter the customer number or press F2 to review near matches in the file The Invo
413. s data item unless you have turned on the option to Override Tax by Line in the Master Configuration If the check box has been checked then the line item 15 taxable Quantity This 15 the quantity of the item you are billing This field may be left at zero in which case you will have to enter the extended price manually The format of this field will be the number of decimal places that you have specified for unit price in the Master Configuration If the current transaction is a credit memo this quantity will be assumed to be a negative number If you are interactive with Manufacturing Inventory Management this is the quantity that will be removed from the Quantity On Hand for the inventory item If you are utilizing the Unit of Measure Conversion feature you will want to enter the quantity based on the unit of measure you have selected to use on this line item Chapter 3 Enter Transactions Page 3 7 Accounts Receivable User Manual Do NOT enter the quantity as the stocking unit of measure if you have chosen an alternative unit of measure If you have set the Verify Quantity Available field in the master configuration to be turned on the system will check the inventory file to see if there is enough quantity on hand or available to remove the quantity entered If you have set the Verify Quantity Available field to be turned on and the Exclude On Order on Quantity Check field in the Master Configuration to be
414. s day Instead you should consider the following structure Chapter 2 Set Up and Maintenance Page 2 131 Accounts Receivable User Manual Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set or tape 1 may read Monday disk set or tape 2 may read Tuesday etc Only use these specific sets of disks or tapes on the days that are designated This would mean that they would not be used more than once a week Therefore if a problem were to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that is better than many months or years worth of input To go a step further we recommend that you next make four additional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at the end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next yo
415. s item If you are interactive with Manufacturing Inventory Management this will default to the unit of measure set up for the inventory item selected If you are interactive with Manufacturing Inventory Management and you are not using Unit of Measure Conversion feature this will default to the unit of measure set up for the inventory item Otherwise the unit of measure field will contain the unit of measure selected for the specific unit of measure conversion for this item s Unit Price This 15 the unit price of the item being billed This will be multiplied by the quantity to calculate the extended price If you are interactive with Manufacturing Inventory Management the unit price will be calculated from the price level you have selected for this transaction and the price table for the inventory item All quantity breaks will be automatically calculated if applicable You may also press the F2 function key to change the price level for this item only If you have turned on the feature Allow Line Price Changes in the Master Configuration you will be allowed to override the calculated unit price if necessary If you have entered an inventory item you will not be allowed to change the unit price if you have turned off the feature to Allow Line Item Price Changes in the Accounts Receivable Master Configuration If you are utilizing the special Price Plan feature that 15 set up in Inventory module and have assigned this c
416. s open item Freight This is the amount of freight that was charged on this open item Cost of Sales This is the cost of the sales amount for this open item If you do not have the information available to you leave the amount zero Already Paid This question defines whether or not the open item has already been paid If this is clicked the item will not show up on any aging reports or open item calculations During initial set up if an open item has already been paid then don t enter it Partially Paid This question indicates that the open item has at some point been partially paid If this is clicked on it will be printed with a P beside the amount on all aging reports and inquiries As the Sales Tax Freight and Cost of Sales amounts are entered you should notice the top right portion of your screen The program will display the total amount of the Transaction Sales Tax Freight and the Gross Profit Total Cost As changes are made these figures will be adjusted automatically Date Paid This field is automatically updated by the system when this item is paid This information will appear on Customer Inquiries by clicking on the Open Items button to review the open item file The date that appears in this field 15 the date of last check that was posted against this open item Therefore if several partial payments have been made against a specific open item only the date of the la
417. selling the sub assembly and raw material items as well as using them in your manufacturing process and need the Sales Order Accounts Receivable and Point of Sale systems to dynamically warn the users that the quantity being entered has been reserved for manufacturing then this method should be used Depending on the Advanced Security Object configuration you define in the system for each user they may override and continue to sell the item or not be allowed to proceed at all This becomes a very dynamic way of tracking the needs of Bill of Material items verses using the other methodology which uses a more planned approach To utilize this feature you must have the Inventory Master Configuration option Auto Reserve Bill of Materials clicked on as shown on the following screen Ni Configuration Tools Launch Master Configuration Price Levels Bar Cade Manufacturing System Integration Tum Component Quantity Checking Produce Sub Assemblies Automatically aati wi Rata n n n la biden a maladi Him a mabi 8 biien meal bidin ww Auto Reserve Bill of Materials iv Chapter 2 Set Up and Maintenance Page 2 105 Accounts Receivable User Manual Available Default 0 This field will constantly be updated to reflect the total quantity of an item that is currently available to sell The system takes into account the current Quantity On Hand plus the Quantity On Order minus the Quantit
418. sions Regardless of when a customer takes delivery pays their bills etc the salesman gets credit for payment of commissions at the next pay cycle The second method is based on collections or when a customer pays their bills Many firms do not want to advance pay their salesmen when they have yet to collect on the sale Therefore this method does not post any allocations to the commissions reports until Cash Receipts have been made The Sales method records the commission calculation at the time of the sale There are advantages to these methods however the nature of your specific business will dictate the best method to use Sales Codes Default below Sales Tax SC001 Finance SC002 Freight SC003 Sales Disc SC004 Pay Disc 5 005 Cash Rcpts SC006 Deposits 5 007 Sales Codes are a means for the Accounts Receivable program to categorize various types of transactions Depending on the nature of your business you may desire either very specific and detailed sales reporting of sales cost of sales methods of payments taxable non taxable type sales etc or you may simply want to keep everything very simple and as non detailed as possible Regardless of your preference Sales Codes will allow you to customize your system to report this type of information in the manner that you choose Page 2 84 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual For instance in our sample
419. specific location A customer may have several locations around a state but counties in each state may have varying tax rates Assigning the appropriate tax rate here will override the default Tax Rate set up in the customer s master file This may also include exempt in case some locations are out of state and not subject to taxation required Salesman This field is included to allow the system to pay commissions to different sales representatives based on their location A large customer with many locations may have several sales representatives calling on their various locations This feature will override the default Salesman that is set up in the customer s master file Commission calculations will be made based on the salesman that is assigned to this field required E Mail This is a fifty 50 character alpha numeric field for the E Mail address name for the company or contact for this customer This field 1s for reference purposes only Contact This is a twenty 20 character field for the entry of the primary contact at this location Phone This 15 the fourteen 14 character field for the telephone number of this particular Ship To location Fax Number This is the fourteen 14 character field for the customer s fax number There is enough room for the full fax number including area code and all parentheses spaces and hyphens ut Center This field 1s used to support the DP EDI product C
420. ssigned one of the salesman numbers that is entered here If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on each salesman Salesman This 15 a five 5 alpha numeric character code representing this salesman Name This is the twenty 20 character name of the salesman that will be displayed on all reports and screens Password This is the eight 8 character salesman s password This password will only be used in the Point of Sale module Commission Type This option defines the way commissions will be calculated for the salesman The types available are None No commission will be calculated for the salesman Gross Sales Commission will be calculated on the gross amount of each sale minus any taxes or freight Net Sales Commission will be calculated on the net amount of each sale This net amount will be calculated by using the gross amount of the sale minus taxes and freight minus the cost of sales amount for the sale NOTE If the Master Configuration is set to calculate commissions based on cash receipts all commissions will be calculated on the total dollars received regardless of this type Click on the appropriate Commission Type for this salesman Base Commission These data items define the commission pe
421. st include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action 18 not included in the length of the records Always save the file as AR0602 M AP Explanation of File Customer field name found in data dictionary DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 2 Starting position of field 10 length of field NOTE You cannot add additional fields to transaction map files nor can y ou change any ofthe DPOffsets or Lengths Cont 0 2NO 1 2YES 222 0 CHAR 1 1 Customer 0 10 STRING 2 10 Trans Date 1l 6 STRING 12 0 transis Type 0 37 18 0 INT 18 1 x Tha ns 20 10 STRING IS9 l0 AR Code 31 10 STRING 29 10 Project 56 10 STRING 39 10 Tax Rate 67 10 STRING 49 10 Due Date 78 6 STRING 59 6 Salesman 85 5 STRING 65 5 InvenLory 4 91 20 STRING 70 20 Price Level 1 10 134 0 INT 90 2 Sales Code 136 10 STRING 92 10 Description 147 30 STRING 102 30 Taxable 0 2NO 1 YES 1798 0 CHAR 132 1 Ouantity 180 0 DOUBLE 133 10 Unit of Measure 188 4 STRING 143 4 Unit Amount 198 0 DOUBLE 147 15 Discount 194 0 FLOAT 162 9 Extended Amount 206 0 DOUBLE 168 15 Total COS Amount 214 0 DOUBLE 183 15 ERE 187 Required fields for importing records NOTE Each record
422. st payment will appear in this field Chapter 2 Set Up and Maintenance gt Page 2 59 Accounts Receivable User Manual This is an important field in that it is the field that 15 used by the option Consolidate New Balance Forward to determine which paid open items should be removed from the open item file The Master Configuration must have the prompt to Include Paid Items on Inquiry turned on for this field to appear on inquiries Paid by Check This field contains the check number of the last payment that was used to pay this open item This reference field is displayed when performing a Customer Inquiry and clicking on the Items button to display open items paid or not paid The Master Configuration must have the prompt to Include Paid Items on Inquiry turned on for this field to appear on inquiries The check number that currently appears in this field will reflect the last check number that was posted against this open item if multiple partial payments have been made If you have set the Master Configuration option Require Unique Customer Check 5 to be turned on the system will not allow you to enter the same check number for this open item even if it 15 for a different open item Paid Amount This field keeps track of the total amount that has been paid on this particular open item Since the system will allow for the partial payment of open items this field t
423. system This feature can be set by turning the Display Customer Comments field in the Accounts Receivable Master Configuration Any Comments will then display on the screen when performing Write Invoices amp Credit Memos Prepare Proposals or Record Manual Invoices for that customer See the Master Configuration option for more details on setting up this feature Invoice Terms Description This is twenty 20 character description of the terms that you wish to assign this customer This will be displayed on the invoice form The default description will be what you have set up in the Master Configuration This field may be utilized to invoke a Credit Check warning system when this specific customer is put on credit hold To activate a credit hold status for this customer enter the words Credit Hold as the terms description In doing this the system will not allow an invoice to be entered for this customer instead a warning will be displayed This Customer is on Credit Hold No New Transactions are allowed If you are integrated with the Sales Order Entry module this Credit Check warning system will be activated there as well and the system will not allow the order to be placed If you have installed the Advanced Security Administrator there is a custom security object that may be used in conjunction with this field You can set up the Advanced Security system to allow only certain users to edit or cha
424. t DOUBLE If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items Page 3 16 1 Import File Format 2 Import File Name Process Import File Enter Transactions Chapter 3 Accounts Receivable User Manual The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a
425. t also allows you to match Unapplied Cash payments against specific invoices Zero Payments Zero Payments may be handled as follows When the system asks for the check amount enter zero 0 Next enter the invoice number as the check number You may then enter a miscellaneous description regarding the whole transaction under the Item Description field e g Correction for wrong posting You may then proceed to match the Credit Memo s with the Invoice s you want to apply against each other Make sure though that the totals of each balance each other out and you should have a total amount remaining balance of 0 00 Chapter 3 Enter Transactions gt Page 3 27 Accounts Receivable User Manual Negative Payments Negative Payments may be handled as follows From time to time it may be necessary to process negative payments to a customer s account This can happen if a customer s check is returned from the bank because of non sufficient funds or if a credit card charge is disputed by the charge card holder This option would allow any appropriate postings to cash and a debit to the customer s account for NSF checks or credit card charge backs This amount can also be allocated to multiple sales codes that you choose When the system asks for an amount enter a negative amount by preceding your entry with a negative sign The system will prompt you for some transaction number You may then enter a descrip
426. t period open items mentioned in 1 and 2 above Agings may also be printed for in house use You may now select the program option to consolidate the new balance forward amount This option takes all current period payments and applies them to the oldest balance forward amounts Then all remaining open items are consolidated into a single balance forward amount with an aging due date equal to the current system date 7 You are now ready to start the cycle over again Your selection of either of the above methods is simply one of preference The primary operational advantages between methods are as follows Open Items provides a perpetual detailed record of each open item e Balance Forward allows you to post payments against an account without having to maintain the detail of each account on a monthly basis AGING CATEGORIES The Accounts Receivable system allows you to define your aging category headings and day ranges Crucial to the calculation of all agings is your customer terms Terms may be defined differently for each customer if you prefer however all terms must be one of three types e Net Days A number of days from invoice date 999 day maximum e Net Days EOM A specified number of days from the end of the current month 999 days maximum e Specific Due Date A specified date between 1960 and 2059 Payment discounts may be handled by all three term types Each transaction will be aged according to i
427. t up in the Cost and Billing Code File for this Billing Code If this code s default sales code is non existent then you will be allowed to select a near match If the sales code selected has a period as the first character of the sales code the system will recognize this as a description line only In this case you will be allowed to enter only the description line and then move to the next line of data This gives you the flexibility to create as descriptive an invoice as you desire Y ou may also mix various lines of descriptions In other words lines of descriptions do not have to all be in one single order Therefore you may enter a project billing code and then enter a line of description only Then you may add another code and six lines of description and so on Chapter 3 Enter Transactions gt Page 3 55 Accounts Receivable User Manual Description This is a thirty 30 character alpha numeric field for the description you would enter for this line of the transaction If you press TAB the description will default to the description of the Billing Code If you have selected a Billing Code for this line the Billing Code and Detail description will be displayed to the right of this data item Phase Sub The field immediately to the right side of the description on each data line is reserved for the Billing Code number The heading for this field will be the heading set up in the Job Cost Master Configuration If you have se
428. tail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on This will take you to the desired detail line if it exists Click on to exit and return to the main screen Add Mode 0401 This option allows you to set up new Job Projects You may input all job project specific information with this option except for project cost and billing detail This 15 the first step to record all pertinent information regarding project This includes a description of the job project beginning and ending dates the address of the job project the manager of the project the salesman of the project and other key costing and billing information If this is a new job project with no outstanding information once this job project set up is complete you may proceed to enter all charges to the job project through the Enter Transactions menu option However if you are setting up a job project that already has outstanding detail accumulated toward the project then after the set up of the project has been completed you should proceed to the menu option Initial Project Detail to record the existing balances by cost or billing code Pag
429. tail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode AR0408 The Inquiry mode allows you to view summary information about salesmen Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0409 This mode allows you to set up new salesmen Every time you enter sales you may supply a salesman number Some reporting and the commission calculations are dependent on the salesman This option allows you to add new salesmen to the salesman file Each salesman must be assigned a salesman number which can be up to five 5 characters alpha numeric Each customer that you later add to the system may be a
430. tainage Tony Swiss Construction Invoice Boca Ciega Club Invoice Number of records printed 21 Page 4 26 Print Reports Overview Infinity POWER Sample Company Inc Sales Journal Trans Amount sim Job Reg Payment Method 11 700 00 JF 96 0112 1 300 00 JF 96 0112 10 718 76 BM 8 453 50 Totals 594 276 71 Cash 20 338 50 Cost Amount Gross Profit 27 300 00 4 400 00 0 00 1 300 00 9 551 50 1 167 26 3 777 25 4 676 25 26 146 23 268 130 48 Tax Freight 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 4 010 67 0 00 Page 2 4 04 28 2006 Total GF 55 11 700 00 37 61 81 300 00 100 00 10 718 76 10 85 8 453 50 55 32 98 287 38 P227 Chapter 4 Accounts Receivable User Manual Sales Journal by Customer AR0205 This report provides a detailed listing of all invoices credit memos and other transactions for specified transaction types and date range by customer This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each customer It may also be used for auditing the sales cost of sales and gross profit amounts You may select a customer range and a date range that can include all transactions for the current accounting year However you may be even more specific and request a listing of only invoices payments or any other transaction type The system will
431. tch Trans Cnt This is the total number of transactions contained within the batch Total This is the total amount of money within the batch Batch Status This option allows you to review the last four open or pended batches If there are more than four open and or pended batches you must reconcile and close one or more batches in order to view the remaining batches The system will prompt you for a Card Code number You may choose from the following list of proper code numbers 099 or NULL Visa MasterCard Totals 001 Visa Totals 002 MasterCard Totals 005 American Express Totals 009 Discover Card Totals 010 Diners Club Carte Blanche Totals 012 JCB Totals Once this information has been given the system will dial to the network and return the following information Batch Number This is the batch number that was assigned to the batch when opened Status This is the current status of the batch Total This is the total amount of money within the batch Batch Review This option displays individual transactions four at a time in a batch You will be prompted for the Transaction Sequence Number This is a three digit number representing the order in which the items were entered This allows you to begin your review on the tenth item entered vs the first one If this item is left blank the review will begin at the top of the batch The amount of money for each transaction is listed
432. tems have been reviewed by the system the amount of the unpaid finance charges will be added to the amount subject to finance charges if the Master Configuration is set to compound interest The amount subject to finance charges will then be charged interest based on the percentage set up in the Master Configuration If the amount of finance charge calculated is greater than zero but less than the minimum amount set up in the Master Configuration the amount of finance charges will be set to the minimum finance charge amount defined in the Master Configuration A transaction will then be posted and the amount of finance charges will be added to the Unpaid and YTD finance charges for the customer Results coARIdy dbf Customer File Aging Summary Information is Updated coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code History is Updated Sales Code Current Amounts are Updated CONSOLIDATE NEW BALANCE FORWARD AR0107 This option allows you to consolidate all open items for each customer assuming they are set up as balance forward accounts into one balance forward amount This option also removes all paid items from the open items file for open items type customers You should execute this option at least once a month to conserve disk storage space This option serves two purpos
433. tems that are being displayed on this screen You may have a total of 10 000 open items displayed during this open item inquiry at one time Obviously with this many possible open items available this could be cumbersome to try and find a specific item to pay or inquire upon without some helpful tools Therefore while you have this screen open you may click on the Navigation choice at the top of the screen and you will be provided with several options including a Search tool to find items throughout the file The following screen illustrates this menu and how and open item transaction number is highlighted in Yellow once the item is found during a search Chapter 2 Set Up and Maintenance Page 2 17 Accounts Receivable User Manual Cir End pj Pagelp att mut tttm tm Qt tm t torn mot uan soa pan pon uia go gin pi uoi tm t uas uoa on uou an special 1 246 05 01 31 2003 I 1 246 05 n1 31 2003 639009 sheds f l93 2 2 83 22 2003 56 0005 342 193 63 02 21 2003 Invoice fB z B8 04 09 2003 Bamexls 09 203 7 f24 amp e 04 08 2099 H 04 18 2003 504461 2 Once you select the
434. ter 3 Accounts Receivable User Manual Cost Information Infinity POWER Sample Company Inc Page 1 Application tor Payment Draw 4 04 28 2006 Detail Level Phase Project Description Scheduled Value Previous Amount Tatal Completed Percent Balance Retainage Current Amount Completa 16 Finish Cur Tatal 96 0013 Hart s Nursery 1 Commercial Construction 1C Concrete 52 235 25 52 661 63 52 911 53 101 29 676 38 37 50 250 00 7 936 74 1F Framing 43 300 00 43 497 90 45 487 80 105 055 52 187 30 300 00 2 000 00 6 823 18 Raaling 49 400 00 49 085 13 49 735 13 100 68 335 13 597 50 650 00 7 460 27 Tatal Commercial Construction 144 935 25 145 234 56 148 134 56 102 27 3 199 31 436 00 2 900 00 22 220 19 Overhead Allacated 0 00 0 00 0 00 0 00 80 00 50 00 50 00 50 00 Total Overhead Allocated 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Grand Totals 144 935 25 5145 234 56 148 134 56 102 215 53 199 31 435 00 2 900 00 22 220 19 Number of records printed 1 Chapter 3 Enter Transactions gt Page 3 51 Accounts Receivable User Manual PERFORM PROJECT BILLING AR0108 This option allows you to record the actual billing information as determined by the current period billing information which was calculated and or entered above In addition it prints an invoice and updates the project and customer files This option should be used to perform the billing for projects in the
435. ter Transactions Chapter 3 Accounts Receivable User Manual Once the amount remaining has been disbursed the system will save the transaction print the transaction register and return for the next transaction If you do not wish to allocate the amount remaining to various sales codes and you prefer to have it post as unapplied cash a credit open item to the customer s account click on Save button and the system will save the transaction print the transaction register and return for the next transaction Allocate By clicking on the Allocate button and if the customer 15 an Item customer and there are other open items on the customer s account the system will display a scrolling window showing all open items This scrolling window will allow you to apply the payment or deposit toward an existing open item You may use your page up and page down keys to review each open item on the account and choose those items you wish to apply the payment toward You also have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either
436. th all reports CTRL O Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL 0O Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an email or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by clicking on the Print Options button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Options screen you will need to define the recipient of the e mail in the field Make sure to enter their e mail ad
437. th inventory it updates the Inventory Master File the Cost Layer File and the Inventory Detail Transaction File If integrated to General Ledger it also updates the AR General Ledger Integration File RECORD AUTOMATIC COS ADJUSTMENTS EXXAR3YY DBF AR TRAHSACTIOH AxAARAYY DBF AR TRAHSACTIOH DETAIL FILE EXXARIYY DBF aALES CODE PERIOD HEADER FILE TOTAL AxAIMTYT DBF INVENTORY MASTER FILE XXXIM2TY DBF OTY TO ADJUST INVENTORY DETAIL FILE AHD QUAHTITY LAYER FILE GEHERAL LEDGER AR INTEGRATION FILE Page 1 18 Introduction Chapter 1 Accounts Receivable User Manual Consolidate Balances Forward Flowchart Consolidate New Balance Forward updates the Open File CONSOLIDATE NEW BALANCE FORWARD ExZAR2 DBF AR ITEM FILE Chapter 1 Introduction Page 1 19 Accounts Receivable User Manual Calculate Finance Charges Flowchart Calculate Finance Charges updates the Customer Master File the AR Header File the AR Detail Transaction File and the Sales Code File If integrated to General Ledger it also updates the AR Integration File Page 1 20 EXAARTYY DBF CUSTOMER MASTER FILE CURREHT amp FIHAHCE CHARGES Introduction CALCULATE FINANCE CHARGES ExXARI DBF SALES CODE FILE AR TRANSACTION PERIOD TOTAL HEADER FILE AR2GL XXX GEHERAL LEDGER AR INTEGRATION FILE ExXxARAYY D
438. the AR Detail Trans action File the Sales Tax File the Sales Code File and the Salesman File If integrated with inventory it updates the Inventory Master File for Sales History the Cost Layer File and the Inventory Detail Transaction File If integrated to General Ledger it also updates the AR General Ledger Integration File IMPORT TRANSACTIONS AXAARTYYT DBF CUSTOMER MASTER FILE SALES HISTORY AR TRANSACTION AR TRANSACTION HEADER FILE DETAIL FILE 2 0 ITEM FILE SALESMAH FILE FOR PERIOD TOTALS SALES FILE PERIOD TOTALS SALES CODE FILE PERIOD TOTALS ASIA YT OBF xxxIM2TYY DBF IHVEHTORY XXXIM6 DBF MASTER FILE COST LAYER FILE SALES HISTORY AR2GL xxx GEHERAL LEDGER AR INTEGRATION FILE Chapter 1 Introduction Page 1 15 Accounts Receivable User Manual Record Payments amp Deposits Flowchart Record Payments and Deposits updates the AR Transaction Header File the Transaction Detail File the Sales Code Period Total the Open File and the AR Master File for last Check Check Date and Amount If integrated with General Ledger it also updates the AR Integration File If posting a deposit by Credit Card it will also update the EDC Audit File designating the day as part of the file name AxAARTYY DBFE CUSTOMER MASTER
439. the initial credit card information is entered and saved in the system Maintain Credit Card Information Ioj x Tools Launch Operation 44 ES Add Customer H MEN Card Cade D Number Exp Date Card Holder Mame Biling OY e City State Country pO Zip Uzer Helds Cancel Close The following is an explanation of each of the data items Customer This is the customer number used by the Accounts Receivable module If you are interactive with this module enter the customer number or lt click gt the Down Arrow F2 by default to call up the list of available customers Select the appropriate customer to continue Card Code This is a unique by customer 20 character text field which identifies the customer s card that is on file This 1s user definable Ex A user could enter the last four digits of the card number NOTE Do not enter the actual card number in the Card Code field because it 1s not encrypted Examples MasterCard 0123 VISA 0992 AMEX 0012 Card Type Specifies the credit card type such as Visa Master Card AMEX etc Card Number Enter the credit card number that appears on the card without spaces or dashes Exp Date Enter the credit card s expiration date as it appears on the card in MMYY Chapter 2 Set Up and Maintenance gt Pa
440. the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose Operation option from the Menu Bar and then You will notice all the information except for the id will be copied to a new record Enter the new 14 for this record At this point you may choose to edit any of the information or click on the button to validate which will then add it to the file This new information 15 not actually added to the file until you have clicked the Save button to validate from this screen Results coARL dbf Credit Card Processor File Credit Card Processor File is Setup CHANGE MASTER CONFIGURATION 0418 This option allows you to change the standard Accounts Receivable configuration This includes changing the customer label aging categories terms finance charges Invoice and Statement form and which other modules will be integrating with Accounts Receivable A default configuration 15 already built into your Accounts Receivable module However you may prefer to change this configuration to meet your company s specific requirements If you do decide to assume the default values please review them carefully before you begin processing After selecting this option a screen will appear d
441. then area code if long distance must be specified with hyphens being optional This field is used by MAPP and NOVA networks Second Telephone If you have verified that the primary network is down then the number entered here can be turned on by clicking the Use 2nd Y N check box Only click this check box if the primary network is disabled The entire phone number including a 1 and then area code if long distance must be specified with hyphens being optional This number is optional Only NOVA networks use this field Shared Directory This is a central shared directory for passing request to IC Verify This directory must be on an accessible server and needs to be the same directory where IC Verify was installed The field must end with a backslash or forward slash in UNIX Only IC Verify networks use this field Example F ICVWIN20 REQUEST TCP IP Server If you are using the Data Pro Credit Card Server to interface to any of the supported credit card networks click the check box and specify the Port Number and Domain Name where the Credit Card Server is located All networks can use this field but it is not required This field is REQUIRED if you are using the PCCharge Payment Server If you are using the Data Pro Credit Card Server the Port should be specified as the same TCP IP Port that the Credit Card Server is configured for If you are using the PCChar
442. this option is selected This file must be stored as a JPG or BMP image file Keep in mind when using View Image feature the best results for image display would be 186 X 265 pixels A sample is shown below of what is possible These images may also be used interactively with the Infinity COMMERCE tools that are included as a standard feature of the System Administrator module which drive all of the Data Pro e commerce solutions Chapter 2 Set Up and Maintenance Page 2 113 Accounts Receivable User Manual View Inventory Image Tools Launch Concrete Blocks Bill of Mat This screen is used to enter all inventory items which go into the manufacture of the current assembly This bill of materials may consist of up to one thousand 1000 total raw materials sub assemblies and by products Bill of Materials 00 100 8x10 BLT Tools Launch Edit Navigation gt Component Item Item Description Quantity Quantity On Hand Unit Cost Total Cost 501 1670 8 2 Boards 43 38 148 72 2 501 1677 v i0 2 X 4 Boards 1b e prre 3 75 15 00 3 502 2511 4 X 8 Sheet Plywood 307 00 8 59 120 26 Save Cancel Page 2 114 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The following fields may be input for each of the components Component Item Number Each co
443. tical angle to the bar code You may use the bar code entry method any time you are prompted by the system to enter the inventory item number Serial Number or Lot Number TRANSACTION PROCESSING FLOWCHARTS This section covers the processing flow for the different types of transaction processing in the Accounts Receivable system Chapter 1 Introduction Page 1 11 Accounts Receivable User Manual Write Invoices and Credit Memos Flowchart Write Invoices and Credit Memos updates the Customer Master File for Sales History the AR Header File the AR Detail Transaction File the Sales Tax File the Sales Code File and the Salesman File If integrated with inventory it updates the Inventory Master File for Sales History the Cost Layer File and the Inventory Detail Transaction File If integrated General Ledger it also updates the General Ledger Integration File WRITE INVOICES AND CREDIT MEMOS XXXARTYY DBF XXXAR3YY DBF XXXAR4YY DBF CUSTOME MASTER 2 AR TRAHSACTIOH AR TRAHSACTIOH FILE SALES HISTORY OPEH ITEM FILE HEADER FILE DETAIL FILE ASAARS TY OBF FILE FOR SALES FILE SALES CODE FILE PERIOD TOTALS PERIOD TOTALS PERIOD TOTALS ExAXIMTYT DBF amp xslM2YY DBF MASTER FILE COST LAYER FILE IHVEHTORY SALES HISTORY DETAIL FILE AR2GL XXZX GEHERAL LEDGER AR XXXCR2 DBF xa CR4 0BF INTEGRATION F
444. ting Roofing Labor Labor Conners Charles S Roofing Labor Elliot Frank Roofing Labor Franklin Albert T Raaling Labor Gordon Jim Roofing Labor Total Roofing Labor 1RM Chapter 3 Roofing Materials Infinity POWER Sample Company Inc Manager e Suggested Billing Worksheet Detail Level Cade Actual Costs PTO 25 895 30 1 00 27 895 30 1 00 13 020 00 217 00 13 020 00 217 00 45 487 80 482 00 0 00 0 00 1 275 00 80 00 1 350 00 80 00 1 275 00 80 00 637 50 40 00 4 537 50 280 00 Current 0 00 0 00 2 000 00 0 00 50 00 0 00 50 00 0 00 2 000 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 i Accounts Receivable User Manual Billing Information PTD 0 00 0 00 0 00 0 00 0 00 0 00 551 300 00 0 00 54 400 00 0 00 0 00 0 00 Suggested 0 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 0 00 0 00 50 00 0 00 3 4 04 06 2006 Complete 0 00 0 00 107 293 0 00 0 00 0 00 100 15 0 00 105 05 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 92 60 0 00 Actual Enter Transactions Page 3 45 Accounts Receivable User Manual Project Description Customer 1RM Rooting Materials Vendor BOW Total Roofing Materials
445. tion 2004 1 Tools Launch Retainage Percent 10 000 Vendor Retainage Percent 10 000 Current Retainage 1 600 00 Current Vendor Retainage 850 00 Cancel Chapter 2 Set Up and Maintenance Page 2 127 Accounts Receivable User Manual Retainage Percent This is the percentage of retainage to be used when generating all invoices in the Accounts Receivable module for this project Each time an invoice is generated the percentage will automatically be calculated and deducted from the invoice and posted as a retainage amount to the customer s account Vendor Retainage Percent This is the percentage of retainage to be calculated when vouchering all invoices from vendors or sub contractors through the Accounts Payable module Each time an invoice is vouchered into the system the retainage will be automatically calculated and deducted from the invoice amount and posted to the vendor s account Current Retainage This is the total outstanding retainage that has already been calculated on this project As new invoices are generated this figure will go up As customers make payments that include retainage invoices for this project this amount will decrease Current Vendor Retainage This is the total outstanding retainage that has already been calculated on this project As new invoices are vouchered into the system this figure will go up As you make payments to your vendors that incl
446. tion for the whole transaction under the description field which 15 listed under the area titled Additional Information e g NSF Check Returned You will then be prompted to distribute this amount and will have the option of the default Payment Discounts Allowed or you may select a different sales code depending on your accounting policies Check Amount Click on the Validate button to continue Description This is the description that will be used for this transaction This description will be displayed on all aging reports sales journals and customer statements Job Number If the integration to Job Cost is turned ON you may enter a ten 10 character job or project reference number You must have the Job Cost Main Module to take advantage of this reference field Salesman This data item contains the salesman number that this transaction will be recorded under The default value will be the manager set up in the customer s master file Normally you may press TAB to assume the default However if you pay commissions to your manager based on cash received you should change this to the salesman that was originally assigned the sale that this payment is for or the salesman that is to collect commissions on this transaction Cash Receipts Code This field will default to the Sales Code that is set up in the Master Configuration for Cash Receipts You may override this sales code at this point to allocate cash pa
447. tion to Calculate Age of Accounts before printing your statements This option allows you to send to your customers a statement indicating the open items that have been posted to their account and their current aging balances The form that will be printed by the system will be the form you have set up in the Master Configuration for statements You will be allowed to select a beginning and ending customer range and a sales region mask You may also choose to print statements for all accounts or for only those accounts with past due balances The customer statement will not be printed for those accounts with an aging balance less than the Minimum Statement Amount in the Master Configuration Click on Start button to begin the printing process The following screen will appear Select Form Customer Statements Current Form Alignmen Default Form STMT Suggested Form emer Browse Defaults Cancel f Suggested Form Current Form Align Contact DPAForm Inc for the best quality business forms checks tax forme and related accessories for your business software products Online Ordering at wear dpaform com Or call 800 660 8605 9 00am 6 00pm EST Click on Select to continue You may test your form alignment by clicking on the Align button which will send a test page to your printer so that you may visually determine if your forms are correctly lining up with a
448. tions You may also specify if any costs need to be carried as Balance Forward into the next billing period It is recommended that in the course of the normal billing cycle that after you have performed the option Calculate Suggested Billing that you first select the Print Billing Reports option and print the Suggested Billing Worksheet This way you may verify how the system is proposing that you currently perform billings for your various projects Once you have reviewed this report you may want to make changes and that is where this option fits into the cycle This option allows you to make any necessary changes to the billing cycle before it is performed You may also use this option when setting up initial billing amounts for a project A key feature here is the ability to specify that specific costs will not be billed during the current period in which they where incurred but have their balances brought forward to a future billing period This gives you the ability to hold invoicing of specific items without any interruption or inconvenience to your normal invoicing cycle By placing these specific items in the Balance Forward category the system will continue to hold them until you decide to finally invoice them for the project This also prevents you from closing out any project and inadvertently not billing a client for work or services performed You may also find this useful for placing items that may be questionabl
449. tions Chapter 3 Accounts Receivable User Manual PERFORM DRAFT CAPTURE BATCH 0702 This option allows you to perform the Draft Capture batch functions necessary to audit and close the daily draft capture files The Accounts Receivable module provides a series of options for processing with batches Selecting Perform Draft Capture Batch from your Transactions menu will display eleven 11 functions you may perform With the exception of Audit Report each option is a request to the credit card network to perform a specified function Each option is listed on the following pages giving you a complete explanation of how and why you choose and execute the various options Audit Report This option produces a report listing the EDC transactions completed for each day The information on this report is stored in a file that is automatically set up each day by the Point of Sale module This file is named where is the current day of the month and is the company name For example The first day of the month s information would fall into the PSA01 co file The information for the fifteenth day of the month would be in the PSA15 co file This day is based on the computer date not the Infinity POWER system date Therefore you will have a PSA co file for each day of the month in data subdirectory The system will re use the file for each month The information in the file will be deleted as new inf
450. to be a more convenient mechanism to perform this task When this option is selected a new screen will appear and a date range will be requested This date range should include the time period for invoices that need to be adjusted This can be within a single fiscal period or month or a range of month It can not however cross fiscal years Once the date range has been entered click on the Start button to validate The system will then begin the search through the files to determine automatically which invoices need to be adjusted If the system finds an invoice that needs adjusted it will first check to see if there have been additional receipts of inventory items since the Qty to Adjust amount was created during invoicing This is required for any adjustments to be made Next the system will print a register that will show on an invoice by invoice basis all of the detail of what 15 occurring during the adjustment process It will include the Customer Number and Name transaction date transaction number inventory item numbers sales codes description the quantities that were adjusted and the dollar amount of Cost of Sales adjustments Once this process has been completed all files will have been updated and you will have a register for auditing purposes of everything that transpired If only a portion of the Qty to Adjust amount has been received since the transaction date the system will only use the partial amount that is in in
451. to be entered on your deposit slip to the bank Make sure to verify each check against this listing prior to making any deposits with the bank to verify that you have included all actual checks for deposit If integration to the Check Reconciliation module is turned on in the Accounts Receivable Master Configuration and the cash receipts sales code has a Checking Account number assigned this report routine will prompt you to Post this deposit to Check Reconciliation This will post the entire deposit register amount to the Check Reconciliation module as the daily deposit The system will use the current system date as reference check number Click on Start button to initiate this report Field Names Date Check Customer Customer Name Check Amount Total Page3 30 Enter Transactions Chapter 3 Deposit Register Infinity POWER Sample Company Inc Deposit Register Bank of America Checking Date Check Customer 04 03 2006 844467 SWIS1 04 04 2006 61884 ALLE1 04 05 2006 60344 HARC1 04 05 2006 8471 JONJ1 Number of records printed 4 Chapter 3 Name Tony Swiss Construction Allens Hardware Shops Inc Fred Hart Sonia Jones Interior Design Total Accounts Receivable User Manual Page 1 4 04 06 2006 Deposit Amount 8 137 22 1 651 85 725 00 1 974 66 12 488 73 Enter Transactions Page 3 31 Accounts Receivable User Manual RECORD SALES CODE ADJUSTMENTS
452. to be forcing a Tax Rate number the line would look as follows FL Default GL Account 62 20 STRING 1 2 2 being the length of the tax rate being imported NOTE The DP OS DPLEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Page 2 Chapter 3 Enter Transactions gt Page 3 21 Accounts Receivable User Manual Data Pro Support Document Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a file This is the file you will import Page 3 Page 3 22 Enter Transac
453. to the system Each tax rate affected will be updated with monthly information that consists of Total Sales Taxable Sales Taxable Subject Limit Total Tax and Amount over Limit When you have completed entering your information click on the Save button to validate this screen Chapter 2 Set Up and Maintenance gt Page 2 49 Accounts Receivable User Manual When you have completed all data entry for this tax rate click on the Save button to validate this record or click on Cancel button to cancel the entry of this record Results coAR6dy dbf Tax Rate File Tax Rate Added to the File Change Mode 426 This option allows you change information on an existing tax rate If you have made any mistakes during this set up process you may return to the Change a Tax Rate option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coAR6 dbf Tax Rate File
454. tomer Detail by Salesman 4 Customer Ranking Report Each report is discussed here Customer Trend Reports AR0208 This report summarizes monthly sales by customer for the entire year This report can be used by management to review the sales trends for each customer by month This type of information may be useful in analyzing peak sales periods versus slow seasons This type of information would then be very useful for all elements of production planning and personnel throughout the company You will be prompted for Customer Range Salesman or all Salesmen and Region Mask Field Names Customer Name Customer Number Sales for each month of the year Total Grand Totals Page 4 38 Print Reports Overview Chapter 4 Accounts Receivable User Manual Customer Trend Report Infinity POWER Sample Company Inc Page 1 Sales Trend Report by Customer 4 04 28 2006 Customer Name 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 Account Number 07 2006 08 2006 09 2006 10 2006 11 2006 12 2006 Allens Hardware Shops Inc 8 335 69 2 775 90 2 775 90 523 46 0 00 0 00 ALLET 0 00 0 00 0 00 0 00 0 00 50 00 Total 14 410 85 Boca Ciega Club 0 00 0 00 9 056 56 8 453 50 0 00 0 00 BOCA 50 00 50 00 50 00 50 00 50 00 50 00 Total 17 510 06 Buccaneer Facilities 33 961 91 0 00 0 00 0 00 0 00 0 00 BUCS 0 00 0 00 0 00 0 00 0 00 0 00 Total 33 961 81 Fred Hart 0 00 50 00 50 00 511 957 29 50 00 50 00
455. tomers The report will only include those customers that have at least one open item By utilizing the Multiple Accounts Receivable account feature through the use of sales codes the Aging Report allows you to include all open items for all AR Sales Codes or you may choose to report on a specific AR Sales Code This will allow you to balance each individual Accounts Receivable account in the General Ledger The aging report will print based on the current system date This is important to note because any open item with an Transaction Date past the Current System Date will not print on the report This does not mean that these items do not exist in the files they just will not be included on this version of the report If you want all open items to be listed on the report you must use the most recent system date of transaction processing Also any open item that was posted or prior to the current system date but was paid after the current system date will be shown as an unpaid item on the report This feature provides you with the ability to print the aging reports as of a previous fiscal period to match against the General Ledger Balance Sheet Therefore the ending balance on the Aging Report should match the balance of Accounts Receivable on the Balance Sheet Warning This feature is specific to the system date However if you are trying to balance to the General Ledger you must set your system date to the last day of th
456. ts specific terms Unapplied payments are the only exception These transactions are always applied to the oldest aging category that has an amount due The system provides five aging categories The first category is current This category will include the amounts of all open items which have a due date on or after the aging date These items are not yet due so they are current regardless of invoice terms Categories 2 through 5 are user definable based on the number of days past due You may define the description and the maximum number of days past due to be included in each category For instance if your terms are Net 30 Days you might want to set up the following aging categories e Current predefined 31 to 60 days maximum 30 e 61 to 90 days maximum 60 e 91 to 120 days maximum days 90 Over 120 all remaining items invoices that are not yet past due would be in category 1 Invoices from 1 to 30 days past due would be in category 2 31 to 60 days past due in category 3 61 to 90 days past due in category 4 and all other open items in category 5 Chapter 1 Introduction Page 1 3 Accounts Receivable User Manual ACCOUNTS RECEIVABLE PROCESSING CYCLE There are several optional features available throughout the Accounts Receivable module dealing with customers managers tax reporting and commission reporting The following outlines the basic functions and cycles most important in good Accounts Rec
457. type selections If you lt click gt on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by lt clicking gt on it s check box for a quick look at totals for a specific period of time You may also print the sales journal for a specific AR Code or a specific Tax Rate This will contain only those transactions that match the AR Code or the Tax Rate entered If you lt click gt the Exclude Cost check box the system will exclude the cost of sales from the printed report Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Summary by Sales Code Page 4 24 Print Reports Overview Chapter 4 Date Type 04 01 2006 Inv 04 01 2006 Inv 04 01 2006 Inv 04 03 2006 Pay 04 04 2006 0410512006 0410512006 04 06 2006 Pay 04 06 2006 04 07 2006 Pay
458. u currently have on order This field is updated when you either Enter Purchase Orders or Record Receipts Reserved to Ship Default 0 This number reflects the quantity of product you have committed to pending Sales Orders Any number entered here will alter the quantity available for this item This field is automatically updated by either the option to Sales Orders from the Sales Order module when a sales order is added or changed with a quantity for this item or if the Auto Reserve Bill of Materials switch in the Master Configuration is turned If it is this quantity will also include quantity required for the manufacturing of the finished good items which have been placed on customer Sales Orders Qty to Adjust Default 0 This field is used by the system to reflect any discrepancies which may occur during processing e g if you were to make a withdrawal or a transfer of goods greater than the quantity on hand The quantity difference would be displayed here This is a management by exception auditing tool It serves as a flag to inform you that an exception has occurred The system does not attempt to analyze or correct this exception due to the uniqueness of each business but instead provides this field for your individual attention You must manually zero this field only after you have determined the cause of the adjustment quantity and have made the necessary accounting adjustm
459. u will notice all the information except for item number will be copied to a new record Enter the new item number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coIMIdy dbf Inventory Item File Item Information is set up Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up SET UP PROJECTS This section will cover the options available for setting up projects These functions may be performed at any time during the processing cycle You may add notes to any project that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new project changing an existing project or copying a project By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current data and time Page 2 120 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual Maintain Notes Mode Add Account 96 0153 UserlD SCOTT Description Univ of Tampa s New Gym Date Time 05 18 2003 P 6 12 Title Inspectors Due tomorr
460. u will want to go further and create a monthly master set of disks or tapes You would mark them accordingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review information or to print historically dated information Of course the last set of files created should be the yearly set of files done at the end of each fiscal year for archiving purposes It is also highly recommended that all key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it 15 still highly recommended that if you have a floppy disk drive on your computer that a floppy disk backup be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but consider the investment involved Depending on your business you may have anywhere from one to several hundred people working on your accounting processing The largest true cost of a hardware failure or loss of information is not the loss of programs disks or even computers The largest cost is that of labor and management s time inputting
461. ual Click on Close to exit this screen to return to the previous screen where you may select another Cost or Billing Code to view the Details User Fields By clicking on the User Fields button at this point would allow you to view any information you may already have stored in any user defined fields you may have added to the Job Project file On this screen you will be able to add information to these fields as well Maintain User Fields Project Tools Launch Edit Navigation Detail Item Field Name Description Data Value 1 UMGRCELL Project Manager Cell Phone 1 642 9434 Chapter 2 Length Cancel Set Up and Maintenance Page 2 129 Accounts Receivable User Manual If you have added any information to the User Fields in the Job Project file click on the button to validate your entries Otherwise click to return to the main menu On the main menu click on Save and then to exit Results coJCidy dbf Project File Project Information is Set Up Change Mode JC0402 This option allows you to change information on an existing project If you have made any mistakes during this set up process you may return to the Change Mode option to change any information you have already entered First you must navigate to the record you wish to change You may find a reco
462. ub assemblies and raw materials that are used in the manufacturing of several different finished good items You could use the Projected Usage Amounts option to transfer all of your Sales Order backorder quantities to the Projected Manufacturing Requirements and then calculate the manufacturing requirements Page 2 104 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual The Manf field would then contain the total quantity required to meet all of your manufacturing needs and will be used in the Projected Materials Usage Report to let you know what raw material items you may need to order As you can see the Require for Manufacturing quantities of your sub assemblies and raw materials will only be set by using the Projected Usage Amounts option This provides you with a lot of flexibility in calculating the requirements as you prepare for your manufacturing cycles However the quantities required for manufacturing are not automatically updated as users are entering customer orders and the Sales Order Accounts Receivable and Point of Sale modules will not warn the user if the quantity of the Inventory Item being entered is required for the manufacturing process The second method that the Inventory System has of maintaining the manufacturing requirements is by updating the Reserved Quantity of the sub assemblies and raw materials as the finished good items are being entered on the customer Sales Order If you are
463. ude retainage invoices for this project this amount will decrease By clicking on the Details button at this point would allow you to see this option but will not allow you to add any detail This is an inquiry function Since you are just adding the Job Project no details would exist at this point Later as transactions are posted to the Job Project or after you add the initial detail to this project when you Details click this screen you will see a screen similar to the following Review Project Detail 96 0153 Tools Launch Edit Navigation Maav hA 7i Detail Item Cost Code Billing This is a scrolling detail screen of all of the billing and cost items on this Job Project Depending on what kind of Cost Code Cost Only Billing Only or Cost and Billing Code you may lt click gt the button that is active and view Description Desc Emp Est Complete Cost Concrete Labor Conners Charles S Elliot Frank Wright Ron Cancel the summary of the line item The following screen will appear Page 2 128 Set Up and Maintenance Chapter 2 Review Project Detail Cost Information 96 0153 Tools Launch Cost Code Description Desc Emp Cost Current Month To Date Year To Date Froject To Date Budget d Ts Concrete Labor Conners Charles 5 13 75 Quantity 0 00 50 00 20 00 0 00 0 00 Accounts Receivable User Man
464. untecustomer statements A ROD OD otio ree be veto erae lcs ene e tam titi oak eae ac Patents 4 15 PRINT DEROSIT REGISTER 5 latte 3 30 PRINT REPORT eee men a ibant rco St a Cebu 4 1 Print Year End Statements CARO209 or 4 17 Ran GOL ACCOUN 4 3 Record Auto COS AdqusemenmtsPloWOHOtU oie toad ciet tr t pup MILLE 1 19 RECORD COSSADIUSTMBN DS ette sac aut abo Ehe ab ce dnte 3 33 Record P ee datei 1 18 RECORD MANUAL INVOLB BS oe eS tte kae dnce Ue DUE Su EON BA dic dado 3 13 RECORD PAYMENTS DEPOSITS arrar a sU cue ca dd 3 26 Record Payments c Deposits FloWehotLt aec records teet edo epe cese du oro ael 1 17 Record Project amp
465. unts Receivable User Manual Tax Rate Listing Non Detailed Infinity POWER Sample Company Inc Page 1 Tax Rate Listing 4 04 28 2006 Tax Description Rate 1 Break Point Rate 2 1 State Tax 6 000 96 5 000 00 6 500 96 2 County 6 500 96 0 00 0 000 3 City Tax 5 250 96 0 00 0 000 96 4 Tourist Tax City 5 750 96 1 000 00 5 250 96 5 Florida State Tax 6 000 96 0 00 0 000 96 6 Hillsborough County 6 500 96 0 00 0 000 99 Exempt 0 000 96 0 00 0 000 96 10 Wholesale Durable 7 000 96 0 00 0 000 96 11 Wholesale Non Durable 7 000 50 00 0 000 12 Retail Catalog 7 000 96 0 00 0 000 96 13 Retail Food amp Bev 7 000 96 0 00 0 000 96 14 Retail Auto amp Serv 7 000 96 0 00 0 000 96 15 Retail General Merchandise 7 000 96 0 00 0 000 16 Retail Building amp Hardware 7 000 96 0 00 0 000 96 17 Retail Other 7 000 0 00 0 000 96 18 Financial 7 000 0 00 0 000 96 19 Insurance 7 000 96 50 00 0 000 96 20 Real Estate 7 000 96 0 00 0 000 96 21 Communications amp Utilities 7 000 96 0 00 0 000 96 22 Services Hotels 7 000 96 0 00 0 000 96 23 Services Laundry 7 000 96 0 00 0 000 24 Services Business 7 000 96 0 00 0 000 96 25 Services Personal 7 000 96 0 00 0 000 96 26 Services Auto Maint 7 000 96 0 00 0 000 2 Services Misc 7 000 96 0 00 0 000 28 Services Medical 7 000 96 0 00 0 000 96 29 services Pleasure 7 000 90 0 00 0 000 30 Unclassified 7 000 0 00 0 000 96 31
466. us The suggested billing amounts for Cost Plus type projects are based on the dollar amounts incurred as cost multiplied by the Cost Plus Percentage set up for this project Only those project codes that are Cost amp Billing type will be used in this calculation As each code is processed if there 1s a current cost amount that has not been billed the system will multiply the cost amount times the Cost Plus Percentage for this project The total billing will be the sum of the cost and the cost plus calculated amounts Any Cost Only or Billing Only codes will not be used in this calculation Percent Complete The suggested billing amounts for Percent Complete type projects are based on either the estimated percent complete for each project code if entered or the calculated cost percent complete This estimated or calculated percent complete will be multiplied by the amount of the billing budget to determine the Project To Date billing amount Any previous billing amounts will be subtracted from this amount to produce the suggested billing amount One example of how this works 15 on billing for concrete You may set up first code for overall concrete as a Billing Only code with a budget of 10 000 After this there may be several Cost Only codes which have the actual costs amounts and budgets The system will use the estimated percent complete if entered or the calculated percent complete to determine the overall percent complete of the
467. ustomer one or more Price Plans to be used if the criteria is met based on the assign Price Plan for this customer then the system will automatically place the customized price in this field Discount This is the percent discount that will be given on this line when calculating extended price If you have set the Allow Discount by Line field in the Master Configuration to be turned on you will be allowed to enter a percent here Otherwise the system will skip this data item If you desire to utilize cost plus type of pricing mechanism for your customers you may set one of your inventory price levels up as cost and issue a negative discount at this point By doing so the system will take whatever the price is based on the price level and mark it up according to the amount entered For instance a negative discount of 20 would make the sale price of an item based at 10 00 equal to 12 00 Page 3 8 Enter Transactions Chapter 3 Accounts Receivable User Manual Extended Price This 15 the calculated extended price for this line of the transaction When you have entered all detail lines necessary for this transaction you may click on the Save button to return to the overhead screen Additional Cost of The Add COS button allows you to enter the additional cost of sales sales amount for this transaction This may be used if you are not interactive with Manufacturing Inventory Management or if y
468. ustomer s Bank Account number This may be entered for informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Routing number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures refer to Chapter 1 of the Check Reconciliation manual Customer s Bank Routing This is the Customer s Bank Routing number This is a nine 9 character field in which to enter the routing number for your bank account The nine character format will verify that it meets with the United States requirements and performs a validation check when a nine digit number is entered into this field You may also enter a six 6 digit number into this field for use in the United Kingdom and other countries However when a six digit number is entered into this field no validation of what is being entered is being done by the system This may be entered for informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Account number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures refer to Chapter 1 of the Check Reconciliation manual Customer s
469. ut verification or archival purposes Field Names Manager Number Manager Name Password Commission Percent Tier Level Period Gross Sales Net Sales Total Page4 64 Print Reports Overview Chapter 4 Number ALF ANG BM CIM DGC EDL HOUSE JF JGK JLG JUT LMR MBS MPS RCW SBP SDG Accounts Receivable User Manual Salesman Listing Non Detailed Salesman Name Alfred Fredricks Ashley Gonzalez Bill Maguire Carlos Montoya Donnell Curtis Edmundo Lacayo House Sales Ivan Grant Jack Friedman Jason Keyes Janie Goss Joshua Thomas Lou Rush Marco Suarez Michelle Shaw Russell Wartner Sonalee Patel Steve Gash Number of records printed 18 Chapter 4 Infinity POWER Sample Company Inc salesman Listing Page 1 4 04 28 2006 Print Reports Overview 4 65 Number BM DGCc EDL HOUSE Accounts Receivable User Manual Salesman Listing Detailed Name Password Bill Maguire Carlos Montoya Donnell Curtis Edmundo Lacayo House Sales Ivan Grant Jack Friedman Number of records printed 7 Page 4 66 Print Reports Overview Infinity POWER Sample Company Inc Commission Net Sales Net Sales Gross Salas Net Sales None Gross Salas Gross Sales Salesman Listing Detailed Percent 20 00 Yo 15 00 10 00 0 00 0 00 0 00 2 00 Yo 0 00 0 00 Yo 2 00 Yo 0 00 0
470. ut oc 4 13 CUSTOMER OMPABIS ON sd cuiu unb oun bec lt cud to te ast cbe svn T B cu doe 5 3 EID eio ueste elo ce 4 56 Customer Listine Detailed with HIStory HP erp 4 59 Customer Ie tate boite S odds 4 58 Customer NOn Deta ed desea census dec 4 57 Customer Maine 1 11 4 72 C stomer Price UU m 4 78 CUSTOMER PRICE LIS T due Ades scons ima estt eri art etf ia atri feet epar os 4 77 ne Sen Ue Terre een puto 4 54 4 16 Customer Erend Repor S a dosi use a enacts 4 38 Cycle Inyotce sou neta 4 70 4 71 Index Page I 1 Accounts Receivable User Manual D BATA RILEDPESCRIRPRTON 1 8 Data Record edic eet o NER E E 4 3 eU tessa tcl oy a OTIO 3 31 DETAILED SALES JOURNALS
471. utilizing this option you must enter the transaction through the Return Refund option An process is not necessary so the payment method chosen should NOT contain an asterisk This will update the Point of Sale data files Pre Authorization This option will allow you to get a pre authorization on a credit card prior to shipment of the order This will check the limit and verify credit availability for the customer Chapter 3 Enter Transactions gt Page 3 23 Accounts Receivable User Manual Batch Inquiry The Batch Inquiry is used to inquire on the batch balance and transaction count This option will be helpful when reconciling the batch information sent to the credit card network to the information in the Point of Sale module This transaction may also be utilized to view the Count and Total Amount for specific card types for a requested batch The system will prompt you for a Card Code number You may choose from the following list of proper code numbers 099 or NULL Visa MasterCard Totals 001 Visa Totals 002 MasterCard Totals 005 American Express Totals 009 Discover Card Totals 010 Diners Club Carte Blanche Totals 012 JCB Totals Once this information has been given the system will dial to the network and return the following information Batch This is the number that was assigned to the batch when opened Status This 15 the current status of the ba
472. uyer and seller credit authorization requests are electronically sent to the authorizing institution for immediate approval or denial This eliminates the time and effort involved in making a manual telephone inquiry For the seller EDC eliminates the manual collection and submission of credit claims and expedites seller reimbursement There are however certain basic requirements that must be met to allow this process to occur Your computer system must first be equipped with a telephone modem Two types of information must be provided to the Accounts Receivable module before using the EDC capability e Access to the EDC credit card network MAPP NOVA PCCharge or IC VERIFY and e Designating which payment methods use EDC Once supplied set up information need be changed only as user s needs change or in rare circumstances as physical access to the EDC network changes Chapter 1 Introduction Page 1 1 Accounts Receivable User Manual NOTE Before you will be able to activate your Infinity POWER Accounts Receivable draft capture it is mandatory that you contact a company that can provide you with electronic bank draft capture services through MAPP MasterCard Automated Point of Sale Program which has been bought by Global Payment Systems NOVA Corporation PCCharge by GO Software or IC Verify of these processors are major international credit processing firms that are capable of providing virtually all types of credit card pro
473. valid First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are deleting a record click on the Delete Current Record button or choose Operation option from the Menu Bar and then Delete Make the changes required and click on the Save button to save your changes or click on Cancel button to cancel the changes made Make sure this is what you want to do because once this payment type is deleted it cannot be retrieved Results CoARO dbf Payment Types File New Payment Type Information 15 Deleted Copy Mode AR0464 This option allows you to create a new payment type by copying the information from an existing payment type Using this option the system provides a quick method of setting up payment types that are very similar By using the Copy an Existing Payment Type menu option you are able to quickly create and enter new payment types First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the infor
474. ventory When additional stock 15 received this option would pick up the remaining balances accordingly This option may be run as often as desired and should be part of your normal processing cycle NOTE You may use this option to determine the specific transactions that need to be modified When this option is run even if no items are available for adjustment a register of transactions by customer will print with the customer number transaction date transaction number item number and its description the Qty Adjusted and COS Adjusted fields If no quantities were adjusted the message will print On hand Qty Not Available Even though no quantities were adjusted this report conveniently tells you which items need to be adjusted and will provide you with the specific information needed to make any necessary adjustments either automatically through this option or through the option COS Adjustments one transaction at a time Results coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code File is Adjusted coIM1dy dbf Inventory Item File Adjustment Recorded Historical Information Updated AR2GL co Accounts Receivable Integration File General Ledger accounts updated Chapter 3 Enter Transactions Page 3 35 Accounts Receivable User Manual CALCULATE
475. vigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fiel
476. voiced Or it can be set to allow it to be invoiced but only if a Manager s Authorization password is entered into the system providing the authorization necessary to proceed Or the system may be configured to allow the users to proceed in all cases Again this is an Advanced Security Administrator module security object called IM ONHAND which requires that the Advanced Security Administrator module be fully deployed to take advantage of this feature It must be setup in advance to provide the proper level security depending on what this company s management desires Description This 18 a thirty 30 character alpha numeric field for the description of either the Sales Code or the Inventory Item you have selected for this line item If you press TAB the description will default to the description of the Sales Code If you are interactive with Manufacturing Inventory Management and you have selected an inventory item for this line this description will be the description of the inventory item and you will not be allowed to change this field unless you have turned on the Accounts Receivable Master Configuration option Allow IM Description Edits This Master Configuration option also controls whether you may override the default descriptions for Sales Codes Tax This check box indicates whether or not this item 15 taxable The default value will be the value set up for the sales code of this line You will not be allowed to change thi
477. w free form notes If you are adding a new record navigation is not required Click on Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuratio
478. which runs 1295 Purchasing the Unlimited License may easily solve many merchant s configuration needs and should always be considered at the outset of any configuration Results coARL dbf Credit Card Processor File Credit Card Processor File is Added Chapter 2 Set Up and Maintenance gt Page 2 79 Accounts Receivable User Manual Change Mode AR0472 This option allows you to modify an existing payment type If you have made any mistakes during this set up process you may return to the Change Payment Types option to change any information you have already entered _ Maintain Payment Types 4 2 Oo x Tools Launch Navigation Operation 19 gt P3 5 i 83 fuex Description american Express Payment credit cara gt Sales Code Jscins Customer fanez bode Credit Card M ask Processor Id Mode Change User Fields Cancel Close First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the
479. y If you have elected to include Country in Address an option during the set up of a Company the system will include Country as a data field in the address information for this company The system will allow for fifteen 15 characters for the country Zip This is a ten 10 character zip code for the customer s address For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 Building 123 City Vancouver State Brit Columbia Cntry Canada Zip V6E 4A2 Region This is a five 5 character alpha numeric field for an abbreviation indicating the customer s region This may be a very useful field because all customer reports may be printed using a region Salesman This is the five 5 character alpha numeric salesman number of the salesman you would like to assign to this customer E Mail This is a fifty 50 character alpha numeric field for the E Mail address name for the company or contact for this customer This field is for reference purposes only Special This field will be called whatever you have set up as the Special Field heading in the Master Configuration This is a twenty 20 character field for any special comments or key data that may be searched or sorted on Contact This is a twenty 20 character field for the name of the person to contact at this customer This will be displayed on all screens and reports On some invoice forms it will be
480. y Reserved to determine the current Quantity Available Manuf Type Default Blank This is a ten 10 character alpha numeric field designed to accommodate a wide variety of manufacturing codes Each user may define their own set of definitions which can tell them whether this item is to be manufactured by the company sub contracted out to another firm to be made or if they should be buying it from a third party i e distributor If you are integrating with the Invertech Manufacturing Requirements Planning MRP system you may define your own codes or use the standard codes as follows M Make 5 Subcontract Buy this Part Purchase Special Cases These data items will have default values Respond to these items by clicking on the appropriate button and an Window will appear for the keying of additional information User Fields This button provides access to all of the User Defined Fields that may have been created for the Inventory file This assumes that the option in the Configuration setup has been turned on and new fields have been added to the system Otherwise this button will not be accessible If User Defined Fields have been added to the system a new screen will appear and display the total number that has been added If more fields have been added than what fits on a single screen the screen will become a scrolling screen that will allow the user to move up and down an
481. yle Color Sz The store may also carry accessories for boots such as anklets or taps which may only require a cost label of Style Color Each lot inventory item can have a different cost label The cost label is also used to describe the warehouse location in the Multi Warehouse set up of your inventory For example the cost label may be Warehouse No or Truck Number or Store Number Asset This is the account number used to update the General Ledger module to reflect any increases or decreases in the value of this particular inventory item This account number is also used to print the Manufacturing Inventory Management Value Summary Report which does not require General Ledger to be interactive This account is used when transactions are originated in the Manufacturing Inventory Management module or when receipts of inventory are entered through Accounts Payable or Purchase Order If the Accounts Receivable module is integrated with Inventory the AR Sales code defined on the Inventory Item will dictate the Inventory Asset account to be used for sale and return transactions COS This is the account number used to update the General Ledger module to reflect any increases or decreases in the Cost of Sales calculations when recording a sale withdrawal or return of an item Sales Code This code is used by the Accounts Receivable module to group sales of items into various categories of sales This determines tot
482. yments and deposits to different cash accounts Each sales code controls the General Ledger account number to be affected by this posting You may press the Spacebar and then press the F2 key to view the other sales codes set up in the file A R Sales Code This data item will only be accessible on the data entry screen if you have turned on the Accounts Receivable Master Configuration option to Allow Override of AR Sales Codes This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customer s default AR Sales code will appear if one has been set up on their customer file You may press F2 to select an AR Sales code or leave the field blank to accept the default Accounts Receivable account set up in the Accounts Receivable Master Configuration If the customer is a Balance Forward type of customer or if there are currently no open items on this customer s account the system will allow the posting of unapplied cash You may now click on the Post button to allocate the unapplied cash This amount can be allocated to up to twenty 20 different sales codes This procedure will allow you to allocate the cash to various general ledger accounts through the use of sales codes without having to enter an invoice posting it to the customers account and then entering a payment against the invoice Page3 28 En
483. you will define a specific Accounts Receivable Account to be used On each customer s record you may define a default AR Sales Code to be used each time that customer is invoiced a payment is posted to their account However at the time of Invoice or Payment entry in Accounts Receivable or Chapter 1 Introduction Page 1 5 Accounts Receivable User Manual Sales Order entry and even Point of Sale entry you have the choice of changing the default AR Sales Code attached to the customer to another AR Sales Code of your choice When posting of the Accounts Receivable Integration Files is selected in the General Ledger system all transactions entered will be distributed to the appropriate Accounts Receivable chart of account numbers To reconcile with the multiple Accounts Receivable accounts in the General Ledger the Accounts Receivable system includes a Customer Aging Report which allows you to specify the AR Sales Code you wish to include on the report This variation of the report provides you with all open items for that particular Accounts Receivable Account SYSTEM INTEGRATION This section includes a brief overview of how the Accounts Receivable module integrates with various other accounting modules These modules include General Ledger Job Cost Main Module Manufacturing Inventory Management Sales Order Entry Point of Sale and Check Reconciliation Integration with General Ledger If the Accounts Receivable module is interact
484. you with the actual funds in your cash account which causes a receivable situation Therefore from a true accounting point of view each of these types of credit card firms MasterCard VISA American Express etc should be set up as a customer in the Accounts Receivable module Then their customer number would be entered into the A R Customer field next to their respective Payment Method Description This way a customer aging report or statement would then be able to reflect how much money is tied up in payments not yet received from each credit card firm When monies are received then a payment would be applied to their account just like any other customer The Accounts Receivable balance on the Balance Sheet would be lowered and the Cash in Bank balance would be increased by the payment amount Currency Color This function is not available at this time Credit Card Mask This is the beginning number designating the card type Ex 3 4 Visa 5 etc This is a required field for anyone processing credit cards on cycle invoices Processor Id This is the name of the processor being used to process crediti cards such as PC Charge ICVerify MAPP etc For each payment type you need to indicate the Payment Type and Sales code For Credit Card Transactions it 15 necessary that you enter the Credit Card Mask and the Processor ID The Credit Card Mask should be entered as follows
485. your accounting information This can literally represent thousands of man hours over time This is a large investment that should be safeguarded at all times These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is entirely up to you the user and salesman to protect your investment For further information on Backup Procedures and commands refer to either your System Administrator manual under Combination Keys or the documentation for your operating system Page 2 132 Set Up and Maintenance Chapter 2 Accounts Receivable User Manual This page intentionally left blank Chapter 2 Set Up and Maintenance Page 2 133 Accounts Receivable User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the several different ways transactions may be entered into the Accounts Receivable module These transactions include writing invoices credit memos project billings proposals cycle invoices importing transactions posting payments and finance charges There are two main sections in this chapter These options include the menu choices dedicated to processing billings for projects and all other options that are dedicated to normal processing for accounts receivable type transactions This section discusses the ways that you may write invoices credit memos proposals post payments calculate finance charges record manually written i
486. yout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file NOTE Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 3 Enter Transactions gt Page 3 19 Accounts Receivable User Manual Sample Import Transactions File Page 3 20 DATA PRO ACCOUNTING EN SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions Data Pro Support Document IMPORT AR TRANSACTIONS 0602 A Map file designates what fields and what the length of those fields that will be imported The file y ou import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank Ifno map file exists then go to Transactions import transactions and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields you do not wish to import Remember you cannot add fields to the transaction map file and you mu
487. ystem will default to all transaction types in the current month You may select or deselect transaction types by clicking on or off the check boxes In the Transactions Types section you can click the Select All UnSelect or Invert button to make your desired transaction type selections If you click on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by clicking on it s check box for a quick look at totals for a specific period of time You may also print the sales journal for a specific AR Code or a specific Tax Rate This will contain only those transactions that match the AR Code or the Tax Rate entered If you click the Exclude Cost check box the system will exclude the cost of sales from the printed report Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Manager Totals Grand Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Pr

Accounts Receivable - Data Pro Accounting Software, Inc.

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