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Debtor Manual

1. 140 POS ENterine Cash IS Ai IA IA AA Qik de tendon WA AA AA 140 POS Modifying a Cash Sale 2wmemmmmmamananesn 141 POS Parking LoadingaSale aoaaa anaana anaana aandaa 2a aana LaLa Laaa La LaL anaana 141 POS Cancelling a Sale 2 22 2 2 icc cece ee eee cece eee ee mm 142 POS Crediting POS transactions lei eee eee eee eeeeeeee 142 POS Crediting ACCOUNT Sal ES pope a ag ie eae asd Saas oii 143 POS Gash ChG Ett Payments esc a naka mad aaan anaana Nha aandaa aLaaa aLa Lanan aaan 143 POS CancelPaymentEntry aoaaa oaaao ccc eee eee cece naonana 144 POS Entering Account Sales 144 POS Charge to a Customer Account 12 2 2 cece cece cece cee cece ec cecceceeceeceeeees 145 POS Pay Cash for an Account Sale 145 POS Account Payments u o eee eee eee eee cece eee cece eee eee 146 POS Special ShorttKeys DO 147 POS Till Balancing Options icc ec c cece ccc eee e cece eccecceceeceeceeeees 149 TikBalange Sreem IMO peers erste esi E ae tate SINA RON MNAONA 149 TH Balan ine FEALOV AA cde asa ba sn dias Mornin les aid Sansa KNANG ene 150 Enteng a II Acces diese deen sok munch jade tebe 150 POS Till Add Clear Monies ic oye NA NADIN Na cd ceaeeebneiecdedeceueebeteuieateeaelede 151 NAGANA AA 151 POS End of Day Procedure 151 Standing Orders 2 2 2 2 eee eee ee eee eee eee mumu mum 153 Page Stan
2. 78 Move Transactions to History Current 78 FRC VON AA AA KU 79 Modify Add Transaction Details 79 Debtors Reprint Invoice Credits or Delivery Dockets 81 Debtors Stationery Stock Description 83 Associated Files Debtors cece cece eee cece eee cece eee ees 86 File Storage Debtors a 87 Changing File Names mmmmmmmmm mwm n umwami mwm nimu 88 Contact File Maintenance mmama am umu 89 File Maintenance Info Grid ea cece ee cece ENE E 89 Adaing QUOTES toa CONTACE IIIA ai 90 Converting Contact to a Debtor 2 e ee aa 92 Converting Contact to a Creditor 2 222 2 222 92 Debtors Quote Templates 2 22mmmmmmwmanmwwmn mwm 93 Creating anew Quote Template 2 222mmmem meme nanana 93 Manage Groups cece eee cece eee cece cence cence eee eeceeeeeeseeeeseeeees 93 Changing theOrder 222 2 eee eee eee eee eee eee eee scenes 95 Defined Templates ccc cece cc cee cee cece cece ee cece eecceecescesceeseeecescessees 96 Create a new Defined Template 22222220220me mme 96 AllOc
3. Show Extended Desc Lead Ship Time Supplier Rebates If you have selected the Column 5 6 option from the FILE SYSTEM SETTINGS Inventory Tab discount levels 5 and 6 will be calculated by increasing the Cost price by the nominated percentage specified Levels 1 to 4 remain as a discounted sell price Page 63 Discount Inventory Volume deals Additional discounts offered for bulk purchasing are detailed down the left column To determine the discount for a specific volume purchase locate the discount level of the debtor and move down the rows to locate the appropriate volume of stock being purchased The price displayed in the grid is the sell price for total quantity of the stock items specified Discount Assigning Levels for Debtors Discount Levels are assigned directly into each Debtor s Masterfile on the Details tab If for example you select a debtor as discount level 2 all stock sold to the debtor will be determined by the price recorded in the Level 2 column of each stock item s discount grid Note this works best if the discount levels 1 6 are the same for each stock item eg if every Level 2 10 and Level 3 20 etc Special Pricing can also be added for specific Debtors and can cover as many codes as required Related Topics See Debtors Special Pricing on page 59 Discount Specials for Individual Debtors It is possible to allocate a special price or additional discount on a
4. There are several options available when producing statements your selection here will determine which order your Statements are produced e Debtor Type groups all Debtors of the same type as determined in the Debtor Mas terfile prints in a batch alphabetically e Benefits allows you to separate client types For example you might always send sales flyers with Statements to specific types of customers and not others printing them in a block allows for easy separation e Drawbacks if choosing this you need to go through the whole process for each individual Debtor Type so the process takes longer e Starting Ending Debtor can be left blank as a rule however if needed you can be spe cific on which Debtors are chosen e Minimum Balance can be left blank however some clients do not wish to bother print ing a statement with a balance below a certain level helpful for rounding issues etc Example set this to 1 00 if you don t wish to produce a statement for any account with a balance below this Page 195 e Print To the drop button in this field will provide you with your print options PRINTER x e Printer takes you direct to your standard printer screen where you can either start printing or preview first if required Use this opportunity to export a copy of your file if required Note this option selects and prints every Debtor in your selection regardless if they have an email address e
5. SHOW DEBTORS BY There are two options to list the Debtors by 1 Cashbook this gathers Debtors with posted records for companies that share the cash book shown in the Debtors By Cashbook drop down in this example it is the 680 cash book 2 Company this gathers Debtors who s posted records are for the company selected within the Debtors By Company START DATE END DATE The start and end dates allow you to select a specific date range to process direct debits for Alternatively either of these date fields can be left blank if you would like to select all unpaid invoices up to or from a specific date DIRECT DEBIT PAYMENT Before posting the Direct debits you must fill in the 1 Date this is the date that will be put against the Direct Debit postings and appear on the Debtor Statements 2 Company is the company that will be put against the Direct Debit postings Page 176 REFRESH This button will reset the list of payments shown and display the most recent outstanding balances for debtors BANK FILE Save the ABA Direct Debit File r Save in New Folder v Aa Direct Debit Show Debtors By Debtors By Cashbook aT Cashbook ACCRIVIA PTY LTD DEMO 680 My Recent Company Documents Select DebtorCode Name o AAAADEBTOR ABBY KI ABBYCOMB GORG GEORGE FREEDMAN HAND EMILY HANDSOME DOROTHY JONES PHILIP KINGSTON PB MOONSTRAT NEW DEBTOR PTY LTD UNYS NEWM
6. 123 Orders BackOrderRelease 2e2 124 System Settings mmmmmmmmmenenununu shank hh hnd ED haaha anta 124 Back Order Release Screen Info cece cece ee cece eee cece eee eeeeeeeeeeeeeeees 125 Releasing Back Orders Orders By Line u ee cece eee cee eee eee eee eee ceeceeeeeeees 127 Releasing Back Orders Orders By Reference 127 Orders Checking Order Profits 129 Allocating a Payment to an Order or invoice 130 Paymentto IN Order IA eel AG GG PIG TAK Po ee oh aNG BING PAA we 131 Payment tO an INVOICE nA IA EIA 131 Banking Payments aoaaa aoaaa cece ce ccc cece eee cece cece LALL cee ceccecceceeccecescecees 131 DED AA se ee ea Bo ees See 132 Invoice Partial or Full Orders c occ ccc cece cence ccc eee cece cece ec ceeceeeeeeeeeees 132 Invoice Batch Orders cece cece eee eee eee eee eee eee eeeeeeeneee 133 Debtors Invoice Emailing 77 135 Page 6 System Settings a 135 la to a NECEMO AA 136 Debtors Tracking References 2222220222e 138 TRACKING UNG GATA kaaa Ama sane Sah tae aetna deities Madd cian eet ieee 138 Point of Sale Transactions POS CashSales
7. Transfer Orders to another Debtor If an Order has been entered to the wrong Debtor you can reassign the details using the Transfer in the Modify Order function To do this 1 Open DEBTOR ORDER 2 Locate the new Debtor that the order needs to go to ensure the account is highlighted 3 Now click on the MOD ORD button at the top of the screen 4 Puta tick in the SHOW ALL DEBTORS box at the bottom of the pop up screen 5 Enter the original Order no reference in the search Text field or scroll through the list and once again make sure you have highlighted the correct entry 6 To finish click on the TRANSFER button All details from the original order will now be allocated to the new Debtor and will no longer appear in the Order tab for the old Debtor however you will need to reassign the Quantities for each item to ensure that any special pricing or discounts are correctly allocated to the new Debtor Clicking CANCEL will give you the option to delete the entire order details Click NO to re save this order in its original form Orders Re Order From An Existing Order The re order option allows you to make a copy ofan order s details and assign it to another debtor it does not delete the order being copied This can be useful for customers who regularly order the same products as it saves time entering the details each time Simply locate the previous order and re order it again adjusting quantities where ne
8. Inv Type SPARE PARTS 1 Select the debtor you wish to create the order quote invoice for 2 Once selected the relevant information for this specific order needs to be added in the bot tom panel The following fields are available for use depending on your company s require ments Page 102 e Branch Company Store choose the applicable site if using a multi site sys tem e Date will default to today s date but can be over ridden if required e Initials compulsory to enter the Users initials e Contact Fill in the name and phone number of the customer requesting the order e Required Enter the date and time the order is Required for delivery pick up This can be set as Mandatory if required by your company Please con tact Your Accrivia Support Team if you wish this feature to be enabled e Job Delivery Information Check that the default delivery address is cor rect double click on the Name field to see a list of delivery addresses or enter one manually e Sales Rep defaults to the Masterfile can be changed if required e Project Builder JN site specific use drop down to select project or Job number if applicable to your business Pressing F4 in this field will produce a list of Projects set up in system to select If left blank you will be asked before proceeding to Items screen to confirm it is not required e Job No defaults to the Masterfile if using can be changed if required do
9. This function allows management to view and assess the payment patterns of their Debtors based on the time taken to pay their account As this type of information can be sensitive it requires specific User Access permissions in order to see the data in the Debtor File Maintenance Once permission has been activated you will note there are 3 new fields within the Debtor File Maintenance that records the information Take note the system will determine the Days to Pay based on the Trading Terms set up for each individual account With this in mind the figures will be added as either a positive or negative amount e Positive a positive figure indicates that the account was paid xx number of days later than the expected payment term e Negative a negative figure indicates that the account was paid xx number of days earlier that the expected payment term For clients using this feature for the first time it should be noted that the system will not retrospectively allocate Days to Pay figures against old payments However once a new payment is entered or if you were to re reconcile a previous payment then the system will work through the last 10 payments to get the Average figure and enter that amount on the Details Tab Details Tab i Debtor File Maintenance Details Options Contact Details Dp Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders
10. Debtor Transaction Area Type SalesRep Terms of Sale Terms of Payment Invoice Type Project Builders Category CR Reasons Memo Types Stationery Desc Grouping Extended Quoting Template Page 20 DEBTORS SET UP 8 MANAGE ACCOUNTS Menu name Debtors File Maintenance ji D Debtor Debtor records form the basis of all transactions processed through the Debtor s module Debtors are setup and maintained through the Debtor File Maintenance screen commonly referred to as the Debtor Masterfile Critical information is stored in this module relating to pricing sales history amp entry notes Some sites prefer to retain control of this module by restricting the access by some staff Accrivia provides for this by having a secondary menu option which provides the user with Read Only permissions which means they can see all data but cannot make any changes to the Masterfile To open a read only view of the Debtor File Maintenance screen go to DEBTORS DETAILS For details on how to set up User s Access permissions contact your supervisor Details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Page 21 DEBTOR FILE MAINTENANCE DFM The entire Debtor file for each customer is made up of multiple tabs each containing information vital to how this debtor is treated within the system While not every client will need to utilise every function we have detailed belo
11. Debtor Rebates Enabled Project Builders Enabled Remove Quotes after E months Hold Accounts owing in days Warn Accounts owing in 30 days Prompt for tees under 500 00 Ul sist Surcharge Code Order Quote Description Order No Grid Order Form Add to existing orders Prompt kui i Use Grid Order Form Invoice unfillable orders Allow Decimal Place on Grid iw Print Grid Orders Use Single Grid e Show Period Totals Tick to show the period totals in all Debtor amp Credit note windows e Show Branch Debtor is Based at Tick to show at which Branch the debtor is based dur ing Order amp Invoicing e Sort Order Lines Tick if you want the system to show Debtor Orders Quotes Invoices alphabetically Leave blank if you want to choose the order they appear e Remove Invoiced Lines Tick if when an line on an order is invoiced you want that line to be removed so the rest of the order can still be modified e Freight System Site specific tick if this function is to be activated at your site e Clear Job Delivery Information Tick to clear the job delivery information Page 13 Change Delivery Address Tick to enable the modification of a delivery address after posting an invoice Standing Orders Site specific tick for those using Standing orders Own Reference Numbers Tick to enter your own reference numbers Print Debtor Dispatch Tick to enable printing of debtor dispatch
12. Debtu Profit Pisa TenF eF W Debtors Menu View Details Tabs Only W Add New Credit Limit On Hold Edit debtor codes Remove reconciled transaction Alter Prices in Debtor Invoice Can Delete Orders Can Delete Quotes stock Group Sum stock Item Sum stock Item Det Debtor Stock Group Sum by Debtor Stock Item Sum by Debtor Stock Item Det by Debtor SalesRep Debtor by SalesRep Stock Group Sum by SRep Stock Item Sum by SRep Stock Item Det by SEep jw Payroll Menu W Inventory Menu e Open FILE USER ACCESS e Select Debtors from the module names on the right hand side e In the top grid of the Report Groups find report group called Debt Profit 1 double click to enable a YES should appear next to the name e Inthe bottom grid click on the report called Debtor by Sales Rep a YES should appear next to the name e Tick at the bottom of the screen to save these changes e Close User Access and restart Accrivia to activate these changes Commission Reports Go to FILE REPORTS Debt Profit 1 Debtor by Sales Rep This report allows for multiple options including Start End dates a range of reps as well as how the report is ordered eg by Debtor code Margin etc Page 48 Make the relevant selections then preview the report which will show a list of all Debtors allocated for each Sales Rep and the relevant sales data as per your selection Stock Margin Debtor by Sales Rep Accrivia Selection C
13. Notes Totals Postings Standing Invoices Contractor Changes Log Assoc Files Creditor Mame Allens Freight Invoice Defaults Other Options Supplier POrnd OSetSell Default Expense Account 250 Supplier Cat FREIGHT Totals Include GST Minimum PO Requires Authorization w PA Credi imit Email Addresses Shipping Method Credit Requests dmeade accriviacomau Default Rate Purchase Orders dmeade accrivia com au Shien Eade Auto Remittance Send To Email OY 2 dmeade acciiviacomau DD ShowPOS Show Del Date Regd Carrier Charges kdinimum 5 100 00 Rate Inventory Only stock items with the PER field set to M2 are used to determine Cartage costs Other stock items can be also be added to the Debtor order however these items regardless of size or weight will not be included in the calculations for Cartage i Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Price History Code 24 EA E dit Code E Non Stock Item Discontinued Redundant Description 2400mm 4 1200mm 10mm Recessed A a Bar Code ooz pa BOARD ka al 2nd Bar Code 931 4450006989 Copy ee weight 18 72 Scalar 2 00 Debtor Orders with Cartage The process of creating a Debtor Order remains the same as normal with all required fields to be entered throughout the screens including adding the Inventory stock codes Once complete and before you finalise the entry you must proces
14. Preview Del Docket Print Del Docket Email Del Docket By choosing the Print button there are no other options and the item selected will simply print out to your linked default printer Page 81 By choosing to Preview you get to see the relevant item confirming it s the right one You can also then choose to either print it or export it or email it Page 82 DEBTORS STATIONERY STOCK DESCRIPTION Menu Option DEBTOR FILE MAINTENANCE STATIONERY DESC GROUPING This function allows you to group stock items together that are fundamentally the same item at the same rate for pricing but supplied in different set lengths like Plasterboard 3600 4800 6000 lengths etc and could therefore be presented on the stationery quotes invoices as a comma separated list of lengths This feature is enabled with a behind the scenes system setting please contact Your Accrivia Support Team to have this feature enabled if the appropriate drop box isn t showing in the stock file maintenance form File Creditors Debtors Payroll Inventory Ledger Cachbock Window Help File Maintenance Debtor Transaction POS Order Invorce Credit Note Area Type SalesRep Memo Types Receipt Stationery Dese Grouping Fast Pay The Grouping Code represents the code that we shall assign the actual stock lines to the Description represents the Summary Description that will appear on the stationery and the Wid
15. Reso Code l WORKS SI Edit Code Redundant 074052013 auz Trading Name 61 REPAIR WORKS ABN 555 666 777 888 Days To Pay 24 Legal Name A1 REPAIR WORKS BSB Bank Acct 000633 123456 Manually Un Hold Cont Name D EXAMPLE abala NAB MELBOURNE Use Direct Debit eee ng eras 141 REPAIR WORKS For Users with permission to view this data a field will appear in the top right of the Details tab in Debtor File Maintenance showing an Average total number of days this Debtor normally pays his account value in this field is a weighted average based on the last 10 payments entered into the system Postings Tab Upon the entry of a payment the system will determine the actual Days to Pay amount for each transaction that was reconciled This amount is then entered in the Posting tab is a new field called Inv PAID Days this field will normally appear on the very end of your screen scroll across to the end to see this field the field can be moved closer to the normal viewing area by grabbing in the Page 36 field name field and dragging it over to your desired placement As more payments are made and this data is filled in each time you will start to see a history of individual payments which are used to support the Average on the Details tab PA Debtor File Maintenance Details Options Contact Details Op Notes Motes Posted Notes Totals Directors Delivery Pricing Postings Job Heven Debtor A1 REPAIR WOR
16. i Reconciliation Details _ Reference Date Company Type Amount__ GST Amount Recon Amount CLIENT 0171072012 16T CHO 765 00 0 00 765 00 071501 2471072012 AT CHO 1 100 00 0 00 41 100 00 Print Reprint Invoice amp Credit Notes amp Delivery Dockets e Print clicking this will send a copy of this invoice credit to your printer e Preview provides a copy of the invoice credit the benefit of doing a preview first is you can then if required export the file instead of printing e Email depending on your system settings you can email a copy of the invoice direct to your client if needed e Preview Email Layout site specific only e Preview Del Docket if using this option this provides a copy of the Delivery Docket the benefit of doing a preview first is you can then if required export the file instead of printing e Print Del Docket if using this option clicking this will send a copy of this Delivery Docket to your printer e Use Contract Job Layout site specific only for clients who require specific layouts for Contrct Jobs e Hide Show Zero Amount Lines click to either hide or show any lines with zero amounts Move Transactions to History Current e Move to History The End of Month process automatically moves all fully reconciled accounts into history and this is only done after customer statements have been produced so that all current transactions appear on the statement There are times howev
17. ACCRIVIA DEBTORS USER MANUAL Last Manual Update 15 04 2014 PO Box 911 Warrnambool Vic 3280 e Ph 03 5562 0700 e Fax 03 5562 0400 e Email support accrivia com au DEBTOR TABLE OF CONTENTS Debtors Overview a sil AD AG ka paaa aa df ek ee a BATAN ee et na kaa ALAGANG GG Aa Debtors System Settings Debtors Tab User Access Debtors Set Up amp Manage accounts Debtor File Maintenance DFM 0 02 0 00 c cece cece cece ccc eecceecceeeeeseeeseees DFM Details Tab uume nunu DFM Options tab DFM Contact Details Tab BESEN AA e EENE ee EEE EET EEE EE E EA A ET E ie ae DFM Notes Tab o oaaao oaaao aao a LLL Laaa Memo Types DFM Totals tab ooon aoaaa oaoa aaa aaa LaaLa DFM Delivery Tab DFM Rebates Tab DFM SPRENE TID paea eas a na paa ea onic e BI POSTING Tab EE E EEEE tein he de A E E EE EE T A EEE EE DFM Job Revenue Details Tab Page 2 DFM Project Builders Tab a 34 DEIMRESOUICES Tabi sa ae ded NP URL AE o ata Aa AA NN LL uae alten ah 34 DFM Show Redundant cece ee cece cece pie eaaa in 35 DEM RUN Details Tab aan tires nG KANA AA eee akda mka nana 35 Debtors DaystoPay DA 36 DEL AIS TaD 20205 yanana IA WA ak Nadi ata ANAK Baka A t add Gama HUA KASE A gat 36 POSUNE TAO Aka Naay a AA ania egos na a eee AGA to 36 POLA Oa EB MOOG a ND ee ee eee ee NS ah A
18. AT WORKS Al REPAIR WORKS ABC ABC COPTYLID AGRO AGRO PTY LID BETTE BETTE CONSTRUCTION BIO BIO SCIENTIFIC BOUICK B QUICK SALES CENTRO CENTRO PROPERTY OSONE OVER SEAS TRADING Total for Credit Clearance ACC 90t Days 5756 42 83 145 73 629 723 32 2 809 56 5061 69 200 00 4 125 60 300 00 33 791 12 100 00 Ya 60 Days Page 38 02 36 09 pm 575647 83 145 73 29 723 32 2 809 36 881 69 200 00 4 125 60 300 00 33 791 12 Accrivia 11 03 2014 9915 3700 03 5555 bbbb DEBTORS SEARCH FOR DEBTOR CODES Applicable for any function where Debtor selections are available DFM Invoicing Receipting etc all records are listed in alphabetical order based on the Debtor Code To find a debtor record If you know the debtor code e From the Details tab highlight the current code name then type the required name into the Code field Press the TAB button For long code names you can shortcut this by typing only the first few letters of the code name and then move out of the Code field by pressing TAB this will take you to the closest match to the letters you typed then you can use the DIRIGE buttons to search either side To move through the records one at a time Use the navigator buttons fako move to another debtor record from any of the tab screens Searching for a Debtor code Double click in the Code field This will display the Debtor Selection screen w
19. BIO BIO SCIENTIFIC 107565 SCIENCE ROAD SCIENCE HILL 0 00 881 69 0 00 0 00 0 1 BOUICE E QUICK SALES 123 LONG 5T SHORTYILLE VIC 3651 0 00 0 00 0 00 200 00 0 1 ESPEC BE SPECIFIC BUILDERS 65 LONDON AD MELBOURNE WIC 3000 0 00 0 00 0 00 0 00 0 1 HITAC PROPER HTRO SHOPPING CENTRE 235 SHOP AOA 0 00 54 125 60 0 00 7 LUNTU 5 QUOTES FOA CONTACTS 0E Ub UU TING DEETOH 0 00 0 00 0 00 0 00 40 1 Eoo STOCK TRANSFER TO JOBS 0 00 0 00 0 00 0 00 800 1 A a j Order Standing Order Date 10 07 2013 16640 eliveryntemiatela z E Reorder Name QUOTES FOR CONTACTS Hide Amt iti ick Initials eee Wo Regions pa Order No Wo Contact CU Phone Sales Rep Required Proj BIFAIN Inv Tupe SPARE PARTS o By choosing to use this debtor code the system knows that the quote does not belong to a fully fledged Debtor so the only button provided once the details have been added is QUOTE Click on quote to save the details into the Contacts FM You will now be asked to select the Quote Template to be used note a template should be set up prior to saving your first quote in this module These quotes can be viewed through the Debtor File Maintenance Postings Tab under the Z CONTQUOTES debtor account code or through the Contacts File Maintenance Quotes Tab under the clients names Page 91 Related Topics See Debtors Quote Templates on the facing page
20. Jobs Quote Ledger POF Reports Data Transfer E mailing Suto Branch Tax Bank System Dates Payroll Creditors Debtors Debtors 3 POS Founding Delivery Round COD Sales Enable Delivery for ADELAIDE 1 Rounding Amount pa 1 Enter a default delivery amount Round Unit Price 2 Leave blank to use the Round on Accounts systems default delivery codes or enter your owr deliver code az specified in the stock update SCTEEN Points Customer Reward Points Awarded pro rata at per 100 i Select delivery first Print Courts Quotation 1 Order 1 Invoice 1 Delivers Docket 1 Receipt Hate Change Rules Restrict on Contract Pricing Reason Required W Below Cost Price Discount Level Ww Below Lowest Sell Price e Round COD Sales Choose the cent rounding type Up Down or Nearest e Rounding Amount Will cause all debtor stock sales to round to the nearest x cents e Round Unit Price Rounds the unit price for calculating the total amount e Round on Accounts Apply round on account sales as well as cash on delivery sales e Points Customer Reward Points Tick to enable Debtor Points System e Awarded pro rata at per 100 Enter the Points Percentage e Print Counts Can enter a default number against the 5 major documents for how many copies get printed each time e Rate Change Rules Restrict on Ticking specific boxes for each function will set the following res
21. Order NG Grid Order Form Add to existing orders Prompt Use Grid Order Form Invoice unfillable orders Allows w E wi m 7 ai m ka F na m na Producing Statements Each client has their own specific routines and reports etc that need to be run at the end of each month it is expected that you follow your company procedures regarding this Suggested critical steps that should be completed before Statements are run but before the End of Month processing are listed below e Complete all invoicing e Complete all credit notes e Process all receipts e Process automatic Direct Debit amp Credit Card payments if applicable e Charge out any additional fees if applicable eg Rent Fuel Overdue Fees etc e Print or Save all reports as required by Management Once all standard procedures have been completed Statements are ready to be produced Page 194 ACCRIVIA REPORTS Debtors Debt EOM Debt Inq Debt Docket Debt OnOrd Debt Info Debt FM Debt Sales Debt Sales 2 Debt Profit Debt Profittt2 Debt TrialBal DebtEOM Debt Trans DebtAdm DebtAdm 2 DebtMailM Debt Prod Report Group Selection Criteria Branch Debtor Type j Starting Debtor Ending Debtor Statement Open with Rec Bal MinBalance Print To PRINTER Group Companies if possible Include Internal Debtors Creditors Inventory Jobs GLedger Cashbook Payroll Favourites
22. Tick to update pricing if margin increases e Mailing List Tick to include in Mail Merge lists e Job Update Site specific If using tick to update jobs costing module when invoicing e Do amp Ch Default It ticked will automatically have Do amp Charge box checked when invoicing e Commission Applicable Tick if this Debtor gets paid commission e Alter Invoice Type Tick if the Invoice Type can be altered manually when invoicing e Show Summarised Labour Rate Tick to show the labour rate on invoice e Statement Not Required Tick if no statement is required eg if Internal debtor or No Charge accounts DFM Contact Details Tab This tab provides space to enter up to four different contacts for this Debtor these contacts are for information only and the numbers and email addresses cannot be accessed directly through any other area Page 25 AY Debtor File Maintenance Details Option Contact Details Motes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Debtor A1 REPAIR WORKS Title Purchase Officer Title Accounts Payable Officer Hame John Work Name Sue Done Phone 5555 9574 Phone 5555 6598 Phone 2 EK tt Phone 2 hi EMail EMail DFM Op Notes Tab This tab is split into 2 sections where notes can be added relating to specific areas Each area relates to a particular function and therefore is possibly required by different staff separating th
23. double click or press the space bar to check the BANKED column The cashbook will assume a BANKED transaction is a deposit 4 The SELECT ALL button will select all postings present for BANKING You can double click in the banked column to deselect one at a time The CANCEL will abandon all changes Click OK to start again 5 The total amount of the selected postings will appear in the BANK field at the top right of the screen This amount will appear as a single deposit in your cashbook 6 Ifa posting is a direct credit debit to your account eg EFT bank fees mark the STATE MENT column These transactions will not be included in the amount to be banked they will be forwarded to your cashbook for reconciliation 7 Click on the APPLY button to post the changes to the Cashbook 8 The Report Output screen will be displayed Select PRINT or PREVIEW The selected postings to be banked Reprinting a Bank Deposit Slip Bank Deposit slips can be reprinted at any time Go to FILE REPORTS Cashbook Banking Enter the relevant date amp click PREVIEW Related Topics For more details refer to the Cashbook Manual Bank Deposit Processing Page 181 Banking Reversing A Bank Run Menu option CASHBOOK Bank Deposit Reversal You can Reverse any bank run that has not already been presented in a Bank Reconciliation by opening the Reversal screen and 1 Select the cashbook for the banking run you want to revers
24. to access the Load Order screen 4 All debtor orders or parked sales for this debtor will be itemised in this table Select any single order line belonging to the sale you parked 5 Press Enter or click OK to load this sale into the POS Transaction screen 6 Note that account debtors may have more than one order in the system If this is the Page 141 case use the date and time parked refer to the Entered At column 7 Complete the sale as for a normal POS transaction If the transaction is cancelled after the entry is parked it must be deleted from the system Recall the transaction as for steps 2 to 4 above Click CANCEL to delete the order QOrders created in the Debtor Order screen are also included in the list of orders and can be retrieved at this stage to be completed as a point of sale transaction POS Cancelling A Sale 1 While still in the POS Entry screen click on the CANCEL button This will cancel the current sale and display the debtor search table 2 Select the POS debtor press F5 to begin a new POS Transaction 3 Select the LAYBY debtor press F8 to begin a new Layby Transaction 4 Select any other debtor to begin a new Account Transaction You cannot cancel a sale that has already been completed To reverse a completed sale see See POS Crediting POS transactions below POS Crediting POS Transactions 1 From the Point of Sale Entry screen press F5 to sel
25. 1 Open Debtor Order then enter the debtor code or use the search function to select the required debtor 2 Fillout the details required in the ORDER tab of the Debtor Order screen 3 Click on the ITEMS button to move to the next screen 4 In the Debtor Order screen click on the LOAD button The Quote Items screen will be displayed with a list of quote items for the selected Debtor i Load Quote Items Search Text Search Order by Search for f Date f Name C Reference f Onder No Select a quote item to load M23 20 02 2013 269799 Haw THORN SAFE a 5 Puta tick in the Keep Date field at the bottom of screen to retain the original date of the Quote when invoicing if required 6 Select the required Quote item and click on the LOAD button Page 109 7 You can modify or add stock lines at this stage if required 8 Click on the appropriate button at the bottom of the screen to convert this quote to an ORDER or an INVOICE To re save as a new adjusted quoted click QUOTE Related Topics See Debtors Quote Templates on page 93 Orders Modifying And Invoicing Orders can be reloaded and either re saved as orders or invoiced Orders are generally invoiced through the Debtor Invoice option however you can convert an order to an invoice manually through the Debtor Order screen To load an order and modify or invoice it 1 From DEBTOR ORDER enter the debtor code or use the s
26. 11 2015 9 41 AM File folder di CATHY m WRIDGWAYS 7 11 2013 9 41 AM File folder By opening a specific Debtor folder you can see all of the files that are currently Associated Organize Burn New folder Name Date modified Type al ur Favorites BO Desktop Wt ACCOUNT APPLICATION Origin 7 11 2013 9 21 AM Microsoft Word D JP Downloads Desert 14 07 2009 3 32 PM JPEG image 7 Dropbox g Worksafe Compliance 15 01 2013 1 51 PM HTML Document Page 87 Changing File Names Details of Associated Files are stored on your server as discussed It is crucial that the file names are not changed on the server as this will effectively sever the link in the relevant module While the original file name will still exist in the module Assoc Files tab it will no longer have a valid link to a recognised file Page 88 CONTACT FILE MAINTENANCE Menu option FILE za Contact Maintenance Accrivia recognises that businesses are continually contacted by potential customers looking for pricing for services For larger queries an official quote is often required with pricing held for a set period Not every quote results in an actual sale and setting up a formal Debtor Creditor account may not be required if the quote is not successful however details of the quote and customer needs to be kept for future reference Rather than clogging up for Debtor Creditor modules with excess data that may not be used or keeping manual copies of
27. 1642 RE101324 22062013 F 769285 1642 RETOT 324 22092013 O Returns Details Stock Description 10mm 1200 2400 Plasterboard CAM Quan 5 Ex Rate 3 00 Credit Totals Items Credited Amt E 2 00 Destroyed Guan Ex Amount 15 00 Fees Freight Ex 34 40 Credit Entry 110mm 1200 2400 Plasterboard Cedit Tata Hal l ve Description Credit raised from Invoice 071642 Line No 1 nex EEE DD E Post x Cancel Print Credit Note None Same Deliver Address When items are returned to stock due to faults or any reason why the product will not be returned to your SOH for resale then you must enter the quantity into the Destroyed Quantity field at the bottom of the screen This will credit the value without increasing the stock although the movement tab will show an entry for Stock Waste Credit Notes Credit Reasons For reporting purposes Accrivia has the facility to record the reason for all Credit Notes This is an option only and will need to be activated in the System Settings Once activated you will have access to a new field in the Credit Note function to select the reason Credit Reasons System Settings Open FILE SYSTEM SETTINGS Debtors tab place a tick in the Other field called Credit Reasons Enabled Open FILE User Access Debtors tab click the File Maintenance then click on the field marked CR Reasons Ensure a tick appears beside it Save this choice then close and restart A
28. 20 00 6 Make selections from the drop down lists at the bottom of the screen relating to Stock Control and the printing of Packing Slips and Invoices Hone 1 n eee m LI I y Wam Print Allow Fillable Lines Email Prevenl E mail Print Stock Control options first then Packing Slips and Invoice selections next 7 Click on the Post button to create the invoice If the SAME DELIVERY ADDRESS option is checked then you will only be able to select orders with the same delivery address to be included together on the invoice Invoice Batch Orders Invoice Menu option DEBTORS The BATCH TAB of the Debtor Invoice screen allows you to select a batch of completed orders for invoicing in one step 1 Select the Batch tab of the Debtor Invoice screen 2 Select individual orders by e Typing the reference number of the completed order in the Order Reference field and click ADD The order will appear in the grid ready for invoicing Enter a DELIVERY COST if applicable Repeat this step until all orders have been entered Page 133 e or select a Debtor Type from the field in the top right of the screen and click AUTO All eli gible orders for the selected Debtor Type will be added to the grid automatically 3 Select a PRINT option from the drop down list 4 Click the Post button to generate invoices for all selected orders Only selected orders that are eligible as per the selected stock control
29. CREDIT option POS Cash Chq Eft Payments 1 eo Ss oF Oo When all stock lines and quantities for the sale have been entered press Tab to com plete the selection process and access the POS payment screen The sale total is displayed at the top of the payment screen Enter the amount to be tendered next to the appropriate payment type s CASH CHQ or EFT Move off the field to accept the payment The amount of change will be displayed at the bottom of the screen Press Enter or click POST to save the transaction The cash draw will open and a receipt will be printed If the payment is a CHQ you will be prompted to enter the cheque details Press Esc at any time to cancel the payment and return to the POS screen Page 143 Point Of Sale Entry Of x Debtor Code TESTACC Debtor Name THIS 15 A TEST ACCOUNT 44 501 97 Phone 5562 0700 Add WARHAMBOOL BUSINESS CENTRE PAGLA iat SALE TOTAL 43 20 AMOUNT TENDERED ashoraw U Printer OFF E Post X Cancel Trading Date 22 11 99 POS Cancel Payment Entry At any time you can press the Esc key to cancel an entry in the payment grid and return to POS Entry screen To cancel the entire transaction click CANCEL to deleted the details of the sale If the sale is over 1000 and requires a Tax Invoice or if the POS system settings Name Pop up option is turned on step 8 will automatically display a screen to record a contact name and other details of the
30. Credit Note reference which you can now use to allocate payments etc NOTE you may find the Inv Crn Ref field is not obvious when you first look scroll to the far right to see if necessary and if preferred grab the field name and drag over to the left if you prefer to see if as above Page 139 POINT OF SALE TRANSACTIONS POS CASH SALES The Point of Sale screen allows invoices and required payments to be processed in a single process It can be used to process cash transactions All counter sales are recorded against the POS debtor Pressing F5 will default the POS screen to the POS debtor When the POS debtor is selected POS TRANSACTION will be displayed in large blue type across the top of the screen Point Of Sale Entry OF x POS TRANSACTION F4 Edit Duan Code Desc Shift ICT YN CN 1 Discount Level 1 Inc Tax Total Items 0 Transaction Total 0 00 CTAL C Change Company Operator Fal Change Cashdraw OFF Printer OFF 3 Post X Cancel Trading Date 22711799 POS Entering Cash Sales 1 Press F5 to select the default debtor code POS 2 If you are using a barcode scanner scan the item s barcode and go to step 6 3 To manually select a stock line press F4 to access the Stock line Selection screen Click on a search type and enter the search text The system will go to the nearest stock line as you typein the text 4 Select the required stock line an
31. DFF a aje a x F Meg Sale Serial Show Redundant Consolidate Orders found on the Options tab this specifies whether the debtor wishes receive split deliveries of stock items or whether they would prefer to wait until the full quantity of each item is available e Place a tick if they Do Not wish to split deliveries this will show as Yes in the BO Release screen e Leave field blank if they are happy to split the deliveries this will show as No in the BO Release screen Page 124 PA Debtor File Maintenance Details Options Contact Details Op Notes Notes Fosted Notes Totals Directors Delivery Pricing Postings Job Rev 4 Debtor Email POF Reports ma By default a a Quote Order Del Dekt Invoice Statement Email Inve with Statements Sales CrGL m Type Esport Internal AnvoCe W Show Inv Rate be Show Iny Amount PO No Required Ww Prompt For Deliver W Consolidate Orders Use Statement Rounding Print Inv At End OF Month Iny Grouping INTERNAL SERVICE WORE Other Update Stack Tab Mailing List W JobUpdate Do amp Ch Default Commission Applicable Alber Invoice Type Show Summarised Labour Rate Statement Not Reg d General Ledger update accounts for Job Postings Stock GL Account Dr 36 C 270 2 Dr 366 a Mon Stock GL Account Labour G
32. Discount Inventory Column 5 6 Option oaaao aaao dadaan 2a anaana anaana an 63 Discount Inventory Volume deals 64 Discount Assigning Levels for Debtors 2 22 2 naaa aoaaa aa aa aa aaoo anana 64 Discount Specials for Individual Debtors 2mm2mmemme mme me 64 DISCOUNTS Exa AA ini UNA AE AREA yoten get teed aun ee ala MALA as oecanteueeteneeacleetsad 65 Debtors Credit Limit Control c ooo c teen eee eeee 66 Option 1 Define Credit Limit Actions eee ccc cece ccc eee cece eee eeeeeeeeee 66 Option 2 Credit Control Orders Approve Orders 68 Debtors Update Debtor Information 70 Debtors Editing DebtorCodes HU 71 Debtors Merging two debtor records 3 72 Debtors Deleting Records 2mwmmemwmmanwwane mwana 73 Debtors Search by Sale 222a ess ee eens eee 74 Debtors Transaction Postings 3 75 SONG ORGS mag Sa ph AA Darcie Bir nG NA Bora ceases AA WA AA WA AA Hana hab Tnt Kata 75 mopa BA AA APA 76 POSUINES Search OU LUGS makaaasa DUE PAN naaa PAG en ile ota ba oo aan WA tago taba GTA Gn ano pan 77 Postings Extra OPTIONS 2 0c2 0 ascavedosdewaes aaa aoaaa paga bp bbahb a Iban Nga LL22 so ha 77 Reconciliation Details mama m ume mm amene eee 78 Page 4 Print Reprint Invoice amp Credit Notes amp Delivery Dockets
33. Doto By Yeh ter X ere Setting Up Vehicles The Vehicles tab allows the user to add edit or delete Vehicles as required e Identifier A drop down list of the uniquely identified vehicles e Edit Identifier Press this button to edit the selected identifier e Order Enter the column order that the unit will appear in e Capacity This is the carrying capacity in tonne of the vehicle e Assigned Warehouses A list of warehouses that are assigned to the selected vehicle if run ning Accrivia warehouse module e Warehouse A drop down list of available warehouses that can be added or removed from the selected vehicle NOTE The warehouse components are only visible for clients using warehousing versions of Accrivia Page 208 Adding A New Vehicle Below is the interface displayed when adding a new vehicle From the Vehicles tab click on the ADD button then fill out the fields as shown below 5 New Vehicle Details e Identifier Enter the unique vehicle identifier alohanumeric 25 e Order Enter the column order that the unit will appear in e Capacity This is the carrying capacity in tonne of the vehicle e Warehouse A drop down list of available warehouses that should be selected Page 209 NOTE The newly added vehicle will not be available in the allocation interface until the Vehicle Allocation Management System is closed and then reopened Deleting A Vehicle Simply select the veh
34. Email this option selects only the Debtors on file who have a registered email address for Statements e Printer Email use this option when you have both email and printing choices The sys tem will go through and send Emails out first to any Debtor with an email address on file Once that is complete a notice will appear that asks if you wish to print the remaining debt ors who did not have an email address Say YES to this e Printer Not Email this option will only select Debtors that do not have an email address particularly handy if the first section worked properly and emails were sent but maybe printer errors occurred during the second half This saves having to start the whole process again and sending duplicate emails Branches amp Groups While not every database has multiple Branches or gathers Branches into specific Groups the ability is available to produce Statements by selecting these options on the reports screen if applicable Reprinting Statements As part of the Statement process you Will be asked to save a PDF copy of the file to your directory It is recommended that you say Yes to this This facility allows you to recall the file at a later date and search to find specific Debtors in order to re print the statement when requested Assuming you choose to save a PDF copy of your statements users can then access the file by selecting the Help tab then Accrivia PDF Folders Page 196 This folder
35. Job name required in Debtor Order For clients using the Jobs module tick to deny post ings to accounts with a Job name in the debtor order screen Pay Invs for COD Accounts Tick to enable the entering of payments of invoices raised in Dorder Prompt for Print Quantity Tick for a prompt to enter the number of print copies required Warn if Quote no is already in System Tick if you don t want quote numbers repeated warns if number has already been used Credit Limit Action amp Enter a specific and the actions users are allowed if credit limit is exceeded without Supervisor authority Order Quote Description Defaults to Order No as the field description leave blank to dis able Add to Existing Orders Drop down choices provide permissions on whether users can add or modify existing orders Invoice unfillable orders Drop down choices provide permissions on whether users can invoice stock it levels are insufficient or variations to that Settlement discount Tick if company offers Settlement discount for prompt early pay ments Use Sales Term Tick to use Terms of Sale Master Statements Tick if the debtor system supports placing statement entries from one account to a different master account for debtors with multiple stores Use Pay Term Tick to use Terms of Payment Confirm File Maintenance Changes Tick if you want a warning each time a change is made in the masterfile Show Individual amp Comp
36. Open DEBTOR ORDER 2 Add all relevant details as normal to the front screen 3 Click on ITEMs to enter stock 4 Toenter stock using the grid click B Gia Fa aida to access the pre defined grid form 5 You will first be asked to type in a New Selection title this would normally be where you would select details for each level of a house eg Downstairs Upstairs etc enter this title here to form the first Batch on this order 6 TheStock grid will now appear which allows you to quickly type in required quantities for each stock item don t forget to click on the all of the other tabs as required to enter quan tities Only items currently in the grid will appear any extra items required must be entered manually as normal in the body of the order Grid Order Form Batch 1 Downstairs NEW Grid Fittings 2400 2700 3000 3600 4200 4500 5400 6000 m2m 1200 z 3 4 39 60 1350 7 a 29 70 Take note that assuming the data has been entered correctly into the Inventory Masterfile then the system will also calculate m2 Im measurements Page 108 7 Once all stock quantities have been entered clicking OK will save the entries and load them directly into the Order in the correct order 8 Add any extra stock lines manually if required then precede as normal and select Order Invoice or Quote Orders Converting From Quotes To Invoices Menu option DEBTORS tf Order To convert a quote to an order
37. Project Builders 2 You must enter a date range for this report 3 Alist of all builders and the relevant invoice references for the period selected is reported Project Builders Report Accrivia Selection Criteria Date gt 01 04 2013 and Date lt 30 04 2013 10 14 32 AM 11 04 2013 Builder Code Date Invoice No Job Name Delivery Address Inv Amt ex GST KINGS 1142013 71554 AGRO PTY LTD UNIT 33 BLOCK A1 3 AGRO 142 0 ROADAGROVILLE NSW 2229 1104 2013 CENTRO PROPERTY CENTRO SHOPPING CENTREZ35 SHOP ROADSHOPVILLE VIC AGRO PTY LTD UNIT 33 BLOCK A1 3 AGRO ROADAGROVILLE NSW 2229 Re Assign Project Builders In order to Re Assign a Builder you must first have run the Project Builders Report Inspect the report to determine if there is any sale which has been logged to an incorrect builder in error Run the Project Builder report Take note of any Debtor sale that needs to be changed Go to DEBTOR END REASSIGN PROJECT BUILDER Select the Debtor from the drop down screen The grid will now show all current invoices in the system for that Debtor D N PS 5 NN Choose the specific sale you wish to change and use the drop down button in the Build ers name column to change to the correct Builder Page 57 7 When complete click on UPDATE 8 Continue until all sales have been Re Assigned This process can be done at any time during the sales period and can often save time at the end of the month ifit was done on a regula
38. Re Assign Commission Make sure you have run your Commission reports for the period and if necessary Re Assigned any sales to the correct Sales Rep This cannot be done once the EOM process is complete See Debtors Commissions on page 47 Re Assign Invoice Types Make sure you have run your Invoice Types report for the period and if necessary Re Assign any sales to the correct Invoice Type See Debtors Invoice Types on page 51 Re Assign Project Builders Make sure you have run your Project Builders reports for the period and if necessary Re Assigned any sales to the correct Builder This cannot be done once the EOM process is complete See Debtors Project Builders on page 56 Extra Charges Statement Rounding For clients using this feature the first thing to appear when opening this screen is a Warning regarding Unreconciled accounts Bearing in mind that depending on your company procedures some of these extra charges like Overdue Charges are based on the Debtor s outstanding accounts so it may be applicable to take note of any account appearing in this warning It would be unfortunate to charge an overdue fee simply because a credit note had not been correctly reconcilled to an old invoice Page 217 The following debtor s have unreconciled paymenta7adjustments It is recommended that pou reconcile these before running the end of month ou can examine these on the Payments Adiustments report on the Debt3SdminT
39. Tahoma 10 445TYLE Deposit of 252 required with Purck Data Entry bottom right of the screen the large empty box allows you to type the information you wish to appear whenever the selected Group amp Heading appear Simply type as much information as required for each field You also have the ability to change the features of this information just like a word document such as Bold Italic font style amp size etc A F Tahoma Deposit of 30 required with Purchase Order remaining 70 balance is required There are also 2 other buttons available click on PAGE while typing your information and the system will then move any further information to a new page when the quote is printed Without a specific page break request the rest of the selections will simply flow on normal The Same applies to the LINE button which can be used to add extra lines in between typed information Changing the Order There may be times when you decide to change the order or you may have a new group description you want to add to your template e Add the details to the top of the screen as normal then right click on the field e click on the pop up called Re order e You willthen be asked to advise where in the ordering do you want this item moved to add this information Page 95 Defined Templates Once you have your Group template set up you can use this information to set up individual Templates that can be used for quoting There are a vari
40. a Reconciling balance 3 Statement Stock lists all stock items sold along with invoice and reconciling details It is recommended that only the required option be selected in the User Settings so that the correct one appears in your Reports selection screen This prevents accidently using the wrong type and keeps the Reports screen clean Currently Statement Open with Rec Bal is the only option available that allows users to commence work in the new month before statements are produced All other options require Statements and the full End of Month Procedures to be complete before the new months work can commence Email Permissions The Statement programme can use your standard Microsoft Outlook programme or your Server access to send emails Page 192 Note due to standard Windows permission procedures a supporting Auto Permission programme such as Connect Yes will need to be installed on each terminal This is an out sourced programme and not part of the Accrivia programme For full details relating to all System Setting requirements details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Messages On Statements FILE SYSTEM SETTINGS Debtors 3 tab As mentioned in the System Settings notes a facility is available to have a message appear on your Statements each month Once entered it can remain the same each month eg BEST PRICES EVERYDAY or you can c
41. a different Discount level of 3 Line 4 shows a stock code where we have increased the Mark Up sell price by an extra 15 The same functions apply if you choose to allocate special pricing discounts markups to a Group instead of just a stock item Page 60 DEBTORS DISCOUNTS Discounts levels 1 6 can be allocated on the DEBTOR FILE MAINTENANCE Details tab for each Debtor which are used as a basic default for any product purchased The actual Discount structure is formatted within the Inventory module Up to 6 different discount levels can be set for each stock item In addition to these standard discounts you can also set up individual price lists for individual debtors or link discount levels to specific Debtor Types It is NOT essential to utilise all six discount levels If no discount is defined for a particular stock item then the item will be sold at the retail price If no discount is defined for a particular discount level the debtor will receive the stock at the price of the previous level Related Topics See Debtors Special Pricing on page 59 See Discount Assigning Levels for Debtors on page 64 For further details on Discounts within the Inventory module please contact Your Accrivia Support Team for a copy of the Inventory User Manual Discount Setup in Inventory INVENTORY STOCK MAINTENANCE Discount Tab Locate the specific Stock Code required then move to the Discount tab to set up the Leve
42. and a quick scroll through will show you the code you are looking for Multiple search criteria options are also available and the Search Field selections will change depending on the search Option you choose Narrow down your results by selecting the most appropriate search criteria i Sale Selection by Job Delivery Information fo Data Scope Search Options search Text ABC c Curent C Entire Person Job f Stock Receipts Search Type Search fields fe Like f Exact We Debtor Code w Contact jw Job Name W P SlpNo W Motes Comment Fress Enter or F4 to begin the search W Order No Phone Delivery Address v Invoice No Debtor Reference Job Hame Stock Company Contact Date Rec Mobile Ph Hotes Comment ABC 269149 EUREKA TOWER CONTRACT CONTRACTS 1370672006 ABC 269160 Eureka Tower CONTRACT CONTRACT 3170872006 4 Stock Description wa as per your Purchase Order y Select Page 74 DEBTORS TRANSACTION POSTINGS Menu option DEBTORS LD Debtor Postings tab Sorting Order Every transaction relating to a Debtor appears in the Postings tab and appear by default in numerical date order however this can be changed by ticking in the Order of Postings field at the bottom of the screen Alternatives can be by Reference no or by Rev date which will show by reverse date most current at the top and oldest at the bottom By default the screen will show only Current or unreconciled entries If easier for some clie
43. au iv Show Iny Fate Show Iny Amount Statement accounts bigpond com PO Mo Required Email lnvs with Statements Prompt For Delivery Charge Interest Consolidate Orders 7 Internal Sales Cr GL Use Statement Rounding Print Irw w Inv Grouping w Other W Update Stock Tab Mailing List Job Update Do amp Ch Default Alter Invoice Type Show Summarised Labour Rate Statement Not Req d Show Redundant e Email PDF Reports If applicable can enter an email address for each option select as default if required e Sales Cr GL Double click to select a GL expense code as a default e Type Tick appropriate box e Export Tick here for Export customers no GST will be charged e Internal Used to record sales and control stock without retaining S in Trial Balance used for sales within company branches damaged stock Promotional items e Cash Account Site specific e Clearing Available if Internal ticked select GI type code Page 24 e Invoice Select the relevant information to be shown when printing an invoice e Use Statement Rounding Tick to round to S figures for statements e Print Inv Use drop down to select when you want to print when i v raised at the end of the week or end of the month e Inv Grouping If applicable use drop down to select the appropriate Invoice Group e Other Misc assortment of other options tick as applicable e Update Stock Tab
44. automatically entered on each receipt to save time e Delivery Address 1 2 amp 3 shows the address of the Job selected if applicable on invoices amp credits e Name details in this field will change depending on the type of transaction Note this is an internal field only and this data does not show on customer statements e Invoices shows the name of the Job selected if applicable e Credits shows the name of the Job selected if applicable e Receipts shows any entries made in the Comment field e Posted User system automatically enters the name of the User who processed this trans action e Posted Date system automatically enters the date amp time this transaction was processed Page 6 e Sales Rep if applicable shows the name of the Sales Rep selected in the invoice credit screen e Supervisor if applicable shows the name of the Supervisor selected in the invoice credit screen Postings Search Buttons A series of 6 buttons appear on the right side of the Postings screen which enable you to refine which type of transactions you wish to see on the screen To return to the main screen from each selection click on the RETURN button at the bottom right of the screen e All Ent this is the default and shows All Entries e Orders clicking this allows you to view all Orders currently listed for this Debtor that have not yet been invoiced Screen shows each Reference as well as stock items listed for that order
45. be a business day no earlier than the system date you may need to adjust the date on your terminal Direct Debit Trial Balance A Trial Balance report is available in FILE REPORTS Debtors Debt TrialBal Running this report prior to processing your Direct Debit payments allows you to cross check the total expected in the system against what actually appears in the Payment screen Typical discrepancies would be Page 179 e Negative balances while there may be clients with credit balances on your Trial Balance you cannot make a negative payment so these clients and the totals needs to be high lighted on the T Bal total all credit entries and reduce the overall total and then unticked on the payment screen e New Debtors If a new client has been set up and the DD button ticked they will appear on the Trial Balance however if you have failed to enter the required BSB amp Account details then they will not appear in the Payments screen Locating the missing account and fixing this problem will help to make the T Bal amp Payment screens balance once new entries are fixed click on the Refresh button to get the new totals Page 180 BANKING PROCESSING A BANK RUN Menu option CASHBOOK Bank 1 Select the required bank account from the Cashbook Selection screen and press OK 2 Type the date the deposits are to be banked in the top right corner of the Banking screen 3 To select payments for banking
46. blue type below the order total 11 Your invoice report can be customised to show a line by line breakdown of GST if required Contact the Your Accrivia Support Team for assistance with this 12 Before finalising the document decide and tick any relevant fields if you want to print email or create a Purchase Order etc see options in the bottom right hand corner of Email Print Create PO Direct Del the screen EmalOkt Del Dkt rect De 13 Click ORDER to save these details as an order QUOTE to create a quote or click INVOICE to generate an invoice 14 When choosing to Order you will be provided with a PICKING NOTE screen which will allow you to enter extra notes that will appear on your Picking Slip Delivery Docket Alter natively if you select Invoice you will be able to add a note that will appear on the Invoice you generate Page 105 NOTE if you need to return to the initial set up screen to alter dates etc click on the details button at the top right of the screen Specific industries use an automated Stock Grid within the Debtor Order screen to quickly select regularly used stock codes Stock details are set up in a Grid within the Inventory module Full details on how this function works can be found under Stock Grids in the Inventory module Also See Orders Using a Stock Grid on page 108 QUOTES As discussed above Quotes are added to existing Debtor accounts
47. calculates the credit card charge and adds that onto the payment amount so that the payment amount is the value of the sale plus the charge As shown below Point OF Sale Entry SALE TOTAL 521 50 SALE TOTAL 522 58 TENDERED Credit Card Charges through Debtor Recepit There is no automatic function to calculate extra charges through the standard Debtor function which means you will need to calculate the extra charge manually and add this charge to the Debtor s account via the Receipting screen using a new Payment Type Page 173 By setting up a new code called FEE or something similar you can use this to allocate the charges DDEE Direct Deposit IDISC Discounts Taken Discounts Reever Efipos Transfer Eftpos Reversal Invoice Credit Ad njolo olson solo cK YATA TUT TYO TUT e Oncea Debtor makes a payment using a Credit Card and you wish to add a charge you must e Manually calculate the S value of the extra charge usually a percentage of the total pay ment e Enter this amount into the DEBTOR RECEIPT screen using the FEE payment type e Advise the debtor of the full amount of the payment required original amount the fee e Enter the total payment made by the Debtor taking care to reconcile the outstanding invoices first before the fee Page 174 PAYMENTS DIRECT DEBIT Direct Debit System Settings DEBTOR FILE MAINTENANCE DEBTOR It is essential that any Debtor paying by Direct
48. e Quotes clicking this allows you to view all Quotes currently listed for this Debtor that have not yet been invoiced Screen shows each Reference as well as stock items listed for that order e Details is another way to see the line details on a selected reference e Standing click to view a list of any Standing Orders against this debtor e POrder click to view an Purchase Orders logged for this debtor Postings Extra Options Menu option DEBTORS L Debtor Postings tab then Right Click on transaction While the main Posting screen provides a multitude of information relating to each entry extra options are available by right clicking on a specific line entry Listed below are details of these options Page Reconciliation Details This screen allows you to see exactly how this item was reconciled showing the references and values Note this is an information screen only and you cannot make changes from this screen Aw Debtor File Maintenance Details Options Contact Details Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders Resource Debtor BETTE CONSTRUCTION Date _ Reference Line No Branch TranType Amount GST Remaining Bank Name Cha Details paan 071485 1 CONTRACTE INY Rm 200 00 335 00 ALGO TECH FIRE PROTECTION 01 10 2012 CLIENT 1 1 amp T CHO 765 00 0 00 0 00 CLIENT s 24 10 2012 071501 1 1 amp T CHO 1 100 00 0 00 0 00 BET TE
49. have a new Cashbook set up as a bank account on your system This bank account will then be used as the default account for all debtors who will be covered in the DFF Fite USER ACCESS 1 Click on the Debtor tab at the top of the screen and move to the bottom of the options to find END 2 Move to the option called DFF this will in turn open 2 more options LODGEMENT amp CHECK Click on both of these options and ensure a tick appears Auto Reconciliation Extra Charges Statement Rounding Manual Reconciliation DFF N t Yo Lodgement Direct Debit Card Lodgement Yo Check Unreconcile Inter Company Billing Details Points Search By 5ale Month End Year Page 183 Report Selections Find the Report Group in the top section called Debt DFF Click on this to ensure a Yes appears in the Enabled column In the Report names in the bottom field double click on the following two reports make sure a Yes appears in the Enabled column There are a variety of other reports relating to the DFF if required e Invoice Summaries DFF e Debtor Lodgements Totals File Job Creditors Debtors Payroll Inventory Ledger Cashbook User Name JACCRIVIA User NG 5 Password ke Supervisor Menus amp Reports Departments amp Warehouses Menu Visibility File Menu f2 Job Menu Read Only Job W Create New Jobs Enabled Report Group Debt Profit 1 Debtors Debt Profit Inventory Debt Profit 3 Creditors Nag
50. on the word Food or Van you could narrow down your results list to just a few accounts Page 40 DEBTORS CREATING NEW RECORDS To adda new debtor record 1 Click TA to insert a new record A blank record will appear 2 Fill in the information for this item remember while all the tabs contain important infor mation some will take time to build up data and others may simply not be relevant for your business The Details tab is the most important in terms of recording data that will be needed for immediate use in most functions however Options amp Contact Details tabs should also be filled in during the initial set up if applicable 3 Work you way through each tab as required 4 Click v to save the file 49 Debtor File Maintenance za Details Options Contact Details Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Bu 4 Code A1 WORKS E Edit Code Redundant 07 05 2013 Trading Name 41 REPAIR WORKS ABN bbb b66 777 858 Legal Mame Wo BSB Bank Acct 000633 123456 Use Direct Debit Cont Name O EXAMPLE Bank Branch NAE MELBOURNE ENG o A1 REPAIR WORKS Address 23 TOWN ROAD ect Name A Customer No Wo MELBOURNE VIC 3000 Credit Clr 4 Limit ACC 500 00 Hold Phone 0355620400 On Hold Days 2 From Mobile Number O413654907 Sales Fep Accrivia Rep Fas Mumber 03 55620700 Area REGION 7 E Mail Address suppot accriviacomau Debtor Ty
51. order in the system will be shown 3 Choose whether you wish to let the system auto Allocate based on current stock levels if so then click on the Allocate button or 4 Go through each stock item and make a manual decision on what is to be released by double clicking inthe Supply field for each line 5 Make your selections regarding date print options etc 6 Once selections are complete choose to either print the Picking Slip or Invoice to finalise your selections and Post into the system Releasing Back Orders Orders By Reference The same criteria applies to the header in terms of Dept Warehouse and filters however this time you will see a list of orders by their reference number in the top of the screen and the details of what that back order contains will be shown in the bottom half of the screen IA Debtor Back Order Release Warehouse Total Department Warehouse In Stock T Reserved MELB v MELB Allocated Available 0 Ratio Split Can Supply 0 Supply 0 List Orders By Filter Bpo Fiter By Sox S SA OIE FH OIER Orders By Line Orders By Reference bawas Races Gore CDO Rc AIBAKERY 241720 A1BAKERY No 20 03 2013 AHYSTERSE 238976 Retrun For ADAPTALIFT HYSTER SOUTH EAST No 19 02 2013 COYNES 236849 CT1004 COYNES FREIGHT MANSGEMENT GROUP PTY LTD N No 0770272013 lineNo Stock Code Stock Description Yate Qua HON 1 076902 M6050851 BELT WATER PUMP BF4M1013 EC 20 03 2013 2 080011 V BELT ALT
52. others wait and send one claim at the end of each month The Accrivia process is not date driven specifically rather it produces reports based on transactions that have occurred since the previous lodgement Previous Lodgements have an internal flag against any items already reported and as such are not repeated in any future lodgements Lodgements are allocated a unique number and reports can be printed at any time on previous lodgements TA Debtor Lodgement 5tamping jo Debtors 04N0R012 v to PACIFIC2 Company Groups Totak 43 369 38 Debtor Code Date Transaction Reference Amount Include Never Include ei NAT 04 03 2013 INV 265952 1 105 86 Tit 057 0372013 INW 266070 752 40 06 03 2013 INY 266117 2 068 04 087 0372013 INY 266182 313 50 05 03 2013 INY 266067 1 455 35 07 03 2013 INY ebb FZ 605 05 06 03 2013 INY 266102 2631 62 06 03 2013 INY 266097 66 89 08 03 2013 INY 266208 187 00 08 03 2013 INY bb 925 45 05 03 2013 IN bbe 475 86 06 03 2013 INY 266091 57 42 04 03 2013 IN 265955 1 601 69 08 03 2013 INY 266184 395 45 05 03 2013 INY 266014 886 76 DB 03 2013 INY 256201 171 82 WAA V KA ENE NN NN NAI 1 41 4040 40400 UUUUAYU 1d pw Print Do Not Default Invoices Page 185 1 Open DEBTORS END DFF LODGEMENT 2 Debtors Choose the start and end debtor to use for this report While some clients report on their entire debtor listing others report on only a certain sect
53. particular stock item or stock group to each Debtor These can be set up in the Pricing Tab of the Debtor File Maintenance screen Related Topics See Debtors Special Pricing on page 59 Page 64 Discount Examples A separate discount level can be used to set up a pricing structure for any group of debtors or special circumstances Trade Discount Levels Example trades people get 1096 off all plasterboard sheets and 596 off accessories but no discount on tools Then the Level 2 discount for each item could be set up to reflect 10 5 or 096 depending on the type of stock item By assigning each trade debtors to Discount Level 2 in the Debtor File Maintenance option this ensures that whenever an item is sold to this debtor the correct discount will be given as per the Level 2 price in the discount grid Wholesale Discount Levels Example you provide products to plaster retail outlet and so you need to be able to specify a wholesale price for these outlets The Level 3 discount level could be set up to reflect a wholesale discount of say 30 for each stock item The retail outlet would be assigned discount level 3 in their Debtor File Maintenance screen and would automatically receive a 30 discount whenever they purchase something One off Special Deals What if you have a single trade debtor who is generally on level 2 but negotiates a better price with you for the purchase of one particular stock item or stock
54. processed to an Invoice as normal when required Related Topics See Orders Invoices or Quotes Create New on page 102 For full details on Viewing Purchase Orders please refer to the Accrivia Inventory Manual Orders Void Restore The facility exists to restore an Order or Quote to the system that has previously been cancelled in the Debtor Order screen and provides an Audit trail within the system User must have access permissions to be able to delete orders and quotes Example of Void Restore Page 121 1 An order has been processed in Debtor Order then cancelled eg the customer changed his mind 2 The Order has now been cancelled and removed from the Order tables but internally saved into a file called DVOID 3 Assume customer came back or if the wrong order was cancelled accidently because the transaction has been saved it can be restored 4 Click on DEBTOR VoiD RESTORE 5 Enter the Debtor code and view all cancelled order for this customer Scroll to select the rel evant order and click RESTORE FA Deleted Order Quote Restore 1 Choose the debtor that has the quote or order to restore AGRO 2 Select an Order Quote to Restore then press the Restore button Debtor Code Reference Date Amount __ Cust Ord No Company Name Delivery Address Deleted By gt AGRO 269197 20 02 2013 25 55 test AGRO PTY LTD UNIT 33 BLOCK A 1 3 AGRC Order ACCRIVIA For details on how to set up User s Access permiss
55. sale See FILE SYSTEM SETTINGS POS Tab POS Entering Account Sales Account sales are recorded against the customer s own debtor code See See Debtors Set Up amp Manage accounts on page 21 Page 144 9 Point Of Sale Entry 41 WORKS Debtor Name 41 REPAIR WORES Phone 03 55620400 Address 23 TOWN ROAD MELBOURNE WIC 3000 F4 Stock Line Selection FE Desc Edit Code Quan Description Rate Ex GST Amount Available DERM0540 1 10055440 Nylon round unit 100 5 00 5 50 Total Items 1 MA Transaction Total 5 50 CTRL 1 6 Change Level CTRL 2 View Debtor History GST 0 50 a o Bai PA SHIFT F3 Print Last Transaction sic SHIFT F1 Toggle Cashdraw SHIFT F2 Toggle Printer IT Account 5 50 Printer OFF Cashdraw ON Trading Date 08 10 2013 Change 3 Post x Cancel 1 From the Point of Sale Entry screen press F9 to access the Debtor Selection screen 2 Use the mouse or arrow keys to highlight the required debtor from the selection table 3 Press Enter or click the SELECT button to load this account and return to the Point of Sale Entry screen 4 Select stock items as for a normal sale 5 Press Tab to go to the Payment screen to charge pay for this sale POS Charge To A Customer Account 1 When all stock lines and quantities for the sale have been entered press Tab to com plete the selection process and access the POS payment screen 2 The sale total is displaye
56. the Debtor Order screen called Unit Cost It is recommended but not essential that a cost price is entered now if known This cost can be added at a later date Full full details on how to add the costs to sales after the fact See EOM Step 5 Process Extra End of Month Charges on page 216 6 Enter the required quantities and press Tab to calculate the total price of the stock or man ually override with a new price eg if required for zero cost products 7 Supp WH appears in blue for multi sites only shows full SOH details for this stock item and your default Warehouse appears in this field Use the drop down to change the ware house choice Note changing the Supp WH on an individual line will change the selection for the entire order Page 104 Code F4 00023555 Juantity Item Rate Ex LE Total Price Ex 250 00 Total Price 275 00 Supp WH SYDNEY x Stock Code 00023585 In Shock U Reserved U On Order T Avallable 0 Pack Size ADELAIDE BRISBANE HELB PERTH SYDNEY 8 At this point clicking on F6 will allow you to add manual notes that will appear directly under this item on the order there are unlimited lines available for these notes 9 Click on the App button to add this stock line to the order or simply press Enter 9 Repeat steps 4 to 9 until all stock lines have been added 10 The Order Total includes any GST amounts due to the sale of GST Type 1 stock The sum of the GST amounts is displayed in
57. the current economic climate where the majority of people pay accounts using either EFT Credit Card or Cheques we have found this feature is no longer required and therefore used by very few people Contact Your Accrivia Support Team is you are interested in learing more about this function EOM Step 6 Print Statements amp Reports Part of the EOM process will ensure that all reconciled transactions will be moved into History and therefore will no longer appear in the current transactions or on Statements It is therefore critical that Debtor Statements be processed and printed emailed before the EOM is processed It is also the best time to ensure that you have printed or saved all of the relevant Sales Reports required While most reports in this area are date driven meaning they can be run at any time it is still recommended that all reports are run before the EOM is processed to ensure the correct dates appear Page 220 EOM Step 7 Run Debtors END MONTH Option Menu option DEBTORS Ed Ed Month When steps 1 to 6 have been completed the system is ready to be rolled over to a new period The END MONTH option will move all fully reconciled debtor transactions to the Debtor History tables The debtor sales year to date totals will be updated and the debtor purchases tax and expense period to date totals are set to zero To do this 1 Set system date to the last day of the month 2 Select the DEBTOR END M
58. which allows you to charge the customer a Freight charge if you have incurred expenses in getting the goods back It is critical that you have set up a Stock Inventory code for this which must be ticked as a Non Stock Item Page 160 Now if you wish to charge you must double click in the Freight Charge Stock Code field and select the Inventory code then manually add the Charge amount JA Debtor Credit Note from Invoice Zz Search B Search Bet 269285 Onder BefNo Inv Ref No Reference _ Reference LNolInv Ref Stock Code Date Quan Returned CRN ima 263296 11642 FE101224 22 00 2013 269296 11642 FE101227 22 00 2013 263296 11642 RE101230 22 00 2013 263296 1642 FE101 324 22 00 2013 263296 1642 FE101 324 22 00 2013 4 F etumnz Details Order No Restocking Fee Job Delvery Information Auto calc 207 Name JAMES BLOCK Fee Ex 14 40 Address 29 MAIN ST Freight ma BLOCEVILLE VIC 3999 stock Code Charge Ex 20 00 Cancel Print Credit Note Same Delivery Address Once the fees and charges have been added you will see they will show on the Returns tab of the Credit and from here you can choose to Print and Post the Credit to finalise Page 161 P Debtor Credit Note from Invoice Search By Search Bet 268285 OrdeRet No Inv Ref No Reference 071678 Moe a a ER Gn By IN an hayo Rate I 269285 1642 REM 224 22062013 EH 269265 71642 REM 227 220672013 EH 269265 71642 RE101230 22 06 2013 H 269405
59. 0372013 MO E 266026 503 92 Iw Print Do Not Default Invoices A j a 4 8 4 4 4 4 4 4 4 Changes to the defaulted listing The system produces the lodgement based on the settings within the Debtors Masterfile and as explained includes any relevant transactions and Excludes others It is possible if needed to remove an item from the Included listing if you need to eg you may have sold an item that has already been paid for therefore removing the need to incur the extra cost of including it in a lodgement Note if you remove the tick in the Include column you should also then place a tick in the Never Include column failure to do so means that this transaction may appear again in the next lodgement as the system realises that it has not been reported yet Debtor Receipts For clients who do not include all their customer list in the DFF claims it recommended that you set up 2 bank accounts within the Accrivia system 1 for DFF customers and 1 for customers you do not claim and set up the default bank account on the Debtors File Maintenance screen This limits the ability to reconcile payments against invoices that are mismatched in terms of financed invoices receipts paid into non financed bank account and vice versa You will need to ensure that you select the correct default bank account within the Debtor Receipt screen when entering a payment Only invoices relating to the bank account selected Page
60. 10 04 2013 Order By Debtor Code Branch ADMIN Debtor Quantity Net Amount Sales Total Cost 5 Margin Profit Invoice Type SERVICING AGRO AGRO PTY LTD 400 5 760 00 100 00 0 00 5 760 00 100 00 100 00 Total for Inoice Type SERVICING 4 00 5 760 00 100 00 50 00 5 760 00 100 00 100 00 Branch ADMIN Totals 4 00 5 760 00 0 00 5 760 00 100 00 GST Total 576 00 Note any sale incorrectly allocated to the wrong Invoice Type can be Re Assigned at a later date Re Assign Invoice Types In order to Re Assign a sale you must first have run the Invoice Type Report Inspect the report to determine if there is any sale which has been logged to the wrong Type 1 2 3 4 5 Run the Invoice Type report Take note of any Debtor sale that needs to be changed Go to DEBTOR END REASSIGN INVOICE TYPE Select the Debtor from the drop down screen The grid will now show all current invoices in the system for that Debtor Page 52 Choose the specific sale you wish to change and use the drop down button in the Invoice Type column to change to the correct Type When complete click on UPDATE Continue until all sales have been Re Assigned Page 53 DEBTOR TRANSACTION TYPES Menu name Debtors 7 Transaction For every new database Accrivia will set up a basic list of Transaction Types most commonly used within the Debtors System however others can be added as required to customise the selection to your company n
61. 1575 IM 4125 13 125 13 Payment Remaining 400 00 Totals AutoR ec FE Post x Cancel Print Receipt 15282 You will now be taken to a new screen which lists out only the reference you have selected e By double clicking in the Pay Amt field you can manually enter the amount that is being paid the balance will be left as outstanding e To return to the main reconcile screen click on the view TRANS button e From here you can either select other individual invoices using the same process or just dou ble click in the remaining invoice fields The Auto Rec can still be used in the main screen however you will need to ensure you exclude the partially paid entry or it will be included as well Page 170 Payments Debtor Adjustments Credit And Debit Debtor adjustments are also processed through the Debtor Payments screen Follow the same steps for Debtor Payments but when selecting a Tran Type select an adjustment transaction type instead of a payment type All other selections and processing remain the same Examples of Payment Adjustments Discounts Rounding Short Payments Related Topics See Payments from Debtors on page 165 See Debtor Transaction Types on page 54 Payments Un reconciling A Payment 1 Select DEBTOR UNRECONCILE 2 Select a debtor from the selection table in the Debtor Unreconcile screen and either dou ble click to open or click the UN REC 3 All payments or other cr
62. 187 will be shown in the reconciliation screen this is done to eliminate the possibility of posting payments to the wrong bank account Printing DFF Reports Once a lodgement has been processed in terms of the Debtor Invoices amp Credit Notes you can produce copies of these details within the Reports module Open FILE REPORTS DEBTORS DFF tab From this screen there are 2 reports related to the DFF e Debtor Lodgements Totals this report is a summary of all lodgements processed in the sys tem each one has a unique Lodgement No batch no which can be used to generate individual reports Debtor Invoices and Credit Notes Batch Lodgement Accrivia Selection Criteria All Departments 11 48 37 AM 31 05 2013 Lodgement No Date Amount Remaining 1 1 274 962 3 0 00 25 25 10 2002 510 034 54 0 00 26 30 10 2002 24 059 55 0 00 27 HANA 168 774 18 0 00 28 NAWANG 59 637 41 0 00 e Invoice Summaries DFF this report will produce a lit of all items within the given batch number Find the batch number from the above report then enter it on the screen to produce the report Debtor Invoices and Credit Notes NDF Lodgement Accrivia Selection Criteria All Departments 3 04 39 PM 20 08 2013 Lodgement No 363 Debtor Code Reference 2 Debtor Name Amount O W o oao zz SBE 162351 AWOZ 2008 Win 2074 00 168352 02 2008 wes Bi nat ot 636 29 168194 i ne 1 Pai 5857 01 167878 POR anig 164 50 There are a variety
63. 200 13 MM RE 23 002730 16 236 FCOTE20 FINALCOTE 20KG PA ES BUGLE HEAD NEEDLE PT 8X 65MM SCREWS 1000 KA CONZEO001R BUGLE HEAD FINE THREAD NPONT COLLATED 40MM Bo A DELIVERY ZONE A Page 85 ASSOCIATED FILES DEBTORS A new feature is available that will allow you to store related files directly into specific Debtor accounts which means you can now store information directly into files that can then be accessed from the Debtor File Maintenance screen The function will accommodate a variety of file types ie Word Excel JPEG PDF etc so there is no limit to the number of files that you may wish to store e Pricing Agreements e Contracts e Account Applications e Purchase Orders e Signed Delivery Dockets Specific settings are required for this function which will be set up by Your Accrivia Support Team Once the System Settings have been set up you will notice you have a new Tab in the DEBTOR FILE MAINTENANCE screen called Assoc Files SG ACL DN Gee KAO f Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Resource Assoc Files Debtor ORIGIN ENERGY ik Add File Remove File Gf Desert jpg Worksafe Compliance htm Files can be associated with the Debtor either by using the ADD FILE button or Drag amp Drop direct from your system file folders Files in Debtors are not linked directly to individual
64. 8 Once all the Groups are added to the template go through and untick any of the Group Lines that are not applicable to this quote type eg in the example below choose Cover letter 4 9 and Payment Schedule 30 70 9 The final detail is to advise the system of the 3 key links for this quote and these are e Primary Finances the actual final S figure for the quote e Desc Group the descriptive name of the quote e Address Group the address details for the quote to do this right click on the relevant heading on the left in the preview panel and nominate which of the key links it belongs to these will then appear in the appropriate fields at the top of the screen Note is is critical that you right click on the Groups name itself not the ticked heading name 10 Click SAVE to finish the template Page 97 Defined Templates Manage Groups Template Code CKSALE Primary Finances 7 PutPriceHere Template Name of Stock Item Desc Group 3 PutDescriptonHer Address Group putAddressHere Template Preview laf QUOTATION TO SUPPLY H CoverLetter 3 be 4Dear V 7 Colin Kane sign ff 8 CKdetails Ll 89 page break im PricingSummary 3 Lf PRICING SUMMARY oP 30 70 Ef ValidityGRP ff VALIDITY OF OFFER Allocating A Template To A Quote Entering details of a quote to the system is exactly the same as processing an Invoice up to the point where all the details have been added i
65. ANHAM STEVEN PONDERONOS SAFD LAYBY CUSTOMER My Network nai PLASTDEMO19022009_155205 4BA v COUNTER SALES aces Save as type ABA Bank File v Cancel raymen Date 19 02 2009 By Refresh B Bank File Report A Post a Total Direct Debits 1 080 367 62 Company PLASTDEMO v Desktop My Documents My Computer Click on the Bank File button to generate the bank ABA file You will be prompted to select a location to save this file you will need to know where this file is to load it into your banking software at a later stage A PDF copy of the report showing all payments to be processed is saved in the same location as the aba file for future reference NOTE Once the file has been created the selection controls will be disabled so that this data cannot be accidentally changed If the user attempts to refresh the debtor information they will receive a warning see below where the user will have to type Yes case sensitive to refresh If the user chooses to do this then it is possible for the bank information to be different to the postings Dred Debit banking deteds have been cesta ae you SURE thal pou wani lo eeleedh rao oa eee Lok Cancel REPORT Page 177 You can print or preview a report of all payments to be processed by clicking the Report button POST The Post button creates payments within Accrivia and reconciles these against the outstanding invoices in the start end date
66. AY RT CRN 1 663 52 0 00 151 23 HAWTHORN SAFEWAY 1 amp T CHO 200 00 0 00 0 00 NAB ABC CO PTY LTD Order Of Postings Date C Reference C Rev Date Sort By Branch Show Redundant Page 5 Posted Details Full details of each entry are listedbelow further fields appear across the screen by using the scroll bar e Date shows the date the transaction was processed e Reference is entered directly from the transaction eg Invoice no Credit Note No Receipt etc e Line always defaults to 1 double click in this field to view the line details for the item e Branch shows the relevant entity as selected for each transaction e Tran Type lists the type allocated to this transaction e Amount shows the total value of the transaction e GST shows the value of tax e Remaining shows the total value of the remaining value owed by the customer Originally this will match the Amount total but will change reduce if credit notes part payments or adjustments are entered and reconciled to this item e Bank entered automatically from the Receipts screen if bank details were entered for cus tomer who always pay by cheque details can be added in the Details tab and will then be automatically entered on each receipt to save time e Chq Details amp Branch entered automatically from the Receipts screen if bank details were entered for customer who always pay by cheque details can be added in the Details tab and will then be
67. C Trial Balance Summary Period 3 bd Period 4 Debtors Overdue by Run W Include Internal Debtors Make specific debtor selections if required or leave blank for the entire list Click PREVIEW Click on the envelope icon at the top of the screen The export screen will be displayed Select Excel 5 0 or equivalent from the format drop list S o NT SS w Destination should be disk file Page 198 UA Ee E M5 Excel 37 2000 Cancel Destnabort __ Cancel E Disk file 7 Click OK Excel Format Options m Column width Column width based on objects in the whole Report kad Constant column width fin points 26 0 F Export Page Header and Page Footer Page range Create page breaks for each page l pages E Convert date values to strings C From fo Ta 0 8 Select excel format options and click on ox 9 Select a location for the file to be saved to Pick something you can easily locate again such as your My documents folder or C 10 Either change the file name to something that makes sense to you or keep it in its cur rent format of DmailMrg xls or ZDmailMrg xls 11 Click ok and save the file Note If you are printing off a form letter and need to sort or re arrange the data that is exported to the spreadsheet eg wanting to print off a letter for debtors by their debtor type you can sort the data in the excel sheet Sort The Exp
68. CONCILIATION Enter the debtor s code in the Search Code box or select from the list of debtors on the screen A list will be presented with all payments amp credits for this account that have not yet been reconciled to an invoice Double click in the Select box at the end of each line to put a tick against any payments to rec oncile against Invoices Page 168 4 Double click in the Select box to select one or more of the credit transactions available The total amount of credit selected for reconciliation will be displayed in the Payment Remaining field 5 Click on the SELECT button to select the debit transactions for reconciliation 6 To reconcile individual invoices allowing a settlement discount double click in the Pay Discount column 7 Double click in the Pay Amount column to reconcile the payment against the full retail price of each invoice if the discount option is enabled this will dis allow the settlement discount If the debtor has already taken the discount offered the payment will not be sufficient to reconcile all the invoices See note below To reconcile part of an invoice from a stock line level click View Orders 8 Repeat step 5 6or 7 as appropriate until the Credit amount is O or there are no more invoices to process 9 Alternatively click on the first invoice in the list you want to reconcile and click AUTO REC This will automatically reconcile the full amount of each invoice from the selected
69. Converting Contact To A Debtor When a Contact becomes a Debtor save time by converting the details in the Contact File Maintenance by changing the Status 1 Open Contact File Maintenance 2 Locate the Contact using normal search methods 3 Change the Filter by selection to ALL 4 Click on the DEBTOR button next to the Status You will note that the status for this contact has now been changed to Debtor and all the details from this file has now been used to set up a new Debtor in Debtor File Maintenance Remember that the Contact FM contained only basic information so once a new Debtor account has been set up you will need to review and add any extra details such as ABN Bank Sales Rep etc to complete the file Converting Contact To A Creditor While not as commonly used the facility is available to enter Contact details for a Creditor that can then be converted to a genuine Creditor account in the future Mainly used to record quoted information you may have received from a potential supplier Data would be entered into the Notes section Page 92 DEBTORS QUOTE TEMPLATES Quoting clients is a large part of many businesses and while each quote is unique they invariably have certain information that remains the same for each one eg Terms of Payment Warranty etc Accrivia s Free Form Quote Template allows you to set up unlimited pre determined fields that can then be selected quickly and easily when quoting much
70. Custom laser 163 Mini Shipping Height Sa 164 Shipping l 2180 Mini File Folder width 9 74 cm 2181 Mini File Folder Page size A41 x 29 7 cm 2186 Mini Diskette abel information o Delete Labels 1 Ifyou select the option to choose an existing label and press OK an Insert Merge Field win dow comes up Drop the arrow down on this option and the available fields from your exported data will be listed Eg Code will correspond to the Debtor Code in Accrivia Name to the business or Person s name Adress_1 through to Adress_3 will be the address details Contact Name Phone etc Select the required fields and position them in the small display window as you want the information to appear on your mailing labels 2 As this is the Merge Form the actual customer details won t be listed at this stage but rather the fields being used Page 202 3 After you ve inserted all the required fields in the right positions Press the OK button and then the Merge button that is now available on the screen 4 If instead you need to set up a custom label instead of using one of the standard ones give a name to your custom label and define the sizes of the labels If you require a def inition of what each is click your right mouse button on the words eg Vertical Pitch and select the What s This tab for a definition After you ve set it all up select OK to return to the word document Hew Custom laser Preview Sid
71. Debit must have the button ticked on the top left of the Masterfile along with their bank details including a BSB amp Account number amp Account Name Failure to enter these details will mean the Debtor will not appear in the Payment reports Code ABCE ae Edi Redundant Trading Name ABC CO PTY LTD AB N BO Legal Name ABC CO PTY LTD BSB Bank Acct 000666 173456 mi Mee heat RK Cant Mame Bank Branch NAB ABCVILLE Chg Details ABC CO PTY LTD Address 123 STREET Acct Name Customer No 90 Days ABCVILLE Credit Clr Limit ACC 2 000 00 Hold E Phone Wo On Hold Days From Mobile Number aaaaAaAaAaAaAaAaAEAE SalesRep YA Fas Number Wo Area GP E Mail Address Pr Debtor Type P Under Debt Collection Discount Lvl 1 Max Disc 5 Statement Acct Branch Page 175 Direct Debit Screen Field Explanations A Direct Debit Show Debtors By Debtors By Cashbook Hi O Cha Start Date Company i End Date 19 02 2009 Select 63 542 56 KJ ABBYCOMB 47 845 00 GEORGE FREEDMAN 947 57 EMILY HANDSOME 1 149 58 DOROTHY JONES 51 830 77 PHILIP KINGSTON 879 87 PB MOONSTRAT koga 805 9a NEW DEBTOR PTY LTD 156 79 UNYS NEWMANHAM 1 042 24 STEVEN PONDERONOS 1 004 95 SAFD 1 720 00 LAYBY CUSTOMER 4439 00 COUNTER SALES 0 00 4 4 4 4 4 4 414 4 41 4 4 4 Direct Debit Payment Date Bj Refresh 9 Bank File E Report a Total Direct Debits 1 080 367 62 Company
72. ERNATOR BF4M1013 EC 20 03 2013 3 72250603 BEND 45 DEG JIC FEMALE 20 03 2013 2 Note that each line will show in a colour which is related to how much of the back order can be supplied at this time Page 127 e Red no lines can be filled at all e Light Green the order can be partially filled at this time e Dark Green the order can be completely filled at this time The same options for either using the ALLOCATE button or manually selecting what will be supplied applies to this screen Page 128 ORDERS CHECKING ORDER PROFITS Accrivia provides a function within the Debtor Order entry screen that allows you to see exactly what your Profit details would be in relation to the details on the order To see this information you must first process your Debtor Order as per normal procedures right up until the point where you are ready to finalise the Order At this point once all entries have been added to the order and you have a final Order total press CTRL 5 to see a popup of the Profit margins for this order Once viewed simply click 0k to proceed and complete the order as normal i Debtor Orders E E Debtor BSPEC Branch IT Current Pe tail Date 19 07 2013 Reference 269338 ag Details Code F4 1 O6RNOS25 2 000 EACH 5x25 Nylon round unit 1000 Quantity Item Rate Ex 2 OERNO540 100 000 EACH ita Pr ce E mi i 1 o4 Ba 3 Tgx45 Bugle screws unit 1000 Stock Code O9BE 745 In Stock 1000 R
73. Invoiced Lines Show Individual and Company Fields Freight System Credit Reasons Enabled Clear Job Delivery Information Barcode Addressing Change deliver address Shock Weight Standing Orders Debtor Rebates Enabled Own Reference Numbers Project Builders Enabled Frint Debtor Despatch Remove Quotes after E months Job Name required in Debtor Order Pay Inve for COD Accts Hold Accounts owing in 30 days Prompt for Print Quantity Wam Accounts owing in 30 days Warn if Quote No already in System Prompt for fees under 500 00 Credit Limit Action Can Order Cant 010 Surcharge Code Order Quote Description Order Na Grid Order Form Add to existing orders Prompt W Use Grid Order Form Invoice unfillable orders Allow w Decimal Place on Grid We Print Grid Orders Use Single Grid y Iw E E E lv Iw E y 1 Select the desired actions from the drop list e Can Order amp Invoice default Allows all operators to override the customer s credit limit warning and process orders and invoices e Can Order amp Can t Invoice Allows all operators to override customer s credit limit warn ing to process orders but stock can only be invoiced by an operator with supervisor per missions see User Access e Can t Order or Invoice Only operators with supervisor permissions are able to create orders or invoices for customers over their credit limit Go to FILE USER ACCESS and set opera
74. KS ai Ibato JRetorence Line Nejaranch Tan Type Anount GST Fomaining Bank inv Paid Days Ma UA ANEI 071642 SERVICE 22 00 2 00 2200 22 08 2013 071636 SERVICE 742 73 67 52 242 73 22 08 2013 071642 SERVICE 79 20 7 20 7220 22 08 2013 071643 SERVICE 41249 237 50 41249 22 08 2013 071646 L amp T 500 00 0 00 0 00 NAB 3110 2013 071634 SERVICE 6 000 00 545 45 0 00 3110 2013 071635 L amp T 6 000 00 0 00 0 00 NAB Totals Tab A new button will also be added to the Totals Tab called PAYMENT HISTORY Clicking this button will produce a summary of Payments for this account including those that have already moved to history and includes the Invoice Paid Days as well as the Average Days to Pay total This is an information screen only and data here cannot be altered from this screen A Debtor A1 WORKS Days To Pay 24 _ Reference Transaction Type Date ___ Amount__ Recon amount kaila CHOI 31710 2013 6 000 00 6 000 00 1646 CHO 22r 087 2013 5500 00 500 00 1625 CHO 1540142013 10 00 10 00 1604 CHO 30 11 2012 1 064 08 1 064 05 1590 CHO 0171172012 544 015 544 015 Days to Pay Report Details of the Averaged total for each Debtor going forward will now appear in a seperate column in the Debtors Trial Balance Summary report Page 37 Debtor Summary Trial Balance Selection Criteria All Branchs Branch Belonging to cashbooknumber 2000 DEMO PTY LTD Debtor Code Name Credit Clearance ACC
75. L Account 269 53 Dr 3831 Cf 2351 Back Order Release Screen Info Opening the DEBTOR BACK ORDER RELEASE screen instructs the system to scan through the exisiting orders in the sytem and produce the details showing what is on order for whom and details of what is currently avaialble Details of this screen are as follows 9 Debtor Back Order Release Department Warehouse 1 MELB w MELB v Allocated 0 List Orders By Filter By E Fiter By O et tii 241759 239759 234053 234468 234468 229638 239979 ZMAINT INTERNAL SERVICE WORK df ZMAINT INTERNAL SERVICE WORK TBA ZMAINT INTERNAL SERVICE WORK ZMAINT INTERNAL SERVICE WORK ZMAINT INTERNAL SERVICE WORK ZMAINT INTERNAL SERVICE WORK ZMAINT INTERNAL SERVICE WORK 4 Invoice Date 09 10 2013 Print Inv Order 1 13 06 2013 12 25 02 2013 3 18 01 2013 3 22 01 2013 12 22 01 2013 3 14 12 2012 2 26 02 2013 vi Print To Printer v Warehouse Total In Stock Reserved 12 Available 11 Can Supply 1 Supply x 00022998 009729 009729 010471 01174417 01174417 Allocate bo ho Jj Ratio 5plit A 000161000HA DCF 410 KALMAR THREADED UNION RELAY 24 204 KIT 115489 RELAY 2447204 KIT 115489 THREADED UNION OIL FILTER DEUTZ OIL FILTER DEUTZ Allocate Dept Warehouse by being specific in these fields you can narrow down the options on which orders you wish to look at and supply Page 125 Warehouse Total d
76. Maintenance fo LE Details Options Contact Details Notes Posted Notes Totals Directors Delivery Pricing Rebates Postings Job Revenue Defaults Project Builders Resource Debtor 121 REPAIR WORKS Items Groups Stock Code Description Quan SellEx Disc Level Mark Up Disc Last Update _ Ceara gt O6RNO540 1 005x40 Nylon round unit 100 1 5 0000 ACCRIVIA 15 05 2013 1 43 00 a E9 Groups DFM Posting Tab AO Debtor File Maintenance x Details Options Contact Details Nokes Posted Notes Totals Directors Delivery Pricing Rebates Postings Job Red Debtor CENTRO PROPERTY Date _ Reference Line No Branch TranTypeJAmount GST Remaining Bank INW E 02 06 2003 071456 eT 6 667 30 606 16 1 645 50 231022012 071503 L amp T IM 6 667 30 606 16 6 667 50 25 10 2012 071502 L amp T EFT 5 000 00 0 00 0 00 20 02 2013 071520 L amp T IM 91 70 8 34 91 70 20 02 2013 071521 L amp T IM 95 25 7 56 53 25 effU2 2013 071523 L amp T CAN 22 00 2 00 0 00 11 04 2013 071555 L amp T IM 125 15 11 39 125 15 Standing POrder This screen shows a list of all transactions for the debtor listed in date order All transactions are colour coded for easy searching Details Blue for invoices charges Green for payments receipts Page 33 Red for credits Scrolling across the screen further will show any added notes delivery details user names et
77. Na Debt TrialBal General Ledger BIGA bebe DEE Cashbook Debt E0OM Jobs g View Postings Page Debt Trans Payroll Restrict tabs data based on Teen 7 Yes Debt Adm 2 Teak aa 14a Read Only Machine W Create New Machines Edit Machine Details Only l2 View Financial Pages W View Postings Page W Creditors Menu View Details Tabs Only f2 Edit creditor codes Deblor2 Menu _DEF Trial Balance Sum DFF Trial Balance Det DFF Debtor Trial Bal as at DFF Aged Trial Bal Det As At DFF Aged Trial Bal Sum As At Invoice Summaries DEF Debtor Lodgements Totals Click the tick at the bottom of the screen to save these changes then close Accrivia and re open to activate the changes on your terminal FILE DEBTORS FILE MAINTENANCE DEBTORS 1 Open the Debtor Masterfile Details tab and ensure that the Default Cashbook is set to the correct Debtor Finance Bank Account Page 184 2 Atthe bottom of the Details tab there is a tick box field called Exclude from DFF e leave blank if this debtor is included in the DFF and has the DFF bank account chosen on the details tab e place a tick in the box if this debtor is not part of the DFF at all ticking here will exclude transactions for this account appearing on the final lodgement Processing An DFF Lodgement Each client will have it s own agreement with the bank as to how often a lodgement is processed some process weekly while
78. ONTH 3 Click DO IT Page 221 END OF YEAR PROCESSES EOY Menu option DEBTORS End Year 1 RunaSystem Check to ensure everything balances 2 Do a manual backup of the system call it EOY 20 Backup additional to scheduled back ups Run Debtor End of Month Run all End of Year related reports at least Debtor Sales Financial Year Debt Sale 2 Tab Close all debtor screens Set system date to the last day of the Year see FILE SYSDATE option Select DEBTOR END YEAR o N p OST SS pw Click Do IT to run End of Year Most reports other than those specified in the EOM and EOY routines allow you to specify a date range for the report Check the required reports for this ability before running EOM and EOY routines Related Topics Always run a System Check before commencing any EOY or EOM procedures Details on how to do this can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy It is recommended that a Backup be performed before EOM or EOY procedures Details on how to do this can be found in the Accrivia Features Manual contact Your Accrivia Support Team for a copy Page 222 FAQ S HOW DO I See Debtors Search for Debtor Codes on page 39 See Debtors Update Debtor Information on page 70 See Debtors Reprint Invoice Credits or Delivery Dockets on page 81 See Debtors Deleting Records on page 73 See Reprinting Statements on pag
79. System Settings 183 AA AA WA a aa R 183 Report SCICCTIONS eoa WAA UTA MA LA a E MAPYA MARAMBA ae EANA 184 Processing an DFF Lodgement aaao anaana eo eee eee cece LLa a cece cece cece eeeeeeeeee 185 Excluding Partially or Fully Paid Invoices 186 Changes to the defaulted listing cece cece ec naano cceccesceceeeees 187 DEDTONR CCCI AR 187 Printing DFF Reports U 2 2 eee eee eee eee eee eee ec anaana anaana 188 Completing the Lodgement 0 aoaaa aoaaa aaa aoaaa Laaa cee eee eee LLa aa Loana 189 Reports Debtors 2 0 aaaa anaana anana a anaana a 2an aoaaa a Daaa ce cee cecceccecceceececceseeees 190 BN AA NP E eres AA rested 191 OVEIVIEW AA aa r O AA AA ra 191 System Settings for Statements oaaao aa oaaao aoaaa aLL eee aLa Laaa aaau 191 Choice of Statement Type 2wmemmmnmwmanwma mwm nwna nuna men 192 Erpa Permis ON toh seth teeta aa sA lana BA Ara aNG apan tanod toh ar ae 192 Messages on Statements 193 Barcodes on Address Fields c cece eee cee eee cece eee eee cece ceeeee cesses 193 Page 9 Producing Statements wmmm ee LLALL LALL LaaLa anana 194 Branches OU Scans yea aaa ee UA Oe nee LI SERBIA ee AA 196 Reprinting Statements 22325252 za bosch knna apog ce Babangon plata a aga Bian beat E ma BNG Yous 196 Mail Merge Exporting 2 2 2 o oie aaa
80. a contact to an actual account at a later date Address Enter details of contact Email Address Enter the address often required if sending a quote by email Website Enter details if required Created system will auto fill on entry with date amp time Ph Fax 3 fields to enter contact numbers Last Contact system will auto fill on entry Last Contact Method system will auto fill on entry Record Manager Auto entered using the User name of terminal Referred by you may wish to record for reporting eg Yellow Pages etc Price Level if using select the discount price structure Filter By choose how you want to see these details Clipboard click to export the data to a file if required Contact Details provides for up to 4 different contact names and details within this new contact s organisation Notes facility to enter as many notes as required Posted Notes system will automatically enter notes if specific transactions are performed Quotes any quotes logged in the system for this Contact will show here listing all details Directors details of company type ACN Director details can be added here Resources 3 tabs Blank resource tabs are provided that can be customised to suit your company needs Right clicking gives options of specific fields to add eg Alpha Check box Date amp Memo Adding Quotes To A Contact Accrivia can link a generic Quoting customer to the Contact File Maintenance to allow users t
81. aaa cece cece eee cece e cece ee eeeseeeeseeeeeees 198 EDO CNG AA 198 S n Le AA PAR Ua aa 199 AA AA 202 Vehicle Delivery Management System 2222220222 2000 207 System Settings ehh ee ee eh nata tod hese sd dala BE Kasa bak Baa hotvaieweeberdnemctid haa ma a meade yudieduce 207 VENIGCIGO AO CATION dad sa KALINANGAN BANG NAMA KINANTA Tana dee ieee 207 Se HIN UID VEN sanan a haha KASAL Db aaa aa kaka aaa Baat ied Gat naia an a NG KAP Anon na Ba 208 Adamga new VOI ClO csc eee cesta AAA 209 Deleting a vehicle aaa NAA cha Ana natal Dara BANA aaa akn eee ee 210 Setting up Vehicle Regions o eee eee ccc ence ee eee eee e eee ee eeeeeeeeee 210 Setting up Vehicle Groups cece anaana aaa aaao naana aaa aaan naaar ooann nonan 210 Allocating orders to a delivery vehicle 2 211 Reporting on allocated orders by vehicle 212 End of Month Processes EOM 22a aoaaa aoaaa aaao aoaaa cece eee cece eee aLaaa aaa 213 EOM Step 1 Close other terminals Ha 214 EOM Step 2 Set the correct system date 214 EOM Step 3 Run a system check ccc 5a cnc eene scans bcd boat dex aa aLaaa 20a LLLA aL Laaa 22an ba Naan 215 EOM Step 4 Make a back up aoaaa aoaaa aoaaa aaan 22a a aLaaa LLALL Laa LLa eee a aana 215 EOM Step 5 Process Extra End of Month Charges 216 Assign c
82. aced with you by a client or you have a recurring charge that you want to make sure is not forgotten like rent etc Standing orders are created modified and deleted through the DEBTORS ORDER screen and applied through the DEBTORS STANDING ORDERS screen To use the standing Order function you must tick the boxin FILE SYSTEM SETTINGS Debtor tab and select the function via User Access For details on how to set up User s Access permissions contact your supervisor Details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Standing Orders Create And Modify Menu option DEBTORS 4 Order 1 Enter the required debtor code in the search code box or scroll through the list of debt ors on the screen to select the debtor 2 Click on the Standing Order tab in the bottom half of the screen 3 Select the standing order frequency e fthe order is to be repeated regularly on a particular day s of the week select the Daily option and nominate the weekday s that it is required Multiple days can be selected e Ifitis to be generated on a monthly basis click on the Monthly option and enter the date on which it is required Note as not each month has the same number of days to ensure you don t miss any month we suggest setting the Date to 28 which means even the shortest month of February is covered e For monthly standing orders select appropriate monthly quantities There are 3 opt
83. ading terms BSB Bank Used for Direct Debit must enter for DD to work BSB must be 6 digits Bank Branch Default details here will auto enter when Receipting Use Direct Debit Must tick if paying by DD Chq Details Account Name Default details here will auto enter when Receipting Customer No If required a no can be generated for every new account Credit Clr Limit Use drop down to select type of account eg Cash or 30 day etc Enter a value amount for the Credit Limit if applicable On Hold Days From If using can select at what point the acc is put on Hold once the debtor is overdue Sales Rep Set up selections via Debtor File Maintenance to track Sales Rep for Debtor Area Set up selections to track Area Location for Debtor Debtor Type Set up selections to track Debtor Types Page 23 e Discount Level Max Disc If using you can select what level of Discount this Debtor will get on each invoice linking to the Inventory codes Can set a Maximum discount level e Branch Entity If applicable you can nominate which Branch Company to use as a default DFM Options Tab Ay Debtor File Maintenance Details Options Contact Details Motes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Bu 4 Debtor Al REPAIR WORKS Email POF Reports Type Email B default Export Quote E Order E Del Deckt a ee nvoice Invoice test bigpond com
84. all requests until they are accepted Accrivia has the facility to record these potential customers as a generic Contact This allows you to enter all required details in terms of address phone email etc along with extra notes and any other potential information that you may wish to keep later if the quote is successful File Maintenance Info Grid The Contact File Maintenance screen looks very similar to a Debtors Masterfile with the idea being that if the customer becomes an actual Debtor then these details are then used to set up a new account without manually retyping again p Contact File Maintenance Details Contact Details Motes Posted Notes Quotes Directors Resource Resource 2 Resource 3 Created 07 05 2013 9 40 37 AM Trading Name Al REPAIR WORKS Phone 03 PEE 20400 Cont Name ID EKAMPLE Mobile Number Status Contact Creditor Debtor Fax Number 03 55620700 Address 23 TOWN ROAD Last Contact MELBOURNE VIC 3000 Ust Cont Method Record Manager ACCRIVIA Referred By YE LLO PAGES E Mail Address support accrivia com au Website Price Level 2 Filter By f Al Contacts Debtors Clipboard Page 89 Code Assign a unique code maximum of 10 characters Trading Name Enter the trading name of new contact Status this will be auto filled depending on the Filter selected at the bottom of the screen Defaults to Contact for new entries Creditor Debtor use these buttons to convert
85. any Fields Tick if you want the Debtor Masterfile to show both Individual amp Branch fields Credit Reasons Enabled Tick if a reason for the credit must be stated when raising credits Page 14 Barcode Addressing Tick for output of barcode addresses using an outside source Stock Weight Tick for the system to calculate amp display the stock weights Debtor Rebates Enabled Tick to enable Debtor Rebates Project Builders Enabled Site specific Tick to enable where using Remove Quotes after Enter the qty of months quotes are to be kept before removing Hold Accounts owing in days Select the period where all accounts are placed on hold if amounts are owing leave blank to disregard Warn Accounts owing in days Select the period where you are warned for accounts have amounts are owing leave blank to disregard Prompt for fees under Prompts for fees when the total of the invoice is less than the specified amount and there are no fees selected Surcharge Code Enter a code for any surcharges Use Grid Order Form Tick to have the ability to use a grid order form in the Debtor screen Decimal Place on Grid Allows users to enter fractional amounts on the fast form grid Print Grid Orders Prints orders out in the grid format Use Single Grid Use load a single grid instead of the multiple grid batches used by default in the system Page 15 Debtors 2 Tab 40 Branch Maintenance System Preferences Jobs
86. asic Codes which are used in the Posted Notes tab of the Masterfile There are a few basic codes which Accrivia will set up which are automatically activated when certain functions are performed eg Redundant an entry will be made by the system whenever you make a Debtor redundant etc While some like these happen automatically you can also make manual entries in this screen which is where extra codes could be useful If helpful you can set up more codes to suit your requirements and these codes can then be used to produce reports for certain occasions Examples to use Bad Debtor make a manual entry whenever you have a Debtor go bad enter the details of what happened and how much money is owed New Accounts whenever a new account is set up a manual note can be added which could include details of promised prices etc Closed Accounts similar to above however would provide details of why a customer has closed his account Occurrences such as the examples listed above can prove very interesting to Management and reports can be run at any stage which would provide details of each type which can then studied and provide an insight in how to improve company policies 1 To run a report go to Reports DEBTORS Debt Ing tab Debtor Memo Types 2 Makeyour selections as required noting that only one memo type at a time can be selected 3 Preview Print your report Page 46 DEBTORS COMMISSIONS For clients who pa
87. ating a Template tO QUOTE II a eee AA AA aad athe ER a 98 Quotes for Contacts only 101 Orders Invoices or Quotes Create New 102 QUOTES a aon ee col NONA Ka ban Nba nA AG eter Oy SOE ECAC Ste Re LA Me TREE Ne er ee eee 106 Orders Modifying Discounts 3 107 Orders Using a Stock Grid 222 22222222022 108 Page 5 Orders Converting from Quotes to Invoices 109 Orders Modifying and Invoicing 2 2 c cece cece ccc e cece cee cecceccescescceceeseesees 110 Transfer Orders to another Debtor c cece eee eee eee ee cece eee ee eeeee 111 Orders Re Order from an Existing Order 2 222222mm2mme mea mmeeea 111 Orders Prohibited Stock Items 2 113 Orders Create Cartage Purchase Orders 116 APA PO 116 EV CRON APO 117 Debtor Orders with Cartage 2 2mmmmm mme eee eee 117 Viewing the Purchase Order mmmmm e eee cece aLaaa 22au 120 Orders VO ReEStOre scsi he cae pte ee ee oe Bate ee oie abs iste ee int Na 121 Excel Load Work Order Job Labour Materials
88. ay no earlier than the system date e There must bea valid company selected for Direct Debit Payments e Ifa Direct Debit transaction type has not been stated within the database then the user will be prompted to provide a valid transaction type If the records posted successfully then the system will create a PDF file with all of the transactions on it and the user will be prompted to save this on their local machine Page 178 Direct Debit Processing A Payment Run Direct Debit Menu option DEBTORS Direct Debit To process direct debit payments within Direct Debit menu run a Direct Debit Trial Balance see notes and use this to compare with the DD Payment screen To run the DD Payment report complete the following steps 1 Select the relevant criteria in the Header e Cashbook or Company use drop down to select e Start Date and or End Date of invoices 2 Alist of debtors including their outstanding amounts will now be shown 3 Untick any debtors that you do not wish to process a direct debit payment for buy dou ble clicking the Select column for that debtor Debtors with a credit balance should be unticked Enter the Payment Date and Payment Company in the bottom panel Preview the proposed payments by clicking the Report button Generate a bank file and process this through your banking software o oF M p Post the payments by clicking the Post button Direct Debit Payment date must
89. c Note only current or unreconciled entries will appear on this screen To access any reconciled transactions in previous periods click on the PAST button Buttons down the right side of the screen can be selected to show details specific to the relevant button type selected Default is set to All Entries DFM Job Revenue Details Tab This screen is site specifc for clients using the Jobs module This screen shows complete details of all revenue using data from the General Ledger and Jobs modules Materials Labour Charges amp Allowance details are listed in seperate tabs within the screen DFM Project Builders Tab This screen is industry specific and is used to set up Builder names and codes used to track costs and sales attached to a specific project Press enter on the last line or use the button to add a new line for extra entries DFM Resources Tab This a free screen that can be customized to record user definable details that are relevant to your specific business and not covered already in any other tab By right clicking in the body of the screen you get access to the types of fields that can be added Resource Fields Add an Alpha Field Add a Check Box Add a Date Field Add a Memo Field Set Tab Order Click on the specifc field you need and it appears on the screen Change the name of the field by right clicking on the words Page 34 Press SHIFT and click in the field then drag to move it arou
90. ccrivia to activate your selections Page 162 Credit Reasons Set Up Codes Open DEBTOR FILE MAINTENANCE CR REASONS TA Credit Return Reason File Maintenance ols ba Return Code Descripti ji Faulty Damaged 2 Exchange You can add as many reasons as required by clicking on the button The system will allocate the next Return Code number and you will need to add the Description Credit Reasons Allocate within a Credit Note Process Credit Notes as per normal noting the new field at the bottom of the screen Use the drop down function to select the appropriate reason for the credit Continue with credit as normal iy Debtor Credit Note from Invoice Search B Search Ref 469143 f Order RefNa Inv Ref No 1484 CONTRACT SUM BASE 13 06 2006 a B0 1494 CONTRACT 31 08 2006 269205 1 1633 CONTRACT 28 03 2013 Returns Details Stock Description roms as per your Purchase Order CAN Quan Ex Amount Total Ex 0 00 G5T 80 00 Ine 0 00 Credit E ntry Stock Destroyed Quan Description i reson ad C93 Post x Cancel Print Credit Note None Same Deliver Address note this function is for internal purposes only details of the Reason do not appear on the Debtor invoice Page 163 Credit Reasons Reporting Reports can be run at any time detailing the amount of credits for each type e Open FILE REPORTS DEBTORS DEBT CREDITS e Enter the selections as required then
91. ce by he used the wrong reference on his remittance and all you have is 269387 the quote Tracking the data Open DEBTORS SEARCH BY SALE Enter the details of the reference number that you have Press F4 to activate the search you can narrow the options if required by selecting the various Search options and fields You will then see a pop up appear advising any other references that are linked to the one you entered In this instance if we entered the quote number the response would be Quote 26938 was converted to Order 269388 Would you like to continue running the search query So now you know that the number you have was the Quote and that it was converted to an Order If you say Yes to continue you can then type in the new Order number and search for that to see if it has been processed further The result of this would look like this Page 138 Data Scope Search Options Search Text 269388 f Curent Entire f Person Job Stock Receipts Search Tupe Search fields f Like f Exact W Debtor Code W Contact fw Job Name W P SlipNo fe Notes Comme Press Enter or F4 to begin the search Iw Order No Phone Delivery Address W Invoice No i _ Debtor_______ Reference Job Name Iny Cm Ret Stock__ Company_ Contact Date Rec Mobile Ph Notes Comment EBOUICE 269358 B QUICK SALES 116830730756 PRODUCT 08 04 2014 The result will show the details of the selected Order along with the final Invoice
92. cessary To do this 1 From DEBTOR ORDER enter the debtor code or use the search function to select the required debtor 2 Click RE ORDER to select from all orders invoices in the system past and current for all debtors 3 Inthe bottom left of the screen click Current or History to select which period the required order is in Page 111 Select the order invoice you want to re order from the table the order does not have to belong to the selected debtor and click 0K to load the stock details of this order If you want to use the original prices from this order check the Restore Prices option other wise all stock lines will be updated to their current prices when they are loaded into the Debtor Order screen Add to or modify the order as required Finalise this transaction by clicking the ORDER QUOTE or INVOICE buttons Page 112 ORDERS PROHIBITED STOCK ITEMS The facility is now available to set up Inventory Stock Codes that can be used when producing a Debtor Order but are Prohibited from Invoicing This means they can be included on an order but must be removed prior to invoicing This allows general labour codes to be stated at order stage to ensure that details of what needs to be done and any other notes can be added without having to guess what the final entries will be Example Your business has 5 Technicians who each have a Labour Code with their relevant charge
93. concile accounts before proceeding id The debtor 10000 has unreconciled credit postingss payments credit notes adjustments Would you like to reconcile these before posting this transaction By saying Yes you will be directed to the Debtor Manual Reconciliation screen for process ing See Payments Reconcile Manually After Posting on page 168 If you have reconciled old transactions once finished you will need to return to the Debtor Receipt screen to continue with your new payment Page 165 6 Proceeding from your Debtor selection the next screen shows full details of the account owing totals appear at the top right of the screen which can be helpful when deciding how to reconcile the account further on 7 Select the eg Branch Company Store Division this payment is made out to multi com pany systems only 8 Asystem generated Reference number will be assigned however this can overridden to type in Cheque numbers or any reference number of your choice 9 From the Tran Type drop list choose the transaction type ie CHQ CASH EFT 10 Enter the amount of the payment 11 Ifthe payment amount is less than the amount invoiced rounding or discounts and you want to disregard this discrepancy enter the difference in the Adjustment Discount field note there are special conditions which apply to the use of this field 12 Bank Branch amp Cheque details can be added at this point Note these details can be adde
94. contains PDF copies for a variety of Modules as applicable for each site Selecting the STATEMENTS button will produce the file menu where all your statements have been saved Locate the correct file name and date and then proceed as normal to find the relevant debtor A Accrivia PDF Fold Priv Location Mdatasvr WorkingiCathyipri Get Web IP Address GotoAssist Contents Support Request Form Register g Shortcuts Refresh Priv Version Changes Reports FTP Version Update About Once all Statements have been produced continue with your standard End of Month procedures Page 197 MAIL MERGE EXPORTING Accrivia can export details from the Debtor module that can be used for Mailing Labels or Form Letters in Microsoft Word Standard Microsoft Word rules apply to set up and use the data in Accrivia to form a Mail Merge details are set out below for new users Export The Data 1 Select REPORTS DEBTORS Debt MailM tab 2 Select the Debtors Mail Merge Fields report fay Report Selection o HES Debting DebtDocket Debt OnOrd DebtOnOrd 2 Debtinfo DebtFM Debt Sales Debt Profitt DebtProtitit2 Debt Profitit3 DebtTrialBal DebtEOM Debt Trans DebtAdm DebtAdm 2 DebtMaibt Debt Credits DebtProd DebtSilrd Debt Rebate Report Group Selection Criteria f Debtors Mail Merge Fields Starting Debtor Ending Debtor C Debtors Mail Menge Fields MC Period 1 r Period 2 kuji
95. cratch select this option or if you want to import an address into a form letter open the form letter first before carrying out this process and import into the form letter 6 Go to Step 2 Data Source and select the option to Open Data Source since you have already created the Excel sheet containing your data 7 On the Open Data Source screen locate your Excel file created previously from Accrivia Remember to point the directory to the location as specified before eg My Documents or C and change the file type at the bottom of the window Open Data Source Look in E My Documents S Be 7 Tools History _ My Music My Pictures 6 dmailmrg xls Filename msquery Files of Eype ABANTE AA a T Select method Cancel Page 201 8 Select the file and click on OPEN 9 When asked what Name and Date Range you wish to import accept Entire Spreadsheet 10 Next accept Edit Main Document to insert Mail Merge fields into the document being used If you are creating mailing labels at this stage you will either need to select from the list of available labels the ones that correspond to yours or if they don t exist create your own custom ones by selecting the New Label option Label Options rinker information l OK C Dot matrix Laser and ink jet Tray Manual Feed Cancel Details Label products Avery standard New Label Product number 2160 Mini Address 2162 Mini Address Type
96. creen You will need to tick this manually on any applicable Cash account Payment In DOrder On i Order Now when you enter a Debtor Order and get to the end you would press ORDER or INVOICE and will now be presented with a pop up Payment Details screen i Payment Details Lc mes Se Bank aa Reference 071690 OO Branch Date 09042014 Cheque Details cea Tran Type tT l Comment Wo Amount X Cancel No Paymt S Pay The field descriptions are self explanatory so simply fill out the details then click on the S PAY button to record the payment If you are not taking a payment at this time then choose the NO PAYMENT button instead You may be prompted to enter a name in the Cheque Details field if there is no current entry in the Debtor File Maintenance on this account Page 130 Payment to an Order If a payment is logged to an Order prior to generating an invoice then the payment will be logged into DEBTOR FILE IMAINTENANCE POSTINGS as un unreconciled payment for the Order no Reference At Debtor File Maintenance Details Options Contact Details Op Notes Totals Delivery Pricing Postings Job Revenue Defaults Project Builders Resource CASH ON DELIVERY ACCOUNT Pe eede Tren Type Amount eea o OS 09 04 2071 4 071691 1 ADMIN IM 110 20 170 20 10 02 naaa 4 a 1 AMIN IM A 10 20 sl ja il O02 ink 030442014 071636 1 Sorin EFT 42 20 342 20 30 OO Prepayment for Order 269394 Wh
97. d at the top of the payment screen 3 Theamount to be charged to the account will be displayed large white type across the bottom ofthe screen 4 Press Enter or click OK to charge this amount to the debtors account POS Pay Cash For An Account Sale 1 When all stock lines and quantities for the sale have been entered press Tab to com plete the selection process and access the POS payment screen Page 145 The sale total is displayed at the top of the payment screen Enter the amount to be tendered next to the appropriate payment type s CASH CHQ or EFT Move off the field to accept the payment If the amount tendered is greater than the sale total an additional field will appear next to the Sales Total at the top right corner of the screen containing the payment amount The Account Charge will be reduced to zero and the remaining credit will default to an Account Payment To pay the remaining credit off the account balance see Account Pay ments To pay only the exact amount of the sale and issue change for this transaction enter the exact amount to be credited to the account ie the sale total in the new field The balance of the transaction will be moved to the Change field and the Charge Account field will be zero Press Enter or click POST to save the transaction The cash draw will open and a receipt will be printed If the payment is a CHQ you will be prompted to enter the cheque details POS Account Paymen
98. d click OK to return to the POS screen Page 140 5 Enter the quantity required for this stock line 6 To enter additional stock lines to this sale press Enter or use the down arrow key to create a new a line Repeat from step 2 until all stock items have been entered 7 Press Tab to complete the selection process and access the POS payment screen press Esc at to return to the POS screen POS Modifying A Cash Sale If you are already in the Payment screen press Esc to return to the Point of Sale Entry scree 1 Usethe Arrow keys or click with the mouse to select the line you want to modify 2 Overtype the details to be changed 3 Or press CTRL DELETE to remove the selected stock line from the sale Any details including the price can be modified You cannot modify a sale that has been completed See See POS Crediting POS transactions on next page POS Parking Loading A Sale If you need to interrupt a POS transaction the entry can be parked allowing you to use the screen for another transaction or to close the POS screen without losing the details of the current sale 1 Press F11 to park the unfinished transaction It will be saved in the system as a debtor order against the selected debtor POS is the debtor for counter sales LAYBY for layby 2 To resume the transaction select the Debtor F5 for POS or F8 for LAYBY or F9 to select a debtor account 3 Press F12
99. d during that period that have not yet been emailed 5 The system will automatically place a tick in the EMAIL field however you can elect to remove the tick on any or all see UNCHECK ALL or if you accidently Uncehck them all you can reinstate the tick by clciking on the CHECK ALL EMAILS button 6 Placea tick in the DON T EMAIL field if you wish to exclude an invoice from being emailed at all Page 136 7 Click the EMAIL button at the bottom of the screen to complete the process and all selected emails will now be sent Page 137 DEBTORS TRACKING REFERENCES A new feature allows the tracking of Quotes Orders Invoices using the reference number as a search function While the system will still allocate a separate reference number for each function this can pose a problem if your Debtor uses the wrong reference number when making a payment eg they accidentally enter the original quote number as a payment reference Until now it was very difficult to track the progress to see what the final invoice number was for the original quote Now you can use the Search by Sale function to find the details of the final transaction Example A client asked for a Quote which was produced with a reference of 269387 When the Quote was accepted it was converted to an Order with a reference of 269388 Finally the Quote was converted to an Invoice when ready with a final reference of 71689 Now the client has paid for the invoi
100. d into the Debtor Masterfile so that these fields can be auto filled whenever a pay ment is made in future 13 AComment can be added if required this is an internal comment only and does not appear on customer statements however can be seen in the postings tab of the Masterfile Useful for notes like paid deposit only shortpaid waiting for credit etc 14 Areceipt can be printed for each payment by putting a tick in the box at the bottom of the screen 15 Click RECONCILE if you want to e Manually reconcile this payment against a particular invoice and or e Dis allow a settlement discount 10 Otherwise click POST to save this payment can be reconciled later through the Debtor Manual Reconciliation option It is recommended whenever possible that payments are reconciled fully at this point Related Topics Page 166 See Payments Reconcile Manually After Posting on next page Payments Reconcile Automatically Before Posting In most cases customers will make a payment that covers the total value of the oldest period or the total amount owing on the account Rather than individually choosing each line item you can simply let the system auto reconcile 1 Click the AUTO Rec button at the bottom of the screen to allow the system to start at the oldest amount owed and work through all transactions until the entire payment value is used 2 You can if needed select your own starting point by clicking
101. details of this order 4 Modify the details as for a normal Standing Order and click on the ORDER button to re save the Standing Order To Delete the Standing Order completely follow the details as above to the end of Item 3 then click CANCEL and answer Yes at the prompt to remove this Standing order permanently Standing Invoices Processing Standing Ord Menu option DEBTORS 77 a ab PAY Standing Orders Standing Orders 269239 L amp T auth 2 9 00 00 AM In Ord Date 1 052013 working Days Ihy Tupe _ Stock Code Description Quan Rate Ex Rate Amount Ex z OBR O540 ox40 Nylon round 1 16 41 29 11 5 a Order IB Invoice Print Delivery Docket Page 155 You can generate an Order or Invoice for any existing standing order s Invoicing can be done at any time during the month and there are multiple ways to select when this happens 1 2 Click on the Standing Order Tab to see all existing standing orders in the system The Inv Ord Date field will default to today s system date The Working Days field will default to the number of working days for current month Mon Fri exc weekends Choose the method of selection based on your current needs by either letting the system select the orders that are due or by over riding this and choosing your own selections using the following options Click on AUTO to automatically select orders due on the current date based on the requ
102. details won t be listed at this stage but rather the fields being used Page 204 8 After you ve inserted all the required fields in the right positions Press the Merge button that is now available on the top task bar da RT tbe o gt SRORH aaa 2 adng1 m Arial sis B z ul i E EE 9 On the Merge dialogue box that appears select Merge to New Document as opposed to Printer or Email Don t print blank lines when fields are empty and then press Merge to create the form letter or mailing labels Here lt ecords to be merged a al Soom lr og Check Errors Query Options hen merging records C Don t print blank lines when data Fields are empty Print blank lines when data Fields are empty No query options have been set 10 Anew Word document will be opened in which your merged data and the mailing labels or Form letter will be ready for checking and printing Switch to this document and con tinue There will be a copy of the document for each person in your Excel list to print eg if you had a 1 page letter and 25 people in your Excel sheet list there will be 25 pages to print off in this newly made document Page 205 11 If any additional changes are required switch back to the main document modify as required press the Merge option again on the button menu as per step 14 and regenerate the merged data for reprinting Discard the previously created form lette
103. ding Orders Create and Modify 2 22memmmmm2ee2m 153 Standing Orders Modifying or Deleting cece cece cece cece cece cecceecceeeeeees 154 Standing Invoices Processing e eee cece eee cece e cece cece eaaa aiaa 155 Credit OU AAP 157 Credit Notes Create Manually w mmmmmmmmmmmm mume 158 Credit Notes Create Automatically From Invoices 159 Unsure of the Invoice Number 00 c cece cece eee cece eee cece mwm eee ee eeeeees 159 Search using the Invoice Number u 2 eee cece eee eee cece ec eeeeeceeeeseeseeees 159 Processing the Credit 160 RESTOCKING FEES AND FREIGHT CHARGES 2 222 022 eee eee eee eee cece cee manemane 160 Credit Notes Credit Reasons cece cece cee eee eee ee eee eee eee 162 Credit Reasons System Settings l cece cece cece cece cece ce eeeeseeeeseeseees 162 Credit Reasons SetUpCodes cece Laaa LLALL Laaa Laana 163 Credit Reasons Allocate within a Credit Note 163 Credit Reasons Reporting 2 2 2 a 164 Payments and Reconciliations _ 0 02 22 cece cece eee eee eee e cece ee aLaaa aoaaa noona 165 Payments from Debtors 02 02 lei a aoaaa LaaLa LLALLA LLALLA LLALLA ee eee seen 165 Payments Reconcile Automatically Be
104. ds to the specified orders Page 123 ORDERS BACK ORDER RELEASE Menu option DEBTORS eee The function of the Back Order Release option is to automate the release of stock that has been placed on back order within the system Individual settings in the Debtors module allow you to specify preferences and priorities in regard to whether they require back orders to be kept System Settings Open DEBTOR FILE MAINTENANCE DEBTOR Despatch Rating found on the Details tab this allows you to set a priority Rating A B C to each debtor This will be used later in the Back Order Release function when assigning stock The highest rating A will get first option if there is not enough stock to supply ALL back orders LA Debtor File Maintenance Lo Details Options Contact Details Op Notes Notes Fosted Notes Totals Directors Delivery Pricing Postings Job Rever 4 F Redundant 25 05 1998 Trading Name INTERNAL SERVICE WORK ABN Legal Name FO BSB Bank Acct Bl Use Pose Tek Cont Name Pe Bank Branch PO Chg Details TC Address LMAR Acct Name 7 Customer Mo Wo WARRNAMBOOL Pong Credit Ch Limit ACC 1 000 000 00 Hold VIC 3280 On Hold Days From Phone Pe i Mobile Number Sales Rep Fax Number Pe E MailAddress Debtor Type INTERNAL x 1 Under Debt Collection Discount Lvl 4 Max Disc 2 100 Statement Acct Department r Despatch Rating A Default Cashbook ESO W Esclude from
105. e 2 Select the banking that you want to reverse and click the REVERSE button 3 All entries selected will now appear back in the Bank screen for processing Related Topics For more details refer to the Cashbook Manual Bank Deposit Processing Page 182 DFF LODGEMENTS Debtor Finance Facilities is a growing option within the business community as it has become more widely recognised as a valuable financing tool supplementing or replacing traditional overdrafts or fixed limit business loads Debtor Financing is a generic description of a funding process based on the value of debts where the provider assumes part or all of the credit risk on a debtor The Accrivia programme caters for full invoices only part or fully paid invoices will not be included in the Lodgement as explained below Accrivia provides a feature to assist with the data collection needed in order to complete a final lodgement with your bank specifically Invoices amp Credit Notes It should be noted that this is a limited feature in that there are further processes and reports that will need to be done after running these reports before you can Lodge your details with the bank and these would best be explained by your bank in relation to the specific agreement you have with them DFF System Settings Initial set up of some system settings are required in order to use this function Bank Account A critical step when using the DFF is to ensure that you
106. e 196 See Payments from Debtors on page 165 See Payments Un reconciling a Payment on page 171 See Banking Processing a Bank Run on page 181 See Banking Reversing a Bank Run on page 182 Page 223
107. e 2 extra fields on the screen showing the standard Retail Rate for this item selected as well as the default Disc that is logged for the selected customer i Debtor Orders Debtor BSPEC BE SPECIFIC BUILDERS Date 12 03 2014 Reference 269360 Code F4 O6RINO525 Quantity 20 Item Rate Ex Total Price Ex 18 00 Total Price 19 80 Retail Hate Disc 4 At this time you can now choose to override the default Discount rate for this order only 5 Continue as normal for the rest of the order adjusting as required Note that while this function is available it may not be applicable for some businesses who currently have specific system settings preventing the sale of stock items below cost etc In this instance your normal company pricing policies will take precedence over this function Page 107 Orders Using A Stock Grid For specific clients mainly in the Plaster industry a Fast Entry stock grid can be set up for speedy entry within the Debtor Order screen Once set up it allows for quick easy selection of all commonly used products on a job without having to manually type in each stock code Ideal in the building industry for example where each house being built in an estate has the same requirements in terms of stock items and the only thing to alter may be the quantity Once data has been entered into the INVENTORY GRID SETUP it is available when you are completing a Debtor Order as follows 1
108. e 30 DFM Delivery Tab It is quite common today for people to supply a Post Office box for all mailed items however street details are required for deliveries and some clients may have multiple sites for deliveries as well The Delivery tab allows you to enter multiple entries for these sites This screen is divided into 2 areas Top Enter details of Delivery options inc address contacts and Job details Can have multiple entries for different jobs Stored info can then be selected when producing a Debtor Order Inv to specify details and link to any special pricing Bottom Pricing Items Tab Enter details of special pricing that relate to specific delivery addresses these prices override the existing pricing discount structures and are commonly used for large jobs or one off special agreements when linked to a delivery address in this screen Pricing Groups Tab Specific pricing for Stock Groups can also be entered into the second tab in this section Rebate Items Tab for clients using the Rebate option the facility is availabe to enter details of the Rebate information for each stock code by Item Rebate Groups Tab for clients using the Rebate option the facility is availabe to enter details of the Rebate information by Stock Group Details of how the special pricing is entered is the same process as described in the Pricing Tab for details See Debtors Special Pricing on page 59 Entering stock code data
109. e 39 and modify the required details 2 Ifall details are correct then click Kam save the new details Click Ki cancel these changes Moving to a different record or closing the screen will also save your changes Depending on how your system is configured you may be notified that there are changes and ask if you want to save these changes when moving off the record Page 70 DEBTORS EDITING DEBTOR CODES The Code field is how Accrivia identifies this record When you change the Code the system goes through and automatically changes any reference to it to the new code This may take a few moments depending on how much data is in your system To change a code 1 Select the debtor record you want to update and click the EDIT CODE button 2 Enter the new code and click kap save it All transactions linked to the original debtor record will now be linked to the new code Page 71 DEBTORS MERGING TWO DEBTOR RECORDS It is critical to make sure you are selecting the correct codes during this process 1 Select the debtor record you want to merge and click the MERGE button All transactions from this record will be moved across to the next debtor record you select so you need to ensure you select the correct code This original debtor record along with all of its details contact details options etc will be deleted 2 The Debtor Selection screen will then be shown Locate the new Debtor code you want the fil
110. e Time Memo Type Close Acct AT WORKS Received call business is closing down so wil pay outstanding account 1505 2013 12 09 40 PM kaa a aaa 15 05 2013 12 34 46 PM DFM Totals Tab This tab shows a snapshot of the current state of the Debtor account including all history PTD amp YTD and current Trial Balance totals with last payment and purchase dates A Refresh button is available to re sort the Period totals if needed Page 29 Discount P T D 0 00 Current 200 12 Discount Y T D 0 00 30 Days 0 00 BO Days 0 00 On Order 55 00 304 Days 696 70 Total 966 82 Last Payment 23 10 2012 3 3 Last Payment Amount ali Sales P T D 29 302 82 Last Purchase 17042013 Sales Y T D 99 30282 Sales Last Year DFM Directors Tab NOTE this tab will be disabled if See Accounting Notes is not activated in User Access The facility is available to record details of individual Director details for this Debtor up to four entries can be made here JA Debtor File Maintenance E Details Options Contact Details Notez Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Debtor A1 REPAIR WORKS 1 Business Tupe COMPANY ACH 555 BEE 777 Legal Name A1 REPAIR WORKS Director 1 Name Phone Address Wo 777 yr Director 2 Name ED Phone Wo Address Wo N7 Director 3 Name Phone Address Director 4 Name Phone Address Pag
111. e in the Debtor Order screen e Customers who have exceeded their agreed trading terms are identified with a strike through their name Customers with this strike may be prohibited from placing an order depending on your system settings as discussed in Option 1 below Aa Debtor Orders Search Code Ti Add New _ Code Name Address ABC CO PTY LTO 123 STREET ABLVILLE AGRO PTY LTO Unit 33 Block 41 3 AGAO ROAD AGROVILLE Now 2229 BETTE CONSTRUCTION Level 6 114 BOP 5T BOPVILLE 3000 BIO SCIENTIFIC 10 585 SCIENCE ROAD SCIENCE HILL CENTRO PROPERTY CENTRO SHOPPING CENTRE 235 SHOP ROAD SHOPVILLE VIC JOB QUOTING DEBTOR 2 JOBSUPPLY STOCK TRANSFER TO J Two options are available to assist you in the management of debtors who go over their approved credit limit Option 1 Define Credit Limit Actions Specify a Credit Limit Action in the FILE SYSTEM SETTINGS Debtors Tab This is a simple allow prevent option where you specify what actions are allowed when a debtor exceeds their limit by anominated Page 66 Y Branch Maintenance System Preferences Jobs Jobs Quote Ledger POF Reports Data Transfer E mailing Branch Tax Bank System Dates Payroll Creditors Debtors Debtors 2 Debtors 3 POS OrderInvoice Other Show Period Totals Settlement Discount Use Sales Term Show Branch Debtor is Based At Master Statements Use Pay Term sort Order Lines Confirm File Maintenance Changes Remove
112. e margins Top margin Vertical pitch Label name Top margin Label height Side margin 0 4 cm Label width Vertical pitch 3 8 cm Number across Horizontal pitch 10 3cm Number down Page size A4 izi x 29 7 cm 5 You ll now see on the top margin of your Word toolbar new buttons will be available Including Insert Merge Field Edit View Insert Format Tools Table Window Help me a FETAR EEr Insert Merge Field Insert Word Field e M 4 l F H EV ae sy MERGE Page 203 6 Drop the arrow down on this option and the available fields from your exported data will be listed Eg Code will correspond to the Debtor Code in Accrivia Name to the business or Per son s name Adress 1 through to Adress 3 will be the address details Contact Name Phone etc Select the required fields and position them as you want the information to appear on your mailing labels or Form Letter Refer to the following picture for an example File Edit View Insert Format Tools Table Window Help Dees Seay t ev o z Insert Merge Field Insert Word Field 4 Code Mame Address 1 Address 2 Address 3 Contact Mame lontact Names Mares Fax gAddress 1 Mobile Address is Address 3s Phone Mailing_Lis Period 1 Period 2 Period 3 Period 4 Total Sales PTD Sales YTD Salesrep Area Debt T Disc L Tax Exem Last Pur Last Purchase 7 As this is the Merge Form the actual customer
113. e notes means that the accounts officer does not need to scroll through lines of operational notes from the warehouse All entries in this tab are made manually and no record of dates or Users is recorded by the system To add a date manually use Ctrl D at the start of the line Manually add staff initials or name at the end of the note if you wish to track who made the entry Page 26 LA Debtor File Maintenance Details Dptions Contact Details Up Notes Notes Posted Notes Totals Directors Delivery Pricing Rebate 4 Debtor 51 REPAIR WORKS Operations Notes 1905 2013 17 54 44 AM A Delivery for orders must be between 10 00 2 00 Prompt Notes Must always get a purchase order for this customer Show Redundant e Operation Notes manual entry of any notes relating to warehouse manufacture deliv ery etc e Prompt Notes Any details added here will appear as a Warning Info message whenever this debtor is selected for invoices or payments eg Must get PO or Bad Payer COD only DFM Notes Tab NOTE this tab will be disabled if See Accounting Notes is not activated in User Access e Accounting Notes add notes directly relating to the account to record details that may explain queries for credits short payments unusual payment terms etc Very helpful for staff who have not been involved but may need to know what has occurred Page 27 fa Debtor File Maintenance lo ee Details Opt
114. e to be merged with and click OK This is the item that will remain after the merge is com plete Page 72 DEBTORS DELETING RECORDS Accrivia maintains a fully integrated system which records and saves all data entered Deleting a Debtor record would not be common and usually only performed after setting up an account that has had no transactions added 1 Select the debtor record you want to delete and click the button 2 Aconfirmation to delete the selected record will be displayed 3 Answer OK to confirm deletion or CANCEL to return to the debtor record A debtor cannot be deleted if it has had a transaction posted against it instead it will need to be made Redundant instead once the account balance is 0 00 Once confirmation of a deletion is accepted the data is lost and cannot be retrieved Page 73 DEBTORS SEARCH BY SALE Menu option DEBTORS GA Search By Sale The facility is available to search the system for customer or invoice data based on an actual past Sale for those times when you may know the stock code but not the Debtor or you may even know the Debtor amp a Stock code but don t want to have to scroll through every transaction in the posting screen The example below shows us using a Person Job search with several criteria chosen To search simply type in the Debtor code or partial code that you know and press F4 The search results will show a list of all transactions for that customer
115. e you want from the list provided Then proceed as normal from there to complete the quote and print To continue click NEXT The next screen ask you to Allocate all the items in your quote to the quote groups You now get the option of showing each individual stock item in the quote put a tick in the Show field of each line or to only put a Grand Total of all the parts combined in which case you would put a tick only on the line that is called PRIMARY QUOTE To continue click NEXT you will be prompted with a reminder to check you have fin ished allocating all the stock lines The next screen gives you a last chance to make any final changes or adjustments as required Click on the PREVIEW button at the bottom of the screen to see the finished Page 99 product and read through taking notes on anything that you may wish to change then close the preview 13 If there changes that needed to be made click on the Heading line on the left for the entry you wish to change you Will be able to see what will be printed on the right this can then be changed or added to if required 14 Continue to Preview and adjust as much as necessary until you are happy with the finished result 15 Click the FINISH button the Quote will now be saved and the document will print note nor mally this would print to your Letterhead Quote example note because we indicated in our Template that we wanted a page break at the end of ou
116. eam for assistance with this Once set up by Accrivia you can then tick this box for that type System Settings For Invoice Types e Set up all required Invoice Types open DEBTOR FILE MAINTENANCE Invoice TYPE add new entries by using the button at the bottom of the list to add a new line e Open DEBTOR FILE MAINTENANCE DEBTOR Options tab ensure you place a tick in the Alter Invoice Type field against all debtors For clients wishing to start using this func tion for their entire database please contact Your Accrivia Support Team to assist you with activating in a bulk lot Activating the above settings will now show a new field in the Debtor Order screen If you have elected to select a Default type then it will be automatically filled in here however it can be changed on an order by order basis if required If you have not selected a default then you be prompted for a Type selection for every order Page 51 Invoice Type Reports Go to FILE REPORTS Debt Profit 3 Inv Type by Debtor Sum This report allows for multiple options including Start End dates a range of reps as well as how the report is ordered eg by Debtor code Margin etc Make the relevant selections then preview the report which will show a list of all Debtors allocated for each Sales Rep and the relevant sales data as per your selection Stock Margin Summary by Invoice Type by Debtor Accrivia Selection Criteria All Branchs 4 19 24 PM
117. earch function to select the required debtor 2 The MOD orRD button in the top right of the screen will become available Click this button to access the Order Selection screen All current orders for this debtor will be listed here To see all orders in the system click on the Show all Debtors option in the bottom left of the screen 3 Orif the Debtor Order No is already known you can bypass the search function and enter the Order number directly into the ORDER NO TO MODIFY field at the top of the screen then click MOD ORD Debtor Orders lo amp x Search Code B QUICK 5 Add New AS Load 50 Order No to Modify 269347 M Aa Aa Aa a karag On Order CodeAndName 000 64 0 00 0 00 0000 AV ORS AI REPAIR WI ee a CO PTY LTO Sakae a STREET ABCYILLE 0 00 3 145 73 0 00 0 00 0 00 ABC ABC CO PTY LTD AGRO PTY LTD Unit 33 Block 41 3 AGRO KO 0 00 0 00 0 00 29 723 37 0 00 AGRO AGRO PTY LTD BETTE CONSTRUCTION Level 5 114 BOP 5T BOPYILLE 0 00 2 903 56 0 00 0 00 0 00 BETTE BETTE CONSTRUL BIO SCIENTIFIC 10 565 SCIENCE ROAD SCIE 0 00 861 69 0 00 0 00 0 00 BIO BIO SCIENTIFIC E QUICK SALES 123 LONG 5T SHORTVILLE W 0 00 0 00 0 00 200 00 2 402 66 BOUICK B QUICK SALES 4 Changes or additions to the order can be made at this point if required 5 Check the Print option to print this invoice when you save Page 110 6 To re save the order click ORDER or to invoice the order click INVOICE
118. ect the default debtor code POS 2 Select the stock codes for the items being returned and in the Quantity column enter the quantity of stock being returned as a negative number 3 Press Tab to access the POS payment grid The system assumes the refund is CASH The amount to be refunded will appear at the top of the screen 4 If any part of the original transaction was paid for by EFT or an un banked cheque then the refund should be credited accordingly 5 To change from a cash refund enter the amount of the EFT transaction or cheque to be credited as a negative quantity against EFT field Page 142 If the amount of EFT credit is less than the full refund amount the remaining credit will default to a cash refund displayed as CHANGE at the bottom of the screen Refund the required amount of change cash press Enter or click POST to complete the transaction The stock levels and cashdraw balance will be adjusted accordingly POS Crediting Account Sales Account sales can also be reversed by the same procedure as POS This is only recommended for correcting entry errors for the account you are currently working on If you choose to credit stock without checking the original invoice you cannot be sure if the stock was purchased ona promotion or if the system price has increased since the stock was purchased and so risk over crediting the debtor account It is preferable to credit debtor invoices through the DEBTOR
119. ed a Pay Discount column will be present Double click in this column to reconcile this payment against individual invoices allowing the discount To dis allow the settlement discount or if no discount was offered double click in the Pay Amount column to reconcile the payment against the full retail price of each invoice If the debtor has already taken the discount offered the payment will be insufficient to reconcile all the invoices See note below To reconcile part of an invoice from a stock line level click the VIEW ORDERS button Tick each individual order as necessary clicking on VIEW TRANS to return to main screen Repeat this process as appropriate until the Credit amount is O or there are no more invoices available Note if payment covers more than is owed the balance will be left as a credit on the account Payments Reconcile Manually After Posting Menu option DEBTORS Manual Reconciliation There are times when a payment cannot be reconciled at the time of receipt maybe there wasn t time to work out which invoices where being paid or the Post button was clicked too early in error It may also happen if a Manual Credit is entered that was not linked the original invoice In these cases the payment will still be logged to the Debtor s account however it will show as a total un reconciled payment in the current system You can then allocate the payment manually 1 Zi Select DEBTORS MANUAL RE
120. edit transactions in the current month for this debtor will be listed 4 Double click in the Unreconcile column to mark the transaction s you want to unrec oncile Multiple choices are acceptable 5 Click UN REC to unreconcile each selected transaction and its associated debit trans action Checking the Debtor Masterfile Posting tab will now show the payment is now showing as unreconciled and the relevant invoices have returned to an unpaid state Page 171 Payments Auto Reconciliation B n Baron Gkaki Menu option DEBTORS H Auto Reconciliation There is a facility within Accrivia to Auto Reconcile Debtor accounts in bulk Most commonly used in industries where the clients are required to make payments in advance of service which leaves a credit balance which is gradually reduced whenever an invoice is generated Others may use to take up Rounding credits This function allows you to select your entire Debtor list and reconcile any account that has credit and debit unreconciled accounts This is traditionally done at the end of the month before Statements are processed however can be run at any time during the month This would also be handy to run just prior to printing a Trial Balance as it resorts all balances 1 Open the Auto Reconciliation screen 2 Click on ALL to capture every customer or EXACT to only capture customers whose Debit Credit balances are an exact match 3 Wait for the process to work takes
121. eeds This list provides a link to the General Ledger module along with BAS reporting and these codes are used extensively throughout the Debtors module Note it is recommended that for every Debit Type a Reversal Credit type and vice versa should also be set up for those times when errors are made or credits are performed The Tran Type field contains only 4 digits however further explanation can be entered in the description field It is recommended that all Reversal Types have the negative sign added at the end example see CAS which is for Cash Reversal Type Description Post Type BAS Adj Reporting Type POS POS Charge GL Acct C GL Acct D EE Credit Adjustme C Debit Adjustmen Cash Reversal Cash Payment Cheque Payment Cheque Reversal Dept Clearing Dept Clearing A Reversal Cpap Creditor 4utPay Credit Mate Discounts Taken Discounts Hever Eftpos Transfer Eftpos Reversal S alolelalololslelalselalals sa TW IN eto yt Ss Invoice Add new Transaction Types by either highlighting a line where you want it to appear and press INSERT or go to the last line and use the Arrow down button to insert a new line the new code will be automatically sorted in alphabetical order once entered Page 54 Using the details already listed for other types can be helpful when selecting GL Accounts etc The following information can also be added some are compulsory Post Type enter either C Credit or D Debi
122. ems If you have invoiced any zero cost stock lines use this option to assign actual costs to these invoices Any sale registered in the system for a stock item without a Cost price will produce an incorrect history in future Profit amp Loss reports It is essential that these sales be corrected ASAP and is recommended that this procedure forms part of your standard EOM process Once an invoice has been highlighted in the following report you will need to cross reference with the Creditors module to determine when the product was last made purchased in order to obtain the correct Cost price 1 Select DEBTOR END ASSIGN COSTS 2 Enter the debtor code in the search code box or scroll through the list of debtors on the screen to select the required debtor 3 Click CURRENT to show current postings for the selected debtor OR click PAST to show all old postings for the selected debtor 4 The middle grid will now show any invoice for this selected Debtor that had a stock item with no costs attached Ideally there shouldn t ever be many in this list 5 You can select a specific invoice reference number if known for the selected debtor although in theory you should be correcting any invoice that appears in this screen Page 216 6 Click on the relevant invoice line to see a list in the bottom grid of any stock lines with Costs 7 Enter the correct cost price for the selected stock line 8 Click P0sT to save your entry
123. en you are ready to invoice simply go back to the Debtor Order screen and Modify the original order then proceed as normal to the Invoice stage The system will automatically link the original Order and payment to this new Invoice and reconcile the payment accordingly Payment to an Invoice If you decided to move straight to an Invoice did not process as Order first then once a payment has been entered against an invoice you will see the transaction appearing in the DEBTOR FILE MAINTENANCE POSTING tab with an entry for both the invoice and the payment showing as reconciled i Debtor File Maintenance Details Options Contact Details Op Notes Totals Delivery Pricing Postings Job Revenue Deta Debtor CASH ON DELIVERY ACCOUNT Jone Retwonce ine nefronen Tan Tost Romstinglost 03 04 2014 071691 1 ADMIN 110 20 110 20 10 02 0970442014 071694 1 ADMIN 110 20 0 00 10 02 gt 09 04 2014 071695 1 ADMIN CHO 110 20 0 00 0 00 sl Banking Payments All payments logged using this function will appear as normal in the Banking screens and normal procedures should be followed from that point Page 131 DEBTOR INVOICES Invoice Menu name Debtors The Debtors Invoice screen allows you to invoice out existing orders either partially in full or in batches of orders Invoice Partial Or Full Orders Invoice Menu option DEBTORS 1 Open Debtor Invoice then enter the debtor code or use the
124. end of day report so that you can account for all money that has been taken from the till All expenditure must be accounted for as you normally would account for it ie via a journal for petty cash expenditure Point Of Sale Entry l Ioj x POS TRANSACTION F4 Edit Duan Code Desc Code Descnpton Ouan Rae Amount Discount Level 1 0 0 00 Total Items BLAST A Transaction Total CTAL C Change Company Monies Paid ut Add Clear Monies Cashdraw ON Printer ON C9 Post x Cancel Trading Date 23 03 2001 POS End Of Day Procedure At the close of trading for the day go to the DEBTOR POS END OF DAY option The Till Balance screen will be displayed This is asummary of all monies paid in and out of the till Page 151 1 Check the actual till count and compare to the expected values listed in the Till Balance screen 2 Enter the actual till count in the field provided and the PRINT option will be enabled 3 Click PRINT to clear the current Till Balance information and print a record of all trans actions for the day The first time you enter the POS terminal after clearing the Till Balance screen you will be prompted to enter the float If you choose not to enter a float this can be accounted for later through the Add Clear Monies option 4 Repeat this end of day process on each POS machine Page 152 STANDING ORDERS Debtor standing orders can be used where a re occurring order is pl
125. ent quotes this will be explained further in detail Page 93 Extended Quoting File Maintenance Defined Templates Manage Groups Ordering Group Description Assign Amounts E 1 put ddressHere 4 PutDescrptonHere E i i AIAI OO NOO AFA A AFA FAT 5 CoverLetter 6 SericingG RP T Prcing5umman 8 PriceGRP 9 PutPriceHere 10 PricingStructures 11 DeliveryGrp 12 Payment5chedule 13 WarantyG RP 14 5parePartsGRP 15 Yalidity GRP 16 FooterfG FF 17 HentallbermatveGrp 18 5 Ordering Heading Description a B Fi ul Al TF Tahoma 7 FG 5 Page 1 TERMS OF PAYMENT lt STYLE Tahoma 2 pay lt STYLE Tahoma 3 30 4 riz lt STYLE Tahoma f y Deposit of 30 required with Purchase Order remaining 70 balance As can be seen in the above example the Manage Groups Tab contains 3 distinct areas Group Description Top of screen this field allows you to create a group name for each of the areas in a quote The system automatically generates the Order number whenever a new item is entered The order in which these are entered will determine where on the finished quote the details will appear example with the ordering above the clients address will always appear first on a page and the rest would be added in consecutive order after that This means 12 Payments Schedule will always appear before 14 Spare Parts GRP regardless of whether you have chosen to include a Warranty section in this qu
126. enter a Minimum amount which means any debtor who Interest charge falls below this amount will not be charged e Post Date enter the date that these charges are being posted into your system usually the last day of the month Adjusting the selections There may be times when you choose not to charge interest on specific invoices only Example you may have a customer with an genuine overdue account however you know that one particular invoice is in dispute and you don t want to charge him for that one Page 219 Once the main selections have been made you can click on the small icon to the right of the Debtor name to expand the field to show all of the items that have been selected and the amount of interest against each invoice You are given the option at this point to remove the tick in the Select column for any invoice you do not want interest charged for a Debtor Code Total Owing Total Interest 20 400 25 Ref Date Owing Interest Reason Select AEREI 73 06 2006 9 900 00 285 25 Overdue 71494 31708 2006 11 000 00 49 17 Overdue 71504 23710 2012 4 930 39 4 11 Overdue 21622 014022013 154 06 0 13 Overdue 335 00 Statement Rounding In the past when a large portion of accounts were paid using Cash certain clients used this special function which took the final balance on a statement and processed a rounding transaction to bring it back to a set amount eg rounded up or down to nearest 0 05 In
127. epending on the Warehouse you have selected the details of the stock situation for each highlighted line will be shown here Ratio Split clicking on this button will mean that you can fill orders by their ratio that than the priority if there are unavailable stock levels List Order By this is a filtering system allowing you to be more selective inthe orders you wish to view Default would normally be set to Stock in the first filter however any or all filter fields can be used and changed as required Using the drop down choose the option required then if you also click on the small rectangle next to the Filter By heading you will be presented with an extra field where you can search for specific codes debtors etc The search options change depending of which filter you have chosen At Debtor Back Order Release Deparment Code F4 List Orders By Fiter By IN Filter By Stock Order by Line clicking on this tab will provide a complete list of all items on back order based on the selections made Orders by Reference clicking on this tab will provide a list of all Orders in the system based on their Reference number Invoice Date enter the date here to be used on any invoices generated from this back order release Print use the frop down to select an option of what type of document to print Inv Ord Del Dkt None or Both Print to use the drop down to make your selection Printer Email or Both All
128. er when Page 78 you may not wish the customer to see a transaction on his statement example if you accidently charged the wrong customer and had to credit it back out you wouldn t really want the customer to see this As long as the entries are reconcilled against each other then you can click on this button and move the invoice to History this will auto matically take the credit note with it e Move to Current not as commonly used but while in the Past field you can click on a specific entry and move it back into the Current table if left here it will then appear on statements Note moving items from History back to Current can cause issues in some cases it would be recommended you contact Your Accrivia Support Team to confirm before proceeding Retention Add Retention Information for clients using this function details of dates and amounts of Retention can be added at this point and relates only to the specific invoice selected PA Retention Information Enter retention amounts for invoice 071561 dated 17 04 2013 Amount Inc G5T Date Retention 1 17 05 2013 2 00 Retention 2 if 0 00 x onas Ya Modify Add Transaction Details While the majority of entries made on an invoice or credit note cannot be changed like stock items or pricing Accrivia does recognise that every now and then things get forgotten or entered wrong This function allows you to go back after the invoice has been posted and
129. eserved 0 On Order j Available 1000 Pack Size Order Profit Information Order Amount O Maa amp Excl GST HES Order Cost 14 52 Profit Amount 179 99 Profit Percentage 92531 Ai re ti Grd F7 Ex Total 619451 zi GST Payable 19 45 1 EO Stock Desc F6 WA Disc Line 2 5 Al 2 Create PO Email Print KE Order Invoice Ej Quote Ej Load x Cancel ale rie el Dk Bl Direct Del This function is an internal information option only normal company procedures should be followed in regards to how this information is used if applicable to you Related Topics See Orders Invoices or Quotes Create New on page 102 Page 129 ALLOCATING A PAYMENT TO AN ORDER OR INVOICE Accrivia has a feature available that will allow you to allocate a payment specifically to a Debtor Order instead of having to wait until the actual invoice has been produced As a general rule this function would normally only be used for Cash Sale COD accounts although it is possible to use the same process for normal Debtor accounts as well For clients wishing to use this function you will need to contact Your Accrivia Support Team as there are System Settings that will need to be activated for you Once the settings are in place you will see a new field in DEBTOR FILE MAINTENANCE OPTIONS tab that allows you to stipulate if you wish to allocate payments to either an Order or an Invoice direct from the Debtor Order s
130. etails of the Creditor will appear along with the Delivery details from your Debtor Order A value has now been entered in the Amount column which is based on the total M2 on the order multiplied by the Per M2 rate entered in the Creditor account Add a Reference number name of your choice along with Dates as required Page 118 i Non Stock Purchase Order Creditor Items Creditor Name jallens Freight Creditor Code ALLENS Description Section Date 304 02013 Reference ATESTI Exp Date Dep 30A O 2013 Comment Exp Date An iy Delivery C BLOCK shipping Method Address TE NEWROAD DRIVE Company t Pick WARRNAMBOOL VIC 3280 Sit compone_ Expense No __ deb Ne_ Section Am Fi Quans Comment 277 1 Freight Plaster 144 00 Yes GST Total 14 40 Total Ex GST 144 00 Total Inc GST 158 40 9 Clicking on the QTY column will produce a pop up screen which shows a summary of what is included on the Purchase Order for the Creditor first line appears only Non Stock Quantities Enter the quantity details below Description Quantity Rate Ex Amount Ex 20 2 88 x 2400mm 1200mm 10mm Recessed Edge 144 1 00 144 00 ES Excel B Debt Ord note the Excel amp Debt Ord functions are not applicable for this application 10 To see the full details of what is being dispatched double click in the Description field and bring up a pop up showing each item as well as a summary of the to
131. ety of different reasons why you would set up multiple templates e Template for Services this would probably not need Delivery info or a payment structure e Template for Stock Sale this would need Delivery Payment structure etc but possibly nota Servicing plan e Cover Letters you may have a different letter for different types of quotes Sales Services etc e Sales Reps you can set up a specific template for each Sales Rep with his details at the bot tom Once a standard Template has been set up it is a simple process to either EDIT DELETE it or COPY as required Create a new Defined Template 1 Click NEw 2 Allocate a new Template a code 3 Allocate a new Template name both the code and name appear when selecting templates for a quote but being descriptive in the name will ensure the correct selection is made by users 4 Click on the CREATE button to start your new template 5 A Preview of the template will start to appear on the left as you add details 6 Now starting at the top of your Groups list on the top right highlight each line and click on the arrow buttons to add this selection to your preview panel click arrow left to add to pre view and arrow right to remove it Adding the Groups line will automatically add all the entries from the Group Lines grid at the bottom right 7 Work through the entire Groups list adding fields as required for this quote leaving out any that are not required Page 96
132. exactly the same way as an ordinary Order Invoice The difference is the final button you select once all details have been added choosing the Quote button at the bottom of the screen allows the details to be saved and printed without actually producing an invoice Orders differ from quotes in that a quote does not alter stock levels or reserve stock Saved Quotes can be accessed at any time by opening the Debtor File Maintenance account for the specific Debtor and clicking on the posting tab By selecting the Quotes button on the right side of the screen you will see any quotes listed for this account including details of all the stock codes Specific System Settings are available that allows you to stipulate if you want to remove quotes from the system after a nominated period of months Related Topics For full details on Stock Grids please refer to the Accrivia Inventory Manual Page 106 ORDERS MODIFYING DISCOUNTS The facility exists that will allow you to see at a glance the customers default discount rate on any inventory stock item in the Debtor Order function You will then have the ability to modify that discount rate as a one off change for this order only Note this is a User specific function and will require the assistance of Your Accrivia Support Team to set up for you 1 Enter details of the Debtor Order as normal 2 Once you are in the Items screen select the Stock Codes as normal 3 You will now se
133. fore Posting 167 Payments Reconcile Manually Before Posting 02 0 cc cece cece cece cecceeceeeeeeees 168 Payments Reconcile Manually After Posting 222 168 Payments Part Payment Entry 169 Payments Debtor Adjustments Credit and Debit 171 Payments Un reconciling a Payment 2 2 a 171 Payments Auto Reconciliation 2 2222220m22 20002 172 Payments Credit Card Charges 2mmmmm cece ee eeeeeeee 172 Credit Card Charges through the POS function 172 Page 8 Credit Card Charges through Debtor Recepit 173 Payments Direct Debit iene vet ee oo Wee LG tah aes 175 Direct Debit System Settings Ia 175 Direct Debit Screen Field Explanations m22220e 176 Direct Debit Processing a PaymentRun 0 22 2 ieee eee eee eee eee eee 179 Direct Debit Trial Balance c ee ccc cece cece eee ceceeceeeeeeeees 179 Banking Processing a Bank Run 2 2 02 2 occ a 181 Banking Reversing a Bank Run ieee eee cee cece eee cece ee eeeeeeeeseeee 182 DFF Lodgements 2mmmmmmmmmmmmmm e eee aLaaa aLa 183 DFF
134. group In this case you do not necessarily want to increase the debtors default discount level as this would result in them getting greater discounts on all purchases It is preferable to set up a special Set Sell price for this individual debtor which sets the price for selected stock items or stock groups and defaults all other purchases to their normal discount level price This is done in DEBTOR FILE MAINTENANCE PRICING TAB Bulk Purchasing What if you want to give a discount to customers for bulk purchasing When purchased individually Stock Item A retails for 4 30 If you were to sell a box of 100 items the sell price might be 387 a saving of 10 In this case a Volume Discount can be set up in the discount grid to allow Retail customers to benefit from bulk buying Trade customers receive this price all the time and so no additional discount is offered Special prices for bulk purchasing which are negotiated for individual debtors can also be set up as a Set Sell price in the Debtors File Page 65 DEBTORS CREDIT LIMIT CONTROL This procedure covers the use of Credit Limit Control features for Customers who exceed their credit limit All debtors must have a credit limit specified in their Debtor Masterfile This is the maximum value of all invoices and orders in the system that you will allow a given debtor at any one time e Customers who have exceeded their Credit Limit are identified in Red typ
135. hange it for specific seasons etc Message must be changed before commencing Statements each month Debtor Statement Comment for CONTRACT NG ANNUAL STOCKTARE SALE 7 Take advantage of great prices during our Annual Sale Barcodes On Address Fields The facility to add a Barcode to the address field is also available This process works in conjunction with outside Barcoding programmes such as Data Tools Once loaded a tick must be entered into the Barcode field of FILE System SETTINGS DEBTORS to activate the programme when printing the statement Contact Your Accrivia Support Team for any queries regarding this option Page 193 Urderilnyoice Other Show Pernod Totals Settlement Discount Use Sales Term Show Branch Debtor is Based At iw Master Statements Use Pay Term Sort Order Lines Confirm File Maintenance Changes Remove Invoiced Lines Show Individual and Company Fields Freight System Credit Reasons Enabled Clear Job Delivery Information Change deliver address Stock Weight Standing Orders Debtor Rebates Enabled Own Reference Numbers Project Builders Enabled Print Debtor Despatch Remove Duotes after E months Job Name required in Debtor Order Pay Inve for COD Accts Hold Accounts owing in days Prompt for Print Quantity Warn Accounts owing IA 30 w days Warn if Quote No already in System Prompt for fees under 500 00 SAT m p3 Credit Limit Action a Order Quote Description
136. he PROCESS button to release the order for processing A Debtor Order Approvals Refresh Debtor Code Debtor Name Reference Date RegDate Amount inc Order Phone Debtor Phone _ Debtor Mobile On Hold Reason Notes 7 Approve Reject gt O F Debtors who are over their credit limit Address Phone Mobie Credit Commitment avai Credit of Cr Used edit 123 STREET ABCVILLE 2 000 00 28 847 84 26 847 84 1442 39 Page 68 This is not a user definable system option Contact Accrivia Support to enable this feature Note this process must be managed as part of your daily operational procedures to avoid unapproved orders being created and not assessed issued within relevant time frames If your operational procedures do not allow for such a process then Option 1 may be more appropriate Give supervisors amp operators appropriate levels of access to either Approve Orders amp or Print Approved Orders as per your internal processes to control the release of over limit orders see FILE USER ACCESS Once an order s has been approved go to PRINT APPROVED ORDERS to print off all relevant orders Page 69 DEBTORS UPDATE DEBTOR INFORMATION Debtor information can be updated at any time by going to the Debtor File Maintenance screen and adjusting the details To do this 1 Select the debtor you want to update as described in sectionSee Debtors Search for Debtor Codes on pag
137. hich provides for wider search options than just the account name Tick the relevant search field to narrow your search options Note not all users choose to allocate a Customer No on the Details tab If not using this function then ignore the No option for searching Page 39 Debtor Selection Search on Debtor Code CENTRO f Code C Name f Address No Code CustomerNo Name sess Phone 41 REPAIR WORKS 23 TOWN ROAD MELBOURNE 03 55620400 ABC CO PTY LTD 123 STREET ABCWILLE AGRO PTY LTD Unit 33 Block A 1 3 4GR0 ROAD BETTE CONSTRUCTION Level 114 BOP 5T BOPYILLE 3l BIO SCIENTIFIC 107555 SCIENCE ROAD SCIENCE 9915 3700 BE SPECIFIC BUILDERS 65 LONDON AD MELBOURNE WI 03 5555 5585 CENTRO PROPERTY CENTRO SHOPPING CENTRE In the Search on box select Code Name or Address or No Enter the information that you wish to search on Press F4 to update the search results gt Ww P pP Once you have found the Debtor you are looking for click OK You will be taken to the File Maintenance Details tab if in the DFM or directed to the required account if using other func tions like Payments Handy hint When searching using the Name or Address field it is often quicker to search using a more unusual word to narrow your search Example Ifyou were searching for the Melbourne Food Van account using the word Melbourne to search could possibly produce dozens of results however if you searched
138. ich case you can choose the region to show order for with the drop box e To assign an order to a vehicle click on the order on the right grid press the Assign but ton and click in the delivery number row for the vehicle of choice e To remove an order from a given vehicle delivery allocation highlight the order in the Vehicle Schedule tab and press the Clear button e To move an order from one delivery slot to another highlight the order press the Move button and click on the desired delivery slot The Groups Schedule tab allows you to allocate an order to a group of vehicles a feature more prominently used when the vehicles are in fact grouped to work in teams The Details tab shows the full order details for a given vehicle s assignment for the day Page 211 Reporting On Allocated Orders By Vehicle To obtain a printout of deliveries for a vehicle for a given day ensure the date at the top of the screen is set on the date required and press the GRP ALLOC or VEH ALLOC buttons to print a report of orders by vehicle for that date Page 212 END OF MONTH PROCESSES EOM The Debtor End of Month process must be run at the close of each month to mark the end of the current months trading and set the system for a new period To run the Debtors End of Month requires the following steps These are explained in further detail below Ensure ACCRIVIA is closed on all stations except the one you are worki
139. icle for deletion and then press the DELETE button NOTE There is referential integrity support for this system so if the vehicle you are attempting to delete has any allocations then the deletion will fail Setting Up Vehicle Regions The Regions tab allows the user to add edit or delete Regions as required which are then used in the Debtor Order screen to allocate orders into a region at the time of entry and then for filtering purposes in assigning orders to vehicles 5 Wehede Allocation Management Setting Up Vehicle Groups Ifa number of vehicles are logically grouped together to handle the delivery of orders then those vehicles can be assigned to a group and orders can then be assigned at the group level which will assign the orders to all vehicles in that group The groups can be added or deleted through the Groups tab and any vehicles within that group must be ticked to be included Page 210 A Vehicle Allocation Management Allocations Vehicles Regions Groups Group GROUP Edit Code Description Truck Group 1 Leader Frank Allocating Orders To A Delivery Vehicle Orders show on the right hand side of the screen You may filter orders based on date to see orders for the date as per the top left corner or that date and future dates or all dates You may also show orders that is unassigned ie not allocated to a delivery already All assigned orders will be coloured green or by Region in wh
140. ime End of Month processing is a major function that has an impact on several files having a separate backup which captures the details of your account right before the EOM is performed will assist the Support team if you have any problems with your end of month procedure as we will be able to restore your data fix the issue and then re run this procedure To run the backup click on FILE BACKUP It is recommended that a Backup be performed before EOM or EOY procedures Details on how to do this can be found in the Accrivia Features Manual contact Your Accrivia Support Team for a copy Page 215 EOM Step 5 Process Extra End Of Month Charges Each company has it s own set of procedures depending on the business with some companies requiring more EOM additional processes than others Set out below are a list of the most common EOM extras for those that use these functions Access to all of the functions below are from the DEBTORS END menu then choose the relevant function from there You will need User Access permission to see these functions speak to your local Accrivia Supervisor or call Your Accrivia Support Team Assign costs to any zero cost invoices If costs are not assigned profit and loss reports will be affected Costs added incorrectly in the original document cannot be changed using this function The DEBTOR END ASSIGN COSTS option is used to assign cost prices to invoices containing zero cost it
141. in these fields will also track the transactions for reporting purposes This can also be used to track how much rebate you are owed when linked to the selected Delivery address or how much you owe to a Debtor Data is internal only and does not appear on invoicing Page 31 Q Debtor File Maintenance ole ene S Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Rebates Postings Job Revenue Defaults Project Builders Resource Debtor ABC CO PTY LTD Code Delivery ddress Line 1 Delivery ddress Line 2 Delivery ddress Line 3 HAWTHORN 1 LONG ST HAWTHORN VIC LOCATION 1 25 SHORT ST ALTONA VIC vr an uaa r Pricing Items Pricing Groups Rebate Items Rebate Groups _ Stock Code Description Quan SellEx Disc Level Mark Up Disc Last User Cea al Plasterboard cement 10101 cornice DIY 1 10 0000 ACCRIVIA 4 09 2013 11 27 a c TA Sa Copy Pricing To m3 Copy Rebate To 9 Groups 4 ia d gt pi v x 3 Merge Q Sale i Find Ppi Ne Show Redundant A series of buttons on the right of the screen allow you to quickly Clear or Copy details to new items e Clear All Removes all the special pricing set up for this delivery address Care should be taken when using this button not to remove information in error e Copy Pricing To clicking this will copy the pricing on this Debtor to another Debtor account Saving
142. ing to use this till reconciliation feature it is important that all staff are aware of its function and that all transactions of money in and out of the till be recorded Exiting and re entering the POS screen during the day will not reset the running till balance You must print the till Balance report at the end of the day in order to clear the transaction records and start fresh for the next day Entering a Float If the POS Till reconciliation option is enabled you will be prompted to enter a float on entry to the POS screen This prompt only appears for the first log on for each machine after the End of Day process is run If you choose not to enter a float this can be accounted for later through the Add Clear Monies option Page 150 POS Till Add Clear Monies This option is used if during the course of trading you need to add money to the till for any reason other than receiving money as payment for a sale ie adding extra change It is also used to record any cash or cheques amounts that are removed through the day for safe keeping or banking Monies Paid Out This option is used to record any petty cash expenditure that is paid directly out of the till during the day Clicking this option allows you to enter a receipt reference and description of the purchase made Please note that this process does not update your Creditors or General Ledger in any way It is simply information that will be printed on your
143. invoices and are simply saved into the master Associated Files tab ensuring each file has a logical file name will allow you to see at a glance what has been saved Page 86 File Storage Debtors All files saved as Associated Files are kept in the system seperated into the respective modules You can access these files directly from the server if required which can be helpful to see just which accounts have files associated The filepath name will be slightly different for each client however once the first file is saved it will always remain in the same master folder Ai ee Working gt Phil gt Sa Assoc Files 4 Search Assoc Files Ni E Organize Burn New folder rE Favorites Name Date modified Type MB Desktop CREDITOR 6 11 2013 3 40 PM File folder Ib Downloads DEBTOR 7 11 2013 9 41 AM File folder F Dropbox Ji JOB 5 11 2013 5 19PM File folder S Recent Places JJ MACHINE 5 11 2013 5 22PM File folder Within each module further folders are created one for each Creditor Debtor Job Machine You can attach as many files as you like in each folder Example of Debtor account folder Organize Burn New folder Sir Favmites Mame Date modified BO Desktop p O4ALTOO2 5 11 2013 5 31 PM File folder Mm Downloads id 04CR A004 5 11 2013 5 35 PM File folder 7 Dropbox O4DALO04 TEST 6 11 2013 3 36 PM File folder SC Recent Places di O4DELOO1 5 11 2013 5 38 PM File folder m WINWORD m O4ORI002 7
144. ion 3 Company Groups by default this will report on ALL companies if applicable you can select a specific group Only applicable to multi company sites otherwise can be ignored 4 Total the system will present the total amount to be reported 5 Grid details will be listed in the grid for any Debtor in the system with valid transaction in the system that have occurred since the last lodgement 6 Include a tick will show again each transaction for any debtor that has the required DFF Cashbook selected in the Debtor Details tab 7 Never Include a tick will appear here against any transaction that has a valid transaction but also has a tick in the Debtor Options tab that states Exclude from DFF 8 Print defaults as ticked as it is assumed you will wish to print the finished report This can be removed if required and reports can also be printed from the reports menu 9 Do Not Default Invoices Placing a tick here removes all the ticks in bulk within the Never Include field this would not normally be recommended as these transactions have already previously be excluded via the default settings If for any reason you wish to include an entry it would be recommend you untick these items on a line by line basis only 10 Do iit when you are happy with the selections provided in the report click on the Do IT button to process this lodgement Once a lodgement has been processed any item ticked to Include will
145. ions available Page 153 e Set isa defined quantity entered by you eg 100 month rent e Working Days the value entered is then multiplied by the number of working days in the month e Total Days the value entered is then multiplied by the total number of days in the month e If applicable enter the required days and required time for this order e If applicable enter the time of day this order should occur in the required format 00 00 1 Click ITEMS to select the stock lines to be ordered 2 Click ORDER at the bottom left of the screen to save the Standing Order If there is an entry in the Standing Order Tab then clicking ORDER will save the order as a standing order not a debtor order System will not allow you to enter details for a standing order on any account that has an overdue account THIS DOES NOT GENERATE AN ACTUAL ORDER IN THE SYSTEM Standing Orders Modifying Or Deleting 1 In the Debtor Order screen click on the LOAD SO button in the top of the screen You will be asked to ensure your Initials and Invoice Type have been entered on the front screen Load Standing Order Hilight a standing order and click OK or double click the order Debtor Code oie Test AT WORKS 269237 lT BSPEL 269239 lT T 3 00 00 AM X Cancel Page 154 2 Select the required Standing Order from the Load Standing Order screen and click OK 3 Open the Standing Order Tab and click ITEMS to see the stock
146. ions Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Rebate 4 Debtor Al REPAIR WORKS Accounting Notes Customer has 30 day account but always pays in 45 12 06 2073 4 03 36 PM Customer advised going on holidays 20 next payment may be a bit late CK DFM Posted Notes Tab NOTE this tab will be disabled if See Accounting Notes is not activated in User Access While similar to the Op Notes amp Notes tabs in this screen the System auto generates notes when using other modules or if the Call Log system is being used Details of what has transpired along with User Names amp Dates are also recorded Manual entries can also be entered if required here where date and time is then tracked Use the button to add a newline Y Debtor File Maintenance Details Options Contact Details Motes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project B Debtor A1 REPAIR WORKS type Notes Maiti Date Placed credit limit on hold 1570572013 1 05 15 05 2073 12 05 02 PM ACERIYIS Close Acct Hecelved call business is closing down so will pay outstar 15 05 2013 12 09 40 PM ACCAIVIA Each note added to this screen has a Type allocated to it recorded in the system as Memo Types along with details of what has transpired and User amp Dates are also recorded Memo Types The facility is available to record as many Memo Type
147. ions contact your supervisor Details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Page 122 EXCEL LOAD WORK ORDER JOB LABOUR MATERIALS This user specific function allows you to upload data from an Excel file relating to the above areas Commonly used to load large amounts of data from outside sources quickly and accurately 9 Load Work Order Job Labour Materials Filter By Both Labour Materials Worked Date Loaded Order Job Directory D Excel Files te WE Load Ord Ref Job No Debtor Job Name Labour Stock Code Stock Description Worked Date Hrs Worked Hrs Quan Billed Notes 7 5 Select Valid ti Unselect f Update 1 Use the LOAD button at the top of the screen to select the correct file in the Directory 2 Select the appropriate filter if required system default would show both Labour amp Mate rials 3 You can select a specific Worked Date 4 Select how you wish the report to appear in Loaded order Job or Worked date You will now be able to check through the reported data and determine if the data needs checking or if it can be updated into the system To finalise the process use the 3 buttons at the bottom of the screen e SELECT VALID click here to select all the records to be posted e UNSELECT click here to unselect all lines that are unable to be posted e UPDATE click here to import the recor
148. ire ments entered for each order To select orders due on a date other than the current date enter the required date and working days and then click AUTO Double click in the SELECTED column to select de select an order To select all standing orders whether or not they are due click on SELECT To clear the current selection of standing orders click on the CLEAR button Depending on the purpose of the standing order s you are running you may want to enter a comment Once the required standing orders have been selected check the PRINT and or the DELIV ERY DOCKET option if required Click on the INVOICE button to generate an invoice for these standing orders OR click on the ORDER button to generate an order Page 156 CREDIT NOTES Credit notes can be generated in the system by either directly reversing an invoice or by entering a credit note manually Manual Credits while updating the Debtors account this option is not linked back to the original invoice therefore you cannot guarantee that the correct pricing will be picked up and there is no tracking in the inventory between the original sale and the return A manual reconciliation is also required to allocate the credit against existing invoices Direct from an Invoice ensures that you can select the specific details of the original sale including pricing quantities and GST This also allows proper tracking of stock flow with any stock items credited being ret
149. just a minute It should be noted that care should taken when this using function as it cannot distinguish debtors with amounts in dispute If this presents an issue then you may wish to consider manually reconciling each account instead Payments Credit Card Charges The facility is available to allocate extra charges to accounts whenever credit cards are used to make a payment depending on what you have set up For example American Express will often charge merchants a surcharge to use their service and this surcharge can then be on forwarded to your customers There are currently 2 options for this function Credit Card Charges through the POS function If you are using the POS screen Accrivia will automatically calculate a credit card charge based on the set up in the DEBTOR FILE MAINTENANCE TRANSACTION screen where the transaction Page 172 type is set as a POS type and it has a in the POS Charge column If you have two different cards AMEX and VISA it would be recommended that you setup the two different transaction types with their relevant POS charge set Type Description Post Type BAS Adi GL Acct C GL Acct D C ADJC KEAN ADJ ADJD Debit Adjustmen E 2101 ADI 2000 CARD CAS Cash Reversal 2101 CASH CASH Cash Payment 000 CASH CHO Cheque Payment 000 CHO CHO Cheque Reversal 101 CHO When you go to the TENDER screen to enter the payment and select the CARD as the payment type Accrivia
150. le Delivery field is blank Page 17 Debtors 3 Tab Store Maintenance System Preferences E O 0 Jobs Jobs Quote Ledger POF Reports Data Transfer Stee Tax Bark System Dates Papal Csechots Debtor Debio Debtors3 Pos iwaner Jobe Dabio Statement Comment hai DEMOT Enable Despatch and Irreoica Comments Dabla Despatch Commer SS Debo Invoice Comment pe Vehicle Management Synem Plan Delmenes le Stores DEMOT DEMO SYSTEM e Debtor Statement Comment Enter any comments to be added to the Statement print run comments can be changed each month however will appear on every statement you cannot be selective for specific debtors unless you use Debtor Type function and change the comments between types e Enable Despatch amp Invoice Comments Must be ticked to enable comments to appear on Delivery dockets amp Invoices e Debtor Despatch Comment Can type in any comment as required note will appear on every docket e Debtor Invoice Comment Can type in any comment as required note will appear on every Invoice e Vehicle Management System Tick to activate the ability to use the VMS e Max Deliveries Enter the maximum number of deliveries per vehicle per day e Region Required Tick to make stating the region mandatory in the Debtor Order screen Page 18 User Access Menu option FILE Ee User Access The following shows a list of all functions availab
151. le within the Debtors module with Sub menus available for some functions Not every site uses or has access to all functions in fact some functions have been specifically written for a specific client and cannot be accessed by others without the correct settings Contact your onsite Accrivia Administrator for permission access to your company requirements or Your Accrivia Support Team Details of each function will be noted through this document however in order to actually obtain permission access each user must have a tick next to the relevant function in order to see in your menu selections Note most functions have a recognisable Icon Icons of the most commonly used functions can be saved to your Accrivia toolbar for quick easy access For details on how to set up User s Access permissions contact your supervisor Details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Page 19 Payroll Inventory Ledger File Maintenance POS Order Approve Orders Print Approved Orders Quote Acceptance Log Job Runs Job Confirmation Web Orders Back Order Release Despatch Despatch Date Invoice Standing Orders Credit Note Production Programs Vehicle Allocation Order Labels Order Rack Alloc Invoice Import Void Restore Load Work Ord Job Lab Mat Receipt Fast Pay Auto Reconciliation Manual Reconciliation Direct Debit Unreconcile Details Search By Sale End Cask
152. line down until the credit amount is O 10 Click POST to save the current details If there is not enough credit to cover an invoice in full the order lines for the selected invoice are displayed and are able to be reconciled individually against the available credit The unreconciled amount will be carried over to the next statement The Pay Discount column will only be present if the discount option is enabled in the FILE SYSTEM SETTINGS DEBTOR TAB Payments Part Payment Entry Not every debtor will pay his debt off in full for various reasons eg there may be a dispute on a specific invoice Reconciling through the DEBTOR RECEIPT screen will generally allow for the full payment of the line selected however you can be more specific and over ride this to be more specific about what has actually been paid Page 169 e Commence the Receipt as normal See Payments from Debtors on page 165 e Once inside the reconcile screen click on the specific invoice reference line then click the VIEW ORDERS button in the bottom left of the screen JA Debtor Receipt Adjustment Posting oi Name BE SPECIFIC BUILDERS BSPEC Current 390 73 Address 65 LONDON AD 30 60 Days 0 00 MELBOURNE IC 3000 60 90 Days 40 00 e EE 904 Days 007 69 Total 1232 42 Date Branch Reference Tran Amount Remaining Pay Amount 10 11 2071 12T 071579 IM 1 102 11 001 63 25 06 2013 18T 071574 IM 225 60 225 60 25 06 2015 15T 07
153. ls Directors Delivery Pricing Rebates Postings Job F Debtor WIC HAND Email POF Reports aala Tupe Other default Export Update Stock Tab Quote E Mailing List Internal Order E W Job Update Do amp Ch Default Del Dekt E aa nvoice Show Inv Rate Commission Applicable show Inv Amount M Aler Invoice Type PU No Required Show Summarised Labour Rate Prompt For Delivery Statement Not Reg d Charge Interest Consolidate Orders Invoice accounts handy com au w Statement Email Invs with Statements Sales Cr GL TI SIS Use Statement Rounding Print Inv At End OF week nw Grouping Once the system settings are in place it is simply a matter of ensuring you remember to run the Invoice Emailing process both at the End of each Week and also at the End of each Month you may ish to set up a reminder in your computer calendar Sending the Emails 1 Ensure all invoices have been completed for the week month 2 Open DEBTOR END INVOICE EMAILING 3 If required you can isolate the search to a specific Debtor by clicking on the LOAD DEBTOR button or simply use the Filter and let the system grab all the relevant Debtors with invoices available 4 Select the relevant Filter option the system will then generate a list of all invoices in the sys tem will reference the system settings for each Debtor to determine which invoices have been entere
154. ls In theory the levels can be different for each stock code however this would not be efficient when considering that these levels are linked directly to the Debtors module s discount levels Level 1 is generally left at 0 00 ie the price attracts no discount at all and is sold at the Marked Up Sell price from the Details tab Page 61 Level 2 Level 3 Level 4 Level 5 Level 6 Level 1 Total Ex GST Pia allan 0 0000 10 0000 25 0000 0 0000 0 0000 47 4992 1 0 0000 383 13 10 83 10 83 60 14 o 0 0000 0 00 0 00 0 00 0 00 0 00 o 0 0000 0 00 0 00 0 00 0 00 0 00 o 0 0000 0 00 0 00 0 00 0 00 0 00 o 0 0000 0 00 0 00 0 00 0 00 1 In the top row of the discount grid enter the percentage for each discount level ie 10 10 2 Ifavolume discount is applicable enter the quantity required to achieve the additional dis count in the Volume column For each quantity you define enter the additional per centage to be discounted in the Discount Column The total discount received will be the sum of the normal discount plus the additional discount 3 Click Ka save these discounts Discount Inventory Grid Formats Enter Discount 5 Individual Total Gross Margin Discount 5 Money Made GST Inclusive The contents of the Discount Grid in the Inventory module can be displayed in a number of formats you can double click on the blue grid heading or right click in the grid and
155. m Date Running the End of Month routines will officially close off the current period and start a new period dated from the next day However the system assumes that a period ends on the last day of the month whether you run the end option on the last day or not To ensure that the end of month is run consistently with the systems expectations you must set the system date to the end of the month you are closing To do this e click on FILE Sys DATE e enter the New System date you require e click OK Today s Date j 01042013 Current System Date j 0710 2013 New Sustem Date EE x Cancel Or simply double click on the date that can be seen in the bottom left hand side of your screen which will then bring up the System Date screen Page 214 File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUR HA DARE sii ACCRIVIA EOM Step 3 Run A System Check It is recommended that a system check for the debtor s module is run to test the integrity of the data in the system If there are any discrepancies between records or corrupt data these will be detected and reported Ensure that all errors and warnings are corrected before running the end of month routines EOM Step 4 Make A Back Up While system Backups form a scheduled part of most company procedures they may not necessarily fall in line with when you want to do your EOM Extra manual backups can be performed at any t
156. m the drop down screen The grid will now show all current invoices in the system for that Debtor nn MM Bm YY P Choose the specific sale you wish to change and use the drop down button in the Sales Rep column to change to the correct Sales Rep Page 49 7 When complete click on UPDATE 8 Continue until all sales have been Re Assigned This process can be done at any time during the sales period and can often save time at the end of the month ifit was done on a regular basis eg the end of every week It is criticial that this procedure is run at the end of every sales period month BEFORE the End of Month process is run Once a sale has been fully reconciled and rolled over into history the details cannot be altered or reassigned Page 50 DEBTORS INVOICE TYPES The facility is available for reporting purposes to allocate an Invoice Type to every sale the number of types is entirely user specific relating to your own business i Invoice Type E Invoice Type Print Alt Layout MATERIALS SERVICING SPARE PARTS a CONTRACTS Select the most commonly used Type and add an in front of the name to assign this as the system Default which will be used for all invoicing unless manually changed at the time of entry Some clients prefer to have Alternative Print Layouts for specific invoice types eg contract invoices may require certain information is a specific format Please contact Your Accrivia Support T
157. make minor changes to the header section on your document e Modify Customer Order Number if you have discovered you have entered the wrong order number or forgot to enter one you can click on this to type in the new Order number you want recorded Page 79 e Modify Contact if you have discovered you have entered the wrong Contact Name or for got to enter one you can click on this to type in the new details you want recorded e Modify Notes Comments you have the ability to either change or add a comment to this item If applicable a new copy of the invoice can then be printed Page 80 DEBTORS REPRINT INVOICE CREDITS OR DELIVERY DOCKETS Menu option DEBTORS LD Debtor Postings tab The Posting tab holds details of every transaction ever entered for each Debtor Only Current or Unreconciled entries appear in the current tab however you can access older transactions by choosing the PAST button The system definition for this function is simply PRINT do not look for the word reprint To print a transaction 1 Find the specific transaction 2 Right click on this line 3 Select the appropriate function depending on which type of document you need to print Print amp Preview amp Email all relate to both Invoices amp Credit Notes depending on the line transaction you have chosen For those using Delivery Dockets you must choose the separate option Print Preview Email Preview Email Layout
158. n 37 Days to Pay Report aa 37 Debtors Search for Debtor Codes 39 Debtors Creating New Records 2 wmmmmmmmemwmmn mum 41 Debtor Sales HAO 43 Deplor AA 44 Debtor Debtor Type aoaaa aoaaa oaaao aa aaan aaa Laa LLALLA LLALL DALLAL LLa LaaLa anaana 45 Debtor Memo Types a 46 Debtors Commissions 22 0222 2 eee eee eee eee eee 47 System Settings for Commissions 2220e2me2mmm mmea Lanan mwm mea 47 Commission Reports 2 22 e cece cece cece eee ee cence cece cece cece sees eececeeeeeeee 48 Re Assign COMMISSIONS 2 cece eee eee anaana anaana cee ceceeeeeceeeecececececeeeeeececeees 49 Debtors Invoice Types maana tee een hee ee ee ee ee 51 System Settings for Invoice Types 51 Invoice Type Reports 52 Re Assign Invoice Types 2 cece cece cece cee cece ccc e cece cee ececeececececeeeseeeececeees 52 Debtor Transaction Types 54 Debtors Project Builders zzz 56 System Settings for Project Builders 56 Page 3 Project Builders Reports 57 AP aaa AA AA AA 57 Debtors Special Pricing 2222222222220e 59 Deptors DISCOUNTS ii AA 61 Discount Setup in Inventory Uu 61 Discount Inventory Grid Formats Uu 62 Discount Inventory Columns 2 a 63
159. n be converted to a genuine Debtor account it is also possible to create Quotes using your saved Templates Related Topics For full details on the Contact File Maintenance function please refer to the Accrivia Debtors Manual Page 101 ORDERS INVOICES OR QUOTES CREATE NEW Menu option DEBTORS Ad Order The process for creating quotes orders and invoices are all very similar with just the final selection changing depending on what you want to achieve All options are actioned through the Debtor Order screen Depending of your specific company requirements some other fields will be visible such as Job No and Job Post Type only applicable for clients using the Jobs Module however these can be left blank if not using i Debtor Orders Search Code ABC 27 Add New _ Code Nae Address ABC ABE CO PTY LTD 123 STREET ABCWILLE AGRO AGRO PTY LTO Unit 33 Block 41 3 4GR0 ROAD AGROWILLE Now 2229 EEE BETTE COME FRUCHOR kawa S HOF ST BOLE Sor BIO BIO SCIENTIFIC 10 585 SCIENCE ROAD SCIENCE HILL CENTRO CENTRO PROPERTY CENTRO SHOPPING CENTRE 255 SHOP ROAD SHOPWILLE WIC 2 JOBQUOTE JOB QUOTING DEBTOR 2 JOBSUPPLY STOCK TRANSFER TO J F Order Standing Onder Branch aT Job Ne Job Post Type Date 01 0572 705 2012 Job Delivem Information Cay Re order Mame HAWTHORN SAFEWAY Hide Amt Initials cK darn Wo Regions Order No fe 0 Wo zi Contact Na CO Phone Sales Hep acce Required 7 Proj BIHAIN
160. n terms of stock and pricing etc and you are ready to finalise Page 98 When data entry is complete click on QuoTE making sure the Print or Email field is ticked You will now be presented with a pop up screen called Extended Quote Selection which showss the list of all Templates currently in the system If you have got to this point and realised you needed to add more details to the quote simply click Edit Items at the bottom of the pop up to return to main Order screen 10 11 12 Choose the applicable Template then click NEXT At this point you are given one last change to change the details click EDIT ITEMS to return to the main Debtor Order screen to make any relvant changes When happy click QUOTE again to return to Template selection Highlight the Template you wish to use then click NEXT The next screen shows the selections included in this template if necessary you can untick any you wish to exclude At this point you can click on SAVE AND FINISH LATER if you decide not to complete at this time the quote will be saved and can be seen in the Debtor File Maintenance screen Postings tab under Quotes however will not be printed at this time To retrieve the quote at a later date Open the Debtor Ordre screen as usual select the customer and enter enough information to allow you access to the Items button from the next screen click on the Load button at the bottom of the screen and select the quot
161. nd the screen 44 Note once a field has been entered on a Debtor file that same field will then appear in the Resource tab of every Debtor although the actual data fields will remain blank until filled in DFM Show Redundant Debtor information will never completely be removed from the system but it is understood that in order to maintain a current up to date version of your customer database you may need periodically remove customers no longer using their account You will see a tick box at the top of the second column on the Details tab called REDUNDANT Once a tick is placed in this box the account is placed into Archives and will therefore no longer appear in any reports or search functions Redundant accounts can still be accessed at any time but in order to do so you must place a tick in the SHOW REDUNDANT box at the bottom of the screen and if using the Search function you will need to tick the SHOW REDUNDANT box on this screen as well before doing the search You cannot make an account Redundant until all existing postings have been reconcilled and cleared and the final account balance is 0 00 It is also recommended that if used then any Debtor Orders or Quotes are cleared as well DFM Run Details Tab This is an industry specific screen used to enter details of truck runs including jobs frequencies and pricing Contact Your Accrivia Support Team for further details Page 35 DEBTORS DAYS TO PAY
162. ng on Set the system date to the last day of the month Run a system check for the Debtor module Make a back up of the entire Accrivia database Process end of month charges reassign invoices and assign costs Reassign commission invoice types and project builders Assign costs to any zero cost invoices Process EOM charges and statement rounding O as m n e YY P Process Debtor Finance Facility DFF if applicable Hk 2 Print sales reports including Trial Balances Print Debtor Statements Run debtors END MONTH option EHE 12 Note that not all steps that make up this procedure are applicable to every company and that some of these steps can be completed during the period if they are required Related Topics It is recommended that a Back up be performed before EOM or EOY procedures Details on how to do this can be found in the Accrivia Features Manual PDF contact Your Accrivia Support Team for a copy Page 213 Always run a System Check before commencing any EOY or EOM procedures Details on how to do this can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy EOM Step 1 Close Other Terminals Ensure that Accrivia is closed on all stations except the one you are working on Theend of month process can be run on any workstation but requires all users to be out of the system to be completed successfully EOM Step 2 Set The Correct Syste
163. no longer appear in future lodgements To permanently exclude an item from any future lodgements you must ensure you put a tick in the Never Include field Excluding Partially or Fully Paid Invoices For times when an invoice is produced that has already been paid or partially paid by means ofa deposit for example you may not wish to report this to the bank In this case the system will recognise whenever a new invoice has been partially or fully reconciled and automatically place a tick in the Never Include box in this instance you cannot manually remove this tick The line item will also show with a strike through it to highlight that this is an excluded invoice Page 186 If at any time you wish to claim the majority of an invoice and exclude only a small part eg client pays a small deposit on a large invoice We recommend that you invoice the deposit value separately so that it can be excluded and the large volume can then be included in the normal lodgement fad Debtor Lodgement Stamping Debtors DANORO12 to RAFF Company Groups Total 10 391 23 Debtor Code Transaction Reference Amount Include Never Include 13 06 2013 INY 256253 o 4 b4 Dikit O4 0 201 Hy 255554 SB ek abi 15 08 2013 INY 26629 20 32 10708 2013 INY 266292 405 87 04 03 2013 INY 265043 5 560 95 07 03 2013 INY 266135 118563 LITT 0740372013 INY 266149 502 17 lteter POS IN 262880 852500 baha oce o oo MAh CEH 265929 4626 00 05
164. ntially unchanged with the exception of two new buttons called Monies paid out and Add Clear Monies DEBTORS POS END OF DAY This option gives you access to a new screen called the Till Balance screen which summarises all monetary transactions in and out of the till for the day If you choose not to use this option the End of Day option will not appear and end of day reporting will remain unchanged to how you are currently operating Till Balance Screen Info e Monies In Records the float amount and any other cash added to the till during the day e Monies Out Records cash and cheques cleared from the till For example if monies are to be placed into the safe for security reasons A record is also maintained of Cash Paid out for the purposes of purchasing goods and or services e Total Monies In Total of cash cheques and electronic funds transfer EFT payments received for sales taking into account any refunds given e Till The Till Balance is the expected till balance The Till Count is the result of a physical count of the till contents Page 149 Brp Trading Date 30372001 Mores Monies Ou Cash Cleared 0 00 Float Amount Bash Paraan Cash Added 0 00 Cheques Cleared Total Monies In Lash 0 00 Till Balance Cheques 0 00 Till Count EFT 0 00 Discrepencies Total Montes In 0 00 Less Refunds X Conce Till Balancing Features If you are intend
165. nts you can also sort the transactions by Branch so you can see all entries for the same Entity together Click in the field at the bottom of the screen to SORT BY BRANCH Once items have been reconciled and the date falls outside the current date period it is moved into History during the end of month process and can be located after that by clicking on the PAST button at the bottom of the screen ae Debtor File Maintenance Details Options Contact Details Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders Resource Debtor ABC CO PTY LTD 13 06 2006 071484 CONTRACTS INV 66 000 00 9 900 00 6 000 00 EUREKA TOWER CONTRACTS INV 11 000 00 11 000 00 1 000 00 Eureka Tower Orders 18T CHO 555 000 00 0 00 0 00 Part payment ihe 1 amp T INV 7 347 84 4 930 39 667 99 HAWTHORN SAFEWAY I8T CHO 500 00 0 00 90 00 NAB ABC CO PTY LTD Details 1 amp T CHO 426 53 0 00 0 00 NAB ABC CO PTY LTD 18T CHO 426 53 0 00 0 00 NAB reverse error ABC CO PTY LTD Standing 1 amp T CHO 5500 00 0 00 0 00 NAB ABC CO PTY LTD 18T CHO 500 00 0 00 0 00 NAB entered in error ABC CO PTY LTD POrder 1 amp T INV 156 42 154 86 14 22 HAWTHORN SAFEWAY 1 amp T CHO 500 00 0 00 0 00 NAB ABC CO PTY LTD 1 amp T CHO 400 00 0 00 0 00 NAB ABC CO PTY LTD CONTRACTS INY 550 00 0 00 50 00 Eureka Tower CONTRACTS CRN 550 00 0 00 50 00 Eureka Tower 18T CRN 255 49 0 00 23 23 HAWTHORN SAFEW
166. o produce quotes for these potential clients For users utilizing this function a separate button appears in the Debtor Order screen CLIENTS This enables the list of Contact only customers to be viewed and selected The quote is processed as normal from that point and saved Page 90 Checking in the Contact FM screen Quotes tab will show details of any quotes entered The details of every quote will also transfer if when the Contact is converted to a Debtor Quotes for Client Contacts are created in the same way as for normal debtors except that all quotes created for Contacts share a centralised Debtor Quoting account 7 CONTQUOTES Specific System Settings are required to enable the quoting function to work for Contacts for assistance please contact Your Accrivia Support Team This system recognised debtor account code is defined when your system is configured specifically for the purpose of creating quotes for people who are not yet customers When this debtor account code is selected an additional field will prompt you to select the CLIENT double click in this field to access a Contacts Selection screen thus linking this quote to your selected contact iQ Debtor Orders lo a JI PO Search Code z CONTOUOTES Si Add New abo bd o HE UA Period 4 0n Ord ABC ABC CO PT LTD 123 STREET ABCYILLE 0 00 53 145 gt 0 00 0 00 0 1 BETTE BETTE CONSTRUCTION Level 8 114 BOP 5T BOPVILLE 3000 0 OO Fe ang 56 0 00 0 00 40 1
167. ocate with printer icon click this to print out the Automated Allocation list Allocate with tick icon clicking this will allow the system to work through your screen selections allocating stock where possible You will note that the individual lines will now change colour depending on whether stock has been allocated or not The quantity value of what can be supplied will be automatically entered into the Supply column e Green meanse that the back order quantity can be supplied in full e Black could not be supplied at all in this run or can only be partially supplied Pick Slip when you are happy with the selections made clicking this will POST your selections and print a Picking Slip for each debtor Should the item that is being produced is a part supply only then the system will generate 2 picking slips one for the items to be supplied and the other to show the balance that is left on back order Page 126 Post Inv If you do not use or wish to skip the picking slip option you can choose this button to post the details directly to an invoice Cancel choose this option if you wish to cancel the options you have chosen you canthen either start again or close out of the screen Releasing Back Orders Orders By Line Open DEBTORS BACK ORDER RELEASE 1 Make your selections for Department 8 Warehouse 2 If required choose your Filters if left with just the default Stock in the first field then everything on back
168. of Trial Balance reports relating to the DFF that can be run from this screen Page 188 Completing The Lodgement At this point the automatic DFF function within Accrivia is complete however as per your standard agreement with the bank you will be aware that there are other steps still to be processed before the Lodgement can be sent to your bank It is recommended if any further clarification is needed on these final processes that you contact your bank Page 189 REPORTS DEBTORS D Renar Menu option FILE t9 Reports The Accrivia Reports function allows for full reporting on all modules with Tab groupings ofall relevant selections Most reports have multiple selection criteria and many are date driven which allows you to print reports from almost any timeframe While every user will have their own company requirements as to what is printed there are a couple of reports that we recommend are printed before the end of each month End of Month Reporting Debtors Tab On Order by Debtor found in the Debt OnOrd tab this report should be run by any company using the Debtor Order function The selections allow you to isolate the report into Debtors Groups or Items A quick inspection of this report will show any orders currently sitting in the system waiting to be invoiced While there may be times when there is a valid reason for this you may also pick up on some that have just accidentally been overlooked this will then allow y
169. on the first invoice in the list you want to start the reconciling and click AUTO REC This will automatically reconcile the full amount of each invoice allowing any discount from the selected line down until the credit amount is 0 This would be useful if there is an old amount on the first line that is in dispute that you want to exclude from today s payment simply click on 2nd line instead and go from there 3 Click on the Post button to save the current details If there is not enough credit to cover an invoice in full the order lines for the selected invoice are displayed and are able to be reconciled individually against the available credit The unreconciled amount will be carried over to the next statement Part Paid Invoices If the Debtor has paid only a portion of an invoice possibly waiting on a credit you may not want to use the Auto Rec function Instead you can choose the specific invoice line and either click on the VIEW ORDERS button at the bottom of the screen or simply double click in the Pay Amount field which will open the individual line item and you can then manually type in the value that has been paid Return to the main screen by clicking the view TRANS button and continue until finished The Pay Discount column will only be present if the discount option is enabled in the FILE SYSTEM SETTINGS Debtor Tab Page 167 Payments Reconcile Manually Before Posting If the Discount option is enabl
170. option will be invoiced Page 134 DEBTORS INVOICE EMAILING We have a feature available that allows you to email invoices direct to your Debtors with the option to do this either at the time the invoice is generated or at the End of the Month or End of the Week By selecting End of Week or Month it allows you to group multiple invoices to the same company and email them at one time without further involvement The system will recognise if an invoice has already been emailed and if not it will be included in the next process While users can set up their own system settings for this function you will need to contact Your Accrivia Support Team to ensure you are provided with the correct Reports software for this process to work System Settings User Access e Open File User Access make sure to select the correct User name at top of the screen e Click on Debtors Tab e Select End then Invoice Emailing e Save close then restart Accrivia to activate this function Debtor File Maintenance Open DFM go to Options tab Use the drop down selection to choose when the invoice emails should be generated Ensure you have an email address added to the Email PDF Reports Invoice field and place a tick in the Email by Default field Page 135 FA File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help D E SIS mpi CYA RA Ba a if Details Options Contact Details Op Notes Nokes Posted Notes Tota
171. orted Data Once the data has been saved to a file you can manipulate the information to suit your current needs Page 199 1 Open the spreadsheet Click on the square at the top left of the spreadsheet above line 1 and left of the Column A This will highlight the entire spreadsheet 2 Click on Data then Sort from the top menu When the popup screen comes up make sure the option is selected that says My List has Header Row and choose the information column you want to sort by eg If you are going to print them by debtor type select the Debt type column as your primary sort field After customising it as required save your document to update it EA Microsoft Excel zdmailmrg xls Hame Address 2 Address 3 Contact Name Phone Fax Mc EXPORT TEST JOBS DFOFDOF SDFDFID JOB QUOTES EY 1 TESTER FETYFE LA YEY DEBTOR CLINTON JASON HOMES POINT OF SALE INTERNAL DEBTOR Page 200 This file can now be Mail Merged through the Microsoft Words TOOLS Mail Merge option You can use this option to set up envelope or label printing or form letters 3 In Word Select Tools Mail Merge 4 Step 1 is to create the Mail Merge document From the helper select if it s going to bea form letter or mailing labels or whatever else you are creating 5 Select the option to Create it in the Active window if you want to import the infor mation into your currently open word document If you are creating a new document from s
172. osts to any zero cost INVOICES AA 216 Re Assign Commission 22222222222222m mm eee cece eee eeeeeceeeeeeeees 217 Re Assign Invoice Types u ieee ee cee cee eee eee eee eee eee cece eee eeeeeeeeeeeee 217 Page 10 Re Assign Project Builders 217 Extra Charges Statement Rounding 20 02 cece cece cece ccc c cece ceeccccceccecuees 217 POjUSTING TNE elec ONG AA Sie dln Bpo AE te ha ti Uitte eee ag Ka 219 Statement Rounding oxic res eee tana eee SAHILEY devi awatcieesdoaadee sace haces le 220 EOM Step 6 Print Statements amp Reports 220 EOM Step 7 Run Debtors END MONTH option 221 End of Year Processes EOY 0 2 222 FAQ s HOW DO I a a a babag pd a BG bong baba Gaan awe 223 Page 11 DEBTORS OVERVIEW The Accrivia Debtors module provides a fully integrated system with links to Creditors General Ledger amp Jobs Extensive functions include Ordering Invoicing Back Ordering Point of Sale including scanning Quoting with integrated Word Processor links to include a detailed description of your quo tations Standing Orders Mail Merge function Credit Notes Settlement Discounts Entry and reporting of transactions by Area Sales Rep or Debtor Type Manual and Automatic reconciliation of debtor payments against invoices Direct Debit Payments from Credit Card or Bank Accounts Interest Rent or Fuel charge facilit
173. ote or not The order will always remain the same and the system will simply add whichever group is required for this quote ASSIGN AMOUNTS place a tick in this box if the data represented under this heading is the final Quoted price for the job LEFT ALIGN choose to tick this box if you wish the data for this line to appear on the left of the page instead of the default right Headings bottom left of screen this represents a SUB section directly related to the Group Description For each Group description you must add at least one line to the heading field Once again the ordering number is system generated and you can choose any heading name as required You can decide whether you wish your Heading to appear on the printed version of the report or not Simply typing a Heading name means it will appear on the quote along with the actual Page 94 information If you do not wish to see the Heading name on the quote simply add a to the front of the name eg pay2 The Description field in this area shows details of which Styles fonts etc have been chosen along with a snapshot of the first line of details of any information typed Click on each Heading line to see the full typed entry on the right _ Ordering Heading Description TANGAN AGA 5TYLE3 Tahoma 1 0 4 5TYLE 2 Hpay 5TYLE Tahoma 10 445TYLENett Cash ex works unless agreed 3 alz P UX 5TYLE Tahoma 10 4 5TYLE Deposit of 302 required with Purck 4 bix TAX 5TYLE z
174. ottom of the screen to save the entries Clicking the CLEAR ALL button will clear the table ready for you to insert new codes Clicking the COPY button will allow you to copy these stock items to another debtor Add multiple groups at once by clicking the GROUPS button selecting the groups you want to add along with the discount details Example Page 59 i Debtor File Maintenance gt Details Options Contact Details Op Notes Motes Posted Notes Totals Directors Delivery Pricing Rebates Postings Job RevenueD4 F Debtor Al REPAIR WORKS Items Groups stock Code Description Quan SellEx Disc Level Mark Up Disc Last User 89 Desa O8RN0540 1 005x40 Nylon round unit 10 50000 ACCRIWIA 83 2 18 ACCRIYIA 23 Copy To py LO 0714158 Fibre cement villaboard GMM 4 OF 30786 Plasterboard cement 10101 co 3 ACCRIVIA Eb Baan 15 ACERIVIA 1004 54hMC E ST 100amp metering installation co r 7 r r The above example shows a customer with 4 stock codes that have special pricing attached these prices over ride the standard Level 2 discount allocated to the customer Line 1 shows a stock code with a special price of 55 00 nett per item Line 2 shows a stock code that has been allocated an extra discount of 1896 on top of their standard discount on Level 2 This allows you to use a different discount level that does not fit with the standard defaults Line 3 shows a stock code that has
175. ou to invoice and send the goods to include them in the current figures before the end of month process begins Trial Balance Summary found in the Debt Tria Ba tab this report does not have a date selection and therefore shows a snapshot of what is owed at the exact time of running the report For this reason it is critical that it be run once all charges receipts amp adjustments have been completed for the month to ensure it reflects a genuine true balance at the end of the month Related Topics For further details on the features of the Reports function please refer to the Accrivia Features Manual Page 190 DEBTOR STATEMENTS Overview As part ofa complete accounting package Accrivia provides for the calculation and production of customised Debtor Statements each month Multiple options are available for both an Open Balance with Reconciling balance format as well as a Closed Brought Forward format along with Stock listings if required Site specific options can be discussed with your Accrivia consultant Your Accrivia Support Team will assist with the initial set up of documents to ensure company logos and contact information is formatted to suit your needs An option to save a backup copy of your Statements to your database is offered each month it highly recommend this is done each month System Settings For Statements Accrivia has the ability to email Statements to customers directly saving both time and reso
176. ou will see a complete list of all available invoices appear on the screen in date order Ensure that you select the correct Inv Ref number for the invoice you wish to credit You can elect to search using the Order Ref number or the Inv Ref This is an efficient method although can still be time consuming if the Debtor has a lot of invoice transactions Search using the Invoice Number To speed up the process we have now included a field for you to enter the actual Invoice Number that you wish to Credit This will then load the original invoice ready for you to process Page 159 Processing the Credit 1 Locate the Invoice you wish to Credit using one of the 2 options listed above 2 Enter the DATE for the credit note 3 If using Multi Company select the required company from the drop down box 4 Click on the SELECT button to display all Invoices in the system for the debtor 5 Tocredit the entire invoice double click on one of the invoice lines The entire invoice that this line belongs to will be selected Click P0sT to credit this invoice as is with no extra charges or fees To credit a single item from an invoice click once to highlight the invoice line required In the QUANTITY field of the Returns Tab enter the number of the items returned Check that the RETURN AMOUNT is correct Record details of DESTROYED STOCK in the correct field if necessary O p N p 10 Record any notes relating to this return in Credit Entr
177. out rate However at the time of generating the initial order you have no idea who will actually be given the job to process Using this Prohibited code allows you to make sure a Labour code is entered but ensures that these codes will be swapped for actual labour billing code before invoicing by way of an on screen reminder Details on the set up of these specific Inventory Stock Codes is detailed in the Inventory Manual see Stock Other Tab Example of Stock Item Page 113 PAY Stock File Maintenance lo Details Discount Supplier Movement SUH Stock Kit Image Uther Price History Code LABOUR PP KH ia Mon Stock Iter F Discontinued Redundant Description LABUUR CHARGE PICK 8 PACK 3 EE MA St Group LABOUR sa aon 2nd Bar Code Per EACH Inv Desc Grp Weight Prompt Note PO Desc Not Used For Inv we Inner Pack Outer Pack Stock Codes Alternate 1 Superceded 1 Alternate 2 Superceded 2 a J b pi bl ml x FY Merge Show Redundant When this code is added to Debtor Order it will appear as normal and allows you to add notes if applicable which would then appear on the Debtor Order Picking Slip Delivery Docket for internal use Page 114 9 Debtor Orders o a ES Debtor 41 WORKS A1 REPAIR WORKS Current Line 2 Detail Date 12 01 2014 Reference 269371 Branch SERVICE then Seale Code F4 LABOLIR PP 110299 1 000 EACH Trach it pole Q
178. p Email Address e Contact No s Enter the Debtor s contact details inc Name Address Phone Fax amp Mobile e Under Debt Collection Tick if applicable cannot log payments to Debtors with this ticked Page 22 Statement Account Double click to get search screen select the Master account for statements Redundant Tick to clear from current customer list debtor cannot have current trans actions Days to Pay This is a management option and you must have User Access permission to view this information Once transactions have been processed to an account with both an invoice and a payment the system will use this information to determine how many days this Debtor took to pay his account and shows total average of days on the Details tab value in this field is a weighted average based on the last 10 payments entered into the system For further details See Debtors Days to Pay on page 36 Date a date will be automatically added to the screen confirming when the account was been opened Trading Term Status once trading has commenced you will see at a glance the status of the account eg if you saw 90 Days in red you would know that this account is sev erley overdue and may wish to hold off processing any new orders On Hold Status the system will provide details showing if the account has been placed on Hold automatically or if you have manually placed an account on Hold or if the account is simply Outside of Tr
179. pe TRADE 7 aaa naaa Discount Lvl 2 fax Disc 22 100 Statement Acct Branch SERVICE w Show Redundant Page 41 Hold your mouse over each field to view a description in the hints bar at the bottom of the screen For clients using the Contact Maintenance function this can also prove helpful in setting up new debtor accounts See the link below for details Related Topics See Contact File Maintenance on page 89 Page 42 DEBTOR SALES REP Menu name Debtors File Maintenance Ey SalesRep Within the Debtor Masterfile Details tab there is a field available to allocate a specific Salesman against a Debtor It is not a compulsory entry however can prove useful for reporting purposes and especially if your Sales Representatives operate on a commission basis To add new details into this drop down field enter the data into the master field e Open the Sales Rep menu e Add new details for a Sales Rep by either highlighting a line where you want it to appear and press INSERT or go to the last line and use the Arrow down button to insert a new line Open the Debtor Masterfile to enter or change the Sales Rep for each account Related Topics See Debtors Commissions on page 47 Page 43 DEBTOR AREAS Menu option DEBTORS Area The Debtor Masterfile has a field available to enter Areas Regions against a Debtor It is nota compulsory entry however can prove useful for reporting p
180. period selected Note Ifa payment is received from the debtor while a direct debit is being processed the direct debit screen will still post a payment for the full amount as this is the amount taken from their bank account however it will remain partially or fully unreconciled as the invoices that were being paid may have been reconciled against a new payment Depending on your organisational processes you may choose to post these payments directly after processing the aba file or wait until all payments have been processed successfully by your bank before posting payments Both options have their merits however e If posting payment immediately any payments that cannot be processed by the bank must be reversed manually in the system e By postponing the posting of payments until these have been cleared by your bank this increases the chance that a debtor will opt to pay an account while the bank payment is clearing thereby double paying their account balance although it would be rare for some one who has elected to pay by direct Debit to then also make a manual payment e Postponing the Posting of the payments may also mean that they may not be included on your statments for the month or you Will have to delay processing the statements When the user chooses to post the selected payments the following rules will be applied e There must bea valid date for Direct Debit Payments e Direct Debit Payment date must be a business d
181. preview print the report Credit Reasons Detailed Selection Criteria Branch l amp T Faulty Damaged Date 2011172012 Reason Faulty Damaged Al Branchs Debtor Code Name BSPEC BE SPECIFIC BUILDERS 3 10 57 PM Reference Line No 269261 1 Faulty Damaged Total Branch I amp T Total Page 164 Accrivia 28 06 2013 Amount ex 200 38 200 38 200 38 PAYMENTS AND RECONCILIATIONS Menu option DEBTORS gt Receipt Debtor payments and adjustments are processed through the DEBTORS RECEIPT screen These entries can be reconciled during this process or at a later time Batch payments can also be processed for clients that allow direct debits from their bank account Finally payments can be unreconciled and reversed as needed These processes are covered in the following section Payments From Debtors 1 2 Select DEBTORS RECEIPT Enter the debtor code in the search code box or scroll through the list of debtors on the screen to select the required debtor Click on the PAY ADJ button or simply double click on the correct debtor to move to the Debtor Receipt Adjustment Posting screen Should the Debtor you have selected have unreconciled transactions on their account you will be prompted with the following message asking if you wish to finalise the rec onciliation s before entering your new payment It would be recommended where pos sible to take the opportunity to re
182. r basis eg the end of every week It is criticial however that this procedure is run at the end of every sales period month before the End of Month process is run Once a sale has been fully reconciled and rolled over into history the details cannot be altered Page 58 DEBTORS SPECIAL PRICING Pricing for an individual debtor can be set in the Pricing tab These prices can be expressed as a set dollar value a discount of retail or a discount level or as a different discount level to the debtors standard level To define special prices 1 2 3 Go to DEBTOR FiLeE MAINTENANCE Pricing Tab Click on the Item or Group tab and enter a code double click the grid to see a list Enter a minimum quantity enter 0 01 if there is no minimum that this special price applies to Enter the special price by either entering e Sell Ex Inc enter the specific value for this product group e Disc Level enter the discount percentage figure that applies to this item group only this amount supercedes the overall discount group allo cated to this Debtor e Disc Level and discount percentage from this level in the Mark up Disc col umn e Amark up on cost in the Mark up Disc column a percentage entry here will take the Marked UP Sell price in the inventory and add this extra mark up to it to create a new selling price for this item group only Once all items are entered click on the Tick button at the b
183. r cover letter the actual pricing details appear on the second page as seen below Quote Reference 799549 A1 SUPPLIES 1 OVEN ST NOTTHILL VIC 3333 DOZI QUOTATION TO SUPPLY Dear Sam Following from your inquiry we are pleased to provide to you our quotation to supply new equipment as per the following specification Please find attached Quotation for supply We thank you for this opportunity and should you require any additional information or have any questions please do not hesitate to contact the undersigned Yours sincerely UA ine Colin Kane Sales Manager Big Truck Specialists Mob 0444 444 444 Page 100 PRICING SUMMARY PRICE PER UNIT DELIVERY TERMS prices exclusive of GST SeMcing as per specifications above 5 200 00 TERMS OF PAYMENT 30 TOGO Deposit of 3096 required with Purchase Order remaining 7096 balance is required prior to despatch VALIDITY OF OFFER This quotation is valid for 30 days from date of offer Thank you for this opportunity and we hope that our quotation will meet your requirements and look forward to receiving your comments If there is anything you wish us to clarify please do not hesitate to contact us Yours sincerely Colin Kane Colin Kana Sales Manager Big Truck Specialists Mob 0444 444 444 Quotes for Contacts only For clients using the Contact File Maintenance facility this is allows you to save potential clients details which can the
184. r or mailing labels and keep the newer one Note that the same procedure can be used to create Creditors form letters or mailing labels also by selecting the required Creditor report eg Creditors Creditor Mail Merge Fields and exporting the data in the same way Page 206 VEHICLE DELIVERY MANAGEMENT SYSTEM Menu option DEBTORS aa Vehicle Allocation System Settings Fite System SETTINGS Debtors3 tab The Vehicle Management System can be enabled by ticking the check box Set the number of maximum deliveries per day Accrivia allows up to 40 possible deliveries A Store Maintenance System Preferences BA Misa Jobs Jobs Quote POF Reports Data Teansier Ledger Stee Tax Bark System Dates Payot Credto Debtos Dabo Debtors POS Irwanto Jobs Diebler Statement Comment kot DEMOT Enable Despatch and roms Comment Diebler Despatch Commer Debtor bnvoice Comment 7 he Vehicle Management Sutter Pas Dalmenes le Store DEMO DEMO SYSTEM Vehicle Allocation Menu option DEBTORS aa Vehicle Allocation Page 207 The Vehicle Allocation Management System interface is shown below This interface allows the user to manage not only the Vehicles but also the Regions Groups and actual vehicle deliveries by selecting the relevant tab A eh Aba bon Hiap O l s10 Debvery Sor C Damo Al Daber o H C By Regen Anmgr GALIOT 000805 i TE IRUNIA 01177 E
185. related to a specific Project you will need to select the relevant Builder Double click in the builder field to see your nominated entries and choose e f this Debtor is involved with multiple builders simply keep entering the names in this tab Activating the above settings will now show a new field in the Debtor Order screen Proj Bld JN The first field requires you to choose a specific Builder name double click to select The second field is for a specific Job No allocated to this builder this has no connection to the actual Jobs Module Once the Project Builders function has been activated the field will appear on all orders from now on and you will be prompted every time to enter a Builders name Simply say YES to continue if you do not wish to allocate a name for this order User Access In order to run Project Builders reports you will need to make sure your terminal has permission to do so e Open FILE USER ACCESS e Select Debtors from the module names on the right hand side e In the top grid of the Report Groups find report group called Debt Adm 2 double click to enable a YES should appear next to the name Page 56 e Inthe bottom grid click on the report called Project Builders a YES should appear next to the name e Tick at the bottom of the screen to save these changes e Close User Access and restart Accrivia to activate these changes Project Builders Reports 1 Goto FILE REPORTS Debt Adm 2
186. report page Continue ABC AGRO CENTRO FR Clip Board y Tes e For large lists you can click on the clipboard button to export the data to a spreadsheet to work on and inspect Then click no e Click yes to ignore this warning and keep going with the charges screen e Click no to move out of this screen to give you time to adjust the accounts listed in the warning Once you have corrected the Debtors you can start again with this process The Over Charging screen itself consists of 2 tabs e Overdue Charge Fuel Surcharge e Statement Rounding An Overdue Charge can be added to any Debtor that you select with options for you to choose what period the charges start from as well as what type of Transaction Type you want to use and the 96 of Interest you want to charge on the total overdue amount f9 Overdue Charging B23 Ea Overdue Charge Fuel Surcharge Statement Rounding Overdue Charge Overdue Date Isi 032013 Overdue Days O Tran Type ADID Int Rate PA Don t Apply to Debtors Apply to Debtors TC Debtor Code Total Owing Total Interest ABC 25 985 25 BETTE 335 00 BIO 3 692 30 CENTRO po 405 55 E Post x Cancel Statment Date Ei 037201 3 Minimum Charge 1 00 Post Date 31 03 201 3 Page 218 e Overdue Date type in the date that you want the system to use when determining the overdue status of an account usually the last day of the month e Overdue Days type in the number of da
187. riteria All Branchs 2 26 33 PM 10 04 2013 Order By Debtor Code Branch IST Debtor Quantity Net Amount Sales Total Cost 5 Margin 36 Profit SalesRep No Salesman Selected ABC ABC CO PTY LTO 208 00 SA 936 72 27 70 SA 936 72 0 00 0 00 0 00 AGRO AGRO PTY LTD 713 00 624 28 3 50 518 48 5105 60 16 95 0 67 CENTRO CENTRO PROPERTY 620 00 512 267 33 68 80 17 4 SIZ10439 71 99 13 Total for Salesman No Salesman 1541 00 17 823 35 99 22 5 613 14 51221019 68 51 99 71 Note any Debtor not allocated to a specific Sales Rep will still be reported as above under the heading of No Salesman Selected The facility to Re Assign a Sales Rep is available for cases where this has happened in error and needs to be corrected Re Assign Commissions In order to Re Assign a sale you must first have run your Commission Reports Inspect the report to determine if there is any sale which has been either not logged to a sales rep at all or possibly one that needs to be changed There may be times where you wish to over ride the default Sales Rep just for a one off sale There may have been a special promotion or possibly the normal Sales Rep was on leave and not involved in this sale at all Re Assigning from this position is on a sale by sale basis and does not change the Masterfile defaults Run the Commission report Take note of any Debtor sale that needs to be changed Go to DEBTOR END REASSIGN COMMISSION Select the Debtor fro
188. rmal procedures Page 115 ORDERS CREATE CARTAGE PURCHASE ORDERS The facility is available to create a Purchase Order for a Transport Creditor directly from the Debtor Order screen to organise the freighting of the stock This function is user specific and relates only to those clients who use a 3rd party Transport company to cart deliver their products to customers It is also only applicable to clients who use the M2 option within Inventory most commonly the Plasterboard industry as the formulas are charged based on a rate per meter of product ordered The basis of this function is that only specific Creditors will have the Cartage freight details added to their Creditor account and that these Creditors can then be chosen when creating a Debtor Order so that a Purchase Order can be created at the same time saving double handling There are internal settings that will need to activated within Accrivia for this function please contact Your Accrivia Support Team Creditors In order to create Cartage Purchase Orders for a Creditor you will need to ensure that Cartage details have been added to the Creditor account e Open CREDITOR FILE MAINTENANCE CREDITOR Options tab locate the Carrier Details fields at the bottom of the screen e Enter a Minimum Cartage rate this will be charged if the Per M2 x rate m falls below this figure e Entera Per M2 rate Page 116 i Creditor File Maintenance Details Options Contact Details
189. s as required with some clients using this function as a means of recording data about their Debtor database which can then be reported back to management for analysis Example by setting up a Type for New Accts and Closed Accts you could run a report that showed how many new customers you have added within a given time frame and the same for how many customers have closed their account Page 28 A reminder that this type of entry will need to be added manually instructions to staff responsible for adding or closing accounts is advised Set up new Memo Types by e Opening DEBTOR FILE MAINTENANCE MEMO TYPES e Either insert a new line or go to the bottom of the current list and use the button e Adda short code then a full description which will appear on all reports Reports can be run by e Opening REPORTS DEBTORS DEBT INQ DEBTOR MEMO TYPES e You can choose a specific debtor if required to see exactly what has been recorded for all memo types for that debtor e Or you can leave blank if you wish to report on a Memo Type itself so that it records every debtor who has used that type e You can also enter Start amp End dates for each report eg handy if you are producing a monthly report of all new customers etc e Click Preview or Print An example of a Report for Close Accounts would be Debtor Memo Types Accrivia Selection Criteria 12 34 58 PM 15 05 2013 Debtor Code Posted Date Time Modified Dat
190. s one final step for any Order that requires a delivery by your transport Creditor Page 117 Open DEBTOR ORDERS Enter in all standard details for a new order including details of the delivery address Complete the entry of all Stock note the system will enter a running total of the total M2 Kgs amp sheets are needed for the items selected this is shown in the bottom of the screen YN Debtor Orders eos Debtor ATEST Company Curent Line 3 Detad Date 30 10 2013 Reference 005967 New _ lt eals Code F4 1 24 20 000 M2 2400mm X 1200mm 10mm Recessed Edge Quantity Gyprock ltem Rate Ex otal Price Ex 2 36 20 000 M2 3600mm X 1200mm 10mm Recessed Edge Total Price Gyprock Stock Code 36 In Stock Reserved On Order Available Pack Size 195 32 0 163 Ex Total 900 59 GST Payable 90 06 ZONE 1 DELIVEF 33 00 Disc Line fi All fi 144m 936kgs 40 sheets Order Total 990 65 l Print Create PO 24 Order YA Invoice E Quote By Load X Cancel F Email Dkt Del Dkt I Direct Del Click on ORDER You will be presented with a new screen that asks you to select a Creditor only creditors with Cartage details added to their Options tab will appear in the selection list use the drop down to choose the appropriate contractor and click OK BN Cartage Contract Cartage Supplier ALLENS Allens Freight You will now be directed to a new screen for Non Stock Purchase Orders D
191. search function to select the required debtor or you can choose to search using the Order Reference if known 2 Click on the SELECT button and a detailed list of the orders for the selected debtor will be dis played A Accrivia Remote 55555555 V9 0 13 B10130 DEMO PTY LTD Debtor Invoice 9 File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CS DSB SOP HH ta a ik J Debtor Batch Debtor Code AGRO 27 Add Fees Reference Line No Branch Stock Code Job Quantity Invoice OrigOrd Back Ord Rate ex Amount ex Stock Description Posted DT 269183 1147 INTER AGRO PTY LTD UNIT 33 B 1 000 1 1 0 00 Inter Company temporary item 31 01 2013 10 46 16 Ak 3 Double click in the INVOICE column next to the required orders to select them for inclusion on the Invoice 4 The INVOICE column will be assigned the total quantity of each item ordered If only part of the total quantity of an item is to be invoiced enter the part quantity here 5 If there are any other charges that need to be added eg express post fee or overnight freight etc click on the ADD FEES button near the Debtor Code field A new screen will open allow ing you to select a stock code and add quantities and charges click ADD to have these items added to the invoice Page 132 mm Invoice Fees Code Company Description Quan Cost Rate Ex Amount Ex UHTE EST l amp T using hired testing equiprn 1 20 00 20 00
192. select from the options listed e Individual Shows the S cost per item e Total Shows the S cost of the total purchase e Gross Margin Shows the profit margin per item Page 62 e Discount S Shows the S discount per item e Money Made Shows the S money made per item Discount Inventory Columns The six columns in the Discount Grid are labelled Level 1 through to Level 6 allowing you to specify up to 6 discount levels with level 1 being the normal retail price The discount is calculated by discounting the Sell price level 1 by the percentage specified Discount Level 1 is the default level for all debtors so the first column of the Discount grid will be the usual retail price For this reason the percentage for Discount Level 1 should normally equalzero Any discount specified here will result in all debtors being offered a discounted price Discount Inventory Column 5 6 Option New Stock Item use Avg Cost not Last aa unia KA Bar Code Visible 3 Location Visible Iw Stock Search Screen Columns i 234 2 Cost System Multi Branch Stock Enable Stock Colour Field Neea E e a Bar Code Labels Count Stock Price Update Cost amp Sell Use RART Stock Order Comment Include Supplier Code in Stack Copyf 3tock Order Del Add Iw Suppress Non Stock Enforce Unique Codes Debtor Ref on PO Rack Required Debtor PU Ask Supp w Don t Fill PO Received Movement Display All w Suto Manufacture
193. son for the credit you would either use the search function to select the original inventory stock code or use a generic non stock item code like MISC to enter details and pricing without actually effecting your stock levels 5 The amount to be credited will appear as the Credit Total 6 If the item being credited is stock belonging to GST Type 1 a GST Credit will also be cal culated Page 158 7 If necessary press F6 or double click in the Stock Description field to alter the descrip tion for this credit note add a note to explain the reason for the credit 8 Click ADD to add this amount to the credit note 9 To save the credit details and generate a credit note click the CREDIT button at the bot tom left of the screen When credits are raised manually a manual reconciliation will need to be performed to allocate the credit balance to an existing invoice Any unreconciled credits remain in current accounts posting screen Related Topics See Payments Reconcile Manually After Posting on page 168 Credit Notes Create Automatically From Invoices Credit Not H Fy Menu option DEBTORS ki Ki From Invoice There are 2 options to select the invoice that you wish to Credit The choice you select will depend on the amount of information that you currently have to work with Unsure of the Invoice Number If you know the Debtor account but not the invoice number then you can choose the Debtor then y
194. t BAS Adj tick this box if the transaction has BAS implications Reporting Type this is usually a repeat of the Type eg INV or CASH This is what will appear on all reports for this transaction POS only applicable for clients using the Point of Sale function tick if applicable POS Charge as above GL Acct C enter the specific General Ledger code relating to this type of Credit transaction GL Acct D enter the specific General Ledger code relating to this type of Debit transaction Depending on your choice of either a Credit or Debit account the required Trade Debtors GL account will automatically be entered however you may also wish to manually enter the corresponding balancing GL code Page 55 DEBTORS PROJECT BUILDERS For clients who wish to directly link a Debtor to a specific Project Accrivia has the ability to set up a list of Projects and with some minor setting adjustments can then produce sales reports showing each Debtor against this Project System Settings For Project Builders e Goto FILE SYSTEM SETTINGS Debtors put a tick in the Project Builders Enabled box Save Close and Restart Accrivia to activate this system change e Set up all required Project names open DEBTOR FILE MAINTENANCE PROJECT BUILDER add new entries by using the button at the bottom of the list to add a new line e Open the DEBTOR FILE MAINTENANCE DEBTOR SCREEN Project Builders tab for each Debtor who is directly
195. tals You can add extra notes for the supplier into this field if required although extra stock items can not be added from this point Page 119 204 288 s 2400mm 24 1200mm 10mm Recessed Edge Gyprock 2044 34 3600mm 24 1200mm 10mm Recessed Edge Gyprock Anp extra notes for the Transport Supplier can be added here before printing 11 Click on Post to complete the Purchase Order choosing either to Print or Email as required Viewing the Purchase Order You can view a copy of the Purchase Order at any time by chosing INVENTORY PURCHASE ORDERS View Select the appropriate Creditor or Reference then click on the Preview button at the top right of the screen PU Rec Rev Delete Page 120 Phone 03 55620 700 Fax 03 55620 400 w Ci C R fi VI A email sales accrivia com au mia EVALUATION VERSION Para Purchase Order Date 31 10 2013 Allens Freight Our Reference ATEST2Z ETD 31 10 2013 Phone 5561 2000 Fax 5561 3222 Deliver to C BLOCK 123 NEWSITE RD WARRNAMBOOL VIC 3280 Description Quantity 20 235 x 2400mm X 1200mm 10mm Recessed Edge Gyprock 144 00 20 4 32 x 3600mm X 1200mm 10mm Recessed Edge Gyprock 40 Shees 144 M2 936Kgs Any exira notes for the Transport Supplier can be added here before printing Purchase Orders are processed as normal through the Creditors module once the official invoice has been received from the supplier Debtor Orders are
196. th represents the width of the stock items Page 83 PL intir m E Pa ifatat ami YA rr JENNA PEE d De PE NO sana RE 1350 10 MM RE 1200 10 MM UNISPAN 1350 10 MM UNISPAN 1200 10 MM WA 1350 10 MM WA 1200 10 MM SE 1350 10 MM SE 1200 10 MM SOUNDSTOP 1350 10 MM SDOUNDSTOP 1200 13 MM RE 1350 13 MM RE 1200 13 MM WA 1200 13 MM SE 1200 13 MM FIRESTOP 1350 13 MM FIRESTOP 1200 16 MM FIRESTOP 1350 16 MM FIRESTOP 1200 13 MM ENVIRO SOUNDSTOP The appropriate Grouping Code needs to be stated against the Inv Desc Grp on the Stock Maintenance form for each item in that group Page 84 Details bran Supplier Movement SOH Stock Ki Image Other Price History Code R101224 _ Eat Code Non Stock Item IEEE TTT Discontinued Redundant Beithe So BC Srch Bar Code 2nd Bar Code scop c fi Per M2 sc Weight 197 Scala 288 M Kit Use Only Cost Rebate i Maini t4 OY Cost Sell Options Ka RF Last Not Avg Cost Cos a SO GN IT Dont Apply to Col 5 5 Freight Tax Type fitt i Adjust Ave Cont tS Marked Up Sel a Keep Sell Last Cost L fini Sel GST 3 Keep Dec ra a gt orf e 7 PY Merge When the reports invoices are run they will utilize the grouping feature and show a comma separated list of items that are the same rate under the grouping heading as shown in the example below Date 26 07 2012 TAX INVOICE 041729 1
197. the same way that a Mail Merge process works in Word documents System settings are required to be turned on for this function please contact Your Accrivia Support Team for assistance When the Free Form Quote is enabled you will be automatically prompted to select a quote template whenever you save a quote either for an existing Debtor or from a new client set up as a Debtor Contact You will then follow the steps as prompted to e Allocate stock items to the appropriate groupings e Modify descriptions and layout as required e Preview the quote before printing Creating A New Quote Template Open DEBTORS FILE MAINTENANCE EXTENDED QUOTING TEMPLATE This screen presents with two tab Defined Templates 8 Manage Groups these screens form the basis of the your new Templates Note all Group Descriptions and Heading names must be Unique for the whole template as these names are used by the system when indexing the quote to the templates Manage Groups The Manage Groups tab must be created first as this creates the information base that is used to link to a new quote Information that you feel can would be used in your quotes think in terms of headings can be added here The groups added here should represent details of as much information as you can possibly think could ever be required in a quote and this is treated like a Master List You can later select any or all of these groups to be used in a variety of differ
198. time e Copy Rebate To clicking this will copy the Rebate specials on this Debtor to another Debtor account saving time e Groups Click this button to set an entire Stock Group to a given sell price or Discount level DFM Rebates Tab Entering stock code data in these fields will track the transactions for reporting purposes This data can be used to track how much rebate you are owed or how much you owe to a Debtor Data is internal only and does not appear on invoicing The data can be used on it s own even if not using the Delivery option Rebates is a User Access option and must be activated for each User in the Debtors Menu Visibility field You will also need to place a tick in the System Settings Debtors tab field called Debtor Rebates Enabled Page 32 29 Debtor File Maintenance Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Picha Rebate Postings Job Revenue Defaults Resource Assoc Files Debtor GEORGE AND SON E Stock Code Description Quan Rebate Ex Rebate Supplier Rebate Supplier Rebate Last Update Last User a DFM Pricing Tab While an overall Discount structure can be attached to a Debtor the facility also exists to allocate special pricing to specific stock items or groups which over ride the standard discounts Full details on how this function works are set out in See Debtors Special Pricing on page 59 NY Debtor File
199. tor User Access for Supervisors by ticking the Supervisor check box You must Save then Restart Accrivia for these options to take effect Page 67 Note Supervisor Access also gives access to pricing controls and other debtor permissions as defined in FILE SYSTEM SETTINGS Debtors 2 Tab For details on how to set up User s Access permissions contact your supervisor Details can be found in the Accrivia System Manual PDF contact Your Accrivia Support Team for a copy Option 2 Credit Control Orders Approve Orders The Credit Control Orders function allows customers over their credit limit to place orders subject to an approval process Orders are placed on hold until payments or credits bring the account back within its approved credit limits or a nominated person checks and approves them for release Once enabled the following Order related menu options will be available Debtors Payroll Inventory File Maintenance POS VI Order Approve Orders Print Approved Orders When user access is activated the Approve Orders screen amp Print Approved Orders will appear in your module selection list and provide a list of all orders currently in the system waiting for approval including a separate section which highlights any customer who has money owing Fields are available for each order for Approval or Rejection along with reasons for Holding and a Notes section When all items have been allocated then click t
200. trictions e Contract Pricing Supervisor password is required to change rate when the item group has contract pricing set up e Reason Required Discount reason is required to make any changes to rate or discount level e Below Cost Price Supervisor password is required to make sell rate less than the cost price e Discount Level Supervisor password is required to change the discount level Page 16 Below Lowest Sell Price Supervisor password is required to make sell rates less than the lowest sell price Delivery Enable Delivery for Contracting Tick if the system should prompt for Deliver on Invoicing e 1 Default Delivery Amount Enter a Default delivery amount e 2 Delivery Codes Double click or F4 to select a debtor delivery code leave blank for code selection on invoicing Use M2 as Delivery Quantity If the delivery amount exceeds the minimum charge write the quantity out as the M2 delivered Select Delivery first Select the delivery amount before creating the Invoice With Version 10 1 we have made some changes to the charging options which prohibits producing an invoice if the ENABLE DELIVERY field is ticked but you are not actually using this funciton If your company does not use the Delivery function to charge freight to clients then you will need to disable this function going forward Go to FILE SYSTEM SETTINGS DEBTORS2 TAB 2 Enter a default deliwery amount Leave blank to use the Ensure the Enab
201. ts 1 2 3 4 Press F9 to select the required debtor account The account balance is shown in field in the top right corner of the screen Press Tab to access the POS payment grid Enter the amount to be tendered against the appropriate payment type s CASH CHQ or EFT Move off the field to accept the payment If the amount tendered was greater than the total owed the remaining amount of change will be displayed at the bottom of the screen Press Enter or click POST to save the transaction If the payment is a CHQ you will be asked to enter the cheque details Page 146 POS SPECIAL SHORT KEYS The Point of Sale function has shortcut keys which allow you to move and utilise the system quickly and efficiently Page 147 O a Me CU a C m enayi coe ronan Ea nin na Oe ferso O Ce peneme O Ce fws o Oe banana o Om pasa Na lss Dara aa Dare Dara Page 148 CTRL 3 Change prices to discount level 3 CTRL 4 Change prices to discount level 4 CTRL 5 Change prices to discount level 5 CTRL 6 Change prices to discount level 6 POS Till Balancing Options The Point of Sale module now has been upgraded to include a full till reconciliation option This option can be turned on or off through the FILE SYSTEM SETTINGS POS Tab As a result of this upgrade you now access the POS screen through a new menu structure DEBTORS POS TERMINAL This option takes you into the POS screen This screen is esse
202. u ble click inside field to see complete list of Jobs for selection e Job Post Type select the appropriate field if using Jobs Module either a Contract or a Billing Adjustment e Invoice Type if using defaults as per the customer Masterfile these can be manually changed if required e Worksheet enter a worksheet number client specific only To enter notes puta after the worksheet number eg 123 notes e Hide amount For those who wish to print Picking Slips etc without S values tick the field e Regions use drop down to select the Region for this order site specific 3 Click on the ITEMS button to move to the next screen and select stock items for order Page 103 The Items button will only be enabled if the date reference combination is unique and your initials are entered It may also be mandatory for some debtors to have the order no quote number filled in depending on your company procedures 4 Add stock to the screen Double click in the Code field or press F4 to access the Stock Line Selection screen 5 Search for and highlight the required stock line in the table multiple search options are avail able choose the one that suits your needs best and click ok or double click to select it Details of this stock line will be brought back to the Debtor Order screen Note if the stock item selected has no Cost price entered in the Inventory File Maintenance then an extra line will appear in
203. uantity Unit Cost 0 00 l Stock Description LABOUR CHARGE PICK amp PACE Goods to be packaged for interstate despatch Dise O Stock Code LABOUR PP In Stock 0 Reserved 0 On Order 0 Available 0 Pack Size 2 sf S9 Edt delete E Grid F7 Ex Total 669 52 Ji 4 Stock Desc FE LABOUR CHARGE PICK amp PACE ASG ae epee E Order Total 5736 47 Dizc Line 2 z All 2 88 ducer Hepe B Quote Bi Load Xc Find F babe F bini da When the Order is complete and is ready for Invoicing it is assumed that the correct information has been supplied to you by your staff and you now know what the correct Labour Codes need to be added to the Order before Invoiving Firstly you will need to ensure that you remove the Prohibited code from the Order before an Invoice can be generated The system will prompt you do this with the following message i Debtor Orders Debtor 41 WORKS A1 REPAIR WORKS Current Date 12 01 2014 Reference 269371 Branch SERVICE Details Code F4 1 08399 1 000 EACH Du Trach it pole Item Hate Ex 2 LABOUR FF 1 000 EACH Total Price Ex LABOUR CHARGE PICK PACK pr Goods to be packaged for interstate Total Price despatch Retail Aate Disc Cannot invoice as the stock listed ts not allowed to be invoiced LABOUR PP Once the old code is removed simply add the final stock item to the Order as normal and Invoice the order as per no
204. urces Specific settings are required for this process to work As not all Debtors will have email addresses the system allows both email and printing options Emad PDF Reports Emai By default Quote Order E Delivery Docket Invoice Statement 1 DEBTOR FILE MAINTENANCE DEBTOR Options tab If available place the contact email address in the Statement field 2 Theoption is available to email copies of the individual invoices at the same time as the Statements are sent Particularly useful for clients who have Master accounts where the original invoice may have been sent to the site with the goods and the Accounts Dept Page 191 requires a copy in order to make the payment This is an individual debtor choice tick the field as above for any debtor requiring this option 3 Statement Type File User Access a selection of Statement Reporting styles are available and once chosen the specific report can be selected and will then appear in your Reports EOM tab Normally this will be selected as part of your company startup and once set would rarely ever change Choice of Statement Type Accrivia offers 3 Standard Statement types however a variety of site specific customised options are also available and can be organised by your Support officer 1 Statement Closed Accounting uses the Brought Forward method with invoice summary details 2 Statement Open with Rec Bal lists all outstanding invoices with
205. urned to the SOH totals Individual items within an invoice can be selected and quantities adjusted as required any items not selected will remain as outstanding on the account Restocking Fees should your company procedures include a restocking fee for goods returned Accrivia can organise for this to be set up where you nominate a value The system will then take the total value of the credit and use the nominated to determine a restocking fee While in the Credit Note screen click on the Details tab to see the value automatically generated Note this fee can be manually overridden before posting the credit Contact Your Accrivia Support Team for assistance in this set up Page 157 JA Debtor Credit Note from Invoice Search By search Ret 26202 Order RefNo Inv Ref No Reference 071542 AGE WA a e sain PRN RAR Bet 1 21504 0714155 231072017 200 2 1504 TO00DIM EST 23r 1072012 10 71522 pikaa 0170272013 500 4 J Returns Details Order No Job Delvery Information aaa W057 Address Cancel Print Credit Note Same Deliver Address Credit Notes Create Manually Credit Not Menu option DEBTORS oe Manual Entry 1 Enter the debtor code in the search code box or locate the Debtor in the table 2 Inthe Order Tab fill out the date and your initials also company and reference number if required 3 Click on the ITEMs button to access the next screen 4 Depending on the rea
206. urposes To add details into this drop down field enter the data into the master field e Open the Area function e Add new Transaction Types by either highlighting a line where you want it to appear and press INSERT or go to the last line and use the Arrow down button to insert a new line Page 44 DEBTOR DEBTOR TYPE Menu name Debtors File Maintenance Type The Debtor Masterfile has a field available to enter description of what type of Debtor you are setting up It is not a compulsory entry however can prove useful for reporting purposes Most specifically you can use this field to determine how to print your statements eg you may choose not to ever print a statement for any Internal Types so having that as it s own type allows you choose this or not There is an unlimited number of Types that can be entered and each should be set to reflect your own company requirements Debtor Type File Maintenance Type Number Type Description 14 PLASTERER 2 BUILDER 3 THADE 4 PUBLIC 5 RESELLER b STAFF TO INTERNAL To add details into this drop down field enter the data into the master field e Open the Type function e Add new Transaction Types by either highlighting a line where you want it to appear and press INSERT or go to the last line and use the Arrow down button to insert a new line Page 45 DEBTOR MEMO TYPES Menu name Debtors 4 Memo Types This function allows for the set up of b
207. w the information required on each tab Any tab listed below that is not currently on your screen will need to be activated through User Access after speaking to your onsite Accrivia Supervisor DFM Details Tab 29 Debtor File Maintenance Col o a Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders Resource Assoc Files Code 41 WORKS EA Edi Redundant 07 05 2013 30 Days Trading Name A1 REPAIR WORKS A BNI 555 666 777 688 a Days To Pay 24 Legal Name 41 REPAIR WORKS BSB Bank Acct 000633 fi 23456 Manually On Hold Cont Name D EXAMPLE Ban at Nas MELBOURNE M Use Direct Debit oct Name A1 REPAIR WORKS Address 23 TOWN ROAD ect Name Customer No ss M Credit Cir Limit ACC Te On Hold D 5 AA gt Phone 03 55620400 nHold Days From Mobile Number 041 3654987 Sales Rep AccriviaRep1 z amp Fax Number 103 55620700 Area REGION1 E Mail Address support accriviacomau Debtor Type TRADE ha Under Debt Collection Discount Lvl 2 Max Disc ka 100 Statement Acct Branch SERVICE w l4 lt 4 gt bi Show Redundant e Code Unique Debtor Code maximum of 10 characters e Trading Name Debtor trading name e Legal Name Debtor legal name this one appears on Statements e Contact Details Enter the Debtor s contact details inc Name Address Phone Fax amp Mobile numbers am
208. y Vehicle Delivery function for shipping orders Though functionality related to other modules Jobs Creditors and General Ledger etc is accessible within the debtors screen full details of these processes are covered in their own module manuals Page 12 DEBTORS SYSTEM SETTINGS GA Cg Menu option FILE DE settings The Debtors module has 3 tabs for settings Debtors Debtors 2 amp Debtors 3 Multiple options are available within each tab which will have an impact on how your system works and what permissions are allowed Debtors Tab iy Branch Maintenance Systern Preferences Jobs Jobs Quote Ledger Branch Ta Bank System Dates Payroll Creditors Order lnvoice Show Branch Debtor is Based At Sort Order Lines Remove Invoiced Lines Freight System Clear Job Delvery Information Change delivery address Standing Orders Own Reference Numbers Print Debtor Despatch Job Name required in Debtor Order Pay Inve for COD Accts Prompt for Print Quantity Warr if Quote No already in System Cae e x Ca Ca E it E e E Credit Limit Action Can Order Cant r z 10 Emailing Automated Reporting Data Transfer Debtors 2 Debtors 3 POS Inventory Jobs Other Settlement Discount Use Sales Term Iw Master Statements Use Pay Term Confirm File Maintenance Changes Show Individual and Company Fields Credit Reasons Enabled Barcode Addressing Stock Weight
209. y Stock Description if applicable 11 Use the 2 drop down options at the bottom of the screen to select REASONS if you are using this function It allows you to select pre determined reasons as to why these items are being credited See Credit Notes Credit Reasons on page 162 12 If GST was payable amount to be credited is calculated automatically as per the original amount charged with stock lines that were originally invoiced 13 Add Restocking Fee and or Freight charges if applicable see notes below 14 Check the PRINT option if you wish to print a copy of the credit note 15 Click on the Post button to save the credit note RESTOCKING FEES AND FREIGHT CHARGES Accrivia has the ability to automatically add a Restocking Fee to all Credit Notes based on a Percentage of the goods being returned This is an internal System Setting and must be set up before you can process a Credit Note with these fees For assistance with this please contact Your Accrivia Support Team Restocking Fee Process your Credit as per the instructions above up to the end of Step 13 Before Posting the final Credit move to the DETAILS tab on the Credit screen You will note that if you are using the Restocking Fee option then the system will have already calculated the value of the Fee based on the set percentage of the Credit Value You can override this amount manually on each Credit note if required Freight Charges this is a manual entry option
210. y commission on sales to reps Accrivia has the ability to record the sales data and produce a Commission report at the end of each period Each debtor must be selected individually to activate the Commission button For clients wishing to start using this function for their entire database please contact Your Accrivia Support Team to assist you with activating in a bulk lot For all clients wishing to use Commissions you must ensure you have set up the relevant Sales Rep codes in the system See Debtor Sales Rep on page 43 System Settings For Commissions e Open the DEBTOR FILE MAINTENANCE DEBTOR SCREEN e On Details tab ensure a default Sales Rep has been selected e On Options tab ensure you place a tick in the Commission Applicable field User Access In order to run Commission reports you will need to make sure your terminal has permission to do so Page 47 Cashbook Inventory Ledger File Job Creditors Debtors Payroll User Name ACCRIVIA User No a Password i Supervisor Menus amp Reports Enabled Report Group Menu Visibility W File Menu W Job Menu Read Only Job W Create New Jobs W View Financial Pages he View Postings Page Restrict tabs data based on jf Creditors Menu View Details Tabs Only W Edit creditor codes Override PO Rate Debtors Inventory Creditors General Ledger Cashbook Debt Info Debt FH Debt 3ales Debt Sales M Debt SalesFl Debt Sales 2 Debt 5ales 3
211. ys overdue 30 60 90 the system will then look at any Debtor who has an outstanding amount in that period or older to allocate the charges e Tran Type use the drop down to select the transaction type that will be logged to this process and will appear on the customers account Most commonly used would ADJD e Int Rate P A the entered here is a Per Annumwhich means the system will take the value of outstanding invoice multiply that by the youhave entered then divided this by 12 months per year Example A 5335 00 invoice with a 196 interest PA rate would result in a overdue charge of S0 28 e Don t Apply to Debtors The list on the left is all the debtors in your masterfile and ini tially all debtors will appear in this column by default which tells system Don t Apply the charges to these debtors e Apply to Debtors this list starts off blank as a default Use the arrow buttons to move across any Debtor you want to be included in this charge run This can be done individ ually by using the single arrow or if you wish to bring across every Debtor then use the double arrow button In most cases it is easier to move all Debtors over in one go then ifyou have just a few Debtors who never get charges you can simply move them back individually to the other side e Statement Date this is the date that will appear on the cutomers statement for this transaction usually the last day of the month e Minimum Charge you may wish to

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