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Accounts Receivable User Manual Dim3D

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1. Special and Unique Input Parameters Selection Code Enter the customer aging category you wish to include on the O All Accounts report The default is 0 zero which prints all accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Statement Day 0 Enter 0 zero to print all accounts or a day 1 31 to print only those accounts with a matching statement day found in the Customer Master File CM1 D Print Zero Balance With Enter Y to print customer with activity and zero balances N to Activity Y N not print them 2 Calculate Aging Balances See the introduction to A R Reports A R Aging Theory You must recalculate in order to have an up to date and current aging 3 Print Customer Aging By Standard print routine Invoice 166 Dim3D Rev 10 0 A R Reports mm dd yy STORE 13 13 57 ALL STR TYPE INVOICE 1010 000 F P S INC DBA BURGER KING 1 INV 2200257 07 06 01 CUSTOMER TOTALS 1010 200 BURGER KING 3257 SHIP TO BURGER KING 3257 F C 1004 F C 1020 F C 1036 F C 1051 F C 1066 INV 6000172 INV 7000032 UAP 9000031 06 01 98 06 01 98 07 29 98 08 03 98 08 06 98 05 08 98 05 08 98 08 10 98 CUSTOMER TOTALS JOB TOTALS 1031 000 ANDERSON MIKE SHIP TO SHIP TO 1 INV 2200119 INV 2200247 INV 2200248 INV 2200249 INV 2200250 INV 2200251 INV 6200032 08 19 99 08 09 00 08 09 00 08 09 00 08 10 00 08 10 00 08 19 99 CUSTOMER TOTALS 1031 001 ANDERSON MIKE SHI
2. 3 Phone Contact Tax Exempt Print this report to check customer phone numbers contact names and tax exempt numbers CM1 D DS02303 Customer List Phone Contact Tax No DIM10 DATA DATE mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST PHONE CONTACT TAX EXEMPT mm dd yy CUSTOMER LIST PHONE CONTACT TAX NUMBER DIM10 DATA DS02303 13 29 27 PAGE 0001 NUMBER NAME CONTACT 000 CASH SALES 000 CASH SALES RESALE 000 CASH SALES NON PROFIT 000 CASH CUSTOMER W STMT 000 HOUSE ACCOUNT 000 HOUSE CHARGE ACCOUNT 000 Al BUILDING 292 8411 BOB ANDERSON 87900 000 AAA CONSTRUCTION 292 3564 MR SMITH 79809 100 AAA CONSTRUCTION 292 3564 200 AAA CONSTRUCTION 292 3564 300 AAA CONSTRUCTION 292 3564 146 Dim3D Rev 10 0 A R Reports 4 Customer List Fax Information Print this report to check customer numbers names and fax numbers Fax numbers are stored in the Customer Credit File CM10 D DS02317 Customer List Fax Information DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mm
3. 29 The options at the bottom of the screen change Pg Down Pg Up T Trans Ord I Inq lt Ent gt End lLine or Trans These are the same options as described in Step 26 Press and Enter to page down to show more transactions Press and Enter to page up to show more transactions Enter T to change the order in which the transactions are displayed T transaction number order and D date order Enter I to go the A R File Inquiry When you are done inquiring you are returned here lt Ent gt End Press Enter to end this option If the Remaining balance is zero you are returned to Step 5 to select another customer If there is still money to apply you are returned to the Apply Menu At this point you can void the detail if you wish At the Apply Menu press Ese and the computer asks OK To Void Detail Applied Y N Enter Y to void them and go to the debit credit information in Step 7 Or enter N to keep them and stay at the Apply Menu If you want to change the apply detail select 3 again for Apply By Transaction gt Enter the transaction or line number of the transaction being paid 30 4 Unapplied Cash Vv VY VVWV This option applies the payment to the customer s account without providing the specific transaction s to pay The computer creates an unapplied transaction using the store number found in CM1 D You have the following options lt Ent gt Apply Unapplied Cash lt Esc gt Back To Selections
4. Enter Option E to End Select the store number for this year end update by entering 1 and then the store number Or leave 0 for all stores 276 Dim3D Rev 10 0 A R Special Maintenance 2 The computer displays DS02399 Year End Update DIM10 DATA Date mm dd yy Rev8 0 0 Port 37 Store 00 Clear all Year to Date values in Customer Master INCLUDING finance charges Clear all Year to Date values in Customer Master EXCEPT finance charges Clear ONLY Year to Date finance charges in Customer Master NOTE If your accounting year does not end December 31st you may not wish to clear finance charges Please select one of the above options or enter E to end Select one of the displayed options 1 Clear all Year to Date If the fiscal year is the same as the calendar year values in Customer Master select this option INCLUDING finance charges 2 Clear all Year to date If the fiscal year is different from the calendar year values in Customer Master select this option EXCEPT finance charges 3 Clear only Year to date If a fiscal year end has already been processed this finance charges in option clears the finance charges at calendar year Customer Master end 3 The computer then asks Have all the required year end files been backed up Y N Enter Y only if you made a year end backup tape before beginning the year end process Or enter N if you need to make the backup or end this process and return to Step 1
5. MISC G L DEBITS CREDITS G L No Enter 1240 A R Doubtful Account or your equivalent G L number Amount Enter the customer s balance or press Enter to pick up the proof total NOTE Step 11 will debit and credit account 1240 00 for the same amount NOTES See also Transfer A R to Notes Receivable Dim3D Rev 10 0 133 A R Procedures Write Off Finance Charge PURPOSE See Also Cash Receipts by Batch 134 Use this procedure to remove or write off a finance charge which has been posted to a customer s account PROCEDURE 1 Starting at the Enter Customer screen in Cash Receipts by Batch select and accept the desired customer Enter the date check number if there is a payment to be applied and reference number Make the following entry If there is no payment to be applied Bank DR Press Enter Discount DR Press Enter FinChg DR Enter the F C amount being written off Enter a positive number to decrease the customer balance AR CR Press Enter to pick up the proof total For example Bank DR Discount DR Fin Chg DR 10 00 A R CR 10 00 If there is a payment to be applied Bank DR Enter the amount to debit the bank Discount DR Press Enter FinChg DR Enter the F C amount being written off Enter a positive number to decrease the customer balance A R CR Enter the bank debit plus F C amount For example Bank DR 100 00 Discou
6. 1 This field determines whether or not to use multiple tax codes which allow for multi tiered taxes 2 Depending on what you enter here more fields are displayed below 3 Enter one of the following Dim3D Rev 10 0 A R Procedures A Use single tax code No further fields are displayed B Use 2 tax codes Two additional fields are displayed See below C Use multiple tax codes Ten additional fields are displayed See below B Use 2 Tax Codes 13 Is 1st Tax Amount 1 This field is displayed if Multiple Tax Codes B to Taxable use 2 tax codes It determines if the first tax amount is to be taxable at the second tax code rate The second tax code is entered in the next field 2 Enter one of the following Y The amount calculated for Tax 1 is taxable at the rate for Tax 2 N The amount calculated for Tax 1 is not taxable 3 At POS the screen and printed transaction will show both subtotals for Sales Tax 1 and 2 with the appropriate tax amounts 14 2nd Tax Code 1 This field is displayed only if Multiple Tax Codes B It determines the tax code to use for the second tax 2 For example Tax code 20 is to be set up with 2 taxes The rates for the first tax are found in the setup for tax code 20 Then the computer needs to know where to look for the rates for the second tax code In this example enter 21 for 2nd Tax Code Then be sure to enter a record for Tax Code 21 to set up the tax rates C
7. 209 A R Variable File F1 function key 1 Display the on line help for the selected field Use up and down arrows to scroll through the information in the on line help box Press Ese when done to return to the same field D Delete the displayed terms code The computer also asks Delete Record lt Y N gt Enter Y to delete it N to not delete it The computer also asks Delete Record From All Other Stores lt Y N gt Enter Y to delete it from all other stores N to not delete it You are returned to 2 Terms Code to select another terms code or end this process N Display the next terms code number P Display the previous terms code number E End this screen and return to the previous menu gt Check the store number To change it press Esc to back up to 1 Store No Enter the correct store number gt End this screen by pressing Ese twice You are returned to the previous menu Field Descriptions 1 Store Number 2 Terms Number 1 99 3 Description 4 Description for Invoice 5 Due Date Days 210 Enter the store number for this terms code Terms codes are kept by store number 1 Each type of terms is assigned a terms number There can be up to 99 terms codes 2 Each customer is assigned an appropriate terms number in the Customer Master File CM1 D The number corresponds to this terms number Enter up to 15 characters of description for this terms code For example 2 1
8. CS02022 Forms without company logo pre printed Most common method CS02023 Forms with pre printed company logo in the heading 314 Dim3D Rev 10 0 NOTES Appendix B 2 Next Pre Line Number This entry tracks the next available pre lien number assigned automatically when printing pre lien forms It is not store specific It tracks for all stores The program increments this number automatically each time it creates a pre lien 5 After you enter change or view these fields the computer returns you to the previous menu Steps 6 7 describe the field in 2 Password Account Option 6 Ifyou entered 2 in Step 3 above for Password Account Option the computer displays CSVM0209 Pre Lien Password Account Option DIM10 DATA Date mm dd yy Rev7 0 51 Port 38 Store 01 1 Enter Password Account 2 Default Print Flag Y N lt UpA gt Search for Password Account Name lt Esc gt End lt F1 gt Help Using normal Variable File entry procedures make the following entries 1 Enter Password Account Enter the account name of the password which will be processing pre liens If more than one password account will be processing pre liens repeat Steps 6 7 for each account 2 Default Print Flag Y N This entry defines the default print flag to be used when pre liens are entered Y Active Only active pre liens will be printed when the pre lien form is processed N On hold On hold pre liens will not be printed A
9. Date mm dd yy Port 39 Store 01 DSVM0208 A R Other Password Options DIM10 DATA Rev10 0 4 1 Enter Password Account 2 Enter Credit Hold Number to Not Scroll in POS Customer Search Scroll 3 Add New Customer Box Options lt F1 gt Help lt UpA gt Search for Password Account Name lt Esc gt End Dim3D Rev 10 0 235 A R Variable File 9 Reports This menu is displayed after selecting 9 for Reports from the A R Variable File Maintenance Menu DSVM0200 A R Variable Reports DIM10 DATA Date mm dd yy Rev7 0 100 Port 39 Store 01 Choose A R Variable File Report Basic A R Options Terms Information Statement Information Volume Discount Tables Descriptions G L Information Password Account Options lt Esc gt End Each option prints a report of the corresponding information 236 Dim3D Rev 10 0 A R Special Maintenance SECTION 4 A R Special Maintenance Introduction This section contains Accounts Receivable special maintenance It allows you to perform maintenance on A R files on a record by record basis or by a range of records therefore making it a high level function The information accessed through special maintenance is sensitive and should be accessed cautiously Special Maintenance Menu When you select A R Special Maintenance from the Accounts Receivable Menu another menu is displayed This menu is security protected It appears on the Accounts Receivable Menu
10. Each option begins on a new page The filename and keys if applicable are defined The purpose of the option is stated in COMMENTS A sample screen of the input parameters is presented VVVV WV Any special fields or unique instructions are explained 238 Dim3D Rev 10 0 1 Customer Master File Maint CM1 DS02011 CUST NO ADDR1 ADDR3 CONTACT 11 5 16 21 26 30 31 34 37 40 43 46 49 52 55 58 61 64 67 AR TYPE HAS JOBS PRICE LVL TAX CODE OPEN DATE LAST PAY DT LIEN INVOICE CURRENT 61 90 MTD CHARGES MTD ADJ MTD SALES YTD COST HI BAL LYR ST MTD DIS RUN ADD TO LST PAY AMT TEMP TERMS 12 TAX TYPE 22 CLASS 27 XTRA CD ENTER OPTION A C V E 17 SAV GR HIS RESALE PRC LVL LAST PUR DT 33 LIEN DT HIGH BAL DATE 36 BEG MO BAL 4 1 30 39 31 60 OVER 90 42 FC BAL MTD RETURN 45 MTD PAYMNTS MTD FC 48 MTD DISC MTD COST 51 YTD SALES YTD FC 54 HI BAL TYR MTD MARKET 57 YTD MARKET CRD LMT TYP 60 RUN BEG BAL RUN SUB FRM 63 STMNT DETAIL ON ORD AMT 66 INSTALL PAY MTD DSC SLS 69 YTD DSC SLS MAINTAIN CUSTOMER MASTER DATA 2 NAME 4 ADDR2 6 ZIP 7 PHONE 9 TAX NO 10 AR GROUP 14 PO SHP RQ 15 SIG REQ 13 EA PRICE 18 SAV LIEN 23 CR HOLD 28 CREDIT LIMIT 19 STORE NO 20 SMAN NO 29 BID NO kk END OF ADDS 24 TERMS 25 STMNT DAY A R Special Maintenance FILENAME KEYS CM1 D Customer Master File Customer Number Customer
11. 24 Terms Enter the terms code 1 99 assigned to this customer according to the terms you set up in the Variable File A R Variable File Terms Information See Getting Started Getting A R Started 25 Statement Day 1 0 Normal statement day during Month End Processing 2 1 31 Send statement on a certain day of the month different from your normal month end run of statements The statement programs allow you to enter a statement day to match the day entered here so only the accounts matching the statement day are printed 26 Tax Code Enter the tax code for this customer according to the tax codes you set up in the Variable File Sales Variable File Sales Tax See Getting Started Getting A R Started 27 Extra Code Optional This field can be user defined Can be used to select certain customers usually for report printing only NOTE If the flag for Use Customer Store for Pricing Y Sales Variable File Entry Options POS Enter Detail Screen field 6 transfers done at cost would take the receiving store s cost to calculate the selling price The receiving store is the customer in this case Since transfers should always use the selling store s pricing as the receiving store s cost new functionality allows using the customer store for pricing on non transfer transactions Enter 91 in this field Extra Code to ignore the flag in the Sales Variable File for Use Customer Store for Pricing 28 Credit
12. Each field contains an on line help screen which explains the purpose and function of each field On the Dimensions system position the cursor on any field in the A R Variable File and press F1 function key 1 to access the help screen Use the arrow keys to move through the help screen When you are done with the help press Ese and you are returned to the data field In addition to standard help you can develop custom help for any field in the A R Variable File Refer to the Getting Started Manual Chapter 2 System Training 208 Dim3D Rev 10 0 1 Terms Information A R Variable File This screen allows you to set up terms codes which are assigned to each customer s account You will provide information for finance charge calculation prompt payment discount calculation revolving account information as well as other discount calculations such as auto line discount spiff pricing and volume discounting DSVM0201 A R Terms Information Rev10 0 1 Store Number Terms Number 1 99 Description Description for Invoice Due Date Days FINANCE CHARGES Finance Charge Code Monthly Finance Charge 1 Dollar Limit for FC 1 Monthly Finance Charge 2 Dollar Limit for FC 2 Monthly Finance Charge 3 Minimum Finance Charge Minimum Past Due Charge FC if Payment Recvd Y N Calculate FC on Fin Charges Y N DIM10 DATA Date mm dd yy Port 39 Store 01 PROMPT PAYMENT DIS
13. 217 A R Statement Messages 218 A R Statement Options 219 statement messages 218 statement options 219 Statements print from month end password 106 store number 6 subcontractor 291 subcontractor pre liens 297 T tax code 8 tax ID no 5 tax type 5 temp terms 69 terms 8 allow spiff pricing 215 auto line discount 214 calculate FC on fin charges 212 charge FC if payment received 212 code 210 customer return hold 215 description 210 description for invoice 210 discount date days 213 discount limit 213 dkscount 213 dollar limit for FC 212 due date days 210 325 finance charge code 211 minimum fin charge 212 minimum past due 212 minimum payment revolving 214 monthly finance charge 211 multi tiered discount 213 number code 210 print discount on invoice 214 revolving of payments 214 special flag 215 volume discount code 215 volume discount on discountable amount 215 Terms Information Variable File 209 Totals 2 File T2ssyy D 60 89 Traditional Aging report 158 Transaction Day End Update day end 90 Transaction Detail day end 90 Transaction Maintenance CM3 246 Transaction Numbers Variable File 225 Transaction Register day end 90 Transfer A R to Notes Receivable 130 use A R group for notes receivable 130 131 zero out customer 130 trust fund 291 trust fund pre lien 297 U unapplied cash 48 manual F C 99 Update to Customers and G
14. 302 Dim3D Rev 10 0 Appendix B 3 Ifyou entered 1 to change the input parameters the cursor moves to the top of the screen Use normal procedures for entering the input parameters Include Invoices Thru If desired enter a transaction date through which MMDDYY to include invoices Customers with invoices up to and including this date will be printed Print Group Pre Lien Y N Enter Y to combine all selected customers on one pre lien notice This would be used to combine a customer s jobs and report them for the main account You will also be asked for the estimated cost and job address below Or enter N if you do not wish to group the customers on one notice Signature Name Enter up to 25 characters for the signature name on each pre lien form that will be printed City Name Enter up to 25 characters for the city name on each pre lien to be printed Pre Lien Date Press Enter to accept the current system date Or enter the date you wish to assign to each pre lien Estimated Cost Appears only if you are printing a group pre lien Accumulates all eligible customers within range Press Tab to accept or change if needed Job Address 1 Enter the address of the billing location Appears only if you are printing a group pre lien Job Address 2 City State Zip If you selected to group a pre lien the owner original contractor and lender will be taken from the first eligible customer s pre lien record in CM8 D The same
15. 4 Finish the cash receipts batch PROCEDURE METHOD 3 CHARGE CUSTOMER USING POS ADDONS 1 Set up 2 addons Addon 90 NSF CHECKS RETURNED ADDON G L NUMBER 1120 00 Cash in Bank Checking or your equivalent Addon 91 NSF SERVICE FEE ADDON G L NUMBER income account for bank service charges Sales 2 In POS enter a transaction for the selected customer with 2 addons only Sales User Manual Addon Code 90 NSF CHECKS RETURNED Amount of returned check 91 NSF SERVICE FEE Amount of charge for returned checks 3 Complete the POS transaction Cash Receipts 4 When the customer pays enter a normal A R cash receipt by Batch PROCEDURE METHOD 4 CASH CUSTOMER USING POS ADDONS 1 Set up a charge customer named N S F to use for all cash customer returned checks Set up 2 addons as in method 3 In POS enter a transaction for the N S F customer number Enter the 2 addons as in method 3 118 Dim3D Rev 10 0 A R Procedures 4 In Misc Notes on the back screen enter the customer name address phone check number or any other pertinent information 5 Complete the transaction as a charge sale Cash Receipts 6 When the customer pays enter a normal A R cash receipt by Batch NOTES Dim3D Rev 10 0 119 A R Procedures Revolving PURPOSE Use this procedure to start up the A R system for revolving accounts PROCEDURE See Also Getting Started 1 Enter all revolving customers and assign them A
16. 70601 Period 04 Check No 10245 Reference 00 lt DR Running Batch Totals A R Credits 1450 00 Bank Debits 1500 00 Other DR CR 00 Proof 50 00 The cursor is positioned at G L No Enter the G L account to credit This is controlled by the reason for the cash receipt It may be helpful to have a G L chart of accounts available to look up the account number The computer displays the account description for your verification 7 Then enter the amount to credit to this account You must enter a negative sign first For example 25 00 As you enter the data the Running Batch Totals are updated QUICK TIP Press Enter to automatically enter the proof total as shown in the Running Batch Totals at the bottom of the screen 8 Ifthe proofis not zero you can repeat Steps 6 and 7 two more times to enter all the credits necessary up to 3 credits allowed Dim3D Rev 10 0 55 A R Procedures 9 The computer asks you to verify your entry lt Ent gt Accept Entry lt Esc gt Reject Entry Press Enter to accept it and continue to Step 10 Or press Ese to reject the entry and return to Step 2 to enter it again or end this process 10 Return to Step 2 to enter more non A R cash receipts Press Ese when done to return to the Cash Receipts By Batch Menu 11 Finish processing the batch by printing the Edit List and updating STEP 5 Print the Edit List Print this report to check t
17. 84 Dim3D Rev 10 0 A R Procedures P Previous Allows you to review the previous page of notes for this customer after you have used the N Next option H History This accesses information in the Credit History File CM9 D The Credit History File is updated as part of the A R month end update It stores information regarding the month end aging totals sales pay ments discounts etc This screen contains a large amount of data so it is displayed automatically in compressed print For example Number 4010 000 JOHNSON JIM Credit Contact Ph 359 8711 Fax Current Balance Account High Balance y Sales Invoice Credit Limit A Cumulative DSO 3 Margin Invoice Credit Hold Credit Hold Date 00 00 00 t Return Invoice SSN A Removed Date 00 00 00 Last Credit Hold 0 Date Last Sale 10 11 99 Date Last Payment 04 09 96 Balance Current Payments Disc Taken Fin Chg MTD Sales 22 46 00 00 22 46 k 00 00 00 21 60 No History For This kk No History For This kk No History For This kk No History For This kk No History For This ae No History For This ae No History For This ae 22 46 00 00 00 22 46 00 00 00 22 46 00 00 22 46 P Percentages C Credit Notes lt Esc gt End You have the following options P Percentages Displays the aging balances as percentages rather than dollar amounts D Dollars After displaying percentages Displays the aging balances as dollars rather than percentages
18. A R Reports Customer Sales Reports 16 Profit Analysis Use these programs to print profit analysis reports There are 2 separate reports as shown on the following menu 1 Profitability Report Format A 2 Profitability Report Format B See the following two parts for descriptions of each report 188 Dim3D Rev 10 0 A R Reports 16 1 Profitability Report Format A Print this report to show a profit analysis by customer sales and margin dollars for the specified customer range This report shows the customer number and name month to date and year to date sales cost margin and percent The report will print these balances for each customer s jobs as well as totals for all jobs You can also rank the customers a number of different ways i e sales average margin average margin market margin or market margin from high to low or low to high using month to date or year to date totals This report is an excellent tool to determine the most or least profitable customers DS02321 Rev10 0 3 Print Profit by Customer DIM10 DATA Date mm dd yy Port 39 Store 01 1 Input Parameters Print Ending Print Only Customers with Balances Y N M td Deduct Stmt Discount from MTD Sales 1 Average Ranking Selection Rank on Print Print Order Number of Items to Print 1 Numerically Beginning Customer 2 Alphabetically 1 000 Customer 999999 999 Y td or B oth Y N 2 Mark
19. ENTER OPTION A V E FILENAME CM2 D Customer Misc File KEYS Customer Number COMMENTS Allows you to perform maintenance on the Customer Misc File CM2 D on a record by record basis Allows access to the ship to addresses Builder s Club account number email address cell phone number Social Security number messages and dispatch delivery codes Dim3D Rev 10 0 245 A R Special Maintenance 6 Transaction Maintenance CM3 DS02013 CUSTOMER TRANSACTION FILE CUSTOMER TRANS NUMBER TRANSACTION STATUS ORIGINAL AMOUNT DUE DATE YYMMDD LIENABLE INVOICE Y N ENTER OPTION A V E STORE NUMBER TRANS SOURCE TRANS DATE YYYYMMDD BALANCE DISCOUNT AMOUNT LAST PYMT DATE MMDDYY FILENAME CM3 D Customer Transaction File KEYS Customer Number Store Number Transaction Number COMMENTS Allows you to perform maintenance on the Customer Transaction File CM8 D on a record by record basis Allows access to transaction amounts and dates Special Fields 3 TRANS NUMBER 4 TRANS SOURCE 5 TRANSACTION STATUS 6 TRANS DATE 9 DUE DATE 10 LAST PAYMENT DATE 246 Invoice return transfer finance charge cash receipt payment S1 invoice S2 return S6 transfer S8 finance charge S9 cash receipt Blank not updated to G L U updated to G L Uses format YYYYMMDD Uses format YYMMDD Uses format MMDDYY Dim3D Rev 10 0 A R Special
20. Enter 0 zero to print all accounts or a day 1 81 to print only those accounts with a matching statement day found in the Statement Day 0 Print All Accounts 1 31 Only If Match on CM1 D Print Zero Balance with Activity Print YTD Finance Charges Print Job Consolidated Stmt Dim3D Rev 10 0 Customer Master File CM1 D Enter Y to print customers with zero balances showing activity N if you wish to print all customers regardless of balance or activity Enter Y if you wish to print YTD finance charges on each statement N if not Enter Y if you wish to print individual statements for the jobs and then total all jobs on a separate statement Or enter N if you wish to print only the individual job statements 177 A R Reports SAMPLE STATEMENT FORM WITHOUT PREPRINTED HEADING CO NAME CO ADDRESS ALL INPUT PARAMETERS BY DEFAULT Salt Lake City Utah 84116 801 364 5687 DAVID CHRISTENSEN 7375 SOUTH LUANA CIRCLE SALT LAKE CITY UTAH 841 ST 1 ALL ACCT 2 79 DISCOUNT ALLOWED FOR PAYMENT WITHIN TERM BEGINNING 1070 000 O ACCOUNT SUMMARY OF MONTH BALANCE CHARGES 148 11 PAYMENTS 2949 55 LATE CGS 28 60 ENDING BALANCE 1 DATE 03 29 PAYMENT 2000079 1 2000080 1 2000126 2000143 2000173 2000196 2000226 2000257 2000279 2000302 2000333 SALE 2000353 SALE 2000354 SALE 2000355 L CHG 2000366 SALE 2000385 L CHG 2000389 PRPRPPBRBPBPPRPBPBBP BRP RRR CURRENT 00 31 60
21. Multiple Tax Entities Multiple taxes handle situations where portions of sales tax are deposited to different entities such as state city local and special funding such as public transportation For example J oara see io Transporation w sox ox aun comy e oye rex ox 465 coy om Tom ssw aw esto s fpa kja dT SS Trans ow ox e Oooo a Dim3D Rev 10 0 125 A R Procedures NOTES 126 All of the state sales tax can be grouped into multiple tax code 1 all of the transportation tax into multiple tax code 2 the North County tax into multiple tax code 3 the South County into multiple tax code 4 and so on Each multiple tax code has a description entered in Multiple Tax Descriptions and percentage entered on this screen The information gathered from POS sales is used on sales tax reports only This system provides sales tax reporting to multiple tax entities 13 14 15 16 17 18 19 Multiple Tax Code 4 21 22 Multiple Tax Code 1 Multiple Tax Code 1 Multiple Tax Code 2 Multiple Tax Code 2 Multiple Tax Code 3 Multiple Tax Code 3 Multiple Tax Code 4 Multiple Tax Code 5 Multiple Tax Code 5 1 This field along with the rest of the screen is displayed only if Multiple Tax Codes C It provides the multiple tax set ups Enter the tax code of the first taxing entity The description for this tax code must be entered in Multiple Tax Descri
22. NOTE Fields 5 10 Signatures 1 through 6 contain authorized signatures if this customer requires signatures to be checked at POS See the procedure for Extra Signatures for more information 7 While you are making changes to the fields remember the following rules gt Press Tab to leave field unchanged gt Press Enter to blank out the field and leave it empty gt Press Esc to back up one field gt Enter period and press Enter to end the change function for the displayed customer bypassing any remaining fields 8 When you are done changing fields the computer asks OK to Save Changes Y N Enter Y to make the changes effective N to leave the customer record unchanged 9 Return to Step 5 to continue making changes for the selected customer or press Esc to go back to Step 3 to select another customer Dim3D Rev 10 0 71 A R Procedures Change Customers Change Customers by Batch PURPOSE This option allows you to change customers using a batch process similar to Change Inventory Items by Batch This process uses a new file Customer Change File CMC D Customer numbers are added to this file with the new number indicated Then you print an edit list showing what is going to be changed Then the update changes the customer number wherever it is found throughout the system whether it is on an order at POS or a payment in Cash Receipts Use the following procedure to add customers to a batch check the batch for
23. SAMPLE CREDIT ANALYSIS amp SALES REPORT mm dd yy 14 31 14 CREDIT ANALYSIS AND SALES REPORT DS02328 PAGE 0001 CREDIT LIMIT DAYS SLS OUTSTAND SALES INVOICE RETURN CUST CUSTOMER NAME HISTORY INOICE 1000 1000 001 1000 002 1000 003 1000 999 2000 000 2500 000 3030 000 4000 000 4000 100 4000 200 4000 300 000 ACME ACME ACME ACME CONSTRUCTION CONSTRUCTION CONSTRUCTION CONSTRUCTION ACME CONSTRUCTION BEST BUILT HOMES CARSON CONTRACTING CARL FISHER S QUICK amp EASY DRAIN EXPERTS THE DRAIN EXPERTS THE DRAIN EXPERTS THE DRAIN EXPERTS THE 12000 UNLIMITED UNLIMITED UNLIMITED UNLIMITED 15000 2000 300 120000 UNLIMITED UNLIMITED UNLIMITED 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 000000000000 Dim3D Rev 10 0 199 A R Reports 23 History Reports When you select 23 History Reports from the A R Reports Menu the computer displays the following menu Credit History Report Invoices Applied History Customer Payment History Payment History By Batch See the following four parts for descriptions of each statement 200 Dim3D Rev 10 0 A R Reports 23 1 Credit History Report Print this report to check customer credit history This report is printed by customer showing 3 columns of information in the heading followed by the credit history detail
24. Statement Formats 12 Blank Paper Statement This statement can be printed on blank paper 8 1 2 x11 continuous feed computer paper Your company name and address will be printed at the top of each statement It also prints a heading account summary payments and adjustments information open invoices aging buckets balance due and statement message It will also show invoice detail if you select to print detail and if it is found in the Sales History File SHO D The invoice detail information will be printed following the statement HEADING INVOICE DETAIL Your company name amp address Customer name amp bill to address Store number customer account number A R type code B O R statement date Allowed discount amount amp message Header Info Invoice number Customer number amp name Invoice date Customer PO number Written by ACCOUNT SUMMARY Line Detail Beginning month balance Line number Monthly charges Item number amp description Monthly payments Units amp tally Monthly late charges Price Ending balance Discount Extended amount PAYMENTS amp ADJUSTMENTS Totals Info Store number payment date check number Subtotal Payment amount Tax Addons OPEN INVOICES listed in trans number order Store number Transaction type sale return late charge Transaction number Transaction date Due date Transaction amount Transaction balance Total of ticket AGING BUCKET CURRENT 1 30 b
25. gt lt Ent gt Apply Unapplied Cash Press Enter to create the unapplied transaction for the amount entered in the debit credit information Return to Step 5 to select another customer 48 Dim3D Rev 10 0 A R Procedures gt lt Esc gt Back To Selections Return to the Apply Options Step 10 without creating the unapplied cash transactions At this point you can void the detail if you wish At the Apply Menu press Ese and the computer asks OK To Void Detail Applied Y N Enter Y to void them and go to the debit credit information in Step 9 Or enter N to keep them and stay at the Apply Menu NOTE You would later need to apply this cash receipt to a transaction using option 3 Apply By Transaction Take off the unapplied cash by displaying the unapplied credit and entering a negative amount to back out the amount of credit you wish to use That amount will then appear as Remaining Then apply the remaining balance to the selected invoice s as in a normal cash receipt 31 5 Display Transactions This option displays the customer s transactions without applying the payment You have the following options Page Down Page Up T Trans Order lt Ent gt End gt Press and Enter to page down to show more transactions gt Press and Enter to page up to show more transactions gt Enter T to change the order in which the transactions are displayed T transaction number order and D date order gt lt Ent
26. lt Ent gt Display Search Options lt Upa gt Continue lt Ent gt Help If you are running multi stores you must enter the store number first Then the cursor is positioned at Select Item Select the item you wish to display using the standard item selection routine The computer displays the following information Select Item 4 X 75 SILL SEALER 40 00 L B 00 Ave 40 00 Last 00 Mkt lt Ent gt Display Search Options Item 24091130 Mfg 5 50 5 39 5 50 5 25 Catlg 475SS Short INS SILL 8 80 EA 38 75 8 80 8 53 8 25 7 98 7 70 lt UpA gt Continue lt Ent gt Help This shows on hand information cost information if the password user level is 7 the customer s price margin and price levels 1 9 or the ones that are used You are returned to Select Item You can do one of the following options lt Ent gt Display Search Options lt UpA gt Continue 2 lt Ent gt Help Dim3D Rev 10 0 Press Enter to display the search options box again Press the up arrow to go back to the customer inquiry screen Enter and press Enter for the help with this field The following box is displayed Search Options Exact Match Next Search Item N A Search Catalog Store Number N A These are all the options you can do at Select Item lt Ent gt Press Enter display the search options in the standard item selection routine Data lt Ent gt Enter some data suc
27. 4 Ifyou answered Y the computer begins immediately to update the Customer Master File CM1 D and displays Now performing updates for customer 1070 000 All YTD fields will be zeroed out in this process depending on if you are clearing finance charges or not Wait until all customers have been updated 5 When done the computer displays Normal end of year end update Press Enter to acknowledge this message and return to Step 1 Dim3D Rev 10 0 277 A R Special Maintenance 6 To verify a successful update print a Profit Analysis report Profitability Report Format A to check that the sales and costs are 0 zero 7 Review the current year customer sales and delete all unnecessary or obsolete customers Verify that there are no open quotes or orders for these customers before deleting them print Open Quote and Open Order Registers by Customer under Sales Reports 8 It is recommended that you print and archive the following year end A R reports from the A R Reports Menu Report Description ae 8 O 278 Dim3D Rev 10 0 A R Special Maintenance YEAR END CHECKLIST FISCAL YEAR SAME AS CALENDAR YEAR Q Successful Day End O Successful Month End QO Year End Backup Tapes Tape Name Files on Tape Backup Date Accounts Receivable Run Year End Update Po Print Year End Reports O t CsisizC Coo ee YEAR END CHECKLIST FISCAL YEAR DIFFERENT THAN CALENDAR YEAR Q Successful
28. 5 The computer displays the CM2 D screen for the selected customer DS02012B Maintain CM2 Misc Data DIM10 DATA Date mm dd yy Rev10 0 2 Port 38 Cust No 1050 000 BONHAM STAN Ship 1 Parker Job Ship 2 4040 W Meadowlark Ship 3 Great Town US 99999 Builder s Club Email sbonham aol com Cell Phone 876 5432 SSN 444 55 6666 Message 1 Note CALL HOME Message 2 Note Message 3 Note Delivery Zone Route Difficulty Map Code WODIKHUAWNE N Next Number P Previous Number F Change by Field C Change lt Esc gt Back to Customer You can do one of the following options 70 Dim3D Rev 10 0 Add New Customer NOTES A R Procedures gt N Next Number Go to the next customer number gt A Next Name Go to the next customer name in alphabetical order gt P Previous Go to the previous customer number gt F Change By Field Allows you to enter the field number you wish to change The computer asks Enter Field Number and the cursor goes there so you can make the change When you are done changing fields press Enter at Enter Field Number gt C Change Goes to the first field allowed to be changed 2 Ship 1 and allows you to make changes to the fields in order gt lt Esc gt Back to Customer Return to the first screen select customer 6 The CM2 D fields are described in the procedure Add New Customer Refer to that procedure for an explanation of each field
29. 9 320 save history 6 save lien info 6 search select 127 shipping address 9 signature required 6 SSN 9 statement day 8 statement detail 9 store number 6 tax code 8 tax ID no 5 tax type 5 terms 8 zip code 4 Customer Aging day end 91 Customer Change File CMC D 72 285 Customer Credit File CM10 D 11 29 83 147 256 284 Customer Labels Mailing Labels report 152 Manual Shipping Labels report 154 Customer Labels report 151 Customer Lien File CM8 D 284 287 290 293 307 317 Customer List Fax Information report 147 Customer Master File CM1 D 3 20 29 60 66 83 92 143 145 146 152 197 201 232 239 241 243 244 261 264 270 283 293 change 68 Customer Master File Maint CM1 239 Customer Misc File Maint CM2 245 Customer Misc File CM2 D 3 9 24 70 92 148 150 233 243 244 245 261 265 283 293 Customer Out of Balance 86 Customer Payment History report 204 customer return hold 215 Customer Sales Reports Profit Analysis 188 Profitability Report Format A 189 Profitability Report Format B 191 Sales Tax Receipt Report 192 Year to Date Information 195 Customer Transaction File CM3 D 20 60 104 192 246 247 248 250 283 Customers Out of Balance report 170 D Daily Report day end 89 Dim3D Rev 10 0 month end 105 Day End 89 Customer Aging 91 Daily Report 89 Transaction Day End Update 90 Transaction Detail 90 Transaction Register 9
30. 9 Select the same apply option used originally If it was applied to oldest apply to oldest again if it was applied by transaction apply by transaction and so on 10 Finish the reversing entry 11 Enter the cash receipt to the correct customer NOTES 36 Dim3D Rev 10 0 A R Procedures Cash Receipt Applied to Wrong Invoice PURPOSE Use the following procedure to correct an A R cash receipt posted to the wrong invoice for the customer This can only be done before a month end processing because the paid invoice will be deleted from the Customer Transaction File CM83 D if it has a zero balance PROCEDURE See Also Cash Receipts 1 By Batch o O ON Oo fF 10 11 12 13 NOTES NOTE Use this procedure to correct entries within the same accounting month only Select Cash Receipts by Batch enter a batch ID then select Enter A R Cash Receipts Use Selection Method 1 for Select by Customer Number Enter and accept the customer who received the incorrect payment at Enter Customer Number or Name Enter the date or press Enter to accept the displayed date Enter a reference indicating this is an adjustment Press Enter at Bank Discount Fin Chg At AIR CR enter 0 zero Select 3 for Apply By Transaction Select the invoice enter the line number or transaction number of the incorrectly paid invoice Enter a negative amount under Applied The amount will be displayed above next t
31. C Credit Notes Goes back to display the credit notes T Total All Jobs Only customers with jobs Totals amounts from CM9 D for all jobs and displays each month s total A message indicates that the totals include all job accounts Then you can enter T again to change back to the main account s totals only Esc End Ends this history option and returns to Step 3 main inquiry screen NOTES To purge records from the Multiple Credit Note File CM16 by date use the procedure Purge Credit Notes by Date Dim3D Rev 10 0 85 A R Procedures Customer Out of Balance PURPOSE This procedure can help you determine what is wrong if you have a customer out of balance on an aging report Due to different circumstances surrounding an out of balance customer this procedure may not apply to every situation BEFORE YOU BEGIN Read the section A R Aging Theory found in the introduction to A R Reports IMPORTANT If you are unsure on any step or aspect of this procedure call your support analyst before proceeding Using Special Maintenance leaves no audit trail so you must be careful when making these changes PROCEDURE 1 Recalculate the aging for the specific customer only If a cash receipt had been entered but the aging was not recalculated the customer will show OUT OF BALANCE 2 The aging report will show the amount the customer is out of balance For example STORE 00 ALL CUSTOMER AGING REPORT DS02390
32. Enter Selection Method 4 Check No Enter the check number up to 7 digits or Enter to bypass Or press A to use the previously entered check number once a check number has been entered This is not a required field 5 Reference Enter a reference number up to 10 characters The reference number can be an invoice number credit memo number a brief description a cash in transaction number CASH the VISA MasterCard credit slip number or anything you wish to identify the entry It is for your information only It is a non required field Or you can press up arrow to use the previously entered reference number once a reference number has been entered Or press Enter to bypass 6 Fill in the following debit credit information Bank DR Net amount of check Discount DR If there is a discount taken enter the discount amount with no negative sign Fin Chg DR If there is a finance charge written off enter the amount with no negative sign AR CR The total debits DR must equal the credit CR QUICK TIP After you enter the debits bank discount finance charge press Enter at A R CR to automatically enter the credit amount proof total As you enter the data the computer updates the Running Batch Totals See the examples below Example Payment with no discount or finance charge write off Bank DR 100 00 Discount DR 00 Fin Chg DR 00 A R CR 100 00 Example Payment with
33. Help Dim3D Rev 10 0 219 A R Variable File 3 Special Pricing This screen allows you to set up some options used for special pricing features There are 3 different kinds of special pricing in addition to the 9 price levels allowed for in the inventory system Bid A list of special prices for a specific customer for a specified quantity of items and for a specified time period Spiff A list of items on sale promo for a certain length of time available to all customers Matrix Price levels 10 99 in addition to the 9 price levels in the inventory system which allow custom pricing for selected customers DSVM0204 A R Special Pricing DIM10 DATA Date mm dd yy Rev7 0 0 Port 39 Store 01 Store Number Are Bids Discountable Y N Are Spiffs Discountable Y N Take Lowest Price of Bid or Spiff Do Not Allow Statement Discount on M Matrix Prices o Override Prices B Both Matrix and Override Prices lt Esc gt Change Store lt Tab gt Go Forward One Field End lt F1 gt Help 220 Dim3D Rev 10 0 A R Variable File 4 Descriptions This menu is displayed after selecting 4 for Descriptions from the A R Variable File Maintenance Menu DSVM0203 A R Descriptions DIM10 DATA Date mm dd yy Rev7 0 50 Port 39 Store 01 Store Number Choose Selection Customer Class Descriptions Credit Hold Descriptions Extra Code Descriptions Change Store lt Esc gt End See the following three parts for
34. If this option appears as 3 Not Available the Variable File is set up to disallow the option Enter the new code up to 10 characters This change is made in the A R Variable File as well Press Esc to end the change and return to the inquiry screen Dim3D Rev 10 0 65 A R Procedures Change Customers Change Selected Fields CM1 D PURPOSE This procedure allows you to easily change fields in the Customer Master File CM1 D You can change one customer at a time or automatically select the next customer in customer number order for only the fields you want to change NOTE If you have the Variable File option set to display only certain A R fields by password account name this procedure will be altered As it stands it shows every field as if they had been selected in the Variable File See A R Variable File Password Account Options Add Maintain CM1 CM2 Fields PROCEDURE 1 From the Accounts Receivable Menu select File Maintenance 2 Select Change Customers then Change Selected Fields CM1 D 3 The computer displays DS02502 Change Select CM1 D Flds DIM10 DATA Date mm dd yy Rev10 0 1 Port 38 Store 01 Manually Select Each Customer Automatically Select Next Customer in NUMBER Order Automatically Select Next Customer in NAME Order Enter Method E to End Enter one of the following options gt 1 Manually Select Each Customer Allows you to select each customer to be changed one at a time gt 2
35. PROCEDURE See Also 1 After selecting a customer at POS or Invoice Posting the computer displays the credit hold number and description For example CREDIT HOLD 1 N S F CHECK ON FILE Enter Release No Obtain the credit hold release code from the system manager or credit manager see below AIR File 2 To look up the release code proceed to A R File Inquiry on another terminal Inquiry Select the same customer as at POS or Invoice Posting If the password is a certain user level the credit hold release code is displayed in the upper right hand corner REL CD 3 While this information is displayed on the file inquiry screen enter the release code on the POS Invoice Posting terminal DO NOT clear the file inquiry screen until after the release code has been entered since once the credit hold release code has been used it is automatically changed by the system 4 Continue entering the transaction on the POS Invoice Posting terminal NOTES If credit hold release is not granted there is one other option to entering the ticket Enter CASH for the credit hold release The ticket will be changed from charge to cash automatically The customer must then pay cash for the sale Or press Esc at Enter Release No to cancel the transaction and return to Select Customer Dim3D Rev 10 0 81 A R Procedures Credit Limit Release PURPOSE Use this procedure to release a charge customer exceeding their credit limit
36. These two should also equal the BALANCE DUE on the Customer Aging Report totals page see 25 Customer Aging below This is a quick check to be sure that Day End Month End and Year End have run correctly It is also used to check that the Cash Receipts batches have been updated This report comes from the Totals File T2ssyy D where ss store number and yy year Dim3D Rev 10 0 89 A R Procedures SAMPLE DAILY REPORT STORE 01 DAILY REPORT ie a DS04202 CHARGE INVOICES e 384 886 398 72 18 266 84 403 551 RETURNS s 3 22 365 282 33 NET CHARGE K P M 362 521 3 17 191 75 380 393 CASH INVOICES s A y 125 363 131 463 RETURNS NET CASH s s r 123 062 129 054 NET SALES s lt i 485 583 x 509 448 CASH IN OUT 306 TRANSFERS TOTAL 5 7 2 485 725 31 257 32 23 301 11 509 283 74 TODAY MTD CASH TRANSACTIONS AMOUNT CASH SETTLEMENT AMOUNT AMOUNT INVOICES 131 463 08 CASH 00 45 210 28 RETURNS 2 408 32 CHANGE GIVEN 00 13 639 CASH IN OUT 306 DEPOSITS RECEIVED 27 018 NET CASH 3 31 570 DEPOSITS USED CHECKS f 59 459 TOTAL 124 889 MC R 16 421 MC 13 775 OTHER MISC SUMMARY BEGINNING BALANCE 889 692 979 439 TOTAL INVOICES 403 551 RETURNS 23 157 TRANSFERS s 141 DEPOSIT SUMMARY PAYMENTS 463 706 DISCOUNTS GIVEN A 4 632 BEGINNING BALANCE F C CHARGED DEPOSITS RECEIVED F C WRITTEN OFF M 288 DEPOSITS USED G L ADJUSTMENTS ENDING BALANCE
37. assigned and written by salesmen is found on the Sales Analysis Report If you do not use rep numbers set up salesman number 1 as HOUSE ACCOUNT and assign it to all customers Enter the price level assigned to this customer according to the pricing scheme you set up for inventory See Getting Started pages 4 23 and 5 31 Normal price levels are 1 9 For example 1 Retail 2 Level I contractors 3 Level II contractors 4 Level III contractors 5 Government Price levels 10 99 apply to matrix pricing Enter the customer class assigned to this customer according to the classes you set up in the Variable File A R Variable File Descriptions Customer Class Descriptions See Getting Started pages 4 22 and 4 41 The computer uses customer class information for sales analysis It is usually tied to the pricing scheme Class numbers group certain types of customers For example Retail Home builder owner Level I contractors small Level II contractors medium Level III contractors large Subtrades painters drywallers etc Government Wholesale 0 Customer is not on credit hold 1 99 You can have up to 99 messages in the Variable File A R Variable File Descriptions Credit Hold Descriptions defining various reasons for credit hold Credit hold 99 is used for closed jobs A customer with credit hold 99 will not be displayed in the customer job searches A R Procedures
38. at POS or Invoice Posting so that the transaction may be continued If the customer is on credit hold see the procedure for Credit Hold Release BEFORE YOU BEGIN Contact the system manager or credit manager so that the proper release code may be entered according to your company policy NOTE It is recommended that the credit limit release code be changed on a frequent basis daily Otherwise the credit limits established for customers are of little value if the sales personnel continually override them by entering the same credit limit release code day after day PROCEDURE See Also 1 After you select a customer at Select Customer in POS or Invoice Posting the computer displays CREDIT LIMIT EXCEEDED Enter Release No Obtain the credit limit release code from the system manager or credit manager see below AIR File 2 To look up the release code proceed to A R File Inquiry on another terminal Inquiry Select any customer If the password is a certain user level the release code is displayed in the upper right hand corner Cr Lim Rel Cd Or you can find the release code in the A R Variable File Miscellaneous Codes Miscellaneous Codes 4 Credit Limit Release Code 3 On the POS or Invoice Posting terminal enter the release code at Enter Release No 4 Continue entering the transaction on the POS or Invoice Posting terminal NOTES If credit limit release is not granted there is one other o
39. beginning This program only allows you to select customers by number and not by name You can print a report or do an A R File Inquiry to obtain the customer number PROCEDURE From the Accounts Receivable Menu select File Maintenance 2 Select Delete Customer from CM1 amp CM2 3 The computer displays the delete screen DS02402 Delete customer numbers DIM10 DATA Date mm dd yy Rev10 0 2 Port 41 Store 01 Customer 000 lt Ent gt Next Customer lt Esc gt End The cursor is at Customer Enter the customer number you wish to delete Or press Esc to end this procedure and return to the previous menu 4 The corresponding customer name is displayed If the selected customer has a balance in CM1 D or activity in CM3 D Customer Transaction File the computer displays Can t Delete Customer Balance Is Not Zero Press Enter to acknowledge this message If the customer s account balance is zero but there is current month activity you will need to run a month end update to clear out the account Then you can delete it Or if the selected customer has transactions still in the Sales Master File SMO D the computer displays Can t Delete Customer Still Has Activity In Sm0 D Transaction 1 4000053 Press Enter to acknowledge this message The computer shows the first transaction number preceded by the store number found in the Sales Master File for this customer Perhaps it is an open quote or order that is no longer va
40. lt Ent gt Begin to Apply lt Esc gt Back to Selection Press Enter to begin the apply process Or press Esc to return to The Apply Menu Step 10 The computer checks the Apply Options with regard to credits finance charges and store numbers see Step 4 The computer displays each transaction number and amount as it is applied If there is money still left after all transactions within range have been paid the computer generates an unapplied transaction for the remaining balance If the apply amount is negative it is processed as an unapplied transaction When complete the computer returns to Step 5 to select another customer 3 Apply By Transaction This option allows you to pick the selected transaction s to pay from a displayed list The computer displays the Apply By Transaction screen Dim3D Rev 10 0 A R Procedures DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 1070 000 CHRISTENSEN DAVID Store 1 Batch CR123 Period 04 Apply by transaction A R Credit Remaining 4 4 Trans Type alance Applied 9000014U 02 10 98 06 30 98 1010U L Chg 06 01 98 07 31 98 5 00 1026U L Chg 06 01 98 07 31 98 3 n 00 2000859U Sale 07 28 98 08 31 98 2 00 2000860U Sale 07 28 98 08 31 98 00 10390 L Chg 07 29 98 08 31 98 A a 00 9000028U Unapl 07 30 98 08 31 98 00 1054U L Chg 08 03 98 09 30 98 5 00 2000870U Sa
41. multiple tax entities 125 multiple tax code 1 etc 126 multiple tax code 1 etc 126 Sales Tax Receipt Report 192 save lien info 206 290 Search For amp Select a Customer 127 select optional fields 139 sequence number 58 ship to address 6 Ship To Address report 148 shipping address 9 shipping labels 154 signature name pre lien 303 signature required 6 signatures 10 24 special flag 215 Special Maintenance A R Cutover Process 260 A R Month End Update 270 A R Year End Update 276 Apply Late Charges Manual 266 Change CM3 Due Dates by Range 248 Change Cust Numbers CM1 CM2 243 Change Fields W Range CM1 241 Credit History File CM9 254 Credit Note File CM10 256 Customer Master File Maint CM1 239 Customer Misc File Maint CM2 245 Dim3D Rev 10 0 Delete Customers Range CM1 CM2 244 Extra Signature File CM14 258 Maintain Applied Items History 275 Maintain CM15 Detail 273 Maintain CM15 Header 272 Maintain Payment History CM4H 274 Multiple Credit Note File CM16 257 Open Items Applied Maint CM5 253 Payments Maintenance CM4 252 Print Customer Data to File 261 Print Unmatched Trans CM3 247 Purge CM9 255 Purge Unupdated CM15 Batches 259 Recalculate A R Due Dates 250 Transaction Maintenance CM3 246 special pricing 220 Special Pricing Variable File 220 spiff 215 SSN 9 Statement Backup Report 186 statement day 8 statement detail 9 Statement Information Variable File
42. some states it is required by law that a pre lien notice be filed as soon as a customer purchases materials for a job which gives you the right to file a lien later if necessary Contains information such as customer number names and addresses of the property owner original contractor and construction lender You must be saving sales history in order to use the pre lien system Holds one record per customer per month of activity up to any number of months Used in A R File Inquiry Credit Options to show a history recap of sales activity by month Also used on the Credit History Report Holds one record per customer showing credit notes such as high balance since account was opened credit hold detail when put on and taken off and by whom and follow up detail This is used on the Credit Note Report The actual comments are entered in CM16 D Holds unlimited number of extra signatures authorized names of buyers for each customer Invoice Posting Maintain Pre lien Information A R Month End Update A R File Inquiry File Maintenance Add Extra Signatures A R Month End Update deletes all detail Maintain Pre lien Information A R Month End Update automatic purge A R Variable File Misc Codes field 3 Num ber Months Credit and Payment History de termines how many months of history to keep AJR File Inquiry File Maintenance Add Extra Signatures Dim3D R
43. 000 FLOWER SHOPPE DATE BATCH REFERENCE CHECK RECEIVED APPLIED DISCOUNT FIN CHG 04 19 96 CRI 5000 00 5000 00 APPLIED TO ST TRAN TYPE INV DATE DUE DATE INV AMT OLD BAL APPLIED 1 2900643 INV 03 21 96 04 25 96 4036 04 2249 27 2249 27 2 1 2900648 INV 03 27 96 04 25 96 4036 04 4036 04 2750 73 1285 31 204 Dim3D Rev 10 0 A R Reports 23 4 Payment History By Batch Use this program to print an edit list by batch and period from a specific cash receipt batch It can also include invoice detail applied by the payment This information comes from the Cash Receipts Transaction History File CM4H D DS02700 CR History Batch Edit List DIM10 DATA Date mm dd yy Rev10 0 2 Port 39 Store 01 1 Input Parameters Batch Period YYYYMM 0 Beginning Customer 000 Ending Customer 999999 999 Print Invoice Applied Info Y Number of Copies 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Period MMYY Enter the 2 digit fiscal period month and 2 digit year for the beginning date to include on the report Or leave 0 zero to pick up all periods Beginning Customer These parameters allow a beginning and ending customer number Ending Customer range You could enter the same customer number in both Beginning Customer and Ending Customer to find all invoices paid by a check from that customer in a specific batch Print Invoice Applied Info Y N Y include CM5H D in
44. 1 View Batches By Date 2 View Specific Invoice Enter Option 1 2 E You have the following options 1 View the check numbers and invoices applied beginning with a period you enter See Steps B C below 2 View a specific paid invoice See Steps D F below You must know the invoice number before selecting this option E End this option and return to the options above 33 A R Procedures 1 View Batches by Date B Ifyou selected 1 above the computer asks for the beginning period you wish to view Enter Beginning Period MMYY Enter the 2 digit fiscal period month and 2 digit year of the first check batch you wish to view For example 0596 for May 1996 if you are running on a calendar year Or press Esc to return to Step A C The computer displays the first check with check date batch reference and check number for the selected period or the next closest match along with the transaction detail of how the check was applied to the account For example DS02201H Customer Payment History ABC COMPANY Date mm dd yy Port 40 Customer Name 8000 000 HOUSES R US Date Batch Reference Check 02 12 96 CRO13196 25 Received Applied Discount Fin Chg 2479 12 2479 12 00 00 Inv Due Invoice Old New Str Tran Type Date Date Amount Balance Applied Balance 1 103 102095 950925 94 72 94 72 94 72 00 1 850 102695 950925 1634 66 1634 66 1634 66 00 1 2100044 53095 950325 858 50 858 50 858 50 00 1 2100045 53
45. 148 11 OVER 90 1758 34 YOUR ACCOUNT IS NOI 178 94 2949 55 INVOICES 15 DATE mm dd yy 4780 83 2007 99 CK NO 8421 DUE AMOUNT 12690 1210 72 12690 1125 4 12291 315 19 32591 325 53191 531 53191 531 61191 611 72991 729 72991 729 72991 729 72991 729 10694 1010 134 10694 1010 1481 10694 1010 123 31494 314 70 32994 410 148 53194 531 28 1 30 00 61 90 00 L CHG 101 54 W ON CREDIT HOLD 80 28 02 29 29 29 29 29 29 29 29 41 134 13 1481 78 123 62 70 11 148 60 28 BALANCE DUE 2007 99 Salt Lake City 801 364 5687 Utah 84116 1070 000 O mm dd yy DAVID CHRISTENSEN 7375 SOUTH LUANA CIRCLE SALT LAKE CITY 84115 DISCOUNT UTAH ACCOUNT SUMMARY BEGINNING BAL CHARGES PAYMENTS LATE CGS ENDING BAL PAYMENTS 32994 PY 2949 55 4780 83 148 11 2949 55 28 60 2007 99 ADJUSTMENTS 8421 OPEN INVOICES DATE 2000079 112690 2000080 112690 2000126 12291 2000143 32591 2000173 53191 2000196 53191 2000226 61191 2000257 72991 2000279 72991 2000302 72991 2000333 72991 2000353 10694 2000354 10694 2000355 10694 2000366 31494 2000385 32994 2000389 53194 BALANCE 4 28 4 28 19 02 29 29 cag 29 29 29 29 29 134 41 1481 13 123 78 70 62 148 11 28 60 BALANCE DUE 2007 99 PLEASE CONTACT THE CREDIT MANAGER TODAY Dim3D Rev 10 0 A R Reports 15 Other Statement Formats When y
46. 27 99 173 31 173 31 2200132 SALE 09 27 99 146 28 146 28 2200133 SALE 09 27 99 146 28 146 28 2200150 SALE 01 10 00 11 47 11 47 2200256 SALE 05 24 01 3328 40 22 66 APPLIED BY TRANSACTION 07 06 01 545454 500 00 500 00 TRAN NO DATE ORIGINAL AMT APPLIED AMOUNT 2200111 SALE 07 29 99 11 10 11 10 998 000 PRELIEN TEST 2200109 SALE 07 29 99 100 67 100 67 997 000 PRE LIEN TEST 2200256 SALE 05 24 01 3328 40 388 23 1040 000 BECK STREET CONSTRUCTION GRAND TOTALS GL AMT 1450 00 A R Applied by Str 1 STORE 1 Dim3D Rev 10 0 57 A R Procedures SEQUENCE ORDER PRINT DETAIL N mm dd yy BATCH CR123 CASH RECEIPTS EDIT LIST DIM10 DATA Ds02603 16 22 33 REPORT ORDER Sequence PAGE 0001 SEQ NO ST PC CUST NO NAME DATE REFERENCE FIN CHG 1010 000 F P S INC DBA BURGER KING 07 06 01 123456 200 00 1070 000 CHRISTENSEN DAVID 07 06 01 111222 250 00 1040 000 BECK STREET CONSTRUCTION 07 06 01 1 12345 500 00 APPLIED BY TRANSACTION 07 06 01 545454 500 00 GRAND TOTALS GL AMT a _ 1450 00 A R Applied by Str 1 STORE 1 STEP 6 Edit A R Cash Receipts Use this procedure to correct errors in a cash receipts batch before updating the batch Most likely you printed an Edit List to check the batch and discovered an error 1 From the Cash Receipts By Batch Menu check the batch identification Make sure it is the same as the original batch and the Edit List 2 Select 7 for Edit A R Cash Receipts The computer displays DS02606 Ed
47. 30 61 Only Over 60 91 Only Over 90 Print Customers with Zero Balances Y N Print the Totals Page Only Y N Print Last Sale Date or Last Pymt Amt S P Print Optional Headings Y N Number of Copies Store Number 0 All Stores Select Optional Field Y N zorzuzz 2 Print Aging Report Enter Option E to End Special and Unique Input Parameters Consolidate Jobs Y N Selection Code 0 All Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Print Customers With Zero Balances Y N Print the Totals Page Only Y N Print Last Sale Date or Last Pymnt Amt S P Print Optional Headings Y N 2 Print Aging Report 162 Enter Y if you wish to consolidate the job totals into the main account and print the total N if not Enter the customer aging category you wish to include on the report The default is 0 zero which prints all accounts Enter Y to print customers with zero balances only N if you wish to print all customers regardless of balance Enter Y if you wish to bypass printing each account and only print the grand totals by A R group Or enter N if you wish to print each customer s aging which includes the grand totals anyway Enter S to print the last sale date or P to print the payment amount next to the last payment date last column on the report Enter N if you do not wish to print the optional headings as described below Or enter Y if you wish to
48. 6 25 TOTAL 106 25 10223 INVOICE 1040 000 BECK STREET CONSTRUCTION 05 03 91 15 08 MISC CUST PO DEL DATE 00 00 00 wW 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 LAST ITEM 99999999 100 00 SUBTOTAL 100 00 STATE SALES TAX 6 25 TOTAL 106 25 2000045 RETURN 1040 000 BECK STREET CONSTRUCTION 07 18 90 15 33 MISC CUST PO DEL DATE 07 18 90 W 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 CR11XL HAMMER 11442 36100010A 5 00 11 95 EA 59 75 SUBTOTAL 59 75 STATE SALES TAX 3 73 TOTAL 63 48 184 Dim3D Rev 10 0 A R Reports 15 5 Applied Open Items Print this report to show how payments were applied to transactions during the month This report shows customer number and name transaction number apply date and amount batch code original transaction date and amount and balance due for all batches This information comes from the Open Items Applied File CM5 D and is cleared out during the month end processing DS02107 Customer Applied O I DIM10 DATA Date mm dd yy Rev10 0 2 STORE 1 Port 39 Store 00 1 Input Parameters Beginning Cust No 000 Ending Cust No 999999 999 Number of Copies 1 Store Number 0 All 0 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE OPEN ITEMS APPLIED REPORT mm dd yy CUSTOMER APPLIED OPEN ITEMS DS02107 15 13 17 PAGE 0001 CUST NO CUST NAME STR TRANS NO APPLY DT APPLY AMT BATCH ORIG DT ORIG AMT BALANCE DUE 1
49. 68 Dim3D Rev 10 0 A R Procedures gt N Next Number Go to the next customer number gt A Next Name Go to the next customer name in alphabetical order gt P Previous Go to the previous customer number gt F Change By Field Allows you to enter the field number you wish to change The computer asks Enter Field Number and the cursor goes there so you can make the change When you are done changing fields press Enter at Enter Field Number gt C Change Go to the first field allowed to be changed 3 Addr 1 and allows you to make changes to the fields in order gt lt Esc gt Back to Customer Return to the first screen select customer Add New 5 The CM1 D fields are described in the procedure Add New Customer Customer Refer to that procedure for an explanation of each field NOTE There is one additional field on this screen 67 Temp Terms This holds a temporary terms code used for finance charge calculation during the month end process The computer uses the terms code found here instead of the regular terms code found in field 24 The temporary terms is used only for one month s finance charge calculation as the A R month end update will delete it 6 While you are making changes to the fields remember the following rules Press Tab to leave field unchanged Press Enter to blank out the field and leave it empty Press Esc to back up one field Enter period and press Enter to end the chang
50. 98 09 30 98 09 18 99 09 08 00 09 08 00 09 08 00 09 09 00 09 09 00 09 18 99 10 08 99 11 10 99 09 18 99 11 03 99 06 23 01 11 04 99 02 04 99 FIN CHG BAL 469 75 469 75 DS02390I PAGE 0001 STATUS NO OF ACCOUNTS 5 167 A R Reports 10 4 Aging by of Balance This report allows you to print a breakdown of account showing a specified percentage of the account balance for any of the aging buckets For example you can print an aging for all accounts with 20 of their balance in 60 days past due It includes the customer number name A R group and type codes balance due current 1 30 days past due 31 60 days past due 61 90 days past due over 90 days past due late charges last pay day date and either the last sale date or last payment amount credit hold codes and assigned salesman The report prints these balances for each customer s jobs as well as totals for all jobs The grand totals include a break out for each A R group code percentages of current 1 30 31 60 61 90 and 90 plus days late charges and revolving not due The aging balances must be recalculated before printing the report in order to pick up current charges and payments See A R Aging Theory in the introduction to this A R Reports section DS02390P Age Analysis DIM10 DATA Date mm dd yy Rev10 0 2 Port 39 Store 00 1 Input Parameters Report Date 71301 Print 1 Numerically 2 Alphabetically 1 Beginning Customer Aging amp Stmt
51. 999999 999 Labels 1 1 Across 1 0 X 3 inches 3 Across 1 0 X 3 inches 1 Across 3 0 X 4 inches 1 Across 2 5 X 4 inches Print Customer Number Y N Print Customer Jobs Y N Print Ship To Address Y N Number of Copies Report Date a we 5 o mh mRWDN PE Select Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Print Customer Number Y N Enter Y to print the customer number in the bottom right hand corner of the label Or enter N to not print it Print Customer Jobs Y N Enter Y if you wish to print labels for customer jobs N if not Print Ship To Address Y N Enter Y if you wish to print the ship to address from CM2 D instead of the bill to address from CM1 D Or enter N if you do not wish to print it SAMPLE CUSTOMER LABELS MAILING LABELS 1 ACROSS NO CUSTOMER NUMBER MIKE ANDERSON 5144 KENSINGTON STREET FARMINGTON UTAH 84025 BECK STREET CONSTRUCTION P O BOX 16325 SALT LAKE CITY UTAH 84116 152 Dim3D Rev 10 0 A R Reports 3 ACROSS WITH CUSTOMER NUMBER BECK STREET CONSTRUCTION STAN BONHAM BRODER AND ZARBOCK P O BOX 16325 4410 SOUTH MAIN STREET 570 EAST 10345 SOUTH SALT LAKE CITY UTAH SALT LAKE CITY UTAH SANDY UTAH 84116 84115 84070 1040 000 1050 000 1060 000 Dim3D Rev 10 0 153 A R Reports 8 2 Manual Shipping Labels The second option Manual Shipping Labels prints shipp
52. A R Procedure g cccccccccccccccccccccccccccccccccccccece L Add DOD io iscselssivscsccscescdeceistessch cescccctisscsdetcetacecedssetacesestesccssehecccceshedecesencsctedsssccenenhecccdessecstessedecesesds 2 Add New CustOme scicicsciescicscccsccccescetissscecesssedeseiascccsdsnszscsessoscdessiacsccs snssssesssacedesesedededasdees ass 3 Adjustments Debit Credit Memos cccsssssssssssssscsssssssssssccsscssssssssssccssscsssssssssssscsees 12 Apply Credits to Customer sicicccscctcccasccciiescccicicesccsdeccacecesdeacsevedcesccscuccatessscecesessdcesccsescueessetces 14 AR Bile Tn Qui y isvcsssccissccsceisseccatesssssconcssncecccacsccuscsssssscecssncscceesescusssssssscsessncsccesseccusssssssccnsssocstes 20 Cash Receipt Applied to Wrong Customer ccsscsccrscscsssssssssssssccccssssssssssssecsscssssssseces 36 Cash Receipt Applied to Wrong Invoice ccsssssssssscsssssssscssssrsccsesssssscsscesscsssssssssssces 37 Cash Receipts by Bat chives cccsciecccchesicceastseaccseseseccsccesecosastunntscntesnectcesscccvasasecescdasedeverensscevaleas 38 STEP 1 Compile the Checks ccccccccccccsssssscccesecsessnsssenecesecsessnsacascesecesessnsaeaeeesees 39 STEP 2 Set up th Batch rece ene ote ngied a eseag ccdsueekoa tees Diente dories sted 39 STEP 3A Enter A R Cash Receipts Select by Customer Number cccsssseeeeenees 40 Enter the Check Data meierei r E E EN OAE ONO hint tei 42 Apply A R Credits sain
53. AND ZARBOCK 572 1258 EEE III III IIR IOI IOI IIR I IK etc 160 PAST DUE 31 60 APR 61 90 MAR OVER 90 FEB 100 68 31 DS02390 PAGE 0001 FINCHG L PAY C LIMIT L SALE 00 92393 61391 24 82191 61391 76 18 35 01 111293 5000 50391 86 01 100893 5000 50691 164 97 31494 2000 31494 Dim3D Rev 10 0 A R Reports 10 Other Aging Formats When you select 10 Other Aging Formats from the A R Reports Menu the computer displays the following menu Aging by Transaction Store Aging by Invoice Aging by Invoice Status Aging by of Balance See the following four parts for descriptions of each report Dim3D Rev 10 0 161 A R Reports 10 1 Aging by Transaction Store This report shows a list of customers and their aging balances by store number It includes the customer number and name store number balance due current 1 30 days past due 61 90 days past due over 90 days past due credit limit finance charges and either the last sale date or last payment amount It also prints grand totals for the entire report DS02390C Customer Aging by Store DIM10 DATA Date mm dd yy Rev10 0 6 Port 39 Store 01 1 Input Parameters Report Date mmddyy Print 1 Numerically 2 Alphabetically 1 Beginning Customer Aging amp Stmts 000 Ending Customer Aging amp Stmts 999999 999 Consolidate Jobs Y N N Selection Code 0 All Accounts 0 1 Only Past Due 31 Only Over
54. After setting up the parameters select 3 for Create Text File or Print to Screen The computer displays if you are printing to screen only lt Ent gt Begin Printing Or if you are creating a text file Now Creating Text File CUST PRN Now Printing to Text File If the filename is already in use you will have the option of creating a new text file to replace it or to change the filename Wait while the data is processed The time it takes to process the data depends on how many records are in the file how many records are being selected and how many files are being used Then the computer displays Completed lt Ent gt Continue This text file can now be exported from the Dimensions system to a PC See DOSCOPY or another communication program to do this The following tables present the file layouts from the data dictionary of the customer files available for printing to a text file You will need this information after exporting the text file to a DOS application so it can be edited Dim3D Rev 10 0 263 A R Special Maintenance TEXT FILE LAYOUT FOR CM1 D CUSTOMER MASTER FILE 10JAN91 FIELD START END TOTAL OF BYTES 627 CUSTOMER NUMBER CUSTOMER NAME ADDRESS 1 ADDRESS 2 ADDRESS 3 ZIP CODE PHONE CONTACT TAX EXEMPT NUMBER AR GROUP 1 4 AR TYPE B O R TAX TYPE EACH PRICING Y N PO SHIP TO REQUIRED Y N SIGNATURE REQ Y N CUSTOMER HAS JOBS Y N SAVE CUSTOMER HISTORY Y N SAVE
55. Analysis cccccssssscecececesssesseseeeccesesenssssseeeeeceeeessnssaeeess 158 10 Other Aging Formats ihsana lest ceiekaciiel aa a a Madoc eda 161 10 1 Aging by Transaction Store cccccccccsssssssccecececessesssseeececsesesesseceeeeeceeesenessaseeeeecs 162 LO 2iAcinig by INVOICE menear edtsd toa docedee tee lus ok bad ees a o e a Res 164 10 3 Aging by Invoice Status ccccccccccccccsssssssscecececeesessssececececsesesssaeceseeeeesesestssseeeeeens 166 10 4 Aging by of Balance ccccccccccccssssssssccscececesesnsnseceseceessssnseaucesceseesenssnseasseceens 168 11 gt Customers Out of Baln cece suede a cate os unde a a a a eceaveed as 170 Statement Formats i cciciiscsicescesccecsissccess sessccses sosecessdbsccece sesccccddesccscsdassccecesescccsdiescccessesccestine 171 12 Blank Paper Statement c2csiccs tence Rb Esso cea telah a dace see a a ees een Coded deeds atad 171 18 Form Preprinted Heading ccc ccccescssesceeseseseceseaeaeseaeseaeaeaeseaeaeaeseaeaeaeseasasaeaeaeaes 174 14 Form Print Heading sorsrene iinne elections inestieeakedeeavabecdestueetisvendsatevenecdettenecdcevsnsediet 177 Table of Contents 15 Other Statement For MAtS oeta EEEE ELYSEE EEE ESEE E iE 179 15 1 Form Print Trans Discount sae ieiet a a a adai 180 15 2 Form Discount Options ccccsssessscccececsssessnsecscececssssnseseeesecsecsessnsaseessececesees 181 Tt5 3 Form Revolving ccc cceesces i5 sc
56. Automatically Select Next Customer in NUMBER Order Allows you to select the first customer to be changed and then the computer will automatically select the next customer to change in numerical order one at a time gt 3 Automatically Select Next Customer in NAME Order Same as option 2 except uses customer name order gt EsEND End this program and return to the previous menu 66 Dim3D Rev 10 0 Search For amp Select a Customer NOTES 4 5 A R Procedures Then the computer displays the fields that can be changed DS02502 Change Select CM1 D Flds DIM10 DATA Date mm dd yy Rev10 0 1 Port 38 Store 01 3 Address 1 Address 2 Address 3 6 Zip Code Phone Number Contact 9 Tax Exempt Number AR Group AR Type 12 Tax Type Each Pricing PO Required 15 Signature Required Cust has Jobs Save Cust History 18 Save Lien Info Store Number Salesman Number 21 Price Level Class Credit Hold 24 Terms Statement Day Tax Code 27 Extra Code Credit Limit Bid Number 30 Open Date 66 Installment Pymnt Credit Lim Type Detail w Statement Temporary Terms Resale Price Level Put an X in the fields you wish to change Hit lt Up Arrow gt if you are finished selecting fields Enter one of the following options gt Enter an X next to the field s you wish to change gt Press Enter to skip a field gt Press Esc to back up one fi
57. CM1 D Print Zero Balance with Activity Y N Print Zero Balance Invoices Y N Print Discount Avail per Invoice Y N Number of Copies Store Number 0 A11 Stores Print Customer P O Select Optional Field Y N 2 Calculate Aging Balances 3 Print Statement Backup Report Enter Option E to End Special and Unique Input Parameters Selection Code Enter the customer aging category you wish to include on the O All Accounts report The default is 0 zero which prints all accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Statement Day Enter 0 zero to print all accounts or a day 1 81 to print only 0 Print All Accounts those accounts with a matching statement day found in the 1 31 Only If Match On CM1 D Customer Master File CM1 D Print Zero Balance With Enter Y to print customers with zero balances showing Activity activity N if you wish to print all customers regardless of balance or activity Print Zero Balance Invoices Enter Y to print invoices with a zero balance N to not print them Print Discount Avail Per Enter Y to print the available discount for each invoice on the detail Invoice portion for each customer Or enter N to exclude printing the discount per invoice 186 Dim3D Rev 10 0 A R Reports SAMPLE STATEMENT BACKUP REPORT ALL INPUT PARAMETERS BY DEFAULT mm dd yy STORE 00 ALL CUSTOMER STATEMENT Ds02392 15 09 37 1010 0000 AAA CONSTRUCTION P O BOX 809 PAGE
58. Code 0 0 All Accounts 1 Past Due 31 61 Over 60 91 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Number of Copies Store Number 0 A11 Stores 2 Calculate Aging Balances 3 Print Statements Over 30 Over 90 Enter Option E to End Special and Unique Input Parameters Past Due Payment Amount Comes from CM1 D aging buckets 1 30 31 60 61 90 91 If no payment was made during the month or if a partial payment was made the past due payments will be aged during the A R month end update The total of all the buckets except Current will show in the Past Due Payment Amount on the statement Current Payment Amount Comes from CM1 D Current The current payment amount is calculated at month end during Calculate Finance Charges and is written to CM1 D Total Payment Due Total of Past Due Payment and Current Payment Amount 182 Dim3D Rev 10 0 A R Reports 15 4 Blank Paper Invoice Detail This report prints invoice detail similar to the detail printed following a blank paper statement No statement is printed just the invoice detail if it is found in the Sales History File SHO D The report shows transaction detail with the following information HEADING Transaction number and type invoice return etc Customer number and name Transaction date and time Misc notes customer PO number and delivery date as entered on the back page of the ticke
59. DR 0 00 FIN CHG DR 0 00 A R CR 1500 00 RUNNING BATCH TOTALS BANK DEBITS 00 DISCOUNTS 00 FIN CHG 00 OTHER DR CR 1500 00 1500 00 LAST PAY DATE IF BANK DEBIT 7 00 This cash receipt entry will show as an adjustment on the customer s statement Dim3D Rev 10 0 13 A R Procedures Apply Credits to Customer PURPOSE There are 4 methods of applying credits to customer balances METHOD 1 APPLY CREDITS TO OLD BALANCE This method allows you to take the credit balance of selected customers and apply it to the oldest invoices It performs the following steps for balance forward and open item customers 1 Credit balances of each selected customer with the requested type of account are added together into a credit total and the credit balances are zeroed out 2 The credit total is applied to the customer s oldest invoices based on the transaction date without regard to store number 3 Ifall invoices are paid off and there is still credit left an unapplied transaction will be generated automatically using the store number for the customer found in the CM1 D Customer Master File NOTE All batches in Cash Receipts by Batch must be posted before you can apply credits to old balances METHOD 2 SAME CUSTOMER Use this procedure if a customer wishes to apply a return or a group of returns to charges on his account or match a return to the invoice on which the original goods were boug
60. DS02312 13 31 45 PAGE 0001 NUMBER NAME SIGNATURE 1 SIGNATURE 2 SIGNATURE 3 SIGNATURE 4 SIGNATURE 5 SIGNATURE 6 1010 000 AAA CONSTRUCTION BETTY JAMES FRANK WHITE HAROLD JAMES JOE GREEN 1010 100 AAA CONSTRUCTION BETTY JAMES FRANK WHITE HAROLD JAMES JOE GREEN 1010 200 AAA CONSTRUCTION BETTY JAMES FRANK WHITE HAROLD JAMES JOE GREEN 1010 300 AAA CONSTRUCTION BETTY JAMES FRANK WHITE HAROLD JAMES JOE GREEN 1020 000 ALLEN DAVID DAVID ALLEN MARRY ALLEN JOHN PARKER STEVE SMITH 1030 000 ANDERSON MIKE MIKE ANDERSON Dim3D Rev 10 0 149 A R Reports 7 Messages Print this report to check customer messages sometimes called credit notes This information is kept in the Customer Misc File CM2 D Messages appear during Point of Sale after selecting a customer They can be changed at POS even though they are stored in CM2 D DS02313 Customer List Credit Notes DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically L Beginning Customer 000 Ending Customer 999999 999 Number of Copies L Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST MESSAGES mm dd yy CUSTOMER LIST CREDIT NOTES DS02313 13 32 26 PAGE 0001 NUMBER MESSAGE 1 NOTE MESSAGE 2 NOTE MESSAGE 3 NOTE 1010 000 CHECK JOB ACCOUNTS 1010 100 1010 200 1010 300 1020 000 1030 000 1040 000 1040 001 1040 002 1040 003 15
61. Day End OQ Successful Month End QO Year End Backup Tapes Tape Name Files on Tape Backup Date reacts ae ee ee Id Fiscal Year End Accounts Receivable Run Year End Update No Finance Charges Po Print Year End Reports a era aaa es ee Calendar Year End o y O B eee er Tod et Accounts Receivable Run Year End Update Clear F C Onl i OS eae a ee T y O Dim3D Rev 10 0 279 A R Special Maintenance YEAR END REPORT CHECKLIST FOR A R Mode Report Description Date Printed Accounts Receivable 8 Traditional Aged Analysis Po PO 14 6 Statement Backup C dt 15 1 Profitability Report Format A Jo o Pp Cd 17 Year to Date Information O J O 18 Credit Limit Report optional J o i C aa es ee Se O 280 Dim3D Rev 10 0 Appendix A APPENDIX A A R FILES Dim3D Rev 10 0 281 Appendix A APPENDIX A A R Files Accounts Receivable information is stored and processed using several files Each file contains very specific information and is used by the system when performing certain functions The following table shows a description of each file along with information on how records are added and deleted during normal A R processing 282 Dim3D Rev 10 0 Appendix A Filename Title Indexes Description How Aded__ How Deleted N PAPE AP ane ee Dee ek CM1 D CM2 D CM3 D CM4 D CM4H D CM5 D CM5H D CM6 D cont Customer Master
62. Dim3D Rev 10 0 SHIP TO 1 Parker Job BY STORE DIM10 DATA DS02390C PAGE 0001 PAST DUE 31 60 DAYS 61 90 DAYS C LIMIT FIN CHG L PAY 1 30 DAYS 90 DAYS L SALE 70601 70601 1 4135277474 TYPE O GROUP 1 22 2917 51 11 11 611 84 611 84 2917 51 11 611 84 2917 51 480 2311 60 2917 51 11 49 2917 51 49 2917 51 531 2698 51 2917 51 33 84 2917 51 00 262 2574 999999 90299 53 111599 572 1258 21699 111999 485 1187 70601 110600 254 0484 3500 2775 55 2 00 2777 55 101599 100499 00 00 2777 55 583 8043 21699 101900 612 587 1212 10000 2744 97 2 00 00 2746 97 566 9393 1500 765 78 765 78 PAST DUE 31 60 61 90 DAYS DAYS FIN CHG NO OF ACCOUNT 402155 12 23398 59 378756 53 12307 8 12315 378756 53 12315 378756 53 12315 PERCENT OF TOTAL A R NO OF ACCOUNTS 15 19 00 00 59 08 00 163 A R Reports 10 2 Aging by Invoice This report prints an aging report which places each transaction in its proper aging column It also shows a partial paid column If an asterisk appears next to an invoice the balance due is not equal to the original balance indicates a partial payment has been made It shows the following information for each transaction under each customer Store number Transaction date Transaction type INVC RTRN FCHG UNAP Invoice transaction number Due date Charges this period DS02390D Customer Agin
63. Ent gt Create Unapplied I Inquiry M More lt Esc gt Void Detail gt lt Ent gt Create Unapplied This applies the payment to the displayed customer transaction and creates an unapplied transaction for the Remaining amount without providing the specific transaction s to pay The computer creates an unapplied transaction using the store number found in CM1 D for this customer You are returned to Date Step 3 to enter another cash receipt gt Inquiry Go to A R File Inquiry Return here when done gt M More Go back to Step 6 to select more transactions to pay or change them if needed gt lt Esc gt Void Detail The computer asks OK To Void All Detail Y N Enter Y to void the selections and go to the debit credit information in Step 6 Or enter N to keep them and repeat this step if you want to change the apply detail gt lt Ent gt Accept Accepts the entries as displayed and returns to Step 3 Date to enter another cash receipt gt lt Esc gt Change Store This option appears only if you are running multiple stores Change the displayed store number Then enter the transaction number for that store 11 When you are done entering cash receipts press Ese at Date Then press Ese again to return to the Cash Receipts By Batch Menu STEP 4 Enter Non A R Cash Receipts Use this procedure to enter cash receipts without applying them toa customer account for items such as vending machine receipts reba
64. Enter to start with the first customer in the file If selecting in alphabetical order enter the beginning customer name or press Enter to start alphabetically with the first customer in the file Dim3D Rev 10 0 261 A R Special Maintenance 262 Ending Customer Aging amp Print Selection Code 0 All Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Consolidate Jobs Y N Select Customers with Zero Balances Y N Select Customers with Credit Balances Y N Text File Type 1 Fixed Field 2 User Selected Delimiter 3 CRLF After Each Field Delimiter If File Type 2 Include CM2 Y N Store Number If selecting in numerical order enter the ending customer number or Tab to accept the default response selects all remaining customers If selecting in alphabetical order enter the ending customer or Tab to accept the default response selects all remaining customers Enter the customer aging category 1 31 61 or 91 you wish to select or press Tab to accept the default of all accounts Enter Y if you wish to consolidate amounts from all jobs into the main account Or enter N to keep each job separate Enter Y to select all customers regardless of balance Or enter N to select customers with balances only Enter Y to select customers with a credit balance Or enter N to not select customers with credit balances 1 This parameter sets up how the field
65. Entries The totals should be zero PROCEDURE METHOD 4 DIFFERENT CUSTOMERS NO AUDIT TRAIL 1 11 12 13 14 Go to Cash Receipts by Batch enter a batch ID then select Enter A R Cash Receipts Select 2 for Select By Transaction Number The computer displays the check data and debit credit information screen The cursor is positioned at Date Press Tab to accept the displayed date or enter the appropriate date of this entry Check No Press Tab to bypass Reference Enter a brief description such as APPLY CRED up to 10 characters Fill in the following debit credit information Bank DR 0 zero Discount DR 0 zero Fin Chg DR 0 zero AIR CR 0 zero The computer displays the Apply By Transaction screen The cursor is positioned at Trans Enter the credit transaction number being zeroed out The selected transaction is displayed along with its corresponding customer The cursor is positioned under Applied Enter the credit balance amount as a negative amount It is displayed in Remaining Then enter the transaction number to which this credit is to be applied The selected transaction is displayed along with its corresponding customer The cursor is positioned under Applied If correct press Enter to apply the Remaining balance to this transaction It not correct press Esce to go back to Step 9 to enter a different transaction number If the Remaining balance is zero and this was the correc
66. F to change the fax number or Ese to return to the previous screen If your password is a user level 6 or higher and if you have lien data for this customer and you selected L Lien Data in Step 4 the computer displays the lien data For example CUSTOMER LIEN FILE CUSTOMER NUMBER 6090 000 JOB ADDRESS ADDR 1 3000 SOUTH GREENWOOD ADDR 2 CITY SALT LAKE CITY STATE UT ZIP 88888 PROPERTY OWNR TOM THOMPSON ADDR 1 909 EAST BENCH ADDR 2 CITY STATE ZIP SALT LAKE CITY UT 88888 ORIG CNTRCTR AAA CONTRACTORS ADDR 1 ADDR 2 CITY STATE ZIP RETURN TO PREVIOUS SCREEN LENDER 1ST BANK OF USA ADDR 1 11 S STATE ADDR 2 P O BOX 1100 CITY SALT LAKE CITY STATE UT ZIP 88887 ESTIMATED COST PROJ TYPE PRE LEIN PRE LEIN PRE LEIN INVOICECE 20003865 PRE LEIN INVOICE DATE 32994 NOT USED 0 MISC 1 MISC 2 00 NUMBER DATE 645509 42994 PRINT FLAG Y N U Press Enter to end this screen and return to Step 3 1 View Payment Detail 32 If you selected D Detail in Step 4 the computer displays the following options Displays current month s payments and discounts This comes from CM4 D If there is more than one payment each check number and corresponding information is also displayed Press Enter to view more payments for the customer To end the display press Enter at No More Payments Return to the options above Dim3D Rev 10 0 2 View Transa
67. File Customer Misc File Customer Transaction File Cash Receipts Transactions Cash Receipts Transaction History Open Items Applied File Open Items Applied History Bad Check File Dim3D Rev 10 0 I1 Holds a list of A R customers and their balances There is one record for every active and inactive customer File size should be 30 larger than the total number of customers to allow for future expansion Additional information about A R customers in CM1 D such as ship to address email address cell phone number and Dispatch amp Delivery settings Holds all open transactions against customer accounts including all outstanding invoices returns and unapplied payments There is one record per open transaction Holds all payments and adjustments made by A R customers per month There is one record per payment cash receipt and adjustment Similar to CM4 D Cash Receipts Transactions It keeps a history of customer payments Holds activity against a customer charge credit memo used payment made etc for the month Similar to CM5 D Open Items Applied It keeps a history of how customer payments were applied to invoices Holds an identification for bad checks such as a driver s license or social security number There is one record per bad check per year Ifa match is found at POS a message will be displayed File Maintenance Add New Customers File Maintenance Ad
68. File CM16 D BEFORE YOU BEGIN Since this is a system manager or credit manager procedure the See Also Search For amp Select a Customer password used for this procedure is assigned a user level 6 or greater If this is not done the option to show credit information in A R File Inquiry will not be displayed PROCEDURE 1 From the Accounts Receivable Menu select File Inquiry 2 Select and accept the desired customer 3 The computer displays the inquiry screen Select C for Credit Options 4 The computer displays the credit options Put On Credit Hold 5 Credit Notes History Take Off Credit Hold 6 Credit Contact Fax Change Credit Limit Release Code Change Credit Limit Enter Option Or lt Esc gt To End lt UpA gt Change Store Select 5 for credit notes history Dim3D Rev 10 0 83 A R Procedures 5 The computer displays Number 4010 000 JOHNSON JIM Credit Contact Ph 359 8711 Fax Current Balance Account High Balance Credit Limit f Fax Options S I A N Credit Hold Credit Hold Date 00 00 00 By SSN Removed Date 00 00 00 By Last Credit Hold 0 Date Last Sale 10 11 99 Date Last Payment 04 09 96 Amount 2 09 97 THIS IS A FANTASTIC FEATURE FOR ORGANIZING YOUR A R EFFORTS 4 13 96 DID I GET THE CHECK 4 09 96 JIM TOLD ME THE CHECK IS IN THE MAIL A Add C Change D Delete E End N Next P Previous H History Enter Option or a Date to View Th
69. For example DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 998 000 PRELIEN TEST Store 1 Batch CR123 Period 04 Apply by transaction A R Credit Remaining eves E AE EE alance Applied 1 2200111U Sale 07 29 99 lt Ent gt Apply Remaining Balance 0 Zero Applied lt Esc gt Back to Transaction 52 Dim3D Rev 10 0 A R Procedures The cursor is positioned at Applied Now you can do one of the following options gt Enter the amount to be applied to this transaction gt lt Ent gt Apply Remaining Balance Press Enter to apply the Remaining balance as shown in the box towards the top of the screen If the Remaining is more than the Balance the Balance amount is used If the transaction had previously been partially paid the Balance would show how much is still owing on it gt 0 Zero Applied Enter 0 zero to apply nothing to this transaction and skip it gt lt sc gt Back To Transaction Go back to Step 7 to select another transaction NOTE There are 2 types of remaining balance Remaining and Balance Remaining refers to the amount left on the cash receipt to be applied to transactions see the box at the top of the screen A R Credit Remaining The A R Credit amount comes from the debit credit information entered in Step 9 As the credit is applied to transactions the amount Remaining is reduced Balance refers to the amount remaining on the transaction For ex
70. Input Parameters Minimum Sales for Disc Exempt from Discount 0 None 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Dim3D Rev 10 0 Enter the minimum MTD sales amount required in order to print the statement discount message For example if you require the customer to purchase 500 a month before a discount is offered to them enter 500 If you require that there is no balance in a certain bucket enter the number corresponding to that bucket For example if the customer must be current have no past due balances at all before the discount is offered enter 1 Then if any customer has a balance in 1 80 31 60 61 90 or 91 and over the discount message will not print on their statement The default response is 31 customers with balances over 30 days past due will not receive the statement discount message 181 A R Reports 15 3 Form Revolving This statement is the same as Form Preprinted Heading except that for revolving customers it prints the following payment information Past Due Payment Amount Current Payment Amount Total Payment Due DS02391E A R Statements DIM10 DATA Date mm dd yy Rev10 0 2 Port 39 1 Input Parameters Store 00 Statement Date mmddyy Order 1 Number 2 Name 3 Zip aE Beginning Customer 000 Ending Customer 999999 999 Assigned Salesman 0 All 0 Print Ship To Address Customer Class 0 A11 0 Print YTD Finance Charges N A R Group 0 A11 0 Print Job Consolidated Stmt Y Selection
71. L Cash Receipts by Batch 59 Use Customer Store for Pricing 8 V Variable File Descriptions 221 Credit Hold Descriptions 223 Customer Class Descriptions 222 Extra Code Descriptions 224 326 G L Integration 226 Miscellaneous Codes 227 Miscellaneous Codes 228 Purge Update Dates 230 Volume Discount Table 229 Password Account Options 231 A R Inquiry Fields 234 Add Maintain CM1 Fields 232 Add Maintain CM2 Fields 233 Other Password Account Options 235 payroll deduction employee paid on account 94 Pre Liens 313 Pre Lien Maintenance 314 Password Account Option 315 default print flag 315 Pre Lien Information 314 next pre lien number 315 print program 314 Pre Lien Report 316 Reports 236 Special Pricing 220 Statement Information 217 A R Statement Messages 218 A R Statement Options 219 Terms Information 209 Transaction Numbers 225 void receipt 59 volume discount code 215 volume discount table 229 W Write Off Bad Debt 132 A R doubtful account 132 bad debt expense 132 Write Off Finance Charge 134 Y Year to Date Information report 195 Z zip code 4 Dim3D Rev 10 0
72. LIEN INFO Y N STORE NUMBER 1 99 SALESMAN NUMBER 1 99 PRICE LEVEL 1 99 CLASS 1 99 CREDIT HOLD 0 99 TERMS 1 99 STATEMENT DAY 0 31 TAX CODE 1 999 EXTRA CODE 0 99 CREDIT LIMIT 0 NO LIMIT BID NUMBER OPEN DATE MMDDYY LAST PAY DATE MMDDYY LAST PURCHASE DATE MMDDYY LIEN DATE MMDDYY LIEN INVOICE HIGH BALANCE DATE MMDDYY BEG MONTHLY BALANCE CURRENT BALANCE 1 30 DAYS PAST DUE 31 60 DAYS PAST DUE 61 90 DAYS PAST DUE OVER 90 DAYS PAST DUE FINANCE CHARGE BALANCE MTD CHARGES MTD RETURNS MTD PAYMENTS MTD ADJUSTMENT MTD FINANCE CHARGE MTD DISCOUNT ALLOWED MTD DOLLAR SALES MTD DOLLAR COST YTD DOLLAR SALES YTD DOLLAR COST YTD FINANCE CHARGE HIGH BAL THIS YEAR HIGH BAL LAST YEAR MTD MARKET COST YTD MARKET COST MTD DISCOUNTS STATEMENT CREDIT LIMIT TYPE OONDNAARWDY 3 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 0 0 0 0 0 0 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 0 264 Dim3D Rev 10 0 A R Special Maintenance TEXT FILE LAYOUT FOR CM1 D CUSTOMER MASTER FILE CONT START END SIZE DEC BYTE BYTE 341 344 4or11 345 348 4or11 349 352 4or11 353 353 1 354 357 4or11 358 361 4or11 362 365 4or11 366 369 4or2 370 373 4or 11 374 377 4or 11 378 378 1or2 RUNNING BALANCE BEG MO BAL RUNNING BALANCE ADDED MTD RUNNING BALANCE SUBTRACT MTD DETAIL WITH STATEMENT Y N LAST PAYMENT AMO
73. Liens Date Selection 0 No Date Selection 1 Open Date 2 Invoice Date 3 Pre Lien Date Beginning Date 0 Ending Date 999999 Number of Copies A Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Press Enter if all parameters for the report are correct and you wish to print E to end this process and not print the report or 1 to enter new parameters If you entered 1 to change the input parameters the cursor moves to the top of the screen Use normal procedures for entering the input parameters Print Enter 1 to include open pre liens which have not 1 Non Print Pre Liens Only been printed yet 2 to include only pre liens which 2 Printed Pre Liens Only have been printed or 3 to include all pre liens 3 All Pre Liens Date Selection Enter the number corresponding to the date you 0 No Date Selection wish to print You will supply the beginning and 1 Open Date ending dates below 2 Invoice Date 3 Pre Lien Date Beginning Date Based on the date selection above enter the beginning date Or press Tab to begin with the first date found Ending Date Also enter the ending date or press Tab to pick up all remaining dates 5 Use normal procedures for printing the report Dim3D Rev 10 0 307 Appendix B mm dd yy 10 38 14 8000 000 HOUSES R US 501 S W MCLEOD ST P O BOX 3456 JORDAN UT 85113 Open Date 03 31 94 Class 3 Contact BRUCE KILLER Estimated Cost 5000 00 Project Typ
74. Liens Only 3 Both Active amp On Hold 5 Use normal procedures for printing the report mm dd yy 14 15 58 6464 000 XYZ CORP 123 MAIN STREET ANYTOWN USA 91919 Open Date Class Contact 07 25 01 c dk FRED SMITH Estimated Cost Project Type Print Lien 2768 90 NOTES 300 SAMPLE PRE LIEN EDIT LIST PRE LIEN EDIT LIST Job Address CUST ADDR 1 CUST ADDR 2 CUST CITY 88888 Construction Lender CONST LENDER NAME CONST LENDER ADDR CONST LENDER ADDR CONST LENDER CITY 8888 Invoice No UT 2200258 Invoice Date 07 26 01 DIM10 DATA Owner of Property PROPERTY OWNER NAME PROPERTY OWNER ADDR 1 PROPERTY OWNER ADDR 2 PROPERTY OWNER CITY UT 88888 Subcontractor SUBCNTR NAME SUBCNTR ADDR 1 SUBCNTR ADDR 2 SUBCNTR CITY 88888 of pre liens you wish to print cs02021 PAGE 0001 Original Contractor ORIGINAL CONT NAME ORIGINAL CONT ADDR 1 ORIGINAL CONT ADDR 2 ORIGINAL CONT CITY UT 8888 Trust Fund Leaseholder TRUST FUND NAME TRUST FUND ADDR 1 TRUST FUND ADDR 2 TRUST FUND CITY 88888 Dim3D Rev 10 0 Appendix B Part 2 2 Print Labels PURPOSE This program prints mailing labels for the lender original contractor and property owner for all pre liens printed on the Edit List and to be printed in Part 2 3 Use 1 x 3 single wide mailing labels This is optional BEFORE YOU BEGIN Make sure you have the proper labels loaded in the printer NOTES
75. Limit 1 Enter the amount of credit allowed for this customer Enter it in whole dollars up to 8 digits 2 0 indicates no limit unlimited credit 29 Bid Number 1 Enter a valid bid number for special pricing if there is one for this customer Then at POS this customer will receive the bid prices corresponding to the items on the bid 2 0 indicates there is no bid assigned Bids are created in Special Pricing 4 If you create a bid for this customer under Special Pricing the computer will automatically insert the bid number here ise 30 Open Date 1 Enter the date you opened this account in the standard date format mmddyy 2 If the date is left blank the date of the first invoice written at POS for this customer will be inserted here automatically 8 Dim3D Rev 10 0 A R Procedures 31 Credit Limit Type Available credit is calculated according to these codes compared to CREDIT LIMIT T total jobs on order account balance J total jobs no on order account balance O on order no total jobs account balance Others account balance only no jobs and no on order 32 Statement Detail Y When printing blank paper statements the computer will print the statement for this customer and immediately follow with printing a recap of the invoices for the current period This will work only if you are saving sales history because the invoice detail comes from Sales History SHO D N Will not print the invoices a
76. MTD Market Cost YTD Market Cost MTD Disc Statement Credit Limit Type Beginning Running Bal Added To Running Bal Subtract From Running Bal Detail With Statement Last Payment Amount Dollars On Order Installment Payment Temporary Terms Resale Price Level Dim3D Rev 10 0 A R Special Maintenance 3 Change Cust Numbers CM1 CM2 ps02401 Customer Number Changes DIM10 DATA Date mm dd yy Rev8 0 0 Port 39 Old Customer Number 000 Store 01 New Customer Number lt CR gt Next Item FISD IOI IOI EEE EEEE AE AE EEEE WARN TING F F A e e e e ICICI III e e e TIO IIR IK there are quotes orders customer transactions etc then DO NOT change the customer number n H Be very sure there are not any existing files using these customers If i 1 i lt Esc gt End FILENAME CM1 D Customer Master File and CM2 D Customer Misc File KEYS Customer Number COMMENTS Allows you to change the customer number in both CM1 D and CM2 D You must be sure that there are no existing entries using the customer number you wish to change Any entries involving customers numbers such as quotes orders open invoices payments and so forth should be checked thoroughly before changing the customer number The program first asks for the old customer number The computer displays the corresponding customer name and asks for the new number Either press Enter to leave unchanged or enter the new customer nu
77. Maintenance 7 Print Unmatched Trans CM3 DS09024 Print Unmatched CM3 D Records DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters FILENAME CM3 D Customer Transaction File KEYS N A COMMENTS Allows you to print a report showing any transactions in CM3 D Customer Transaction File that do not have a corresponding customer in CM1 D Customer Master File This situation might occur if you had deleted a customer from CM1 D that still had activity in CM3 D The report will show the following information Customer Original amount Store Balance Transaction number Due date Source Discount Status Lienable Y N Date Dim3D Rev 10 0 247 A R Special Maintenance 8 Change CM3 Due Dates by Range DS09035 Change CM3 Due Dates DIM10 DATA Date mm dd yy Rev8 1 2 Port 39 Store Change due dates for a range of dates based on current due date Enter the following dates in the format of YYYYMMDD Beginning on or after Ending before or on With a due date of Will change due date to IMPORTANT The dates must be entered with the YYYYMMDD format FILENAME CM3 D Customer Transaction File KEYS N A COMMENTS Allows you to change due dates for transactions CM3 D for a range of transaction dates IMPORTANT The dates must be entered with the YYYYMMDD format I
78. NORWALK 000 BRODERICK AND ZARBOCK P 570 EAST 10345 SOUT NORWALK 000 CHRISTENSEN DAVID 7375 SOUTH LUANA CI NORWALK 000 CLASSY BUILDERS 13008 SOUTH 1300 WE NORWALK 000 CONSTRUCTION ADVISORS 2361 LOGAN AVE NORWALK 000 CYSTIC FIBROSIS FOUNDAT 1234 WAY RD NORWALK 000 DRAPER ROY 9502 NORTH 6800 WES NORWALK 000 DYNAPACK ROTATING SIGNS 338 WEST HAVEN AVE NORWALK 000 DYNASTY CORPORATION 5899 SOUTH STATE ST NORWALK 000 ELDREDGE JOEL 6941 SOUTH 160 EAST NORWALK 000 ENTEC 145 WEST 2950 SOUTH NORWALK 000 ESCO ENGINEERING 3500 SOUTH MAIN STR NORWALK 1 2 3 4 5 6 7 8 9 The computer displays up to 15 customers at a time with a corresponding line number The cursor is positioned at Enter Customer Number or Name The customer with the closest match will be the first customer highlighted on line 1 L You have the following options lt Ent gt Select Press Enter to select the highlighted customer Continue with the program lt Up Dn Arrow gt Scroll Press the up or down arrow to scroll through the displayed list Page Down Allows you to page down using the last customer displayed as the first customer of the new display Depending on the keyboard there are several ways of paging down gt All keyboards Press the period and Enter gt IBM 3151 Press Home 2 Prev PAGE Next ee A gt Wyse terminals Press PAGE gt PCs and monitors Press Page Down Page Up Allows you to page up using the fir
79. Owner of property name and address Original contractor name and address Construction lender name and address Subcontractor name and address Trust fund or leasehold owner name and address Project type with notes Ne Ea ew SS Sea A TD Oo Project Type Up to 20 characters which describe this project i e BUILDING MATERIALS The pre lien form requests a description of material labor services or equipment furnished Misc Notes 1 amp 2 Up to 20 characters on each line for notes 8 Estimated cost with print flag Estimated Cost This is most likely the credit limit on any particular job up to 12 2 digits Print Flag The computer defaults to the response set up in the Pre Lien Variable File Pre Lien Maintenance Password Account Option field 2 Default Print Flag Either press Tab to accept it or enter another response Y pre lien form will be printed N pre lien is on hold and will not be printed until it is changed to Y If no default is found the computer assumes N The cursor is positioned at Job Address Addr1 The options displayed at the bottom of the screen are lt UpA gt Default Address End You have the following options gt Enter the first line of street address for the job Then enter the rest of the address in the remaining fields gt Press up arrow to select the default address to use in this field The computer displays a menu of address options CM1 Name amp Address CM
80. PAGE 0001 PAST DUE st GP TY BALANCE CURRENT 31 60 61 90 OVER 90 FIN CHG L PAY CH AS DUE DAYS DAYS DAYS C LIMIT L SALE 1 7010 000 VALLEY ROOFING 1 B 98 69 20 00 66 38 32 31 966 8682 1 2500 112890 wkkkKKKKKK ERROR NO 1 OUT OF BALANCE DIFFERENCE 20 00 IS AGING CURRENT If the difference is positive the BALANCE DUE is more than the buckets If the difference is negative the BALANCE DUE is less than the buckets 3 You must first determine what is the correct BALANCE DUE Compare the correct BALANCE DUE to the printed BALANCE DUE Is it overstated or is the detail buckets understated or vice versa If the BALANCE DUE is incorrect and the detail is correct you must change CM1 D through Special Maintenance for CM1 D See Step 4 If the BALANCE DUE is correct but the detail is incorrect you must change CM3 D transaction through Special Maintenance See Step 5 WARNING Using Special Maintenance for changing account balances leaves no audit trail Proceed with caution 86 Dim3D Rev 10 0 AIR File Inquiry NOTES A R Procedures 4 CM1 D Special Maintenance VVVVVV Go to Accounts Receivable Select A R Special Maintenance Select Customer Master File Maint CM1 Enter V for View Enter the customer number requiring a change Enter C for Change Tab to the field requiring a change Remember BALANCE DUE or ENDING BALANCE is calculated from the following fields 36 BEG MO BAL 43 MTD CHARGES 4
81. PROCEDURE From the Process Pre Liens Menu select 2 for Print Labels The computer displays cs02025 Pre Lien Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically L Beginning Customer 000 Ending Customer 999999 999 Include Invoices thru MMDDYY 72601 Store Number 0 A11 0 Number of Copies 4 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Press Enter if all parameters for the report are correct and you wish to print E to end this process and not print the labels or 1 to enter new parameters If you entered 1 to change input parameters the cursor moves to the top of the screen Use normal procedures for entering the input parameters Include Invoices Thru If desired enter a transaction date through which MMDDYY to include invoices Customers with invoices up to and including this date will be printed Use normal procedures for printing the labels SAMPLE PRE LIEN MAILING LABELS 8000 000 L WESTERN BANK 80 S CENTER SUITE 1400 SLC UT 8000 000 c HOUSES R US 501 S W MCLEOD ST JORDAN UT 8000 000 o MARK JONES 4040 W LAKE ST SLC UT Dim3D Rev 10 0 301 Appendix B Part 2 3 Print Lien Forms PURPOSE Regardless of whether you print this report to a printer or a terminal it assigns the pre lien number date POS invoice and POS invoice date If you need to print again use Reprint Form wi
82. Press Ese to return to the previous options Ends the credit notes history option and returns to Step 3 main inquiry screen Allows you to review the next page of notes for this customer Twelve lines are displayed per screen They are displayed in reverse chronological order Allows you to review the previous page of notes for this customer after you have used the N Next option Dim3D Rev 10 0 A R Procedures H History This accesses information in the Credit History File CM9 D The Credit History File is updated as part of the A R month end update It stores information regarding the month end aging totals sales payments discounts etc This screen contains a large amount of data so it is displayed automatically in compressed print For example Number 3000 000 CLASSY DOORS amp WINDOWS Credit Contact Ph 303 424 1187 Fax Sales Invoice 1187 41 Current Balance 4037 49 Account High Balance 00 Margin Invoice 186 33 Credit Limit f 40000 Cumulative DSO X 76 Return Invoice 18 75 Credit Hold 1 Credit Hold Date 03 05 96 By 3 Taken Off Date 00 00 00 By 0 Last Credit Hold 0 Date Last Sale 03 05 96 Date Last Payment 02 17 97 Amount 5000 00 Date Balance Current 1 30 31 60 61 90 Over Payments Disc Taken Fin Chg MTD Sales DSO 1 96 11551 52 10019 81 00 624 75 00 884 13707 59 00 22 64 2160 24 153 12 95 20768 40 9233 62 00 2172 81 3205 97 7632 20000 00 00 00 14904 30 37 11 9
83. R group or only those who have signatures required Or you may wish to print a list showing a range of zip codes for a particular area or all customers except for a certain zip code range Since this parameter works the same for all A R reports containing it its function and use is described here To Use the SELECT OPTIONAL FIELD 1 If you wish to use this feature to customize the report enter Y at Select Optional Field while you are entering the input parameters 2 The computer displays DS02300 Select Customer Field DIM10 DATA Date mm dd yy Rev10 0 3 Port 37 Store 01 Enter Field To Check 1 i i 3 Address 1 i 4 Address 2 5 Address 3 i 6 Zip Code i 7 Phone i 8 Contact i 9 Tax Exempt Number i 10 AR Group 1 4 11 AR Type B 0O R 12 Tax Type R S 13 Each Pricing Y N 14 PO Required Y N 15 Signature Required 16 Cust Has Jobs Y N 17 Save Group Hist Y N 1 i The cursor is positioned at Enter Field To Check You can do one of three options gt Enter the actual field number from CM1 D of the field you wish to use for comparison The field names are listed in a box on the screen with their corresponding field numbers gt Ifyou need to see more fields use the up and down arrows Press Enter when the desired field is highlighted gt Press Esc to go back to the input parameters screen to change them or continue printing the report 3 After selecting a field above the correspo
84. R type B for Balance Getting A R Started Getting Started 3 Doing A R Cutover NOTES Forward In the A R Variable File enter a terms code for revolving terms For example 3 Description 5 Due Date Days 6 Finance Charge Code 7 Monthly Finance Charge 1 9 Monthly Finance Charge 2 12 Minimum Finance Charge 16 Discount Date Days 22 Revolving of Payments 23 Minimum Payment REVOLVING Enter your normal due date 1 starts applying finance charges after 1 30 days overdue Enter the monthly finance charge percent i e 1 5 for 14 Enter the same percent as Monthly Finance Charge 1 If you wish enter the minimum amount you charge if a customer qualifies for a finance charge i e 50 or 1 00 Make this date the same as the Due Date Days The ENDING BALANCE is divided by this number of payments to calculate the current payment due This calculation is done at month end when you calculate finance charges Enter the minimum amount for a revolving payment i e 20 00 If the calculated payment see Revolving of Payments is less than this amount the computer will use this minimum amount as the CURRENT payment amount instead Do an A R cutover for the revolving accounts only Change the revolving customers to A R type R for Revolving You can use the Special Maintenance program Change Fields w Range CM1 if you have a range of revolving customers to change R
85. See Step 6 Changes credit information See Step 7 Put On Credit Hold Take Off Credit Hold Change Credit Limit Release Code Change Credit Limit Credit Notes History Credit Contact Fax Option displays only if there are lienable invoices entered in the Pre Lien system See Step 8 Shows payment and invoice detail for this customer See Step 9 Option displays only if there is a CM2 record for this customer Shows CM2 D information Number 1010 000 F P S INC DBA BURGER KING Ship To 1 Ship To 2 Ship To 3 Builder s Club Acct Email Address Cell Phone Number Message 1 CALL HOME NOW Message 2 Message 3 Delivery Zone 288 Route Difficulty Map Code lt Ent gt to Continue Ends this screen and goes back to Enter Customer 5 Ifyou selected S Signatures in Step 4 the computer displays the extra signatures for this customer For example NUMBER 1060 000 BRODERICK AND ZARBOCK PLUMBING ANDY PHILLIPS BETTY SOUTH JEAN BRODERICK TODD BRODERICK Next Signature ERNESTINE WHITE FRED ANDERSON HARRY ZARBOCK lt Esc gt End They are displayed in alphabetical order according to the first character of the name Either enter another signature name to begin the display or press Esc to end this screen and return to Step 3 24 Dim3D Rev 10 0 A R Procedures 6 Ifyou selected l Item Pricing in Step 4 the computer displays the item selection routine For example Select Item
86. Use 1 x 3 single wide mailing labels Part 2 3 Print Lien Prints the pre lien forms for eligible pre liens Forms see Part 2 1 above The print program in the Pre Lien Variable File Pre Lien Maintenance Pre Lien Information field 1 Print Program for Pre Lien Forms will be used As each form is printed the pre lien is updated with the following pre lien number from Variable File date from input parameters POS invoice number first lienable invoice found in SHO D POS invoice date from POS invoice Print Flag U Regardless of whether you print this report to a printer or a terminal the program assigns these fields If you need to print again use Reprint Form with or without Logo found under Pre Lien Reports 298 Dim3D Rev 10 0 Appendix B Part 2 1 Print Edit List PURPOSE Print this report from the Customer Lien File CM8 D of the pre liens that are eligible to be printed on forms It prints customer pre lien information under the following conditions 1 Pre lien has not been printed previously the pre lien number date POS invoice number and date are all zero in CM8 D Print Flag Y in CM8 D 3 The Customer Master File CM1 D has a lien date lien amount and a current charge 4 The transaction must exist in the Sales History File SHO D i5 PROCEDURE From the Pre Liens Menu select Process Pre Liens NOTE If you receive the following message you must call Dimension
87. Y N Enter Y if you wish to eject a new page between jobs Or enter N if you wish to print the invoice detail continuously going over the perforations in the paper Page Eject Between Jobs Y N Dim3D Rev 10 0 183 A R Reports Type R D S A ALL Enter R to print regular transactions D for directs or S for special orders Or print all transactions by entering A SAMPLE STATEMENT BLANK PAPER PAGE EJECTS BETWEEN CUSTOMERS AND JOBS N 2000127 RETURN 100 000 HOUSE CHARGE ACCOUNT 01 22 91 08 37 MISC BAD COST REVERSAL CUST PO DEL DATE 01 22 91 W 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 2x4 92 5 8 STUD WHITE WOO 1011120A 53 34 369 99 MBF 19 74 SUBTOTAL 19 74 STATE SALES TAX 1 23 TOTAL 20 97 2000128 INVOICE 100 000 HOUSE CHARGE ACCOUNT 01 22 91 08 40 MISC CUST PO DEL DATE 01 22 91 W 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 2x4 92 5 8 STUD WHITE WOO 1011120A 53 34 369 99 MBF 19 74 SUBTOTAL 19 74 STATE SALES TAX 1 23 TOTAL 20 97 2000239 INVOICE 1010 200 AAA CONSTRUCTION 06 13 91 11 55 MISC CUST PO 555 DEL DATE 06 13 91 W 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 2x6 08 2 amp BTR FIR amp LAR 1102108A 800 00 396 00 MBF 316 80 SUBTOTAL 316 80 STATE SALES TAX 19 80 TOTAL 336 60 10101 INVOICE 1040 000 BECK STREET CONSTRUCTION 05 03 91 15 05 MISC CUST PO DEL DATE 00 00 00 wW 1 LN DESCRIPTION ITEM UNITS PRICE AMOUNT 1 LAST ITEM 99999999 100 00 SUBTOTAL 100 00 STATE SALES TAX
88. a month end update to clear out the account Then you can delete it Or if the selected customer has transactions still in the Sales Master File SMO D the computer displays Can t Delete Customer Still Has Activity In Sm0 D Transaction 1 4000053 Press Enter to acknowledge this message The computer shows the first transaction number preceded by the store number found in the Sales Master File for this customer Perhaps it is an open quote or order that is no longer valid You could print an Open Order or Open Quote Register to locate the transaction If appropriate delete the transaction see the Sales User Manual POS Procedures Void Delete 92 Dim3D Rev 10 0 A R Procedures Or if the selected customer is a main customer but job accounts under it have transactions still in the Sales Master File SMO D the computer displays a message indicating that year to date activity was found on job accounts and asks if you wish to delete the main account anyway 5 If the customer has no balances and no activity the computer asks Delete Customer Enter Y to delete it from both CM1 D and CM2 D Or press Enter to not delete it Or if the customer has no activity except for year to date sales and or cost stored in CM1 D the computer displays Warning Customer Has Year To Date Activity Delete Anyway Y N Answer accordingly You may wish to wait until after doing a year end update for A R which clears out year to date a
89. an adjustment for returns or tax corrections That should be done through POS or Invoice Posting PROCEDURE See Also Cash Receipts 1 Start a new cash receipts batch for adjustments By Batch Select and accept the customer needing an adjustment Enter the date of adjustment At Check No press Enter to bypass a fF WO N Enter a reference number such as a customer s invoice number or CR MEMO 6 Make the following entries Bank DR Press Enter if the bank will not be affected Discount DR Press Enter Fin Chg DR Press Enter 7 At A R CR enter the amount to adjust A R Since this is Cash Receipts a positive amount will decrease A R credit and a negative amount will increase A R debit 8 Ifthe proof total is not zero you need to specify the G L account and amount for the offsetting entry MISC DEBITS CREDITS G L No Enter the G L account number to debit or credit if the A R amount was a negative You can search for a G L number by pressing up arrow After entering a G L account number the computer displays the account description for your verification Amount Enter the debit or credit amount to offset A R Or press up arrow to pick up the proof total if that is the amount to be posted to this account A positive amount will increase debit and a negative amount will decrease credit 9 As you enter the data the Running Batch Totals are updated If the Proof is not zero you can repe
90. credit limit release code to continue with the transaction Changing the credit limit release code here also changes it in the A R Variable File Miscellaneous Codes Miscellaneous Codes 4 Credit Limit Release Code Ifa credit limit release code is not entered it will default to the credit limit release code found in the Variable File If the option is not turned on in the Variable File the computer displays 3 Not Available 4 Change Credit Limit The computer asks Enter New Credit Limit Enter the new credit limit in whole dollars and press Enter CAUTION If the credit limit equals zero the customer has unlimited credit QUICK TIP It is recommended that you periodically review and change the credit limits for customers There may be certain customers who pay promptly but who are always exceeding their credit limit The credit department may determine they have the financial ability to handle a higher limit On the other hand there may be certain customers whose payment history and credit worthiness have deteriorated and their credit limits should be reduced The keys to match a customer to the proper credit limit are 1 Their financial strength and ability to pay 2 Their level of purchases from your company The reports found on the A R Reports Menu under Credit Info Analysis can be used to evaluate the proper credit limits for each customer 28 Dim3D Rev 10 0 A R Procedures 5 Credit Notes History Many
91. discount taken Bank DR 95 00 Discount DR 5 00 Fin Chg DR 00 A R CR 100 00 Dim3D Rev 10 0 51 A R Procedures Example Payment with finance charge write off Bank DR 500 00 Discount DR 00 Fin Chg DR 30 00 A R CR 530 00 Apply By Transaction 7 After you have entered the check data and debit credit information above you need to select the transaction s to which to apply the payment The computer displays the Apply By Transaction screen Ds02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 1 Batch CR123 Period 04 Apply by transaction A R Credit Remaining lt UpA gt End lt Esc gt Change Store Appears only if multiple store The cursor is positioned at Trans Select one of the following options gt Enter the transaction number being paid gt lt UpA gt End If no transactions are selected this goes back to the debit credit information in Step 6 Otherwise this ends the option and goes to Step 10 gt lt Esc gt Change Store This option appears only if you are running multiple stores Change the displayed store number Then enter the transaction number for that store IMPORTANT No matter what apply option you choose read all of the options at the bottom of the screen This will help you more than anything to be accurate in your entries 8 After selecting a transaction it is displayed along with its corresponding customer
92. displays k Deleted You are returned to Customer as in Step 3 You can do one of the following gt Enter another customer number to delete gt Press Enter to display the next customer in numeric order gt Press Esc to end this process and return to the previous menu If you have more than a few customers to delete you may delete by range This is a special maintenance function See Section 4 A R Special Maintenance to delete customers by range 294 Dim3D Rev 10 0 Appendix B Part 1 3 Maintain Pre Lien Information PURPOSE b amp b OO N a Use this program to add or change lien information to existing A R customers PROCEDURE From the Accounts Receivable Menu select Other A R Options Select Pre Liens Select Maintain Pre Lien Information The computer displays the following screen DS02018 MAINTAIN CM8 D PRELIEN FILE CUSTOMER NUMBER 25 ESTIMATED COST ADDR 1 26 PROJ TYPE ADDR 2 27 PRE LIEN NUMBER CITY 28 PRE LIEN DATE STATE 29 PRE LIEN INVOICE PROPERTY 30 PRE LIEN INV DATE ADDR 1 31 NOT USED ADDR 2 32 MISC 1 CITY 33 MISC 2 STATE A 34 PRINT FLAG Y N U UPDATED ORIGINAL 35 SUBCNTR ADDR 1 36 ADDR 1 ADDR 2 37 ADDR 2 CITY 38 CITY STATE x 39 STATE LENDER 41 TRUST ADDR 1 42 ADDR 1 ADDR 2 43 ADDR 2 CITY 44 CITY STATE 24 45 STATE ENTER OPTION A V E You have the following options A Add lien information for an existing customer Each field i
93. end will purge customer payment history information before adding new records The payment history reports can be found under A R Reports Credit Info History Reports Credit History Report Invoices Applied History Customer Payment History Payment History By Batch See A R Reports for information on printing these reports PROCEDURE GETTING PAYMENT HISTORY STARTED 1 Build Payment History files Using System Manager File Management Create Files DS08911 build CM4H D and CM5H D Use guidelines below to determine the number of records for each file Dim3D Rev 10 0 107 A R Procedures CM4H D_ Cash Receipts Transaction History Multiply the average number of payments posted per month by the number of months of history you wish to keep OR multiply the size of CM4 D by the number of months of history that you wish to keep CM5H D_ Open Items Applied History Multiply the average number of invoices paid against per month by the number of months of history that you wish to keep OR multiply the size of CM5 D by the number of months of history you wish to keep 2 Check the Variable File In the A R Variable File Miscellaneous Codes Miscellaneous Codes 3 Number of Months Credit and Payment History enter the number of months of payment history you wish to keep For example if you wish to keep a year s worth of payment history enter 12 NOTE This also controls how many months of credit history to
94. go to Step 5 Estimated Cost Enter the combined estimated cost Job Address 1 Enter the address of the billing location Job Address 2 City State Zip Code 5 If you entered the pre lien number you wish to print the computer fills in the corresponding information pre lien date invoice number and invoice date The computer displays the standard print routine Output Device P T S F Port Port No lt UpA gt Search Port No Use normal procedures for printing the form SAMPLE PRE LIEN FORM WITH LOGO CS02017 DIM10 STORE 1 BOX 226 RANDALL MN 56475 07 31 01 R 3001 612 749 2721 CUST ADDR 1 CUST ADDR 2 CUST CITY UT XYZ CORP 6464 000 123 MAIN STREET ANYTOWN USA PROPERTY OWNER NAME PROPERTY OWNER ADDR 1 PROPERTY OWNER ADDR 2 PROPERTY OWNER CITY UT ORIGINAL CONT NAME ORIGINAL CONT ADDR 1 ORIGINAL CONT ADDR 2 ORIGINAL CONT CITY UT CONST LENDER NAME CONST LENDER ADDR 1 CONST LENDER ADDR CONST LENDER CITY UT 2768 07 31 01 NOTES 310 Dim3D Rev 10 0 Appendix B Part 3 3 Reprint Pre Lien without Logo PURPOSE Use this program to reprint a pre lien form which has been printed already This program will not assign another pre lien number to the original pre lien You must know the pre lien number you wish to reprint before starting this program Print a Pre Lien Master List if you do not know the number BEFORE YOU BEGIN Make sure you have the proper forms loaded in the p
95. gt End Press Enter to end this option and return to the Apply Menu 32 When you are done entering cash receipts press Ese at the customer selection routine You are returned to the Cash Receipts By Batch Menu STEP 3B Enter A R Cash Receipts Select by Transaction Number PROCEDURE Use this procedure to enter the cash receipt by selecting a transaction number rather than a customer number This is useful if you receive a check from a customer who is paying invoices for multiple job accounts each job is a subsidiary of the main account and has a different account number or for multiple customer numbers each store has a separate customer number It allows you to enter the transaction number and have the computer find the customer associated with it You must know the transaction numbers being paid before beginning this procedure 1 From the Cash Receipts By Batch Menu select 4 for Enter A R Cash Receipts Dim3D Rev 10 0 49 A R Procedures 2 The computer displays DS02601 Rev10 0 1 Enter Selection Method 1 Enter Cash Receipts B DIM10 DATA Date mm dd yy Port 37 Store 1 Batch CR123 Period 04 1 Select by Customer Number 2 Select by Transaction Number lt Esc gt Back to Menu Select 2 for Select By Transaction Number Enter the Check Data 3 The computer displays the check data and debit credit information screen DS02601 Rev10 0 1 Date Check No Reference Bank DR Disco
96. is done at month end when finance charges are calculated Enter the minimum amount for a revolving payment i e 20 00 If the calculated payment see 22 Revolving of Payments is less than this amount the computer uses this minimum payment amount as the CURRENT payment instead 24 Auto Line Discount 214 1 If you wish to automatically discount by line at POS enter the discount percent here For example enter 10 to give a 10 discount on every line item at POS for customers with this terms code Dim3D Rev 10 0 2 3 25 Allow Spiff Pricing Y A R Variable File You could also use this feature to add a percentage to every line item Enter a positive percentage You must have the option turned on to stop at price which is found in the Sales Variable File Entry Options POS Enter Detail Screen or in Password Account Options POS Enter Detail Screen Allows spiff pricing but not auto line discount D Allows both spiff pricing and auto line discount N Does not allow spiff pricing 26 Customer Return Hold 1 0 99 2 This option is similar to credit hold If a customer makes a return at POS and there is a return hold number other than 0 in this field the corresponding message will be displayed and a credit release code must be entered before continuing with the return Customer Return Hold numbers are in the same area of the A R Variable File as the credit hold messages which are set up i
97. is done for one customer at a time PROCEDURE See Also 1 From the Accounts Receivable Menu select File Maintenance 2 Select Change Customers then Customer Master File CM1 D Search For amp 3 The computer displays the standard customer selection routine Select a Customer DS02011B Maintain CM1 Customer DIM10 DATA Date mm dd yy Rev10 0 3 Port 38 Enter Customer Number or Name Store 01 lt UpA gt Search Select the customer you wish to change 4 The computer displays the CM1 D screen for the selected customer DS02011B Maintain CM1 Customer DIM10 DATA Date mm dd yy Rev10 0 3 Port 38 Cust No 2020 000 Name DYNASTY CORPORATION Addr 1 5899 SOUTH STATE STREET 4 Addr 2 NORWALK CT Addr 3 MURRAY UTAH 6 Zip Cd 84107 Phone 268 9700 8 Contact KEES VERSTIG Tax No 10 A R Group 1 4 A R Type B 0 R 12 Tax Type R S EA Price Y N 14 PO Req Y N S B SIG Req Y N 16 Cust Has Jobs Y N Sav Grp Hist Y N C 18 Save Lien Info Y N Store No 1 999 20 Salesrep No 1 9999 Price Level 1 99 22 Class 1 99 Credit Hold 0 99 24 Terms 1 99 Statement Day 0 31 26 Tax Code 1 999 Extra Code 0 99 28 Credit Limit Bid No Opn Dte MMDDYY Crd Lim Typ 63 Stmnt Detail Inst Pymt a 67 Temp Terms Resale Price Lvl COOURK AKO PRUUKKZDe N Next Number A Next Name P Previous F Change by Field C Change lt Esc gt Back To Customer You can do one of the following options
98. lt Esc gt Void Enter Job The computer displays up to 12 jobs for this customer This screen allows you to select the jobs to which to apply the payment You can do one of the following options lt Ent gt Begin Enter Begin applying the payment to selected jobs after entering the job numbers Go to Step 13 lt UpA gt Previous Display the previous screen of jobs for this customer Up to 12 jobs are displayed on one screen Dim3D Rev 10 0 A R Procedures lt DnA gt Next Display the next screen of jobs for this customer lt Esc gt Void Void this option and return to the Apply Menu Step 10 Any selections will be voided Enter Job Select a job number to pay shown on the left side of the screen Continue to Step 12 12 After entering a job number above the cursor moves to that line and asks for the Amt Applied You can do one of the following options gt Enter the amount to be applied to this job gt Press Enter to apply the Remaining balance as shown in the box towards the top of the screen If the Remaining is more than the Current Bal the Current Bal amount is used gt Press A to apply the Beginning Monthly Balance Beg Mo Bal for the job account as the payment amount gt Esc to reject the selected job and return to Step 11 Repeat this step until the payment has been distributed to all needed jobs Press Enter when the Remaining amount reaches zero 13 After selecting the jobs to pay in Steps 9 an
99. main account bill to address phone contact and so forth Enter the new customer account number for the new job The next available job number is displayed for you You can press Tab to accept it 6 The new account uses the main customer s set up information Enter the following fields for the new job Open date Credit limit type Statement detail Installment payment Resale price level Ship to address 8 lines Messages Notes 8 lines Or enter period and press Enter to bypass entering these fields Most likely you will want to enter the ship to address for the new job Add New 7 Ifyou are using extra signatures the computer displays the extra signatures Customer screen Either press up arrow to copy all signatures from the main account Extra Signatures Add New 8 Customer 9 NOTES 2 or enter the required signatures for this job account Follow normal procedures for adding extra signatures Add the credit information for this new job credit contact and fax number The customer is added and you are returned to Step 3 Press Esc to end the add process Dim3D Rev 10 0 A R Procedures Add New Customer PURPOSE Use this procedure to add a new customer This procedure describes every field in the Customer Master File CM1 D and the Customer Misc File CM2 D that can be set up when you add a new customer NOTE If you have the Variable File option set to display only certain A R fields by password
100. means 10 days from the invoice date For example if the invoice date is June 17 the discount date is June 27 Enter the percentage of discount if invoices are paid before the due date For example 2 is entered as 2 If the terms are net enter 0 zero You can have 2 levels of discounts based on the subtotal of each invoice The set up for this discount method is in this and the next 3 fields Invoices with subtotals greater than the limit in 18 Discount Limit 1 will receive 17 Discount 1 See the examples below If you are setting up a multi tiered discount enter the minimum invoice subtotal you wish to be eligible for the first discount level If the subtotal is less than 18 Discount Limit 1 then no discount is calculated For example invoices subtotaling less than 50 00 are not eligible for discount so enter 50 00 If the discount is given on the entire invoice subtotal leave blank If you are setting up a multi tiered discount enter the discount percentage of the second level of discount If the subtotal is greater or equal to 20 Discount Limit 2 then use this discount percent If the discount is given on the entire invoice subtotal leave blank If you are setting up a multi tiered discount enter the dollar limit of the second discount level If the subtotal is greater or equal to this amount use 19 Discount 2 for discount calculation If the discount is given on the entire invoice subtotal lea
101. multiplied by the ratio Q 1435 30 1453 00 x 9878 Portion of net balance S that is taxable NET BALANCE S 1 TAX RATE F Portion of net balance that is tax to be paid TAX NET BALANCE S NET TAXABLE T 81 24 1435 30 1354 06 Dim3D Rev 10 0 A R Reports 18 Year to Date Information Print this report to check customer year to date information This report shows a list of customers and their name ship to address if any terms code tax code open date last charge date last payment date credit limit balance due year to date finance charges and year to date sales This report is good to print before deleting obsolete customers NOTE A general review of the credit limits for all customer accounts should be done at least annually DS02324 Customer YTD Information DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE YEAR TO DATE INFORMATION REPORT mm dd yy CUSTOMER YTD INFORMATION REPORT DS02324 15 18 57 PAGE 0001 CUSTOMER SHIP TO OPEN LAST LAST CREDIT BALANCE YTD YTD DATE CHRG PYMT LIMIT DUE FIN CHRG SALES CASH SALES 120379 41294 4346 51 CASH SALES RESALE 92987 112890 CASH SALES NON PROFIT 92987 CASH CUSTOM
102. only if the password account has the appropriate user level DIM10 DATA Customer Master File Maint CM1 Change Fields W Range CM1 Change Cust Numbers CM1 CM2 Delete Customers Range CM1 CM2 Customer Misc File Maint CM2 Transaction Maintenance CM3 Print Unmatched Trans CM3 Change CM3 Due Dates by Range Recalculate A R Due Dates Payments Maintenance CM4 Open Items Applied Maint CM5 Credit History File CM9 Credit Note File CM10 Multiple Credit Note File CM16 Extra Signature File CM14 Purge Unupdated CM15 Batches A R Cutover Process Print Customer Data to File Apply Late Charges Manual A R Month End Update Maintain CM15 Header Maintain CM15 Detail Maintain Payment History CM4H Maintain Applied Items History A R Year End Update This is the menu of options for A R special maintenance The following section is organized according to this menu It is assumed you know how to move through menus perform normal file maintenance procedures using the following options A C D N P V E and print reports using the standard print routine If you need more information see Getting Started Chapter 2 System Training Refer to the following sections gt Menus gt File Maintenance Guidelines gt Printing Reports Dim3D Rev 10 0 237 A R Special Maintenance How To Use This Section The options in this section are written following a standard pattern
103. program Add New Customers automatically uses CM14 D for extra signatures bypassing the fields in CM2 D Older users may still have signatures in CM2 D which the system does not recognize as valid signatures They should be put in CM14 D Dim3D Rev 10 0 97 A R Procedures Manual Finance Charge PURPOSE 98 There are 3 methods of entering a finance charge late charge to a single customer The month end process of generating finance charges affects all eligible customers Occasionally you may need to add a finance charge for one or two customers without adding charges for all customers METHOD 1 CASH RECEIPTS BY BATCH This method uses Cash Receipt by Batch The results of using this method are Operator determines the amount of the finance charge not calculated by the computer Posts to MTD Adj and YTD Finance Charges Appears on statement under Payments amp Adjustments as Late Charge and under Open Invoices as Unapplied Generates no document for the finance charge A R File Inquiry shows the manual finance charge as an adjustment not Late Charges If detail is displayed the finance charge shows as an adjustment on the payment detail screen and an unapplied transaction on the transaction detail screen gt GPOST shows a negative credit to A R and negative debit to Finance amp Carrying Charge METHOD 2 A R SPECIAL MAINTENANCE This method uses Apply Late Charges Manual in A R Special Maintenance T
104. the CM3 transactions and plug that amount in to BEG MO BAL in CM1 D as a way of forcing a balance Even though this forces the customer to be in balance it may not be the correct balance To avoid this we recommend you print a Customers Out of Balance Report for all customers before beginning the month end update and fix any out of balance errors Dim3D Rev 10 0 87 88 A R Procedures before proceeding Doing the A R month end update removes the month to date detail and zero balance transactions It s easier to fix the account while the month to date figures are still available Dim3D Rev 10 0 A R Procedures Day End PURPOSE This section provides information on what happens to Accounts Receivable during the Day End update NOTE All users must be signed off the computer during this day end process The only steps on the Day End Processing Menu which associate with A R are 5 Daily Report 6 Transaction Register 7 Transaction Detail 15 Transaction Day End Update 25 Customer Aging See below for an explanation of each function 5 Daily Report Shows total charge sales for the current day and month to date Also shows the following A R summary BEGINNING BALANCE INVOICES RETURNS TRANSFERS PAYMENTS DISCOUNTS GIVEN F C CHARGED F C WRITTEN OFF G L ADJUSTMENTS ENDING BALANCE QUICK TIP The A R summary section should have the same figure for ENDING BALANCE in the TODAY and MTD columns
105. they are past due according to the due date of the invoice The aging process compares the due date of each transaction for each customer open item and balance forward types to the aging date you enter here Invoices with a due date on or after the aging date will be placed in the current bucket Those with due dates 1 30 days prior to the aging date will be placed in the 1 30 days bucket and so on For example Invoice Due Aging Bucket days Date Date Date past due 1 30 days 31 60 days Dim3D Rev 10 0 137 A R Reports If you change the aging date and recalculate you can change the results of the report Invoice Due Aging Bucket days Date Date Date past due 1 30 days 31 60 days After entering the aging date the computer asks The Aging is Performed as Follows Step 1 Clear aging buckets for non revolving customers Volume discounts will be calculated if applicable Step 2 Generate aging buckets for non revolving customers Do You Wish to Continue Y N Enter Y to continue with the recalculation or enter N to not continue If you answer Y the computer displays Now Clearing Aging for Customer 1000 000 and Calculating Volume Discount Now Generating Aging for Customer 1000 000 From Trans 1990 The balances for current 1 30 days 31 60 61 90 and over 90 days are held in the Customer Master File CM1 D This aging process begins by clearing these balances and replacing them with recalcu
106. work services equipment or materials furnished which may become subject to mechanic s lien In some states it is required by law that a pre lien notice be filed as soon as a customer purchases materials for a job which gives you the right to file a lien later if necessary A new file is created to accommodate the pre lien information The Customer Lien File CM8 D holds pre lien information such as customer number names and addresses of the property owner original contractor construction lender and trust fund leasehold owner As a pre lien form is printed it is assigned a pre lien number date and the first lienable invoice number and its date which is also stored in CM8 D You must be saving sales history in order to use this pre lien option After you license the programs for pre liens the Accounts Receivable Menu is changed File Inquiry File Maintenance A R Reports Cash Receipts Other A R Options em A R Variable File A R Special Maintenance Changes have been made to AR File Inquiry and File Maintenance Add New Customers and Delete Customers to accommodate pre liens Select 5 for Other A R Options and the computer displays Select 1 for Pre Liens The computer displays the Pre Lien Menu Dim3D Rev 10 0 287 Appendix B Maintain Pre Lien Information Process Pre Liens Pre Lien Reports Pre Lien Variable File Purge Pre Liens by Date Each menu selection is des
107. 0 debit credit memos 12 A R CR 12 bank DR 12 G L amount 12 G L number 12 default print flag pre liens 291 296 315 Delete Customer 92 Delete Customers Range CM1 CM2 244 delivery zone 9 Descriptions Variable File 221 Credit Hold Descriptions 223 Customer Class Descriptions 222 Extra Code Descriptions 224 discount DR 48 51 Dispatch amp Delivery 9 E each price 6 Edit A R Cash Receipts Cash Receipts by Batch 58 change receipt 59 sequence number 58 void receipt 59 email address 10 Employee Paid on Account 94 Enter A R Cash Receipts apply A R credits 43 apply by range 46 apply by transaction 46 apply to oldest 45 apply to oldest by job 44 display transactions 49 unapplied cash 48 apply by transaction 52 apply options 40 apply credits first 41 apply to F C 41 store number 41 enter check data 42 50 A R CR 48 51 bank DR 43 51 check number 42 51 discount DR 43 51 fin chg DR 48 51 reference 43 51 Dim3D Rev 10 0 Enter A R Cash Receipts Select by Customer Number 40 Enter A R Cash Receipts Select by Transaction Number 49 Enter Non A R Cash Receipts 54 bank DR 55 check number 55 G L number 55 reference 55 estimated cost pre liens 291 296 308 310 312 extra code 8 descriptions 224 Extra Signature File CM14 D 6 10 24 96 149 258 284 Extra Signatures 96 F fax number 11 32 fax number pre liens 292 file repo
108. 0 328 JONES JOB 1010 600 SCHWEITZER JOB 1010 700 SMITH COTTAGE 1010 800 SMITH HOUSE 1010 900 2798 ELM STREET 1010 998 CANE STREET JOB WODIAKHUAWNE FH Or if the Job Scroll Order option is set in the Sales Variable File Entry Options Company Options field 2 A the computer displays the jobs in job name alphabetical order For example DS02201 Customer Inquiry DIM10 DATA Date mm dd yy Rev10 0 7 Port 36 Enter Customer Number or Name Store 01 lt Ent gt Select lt UpA DnA gt Scroll Page Down Page Up lt Esc gt Exit L lt Ent gt Select 1010 000 F P S INC DBA BURGER PO BOX 357 L 1010 000 1010 900 2798 ELM STREET 1010 200 BURGER KING 3257 JOE SMITH 413 567 8923 1010 300 BURGER KING PAGE BLV JIM SMITH 413 987 6543 1010 998 CANE STREET JOB 1010 100 F P S OFFICE JOHN SMITH 413 123 4567 1010 101 F P S INC DBA BURGER PO BOX 357 1010 102 F P S INC DBA BURGER PO BOX 357 1010 328 JONES JOB 1010 600 SCHWEITZER JOB 1010 700 SMITH COTTAGE 1010 800 SMITH HOUSE 1 2 3 4 5 6 F 8 9 Then use the arrow keys to highlight the desired account and press Enter NOTES Dim3D Rev 10 0 129 A R Procedures Transfer A R to Notes Receivable PURPOSE Use this procedure to transfer an A R account to Notes Receivable There are 2 methods of transferring balances METHOD 1 ZERO OUT CUSTOMER Receivable This method is used for a customer who will not be receiving statements The entire sum of their
109. 0 Dim3D Rev 10 0 A R Reports 8 Customer Labels Use these programs to print customer mailing and shipping labels There are 2 separate print programs as shown on the following menu 1 Mailing Labels 2 Manual Shipping Labels See the following two parts for descriptions of each report Dim3D Rev 10 0 151 A R Reports 8 1 Mailing Labels The first option Mailing Labels includes 4 different formats of self adhesive labels for any range of A R customers This program can print on 1 across 1 x8 3 across 1 x8 1 across 3 x4 and 1 across 2 1 2 x4 labels The labels print with the customer name and address information found in the Customer Master File CM1 D You can select to print the customer number as well There is also an option to print customer jobs and ship to addresses Continuous form labels for computer printers are available at any office supply store For example the 1 across style is compatible with Avery Tabulabels Permanent Self Adhesive Labels 3 1 2 x 15 16 Load the labels in the printer before beginning the print process NOTE If you are going to print in non compressed characters change the characters per inch CPI on the printer to 10 CPI Be sure to change the printer back when you are done printing labels DS02370 Customer Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Order 1 Number 2 Name 3 Zip Code al Beginning Customer 000 Ending Customer
110. 00 AR CR 5 00 This will debit A R and credit Finance and Carrying Charge Apply the charge using unapplied cash Finish the cash receipts batch Note the transaction number of the unapplied transaction You may need to display transactions for that customer to acquire the transaction number Go to A R Special Maintenance Select Transaction Maintenance CM3 Enter V for View Then enter the customer number store number and transaction number of the unapplied transaction created in Steps 1 and 2 The transaction is displayed Select C for Change Change the source code field 4 from 9 to 8 S9 cash receipt SS FC Press the up arrow and enter Y at OK TO CHANGE RECORD Y N Press Esc to end the special maintenance on CM3 D PROCEDURE METHOD 2 A R SPECIAL MAINTENANCE From the Accounts Receivable Menu select A R Special Maintenance Select Apply Late Charges Manual The computer displays DS02380 Rev8 1 2 Late Charges DIM10 DATA Date mm dd yy Port 37 Store 01 Change Calendar Month 1 12 4 Period Code 4 Store Number 1 Beginning Customer Number 000 Ending Customer Number 999999 999 Calculate Aging Balances Compute Late Charges Print Late Charge List Print G L Entries 9 Change Date The above date is used as the aging date and is very important Transactions with a due date on or after this date will be current Everything prior to this date will be aged based on days past due Use this opti
111. 0001 1025 W 725 N PARK CITY UT 84014 ST 1 BBAL 100 00 CHG 00 RET 00 PMT 00 DIS 00 FCG 00 ADJ 00 EBAL 100 00 OPEN INVOICES ST TRANSACTION 1 UNAPPLIED NUMBER DATE DUE DATE AMOUNT BALANCE 9000007 09 23 93 09 23 93 100 00 100 00 CUR 00 1 30 00 31 60 00 61 90 00 OV90 100 00 FCHG 00 PH 292 3564 1010 2000 AAA CONSTRUCTION 1025 W 725 N PARK CITY UT 84014 ST 1 BBAL 68 24 CHG 00 RET 00 PMT 00 DIS 00 FCG 00 ADT 00 EBAL 68 24 OPEN INVOICES ST TRANSACTION 1 INVOICE NUMBER DATE DUE DATE AMOUNT BALANCE 2000239 06 13 91 07 10 91 336 60 68 24 CUR 00 1 30 00 31 60 00 61 90 00 OV90 68 24 FCHG 00 PH 292 3564 1030 0000 ANDERSON MIKE ST 1 BBAL 270 46 CHG 00 RET 00 PMT 270 46 DIS 00 FCG 00 ADJ 00 EBAL 00 PMTS ST 1 DATE 32994 REF CUR 00 1 30 00 31 60 1040 0000 BECK STREET CONSTRUCTION 5144 KENSINGTON STREET FARMINGTON UTAH 84025 CK NO 22541 PMT 270 46 DIS 00 FCG 00 ADJ 00 00 61 90 00 OV90 00 FCHG 00 PH 480 2311 P O BOX 16325 SALT LAKE CITY UTAH 84116 ST 1 BBAL 279 19 CHG 00 RET 00 PMT 00 DIS 00 FCG 00 ADJ 00 EBAL 279 19 OPEN INVOICES ST TRANSACTION INVOICE INVOICE INVOICE LATE CHG LATE CHG Dim3D Rev 10 0 NUMBER DATE DUE DATE AMOUNT BALANCE 19 11 01 89 12 10 89 95 16 95 16 10101 05 03 91 05 10 91 106 25 106 25 10223 05 03 91 05 10 91 106 106 25 2000008 12 11 89 12 11 89 1 1 43 2000025 06 01 90 06 01 90 1 1 43 187
112. 005 000 REVOLVING CUSTOMER 1 2000292 06 06 94 273 64 CRB0606 07 29 91 1328 13 00 1005 000 REVOLVING CUSTOMER 1 2000346 06 06 94 34 10 CRB0606 07 29 91 34 10 00 1005 000 REVOLVING CUSTOMER 1 2000363 06 06 94 3 59 CRB0606 03 14 94 3 59 00 APPLIED Wo 1030 000 ANDERSON MIKE 2000085 03 29 94 126 CRB0329 11 26 90 1030 000 ANDERSON MIKE 2000089 03 29 94 117 CRB0329 11 28 90 1030 000 ANDERSON MIKE 2000221 03 29 94 A CRB0329 06 11 91 1030 000 ANDERSON MIKE 2000252 03 29 94 3 CRB0329 07 29 91 1030 000 ANDERSON MIKE 2000274 03 29 94 3 CRB0329 07 29 91 1030 000 ANDERSON MIKE 2000297 03 29 94 3 CRB0329 07 29 91 FOI II III terri indicates a break in the printed sample Dim3D Rev 10 0 185 A R Reports 15 6 Statement Backup Report This report includes all information found on the statement Form with Preprinted Heading but it is printed in a report format This report should be printed out for each statement run and be kept for historical purposes DS02392 A R Statement Backups DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 1 Input Parameters Store 00 Report Date mmddyy Print 1 Numerically or 2 Alphabetically al Beginning Customer Aging amp Report 000 Ending Customer Aging amp Report 999999 999 Assigned Salesman 0 All 0 Customer Class 0 All A R Group 0 All Selection Code 0 A11 Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on
113. 07 99 PAYMENTS ADJUSTMENTS 1 DATE 03 29 94 CK NO 8421 32994 8421 PAYMENT 2949 55 PY 2949 55 INVOICES OPEN INVOICES DUE AMOUNT DATE BALANCE 2000079 112690 1210 72 80 3 2000079 112690 4 28 2000080 112690 1125 4 28 3 2000080 112690 4 28 2000126 12291 315 19 02 2000126 12291 19 02 2000143 32591 325 29 a 2000143 32591 29 2000173 53191 531 29 5 2000173 53191 29 2000196 53191 531 29 2000196 53191 c29 2000226 61191 611 29 2000226 61191 29 2000257 72991 729 29 x 2000257 72991 29 2000279 72991 729 29 5 2000279 72991 lt 29 2000302 72991 729 29 2000302 72991 29 2000333 72991 729 29 5 2000333 72991 29 SALE 2000353 10694 1010 134 41 134 2000353 10694 134 41 SALE 2000354 10694 1010 1481 13 1481 2000354 10694 1481 13 SALE 2000355 10694 1010 123 78 123 2000355 10694 123 78 L CHG 2000366 31494 314 70 62 70 2000366 31494 70 62 SALE 2000385 32994 410 148 11 148 2000385 32994 148 11 L CHG 2000389 53194 531 28 60 28 2000389 53194 28 60 PRPRPPBRBPBPPRPBPBBP BRP RRR CURRENT 00 1 30 00 BALANCE DUE BALANCE DUE 31 60 148 11 61 90 00 OVER 90 1758 34 L CHG 101 54 2007 99 2007 99 YOUR ACCOUNT IS NOW ON CREDIT HOLD PLEASE CONTACT THE CREDIT MANAGER TODAY 176 Dim3D Rev 10 0 A R Reports 14 Form Print Heading This statement is printed on statement forms without a preprinted heading The computer will print your company name and address at the top of the form It prints the same information as the
114. 095 950325 211 44 211 44 211 44 00 1 2100046 53095 950325 159 16 159 16 159 16 00 1 2100052 60895 950325 67 47 67 47 67 47 00 1 2100057 61295 950325 40 00 40 00 40 00 00 1 2100079 71995 950525 895 00 895 00 895 00 00 1 2100104 81595 950625 362 00 362 00 362 00 00 1 2100105 81595 950625 190 75 190 75 190 75 00 lt Ent gt More Detail N Next Batch Check P Previous Batch Check lt Esc gt End You have the following options lt Ent gt More Detail If there are more line of detail than will fit on one screen press Enter to see more detail This option will not appear if the detail lines fit on one screen N Next Batch Check Enter N to view the next check in the batch for the selected customer If there are no more checks in the batch N goes to the next batch P Previous Batch Check Enter P to view the previous check in the batch for the selected customer If there are no more checks in the batch P goes to the previous batch lt Esc gt End Press Esc to end this display and return to Step A Enter Option 1 2 E 34 Dim3D Rev 10 0 A R Procedures 2 View Specific Invoice D If you selected 2 above the computer asks Enter Invoice Number Enter the specific invoice you wish to view Or press Esc to end this option and return to Step A E The computer displays the selected invoice with transaction number store invoice date invoice amount available discount payment date batch re
115. 0th Net 30 Net 30th COD This description can be up to 12 characters long It is printed on invoices generated at POS 1 When an invoice is generated at POS it is assigned an invoice date date the transaction is written and a due date based on this field The aging used for aging reports statements and finance charge calculation is based on the due date of the invoice 2 There are 2 ways to use Due Date Days Dim3D Rev 10 0 Finance Charges A R Variable File gt Enter the actual date the invoices are due If invoices are due on the 10th of every month enter mm10yy where mm month and yy year For example if you are entering invoices in July the due date will be August 10th Enter 081094 During month end processing this due date is automatically changed to the next month in this case 091094 gt Enter the number of days after the invoice date that this invoice is due i e 30 which means 30 days from the invoice date For example if the invoice date is June 17 the invoice is due on July 17 6 Finance Charge Code 7 Monthly Finance Charge 1 Dim3D Rev 10 0 1 Enter the code corresponding to the number of days past the due date when finance charges will be calculated 0 no F C 1 1 30 days overdue 2 31 60 days overdue 3 61 90 days overdue 4 91 and over days overdue 5 no F C calculated until over 90 days overdue Calculated on 30 days and over balance plus any previousl
116. 2 Job Address CM8 Job Address Owner of Property Original Contractor Construction Lender Subcontractor Trust Fund Leaseholder 1 2 3 4 5 6 7 8 gt Select a default address use up or down arrows to scroll through the list to use for the job address and press Enter Or press Esc if you do not wish to use any of the displayed addresses and go on to the next group gt Press period and Enter to end this screen The computer displays the following options lt Ent gt Accept lt Esc gt Reject Pre Liens Change Group 1 8 lt Ent gt Accept Press Enter to accept the entry Go on to finish entering the customer credit contact and fax number A record will be added to CM1 D CM2 D and CM8 D and you are Dim3D Rev 10 0 291 Appendix B returned to Step 3 to enter another customer If there is remaining lien information it can be entered later using Part 1 3 Maintain Pre Lien Information The CM8 D record will already exist so you would need to view it first before changing lt Ent gt Accept Press Enter to accept the entry Go on to finish entering the customer credit contact and fax number A record will be added to CM1 D CM2 D and CM8 D and you are returned to Step 3 to enter another customer If there is remaining lien information it can be entered later using Part 1 3 Maintain Pre Lien Information The CM8 D record will already exist so you would need to view it first before
117. 202 APPENDIX B Pre Liene ccccccccccscsccscscssssccsssscccsesesee DO Part 1 Maintain Pre Lien Information ssssssssesssesesececececececccccccccceccecececececeeoeoesesosesess 289 Part 1 1 Add New Customers esessseseseseseserseseseseserererererererererereesesesesesesesesesesesesesesesesssssss 290 Part 1 27 Delete C stometSnrerieraroi esisi aa naea A OAE AEEA a 293 Part 1 3 Maintain Pre Lien Information sesesessesesssssesssssesesesesesrsesesererererereresrrrrererrrererere 295 Table of Contents Part 2 Process Pre Liens ss seseiiseseccssssvsvesssssvonsssedsosedoodeevesesoveveissevsvesbisvoveessovosoosesaooosbessoese 298 1ed a rA a Print DO DUA ESTS TAE EEA E eda E E EEA T Se 299 Part 22y Print Da pE Ea a E eins A EE A ON AOS a EE 301 Part2 3s Print rem Horm a a n basen a a a ant 302 Part 3 Pre Lien ReportS sssscsececeesssssocooececsessocoocececeesscoocecocecesecsoceoccceesessssooeceesesssssosese 306 Part 3 1 Pre Lien Master List a Mii el cna ae ee 307 Part 3 2 Reprint Pre Lien with Logo ccccccccccccececececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeeseeeeeeeees 309 Part 3 8 Reprint Pre Lien without Logo cccccccccccccccccecesececeseseseeeseseeeeeseseeeeeseeeeeeeeeeeees 311 Part 4 Pre Lien Variable File scccscssssssssssssssssssssssssscsssscececscscscscesescscsesescsseecececeoes 313 Part 4 1 Pre Lien Maintenance cccccccccccccccesseseseccesececeeueeescecesecesueuseseesess
118. 223 Credit Hold Put On Take Off 79 Credit Hold report 197 Credit Hold Release 81 Credit Info Credit Analysis amp Sales Report 199 Credit Hold report 197 Credit Limit report 196 Credit Note Report 198 History Reports 200 Credit History Report 201 Customer Payment History report 204 Invoices Applied History report 203 319 Payment History by Batch report 205 Mechanics Lien Report 206 credit limit 8 28 64 82 Credit Limit report 196 Credit Limit Release 82 credit limit release code 28 65 228 credit limit type 9 credit note 10 purge 111 Credit Note File See Customer Credit File CM10 D Credit Note File CM10 256 Credit Note Report 198 credit notes history 29 Credit Notes History 83 credit options 24 change credit limit 28 change credit limit release code 28 credit notes history 29 put on credit hold 26 take off credit hold 27 customer A R group 5 A R type 5 add new 3 address 4 bid number 8 Builder s Club account number 9 cash 3 cell phone number 10 class 7 class descriptions 222 contact 5 credit hold 7 credit limit 8 credit limit type 9 cust has jobs 6 delete 92 delivery zone 9 each price 6 email address 10 extra code 8 installment payment 9 map code 9 message credit note 10 name 4 number 3 open date 8 phone 4 PO required 6 price level 7 rep number 7 resale price level 9 route difficulty
119. 28 09 27 99 CONSTRUCTION 2200133 07 06 01 28 09 27 99 CONSTRUCTION 2200150 07 06 01 AT 01 10 00 CONSTRUCTION 2200256 07 06 01 66 05 24 01 CONSTRUCTION 2200256 07 06 01 23 05 24 01 APPLIED 23 CHRISTENSEN DAVID 1010 07 06 01 00 06 01 98 CHRISTENSEN DAVID 1026 07 06 01 00 06 01 98 CHRISTENSEN DAVID 1039 07 06 01 00 07 29 98 CHRISTENSEN DAVID 1054 07 06 01 00 08 03 98 CHRISTENSEN DAVID 2000859 07 06 01 93 07 28 98 CHRISTENSEN DAVID 2000860 07 06 01 43 07 28 98 CHRISTENSEN DAVID 2000870 07 06 01 88 08 20 98 CHRISTENSEN DAVID 2100890 07 06 01 69 10 12 98 CHRISTENSEN DAVID 2100891 07 06 01 26 10 12 98 CHRISTENSEN DAVID 2100892 07 06 01 v91 10 12 98 APPLIED 250 APPLIED 1450 62 Dim3D Rev 10 0 A R Procedures STEP 10 File the Reports Attach the adding machine tape and a copy of the deposit slip if desired to the reports and file it all in a cash receipts binder NOTES Dim3D Rev 10 0 63 A R Procedures Change Credit Limit PURPOSE Use this procedure to change the credit limit of a specific customer BEFORE YOU BEGIN Since this is a system manager or credit manager function the password used for this procedure is assigned a user level 6 or greater If this is not done the option to change credit information A R File Inquiry will not be displayed PROCEDURE See Also 1 Go to Accounts Receivable then File Inquiry Search For amp 2 Select and accept the desired customer Select a Custom
120. 3 D 104 A A R CR 43 51 A R aging theory 86 136 A R cutover revolving 120 A R Cutover Process 260 A R File Inquiry 20 credit options 24 change credit limit 28 change credit limit release code 28 credit notes history 29 put on credit hold 26 take off credit hold 27 detail 24 item pricing 24 25 lien data 24 32 misc 24 signatures 24 A R group 5 A R Month End Update 270 A R Posting File CM7 D 270 284 A R reports to print monthly Open Items Applied Report 142 Statement Backup Report 142 Traditional Aging 142 A R Statement Messages 218 A R Statement Options 219 A R type balance forward 5 open item 5 revolving 5 A R Year End Update 276 Add Job 2 Add New Customer 3 addon code finance charge 103 address 4 Adjustments Debit Credit Memos 12 A R CR 12 bank DR 12 G L amount 12 G L number 12 Aging by of Balance report 168 Aging by Invoice report 164 318 Aging by Invoice Status report 166 Aging by Transaction Store report 162 amt applied 45 Applied Open Items statement 185 apply A R credits 43 apply by range 46 apply by transaction 46 apply to oldest 45 apply to oldest by job 44 display transactions 49 unapplied cash 48 Apply Credits to Customer 14 apply credits to old balance 14 different customers audit trail 16 different customers no audit trail 18 same customer 16 Apply Late Charges Manual 266 Authorized Signatures report 149
121. 315 invoice 296 invoice date 296 misc note 1 amp 2 296 next pre lien number 315 number 296 print flag 296 print program 314 purge 317 date 317 Pre Lien Master List 307 Pre Lien Reports 306 Pre Lien Master List 307 Reprint Pre Lien with Logo 309 Reprint Pre Lien without Logo 311 Pre Lien Variable File 313 Pre Lien Maintenance 314 Password Account Option 315 default print flag 315 Pre Lien Information 314 next pre lien number 315 print program 314 Pre Lien Report 316 price level 7 Print Applied Open Items Report Cash Receipts by Batch 61 Print Customer Data to File 261 print discount amount on invoices 228 Print Edit List Cash Receipts by Batch 56 Print Edit List pre liens 299 print flag pre liens 291 Print G L Entries Report GPOST Cash Receipts by Batch 61 Print Labels pre liens 301 Print Lien Forms pre liens 302 estimated cost 303 group pre lien 303 job address 303 pre lien date 303 signature name 303 Print Unmatched Trans CM3 247 Process Pre Liens 298 Print Edit List 299 Print Labels 301 Print Lien Forms 302 estimated cost 303 group pre lien 303 323 job address 303 pre lien date 303 signature name 303 Profit Analysis report 188 Profitability Report Format A 189 Profitability Report Format B 191 project type 291 project type pre liens 296 property owner pre liens 291 295 Purge CM9 255 Purge Credit Notes by Date 111 Purge Pre Liens by
122. 4 MTD RETURNS 45 MTD PYMNTS 46 MTD ADJ 47 MTD FC 48 MTD DISC A change in any one of these fields will change the BALANCE DUE VVVVV Press Enter after entering the change Press to bypass changing the remaining fields At OK to Change Record enter Y to accept or N to reject the change Press Esc to end this special maintenance program Recalculate and print a new aging report for that customer 5 CM3 D Special Maintenance gt VVVVV VV VVVV Identify the transactions which have a remaining balance Use A R File Inquiry to display the detail screen You will see payments first and then invoices Take note of the transaction number and remaining balance for each invoice under the selected customer Go to Accounts Receivable Select A R Special Maintenance Select Transaction Maintenance CM3 Enter V for View Enter the customer number store number and transaction number requiring a change Enter C for Change Tab to the field requiring a change Remember the aging buckets will be calculated according to the dates and balances in this file Press Enter after entering the changes Press to bypass changing the remaining fields At OK TO CHANGE RECORD enter Y to accept or N to reject the change Press Esc to end this special maintenance program Recalculate and report a new aging report for that customer If an account is out of balance going into a month end process the A R month end update will add up
123. 5 No History For This Month 10 95 No History For This Month 9 95 No History For This Month 8 95 No History For This Month 7 95 34158 12 00 30000 00 33028 73 00 1000 00 00 00 00 1038 6 95 34158 12 30000 00 33028 73 00 00 1500 00 00 s00 00 519 5 95 34158 12 1092 09 13881 67 18054 97 00 00 00 00 00 415 4 95 24850 73 173 40 00 00 118 75 r s00 00 00 20 6371 3 95 25142 88 00 00 00 160 00 00 00 349 76 00 1912 2 95 24559 02 00 00 00 00 7 28600 00 271 25 346 25 35 38 P Percentages C Credit Notes lt Esc gt End You have the following options P Percentages Displays the aging balances as percentages rather than dollar amounts D Dollars after displaying percentages Displays the aging balances as dollars rather than percentages C Credit Notes Goes back to display the credit notes Esc End Ends this history option and returns to Step 3 main inquiry screen Dim3D Rev 10 0 31 A R Procedures 6 Credit Contact Fax Number 1050 000 BONHAM STAN Credit Contact Current Balance Credit Limit Credit Hold Credit Hold Date Taken Off Date The computer displays PH 262 2574 Fax Account High Balance 01 23 95 By 1 01 23 95 By 2 Last Credit Hold 1 Date Last Sale 05 06 91 Contact Date Last Payment ESC 10 08 93 Amount 1000 00 Previous Screen Enter C to change the contact name
124. 7 A X 00 2838 58 469 75 00 2838 58 469 75 Balance Due is calculated by BEGINNING BAL 75 MTD CHARGES 58 MTD RETURNS 00 MTD PYMTS 00 MTD ADJ 00 MTD FIN CHG 00 DISC ALLOWED 00 BALANCE DUE 3308 33 PERCENT OF TOTAL A R NO OF ACCOUNTS CURRENT 00 00 1 30 DAYS 00 00 31 60 DAYS 00 00 61 90 DAYS 00 OV 90 DAYS 58 FIN CHARGE 275 REVOLV NOT DUE 00 TOTAL 3308 33 Dim3D Rev 10 0 169 A R Reports 11 Customers Out of Balance This report shows an aging recap for any customer s out of balance even accounts where the CM1 balance is zero with transactions that have balances This will help you determine what is wrong with the account so you can correct the error DS02390xX Aging Out of Balance Report DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 00 1 Input Parameters Report Date mmddyy Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 2 Calculate Aging Balances 3 Print Aging Report Enter Option E to End SAMPLE AGING CUSTOMERS OUT OF BALANCE mm dd yy STORE 00 ALL CUSTOMER AGING REPORT CPMR2390 15 26 55 PAGE 0001 PAST DUE st GP TY BALANCE CURRENT 31 60 OVER 90 FIN CHG L PAY CH AS DUE DAYS DAYS C LIMIT L SALE 1 33335 000 LARRY S LUXURIOUS HOMES 1 0 695 58 95 58 32497 1 32596 wkkkkkkkk k ERROR NO 1 OUT OF BALANCE DIFFERENCE IS AGING CURRENT 170 Dim3D Rev 10 0 A R Reports
125. 8 32 4089 20 4061 20 TROUBLE SHOOTERS 5937 35 1820 67 S 1820 67 ZCMI 500 00 125 00 7 125 00 BRODER AND ZARBOCK 244 65 89 15 f 89 15 CHRISTENSEN DAVID 139 40 23 30 23 30 CASH SALES 25 00 6 25 a 6 25 AAA CONSTRUCTION BECK STREET CONS BONHAM STAN CLASSY BUILDERS CONSTRUCTION ADVISORS 190 Dim3D Rev 10 0 A R Reports 16 2 Profitability Report Format B Print this report to show another format of profit analysis by customer This report shows the customer number and name month to date and year to date totals if selected for sales average margin average percent market margin and market percent You can summarize job accounts into the main account or keep them separate You can also rank the customers a number of different ways i e sales average margin average margin market margin or market margin from high to low or low to high using month to date or year to date totals DS02321B Rev10 0 1 Print Profit by Customer B DIM10 DATA Date mm dd yy Port 39 Store 01 1 Input Parameters 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Customer 999999 999 Print only customers with balances Y N M TD Y TD or B OTH Summarize Customer Jobs Y N 1 Average 2 Market 3 Both 4 None Ranking Selection M TD or Y TD H igh to Low or L ow to High Number of Items to Print 99999999 Number of Copies 1 Store Number O ALL 0 Report Date mmddyy Select Optional Field Y N N
126. 84 1 07 06 01 PMT 07 06 01 200 00 PREVIOUS BAL 709 64 1521 48 1010 200 O BURGER KING 3257 CREDIT LIMIT 2000 DATE OPENED 03 01 88 PHONE 413 737 1130 LIBERTY ST SPGFLD PLAZA SPRINGFIELD MA CONTACT 05 08 98 I 6000172 06 30 98 531 25 05 08 98 I 7000032 06 30 98 5732 19 06 01 98 F 1004 07 31 98 06 01 98 F 1020 07 31 98 07 29 98 F 1036 08 31 98 08 03 98 F 1051 09 30 98 08 06 98 F 1066 09 30 98 08 10 98 U 9000031 09 30 98 4569 41 PREVIOUS BAL 2163 78 2163 78 1694 03 1031 000 O ANDERSON MIKE CREDIT LIMIT UNLIMITED DATE OPENED 02 24 86 PHONE 480 2311 5144 KENSINGTON STREET NORWALK CT CONTACT 08 19 99 I 2200119 09 18 99 08 19 99 I 6200032 09 18 99 08 09 00 I 2200247 09 08 00 08 09 00 I 2200248 09 08 00 08 09 00 I 2200249 09 08 00 08 10 00 I 2200250 09 09 00 08 10 00 I 2200251 09 09 00 PREVIOUS BAL 1031 001 O ANDERSON MIKE CREDIT LIMIT UNLIMITED DATE OPENED 07 27 99 PHONE 480 2311 5144 KENSINGTON STREET NORWALK CT CONTACT 08 19 99 I 6200033 09 18 99 09 08 99 I 2200130 10 08 99 10 04 99 I 2200108 11 03 99 10 11 99 I 2200136 11 10 99 PREVIOUS BAL 1040 000 O BECK STREET CONSTRUCTION CREDIT LIMIT 40000 DATE OPENED 04 21 80 PHONE 531 2698 P O BOX 16325 NORWALK CT CONTACT 01 05 99 I 2200111 02 04 99 10 05 99 I 2200109 11 04 99 05 24 01 I 2200256 06 23 01 3328 40 2917 51 07 06 01 PMT 07 06 01 500 00 07 06 01 PMT 07 06 01 388 23 PREVIOUS BAL 3328 40 888 23 5 2917 51 kk kKKE INVOIC
127. ACCOUNTS RECEIVABLE User Manual 2001 Enterprise Computer Systems Inc Dim3D Rev 10 0 NOTICE This manual is designed to enhance your Dimensions system capabilities It is your responsibility to determine that this information is in accordance with your own business procedures Enterprise Computer Systems Inc has prepared this document for use by Enterprise associates customers and prospective customers The information herein shall not be reproduced in whole or part without the prior approval of Enterprise Computer Systems Inc Enterprise Computer Systems Inc reserves the right to make changes in specifications and other information in this document without prior notice and you should in all cases consult Enterprise Computer Systems Inc to determine if such changes have been made In no event shall Enterprise Computer Systems Inc be liable for any incidental indirect special or consequential damages whatsoever including but not limited to lost profits arising out of or related to this document or the information in it Enterprise Computer Systems Inc 4910 Amelia Earhart Drive Suite 100 Salt Lake City UT 84116 Corporate Headquarters Enterprise Computer Systems Inc PO Box 2383 Greenville SC 29602 2383 www ecs inc com Enterprise Computer Systems Inc 2001 Printed in the United States of America All rights reserved ACCOUNTS RECEIVABLE USER MANUAL DIM3D Rev 10 0 TABLE OF CONTENTS SECTION 1
128. ALANCE CURRENT 1 30 61 90 CH AS DUE DAYS DAYS OVER 90 FINCHG L PAY DAYS C LIMIT L SALE 000 AAA CONSTRUCTION o 100 00 100 00 92393 292 3564 2 61391 200 AAA CONSTRUCTION o 68 24 82191 LOT 200 WILLOW 292 3564 61391 AAA CONSTRUCTION 31 76 BECK STREET CONS 279 19 244 18 35 01 111293 531 2698 BONHAM STAN 86 01 262 2574 BRODER AND ZARBOCK 572 1258 5000 86 01 1 5000 114 78 164 97 2000 50391 00893 50691 31494 31494 FI III IOI IO III IO III I I PAST DUE 31 60 61 90 OVER 90 FIN CHG NO OF DAYS DAYS DAYS BAL ACCOUNTS A R TRADE 16419 50 202 06 3623 24 755 44 20 A R TRADE REVOLVING 00 00 00 00 1 TOTAL A R TRADE 16419 50 202 06 3623 24 755 44 21 21645 02 16419 50 3623 24 BALANCE DUE IS CALCULATED BY BEGINNING BAL MTD CHARGES MTD RETURNS MTD PYMTS MTD ADJ MTD FIN CHG DISC ALLOWED BALANCE DUE PERCENT OF TOTAL A R NO OF ACCOUNTS CURRENT 1 30 DAYS 31 60 DAYS 61 90 DAYS Ov 90 DAYS FIN CHARGE REVOLV NOT DUE TOTAL trki indicates a break in the printed sample Dim3D Rev 10 0 159 A R Reports SAMPLE AGED ANALYSIS USING OPTIONAL HEADINGS mm dd yy STORE 00 ALL CUSTOMER AGING REPORT ABC CO 13 51 51 st TY BALANCE CURRENT 1 30 CH AS DUE JUN MAY AAA CONSTRUCTION o 100 00 292 3564 AAA CONSTRUCTION o 68 24 LOT 200 WILLOW 292 3564 AAA CONSTRUCTION 31 76 BECK STREET CONS 19 531 2698 BONHAM STAN 262 2574 BRODER
129. ANCE CHARGE INCOME 1 832 29 NOTES 110 Dim3D Rev 10 0 A R Procedures Purge Credit Notes by Date PURPOSE Use this procedure to remove credit note comments from CM16 D by entering a range of customers and a range of credit note dates PROCEDURE 1 Go to Accounts Receivable then File Maintenance 2 Select Purge Credit Notes by Date 3 The computer displays DS02416 Purge CM16 by Customer amp Date DIM10 DATA Date mm dd yy Rev8 0 0 Port 37 Store 01 Beginning Customer Number 000 Ending Customer Number 999999 999 Beginning Date MMDDYY 0 Ending Date MMDDYY 999999 The cursor is positioned at Beginning Customer Number Enter the first customer number of the range you wish to delete Or press Tab to start at the beginning of the file 4 Ending Customer Number Enter the last customer of the range you wish to delete Or press Tab to pick up all remaining customers in customer number order Then enter the beginning and ending dates you wish to delete 6 Then the computer asks lt Ent gt Begin Purge E End To begin the purge process press Enter Or if you do not wish to continue enter E and Enter 7 Finally the computer asks Do You Wish to Proceed YES NO Enter YES to begin the purge according to the parameters entered above Or enter NO to not proceed and return to the previous menu 8 Ifyou entered YES above the computer purges the file and displays Normal End of Job Press Enter to ac
130. ATA 5500 Amelia Earhart Drive 100 Salt Lake City Utah 84116 801 364 5687 STATEMENT DAVID CHRISTENSEN 7375 SOUTH LUANA CIRCLE SALT LAKE CITY UTAH 84115 ST 1 ALL ACCT NUM 1070 000 O DATE mm dd yy 2 79 DISCOUNT ALLOWED FOR PAYMENT WITHIN TERM ACCOUNT SUMMARY BEGINNING OF MONTH BALANCE 4780 83 CHARGES 148 11 PAYMENTS 29419 55 LATE CGS 28 60 ENDING BALANCE 2007 99 ST 1 DATE 03 29 94 PAYMENT 2949 55 OPEN INVOICES DUE INVOICE 2000079 11 26 90 12 10 90 RETURN 2000080 11 26 90 11 25 90 INVOICE 2000126 01 22 91 03 15 91 L CHG 2000143 03 25 91 03 25 91 L CHG 2000173 05 31 91 05 31 91 L CHG 2000196 05 31 91 05 31 91 L CHG 2000226 06 11 91 06 11 91 L CHG 2000257 07 29 91 07 29 91 L CHG 2000279 07 29 91 07 29 91 L CHG 2000302 07 29 91 07 29 91 L CHG 2000333 07 29 91 07 29 91 z INVOICE 2000353 01 06 94 10 10 93 s 134 INVOICE 2000354 01 06 94 10 10 93 1481 INVOICE 2000355 01 06 94 10 10 93 123 L CHG 2000366 03 14 94 03 14 94 x 70 INVOICE 2000385 03 29 94 04 10 94 S 148 L CHG 2000389 05 31 94 05 31 94 x 28 PRPRPPEP PPP RPP BPP PP Pee CURRENT 00 1 30 00 BALANCE 31 60 148 11 61 90 00 OVER 90 1758 34 L CHG 101 54 2007 99 YOUR ACCOUNT IS NOW ON CREDIT HOLD PLEASE CONTACT THE CREDIT MANAGER TODAY Dim3D Rev 10 0 173 A R Reports 13 Form Preprinted Heading This statement is printed on statement forms with a preprinted heading your company name and address The form is
131. COLLECTIONS R US A Add C Change D Delete E End N Next P Previous H History Enter Option Or A Date To View The information on the top half of the screen comes from CM10 D and the bottom half comes from CM16 D You have the following options Dim3D Rev 10 0 29 A R Procedures 30 A Add C Change D Delete E End N Next P Previous The computer asks Please Enter Date to Add The current date is displayed Press Tab to accept today s date or enter the date you wish to follow up with the customer You can then enter the credit note up to 70 characters per line unlimited lines Press the up arrow to end entering credit notes The computer asks Please Enter Date To Change Enter the date of the credit note you wish to change in the standard date format mmddyy The cursor moves to the selected credit note and allows you to change it by typing over the existing message Press the up arrow to end changing the selected credit note NOTE You can have only one credit note for each date However there can be multiple lines on the credit note The computer asks Please Enter Date To Delete Enter the date of the credit note you wish to delete in the standard date format mmddyy The message is displayed and the computer asks Are You Sure Y N Enter Y to delete the credit note or N to leave it If you enter N the computer allows you to enter another date to delete
132. COUNTS Discount Date Days Discount 1 Discount Limit 1 Discount 2 Discount Limit 2 Print Discount on Invoice REVOLVING ACCOUNTS Revolving of Payments Minimum Payment OTHER Auto Line Discount Allow Spiff Pricing Customer Return Hold 0 99 Special Flag Volume Discount Code 0 99 Vol Disc on Discbl Amt Y N The cursor is positioned at 2 Terms Number 1 99 You have the following options gt Enter a new terms code to add If the code does not exist the computer displays Record Doesn t Exist A dd Record V iew Next Record E nd Enter A if you wish to add it V to view the next record or E to end this option and return to the previous menu See an explanation for each field below gt Enter an existing terms code to change or delete The terms code is displayed and the computer asks C hange D elete N ext E nd C Change the displayed terms code The cursor moves down to 3 Description and the computer displays the following options at the Dim3D Rev 10 0 bottom of the screen lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End lt F1 gt Help Esc Go back one field Tab Go forward one field without changing the data in that field period End making changes for the remainder of the screen Allows you to save changes to the current store and to all stores if you have multiple stores
133. COUNTS RECEIVABLE Net of Allowances 476 000 VARIABLE FILE 3 Change A R Variable File G L Integration 4 A R Finance Charges to be the G L account number you set up in Step 1 above 1212 00 FINANCE CHARGES BILLED This defines the account for the finance charges generated at A R month end and finance charges written off during Cash Receipts PROCEDURE 1 At month end generate finance charges This happens during the A R Month End process The following G L entries are made automatically ACCOUNTS RECEIVABLE TRADE 1210 00 FINANCE CHARGES BILLED 1212 00 No income accounts are posted just balance sheet accounts Dim3D Rev 10 0 109 A R Procedures 2 Make a G L entry to post income for finance charges collected as follows a In General Ledger Reports print a G L Journal Account Summary Find the balance of account 1212 00 FINANCE CHARGES BILLED b In Accounts Receivable Reports print an A R Aging Report totals page only Find the finance charge balance FIN CHG BAL on the grand total line c Compare the two amounts The amount on the aging report should be less than the G L account because of customers paying finance charges during the month d Find the difference of the two amounts For example FINANCE CHARGES BILLED G L 6 000 00 FIN CHG BAL Aging Report 4 167 71 Net Difference 1 832 29 e In G L Journal Entries make the following G L entry 1212 00 FINANCE CHARGES BILLED 1 832 29 8140 00 FIN
134. Cash Receipts and Accounts Payable for refunding the amount of the credit For example account 1212 00 Unapplied Payments The account will be credit in Cash Receipts and debited in Accounts Payable for the same amount PROCEDURE See Also 1 Cash Receipts 2 by Batch O a Aa Q 10 11 12 13 Go to Accounts Receivable then Cash Receipts by Batch At the Select Customer screen in Cash Receipts by Batch select and accept the desired customer Enter the date Bypass Check No press Enter At Reference No enter REFUND Fill in the appropriate debit credit information Bank DR Press Enter if the bank will not be affected Discount DR Press Enter Fin Chg DR Press Enter AR CR Enter the amount of the credit as a negative amount This will debit Accounts Receivable The computer displays the G L portion of the entry MISC G L DEBITS CREDITS G L No Enter 1212 00 Unapplied Payments or your selected G L number Amount Press Enter and the computer fills in the proof amount Under the Apply Menu select Apply By Transaction Apply the debit amount to the credit transaction s the customer has on their account Finish the cash receipts batch using normal procedures Go to Accounts Payable then Enter Invoices In a regular Accounts Payable invoice batch select Generate Invoices Manually Use vendor number 1 Misc Vendor and enter the customer s name and address unless you already have a ven
135. Cd Cr Hold Rel Cd Store A R Group Ol or BF or REV Each Prices Bid PO Required Sig Required Job Limit Save Group Save Lien Running Balance i e PALLETS 1st Column Store SMan Price Dim3D Rev 10 0 VMO D CM1 D VMO D VMO D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D CM1 D A R Variable File Descriptions Credit Hold Descriptions A R Variable File Miscellaneous Codes Miscellaneous Codes 4 Credit Limit Release Code Displays only if customer is over their credit limit Credit hold code assigned to customer If none is assigned nothing is displayed Credit hold release code Computer generated System Manager Variable File Port Information Port Options 3 Store Number Store number of port running the A R File Inquiry Assigned A R group ol Open Item F Balance Forward REV Revolving Displays only if Ea Price Y Bid number Displays only if customer has a bid Displays only if PO Required Y Displays only if Sig Required Y Displays only if Cust Has Jobs Y regardless of credit limit type Displays only if Save Grp Hist Y Displays only if Save Lien Info Y Displays only if you are keeping a running balance for items such as pallets The description comes from the Inventory Variable File Other Options Running Balance 3 Running Balance Description Also displays current running balance begin
136. Customer Trans Fil OEC Completed Orders O CM4 D Cash Receipt Trans PT2 Patronage Sls Paid CM4H D Cash Receipt Hists PT3 Patronage Sls Tran CM5 D Open Items Applied QS1 Quote Selction Fil CM5H D Open Items History QS2 Recap Selction Fil CM7 D A R Posting File RCM1 D Rental Cust Data CM8 D Customer Lien File RSMO D Rental Sales Maste CM9 D A R Credit File RSHO D Rental Sales Hist CM10 D Credit Note File SMO Sales Master Data CM14 D Customer Signature SHO Sales History Data CM15 D Cash Receipts Batc SNO Item Serial Number CM16 D Credit Note File SN5 Cylinder History KM1 D Commissions Trans SN7 Cylinder Trans Fil KM2 D Commissions Entry SPO Special Order Mast LD1 D Lot Detail Record TOTGO DDetail Group Total Do You Wish To Continue Y N Enter Y if you wish to continue with the update Or enter N to return to the previous menu without doing the update 76 Dim3D Rev 10 0 A R Procedures 22 After entering Y above the computer displays DS02504 Update Cust No Changes ABC LUMBER COMPANY Date mm dd yy Rev8 0 2 Port 08 Store 0 Temporary Index files are required for the following BHO KM2 OM2 TSO Depending on the size of the above files it may take hours to create their indexes If they have been previously generated then it is not necessary to create them again unless there have been changes to any of the above files If you are changing many customers and your files are large then it may take a long tim
137. Date 317 Purge Unupdated CM15 Batches 259 R randomly generated credit limit release code 228 Recalculate A R Due Dates 250 Received on Accounts ROA 112 adjustment 112 payment 112 Recover Bad Debt 114 132 A R doubtful accounts 114 bad debt expense 114 reference 43 51 Refund Credit Balance 115 remaining 45 47 53 rep number 7 Reports A R reports to print monthly Open Items Applied Report 142 Statement Backup Report 142 Traditional Aging 142 Aging Reports Customers Out of Balance 170 Other Aging Formats 161 Aging by of Balance 168 Aging by Invoice 164 Aging by Invoice Status 166 Aging by Transaction Store 162 Traditional Standard Aged Analysis 158 Credit Info Credit Analysis amp Sales Reports 199 Credit Hold 197 Credit Limit 196 Credit Note Report 198 History Reports 200 Credit History Report 201 Customer Payment History report 204 Invoices Applied History report 203 324 Payment History by batch report 205 Mechanics Lien Report 206 Customer Sales Reports Profit Analysis 188 Profitability Report Format A 189 Profitability Report Format B 191 Sales Tax Receipt Report 192 Year to Date Information 195 Lists Authorized Signatures 149 Codes 145 Customer Labels 151 Mailing Labels 152 Manual Shipping Labels 154 Customer List Fax Information 147 Messages 150 Name amp Address 143 Phone Contact Tax Exempt 146 Ship To Address 148 Statement Formats Blank
138. Date mm dd yy Rev8 0 1 Port 40 Store 01 Beginning Customer Number 3030 000 HANSEN REFRIGERATION Ending Customer Number 3040 000 HATHAWAY GENERAL CONTRACTORS Starting Customer Number 30030 000 Increment 1 100 10 Customer Number Changes Have Been Added to CMC Batch File Press Enter to acknowledge this message and return to the Change Customers by Batch Menu You should print an Edit List to check the entries in the batch before updating the changes Steps 14 16 describe Edit List 14 After selecting 3 for Edit List the computer displays DS02506 Customer Number Change List DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 1 Input Parameters Report Print Order 1 Old Customer No 2 New Customer No Beginning Number 000 Ending Number 999999 999 Number of Copies di Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Enter any desired input parameters changing the order of the report or printing for a range of numbers 15 Print the report using standard printing procedures Here is a sample Edit List mm dd yy CUSTOMER NO CHANGE LIST IMC D DIM10 DATA DS02506 13 49 00 PRINTED IN OLD CUSTOMER NO ORDER PAGE 0001 OLD NEW CUSTOMER NAME 3030 000 30030 000 HANSEN REFRIGERATION 3040 000 30040 000 HATHAWAY GENERAL CONTRACTORS 7010 000 7011 000 VALLEY ROOFING CUSTOMER NO TO BE CHANGED CUSTOMERS NOT FOUND IN CM1 D TOTAL Dim3D Rev 10 0 75 A R Procedures 16 Check th
139. Dim3D Rev 10 0 N Name amp Address report 143 number of months credit and payment history 107 108 228 O on line help 208 open date 8 open item type 5 Open Items Applied File CM5 D 60 61 185 192 253 270 283 Open Items Applied History File CM5H D 33 104 107 108 203 230 275 283 Open Items Applied Maint CM5 253 original contractor pre liens 291 296 Other Aging Formats 161 Aging by of Balance 168 Aging by Invoice 164 Aging by Invoice Status report 166 Aging by Transaction Store report 162 Other Statement Formats 179 Applied Open Items statement 185 Blank Paper Invoice Detail report 183 Form Discount Options statement 181 Form Print Trans Discount statement 180 Form Revolving statement 182 Statement Backup Report 186 P paid on account 94 Password Account Options Variable File 231 A R Inquiry Fields 234 Add Maintain CM1 Fields 232 Add Maintain CM2 Fields 233 Other Password Account Options 235 payment history 33 Payment History 107 build files 107 Variable File number of months credit and payment history 108 Payment History by Batch report 205 Payments Maintenance CM4 252 payroll 94 payroll deduction employee paid on account 94 Dim3D Rev 10 0 phone 4 Phone Contact Tax Exempt report 146 PO required 6 Post Finance Charges Billed to Balance Sheet 109 pre lien See also liens date 296 303 default print flag
140. E See Also 1 From the Accounts Receivable Menu select File Inquiry Search For amp 2 Select and accept the desired customer Select a Customer o The computer displays the inquiry screen Select C for Credit Options Ja The computer displays the credit options al Put On Credit Hold 5 Credit Notes History 2 Take Off Credit Hold 6 Credit Contact Fax 3 Change Credit Limit Release Code 4 Change Credit Limit Enter Option or lt Esc gt to End lt UpA gt Change Store Select 1 to put on credit hold or 2 to take off credit hold 5 OPTION 1 PUT ON CREDIT HOLD The computer displays the first credit hold description 1 CALL THE CREDIT MANAGER A Accept lt Ent gt Next Message Enter Credit Hold Number You now have 3 options gt Aand Enter to accept the displayed message and assign it to this customer gt Enter to display the next credit hold message gt Enter the desired credit hold number to assign to this customer Then enter the Credit Hold Written By code and accept it press Enter The credit hold written by information is saved in the Credit Note File CM10 D Dim3D Rev 10 0 79 A R Procedures NOTE If you put the main account of a customer with jobs on credit hold the computer also asks Apply to All Jobs Y N Enter Y to put all jobs on credit hold as well Or enter N to put the main account only on credit hold 6 Once you select a credit hold the description is dis
141. E AGING REPORT TOTALS 4x CHARGES PAYMENTS BAL DUE CURRENT 1 30 DAYS 31 60 DAYS 61 90 DAYS 90 DAYS FIN CHG 5476 46 6960 01 2917 51 469 75 1088 23 611 84 2960 91 NUMBER OF CUSTOMERS NET CHANGE 4388 23 NUMBER OF TRANSACTIONS Dim3D Rev 10 0 165 A R Reports 10 3 Aging by Invoice Status This report shows the following information for each transaction under each customer Store number Type of transaction INV RET F C UAP unapplied payment Transaction number Transaction date Invoice amount Discount available Amount paid Last paid date Amount due Due date Status of days past due This is useful where most of the customers are A R Type O open item It shows the aging status by invoice for each customer DS023901 Aging Invoice Status DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 1 Input Parameters Store 00 Report Date mmddyy Print 1 Numerically or 2 Alphabetically L Beginning Customer Aging amp Report 000 Ending Customer Aging amp Report 999999 999 Assigned Salesman 0 All 0 Customer Class 0 All 0 A R Group 0 A11 0 Selection Code 0 0 All Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Y N Number of Copies Store Number 0 All Stores 2 Calculate Aging Balances 3 Print Customer Aging by Invoice Enter Option E to End
142. ENDING BALANCE 889 692 889 692 MEMO INVENTORY SUMMARY STATEMENT DISCOUNTS 5 001 BEGINNING BALANCE 1 166 610 03 1 119 885 PURCHASES 00 407 928 05 CASH RECEIPTS BANK 466 704 ADJUSTMENTS 00 00 CASH TRANSACTIONS 124 INVENTORY SOLD 361 204 00 CASH TO ACCOUNT FOR 591 ENDING BALANCE 1 166 610 03 1 166 610 03 NOTE If you have multiple stores you must add all Daily Reports together or print the Daily Report for all stores O all stores to balance to the aging in the A R summary section 6 Transaction Register Shows a summary report of all transactions made for the current day from POS or Invoice Posting The report comes from the Sales Master File SMO D 7 Transaction Detail Shows the same information as the Transaction Register with line item detail from POS as well There is no line item detail from Invoice Posting This report comes from the Sales Master File SMO D 15 Transaction Day End Update Updates the Sales History File SHO D and the G L GPOST with the current day s activity It clears the current day s sales activity from the 90 Dim3D Rev 10 0 A R Procedures Sales Master File SMO D and increments the batch number by one this batch is automatically assigned by the computer and is stored in the Variable File After the update you will want to print the G L entries generated by the update Also if the computer encountered any errors during the update
143. ER OPTION A V E Dim3D Rev 10 0 TT A R Procedures Using normal file maintenance procedures for special maintenance you can view then change or delete entries from this file Or you can add records one at a time although it is easier to use the first option on the Change Customers by Batch Menu for this purpose NOTES 78 Dim3D Rev 10 0 A R Procedures Credit Hold Put On Take Off PURPOSE Use this procedure to put a customer s account on credit hold or to take it off credit hold When a customer account is put on credit hold no Point of Sale transactions can be written for the account without a credit release code being entered The credit release code is a number from 1 9999 randomly generated by the computer This number must be entered before anyone can proceed writing a POS transaction The password security level for most sales personnel does not allow them access to the release code number An account can be put on credit hold for a variety of reasons The account may be past due have bad checks outstanding be COD only etc You can define up to 99 credit holds in the Variable File A R Variable File Descriptions Credit Hold Descriptions BEFORE YOU BEGIN Since this is a system manager or credit manager procedure the password used for this procedure is assigned a user level 6 or greater If this is not done the option to change credit information in A R File Inquiry will not be displayed PROCEDUR
144. ER W STMT 111290 500 HOUSE ACCOUNT Al BUILDING 60694 10000 AAA CONSTRUCTION 81281 61391 92393 20000 00 308 50 3137 60 AAA CONSTRUCTION LOT 100 WILLOW CREEK 21788 10390 20000 AAA CONSTRUCTION LOT 200 WILLOW CREEK 30188 61391 82191 20000 24 316 80 AAA CONSTRUCTION LOT 300 WILLOW CREEK 31588 20000 AAA CONSTRUCTION 76 308 50 3454 40 ALLEN DAVID 72485 111990 500 14 ALLEN DAVID 52289 82191 10000 76 Dim3D Rev 10 0 195 A R Reports Credit Info 19 Credit Limit Print this report to check customers exceeding or nearing their credit limits This report prints store number customer number and name phone number contact assigned salesman code sale date pay date high balance date and high balance account balance and the credit information credit limit unused credit and percent used DS02322 Credit Limit Report DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Percentage Used 100 Store Number 0 A11 0 Number of Copies 1 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Percentage Used Enter the percentage of credit used for accounts you wish to appear on this report SAMPLE CREDIT LIMIT REPORT mm dd yy CREDIT LIMIT REPORT DS02322 15 23 44 CALCULATIONS BASED ON 100 USED PAGE 0001 st SALE
145. File entries Maintenance for Pre Lien Information and Password Accounts Option Part 4 2 Pre Lien Report Prints a report of the Variable File entries for the pre lien system Dim3D Rev 10 0 313 Appendix B Part 4 1 Pre Lien Maintenance PURPOSE Use this option to enter the print program for pre lien forms in Pre Lien Information and the Default Print Flag in Password Account Option PROCEDURE 1 From the Pre Liens Menu select 4 for Pre Lien Variable File 2 Select 1 for Pre Lien Maintenance 3 The computer displays CSVM0209 Pre Lien Maintenance DIM10 DATA Date mm dd yy Rev7 0 51 Port 40 Store 01 Store Number Choose Selection 1 Pre Lien Information 2 Password Account Option 98 Change Store lt Esc gt End You have the following options 1 Pre Lien Information See Steps 4 5 2 Password Account Option See Steps 6 7 Steps 5 describe the fields in 1 Pre Lien Information 4 Ifyou entered 1 in Step 3 above for Pre Lien Information the computer displays CSVM0209 Pre Lien Information DIM10 DATA Date mm dd yy Rev7 0 51 Port 38 Store 01 STORE INFORMATION 1 Print Program for Pre Lien Forms cs02022 COMPANY DEFAULTS all stores 2 Next Pre Lien Number 30 lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help Using normal Variable File entry procedures enter the following fields 1 Print Program for Enter the print program to use when printing pre Pre Lien Forms lien forms
146. Form with Preprinted Heading In order to have current and up to date information on the statements you should recalculate the aging balances If you are printing statements from your month end password as part of your month end procedures there is no need to recalculate the aging balances if they were recalculated before copying the files Load the statement forms into the printer and line them up to the top of form DS02391H A R Statements DIM10 DATA Date mm dd yy Rev10 0 5 Port 39 1 Input Parameters Store 00 Statement Date mmddyy Order 1 Number 2 Name 3 Zip 1 Beginning Customer 000 Ending Customer 999999 999 Assigned Salesman 0 All 0 Customer Class 0 All 0 A R Group 0 All 0 Selection Code 0 0 All Accounts 1 Past Due 31 61 Over 60 91 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Number of Copies Store Number 0 A11 Stores 2 Calculate Aging Balances 3 Print Statements Print Ship To Address Y Print YTD Finance Charges N Print Job Consolidated Stmt Y Over 30 Over 90 Enter Option E to End Special and Unique Input Parameters Enter the date you wish to print as the statement date Or press Tab to accept the current displayed date Statement Date Enter the customer aging category you wish to include on the report The default is 0 zero which prints all accounts Selection Code 0 All Accounts 1 Past Due 31 Over 30 61 Over 60 91 Over 90
147. H DATES 1 Payment Transaction History CM4H D MMDDYY 2 Open Items Applied History CM5H D MMDDYY A R YEAR END 3 Last Updated A R amp F C MMDDYY lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help 230 Dim3D Rev 10 0 A R Variable File 8 Password Account Options This menu is displayed after selecting 8 for Password Account Options from the AR Variable File Maintenance Menu DSVM0208 A R Password Account Options DIM10 DATA Date mm dd yy Rev10 0 4 Port 39 Store 01 Choose Selection Add Maintain CM1 Fields Add Maintain CM2 Fields A R Inquiry Fields Other Password Account Options lt Esc gt End See the following four parts for descriptions of each option Dim3D Rev 10 0 231 A R Variable File 8 1 Add Maintain CM1 Fields This screen allows you to set up which fields in the Customer Master File CM1 D can be added and changed by password account The program to add new customers looks for this record If it exists and fields are checked X in the box then this record will control the access to those fields DSVM0208 A R Add Maintain CM1 Fields Rev10 0 4 1 Enter Password Account CM1 CUSTOMER MASTER FILE Customer Name 19 Address 1 20 Address 2 21 Address 3 22 Zip Code 23 Phone Number 24 Contact Person 25 Tax Exempt No 26 A R Group 27 A R Type 28 Tax Type 29 Each Pricing 30 PO Required 31 Si
148. Help Dim38D Rev 10 0 A R Procedures The cursor is positioned at Tax Code 1 999 You can have up to 999 different tax codes depending on your state and local tax laws Enter the number of the code you are adding or changing 6 Ifthe tax code exists already the fields are filled in and the computer asks C hange D elete N ext P revious E nd Enter the desired option C D N P or E If the tax code does not exist the computer asks Record Doesn t Exist A dd Record V iew Next Record E nd Enter A if you wish to add it V to view the next record or E to end this option and return to the previous menu Step 4 7 This step describes each field on the sales tax screen 2 Description 3 4 Decimal Places Y N 4 Percent 5 G L Account Dim3D Rev 10 0 This description can be up to 15 characters long including spaces and punctuation Enter it exactly how you wish it to appear on POS transactions Sales Analysis reports and Sales Tax reports all caps or upper lower case For example 6 25 State Tax Local Sales Tax Resale GOVERNMENT If you are setting up multiple taxes the first 2 characters of the tax code description must contain the 2 letter state abbreviation for the sales tax report to sort and print correctly Enter Y if the tax requires up to 4 decimal places instead of 2 Works in conjunction with the next field Percent Or enter N to not use this option and have 2 decimal pl
149. It shows the following information 1st Column 2nd Column 3rd Column Customer number Current balance Credit limit Name High balance Available credit Address Current credit hold Limit percent used Phone number Last credit hold Credit hold date amp written by Fax number Terms code Taken off date amp written by Contact person Date account was opened Date last sale Store number Date last payment amp amount Credit History Detail from CM9 D Date of credit history entry month end update balance aging buckets shown either by dollars or by percentages current 1 30 31 60 61 90 over 90 payments discount taken finance charges month to date sales and number of days sales outstanding DSO The DSO is a calculated number of average days it takes for this customer to pay This information comes from the Credit History File CM9 D and the Customer Master File CM1 D Credit history is written during the inventory month end update You can also access this information through the A R File Inquiry DS02327 Credit History Report CM9 DIM10 DATA Date mm dd yy Rev10 0 2 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Print D ollars or P ercentages D Number of Months 0 A11 0 Print Ship To Address Y N N N Separate Page per Customer Y N Number of Copies 1 Report Date mmddyy Select Optional Field Y N lt Ent gt Pri
150. L 889692 65 NOTES For more information on the entire day end process see the Day Month Year End User Manual Dim3D Rev 10 0 91 A R Procedures Delete Customer PURPOSE Use this procedure to delete a zero balance customer account with no open item detail from both the Customer Master File CM1 D and Customer Misc File CM2 D You cannot delete a customer with transactions BEFORE YOU BEGIN You must know the customer number you wish to delete before beginning This program only allows you to select customers by number and not by name You can print a report or do an A R File Inquiry to obtain the customer number PROCEDURE See Also 1 Go to Accounts Receivable then File Maintenance 2 Select Delete Customer from CM1 amp CM2 3 The computer displays the delete screen DS02402 Delete customer numbers DIM10 DATA Date mm dd yy Rev10 0 2 Port 41 Store 01 Customer 000 lt Ent gt Next Customer lt Esc gt End The cursor is at Customer Enter the customer number you wish to delete Or press Esc to end this procedure and return to the previous menu 4 The corresponding customer name is displayed If the selected customer has a balance in CM1 D or activity in CM3 D Customer Transaction File the computer displays Can t Delete Customer Balance Is Not Zero Press Enter to acknowledge this message If the customer s account balance is zero but there is current month activity you will need to run
151. ME CM14 D Extra Signature File KEYS Customer Number COMMENTS Extra signatures are added through A R File Maintenance or when adding new customers 258 Dim3D Rev 10 0 A R Special Maintenance 17 Purge Unupdated CM15 Batches DS02608 Purge Un Updated Cash Receipts Batches DIM10 DATA Date mm dd yy Rev8 1 1 Port 37 Store 01 1 Input Parameters Store Number Purge Un updated Batches Thru MMDDYY lt Ent gt Run Purge E End 1 Input Parameters FILENAME CM15 D Cash Receipts by Batch File KEYS N A COMMENTS This option allows you to purge CM15 batches which have not been updated during Cash Receipts by Batch Dim3D Rev 10 0 259 A R Special Maintenance 18 A R Cutover Process COMMENTS Refer to the manual Getting Started Chapter 4 Getting A R Started for the procedure Doing A R Cutover for instructions 260 Dim3D Rev 10 0 A R Special Maintenance 19 Print Customer Data to File DS02341 Print Customer To Text DIM10 DATA Date mm dd yy Rev10 0 3 Port 37 Store 00 1 Input Parameters Text File Name Blank Print to Screen Only Order 1 Numerically 2 Alphabetically 1 Beginning Customer Aging amp Print 000 Ending Customer Aging amp Print 999999 999 Selection Code 0 All Accounts 0 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Consolidate Jobs Y N Select Customers with Zero Balances Y N Select Customers with Credit Balances Y N Text Fi
152. N Make sure you have the proper forms loaded in the printer Use forms pre printed with your company logo PROCEDURE From the Pre Liens Menu select 3 for Pre Lien Reports Select 2 for Reprint Pre Lien with Logo The computer displays cs02017 Re Print Pre Lien Form B DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 Pre Lien to Print lt Esc gt End Program The cursor is positioned at Pre Lien to Print You have the following options gt Press Ese to end this process and return to the return to the previous menu gt Press Enter to set up a group pre lien form A group pre lien is used to combine a customer s jobs and report them for the main account on one notice See Step 4 gt Enter the pre lien you wish to re print Skip to Step 5 If you wish to set up a group pre lien and pressed Enter at Pre Lien to Print the computer displays the following cs02017 Re Print Pre Lien Form B DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 Pre Lien to Print PRE LIEN DATE 00 00 00 INVOICE INVOICE DATE 00 00 00 1031 000 ANDERSON MIKE Group Pre Lien 970090 001 AC TEST Estimated Cost Job Address 1 Job Address 2 City State Zip Code lt Esc gt End Program Dim3D Rev 10 0 309 Appendix B The computer displays the customer number of the first available pre lien The cursor is positioned at Estimated Cost Enter the following information for the group pre lien notice and then
153. NING 1060 000 BRODER AND ZARBOCK 572 1258 2000380 31494 41094 145 16 1070 000 CHRISTENSEN DAVID 485 1187 2000385 32994 41094 1906 45 6030 000 ROCKY MOUNTAIN SUPPLY 486 3423 2000384 31494 41094 7410 94 7410 94 8813 45 6090 000 TROUBLE SHOOTERS 486 9000 2000386 32994 41094 121483 6308 43 6308 43 r 6308 43 7070 000 ZCMI 278 6969 7777 41294 41094 531 25 REPORT TOTAL a 17704 74 Dim3D Rev 10 0 207 A R Variable File SECTION 3 A R Variable File This section presents information on the Variable File for Accounts Receivable The Variable File is the area of the Dimensions system that contains variables to customize certain options that deal with A R procedures When you select A R Variable File from the Accounts Receivable Menu the computer displays another menu DSVM0200 A R Variable Maintenance DIM10 DATA Date mm dd yy Rev7 0 100 Port 39 Store 01 Choose A R Variable File Maintenance Menu Terms Information Statement Information Special Pricing Descriptions Transaction Numbers G L Integration Miscellaneous Codes Password Account Options lt Esc gt End Each menu selection goes to another screen or another menu of more options The following section is organized according to this menu Each screen is displayed and its purpose is defined It is assumed you have read the Getting Started Manual and know how to move through menus See Chapter 2 System Training On Line Help
154. Name COMMENTS Allows you to perform maintenance on the Customer Master File CM1 D on a record by record basis Allows access to customer balances and month to date and year to date totals Special Fields Dim3D Rev 10 0 31 32 33 34 35 54 55 58 59 60 61 LAST PAY DT LAST PUR DATE LIEN DT LIEN INVOICE HIGH BAL DATE HI BAL TYR HI BAL LYR ST MTD DIS CRD LMT TYP RUN BEG BAL RUN ADD TO Uses format MMDDYY Uses format MMDDYY Uses format MMDDYY Lien invoice number Uses format MMDDYY High balance this year High balance last year Month to date discount amount that appears on the statement Credit limit type Beginning month balance for running balances option Added to this month s running balance 239 A R Special Maintenance 240 62 RUN SUB FRM 63 STMNT DETAIL 64 LST PAY AMT 65 ON ORD AMT 66 INSTALL PAY 67 TEMP TERMS 68 MTD DSC SLS 69 YTD DSC SLS Subtracted from this month s running balance Statement detail Y When printing blank paper statements the computer prints the statement for this customer and immediately follows with printing a recap of the invoices for the current period This works only if you are saving sales history because the invoice detail comes from the Sales History File SHO D N Do not print the invoices after printing the customer s statement Last pay amount On order dollar amount Installment payment am
155. P TO SHIP TO 1 INV 2200130 INV 2200136 INV 6200033 INV 2200108 09 08 99 10 11 99 08 19 99 10 04 99 CUSTOMER TOTALS JOB TOTALS 1040 000 BECK STREET CONSTRUCTION 1 INV 2200256 2 INV 2200109 2 INV 2200111 05 24 01 10 05 99 01 05 99 CUSTOMER TOTALS ACCOUNTS RECEIVABLE TRADE Balance Due is calculated by BEGINNING BAL MTD CHARGES MTD RETURNS MTD PYMTS MTD ADJ MTD FIN CHG DISC ALLOWED BALANCE DUE CURRENT 1 30 DAYS 31 60 DAYS 61 90 DAYS OV 90 DAYS FIN CHARGE REVOLV NOT DUE TOTAL Dim3D Rev 10 0 SAMPLE AGING BY INVOICE STATUS AGING INVOICE STATUS REPORT INVOICE AMOUNT ORIGINAL DISC AMT 1 4135277474 1521 48 1521 48 413 737 1130 JOE SMITH 93 95 93 95 93 95 93 95 93 95 531 25 5732 19 4569 41 2163 78 589 50 3685 26 589 50 480 2311 SHIP TO 2 239 63 204 98 204 98 204 98 SA 5 82 125 14 991 35 480 2311 SHIP TO 2 18 41 18 15 60 116 49 12 2 70 03 153 20 33 1144 55 83 531 2698 3328 40 108 54 13 79 73 DUE 6960 01 2917 51 PERCENT OF 41 CONTACT CONTACT CONTACT CONTACT CONTACT 2917 51 00 00 DIM10 DATA AMOUNT DUE 909 64 07 06 01 909 64 413 567 8923 SHIP TO 3 SHIP TO 3 410 89 07 06 01 PAST DUE 31 60 61 90 DAYS DAYS OVER 90 DAYS 2960 91 2960 91 TOTAL A R NO OF ACCOUNTS 79 92 00 00 08 05 01 07 31 98 07 31 98 08 31 98 09 30 98 09 30 98 06 30 98 06 30
156. PAY HIGH BAL HIGH BALANCE PHONE ASMN DATE DATE DATE BAL LIMIT UNUSED USED 1 6030 000 ROCKY MT SPLY 486 3423 03 14 94 03 14 94 03 14 94 8813 8945 65 8000 945 111 82 SUE CHRISTENSEN 1 1 6090 000 TROUBLE SHOOTERS 486 9000 03 29 94 03 29 94 6447 6544 00 5000 1544 130 88 TOM SMITH 1 196 Dim3D Rev 10 0 A R Reports 20 Credit Hold Print this report to check customers on credit hold This report uses data in the Customer Master File CM1 D prints store number customer number name ship to address phone number assigned salesman code and the credit hold code and description reason for credit hold status DS02323 Credit Hold Report DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Cust No 000 Ending Cust No 999999 999 Credit Hold Number 0 A11 Store Number O A11 Number of Copies Report Date Select Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CREDIT HOLD REPORT mm dd yy CREDIT HOLD REPORT DS02323 15 25 05 PAGE 0001 st NAME SHIP TO PHONE CREDIT HOLD REASON 1 4080 000 MARRIOT HOST INC 539 2600 NEED A NEW CREDIT APP 1 5060 000 OXBOW DEVELOPMENT 562 5666 NEED A NEW CREDIT APP 1 6080 000 TIPPETTS CARL 486 2161 ACCOUNT WRITTEN OFF Dim3D Rev 10 0 197 A R Reports 21 Credit Note Report Print this report to check customer credit notes This report prints custome
157. PEN ITEM 2 APPLY CREDITS ENTER OPTION E END You have the following options gt Enter 1 to enter new input parameters Go to Step 3 gt Enter 2 to apply credits according to the data in the input parameters Go to Step 5 gt Enter E to end this process and return to the previous menu 3 Ifyou entered 1 to change the input parameters the cursor moves to the first field Enter the following parameters BEGINNING CUSTOMER NUMBER Enter the beginning customer to use or Tab to start with the first customer ENDING CUSTOMER NUMBER Enter the ending customer to use or Tab to use all remaining customers TYPE OF ACCOUNT Enter the type of account you wish to process 1 BALANCE FORWARD 2 OPEN ITEM 3 BOTH BAL FWD amp OPEN ITEM 4 You are returned to Step 2 where you can enter 2 to begin applying the credits 5 The computer begins immediately to apply credits for the selected customers and displays NOW APPLYING CREDITS OF 262 17 FOR CUSTOMER 1300 000 6 When the process is complete the computer displays CREDIT BALANCES HAVE BEEN APPLIED TO OLDEST BALANCES FOR SELECTED CUSTOMERS Press Enter to acknowledge this message Return to Step 2 to enter another range of customers or select E to end this procedure Dim3D Rev 10 0 15 A R Procedures PROCEDURE METHOD 2 SAME CUSTOMER See Also Cash Receipts 1 by Batch Search For amp 3 Select Cash Receipts by Batch Enter a batch ID then select Ent
158. PTS BATCH DETAIL RECORDS BATCH 2 SEQUENCE LINE NO 4 CUSTOMER NO STORE NUMBER TRANSACTION NO DATE YYYYMMDD CHECK NUMBER ORIGINAL AMOUNT AMOUNT APPLIED UNAPPLIED CASH Y N ENTER OPTION A V E FILENAME CM15 D Cash Receipts by Batch File KEYS N A COMMENTS This option allows you to perform maintenance on detail records of the Cash Receipts by Batch File CM15 D on a record by record basis Records in this file are added during Cash Receipts by Batch They are deleted automatically during the A R Month End Update All batches must be updated before doing month end Dim3D Rev 10 0 273 A R Special Maintenance 24 Maintain Payment History CM4H DS02014H STORE MAINTAIN CM4H D CASH RECEIPTS TRANSACTION HISTORY CUSTOMER NUMBER DATE YYYYMMDD STATUS CUSTOMER TYPE PERIOD CODE FISCAL MONTH REFERENCE CHECK NUMBER APPLIED ON ACCOUNT MONEY RECEIVED DISCOUNT FINANCE CHARGE GL ACCT 1 GL AMOUNT 1 GL ACCT 2 GL AMOUNT 2 GL ACCT 3 GL AMOUNT 3 1 BATCH 2 PERIOD 3 SEQUENCE ENTER OPTION A V E FILENAME KEYS COMMENTS 274 CM4H D Cash Receipts Transaction History File Batch Number Period Sequence Number This option allows you to perform maintenance on the Cash Receipts payments History File CM4H D on a record by record basis During the A R month end update the paymen
159. Paper Statement 171 Form Preprinted Heading 174 Form Print Heading 177 Other Statement Formats 179 Applied Open Items 185 Blank Paper Invoice Detail 183 Form Discount Options 181 Form Print Trans Discount 180 Form Revolving 182 Statement Backup Report 186 Reports Variable File 236 Reprint Pre Lien with Logo 309 Reprint Pre Lien without Logo 311 resale price level 9 Returned Checks 117 cash customer using non A R cash 117 cash customer using POS addons 118 charge customer using cash 117 charge customer using POS addons 118 returns credit option 228 Revolving 120 cash receipts 121 current payment amount 101 121 installment payment 101 121 minimum 101 minimum payment 120 214 number of payments 101 120 214 past due payment amount 121 statement 182 terms 120 total payment due 121 type 5 Revolving History File IMH D 104 ROA 112 Dim3D Rev 10 0 adjustment 112 payment 112 route difficulty 9 S Sales History File SHO D 9 33 90 171 180 183 296 Sales Master File SMO D 90 Sales Tax Codes 122 4 decimal places 123 allow discount on tax 124 calculate tax on cost 124 description 123 G L account 123 maximum taxable amount per each 124 maximum taxable amount per ticket 124 minimum taxable amount 124 percent 123 round up if fraction 124 tax code 123 use multiple tax codes 124 2 tax codes 125 2nd tax code 125 is 1st tax amount taxable 125
160. R Special Maintenance 14 Credit Note File CM10 DS02020 MAINTAIN A R CREDIT NOTE FILE 10 11 12 13 15 16 W 18 CUSTOMER NUMBER FOLLOW UP DATE HIGH BAL SINCE ACCT OPEN LAST CREDIT HOLD DATE PUT ON CREDIT HOLD CREDIT HOLD WRITTEN BY CREDIT NOTE 2 CREDIT CONTACT WRITTEN BY FOLLOW UP STATUS FOLLOW UP CREDIT NOTE 1 FOLLOW UP CREDIT NOTE 2 FAX NUMBER FAX OPTIONS S I A N ENTER OPTION A V E 7 DATE TAKEN OFF CREDIT HOLD 8 TAKEN OFF CREDIT HOLD WBY The Customer Credit File is normally maintained through A R File Inquiry Change Credit option The information in this file is used on the Credit FILENAME CM10 D Customer Credit File KEYS Customer Number COMMENTS Note Report 256 Dim3D Rev 10 0 A R Special Maintenance 15 Multiple Credit Note File CM16 DS020116 MAINTAIN CREDIT NOTES FILE CM16 1 CUSTOMER NO 2 DATE YYYYMMDD 3 SEQ LINE NO 4 NOTES ENTER OPTION A V E FILENAME CM16 D Multiple Credit Note File KEYS Customer Number Date Sequence Line Number COMMENTS The Multiple Credit Note File is normally maintained through A R File Inquiry Change Credit option These are the actual comment lines entered for credit notes Dim3D Rev 10 0 257 A R Special Maintenance 16 Extra Signature File CM14 DS020114 MAINTAIN SIGNATURE FILE 1 CUSTOMER NUMBER 2 SIGNATURE ENTER OPTION A V E FILENA
161. Rank Selection 0 No Ranking 3 Average Margin lt Ent gt Print Report 1 Sales Dollars 4 Market Margin 2 Average Margin 5 Market Margin E End 1 Input Parameters Special and Unique Input Parameters Summarize Customer Jobs Y N Print 1 Average 2 Market 3 Both 4 None Ranking Selection Rank On M td Or Y td Order H igh to Low or L ow to High Number of Items to Print Dim3D Rev 10 0 Enter Y to summarize the job accounts and print as the main account Or enter N to keep each job separate and list the totals under each job Determine what cost figures if any you wish to display on this report Towards the bottom of the screen the computer displays a list of ranking selections O No Ranking If there is no ranking the next 4 parameters are skipped The report will be printed in numerical or alphabetic order depending on your selection 1 Sales Dollars 2 Average Cost Margin 3 Average Cost Margin 4 Market Cost Margin 5 Market Cost Margin Enter the method of ranking you wish to use Enter M to use month to date or Y to use year to date figures Enter H to list the customers from highest ranking to lowest or L to list them lowest ranking to highest Enter the number of customers to print according to the rankings you set up above For example you can print the top 20 customers by entering 20 here and ranking from high to low Or you can print the bottom 10
162. Req Y N Cust Has Jobs Y N 17 Save History Save Lien Info Store Number 20 Rep Number Price Level Class 23 Credit Hold Terms Statement Day 26 Tax Code Extra Code Credit Limit 29 Bid Number Open Date Credit Limit Type 32 Statement Detail Install Pmt SSN 35 Resale Price Level Delivery Zone Route Difficulty 38 Map Code Ship To 1 40 Ship To 2 Ship To 3 42 Builder s Club Email 44 Cell Phone Message Note 1 Message Note 2 Message Note 3 lt Esc gt End lt F1 gt Help lt UpA gt New Job Refer to the procedure Add New Customer in the Accounts Receivable User Manual to enter the information on this screen Answer Y to field 18 Save Lien Info 4 After you enter the fields on this screen as well as signatures if required you can enter the lien information The computer displays the following screen Customer 6464 000 XYZ CORP Lien Information 1 Job Address 2 Owner of Property Addr 1 Name Addr 2 Addr 1 City Addr 2 State City State Zip 3 Original Contractor 4 Construction Lender Name Name Addr 1 Addr 1 Addr 2 Addr 2 City City State Zip State Zip 5 Subcontractor 6 Trust Fund or Leasehold Owner Name Name Addr 1 Addr 1 Addr 2 Addr 2 City City State Zip State 7 Project Type Misc Notes 1 8 Estimated Cost Misc Notes 2 Print Flag Y N lt UpA gt Default Address 290 Dim3D Rev 10 0 Appendix B There are 8 groups of information which can be provided on this screen Job address
163. SEQ CTRL PC JL DATE REF NO SOURCE DESCRIPTION ACCT NO ACCT DESCRIPTION DEBIT CREDIT 1 1 6 3A 06 15 98 2900877 AUTO LATE CHARGE 1210 00 ACCOUNTS RECEIVABLE TRADE 64 28 8140 00 FINANCE AND CARRYING CHARGE TOTAL 64 28 PROOF 00 Dim3D Rev 10 0 269 A R Special Maintenance 21 A R Month End Update DS02398 Rev9 0 4 Month End Update DIM10 DATA Date mm dd yy Port 37 Store 01 Please run the month end pre test prior to this update to verify that all accounts are in balance This program will force accounts into balance based upon the balance in CM3 D 1 Month End Update Note Month End Update will be performed for all stores A single store cannot be selected 99 Change Date Use this option to change the month and year for the A R credit file Enter Option E to End FILENAME KEYS COMMENTS 270 CM1 D Customer Master File and Variable File N A This option allows you to perform the month end update on the customer files only if needed The normal month end process performs this step automatically but you may have the occasion to run it manually alone To begin the update process enter 1 and press Enter The computer asks Have All the Required Month End Files Been Backed Up Y N It is a good idea to copy CM1 D and the Variable File VMO D to your month end user group before performing the update If you enter Y the computer asks DS02398 Month End Update DIM10 DATA Date mm dd
164. UNT DOLLARS ON ORDER INSTALLMENT PAYMENT TEMPORARY TERMS 1 99 MTD DISCOUNTABLE SALES YTD DISCOUNTABLE SALES RESALE PRICE LEVEL ONNONNNONND 30AUG00 FIELD START END TOTAL OF BYTES 290 CUSTOMER NUMBER SHIP TO 1 SHIP TO 2 SHIP TO 3 BUILDER S CLUB ACCT NUMBER EMAIL ADDRESS CELL PHONE NUMBER SOCIAL SECURITY NUMBER ONOoRWND oOOCOCOOW MESSAGE 1 MESSAGE 2 MESSAGE 3 DELIVERY ZONE DDS ROUTE DIFFICULTY DDS MAP CODE DDS ooo0oo0oo0oo Dim3D Rev 10 0 265 A R Special Maintenance 20 Apply Late Charges Manual DS02380 Late Charges DIM10 DATA Date mm dd yy Rev8 1 2 Port 37 Store 01 Change Calendar Month 1 12 Period Code 4 Store Number 1 Beginning Customer Number 000 Ending Customer Number 999999 999 Calculate Aging Balances Compute Late Charges Print Late Charge List Print G L Entries Change Date The above date is used as the aging date and is very important Transactions with a due date on or after this date will be current Everything prior to this date will be aged based on days past due Use this option to change it if it is not correct Enter Option E End COMMENTS This procedure allows you to apply late charges manually without using the month end process Input Parameters 1 Change Calendar Month Check the displayed calendar month and change if 1 12 necessary This calendar month will be used when posting entries to the G L 2 Store Numb
165. YOU THANK YOU Statement Message Lines for 1 30 Days Past Due Accounts YOUR ACCOUNT IS NOW PAST DUE IF THERE IS A PROBLEM PLEASE CONTACT OUR OFFICE IMMEDIATELY Statement Message Lines for 31 60 Days Past Due Accounts YOUR ACCOUNT IS PAST DUE PLEASE PAY IMMEDIATELY TO PROTECT YOUR CREDIT RATING Statement Message Lines for 61 90 Days Past Due Accounts YOUR ACCOUNT IS SERIOUSLY PAST DUE IF NO PAYMENT IS RECEIVED AND WE DON T HEAR FROM YOU WE WILL TURN YOUR ACCOUNT OVER FOR COLLECTION Statement Message Lines for 91 Days Past Due Accounts YOUR ACCOUNT IS CLOSED AND BEING TURNED OVER FOR COLLECTION C hange D elete Change by F ield E nd 218 Dim3D Rev 10 0 A R Variable File 2 2 A R Statement Options This screen allows you to set up options pertaining to A R statements such as whether or not print the discount amount message and due dates on statements You can also customize the description used for finance charges late charges which is printed on the statement DSVM0202 A R Statement Options DIM10 DATA Date mm dd yy Rev8 1 2 Port 39 Store 01 Print Discount Amount and Message on Statements Y N Y Discount Message DISCOUNT MAY BE DEDUCTED IF PAID WITHIN Print Due Dates on Statements Y N Optional Statement Late Charge Descriptions Account Summary Area FIN CHG Invoice Detail Lines F CHG Statement Detail Program lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt
166. You may wish to run a separate batch for ROAs taken at POS See the procedure for Received on Account ROA 2 Run an adding machine tape to total this batch of checks and attach it to the stack 3 Fill out your daily deposit slip for A R payments Make sure the deposit total equals the adding machine total STEP 2 Set up the Batch PROCEDURE 1 From the Dimensions Main Menu select Accounts Receivable 2 Then select Cash Receipts 3 Select Cash Receipts by Batch 4 The computer displays DS02600 Cash Receipts By Batch DIM10 DATA Date mm dd yy Rev10 0 5 Port 37 Store 01 Batch Identification CR Calendar Month 1 12 4 Period Code 4 Change Store No Enter A R Cash Receipts Enter Non A R Cash Receipts Print Edit List Edit A R Cash Receipts Update To Customers and G L Print G L Entries Print Applied Open Items COMIKDUAWNE H o o Change Date This is the Cash Receipts By Batch Menu You will work from this menu for the remaining steps 5 The cursor is positioned on the first line 1 Batch Identification CR Enter the batch I D date and initials i e 0415AA The computer indicates if this is a new or old batch NOTE An old batch has entries in it that have not been updated Unless you are adding to an old batch you should be careful to complete an old batch by updating and printing the reports before entering a new batch Dim3D Rev 10 0 39 A R Pro
167. account name this procedure will be altered As it stands it describes every field as if they had been selected in the Variable File A R Variable File Password Account Options Add Maintain CM1 CM2 Fields PROCEDURE See Also Go to Accounts Receivable then File Maintenance 2 Select Add New Customers 3 The computer displays the ADD CUSTOMERS screen DS02011C Add New Customer DIM10 DATA Date mm dd yy Rev10 0 18 Port 36 Store 01 Cust No x 2 Name Addr 1 4 Addr 2 Addr 3 6 Zip Phone 8 Contact Tax No A R Group 11 A R Type Tax Type Each Price Y N 14 PO Required Signature Req Y N Cust Has Jobs Y N 17 Save History Save Lien Info Store Number 20 Rep Number Price Level Class 23 Credit Hold Terms Statement Day 26 Tax Code Extra Code Credit Limit 29 Bid Number Open Date Credit Limit Type 32 Statement Detail Install Pmt SSN 35 Resale Price Level Delivery Zone Route Difficulty 38 Map Code Ship To 1 40 Ship To 2 Ship To 3 42 Builder s Club Email 44 Cell Phone 45 Message Note 1 46 Message Note 2 47 Message Note 3 lt Esc gt End lt F1 gt Help lt UpA gt New Job The cursor is at field 1 Cust No You have 3 options gt Enter a customer number as described below gt Press Ese to end this program and return to the previous menu gt Press up arrow to add a new job from an existing customer s data Customer Master File CM1 D Fields 1 Cust No 1 The customer number can be up to 6 d
168. accuracy and then update the files with the changed customer numbers PROCEDURE See Also 1 From the Accounts Receivable Menu select File Maintenance 2 Select Change Customers then Change Customers by Batch 3 The computer displays the Change Customer by Batch Menu Add Change Delete Entries Change Customer By Range Edit List Update Batch Special Maintenance See the following steps for each item on this menu Add Change Delete Entries Steps 4 7 Change Customers by Range Steps 8 13 Edit List Steps 14 16 Update Batch Steps 17 25 Special Maintenance Steps 26 27 Steps 4 7 describe Add Change Delete Entries Search For amp 4 After selecting 1 for Add Change Delete Entries the computer displays Select a Customer 72 Dim3D Rev 10 0 A R Procedures DS02505 Change Customer Numbers DIM10 DATA Date mm dd yy Rev9 0 2 Port 40 Enter Customer Number or Name Store 01 lt UpA gt Search Select the customer by number or name using the standard customer selection routine Or press Esc to return to the previous menu 5 The computer displays the selected customer For example DS02505 Change Customer Numbers DIM10 DATA Date mm dd yy Rev9 0 2 Port 40 Enter Customer Number or Name Store 01 lt Ent gt Select lt UpA DnA gt Scroll Page Down Page Up lt Esc gt Exit New Number 7010 000 VALLEY ROOFING 000 lt Esc gt Ignore this customer The cursor is positione
169. aces 1 Enter the percentage for this tax code For example 6 1 2 is entered 6 5 2 Ifyou are setting up a tax exempt code enter 0 or leave blank 3 Ifthe tax requires up to 4 decimal places i e 5 7525 enter the percentage with the decimal before the last 4 digits For example 5 7525 1 Enter the G L liability account number for this tax code The selected account description will also be displayed if found in GM1 D If not found be sure to go to G L to enter this account in the chart of accounts 2 Ifyou are using the standard G L chart of accounts account 2350 01 is STATE SALES TAX PAYABLE 3 The G L is updated during the day end process 4 If this tax code is tax exempt leave blank 123 A R Procedures 6 Allow Discount on Tax Y N 7 Round Up if Fraction Y N 8 Minimum Taxable Amount 9 Calculate Tax on Cost Y N 10 Maximum Taxable Amount Per Each 11 Maximum Taxable Amount Per Ticket 12 Use Multiple Tax Codes 124 Enter Y if no discount is to be taken on the tax amount Or enter N if the tax amount is discountable This is the prompt payment discount offered through Accounts Receivable Enter Y if the sales tax amount is to be rounded up to the next penny if it is calculated as a fraction of a penny Or enter N to use standard rounding to the nearest penny 1 4 round down 5 9 round up 1 This field determines a minimum subtotal of a POS ticket on which sales tax is cal
170. al payment was made the past due payments will be aged during the A R month end update The total of all the buckets except CURRENT will show in PAST DUE PAYMENT AMOUNT on the statement CURRENT PAYMENT From CM1 D field 37 CURRENT The current AMOUNT payment amount is calculated at month end during Calculate Finance Charges and is written to CM1 D TOTAL PAYMENT DUE Total of PAST DUE and CURRENT payments 3 A R Month End Update If no payment was made during the month this program ages the past due payment amount to 1 30 the first month of no payment 31 60 the second month and so on The aged buckets contain past due payment amounts only If partial past due payments are made then the remaining balance is consequently aged It will appear on the revolving statement as PAST DUE PAYMENT AMOUNT CASH RECEIPTS Since revolving accounts are not truly aged you can apply payments using any of the apply options It doesn t matter how the payment is applied because it affects the total balance of the account only However you may wish to apply to late charges first and then to oldest balance Dim3D Rev 10 0 121 A R Procedures Sales Tax Codes PURPOSE 122 This procedures explains the set up of all fields for sales tax codes If you set up some sales tax information in Getting A R Started in the Getting Started Manual you learned about only some of the sales tax features This procedure explains al
171. alance etc BALANCE DUE STATEMENT MESSAGE In order to have current and up to date information on the statements you should recalculate the aging balances If you are printing statements from your month end password as part of your month end procedures there is no need to recalculate the aging balances if they were recalculated before copying the files Dim3D Rev 10 0 171 A R Reports DS02391P Rev10 0 4 A R Statements DIM10 DATA Date mm dd yy Port 39 1 Input Parameters Statement Date mmddyy Order 1 Number 2 Name 3 Zip ule Beginning Customer 000 Ending Assigned Salesman 0 Customer Class 0 A R Group Selection Code 0 All Accounts 1 Past Due 31 Over 30 61 Over 60 999999 999 All o All Customer Print Ship To Address Y Print YTD Finance Charges N Print Job Consolidated Stmt Y Print Detail Y N Y o 0 A11 o o 91 Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Number of Copies Store Number 0 A11 Stores 2 Calculate Aging Balances 3 Print Statements Enter Option E to End Special and Unique Input Parameters Statement Date Selection Code 0 All Accounts 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Statement Day 0 Print All Accounts 1 31 Only If Match On CM1 D Print Zero Balance with Activity Print Ship To Address Print YTD Finance Charges Print Job Consolid
172. alesman Number 1 99 AT Account Type B O R PL Price Level 1 99 TT Tax Type Regular Special CLS Customer Class 1 99 EP Each Pricing Y N CRH Credit Hold descriptions 1 99 PR PO Required Y N S Ship To TRM Terms descriptions 1 99 B both PO and Ship To SD Statement Date 0 1 31 SR Signature Required Y N TC Tax Code 1 99 CHJ Customer Has Jobs Y N XC Extra Code 1 99 H Save History Y N C LIM Credit Limit SLI Save Lien Information Y N BID NO Bid Number ST Store Number 1 99 OP DAT Open Date DS02302 Customer List Codes DIM10 DATA Date mm dd yy Rev10 0 2 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST CODES mm dd yy CUSTOMER LIST CODES DIM10 DATA Ds02302 13 27 46 PAGE 0001 NUMBER NAME AG AT TT EP PR SR CHJ H SLI ST SM PL CLS CRH TRM SD TC XC C LIM BID NO OP DAT 000 CASH SALES 000 CASH SALES RESALE 000 CASH SALES NON PROFIT 000 CASH CUSTOMER W STMT 000 HOUSE ACCOUNT 000 HOUSE CHARGE ACCOUNT 000 Al BUILDING 000 AAA CONSTRUCTION 100 AAA CONSTRUCTION 200 AAA CONSTRUCTION 300 AAA CONSTRUCTION N 90 5 120379 N 11 92987 N 14 92987 1 1 1 11 11 11 11 11 e0000000000 DPODDDADDDDDDD Dim3D Rev 10 0 145 A R Reports
173. ameters Print Detail Y N 180 Enter Y if you wish to have the computer print a recap of all invoices for the customer immediately after the statement prints Or enter N if you do not wish to print the invoice detail This option works only for customers who have been coded to print statement detail and if you are saving sales history Dim3D Rev 10 0 A R Reports 15 2 Form Discount Options This statement is the similar to Form Preprinted Heading with two added input parameters Minimum Sales for Discount and Exempt from Discount These parameters control whether or not the statement discount message prints DS02391D Rev10 0 3 1 Input Parameters DIM10 DATA Date mm dd yy Port 39 Store 00 A R Statements Statement Date mmddyy Order 1 Number 2 Name 3 Zip 1 Beginning Customer 000 Ending Customer 999999 999 Selection Code 0 All 0 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Minimum Sales for Disc 00 Exempt from Discount 0 None 31 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Print Zero Balance with Activity N Number of Copies 1 Store Number 0 All Stores 0 Print Ship To Address x Print YTD Finance Charges N Print Job Consolidated Stmt Y Assigned Salesman 0 A11 0 0 A11 0 O A11 0 Customer Class A R Group 2 Calculate Aging Balances 3 Print Statements Enter Option E to End Special and Unique
174. ample the original amount Orig Bal on an invoice is 500 If a payment of 200 had already been made the Balance is now 300 If the Balance is zero the invoice has probably already been paid Invoices with zero balances are cleared out during the A R month end process 9 Repeat Steps 8 and 9 for all transactions being paid until Remaining equals zero or all desired transactions are entered NOTE If there is money still left after all transactions have been paid you will need to create an unapplied cash transaction See Step 30 QUICK TIP If you applied the credit to a transaction incorrectly you can back it out at this point At Trans enter the transaction number that was applied incorrectly At Applied enter the amount that was applied preceded by a negative sign The amount is put in Remaining Apply the amount Remaining to another transaction or create an unapplied transaction 10 The options at the bottom of the screen change lt UpA gt End lt Esc gt Change Store The cursor is positioned at Trans Select one of the following options gt lt UpA gt End If no transactions are selected this goes back to the debit credit information in Step 6 If the Remaining is zero select one of the following options I Inquiry M More lt Esc gt Void Detail lt Ent gt Accept If the Remaining is not zero select one of the following options Dim3D Rev 10 0 53 A R Procedures 54 lt
175. an etei a e e aa e ea OE aE 43 STEP 3B Enter A R Cash Receipts Select by Transaction Numbet c ccceee 49 Ent r the Check Data aenatenn inn a a i AA au beeieltes 50 Apply By Transaction tic dc cc E e A e ea aoe A bald ats A e 52 STEP 4 Enter Non A R Cash Receipts ccccccsccccsececessessecececececeesssssasececececeesenssaeeeeees 54 STEP 5 Print the Edit Listesinin si a s arn i S ea eiea aa 56 STEP 6 Edit A R Cash Receipts ccccccccccccssssssssecesecsessssssecscesecsessnsnacascessecsensesnsaaeeesees 58 STEP 7 Update to Customers and G Lin ceccecccscccccccecessesssceceeececeesesssaeeesecsesessnseaeeeeeees 59 STEP 8 Print the G L Entries Report GROST cc cceccccccccccecessssssceeeeeceesesssseseeeeeees 61 STEP 9 Print the Applied Open Items Report cccceccccccccccceesesenssceeececsesessnssaeeeeeess 61 STEP 10 File the Reports ccccccssssccscccecssssssncccescececssnssssccssececssssaaeeesecsesessnsaaseesecs 63 Change Credit Limit sa cccsiccivecsictscccdasecheccccstesccevscie cess cuvossaaasoasoccesedeusasvevsecsecesusesovccteesecsevieeeses 64 Change Credit Limit Release Cod e csssssssssssssssscsssssssscsssccsscsssssssssssccsscsssssesssssces 65 Change Customers vsisviscccecccsosssvcsesssessscesesssscsevcsousssedevsshedecdevesee ssecseocsesveseessvssvoocesecsssesesesseves 66 Change Selected Fields CM1 D o ecccccccccccccccccssssscecececeeeessseseccceceesenssaeeeeecsesenestsseeeeee
176. and cash receipts for the new accounting month under your regular password while still preparing the month end statements under the month end password For more information on the entire month end process see the Day Month Year End User Manual 106 Dim3D Rev 10 0 A R Procedures Payment History PURPOSE The payment history system allows customer payments to be saved in the Payment History Files CM4H D_ Cash Receipts Transaction History Similar to CM4 D Cash Receipts Transactions Payment File It keeps a history of customer payments It is updated at A R month end CM5H D Open Items Applied History Similar to CM5 D Open Items Applied It keeps a history of how customer payments were applied to invoices It is updated at A R month end Keeping information in these files provides reports showing a history of payments made by each customer including check number date bank amount A R credit amount and so forth There is also an option to print the invoice detail paid by the check During the A R month end update the payment detail from the current month s CM4 D and CM5 D will be updated to CM4H D and CM5H D if those files exist The A R month end update also checks the A R Variable File Miscellaneous Codes Miscellaneous Codes to determine how many months of payment history to keep as well as credit history in CM9 D Based on the number of months found in 3 Number of Months Credit and Payment History the month
177. and put it in A R Notes Receivable 1280 or your equivalent Press Esc to go back to Enter Customer Post this batch of cash receipts following the normal update process 130 Dim3D Rev 10 0 A R Procedures PROCEDURE METHOD 2 USE A R GROUP FOR NOTES RECEIVABLE See Also 1 Make one A R group available for Notes Receivable In the A R Variable File G L Integration make sure one A R group account number is set up to go to the correct G L account for Notes Receivable Change 2 Change the customer to the A R group assigned to notes receivable Use File Customer Maintenance Change Customers Customer Master File CM1 D Master File CM1 D G L User 3 Make a General Ledger journal entry to move the customer s balance from Manual A R Trade to Notes Receivable G L Journal Entry Credit Hold 4 Using AR File Inquiry put the customer on credit hold with the code created above NOTES See also Write Off Bad Debt Dim3D Rev 10 0 131 A R Procedures Write Off Bad Debt PURPOSE Use this procedure to write off an A R account as a bad debt expense You may wish to do this at year end There are 2 methods of writing off a bad debt You can write it off altogether as an expense once it s gone it s gone or save the balance in A R Doubtful account there is a possibility of collecting the debt Either method you choose there is a procedure for recovering the bad debt See Recover Bad Debt BEFORE YOU BEGIN Create a c
178. another name Press Esc to back up one line to the prior signature Delete a name by pressing Enter at the beginning of the line Change a name by typing over it Press up arrow to end this process and continue to Step 6 VVVVV Dim3D Rev 10 0 A R Procedures Repeat until all names are entered This first screen allows up to 54 names Enter Accept Signatures lt Esc gt Reject Signatures Press Enter to accept them and continue to Step 7 Or press Ese to reject them and continue to Step 7 Credit Note File CM10 D Fields 7 Then the computer displays the credit information screen DS020114 Maintain Signatures ABC COMPANY Date mm dd yy Port 37 Customer 4060 000 LICHTIE CONSTRUCTION Store 01 1 Credit Contact __ 2 Fax Number Enter the next 2 fields 1 Credit Contact 2 Fax Number Enter the credit contact person This could be different from the contact person you entered above It can be up to 20 characters Enter up to 12 characters for this customer s fax number 8 The customer is added and you are returned to Step 3 to enter another customer NOTES Dim3D Rev 10 0 11 A R Procedures Adjustments Debit Credit Memos PURPOSE Use this procedure to enter adjustments to customer accounts debit and credit memos This is done through the Cash Receipts by Batch program A typical adjustment is trade of goods or services in exchange for credit on a customer account Do not make
179. ansaction number you wish to use Depending on what kind of transaction you wish to use it can either be from the Sales Master File SM1 D or the Sales History File SHO D If you are selecting Sales Master transactions and you enter a transaction number which had been through a day end process and therefore updated to the Sales History File the computer will not be able to find it gt Press Ese to return to the input parameter screen The ship to information from the transaction is displayed If no ship to is found the computer will use the customer s address from the Customer Master File CM1 D DS02370D Shipping Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 Customer No 1010 000 Name F P S INC DBA BURGER KING Attn Address Line 1 PO BOX 357 Address Line 2 Address Line 3 SOUTHAMPTON MA Zip Code 01073 Box Count 1 of 0 NOTE No address in transaction The above is the customer address Number of Copies to Print 0 lt Esc gt Change Selection lt UpA gt Change Label Description The cursor is positioned at Number of Copies to Print You can do one of the following options gt Enter the number of labels to print for this name and address up to 99 gt Press Esc to change the transaction number selection Return to Step 1 gt Press the up arrow to change the information on the label Enter the name Attn and address information if necessary gt Enter 999 to use the ship to address from
180. ash Receipts Menu 60 Dim3D Rev 10 0 A R Procedures STEP 8 Print the G L Entries Report GPOST Print this report to check the General Ledger entries generated by the update process This information comes from the GPOST file GM3 D This report includes the sequence number store number period code G L journal code apply date reference number source description G L account number and description and debit credit amounts There is also a report total and proof total From the Cash Receipts By Batch Menu select 9 for Print G L Entries 2 The computer displays DS01105 Gpost Entries DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Batch Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Print a hard copy of this report BATCH The batch code has now been changed from CR to GC indicating the batch has been updated to the General Ledger 3 Review the report Make sure the proof is zero and the G L numbers are valid SAMPLE G L ENTRIES GPOST mm dd yy BATCH GC123 GPOST ENTRIES DIM10 DATA DS01105 16 39 17 PAGE 0001 SEQ CTRL PC JL DATE REF NO SOURCE DESCRIPTION ACCT NO ACCT DESCRIPTION DEBIT CREDIT 337 1 4 4A 07 06 01 C R AUTOMATIC AR GROU 1210 01 ACCOUNTS RECEIVABLE TRADE 1450 00 338 1 4 4A 07 06 01 C R AUTOMATIC BANK 1120 01 CASH IN BANK CHECKING 1450 00 TOTAL 1 450 00 1 450 00 PROOF 00 STEP 9 Print the App
181. asks Optional Headings Curr MAR 61 90 DEC 1 30 FEB Over90 NOV 31 60 JAN FinChg FIN CHG Dim3D Rev 10 0 A R Reports The computer determines the current month from the report date entered as an input parameters The cursor is positioned at the first character of the current month Either type in up to 3 characters of description for this heading or Tab to leave unchanged and go on to the next heading Or press Esc to not enter any headings but print them as displayed Print Credit Notes After Date Entered MMDDYY This allows you to print credit notes applicable to an account directly below the aging balances Credit notes on or after the date entered will be printed Print Pymt History After Date Entered MMDDYY This allows you to print payment history applicable to an account directly below the aging balances Payment history on or after the date entered will be printed See the introduction to A R Reports A R Aging Theory You must recalculate in order to have an up to date and current aging 2 Calculate Aging Balances Proceed with the standard print routine by selecting your output device printer terminal etc or press Esc if you need to return to the input parameter screen and calculate the aging balances 3 Print Aging Report SAMPLE AGED ANALYSIS ALL INPUT PARAMETERS BY DEFAULT mm dd yy STORE 00 ALL 13 51 51 CUSTOMER AGING REPORT ABC CO DS02390 PAGE 0001 PAST DUE st TY B
182. at Step 8 two more times to enter all the entries necessary up to 3 entries allowed 10 Check that the proof is zero After the amounts have been entered look them over very carefully before accepting them press Enter to accept the entry 11 Select an apply option NOTE If you want this adjustment to appear on the customer s statement as a separate transaction make it an unapplied cash If you do this just remember you ll need to come in at some point later to apply the unapplied transaction 12 12 13 14 15 NOTES For example A R Procedures Apply the credit amounts to the appropriate invoices if you did not select unapplied cash When done applying transactions you are returned to Step 2 Select another customer for an adjustment or end this entry process Finish the batch by printing an Edit List updating G L entries to GPOST and printing the G L Entries Your customer B amp B MAINTENANCE has an A R balance of 2 000 They have completed repairs to your roof in the amount of 1 500 You have agreed to credit their account for 1 500 The entry would be made as follows DS02601 ENTER CASH RECEIPTS BATCH ABC CO DATE mm dd yy DATE BEG BAL 2000 00 PORT pp 1070 000 B amp B MAINTENANCE BAL 2000 00 STORE ss STMT DISC AVAIL 0 00 BATCH CRBO415AA 100494 PERIOD pp CHECK NO REFERENCE TRADE G L NO 6010 00 REPAIRS BUILDING amp PROPERTY BANK DR 0 00 AMOUNT 1500 00 DISCOUNT
183. atch gt lt Ent gt Change Receipt Press Enter to change this cash receipt entry Go to Step 5 gt lt Esc gt Back To Selection Press Esc to go back to Step 3 to select another sequence number or end this process 5 Ifyou are changing the receipt the cursor moves to Date You can now change any of the information on this entry using the same procedures as when entering cash receipts Remember if you do not wish to change the data in a field press Tab to bypass it For more information see Enter A R Cash Receipts Select By Customer or By Transaction Number 6 When you are done changing the entry you are returned to Step 3 to select another sequence number to change or end this process 7 After editing the batch you should print another Edit List and check it before updating the batch STEP 7 Update to Customers and G L It is important to update the batch as soon as you know the batch is in balance total bank amount on Edit List agrees with adding machine tape and A R credit total on Edit List is correct Use this procedure to update the batch 1 From the Cash Receipts By Batch Menu check the batch identification Make sure it is the same as the original batch and the Edit List 2 Select 8 for Update to Customers and G L 3 The computer displays Dim3D Rev 10 0 59 A R Procedures DS02604 Cash Receipts Update DIM10 DATA Date mm dd yy Rev9 0 2 Port 37 Store 1 Batch CR123 Period 04 NOTE This batch of ca
184. ated Stmt Print Detail Y N 172 Enter the date you wish to print as the statement date Or press Tab to accept the current displayed date Enter the customer aging category you wish to include on the report The default is 0 zero which prints all accounts Enter 0 zero to print all accounts or a day 1 81 to print only those accounts with a matching statement day found in the Customer Master File CM1 D Enter Y to print customers with zero balances showing activity N if you wish to print all customers regardless of balance or activity Enter Y if you wish to print the ship to addresses of the customers with jobs This ship to address will appear at the top of the printed statements Or enter N to not print any ship to address Enter Y if you wish to print YTD finance charges on each statement N if not Enter Y if you wish to print individual statements for the jobs and then total all jobs on a separate statement Or enter N if you wish to print only the individual job statements Enter Y if you wish to print a recap of all invoices for the customer immediately after the statement prints This option will work only for customers who have been coded to print statement detail STMNT DETAIL Y and if you are saving sales history Or enter N if you do not wish to print the invoice detail following the statement Dim3D Rev 10 0 A R Reports SAMPLE STATEMENT BLANK PAPER ALL INPUT PARAMETERS BY DEFAULT DIM10 D
185. auto line discount 214 B Bad Check File CM6 D 283 bad debt recover 114 132 A R doubtful accounts 114 bad debt expense 114 write off 132 A R doubtful account 132 bad debt expense 132 balance 47 53 balance forward type 5 bank DR 43 51 batch ID 39 batch number day end 90 bid number 8 Blank Paper Invoice Detail statement 183 Blank Paper Statement report 171 Builder s Club account number 9 C calendar month 40 cash customer 3 Cash Receipt Applied to Wrong Customer 36 Cash Receipt Applied to Wrong Invoice 37 Cash Receipts by Batch 38 Dim3D Rev 10 0 compile checks 39 Edit A R Cash Receipts 58 change receipt 59 sequence number 58 void receipt 59 Enter A R Cash Receipts Select by Customer Number 40 apply A R credits 43 apply by range 46 apply by transaction 46 apply to oldest 45 apply to oldest by job 44 display transactions 49 unapplied cash 48 apply options 40 apply credits first 41 apply to F C 41 store number 41 enter check data 42 A R CR 48 bank DR 43 check number 42 discount DR 48 fin chg DR 43 reference 43 Select by Transaction Number 49 apply by transaction 52 enter check data 50 A R CR 51 bank DR 51 check number 51 discount DR 51 fin chg DR 51 reference 51 Enter Non A R Cash Receipts 54 bank DR 55 check number 55 G L number 55 reference 55 file reports 63 Print Applied Open Items Report 61 Pr
186. balance is due on a certain day Showing customer activity is not necessary METHOD 2 USE A R GROUP FOR NOTES RECEIVABLE Receivable This method is used for a customer who will be receiving statements It also allows you to record payments and show customer activity Reserve one A R group code to handle notes receivable customers However since there are only 4 A R groups available you may need to reserve a group for another purpose BEFORE YOU BEGIN Create a credit hold in the A R Variable File Descriptions Credit Hold Descriptions entitled NOTES RECEIVABLE CAUTION You may wish to consult with your accountant before executing this procedure PROCEDURE METHOD 1 ZERO OUT CUSTOMER See Also Credit Hold 1 Using AR File Inquiry put the customer on credit hold with the code created above Cash Receipts 2 Go to Cash Receipts by Batch and create a new batch for adjustments Select the by Batch customer 3 Enter the date and reference number indicating this is an A R transfer if desired 4 Make the following entry Bank DR Press Enter Discount DR Press Enter Fin Chg DR Press Enter AIR CR Enter the customer balance No negative sign MISC G L DEBITS CREDITS G L No To save the bad debt balance enter 1280 Notes Receivable or your equivalent G L number Amount Enter the customer s balance 5 Apply the adjustment by any method since it will clear out the balance from A R Trade 1210
187. be specified A total for each group will be accumu lated with separate G L numbers provided for in the Variable File A R Variable File G L Integration 2 The A R groups set up in the standard G L chart of accounts are 1 A R Trade 1210 00 2 A R Other 1220 00 3 A R Employees 1230 00 4 AIR Affiliate Co 1240 00 3 If no special groupings are required enter 1 for all accounts B Balance Forward Customer statements show payments made and an invoice summary but not the balance due for each invoice The account summary section however shows the total ending balance for the account O Open Item default Customer statements show payments made and open invoices including the balance due for each invoice The account summary section also shows the total ending balance for the account R Revolving A revolving account is non aged balance forward with a calculated payment amount Payments are made against the ending monthly balance This field works in conjunction with the taxable status assigned to each inventory item and will result in different conditions for sales tax to be charged For example if a customer is normally non taxable except when he buys certain items like tools for their own use this provides the condition to charge tax on tools See the following table If the customer is And the item is a ee G R regular N taxable o o RTS Special Tax S special A R Proce
188. ce detail or not This report includes gt Customer number name and phone number gt Last or first charge made with invoice number invoice date due date number of days since the invoice date If detail is selected all invoices within the range of days are printed gt Date account was opened and number of days since it was opened compared to the report date Invoice amount and remaining balance for the last or first charge Number of lienable transactions for the account and the total amount and remaining amount for the account VV DS02371 Mechanic s Lien Report DIM10 DATA Date mm dd yy Rev10 0 4 Port 39 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Assigned Salesman 0 All 0 Customer Class 0 All 0 A R Group 0 All 0 Days Option 1 1 Compare Using Last Charge Date 2 Compare Using First Charge Date Number of Days Beginning at 45 Ending at 90 Detail Y Yes N No C Current Store Number 0 A11 Number of Copies Report Date Select Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Days Option Enter 1 to print the liens based on the last charge date or 2 based on 1 Compare Using Last Charge Date the first charge date 2 Compare Using First Charge Date Number Of Days Beginning At Using the method of comparison entered above enter the beginning numbe
189. cedures See Also 40 6 Check the displayed calendar month and period code This comes from the G L Variable File Basic Store Information 2 Current Calendar Month All payments in this batch will be posted to this G L accounting period Change if necessary At Enter Option E to End enter 2 for Calendar Month 1 12 Then enter the appropriate calendar month Check the store number as displayed in the upper right hand corner of the screen All payments in this batch will be posted to this store Change if necessary At Enter Option E to End enter 3 for Change Store No Then enter the appropriate store number Check the date as displayed in the upper right hand corner of the screen All payments in this batch will be assigned this date as the payment date Change if necessary At Enter Option E to End enter 99 for Change Date Then enter the correct date to be used as the payment date STEP 3A Enter A R Cash Receipts Select by Customer Number PROCEDURE From the Cash Receipts By Batch Menu select 4 for Enter A R Cash Receipts The computer displays DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 1 Batch CR123 Enter Selection Method 1 Period 04 1 Select by Customer Number 2 Select by Transaction Number lt Esc gt Back to Menu Select 1 for Select by Customer Number Then the computer allows you to change the apply options The apply options chan
190. changing Esc Press Esc to reject the pre lien information entered on this screen The customer will have been added to CM1 D but the pre lien will not be added to CM8 D You can use Part 1 3 Maintain Pre Lien Information later to enter the pre lien You are returned to Step 3 where you can enter another customer if desired 1 8 To change another group of information enter the corresponding number 1 8 and make the appropriate entries Repeat this step 5 After the fields on this screen are entered and you accept them you will finish entering the customer credit contact and fax number then return to Step 3 to enter another customer NOTE There are 4 fields in the Customer Lien File CM8 D which are not included in this Add New Customer program pre lien number pre lien date POS invoice number POS invoice date These fields are updated as the pre lien form is printed If you are a first time user and are entering previously filed liens you will need to fill in these fields using Part 1 3 Maintain Pre Lien Information so they will not be selected to print again NOTES 292 Dim3D Rev 10 0 Appendix B Part 1 2 Delete Customers PURPOSE Use this program to delete customers from both CM1 D and CM2 D as well as CM8 D if lien information is found for the customer It is also done from the A R File Maintenance Menu Delete Customers BEFORE YOU BEGIN You must know the customer number you wish to delete before
191. ck To Field To Check Option 1 4 You can do one of the following options gt Press Enter to accept the option and the value s you entered in Step 3 The selection is not effective until it is accepted As you accept it the computer displays in the upper right hand corner 1 Option Selected Continue to Step 5 gt Press Esc to reject the entry and return to Step 2 to select another field to check or go back to the report input parameters gt Enter another option 1 4 This rejects the current entry and returns to Step 3 to select another option 5 After accepting the entry you are returned to Step 2 You can select up to 10 fields options all together thereby designing a very specific report 6 When you are done selecting options and values press Esc to go back to the report input parameters when the computer gives you that option see Step 2 The number of options you selected will be displayed next the Select Optional Field Y N You can then print the report using standard print procedures NOTE The heading of the report will indicate what options and values were selected and or excluded Dim3D Rev 10 0 141 A R Reports A R Reports to Print Monthly It is recommended that the following A R reports be printed each month 1 Traditional Aging standard aged analysis 2 Statement Backup Report or extra copy of statements printed 3 Open Items Applied Report Although these report are availab
192. cossosses 241 3 Change Cust Numbers CM1 CM2 ccccsscsssssscssssssssssssssccsssssssscsssccsccssssssssssscessesees 243 4 Delete Customers Range CM1 CM2 ssccccsssssssssssssrssscssssssssscssssssccsssssssssssessesees 244 5 Customer Misc File Maint CM2 ccccssscssscsssccssscssscssscsssscsscssscssssssssessssssssssesoees 245 6 Transaction Maintenance CMB cccssccssscssscssscccsscssscsssssssscssscssesssscssscsssssesoees 246 7 Print Unmatched Trans CM3 ccccsscsssessscssscessssssssssscsssscssscssscssssesesesscssssssessoess 247 8 Change CM3 Due Dates by Range sscccssssscccsssssscccsssssscccsssssccscssssscscessscsscssseees 248 9 Recalculate A R Due Dates seessesoeseersorseesorseesoeseeesorsoesoesosesoreeesoesosesoreeesoreoseoeeeeesoreeseose 250 10 Payments Maintenance CMA4 ccsssscccsssssccccsssssccssessssccssssscccsssssssscsssssssscssssssscoss 252 11 Open Items Applied Maint CMB cccsssssssscsssssscesssssssscssccsssssssssssssssessccssesssseces 253 12 Credit History File CM9 sisccscscccisessssscsccescacssetevsusooecsesteessstustovesscsesssesesseseteseessoossveseues 254 13 P rge CMY cvvscessssssdesnscocevessssvsvsseccnevesosssvsvveigasecooessessedencsevecsdcovsscaseceeeeesossessesseuebeesessesssees 255 14 Credit Note File CM10 1 cscssscssscssscsssccssscssscssssssessssscssesssssssscsssssssscessesesscessoess 256 15 Multiple Credit Note File CM16 cccsssssss
193. credit personnel keep notes on the conversations and commitments they receive from customers Often these notes are kept on notepads or hand written on A R reports There are two difficulties with this method 1 If the person who made the notes is out of the office other personnel may not have access to the information 2 The person may forget to follow up with a customer commitment on a timely manner unless there is a good tickler file to remind them The credit note system overcomes these difficulties by providing 1 Credit personnel and other managers with password access to credit options in A R File Inquiry can enter credit notes regarding a specific customer and they can review past notes that have been entered 2 Each credit note carries a date and a follow up date You can print the Credit Note report by date range as a reminder of which customers need to be contacted See a sample report in the A R Reports section This accesses information in the Customer Master File CM1 D Customer Credit Note File CM10 D and Multiple Credit Note File CM16 D The computer displays Number 1050 000 BONHAM STAN Credit Contact PH 262 2574 Fax Current Balance 86 01 Account High Balance Credit Limit 5 Credit Hold Credit Hold Date 01 23 95 By Taken Off Date 01 23 95 By 2 Last Credit Hold 1 Date Last Sale 05 06 91 Date Last Payment 10 08 93 Amount 1000 00 6 20 94 ACCOUNT ASSIGNED TO
194. cribed in detail following this overview 288 Dim3D Rev 10 0 Appendix B Part 1 Maintain Pre Lien Information This part shows you how to add new customers delete customers and maintain pre lien information in the Pre Lien File CM8 D Part 1 1 Add New Use this option to enter new customers with their Customers existing lien information into CM1 D CM2 D and CM8 D Part 1 2 Delete This option allows you to delete customers from the customer Customer files CM1 D CM2 D and CM8 D Part 1 3 Maintain Pre Use this program to add or change lien information to Lien Information existing A R customers Dim3D Rev 10 0 289 Appendix B Part 1 1 Add New Customers PURPOSE This part allows you to enter a new customer such as a customer job along with existing lien information This is done from the A R File Maintenance Menu Add New Customers A record will be added to CM1 D CM2 D and CM8 D Customer Lien File If you have an existing customer that needs pre lien information use Part 1 3 Maintain Pre Lien Information PROCEDURE 1 From the Accounts Receivable Menu select File Maintenance 2 Select Add New Customers 3 The computer displays the Add New Customer screen DS02011C Add New Customer DIM10 DATA Date mm dd yy Rev10 0 18 Port 36 Store 01 Cust No 2 Name Addr 1 4 Addr 2 Addr 3 6 Zip Phone 8 Contact Tax No A R Group 11 A R Type Tax Type Each Price Y N 14 PO Required Signature
195. ction Detail 3 View Store Totals 4 View Payment History Dim3D Rev 10 0 A R Procedures Displays open invoices on the customer s account This comes from CM3 D You can scroll through the transactions using the standard procedure A V etc You can change the order of the trans actions from transaction number order to date order by entering semi colon and Enter Then you can select a transaction to view the detail lines by pressing Enter This option recalls the detail for the selected transaction if found in the Sales History File SHO D This is helpful for credit personnel who call customers regarding outstanding invoices Many times the customer wants to know what the charges are and for what No changes can be made to the detail To end the display press Esc Return to the options above NOTE Ifa reprinted invoice is required that must be done through Sales History Menu Displays the customer s total balance current and past due amounts by store Press Enter to return to the options above Allows you to view the customer s payment history from CM4H D and CM5H D if payment history data is found These files are updated during the A R month end update process It allows you to view past customer payment information for prior months either by check number or by customer invoice number A The screen displays DS02201H Customer Payment History ABC COMPANY Date mm dd yy Port 40 Store 01
196. ctivity to delete this customer Also if you had selected a job account with YTD balances sales and or cost the computer also asks Do You Wish To Add Ytd Totals To The Main Job Account Y N If you wish to maintain accurate customer profitability data enter Y to add YTD sales and cost to the main account Or enter N to not add it Either response deletes the job account because you answered Y to the previous warning 6 Ifyou delete an account the computer displays Deleted You are returned to Customer as in Step 3 You can do one of the following gt Enter another customer number to delete gt Press Enter to display the next customer in numeric order gt Press Esc to end this process and return to the previous menu NOTES If you have more than a few customers to delete you may delete by range This is a special maintenance function See Section 4 A R Special Maintenance to delete customers by range Dim3D Rev 10 0 93 A R Procedures Employee Paid on Account PURPOSE Use this procedure to handle an employee payroll deduction to pay an A R balance This is only for U S users who are using the Dimensions Payroll system BEFORE YOU BEGIN Set up the following entries General Ledger Add an asset account for Employee Paid on Account In the standard chart of accounts use account 1213 Also add this account to the Format Master for the Balance Sheet Variable File Add a deduction code
197. ctor 291 trust fund 291 Delete Customers 293 Maintain Pre Lien Information 295 construction lender 296 customer number 295 default print flag 296 322 estimated cost 296 job address 295 misc note 1 amp 2 296 original contractor 296 pre lien date 296 pre lien invoice 296 pre lien invoice date 296 pre lien number 296 print flag 296 project type 296 property owner 295 subcontractor 297 trust fund 297 Manual Finance Charge 98 Cash Receipts by Batch 98 99 POS addon 98 103 Special Maintenance 98 99 Manual Shipping Labels 154 map code 9 Mechanics Lien Report 206 message credit note 10 Messages report 150 misc notes 1 amp 2 pre liens 291 Miscellaneous Codes Variable File 227 Miscellaneous Codes 228 Purge Update Dates 230 Volume Discount Table 229 Month End 104 apply finance charges 105 backup tape 104 copy cust files after fin chg 105 copy customer files 105 copy Variable File 106 Daily Report 105 date 105 finance charge edit list 104 output device for reports 105 pre test 104 revolving 121 update customer files 106 update print terms information 106 user group for backup files 105 Multiple Credit Note File CM16 257 Multiple Credit Note File CM16 D 29 83 85 111 198 257 285 multiple tax codes 124 2 tax codes 125 2nd tax code 125 is 1st tax amount taxable 125 multiple tax entities 125 multiple tax code 1 etc 126 multiple tax code 1 etc 126
198. culated For example if sales tax is not to be charged on amounts less than 50 cents enter 50 here 2 IEfleft blank sales tax will be charged on all subtotals for customers with this tax code 3 This also applied to Invoice Posting Enter Y if the sales tax is to be calculated on the average cost extension instead of the price extension This accommodates usage tax The entire ticket must consist of all taxable items Or enter N to not use this feature 1 Alaska Enter a dollar amount indicating the maximum taxable amount allowed per each item at POS Any each quantity that is greater than this amount will not have the excess included in the taxable amount 2 For example item 123 is 999 99 per each If the Maximum Taxable Amount Per Each is 1000 00 this item will be taxed at 999 99 But item 456 is 1001 00 and will be taxed at 1000 00 1 00 will not be included in the taxable amount but will be put in the non taxable amount 3 This works for each item no matter how many units are sold on the line 1 Alaska Enter a dollar amount indicating the maximum taxable amount allowed per invoice at POS Any invoice that is greater than this amount will not have the excess be included in the taxable amount 2 For example Maximum Taxable Amount Per Ticket 1000 00 INVOICE 1 INVOICE 2 999 99 It will be taxed at 999 99 1999 99 It will be taxed at 1000 00 and 999 99 will be put in non taxable sales
199. culated payment is less than the amount in the Variable File Terms Information 23 Minimum Payment then the minimum payment will be used instead The Current Payment Amount is written to CM1 D 37 Current After the late charges are computed the computer displays DS02380 Late Charges DIM DATA Date mm dd yy Port 08 Store 01 Normal End Of Late Charge Calculations Press Enter to acknowledge this message You are returned to the previous screen 5 Print Late Charge List Print this report after computing the late charges The computer displays DS02382 Print Late Charges DIM DATA Date mm dd yy Port 08 Store 01 1 Input Parameters Number Of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters SAMPLE LATE CHARGE LIST mm dd yy STORE 01 LATE CHARGE LIST DIM DATA Ds02382 11 30 15 PAGE 0001 NUMBER TYPE CUST NO NAME TYPE DATE ORIG AMOUNT BALANCE 2900877 LATE CG 6000 000 FLOWER SHOPPE o 06 15 98 64 28 64 28 GRAND TOTAL 64 28 64 28 268 Dim3D Rev 10 0 A R Special Maintenance 6 Print G L Entries Print this report also after computing the late charges The computer displays DS01105 Gpost Entries DIM DATA Date mm dd yy Port 08 Store 01 1 Input Parameters Batch Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters SAMPLE G L ENTRIES REPORT mm dd yy BATCH GF02900877 GPOST ENTRIES DIM DATA DS01105 11 25 18 PAGE 0001
200. customers by entering 10 here and ranking from low to high 191 A R Reports 17 Sales Tax Receipt Report This report shows the calculated amount of sales tax due for each transaction based on cash receipts In some states sales tax is due when collected rather than when the invoice is generated This report will show the tax due taking into account previous payments original amount of tax charged discounts finance charge write offs and adjustments NOTE This report can also be found in Sales Reports Sales Tax Sales Tax Receipt Report It is the same program This report is printed in customer number order from the customer files CM3 D CM4 D CM5 D If you wish to include cash sales in this report you must be saving sales history for cash transactions Any cash sales will come from the Sales History File SHO D because they are not stored for A R purposes in the customer files The detail lines under each customer show the following C indicates cash transaction Discount taken Store number F C written off Transaction number Other adjustment Invoice amount Total non bank total of discounts Non taxable subtotal taken G L written off and Taxable subtotal other adjustments Tax amount Ratio net balance current balance Tax code and rate from A R credits Previous credits Net balance Totals Net taxable balance Non taxable Net tax payable Balance Current credits current month Total Non taxable Balance Pri
201. d 10 the computer displays Apply to oldest invoice by job A R Credit 200 00 Store Transaction Remaining Credit Remaining 00 Apply Options Credits No Effect F C No Effect Store All Stores lt Ent gt Begin to Apply lt Esc gt Back to Selection Press Enter to begin the apply process Or press Esc to return to Step 11 to redistribute the payment to other jobs 14 The computer checks the apply options see Step 4 and then displays each transaction number as it is applied It starts with the oldest transaction within each job and then proceeds to the next oldest If there is money still left after all transactions have been paid the computer automatically generates an unapplied transaction for the remaining balance 15 When complete the computer returns to Step 5 to select another customer 16 1 Apply To Oldest This option applies the payment to the oldest transaction s based upon the transaction date The computer displays Apply to oldest invoice Store Transaction Remaining Credit lt Ent gt Begin to Apply lt Esc gt Back to Selection A R Credit 250 00 Remaining 250 00 Apply Options Credits No Effect F C No Effect Store All Stores Press Enter to begin the apply process Or press Esce to go back to the Apply Menu Step 10 Dim3D Rev 10 0 45 A R Procedures 46 17 18 19 20 21 22 23 24 25 26 The computer checks the A
202. d New Customers Messages can also be added at POS POS Transaction Entry Also Invoice Posting Cash Receipts and Cash Receipts by Batch A R Month End Update Cash Receipts and Cash Receipts by Batch A R Month End Update A R File Maintenance Bad Check Files CM6 Maintain Bad Check File File Maintenance Delete Customer from CM1 amp CM2 File Maintenance Delete Customer from CM1 amp CM2 A R Month End Update deletes paid invoices when invoice balance 0 A R Month End Update deletes all detail A R Month End Update purges based on number of months to keep history found in A R Variable File Misc Codes A R Month End Update deletes all detail A R Month End Update same as CM4H D Same as adding records 283 Appendix A Filename Title Indexes Description How Aded__ How Deleted Pm Mim i ee ae a CM8 D Customer Lien File CM9 D Credit History File CM10 D Customer Credit File CM14 D Extra Signature File cont 284 os CM7 D A R Posting File Used only in A R batch invoice posting Holds A R invoice information entered in batches which can then be edited before posting to the customer accounts Used only in pre lien system optional software Holds pre lien information for each customer to be printed on forms for preliminary notice of work services equipment or materials which may become subject to mechanics lien In
203. d alphabetically or numerically It can also be printed for a specified beginning and ending period It can also include general payment information plus the invoice detail made by the payment DS02702 Customer Payment History DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically a8 Beginning Customer 000 Ending Customer 999999 999 Beginning Period MMYY 0 Ending Period MMYY 9999 Print Invoice Applied Info Y N Y Number of Copies i Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Beginning Period MMYY Enter the 2 digit fiscal period month and 2 digit year for the beginning date to include on the report Ending Period MMYY Enter the ending date of the range to include on the report Print Invoice Applied Info Y N Y include CM5H D information showing how the payment was applied N do not include this information SAMPLE CUSTOMER PAYMENT HISTORY mm dd yy CUSTOMER PAYMENT HISTORY REPORT ABC COMPANY DS02702 15 28 50 DATE RANGE 00 0000 TO 99 9999 PAGE 0001 CUST NO NAME 2000 000 BEST BUILT HOMES DATE BATCH REFERENCE CHECK RECEIVED APPLIED DISCOUNT FIN CHG 04 19 96 CRI PAYMENT 105 00 106 25 1 25 APPLIED TO ST TRAN TYPE INV DATE DUE DATE INV AMT OLD BAL APPLIED 1 2900656 INV 04 18 96 07 25 96 106 25 106 25 106 25 CUSTOMER TOTALS CUST NO NAME 6000
204. d of the month 104 Dim3D Rev 10 0 A R Procedures You must enter the following 4 parameters Month End Date User Group for Backup Files Output Device Compressed Print Will appear in the heading of all month end reports You can enter 1 and the computer will automatically use the first date of the following month i e April month end will use 05 01 yy Will be used to copy data files to a month end password The copied files can be used to restore customer files should any errors occur during the update All copy routines will use this drive user group printer S slave printer PORT other addressable printer All month end reports will print according to this response Y yes print in compressed print N no do not print in compressed print All month end reports will print according to this response 5 Then you can tailor the A R month end options picking only those you wish to perform Copy Customer Files Apply Finance Charge Daily Report Optional This first copy routine copies CM1 D through CM7 D to the drive user group specified above They will contain month to date figures without any finance charges The copied files could be used to restore the customer files should any errors occur during Apply Finance Charge This process will print a report showing each file as it is copied so you can verify it was successful Select this option only if you have terms with finance charges This op
205. d under New Number If this is the desired customer enter the new customer number to assign to it If the new customer number already exists in CM1 D the computer displays You cannot change to a number that already exists in CM1 5001000 Press Esc to ignore the selected customer and return to Step 2 to enter another customer to add to the batch 6 Ifyou select a customer that was already in the batch the computer displays DS02505 Change Customer Numbers DIM10 DATA Date mm dd yy Rev9 0 2 Port 40 Enter Customer Number or Name 7010 Store 01 lt UpA gt Search New Number 7010 000 VALLEY ROOFING 7011 000 This OLD has previously been assigned to the above NEW Number lt UpA gt Delete this entry from CMC lt Esc gt Do Not Change To delete the displayed customer from the batch press Enter Or press Esce to leave it unchanged in the batch Dim3D Rev 10 0 73 A R Procedures 7 Continue adding customers with their new customer numbers to the batch by repeating Steps 4 6 Press Ese when done to return to the Change Customers by Batch Menu You should print an Edit List to check the entries in the batch before updating the changes Steps 8 13 describe Change Customers by Range 8 Ifyou wish to change a range of customer numbers select option 2 for Change Customers by Range The computer displays DS02507 Change Customer Numbers by Range DIM10 DATA Date mm dd yy Rev8 0 1 Port 40 Store 01 Beginning C
206. ddyy Select Optional Field N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST FAX INFORMATION mm dd yy CUSTOMER LIST FAX INFORMATION DIM10 DATA DS02317 13 37 52 PAGE 0001 NUMBER NAME CONTACT FAX NUMBER OPTION 1 000 CASH SALE 2 000 SOUTH OF THE BORDER PEDRO 99 000 CASH SALE EMPLOYEE 000 ACME CONSTRUCTION 801 555 1212 PAT 001 ACME CONSTRUCTION 801 555 1212 PAT 002 ACME CONSTRUCTION 801 555 1212 PAT 003 ACME CONSTRUCTION 801 555 1212 PAT 999 ACME CONSTRUCTION 801 555 1212 PAT 250 HOME QUARTERS WAREHOUSE INC JACK TIPTON 500 HOME QUARTERS WAREHOUSE INC JACK TIPTON 000 EVERETT COMPANY 801 123 4567 SANDY 000 CONSTRUCTION ADVISORS 555 1212 MR JONES 000 AAA BUILDERS 000 FLOWER SHOPPE 523 6978 DAISY 000 GENERAL CONSTRUCTION 7 801 345 4321 BOB JONES 801 555 6789 995 GENERAL CONSTRUCTION a 801 345 4321 BOB JONES 996 GENERAL CONSTRUCTION A 801 345 4321 BOB JONES 801 555 1212 997 GENERAL CONSTRUCTION 801 345 4321 BOB JONES 801 555 6767 998 GENERAL CONSTRUCTION 801 345 4321 BOB JONES 801 555 6767 999 GENERAL CONSTRUCTION 7 801 345 4321 BOB JONES 801 555 6767 000 ZASDFA 000 HOUSES R US 801 444 9876 BRYCE MILLER 000 KING PLUMBING CO 801 767 4545 BILL KING 000 MARTIN LUMBER 000 MILES CONTRUCTION Dim3D Rev 10 0 147 A R Reports 5 Ship To Address Print this report to check customer ship to address information The ship to address is kept in the Customer Misc Fi
207. descriptions of each option Dim3D Rev 10 0 221 A R Variable File 4 1 Customer Class Descriptions This screen allows you to enter customer class descriptions A customer class code is assigned to each customer It categorizes the types of customers such as retail small contractors large contractors government accounts wholesale accounts etc The computer uses customer class information for sales analysis Usually pricing strategies are matched to customer classes 222 DSVM0203 Customer Class Descriptions DIM10 DATA Date mm dd yy Rev7 0 50 Port 39 Store 01 1 Customer Class Number 1 99 2 Description 3 Alternate Customer Class for Direct Sales Last Used Customer Class Number lt Esc gt End lt F1 gt Help Dim3D Rev 10 0 A R Variable File 4 2 Credit Hold Descriptions This screen allows you to enter credit hold descriptions When a customer is placed on credit hold credit is denied at POS until either release by a credit manager or system manager or paid by cash You can have up to 99 different reasons for credit hold Each is assigned a number from 1 99 and given a description Credit hold management is done through A R File Inquiry DSVM0203 Credit Hold Descriptions DIM10 DATA Date mm dd yy Port 39 Store 01 1 Credit Hold Number 1 99 2 Description Last Used Credit Hold Number lt Esc gt End lt F1 gt Help Dim3D Rev 10 0 223 A R Variable File 4 3 Extra Code Desc
208. displays the Apply Menu Dim3D Rev 10 0 43 A R Procedures 44 11 Apply Menu Apply to Oldest by Job Apply to Oldest A R Credit 200 00 Apply by Range Remaining 200 00 Apply by Transaction Unapplied Cash Apply Options Display Transactions Credits No Effect F C No Effect Store All Stores lt Ent gt Select Option lt Esc gt End Appears only if you had selected a customer with jobs Appears only if you have multiple stores Enter your option for this payment 0 5 0 Apply To Oldest By Job Steps 11 15 appears only if you had selected a customer with jobs 1 Apply To Oldest Steps 16 18 2 Apply By Range Steps 19 25 3 Apply By Transaction Steps 26 29 4 Unapplied Cash Step 30 5 Display Transactions Step 31 IMPORTANT No matter what apply option you choose read all of the options at the bottom of the screen This will help you more than anything to be accurate in your entries 0 Apply To Oldest By Job This option applies the payment to the oldest transaction s by job based upon the transaction date The computer displays DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 1010 000 F P S INC DBA BURGER KING Store BURGER KING 3257 Batch CR123 Period 04 Apply to oldest by job A R Credit Remaining F P S INC DBA BURGER KING 709 64 BURGER KING 3257 2163 78 2163 78 lt Ent gt Begin lt UpA gt Previous lt DnA gt Next
209. dor number established for this customer then use that Make the following entry InvoiceNo Enter the A R transaction number being refunded Description REFUND CREDIT Gross Enter the dollar amount to be refunded G L No Enter the same G L account number used in cash receipts in Step 7 above Dim3D Rev 10 0 115 A R Procedures 14 Complete the Accounts Payable batch including the update 15 Proceed with the Invoice Select Check Writing routine to print the refund check s NOTES 116 Dim3D Rev 10 0 A R Procedures Returned Checks PURPOSE Use this procedure to account for a customer s check which has been returned from the bank a second time for insufficient funds There are 4 different methods of processing returned checks 1 Charge customer using Cash Receipts 2 Cash customer using Non A R Cash Receipts 3 Charge customer using POS addons 4 Cash customer using POS addons PROCEDURE METHOD 1 CHARGE CUSTOMER USING CASH RECEIPTS See Also Cash Receipts 1 Through Cash Receipts by Batch enter a negative payment for the check by Batch amount For the reference you might like to use NSF CHECK 2 Ifthe original invoice s has not yet been cleared through a month end update apply the check negatively by transaction to the specific invoice s If the original invoice s has been cleared through a month end update apply the negative amount as unapplied cash Finish the cash receipts batch Addon 4 O
210. down arrow Press down arrow Press Esc Dim3D Rev 10 0 If you know the customer number enter it and press Enter If the computer finds the selected customer you will continue with the program If the computer does not find the customer the following message is displayed 6600 Not Found CM1 Press Enter to acknowledge this message and try again If you enter a customer with jobs go to Step 3 This displays a list of customers in alphabetical order starting with the name you entered Customers with jobs are displayed with an asterisk You are now in the search mode Go to Step 2 Displays customers alphabetically from the beginning of the file Displays customers numerically starting from the number you entered This option appears only if you are running multiple stores Change the store number for the search Or enter 0 zero to search all stores Press Esc to end this option and return to the previous menu 127 A R Procedures Once you have displayed some customers in the search mode the screen displays ps02201 Customer Inquiry DIM10 DATA Date mm dd yy Rev10 0 7 Port 39 Enter Customer Number or Name Store 01 lt Ent gt Select lt UpA DnA gt Scroll Page Down Page Up lt Esc gt Exit L lt Ent gt Select L 000 F P S INC DBA BURGER PO BOX 357 000 ANDERSON MIKE 5144 KENSINGTON STR NORWALK 000 BECK STREET CONSTRUCTIO P O BOX 16325 NORWALK 000 BONHAM STAN 4410 SOUTH MAIN STR
211. dures 13 Each Price Y N N Price and extend items on invoices entered at POS using the conversion factor for the inventory item Y Price and extend items by the piece each rather than by board foot or square foot 14 PO Required Y At POS the customer must supply a P O number for orders and invoices to finish processing the ticket N At POS no P O number or ship to address is required S At POS you must supply a ship to address for orders and invoices to finish processing the ticket B Both P O numbers and ship to addresses are required at POS to finish processing the ticket NOTE To require a ship to address on invoices you must set the Sales Variable File option which makes it a company wide feature See Sales Variable File Entry Options POS Back Screen field 1 Require Ship To Addresses on Invoice Y This works only if PO Req S or B here in CM1 D Extra Signatures 15 Signature Req Y N Y During POS processing a list of authorized persons to sign for a purchase will be displayed on the screen You will be asked to verify the signatures before continuing with the ticket If additional signatures are required for this customer they are entered in the Extra Signatures File CM14 D N No special signatures are required during POS processing 16 Cust Has Jobs Y N Y This customer has multiple jobs A will appear next the customer number on inquiries and searches The main job account is a
212. e Print Lien EA 33335 000 LARRY S LUXURIOUS HOMES 100 ELEGANT ROAD FANCYTOWN US 88888 06 20 96 Open Date Class sot Contact Estimated Cost Project Type Print Lien NOTES 308 BUILDING MATERIALS SAMPLE PRE LIEN MASTER LIST PRE LIEN MASTER LIST Job Address 501 S W MCLEOD ST P O BOX 3456 JORDAN 85113 Construction Lender WESTERN BANK 80 S CENTER SUITE 1400 SLC 88888 Invoice No Invoice Date Job Address 100 ELEGANT ROAD FANCYTOWN 88888 Construction Lender Invoice No Invoice Date ABC COMPANY Owner of Property MARK JONES 4040 W LAKE ST SLC 88888 Subcontractor WESTERN CARPENTRY 9876 S STATE ST SLC 87777 PreLien No PreLien Date Owner of Property LARRY STOOGE Subcontractor PreLien No PreLien Date cs02015 PAGE 0001 Original Contractor HOUSES R US 501 S W MCLEOD ST JORDAN UT 85113 Trust Fund Leaseholder MARK JONES 4040 W LAKE ST SLC Original Contractor LARRY S LUXURIOUS HOMES FANCYTOWN Us 88888 Trust Fund Leaseholder Dim3D Rev 10 0 Appendix B Part 3 2 Reprint Pre Lien with Logo PURPOSE Use this program to reprint a pre lien form which has been printed already This program will not assign another pre lien number to the original pre lien You must know the pre lien number you wish to reprint before starting this program Print a Pre Lien Master List if you do not know the number BEFORE YOU BEGI
213. e Number 1 255 30 Open Date MMDDYY 9 Tax Exempt Number 20 Salesman Number 31 Last Pay Dt MMDDYY 10 AR Group 1 4 21 Price Level 1 99 32 Last Pur Dt MMDDYY 11 AR Type B 0O R 22 Class 1 99 33 Lien Date MMDDYY 12 TAX Type R S 23 Credit Hold 0 99 34 Lien Invoice 13 Each Pricing Y N 24 Terms 1 99 35 High Bal Dt MMDDYY lt UpA gt View Additional Fields You can press up arrow to view more fields After selecting a field number the field description is displayed and you can enter the new value new information you wish to place in that field for all selected customers or Tab to leave unchanged DS02501 Change by Field CM1 D DIM10 DATA Date mm dd yy Rev9 0 2 Port 39 Store 01 1 Input Parameters Beginning Cust No 1010 000 Ending Cust No 1050 000 Select Optional Fields Y N N Field Number to Change 3 67 70 27 Extra Code 0 99 New Value 0 Dim3D Rev 10 0 241 A R Special Maintenance 242 Then you can select another field number and enter its new value When you are done selecting fields and entering the new values press Ese The computer displays what changes will be made during the update For example ps02501 Change by Field CM1 D Rev9 0 2 ale Beginning Customer Ending Input Parameters 1010 000 1050 000 Beginning Cust No Ending Cust No Select Optional Fields Y N Field Number to Change 3 67 70 1010 000 Customer 1050 000 BONHAM STAN DIM10 DATA Date
214. e for this job to run A log will be printed showing which customers in which files have been changed IMPORTANT ALL OF THE AFFECTED FILES MUST BE BACKED UP BEFORE RUNNING THIS KHER DROGRAM FRR RII RK e He de de He RIK RR IK RR He de e RII TKR e He He e e He e e He He e e He He e e He e e He e e Have you backed up your files and do you wish to continue YES NO Enter YES if you have made a backup and wish to continue Or enter NO to discontinue this process and return to the previous menu 23 After entering YES above the computer presents the standard print routine asking for the output device compressed print and report spacing A report is printed during the update showing what files completed successfully 24 Then the update is performed When it is finished the computer asks Do you wish to save the Temporary Index files Y N Enter Y if you do not wish to resort the files the next time this process is used Or enter N to not save the temporary index file It is unlikely that you need to save the index file so enter N 25 You are returned to the Change Customers by Batch Menu Steps 26 27 describe Special Maintenance 26 Ifyou need to view or maintain the entries in the Customer Change File CMC D you can use this special maintenance program Select 5 for Special Maintenance 27 The computer displays DS02503 MAINTAIN CUSTOMER CHANGE FILE CMC D 1 OLD CUSTOMER NUMBER 2 NEW CUSTOMER NUMBER ENT
215. e function for the displayed customer bypassing any remaining fields VVVV 7 When you are done changing fields the computer asks OK to Save Changes Y N Enter Y to make the changes effective N to leave the customer record unchanged 8 Return to Step 4 to continue making changes for the selected customer or press Esc to go back to Step 3 to select another customer NOTES Dim3D Rev 10 0 69 A R Procedures Change Customers Customer Misc File CM2 D PURPOSE Use this procedure to change customer information in the Customer Misc File This file holds miscellaneous information such as ship to address authorized signatures names and messages This is done for one customer at a time PROCEDURE See Also 1 From the Accounts Receivable Menu select File Maintenance Search For amp 2 Select Change Customers then Customer Misc File CM2 D Select a Customer 3 The computer displays the standard customer selection routine DS02012B Maintain CM2 Misc Data DIM10 DATA Date mm dd yy Rev10 0 2 Port 38 Enter Customer Number or Name Store 01 lt Up Arrow gt Search Select the customer you wish to change 4 Ifyou selected a customer that does not have a CM2 D record the computer asks CM2 D Record Does Not Exist Do You Want To Add It Y N Y Enter Y if you wish to add the record and enter the following information in Step 5 Or enter N to not add it and return to Step 3 to select another customer
216. e information on the top half of the screen comes from CM10 D and the bottom half comes from CM16 D You have the following options A Add Please Enter Date to Add The computer displays the current date Press Tab to accept today s date or enter the date you wish to follow up with the customer You can then enter the credit note up to 70 characters per line unlimited lines Press up arrow to end entering credit notes C Change Please Enter Date To Change Enter the date of the credit note you wish to change in the standard date format mmddyy The cursor moves to the selected credit note and allows you to change it by typing over the existing message Press up arrow to end changing the selected credit note NOTE You can have only one credit note for each date However there can be multiple lines on the credit note D Delete Please Enter Date To Delete Enter the date of the credit note you wish to delete in the standard date format mmddyy The computer displays the message and asks Are You Sure Y N Enter Y to delete the credit note or N to leave it If you enter N the computer allows you to enter another date to delete Press Esc to return to the previous options E End Ends the credit notes history option and returns to Step 3 main inquiry screen N Next Allows you to review the next page of notes for this customer Twelve lines are displayed per screen They are displayed in reverse chronological order
217. e report carefully If needed edit the batch using Add Change Delete Entries Then print the Edit List again Make sure this report is accurate before going on to the update Steps 17 25 describe Update Batch 17 IMPORTANT Make a backup tape of you data files before beginning this update Make sure all users are off the system for the update process 18 Return to Change Customers by Batch and select 4 for Update Batch 19 The computer checks the files it will be using If it finds any files open by another user the computer displays NOTE The Following File Containing Customer Numbers is Open OM1 D All Users Must Be Signed Off The System Before This Program Can Be Run Make sure all users are off the system before continuing 20 There are certain files used by optional software programs that will not be changed using this process If the computer finds one or more of those files it displays The following files which exist in your database will not be converted If you have any questions please check with support before continuing FM1 D Folio File Press Enter to acknowledge this message and continue to the next step 21 After the computer does all the necessary checking it displays This program will change customer numbers in the following files BHO D Bid Header Data LH1 Lot Header Record TSO D Tags Sold Committe CM1 D Customer Mstr Data OM1 Purchase Ordr Tran CM2 D Customer Data OM2 Receipts Trans CM3 D
218. eating a spiff as a quote first House account Employee A R accounts in a separate range of numbers Affiliate companies in a range of numbers 1 The customer name can be up to 30 characters long Enter the name exactly as you wish it to appear on screens invoices reports and statements 2 For an individual s name use a slash to show last name then first name i e LEE ROB This account will be alphabetized under LEE but be printed as ROB LEE Company names are entered without the slash Enter the bill to P O box or ATTN information up to 25 alpha numeric characters Enter the bill to street address 25 alpha numeric characters The ship to address is kept in CM2 D fields 2 4 See below Enter the bill to city and state 25 characters Enter the zip code or postal code exactly as you wish it to appear up to 10 characters For example 87101 87101 9999 Enter the phone number exactly as you wish it to print on reports transaction entry screens and inquiry screens up to 12 characters examples 800 222 333 800 222 3333 222 3333x123 Dim3D Rev 10 0 8 Contact 9 Tax No 10 A R Group 11 A R Type 12 Tax Type Dim3D Rev 10 0 A R Procedures Enter the name of the contact person up to 20 characters If the customer is tax exempt enter their sales tax ID number as found on a sales tax exemption certificate up to 15 characters 1 Four major groupings of A R accounts can
219. ection you wish to see on this report 168 Dim3D Rev 10 0 A R Reports 0 All Accounts 1 Past Due 2 Customers That Match Breakdown 3 Customers That Do Not Match Breakdown 31 30 Days Past 61 60 Days Past 91 90 Days Past Print Customers With Zero Enter Y to print customers with balances only N to print all Balances Y N customers regardless of balance Print Total Page Only Y N Enter Y if you wish to bypass printing each account and print only the grand totals by A R group Or enter N if you wish to print each customer s aging which includes the grand totals anyway Print Optional Headings Y N If you answer Y a list of aging buckets is displayed at the bottom of the screen where you can enter the name of the month for each bucket 3 characters or default to the displayed months Curr JAN 61 90 OCT 1 30 DEC Over90 SEP 31 60 NOV FinChg FIN CHG SAMPLE AGING BY OF BALANCE mm dd yy STORE 00 ALL CUSTOMER AGING REPORT DIM10 DATA DS02390P 13 37 48 CUSTOMERS WITH 20 00 OF BALANCE PAST 60 DAYS OLD PAGE 0001 PAST DUE GP TY BALANCE CURRENT 31 60 OVER 90 FIN CHG L PAY CH AS DUE DAYS DAYS C LIMIT L SALE 1010 200 BURGER KING 3257 10 2163 78 1694 03 469 75 81098 BURGER KING 3257 413 737 1130 20 2000 50898 F P S INC DBA BURGER KING ic i 469 75 1031 000 ANDERSON MIKE SHIP TO 1 480 2311 1031 001 ANDERSON MIKE SHIP TO 1 480 2311 101199 ANDERSON MIKE ACCOUNTS RECEIVABLE TRADE
220. ed to sign for purchases at POS If there are some names already entered they are displayed and the cursor is positioned at the next available line Go to Step 6 96 Dim3D Rev 10 0 A R Procedures NOTE If the customer has more than 54 signatures the computer informs you by displaying a message Note Customer Has More Than 54 Signatures lt Ent gt to Display More Press Enter to acknowledge this message and display more signatures Most companies do not require this many signatures but you can add more if needed 6 The cursor moves to the next line You can do one of the following options Enter another name Press Esc to back up one line to the prior signature Delete a name by pressing Enter at the beginning of the line Change a name by typing over it Press to end this process and continue to Step 7 VVVVV Repeat until all names are entered This first screen allows up to 54 names 7 After you press the up arrow to end this entry process the computer asks lt Ent gt Accept Signatures lt Esc gt Reject Signatures Press Enter to accept them or Esce to reject the entries changes deletions Return to Step 3 to select another customer or end this process NOTES Originally six signatures were stored in CM2 D Customer Misc File Then the CM14 D file Extra Signature File was created to accommodate more signatures New users should use the Extra Signature File for all required signatures The
221. eeeecsecesssseceeeseceeesessssaaeeeeees 203 23 3 Customer Payment History sesssessssssseserecsssssseserecsssssseserecsssssseserecsssssseseeeessssos 204 23 4 Payment History By Batch snsnsnsnsesesnsesssssesssesrsssrsrsrsrsssssssssrsrsrersrerersesssesesrss 205 24 Mechanics Lien Re OE e a a a a a a a aa n at 206 SECTION 3 A R Variable File E EN E IAE E E EA BTA ho 1 Terms Information sevevsscissscssscccssessdsovessedgssveossssevvescgecetesedessessdcsesvoossesesssedgosbeosesseveectesenes 209 2 Statement Information ssssescosececssssosocececssssocscccccecesscsocececeessossoceoeceesscsosececessssssssoceese 217 2 1 A R Statement Messages cccccccccsessssscesccecsessnececececsesesssaeeesecsesenessseceeeesesenesssaeeeeeess 218 2 2 A R Statement Options essi are a AEEA E E TE SE EAN 219 32 Special Pricing aio aaa A E OEE E AOT 220 A DOSCHIPTMONS sissesececeessscessensercsesssecssossonsteecseviesesctussecssovssvesssenssbecseessecsssussbesoeedsbeoseteeseessdesee 221 4 1 Customer Class DeScriptions ccccccccccccesessesssceeeeeceesensssecececsesesenssseeeeeesesensssaeeeeeess 222 4 2 Credit Hold Descriptions 0 cccccccccccccecescsesesececececeesenssaeeececeesenessseeeeeececeenensaaeeeeees 223 4 3 Extra Code Descriptions cssesccsccccccscscssesnccccecssvevseseaecessescsensesnaceeescsssenseneaeeeass 224 5 Transaction NUMDEPS sisscsccsiicsissesessssodecoosscessesstucssecsssslesessecdse cocsssdbeess
222. eld gt Press up arrow when you are done selecting fields to change Select the customer you wish to change using the standard customer selection routine The selected customer is displayed along with the first field to be changed Enter one of the following options Value for the requested field and Enter Up arrow to accept the previous value for this field from a prior customer record On the first customer the previous value will be 0 Enter to accept the current displayed value SPACE Enter to clear the value in this field Esc to not change the customer and return to Step 4 VVV VV The next field to be changed is displayed Make changes as instructed in Step 6 Repeat until all fields for the customer have been displayed Then you can select the next customer to change if you are selecting manually Or if the computer is automatically selecting the next customer it will be displayed Repeat Steps 5 8 for all customers needing changes If you do not wish to change any more customers press Ese until you return to the Accounts Receivable Menu Dim3D Rev 10 0 67 A R Procedures Change Customers Customer Master File CM1 D PURPOSE Use this procedure to change customer information in the Customer Master File This file holds set up information such as customer bill to address phone number tax number price level terms code PO and signature required codes and credit limit among other things This
223. er AIR File 3 The inquiry screen is displayed Select C for Credit Options Inquiry 4 Select 4 to Change Credit Limit 5 Enter the new credit limit amount in whole dollars This change is made in the customer s record in the Customer Master File CM1 D 6 Press Esc to end the change and return to Step 2 to select another customer or end this process NOTES 64 Dim3D Rev 10 0 A R Procedures Change Credit Limit Release Code PURPOSE Use the procedure to change the credit limit release code This code is used for all customers and remains the same until you change it The credit limit release code is stored in the A R Variable File Miscellaneous Codes Miscellaneous Codes 4 Credit Limit Release Code BEFORE YOU BEGIN Since this is a system manager or credit manager function the See Also AIR File Inquiry NOTES password used for this procedure is assigned a user level 6 or greater If this is not done the option to change credit information in A R File Inquiry will not be displayed In addition there is a setting in the Variable File Miscellaneous Codes to turn off this option to change credit limit release codes If the option is turned off the computer displays 8 Not Available Otherwise the computer displays 3 Change Credit Limit Release Code PROCEDURE Select any customer in AR File Inquiry The inquiry screen is displayed Select C for Credit Options Select 3 to Change Credit Limit Release Code
224. er A R Cash Receipts Enter the selection method 1 Select by Customer Number or 2 Select by Transaction Number Enter and accept the customer at Enter Customer Tab through Date and Check No Enter a reference if desired to indicate this is an adjustment Tab through Bank Discount and Fin Chg At AIR CR enter O zero Select 3 for Apply By Transaction You will first need to pick up all the credits you wish to apply Enter the line number or transaction number of the credit transaction The credit transaction will appear as a negative amount For each credit at Applied enter the credit amount with the negative sign to put that amount in Remaining at the top of the screen Once in Remaining apply that amount to any desired charges sales finance charges etc using normal cash receipt procedures Select the line number or transaction number of the desired transaction Then enter the amount to apply to the transaction or press Enter to apply the remaining balance or enter 0 to skip it and pick a different transaction Repeat this step until the Remaining amount is zero When done applying credits press Enter to accept the entry You are returned to Step 3 Enter Customer to make another entry PROCEDURE METHOD 3 DIFFERENT CUSTOMERS AUDIT TRAIL Select a Customer 4 5 6 7 8 9 10 11 12 13 See Also Cash Receipts 1 by Batch 16 Go to Cash Receipts by Batch enter a batch ID then select Ente
225. er Check the displayed store number and change if necessary This store number will be used when creating the late charge finance charge transaction Beginning Customer Number Also enter a beginning and ending customer Ending Customer Number number if you are applying finance charges for a certain customer or range of customers 3 Calculate Aging Balances This option allows you to calculate the aging balance before calculating finance charges The computer displays DS02380 Late Charges DIM10 DATA Date mm dd yy Rev8 1 2 Port 37 All customers transactions will be aged based on the date of mm dd yy Do you wish to continue with aging Y N Enter Y if the aging date is correct and you wish to continue Or enter N to return to the previous screen 266 Dim3D Rev 10 0 A R Special Maintenance NOTE The system uses the date entered in this program to compare to the Due Date on the transaction in the Customer Transaction File CM3 D If the due date for the transaction is beyond future this date the transaction is considered current If the due date for the transaction is before past this date the transaction is considered past due and will be totaled into an aging bucket depending on the number of days between the due date on the transaction and the date entered in this program If you answered Y above the computer begins immediately to calculate the aging When done it displays Normal End Of Aging Ca
226. er Transaction Select and accept the desired customer Do not enter any line items on the POS transaction Press the up arrow two times At Addon Code enter the addon you created for finance charges You can search for addon codes by entering a code and pressing the up arrow The computer displays a list of addon codes and you can select the appropriate addon Enter the amount of the finance charge addon Press up arrow to end the addon screen Finish the transaction by making the transaction a sale The computer prints and updates the transaction and you are returned to Step 4 Dim3D Rev 10 0 103 A R Procedures Month End PURPOSE This section provides information on what happens to Accounts Receivable during the Month End update IMPORTANT All users must be signed off the computer during this month end process PROCEDURE 1 Before beginning any month end updating for A R and after all sales and payments have been entered for the accounting month run the month end from the Month End Processing Menu This process checks for the following gt Available space for month end entries in the following files CM3 D Customer Transaction File CM4H D Cash Receipts History File CM5H D Open Items Applied History CM9 D Customer History File GM3 D G L Posting File GPOST IM3 D Inventory Unit Sales IMH D Inventory Sales History gt Unupdated batches in A R CM4 D A R Payments Applied CM15 D A R Payments by Batch If
227. erent volume discount tables showing different discount rates Each table is given a code number The table number must also be entered in Terms Information so the system knows which table to access for the assigned terms type DSVM0207 Rev10 0 5 A R Volume Discount Table 1 Volume Discount Table 1 99 2 Volume Discount Type Interval Interval Interval Interval Interval Interval Interval Interval Interval Interval Interval Interval lt Esc gt End Dim3D Rev 10 0 1 1 Limit Discount 2 2 Limit Discount 3 3 Limit Discount 4 4 Limit Discount 5 5 Limit Discount 6 Limit 6 Discount lt Tab gt Go Forward One Field DIM10 DATA 7 7 Interval Interval 8 8 Interval Interval 9 9 Interval Interval 10 10 Interval Interval 11 11 Interval Interval Interval 12 Interval 12 lt F1 gt Help Date mm dd yy Port 39 Store 01 Limit Discount Limit Discount Limit Discount Limit Discount Limit Discount Limit Discount 229 A R Variable File 7 3 Purge Update Dates This screen tracks the purge dates updated when a purge is performed on the Payment Transaction History and Open Items Applied History files CM4H D and CM5H D as well as the date of the last year end done for A R DSVM0207 A R Purge Update Dates Date mm dd yy Rev10 0 5 Port 39 Store 01 PAYMENT HISTORY PURGED THROUG
228. ess 132 Write Off Finance Char Ge vives ssissicccesciessssceccsvccsssteesssensececssoedssososscevessecssevsbeusebecsseteesesosseeses 134 SECTION 2 A R Reports csscscccsssscccssssccssscscccsssssccsssssoees LOO TASS 2 iiiscicortesccscttesceuvaceoacesspsessouseasacescdsetessoodescussesesucusnaceces teseteduuseuestessees secvovesscestsessusnauscessedee 143 TeNaime amp Address ics scicsee oeci ea secon detisoes pases a a a te ied 143 DS COMCS IEA IE TN AEEA AN ENE E R Sata os EE E ta ea EE bene sed BE ol E bate oes bib ed Sie 145 3 Phone Contact Tax Exempt ccccccccccsccecssssssececesccsessessnseaeeesecsensnsscaeceseesenensaeaseessens 146 4 Customer List Fax Information ccccccccccccccessssesseceeececeesesssceceecesesesssssseeesecsesenssssaeeess 147 Bhp VO ACAKESS irre fisiescbssee cee Getbeesh ota scee a beeheus Shed abe Sesh aaa Se thaa epcab ded aaa Caneda ESEE aE 148 6 Authorized Signatures cccccccccccecesssssssseceeececsesensseceeceecsesesssseeeeeesesesssssseeeeceseesenentsaees 149 Te MOSSA SES E TA E E AE T E E E AE 150 8 Customer Labeloa raea E E AEN SEEE ES S EES dated 151 BT Mailinig Label E E AE AE AE AEE 152 8 2 Manual Shipping Labels sssosseseseesessssesseseesessssssesersrsssssserersssssseseoeereesesssseseeeess 154 AGING Reports sie siecscicsetssecesevcssesnesesscseeesssdsobevedcceseceesdsvevesdocebesessdseveeedeseee coed on seseacseseeseionseeeese 158 9 Traditional Standard Aged
229. et 3 Both 4 None M td or Y td H igh to Low or L ow to High 99999999 Y B N 3 0 M H Total by Jobs Y N Y Number of Copies 1 0 Store Number Report Date Select Optional Field Y N Rank Selection lt Ent gt Print Report O A11 mmddyy N 0 No Ranking 1 Sales Dollars 2 Average Margin E End 1 Input Parameters 3 Average Margin 4 Market Margin 5 Market Margin Special and Unique Input Parameters Print 1 Average 2 Market 3 Both 4 None Ranking Selection Rank On M id Or Y td Deduct Stmt Discount from MTD Sales Y N Order H igh to Low or L ow to High Number of Items to Print Dim3D Rev 10 0 Determine what cost figures if any you wish to display on this report Towards the bottom of the screen the computer displays a list of ranking selections O No Ranking If there is no ranking the next 4 parameters are skipped The report will be printed in numerical or alphabetic order depending on your selection 1 Sales Dollars 2 Average Cost Margin 3 Average Cost Margin 4 Market Cost Margin 5 Market Cost Margin Enter the method of ranking you wish to use Enter M to use month to date or Y to use year to date figures Enter Y to deduct the statement discount from sales N if not Enter H to list the customers from highest ranking to lowest or L to list them lowest ranking to highest Enter the number of customers to print acc
230. ev 10 0 Appendix A Filename Title Indexes Description How Aded__ How Deleted E eS ga i ds eee wl CM15 D Cash Receipts by Batch File CM16 D Multiple Credit Note File CMC D Customer Change File Dim3D Rev 10 0 Holds all payments and adjustments made by batch for A R customers per month There is one record per payment cash receipt These payments can be edited before updating the batch to customers accounts and General Ledger Holds credit notes comments entered through A R File Inquiry Used in Change Customer Numbers by Batch Contains the customer number changes as a batch and allows you to edit the changes before updating them throughout the A R and sales files Holds the old and new customer numbers one record for each customer needing to be changed Cash A R Month Receipts by End Update Batch deletes all detail All batches must be updated before doing month end A R File A R File Inquiry Inquiry Credit Credit Options Options 5 Credit 5 Credit Notes Notes History History Or Purge Credit Notes by Date found on the A R File Maintenance Menu AJR File Same as Maintenance adding Change records Customers Change Customers by Batch 285 Appendix B APPENDIX B PRE LIENS 286 Dim3D Rev 10 0 Appendix B APPENDIX B Pre Liens OVERVIEW The pre lien system is designed to enter pre lien information and print forms for preliminary notice of
231. evolving accounts are basically non aged balance forward with a calculated payment amount Payments are made against the ending monthly balance ENDING BALANCE is calculated as follows 120 Dim3D Rev 10 0 A R Procedures BEG MO BAL MTD CHARGES MTD RETURNS MTD PAYMENTS MTD ADJ MTD FC As charges are made either through POS or Invoice Posting MTD CHARGES are updated No amounts are updated to the buckets CURRENT 1 30 31 60 etc The buckets are used for the calculated payment amount and past due payment amount Most of the revolving calculations occur during the month end process 1 Calculate Finance Charges this program not only calculates any finance charges it also calculates the current payment amount using either A CM1 D field 66 INST PAY maintained manually OR B A R Variable File Terms Information Revolving of Payments ENDING BALANCE OF PAYMENTS CURRENT PAYMENT AMOUNT If the calculated amount is less than Minimum Payment then the minimum payment from the Variable File is used for the current payment amount The CURRENT PAYMENT AMOUNT as calculated above is written to CM1 D field 37 CURRENT 2 Print Revolving Statement DS02391E This statement shows the payment due detail PAST DUE PAYMENT Comes from CM1 D aging buckets 1 30 31 60 AMOUNT 61 90 over 90 days If no payment was made during the over 90 days If no payment was made during the month or if a parti
232. fault is 0 zero which prints all accounts Enter 0 zero to print all accounts or a day 1 81 to print only those accounts with a matching statement day found in the Customer Master File CM1 D Enter Y to print customers with zero balances showing activity N if you wish to print all customers regardless of balance or activity Enter T to print transaction detail by transaction number Or enter D to print the detail by transaction date Enter Y if you wish to print the ship to addresses of the customers with jobs This ship to address will appear at the top of the printed statements Or enter N to not print any ship to address Enter Y if you wish to print YTD finance charges on each statement N if not Enter Y if you wish to print individual statements for the jobs and then total all jobs on a separate statement Or enter N if you wish to print only the individual job statements 175 A R Reports SAMPLE STATEMENT FORM WITH PREPRINTED HEADING ALL INPUT PARAMETERS BY DEFAULT 1070 000 O mm dd yy DAVID CHRISTENSEN DAVID CHRISTENSEN 7375 SOUTH LUANA CIRCLE SALT LAKE CITY UTAH 84115 DISCOUNT ST 1 ALL ACCT 1070 000 O DATE mm dd yy 2 79 DISCOUNT ALLOWED FOR PAYMENT WITHIN TERM ACCOUNT SUMMARY ACCOUNT SUMMARY BEGINNING OF MONTH BALANCE 4780 83 BEGINNING BAL 4780 83 CHARGES 148 11 CHARGES 148 11 PAYMENTS 2949 55 PAYMENTS 2949 55 LATE CGS 28 60 LATE CGS 28 60 ENDING BALANCE 2007 99 ENDING BAL 20
233. ference check number old balance applied amount and new balance For example DS02201H Customer Payment History ABC COMPANY Date mm dd yy Port 40 Customer Name 8000 000 HOUSES R US Invoice Invoice Available Payment Old New Tran Str Date Amount Discount Date Batch Reference Check Balance Applied Balance 2100167 1 02 12 96 1990 06 37 26 02 29 96 CRO22996 BY TRANS 2 1800 00 190 06 1609 94 E End F Press E to end this display and return to Step A Enter Option 1 2 E NOTES Dim3D Rev 10 0 35 A R Procedures Cash Receipt Applied to Wrong Customer PURPOSE Use this procedure to correct an A R cash receipt posted to the wrong customer You will need to back out the incorrect entry and then re enter it PROCEDURE NOTE Use this procedure to correct entries within the same accounting month only See Also Cash Receipts 1 Select Cash Receipts by Batch enter a batch ID then select Enter A R Cash Receipts By Batch 2 Use Selection Method 1 for Select by Customer Number Enter and accept the customer who received the incorrect payment at Enter Customer Number or Name Enter the date or press Enter to accept the displayed date 5 Enter the same check number and reference number as the original entry adding an R for reversing if desired 6 At Bank DR enter a negative amount 7 Press Enter at Discount and Fin Chg 8 At A R CR press Enter to pick up the same amount defaults to remainder
234. for Employee Paid on Account Make sure the G L account number is 1213 or whatever you set up in the General Ledger for Employee Paid on Account Payroll Either set up the deduction code added above in the employee s record or enter the deduction when processing payroll If you set up the deduction in the employee s file it will come up every time you process payroll whereas if it is a one time deduction you would enter it only when processing payroll Accounts Receivable Enter a charge customer account for each employee so the sale can be recorded through POS or Invoice Posting POS or Invoice Posting When the employee purchases some merchandise enter a charge transaction PROCEDURE See Also Cash Receipts 1 by Batch a A WO N 94 Starting at the Enter Customer screen in Cash Receipts by Batch select and accept the employee s customer number Enter the date Press Enter at Check No Enter a reference for example Payroll Deduct Press Enter at Bank Discount and Fin Chg At AR CR enter the amount deducted from the employee s check no negative sign At Misc G L enter 1213 for Employee Paid on Account or your equivalent from the payroll deduction set up in the Payroll Variable File At Amount enter the amount to debit to this account or press Enter to pick up the proof total Dim3D Rev 10 0 A R Procedures 8 Accept Enter or reject Esc the entry 9 If accepted apply the payment a
235. for FC 1 1 If you are setting up a multi tiered finance charge enter the 9 Monthly Finance Charge 2 dollar limit up to which the first F C percent is charged Amounts past due greater than this dollar limit will be charged using 9 Monthly Finance Charge 2 2 Otherwise leave blank 1 Ifyou are setting up a multi tiered finance charge enter the second level percentage here The dollar limit for the second level is entered in 10 Dollar Limit for FC 2 2 Ifthe finance charge percentage is the same for all dollar amounts total balance due you must enter the same percentage as in 7 Monthly Finance Charge 1 10 Dollar Limit for FC 2 1 If you are setting up a multi tiered finance charge with 3 levels 11 Monthly Finance Charge 3 12 Minimum Fin Charge 13 Minimum Past Due 14 Charge FC if Payment Recvd Y N 15 Calculate FC on Fin Charges Y N 212 enter the dollar limit up to which the second F C percent is charged Amounts past due greater than this dollar limit will be charged using 11 Monthly Finance Charge 3 2 Otherwise leave blank 1 Ifyou are setting up a multi tiered finance charge enter the third level percentage here This is the highest level so the dollar limit is unlimited 2 Otherwise leave blank Enter the minimum amount you wish to charge if a customer qualifies for a finance charge For example 50 for 50 cents 1 00 for 1 00 Enter the mi
236. formation showing how the payment was applied N do not include this information SAMPLE PAYMENT HISTORY BY BATCH mm dd yy BATCH CR1 CR HISTORY BATCH EDIT LIST Ds02700 10 21 15 PERIOD 04 1996 PAGE 0001 SEQ NO STR PC CUST NO NAME DATE REFERENCE A R BANK DISCNT FIN CHG 202 1 4 2000 000 BEST BUILT HOMES 04 19 96 PAYMENT 106 25 105 00 1 25 00 APPLIED TO TRAN TYPE INV DATE DUE DATE OLD BAL APPLIED NEW BAL 2900656 INV 04 18 96 07 25 96 106 25 106 25 00 SEQ NO STR PC CUST NO NAME DATE REFERENCE CK NO A R BANK DISCNT FIN CHG 203 1 4 6000 000 FLOWER SHOPPE 04 19 96 5000 00 5000 00 APPLIED TO TRAN INV DATE DUE DATE INV AMT OLD BAL APPLIED 2900643 03 21 96 04 25 96 4036 04 2249 27 2249 27 2900648 03 27 96 04 25 96 4036 04 4036 04 2750 73 GRAND TOTALS GL AMT A 5106 25 5105 00 25 Dim3D Rev 10 0 205 A R Reports 24 Mechanics Lien Report Print this report to keep track of all invoices that should have a lien registered on them A flag in the Customer Master File CM1 D allows you to save this information only on the accounts that you intend to lien Save Lien Info Y N This can be overridden at Point of Sale on the back screen when entering the ticket Some of the options on the report include gt Print the lien information using either the last charge or the first charge date gt Specify a range of days for which to print lienable invoices i e within 45 and 90 days from the report date gt Print invoi
237. fter a pre lien form is printed the Print Flag in CM8 D will be changed to U updated and will not be printed again unless you select to reprint it from the Pre Liens Report Menu 7 After you enter change or view these fields the computer returns you to the previous menu Dim3D Rev 10 0 315 Appendix B Part 4 2 Pre Lien Report PURPOSE Use this option to print the entries in the Pre Lien Variable File PROCEDURE 1 From the Pre Liens Menu select 4 for Pre Lien Variable File 2 Select 2 for Pre Lien Report 3 The computer displays CSVP0209 Pre Lien Options Report DIM10 DATA Date mm dd yy Rev10 0 1 Port 38 Store 01 1 Input Parameters Store Number 0 A11 1 Beginning Password Acct Ending Password Acct ZZZZZZ Number of Copies 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Using normal print procedures print the report SAMPLE PRE LIEN REPORT VARIABLE FILE mm dd yy PRE LIEN OPTIONS REPORT DIM10 DATA CSVP0209 13 29 25 PAGE 0001 COMPANY OPTIONS NEXT PRE LIEN NUMBER STORE OPTIONS STORE PRE LIEN PRINT PROGRAM 1 NZH 1 cs02023 PASSWORD ACCT OPTIONS PASSWORD ACCOUNT DEFAULT PRINT FLAG Y N CNTR FISH JENNIE MGR NANCY NELSON WAYNE NOTES 316 Dim3D Rev 10 0 Appendix B Part 5 Purge Pre Liens by Date File PURPOSE Use this program to purge pre liens when the Pre Lien File CM8 D reaches a certain percentage full It will delete pre lie
238. fter printing the customer s statements 33 Install Pmt For revolving customers with fixed payments enter the amount of the installment payment to be used instead of calculating a revolving payment see A R Variable File Terms Information 23 Minimum Payment Be sure the terms code in field 24 corresponds to a revolving terms type 34 SSN Social Security Number up to 11 characters CM2 D 35 Resale Price Lvl Used in custom software only Contact Dimensions for further information Customer Misc File CM2 D Fields 36 Delivery Zone Used in Dispatch amp Delivery system See DDS documentation 37 Route Difficulty Used in Dispatch amp Delivery system See DDS documentation 38 Map Code Used in Dispatch amp Delivery system See DDS documentation 39 Ship 1 1 Enter the ship to P O box or ATTN information up to 20 characters This ship to address can be the job site 2 If no ship to address is desired skip this entry by pressing Enter through each ship to field 3 If you do not wish to add a CM2 D record the remaining fields enter period and press Enter Go to Step 4 40 Ship 2 Enter the ship to street address up to 20 characters if desired 41 Ship 3 Enter the ship to city state zip code up to 20 characters if desired 42 Builder s Club Enter up to 15 characters for the Builder s Club account number if participating Dim3D Rev 10 0 9 A R Procedures Extra Signat
239. g By Invoice Rev10 0 3 1 Input Parameters Aging Date Customer Print Order Beginning Customer Ending Customer Assigned Salesrep 0 all Customer Class 0 all A R Group 0 all Selection Code Statement Day Print Print Print Print Print Store 0 Print All Accounts 1 31 Only if Match on CM1 D Zero Balance with Activity Y N Ship To Address Y N Credit Notes After Date Entered Pymt History After Date Entered Credit Information Y N Number 0 all Number of Copies Select Optional Field Y N 2 Print Customer Aging by Invoice Enter Option E to End Special and Unique Input Parameters Enter 1 to print in customer number order or 2 to print in customer Customer Print Order Selection Code 0 All Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 99 Only with Unapplied Payments Statement Day 0 Print Zero Balance With Activity Y N Print Ship To Address Y N 164 name order Payments this period Total balance due Partial payment flag Current bucket Aging buckets 1 30 31 60 61 90 91 Finance charge DIM10 DATA mmddyy 1 000 999999 999 0 zZzroKkoozZzzZz Date mm dd yy Port 39 Store 01 Numerically All Accounts O Don t Print O Don t Print Enter the customer aging category you wish to include on the report The default is 0 zero which prints all accounts Enter 0 zero to print all acco
240. ge the way the computer handles credits finance charges and multiple stores This works in conjunction With Apply To Oldest and By Job and Apply By Range These options are in effect for all cash receipt entries made during this entry session If you go back to the Cash Receipt by Batch Menu and come back in to Enter Cash Receipts the apply options revert back to NO EFFECT The computer asks DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 1 Batch CR123 Enter Selection Method 1 Period 04 1 Select by Customer Number 2 Select by Transaction Number Do you wish to change Apply Options for the batch lt Y N gt tM lt Esc gt Back to Menu Dim3D Rev 10 0 Search For amp Select a Customer 5 A R Procedures Enter Y to change any or all of the three apply options Continue to Step 4 Or enter N to bypass changing the apply options and continue entering the cash receipt by selecting the customer Skip to Step 5 If you entered Y in Step 3 above the computer displays at the bottom of the screen Apply Options Apply Credits First Y N Apply To F C 1 First 2 Last 3 No Effect Store Number 0 A11 Appears only if multi store The cursor is positioned at Apply Credits First Y N Enter the following options for the batch Apply Credits First Y N Y The computer adds the amount of credits on the account to the amount of the cash receipt and then appl
241. gnature Req 32 Cust Has Jobs 33 Save History 34 Save Lien 35 Store Number Sales Rep Price Level Class Credit Hold Terms Statement Day Tax Code Extra Code Credit Limit Bid Number Open Date Credit Limit Type Statement Detail Installment Pmt Temp Terms Resale Price Lev UpA gt Search for Password Account Name lt Esc gt End 232 DIM10 DATA Date mm dd yy Port 39 Store 01 lt F1 gt Help Dim3D Rev 10 0 8 2 Add Maintain CM2 Fields This screen allows you to set up which fields in the Customer Misc File CM2 D can be added and changed by password account The program to add new customers looks for this record If it exists and fields are checked X in the box then this record will control the access to those fields DSVM0208 A R Add Maintain CM2 Fields Rev10 0 i 4 Enter Password Account CM2 CUSTOMER MISC FILE Ship To 1 Ship To 2 Ship To 3 Message Note 1 Message Note 2 Message Note 3 Builders Club Email Address Cell Phone SSN Delivery Zone Route Difficulty Map Code lt UpA gt Search for Password Account Name Dim3D Rev 10 0 lt Esc gt End DIM10 DATA A R Variable File Date mm dd yy Port 39 Store 01 lt F1 gt Help 233 A R Variable File 8 3 A R Inquiry Fields This option allows you to define which information to display during A R File Inquiry by password account The A R file Inquir
242. h as the item number or catalog number and press Enter to select an exact matching item 25 A R Procedures F15 N lt Ent gt Press either F15 function key 15 or N and press Enter to view the next search item in the search mode If you were searching by item number the computer displays the next item number If you were searching by catalog number the computer displays the next catalog number Data lt UpA gt Enter some data in this case catalog number and press up arrow The computer immediately goes to the search mode beginning with the entered catalog number This is the default key for inventory searches as set up in the Inventory Variable File Basic Inventory Information Store Information 1 Main Inventory Search Key or Password Account Options Other Password Account Options lt Esc gt Press Esc to enter another store number for multi stores or go back to Step 4 7 Ifyou selected C Credit Options and your password user level is 6 or greater the computer displays the following options 1 Put On Credit Hold 2 Take Off Credit Hold 3 Change Credit Limit Release Code 4 Change Credit Limit 5 Credit Notes History 6 Credit Contact Fax Enter Option Or lt Esc gt To End You can do one of the following options 1 Put On Credit Hold 26 When a customer account is put on credit hold no Point of Sale transactions can be written for the account without a credit release code being e
243. he cash receipts batch before updating it to the customer G L and Totals files This report can be printed in sequence number check number or customer number order and with or without detail See the samples at the end of this part From the Cash Receipts By Batch Menu select 6 for Print Edit List The computer displays DS02603 Cash Receipts Edit List DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Batch Report Order 1 Sequence 2 Check Number 3 Customer Beginning Value 0 Ending Value 999999999 Print Detail Y N y Number of Copies 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Print a hard copy of this report Batch The batch identification stays the same as you entered on the Cash Receipts By Batch Menu Report Order Sequence numbers are assigned in chronological 1 Sequence order automatically as cash receipts are entered 2 Check Number 3 Customer Print Detail Y N Enter N to print the following information only Sequence number Store number Period code Customer number and name Apply date Reference Check number A R amount Bank amount Discount taken amount Finance charge written off amount Dim3D Rev 10 0 A R Procedures Enter Y to print all of the information above plus the following detail information no matter what order Store number Transaction number amp type Transaction date Original a
244. he results of using this method are VV VV WV Finance charge amount calculated by the computer Posts to MTD and YTD Finance Charges Appears on statement under Open Invoices as F C Generates no document for the finance charge A R File Inquiry shows it as a late charge If detail is displayed shows as a late charge on the transaction detail screen GPOST shows a positive debit to A R and positive credit to Finance amp Carrying Charge METHOD 3 POS ADDON This method uses Point of Sale to put an addon on the customer s account The results of using this method are Vv VVVVV Operator determines the amount of the finance charge not calculated by the computer Posts to MTD Charges and current bucket not MTD and YTD Finance Charges Appears on statement under Open Invoices as an invoice Generates an invoice for the finance charge A R File Inquiry shows it as a current charge If detail is displayed shows as an invoice on the transaction detail screen VVV V WV Dim3D Rev 10 0 See Also Cash Receipts by Batch Dim3D Rev 10 0 A R Procedures PROCEDURE METHOD 1 CASH RECEIPTS BY BATCH 1 o O ON O Using Cash Receipts by Batch enter a negative cash receipt for the amount you calculated for the finance charge This will add the amount to the customer s account Enter a negative sign in front of the Fin Chg and A R lines For example Bank DR s 0 Discount DR 0 Fin Chg DR 5
245. ht This is done on a customer by customer basis and allows you to apply the credit to any charge whether current or past due Use this procedure instead of Apply Credits to Old Balance if you have either or both of the following conditions One specific customer needs the adjustment You need to apply the credit to transactions without regard for transaction date METHOD 3 DIFFERENT CUSTOMERS AUDIT TRAIL Use this procedure to take a credit balance from one customer and apply it to another customer s balance This is useful for customers with job accounts This method leaves an audit trail of which credit was applied to which transaction METHOD 4 DIFFERENT CUSTOMERS NO AUDIT TRAIL Same as Method 3 but a simpler way to apply a credit from one customer to a transaction on another customer This method does not leave an audit trail BEFORE YOU BEGIN For Methods 3 and 4 you must know the transaction numbers of 14 the credit and the transaction being paid PROCEDURE METHOD 1 APPLY CREDITS TO OLD BALANCE 1 From the Accounts Receivable Menu select Cash Receipts Then select Apply Credits to Old Balance Dim3D Rev 10 0 A R Procedures 2 The computer displays DS02109 APPLY CREDIT BALANCES ABC COMPANY DATE mm dd yy PORT 37 STORE 01 1 INPUT PARAMETERS BEGINNING CUSTOMER NUMBER 000 ENDING CUSTOMER NUMBER 999999 999 TYPE OF ACCOUNT 1 1 BALANCE FORWARD 2 OPEN ITEM 3 BOTH BAL FWD amp O
246. ien e Soc E ae hea Lak Daa cel ek A N 182 15 4 Blank Paper Invoice Detail cc ccc ccccccccesesececeeececececececeaeseaeceaeaeasaessaeseasasaeaes 183 1525 Applied Open Tem s vy eoni annae a e i a aa i 185 15 6 Statement Backup Report eseessssessesereesssssseserecssssssescreessssssesereeseessssesreeesessssese 186 Customer Sales ReportS sssscsccccecssssesccececssesscsocececeesscsocececseessssoccocecesecsosececesesessosocecsessso 188 RETIA 6 ETW a Wa Fl A TE N EA ATE OTEN NEN ANAE 188 16 1 Profitability Report Format A ccccccccccccccccessessscececececeessnseseeesecseeenssseeseeseeeeas 189 16 2 Profitability Report Format B o cccccccccccccccessessceceeececeenssseceeeeecseeessseeeseesesensas 191 T Sales Tax Receipt Report s iticessacecsc casi cedebassaccaet stbcsesgtunwecsbe cas e aea anaa aai EA aai 192 18 Year to Date Information s sssessssssseserecsssssseeserecsesssseserecsrsssseserecssssoseceeesssssseseeeesessos 195 Credit Miosan a A aA AAS 196 OP Credit Limiten eaen a e a a AE a a E ia 196 20 Credit HOI eorne a a A a R a A es 197 21 Credit Not Report on eea e N A A AE 198 22 Credit Analysis amp Sales Report c ccccccccccccssssssececececseesssseeeceesesenesssseeeseececsensnsaaeeeeess 199 29 History ReDortS ee ee ee 200 23 1 Credit History Reportisc 3 d358 i hesketbassdbd ced eceiehat a reae AEE E e 201 23 2 Invoices Applied History ccccccccccccssssscecececesceesenssce
247. ies it to outstanding invoices N The computer uses the amount of the cash receipt only Apply to F C 1 Apply cash receipt to finance charges first in 1 First chronological order before applying to the 2 Last invoices 3 No Effect 2 Apply cash receipt to finance charges last after applying to the invoices 3 No effect Apply to invoices only Store No 0 All If running multiple stores enter the store number for transactions to be affected by the cash receipt O all stores The computer displays the standard customer selection routine DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Enter Customer Number or Name Store 1 Batch CR123 lt Up Arrow gt Search Period 04 Select the customer by number or name using the standard customer selection routine Dim3D Rev 10 0 41 A R Procedures AIR File Inquiry 42 Enter the Check Data 6 The computer displays the check data and debit credit information screen DS02601 Enter Cash Receipts B DIM10 DATA Date mm dd yy Beg Bal 357 10 Port 37 1070 000 CHRISTENSEN DAVID Bal 369 53 Store 1 Batch CR123 Date 70601 Period 04 Check No Reference Bank DR Discount DR Fin Chg DR A R CR Running Batch Totals Bank Debits 00 Discounts 00 Fin Chg A 00 Other DR CR 00 A R f 00 Last Pay Date if Bank Debit Proof 00 lt UpA gt A R Inquiry Toggle Last Pay Date Option The cur
248. igits long plus three digits after the decimal point for a job number It must be all numeric For example 123456 001 When entering a customer number without jobs it is not necessary to enter the decimal point and trailing zeroes 2 It is required that customer numbers 1 99 be reserved for cash sales Customer number 1 is typically the account number used for regular Dim3D Rev 10 0 3 A R Procedures 2 Name 3 Addr1 4 Addr2 5 Addr3 6 Zip 7 Phone walk in cash sales where the method of payment is cash check or credit card Regular A R customer numbers will then begin at 100 3 Customers with jobs will keep track of A R transactions by job number The main account number must end in zeroes 1 e 1010 000 and be flagged as having jobs See field 16 CUST HAS JOBS Then each subsequent job number will have the same account number as the main account with a different job number following the decimal i e 1010 100 1010 200 1010 300 etc Aging reports and statements will show a total for each job as well as a consolidation for all jobs in the main account 4 Other methods of numbering sometimes used Use last 6 digits of phone number Give often used customers easy to remember account numbers i e 5555 or 123 5 Additional uses of customer number Separate cash and charge customers for special quotes such as decks sheds houses etc Special spiff customer to be used when cr
249. ined estimated cost Job Address 1 Enter the address of the billing location Job Address 2 City State Zip Code 5 If you entered the pre lien number you wish to print the computer fills in the corresponding information pre lien date invoice number and invoice date The computer displays the standard print routine Output Device P T S F Port Port No lt UpA gt Search Port No Use normal procedures for printing the form SAMPLE PRE LIEN FORM WITHOUT LOGO CS02016 07 31 01 DIM10 STORE 1 BOX 226 RANDALL MN 56475 CUST ADDR 1 CUST ADDR 2 CREDIT MANAGER 07 31 01 CUST CITY 88888 XYZ CORP 123 MAIN STREET ANYTOWN USA 91919 CONST LENDER NAME CONST LENDER ADDR 1 CONST LENDER ADDR 2768 90 CONST LENDER CITY UT 88888 PROPERTY OWNER NAME PROPERTY OWNER ADDR 1 PROPERTY OWNER ADDR 2 PROPERTY OWNER CITY UT 88888 ORIGINAL CONT NAME ORIGINAL CONT ADDR 1 ORIGINAL CONT ADDR 2 ORIGINAL CONT CITY UT 88888 NOTES 312 Dim3D Rev 10 0 Appendix B Part 4 Pre Lien Variable File This part shows the Variable File entries used throughout the pre lien system When you select Pre Lien Variable File from the Pre Liens Menu the computer displays the following menu CSVM0200 Pre Lien Options DIM10 DATA Date mm dd yy Port 40 Store 01 Choose Pre Lien Options Menu 1 Pre Lien Maintenance 2 Pre Lien Report lt Esc gt End Part 4 1 Pre Lien Allows you to enter and maintain the Variable
250. ing labels for one customer at a time either using information from the A R files or entering a name and address manually This program uses 1 across 2 7 8 high x 4 wide labels These are standard sized labels you can have pre printed with your name and address on the top half The mailing address will be printed on the bottom half Load the continuous labels on the pin feeders in the printer before beginning the print process You will need to move the labels 1 2 to the left and roll them up to where the first name will print approximately 1 3 4 NOTE If you are going to print in non compressed characters change the characters per inch CPI on the printer to 10 CPI Be sure to change the printer back when you are done printing labels DS02370D Shipping Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Select Customers By 1 Customer Number or Manual Entry 2 Sales Master Transaction Number 3 Sales History Transaction Number Store Number Print Attn To Y N Print Box Count Y N Print 1st Line of Ship To Y N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Select Customers By Enter 1 to select customers by number or by manual entry see 1 Customer Number Or Manual below Enter 2 to select by Sales Master transaction number or Entry 3 to select by Sales History transaction number see below 2 Sales Master Transaction Number 3 Sales H
251. int Edit List 56 Print G L Entries Report GPOST 61 set up batch 39 batch ID 39 calendar month 40 date 40 store number 40 Update to Customers and G L 59 Cash Receipts by Batch File CM15 D 38 104 259 272 273 285 Cash Receipts Transaction History File CM4H D 33 104 107 108 204 205 230 274 283 Dim3D Rev 10 0 Cash Receipts Transactions File CM4 D 60 104 192 252 270 283 cell phone number 10 Change CM3 Due Dates by Range 248 Change Credit Limit 64 Change Credit Limit Release Code 65 Change Cust Numbers CM1 CM2 243 Change Customers Change Customers by Batch 72 Add Change Delete Entries 72 Change Customers by Range 74 Edit List 75 Special Maintenance 77 Update Batch 76 Change Selected Fields CM1 D 66 Customer Master File CM1 D 68 Customer Misc File CM2 D 70 Change Customers by Batch 72 Add Change Delete Entries 72 Change Customers by Range 74 Edit List 75 Special Maintenance 77 Update Batch 76 Change Fields W Range CM1 241 change receipt 59 Change Selected Fields CM1 D 66 check number 42 51 class 7 Codes report 145 construction lender 291 construction lender pre liens 296 contact name 5 Credit Analysis amp Sales Report 199 credit contact 11 credit contact pre liens 292 credit contact fax 32 Credit History File CM9 254 Credit History File CM9 D 104 201 254 255 271 284 Credit History Report 201 credit hold 7 26 27 79 81 descriptions
252. ion number CASH the VISA MasterCard credit slip number or anything you wish to identify the entry It is for your information only It is a non required field Or you can press up arrow to use the previously entered reference number once a reference number has been entered Or press Enter to bypass 9 Fill in the following debit credit information Bank DR Net amount of check Discount DR If there is a discount taken enter the discount amount with no negative sign Fin Chg DR If there is a finance charge written off enter the amount with no negative sign AR CR The total debits DR must equal the credit CR QUICK TIP After you enter the debits bank discount finance charge press Enter at A R CR to automatically enter the credit amount proof total As you enter the data the computer updates the Running Batch Totals See the examples below Example Payment with no discount or finance charge write off Bank DR 100 00 Discount DR 00 Fin Chg DR 00 A R CR 100 00 Example Payment with discount taken Bank DR 95 00 Discount DR 5 00 Fin Chg DR 00 A R CR 100 00 Example Payment with finance charge write off Bank DR 500 00 Discount DR 00 Fin Chg DR 30 00 A R CR 530 00 Apply A R Credits 10 After you have entered the check data and debit credit information above you need to apply the payment to the customer s account The computer
253. ious day s Sales Analysis Report 7 Finish the cash receipts batch using normal procedures NOTES Dim3D Rev 10 0 113 A R Procedures Recover Bad Debt PURPOSE Use this procedure to recover a previously written off bad debt when a payment is received There are 2 methods of recovering a bad debt depending on if the customer balance was expensed in Bad Debt Expense or saved in A R Doubtful Accounts See Write Off Bad Debt PROCEDURE METHOD 1 BAD DEBT EXPENSE See Also Cash Receipts 1 by Batch NOTES 114 Enter a non A R cash receipt Enter the date check number and reference number a brief description of the adjustment Make the following entry Bank DR Enter the amount G LNo Enter 8150 Bad Debts of the payment Recovered or your This will debit the equivalent bank Amount Enter the amount of the payment as a negative Check the entry and accept it if it is accurate Finish the cash receipts batch PROCEDURE METHOD 2 A R DOUBTFUL ACCOUNTS Post any subsequent payments you receive from the customer to the unapplied transaction created on the customer s new account number Follow the regular process for entering cash receipts Dim3D Rev 10 0 A R Procedures Refund Credit Balance PURPOSE Use this procedure to refund a credit balance on a customer s account BEFORE YOU BEGIN Select a G L account number which you will use as a clearing account in both
254. is is the trust fund or leasehold owner s name and address 6 After you enter each field you are returned to Step 5 to add or change another record When you are done return to Step 5 CUSTOMER NUMBER and press Esc 7 You are returned to Step 3 to select another option A V E Enter E to end this process and return to the previous menu NOTES Dim3D Rev 10 0 297 Appendix B Part 2 Process Pre Liens When you select Process Pre Liens from the Pre Liens Menu the computer displays the following menu cs02020 Process Pre Liens DIM10 DATA Date mm dd yy Rev8 0 1 Port 40 Store 01 Print Edit List Print Labels Print Lien Forms Change Date Enter option E End Part 2 1 Print Edit List Prints a report from the Customer Lien File CM8 D of the pre liens that are eligible to be printed on forms Pre liens will be printed under the following conditions 1 Pre lien has not been printed previously the pre lien number date POS invoice number and date are all zero in CM8 D 2 Print Flag Y in CM8 D 3 The Customer Master File CM1 D has a lien date lien amount and a current charge 4 The transaction must exist in the Sales History File SHO D This report shows the pre liens that will be printed on forms in Part 2 3 Print Lien Forms Part 2 2 Print Labels Prints mailing labels for the owner original contractor and lender for all pre liens to be printed in Part 2 3 Print Lien Forms
255. istory Transaction Number Print Attn To Y N Enter Y to print the contact person or a name that you enter later Or enter N to not print it Print Box Count Y N Enter Y to print the box count on the label The box count comes from the number of labels you will print Print 1st Line Of Ship To Y N Enter Y if you wish to include the first line of the ship to address on the label This option would be used if you were pulling up a Sales Master or Sales History transaction and wished to print the first ship to line Or enter N to not print the 1st line of ship to Or enter C to suppress printing the customer s name from CM1 D Select by Customer Number or Manual Entry 1 Ifyou wish to select by customer number or enter the label manually the computer displays 154 Dim3D Rev 10 0 A R Reports DS02370D Shipping Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Enter Customer Number or Name Store 01 lt UpA gt Search lt ESC gt End 1 99 Manually Input Name amp Address for Label You can do one of the following options gt Select a customer by customer number or name or search by job or customer name After selecting a customer go to Step 3 gt Press Esc to end this program and return to the previous menu gt Enter a number between 1 and 99 to manually enter a name and address for a one time label See Step 2 below 2 Ifyou entered a number between 1 and 99 in Step 1 the computer allows you to en
256. istory to keep Based on the number of months found there the month end will purge open items applied history information before adding new records NOTE If you make any changes to CM5H D using the Special Maintenance option the indexes must also be rebuilt From the Dimensions Main Menu select System Manager then File Management then Reindex Resize Files Then enter CM5H D for the file name to reindex Dim3D Rev 10 0 275 A R Special Maintenance 26 A R Year End Update DS02399 Year End Update DIM10 DATA Date mm dd yy Rev8 0 0 Port 37 Store 00 1 Store Number 0 A11 Stores 2 Year End Update Enter Option E to End COMMENTS Use this procedure only if you need to process a year end update for A R only Normally the year end update would be done through the Year End procedure see Day Month Year End User Manual However if you need to do just the A R portion use this option Things to do Prior to A R Year End Update 1 Allcash receipts for the current year have been posted and updated 2 Allinvoices and credit memos for the current year have been processed 3 A successful day end and month have been completed 4 Make a back up tape for data files A R Year End Update Process 1 From the Special A R Maintenance Menu enter 26 and press Enter The computer displays DS02399 Year End Update DIM10 DATA Date mm dd yy Rev8 0 0 Port 37 Store 00 1 Store Number 0 All Stores 2 Year End Update
257. it Void Cash Receipts DIM10 DATA Date mm dd yy Rev9 0 3 Port 37 Select Sequence Number Store at lt UpA gt Search The cursor is positioned at Select Sequence Number You can do one of the following options gt Enter a sequence number From the Edit List enter the sequence number of the entry you need to edit gt Press the up arrow to search for the sequence number The computer displays 1 Sequence Order 2 Check Order 3 Customer Order Select Order to Search on lt Esc gt End 58 Dim3D Rev 10 0 A R Procedures Enter 1 to search in sequence order 2 for check order or 3 for customer order The computer goes to the standard search routine so you can further search for the cash receipt entry gt Press Esc to return to the Cash Receipts By Batch Menu 4 The computer displays the selected entry For example DS02606 Edit Void Cash Receipts DIM10 DATA Date mm dd yy Beg Bal 709 64 Port 37 1010 000 F P S INC DBA BURGER KING Bal 00 Store Bb Batch CR123 Date 70601 Period 04 Check No 123456 Reference Bank DR Discount DR Fin Chg DR A R CR Running Batch Totals Bank Debits 1450 00 Discounts f 00 Fin Chg 00 Other DR CR 00 A R 1450 00 Last Pay Date if Bank Debit Proof t 00 V Void Receipt lt Ent gt Change Receipt lt Esc gt Back To Selection You can do one of the following options gt V Void Receipt Enter V and Enter to void this entry from the b
258. k to Step 26 to select another transaction NOTE There are 2 types of remaining balance Remaining and Balance Remaining refers to the amount left on the cash receipt to be applied to transactions see the box at the top of the screen A R Credit Remaining The A R Credit amount comes from the debit credit information entered in Step 9 As the credit is applied to transactions the amount Remaining is reduced Balance refers to the amount remaining on the transaction For example the original amount Orig Bal on an invoice is 500 If a payment of 200 had already been made the Balance is now 300 If the Balance is zero the invoice has probably already been paid Invoices with zero balances are cleared out during the A R month end process Dim3D Rev 10 0 47 A R Procedures 28 Repeat Steps 26 and 27 for all transactions being paid until Remaining equals zero or all desired transactions are entered NOTE If there is money still left after all transactions have been paid you will need to create an unapplied cash transaction See Step 30 QUICK TIP If you applied the credit to a transaction incorrectly you can back it out at this point At Trans enter the transaction number that was applied incorrectly At Applied enter the amount that was applied preceded by a negative sign The amount is put in Remaining Apply the amount Remaining to another transaction or create an unapplied transaction
259. keep in CM9 D NOTES 108 Dim3D Rev 10 0 A R Procedures Post Finance Charges Billed to Balance Sheet PURPOSE This procedure shows you how to post finance charges which are generated during the A R month end update to a balance sheet account rather than an income account The standard G L chart of accounts posts finance charges directly to an income account Some companies and auditors believe that finance charges should not be considered as income until they are collected If you decide to do this use the following procedure BEFORE YOU BEGIN You must set up the G L and Variable File to automatically post finance charges to a different account other than the standard setup GENERAL LEDGER 1 In the G L Master File GM1 D add a balance sheet account for Finance Charges Billed in the Current Asset section This isa contra account with a credit balance similar to Allowance for Doubtful Accounts For example Acct Description 1210 00 ACCOUNTS RECEIVABLE TRADE debit 1211 00 ALLOWANCE DOUBTFUL ACCOUNTS credit 1212 00 FINANCE CHARGES BILLED credit New account 2 Ifyou set up a new G L account in the G L Master File GM1 D make sure to also add it to the G L Format Master GM2 D so the account will print on the Balance Sheet For example the Balance Sheet could be formatted as follows ACCOUNTS RECEIVABLE TRADE 500 000 Less ALLOWANCE DOUBTFUL ACCOUNTS 15 000 Less FINANCE CHARGES BILLED 9 000 Or AC
260. knowledge this message and return to the previous menu NOTES Dim3D Rev 10 0 111 A R Procedures Received on Account ROA PURPOSE Use this procedure to post ROAs from Point of Sale to customer accounts When a cash in transaction with an addon for ROA is generated at Point of Sale a copy should be routed to the Accounts Receivable department to post the payment There are 2 methods of entering ROAs Method 1 generates a payment on the customer statement Method 2 generates an adjustment on the customer statement You may wish to process ROAs in a separate batch PROCEDURE Method 1 Payment See Also Before beginning set up a cash receipts bank number in the Variable File to post to G L account 1212 00 Unapplied Payments possibly as Bank 3 This is done in the A R Variable File G L Integration Cash Receipts Bank Account Numbers 1 Collect all ROAs and their cash in tickets from Point of Sale from the previous day Run a tape on the tickets to be sure the total equals the addon total from the Sales Analysis report printed at day end Cash Receipts 2 Set up a separate cash receipts batch for all ROAs from the previous day by Batch 3 For each ROA enter the date check number and reference number enter the POS transaction number of the cash in ticket for the reference number 4 Make the following entry Bank DR Enter the ROA amount Discount DR Enter the discount amount if any or press Enter Fi
261. l fields Sales tax is added automatically on the back screen of a POS transaction It is posted to the appropriate G L account A number is assigned to correspond with each type of sales tax you may have and that number is entered for each customer in the Customer Master File CM1 D Sales tax information is set up in the Sales Variable File Sales Tax You can have up to 999 different types of sales tax You will need to set up all types of sales tax whether taxable or non taxable as in resale or other tax exempt status PROCEDURE 1 From the Dimensions Main Menu select Sales 2 Select Sales Variable File 3 Select Sales Tax 4 The computer displays DSVM0103 Sales Tax Options DIM10 DATA Date mm dd yy Rev9 0 4 Port 39 Store 01 Store Number Choose Selection i 1 Sales Tax Options 2 Multiple Tax Descriptions 98 Change Store lt Esc gt End Check the store number Change if necessary select 98 and enter the appropriate store number Select 1 for Sales Tax Options 5 The computer displays the sales tax screen DSVM0103 Sales Tax Options DIM10 DATA Date mm dd yy Rev9 0 4 Port 39 Store 01 Tax Code 1 999 Description 4 Decimal Places Y N Percent G L Account MULTIPLE TAX OPTIONS Allow Discount on Tax Y N 12 Use Multiple Tax Codes Round Up if Fraction Y N Minimum Taxable Amount Calculate Tax on Cost Y N Maximum Taxable Amount Per Each Maximum Taxable Amount Per Ticket lt Esc gt End lt F1 gt
262. lated figures from actual transactions in the Customer Transaction File CM3 D The sum of the buckets is then compared to the customer s account balance in CM1 D to determine if the account is balanced The account balance is also called BALANCE DUE and ENDING BALANCE You will not find a field in CM1 D called BALANCE DUE It is a calculated balance using the following fields 36 BEG MO BAL 43 MTD CHARGES 44 MTD RETURNS 45 MTD PAYMNTS 48 MTD DISC 47 MTD FC finance charges 46 MTD ADJ BALANCE DUE aka ENDING BALANCE You can see ENDING BALANCE on the A R File Inquiry and on the Aging Report as BALANCE DUE The sum of the aged buckets must equal the ENDING BALANCE for the customer to be in balance QUICK TIP If you are printing several reports which have option 2 Calculate Aging Balances you only need to calculate the aging on the first report as long as no changes take place in A R before the other reports are printed Select Optional Fields On most A R reports there is an input parameter called Select Optional Fields which is a useful tool that allows you to customize the report It allows you to further specify which customers to print by selecting a certain field and entering a value to compare 138 Dim3D Rev 10 0 A R Reports to print or not print if a match is found or a range to print or not print For example you might want to print a customer list only for customers of a certain A
263. lculation Press Enter to acknowledge this message and return to the previous screen 4 Compute Late Charges This option computes the actual late charges The computer begins by displaying DS02380 Late Charges DIM DATA Date mm dd yy Port 08 Store 01 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk IMPORTANT HE e e he He e e He He e e He He e e He He e e He He e e He He e e He He e e He ke Be sure aging has been calculated Step 3 before computing late charges A late charge will be calculated for all customers unless otherwise specified in their terms code This late charge will automatically be posted to their account and to the general ledger period code of 6 Please make sure the above date and period are correct before continuing Do You Wish To Continue With The Late Charge Calculations Y N After reading the message enter Y to continue or N to discontinue and return to the previous screen Dim3D Rev 10 0 267 A R Special Maintenance If you entered Y the computer begins immediately to compute late charges for the selected customers A transaction will be created in CM3 D for each late charge It will also calculate the current payment amount for revolving customers The payment amount will come from either A CM1 D 66 Installment Payment maintained manually or B Variable File for A R Terms Information 22 Revolving of Payments Ending Balance of Payments Current Payment Amount If the cal
264. le CM2 D ps02311 Customer List Ship To DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST SHIP TO ADDRESS mm dd yy CUSTOMER LIST SHIP TO ADDRESSES DIM10 DATA DS02311 13 30 25 PAGE 0001 NUMBER NAME SHIP TO 1 SHIP TO 2 SHIP TO 3 1010 000 AAA CONSTRUCTION 1010 100 AAA CONSTRUCTION 100 WILLOW CREEK 1010 200 AAA CONSTRUCTION 200 WILLOW CREEK 1010 300 AAA CONSTRUCTION 300 WILLOW CREEK 1040 000 BECK STREET CONSTRUCTION 1040 001 BECK STREET CONSTRUCTION 1 1040 002 BECK STREET CONSTRUCTION 2 1040 003 BECK STREET CONSTRUCTION 3 148 Dim3D Rev 10 0 A R Reports 6 Authorized Signatures Print this report to check authorized signature information This information is kept in the Extra Signature File CM14 D DS02312 Customer List Signatures DIM10 DATA DATE mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Number of Copies 1 Report Date mmddyy Select Optional Field N lt Ent gt Print Report E End 1 Input Parameters SAMPLE CUSTOMER LIST AUTHORIZED SIGNATURES mm dd yy CUSTOMER LIST SIGNATURES DIM10 DATA
265. le CM9 D ona record by record basis This file is updated during the A R Month End Update with the information found in CM1 D at the time of the update It also contains the number of invoices and returns as found in CM3 D at the time of the update The file is purged automatically at A R Month End as well according to the number of months found in the A R Variable File Miscellaneous Codes Miscellaneous Codes 3 Number Months Credit and Payment History The date of the update is compared to the number of months and any records with dates previous to the number of months are automatically deleted from CM9 D 254 Dim3D Rev 10 0 A R Special Maintenance 13 Purge CM9 DS02404 Rev8 1 1 FILENAME KEYS COMMENTS Purge CM9 by Store amp Date DIM10 DATA Date mm dd yy Port 39 Store 01 Store Number 0 A11 0 Beginning Date MMDDYY 0 Ending Date MMDDYY 999999 CM9 D Credit History File N A This option allows you to delete credit history records by store number and a range of dates Normally this is done during the A R Month End Update First you enter the store number and beginning and ending dates you wish to delete Then the computer asks lt Ent gt Begin Purge E End To begin the purge process press Enter Or if you do not wish to continue enter E and press Enter Finally the computer asks Do you wish to proceed YES NO Enter your response accordingly Dim3D Rev 10 0 255 A
266. le 08 20 98 09 30 98 31 31 00 2100890U Sale 10 12 98 09 30 98 28 28 00 2100891U Sale 10 12 98 09 30 98 38 38 00 2100892U Sale 10 12 98 09 30 98 54 54 00 Down Pg Up T Trans Ord I Inq lt Ent gt End Line or Trans The cursor is positioned at the bottom of the screen at Line or Trans Select one of the following options Press and Enter to page down to show more transactions Press and Enter to page up to show more transactions Enter T to change the order in which the transactions are displayed T transaction number order and D date order Enter I to go the A R File Inquiry When you are done inquiring you are returned here lt Ent gt End Press Enter to end this option and return to the Apply Menu Enter the transaction number or line number of the transaction being paid VV V VV WV 27 After selecting a transaction the cursor moves to the Applied column Now you can do one of the following options gt Enter the amount to be applied to this transaction gt lt Ent gt Apply Remaining Balance Press Enter to apply the Remaining balance as shown in the box towards the top of the screen If the Remaining is more than the Balance the Balance amount is used If the transaction had previously been partially paid the Balance would show how much is still owing on it gt 0 Zero Applied Enter 0 zero to apply nothing to this transaction and skip it gt lt sc gt Back To Transaction Go bac
267. le Type 1 Fixed Field 2 User Selected Delimiter 3 CRLF after Each Field Delimiter If File Type 2 Include CM2 Fields Y N Store Number 0 All Stores Select Optional Field Y N 2 Calculate Aging Balances 3 Create Text File or Print to Screen Enter Option E to End FILENAME CM1 D Customer Master File and CM2 D Customer Misc File KEYS N A COMMENTS This option allows you to export customer data to a text file which can then be used in a DOS based application such as Lotus 1 2 3 Excel or WordPerfect Data can be captured from either one or both of the customer files listed above Select for to enter the input parameters See below for an explanation of each field Text File Name 1 Enter up to 8 characters to identify the text file Blank Print to you will be creating such as CUST TXT or Screen Only CUST PRN The PRN extension is a commonly used extension in DOS that signifies that the file was output as printed text Some programs that can import data will search your system for a file ending with the PRN extension but in most cases you can use whatever filename you choose 2 If you do not wish to create a text file but print the data to the screen leave this field blank Order Enter 1 to select customers numerically or 2 to 1 Numerically select alphabetically 2 Alphabetically Beginning Customer If selecting in numerical order enter the beginning Aging amp Print customer number or press
268. le under the regular password it is recommended that they be printed under the month end password after the month end process is completed 142 Dim38D Rev 10 0 A R Reports Lists 1 Name amp Address This report shows a list of customers and their name and address information from the Customer Master File CM1 D including customer number name address city state and zip code If you select the option for the second line of data you will also see the phone number credit hold code class assigned salesman price level terms tax code and installment payment amount Print this report to check the customer information DS02301 Customer List Name amp Addr DIM10 DATA Date mm dd yy Rev10 0 1 STORE 1 Port 39 Store 01 1 Input Parameters Order 1 Number 2 Name or 3 Zip 1 Beginning Customer Number 000 Ending Customer Number 999999 999 Store Number 0 All 0 Print Job Accounts Y N Y Print Job Address Y N N Number of Copies 1 Report Date mmddyy Second Line of Data Ph Sman etc Y N N Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Print Job Accounts Y N Enter Y if you wish to print all job accounts or N to print the main job customer only Print Job Address Y N Enter Y if you wish to print the job addresses SHIP TO from CM2 D or N if not Second Line of Data Enter Y if you wish to include the second line of infor
269. lid You could print an Open Order or Open Quote Register to locate the transaction If appropriate delete the transaction see the Sales User Manual POS Procedures Void Delete Dim3D Rev 10 0 293 Appendix B NOTES Or if the selected customer is a main customer but job accounts under it have transactions still in the Sales Master File SMO D the computer displays a message indicating that year to date activity was found on job accounts and asks if you wish to delete the main account anyway If the customer has no balances and no activity the computer asks Delete Customer Enter Y to delete it from both CM1 D CM2 D and CM8 D Or press Enter to not delete it Or if the customer has no activity except for year to date sales and or cost stored in CM1 D the computer displays Warning Customer Has Year To Date Activity Delete Anyway Y N Answer accordingly You may wish to wait until after doing a year end update for A R which clears out year to date activity to delete this customer Also if you had selected a job account with YTD balances sales and or cost the computer also asks Do You Wish To Add Ytd Totals To The Main Job Account Y N If you wish to maintain accurate customer profitability data enter Y to add YTD sales and cost to the main account Or enter N to not add it Either response deletes the job account because you answered Y to the previous warning If you delete an account the computer
270. lied Open Items Report Print this report to show how this batch of cash receipts was applied to customer accounts This report shows customer number and name store number transaction number apply date and amount batch code original transaction date and amount and balance due for the selected batch This information comes from the Open Items Applied File CM5 D and is cleared out during the month end processing It is similar to the Monthly Open Items Applied report except it is by batch Dim3D Rev 10 0 61 A R Procedures 1 From the Cash Receipts By Batch Menu select 10 for Print Applied Open Items 2 The computer displays DS02108 Print Applied Open Items DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Batch Store Number 0 All Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Print a hard copy of this report SAMPLE APPLIED OPEN ITEMS BATCH mm dd yy CUSTOMER APPLIED OPEN ITEMS DIM10 DATA DS02108 16 45 10 PAGE 0001 CUST NO CUST NAME STR TRANS NO APPLY DT APPLY AMT BATCH ORIG DT ORIG AMT BALANCE DUE 997 000 PRE LIEN TEST 1 2200109 07 06 01 100 67 cR123 07 29 99 100 67 00 APPLIED 100 67 PRELIEN TEST 2200111 07 06 01 11 10 07 29 99 APPLIED 11 10 DBA BURGER KING 2200257 07 06 01 64 07 06 01 DBA BURGER KING 9000021 07 06 01 64 03 19 99 APPLIED 00 CONSTRUCTION 2200131 07 06 01 31 09 27 99 CONSTRUCTION 2200132 07 06 01
271. limit type T or J this balance includes the main account and all jobs associated with it The HISTORY field shows a comparison check of the Credit History File CM9 beginning with the most recent month and going back 12 months 1 character for each month The computer looks for the highest bucket amount in each month and assigns a code to be shown in the display If the highest amount for that month is in the current bucket the computer displays 0 Or if no history is found it also shows 0 1 1 30 days 2 31 60 days 3 61 90 days 4 91 days Dim8D Rev 10 0 MTD Disc 3rd Column STM Disc Begin Month Bal Charges Returns Payments Discounts Late Chgs Adjustments Ending Balance Jobs Balance Jobs MTD Disc Job account info N Next Number CM1 D CM9 D CM1 D CM1 D CM2 D A Next Name P Previous A R Procedures For example if the History field shows 104321110000 and the current month is c DEC 1 Highest balance was in 1 30 day bucket NOV 0 Highest balance was in current OCT 4 91 bucket SEP 3 k 61 90 day bucket AUG 2 i 31 60 day bucket JUL 1 1 30 day bucket JUN 1 1 30 day bucket MAY 1 7 1 30 day bucket APR 0 Either highest balance was in current or no history was found MAY 0 FEB 0 a JAN 0 7 Current discount amount that will be available on the statement at the end of the month Last month s discount that can be taken when
272. mation AGING REPORTS Traditional CREDIT INFO Other Aging Formats Credit Limit Customers Out of Balance Credit Hold Credit Note Report Credit Analysis amp Sales Report History Reports Mechanics Lien Report The following section is organized according to this menu Each report is described its purpose is defined the input parameters are displayed and a sample report is shown It is assumed you have read Getting Started and know how to move through menus and use the standard print routine Review Chapter 2 System Training How To Use This Section The reports in this section are written following a standard pattern Each report begins on a new page The purpose of the report is stated A sample screen of the input parameters is presented Any special or unique parameters are explained VVVV WV And finally a sample report is shown A R Aging Theory In order to print accurate aging reports and statements you must calculate the aging balances each time you print them This process is included with every report needing an aging Since it affects several reports it is described below Dim3D Rev 10 0 A R Reports When you select a report that contains the aging process such as the Standard Aged Analysis one of the options is to calculate aging balances For example see option 2 below DS02390 Aging Analysis DIM10 DATA Date mm dd yy Rev10 0 2 Port 37 Store 01 1 Input Parameters Re
273. mation for each customer which includes Phone number Credit hold code Customer class Assigned salesman Price level Terms code Tax code Or enter N to not print the second line of data Dim3D Rev 10 0 143 A R Reports SAMPLE CUSTOMER LIST NAME amp ADDRESS SECOND LINE OF DATA N mm dd yy CUSTOMER LIST NAME amp ADDRESS DIM1O DATA Ds02301 11 25 40 STORE 01 PAGE 0001 NUMBER NAME ADDR2 ADDR3 ZIP CLASS SMAN PLVL TERMS TXCD INST PYMNT CASH SALES CASH SALES RESALE CASH SALES NON PROFIT CASH CUSTOMER W STMT HOUSE ACCOUNT HOUSE CHARGE ACCOUNT Al BUILDING ATTN BOB AAA CONSTRUCTION P O BOX 809 AAA CONSTRUCTION AAA CONSTRUCTION AAA CONSTRUCTION SAMPLE CUSTOMER LIST NAME amp ADDRESS SECOND LINE OF DATA Y mm dd yy CUSTOMER LIST NAME amp ADDRESS DIM1O DATA Ds02301 10 24 50 STORE 01 PAGE 0001 NUMBER ADDR1 ADDR2 ADDR3 ZIP PHONE C HOLD CLASS SMAN PLVL TERMS TXCD INST PYMNT CASH SALES CASH SALES RESALE CASH SALES NON PROFIT CASH CUSTOMER W STMT HOUSE ACCOUNT HOUSE CHARGE ACCOUNT Al BUILDING ATTN BOB AAA CONSTRUCTION P O 809 292 3564 AAA CONSTRUCTION 292 3564 AAA CONSTRUCTION 292 3564 AAA CONSTRUCTION 292 3564 144 Dim38D Rev 10 0 A R Reports 2 Codes Print this report to check customer code information CM1 D This report shows a list of customers number and name and codes for the following fields AG A R Group 1 4 SM Assigned S
274. mber The customer number is changed in both CM1 D and CM2 D Press Esc to end this process and return to the previous menu Dim3D Rev 10 0 243 A R Special Maintenance 4 Delete Customers Range CM1 CM2 DS02403 Delete Customers By Date DIM10 DATA Date mm dd yy Rev10 0 3 Port 39 Store 00 1 Input Parameters Last Payment Date 0 Last Invoice Date 0 Beginning Customer Number 000 Ending Customer Number 999999 999 Store Number 0 all 0 2 Print Edit Report 3 Delete Customers Enter Option E to End FILENAME CM1 D Customer Master File and CM2 D Customer Misc File KEYS Customer Number COMMENTS Allows you to delete customers from CM1 D and CM2 D by a range of customer numbers and or by last payment or last invoice date You can enter the parameters as displayed above you must enter one of the dates before continuing print the edit report showing which customers will be deleted according to the parameters and finally delete the selected customers Only customers with zero balances and no current activity will be deleted 244 Dim38D Rev 10 0 A R Special Maintenance 5 Customer Misc File Maint CM2 DS02012 MAINTAIN CUSTOMER MISC DATA CM2 D CUSTOMER NUMBER SHIP TO 1 SHIP TO 2 SHIP TO 3 BUILDER S CLUB ACCT EMAIL ADDRESS CELL PHONE NUMBER SOCIAL SECURITY MESSAGE 1 MESSAGE 2 MESSAGE 3 DELIVERY ZONE ROUTE DIFFICULTY MAP CODE 1 2 3 4 5 6 7 8 9
275. mm dd yy Port 39 Store 01 N 27 Extra Code 0 99 F P S INC DBA BURGER KING This program will replace fields in CM1 D with the following values 5 Extra Code 0 99 Are you sure you want to proceed YES NO To begin the change process you must enter YES Or if you do not wish to continue enter NO You are returned to the previous menu CM1 D Fields Address 1 Address 2 Address 3 Zip Code Phone Contact Tax Exempt Number AR Group 1 4 AR Type B O R Tax Type R S Each Pricing Y N PO Required Y N Signature Required Cust Has Jobs Y N Save Group Hist Y N Save Lien Info Y N Store Number 1 99 Salesman Number Assigned Price Level 1 99 Class 1 99 Credit Hold 0 99 Terms 1 99 Statement Day 0 31 Tax Code 1 999 Extra Code 0 99 Credit Limit Bid Number Open Date MMDDYY Last Payment Date MMDDYY Last Purchase Date MMDDYY Lien Date MMDDYY Lien Invoice High Bal Date MMDDYY Beg Monthly Balance Current Balance 1 80 Days Past Due 31 60 Days Past Due 61 90 Days Pay Due Over 90 Days Past Due Finance Charge Balance MTD Charges MTD Returns MTD Payments MTD Adjustment MTD Finance Charge MTD Disc Allowed MTD Dollar Sales MTD Dollar Cost YTD Dollar Sales YTD Dollar Cost YTD Finance Charge High Bal This Year High Bal Last Year
276. mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Batch Number of Copies Report Date GF00001022 1 mmddyy lt Ent gt Print Report E Input Parameters SAMPLE G L ENTRIES REPORT mm dd yy BATCH GF00001022 GPOST ENTRIES DIM10 DATA DS01105 09 50 53 PAGE 0001 SEQ CTRL PC JL DATE REF NO SOURCE DESCRIPTION ACCT NO ACCT DESCRIPTION CREDIT 1 1 4 3A 07 10 01 1022 AUTO LATE CHARGE 1210 01 ACCOUNTS RECEIVABLE TRADE 2 1 4 8140 01 FINANCE AND CARRYING CHARGE TOTAL 102 Dim3D Rev 10 0 See Also Charge Sale Addons Sales User Manual Search For amp Select a Customer NOTES A R Procedures PROCEDURE METHOD 3 POS ADDONS A BEFORE YOU BEGIN Since you will be generating an invoice for the finance charge set up an addon code for finance charges Sales Variable File Addons Make sure to enter a G L account number for finance charges 8140 00 in standard chart of accounts Set up the addon as follows DSVM0102 Sales Add Ons DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 Add on Code 1 99 20 Description MANUAL FINANCE CHG Add on G L Account 8140 00 FINANCE AND CARRYING CHARGE Tax Status B non taxable Discountable N non discountable Add on Type 0 normal Add on Entry Type M manually enter amount lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help From the Dimensions Main Menu select Sales Select Transaction Entry Select Ent
277. mount Applied amount 3 Verify that all cash receipts were entered with the correct amount to the correct customer 4 Compare the total cash amount on the Edit List to the adding machine tape total gt Ifthe totals are the same skip to STEP 7 Update CM Files amp G L Entries To Gpost gt Ifthe totals are different determine the source of the error Edit the batch if needed STEP 6 Edit A R Cash Receipts SAMPLE EDIT LISTS SEQUENCE ORDER PRINT DETAIL Y mm dd yy BATCH CR123 CASH RECEIPTS EDIT LIST DIM10 DATA Ds02603 16 14 41 REPORT ORDER Sequence PAGE 0001 SEQ NO ST PC CUST NO NAME DATE REFERENCE CK NO DISC FIN CHG 1001 1 4 1010 000 F P S INC DBA BURGER KING 07 06 01 123456 200 200 00 00 STR TRAN NO DATE ORIGINAL AMT APPLIED AMOUNT 1 9000021 UNAPL 03 19 99 709 64 709 64 1010 000 INC DBA BURGER KING 1 2200257 SALE 07 06 01 1521 48 909 64 1010 000 INC DBA BURGER KING 1002 1 4 1070 000 CHRISTENSEN DAVID 07 06 01 111222 250 250 00 00 STR TRAN NO DATE ORIGINAL AMT APPLIED AMOUNT 1 2000859 SALE 07 28 98 42 93 42 93 1010 L CHG 06 01 98 3 00 3 00 1026 L CHG 06 01 98 3 00 3 00 2000860 SALE 07 28 98 51 43 51 43 1039 L CHG 07 29 98 3 00 3 00 1054 L CHG 08 03 98 3 00 3 00 2000870 SALE 08 20 98 31 88 31 88 2100890 SALE 10 12 98 28 69 28 69 2100891 SALE 10 12 98 38 26 38 26 2100892 SALE 10 12 98 54 19 44 81 1040 000 BECK STREET CONSTRUCTION 07 06 01 1 STR TRAN NO DATE ORIGINAL AMT APPLIED AMOUNT 1 2200131 SALE 09
278. mple Number 8000 000 HOUSES R US Rel Cd 5100 501 S W MCLEOD ST 801 444 9876 BRYCE MILLER Store 1 P O BOX 3456 JORDAN UT A R Group 1 BF B Each Prices Bid 8000 000 85113 PO Required Sig Required Save Lien Store Credit Limit 10000 STM Disc 00 SMan Available Credit 6243 Begin Month Bal 67 Price Opened Date 03 31 94 Charges 50 Class Last Payment 02 29 96 1256 28 Returns 00 Terms Last Charge 03 25 96 Payments 28 St Day Lien Date 103 25 96 Inv 2100178 Discounts 3 00 Tax High Balance 03 25 96 Amt 3757 Late Chgs 00 Extra Previous Year High Bal Amt 25246 Adjustments 2 00 YTD Sales 4710 48 History 024000000034 Ending Balance 3757 89 YTD F C 21 47 MTD Disc 43 21 On Order 50 11 N Next Number A Next Name P Previous S Signatures I Item Pricing C Credit Options L Lien Data D Detail lt Esc gt Back to Select Each item of information is described below FIELD FILE Number CM1 D Customer number indicates this customer has jobs Name amp Address CM1 D Customer name and 3 lines of bill to address If a job account the displayed address is the ship to address 20 Dim3D Rev 10 0 Running Balance Phone Contact CM1 D CM1 D A R Procedures Customer phone number Contact person If the password is greater than user level 6 the following credit information is displayed in the upper right hand corner Credit Hold Message VMO D Cr Lim Rel
279. n A R Descriptions Credit hold and return hold number do not share the same number You will need to determine which numbers between 1 and 99 will be credit hold and which will be return hold i e 1 50 are credit hold and 51 99 are return hold 27 Special Flag This is a multi purpose flag There are 5 valid responses or a blank 28 Volume Discount Code 1 0 99 2 3 29 Vol Disc on Discbl Y Amt Y N N Dim3D Rev 10 0 D Always use auto line discount R Reduce credit limit Each time a customer with this terms code makes a payment cash receipt the credit limit is reduced by the payment amount T Transfers only No sales or returns allowed for customer with this terms type C Allow return if charge transaction is changed to cash transaction G Group jobs to main account This option required custom software Contact a Dimensions support analyst for more information Volume discounts are used when printing A R statements Ifa customer has purchased a certain dollar amount during the month or year they may receive an additional discount The volume discount is calculated each time the aging is recalculated when printing aging reports and statements and is written to the customer s file CM1 D as MTD STATEMENT DISCOUNTS The new discount amount then overrides any previously existing discount This discount would then be printed on their statement There can be up to 99 different volume discount tables sh
280. n with Logo 3 Reprint Pre Lien without Logo Part 3 1 Pre Lien Master Prints a list of the data from CM8 D Customer Lien File List Part 3 2 Reprint Pre Lien Use this option to reprint a previously printed pre lien form with Logo using a form with your company logo already printed on the form An R will be printed indicating this is a reprinted form You must know the pre lien number you wish to print before beginning this option Part 3 3 Reprint Pre Lien Same as Part 3 2 above except using a form without your without Logo company logo printed on the form 306 Dim3D Rev 10 0 Appendix B Part 3 1 Pre Lien Master List PURPOSE Prints a list from CM8 D Customer Lien File showing customer number and name job address name and address for original contractor property owner construction lender subcontractor and trust fund leasehold owner as well as estimated cost project type description and the assigned pre lien number date POS invoice number and POS invoice date if form has been printed already PROCEDURE From the Pre Lien Menu select 3 for Pre Lien Reports Select 1 for Pre Lien Master List The computer displays cs02015 Pre Lien Master List DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Print 1 Non Printed Pre Liens Only 3 2 Printed Pre Liens Only 3 All Pre
281. nChg DR Press Enter AR CR Press Enter program will display proof amount 5 After entering all ROA payments print the Edit List The total cash amount should be equal to the ROAs from the previous day end If you post ROAs as addons in Point of Sale you should balance to the amount of addons shown on the previous day s Sales Analysis Report 6 Update the batch to Bank 3 or the bank you set up in the Variable File before Step 1 This will debit account 1212 00 or your equivalent G L account number PROCEDURE Method 2 Adjustment See Also 1 Collect all ROAs and their cash in tickets from Point of Sale Cash Receipts 2 Set up a separate cash receipts batch for all ROAs from the previous day by Batch 3 Select the ROA customer 112 Dim38D Rev 10 0 A R Procedures 4 Enter the date check number and reference number enter the POS transaction number of the cash in ticket for the reference number 5 Make the following entry Bank DR Press Enter Discount DR Press Enter FinChg DR Press Enter AIR CR Enter the amount received in POS MISC G L DEBITS CREDITS G L No Enter 1212 00 Unapplied Payments or your equivalent G L number Amount Press Enter 6 After entering all ROA payments print the Edit List The total cash amount should be equal to the ROAs from the previous day end If you post ROAs as addons in Point of Sale you should balance to the amount of addons shown on the prev
282. nding field name is displayed and the computer asks Dim3D Rev 10 0 139 A R Reports DS02300 Select Customer Field DIM10 DATA Date mm dd yy Rev10 0 3 Port 37 Store 01 Enter Field To Check Signature Required 1 Enter Values To Select 2 Enter Values To Not Select lt Esc gt Back To Field To Check Option 1 4 Press Esc to go back to Step 2 to select another field or enter one of the displayed options 1 Enter Values To Select a According to the field you selected in Step 2 enter the value to match and select For example you selected field 10 A R Group and wish to print only A R Group 2 customers Enter 2 b You can enter up to 5 different values to match For example you selected field 24 Terms and wish to print only customers with terms codes 3 4 7 and 99 Enter 3 4 7 and 99 pressing Enter between each entry c When you are done entering values press Enter to go to Step 4 2 Enter Values To Not Select a According to the field you selected in Step 2 enter the value to match and thereby not select For example you selected field 21 Price Level and wish to print all customers with price levels other than 1 Enter 1 b You can also enter up to 5 different values to match and not select c When you are done entering values press Enter to go to Step 4 If you picked a field which could be selected using a range the computer displays the following screen instead DS02300 Selec
283. nimum amount past due which qualifies for a finance charge If this amount is greater than a customer s total amount past due no finance charge is charged 1 Enter Y if you wish to generate a finance charge if a payment has been received within the current month 2 Or enter N if you do not wish to generate a finance charge if a payment has been received within the current month Enter Y if you wish to charge finance charges on past due finance charges N if not Dim3D Rev 10 0 Prompt Payment Discounts A R Variable File 16 Discount Date Days 17 Discount 1 18 Discount Limit 1 19 Discount 2 20 Discount Limit 2 Dim3D Rev 10 0 1 ko Enter the date or number of days when the customer must pay to receive a prompt pay discount This discount date as well as the discount amount will be printed on invoices and statements for the customer s information There are 2 ways to use Discount Date Days gt Enter the actual date through which the discount is available If discounts are allowed through the 5th of every month enter mm05yy where mm month and yy year For example if you are entering invoices in July the discount date will be August 5th Enter 080594 During month end processing this due date is automatically changed to the next month in this case 090594 gt Enter the number of days after the invoice date through which a prompt payment discount is allowed 1 e 10 which
284. ning add to subtract from Store number assigned to the selected customer Assigned salesman number Assigned price level 21 A R Procedures Class Terms St Day Tax Extra YTD Sales YTD F C On Order 2nd Column Credit Limit Available Credit Opened Date Last Payment Last Charge Lien Date High Balance Previous Year High Bal Amt History M1 D M1 D M1 D M1 D M1 D M1 D M1 D M1 D Or OSO OO ASO Q CM1 D CM1 D CM1 D CM1 D CM1 D CM9 D Assigned customer class Assigned terms code Statement day Assigned tax code Assigned extra code user defined Year to date sales without tax and addons Year to date finance charges Dollar amount currently on order This amount may or may not be included in available credit depending on the credit limit type Credit limit in whole dollars Calculated depending on credit limit type and customer balance Date when account was opened or the first charge date Last payment date Also shows last payment amount Last charge date Date of last lienable invoice Also shows the Date of highest balance Also shows the highest balance amount in whole dollars If you selected a main account with jobs with a credit limit type T or J this balance includes the main account and all jobs associated with it Amount of previous year s highest balance in whole dollars If you selected a main account with jobs with a credit
285. nput Parameters Beginning on or after Enter the first transaction date of the range You must enter a date Remember to enter the 4 digit year month and day YYYYMMDD Or press Ese to return to the previous menu Ending before or on Enter the last transaction date of the range You must enter a date With a due date of Enter the due date currently assigned to the transactions within the date range entered above Only transaction with this due date will be changed Will change due date to Enter the due date you wish the selected range of transactions to have 248 Dim3D Rev 10 0 A R Special Maintenance After you enter the input parameters the computer asks DS09035 Change CM3 Due Dates DIM10 DATA Date mm dd yy Rev8 1 2 Port 39 Store Change due dates for a range of dates based on current due date Enter the following dates in the format of YYYYMMDD Beginning on or after 20000101 Ending before or on 20000131 With a due date of 20000131 Will change due date to 20000210 This program will now read through the customer transactions and assign them a due date based on their transaction date and the above dates Do you wish to proceed Y N Enter Y to begin the update N to end this process If you answer Y the computer reads each existing transaction in CM38 D within the beginning and ending dates and assigns a due date according to the dates you entered above When the process is finished the compu
286. ns for that customer You will most likely want to print detail lines for this report Enter Y if you wish to bypass printing each customer and only print the grand totals or N if you wish to print each customer with or without detail see above Since this is a monthly report to be printed before the month end update enter the first day of the current month in the standard date format mmddyy Enter the last day of the month Sales Tax by Receipt Report Calculations Refer to the following example for a description of each field on this report INVOICE AMOUNT 2453 00 TAXABLE AMOUNT 2300 00 NON TAXABLE AMOUNT 15 00 TAX 138 00 PREVIOUS CREDITS 1000 00 APPLIED THIS MONTH 1453 00 DISCOUNT TAKEN 7 70 OTHER ADJUSTMENT 10 00 A INVOICE AMOUNT Total amount of invoice from CM3 D B TAXABLE AMOUNT These fields come from SHO D If not found then they C NON TAXABLE AMOUNT are calculated using the customer s tax code in CM1 D D TAX AMOUNT E TAX CODE F TAX RATE Calculated TAX AMOUNT TAXABLE AMOUNT G PREVIOUS CREDITS H PREVIOUS CREDITS NON TAX I PREVIOUS CREDITS BALANCE J CURRENT CREDITS TOTAL Dim3D Rev 10 0 6 00 138 00 2300 00 Total amount previously applied against this invoice 1000 00 The calculation is as follows ORIGINAL AMT CM3 BAL DUE CM5 AMOUNT APPLIED CM5 Amount previously applied to non taxable amount 15 00 Amount previously ap
287. ns through a date you specify This is done form the Pre Liens Menu option 5 Purge Pre Liens by Date PROCEDURE From the Pre Liens Menu select 5 for Purge Pre Liens by Date 2 The computer displays the following screen CS02027 Purge Pre Liens DIM10 DATA Date mm dd yy Rev8 0 0 Port 38 Store 01 This program will purge Pre Liens thru the specified date Maximum Records 200 Number of Active Records 14 Pre Lien File is 7 Full Store Number 0 A11 Purge Pre Liens thru MMDDYY lt Esc gt to end program The cursor is positioned at Store Number O ALL You have the following options Esc Ends this option and returns to the previous menu 0 zero Enter 0 to purge pre liens for all stores Enter a store Enter the specific store number from which to purge number pre liens 3 Purge Pre Liens thru MMDDYY Enter the pre lien date through which to purge Pre liens up to and including this date will be deleted from CM8 D 4 Do you wish to begin Y N Enter Y to begin the purge process with the parameters entered above Or enter N to end this program without purging pre liens and return to the previous menu 5 The computer purges the pre liens for the specified store and date and displays Completed Number of transactions purged 10 lt Ent gt to Continue Press Enter to acknowledge this message You are returned to the previous menu NOTES Dim3D Rev 10 0 317 INDEX 13 Month History File IM
288. nswered Y whereas the individual job accounts are answered N N This customer does not have jobs 17 Save History Y Save sales and cost by inventory group for this customer The saved information is printed on the Sales Analysis report Group Totals Customer which comes from the TOTGO D file N Do not save sales and cost by inventory group for this customer C Save sales and cost by customer class for this customer The saved information is printed on the Sales Analysis report Group Totals Class which also comes from the TOTGO D file 18 Save Lien Info Y Save lien date and lien invoice This can be overridden at POS N No lien information needed for this customer 19 Store Number 1 Enter the store number from which this customer usually buys 2 For single store operations enter 1 6 Dim3D Rev 10 0 20 Rep Number 21 Price Level 22 Class 23 Credit Hold Dim3D Rev 10 0 m A R Procedures Enter the assigned rep code assigned to this customer according to the sales reps you set up in the Variable File Sales Variable File Descriptions Rep Number Descriptions See Getting Started Getting A R Started Assigned rep numbers can be used if you pay commissions by assigned salesman or have salesmen who perform outside sales functions Assigned salesman is different from written by salesman Each ticket is given a written by salesman number at POS Sales information by
289. nt DR FinChg DR 10 00 A R CR 110 00 Check that the proof is zero Select Apply By Transaction Either enter the line number or transaction number for the finance charge for this customer Check the Type for a late charge or finance charge description i e L CHG Whichever way you find the finance charge make sure the cursor is on the line for the desired transaction under Applied Enter the amount to apply to this transaction Or press Enter to apply the Remaining balance If the Remaining is greater than the Balance of the transaction Enter will pay off that amount and reduce Remaining If needed select another transaction to apply any payment Remaining Dim3D Rev 10 0 A R Procedures 9 Press Enter to accept the entry and return to Enter Customer 10 Post this batch following the normal update process NOTES Dim3D Rev 10 0 135 A R Reports SECTION 2 A R Reports This section contains Accounts Receivable reports When you select A R Reports from the Accounts Receivable Menu another menu is displayed ACCOUNTS RECEIVABLE REPORTS STATEMENT FORMATS Name amp Address Blank Paper Codes Form Preprinted Heading Phone Contact Tax Exempt Form Print Heading Customer List Fax Information Other Statement Formats Ship To Address Authorized Signatures CUSTOMER SALES REPORTS Messages Profit Analysis Customer Labels Sales Tax Receipt Report Year to Date Infor
290. nt Report E End 1 Input Parameters Special and Unique Input Parameters Print D ollars or Enter D if you wish to print the credit history detail showing dollar P ercentages amounts for the aging buckets Or enter P if you wish to show the percentages instead Number Of Months 0 All Enter 0 if you wish to print all months of available credit history or just the specific month you wish to see Print Ship To Address Y N Enter Y if you wish to include the ship to address for each applicable customer N if not Dim3D Rev 10 0 201 A R Reports SAMPLE CREDIT HISTORY REPORT mm dd yy CREDIT HISTORY REPORT CM9 DS02327 13 42 06 OF MONTHS ALL PAGE 0001 CUST NO 1070 000 CURRENT BAL 2093 79 CREDIT LIMIT 5000 NAME DAVID CHRISTENSEN AVAIL CREDIT 2907 7375 SOUTH LUANA CIRCLE HIGH BAL 4710 21 LIM PCT USED 41 88 SALT LAKE CITY UTAH 84116 CUR HOLD HOLD DATE 03 29 94 BY 2 PHONE 485 1187 FAX LAST HOLD TAKEN OFF 03 29 94 BY 3 CONTACT TERMS CODE 2 10TH STORE 01 DATE OPENED 01 31 85 DATE LAST SALE 03 29 94 DATE LAST PMT 03 29 94 PMT AMT 2949 55 DATE BALANCE CURRENT 61 90 OVER 90 PAYMENTS DISC TAKEN FIN CHG MTD SALES DSO 6 94 2093 79 00 00 y 00 1906 45 2949 55 00 114 40 139 40 429 202 Dim3D Rev 10 0 23 2 Invoices Applied History A R Reports Print this report to show general payment information for a specific transaction This information comes from the Open Items Ap
291. nt this report at month end before running the month end update A wide carriage printer 13 5 inches with compressed print is required for this report to print correctly Be sure to set the printer to 17 1 characters per inch CPI and 6 lines per inch LPT before printing 192 ps02115 Sales Tax by Receipt DIM10 DATA Date mm dd yy Rev10 0 3 Port 39 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically t Beginning Customer 000 Ending Customer 999999 999 Print Customer Detail Y N Y Print Total Page Only Y N N For Cash Sales Only SHO Beginning Date MMDDYY 0 Ending Date MMDDYY 999999 Number of Copies zl Store Number 0 A11 0 Report Date mmddyy Select Sales Optional Field Y N N A wide carriage printer 13 5 inches with compress print is required for this report to print correctly The operator must set up the printer to print 17 1 characters per inch for a minimum of 13 5 inches For C ITOH printers function 12 17 and function 17 2 lt Ent gt Print Report E End 1 Input Parameters Dim3D Rev 10 0 A R Reports Special and Unique Input Parameters Print Customer Detail Y N Print Total Page Only Y N For Cash Sales Only SHO Beginning Date MMDDYY Ending Date MMDDYY Enter Y if you wish to print the detail lines showing each transaction under each selected customer Or enter N for no detail showing the customer number and name and a total of all transactio
292. ntered The credit release code is a number from 1 9999 randomly generated by the computer This number must be entered before anyone can proceed writing a POS transaction The pass word security level for most sales personnel does not allow them access to the release code number An account can be put on credit hold for a variety of reasons The account may be past due have bad checks outstanding be COD only etc You can define up to 99 credit holds in the A R Variable File Descriptions Credit Hold Dim3D Rev 10 0 A R Procedures The computer displays the first credit hold description 1 CALL THE CREDIT MANAGER A Accept lt Ent gt Next Message Enter Credit Hold Number You now have 3 options A and Enter to accept the displayed message and assign it to this customer Press Enter to display the next credit hold message Enter the desired credit hold number to assign to this customer Then enter the Credit Hold Written By code and accept it press Enter This is the same as the written by salesman number If you put the main account of a customer with jobs on credit hold the computer also asks Apply to All Jobs Y N Enter Y to put all jobs on credit hold as well Or enter N to put the main account only on credit hold Once you select a credit hold the description will be displayed flashing in the upper right hand corner of the screen The computer will also display the credit hold number co
293. nts and A R finance charges DSVM0206 A R G L Integration DIM10 DATA Date mm dd yy Rev9 0 2 Port 39 Store 01 1 Store Number 2 A R Group Account Numbers GROUP G L ACCOUNT DESCRIPTION 1 1210 01 ACCOUNTS RECEIVABLE TRADE 2 1220 01 ACCOUNTS RECEIVABLE OTHER 3 1230 01 ACCOUNTS RECEIVABLE EMPLOYEES 4 1240 01 ACCOUNTS RECEIVABLE AFFILIATED CO 3 Cash Receipts Bank Account Numbers G L ACCOUNT DESCRIPTION 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 1120 01 CASH IN BANK CHECKING 4 A R Discounts 8510 01 PAYMENT DISCOUNT ALLOWED 5 A R Finance Charges 8140 01 FINANCE AND CARRYING CHARGE lt Esc gt Change Store C hange D elete E nd BANK 1 2 3 4 5 6 7 8 9 226 Dim3D Rev 10 0 A R Variable File 7 Miscellaneous Codes This menu is displayed after selecting 7 for Miscellaneous Codes from the A R Variable File Maintenance Menu DSVM0207 A R Miscellaneous DIM10 DATA Date mm dd yy Rev10 0 5 Port 39 Store 01 Store Number Choose Selection Miscellaneous Codes Volume Discount Table Purge Update Dates Change Store lt Esc gt End See the following three parts for descriptions of each option Dim3D Rev 10 0 227 A R Variable File 7 1 Miscellaneous Codes This screen allows you to set u
294. o Remaining Select the correct invoice enter the line number or transaction number Apply the payment by pressing Enter Press Enter to end the entry Dim3D Rev 10 0 37 A R Procedures Cash Receipts by Batch PURPOSE 38 Cash Receipts by Batch is the process of entering customer payments into a batch checking the entries for accuracy editing the batch if necessary and then updating the batch to the customer General Ledger and Totals files This can be done daily semi weekly weekly or any other regular interval We recommend that you post cash receipts daily since you are most likely making bank deposits daily This helps you correlate a bank deposit to a cash receipts batch and provides you with the most current financial information possible You can also use this process to enter adjustments debit and credit memos to customer accounts finance charge write offs ROAs from Point of Sale and non A R cash receipts such as vending machine receipts rebates and sale of assets Batch Process As the name implies Cash Receipts by Batch is a batch process It follows a general pattern of steps to prepare enter and update the batch STEP 1 Compile the checks Collect all payments checks or copies of checks to be entered Run an adding machine tape on the total net cash amount to be deposited STEP 2 Set up the batch on the computer The program allows only one user in a cash receipt batch at a time This av
295. oids problems with updating the batch while more entries are being made As soon as one user has entered a record into CM15 D Cash Receipts by Batch File and it is in use then any other user trying to enter that batch will receive the following message Batch is selected by another user access not allowed STEP 3 Enter the A R cash receipts There are 2 methods of entering Each will be presented separately A Select by customer number B Select by transaction number STEP 4 Enter non A R cash receipts STEP 5 Print the Edit List Compare the total cash amount on the Edit List to the adding machine tape total If the totals are the same skip to STEP 7 If the totals are different determine the source of the error Edit the batch if needed Go to STEP 6 STEP6 Edit A R cash receipts Print the Edit List again to check the totals STEP 7 Update the batch to the customer G L and Totals files STEP 8 Print the G L Entries report GPOST STEP 9 Print the Applied Open Items report STEP 10 File the reports Attach the adding machine tape and a copy of the deposit slip if desired to the reports and file it all in a cash receipts binder Each step is described in further detail in the following pages Dim3D Rev 10 0 A R Procedures STEP 1 Compile the Checks PROCEDURE 1 Collect all payments checks or copies of checks received today from the mail customer walk in payments ROAs if desired NOTE
296. old 0 99 Go to Cash Receipts by Batch and create a new batch for adjustments Select by customer Enter the customer Dim3D Rev 10 0 A R Procedures Enter the data and reference number indicating this is a write off if desired Make the following entry Bank DR Press Enter Discount DR Press Enter Fin Chg DR Press Enter AR CR Enter the customer balance No negative sign MISC G L DEBITS CREDITS G L No Enter 1240 A R Doubtful Account or your equivalent G L number Amount Enter the customer s balance or press Enter to pick up the proof total 6 Make one A R group available for Bad Debts In the A R Variable File G L Integration make sure one A R group account number is set up to go to the correct G L account for Doubtful Accounts 1240 00 or your equivalent 7 Assign a new series of customer numbers for the bad debt customers A numbering sequence beginning with 90000 or 900000 could be used You may wish to incorporate the old A R number into the new A R number e account 4732 000 becomes account 94732 000 8 Go to Cash Receipts by Batch and create a new batch for adjustments Select by customer 9 Enter the new customer number 10 Enter the date and reference number 11 Make the following entry Bank DR Press Enter Discount DR Press Enter Fin Chg DR Press Enter AR CR Enter the customer balance as a negative amount This will be the same amount in Step 5 above
297. on to change it if it is not correct End Enter Option E 99 A R Procedures Input Parameters 1 Change Calendar Month 1 12 2 Store Number Check the displayed calendar month and change if necessary This calendar month will be used when posting entries to the G L Check the displayed store number and change if necessary This store number will be used when creating the late charge finance charge transaction Beginning Customer Number Also enter a beginning and ending customer Ending Customer Number 3 Calculate Aging Balances 100 number if you are applying finance charges for a certain customer or range of customers This option allows you to calculate the aging balance before calculating finance charges The computer displays DS02380 Late Charges DIM10 DATA Date mm dd yy Rev8 1 2 Port 37 Store 01 All customers transactions will be aged based on the date of 07 10 01 Do you wish to continue with aging Y N Enter Y if the aging date is correct and you wish to continue Or enter N to return to the previous screen NOTE The system uses the date entered in this program to compare to the Due Date on the transaction in the Customer Transaction File CM3 D If the due date for the transaction is beyond future this date the transaction is considered current If the due date for the transaction is before past this date the transaction is considered past due and will be to
298. onal Headings Y N Number of Copies Store Number Consolidate Jobs Y N Print Credit Notes After Date Entered MMDDYY Print Pymt History After Date Entered MMDDYY Select Optional Field Y N Customer Aging amp Stmts 999999 999 All Accounts Last Sale Date 0 All O Don t Print O Don t Print zoozorzunuzzo 2 Calculate Aging Balances 3 Print Aging Report Enter Option E to End Special and Unique Input Parameters Selection Code 0 All Accounts 1 Only Past Due 31 Only Over 30 61 Only Over 60 91 Only Over 90 Print Customers With Zero Balances Y N Print The Total Page Only Y N Sales Payment Print Option S P Print Optional Headings Y N 158 Enter the customer aging category you wish to include on the report The default is 0 zero which prints all accounts Enter Y if you wish to print customers with zero balances only Or enter N to print all customers regardless of balance Enter Y if you wish to bypass printing each account and print only the grand totals by A R group Or enter N if you wish to print each customer s aging which includes the grand totals anyway Enter S to print the last sale date or P to print the payment amount next to the last payment date last column on the report Enter N if you do not wish to print the optional headings as described below Or enter Y if you wish to tailor the report headings by entering the month names The computer also
299. ording to the rankings you set up above For example you can print the top 20 customers by entering 20 here and ranking from high to low Or you can print the bottom 10 customers by entering 10 here and ranking from low to high 189 A R Reports Total by Jobs Y N Enter Y if you wish to print totals by job N if not SAMPLE PROFITABILITY REPORT FORMAT A NO RANKING mm dd yy PROFIT ANALYSIS DS02313 13 32 26 PAGE 0001 MONTH TO DATE YEAR TO DATE AVE AVE MKT AVE MKT MARGIN MARGIN amp MARGIN 1 000 CASH SALES z 6 25 51 1901 42 43 75 1901 42 100 000 HOUSE CHARGE ACCOUNT 13 1010 000 AAA CONSTRUCTION 60 1047 25 33 38 1060 58 1010 200 AAA CONSTRUCTION 80 112 80 35 61 112 80 AAA CONSTRUCTION 40 1160 05 33 58 1173 38 1040 000 BECK STREET CONS 00 50 00 25 00 50 00 BECK STREET CONS 00 50 00 25 00 50 00 1050 000 BONHAM STAN 40 78 23 33 37 78 23 1060 000 BRODER AND ZARBOCK 65 105 15 37 47 105 15 1070 000 CHRISTENSEN DAVID 35 629 77 13 81 1684 17 1080 000 CLASSY BUILDERS 160 50 30 01 FIO II III III IOI IOI IIR I IK MONTH TO DATE YEAR TO DATE AVE MKT AVE AVE MKT MARGIN k MARGIN MARGIN MARGIN GRAND TOTALS 16234 72 6153 57 37 90 6125 57 37 73 39393 34 14946 26 37 94 14929 86 37 90 terr indicates a break in the printed sample SAMPLE PROFITABILITY REPORT FORMAT A RANKING BY SALES DOLLARS PROFIT ANALYSIS DS02313 PAGE MONTH TO DATE TO DATE AVE MKT AVE MARGIN MARGIN k ROCKY MOUNTAIN SPLY 938
300. ore copying the files Load the statement forms into the printer and line them up to the top of form 174 Dim3D Rev 10 0 DS02391 Rev10 0 7 1 Input Parameters Statement Date A R Statements A R Reports DIM10 DATA Date mm dd yy Port 39 Store 00 mmddyy Order 1 Number 2 Name 3 Zip 1 Beginning Customer Customer Assigned Salesman 0 Customer Class 0 A R Group Selection Code All Accounts Past Due 31 Over 60 91 Ending 0 1 61 000 999999 999 All 0 All Print Ship to Address Y Print YTD Finance Charges N Print Job Consolidated Stmt Y 0 0 All 0 0 Over 30 Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Detail by T ransaction D ate Number of Copies Store Number 0 All Stores 2 Calculate Aging Balances 3 Print Statements Enter Option E to End Special and Unique Input Parameters Statement Date Selection Code 0 All Accounts 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Statement Day 0 Print All Accounts 1 31 Only If Match On CM1 D Print Zero Balance with Activity Detail by T ransaction D ate Print Ship To Address Y N Print YTD Finance Charges Print Job Consolidated Stmt Dim3D Rev 10 0 Enter the date you wish to print as the statement date Or press Tab to accept the current displayed date Enter the customer aging category you wish to include on the report The de
301. ou select 15 Other Statement Formats from the A R Reports Menu the computer displays the following menu 1 Form Print Trans Discount 2 Form Discount Options 3 Form Revolving Blank Paper Invoice Detail Applied Open Items Statement Backup Report See the following six parts for descriptions of each statement Dim3D Rev 10 0 179 A R Reports 15 1 Form Print Trans Discount This statement is the same as Form Preprinted Heading except that it also prints the discount amount for each invoice listed under the open invoice detail It can also print invoice detail following each statement if it is found in the Sales History File SHO D The detail will also print on the pre printed statement forms DS02391C A R Statements DIM10 DATA Rev10 0 5 1 Input Parameters Statement Date mmddyy Order 1 Number 2 Name 3 Zip i Beginning Customer 000 Ending Customer 999999 999 Date mm dd yy Assigned Salesman 0 All 0 Print Ship To Address Customer Class 0 A11 0 Print YTD Finance Charges A R Group 0 A11 0 Print Job Consolidated Stmt Selection Code 0 Print Detail Y N 0 All Accounts 1 Past Due 31 Over 30 61 Over 60 91 Over 90 Statement Day 0 Print All Accounts 1 31 Only if Match on CM1 D Print Zero Balance with Activity Number of Copies Store Number 0 All Stores Y N bi N 2 Calculate Aging Balances 3 Print Statements Enter Option E to End Special and Unique Input Par
302. ount Maintained manually Changes terms temporarily for one finance charge calculation only Zeroed out after the calculation Month to date discountable sales Year to date discountable sales Dim3D Rev 10 0 A R Special Maintenance 2 Change Fields W Range CM1 ps02501 Rev9 0 2 Change by Field CM1 D DIM10 DATA Date mm dd yy Port 39 Store 01 1 Input Parameters FILENAME KEYS COMMENTS Beginning Cust No 000 Ending Cust No 999999 999 Select Optional Fields Y N N Field Number to Change 3 67 70 CM1 D Customer Master File N A Allows you to change customer data in CM1 D by selecting a range of customers First you select the beginning and ending customers you wish to change Then you can select optional fields as in printing reports Then you select the field number 38 67 70 you wish to change The fields are listed on the screen showing the field number and description For example ps02501 Change by Field CM1 D DIM10 DATA Date mm dd yy Rev9 0 2 Port 39 Store 01 1 Input Parameters Beginning Cust No 1010 000 Ending Cust No 1010 000 Select Optional Fields Y N N Field Number to Change 3 67 70 3 Address 1 14 PO Required Y N 25 Statement Day 0 31 4 Address 2 15 Signature Required 26 Tax Code 1 999 5 Address 3 16 Cust Has Jobs Y N 27 Extra Code 0 99 6 Zip Code 17 Save Group Hist Y N 28 Credit Limit 7 Phone 18 Save Lien Info Y N 29 Bid Number 8 Contact 19 Stor
303. ount will come from either A CM1 D 66 Installment Payment maintained manually or B Variable File for A R Terms Information 22 Revolving of Payments Payment Ending Balance of Payments Current Payment Amount If the calculated payment is less than the amount in the Variable File Terms Information 23 Minimum Payment then the minimum payment will be used instead The Current Payment Amount is written to CM1 D 37 Current After the late charges are computer the computer displays DS02380 Late Charges ABC COMPANY Date mm dd yy Port 08 Store 01 Normal End Of Late Charge Calculations Press Enter to acknowledge this message You are returned to the previous screen 101 A R Procedures 5 Print Late Charge List Print this report after computing the late charges The computer displays DS02382 Print Late Charges DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Number of Copies Report Date lt Ent gt Print Report E 1 Input Parameters SAMPLE LATE CHARGE LIST mm dd yy LATE CHARGE LIST DIM10 DATA DS02382 09 49 07 PAGE 0001 NUMBER TYPE CUST NO NAME DATE ORIG AMOUNT 1021 LATE CG 1080 899 CLASSY BUILDERS 1022 LATE CG 2080 000 07 10 01 3 76 FRY CONSTRUCTION 07 10 01 236 41 GRAND TOTAL 240 17 6 Print G L Entries Print this report also after computing the late charges The computer displays DS01105 Gpost Entries DIM10 DATA Date
304. owing different discount rates Volume discount tables are set up in the A R Variable File Miscellaneous Codes Each table is given a code number Enter the table number code number to be used with this terms code If no volume discount table is to be used with this terms code enter 0 zero Calculate volume discounts on discountable amount CM1 D field 68 MTD DISC Calculate volume discounts on MTD Sales CM1 D field 49 215 A R Variable File NOTES 216 Dim3D Rev 10 0 2 Statement Information This menu is displayed after selecting 2 for Statement Information from the A R Variable File Maintenance Menu DSVM0202 Rev8 1 2 lt Esc gt End See the following two parts for descriptions of each option Dim3D Rev 10 0 A R Statement Information Store Number Choose Selection 1 A R Statement Messages 2 A R Statement Options 98 Change Store DIM10 DATA A R Variable File Date mm dd yy Port 39 Store 01 217 A R Variable File 2 1 A R Statement Messages This screen allows you to enter messages to be printed on A R statements for accounts in different aging buckets current 1 30 days past due 31 60 61 90 and 91 and over days past due There can be up to 3 lines of 51 characters for each message DSVM0202 A R Statement Messages DIM10 DATA Date mm dd yy Rev8 1 2 Port 39 Store 01 1 Statement Message Lines for Current Accounts THANK YOU FOR YOUR PAYMENT THANK YOU THANK
305. p several fields which do not appear on other Variable File screens Print Discount Amount on Invoices Returns Credit Option Number of Months for Credit and Payment History Randomly Generated Credit Limit Release Code Credit Limit Release Code DSVM0207 A R Miscellaneous Codes DIM10 DATA Date mm dd yy Rev10 0 5 Port 39 Store 01 Print Discount Amount on Invoices Y N Y Store default if not set up in A R Terms Information Returns Credit Option 1 Credit 1 30 Days Past Due Balance 2 Credit Current Balance Number Months Credit and Payment History 12 Randomly Generated Credit Limit Release Code Y N N Credit Limit Release Code 1234 Credit Hold Option for New Job Accounts c Beginning Credit Hold to Not Copy 6 Ending Credit Hold to Not Copy 12 lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End lt F1 gt Help 228 Dim3D Rev 10 0 7 2 Volume Discount Table A R Variable File Volume discounts are used when printing A R statements If a customer has purchased a certain dollar amount during the month they may receive an additional discount The volume discount is calculated each time the aging is recalculated when printing aging reports and statements and is written to the customer s file CM1 D as MTD STATEMENT DISCOUNTS The new discount amount then overrides any previously existing discount This discount would then be printed on their statement There can be up to 99 diff
306. paying from the statement from last month end Beginning monthly balance Month to date charges including tax and addons Month to date returns Month to date payments Month to date discount taken Month to date late charges finance charges charged Month to date adjustments made through Cash Receipts F C write off misc G L postings Calculated from Begin Month Bal plus monthly activity At month end the ending balance is moved to Begin Month Bal and the remaining monthly fields are zeroed out Calculated from all job accounts Month to date discount calculated from all job accounts Ship to address messages and other data from CM2 D file 4 There are several options displayed See below for an explanation of each S Signatures I Item Pricing C Credit Options L Lien Data N Next Number A Next Name P Previous Dim3D Rev 10 0 D Detail M Misc lt Esc gt Back to Select Goes to next customer in numerical order Goes to next customer in alphabetical order Goes to previous customer in numerical order 23 A R Procedures S Signatures l Item Pricing C Credit Options L Lien Data D Detail M Misc lt Esc gt Back to Select Option displays only if there are extra signatures in CM14 D for the selected customer Shows extra signatures for this customer See Step 5 Shows pricing and costs for any item you select for this customer
307. pecial Maintenance 10 Payments Maintenance CM4 DS02014 DATE YYYYMMDD CUSTOMER TYPE REFERENCE APPLIED ON ACCOUNT DISCOUNT GL ACCT 1 GL ACCT 2 GL ACCT 3 ENTER OPTION A V E CASH RECEIPTS TRANSACTIONS SEQUENCE CUSTOMER NUMBER STATUS ACCOUNTING MONTH CHECK NUMBER MONEY RECEIVED FINANCE CHARGE GL AMOUNT 1 GL AMOUNT 2 GL AMOUNT 3 FILENAME CM4 D Cash Receipts Transactions File KEYS Batch Number Sequence Number COMMENTS Allows you to perform maintenance on the Cash Receipts Transactions File CM4 D on a record by record basis Allows access to payment amount payment date discounts taken and G L distributions Special Fields 1 BATCH This batch code is assigned by the operator when entering cash receipts It always begins with CR 2 SEQUENCE This sequence number starts with 1 for each new batch of cash receipts 5 DATE Uses format YYYYMMDD 252 Dim3D Rev 10 0 A R Special Maintenance 11 Open Items Applied Maint CM5 COMIKDUAWNE H OPEN ITEMS APPLIED CUSTOMER NUMBER STORE NUMBER TRANSACTION NUMBER DATE BATCH ORIGINAL DATE ORIGINAL AMOUNT BALANCE DUE AMOUNT APPLIED CM4 SEQUENCE NUMBER ENTER OPTION A V E FILENAME KEYS COMMENTS CM5 D Open Items Applied File Customer Number Store Number Transaction Number Date Allows you to perform maintenance on the Open Items A
308. perforated and the right hand side can be sent in by the customer with their payment LEFT SIDE HEADING Customer name amp address Store number account number A R type code B O R statement date Allowed discount amount amp message ACCOUNT SUMMARY Beginning month balance Monthly charges Monthly payments Monthly late charges Ending balance PAYMENTS amp ADJUSTMENTS Store number payment date check number Payment Amount Check Date Check Amount OPEN INVOICES listed in trans number order Store number Transaction type sale return late charge Transaction number Transaction date Due date Transaction amount Transaction balance AGING BUCKETS CURRENT 1 80 etc BALANCE DUE STATEMENT MESSAGE RIGHT SIDE mail in portion HEADING Account number A R type code statement date Customer name Discount amount ACCOUNT SUMMARY Beginning month balance Monthly charges Monthly payments Monthly late charges Ending balance PAYMENTS amp ADJUSTMENTS Check date check number Payment amount OPEN INVOICES listed in trans number order Transaction number Transaction date Transaction balance BALANCE DUE In order to have current and up to date information on the statements you should recalculate the aging balances If you are printing statements from your month end password as part of your month end procedures there is no need to recalculate the aging balances if they were recalculated bef
309. played flashing in the upper right hand corner of the screen The computer also displays the credit hold number corresponding to the description and the credit hold release code QUICK TIP You could put customer accounts which have had no sales activity for at least a year or more on credit hold until you can get an update on their financial or credit standing 7 OPTION 2 TAKE OFF CREDIT HOLD If you are taking the customer off credit hold the computer displays Taken Off Credit Hold By 0 Enter the Taken Off Credit Hold By code written by and accept it press Enter NOTE If you take off the main account of a customer with jobs from credit hold the computer also asks Apply To All Jobs Y N Enter Y to take off all jobs from credit hold as well Or enter N to take off the main account only from credit hold 8 The computer displays Now Off Credit Hold Ent gt Continue Press Enter to activate the new credit status 9 Press Esc to end the file inquiry screen NOTES 80 Dim3D Rev 10 0 A R Procedures Credit Hold Release PURPOSE Use this procedure to release a charge customer on credit hold at POS or Invoice Posting so that the transaction may be continued If the customer has exceeded their credit limit see the procedure for Credit Limit Release BEFORE YOU BEGIN Contact the system manager or credit manager so that the proper release code may be entered according to your company policy
310. plied History File CM5H D The report can be printed alphabetically or numerically DS02704 Rev10 0 1 1 Input Parameters Print 1 Beginning Ending Beginning Numerically Customer Customer Transaction Ending Transaction Number of Copies Report Date Select Optional Field Y N lt Ent gt Print Report E End Customer Invoice Applied History DIM10 DATA Date mm dd yy Port 39 Store 01 2 Alphabetically 1 000 999999 999 0 9999999 1 mmddyy N Input Parameters SAMPLE INVOICES APPLIED HISTORY mm dd yy 15 05 42 CUSTOMER INVOICES APPLIED HISTORY REPORT 2000 000 BEST BUILT HOMES INVOICE TRAN STR DATE 2900656 1 04 18 96 INVOICE AMOUNT 106 25 PAYMENT DATE 04 19 96 CUSTOMER TOTAL CUST NO NAME 6000 000 FLOWER SHOPPE INVOICE DATE 03 21 96 03 27 96 INVOICE AMOUNT 4036 04 4036 04 PAYMENT DATE BATCH 04 19 96 CRI 04 19 96 CRI TRAN STR 2900643 1 2900648 1 CUSTOMER TOTAL GRAND TOTAL Dim3D Rev 10 0 ABC COMPANY DS02704 PAGE 0001 CUST NO NAME REFERENCE PAYMENT APPLIED 106 25 106 25 REFERENCE OLD BAL 2249 27 4036 04 APPLIED 2249 27 2750 73 NEW BAL 00 1285 31 5000 00 5106 25 203 A R Reports 23 3 Customer Payment History Print this report to show the payment history for a specific customer This information comes from the Cash Receipts Transaction History File CM4H D The report can be printe
311. plied to taxable and tax amount 985 00 Total amount applied during the current month 1453 00 193 A R Reports CURRENT CREDITS NON TAX CURRENT CREDITS BALANCE DISCOUNTS TAKEN F C WRITTEN OFF OTHER ADJUSTMENTS TOTAL NON BANK payments RATIO NET BALANCE NET BALANCE PER INVOICE NET TAXABLE AMOUNT PER INVOICE NET TAX PER INVOICE Amount applied to non taxable amount during the current month 0 00 Amount applied to taxable and tax amount during the current month 1458 00 Total amount of discounts per customer for the month 7 70 Comes from CM4 D Total amount of F C write offs per customer for the month 0 00 Comes from CM4 D Total amount of other adjustments per customer for the month 10 00 Comes from CM4 D Total of discounts F C write offs and other adjustments 7 70 10 00 17 70 Ratio of net balance R to current balance from A R credits RATIO NET BALANCE CURRENT BALANCE 9878 1435 30 1453 00 Total non bank payments P will be applied to current non tax payment K The remainder will then be applied to the total current balance of all invoices NET BALANCE CURRENT BAL L REMAINDER In this example all of the non tax credit had been applied against in a previous month Therefore total non bank goes against the current balance 1453 30 1453 00 17 70 Current balance per invoice
312. port Date mmddyy Customer Print Order 1 Numerically Beginning Customer Aging amp Stmts 000 Ending Customer Aging amp Stmts 999999 999 Selection Code Print Customers With Zero Balances Y N Print The Total Page Only Y N Sales Payment Print Option S P Print Optional Headings Y N Number of Copies Store Number 0 A11 Consolidate Jobs Y N Print Credit Notes After Date Entered MMDDYY Print Pymt History After Date Entered MMDDYY Select Optional Field Y N All Accounts Last Sale Date O0 Don t Print O0 Don t Print ZooZoryznyazywo 2 Calculate Aging Balances 3 Print Aging Report Enter Option E to End After you select 2 for Calculate Aging Balances the computer displays DS02383 Calculate Aging DIM10 DATA Date mm dd yy Rev9 0 1 Port 37 Store 00 Enter Aging Date MMDDYY mmddyy This date is very important Transactions with a due date on or after this date will be current Everything prior to this date will be aged based on days past due lt Tab gt Next lt S Tab gt Previous lt Esc gt End Continue The current system date is displayed You can do one of the following options gt Press Tab to accept the date as displayed gt Enter a different date and press Enter gt Press Esc to exit this program and return to the input parameters This message is very important Be sure to enter an appropriate date before continuing This is a past due aging Invoices are current until
313. pplied File CM5 D on a record by record basis Allows access to original invoice date and amount balance due and amount applied so far to the transaction Records in this file are added during the Cash Receipts Update They are deleted automatically during the A R Month End Update NOTE If you make any changes to CM5 D using the Special Maintenance option the indexes must also be rebuilt From the Dimensions Main Menu select System Manager then File Management then Reindex Resize Files Then enter CM5 D for the file name to reindex Special Fields 4 DATE Uses format MMDDYY 6 ORIGINAL DATE Uses format MMDDYY Dim3D Rev 10 0 253 A R Special Maintenance 12 Credit History File CM9 DS02019 MAINTAIN A R CREDIT FILE 1 2 3 4 5 6 7 8 9 CUSTOMER NUMBER FULL YEAR MONTH BEGINNING MONTH BALANCE CURRENT BALANCE 1 30 DAYS PAST DUE 31 60 DAYS PAST DUE 61 90 DAYS PAST DUE OVER 90 DAYS FINANCE CHARGES MTD CHARGES ENDING BALANCE MTD RETURNS NUMBER OF INVOICES MTD PAYMENTS NUMBER OF RETURNS MTD ADJUSTMENTS PAST DUE CODE MTD FINANCE CHARGES CHARGE MTD DISCOUNTS TAKEN MTD DOLLAR SALES MTD DOLLAR COST MTD MKT COST MTD STATEMENT DISCOUNT ENTER OPTION A V E FILENAME CM9 D Credit History File KEYS Customer Number Full Year and Month YYYYMM COMMENTS Allows you to perform maintenance on the Credit History Fi
314. pply Options with regard to credits finance charges and store numbers see Step 4 and then displays each transaction number and amount as it is applied It starts with the oldest transaction first and then proceeds to the next oldest If there is money still left after all transactions have been paid the computer automatically generates an unapplied transaction for the remaining balance If the apply amount is negative it is processed as an unapplied transaction When complete the computer returns to Step 5 to select another customer 2 Apply By Range This option applies the payment to a range of transactions by either transaction number or date range The computer displays Apply by Range A R Credit Select by 1 Date 2 Remaining 2 Transaction Beginning Transaction 0 Ending Transaction 9999999 The cursor is positioned at Select By 1 Date Select the type of range for selecting transactions 1 for date or 2 for transaction number Enter the beginning transaction number or transaction date to pay depending on the type of range you selected Or press Tab to start with the oldest transaction Enter the ending transaction number or transaction date to pay Or press Tab to pick up all remaining transactions The computer displays Apply by transaction range A R Credit 250 00 Remaining 250 00 Store Transaction Apply Options Remaining Credit Credits No Effect F C No Effect Store All Stores
315. pre lien number date POS invoice and POS date are assigned to all customer pre liens in the selected group 4 Use normal procedures for printing the forms NOTES Dim3D Rev 10 0 303 Appendix B SAMPLE PRE LIEN FORM CS02022 6464 000 07 31 01 DIM10 STORE 1 BOX 226 RANDALL CUST ADDR 1 CUST ADDR 2 CREDIT MANAGER 07 31 01 CUST CITY XYZ CORP 123 MAIN STREET ANYTOWN USA 91919 CONST LENDER NAME CONST LENDER ADDR 1 CONST LENDER ADDR 2 768 90 CONST LENDER CITY UT PROPERTY OWNER NAME PROPERTY OWNER ADDR 1 PROPERTY OWNER ADDR 2 PROPERTY OWNER CITY UT 88888 ORIGINAL CONT NAME ORIGINAL CONT ADDR 1 ORIGINAL CONT ADDR 2 ORIGINAL CONT CITY UT 88888 304 Dim3D Rev 10 0 DIM10 STORE 1 BOX 226 RANDALL MN 56475 612 749 2721 CUST ADDR 1 CUST ADDR 2 CUST CITY UT XYZ CORP 123 MAIN ANYTOWN PROPERTY PROPERTY PROPERTY PROPERTY ORIGINAL ORIGINAL ORIGINAL ORIGINAL OWNER NAME OWNER ADDR 1 OWNER ADDR 2 OWNER CITY UT CONT NAME CONT ADDR 1 CONT ADDR 2 CONT CITY UT CONST LENDER NAME CONST LENDER ADDR 1 CONST LENDER ADDR CONST LENDER CITY UT 2768 90 Dim3D Rev 10 0 SAMPLE PRE LIEN FORM CS02023 07 31 01 6464 000 07 31 01 Appendix B 305 Appendix B Part 3 Pre Lien Reports When you select Pre Lien Reports from the Pre Liens Menu the computer displays the following menu 1 Pre Lien Master List 2 Reprint Pre Lie
316. ption to entering the ticket Enter CASH for the credit limit release code The ticket will be changed from charge to cash automatically The customer must then pay cash for the sale Or press Esc at Enter Release No to cancel the transaction and return to Select Customer 82 Dim3D Rev 10 0 A R Procedures Credit Notes History PURPOSE Many credit personnel keep notes on the conversations and commitments they receive from customers Often these notes are kept on notepads or hand written on A R reports There are two difficulties with this method 1 If the person who made the notes is out of the office other personnel may not have access to the information The person may forget to follow up with a customer commitment on a timely manner unless there is a good tickler file to remind them The credit note system overcomes these difficulties by providing 1 Accessible Credit Notes Credit personnel and other managers with password access to credit options in A R File can enter credit notes regarding a specific customer and they can review past notes that have been entered Follow up Dates Each credit note carries a date and a follow up date You can print the Credit Note report by date range as a reminder of which customers need to be contacted See a sample report in the A R Reports section This accesses information in the Customer Master File CM1 D Customer Credit Note File CM10 D and Multiple Credit Note
317. ptional Write an addon for a returned check charge if company policy Sales User dictates Manual 5 When the payment is made again process the cash receipt as a regular A R cash receipt If the payment includes a returned check charge be sure to apply that as well PROCEDURE METHOD 2 CASH CUSTOMER USING NON A R CASH RECEIPTS Cash Receipts 1 Through Cash Receipts by Batch enter a negative non A R cash receipt For by Batch example Reference NSF CHECK Check No HHHHHH Bank Enter the amount of the returned check as a negative MISC G L DEBITS CREDITS G L No Enter 1270 Returned Checks or your equivalent Amount Press up arrow Press Enter to accept the entry 2 Finish the cash receipts batch Dim3D Rev 10 0 117 A R Procedures 3 When the payment is made again process it as a regular non A R cash receipt Reference CLEAR NSF CHECK Check No H HHHEH Bank Enter the amount of the returned check as a positive If a payment does not include a returned check charge enter MISC G L DEBITS CREDITS G L No Enter 1270 Returned Checks or your equivalent Amount Enter the amount of the check If the payment includes a returned check charge you must also enter MISC G L DEBITS CREDITS G L No Enter 8140 Finance and Carrying Charge or your equivalent miscellaneous income account Amount Enter the amount of the charge Or press up arrow to pick up the proof total
318. ptions for the sales tax reports to be meaningful Enter the percentage of tax to be collected for the first tax entity For example 3 1 2 would be entered 3 50 The percentages in fields 14 16 18 20 and 22 must equal the percentage in field 4 which contains the total tax percent Since the multiple tax codes and percents are only printed on sales tax reports they can be changed at any time along with their descriptions as long as the multiple tax percents equals field 4 Continue entering multiple tax codes and percents for the remaining tax entities You can have up to 5 tax entities for any one tax code Dim3D Rev 10 0 A R Procedures Search For amp Select a Customer PURPOSE Use this procedure to search for and select a customer by number or name This routine is found in many places throughout the system wherever you are required to select a customer including A R File Inquiry File Maintenance Point of Sale Cash Receipts and Invoice Posting PROCEDURE 1 When you enter a program requiring a customer selection the computer displays Enter Customer Number or Name lt UpA gt Search lt DnA gt Change Search Store 0 O A11 The cursor is positioned at Enter Customer Number or Name You can do one of the following options Enter a customer number to look for an exact match Enter part or all of a customer name Press the up arrow Enter the account number and press the
319. r A R Cash Receipts Select 2 for Select By Transaction Number Zero Out Credit From Originating Customer The computer displays the check data and debit credit information screen The cursor is positioned at Date Press Tab to accept the displayed date or enter the appropriate date of this entry Check No Press Tab to bypass Reference Enter a brief description such as TO JOB 100 up to 10 characters Dim3D Rev 10 0 10 11 12 13 14 15 16 17 18 A R Procedures Fill in the following debit credit information Bank DR O zero Discount DR 0 zero Fin Chg DR 0 zero AR CR Negative amount same as balance Fill in the following G L information to post the credit amount to a clearing or suspense account G ILNo 1212 01 Unapplied Payments or other clearing or suspense account Amount Press Enter to default to the negative amount entered in Step 6 AR The computer displays the Apply By Transaction screen The cursor is positioned at Trans Enter the transaction number being zeroed out The selected transaction is displayed along with its corresponding customer The cursor is positioned under Applied Press Enter to apply the remaining balance of this transaction If the Remaining balance is zero and this was the correct credit to zero out press up arrow to end this entry Then press Enter to accept it Apply Credit to Destination Customer The screen return
320. r number and name credit note date date the credit note was added or changed and the credit note message This information comes from the Multiple Credit Note File CM16 D Credit notes are added changed and deleted through A R File Inquiry DS02316 Print Customer Credit Notes DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 1 Input Parameters Print 1 Customer In Numeric Order 2 Customer In Alphabetic Order 3 Date Range Beginning Customer 000 Ending Customer 999999 999 Number Of Copies al Report Date mmddyy Select Optional Field Y N N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Print Enter 1 to print in customer number order 2 to print in customer 1 Customer In Numeric Order alphabetic order or 3 to print by credit note date range with 2 Customer In Alphabetic Order customers listed within each date Depending on the report order 3 Date Range you can then enter the beginning and ending customer numbers names or credit note dates SAMPLE CREDIT NOTE REPORT mm dd yy CUSTOMER LIST CREDIT NOTES DS02316 15 33 37 PAGE 0001 CUSTOMER NAME 1050 000 BONHAM STAN 06 20 94 ACCOUNT ASSIGNED TO COLLECTIONS R US 1090 000 CONSTRUCTION ADVISORS 06 06 94 PHONED 6 3 94 CUSTOMER IS MAKING ARRANGEMENTS FOR PAYMENT ASAP 198 Dim3D Rev 10 0 A R Reports 22 Credit Analysis amp Sales Re port This report allows 2 values to be selected to p
321. r of days of the range you wish to include on this report This is compared to the report date Lienable invoices older than the beginning number of days will be included Ending At Enter the ending number of days of the range Lienable invoices younger than the ending number of days will be included 206 Dim3D Rev 10 0 A R Reports Detail Y N Enter Y if you wish to include the following information for all lienable transactions for each customer Transaction number Transaction date Due date Age of transaction in number of days Transaction amount Remaining balance Or enter N to print just the last charge or first charge made depending on the method of comparison entered above its dates and amounts and the total number of transactions for the customer with a total and remaining amount for all lienable transactions Store Number 0 All Enter 0 for all stores and the report includes customers regardless of store number assigned in the Customer Master File CM1 D The report includes all of the customers CM3 D transactions regardless of what store generated them Or enter the specific store number to pick up selected customers SAMPLE MECHANICS LIEN REPORT COMPARE USING LAST CHARGE DATE BEGINNING AT 45 DAYS AND ENDING AT 90 DAYS mm dd yy STORE 01 MECHANIC S LIEN REPORT DS02371 15 35 51 WITHIN 45 AND 90 DAYS PAGE 0001 INV DUE CUSTOMER INVOICE DATE DATE DAYS DAYS AMOUNT REMAINING TRANS TTL AMOUNT REMAI
322. redit hold in the A R Variable File Descriptions Credit See Also Cash Receipts by Batch See Also Cash Receipts by Batch 132 Hold Descriptions entitled ACCOUNT W O It is also recommended that you print a customer statement before writing it off and keep it to file with the customer s account PROCEDURE METHOD 1 BAD DEBT EXPENSE 2 Using A R File Maintenance or A R File Inquiry change the credit hold to ACCOUNT w 0 as created above field 23 Credit Hold 0 99 Go to Cash Receipts by Batch and create a new batch for adjustments Select the customer Enter the date and reference number indicating this is a write off if desired Make the following entry this may look different depending on which cash receipts program you used Bank DR Press Enter Discount DR Press Enter Fin Chg DR Press Enter AR CR Enter the customer balance No negative sign MISC G L DEBITS CREDITS G L No Enter 8520 Bad Debt Expense or your equivalent G L number Amount Enter the customer s balance or press Enter to pick up the proof total Apply the adjustment by any method since it will clear out the balance Press Esc to go back to Enter Customer Post this batch of cash receipts following the normal update process PROCEDURE METHOD 2 A R DOUBTFUL ACCOUNT 2 Using A R File Maintenance or A R File Inquiry change the credit hold to ACCOUNT w O as created above field 23 Credit H
323. rint in addition to Credit Limit Ave Monthly Sales Ave Monthly Balance High Balance Days Sales Outstanding and Payment History Codes DS02328 Rev10 0 1 Credit Analysis amp Sales Report 1 Input Parameters Customer Print Order Beginning Customer Ending Customer Optional Column 1 Optional Column 2 Store Number 0 A11 Number of Copies Report Date Select Optional Field Y N lt Ent gt Print Report E End 1 Input Special and Unique Input Parameters Optional Column 1 If you wish to select a DIM10 DATA Date mm dd yy Port 39 Store 01 1 000 999999 999 ONo Value ONo Value 1 1 mmddyy N Parameters value for column 1 press the up arrow to display a list of eligible values The computer displays DS02328 Rev10 0 1 Credit Analysis amp 1 Input Parameters Customer Print Order Beginning Customer Ending Customer Optional Column 1 Optional Column 2 Store Number 0 A11 Number of Copies Report Date Select Optional Field Y N lt Tab gt Next lt S Tab gt Previous Sales Report DIM10 DATA Date mm dd yy Port 39 Store 01 1Numerically 000 999999 9 No Value YTD Fin Charge Sales Invoice Ave Mrgn Invoice Mkt Mrgn Invoice Return Invoice YTD Margin Ave YTD Margin Mkt lt Esc gt End Continue Enter the code corresponding to the desired value The computer displays the selected value Optional Column 2 Same as Optional Column 1
324. rinter Use forms that do not have your company logo pre printed PROCEDURE From the Pre Liens Menu select 3 for Pre Lien Reports Select 2 for Reprint Pre Lien without Logo The computer displays cs02016 Re Print Pre Lien Form DIM10 DATA Date mm dd yy Rev10 0 1 Port 36 Store 01 Pre Lien to Print lt Esc gt End Program The cursor is positioned at Pre Lien to Print You have the following options gt Press Esc to end this process and return to the return to the previous menu gt Press Enter to set up a group pre lien form A group pre lien is used to combine a customer s jobs and report them for the main account on one notice See Step 4 gt Enter the pre lien you wish to re print Skip to Step 5 If you wish to set up a group pre lien and pressed Enter at Pre Lien to Print the computer displays the following cs02016 Re Print Pre Lien Form DIM10 DATA Date mm dd yy Rev10 0 1 Port 36 Store 01 Pre Lien to Print PRE LIEN DATE 00 00 00 INVOICE INVOICE DATE 00 00 00 1031 000 ANDERSON MIKE Group Pre Lien 970090 001 AC TEST Estimated Cost Job Address 1 Job Address 2 City State Zip Code lt Esc gt End Program The computer displays the customer number of the first available pre lien The cursor is positioned at Estimated Cost Enter the following information for the group pre lien notice and then go to Step 5 Dim3D Rev 10 0 311 Appendix B Estimated Cost Enter the comb
325. riptions This screen allows you to enter extra code descriptions Extra codes can be assigned in the Customer Master File CM1 D to each customer if needed The extra code number is entered in CM1 D and the description is entered here Extra codes can be used when printing reports with the select optional field feature DSVM0203 Extra Code Descriptions DIM10 DATA Date mm dd yy Rev7 0 50 Port 39 Store 01 1 Extra Code Number 1 99 2 Description Next Available Extra Code Number 1 lt Esc gt End lt F1 gt Help 224 Dim38D Rev 10 0 A R Variable File 5 Transaction Numbers This screen tracks the transaction number automatically assigned during the cash receipt process when entering unapplied cash transactions As each unapplied cash transaction is entered it is automatically assigned the next transaction number stored here incrementing be one These numbers start at 9000000 to distinguish unapplied cash from invoices This field is updated automatically There is usually no need to change it DSVM0205 A R Transaction Numbers DIM10 DATA Date mm dd yy Rev7 0 0 Port 39 Store 01 1 Store Number 1 2 Next Unapplied Cash Transaction Number 9000001 lt Esc gt Change Store End lt F1 gt Help Dim3D Rev 10 0 225 A R Variable File 6 G L Integration This option determines which G L accounts are to be used when processing A R sales and cash receipts It also provides G L accounts for A R discou
326. rming Updates For Customer 999999 999 Now Deleting Updating CM3 D Files For Cust 999999 999 Transaction 99999 Now Clearing The Following Files CM4 CM5 CM7 Normal End Of Month End Update No Errors Press Enter to acknowledge the completion of this update If errors were encountered during the update print the error list to determine the nature of the problem Dim3D Rev 10 0 271 A R Special Maintenance 22 Maintain CM15 Header DS020115A MAINTAIN CM15A CASH RECEIPTS BATCH HEADER RECORD 1 BATCH SEQUENCE 3 LINE NO 0 4 CUST NO STORE NO 6 TRANS NO 7 DATE YYYYMMDD CHECK NO 9 REFERENCE o 2 PER CODE 10 STATUS CUST TYPE 1 13 APPLIED ON ACCT A R 14 MONEY RECEIVED BANK 15 DISCOUNT 16 FINANCE CHARGE 17 GL ACCT 1 18 GL AMOUNT 1 19 GL ACCT 2 20 GL AMOUNT 2 21 GL ACCT 3 22 GL AMOUNT 3 23 LAST PAY DATE A B 24 NON AR CASH RECEIPT ENTER OPTION A V E FILENAME CM15 D Cash Receipts by Batch File KEYS N A COMMENTS This option allows you to perform maintenance on header information in the Cash Receipts by Batch File CM15 D on a record by record basis Records in this file are added during Cash Receipts by Batch They are deleted automatically during the A R Month End Update All batches must be updated before doing month end 272 Dim3D Rev 10 0 A R Special Maintenance 23 Maintain CM15 Detail DS020115B MAINTAIN CM15B CASH RECIE
327. rresponding to the description and the credit hold release code QUICK TIP You could put customer accounts which have had no sales activity for at least a year or more on credit hold until you can get an update on their financial or credit standing 2 Take Off Credit Hold The computer asks Taken Off Credit Hold By 0 Enter the Taken Off Credit Hold By code written by and accept it press Enter NOTE Ifyou take off the main account of a customer with jobs from credit hold the computer also asks Apply to All Jobs Y N Enter Y to take off all jobs from credit hold as well Or enter N to take off the main account only from credit hold The computer displays Now Off Credit Hold Ent gt Continue Press Enter to activate the new credit status Dim3D Rev 10 0 27 A R Procedures 3 Change Credit Limit If the option in the Variable File is turned on to Release Code allow the credit limit release code to be changed the computer asks New Credit Limit Release Code BIGBIRD The current credit limit release code is displayed Enter the new release code up to 10 characters to be used for all customers and press Enter The credit limit release code is used during POS processing for a customer exceeding their credit limit Unlike the credit hold release code which changes constantly the credit limit release code remains the same until it is manually changed in the computer You would need to supply the
328. rts Cash Receipts by Batch 63 fin chg DR 48 51 finance charge 98 109 Cash Receipts by Batch 98 99 code 211 edit list 104 month end 105 POS addon 98 103 revolving 121 Special Maintenance 98 99 write off 134 Form Discount Options statement 181 Form Preprinted Heading report 174 Form Print Heading report 177 Form Print Trans Discount statement 180 Form Revolving statement 182 G G L amount 12 17 55 G L Integration Variable File 226 G L number 12 17 55 General Ledger employee paid on account 94 recover bad debt 114 GPOST GM3 D 60 90 104 group 5 group pre lien 303 309 311 321 H history sales and cost 6 installment payment 9 101 121 minimum 9 101 Invoices Applied History report 203 item pricing 24 25 J job 2 4 6 44 80 129 job address pre liens 291 295 303 310 312 job scroll order 129 L late charges See finance charge liens 6 24 32 206 M mailing labels 152 Maintain Applied Items History 275 Maintain CM15 Detail 273 Maintain CM15 Header 272 Maintain Payment History CM4H 274 Maintain Pre Lien Information 289 Add New Customers 290 construction lender 291 credit contact 292 default print flag 291 estimated cost 291 fax number 292 job address 291 misc notes 1 amp 2 291 original contractor 291 print flag 291 project type 291 property owner 291 save lien info 290 subcontra
329. s 000 Ending Customer Aging amp Stmts 999999 999 Aging Breakdown for Classification Aging Selection Code 61 60 Days Past Percentage of Balance in Selection Code 20 00 Print Selection Code Within Aging Print Customers with Zero Balances Y N Print the Total Page Only Y N Print Optional Headings Y N Number of Copies Store Number 0 All Stores Select Optional Field Y N 2 Calculate Aging Balances 3 Print Aging Report Enter Option E to End Special and Unique Input Parameters Aging Breakdown for Classification Towards the bottom of the screen the computer displays a list of Aging Selection Code aging codes If you wish to classify accounts by a percent of balance select which aging bucket you wish to use in the classification 0 1 All Accounts Past Due 31 30 Days Past 61 60 Days Past 91 90 Days Past For example if you wish to classify accounts with 20 of their balance in 60 days past due enter 61 here and 20 in Percentage of Balance in Selection Code below Percentage of Balance in This works with the Aging Selection Code above Enter the percentage Selection Code of balance for which you wish to classify accounts according to the aging bucket you selected above Print Selection Code Towards the bottom of the screen the computer displays a list of print selection codes This selection controls which accounts are printed according to the aging breakdown you entered above Enter the print sel
330. s and statements It is required if you copied customer files previously Required This option must be done to properly update the customer files and prepare them for the next accounting month It will Clear MTD fields in CM1 D charges returns payments adjustments finance charge written off discount taken sales cost statement discount Move ending balance to BEG MO BAL Clear paid invoices from CM3 D Purge payment history information from CM4H D and CM5H D according to the number of months to keep history found in the Variable File Sales Variable File Miscellaneous Codes Miscellaneous Codes 3 Number of Months Credit and Payment History Update current payment detail to CM4H D and CM5H D Clear payments from CM4 D Clear open item transactions from CM5 D Increment the discount date and due date by one month to get ready for the next month s activity These dates are found in the A R Variable File Terms Information Optional This print routine prints the terms information from the Variable File so you can verify the dates were changed correctly for discount due dates All selected steps will be performed automatically when you begin the update A checklist will be printed showing you everything that was done so you can verify it finished successfully Transaction entry can begin for the new month Sign on with your month end password and print statements This allows you to begin entering sales
331. s described below in Step 5 V View existing lien information Then you have the option to change C the information E End this option and return to the previous menu See below for a description of each field in CM8 D 1 CUSTOMER NUMBER Enter the customer number you wish to add or view You are not allowed to change the customer number however It is the first key to the file ADDR 1 This is the job address ADDR 2 CITY STATE ZIP PROPERTY This is the property owner s name and address ADDR 1 ADDR 2 10 CITY 11 STATE 12 ZIP OPN PAPPP Dim3D Rev 10 0 295 Appendix B 26 27 28 29 30 31 32 33 34 296 ORIGINAL ADDR 1 ADDR 2 CITY STATE ZIP LENDER ADDR 1 ADDR 2 CITY STATE ZIP ESTIMATED COST PROJ TYPE PRE LIEN NUMBER PRE LIEN DATE PRE LIEN INVOICE PRE LIEN INV DATE NOT USED MISC 1 MISC 2 PRINT FLAG Y N U This is the original contractor s name and address This is the construction lender s name and address This is most likely the credit limit on any particular job up to 12 2 digits Enter up to 20 characters describing this project i e BUILDING MATERIALS The pre lien form requests a description of material labor services or equipment furnished This number is assigned automatically as the pre lien form is printed It can be up to 7 digits long The next pre lien number i
332. s in each record are to be separated The DOS program you will be using to import this data will ask how the data is structured so it will know how to format it when it comes over 2 1 Fixed Field The text file will be created with fixed length fields If the data in each field is less than the allotted field length blank spaces will be added to fill up the field 3 2 User Selected Delimiter The text file will be created with a delimiting character that you specify below in DELIMITER The most common delimiter is a comma However if your DOS application asks for something else you can define it 4 3 CRLF After Each Field The text file will be created with a carriage return line feed between each field This arranges the data in a column one field under the other You will enter this field only if you selected file type 2 for user selected delimiter Enter the character to separate each field The comma is the most common For example OY 3 or Enter Y to include CM2 D Customer Misc File Or enter N to not include it Enter the store number for customer selection Or enter 0 for all stores Dim3D Rev 10 0 A R Special Maintenance Select Optional Using the same concept as the optional field in the Field Y N A R reports you can select other CM1 and CM2 fields for further customer selection If you need to calculate the aging balances of the selected customers select 2 for Calculate Aging Balances
333. s in normal cash receipts NOTES Dim3D Rev 10 0 95 A R Procedures Extra Signatures PURPOSE Use this procedure to add change and delete names for authorized signatures in the Extra Signatures File CM14 D If found this file will be used at POS to verify signatures Extra signatures are used only for customers who require authorized signatures You can have an unlimited number of signatures per customer controlled only by the size of CM14 D Extra signatures can also be displayed at A R File Inquiry and printed on the Customer List Authorized Signatures PROCEDURE See Also 1 Go to Accounts Receivable then File Maintenance 2 Select Maintain Extra Signatures Search For amp 3 From the standard customer selection routine select and accept the Select a customer requiring extra signatures Customer 4 The computer displays the extra signature screen For example if no signatures have been entered for the selected customer DS020114A Maintain Signatures DIM10 DATA Date mm dd yy Rev9 0 4 Port 37 Customer 4060 000 LICHTIE CONSTRUCTION Store 01 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 1 2 3 4 5 6 7 8 9 Record Doesn t Exist A dd Record E nd Enter A to add the extra signatures Or enter E to end this procedure and return to Step 3 to select another customer 5 The cursor moves to the first line Enter a name up to 15 characters allow
334. s stored in the Pre Lien Variable File in Pre Lien Maintenance Pre Lien Information field 2 Next Pre Lien Number This is the date the pre lien form is printed It is assigned automatically by the computer This is the number of the first lienable invoice found in the Sales History File SHO D for this customer It is assigned by the computer when the pre lien form is printed As invoices are entered at POS they are marked as lienable or not lienable That lienable status is carried with the invoice as it is updated to the Sales History File during the day end update This is the invoice date of the first lienable invoice in field 29 It is also assigned by the computer when the pre lien form is printed Enter up to 20 characters of miscellaneous notes about this pre lien There can be 2 lines of miscellaneous notes The computer will default to the response you set up in the Pre Lien Variable File Pre Lien Maintenance Password Account Option field 2 Default Print Flag Press Tab to accept it or enter another response Y pre lien form will be printed It is active N pre lien form will not be printed It is on hold U pre lien form has already been printed It is updated Dim3D Rev 10 0 41 42 43 44 45 46 SUBCNTR ADDR 1 ADDR 2 CITY STATE ZIP TRUST ADDR 1 ADDR 2 CITY STATE ZIP Appendix B This is the subcontractor s name and address Th
335. s support to get this option turned on SORRY CAN T FIND A VALID SECURITY CODE FOR RUNNING LIENS The computer displays the Process Pre Liens Menu cs02020 Process Pre Liens DIM10 DATA Date mm dd yy Rev8 0 1 Port 40 Store 01 Print Edit List Print Labels Print Lien Forms Change Date Enter option Enter 1 for Print Edit List The computer displays cs02021 Pre Lien Edit List DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Include Invoices thru MMDDYY 72601 Print 1 Active Pre Liens Only 2 On Hold Pre Liens Only 3 Both Active amp On Hold Store Number 0 Al11 Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Press Enter if all parameters for the report are correct and you wish to print E to end this process and not print the report or 1 to enter new parameters Dim3D Rev 10 0 299 Appendix B 4 Ifyou entered 1 to change the input parameters the cursor moves to the top of the screen Use normal procedures for entering the input parameters and printing the report Include Invoices Thru If desired enter a transaction date through which MMDDYY to include invoices Customers with invoices up to and including this date will be printed Print Enter 1 2 or 3 depending on which status 1 Active Pre Liens Only 2 On Hold Pre
336. s to the check data and debit credit information screen The cursor is positioned at Date Press Tab to accept the displayed date or enter the appropriate date of this entry Check No Press Tab to bypass Reference Enter a brief description such as FROM 000 up to 10 characters Fill in the following debit credit information Bank DR 0 zero Discount DR 0 zero Fin Chg DR 0 zero AR CR Positive amount same as in Step 6 Fill in the following G L information to remove the amount from the clearing or suspense account G L No 1212 01 Unapplied Payments or the same account entered in Step 7 Amount Press Enter to default to the amount entered in Step 15 AR The computer displays the Apply By Transaction screen The cursor is positioned at Trans Enter the transaction number being paid with the credit The selected transaction is displayed along with its corresponding customer The cursor is positioned under Applied Press Enter to apply the remaining balance of this transaction Dim3D Rev 10 0 17 A R Procedures See Also Cash Receipts by Batch 18 19 20 21 22 23 If the Remaining balance is zero and this was the correct transaction to pay press up arrow to end this entry The press Enter to accept it Print an Edit List It should show zero totals and A R Bank Disc Fin Chg and G L Amt If correct update the batch to customers and G L 8 on the menu Print the G L
337. sccicciisccnccteseccecesetececcosscescecescsccdesaccedccassvescaesnuecceadndescdsenececdesseccectess 107 Post Finance Charges Billed to Balance Sheet sssesccececcsssscsocececccesscsocecceccesessssoosese 109 Purge Credit Notes by Date siiseccisccsccccisisccccvssineccstnctescctsssscccnecsteccsnsstescctscssccccsecvsccsnsstescctee 111 Received on Account ROA seessessesoeseseooreeesorseeeoesosesoreoesoesoseoesoceeoesoseoesoseoeeeoreoesoseseeoersoee 112 Recover Bad Debt sesooesocoossoeroessocooseoesossooroesooeoosooseoesoosooeoosooeeossooeoeseosoesoooeoesossoeeoososeeoso 114 Refund Credit Balance seessesoorooseoesoesooroesooroesooeooesooroesoosoosoosooesoseoosoososoooseserossosesoseseeose 115 Returned Checks seesoesoesoesoosoesoosoocooseoeeooseosooseoerossoosoesoosooeooseseeossoorooseoesoesoveoesoosoesoososeeose 117 REVOLVING ceiros tesossososrcss o toocsesostoso sse sos psss to vss os eto sosea sosovi ro esros os eseo essu ei roesai paos estss 120 Sales Tax Codesu csscossssssscssscsssccscsesscssscssscsscscsescscssssescscsescssnsssnssnessnessosessnessnessoossooses 122 Search For amp Select a Customer csccccsscssscsssssssscssscsssenssscsscssssssssnsescsesssssnessnesee 127 Transfer A R to Notes Receivablle ssccsccsssssscssscssscsssssssscssecssesesessssscssssseesssesooess 130 Write Off Bad Debt ccssssssssscsssccsscessscssscssscssssssssssscssssssessssscsssssssnessnessnessnesssesso
338. secesesersedesecssececasssoss 225 Gs G L Integration vicisscccscssssccecaccccccevbicccsesbuetacessccecs tsecbctecsandcaesecdacesasedcdsnadsedsaenacccesnsasescetas 226 T Miscellaneous CodeS orsina nnno ania Aa ine anro ariaa Aa iaa naiss 227 1 14 Miscellan ots C de Sunsin engene e e n a A E coke shou E a 228 7 2 Volume Discount Tables oriita isien iek i E EEE Ki AS 229 7 3 PurgelU Ppdate D ates enisi e E a a Eiaa e EE E E aS 230 8 Password Account Options seseseesssscsccecceceesscsocececeesscsocecocceesecooceocceesscsossooeceesessssoceese 231 8 1 Add Maintain CM1 Fields cccccccccccccccssccessceesseceesseceeseeceseeeesseceseseecsseesesseseesseeeseeess 232 8 2 Add Maintain CM2 Fields ccccccccccccccssecesscecsssceesseceeseeceseeecsaeceseseeceseesesseseesseceeeees 233 8 3 AIR Ingury Fieldsin Sacco se cees tess cu cab atau teen bah cde dh Seaweeds bas SESE tee hc eas na a iaer 234 8 4 Other Password Account Options 0 cccccesseccececececeessnsececececsesenesececeeeessesensntsaeeeeees 235 Os REPOLUS setsciscaceestcsveecncisbocestiscvesecscsvesvasaseeesdicsesesgedse TET E oss s ssce couse d sesvodssenees 236 Table of Contents SECTION 4 A R Special Maintenance cccccsssccrsssseree 29 1 Customer Master File Maint CM1 scssscsssssssscssscssssscsssscscsssssssssesssessnessccssseees 239 2 Change Fields W Range CM1 csssssssssssssssscssssssnsscssesssessessenssnssesscosessesssens
339. seseneas 66 Customer Master File CM T Doreir es iria Eae EE SENEE E EENEN ESS SEEE EEEE EEE 68 Customer Mise File CM2 Diecast R ena ANEA EAEN a AES NEEN EEA Ee ENE aS 70 Change Customers by Batches arere EE A AAA E Ta ara iEn 72 Credit Hold Put On Take Off ccssscccssssssccssssssccssssccssssssscscsssssccscssssccscssscsscssssssssssees 79 Credit Hold Release sooesesooccssooccssooecssooeesssooesssoossssoosessooesssooeeessoossssooseesoossssoossssosossssoosessse 81 Credit Limit Release si okusni osna ENN NAS A ENRE 82 Credit NOtes HIStOryseescisssessccestcedciececsicinescndciessecedcsesaccscsseteatscentessccestestcsessteedsdentoescceseosscsetens 83 Customer Out Of Balances sssccccisscccscsecscscetesctcscssicccsneectsccededsceseesdcccsscoscecsdedececedsestacdsssesctsareee 86 Davy En PI E I N E E scctenss codesecesccescdecccctensecedecesecccedesecccesascccrscsecossedeccontes 89 Table of Contents Employee Paid on Account iiscscsissescsccssecssccsescccceteseccocesesssscescssescessesccocesecescncssesescessesdessenses 94 Extra SLOT ACUPES oicsedsveecss csssssecdebidossdsventecececeosssiendoestcseseosds dose DeSK eE ra oS Eros SaN DETSE o ESEE asara 96 Manual Finance Charge ois cisissicsccccsccosetessoxsctessssecesesess soecsssgedesbavesesssvssecesesesecdesseseessevssesesees 98 Month End ccscccssssssscssscsssssssenssenessnessssccenessnsssssssesssessssssssscssscsseessscsssssssssssessocssncssnssoess 104 Payment History siciscscceciec
340. seuueessesseseeea 314 Part 4 2 Pre Dem Reports 2sei cceds vied ches ealecssveatb beds vied a a A saddens s ahbdees a heaters oan 316 Part 5 Purge Pre Liens by Date File u cccsssccccsssssccsssssscccsssscsesssssscssssssssssscsssscees 317 A R Procedures SECTION 1 A R Procedures This section contains Accounts Receivable procedures You can use it asa supplementary aid as you learn the Dimensions system as a reference guide to answer certain procedural questions for regular Accounts Receivable activities and as a teaching tool for new personnel This guide contains both general and specific information about A R It is designed to be a continuing source of instruction and reference as you use Dimensions software You will find practices for both new and advanced users Some procedures you may find helpful using on a day to day basis or in giving you ideas on how to run your business Others will be used occasionally under special circumstances Many topics are suggestions only and reflect the opinions and recommendations of the Dimensions training and support staff If you already have established company procedures and they are working successfully continue using them If you need to institute some procedures or you are just starting up the system take into consideration the concepts presented in this section You will find some good tools to help you manage your business It is assumed you have read Getting Started and know how
341. sh receipts will be posted to the General Ledger and Totals file Daily Report to store 1 STORE 1 lt Ent gt Begin Update lt Esc gt Change Store Press Enter to begin the update Or press Esc to change the store number Press Esc again to end this process and return to the Cash Receipts By Batch Menu CAUTION As soon as you enter the bank number below the computer immediately begins the update process 4 Enter the bank number to which this batch will be deposited usually 1 The computer updates the customer G L and Totals files and displays DS02604 Cash Receipts Update DIM10 DATA Date mm dd yy Rev9 0 2 Port 37 Store 1 Batch CR123 Period 04 Enter Bank Number 1 STEP 1 Adding Totals Checking Balances Step 2 Updating Customer files 1004 1040 000 Step 3 Updating to G L and Totals file 8140 01 Cash receipts update completed Press Enter to acknowledge this message You are returned to the Cash Receipts By Batch Menu NOTES The update process does the following 1 Updates the following customer files CM1 D CM3 D CM4 D CM5 D 2 Updates T2ssyy D file for the Daily Report 3 Updates GM3 D GPOST with journal entries Uses the batch number preceded by GC i e GC051494 If you follow this procedure for every cash receipts batch you will be assured that all payments are posted to the G L However to be sure of this you may wish to print the Print Unupdated Batches CM15 from the C
342. sor is positioned at Date You can do one of the following options Press Enter Accept the current displayed date Enter a date Change the payment date if needed lt UpA gt A Go to A R inquiry When returning from the inquiry you are returned here period Toggle the Last Pay Date option Towards the bottom of the screen the Last Pay Date selection is displayed The Last Pay Date can be handled two different ways Enter a period to change between the 2 methods If the message shows Last Pay Date If Bank Debit the CM1 D record for Last Pay Date and Amount will only be updated if there is an amount in Bank DR Step 9 This is the default If the message shows Last Pay Date If A R Credit the Last Pay Date and Amount will always be updated in the Customer Master File CM1 D This will handle an ROA which does not have a Bank DR entry because cash was affected when it was taken at POS The cash receipts procedure is used to apply the payment to the customer s transaction s Esc Go back to Step 5 customer selection routine Check No Enter the check number up to 7 digits or Enter to bypass Or press A to use the previously entered check number once a check number has been entered This is not a required field Dim3D Rev 10 0 A R Procedures 8 Reference Enter a reference number up to 10 characters The reference number can be an invoice number credit memo number a brief description a cash in transact
343. sssssssscssssssssscssccsscsssssssssssccssscssssssseess 257 16 Extra Signature File CMI 4 ccccisscsscacccecsscssesecssonseccossssnesesssesteecsscsssseseesenseesssosssecsses 258 17 Purge Unupdated CM15 Bat cheg ccccssssssssssscssssssssscssscsscssssssssssssccsscssessssssssces 259 18 A R Cutover Process seeseesseroseseesoesoesoceoesooreoesoseoesooreeesoceeeeooreeeeoreoseooreeeeoreoreoesoeesoreesee 260 19 Print Customer Data to File scscccsscsssssssscssscssessccscccsesssssscssscssssssocessssssnessneses 261 20 Apply Late Charges Manual sccssssssscssssscccsssssscccsssscsscssssccscsssssccsesssscsscsseees 266 21 A R Month End Update sri cccsscssscisesssoncsscvessisnsvesecscsessasssvvvsecdesecscsssevesesecossosssientcobcseseesss 270 22 Maintain CM15 Header seseeesoeseesoerosesorseeeoesosesoreoesoesoseoeeeeesoesoceoeseeeeoreoseoeceeesoreeseoee 272 23 Maintain CM15 Detail sesosesoesessoesosesorsereoesosesorsoesoesoseooreeesoesosesoreeesoreoseooresesoeeeseose 273 24 Maintain Payment History CM4H seesssoocsesocoesssoossesococessooseesocosessoosesssooesesoosssssoo 274 25 Maintain Applied Items History sesssscoscesoocsesoosecssooesesooeeesococeesooceesoosessoooesesosssesose 275 26 A R Year Bd Update vssiiscssscccscsisscssettsccccsssvecsevsvSeascevevsocessedesaceussiesesdeteesccasecvsdsevsssesccses 276 APPENDIX A A R Files iisiesesescssssssseessesssesssosdoostersncssesceaenebeeesss
344. st customer displayed as the last customer of the new display Depending on the keyboard there are several ways of paging up gt All keyboards Press the comma and Enter gt IBM 3151 Press Shift Home i ey PAGE gt Wyseterminals Press Shift PAGE gt PCsand monitors Press Page Up lt Esc gt Exit Press Esc to end this routine and return to the previous menu Dim3D Rev 10 0 A R Procedures L lt Ent gt Select Enter the line number from the left column to select a specific customer Enter another name or To quickly go to another area of the customer list number to go to another enter the letter s or number s and press Enter area of the customer list as in Step 1 3 If you selected a main account customer with jobs the search routine is a little different The computer displays a search routine showing the customer s jobs in job number order starting with the main account information For example ps02201 Customer Inquiry DIM10 DATA Date mm dd yy Rev10 0 7 Port 39 Enter Customer Number or Name Store 01 lt Ent gt Select lt UpA DnA gt Scroll Page Down Page Up lt Esc gt Exit L lt Ent gt Select 1010 000 F P S INC DBA BURGER PO BOX 357 L 1010 000 1010 100 OFFICE JOHN SMITH 413 123 4567 FPS 1010 101 F P S INC DBA BURGER PO BOX 357 FPS 1010 102 INC DBA BURGER PO BOX 357 1010 200 BURGER KING 3257 JOE SMITH 413 567 8923 1010 300 BURGER KING PAGE BLV JIM SMITH 413 987 6543 101
345. t Written by code DETAIL TOTALS Line number Subtotal Item description Addons Item number Sales tax Units Total of transaction Price Discount Extended amount For example 2000239 INVOICE MISC LN DESCRIPTION 1010 200 AAA CONSTRUCTION CUST PO 555 ITEM UNITS 800 00 SUBTOTAL STATE SALES TAX TOTAL mm dd yy 11 55 DEL DATE mm dd yy W 1 PRICE AMOUNT 396 00 MBF 316 80 316 80 19 80 336 60 1 2x6 08 2 amp BTR FIR amp LAR 1102108A You can print this report with a range of customers and a range of transaction dates You can also select specific written by and assigned salesmen codes to include in the report DIM10 DATA STORE 1 Date mm dd yy Port 39 Store 01 DS02391W Rev10 0 3 Statement History 1 Input Parameters Beginning Cust Number Ending Cust Number Beginning Trans Date Ending Trans Date Written by Assigned Salesman Page Eject Between Cust Page Eject Between Jobs 000 999999 999 0 0 A11 0 A11 Y N Y N Type R D S A A11 Print Zero Balance with Activity Number of Copies Store Number Report Date Select Customer Optional Field Y N Select Sales Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Enter Y if you wish to eject a new page between customers Or enter N if you wish to print the invoice detail continuously going over the perforations in the paper Page Eject Between Cust
346. t Customer Field DIM10 DATA Date mm dd yy Rev10 0 3 Port 37 Store 01 Enter Field To Check Zip Code 3 Enter Range To Select Beginning Value Ending Value 4 Enter Range To Not Select Beginning Value Ending Value lt Esc gt Back To Field To Check Option 1 4 140 Dim3D Rev 10 0 A R Reports 3 Enter Range To Select Beginning Value Ending Value a According to the field you selected in Step 2 enter a beginning and ending value to match and print For example you selected field 6 Zip Code and wish to print a list of all customers with a zip code beginning with 9 Enter 90000 for the beginning value and 99999 for the ending value b You can enter up to 30 characters alpha numeric for the beginning and ending values c When you are done entering values press Enter to go to Step 4 4 Enter Range To Not Select Beginning Value Ending Value a According to the field you selected in Step 2 enter a beginning and ending value to match and thereby not print For example you selected field 29 Bid Number and wish to print a list of all customers without a bid Enter 1 for the beginning value and Tab to accept all nines 999999 999 as the ending value b You can enter up to 30 characters alpha numeric for the beginning and ending values c When you are done entering values press Enter to go to Step 4 4 After setting up the option with its values the computer asks lt Ent gt Accept lt Esc gt Ba
347. t credit to zero out press up arrow to end this entry Then press Enter to accept it At Date press Ese twice to return to the Cash Receipts by Batch Menu Print an Edit List It should show zero totals and A R Bank Disc Fin Chg and G L Amt Dim3D Rev 10 0 A R Procedures 15 If correct update the batch to customers and G L 8 on the menu 16 Print the G L Entries The totals should be zero NOTES Dim3D Rev 10 0 19 A R Procedures A R File Inquiry PURPOSE Use this procedure to examine the status of any customer account You can view information such as how the customer is set up the last payment and last charge dates available credit year to date balances a monthly account activity summary as well as payment and invoice detail You can also change credit information if your password user level is high enough NOTE If you have the Variable File option set to display only certain A R fields by password account name this procedure will be altered As it stands it describes every field as if they had been selected See A R Variable File Password Account Options A R Inquiry Fields PROCEDURE See Also 1 From Accounts Receivable select File Inquiry Search For amp 2 Using the standard search and select routine select the desired customer Select a Customer 3 The computer calculates the aging balances according to the current data in CM1 D and CM3 D and displays the inquiry screen For exa
348. t detail from the current month s CM4 D is updated to CM4H D if this file exists The A R month end update also checks the A R Variable File Miscellaneous Codes Miscellaneous Codes 3 Number of Months Credit and Payment History to determine how many months of payment history to keep Based on the number of months found there the month end will purge customer payment history information before adding new records Dim3D Rev 10 0 A R Special Maintenance 25 Maintain Applied Items History DS02015H MAINTAIN OPEN ITEMS APPLIED HISTORY ODIKHRURWNE CUSTOMER NUMBER STORE NUMBER TRANSACTION NUMBER DATE YYYYMMDD BATCH ORIGINAL DATE ORIGINAL AMOUNT BALANCE DUE AMOUNT APPLIED CM4 SEQUENCE NUMBER PERIOD YYYYMM TRANSACTION SOURCE INVOICE DUE DATE DISCOUNT AMOUNT ENTER OPTION A V E FILENAME KEYS CM5H D Open Items Applied History File Customer Number Store Number Transaction Number Date YYYYMMDD COMMENTS This option allows you to perform maintenance on the Open Items Applied History File CM5H D on a record by record basis During the A R month end update the payment detail from the current month s CM5 D is updated to CM5H D if this file exists The A R month end update also checks the A R Variable File Miscellaneous Codes Miscellaneous Codes 3 Number of Months Credit and Payment History to determine how many months of payment h
349. tailor the report headings by entering the month names The computer also asks Optional Headings Curr Jul 61 90 Apr 1 30 Jun Over 90 Mar 31 60 May Finchg Fin Chg The computer determines the current month from the report date entered as an input parameters The cursor is positioned at the first character of the current month Either type in up to 3 characters of description for this heading or Tab to leave unchanged and go on to the next heading Or press Esc to not enter any headings but print them as displayed Standard print routine Dim3D Rev 10 0 A R Reports SAMPLE AGING BY TRANSACTION STORE mm dd yy 12 42 56 STORE 00 ALL ALL ACOUNTS CUSTOMER AGING CUST ST INC DBA BURGER KING 1 2 FPS 105490 5941 Total 99549 Job Totals 99549 ANDERSON MIKE 102714 5941 Total 96773 Job Totals 96773 BECK STREET CONSTRUCTION 1 2 2917 122 3039 BONHAM STAN 1 805 BRODERICK AND ZARBOCK PLUMBING 1 316 CHRISTENSEN DAVID CLASSY BUILDERS Total Job Totals CONSTRUCTION ADVISORS 1 CYSTIC FIBROSIS FOUNDATION 1 2 DRAPER ROY STORE TOTALS 423826 23390 400436 ACCOUNTS RECEIVABLE TRADE 400436 400436 Balance Due is calculated by BEGINNING BAL MTD CHARGES MTD RETURNS MTD PYMTS MTD ADJ MTD FIN CHG DISC ALLOWED BALANCE DUE CURRENT 1 30 DAYS 31 60 DAYS 61 90 DAYS Ov 90 DAYS 378756 FIN CHARGE 12315 REVOLV NOT DUE TOTAL 400436
350. taled into an aging bucket depending on the number of days between the due date on the transaction and the date entered in this program If you answered Y above the computer begins immediately to calculate the aging When done it displays Normal End Of Aging Calculation Press Enter to acknowledge this message and return to the previous screen Dim3D Rev 10 0 A R Procedures 4 Compute Late Charges Dim3D Rev 10 0 This option computes the actual late charges The computer begins by displaying DS02380 Late Charges DIM10 DATA Date mm dd yy Rev8 1 2 Port 37 Store 01 kkkkkkkkkkkkkkkkkkk IMPORTANT 2K RRR KKK RRR KI KIRK KIRK KR IK Be sure aging has been calculated Step 3 before computing late charges A late charge will be calculated for all customers unless otherwise specified in their Terms Code This late charge will automatically be posted to their account and to the general ledger period code of 4 Please make sure the above date and period are correct before continuing Do you wish to continue with the late charge calculations Y N After reading the message enter Y to continue or N to discontinue and return to the previous screen If you entered Y the computer begins immediately to compute late charges for the selected customers A transaction will be created in CM3 D for each late charge It will also calculate the current payment amount for revolving customers The payment am
351. ter the name and address as you wish it to appear on the printed label DS02370D Shipping Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 Customer No 000 Name Attn Address Line 1 Address Line 2 Address Line 3 Zip Code Box Count Number of Copies to Print 0 lt Esc gt Change Selection lt UpA gt Change Label Description Enter the information as you wish it to appear on the mailing label Name 30 characters Attn 20 characters Address Lines 1 3 25 characters each Zip Code 10 characters 3 If you need to enter a box count the computer asks Number of Copies to Print 0 lt ESC gt Change Selection lt gt Change Label Description You can do one of the following options gt Enter the number of labels to print for this name and address up to 99 gt Press Esc to change the customer selection Return to Step 1 gt Press the up arrow to change the information on the label Return to Step 2 4 Proceed with the standard print routine Dim3D Rev 10 0 155 A R Reports Select by Sales Master or Sales History Transaction Number 156 1 Ifyou wish to select by entering a Sales Master or Sales History transaction number the computer displays DS02370D Shipping Labels DIM10 DATA Date mm dd yy Rev10 0 1 Port 39 Store 01 Find Transaction in Sales Master Enter Transaction Number lt Esc gt End You can do one of the following options gt Enter the tr
352. ter displays All Transaction should Now Have Good Due Dates Press Enter to return to the previous menu If you answer N you will be returned to the previous menu without changing any due dates Dim3D Rev 10 0 249 A R Special Maintenance 9 Recalculate A R Due Dates DSO9001A Calculate Due Dates DIM10 DATA Date mm dd yy Rev8 1 1 Port 39 Store 01 1 Change Store No 2 Calculate Due Dates Enter Option E to End FILENAME CM3 D Customer Transaction File KEYS N A COMMENTS Allows you to change invoice due dates for all customers for one store based on invoice date parameters you enter This program is useful if you have transactions with due dates less than the transaction date This might happen if the A R month end procedures do not complete successfully for some reason and the discount and due dates in the A R Variable File Terms Information do not get incremented to the new month Transactions processed in the new month would then carry due dates less than the invoice date This would impact aging and finance charge calculations This program will correct those bad due dates After you check the store number select 2 for Calculate Due Dates The computer displays DSO9001A Calculate Due DIM10 DATA Date mm dd yy Rev8 1 1 Port 39 Store 01 Enter the Following Dates Sample data is for a cutoff date of 3 31 87 Invoices On After be 51087 Invoices On After 30187 and Before 40187 Will be 41087 In
353. tes sale of assets etc We recommend that non A R cash receipts be posted in a separate batch so that the bank deposits for regular A R payments match a specific batch Non A R cash receipts are usually not a daily occurrence From the Cash Receipts By Batch Menu select 5 for Enter Non A R Cash Receipts The computer displays DS02602 Enter Non AR Cash Receipts DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Non A R Cash Receipts Store 1 Batch CR123 Date 70601 Period 04 Check No Reference Bank DR Running Batch Totals A R Credits 1450 00 Bank Debits 1450 00 Other DR CR 00 Proof 00 Dim3D Rev 10 0 A R Procedures The cursor is positioned at Date You can do one of the following options Enter Accept the current displayed date Enter a date Change the payment date if needed Esc Go back to the Cash Receipts By Batch Menu 3 Check No Enter the check number up to 7 digits or Enter to bypass This is not a required field 4 Reference Enter a reference number up to 10 characters such as a reason for this receipt of money Itis for your information only It is a non required field Or Enter to bypass 5 Bank DR Enter the amount received that will be deposited in the bank This debits the bank 6 The computer displays the G L portion of the entry DS02602 Enter Non AR Cash Receipts DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Non A R Cash Receipts Store 1 Batch CR123 Date
354. th or without Logo found on the Pre Lien Reports Menu Only active pre liens will be printed Print Flag Y Pre liens with a print flag N or U will not be printed unless it is changed to Y BEFORE YOU BEGIN Make sure you have the proper forms loaded in the printer PROCEDURE 1 From the Process Pre Liens Menu select 3 for Print Pre Lien Forms 2 The computer displays the print program set up in the Pre Lien Variable File Pre Lien Maintenance Pre Lien Information field 1 Print Program for Pre Lien Forms cs02022 Print Pre Lien Form A DIM10 DATA Date mm dd yy Rev10 0 1 Port 40 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically 1 Beginning Customer 000 Ending Customer 999999 999 Include Invoices thru MMDDYY 72601 Print Group Pre Lien Y N N Signature Name City Name Store Number 0 A11 Pre Lien Date lt Ent gt Print Report E End 1 Input Parameters cs02023 Print Pre Lien Form B DIM10 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Print 1 Numerically or 2 Alphabetically ak Beginning Customer 000 Ending Customer 999999 999 Include Invoices thru MMDDYY 73101 Print Group Pre Lien Y N N Store Number 0 ALL 0 Pre Lien Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Press Enter if all parameters for the forms are correct and you wish to print E to end this process and not print the forms or 1 to enter new parameters
355. the transaction only if this option appears on the screen 3 Proceed with the standard print routine Dim3D Rev 10 0 A R Reports SAMPLE SHIPPING LABEL Dim3D Rev 10 0 157 A R Reports Aging Reports 9 Traditional Standard Aged Analysis This report shows a list of customers and their account balances aged according to an aging date you enter It includes the customer number name A R group and type codes balance due current 1 30 days past due 31 60 days past due 61 90 days past due over 90 days past due late charges last pay day date and either the last sale date or last payment amount credit hold codes and assigned salesman The report prints these balances for each customer s jobs as well as totals for all jobs The grand totals include a break out for each A R group code percentages of current 1 30 31 60 61 90 and 90 plus days late charges and revolving not due The aging balances must be recalculated before printing the report in order to pick up current charges and payments See A R Aging Theory in the introduction to this A R Reports section DS02390 Aging Analysis Rev10 0 2 DIM10 DATA Date mm dd yy Port 37 Store 01 1 Input Parameters Report Date mmddyy Customer Print Order 1 Numerically Beginning Customer Aging amp Stmts 000 Ending Selection Code Print Customers With Zero Balances Y N Print The Total Page Only Y N Sales Payment Print Option S P Print Opti
356. there are any warnings for these files you can print a report with instructions to correct the problem Follow the instructions then run the month end pre test again to make sure it has no warnings 2 Print the Finance Charge Edit List from the Month End Processing Menu This report will calculate aging and print a preliminary list of the finance charges which will be charged when you apply finance charges If the finance charges the computer calculated are incorrect you will need to make corrections in either Terms Information in the Variable File or the customer records through File Maintenance For instance if you have a customer on the Edit List which was charged a finance charge when it was not supposed to their assigned terms code might be incorrect Change their terms code to one that does not charge a finance charge and print the Finance Charge Edit List again Or the terms information in the Variable File may be incorrect Fix any set up problems and print the Finance Charge Edit List again until it is correct 3 Make a month end backup tape It will store a copy of your files as they were at the end of the month before generating finance charges and clearing out the month to date figures 4 The month end program allows you to set up certain parameters for the month end procedure such as which steps to execute You can do the A R month end separately from inventory and sales analysis totals to allow you to print statements before the en
357. they will be noted on the update messages report 25 Customer Aging Recalculates aging using the current date and prints the totals page only of the aging buckets for each A R group how the balance was calculated the percentages of current 1 30 31 60 61 90 and 91 days finance charges and revolving not due QUICK TIP To make a quick daily check to be sure all accounts are in balance the following three totals must match GRAND TOTAL BALANCE DUE TOTAL last line Also the BALANCE DUE on this page should equal the BALANCE DUE on the Daily Report see 5 Daily Report above SAMPLE AGING REPORT TOTALS PAGE ONLY mm dd yy STORE 00 ALL CUSTOMER AGING REPORT DS02390 13 46 33 ALL ACCOUNTS PAGE 0001 PAST DUE BALANCE CURRENT 31 60 61 90 OVER 90 FIN CHG NO OF DUE DAYS DAYS DAYS BAL ACCOUNTS ACCOUNTS RECEIVABLE TRADE 889692 65 835039 74 5839 13 3820 05 3169 27 34263 39 7561 07 1086 GRAND TOTAL 889692 65 835039 74 5839 13 3820 05 3169 27 34263 39 7561 07 BALANCE DUE IS CALCULATED BY NS BEGINNING BAL 979439 26 MTD CHARGES 403693 46 MTD RETURNS 23157 99 MTD PYMTS 463706 MTD ADJ 1942 56 MTD FIN CHG 00 DISC ALLOWED 4632 92 BALANCE DUE 889692 65 lt _ AMOUNT PERCENT OF TOTAL A R NO OF ACCOUNTS CURRENT 835039 74 93 86 1061 1 30 DAYS 5839 13 66 22 31 60 DAYS 3820 05 43 20 61 90 DAYS 3169 27 36 10 OV 90 DAYS 34263 39 85 FIN CHARGE 7561 07 85 REVOLV NOT DUE 00 00 TOTA
358. tion will recalculate the aging and create finance charges for eligible customer using the month end date entered above A transaction will be created in CM3 D for each finance charge and the CM1 balance is increased The amount of finance charges is added to the Totals File A Finance Charge List and G L Entries will be printed as G L postings occur automatically Optional If you applied finance charges in the previous step the Daily Report shows the finance charges charged in the A R summary section This option is not necessary if you do not charge finance charges Copy Cust Files after Fin Chg Optional This second copy routine copies all Dim3D Rev 10 0 customer files to the month end user group again this time with the finance charges These files will make the previous month s customer detail available for reports and statements under your 105 A R Procedures NOTES Copy Variable File Update Customer Files Print Terms Information month end password At this point if finance charges were applied incorrectly you would need to write them off using Cash Receipts correct any problems with terms and re apply the finance charges This option is not available or necessary if you do not charge finance charges This copy routine copies the Variable File to the month end user group just like the customer files above This will make the previous month s customer detail with correct fiscal period available for report
359. to move through menus and use the special keys Enter Esc TAB and up arrow a See Chapter 2 System Training for this information How to Use This Section The procedures in this section are written following a standard pattern gt Each topic begins on a new page gt The purpose is stated and any special set up instructions are given in BEFORE YOU BEGIN gt The steps in the procedure are numbered and are to be followed in a regular definite order An effort was made to keep the steps simple and concise Each step contains one action gt Inthe left margin you are referred to other procedure topics at any point where you can use them gt And finally there is a space for additional notes and special helps Feel free to make your own notes and reminders where needed Dim3D Rev 10 0 1 A R Procedures Add Job PURPOSE Use this procedure to add a new customer job from the existing main customer An example of a job account is a contractor with several building projects going that have different pricing and ship to addresses Remember the main account must already be set up as a customer PROCEDURE See Also 1 Go to Accounts Receivable then File Maintenance 2 Select Add New Customers 3 The computer displays the add screen At 1 Cust No press up arrow to adda new job 4 At Enter Main Customer Account enter the customer number of the main job account 5 The computer displays CM1 D information for the
360. unt DR Fin Chg DR A R CR Last Pay Date if Bank Debit lt UpA gt A R Inquiry Enter Cash Receipts B DIM10 DATA Date mm dd yy Port 37 Store 1 Batch CR123 Period 04 Running Batch Totals Bank Debits 950 00 Discounts F 00 Fin Chg 00 Other DR CR 00 A R 7 950 00 Proof z 00 Toggle Last Pay Date Option The cursor is positioned at Date You can do one of the following options Enter Enter a date lt UpA gt A R Inquiry period 50 Accept the current displayed date Change the payment date if needed Up arrow Go to A R inquiry When returning from the inquiry you are returned here Toggle the Last Pay Date option Towards the bottom of the screen the Last Pay Date selection is displayed The Last Pay Date can be handled two different ways Enter a period to change between the 2 methods If the message shows Last Pay Date If Bank Debit the CM1 D record for Last Pay Date and Amount will only be updated if there is an amount in Bank DR Step 7 This is the default If the message shows Last Pay Date If A R Credit the Last Pay Date and Amount will always be updated in the Customer Master File CM1 D This will handle an ROA which does not have a Bank DR entry because cash was affected when it was Dim3D Rev 10 0 A R Procedures taken at POS The cash receipts procedure is used to apply the payment to the customer s transaction s Ese Go back to Step 2
361. unts or a day 1 31 to print only those accounts with a matching statement day found in the Customer Master File CM1 D Enter Y to print customer with activity and zero balances N to not print them Enter Y if you wish to print the ship to address of each applicable customer on the report N if not Dim3D Rev 10 0 A R Reports Print Credit Notes After Date If you wish to print credit notes from the Credit Note File CM16 D Entered enter a date mmddyy Credit notes on or after the entered date will be included on the report Or enter 0 if you do not wish to print credit notes Print Pymt History After Date If you wish to print payment history from the Cash Receipts Entered Transaction History File CM4H D customer payment history enter a date mmddyy Payments on or after the entered date will be included on the report Or enter 0 if you do not wish to print payment history Print Credit Information Y N Enter Y if you wish to print the customers credit information which was added in release 9 0 4 Or enter N if you do not wish to include it SAMPLE AGING BY INVOICE mm dd yy STORE All ALL A R TRANSACTION AGING DIM10 DATA DS02390D 13 05 45 PAGE 0001 CHARGES PAYMENTS TOTAL 90 DAYS THIS PER THIS PER BALANCE DUE FIN CHG 1010 000 O F P S INC DBA BURGER KING CREDIT LIMIT t DATE OPENED 08 12 81 PHONE 1 4135277474 PO BOX 357 SOUTHAMPTON MA CONTACT 1 07 06 01 I 2200257 08 05 01 1521 48 611
362. ures 4 10 43 Email Enter up to 30 characters for an e mail address 44 Cell Phone Enter up to 12 characters for a cell phone number 45 Message 1 Note 1 Enter the first line of a credit note or message up to 40 characters 2 A credit note can be used by the credit department to clarify a credit hold or alert the counter salesperson as to certain limitations for this customer For example ABC CONSTR HAS WRITTEN 3 3 BAD CHECKS IN THE LAST MONTH CASH ONLY PLEASE 3 The credit note message will appear on the screen during POS processing It can be changed at POS if necessary using the silent option M The computer will store the new message here 46 Message 2 Note You can have up to 3 lines of 40 characters each 47 Message 3 Note for the credit note message Extra Signatures File CM14 D Fields If the computer finds an Extra Signatures File on the system the screen displays the extra signatures screen DS020114 Maintain Signatures ABC COMPANY Date mm dd yy Port 37 Customer 4060 000 LICHTIE CONSTRUCTION Store 01 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 1 2 3 4 5 6 Ts 8 9 The cursor is positioned at the first line 1 1 Enter a name up to 15 characters allowed to sign for purchases at POS 2 Or press up arrow to end this option Skip to Step 6 The cursor moves to the next line You can do one of the following options Enter
363. ustomer Number Ending Customer Number Starting Customer Number Increment 1 100 lt Esc gt End Enter the beginning customer number of the range you wish to change Or press Esc to return to the previous menu 9 Then enter the ending customer number of the range you wish to change 10 Then enter the starting customer number for the new range 11 At Increment 1 100 enter the rate you wish to increase the new customer numbers starting with the number you entered in Step 10 For example if the starting number was 5000 and you entered 10 here to increment by tens the new customer numbers would be 5000 5010 5020 5030 etc 12 After entering the parameters the computer displays DS02507 Change Customer Numbers by Range DIM10 DATA Date mm dd yy Rev8 0 1 Port 40 Store 01 Beginning Customer Number 3030 000 HANSEN REFRIGERATION Ending Customer Number 3040 000 HATHAWAY GENERAL CONTRACTORS Starting Customer Number 30030 000 Increment 1 100 10 Do You Wish to Begin Y N Check the displayed information and enter Y if you wish to begin adding customers to the batch according to the entries Or enter N to discontinue this process and return to Step 8 to enter another beginning customer number or Esc to return to the previous menu 13 Ifyou answered Y the computer begins the process When it is complete the computer displays 74 Dim3D Rev 10 0 A R Procedures DS02507 Change Customer Numbers by Range DIM10 DATA
364. ve blank 213 A R Variable File 21 Print Discount on Invoice Revolving Accounts EXAMPLE PROMPT PAYMENT DISCOUNTS If subtotal is less than Limit 1 then the discount is 0 zero If subtotal is greater or equal to Limit 1 and less than Limit 2 then use 1 If subtotal is greater or equal to Limit 2 then use 2 No discount on all invoices 17 Discount 1 0 18 Discount Limit 1 0 19 Discount 2 0 20 Discount Limit 2 0 1 discount on all invoices 17 Discount 1 1 00 18 Discount Limit 1 0 19 Discount 2 0 20 Discount Limit 2 0 No discount on invoices less than 50 and 1 5 discount on invoices more than 50 17 Discount 1 1 50 18 Discount Limit 1 50 00 19 Discount 2 0 20 Discount Limit 2 0 1 discount on invoices up to 500 and 2 discount on invoices more than 500 17 Discount 1 1 00 18 Discount Limit 1 0 19 Discount 2 2 00 20 Discount Limit 2 500 00 Y Print discount on all types of POS tickets invoices returns orders etc N Do not print discount on POS tickets R Print discount on all POS tickets except returns Blank Defaults to response under Miscellaneous Codes 1 Print Discount Amount on Invoices which is set up by store rather than by terms code 22 Revolving of Payments 23 Minimum Payment Other For revolving customer accounts the ENDING BALANCE is divided by this number to calculate the current payment due This calculation
365. voices On After 20187 and Before 30187 Will be 31087 Invoices On 10187 and Before 20187 Will be 21087 Invoices Before 10187 Will be 11087 Enter the first invoice date invoices written on or after this date and then the date those invoices will be due Then working backwards enter the previous month s invoice date and due dates and so forth After you enter the invoice due dates the computer asks 250 Dim3D Rev 10 0 A R Special Maintenance DSO9001A Calculate Due Dates DIM10 DATA Date mm dd yy Rev8 1 1 Port 39 Store 01 Enter the Following Dates Sample data is for a cutoff date of 3 31 87 Invoices On be 51000 Invoices On 30100 and Before 40100 Will be 41000 Invoices On 20100 and Before 30100 Will be 31000 Invoices On 10100 and Before 20100 Will be 21000 Invoices Before 10100 Will be 11000 This program will now read through the customer transactions and assign them a Due Date based on their Transaction Date and the above dates Do you wish to proceed Y N If you answer Y the computer reads each existing transactions in CM3 D invoices returns and so forth and assigns a due date according to the dates you entered above When the process is finished the computer displays All transactions should now have good due dates Press Enter to return to the Calculate Due Dates screen If you answer N you are returned to the Calculate Due Dates screen without changing any due dates Dim3D Rev 10 0 251 A R S
366. y charged finance charges 2 This is the number of days past the due date of the invoice 3 Finance charge calculations are done during month end processing EXAMPLE MONTH END FINANCE DUE DAYS PROCESSING CHARGE DATE PAST DUE DATE CALCULATED If a finance charge is calculated it is added to the customer s account as a separate transaction When finance charges are calculated at month end the programs looks only at the balance in the specified bucket and not at any others that might be past due Enter the monthly percent of finance charge For example 1 1 2 would be entered 1 5 You can have up to three different F C percentages if your state allows you to charge different rates depending on your customer s overdue balance This is the percentage for the first level The dollar limit for this first level is entered in 8 Dollar Limit for F C 1 For example if you charge 2 on the first 500 of overdue balance enter 2 here and 500 in the next field 211 A R Variable File EXAMPLE MULTI TIERED FINANCE CHARGES You can calculate finance charges on past due balances like this Up to 1000 calculate 1 5 From 1001 5000 calculate 1 75 From 5001 up calculate 2 Set up as follows 7 Monthly Finance Charge 1 1 50 8 Dollar Limit for FC 1 1000 00 9 Monthly Finance Charge 2 1 75 10 Dollar Limit for FC 2 5000 00 11 Monthly Finance Charge 3 2 00 8 Dollar Limit
367. y program will look for this record If it exists and fields are checked x in the box then this record will control which fields are displayed DSVM0208 A R Inquiry Fields DIM10 DATA Date mm dd yy Rev10 0 4 Port 39 Store 01 Enter Password Account Address 1 20 Price Level 38 Charges Address 2 21 Class 39 Returns Address 3 22 Credit Hold 40 Payments Zip Code 23 Terms 41 Adjustments Phone Number 24 Statement Day 42 Late Charges Contact Person 25 Tax Code 43 Discounts Tax Exempt No 26 Extra Code 44 YTD Dollar Sales A R Group 27 Credit Limit 45 YTD Finance Charge A R Type 28 Bid Number 46 High Balance Tax Type 29 Open Date 47 Prev Year High Bal Each Pricing 30 Last Payment Date 48 Credit Limit Type PO Required 31 Last Charge Date 49 Last Payment Amt Signature Req 32 Lien Date 50 Dollars on Order Cust Has Jobs 33 Lien Invoice 51 Installment Pmt Save History 34 High Balance Date 52 MTD Discount Store Lien 35 Beginning Month Bal 53 Resale Price Level Store Number 36 Current Balance 54 History Salesman 37 Finance Charge 55 STM Discount 1 2 3 4 5 6 7 8 9 lt UpA gt Search for Password Account Name lt Esc gt End lt F1 gt Help 234 Dim3D Rev 10 0 A R Variable File 8 4 Other Password Account Options This option allows you to define one more option not found on other Variable File screens This is done by password account
368. yy Rev9 0 4 Port 37 Store 01 Updates will be performed on all 11 of your stores Are you sure you want to perform the month end updates Y N The update process will do the following gt Clear MTD fields in CM1 D Customer Master File charges returns payments adjustments finance charges discounts sales costs statement discounts gt Recalculate beginning month balances gt Clear paid invoices from CM3 D Customer Transaction File gt Clear CM4 D Cash Receipts Transactions Payments File CM5 D Open Items Applied File and CM7 D A R Posting File Dim3D Rev 10 0 A R Special Maintenance gt Update Credit History File CM9 D with current month s activity per customer One record is added each month for each customer with activity during the month The computer checks the available number of records in CM9 D with the number of customers in CM1 D If there is not enough space in CM9 D the update will not proceed Enlarge CM9 D and start the update again gt Purge CM9 D of history records prior to the number of months to keep credit history according to the entry in the A R Variable File Miscellaneous Codes Miscellaneous Codes 3 Number of Months Credit and Payment History gt Increment by one month the discount and due dates stored in the A R Variable File Terms Information If you enter Y the computer displays the terms and corresponding date changes and begins the update Now Perfo

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