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1. Control Totals 21 of 21 Transactions entered valued at 369 84 of 369 84 expected Post the Trans the Batch Items are listed in the order entered into the Batch Search for Purge all Trans the Batch and delete the Batct record Edit an existing Transaction by double clicking it s associated row Standard Series 5 grid controls apply Some points to note about the grid screen are as follows e Notice that the control totals for the grid are displayed at the bottom of the screen e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions Operational Tip You can edit the properties for the batch directly from this Sales Entry grid screen On the menu bar click Edit then from the drop down menu click on Edit Sales Batch Properties 2007 2014 by Sentinel Hill Software all rights reserved 206 Series 5 Accounts Receivable User Help Sales and Credit Transaction Mai File 218 Help 6 4 1 3 Cut Transaction Copy Transaction New Modify Delete Delete All Transactions Edit Sales Batch Properties 10 31 08 018339 The edit list or posting journal when generated if archived will be catalogued with a report name of SALES _XXXXXXnn LST or SALES _XXXXXXnn JRN where XXXXXxX is the Journal Entry session code The Print Options tab screen will be displayed from which you can select to direct
2. Modify Modify the A R Remil Code highlighted in t Delete Delete the A R Remi Code highlighted in t Generate a report lisi A R Remit To Code Items are listed in order by Remit Code already on file Edit an existing A R Remit To Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details The report listing the A R Remit To Codes on file if archived will be catalogued with a report name of REMITCOD LST A R Remit To Code Properties Screen The properties for each A R Remit To Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 451 Remit Codes Maintenance Remit Code Modify the Properties of Remit addresses may be printed on the 4 R Customer Statements The Remit Codes are allocated to each Customer Remit Code Address 1 Sentinel Hill Software Address 2 PO Box 1234 Station A Address 2 New York NY 171611 Update Cancel i Field Definitions A R Remit To Code This is the alphanumeric code assigned to the Terms Enter this code when a Terms code needs to be us
3. Sorted by Account 7 Document Number Distributions with Ledger Date Distributions for Document Number s Not Considered 1201775 all O Inclusive Benoa O Selected For Profit Centre s Include only Distributions Generated for al Batch Code C O Selected ves Fields left blank are NOT considered in the selection process For Distribution Account s all Include only the following Distribution Type s eci Income WIP Costing Inventory Net Change to A R Net Change to WIP COGS Cash Receipts Other The report generated if archived will be catalogued with a report name of ARDIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details ee Distribution Report Options Screen Field Definition drop list Select whether the report is to be generated in Detail or Summary Report Type Detail i oe Summary by Account e For Detail each distribution for each G L Account is listed e For Date Summary debit and credit totals are reported for each G L Account for each date 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Receivable User Help e For Account Summary debit and credit totals are re
4. For Terms Codes that have their Due Date Calculation Method based on specific dates the following field variations are displayed Method Screen Fields Aspecific Days of Next Month Due Date Calculation Method Days past the Invoice Date A specific day of the next month O A specific Month Day in the future Day of the month items are Due Eligible for Discount up to what day of the month Discount 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 437 A Spec ific Month Day in Due Date Calculation Method the future Days past the Invoice Date OA specific day of the next month A specific Month Day in the future N gt Month Day Items are Due 17715 If past of Due Days after Inv Date Month Day Discounts Eligible to 8715 If past of Disc Days after Inv Date Discount Field Definitions A R Terms Code This is the alphanumeric code assigned to the Terms Code Enter this code when a Terms Code needs to be used within the Accounts Receivable system een a Is a description of the Terms This is printed on most R reports and is displayed to most R screens where the Terms Code is utilized Due Date Calculation Method radio buttons Select the method to be used to calculate the Due Date for an invoice relative to it s Invoice Days past the Invoice Date Date A different set of fields will be displayed P dep
5. Modify an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Delete an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Wizard Properties tab Screen The Properties screen displays those fields used to identify it and displayed when used 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 145 i GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Properties Processing Steps Enter the properties associated to this Wizard The Description identifies it in the drop down The Title and any comments you enter will be displayed with the Wizard does it s magic Wizard H Menu Bar Description
6. e Open Item Customers have items aged by the date of the invoice debit memo or balance forward item to which they apply or in the absence of theses documents the earliest document with the same apply to document number e Balance forward customers have Debits aged by their own date with all Credits reducing the oldest aged totals e The Aging Periods and their associated literals which are printed in the A R Aging Report Headers are obtained from the settings defined in the Aging and Finance Charges screen found in the A R Control Preferences application Different from regular A R Aging Report The Historic Aging Report differs slightly from the normal Aging Report as follows Does not have the option to Show Customer YTD LYR Siatistics Does not have the option to List only Customers with Acct Balance gt Credit Limits When Sort Option to Group Customers it does not have the option to Generate Separate Reports for each Group The Historic Aging Report DOES NOT accumulate a total of items that are not yet due for 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 331 Accessing the A R Aging Report From the AR Main menu select Historic Aging Report from the Reports drop down menu Receivable A Codes Maintenance Purging AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet Historic A R Aging Report Optio
7. Save As drop down list Select to have the output saved as an Office Word document an Office Word document that is printed from Word as a PDF document or as an ASCII text file If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed To Captured Printer X 12 If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed This must be a valid network printer that was captured using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the Systems 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 117 Management Help if required If chosen to save the report to a disk file you may also select to have an email sent with the generated disk file as an attachment Set the check mark to have the report emailed Report Header User Note X 100 If you need to personalize the report the text you enter here will be printed at the top of the 1st page 5 4 2 Report Browser When selected to direct a report output to the Screen Browser or from the Reports Manager you have selected a particular report the Series 5 Report Browser screen window will be shown Report Browser Report ARACOUNT LST Page lof 12 Search for J h a t Go To Page 1 BIBI f Click fo
8. ae Excel Field Format Column 6 ss Membership Code OWID 3 14 Contact 1 Salutation 1st Name Last Name optional salutation 15 0 Contact 1 Email Address 16 Contact 2 Salutation 1st Name Last Name optional salutation a7 a Contact 2 Email Address X 120 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 421 Remit Code 3 E Mail Option N None C Customer s N C 1 or Email xX D xIx x xX cS 1 or 2 use Contact s 1 or 2 Email Calculate Finance Charges YorN 27 AA Multiple Statements No by Attention N A U or To by User Code or by Project 28 AB Statement Item Groups No by Attention To by User Code or by Project User Demographic Code 1 6 31 32 User Demographic Code 5 6 6 U U N 2 X SC X lt X lt X X XK X X lt X lt X X O x lt D a a a E x lt X lt QD gt x lt 2007 2014 by Sentinel Hill Software all rights reserved 42 Series 5 Accounts Receivable User Help When loading the Customers from a spreadsheet you may also specify a pre defined processing directive in column A RADD All Customer codes for the rows following will be 1st deleted from the system then updated with the new fields provided Note that all data including PTD YTD and Monthly statistics data is lost DELE All Customer codes for the rows fol
9. 2007 2014 by Sentinel Hill Software all rights reserved A City Credit Rate Code Customer Type Company Phone Area Code Sales Rep Territory State or Province Country DemogO1 Company Size Demog02 Geograph Region the desired compare function and enter the amount to amounts for a particular period falls within a particular range click the desired Period and compare function button and enter the range of dates to which it should drop down list Customer Code Customer Company Name Membership Code Contact 1 Last Name Zip or Postal Code Current Account Balance Credit Limit Sales Period To Date Sales Year To Date Sales Last Year Demog01 Company Size radio buttons Not Considered O Greater Than O Less Than or Equal radio buttons radio buttons and mmddyy To select only those customers with a Call Back Date Not Considered Scheduled Accounts Receivable Menu Functions 417 defined period Date of Last Cash Receipt radio buttons and mmddyy To select only those customers that you have or have not received a payment from relative to a particular Not Considered date click the appropriate button and enter the date Noi Reccived to be tested against Received eceive Date of Last Order Recorded radio buttons and mmddyy To select only those customers that you have or have not received an Order for in the Series 5 Customer Not Cons
10. Country Customers Sorted by drop list When the report is printed the customers may be listed sorted by a variety of different fields Customer Code Customer Company Name Membership Code ZIP or Postal Code Current Account Balance Credit Limit Overdue Amount Short Pay Credit YTD List Previous Contact History Notes For each Customer in the A R system Contact History 47 records may be kept These are maintained from the Customer Codes Maintenance function Set this check box if you wish to have the information for the 10 most recent Follow Up Contact records listed on the report Record an entry in Customer s Contact check box History Set this check box to have a record written to the Customers Contact History The comment will include the type of Overdue Incident and the Overdue Amount Update the Customers Last Credit check box Incident fields For each Customer in the A R system the last time that a Credit Incident 7 was identified from the Overdue Analysis is maintained These are maintained from the Customer Codes Maintenance function Set this check box if you wish to have these fields updated for customers that are identified with this analysis Both the date and the amounts are recorded Separate fields are provided for Warnings Credit Notifications and Issue of Credits Credit Writeoffs Generated Credit check box Notes 2007 2014 by Sentinel Hill Software all rights reserved
11. O Z N O O Z oo Oor 1 lf 1 then messages are output to the execution error log file Should be set to zero unless specifically need to debug the execution of CGI service routines 40 10 20 30 40 O S O zd iN O a O Z a WEB EDOCS web shweb The directory path in which temporary files DIRECTORY acutemp are created used to send attachments as 2007 2014 by Sentinel Hill Software all rights reserved 7 3 Appendix emails on UNIX web servers WEB MGMT CTRL accserver acctg For CGI service routines on a Web server PATH shsi_ctrl defines the directory path of the location where the Series 5 control files reside Runtime Error Codes These Unfortunately things don t always operate the way they should For a variety of reasons the application will on occasion generate some nasty looking error codes and messages These can be divided up into three categories of errors QO Application generated Errors QO Microsoft Word or Excel generated Errors Generally when an error occurs the application that was executing will bomb out Any of these errors should be immediately reported to you System Manager or to Sentinel Hill Software s support team When reporting an error please attempt to record the following bits of information e What application you were executing e What menu item you were executing e What screen was being displayed just before the error was reported
12. Prepaid Invoices Cash Receipts 51 Listed Credits Refunds Discounts Given Debits Finance Charges Allowances Revenue Distributions Non A R Cash Export Exit The push buttons to have the detail printed or exported Drill Down Select Fields Definitions List Items Sort drop down list 2007 2014 by Sentinel Hill Software all rights reserved 386 Series 5 Accounts Receivable User Help The detail for the selected account may be displayed using a couple of different sorting options Choose your poison Document Date Ledger Date Customer Code Document 6 5 16 4 Exported Data Layouts The period totals for each of the accounts or codes displayed may be exported to an Excel spreadsheet or tab delimited file As well when a given period s total has had it s detail drill down detail displayed these may also be exported The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions 941 for full details A R Period Analysis Spreadsheet Export Data Formats lf the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AR_Period_Analysis XLS For a the Period Ana
13. ss Series 5 Accounts Receivable User Help The Series 5 system provides for the option having Credit Notes automatically generated for Open Items that you suspect will never get paid off Set this check box to have Credits generated for those Open Items that are identified by the analysis You must specify the A R Sales Batch to which the transactions will be recorded along with the desired Ledger Date The Credit Transactions are generated in the Sales batch with the Revenue Distributions using the Bad Debits Write Off account defined in the A R Control Preferences Credit Writeoffs Record to Sales Batch X 6 If the option to have Credits generated is selected enter the A R Sales Batch which will be created to hold the Credit transactions After the transactions are created select Sales and Credit Entry from the A R menu s Operations drop down menu Select the batch that is entered here At that point an edit list may be obtained or items can be edited or deleted as required Once the Sales Batch is posted then the reversing Open Items will be available and the Purge A R function executed to have all the old Open Items removed from the system Credit Write offs Credit Notes Ledger mmddyy Date If the option to have Credits generated is selected enter the date to be used as the Ledger Date for the transactions Overdue Analysis Credit Notification Merge File Format If the Report is generated with the option to ha
14. 202 Series 5 Accounts Receivable User Help Sales and Credits Entry Batches 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 203 Batching is provided as the method for entering transactions in those Series 5 applications requiring operator interaction with the screen Examples of such transactions include the following e Accounts Receivable Cash and Sales Transaction Entry e General Ledger Standard and General Journal Entry e Customer Order Processing Order Entry e Accounts Payable Supplier Invoice Entry e Purchasing System Requisition and PO Transaction Entry Batching was introduced as a concept to the Series 5 family of applications for three main reasons 1 To provide a method of validating figures representing totals of all Invoice transactions entered into the system A fixed number of transactions can be assigned for entry under a given Batch and in advance the total of all amounts may be computed This Batch Total may then be used as a check against the total actually entered If the amounts do not match the operator is then alerted 2 To provide for the capability of a great number of transactions to be entered into the system by a number of different operators at the same time The transactions may be divided into workable sets of transactions with each set being allocated to a separate operator and to a separate batch Each batch may be entered and posted
15. 3701 08 Original Amt Document 885914 Due 3731708 Dise Allow Already Taken Balance Due Amounts to be Applied Cash Receipt Amount 50 00 Discount Amount Given Allowance CR Account Adjusting Allowance jeJ Total Amount Applied leaving a new Balance Due of 0 00 The sum of Cash Receipt Amt Discount Amt Allowance Amt should equal Balance Due to be fully applied Reference Memo PMT CHK 885920 Tinie cmos Cash Apply To Screen Field Definitions Document Number This is the Document Number of the Open Item to which the cash amounts are to be applied to This will in most cases be already identified by the function that was performed on the Apply To grid lf an amount is not applied to any particular Open Item then the Document Number will be equal to ZERO and this is known as an Open Credit On Account You can use the Cash Entry function to allocate any Open Credits to specific Invoices at later time Cash Receipt Amount 99 999 999 99 This is the dollar amount of the Cash Receipt that is applied to the selected Open Item To reduce the Balance Due of the Open Item to ZERO the sum of the Cash Receipt Amount Discount Amount Allowance Amount should equal the Balance Due of the item Discount Amount Given 99 999 99 If any Discounts are given to the customer s Open Item Invoice enter that amount To reduce the Balance Due of the Open Item to ZERO the sum of the Cash Receipt A
16. 5 5 1 Search and Replace Options Screen For the Search and Replace function you must 1st select the record that is to be searched T A R Find and Replace Searching Customer Master Records Record Select Select the record set that you wish to have Searched and as an option Rep Search REALECON Customer Master Records Archived Sales Transactions Archived Cash Transactions Once selected the Search and Replace Options screen will be displayed At this point you must enter the Search options and the Replace options This requires the operator to choose the field to be tested it s test value and the field which is to have a new value assigned along with it s new assigned value The Series 5 system basically breaks the Search Replace function into three main phases 1 Search Read through the chosen set of records examining the Phase selected search field for the test string or code that was entered After all records have been processed those records found will be displayed in the grid 2 Preview You can then browse through the list if records that have been Phase identified as having the search field matching the given test field 3 The last phase is the Replacement pass Note that this pass Replacement is started only if initiated by the operator by clicking on the Phase Start Searching push button Processing Tip You may use the Search and Replace function identifying a particular field to be rep
17. Acct Main 2 Acct PfCtr Lor Date Doc Date Amount Type Project Narrative Ref Batch Ref Doc Ref Code Vendor Name Currency Exch Rate Foreign Amt The following Spreadsheet Output fields are ge Format 3 34 35 MM DDAYY MM DD YY 99 999 999 99 xA x 10 30 6 3 10 6 99 999 999 99 xid 99 99999 99 999 999 99 Ri The codes displayed under the Format column indicated the type and size of the data Here are some examples w X 30 30 character alphanumeric w 9 6 6 digit numeric integer w MM DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 99 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 5 2 2 Data Import Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to import data When selected the following options screen is presented Droe E eE Import Open Items from Spreadsheet with Doc Remap Report REMAPARDOC LST Import Remap Option Print Options Import Options About Importing Select the Directory and Filename of the file that is to be Input You may also specify the format of the file E Input From File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SHSI UCC Filename AR_Openitem
18. Additionally a variable must be added to the Runtime Configuration file s504 that specifies the name of the template It needs to be defined as follows MSWORD AR STMT SPECS LANDSCAPE Courier New 8 My Stmt Template Contact your system or accounting manager to have this capability set up Accessing the Customer Statements Generation function From the AR Main menu select Print Customer Statements from the Operations drop down menu Sales and Credit Entry Cash Receipts Entry Load Sales Trxs from Spsheet Load Sales Trxs from Seq File Load Bank s LockBox Cash Trxs y Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator Compute Finance Charges Export A R Distributions Print Customer Statements Print Dunning Letters N A R Customer Statements Options Screen The following screen is presented when generating the A R Customer Statements 2007 2014 by Sentinel Hill Software all rights reserved 272 Series 5 Accounts Receivable User Help m Generate A R Statements Report STATMENT STM Generate Customer Statements for printing and email Statement Generation Options Customer Selects Demographic Selects Print Options Enter your selection and aging options for the Customer Statements to be produced Select Customers with Statement Frequencies Customer Sort Group by Weekly V Monthly C By Discretion Customer Company Name
19. Credits and Payment Open Items must be entered as a negative value Reference A R User Code A R Control Account Profit 9 5 Center 6 4 18 Reset Customer Balances This Series 5 Accounts Receivable function is used to compute each Customer s Net Balance Due amount that is kept as a property in the Customer Master record Normally the Customer Balance amount field is updated as Sales Transactions and or Cash Receipts are entered When first installing the Series 5 system Customer Unpaid Open Item records must be entered This is accomplished by selecting the Load A R Open Items operation and entering or importing applicable data After these Open Items are loaded this function to Reset Customer Balances must be executed It reads through all Open Items on file for 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 313 each Customer and computes the Customer Account Balance Re Set Customer Balances Typically this function is executed only when the Accounts Receivable system is initially installed However if you suspect that some Balances are incorrect this function may be executed at any time Set Customer Account Balances Set Customer Balances Within each Customer properties record the A R system maintains an Account Balance field It gets updated whenever Sales Transactions are entered and when Cash Receipts are processed This field can be seen on the
20. Customers Sorted by Customer Code Type of Report O Detail Summary Please Note You may select a range of or individual Customer Type codes that are to be included in the report from the Customer Selects tab screen that follows When generating the report the operator is also presented with the standard Customer Select Filters screen o and Demographic Selects screenl is These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of TYPEANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details ee Field Definitions Customers Sort drop list When the report is printed the customers may be listed sorted by a variety of different fields 2007 2014 by Sentinel Hill Software all rights reserved 364 Series 5 Accounts Receivable User Help Customer Code Membership Code Current Account Balance Credit Limit Email Address Sales PTD Sales YTD Type of Report radio buttons Choose between a Summary and a Detail report The Summary report lists only the totals for eac
21. Date of Last Bad Credit Incident radio buttons and mmddyy To select only those customers who have had a Bad Credit Incident recorded relative to a particular date Not Considered click the type of incident and enter the date to be Occurrino R a tian Occurring g O Not Occurring Bulk Email Message Screen The message and any attachments is entered and or specified with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 258 Series 5 Accounts Receivable User Help Generate Bulk Customer Emails DR Send email to Customers Activity Filters Customer Select Demographic Select Email Message Send the following email to the selected individuals Subject A message from Sentinel Hill Software Inc Message O Enter Message From Folder D S5 test etc CAbiomiaieetiite Filename S PEAKER INVITATION TXT A Gentlemen and Lady I am not sure if Michelle or Rick have spoken with any of you yet regarding PCA fall courses However we d like to invite you to present at the Fall session of the 2066 COURSE TITLEz scheduled COURSE DATE gt if you are available Please let me know as soon as possible by replying to this email If there is any other information I can provide or questions I can answer please do not hesitate to give me a call I will make hotel accommodations at the Hampton Inn amp Suites across from P
22. Enter the Company name or for a given individual their name The names should be capitalized in upper and lower case In different functions customers may be displayed and or sorted by Company Name Address City State Prov Country Zip Postal 3 of X 40 X 25 X 5 X 20 X 10 These are the customer s address fields The address is used for generating Invoices Statements and mailings Phone Fax Company Email X 3 X 8 X 120 In different functions customers may be displayed and or sorted by Phone or Email Statements may also be generated and emailed if an address is defined You may record the information for two different contact individuals Click on the e icon to have the following sub screen displayed E corea rere es Title First Name Init Last Name Suffix Mr z P Position Phone 604 925 6101_ Extension are Cancel Customer Status radio buttons Customers may be flagged as either being Active or Canceled When generating any report that is based on customers the value assigned will be tested by the Series 5 generic Customer Select Filter routine In the Series 5 Customer Order Processing system orders may not be entered for 2007 2014 by Sentinel Hill Software all rights reserved 304 Series 5 Accounts Receivable User Help customers that are flagged as Canceled Member of Customer radio buttons If your organization makes sales to both m
23. Membership Code Current Account Balance Credit Limit Open Items Sorted by radio buttons When the Detail Report is generated Open tems may be listed sorted either by their Document Date Document Date or by their respective Apply To oO Number This implies listing items chronologically or having them grouped so invoices and their payments are listed together AR Control Segment by AR Control Account check box The Series 5 system provides for the option having more that one A R Control Account If this is the case then you may select to have all Open Items associated to each A R Control account grouped together Apply To Number Additionally you might also choose to list ONLY those Open Items that are associated to a particular A R Control account Historic A R Aging Report Spreadsheet Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AR_HistAging XLS For a Summary report the following fields are output Excel Column 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 335 A Customer Code X 6 c 99 999 999 Last Payment Received MMWDD YY Date J K M AgngPeriod4 Balance _ 9 999 999 99 For a Detailed report the following fields are output Column e
24. Sales Representative s Click to have a windows OA Tax Codes displayed from which specific O Selected Tax1 C aj Tar 2 C aj Sales Reps may be selected OA Range Sales Territory i i Fields left blank are NOT considered in the selection process lt Back Next Cancel In particular for Customers Customer Types and Sales Reps you may choose to provide filters for Selected Codes or a Range of Codes If the ARange radio button is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will be displayed from which you can select codes that are to be reported Field Definitions Customer s radio buttons Click to include all selected or a range of Customers that are to be processed All Selected All Customers are considered A window is displayed from which specific items may be chosen ARange Specify a Starting and Ending Customer Code for a range of items to be processed Customer Type s radio buttons To consider only those Customers that have been assigned as being a particular Customer Type click to include all a selected or a range of Types All Selected All Customers are considered regardless of Type A window is displayed from which specific items may be chosen 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 105 Specify a
25. Serious Warnings for accounts over 90 v V Nasty Threats for accounts over 180 a Form Letter folder 7 Include Copies of Overdue P I Invoices V Generate ONLY for P I 3rd Party Customers Aging Openltems To 7 19 12 m3 E Record an entry in each Customers Contact History F Update the Customers Last Credit Incident fields E Users Larry D ocuments SHSIK UCC Send each letter as an Email to qualified Customers with the Statement as an attachment E days using Form Letter DUNLETTER1 TXT Browsel days using Form Lette DUNLETTER2 TXT days using Form Letter DUNLETTER3 TXT F Attach a Customer Statement with each Letter Customer Sort Options Group by Overdue Level Sort by Customer Coe X Cancel When generating the letters the operator is also presented with the standard Customer Select Filters screenI 03 and Demographic Selects screens These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of DUNNINGS TXT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Genera
26. Ship Via Codes Tax Codes Territory Codes User Defined Sales Codes Company Size Codes Geograph Region Codes Industry Code Mascot Codes he SAS Level Codes In this example there are Demographic codes for Company Size Geographic Region Industry Code Mascot Code and SAS Level Codes My Demographic Codes Grid Screen Each of the demographic codes are maintained in a grid screen as shown 2007 2014 by Sentinel Hill Software all rights reserved 490 Series 5 Accounts Receivable User Help Select to modify or delete or add a new Code You may also generate a report listing the codes already defined exit J Go To Code with Code v ajoja Feren Chocolate Labrador Retireiver Pitbull Terrier Fast Buttons Have anew Dog Code added i Modify the Dog Code POENE T Z highlighted in the grid Delete Delete the Dog Code highlighted in the grid Print a report listing the Dog Codes on file In this example it s for a demographic code set up for Dog Codes Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the E Search icon A search string may be entered for the following fields Code Description My Demographic Code Screen An example of the screen displayed for entering
27. Sincerely SENTINEL HILL SOFTWARE INC ACCOUNTS RECEIVABLE DEPARTMENT Enclosed Statement THE ATTACHMENT TO THIS MESSAGE PROVIDES A DETAILED ACCOUNT OF YOUR OUTSTANDING INVOICES AND PAYMENTS WITH Sentinel Hill Software Inc AS OF April 14 2009 2007 2014 by Sentinel Hill Software all rights reserved 288 Series 5 Accounts Receivable User Help 6 4 13 Purge Accounts Receivables This Accounts Receivable function is used to remove Open Items from the R system that have been fully cleared or paid For a set of Open Items to be purged they must all have the same Apply To Document Number and the sum of all their amounts must equal ZERO The method used for purging depends on whether the Customer is designated as a Balance Forward or as an Open Item customer Some points to note when Purging the A R Open Items e When items are purged they are removed from the active A R Open Items file however they are copied to the Historic A R Open Items file As well a Purge A R Journal is produced that may be printed and or archived Once Open Items are purged they will not be displayed by the Customer Open Item Inquiry function However they may be displayed by the Purge Open Item Inquiry function e For Balance Forward Customers purged items ARE NOT written to history e Purged Open Items are NOT printed on Customer Statements Purging Before or After A R Statements Generated Prior to Purging the AR you must decide w
28. The cut off Aging Date can be either the Open Item s Invoice Date Ledger Date or Due Date Invoice Date Depending on the desired type of analysis Due Date select the applicable date type PP yp O Ledger Date The default setting for this field is derived from the Aging and Finance Charges screen found in the R Control Preferences application Customers Group by drop list When the report is printed the customers may be grouped and sorted with sub totals printed ity Credit Rate Code Customer Type Company Phone Area Code Sales Rep Territory State or Province Country 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Receivable User Help Customers Sorted by drop list When the report is printed the customers may be listed sorted by a variety of different fields Customer Code Customer Company Name Membership Code Current Account Balance Credit Limit Open Items Sorted by radio buttons When the Detail Report is generated Open Items may be listed sorted either by their Document Date Document Date or by their respective Apply To Apply To Number Number This implies listing items chronologically or having them grouped so invoices and their payments are listed together Generate Separate Reports for each check box Customer Group If the option to have Customer Grouped was selected then as an option each Group code encountered could generate a se
29. There is also a comprehensive Period Analysis that generates period totals for up to 72 months or 10 years in the past by Customer Customer Type Revenue Accounts Sales Representatives or Sub ledger Projects The analysis is displayed to the screen in a grid with drill down display of contributing transactions The 2007 2014 by Sentinel Hill Software all rights reserved 12 Series 5 Accounts Receivable User Help 2 3 analysis can be displayed to a grid screen printed or exported to a spreadsheet wo User Defined G L Account ie 9999 99 9999999 999 The G L Account number is divided into two parts The Main Account and the Profit Center The Main Account can have up to 18 digits and can be segmented into up to four segments The Profit Center may be 3 4 or 5 digits in size You get to define the size as required Extensive Export to Spreadsheet capabilities The Series 5 provides for the loading or dumping of data from or to your favorite spreadsheet Data can be read or written directly to Microsoft s Excel or tab delimited text files Data Export is offered for the following transactions master records or analysis gt Custom gt Customer Master Data n er O gt AIR Tax Codes PU Master t gt Customer Open Items Data 5 gt AIR Distributions gt A R Tax gt A R Aging Report Details or Summary Totals Codes gt Period Analysis Sub Totals by Customer gt Sales gt Period Analysis Sub Totals by A R
30. X 4 or X 4 99 99 If the Series 5 General Ledger system is configured to use Sub Ledger Projects and the selected account has been designated to allow project codes this fields will be displayed Enter the Project Code to which this revenue is associated to 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 217 Distribution Amount 99 999 999 99 Enter the amount that is is to be recorded as a revenue to the specified G L Account 6 4 1 5 Repairing a Broken Sales Batch In the unlikely event that some kind of failure with your system or network occurs while entering transactions into the Sales Batch there is a function that will attempt to fix things When Sales Transactions are entered regardless of which batch they are associated to they are written to a Sales Transaction file There is also a Sales Batch Transaction Pointer file that is used to identify those Transactions that actually belong to a specific Sales Batch If the Pointer record is not written correctly it will appear as if you have lost the Transaction But they are actually stored in the system This function reads through the Sales Transaction file and rebuilds the Pointer file for the currently selected Sales Batch Accessing the Broken Sale Batch Repair Function After selecting the batch from the Sales Transaction grid screen select Repair Broken Batch File from the File drop down menu Sales a
31. cH C794 4 01 38 AE PREPAY ey ey ES Customer Totals Invoices 71 080 93 Credit Memos Debits Net Total for 6 Items Bal Fwrds Fin Charges Payments 1 080 93CR For the Customer Code items are listed by Apply To for The Fast Buttons frame provides the push buttons to have items printed or exported purged or filtered Fast Buttons Trx Details o have the items for the selected Customer totalled and displayed showing balances due for the standard aging periods Other information such as Address and Contact information is also displayed To specify a number of different filters that are used to limit the items that are displayed To have a report of Purged Open Items generated By default only the items for the currently selected Customer are printed However a range or a number of selected Customers may be chosen for the report Purge History To have the Historic Purged Open Items records deleted from the system Filters presented offering ranges of documents 2007 2014 by Sentinel Hill Software all rights reserved 194 Series 5 Accounts Receivable User Help To have the items for the selected Customer exported to either a tab delimited file or an Excel spreadsheet Some of the special features of this Inquiry grid are as follows gt The option to List By provides the option to list the items for the selected Customer either by Document Da
32. file You may also define one tax to be compounded on the other if so required The Tax Codes are used by the following Series 5 systems to compute taxes for invoices that are generated e Customer Order Processing e Miscellaneous Invoicing e Professional Invoicing and Time Billing e Class Registration Invoicing The Tax Codes defined here are listed in the Series 5 Tax Code LOV Lookupl 63 window The Tax Codes Maintenance function is accessed from the A R Main menu by select Tax Codes from the Codes Maintenance drop down menu amp A R Tax Codes Maintenance Grid Tax codes are maintained using a Series 5 grid processing screen Wi Tax Codes Maintenance File Edit Help Define Tax Codes to be used Select to modify or delete or add a new Tax Code s You may also generate a report listing the codes already defined Bj 2 Fast Buttons Go To Tax with Code IOo g h H E Retesh Add a new Tax Cod a Modify Modify the Tax Cod highlighted in the gr Canadian HST Taxes Delete Delete the Tax Cod highlighted in the gr Items are listed in order by Code 5 Im ports Tax Codes Export Tax Codes t spreadsheet Edit an existing Tax Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived print
33. or directly from the Cash Receipts Entryl2 operation When the batch of Cash Transactions is posted the controlling Batch record is flagged as being posted and remains on the system until it is purged This function may be used to purge or delete these posted batch records Arange of dates may be specified to determine which records are deleted Accessing the function to Purge the Cash Batches records can be done either directly from the Cash Batch Maintenancel 422 function or from the R Menu s Purging drop down menu Wizards User Functions C Purge Sales Batch History Purge Sales Archive History Purge Cash Batch History Purge Cash Archive History b Purge Historic Open Items amm 2007 2014 by Sentinel Hill Software all rights reserved 6 7 4 Accounts Receivable Menu Functions 471 Purge Cash Archives History As Cash Receipt transactions are entered the associated data records are kept in the Series 5 system in their respective archive history files This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these Archived Cash Receipt records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted
34. so it should be assigned only after careful consideration Minimum Maximum Range Values X n or 9 n You may specify minimum and maximum values that are allowed to be entered for this demographic code If left blank then no limits will be imposed Even though no limits are set here any code that is entered must still have been defined in this Demographics Codes Maintenance function 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 489 6 8 2 2 My Demographic Code Maintenance For each of the demographic codes that have been set up you will need to define those codes that are valid There will be a menu item for each at the bottom of the AR s Codes Maintenance drop down menu These menu items are used to set up codes allowed for your defined demographic code Accessing the My Demographic Codes Maintenance These functions are available from the A R Menu Bar as shown SHSI Series V Accounts Receivable Customers Cash Batches Sales Batches User USER i AJR Accounts Accounts Receivable AJR Terms Codes Customer Type Codes 5 Daily Operations 6M Customer Templates Operations 8 Transaction Entry 1 Scheduled for Today Order Item Returns Codes Coming Due 4 My Favorites Order Source Codes These Scheduled Menu items Prepayment Codes ure ee __Remit To Codes 7 21 08 l A R Agin Sales Promotion Codes Sales Representatives
35. 2012TH 20TH CENTURY FOX TV THE 12TH MAN WHICHIS Bj 2 From Sales Batch 007510 Posted 10 10 11 Invoice Document 00011111 Apply To 00011111 For Customer 20TH CENTURY FOX TY THE 12TH MAN WHICH IS A REMOTE Document Date 10 07 11 SMALLER DIVISION OF SENTINEL HILL SOFTWARE INC OF SOUTH AME Ledger Date 10 07 11 10201 WEST SPRUCE BLDG 1 Due Date 10 07 11 LOS ANGELES CA 90044 Sales Rep RG RICHARD GREENBERG Show Payments and Credits Reference Memo INVOICE 00011111 User Code XR123M Revenue Distributions Sub Ledger Amount 610 10 021311 01 200 TC Mastering Feature 78 000 00 610 10 029071 01 200 Tc Mastering Film Evaluation 100 102 00 610 10 030012 04 200 TC Tape to Tape Std HD 818 00 610 40 041271 01 100 Edit Offline Assembly 20 00 AAR Control 110 95 000100 00 100 Total of Distributions 178 940 00 Sale Amount 178 818 00 Misc Charges 122 00 Taxi Freight 000 Tax2 TOTAL 178 940 00 Add View Attached Document s 6 3 4 Historic Cash Archives Inquiry All A R Cash Receipt Transactions entered are recorded in the A R Cash Archives files These include regular Cash Receipts and Non AR Cash Receipts These Archives are kept on the system until purged They are utilized for the following functions e Inquiry the original transaction may be viewed along with the expense distributions recorded e Reporting a report similar to the A R Cash Receipts Posting Journals may be
36. 99 Windows runtime not Non Networked runtime attempted to open a file on 5 File not found for Open The application attempted to open a file that could not be found Contact your Systems Manager or network enabled a remote system 39 XX_ File Mismatch on OPEN An older version of the file was being accessed or application programming error The secondary code value xx indicates the type of mismatch 41 File Already Open An application programming error Contact Sentinel Hill Software support 42 File Not Open An application programming error Contact Sentinel Hill Software support 47 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 48 XX File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 49 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 94 10 Too many files opened by The max number of files has been reached The 2007 2014 by Sentinel Hill Software all rights reserved Max number of locks specified Internal error from host file system 7 3 2 Microsoft Utility Errors TheSeries 5 systems internally makes cal Appendix must use the AcuGT s vutil utility to rebuild the file Contact your Systems Manager or Sentinel Hill Software support for assistance From a DOS or UNIX prompt you will need to issue the command
37. AYR Main menu or any application select Batch Job Processing from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Accounts Receivable User Help SHSI Series V General Ledger Trx Inquiry Operations Financial Stat G L Company Reselect Reports Manager 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 85 Batch J ob Queue Manager Grid Screen Maintenance and monitoring of the Batch Jobs is done with a Series 5 grid screen T Batch Queue Job Maintenance Fast Buttons Manage Your Batch Jobs Modify or Hold jobs or view their Execution Log and or Parameter files Jobs are displayed in the order As due to be executed Fe Puta Hod onthe tals 00000061 050 Mar10 2006 10 18 17 AM PI Clear All Prior Selections 00000062 oso Mar tons 11917 AM PI Gere Seet torang oons foe Modify 00000063 Mar 10 2006 11 19 36 4M PI Print Pre nvoicing Repot Done 00000064 u I 050 Mar 10 2006 11 18 57 4M PI Genetate Invoices 00000065 Mar 10 2006 11 52 25 AM PI Print Proof Invoices Mar 1072006115244 AM PI Pinos Fal ices Dor 00000067 Mar 10 2006 1 17 27 PM Post Invoices to A R Batch AS ce A eV eh ee er NSN Delete Delete the selected Job Job Params Wob s execution parameters with Notepad Output View the output log Log generat
38. Accounts Maintenance A R Account 1120 001 Modify the Properties of A R Accounts are defined for validation with the 4 A Pl and Order Processing systems All 4 R Account also need to be defined in their respective G L Systems ee A A Account s 1120 001 o Description Working Funds Office Revenue Recorded with a Sub Ledger Project O Always Optional Never Field Definitions meon rt This is the G L Number assigned to the Account The format of the number is defined by a property associated to the Series 5 Company System Description X 30 Is a description of the account This is printed on most A R reports and is displayed to most A R screens where the account is utilized Revenue Recorded with Sub Ledger Projects radio buttons When this account is assigned as a Revenue to an A R Sales transaction it may or may not be recorded with a Sub Ledger Project Code Specify whether a Project is Always Optionally or Never required 2007 2014 by Sentinel Hill Software all rights reserved aa Series 5 Accounts Receivable User Help 6 6 5 A R Terms Codes Maintenance Different Series 5 systems generate Invoices for customers defined in the Accounts Receivable system Invoices have an Invoice Date and a Due Date Depending on the type of products and or services provided you may expect to have your customers forward payment against their invoices within a certain timef
39. Amount Doc This is the date the reason the amount and if applicable the Invoice number for which the incident was recorded Next Scheduled Call Back Date mmddyy This date may be set by the operator to signal the next time that this customer is to be contacted This field may be used by both the Customer List report that is generated from the Customer Maintenance function and by the Bulk Email Generator routine As a selection filter the operator may specify to list or email only those customers with a Call Back Date set within a certain date range This field may be automatically set by the A R Bulk Email Generator function Next Scheduled Call Back Memo X 30 This field may be used to record a brief reason as to why the customer should be called back As customers are contacted either directly by telephone or from the A R Overdue Analysis function this event may be recorded as Customer Contact The date method user and a brief comment may be entered By default only the last 5 items are displayed however you may scroll back in time to view earlier contacts history Click the applicable buttons to Add a New Contact item or Scroll back to display previously recorded items or Reset the Display back to the most recent 5 items to be displayed Customer Contact Incident Screen The following screen is presented to record information about the Customer Contact 2007 2014 by Sentinel Hill Softwar
40. Application has a primary menu screen These menu programs all operator in the same manner and basically offer the same types of functions The instructions below explain the features available and how to customize some of the sub screens For detailed instruction on the actual application refer to the related topics in the Accounts Receivable Menu Functions s and The A R Menulis chapters Here is the A R menu that will be used to identify the different functions available to most other applications menus 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help i SHSI Series V Accounts Receivable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions User USER lt Sentinel Hill Software PCA Accounts July 19 2008 02 53 PM Receivable 1Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites _5 Daily Operations 6 Monthly Operations 7 Year End Operations 8 Transaction Entry Menu ltems associated to Transaction Entry and Historic Inquiry Sales Transaction Entry Cash Receipts Entry Functions Sales Transaction Entry Cash Transaction Entry Sales Batch Maintenance Cash Batch Maintenance Historic Sales Trx Inquiry Historic Cash Trx Inquiry Print Sales Archive Report Print Cash Archive Report Ri Applications Menu Bar All functions available to a given user may be accessed from
41. COLUMBIA PICTURES TELEVISION A Due Date 10 07 11 M3 CULVER CITY CA Ledger Date 10 07 11 Tems NET 30 DAYS Sale Amount 1 000 00 Misc Charges 0 00 Taxi 1 0 00 TOTAL Enter Credit Refund Amts as positive values Freight 0 00 Tax2 0 00 1 000 00 Reference CREDIT MEMO TO Invi 11888 Sales Rep MR Al MIKE ROARK User Sales Code t Commission 0 00 Cost of Sales amp R Control Account 110 95 000100 00 100 Accts Receivable N Add View Attached Document s A R Sales Transaction Tab Screen Field Definitions Transaction Type drop down list Select the type of document that is being entered This field is presented only when transactions are being added Once entered you may not change the type of document ee Select the Customer for which the Transaction is to be applied Note that you may hyper link to the Customer Maintenance function by clicking on the i icon on the bottom left corner of the Customer entry frame Note that the Customer Name may be as large as 150 characters although only the 1st 100 characters of the name is displayed to the screen Document Number 9 8 Record the Invoice Number for Invoices and Prepaid Documents For all other documents enter a unique document number This number is used to identify the document within the A R system and in any related distributions that are carried forward 2007 2014 by Sentinel Hill Software a
42. Click the applicable Access Rights radio button o If this menu item is to be shown in the User s Favorites sub screen set the check box o If this menu item is to be scheduled select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 4 This potentially could be a lot of effort to set up all your users If you have a number of users that will each have the same access rights you can build the table for the 1st user then copy it Perform the following steps o Highlight the read head of the User that you wish to enable access for o Click on Enable Like in the Fast Button frame or in the pop up menu o Select the User Code of the currently enabled user that you want the new user to have the same access privileges o Click on the Select User push button Keep the same access rights values or change them as required O o Click on the Add It push button again o The new user is now set up with the copied user s access rights o You may now go ahead and change any of the Access Rights of the menu items as needed Batch J ob Execution Access lf the particular menu item has been set up to provide the option to be executed in the Series 5 Batch Job Processor then in order for the user to make use of this the appropriate access rights must be assigned Four variations are offered Allowed The user can decide when the menu item is executed whethe
43. Daily AP Interface Tite Load from AP with Trial Balance Launch Time Instructions Verify the cutoff date when interfacing and ensure no illegal Accounts or Dates The Trial Balance needs only to be output as an Archived Report 7707708 11 58 27 by USER Send an Email confirming this Wizard s successful completion C This Wizard can do it s magic executing in the Background Execution Processor Last Executed Wizard Properties Screen Field Definitions Wizard 9 2 This is a unique used to identify the wizard Menu Bar Description X 25 This is the description that will be displayed on the applications menu Title X 70 This is a title that is displayed on the Wizard s execution screen Launch Instructions 4 lines of X 90 These instructions are displayed on the Wizard s execution screen 2007 2014 by Sentinel Hill Software all rights reserved 146 Series 5 Accounts Receivable User Help Background Execution check box Set to determine whether or not the Wizard can be executed in the Series 5 Background processor The feature associated to this field has not yet been implemented Confirmation Email check box and X 40 Set to have an email sent when the wizard is finished processing The feature associated to these fields has not yet been implemented Wizard Processing Steps tab Screens The Processing Steps screen is a grid that displays each of the the menu items that are ex
44. Each of the Series 5 system provides for the opportunity to define a number of Wizards A wizard is a program that automatically performs a series of steps Each step is a menu item that is associated to the application Basic properties and features of a Wizard Wizards are user defined Define up to 20 Wizards for each application Each Wizard can be created with up to 10 menu functions Wizards can be launched from the applications menu As Wizards are executed each step is displayed on the screen and it can be aborted at any time Accessing the A R Wizard Functions From the AR menu click on Wizards to display the drop down menu Select Wizard Manager to maintain your Wizards or if any are defined click to launch Processing Tip Jaintenance Purging User Functions Control Options Window Rev 5 08 rect DFS Test Cy Interface n Invoice b DFS Interfacing 07 2008 10 06 AM ar End 8 Trans ice Processing verdue Functions 4 My Favorites If in a given application there are a series of menu items that are always performed a Wizard may be created that will automatically launch each of these steps 2 due for selection toda 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 143 5 7 1 Maintaining Your Wizards Wizard Manager Grid Screen Maintenance of the Wizards is done with a Series 5 grid screen amp Pl Wizard Codes Maintena
45. Grid screens are typically developed for the following types of menu functions QO Master Code Maintenance routines QO Transaction Entry routines QO Data Inquiry routines QO Operations that require the operator to perform some type of function to easily set or edit properties of a specific type of data record Here is an example of a grid based screen that offers most of the controls typical of a Transaction Entry function In this case there are 2 rows in information for each data item being displayed 2007 2014 by Sentinel Hill Software all rights reserved sa Series 5 Accounts Receivable User Help Standard Journal Transaction Entry File Edit View Help Click to hide Coloured frame of Push Buttons of a the Window Standard Journal Trap Menu Bar of Sele modifo man functions that can be Pes s ssion 7 J Entyy Session APAG ae functions R Listby Joumal D Go To Trs with JID _ ae rates q transaction Document Date 27297 Refresh the grid display with the record of the key that is entered here Click to Refresh the grid display to the 1st List By dondomi record satisfying and filters and update any to have the tems MESSENG APACCR 2 23 08 ar Click to display a search N Pi cable status fields displayed sorted in window to enter a search string different orders search Grid Navigation Push Buttons to position to the next prior Item or Screen of to the Start End of the list ey Dae ok aa OSE APA
46. Journal or Interface the Transactions or perform both of these functions EA Print an Interface Journal Edit List V Interface Bank Receipts to an A A Cash Batch Exceptions Only C Full Detail Report Cash Transaction Interface Record to Cash Batch Strike function key F1 for the next system assigned Batch Cash Receipts Date rl Ledger Date 3722710 m r Receipts Cash Account 4 0011 0657 060 ALL FIRST BANK DFS V Rename the Interface Input file after posting Conc Default Input From Folder You would typically always have the interface file that is received from your bank deposited into the same folder As such it would be nice to have this interface function load the file without the operator having to hunt for it Avariable may be be added to the Runtime Configuration file s0d that specifies the path from where the bank cash receipts interface files are always loaded It needs to be defined as follows xxx CASHTRX PATH full directory path Where xxx is the Series 5 company system code full directory path is the full path to the directory Contact your system or accounting manager to have this capability set up The Interface Journal Edit list report generated if archived will be catalogued with a report name of BANKCASHRECEIPTS JRN The Print Options tab screen will be displayed from which you can select to direct the output 2007 2014 by Sentinel Hill Software all rights reserve
47. L the wrong directory or the AR system has not yet been initialized Execute the 4 R Control File Maintenance now The R system preferences window will be displayed There are a number of different categories of options each grouped in a tabbed sub screen As you finish editing each screen click the Next gt button at the bottom Setup Tip As you may not have actually entered any Master Code records that may be referenced in these screens just enter any value Particularly in the Accounts fields You can also come back to edit the Control Preferences later Once your R Control Preferences is established the system can then be used 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 475 6 8 1 1 General Tab Screen Defines the properties for basic Accounts Receivable processing amp Modify A R Control Preferences Imz Accounts Receivable Control Modify the Properties of General Aging and Finance Charges Default G L Accounts Credit and Overdue Options Select options for generating Customer Statements next system assigned sequential codes the G L Company Code distributions are interfaced to and other control settings penna Generate Detail Revenue Distributions Generate Detail Cash Distributions C Track Sales Trxs with Sub Ledger Project Codes C Record Prepay Overpayments as Separate Open Credits C Print your Company Name leave blank
48. Ledger system the Fiscal Years or Periods are undefined The routine has been enhanced to not offer these dates if the G L system is not used Previously an error was reported and the system exited the function Feb 02 2010 Sales Batch and Cash Batch Maintenance When creating a new Sales Batch or Cash Batch there are Valid Starting and Ending Dates that must be entered Transactions that are entered to these batches must have a document date that falls within the dates entered The logic for these date fields 2007 2014 by Sentinel Hill Software all rights reserved 18 Series 5 Accounts Receivable User Help has been revised such that if a date that does not fall within a two month period from the current date is entered a warning message will be displayed Feb 02 2010 Sales Transaction Entry Operation When entering Debits or Credits it was possible to enter the associated transaction with a Due Date of ZERO This problem has been fixed Feb 02 2010 Cash Receipts Entry Operation A new function has been introduced that may be used from the Cash Receipts Apply To Documents screen The new function AUTO APPLY when clicked will have the system automatically apply the amount of the check to as many Invoices it can starting with those with the lowest apply to numbers An invoice will be selected only if the amount applied is for the full amount due Any residual amount will be left to be dealt with by the operator J
49. Main 9 i Segment 1 2 G L Account Main 9 i Segment 2 Ooa To ee O O 4 p G L Account Profit Center 9 5 5 Ledger Date MMWDD YY MM DD YY a Sub Ledger Project Narrative Each segment of the G L Account s Main number is output into it s own column 6 3 2 5 Distributions Purge This function is provided in the event that the A R system is being used without the Series 5 General Ledger system As such distributions would either be listed in a report or exported but not interfaced to the Series 5 General Ledger and hence not automatically purged 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 175 T AR Distributions Inquiry A R Distribution Purge Purge Options A F Distributions are normally interfaced to the General Ledger system as a function performed on request At that time they are deleted from the 4 R system You should proceed with this Purge only if you do not have a General Ledger associated to this Company System s A R Distributions with Ledger Date Not Considered Between O Inclusive Distribution Purge Options Screen Field Definition radio buttons and mmddyy Select to have All distributions deleted regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Di
50. Of Field With the Integer Account Pft Ctr Nothing Preview Items Before Replacements Accounts Found 00001300 001 Accrued Interest B 000500 7 S 02 00001 300 002 Accrued Interest CDN B 000525 VS 02 00004030 406 Interest Income P 003475 VS 01 1 000825 V 01 00004030 640 Interest Income P 003475 VS 01 1 000350 V5 01 00004030 641 Interest Income P 003475 VS 01 1 000350 V5 01 00004090 642 Interest Income S 01 1 000350 75 01 00004090 643 Interest Income l S 01 1 000350 S 01 00004030 650 Interest Income P 003475 VS 01 1 000350 V5 01 00004090 752 Interest Income P 003475 VS 01 1 001000 S 01 00004030 901 Interest Income P 003475 VS 01 1 001000 V5 01 00004030 303 Interest Income P 003475 S 01 1 001000 S 01 00004090 904 Interest Income P 003475 S 01 1 001000 5 01 000040390 905 Interest Income P 003475 V5 01 1 001000 5 01 000040390 915 Interest Income P 003475 V5 01 1 001000 S 01 00004030 321 Interest Income P 003475 VS 01 1 001000 S 01 000040390 922 Interest Income P 003475 5 01 1 001000 V5 01 000040390 923 Interest Income P 003475 V5 01 1 001000 S 01 Acouple of things to note e The number of records with the Search field matches the test string is displayed at the top of the screen e You may Select All or Clear All by clicking the buttons to the right of the display grid e Double clicking a row in the grid selects tha
51. Open Item Inquiry The grid screen that displays the Customers Open Items has been enhanced A new column has been added on the right that displays the Balance Amount due for the item s Apply To Nov 711 2008 3 Cash Entry The screen used to enter the Apply To amounts to a particular Invoices has been redesigned It now displays the amount to be applied the Amount to be applied the Discount Amount and the Allowance Amount in a column with a total below it This hopefully make it easier to see the applicable balances when discounts and or allowances are entered Also when entering a new Cash Transaction if the Apply To is entered first the Check Amount field will default to the current balance owing rather than the original value of the Invoice This is particularly handy if you applying cash to an item that was previously partially paid Oct 30 2008 3 Cash Entry When selecting a pre defined Non A R Cash Customer one whose Customer Code starts with and has it s first 7 characters in the name as NON A R normally the check would be assigned from the Next Non A R Check field in the A R Control properties The application has been revised so that the next from the Control properties is assigned only if it is non Zero Sep 14 2008 User Sales Trx Interface When Browsing to select the file to be loaded if the directory path was changed it was not being correctly passed to the program Sep 14 2008 3 On
52. Purge Historic Open Items HIStory cc ccssssseseessessessessessesseeseesoesoessesaesaeseneseesneseesausaesaeusesseesaesaesaesaeuaevanss 8 Control Option FUNCtIONS 2 cceece eee eee ee eee ence ee eee ee eee enna nese ee eee ee ee nese seen seen eee enone A R Control iPreterences a aea aa rear a aaa rA aa raaa aeaa aea aa Aaa seiad daai saaa General Tab Sree orreri r ea ea E EAN a AA r Tae E aE E E aE E aAA T aeaea A aerae aan AEEA EAEE EREE EE Aging amp Finance Chrgs Tab SCreen eccecceceeseesesseceeeeecseeeeceeeeaeeeeeeeceecaecaeceeeeaeeaeeaecaecaeseeseeseeseaseaesaesaeeaeeaeeees Default G L Accounts Tab SCree in eeeecsesescessseteeeteeeeseecseecseeeaeeeseeeaeecsesaeeeaeseaeeaessaesaesseeseeseeeeneseneeeeeas Credit amp Overdue Tab Scree M iienaa dadea oaea ar da aaeb daaa eria aaan Eaa Ae du amaa araoke dlen A EEEREN ie PADINE Define Customer Demographic Codes Demographic Code Properties seccsessesssesesseeeeeeseeeeserscearsecassesaseaesesacsarseeansesaseasseeassesseeansevaeeansaeaneeraneas My Demographic Code Maintenance cceeceeseeseeeneeeeeeeeseeeeeeeeeeeeeseeeeaeseaeesaeeeaeeeaeseaeseaeseaeeneeeeeeeeeeeeeeeeeeeas Part VII Appendix Wi A P Data Files fit E lie vecds cecccds Sade sasi denedadecddsncceacevadda acacddacclcacstccescddscatecseedeuwtddancts Data Directory Structure cccccssessescessessessesseseessesseesoeseesessesseeseesoesaesaesaesaesaessesnneneesausaesesseeseesaesae
53. R User MASONRY CEMENT VIDEO PRODUCTIO MARKET amp ECONOMIC RESEARCH highlighted in the gri MFG PROCESS COMMITTEE MARKET RESEARCH MANUFACTURING TECHNICAL COM Delete the A R User NATIONAL COALITION BILLING 92 NAT L CONCRETE amp MAS ENG CONF A AAAS highlighted in the grit COMPUTER PROGRAMS PROMOTING FOR SUCCESS COURSE REGISTRATIONS Generate a report lis ial Assessment Natl O ee S EE PRO A R User Codes alre SHPMNT _ CEMENT SHIPMENTS file Items are listed in order by Code Search Edit an existing A R User Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details C The report listing the A R User Codes on file if archived will be catalogued with a report name of USERCODE LST A R User Sales Code Properties Screen The properties for each A R User Sales Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help 6 7 User Sales Codes Maintenance User Code Modify the Properties of User Sales codes may be associated to specific Sale
54. Re Code highlighted in Delete Delete the Items Re Code highlighted in Generate a report li Items Return Code on file Items are listed in order by Code Edit an existing Items Return Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the Items Return Codes on file if archived will be catalogued with a report name of RETURNS LST Order Items Return Code Properties Screen The properties for each Items Return Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Receivable User Help 6 6 9 Dd Item Return Codes Maintenance Item Return Code 3 Modify the Properties of Item Return codes are used by the Order Processing System The description is displayed on assorted screens and reports Item Return 3B Description ORDERED BY MISTAKE Field Definitions Items Return Code This is the alphanumeric code assigned to the Items Return Enter this code when a Items Return code needs to be used within the Accounts Receivable system Description X 30 Is a desc
55. Receivable User Help 5 4 1 Report Options Screen When any kind of report or form output is to be generated the following window screen is displayed sa Vendor Type Codes Maintena Report VENDTYPE LST Print a list of the Vendor Type Codes currently on file Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date Direct Generated Document s to V Screen Browser WV Archive to Reports Manager V Print Queue WPRINT3 WinPrint Courier 10 Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 of Copies i V Save to C Users Larry Documents SHSIX PCA Save as Ms WORD Printed To Captured Printer Browse CanonPortrat z hp LaserJet 1300 PCL 6 Report Header User Note A list codes for Rembrandt This text will appear at the top of the 1st page and may be used so you can personalize your report a Selecting Report Generation Options Normally the Print Options screen will be presented with all fields defaulted for typical report handling However you may want to revise how and where the report is to be generated The following steps may be taken 1 Determine where the generated report is to be directed Click the appropriate check box You may choose one
56. Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator Compute Finance Charges Export A R Distributions Print Customer Statements Print Dunning Letters Purge Accounts Receiv Set Customer Credit Limit Mencia a Purge A R Options Screen The following screen is presented when Purging AR 2007 2014 by Sentinel Hill Software all rights reserved 290 Series 5 Accounts Receivable User Help Purge Customer A R Open Items Purge Customer Receivable Open Items with Report PURGEAR JRN Purge Options Customer Select Filters Demographic Selects Print Options Specify selection options for the purge Document Number s Purging Documents Dated Thru All S Selected ml Include only Customers with Statement Frequency set for No Statement Monthly Weekly Quarterly Semi Monthly Discretionary When purging the A R Open Items the operator is also presented with the standard Customer Select Filters screen and Demographic Selects screen il These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The Series 5 applications provide a variety of different printing options Purged Open Items are Copied to History Purged Open Items for Open Item Customers are copi
57. Series 5 system provides for the capability to import Customers data from a spreadsheet The Spreadsheet Import function lets you input your Customer properties from a spreadsheet or tab delimited file The interface is accomplished by reading a selected ASCII text or Excel Workbook files which you had created manually or created by some other means The data associated with any given field is loaded from a column on the spreadsheet The data for a given Customer is loaded from a row The types of text files supported include the following gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited Some points to note when importing Customers 2007 2014 by Sentinel Hill Software all rights reserved 420 Series 5 Accounts Receivable User Help e A heading row with CUSTOMER or Customer or CUST or Cust in column 1 will be ignored e Blank rows are ignored The standard Series 5 Import Options screen ss1 will be displayed from which the Type of Input the target Folder and the Filename may be specified By default the input filename is Customer_Properties XLS You may click the Browse button to locate a different folder and input file Customer Properties Import Data Formats For Customer data that are imported the following fields are input from an Excel spreadsheet a tab delimited text file or a CSV text file
58. Series 5 systems e Whether the Customer charges are maintained as Open Items or as a Balance Forward e Statement Printing Frequency e Applicable Tax Codes e Option to indicate Invoices and or Statements are to be automatically emailed The following screen is displayed for to enter or modify the profile for the customer 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 397 Customer 000224 JPMORGAN CHASE BANK LIEN PERFECTION 224 Address Notes A R Profile PTD YTD Stats CR Incidents Contacts Monthly Sales Demographics These fields define standard A R control options assorted defaults tax codes and options for use with the Order Processing system EA Customer Type BNK t BANK Credit Limit 0 Updated Sales Rep 200 A House Account Credit Rating NZA x Sales Territory WESTC gy Westem Canada Applicable Tax Codes Terms Code 4 t DUE ON RECEIPT Tasi TX TEXAS STATE SALES TAX t Exempt r i aie Tax 2 77002 Tax 2 ZIP 77002 TX ustomer Balance Method Tax 20n Tax 1 Open Items 5 Balance Forward E Compute and record Finance Charges for this Customer A R Statements and Invoice Generation Order Processing Options Ship Via Code N fa NONE Boi Order Discount Colect Prepaid To Apply Statement Frequency Monthly m Separate Statement No A Single Statement Group Statement Items by Sale
59. System32 Prompt and select Run as Administrator Po C Windows System a Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents may now have an assorted formatting properties applied to the text that is generated The following formatting capabilities may be applied e Formatting Regions defined as ranges of lines for a page may be formatted with a particular font type and size and be set as Bold Italic Underlined Shaded or as Reverse Video Up to 5 different regions may be defined and activated under program control as the page is being populated with text Tab Sets may be defined consisting of up to 10 tab settings per line The types of tabs include Left Tab Right Tab Center Tab and Decimal Aligned Tab Up to 20 different Tab Sets may be defined and activated under program control as the page is being populated with text As the line of reporting text is output the tabs are inserted and any preceding spaces are removed This basically now allows the use of variable pitch fonts when outputting columns of data ensuring proper alignment e Individual words or sub strings within a print line may now be output as Bold Italic Underlined Shaded or as Reverse Video On a given page up to 50 sub 2007 2014 by Sentinel Hill Software all rights reserved Introduction strings may be formatted in this manner On a given line up to 6 sub strings may be formatted
60. The x is used to allow for different sets of texts for different Inventory Activity Codes that may have been set up for the Inventory Item in question e A O eD e Active Obsolet Disconti Needs eF e nued Foreca F eC i sted Planned Cancel S ed Suppre ssed IAMESS _x2 OK to Sell Text see above ine j IAMESS_x3 OK to Sell Text see above line 3 ELP PREFIX dAS5 bin helo The directory path in which the Help files reside d S5 bin The directory path in which all bitmapped images images are stored LAUNCH_BCKGRN iwrun82 d c d This is the shell command that is used to D_CMD s5 etc cblcfgui execute jobs submitted for execution in the Background Job Processor m THIN DRIVE MAP user larry data On thin client systems when attempting to print to or save text export to a file on mapped drive M which is mapped to a directory on the UNIX server then the file will actually be written to the directory path specified as the argument MANIFEST_IN_PAT d acct comp manif dir PI INV DESCN B Software Defines the Invoice Layout Generation Type and Development Descriptive text printed on P I Invoices for charges that are sub totalled by their WIP Consolidation Flag when set to N where N 1 Ra 1 2 3 or 4 Used to determine how E Requests are handled by the Web Management system gt 1 Use AcuConnect on a remote server gt 2 Use AcuConnect initiated from the E Request Server program runni
61. User Help 6 6 1 1 A R Customers Grid A R Customers are maintained using a Series 5 grid processing screen A R Customer Codes Maintenance Grid Customer Maintenance File Edit View Help Fast Buttons Delete Delete the Cust highlighted in th Generate a rep the Customers Bill To For systems wi Codes Series 5 Custor Processing hy edit the Custom Codes records Record a Customers Properties Select to modify delete or add Customers and to view Sales Statistics Go Enter options for Billing Order Entry and A R processing Exit Z List by Phone Number Go To Customer wih A tfa _Beresh 019957 THE PRIVATE BANK OF THE PENINSULA LOPEZ ROSA PALO ALTO 650 843 2233 PIERCLY APRIL PALO ALTO I Modify the Cust highlighted in th 265278 COOLEY GODWARD LLP NG ANNIE PALO ALTO 018168 COOLEY GODWARD LP x SANCHEZ BENTZ DIA PALO ALTO 005903 COMERICA BANK BURNS CAROLINE PALO ALTO FINNEGAN HENDERSON FARABOW MERNER BECKER GE PALO ALTO CA 650 843 5000 CA CA CA 010106 MANAGEMENT RECRUITERS OF PALO ALTO YANAGI HANAKO PALO ALTO CA 650 852 0667 CA cA CA 650 846 6877 251594 MANAGEMENT RECRUITERS YANAGI HANAKO PALO ALTO 650 852 0667 250652 LAW OFFICES OF MURRAY amp MURRAY BLOOMER SANDY CUPERTINO 650 852 3000 014257 TRIPLEPOINT CAPITAL SRIVASTAVA SAIAL G09420 KAREN BUTERA STRUTHRIDGE MIRAt PALO ALTO 02308 HEWLETT PACKARD COMPANY DAVIS CHARLOT
62. aat tj E AA List by Doc Date by Cust Code v tj tl l 882207 2728 08 2728 08 882207 3 29708 250 ES 250 00 3678 UNISEARCH INC 000 3678 masz e 3 26 08 E 503252 B08 1531 28CR o oo s 1 531 280 A DUP PMT INV 877523 1 531 28CR ansas P arasan azo coassa armel e sermen 1210s seamos Epa e e Soca Customer Totals Invoices Credit Memos Debits Net Total 1 531 28CR for Stems 83nd Fn Chagos Pament s For the Customer Code items are listed by Document Date The Fast Buttons frame provides the push buttons to have items printed or exported or to display an Aged Totals Summary screen for the selected Customer Fast Buttons Aged Totals To have the items for the selected Customer totalled and displayed showing balances due for the standard aging periods Other information such as Address and Contact information is also displayed Print Grid Items Report To have the items for the selected Customer printed to a report To have the items for the selected Customer exported to either a tab delimited file or an Excel spreadsheet Some of the special features of this Inquiry grid are as follows gt If any specific row is right clicked a pop up menu is displayed A number of functions may be performed associated 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 161 to the selected Open It
63. accounts from t Chart of Accour 1050 002 Canadian Imperial Bank 1100 001 Northem Trust 1110 001 Working Funds Petty Cash 1120 001 Working Funds Office 1120 002 Working Funds CND Office 1120 003 Working Funds CND Office 1120 004 Working Funds CND Office N 1200 001 Accounts Receivable US 1200 002 Accounts Receivable CND 1202 002 Prepaid AE Orders CND 1205 001 Accounts Receivable Literature 1210 001 Accts Rec National Coalition 1220 001 Interco AR US 1220 002 Interco AR CND 1230 001 Work In Progress 1240 001 Uneamed Untiled Revenue I Items are listed in order by Account Search olojolojolsjolojolosjolojoloje 3 iio Edit an existing A R Account by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the A R Accounts on file if archived will be catalogued with a report name of ARACOUNT LST A R Account Properties Screen The properties for each R Account are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 433 Ga AIR
64. accumulated for each Customer for each calendar month as Sales Transactions are posted to the Accounts Receivable The Current Year starting Sales Month is determined by a field defined by the 4 R Preferences If you need to change the starting period or should you suspect that the figures are not correct this function will have these figures recomputed by reading through the Sales Archive records Each Customer s Master record is updated accordingly Start of your Current Sales Reporting Year 11 01 09 75 To proceed with this function enter the date which defines the start of your Current Year for reporting purposes type the word PROCEED in the field provided PROCEED and click on the Recompute button below If you do not wish to have the file rebuilt click on the Cancel button Recompute Monthly Sales Stats Cancel 6 4 20 Recompute Item Due Dates This Accounts Receivable function is used to recompute the Due Dates for Customer s Open Invoices in particular Invoices This function would be useful if you had incorrectly specified the wrong Terms Code to one or more customers or if you needed to adjust the number of due days associated to a particular Terms Code Either way based on the Terms Code associated to each Customer the Due Dates of select Open Items will be recalculated The Due Date will by changed only for Open Items for customers that have a valid Terms Code assigned to them Document Due Dates A D
65. and 9 18 9 5 Reserved for a future enhancement Cash Accounts radio buttons and 9 18 9 5 Reserved for a future enhancement parana eeii When the analysis is executed tables are built for a number of different codes and combinations of Customers and Accounts When the function to have data output to a report or exported is selected you can select the particular set of results that is to be output Selecting all of them may generated a length report or excessive amount of data to a spreadsheet 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 385 6 5 16 3 Transaction Drill Down Sub Window From the AR Period Analysis preview screen the detail that contributes to the totals of any account or code for a particular period may be displayed in a sub screen Drill down to display the transactions by double clicking on the cell intersecting the desired code and Period of interest Ascreen will be displayed that shows the detail and from which a report offers a list of the accounts that have transactions that contribute to the given total Drill Down Items Displayed Note that only up to 400 items may be displayed in the drill down window However all items will be exported A R Period Analysis Account Drill Down Detail Screen AJR Sub Query gt For Sales Rep 21 College Lit Listing items Sorted by Document For the Period 1 01 07 12 31 07 2 C
66. and footers Mar 15 2010 Import functions from Excel Spreadsheets The Series 5 import function offers the option to input from an Excel spreadsheet In any application that loaded data in this manner it was difficult to determine when all valid rows of data had been loaded The Excel import function has been enhanced so that it will correctly stop once valid rows of data have been loaded Previously the system would attempt to load up to 65 436 rows of data and when executing any given Import function it would appear as if the system has hanging Mar 03 2010 Printing of Report as PDF Documents All reports and forms that are generated from the Series 5 applications may now be saved as PDF documents This option is available only to users that have Microsoft s Office 2007 installed on their systems When the Print Options screen is presented click the Save To check box and select PDF Document from the associated Save As drop list Feb 23 2010 Browsing to Select Files and or Directories Functions All routines that offer the functionality to click a Browse button to present the operator with a window from which a directory or a file can be selected have been revised Under Windows 7 the clicking of the Browse caused a nested input of events syndrome to occur In effect repeatedly displaying the browse window The logic for these routines have been revised to avoid this problem Jan 28 2010 Encryption Decryption Functio
67. as receivables e f recording Credit Transactions enter the values of the amounts in both the Transaction s fields and the Distribution s fields as negative numbers e f a Miscellaneous Charge or a Freight Charge is to be entered with the Transaction and in the A R Control Preferences the respective Multiple Accounts property is checked then you must record a Distribution record with the associated amount ff the Multiple Accounts property is not checked the system will automatically build and record the associated distribution when the A R Sales Batch is posted Accessing the Interface User Sales function From the AR Main menu select Interface User Sales Trxs from the Operations drop down menu v prre Receivable iry Reports Codes Maintenance P p Sales and Credit Entry Cash Receipts Entry Load Sales Trxs from Spsheet Load Sales Trxs from Seq File p Load Bank s LockBox Cash Trxs aily Undo Sales Batch Posting mi ee ee wr wa 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 243 Interface Users Sales Options Screen The following screen is presented when interfacing the user defined Sales Transactions Interface User Sales Transactions User Sales Interface with optional Report USRINTAR JRN Interface Options Print Options Specify selection options for interfacing User Sales Transactions to a Sales Batch You may
68. be Back Ordered Used in conjunction with the Series 5 Customer Order Processing system Select if items ordered for this customer are out of stock whether or not they may be recorded with the order but flagged as being On Back Order status Carousel Price Ticket Format 9 2 This is an option that was used in the Series 4 version of software Order Discount to be Applied 9 2 Used in conjunction with the Series 5 Customer Order Processing system If for all orders entered they are automatically to be given a fixed Discount enter the percentage figure here This discount has nothing to do wth any discount that might be given for early payment 6 6 1 5 Customer PTD YTD Statistics Customer PTD YTD Statistics Display Screen This screen displays a variety of statistics for the given customer More significantly it displays those totals that have been accumulated during the current period the current year and last year As the day to day activity of recording sales and receiving cash proceeds these functions contribute to the assorted statistical amounts displayed Each of these periods are defined as follows 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 403 _ Period to Date On a monthly basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Period to Date PTD figures At that time the Period To Date amounts f
69. company to be worked with 2007 2014 by Sentinel Hill Software all rights reserved Starting and Using the A R System Select Company System Code Sentinel Hill Software Inc Defining a New Password On occasion you may be required to define a new password You can have your Systems Manager or the designated Gate Keeper assign you a new password or you can do that yourself 1 From the Main Menu s menu bar click on My Own Setup and from the drop down menu click on Change My Password The following screen will be displayed Defne my new Passwort E O New Password Confirm New Password Passwords must contain at least 8 non space alphanumeric characters with at least one being a numeric digit and one an alpha character You cannot use the same password you have had for the past 3 times 2 Enter your old password 3 Enter your new password in both fields presented There are a few rules about the password you are allowed to use v The password must contain at least 8 non space characters v The password must contain at least 1 numeric digit and 1 alpha character v You cannot use the same password that you have used for the last 3 times v The password will time out after a pre determined period of time As setup by your Systems Manager v If you fail to enter the password correctly after a number of tries as setup by your Systems Manger you will be disabled from logging in You will have to co
70. dd yy or mm dd yyyy depending on the mood of the operator May 02 201 1 New Feature to Attach Supporting Documents to assorted Master Code Records and Transactions You may now attach a variety of different documents to assorted Master Code records and Transactions Up to 15 separate documents may be selected and attached and viewed from the applicable functions in assorted Series 5 systems These documents may also be viewed where applicable The different types of documents supported are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 2011 3 Printing to Windows Spooler The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer If the Printer Queue does not have a Captured Printer defined then a Windows Printer Select dialogue box window is displayed Previously the the Series 5 system made a call to have the Printer Select window displayed which was an older style compatible with older versions of Windows Now a new call is made displaying a modern Windows XP 7 Printer Select Window Feb 09 2011 S
71. each customer s totals The Detail report list the customers totals along with each individual Open Item e As an option the Customer Summary data or the Detail Open Item may also be exported either to an Excel spreadsheet or a tab delimited text file e As an option individual Open Items may be aged either by Invoice Date Ledger Date or Due Date The default setting for this field is derived from the Aging and Finance Charges screen found in the A R Control Preferences application Aging by Ledger Date may be useful when attempting to reconcile the A R Control account balances in the General Ledger e Open Item Customers have items aged by the date of the invoice debit memo or balance forward item to which they apply or in the absence of theses documents the earliest document with the same apply to document number e Balance forward customers have Debits aged by their own date with all Credits 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Receivable User Help reducing the oldest aged totals e The Aging Periods and their associated literals which are printed in the A R Aging Report Headers are obtained from the settings defined in the Aging and Finance Charges screen found in the A R Control Preferences application e f a Customer s Balance exceeds their assigned Credit Limit a message is printed Accessing the A R Aging Report From the A R Main menu select A R Aging Report
72. folder to which the exported data is to be written to This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Folder field can be displayed So if you wish to choose a folder on your C drive enter CA in the Folder field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About Exporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved 98 Series 5 Accounts Receivable User Help A P Distributions Inquiry Export A P Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting ie SO azr Zeezrom mM For your information Column Field Acct Main 1
73. generating the report the operator is also presented with the standard Customer Select Filters screen o and Demographic Selects screenl is These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of STATANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details ee Field Definitions Customers Sort drop list When the report is printed the customers may be listed sorted by a variety of different fields 2007 2014 by Sentinel Hill Software all rights reserved 370 Series 5 Accounts Receivable User Help Customer Code Membership Code Current Account Balance Credit Limit Email Address Sales PTD Sales YTD Type of Report radio buttons Choose between a Summary and a Detail report The Summary report lists only the totals for each State Province The Detail report lists sub totals for each Customer belonging the the given State Province 6 5 14 Sales Analysis by Sales Volume This Series 5 Analysis report basically produces a report of Sales Costs and Profit as computed based on the Period
74. iaaa a A EE Aaaa EE A Ean EAEan Aa ie inas 159 Editing Apply To Document Numbers s sssssssesesissssnsisrnrisinrnrnrnrnsinrnnnnariarainrnratinrnrinrernranrnrnrnnrarntininnnnnnene 162 Exporting Customer Op n GINS rerne assordante sadre ENSEDEN a er stia nai err t anio EASA reddes iita ri ne TERS AIR Distributions INQUILY 0 0 cc esetesseseeseeveeeseeseeneeneessessesseeseesoesoesoesoesaesaesaeuaeesessaesoasaesaeseuaevoneanesnenaesaesansaneaes Distributions Inquiry Grid Screen ee Inquiry Display Fer Seaia aan ia a er A sos vacsnstoh tesaiestedsnaedhevatcesnevagsipaslendnvanddvacdaivetteaniines A R Distributiom Report n cnc ceaacetesvesccstnsaetiatsavserscusereseecectenotnacuteuscedeiusensteseistiscensestagianieanedactassiaeanteaeshiesenuacys Distrib tions APOE a E E EAS Distributions PUrQe a ice f qc2ecc2ecees scbah cate catedecs titeeceeustaneheqiesedteeradstesr eaei ba daa chegsdesuhadiasecansecabigeadnarsnsiashedetace Summary Totals Dis play 4 2 lt i a ana aaa eee I ae eas Historic Sales Archive INQuiry cccccssessseeseeseesesessessevseveesseeseesnesaesaesessesseeseesaesaesevaevonvaneanennesnesansaneaes Archived Sales Inquiry Grid Screen Archived Sales Processing Filters Screen Sales Summary Totals Display SCree n cee eee eee see sede seeeecese se see see seeseeacaesaesaeseseeeae Archived Sales Transaction Display SCre n o cece cece eee serene eee cece cece seeseesnesneeseseseseeetees 182 Historic C
75. into the Cash Batch so they can be edited or you can choose just to have all the transactions completely deleted from the system Executing this function causes the following steps to be taken for each Cash Receipt that was associated to the batch e f the transactions are to be restored to the original batch it s associated data file will be re created and the Cash Transaction written e The Payment Open Item record generated from the Cash receipt will be deleted e Any Cash account distributions and A R Control account distributions associated with the Cash document will be reversed out e lf a Discount or Allowance was associated to the Cash receipt these distributions are reversed e For Non A R Cash receipts the designated Credit account distribution is reversed e Note that the Customer s Last Payment Amount and Date fields are NOT set back to what they were prior to the Batch being posted Un Post Cash Batch Function Options Screen The following screen is displayed so that the posted Cash Batch may be selected 2007 2014 by Sentinel Hill Software all rights reserved 254 Series 5 Accounts Receivable User Help Mi Unpost a Cash Batch Unpost a Previously Posted Cash Batch If you have Posted a Cash Batch and for whatever reason you wish you hadn t you may use this function to Unpost it All Distributions and Open Items created as a result of the posting will be deleted and the orignal Cash Transact
76. note when generating Bulk Email e You can select which Customers are to be emailed using a number of different selection criteria These include Total account balances total Sales made to them if you have received an order or a payment from them within a certain time frame or even based on whether a credit incident has been identified e Further Customer filters may be specified when presented with the standard Customer Select Filters o screen This allows you to select specific ranges of customers vendor types and a variety of other criteria used as filters for selecting the customers that are to be included e The message could be one that is entered consisting of up to 8 000 characters of text or it may be loaded from a text file that is located on your system e Up to 3 different attachments can be selected to be sent with the email e The email address is obtained from the one that is defined in the Customer s properties e Within the body of the message a number of different pseudo variables may be embedded When the message is sent these will be replaced with the applicable text obtained from the Customer s record Accessing the Bulk Email Generator From the AR Main menu select Bulk Email Generator from the Operations drop down menu V Accounts Receivable Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bu
77. of the features of the Inquiry function are as follows e ltems may be displayed for each Customer listed by Document Date or Document Apply To Number e Customers may be selected or displayed by Customer Code or Customer Name e Totals of each type of Open Item are displayed for each Customer e The original document associated to an item may be displayed showing applicable 2007 2014 by Sentinel Hill Software all rights reserved 192 Series 5 Accounts Receivable User Help revenue distributions or any payments that have been made to it e Items for a selected Customer may be exported to an Excel spreadsheet or printed in a report e A number of different filters may be set to limit the items that are displayed for each customer e A function is offered that purges the historic Open Items History file in the event in becomes too large The Purged Open Items Inquiry function is launched from the A R Menu s Trx Inquiry drop down menu SHSI Series V Accounts Receivable File MESITA Operations Reports Codes Customer Open Item Inquiry AJR Distributions Inquiry Historic Sales Archives Historic Cash Archives Purged Open Item Inquiry AJR Period Analysis Purged Open Items for a selected Customer are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific customer selected either by Company name or be Customer code For the
78. or discounts may be established for different Customer Types Sales Representative X 3 Select the Sales Rep who has been assigned to this customer Sales transactions carry the Sales Rep code by default that is assigned to the customer This field may be used as a Customer selection filter for most customer driven reports As well the Sales Rep is used either for sorting Customers or analysis in at least the following reporting functions e AR Aging Report e Historic Aging Report e Sales Analysis by Sales Rep e AR Period Analysis e Customer List e Dunning Letters e O P Sales Analysis e AR Overdue Analysis Sales Territory Select the Sales Territory that this customer belongs to This field may be used as a Customer selection filter for most customer driven reports As well the Territory is used either for sorting Customers or analysis in at least the following reporting functions e AR Aging Report e Historic Aging Report e A R Overdue Analysis e AR Period Analysis e Customer List e Dunning Letters e O P Sales Analysis Terms Code Different Terms Codes may be established in the A R system These are used to determine Due Dates and Payment Discount Dates that are applied to Invoices generated from the assorted Series 5 systems Select the terms that are appropriate for the customer Customer Balance Method radio buttons Customers must be designated as either being an Open Item Customer or a Balance Forward Customer Choosing
79. or more from the following Output To 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 113 Output is displayed to the screen using the Screen Browser Series 5 Report Browserl 1171 Output is saved as an Archived report It may be viewed and reprinted using the Archived to Report Manager Series 5 Report Manager scl It will remain on the system until purged Output will be directed to the selected Series 5 Printer Queue This may be any printer that has been defined on your network When selecting to output to a Print Queue Printer Queue you may select to have up to 9 copies printed as long as that feature is supported by your operating system and printer Saved to Disk as an MS Word The output is written to an MS Word Document Document in the specified folder The output is written to an MS Word Saved to Disk as an MS Word Document in the specified folder It is also Document and printed printed to the designated Captured Printer from within Word The output is written as a text file to the Saved to Disk as an ASCII Text Specified folder This would be useful only file if you needed to parse the file with some 3rd party utility Saved to Disk as a PDF The output is written to a PDF Document Document in the specified folder 2 When selected to direct the report output to a Printer Queue you may select a Series 5 Printer Queue from the drop down list The list will
80. page footers HEAD for even page headers FOOT for even page footers LINE for report date line for report title line LEGENDS for report legends lines HEADERS for report headers lines 1 string gt for User defined action at Line ii 2 string gt for User defined action at Line ii 3 string gt for User defined action at Line ii 4 string gt for User defined action at Line ii 5 string gt for User defined action at Line ii 6 string gt for User defined action at Line ii 7 string gt for User defined action at Line ii 8 string gt for User defined action at Line ii 9 string gt for User defined action at Line ii 10 string gt for User defined action at Line ii isd Loo MSWORD DEFAULT LANDSCA Defined specifications for outputting Series 5 SPECS PE reports to an MS Word Document Courier Arguments are lt Orientation gt lt Font gt New 8 lt Fontsize gt lt Template Name gt 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help e The font must be defined on the clients PC e Orientation must be LANDSCAPE or PORTRAIT e The Template is an MS Word defined template and must be stored in MS Word s Template directory Seo AR STMT LAN E ower Defined specifications for outputting A R Seo E E ower Statements to an MS Word Document New 8 MSWORD CS INV PORTRAIT Defined specifications for outputting Cement Courier Shipment Invoices to an MS Word Document PORTRAIT Defined
81. part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage retrieval system without the permission in writing from Sentinel Hill Software Inc e Copyright 2008 2014 An Unpublished Work by Sentinel Hill Software Inc Printed in Canada 2007 2014 by Sentinel Hill Software all rights reserved Ez Series 5 Accounts Receivable User Help 2007 2014 by Sentinel Hill Software all rights reserved 2 1 2 2 10 Series 5 Accounts Receivable User Help Introduction The topics in this section provide some basic information about the Accounts Receivable system what it is for and what you can do with it Product Overview The Accounts Receivable system basically stores your Invoices from your sales of goods manages your Cash Receipts generates Customer Statements provides historic inquiry and produces distributions that interface to the lt PRODFAMIL gt General Ledger system It is the application that controls your company s Receivables including Recording your Customers Information Entry and Inquiry of your Customer s Sales Transactions Entry and Inquiry of Customer Credits and Debits Entry and Inquiry of Customer Cash Receipts Prints Customer Statements Prints Receivables Aging and Overdue Analysis Reports OoOovoovo ovo Provides Analysis of Customer Act
82. pomene aw C o freseo xe 7 O Reterenceneno eo 1 10 11 12 13 z A R User Code X 6 2007 2014 by Sentinel Hill Software all rights reserved 336 Series 5 Accounts Receivable User Help 6 5 3 6 5 4 Purged Open Items Report Purged Open ltem record are just Customer Open Items records that were moved to history when the Purge Accounts Receivable operation was executed These records will remain in the system until until they are purged This function produces a report listing these Purged Open Items grouped by Customer Code A summary of each type of Open Item is listed They are printed sorted by their document Apply To numbers hence grouping each Invoice with their respective payments or Credits Sub totals are printed for each Customer Accessing the function to generate the Purged Open Items report can be done either directly from the Purged Open Items Inquiry resl function or from the A R Menu s Reports drop down menu Refer to the topic within the Purged Open items Inquiry chapter for further details AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports n Non ae Cash pee Open Invoice Worksheet The Series 5 system A R Open Invoice Worksheet is a report that lists for each Customer all Open Items on file that have a non zero balance For each item the Original Amount
83. processed These filtering or selection screens provide the ability to select all codes ranges of codes or selected codes of the assorted Master Codes 5 3 1 Customer Filters Most reporting and inquiry functions available in the Accounts Receivable application are based on the A R Customer Master record These routines provide the operator an opportunity to set filters such that only selected customer are reported or inquired The following screen is presented where applicable 2007 2014 by Sentinel Hill Software all rights reserved 104 Series 5 Accounts Receivable User Help Customer Maintenance Report Print a report listing the Customers currently on file using assorted selection criteria Report Options Customer Select Filters Demographic Selects Print Options Customers for this report will be included based on whether their respective fields match the selections made below C n Inlcude Customers Based On ustomer s Click to have a window Oai Customer Status Credit Rating Code Email Status displayed from which specifc O Selected all all all O Only Active 0n HOLD Only Enabled Customers may be selected CARa Dny Canceled On STOP O Oniy NOT Enabled Oor Customer Type s Click to have a windows OA Inlcude Customers Matching displayed from which specific O Selected Cy a TT Customer Types may be OA Range County iS selected Primary Phone Area Code
84. s radio buttons To consider only those Customers that have been assigned a particular Demographic Code click to include all or selected codes 2007 2014 by Sentinel Hill Software all rights reserved ono Series 5 Accounts Receivable User Help al All Customers are considered Selected A widow is displayed from which specific items may be chosen Selecting Specific Demographic Codes lf you clicked to have Selected a code from the Demographic Selects screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in the report or query Select Mascot s Select items to be associated with Customers for this Report Available Mascot s Selected MONKEY Monkey Select All gt lt Clear All Add gt lt Remove Customers with codes that matches at least one of the Selected items will be eligible for inclusion 1 Double click an item in the left pane to have it included 2 The codes of those Items that have been chosen are displayed in the right pane 3 Search for a particular code by clicking on the ta binoculars icon 4 Click on the l push button icons to position to the previous or next item in the left 2007 2014 by Sentinel Hill Software all rights reserved 5 4 Basic Processing Procedures 1 pane that has already been selected 5 Click to have ALL items
85. s environment variables 90 Dunning Letters pseudo variables 283 entering Open Credit on account 230 E for Balance Forward customers 225 for Open Item customers 225 email generate cash receipt registers after being A R Statements 276 archived 187 Series 5 reports 114 grid display of transactions 224 entering a range of dates 71 loading Cash Receipts from your bank 247 entering dates from a calendar 70 non A R cash 225 environment variables 499 purging archived cash receipts 187 executing jobs in the background purging archived records 471 about 80 repairing a broken entry batch 234 batch job execute screen 81 selecting transaction entry batches 223 the Batch Job Processor 90 setting up entry batches 422 exporting data undo posting of a cash batch 253 A R aging detail 328 ClickYes Pro 90 A R aging summary totals 328 configuration variables 500 A R distributions 172 266 Customer Demographic Codes A R open items 308 about 485 A R period analysis drill down 387 enterining valid codes 489 A R period analysis totals 386 filters 108 A R tax codes 461 properties screen 487 about 94 selecting for reporting 108 customer openitems 164 Customer Invoices customer properties 390 413 417 batched entry 426 export options screen 94 modify document apply to numbers 159 historic A R aging detail 334 recompute document due dates 315 historic A R aging summary totals 334 Customer Open Items monthly sales totals 377 purging from A R 288
86. select and apply the necessary amounts to the applicable items Click the Adjust Check Amount in the Fast Button bar and the Cash Transaction s original check amount will be changed to the total amount that has been applied Enter another transaction to the next customer with the remaining amount of the check Apply to the applicable items Repeat until there is no more amount remaining to apply Cash Apply To Entry Screen This screen is used to apply any cash amount to a selected Open Item A Discount Amount and an Adjustment Amount may also be recorded when applicable The Adjusting Amount is used to accommodate short pays and or variations in currency Some points to note about apply cash to specific Open Items e The Cash Receipt Discount and Allowance amounts are typically always entered as a positive value If the intent is to end up with the Open Item s Balance Due equal to Zero then the sum of these values should equal the Balance Due for the item e f the customer s check is a short pay then record the difference between what was paid and what is due as a positive Allowance amount The following screen is displayed for to enter or modify the amount that are to apply toa particular Open Item 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 233 Modify Cash Apply To Apply Cash Receipts for Check 885920 Amount LefttoApply 0 00 Document to Apply To Dated
87. selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the lt Remove button to have it unselected 7 Use the grid navigate buttons to move through the list of possible items Processing Tip Selecting specific items in this manner requires more overhead when processing If possible you should select a range of items from the filters screen Report Generation and Printing Most of the Series 5 applications generate reports or forms that need to be printed The system offers a variety of options for selecting the format in which reports are generated and how they are actually to be printed Reports may be generated as follows Viewed by the Series 5 Report Browser Printed to a selected printer Archived for later reference Saved as an ASCII text file or MS Word file Emailed to specified recipients VV VV V WV Any combination of the above When a report is to be actually printed any of the Series 5 defined Print Queues may be selected An unlimited number of Printer Queues may be set up by your System Administrator Each Queue has a variety of properties associated that means you can pretty well print to any of your network defined printers using different fonts or margin settings Refer to the chapter on Defining Series 5 Print Queues in the Systems Management Help or manuals 2007 2014 by Sentinel Hill Software all rights reserved 112 Series 5 Accounts
88. set as the default Folder X 90 Enter the name of the directory folder from which the imported data is to be read from This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About mporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved 102 Series 5 Accounts Receivable User Help Tax Codes Maintenance Import Tax Code Information Import Options About Importing For your information When loading Tax Codes from spreadsheet you may specify pre defined Processing Directives in column 1 ZRADDZ All Tax Codes for rows following will 1st be deleted then updated wit ZDELEZ All Tax Codes for rows following will be deleted from the A R system Column Field Format 1 Tax Code gt lt 6 Z Description 30 3 Percentage 99 999 4 Liability Acct Bank 1 gfi 5 Liability Acct Bank 2 gli 6 Liability Acct Bank 3 S k T Liability Acct Pft Ctr 9 5 a ie The codes displayed under the Format column indicated the type and size of the d
89. support for Office 2010 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 2010 or Office 2003 Word document The system will automatically append either the DOCX or the DDOC extension and generate the document using the correct file format June 14 2011 Import Export Functions The import and export function has been enhanced to provide support for Office 2010 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 2010 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file format June 14 2011 Generic Search Function 2007 2014 by Sentinel Hill Software all rights reserved 30 Series 5 Accounts Receivable User Help In all Series Series 5 applications where a grid screen is presented for the entry of transactions or the maintenance of master codes a Search function is provided This function has been enhanced in the cases where the operator has chosen to search for a given record where a Date is chosen as the search criteria Now the following literal label is displayed mm dd yy indicating the desired format that the date should be entered as As well the date entered may now be as mmddyy mmdadyyyy mm
90. tested is O Less than 60 days old 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 275 either the Item s Invoice Date Ledger Date or Less than 90 days old Due Date depending on the Aging method selected Suppress any Customer Open Credits check box Select the check box if you DO NOT wish to have any Customer s Open Credits On Account items listed For AR Control Account 9 18 9 5 If the Accounts Receivable system has been set up with multiple A R Control Accounts then these fields will be presented If a particular A R Control Account is selected then only those Open Items that were on file associated to Sales Transactions that were recorded with that A R Control account are listed This might be useful to customers that have sales in US and Canada and Sales transactions are recorded to one of two different A R Control accounts Statements may then be generated that represent US currency and Cdn currency separately Print Aged Totals check box By default at the bottom of each Customer Statement the Balance Due for each Aging Period is printed If you do not wish to have these totals printed un check this field Print Open Item Document References Each Open ltem on file for the customers has a 30 character Reference field If you wish to have these printed on your statements set this check box Depending on how your Statements are customized this may cause a
91. the Invoice Prepayment Method by X 3 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 213 This is Prepayment method that was used It s a code that would have been defined in your Accounts Receivable system For example CSH VIS CHQ AMX for cash Visa cheque or American Express When selecting a Prepayment Method code the Prepay Cash account will be assigned Prepayment Reference X 20 May be used to record a Check or a credit card number or authorization code etree eme p This field is provided so a brief memo may be recorded with the transaction User Sales Code X 6 A user define code may be recorded with the transaction When an A R Aging report is generated as an option one or more User Codes may be selected as filters Sales Representative This field is used to record the Sales Rep that is associated to the transaction presumably a Sale This will default to the Sales Representative code that was assigned to the customer Any Commission amount that is entered will be recorded to this Sales Rep When an AR Aging report is generated the Customers may be grouped by Sales Rep When the AR Period Analysis is generated totals for each Sales Rep for each period are accumulated If you don t already have a system in place for tracking Commissions if known that amount may be entered along with the Sales transaction When the transactions are posted any
92. the customer This field may be used as a Customer selection filter for the following reports e AR Bulk Email e O P Customer Bill To List Generator e A R Overdue Analysis O P Customer Ship To List Sales Costs and Commissions 999 999 999 999 99 Records the accumulated Sales Costs and Commissions totals of all Sales transactions posted in the A R system for each of the three periods The system updates these fields regardless of the date of the transaction These fields are reset to ZERO when either the Clear Customer PTD or Clear Customer YTD functions are executed If you intend on relying on the Period To Date amounts then you must be sure to execute the Clear Customer PTD function at the end of every calendar month 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 405 Highest Account Balance 999 999 999 999 99 As Sales Cash Receipts and Finance Charges are recorded to the A R system the Account Balance field is updated If that Account Balance is greater that this fields amount then it becomes the new Highest Account Balance Invoice Count The represents the total number of Invoices that have been fully paid and cleared from the Accounts Receivable system This counter is updated when the Purge Accounts Receivable function is executed Average of Days following Invoice Dates 9 3 This counter is updated when the Purge Accounts Receivable function is execu
93. the date from which automatic allowable discounts are calculated This may be the check date postmark date receipt date etc according to your policy This date will also be carried on all postings to the Accounts Receivable Open files Ledger Date mmddyy The Ledger Date defaults to the date that was set up for the Cash Batch This is the date that is carried on all postings to the General Ledger system eneon i This is the G L Cash Account to which the cash distribution is recorded to If the Accounts Receivable system was configured with only one Cash Account then this field is not presented to be edited It defaults to the Cash account that was assigned to the Cash Batch for which the transaction is being entered but it may be edited as required Non AR Cash Credit A R Account 9 18 9 5 Presented only for Non A R Cash Transactions Enter the G L Account to which the 2007 2014 by Sentinel Hill Software all rights reserved 230 Series 5 Accounts Receivable User Help amount of the cash receipt will be Credited Non AR Cash Reference X 30 Presented only for Non A R Cash Transactions This field may be used to record a brief description of the reason for the cash receipt 6 4 2 4 Cash Transaction Apply To Screen For normal Cash Transactions all open items for the customer are displayed in a Series 5 grid screen which may be selected to have applicable cash amounts applied To have Invoices marked as p
94. the menu bar at the top of the screen Menu items are grouped according to the type of functions for each application 2007 2014 by Sentinel Hill Software all rights reserved MAR Sentinel Hill Software PCA July 23 2008 06 20 PM The Basic User Interface s z E SHSI Series Y Accounis Receivable Eile Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help SS User USER Accounts Receivable i Rev 5 08 Applications Menu Bar The following menu bar groups of functions are defined oe eee of Application Functions Group For the Reports Manager Batch Job Processor and other File Management functions Trx Inquiry For functions that offer screen Inquiry of current or archived data or interactive analysis Operations For Sales Transaction Entry Cash Receipts Entry Invoicing Printing Customer Statements or Dunning Letters Purging the Receivables and other typically daily monthly or annual functions poe Te the generations of reports Maintenance functions for defining and updating master code files ce i poe poe that Purge History files ee Te setting up and or launching user defined Wizards Jae Eo nein ee Cees ieenecr ia Wien Ole user created programs or other Window s Utilities Functions For lr preferences for the operation of the Accounts Receivable Options __ system and for defining User Access rights to each menu item Window _ Functions to
95. the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Sales amp Credits Transaction Data Screens There are six different types of A R Customer Transactions that can be entered Type Cod Description e An Invoice is entered as the result of a sale to a customer Prepaid Is an Invoice that has had a payment already applied to it Invoice This may be a transaction that was interfaced from the Series 5 Professional Invoicing or Order Processing system that was prepaid with a credit card When posted to the Accounts Receivable both a type I Invoice and type P Payment open Items will be recorded as Open Items If the payment amount exceeded the amount of the invoice then depending on an option that is set in the A R Control Preferences one of two alternative actions are taken 1 The Over payment amount will be recorded as a 2007 2014 by Sentinel Hill Software all rights reserved 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 207 separate D Debit Open Item with a negative amount and an Apply To Document ZERO Only if the over payment amount gt 1 2 The Prepaid Amount is just recorded as a Payment Open Item A Debit transaction is used to record an adjustment perhaps as a result of an invoicing error The Debi
96. the properties for My Demographic code In this case it s for a Dog Type Code 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 491 Dog Code Maintenance LAB1 Modify the Properties of This code is a user defined 4 A Demographic Code and may be used to categorize your Customers These may be used as selection parameters for most A A and O P system reports Dog Code Description Chocolate Labrador Retriever h My Demographic Code Screen Field Definitions Xxxxxx Code X 1 X 3 X 6 9 1 9 6 or 9 999 999 99 Enter the alphanumeric code or numeric value that will be used to identify this demographic code The format is defined for the type of code Description X 30 This is the text description of the associated code 2007 2014 by Sentinel Hill Software all rights reserved T Appendix 7 1 A R Data Files The Series 5 system provides for a reasonably flexible approach to defining where your data files are kept on your system Your System s Manager will have established how this is configured f you are accessing this documentation to figure that out please refer to the help for Accounts Receivable Systems Management Regardless whether processing under UNIX or MS Windows the structures of the file system will be similar and the name of the files are the same Remember that UNIX filenames are case sensitive
97. the type of method depends on how Open Items from Invoices and Cash Receipts are to be recorded in the A R system and how you wish to apply customer payments Balance Forward Customers At the end of every month the sum of all Credits and Payments is determined along with the sum of all Invoices and Debits The difference is recorded as a Balance Forward amount and all contributing detailed Open items are deleted Open Item Customers All Open Items recorded for Sales transactions and Cash Receipts remain on the system until the sum of all common Apply To numbers equal Zero When customer payments are received the amounts are applied to specific 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 399 Customer Methods lt important to select the correct Balance Method If dramatically affects how Open Item detail is kept for each Customer and how customer payments are applied AR Statements Print Frequency drop down list Customer Statements are generated on demand Customers are flagged to indicate how often a statement should be produced When the Customer Statements function executes the operator may select to generate statements for only those customers that have been flagged with a specific frequency No Statement to be Sent Weekly Semi Monthl Monthly Quarterly By Discretion AR Statements Separate Statements drop down list When Sales Transaction
98. through the Sales Archive records Totals are tallied for a variety of different criteria 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 365 Accessing the Sales Analysis by Sales Representative Report From the A R Main menu select Analysis by Sales Rep from the Reports drop down menu Ss Receivable isla Codes Maintenance Purging AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non A R Cash Report re Sales Archive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep N Analysis by State Province Analysis by Sales Volume Analysis by Month Sales Analysis by Salesman Options Screen The following screen is presented when generating the report 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help Generate Sales Analysis Report by Sales Representative Report SLMNANAL RPT Print the Sales Analysis by Sales Representative Report Options Customer Selects Demographic Selects Print Options This report lists Period T o Date and Year To Date Costs Sales and Profit totals that have been accumulated for each customer grouped and totalled by Sales Representative Customers Sorted by Customer Code Type of Rep
99. through the Sales Archive and Cash Archive records and in effect repeats the portion of the posting function that build the A R Distributions It does not perform any of the other actions relating to posting these sets of transactions A processing options screen is presented that lets you choose whether Sales Transactions Cash Transactions or both are to be processed Also as a filter only documents having an assigned Ledger Date that fall within a specified range will be processed Re Generate A R Distributions YOU DO NOT NEED TO EXECUTED THIS FUNCTION UNLESS YOU HAVE LOST YOUR A R DISTRIBUTIONS PRIOR TO THEM BEING INTERFACED TO THE G L SYSTEM Note that if you have lost your AR Distributions and you have other subsidiary systems that generated A R Distributions those AR Distributions do not get re generated ONLY THOSE DISTRIBUTIONS NORMALLY GENERATED FROM SALES TRANSACTION ENTRY AND CASH RECEIPTS ENTRY ARE RE GENERATED 2007 2014 by Sentinel Hill Software all rights reserved 320 Series 5 Accounts Receivable User Help Re Generation Warning Screen The following screen is first presented Type in the word PROCEED in the field provided to continue The next screen to be presented is the processing options screen You may abort the operation from that screen Regenerate A A Distributions from Sales and Cash Archives You should execute this function only if instructed by your Account s Manager When Sa
100. to the next or previous Years and Months by clicking on the navigate buttons at the bottom 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Exit without selecting a date by clicking on the Cancel push button 3 5 Date Range Lookup Window Throughout each of the Series 5 applications there may be a need to enter a range of dates In most cases there will be an icon c of a small calendar located to the right of the fields Here is an example of selecting a range of Ledger dates in one of the G L system s functions Set Display Filters Set G L Transaction Selection Filters __ G L Transaction Select Filters Transactions for this function will be included based on whether their respective fis With Ledger Date O All Inclusive With Document a770 ZAILN Between Entered as Credits f you click on the calendar a Date Range Lookup window will be displayed from which you can enter the starting ending dates or choose from a variety of different date range possibilities from a drop down select field Date Range Lookup Window The window for entering a range of dates or selecting one form a drop down list 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help Select Ledger Dates Date Range v From To j 7701208 7 7731 08 7s You may choose or set a given date
101. to the topic titled Report Generation and Printingl for full details T Processing Filter Options Screen Field Definition Document Number s To select All transactions regardless of their Document numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers nde oy Docurenis Tor Types A check box is presented for each of the types of Archived Sales Transactions that may be generated in the A R system Click or un click to have the particular type processed by the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Sales Batch X 6 To have only those transactions processed that were entered under a particular A R Sales Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For AR Control Account radio buttons amp 9 18 9 5 2007 2014 by Sentinel Hill Software all rights reserved 356 Series 5 Accounts Re
102. unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created using this menu function or directly from the Sales Transactions Entry operation Different operators can be working in different batches of Sales Transactions at the same time and any batch may be posted independent from the others Sales Batch Codes Grid Sales Batches are maintained using a Series 5 grid processing screen D Sales Batch Maintenance File Edit View Help Fast Buttons Define Sales Batch Sessions Select to modify or delete or add a new Sales Batch Session a Sales Transactions are entered grouped within a Sales Batch o Ext Add a new Sales B JActive Batches x Go To the Batch with Code itl E Befresh Modify Modify the Sales Ba 000094 369 84 PROFESSIONAL INVOICING 11 03 08 oop at i PROFESSIONAL INVOICING highlighted in the gri 5 764 75 PROFESSIONAL INVOICING a oo USER 7738 54 PI INVOICING WIZARD Joooogs A 2714708 2 13 08 3 273 21 PROFESSIONAL INVOICING a 116 07 102 062 49 PI INVOICING WIZARD 11704707 50 532 57 PI INVOICING WIZARD 1104707 50 532 57 11 03 07 87 89 PROFESSIONAL INVOICING 1103707 5 357 375 99 PI INVOICING WIZARD 11 03 07 50 532 57 PI INVOICING WIZARD foooo7 A 11703707 50 532 57 PI INVOICING WIZARD 11 03 07 5 17 06 11 304 00 PROFESSIONAL INVOICING a 00 USER Delete Delete the Sales
103. used in displaying the items on this screen 2007 2014 by Sentinel Hill Software all rights reserved 6 1 Accounts Receivable Menu Functions 153 Accounts Receivable Menu Functions All functions for the A R system can be accessed from the menu bar at the top of the menu screen They are divided into types of functions Each section following describes each set of common types of functions The A R Menu The Accounts Receivable Menu screen provides your access to all functions offered in the A R system Accounts Receivable Main Menu e All functions associated to the Series 5 Accounts Receivable system are available from this screen e Each function can be found within the sub menu displayed under the menu bar associated to the type of the function e A number of tab sub screens are available from which associated functions may be selected e f menu functions have been set up to be scheduled they may appear within tabbed sub screens labeled Scheduled for Today Overdue Functions or Coming Due e The My Favorites tab sub screen will have any menu functions that have been so define by the User Access Privileges function that may have been set up by your Systems Manager or Gate Keeper e You can select up to 9 menu item functions at a time each executing in their own window e Access to specific menu items may be granted or denied from the User Access privileg
104. wheel towards you 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Receivable User Help Down 4 grid rows Hold the Ctrl key and rotate the mouse wheel towards you the mouse wheel awa Up 4 grid rows Hold the Ctrl key and awa Tae The 1st row of the Click bottom down button a next screen THE REYNOLDS amp REYNOLC The 1strow of the Click top up button current screen or the row just before the 1st row of the current screen GREAT AMERICA LEASING The last row of the Page Down key or click next screen the lower dbl down button Net Change 15 104 00CR The 1st record on file Hold the shift key and click the top up button The last record on file Hold the shift key and The 1st row of the Page Up key or click the N1 BANK A CB OPS F prior screen top upper dbl down button CITICAPITAL BTF MAHWAH 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface st Grid Row Pop Up Menus For most of the grid based menu item screens you can right click a given row to have a pop up menu of the functions that would be applicable to the record represented in the row E GA Journal Entry Inquiry File Reports Edit View Help G L Transaction Journal Inquiry View Ledger Transactions using a variety of methods Print or export transactions for selected Accounts or Projects Add attachments Commen
105. when the batch is posted if the value of the transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed While entering Cash Receipts if this amount is exceeded a warning message will be displayed Cash Batch Purge Screen When selecting to have the Cash Batches purged the following screen is presented 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Accounts Receivable User Help Cash Batch Maintenance Purging the Cash Batch Master file Batch Selections Only those Batches that have been posted will be purged You may specify a date range based on the Post Date of the batch r Batches Posted Between the Dates Starting Tal Ending 3731705 Cancel Field Definitions Starting Ending Dates Posted mmddyy When Cash Batches are purged only those that have been posted between the dates specified will be deleted 6 6 3 Sales Batch Maintenance Customer Sales transaction information is entered into the system using a Sales Transaction The types of transactions include the following e Invoices e Prepaid Invoices e Credits e Debits e Finance Charges e Refunds 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 427 Agroup of transactions are entered together under the control of a Sales Transactions Batch Each Batch has a
106. within a predefined range e When Sales Batches are posted their transactions are copied to a Historic Sales Transaction Archive file These are kept on file and can be viewed using the Historic Sales Archives Inquiry function These archived transactions remain on the system until specifically deleted using the Purge Sales Archive History function Before entering the individual Sales and Credit Transactions a Sales Batch must be created These may be created using the Sales Batch Maintenance function 2 or directly from the Sales entry routine Sales and Credits Transaction Entry gt Sales Batch Selection 23 gt Transactions Entry Grid Screen zs gt Sales amp Credits Transaction Data Entry Screens zos gt Transaction Revenue Distributions Entry Screens 214 gt Repairing a Broken Sales Batchl 217 Accessing the A R Sales amp Credits Entry Function From either the AYR Main menu select Sales and Credit Entry from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 201 SHSI Series V Accounts Receivable Fie Trx Inquiry Reports Codes Maintenanc Operations Sales and Credit Entry Cash Receipts En User USER Interface User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator 2007 2014 by Sentinel Hill Software all rights reserved
107. you generate emails to your customers A variety of different filters are provided for selection of the Customers The message can be 2007 2014 by Sentinel Hill Software all rights reserved 2 4 Series 5 Accounts Receivable User Help entered directly or from a text file You may have three different attached documents Overdue Analysis There is a new Overdue Analysis function It produces four flavours of analysis It generates a Delinquency Analysis Credit Warnings Credit Notifications and or it can generated Credit Write off Transactions The analysis can look at All Open Items Short Pays or Finance Charges As an option an Address Merge file may also be created that might be used with a friendly or nasty Word document Getting Help There are a number of different sources of help in Series 5 In addition to this help file you can also access the Power Point tutorials and Sentinel Hill Software support To get started your main source of information should be this help file We have designed it to provide all the information you will need for using and learning the Accounts Receivable Before contacting support please make sure that you really can t find the information you need here Thanks Displaying the help e The quickest way to display the help is to press shift F1 If context sensitive help is available it will be displayed automatically e Most screens will have a Help button that displays rele
108. you must define each of the applications that will be allowed to automatically submit emails without having the warning screen displayed 6 4 12 Print Dunning Letters The Series 5 Accounts Receivable system offers the ability to generate Dunning Letters Dunning is the process of methodically communicating with customers to ensure the collection of accounts receivables Communications progress from gentle reminders to almost threatening letters as accounts become more past due Laws in different countries regulate the form that dunning can take It is generally unlawful to harass or threaten consumers However it is acceptable to issue firm reminders and to take all allowable collection options The word stems from the 17th century verb dun meaning to demand payment of a debt The Series 5 A R system provides for three different types of letters that can be generated The particular letter chosen by the system depends on the overdue balances and how old they are You might have a friendly a serious warning and a nasty letter As an option the system will also generate a simple Customer Statement that can be attached to the letter The content of each letter is taken from each of three text files that you have on your system Within each letter a number of different pseudo variables may be inserted that will be replaced by fields from the Customer s properties These include such things as Company Name Address Outstanding Balance et
109. 000 00301 00 040 ACCOUNTS RECEIVABLE Prepay Cash Account 0000 00102 00 040 00102 00 040 y SA oe oe ___ Clearing Acct When first adding a transaction after completing entry of the first screen click the Next push button You will then be presented with the screen on which you may record amounts to specific G L Revenue accounts The following screen is displayed for Credit transactions The only difference is that there is a field for recording the Document Apply To Number to which the Credit is to be associated to Some points to note when adding a Credit Transaction e Enter the Sale Amount and any other applicable amounts as positive values WITHOUT AMINUS SIGN The system will automatically set the correct sign when the applicable Open Items are generated e When entering the Credit Document striking the F1 function key will assign the Next Credit Finance Charge Doc as defined by the A R Control Preferences 2007 2014 by Sentinel Hill Software all rights reserved 210 Series 5 Accounts Receivable User Help x e flisa Credit Transaction Maintenance Transaction Seq 0003 Modify this Transaction eten si regs 5 Tres Entered E D Sales Batch 007510 178 006 00 of 1 111 000 00 BI Transaction Revenue Distributions Type Credit Memo Document 00999901 Apply To 11888 r Customer Document Date 10 07 11 COLRUB ith
110. 00000072 You have chosen to have this process executed by the Background Processor You can have it execute later and or you can mark it as a recurring job You may select to have the job Job Name JA R Aging Report executed ina eae different job queue Batch Queue BATCH_INPUT v pied O Low Program ARAGERPT h Normal O High Scheduled Processing You also can l Delayed Processing Delay Hours 4 Minutes o designate to have this job execute on For Afte 6 14 PM Today a re occurring Re Occuring basis or delayed No x until a specific time Once the OK push button is clicked then the job will be submitted to the Job Batch Queue to wait for it s time to be executed In the meantime you may continue with other functions or exit the Series 5 application totally Notice that every job is assigned a unique number This may be used to track the job using the Batch Job Manager Batch Execute Setup Field Definitions Job Name X 30 By default is the name of the Report or Operation The job may easily be tracked by the Batch Job Manager using this name Batch Queue drop list The system provides pre defined Batch Queue names Each job may be dispatched BATCH_INPUT to a particular queue to be processed Your BATCH_INPUT System s Manager may have defined multiple aiui MLLE queues each with different execute priorities Sei e or on different processors Program o This field d
111. 007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 379 SI Series V Accounts Receivab Operations Reports Customer Open Item Inquiry AJR Distributions Inquiry A R Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet Historic Sales Archives Historic Cash Archives ee c AJR Distributions Report NG pion Aniyan Overdue Analysis Reports Non A R Cash Report ory ions Due Report he Sales Archive Report Cash 4rchive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep Analysis by State Province Analysis by Sales Volume Analysis by Month 6 5 16 1 Period Analyis Preview Grid When the Period Analysis is generated it s data is displayed to the screen managed using a Series 5 grid processing screen In effect you can view the report without having to actually print it As an alternative the data can also be easily exported to a spreadsheet for further analysis lf so desired the analysis may also be printed Operational Warning The analysis requires the system to read through the entire A R Archived Sales Transactions and Cash Receipts Transactions files These files may grow fairly large over time due to the number of transactions This analyses may take some time to generate Should you leave this function and re
112. 14 Ship Via Codes Maintenance The Ship Via code is used by the Series 5 Customer Order Processing system When orders are entered into the system one of the properties is the Ship Via Code which is used to identify how an order is to be shipped All Ship Via codes that might be used in Series 5 must be maintained using this function In effect validating the Ship Via Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code Ship Via Codes are defined as one of the properties that is associated to each master Customer Code on file You may in effect set up different shipping methods as the default for different customers In the Customer Order Processing system when orders are entered for a given customer the Ship Via defined for that customer will be assigned to the order Price Codes may also be established based on different Ship Via Codes and they are printed on both packing slips invoices and pick tickets The Ship Via Codes defined here are listed in the Series 5 Ship Via Code LOV Lookupl 68 window The Ship Via Codes Maintenance function is accessed from the A R Main menu by select Ship Via Codes from the Codes Maintenance drop down menu Ship Via Codes Maintenance Grid Ship Via are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Ship Via Codes Maintenance File Edit Help Accounts Receivable Menu Fu
113. 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 377 Field Definitions To have the results of the analysis output to an MS Excel spreadsheet or tab delimited file set the check box When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Monthly Sales Analysis Export Data Formats For the Monthly Analysis exported the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The default filenames are either Sales Analysis by Month XLsS rr gt D ofTotal 99 99 of Total 99 99 6 5 16 A R Period Analysis Report The Accounts Receivable system records all transactions relating to the sales and revenues from the operation of your company Itis a subsidiary system to the General Ledger system It accumulates sales made to and cash receipts received from your customers A R distributions are generated and moved to the G L as journal entries In an effort to reconcile or analyze the source of the G L Journal Entries from the A R system this reporting function accumulates sub totals by fiscal periods or years or calendar months or years If there are questionable transactions or account totals in your G L this analysis is a useful tool in attempting to identify how they came about Also sub totals are accumulated by a variety of other factors that may be us
114. 2007 2014 by Sentinel Hill Software all rights reserved Introduction 23 with correctly The problem has been fixed March 24 2009 A R Customer Code Entry In a number of different A R functions where a Customer code needs to be entered the field used to enter the code has been increased in size In some cases where a PC s resolution was set for large fonts it was not large enough to display all 6 characters March 18 2009 A R Statement Printing m As an option when generating and printing Customer Statements there is an option that causes the Open ltem Reference field to be printed for each detail item listed This option will now be defaulted checked so that the Reference will be printed unless unselected March 18 2009 User Interface to A R Sales f when interfacing Sales transactions from a user developed invoicing system undefined Revenue Accounts were loaded the system was not identifying these accounts on the interface edit list These accounts will now be identified as Undefined Account Identified message Also the interface routine has been revised so that the transactions will be copied into the selected A R Sales Batch even though undefined revenue accounts were found The theory is that it is easier to add the A R Account to the A R after being interfaced The problem has been fixed March 18 2009 A R Aging Report If the option to group Customers by one of the available codes was selected th
115. 27 2010 MS Excel System Error Recovery The Series 5 family of applications offers the ability to import to and export from an MS Excel Workbook document System error that could be generated while outputting to and or inputting from MS Excel documents were causing Series 5 applications to 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Receivable User Help terminate with a not too friendly error message The errors that were particularly annoying were as follows e When importing from an Excel document with a filename selected from the application that did not actually exist and the operator had forgotten to Browse to choose the particular file e When a user attempted to generate output as an MS Excel document but they did not have MS Excel installed or it was installed in a location other than the default a fatal error occurred The import export routines have been enhanced to now capture any system errors that were being generated from MS Excel A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the import export will just be abandoned May 31 2010 3 Compiling with INTEL Native mode A problem has been discovered when compiling with the Intel native mode This option must be removed from the S5_GCBL BAT compiler macro that can be found in the S5 util directory Basically replace the set NATIVE int
116. 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those reports generated from the selected system will be listed Report Types radio buttons amp drop down list Click the All button or the Selected button with a specific report name extension from the drop down list Only those reports with their report name extension matching that 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 123 which was selected will be listed Users radio buttons amp drop down list Click the All button or the Selected button with a specific user from the drop down list Only those reports generated by the selected user will be listed Date Generated radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those reports generated within the range of dates entered will be listed Report Name Template X 20 Enter a template to be used to match the report names to be listed The will match any single character Use the character immediately before or after the or as the 1st character to match a string of characters Delete an Archived Report 1 In the grid navigate to the row lis
117. 51 Sales Representative Maintenance cccescscessessssseeseeseeseeseesoesnesessesseeenssessosseesaussevseusevsneaneanesaesnesaesaneans 454 Ship Via Codes Maintenance ccscsssseesesseeseessessesseeseeseesoesoesaesnesaesaesoeesesenssaesausaussessevaevaneaneanenaesaesaneaneaes 456 Tax COdES MAINTEMANCE o vcesiivisscesscteeseccsctatvanceccsccetsndeecactucsecessuccesectindcensduecvasuerssserd ntsesessecdectesuacdesestdssunvsedesesces 458 Territory Codes Malnmt mainGe cc2cccccceccesccincdestecneedscesduasecsetcescecetesnerstedseereqedteceenes steadecesdiyacdesteseacseecsunarstceceazeced 462 User Defined Sales Codes Maintenance 2 2 cccseccceeecesseeeseeeeeeeeeeseeneeseeeeseeeenseeeeseeeeneeaeseaeseseeeensneeeneeneeees 464 FT WPUNQIAG E ccs eneetsaseewoutcacewectastedesansetectacsvucecsenetecehecstcuesssccadaseecucavssedegassecucabussvtccasseeeees Purge Sales Batch HiStory cccccccscessessesseseeseessesseesoesessessesseeseesoesaesaesaesaesausaeesneseasaussesaesseeseusaesaesaesaeuanvanss Purge Sales Archives HiStory cccccssssssssesssessessessessessessesseeseesnesaesaesaesaevnesnsneeseesaeseseuseeseesaesnesaesaesanvanse Purge Cash Batch HIStory ccccescsscestessessesseseeeeessessseseessessesseeseesoesaesaesaesaesansanseneseanaesaesaesseeseusaesaesaesaeuaevanss Purge Cash Archives HIStory ccccscssssessesssseessessesseesessessesseeseesoesaesaesaesaesaeesneseeseesausaesaesseeseesaesaesaesaeuanvanse
118. 59 409605FIVE STAR AUCTIONEERS 1 709703409854 INDEPENDENT BANK MCKINNEY 09854INDEPENDENT BANK MCKIN 1 7 09 03 410714 CHILDRESS BANKING CENTER 437 85 410714CHILDRESS BANKING CENTER 000022 EH 134 E E E eoieic gt N 2 3 i 4160 PROSEARCH 4160 PROSEARCH 7 09 03 004163 PLANT amp MACHINERY INC 485 76 4163 PLANT amp MACHINERY INC 000022 i o 1 7209 0300471 U S CORPORATE SERVICES 4171 U S CORPORATE SERVICES Items are listed in ascending order by Document Search Fast Buttons Trx Details To have the current highlighted item in the grid displayed in detail Anew screen is displayed The associated Revenue Distributions and or the Checks that were used to pay the item may also be displayed Double clicking the particular row of the item also causes the Transaction to be displayed To have a number of different filters set to limit the transactions that are displayed to the grid To have a report generated listing selected Archived Transactions The format of this report is exactly the same as A R Sales Transaction Posting Journals 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 179 Purge History To have the Archived Sales Transaction records purged A range of dates Check Numbers and other filters may be entered thus purging only selected items up toa specified date Totals To compute totals of Archiv
119. 7 Invoice Count Avg days for Receipt of Payment following Invoice Date Ava days for Receipt of Payment following Due Date Total Short Pay Loss Credits given Short Pay Documents Count Each of these periods are defined as follows Year to Date On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the Year To Date amounts for each Customer will be reset to ZERO Last Year On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts Life To Date Since the Customer was added to the system lf your Accounts Manager forgets to execute the Clear Customer Year to Date or Clear Customer Period to Date functions this menu selection just might save their butts In other words executing this function will read through the Archived Sales transactions file and re tally the Current Year Last Year and Monthly Sales Statistics 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 315 A Recompute Customer Sales Statistics Recompute Customer Sales Statistics You should execute this function only if instructed by your Account s Manager Current Year and Last Year Sales Statistics are
120. 7 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Receivable User Help labeled Suppress any Customer Open Credits is offered in the Report Options screen When checked any Open Item Credits on file for a given customer will be suppressed from the detail listed in the Historic A R Aging report April 14 2009 A R Period Analysis Inquiry Report Integrated Help has been introduced to the Period Analysis function April O7 2009 A R Period Analysis Report When the analysis was executed work files were created using the users PID ld If the user left the A R system then returned to the Period Analysis system later if they did not get the same PID number allocated they were not seeing the correct analysis work files Now the 1st 10 characters of the user s signon name will be used in the name of the work files so they will always be guaranteed to see the correct files April 07 2009 User Interface to A R Sales This application has been enhanced to offer the option to have an Exception Edit List generated Only those transactions that have undefined data will be listed This will make it easier to validate and correct the A R system with undefined Customers or A R Revenue Accounts April O2 2009 Print Customer Statements A new filter has been introduced as an option A check box labeled Suppress any Open Credits on file for Customers is offered in the Statement Generation Options screen Whe
121. 7 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 389 6 6 1 Customer Codes Maintenance The R Customer records hold all relevant information pertaining to your customers They are accessed and used extensively from other Series 5 systems including Customer Order Processing Professional Invoicing and Class Registrations Before any aspect of the R PI or O P systems can be used the Customer file s records must be defined The Customer file holds the following types of data that is used for information billing contact information and accumulating sales statistics e Company Name Address and Contact information e Up to 1000 characters of notes about the customer may be recorded e Codes for billing functions including Sales Reps Customer Types Territory Shipping Codes Remit Terms and Tax Codes e A variety of types of accumulated statistics for Period to Date Year to Date and Last Year e A summary of recent Credit Incidents as reported from the A R Overdue Analysis function e A list of any Contact History notes that might have been recorded e Monthly statistics of Sales and Cost for the Current and the Prior Calendar Years e User Defined Demographic Codes You would typically need to set up a customer record for all of your customers It s likely you have a great number of customers that may only make one or two purchases that are prepaid and do not need to be treated as a receivable
122. 7 1 1 Data Directory Structure Each Company maintained on your system will have a directory structure that is separate from one another Important Note The Series 5 system allows you to maintain accounting files for a number of different companies systems The data files for each of these companies should be keptina separate directory structure Sample Directory Structure under Windows This tree diagram shows the structure for 3 Companies defined in this system one of which has been expanded for this display 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help D SHSI_Data Company1 File Edit view Favorites Tools Help Q Back QJ wi s Search le Folders fia Uax I Address D SHSI_Data Company1 YE co Folders x O SHSI_Data so arinface D audit batchjob batchjob data orders orders O rpts arch D docs text Qe spio temp mn import D private D spio D temp O Company2 B Company3 Etc v gt F arinface lt 8 objects Disk free space 42 5 GB 0 bytes My Computer Structures for 3 companies are shown under the SHSI_Data folder Company1 Compan2 and Company3 The Series 5 Control files are stored in the d SHSI_Data etc sub folder The actual accounting data files are stored in the data sub folder within each Companyi directory Archived report
123. 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Documents Number s Select to have All distributions listed regardless of the document number they were generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 341 Include only Distributions for Batch X 6 Code To have only those distributions listed that were recorded for transactions entered under a particular A R Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Distributions for X 6 Customer To have only those distributions listed that were recorded for transactions entered for a particular Customer Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the A R system Click or un click to have the particular type listed or not in the report 6 5 6 Overdue Analysis Reports The Series 5 system A R Overdue Analysis report is generated by examining C
124. 9 SIGN IS TRAILING SEPARATE 59 4 V99 SIGN IS TRAILING SEPARATE 9 8 V99 SIGN IS TRAILING SEPARATE X 3 59 5 V99 SIGN IS TRAILING SEPARATE X 6 9 6 X 20 9 5 X 1 9 1 9 8 X 40 9 18 9 5 Ry 9 7 V99 SIGN IS TRAILING SEPARATE X 18 9 18 9 5 9 5 X 1 9 1 9 8 9 18 9 5 X 8 59 8 V99 SIGN IS TRAILING SEPARATE X 75 9 5 Riis 2007 2014 by Sentinel Hill Software all rights reserved 6 4 5 Accounts Receivable Menu Functions 247 Load Bank Lock Box Cash Receipts If you have arranged with your bank to handle the receipt of Customer payments directly into a Lock Box and subsequently into your account they may be able to provide you with an interface file that contains the relevant Cash Receipts information If this is the case then the Series 5 system provides an interface to load these interface files Cash Transactions will be automatically created within an A R Cash Batch which then can be selected and eventually posted into the Receivables system This menu function provides the means to load Cash Transactions from an external source such as your bank That system needs only to generate a sequential file in a specifically designed format That file is then read and processed to build the Cash Transactions for the Series 5 system Some points to note when interfacing Cash Transactions e The interface file may be processed either to be read to generate a r
125. Accounts Transact gt Customer Overdue Analysis Totals ions from User Systems Using the Series 5 Accounts Receivable can be fun Don t believe it Give it a try History of Enhancements Over the lifespan of the Accounts Receivable system a number of major enhancements and minor fixes have been applied Following is a brief summary listing the most recent items first 2007 2014 by Sentinel Hill Software all rights reserved Introduction 13 New and Different Enhancements and Fixes in A R For 2013 Customer Statements The operation to Generate Customer Statements has been enhanced Now for a given customer multiple Statements may be generated A separate Statement may be generated for each A R User Code Sub Ledger Project or PI Invoice Attention To name that was assigned to the Sales Transaction associated to each Open Item for the customer A new property in the Customer s A R Profile tab sub screen is used to identify how and if multiple Statements are to be generated As an alternative now for a given customer the items listed on their Statement may be grouped by each A R User Code Sub Ledger Project or PI Invoice Attention To name that was assigned to the Sales Transaction associated to each Open Item for the customer Anew property in the Customer s A R Profile tab sub screen is used to identify how and if grouping it performed For each group reported a sub total is printed Mar 15 2013 Cu
126. Accounts Receivable Menu Functions 225 Cash Receipts Transaction Maint Cut Transaction Copy Transaction New Modify Delete Delete All Transactions Edit Cash Batch Properties q The edit list or posting journal when generated if archived will be catalogued with a report name of CASH_XXXXXXnn LST or CASH_XXXXXXnn JRN where XXXXXxX is the Journal Entry session code The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details 6 4 2 3 Cash Transaction Data Screen When adding a new Cash Transaction it is important to note that there are four types that can be recorded e The first and most common is that for cash received to be applied to any number of the customer s receivables invoices on file from the sale of goods These are referred t as A R Cash Transactions e The second is for cash received for Balance Forward Customer Those that are so flagged carry a running total of receivables from month to month e The third is a special case used solely for applying previously entered Open Credits to individual customer invoices e And finally for cash received for Non Receivable items such as payroll overpayments the sale of furniture of capital equipment etc These are referred t as Non A
127. Amount 2 lf the Accounts Receivable system was configured with only one Miscellaneous G L Account then when entering the Revenue distributions for this transaction you will not have to include this amount in any distributions that are made The system will automatically generate a credit to the default account specified Freight Amount 9 999 99 Enter the amount to be recorded as a Freight amount When the associated Open Item record is generated the sum of the Miscellaneous Freight and Tax amounts are recorded as Amount 2 lf the Accounts Receivable system was configured with only one Freight G L Account then when entering the Revenue distributions for this transaction you will not have to include this amount in any distributions that are made The system will automatically generate a credit to the default account specified Tax 1 and 2 Amounts 99 999 99 Taxes are automatically computed on the sum of the Sale Amount plus the Miscellaneous Charges Taxes are not computed on Finance Charges The Tax Codes used are those that have been established for the Customer You will not have to include Tax amounts in any distributions that are made The system will automatically generate a credit to the G L accounts associated to the Tax codes Prepayment Amount 99 999 999 99 For Prepaid transactions the amount that was prepaid This might be the amount paid by a credit card a check or cash It could be over or under the amount of
128. Bill Code Mapping file because for production purposes their credit card fields are required for invoicing Fields Cleared Archived Sales Transactions e Credit Card numbers are set to XXXX XXXX XXXX 1111 e Expiry dates are set to 12 06 2007 2014 by Sentinel Hill Software all rights reserved 6 3 6 3 1 158 Series 5 Accounts Receivable User Help Inquiry Functions The topics in this chapter describe functions and procedures that are a available under the Trx Inquiry Options drop down menu on the Accounts Receivable menu These menu items are used to perform assorted screen inquiry functions In particular the function to query the Open Items Check History and Invoice History of your Customers is found here These functions are available from the A R Menu Bar as shown D SHSI Series V Accounts Receivable File PSG Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help Customer Open Item Inquiry Rev 5 08 AJR Distributions Inquiry cae tinel Hill Software PCA Historic Sales Archives Historic Cash Archives July 20 2008 09 58 AM Purged Open Item Inquiry AJR Period Analysis veany oprana j o mronthly Operations 7 Year End Operations 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites These Scheduled Menu items will be due for selection in the Near Fy Customer Open Item Inquiry The Custome
129. Bz highlighted in the gri Generate a report li Sales Batches alre Active Batches by Create Date most recent first Search Edit an existing Sales Batch by double clicking it s associated row Standard Series 5 grid controls apply You may choose to have the Batches in the grid displayed sorted in a variety of different ways Click on the List by list box to select the desired sort Define Cash Baus s aitaa Operational Tip You can select to list only the Active Batches or only the Postec Batches to reduce the items actually being displayed ALL by Create Post Date eo 11Posted Batches 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Accounts Receivable User Help Sales Batch Properties Screen The properties for each Sales Batch are defined with the following screen Sales Batch Maintenance Sales Batch 000093 Modify the Properties of Sales Batches are used to group the entry of Sales Transactions entered into the A F Control totals may be specifed as an option Sales Batch Status ACTIVE Created 10 31 08 16 03 PM Author PROFESSIONAL INVOICING Earliest Transaction Date 10 08 08 Latest Transaction Date 10 08 08 i Batch Totals Transactions Total Value Expected 4 5 764 75 Default Ledger Date 10731708 m Entered 4 AR Control Account Document Entry Contol Lim
130. CA for out of town speakers with arrival the night prior to your presentation Attachment s D Sentinel Hill Customers Microsoft Proposal April 2008 doc DOOS S S S Cd Message Pseudo Variables The body of the text message to be emailed may contain a number of different pseudo variables When the message is sent they are replaced with the applicable text as derived from the Customer properties record The following variables are available W CUSTOMER CODE _ Code assigned to the Customer X V CUSTOMER NAME Customer s Company Name ADDRESS LINE 1 Address line 1 ADDRESS LINE 2 Address line 2 X 40 2007 2014 by Sentinel Hill Software all rights reserved 40 name X Accounts Receivable Menu Functions 259 Vas pepion OO Je ADDRESS LINE 3 Address line 3 xeo ADDRESS LINE 4 Address line 4 CUSTOMER CITY City State on file for the Customer 15 r STATE CUSTOMER PHONE Customer s Phone 999 999 9999 999 9999 CUSTOMER FAX Customer s FAX 999 999 9999 PWVSALESMAN NAME Customer s Sales Rep Name OUTSTANDING Customer s Balance Owing BALANCE ao 999 999 99C R CREDIT LIMIT The Credit Limit that has been 99 999 999 assigned LAST PAYMENT DATE The Date the last payment Month DD YYYY Received LAST ORDER DATE The Date of the Last Purchase Month DD YYYY Bulk Email Message Screen Field D
131. CER 2 23 08 COE associated record edited aoe on ltk Spine E IT H esl 2230 can be executed Smear NT FEE IT C ae a a cc E st laccnueo expenses uns alapaccn zens O aO SSS Peete O LT a BT items displayed in the arid PEA Status bar displays the Sot NOOO O i Option and the current Search Field and String Items are listed by order entered List By or View Options Menu In those grid applications where the items may be displayed using different sort criteria click on View in the menu bar for a drop down menu of selections or make the selection from the List By drop down list 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 55 Trial Balance Preview Report File View Help Trial Balance Preview Report G v Order by Account G L Trial Balance Inquiry Report Build Order by Profit Center Acco Order by Description Order by Type Order by F S Code 1 Order by F S Code 2 Ll Order by F S Code 3 w Order by F S Code 4 G L Account Order by F S Code 5 Order by F 5 Code 6 Account Description Order by 5 5 Code 1 or Order by 5 5 Code 2 Order by 5 5 Code 3 Order by 5 5 Code 4 k G Fin Stmnt Code 5 Order by 5 5 Code 5 gt A Fin Stmnt Code 6 Sup Sched Code 1 Sup Sched Code 2 Sup Sched Code 3 Sup Sched Code 4 Sup Sched Code 5 Order by 5 5 Code 6 043 4010 040 R a Trial Balance Totals Openin
132. Codes may be numeric or alphanumeric If using numeric codes when a new customer is added to the system the operator can strike the F1 function key to have the Next Numeric Customer Code automatically assigned At that point this field will automatically be incremented Next Credit Finance Charge Document Number 9 8 Different functions in the Accounts Receivable system may automatically generated Customer Credits or Finance Charge transactions You need to be careful about the assignment of Invoice numbers Credit document numbers and Finance Charges document numbers Basically each Sales Transaction should have a unique document To make sure there is no conflict when Credits are automatically generated in both the P I and R systems or when Finance Charges are generated this field will be used to assign those numbers The value entered here should be something like 990000 This allows you to enter 10 000 credits and finance charges and up to 990 000 Invoices without causing a conflict 2007 2014 by Sentinel Hill Software all rights reserved 478 Series 5 Accounts Receivable User Help Next Non AR Cash Check 9 8 Customer Cash Receipts may be recorded as Non AR Cash If the Customer Code has the as the 1st character then that is a special customer that is to be used to record Miscellaneous invoices or cash receipts In this case then the system will automatically assign the Check to the Cash Receipt This field
133. Customer Data Export functions display a filters screen that provide a number of different selection parameters If you are wanting to select only a few customers that satisfy a particular set of criteria it s quite possible that it can be done using this screen In particular the following values may be used to refine the selection of Customers e Customer Account Balance 2007 2014 by Sentinel Hill Software all rights reserved 414 Series 5 Accounts Receivable User Help e Customer Sales Totals e Call Back Dates e The last Date that a Customer Payment was received e The last Date that an Order was placed Customer Maintenance Exporting the Customer Master file _ Export Filters Customer Select Filters Demographic Selects Field Selection Export Options Specify options for the report E4 With Customer Account Balances With Cash Receipts C Not Considered Not Considered Greater Than Not Received Since 6701708 _ C Less Than or Equal To C Received With Sales Having Orders Not Considered Not Considered C Petiod ToDate gt 10 000 Not Placed Since 10701708 m Year To Date s Be Placed C Last Year L With Bad Credit Incident s r With Next Call Back R Not Considered Of Type Reported C Not Considered _ izoizo8 C Occurence Scheduled Between me m Not Occurring Since 1701 06 m Generic Customer Selection Filter
134. D Stats CR Incidents Contacts Monthly Sales Demographics These items are used to record special information about your customers In some cases you may assign more than one code to each field Company Size Lance da Large gt 10_ lt 200 Employees Geograph Region NAFTA North America Industry Code DATAT s Data Processing Mascot s DOG FISH PANDA oo SAS Level Ma 1 Under 4 000 Update Cancel Customer Demographic Codes Screen Field Definitions Xxxxxxx Code Single Value X whatever For those codes that are allowed only one value the field is presented A Lookup Icon is also displayed if you wish to select the given code from a list Xxxxxxx Code Multiple Values X whatever When the Demographic code is defined as allowing multiple values to be assigned to each customer then a slightly different field is displayed To edit the list of codes click the c edit icon and from the window displayed you can double click a particular item in the left hand side of the screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 413 Select Mascot s Select items to be associated with 235442 Advance Construction System Available Mascot s Selected Select All gt lt Clear All Add gt lt Remove 6 6 1 9 Reporting amp Exporting Filters Screen The Customer List Report and
135. Daly feat acted E E ea Nie ae aes dena 310 Reset Customer Balances cccccccecessestesseseeseessesseesoeseessessesseeseeseesaesaesaesaesaeesnsnneneesaesaesessesseesaesoesaesaevaevanse 312 Recalculate Customer Sales Statistics 0 ccsssssessscsssessesseeseeseesessessessesseesneseeneesoessessesseeseesaesaesaesesanvanes 313 Recom pute Item Due Dates ccc scenesnessesseseeesesseeseseesessesseeseesoesaesaesaesaesaeeseesneseesausaesaesseeseesaesoesaesaevanvanse 315 Rebuild Open Apply Balances cccscsscessesesseeseesseesesessessesseeseesoesaesaesaesaevaeesneneeseesaesaesesseeseesaesaesaesaeuanvanse 318 Re Generate A R Distribution ii cise socecccececzcecccaeseessnceeceesiesectesteccnsseceeneeteereacteanssceteeuezoedenccezeejtseeueedesenneysieeaneziece 319 5 Reporting FUunCtOnS es c ccssiothies cece ceded cenctn tien sth seven ecdednecedeusuenscttveeetaesvenselevescdueuverctiarvenstes 322 A RAging Re port 2ai3 3 225 E ee ee ee ae 323 Historic A R Aging Re port iiccscccc aeaa aaan aaa aa iaaa araa eaa a Kea ea aaa eaa a aaa a a aaa aaaea aeaa dai 330 Purged Open tems Report uuu ccscscessessesseseeseesseesesseeseessessesseeseesoesoesaesaesaeseesesneeseenaesaesaeuseeseesaesaesaesaesanvanse 336 Open Invoice WorkShe et ccccesesssessessevseeseeseeseeseessesseeseeseesoeseesaesoesaesaesaeeaeseessoeseesaesseseuevsneaneanenausaesansaneaes 336 A R Distribution Re port ccccscesssssessessevsnsseeseeseessessessessesseesoesnenoesee
136. Due then an Open Credit is generated When the interface to the A R Cash Batch is completed either an Exception Journal or a Full Posting Journal may be generated Mar 25 2010 Customer Properties Maintenance New fields have been added to the Customer Master records Previously each customer had a single email address field Now that email address will be designated as the Company Email Address and each of the two Contacts that may be defined now have their own Email Addresses Upgrade Program Must be Executed Existing users must have an Upgrade program executed to have applicable data records rebuilt accordingly After installing the update you must select User Functions from the menu on the Series 5 Main Menu screen and select the Upgrade A R function and specifically choose to upgrade the Customer file and the Customer Templates Also the check box on the R Profile Tab screen labeled Automatically Email A R Statements and Invoices has been changed to a drop list The option has been enhanced to indicate for the customer whether or not their Invoices and A R Statements should be emailed and to which email address Currently only the Professional Invoicing system can automatically have it s invoices emailed Feb 24 2010 A R Period Analysis Report Inquiry Normally this analysis may be executed for Calendar Months Calendar Years G L Fiscal Periods or G L Fiscal Years If you do not have the Series 5 General
137. E Semi Monthy Z Quarterly i 7 Suppress Customer Statements with a ZERO Balance V Email Statements to qualified Customers as an attachment 7 Suppress Customer Statements with a CREDIT Balance r Open ltem Filters Select Open Items Sort by Since Up to and Aged as of sal m Document Date Apply To Number Only Items 3 16 13 G s Suppress Aged Items For 4 R Control Account s No list ALL items Less than 60 days old All Less than 30 days old D Less than 90 days old Selected E Suppress any Open Credits on file for Customers Z Print Aged Totals F Print Remittance Stub Comments to be printed on each Statement F Print Open Item document Reference Line 1 E Print sub totals for each unique document Apply T o Number Line 2 When generating the statements the operator is also presented with the standard Customer Select Filters screen 10 and Demographic Selects screen These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The Series 5 applications provide a variety of different printing options Default Statement Print Output Options Aprint options screen is presented when Statements are generated The system may be configured to present the print options screen with the selections that would always apply for when statements are generated Av
138. EEE a etsy Modify Modify the A R Te ss W Aini m the AR Te Code highlighted i grid Items are listed in order by Code Search A Generate a report the A R Terms C already on file Edit an existing A R Terms Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the A R Terms Codes on file if archived will be catalogued with a report name of TERMCODE LST A R Terms Code Properties Screen The properties for each A R Terms Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help i Terms Codes Maintenance Terms Code Modify the Properties of Terms codes are used for determining the Due Date of Sales Transactions The description is displayed on assorted screens and reports Terms Code R Description NET 30 DAYS r Due Date Calculation Method Days past the Invoice Date OA specific day of the next month OA specific Month Day in the future of Days Due after Invoice Date 30 of Days eligible for Discounts Discount 53
139. Entry Cash Receipts Entry Load Sales Trxs from Spsheet Load Sales Trxs from Seq File Load Bank s LockBox Cash Trxs eS N TE mpe a hee Interface Users Sales Options Screen The following screen is presented when interfacing the user defined Sales Transactions 2007 2014 by Sentinel Hill Software all rights reserved 238 Series 5 Accounts Receivable User Help Import Sales Transactions fi Load Sales Transactions from Spreadsheet CSW or Tab Delimited with optional Journal USRINTAR JRN Interface Options Print Options Import Options About Importing Specify selection options for interfacing User Sales Transactions to a Sales Batch You may generate an Interface Journal or Interface the Transactions or perform both of these functions Print an Interface Journal Edit List Interface Transactions to a Sales Batch No Exceptions Only Full Detail Report Sales Transaction Interface Record to Sales Batch 144114 Strike function key F1 for the next system assigned Batch Ledger Date 2706713 M3 A R Control Account 3 0003 0100 040 ACCOUNTS RECEIVABLE Default Input From Folder You would typically always have the interface file that is generated from the invoicing or order entry system deposited into the same folder As such it would be nice to have this interface function load the file without the operator having to hunt for it Avariable may
140. Execute Queue gt Each Processor Utility may be set up to service jobs generated for a particular Company Systems gt Each Processor Utility may be set up to service jobs generated for a particular application gt An Execution Log screen is available that displays the last 10 jobs that have executed gt The window within which the Job Processor executes can be toggled between two sizes In Expanded mode it shows the details and log of executing jobs In Brief mode it just shows a small general status screen Launching the Series 5 Batch J ob Processor Utility From the Batch Job Manager screen 1 Click on Start Batch Processor from the File drop down menu A prompt will be displayed confirming the launch of the Job Processor 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 91 Batch Queue Jobs Manager Edit Yiew ShowMe Help Properties Queued Batch Job Service Handler All eligible jobs for the Company and Batch Execute Queue that you will select will be executed From this terminal 4re you sure you wish to proceed Start Batch Processor Terminate Batch Processor Purge Completed Jobs Edit Selection Options 1 00000061 Clear All Prior 2 Click the Yes button then the Job Service Handler screen will be displayed and you will be able to set a number of filters that are used to select particular jobs that are to be accepte
141. IP and RECAP files are for the same set Also have the correct invoicing forms ready in the designated printer when applicable Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Launch this Wizard Click on the Launch this Wizard push button to have it started As each step is executed it s status is displayed in the table 2007 2014 by Sentinel Hill Software all rights reserved 150 Series 5 Accounts Receivable User Help Processing Wizard 1 2 Make sure you have the interface files in the correct directory and that both WIP and far a RECAP files are for the same set Also have the correct invoicing forms ready in the E c 4 designated printer when applicable i Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Pressed wih te Wen Step tac Completed Completed Completed lt NEXT Step As each step is finished you must click on the Proc
142. Item detail is to be also exported to an Excel spreadsheet or a tab delimited text file When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Include Open Items Past the Specified Aging Date Select the check box if any Open Items that are dated past the specified Aging Date are also to be listed in the report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 333 Select the check box if you DO NOT wish to have any Customer s Open Credits On Account items listed Suppress Aged Items radio buttons Select whether to have recently entered items suppressed or not The periods listed are No list ALL Items derived from setting defined by the A R Control Preferences The date used to be tested is either the Item s Invoice Date Ledger Date or Less than 60 days old Due Date depending on the Aging method Less than 90 days old selected With User Code s radio buttons and X 6 A R User Codes may be entered with Sales transactions These are recorded with associated Open Item records To include only those Open Items that have had been assigned a specific range of A R User Codes Click to include All or just those items with a selected range of codes All Open items are selected regardless of their A R User Codes Selected Specify a starting and ending User Code for with items will be included
143. Item records have been purged If you suspect that this file is incomplete or damaged it may be rebuilt using the Rebuild Open Apply Balances function under the A R s Operations sub menu REOCCDST XXxX Holds the Reoccurring A P Transaction Expense Distributions records OVW 1nnnn XXX This is a work file that is created when the A R Overdue Analysis function is executed The nnnnis the PID of the user that ran the analysis OVWennnn xxx This is a work file that is created when the A R Overdue Analysis function is executed The nnnnis the PID of the user that ran the analysis PROMCODE XXX Holds the master A R Promotion Codes records PURGEWORK XXX This is a work file that is created when the A R Purge Accounts Receivable function is executed REMITCOD XXxX Holds the master A R Remit Codes records SALESBAT XXX Holds the A R Sales Transaction Entry Batch control records SALESMAN XXX Holds the master A R Sales Representatives records SBbbbbbb Xxx These files hold the A R Sales Transaction Batch Pointer records They point to A R Sales Transaction record that belong to the Sales Batch bbbbbb This file remains on the system only until the associated batch is posted SLSDSTFL XXX Holds the Revenue Distribution records associated to the A R Sales Transactions that have been entered These records remain on the system until purged This file tends to become rather large if you have a great number of Sales Transactions bei
144. June 02 2009 3 Main Menu User Logon 2007 2014 by Sentinel Hill Software all rights reserved Introduction When a user fails to logon after 5 attempts of entering their User Code and Password the system exits Now as well an entry will be recorded in the User Access Log file April 04 2009 Encryption Decryption Function A new subroutine has been developed that provides the functionality to encrypt and decrypt data fields The algorithm used is based on a Vigenere Cipher This would be considered a strong encryption The subroutine is made available to any Series 5 application that requires encryption of any given data record field March 11 2009 Series 5 Grid Management Screens In any of the Maintenance or Transaction Inquiry routines that listed items in a grid whereby a given item such as a Customer Code or a G L Account could be selected lf there were no item on file to be listed sometimes transactions for the next item on file were being displayed but the entry field was not being updated This problem has been fixed Also now a message will be displayed indicating that no records were found for the item entered but the next highest item s items were being displayed Feb 03 2009 For 2008 Using AcuGT Rev 8 1 With the recent release of Rev 8 1 of AcuGT we have discovered that the INTEL native mode on certain occasions cause Memory Access errors The batch file used to compile programs S5 util s5_g
145. L Account along with their respective distributions Some of the features of the Inquiry function are as follows e Specific Types of Distributions may be selected for display e G L Accounts may be selected to have their Distributions displayed e A function is provided that will compute the total Debits and Credits for each type Distribution using a variety of assorted filters e A function is provided that will export distributions to an Excel spreadsheet or a tab delimited text file e The AVR Distribution report may be generated from the inquiry grid screen A R Distributions ONLY those distributions that have NOT been interfaced to the G L system are available for display Once interfaced to the G L they should be deleted so as to ensure that they will not be interfaced a 2nd time An option is provided with the interface function to have them automatically deleted The AVR Distributions Inquiry function is launched from the A R Menu s Trx Inquiry drop down menu SHS Series V Accounts Receivab lieetelieg Operations Reports Ce Customer Open Item Inquiry AJR Distributions Inquiry Historic Sales Archives Historic Cash Archives Purged Open Item Inquiry 6 3 2 1 Distributions Inquiry Grid Screen A R Distributions for a selected G L Account for selected Types are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific G
146. L Accounts Credit and Overdue Options Select options for controlling the Aging of Receivables and the calculation of Finance Charges r Open Items Aged by Finance Charges Invoice Date 0 000 on amounts up to oT Due Date 0 000 on amounts over r Aging Periods Minimumi Change Hof Days Description of days an Invoice is considered po Period 1 30 30 DAYS to be Past Due for Finance Charges Period 2 60 Period 3 90 Past Due Aged by Period 4 j O Invoice Date Due Date Update Field Definitions Open Items Aged by radio buttons This option defines how customers Open Items are to be aged by the R Aging Report and Statement printing functions Select from either the Invoice Date of the item of the Due Date Invoice Date Click the applicable button for the desired results k Due Date Aging Periods of Days 9 3 Customers Open Items are aged by computing the of days between the current date and either the Invoice Date of the Due Date Aged items will be categorized by falling into 2007 2014 by Sentinel Hill Software all rights reserved 480 Series 5 Accounts Receivable User Help any one of 4 periods that you define by these fields Aging Periods Description X 12 You can provide a brief text description for each of the Aging Periods This appears on assorted reports Customer Statements and assorted screen displays Fi
147. L account number 2007 2014 by Sentinel Hill Software all rights reserved 166 Series 5 Accounts Receivable User Help From the Fast Buttons frame push buttons are provided that can be used to display Distribution Type Totals Set Display Filters generated an R Distribution Report have items Exported and have items Purged A R Distributions Inquiry Grid i F A Distributions Inquiry DR File Yiew Edit Help FZA Distribution Inquiry These are the G L Distributions that have been generated from the F A systems but have not yet been interfaced to General Ledger E3 2 Distribution Type forAccount C 200 95 000550 00 100 vta aat a ajaja Accumulated Depreciation S Accum Depr Automobiles 813 08CR 9 30 07 0 00 00 1 M0512001 qvoovoo 1 M0512002 10 31 07 1 M0512001 s sesan osio 103107 1 M0512002 10 31 07 10 31 07 1 M0705001 1130o7 11 30 07 1 M0512002 12 31 07 1 M0512001 12 31707 1 Mo7o5001 s esn wawo wawo 1 mos12001 ssca 1308 vsivog 1 Mo512002 1 278 01CR 1431 08 131 08 1 M0705001 2 29 08 1 M0512001 DPCM 27 Distributions Total Debits Total Credits 20 910 90CR Net Total 20 910 90CR Asset Expense Distributions in ascending order by Ledger Date Search for ojo O E O e oO ojo o mim m m m m m mim m e e i F p oO m uv The Fast Buttons frame provides the push buttons to have items printed purged exported or to di
148. Limit Clear Customer PTD Clear Customer YTD Reset Customer Balances Recalc Customer Sales Stats 6 4 17 1 Load Open Items Grid Screen Open Items for a selected Customer are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific customer 2007 2014 by Sentinel Hill Software all rights reserved 302 Series 5 Accounts Receivable User Help selected either by Company name or be Customer code From the Fast Buttons frame push buttons are provided that can be used to have Open items Added Modified and Deleted Also a list of Open items may be generated and Open tems may be Imported or Exported to an MS Excel spreadsheet Customer Open tem Load Grid Mi AMR Open Items Load File View Edit Help Initial Load of A R Open Items Select to add modify or delete A R Open Items Items may also be loaded from spreadsheet DISTRIBUTIONS FOR THESE ITEMS ARE NOT RECORDED OR UPDATED Exit Z 2 COURT RECORDS RESEARCH INC Customer 001461 v aA at ey PE ORDE PESEAAN List by Doc Date by Cust Code v fast n arava P aroos 2 0 09 Customer Totals Invoices 178 25 Credit Memos Debits Net Total for 6 Items For the Customer Code items are listed by Document Date The Fast Buttons frame provides the push buttons to have items printed or exported or to display an Aged Totals Summary screen for the sel
149. Line Help The Accounts Receivable system now has On Line Help You can access these help files from the application s screens or menu bars Aug 2008 New and Different Enhancements and Fixes in all Series 5 Systems amp For 2014 Support for Office 365 The printing routines and the import export routines have been enhanced to provide support for MS Word and MS Excel in Office 365 Oct 01 2014 Series 5 User Logon Profile Maintenance A new property has been introduced to the Series 5 Logon User s profile You may now specify the Default Import Export File type for each user When Importing or Exporting data the selected default will now be automatically set The Import Export 2007 2014 by Sentinel Hill Software all rights reserved Introduction 25 routines has been revised to use the specified default Mar 26 2014 For 2013 a Generating Documents and Reports as MS Word Documents When output is generated as an MS Word Document an entry in the runtime configuration file is used to define the output orientation font name font size and where applicable a Template The system has been enhanced to now provide for 40 character font names and template filenames Increased from 25 characters July 03 2013 Attach Supporting Documents function The ability to attach documents to different Series 5 Transactions Master Code records has been enhanced You may now attach an HTML file or a link to a Web Page Als
150. M 108 RM TSM 109 RM TSM A N HOLMES C H AGUERO E J ROBINSON E L MAGUSIAK F M CANCINO G G SORENSEN G L CONRAD J A MCDONELL J P CASEY LAURA ROBINSON LM BONILLA 110 RM TSM 200 DNA DOCUMENT RESOURCES ASSUMED N amp ME LOCAL ASSUMED NAME REMOTE BANKRUPTCY LOCAL BANKRUPTCY REMOTE CTY COURT RECORDS LOCAI GoTo Key Select a particular code by navigating to it in the window and double clicking the row or clicking the Select push button To exit the Lookup window without selecting an item click on the Cancel push button gt A Search window may be activated by clicking on the ta binoculars icon Move through the codes in the window by clicking on the grid navigate bar icons on the right or the cursor up down keys or the Page Up Down keys If you know the 1st few letters of the code you are wanting you can type these and the grid will redisplay showing the item closest to the Goto Key that you have typed To reset the Goto Key string strike the ESC key of click the Reset pushbutton 2007 2014 by Sentinel Hill Software all rights reserved 68 Series 5 Accounts Receivable User Help j108 108 RM TSM A 40 109 109 AM TSM 40 10ANH AN HOLMES 10 1OCHA CH AGUERO 10 10EJR EJROBINSON 10 10ELM E LMAGUSIAK 10 10FMC F M CANCINO 10 G L CONRAD LAURA ROBINSON LM BONILLA 110 AM TSM p we pay 40 a a G L Account Lookup Window For Lookup windows offering a G L Account to b
151. MNT DOC 21 KB PLEASE DIRECT THIS EMAIL TO YOUR ACCOUNTS PAYABLE DEPARTMENT The attachment to this message provides a detailed account of your purchases and payments with Modern Video World as of Tuesday March 31 2009 To keep in good standing with our credit department please remit your payment for any outstanding amounts due at your earliest convenience Thankyou for your attention to this matter The statements when emailed are generated as MS Word documents Automatic Sending of Emails Emails are sent using calls to Microsoft s Outlook library A Microsoft security feature exists with Windows 2000 XP and Vista that warns users that non Microsoft products are attempting to automatically send emails When the following screen is displayed you would have to wait 10 seconds 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 277 then click the Yes button to have the email delivered Microsoft Office Outlook A 4 program is trying to automatically send e mail on your behalf Do you want to allow this If this is unexpected it may be a virus and you should choose No oT To bypass this annoying security feature their are a number of 3rd party products that can be purchased and installed on the user s PC One such product is called ClickYes Pro that can be purchased by visiting www ContextMagic com If you purchase this utility
152. Open Apply Balances File Rebuild the 4 R Open Apply file records You should execute this function only if instructed by your Account s Manager The 4 R system maintains a file that holds a record for every Open Item Apply To that has been entered These records are used by the Cash Receipts Entry application to present the list of those documents that are eligible to have Cash applied They also provide information to the Overdue Analysis Reports and the Open Invoice Worksheet Should you have reasons to believe that these functions and or reports are not presenting accurate data this function will rebuild the file by reading through the A R Open Item file and all unposted Cash Receipts To proceed with this function type the word PROCEED in the field provided Loo and click on the Rebuild the Open Apply File button below If you do not wish to have the file rebuilt click on the Cancel button Rebuild the Open Apply File Cancel 6 4 22 Re Generate A R Distributions This Accounts Receivable function is used to re generate the A R Distributions that would normally be created when Sales Transactions and Cash Receipts are posted from their respective data entry operations It is meant to be used in the event that your A R Distributions file becomes corrupt or if the A R Distributions Purge function was inadvertently executed before them being posted to the General Ledger system It re creates the distributions by reading
153. PTD YTD Stats tab screen of each Customer s properties When the Series 5 Accounts Receivable system is initially installed all outstanding Open Items for your Customers would have been loaded using the Load 4 A Open Items operation At that time this function should then be executed to have each Customers Account Balance amount computed You may also execute this function if you have any doubts about the reported Balance Due figures for any of the Customers This function may be run at any time To proceed with this function type the word PROCEED in the field provided and click on the Set Customer Balances button below If you do not wish to have the file rebuilt click on the Cancel button Set Customer Balances X 6 4 19 Recalculate Customer Sales Statistics In the Series 5 Accounts Receivable system each Customer s property records has fields that maintain assorted totals and statistics Year to Date and Last Year and monthly figures of Sales and Costs of Sales As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed 2007 2014 by Sentinel Hill Software all rights reserved 314 Series 5 Accounts Receivable User Help ACCUMUIALED alalisics Period To Date Year To Date Last Year Sales 446 626 73 sE o sE o Costs Commissions Highest Account Balance 137 664 57 3 01 0
154. Payments Last Month 5 oo gt Payments Last Month 4 gt Payments Last Month 3 oe N gt Payments Last Month 2 7 Ee r gt ee E O3 M 4p wn D ei ei a a oa u 2 v 3 w _ X O5 Yy O8 z O7 M CA T Oa O0 AD Ooa E ca A O3 G oj S S gt Payments Last Month 1 2007 2014 by Sentinel Hill Software all rights reserved 6 5 7 5 Receivable Reports Non AR Cash Report The Series 5 system Non A R Cash report lists all Non A R Cash transactions that have been entered for the selected filters Items are listed sorted by the assigned Check Number non zero balance For each item the Original Amount the Balance Due and any Discount Amounts are listed Itis meant to be printed and used as a worksheet to be marked up to match any Cash Receipts to the items that would be marked as paid This might then be given to a data entry clerk along with any cheque stubbs to be used when entering cash in the A R s Cash Receipts Entry operation Accessing the Non AR Cash Report Codes Maintenance Purgini AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non 4 R Cash Report Sales Archive Report Non AR Cash Report Options Screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable M
155. Promised to Pay Balance Due Comment CR Reported on Overdues of 849 166 14 Overdue CR Rpt CR Reported on Overdues of 849 166 14 Overdue CR Rpt CR Reported on Overdues of 600 696 85 Add New Contact Item Scroll Back In Time Reset Display Cancel The list of Customers report that may be generated from the Customer Maintenance application has as one of it s selection options the Next Scheduled Call Back It also provides for the inclusion of customers that have or have not has a Credit Incident recorded since a particular date As such the Customer Listing report provides the means to generate a Customer Call Back list A R Overdue Analysis Function These fields are updated when the Overdue Analysis function is executed for Credit Warnings Credit Notifications or when Writeoff Credits are issued And then only if the option to record the even and or update the Last Credit Incident fields is checked Customer PTD YTD Statistics Screen Field Definitions The credit incident is generated and recorded to these fields when the A R Overdue Analysis report is generated When that function executes it either produces a list of the customers generates a notification letter or automatically generates a customer Credit The event is recorded in the applicable row of the table 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 409 Credit Incidents Date Type
156. Purge Cash Archive History Purge Historic Open Items e a 6 8 Control Option Functions The topics in this chapter describe functions and procedures that are a available under the Control Options drop down menu on the Accounts Receivable menu These menu 2007 2014 by Sentinel Hill Software all rights reserved 474 Series 5 Accounts Receivable User Help items are used to set up control options and user access rights to the application These functions are available from the A R Menu Bar as shown E SHSI Series V Accounts Receivable BAR Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Keena e Window Help 4 R Control Preferences shes JAE Define Demographic Codes Sentinel Hill Software PCA User Access Privileges July 20 2008 09 58 AM My Scheduled Menu Items Accounts Receivable 6 8 1 A R Control Preferences The R Control Preference function governs the overall structure of the A R system for the specific Company System that your are signed on with Accessing the A R Control Properties for the first time When setting up the system for the first time a message will be displayed advising you that the AR Control is not available Click the Yes button You will then be advised of an Error 35 At this point you need to click the Yes button again to proceed SHSI Series V Main Menu The AR Control File is not available Either you are positioned in
157. R Cash Transactions Depending on the the type of customer or the type of cash receipt required different screens will be presented Cash Receipts Entry Transaction Tab Screen Some points to note when adding a Cash Receipt 2007 2014 by Sentinel Hill Software all rights reserved 226 Series 5 Accounts Receivable User Help If the the full amount of the check is to be applied to a single invoice you can initially enter the applicable Invoice and the system will default all subsequent fields that it can automatically selecting the correct document to be applied to Make sure to enter the Check Number as this is used as part of the key that stores the Cash Transaction for the Customer The transaction will default to one that is for cash to be applied as AR Cash If this is not the case then be sure to click the Non AVR Cash radio button lf the first 7 characters of the Customer Name is NON R the system will assume that the transaction being entered is a Non A R Cash transaction In this case the system will automatically assign a Check Number that is determined from the A R Control Preferences 7s Enter the dollar amount of the check that is received not the amount of the Invoice that is to be paid off The Cash Account will default to the account that was set up for the Batch If you need to create a Cash Transaction to record only a Discount or an Adjusting Allowance amount enter ZERO for the Check Amo
158. Receivable Menu Functions 191 Er Cash Archive Inqui an Check 00008743 for Customer 090210 90210 PRODUCTIONS Bel Bi AJR Cash Receipt From Cash Batch 002973 Posted 10725793 Check 00008743 Seq 11191100 From Customer 90210 PRODUCTIONS 15001 CALVERT ST VAN NUYS CA 91411 Receipt Date 10 25 93 Ledger Date 10 25 93 Method O Tems N NET 30 DAYS Check Amount 678 75 Apply To Amt Applied Cash Account 000 00 330010 41 000 ACCOUNT NOT ON FILE Reference 00294041 PAYMENT CHECK NO 008743 678 75 Total Applied 678 75 Total Credited 678 75 Add View Attached Document s 6 3 5 Purged Open Item Inquiry The Purged Open Inquiry function provides a Customer inquiry displaying all Open Items that have been purged from the Accounts Receivables Purged Open Items Customer Open ltem records are Purged when the Purge Accounts Receivable ze8 operation is executed Basically the Open Item records are copied to a Historic Open Items file There is a function available from the A R Menu s Purging drop down menu labeled Purge Historic Open Items that actually deletes the Historic Open Items from the AR system Do not confuse the function to Purge Accounts Receivable with those functions available from the A R Menu s Purging drop down menu Any other function in the A R system that Purges data will actually delete records from the system Some
159. Revenue Account or Salesman code or those invoices that are already in the A R system Sales Transaction Batch Code X 6 This is the code assigned to the Sales Transaction Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key Ledger Date mmddyy If not provided by the interface file when Sales transactions are generated this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used AR Control Account 9 18 9 5 If not provided by the interface file when Sales transactions are generated the A R Account entered here will be automatically assigned 2007 2014 by Sentinel Hill Software all rights reserved 240 Series 5 Accounts Receivable User Help Sales Transaction mport Data Format The following fields are input from an Excel spreadsheet a tab delimited text file or a CSV text file The input file by default is named UserSalesTrxs XLS Excel Field Format Column Record ID 1 Transaction 2 EN Document Type Apply To Number if Zero defaults to the Document Number Customer Code Document Date W Due Date if Zero computed based on Customer Terms Ledger Date MMDD YY if Ze
160. SER INV FILE LABEL RECORDS ARE STANDARD 01 USER INVOICE RECORD 1 03 USER INV REC TYPE 03 USER INV DOC NUMBER 03 USER INV DOC TYPE 03 USER INV CUSTOMER 03 USER INV APPLY NUMBER 03 USER INV DOC DATE 03 USER INV AMOUNT 03 USER INV MISC AMOUNT 03 USER INV TAX 1 AMOUNT 03 USER INV TAX 2 AMOUNT 03 USER INV FREIGHT 03 USER INV COST AMOUNT 03 USER INV SALESMAN 03 USER INV COMMISSION 03 USER INV USER CODE 03 USER INV DUE DATE 03 FILLER 03 USER INV REC COUNT 03 USER INV EOL 01 USER INVOICE RECORD 2 03 FILLER 03 FILLER 03 USER INV REFERENCE 03 USER INV AR ACCOUNT 05 USER INV AR MAIN ACCT 05 USER INV AR SUB ACCT 03 USER INV PREPAY TYPE 03 USER INV PREPAY AMOUNT 03 USER INV PREPAY REFERENCE 03 USER INV PREPAY CASH ACCOUNT 05 USER INV PREPAY MAIN ACCT 05 USER INV PREPAY SUB ACCT 03 FILLER 03 FILLER 01 USER INVOICE RECORD 3 03 FILLER 03 FILLER 03 USER INV REVENUE ACCOUNT 05 USER INV REVENUE MAIN ACCT 05 USER INV REVENUE SUB ACCT 03 USER INV SUBLEDGER CODE 03 USER INV DISTRIBUTION AMOUNT 03 FILLER 03 FILLER 03 FILLER PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC PIC OPTIONAL REVENUE DISTRIBUTION RECORD 9 1 9 8 X 1 X 6 9 8 9 6 9 8 V99 SIGN IS TRAILING SEPARATE 9 5 V99 SIGN IS TRAILING SEPARATE 9 5 V99 SIGN IS TRAILING SEPARATE 9 5 V9
161. SHSI Series V Accounting Systems Accounts Receivable Version 1 0 October 20 14 SENTINEL HILL Y SOFTWARE INC www sentinel hill com 800 663 8354 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Receivable User Help Table of Contents Part Welcome to Series 5 Accounts Receivable 7 Part Il Introduction 10 1 Product OVErVieW 2 2ccce5scehscccaseccapti ans deeacactaeszausechaeen caasccusecnsd caidas cndaseeadssieanstcasdeeatiecestaeatee 10 2 Accounts Receivable Features 2 ccccceeceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeseeeeseeeeeeeeeeeeeeeeeeeeees 10 3 History of Enhancements ccccccceeeseeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeaeeeseeeeeeeseeeeneeseeeseens 12 4 Getting Help ainena eaa AEAEE N den cevenenadeus dau sex dieu seheneuaeesscdauserveedess 40 Part Ill The Basic User Interface 43 1 Accounts Receivable Application MeNnu cccccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeseeneeeeseaeeeeesees 43 Multic Threaded WNW Siirsin eeoa aera iaae aoa Vasana a a adsa aeaa eina aada 47 Scheduled Men Functions sead cctcinccecccetceccce ceeendentceserentvesecsuapederstes cocestee coqucheedncvavidleaeences sandeaersieseneteuadendeccevecesees 50 2 Grid Processing SCIONS iso c ccc necectectesececean ceeeeateedeaceudesvecatecevecendesseeaneessecteesteceudesseeateedteceuss 53 3 Code LOOKUP WiNdOW cececeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeese
162. SI Series V Accounts Receivable File Trx Inquiry POE Reports Codes Maintenance Sales and Credit Entry Cash Receipts Entry User USER Interface User Sales Trxs Undo Sales Batch Posting Ac Undo Cash Batch Posting Bulk Email Generator 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 221 amp Cash Receipts Entry Batches 2007 2014 by Sentinel Hill Software all rights reserved 222 Series 5 Accounts Receivable User Help Batching is provided as the method for entering transactions in those Series 5 applications requiring operator interaction with the screen Examples of such transactions include the following e Accounts Receivable Cash and Sales Transaction Entry e General Ledger Standard and General Journal Entry e Customer Order Processing Order Entry e Accounts Payable Supplier Invoice Entry e Purchasing System Requisition and PO Transaction Entry Batching was introduced as a concept to the Series 5 family of applications for three main reasons 1 To provide a method of validating figures representing totals of all Invoice transactions entered into the system A fixed number of transactions can be assigned for entry under a given Batch and in advance the total of all amounts may be computed This Batch Total may then be used as a check against the total actually entered If the amounts do not match the operator is then aler
163. SI UCC Filename Cust_000224_Openltems XLSX Browse Pe FO EET Tee SPN a Pe i TP e Selecting Export Format Options Normally the Export Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the output data and where it is to be generated The following steps may be taken 1 Determine the format of the data to be output From the drop down list select from the following Data Input Format Comments An Office 2007 or 2010 MS Excel workbook is opened EXCEL 2007 2010 and data is output directly to the 1st worksheet s Workbook designated rows and columns Amaximum of 950 000 rows may be output to each sheet An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is output directly to the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be output The output columns of data are separated with the w Tab Delimited Text lt tab gt character A maximum of 65 530 rows may be output gt CSV Comma The columns of data are output separated with a Delimited Text comma lt gt character Strings are output within the 2007 2014 by Sentinel Hill Software all rights reserved 96 Series 5 Accounts Receivable User Help double quote lt gt character A maximum of 99 999 rows may be processed w 20 20 Text Formatted for an old
164. SOFTWARE INC ACCOUNTS RECEIVABLE DEPARTMENT Enclosed Statement and or Copies of Invoices m For Help press F Ln 41 Col 1 CO DOS Mod 7 19 12 2 47 51 PM File Size 1349 Emailed Dunning Letter Example Here is an example of a friendly letter as would be sent as an email 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 287 A Message of Importance from Modern Software Inc Message Plain Text Forward gt Extra line breaks in this message were removed From Larry Carlsen larryc sentinel hill com Sent Tue 4 14 2009 9 35 PM To support sentinel hill com cr Subject 4 Message of Importance from Modern Software Inc Attachments 4 STATEMNT DOC 21 KB PLEASE DIRECT THIS EMAIL TO YOUR ACCOUNTS PAYABLE DEPARTMENT ABC LIMITED April 14 2009 1234 MAIN STREET SUITE 100 PARKSVILL CA 88887 ACCOUNT SHS188 USA ATTENTION JANE DOE Re Past Due Invoices It has come to our attention that your accounts are seriously overdue We need to receive payment within the next week or we may need to take serious action Please contact us to let us know when we will receive payment Contact me at 800 663 8354 If payment is not we will have to take legal action The amount overdue is 700 00 Your current balance is 700 00 If you have already brought your account to a current status thru payment of the invoices listed we thank you
165. St Mary s Cement MEM 180 80 E 540 00 00 6 540 00 4 2703706 2000 Ash Grove C t MEM 5 973 44 46 406 22 96 172 31 4 17 06 33 8 GCC of America Inc 1 361 38 1285 564 52 62 995 24 65 569 28 7 1 27 06 39 524 20 0 Cemex 0 MEM 8 1 968 9 96 248 66 95 948 92 2 St Lawrence Cement Co 665 55 40 764 85 9 987 33 30 777 52 4 11 22 05 4 257 a Contine Ce t Co Inc E 10 600 79 86 144 51 58 604 65 27 539 BNI Publications Inc 3 40 113 40 0 00 113 40 1 12 21 05 1 651 z 10 262 83 0 000 00 262 83 18 06 0 00 Essroc Cement Corp MI MEM 22 09 1 664 25 736 54 146 Customers with Finance Charges totalling 50 861 50 based on 474 overdue Documents having total Debits of 5 430 109 75 and total Credits of 3 059 929 71 Charges are listed by Customer Code The Fast Buttons frame provides the push buttons to have Customer Finance Charges generated printed or posted To have the finance charges for each Customer generated gt If any specific row is right clicked a pop up Inquire Customer s History menu is displayed A Edit Customer Master Record number of functions may be performed associated See eee to the selected Customer gt The option to List By 2007 2014 by Sentinel Hill Software all rights reserved 264 Series 5 Accounts Receivable User Help 6 4 9 2 provides the option to browse through the List by Customer Code Cu
166. Starting and Ending Customer Type for a ARange range of items to be processed Sales Representative s radio buttons To consider only those Customers that have been assigned to particular Sales Representatives click to include all a selected or a range of Sales Reps ma __ AllCustomers are considered regardless of Sales Rep Selected A window is displayed from which specific items may be chosen ARange Specify a Starting and Ending Sales Rep Code for a range of items to be processed Customer Status radio buttons To consider only those Customers that have been flagged as having a given Status click the appropriate radio button Al All Customers are considered regardless of status Only Active Only those Customers whose status is Active O Only Canceled Only those Customers marked as being Canceled will be processed Credit Rating Code radio buttons Each Customer may have a Credit Rating status assigned to them Consider only those Customers with the status as clicked All Customers are considered regardless of Rating O Different NameOnly those Customers whose Remit To Company Name is different from it s own name will be processed 2 O Different Only those Customers whose Remit To address is different Address from it s own address will be processed O Either Only those Customers whose Remit To name or address is different from it s own be processed Email Status radio buttons To consider onl
167. TE PALO ALTO FOUR STAR FINANCIAL SERVICES LLC OZIMEK NANCY SAN FRANCISCO 004621 LIBERTY BANK PROCESSING DEPT L SOUTH SAN FRANCIS 650 871 2400 266468 GCs GROUP CHOGHL JOSEPH raLoALTO ca 94301 650 906 7799 lt 650 856 6400 650 857 1501 650 869 3700 Imports Custon Customers listed in ascending order by their Phone Number For systems wi Series 5 Custor Processing hyg edit the Custom Codes records Edit an existing Customer by double clicking it s associated row Standard Series 5 grid controls apply You may choose to have the Customers in the grid displayed sorted in a variety of 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 391 different ways Click on the List by list box to select the desired sort Customer Maintenance File Edit view Help Record a Customers Propertie Phone Number Zip Postal Code Contact 1 Last Name 2614 Contact 2 Last Name Email ddress Membership Code 6 6 1 2 Customer Address Screen When adding a new customer or editing an existing one there are a number of different tabbed screens that are required There is one for the customer address and contact information one to record some notes about and one that selects that various codes used for billing shipping and aging documents associated to the customer There are also three different types of screens that present a
168. The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder from which the file is to be loaded from and the name of the file You can click the push button to locate or change the location put Fiom oLype EXCEL Worksheet v Folder C Documents and Settings Larry Carlsen hy Documents SHSISUCC me AR_TaxCodes_In XLS Thin Client Processing Tip If executing as a Thin Client user you will appreciate considerably faster processing of large data files when you process input as Tab Delimited Text Over a slow network input to an Excel Spreadsheet is disgustingly slow If loading the input from your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st copied to the UNIX server then read 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 101 into the system Field Definitions File Type drop down list Select the type of data that is to be loaded This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not
169. The operator is also presented with the standard Customer Select Filters screenl 1s and Demographic Selects screen i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria Accessing the function to Purge the Cash Receipts History records can be done either directly from the Historic Cash Archives Inquiry s function or from the A R Menu s Purging drop down menu Wizards User Functions Co Purge Sales Batch History Purge Sales Archive History Purge Cash Batch History Purge Cash Archive History Purge Historic Open Items be 7 Year End Operations 8 Tran Warning Once Archived History records are purged this information will not be available to any of the AR Inquiry or reporting functions Be quite sure of the need to purge this data Archived Cash Receipts History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function 2007 2014 by Sentinel Hill Software all rights reserved 472 Series 5 Accounts Receivable User Help D Purge Cash Archive Transactions Cash Transactions Archive Purge Purge Options Customer Select Filters Demographic Selects Cash Archives are the original Cash Receipt Transactions that were entered into the system with the the Documents that payments were applied against Once purged this inform
170. The properties for each Cash Batch are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help Cash Batch Maintenance Cash Batch Add a new Cash Batch Cash Batches are used to group the entry of Cash Receipts entered into the A F Control totals may be specifed as an option Cash Batch CA1108 Status ACTIVE Created 11 03 08 16 45 PM Author ROY ROGERS Batch Totals Earliest Transaction Date 11 03 08 irene Total Value Latest Transaction Date 11 03 08 i EEA 1 o I 14 600 00 Default Ledger Date 11703708 Entered 0 00 Cash Account i x 0000 00101 10 040 CHASE BANK GENERAL ACCOUNT Cancel Operational Tip You can edit the properties for the batch while executing the Cash Receipts Entry function From the Cash Entry grid screen on the menu bar click Edit then from the drop down menu click on Edit Cash Batch Properties Field Definitions Cash Batch Code X 6 This is the code assigned to the Cash Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key i For information purposes to record the operator that created the Batch 2007 2014 by Sent
171. Type codes that you may want to assign to your customers From the A R s Codes Maintenance sub menu there will now be amenu item called Dog Codes Click on this menu item to define the Dog Type codes that will be valid in your system le LAB for a Labrador Retriever PITBUL for a Pitbull Terrier YORKY for a Yorshire Terrier etc 3 Now that you have defined the Demographic Code and set up the codes that are allowed you may now assign them to your Customers Under the properties for each Customer there is a tabbed screen titled Demographics For each demographic that has been set up there will be a field displayed where you can enter one or more of the valid codes that has been defined The Define Demographics Grid Screen Up to 15 Demographic Codes may be defined The following screen is displayed E Define Customer Demographic Codes Define Customer Demographic Create your own fields for capturing specialized information about your Custome These may be use sorted A R rep be used as selection parameters in as Fast Buttons jon GEO REGION je IND CODE Select a blank row in the grid and click to have a new Demographic Code added or Select an existing code s row and click to have it edited Clear Item Delete the code highlighted in the grid Shift the highlighted code up 1 row in the grid The order displayed in the grid is the order demographic codes are displayed in the A R C
172. Variable Default or Description Sample Argument lt my queue name 1 gt PRINTER1 Defines a Series 5 Print Queue named PRINTER1 P that is designated as a Windows printer When the SPOOLER runtime opens a file assigned to P SPOOLER it automatically initiates a job with the Windows spooler and constructs print pages in accordance with the program The runtime uses the default printer and font If the user looks for the job in the spooler it is named with the current title of the AcuGT GT window Note that you must also set up a Printer Queue named PRINTER1 using the Printer Queue Maintenance function found on the Main Menu under System Maintenance on the menu bar lt my queue name 2 gt _ LARRYPRIN Defines a Series 5 Print Queue named LARRYPRINTER2 You would define the queue with P SPOOLER DIRECT if a Series 5 form was to be assigned to this printer output or if the application formatted the printout with embedded control codes In this case the print job to be sent 2007 2014 by Sentinel Hill Software all rights reserved 504 Series 5 Accounts Receivable User Help to the printer via the Windows spooler but the program does not use the spooler to format the pages You must use embedded control codes to handle formatting much as you would under UNIX if lt my queue name 3 gt The following variables are used to identify the default settings for the different types of special forms that may be printe
173. able User Help 5 4 3 You may navigate around the report in number of ways Position to up or down through the pages of the report As you drag the slide bar the Slide bar to the right 1st data line of each page is displayed at the bottom of the screen Enter a search string This may be text or a number as it would be printed in the Search for IMAGES VIEWED report The drop down list contains previously entered search strings Search for the entered search string The page where the string is found will be al displayed and the line containing the text will be displayed in red Search Forward or Backward for the E i entered search string Display the select Page Go To Page 1 Display the Prior or Next page of the DBI report Archived Reports Management The Reports Manager is available to each of the Series 5 applications Whenever a report is generated the operator may have chosen to direct the output to be Archived These archived reports may be viewed and printed using the Reports Manager Accessing the A R Reports Manager From either the A R Main menu or any application select Reports Manager from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 119 SHSI Series V WEB Management Inquiry Operations Reports Codes Reports Manager Batch Job Management i 9 Web Access Reports Manage
174. aging report about 323 A R Analysis functions period analyis by customer 377 period analysis by A R Control account 377 period analysis by customer type 377 period analysis by revenue accounts 377 period analysis by sales reps 377 period analysis by sub ledger projects 377 sales analysis by Calendar periods 377 sales analysis by Fiscal periods 377 A R Customers Search and Replace function 127 A R Menu Codes Maintenance menu functions 388 Control Options menu functions 473 File menu functions 154 Help menu functions 40 Operation menu functions 198 Purging menu functions 466 Reports menu functions 322 Trx Inquiry menu functions 158 Window menu functions 47 about 153 menu bar topics 153 A R Statements about 269 MS Word templates 269 options for generation 271 application data files A R control data filenames 494 A R data filenames 495 data directory layouts 493 determining file sizes 63 how many records ina file 63 applications menu about 43 cascading windows 49 daily operations 46 monthly operations 46 scheduled functions 50 selecting multiple menu items at once 49 the menubar 44 45 transaction entry 46 year end operations 46 applying Open Credit to invoices using Cash Receipts Entry function 230 using Customer Open Item Inquiry 162 B basic processing screens A R Customer filters 103 A R Demographic Code filters 108 about 80 application s user access 133 background job processor 80 browsing repo
175. aid the operator merely has to double click the row of the desired item If only a portion of the original invoice is to be applied the amount may be edited directly on the grid under the Payment Applied column of data Applying Previously Entered Open Credits The Cash Receipts entry function may be used to re distribute previously entered Open Credits for a customer Using this approach provides an audit trail in that if recorded as a Cash Transaction it will be listed in the Cash Receipts Posting Journal Proceed with the following steps e Enter the Cash Transaction with a Check Number that matches that of the original Cash Receipt that was entered Enter the Check Amount as ZERO When the Apply To screen is presented selected the Open Credit item presumably having an Apply To of ZERO Enter the Cash Receipt Amount which is really the amount to be applied as a negative amount Select those Invoices to which the Open Credit amount is to be applied When finished applying the desired amount the Amount Remaining to Apply should equal ZERO For the Reference Memo field it would be a good idea to enter Open Credit Applied With non AR Cash Transactions the total amount of the check is applied directly to customer Invoices or as an Open Credit The grid screen is not displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions Cash Transaction Apply To Documents Entry G
176. all rights reserved Accounts Receivable Menu Functions 371 records Totals are tallied for a variety of different criteria Accessing the Analysis by Sale Volume Report From the R Main menu select Sales Analysis by Sales Volume from the Reports drop down menu s Receivable Codes Maintenance Reports AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non A R Cash Report re Sales Archive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep N Analysis by State Province Analysis by Sales Volume Analysis by Month Analysis by Sales Volume Options Screen The following screen is presented when generating the report 2007 2014 by Sentinel Hill Software all rights reserved 372 Series 5 Accounts Receivable User Help Generate Sales Analysis Report by Sales Volume Report SYOLANAL RPT Print the Sales Analysis by Customer Volume of Sales Costs or Profits Report Options Customer Selects Demographic Selects Print Options This report lists Period T o Date and Year To Date Costs Sales and Profit totals Customers may be listed sorted in descending order by a variety of different totals that have been accumulated EA Sales E Analysis of er for the Period Year To Date Profit Selecting only C
177. all rights reserved The Basic User Interface 51 SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards Use Window Help User USER 01 Sentinel Hill North America E gt July 01 2008 05 52PM b cy General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 1 Scheduled for Today 2 Overdue Functions 3 Coming D The following Scheduled Menu items are overdue and need to be addres 6 30 08 Year To Date Trx Export e For menu functions that are scheduled but for a date in the future 2007 2014 by Sentinel Hill Software all rights reserved 52 Series 5 Accounts Receivable User Help E SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards User Functions Control Options Window Help User USER 01 Sentinel Hill North America July 01 2008 05 55 PM General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites These Scheduled Menu items will be due for selection in the Near Future 7 02 08 Balance Sheet 7 07 08 Trial Balance Report Rescheduling Scheduled Functions Once a scheduled menu item s process has completed a screen is presented to the operator offering to have the menu item rescheduled Re Schedul
178. alues 9 Initially after the Search and Replacing options have been entered click on the Start Searching push button to start the search 10After the selected items have been displayed to the grid you may choose to rsa mee e proceed and have all records found ee a updated or you can select those items 2007 2014 by Sentinel Hill Software all rights reserved 130 Series 5 Accounts Receivable User Help that are to be updated Click the Replace All push button to have all records updated To select specific items double click each of the records entries in the grid Once all items have been checked off then click the Start Replacing push button to proceed with the replacement phase Should you want to revise the search click on the Revise Search push button 11To exit without having any records updated click on the Cancel push button 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 131 Sample Search Replace Preview Screen Here is an example of the Search screen after finding some records matching the search criteria G L Find and Replace Searching Chart of Account Master Records 36 Records found 7 Selected for field replacement Select Accounts for Replacement Select the Field to search by the Search String and the Replacement String When Field Test String Description Contain INTEREST Case Sensitive
179. amount will be posted to the Commissions Due file for the Sales Rep that was specified Cost of Sales Amount 99 999 999 99 If you wish to track the Costs associated to sales for the associated Customer enter an amount in this field When the transaction is posted this amount is accumulated in the Customer s Period To Date Year To Date and Monthly Sales tables AR Control Account 9 18 9 5 This is the G L Accounts Receivable Control account to which the amount of the 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Receivable User Help transaction is recorded to as a debit If the Accounts Receivable system was configured with only one R Control Account then this field is not presented to be edited It defaults to the A R Control account that was assigned to the Sales Batch for which the transaction is being entered but it may be edited as required Prepaid Cash Account 9 18 9 5 For Prepaid transactions the G L Account to which the cash or Prepayment Amount should be recorded to is specified here This will default to that which was assigned to the Prepaid Code 6 4 1 4 Revenue Distribution Entry Screens For each type of A R Sales Transaction entered you will need to record amounts to specific G L Revenue Distributions The sum of all distributions must equal the sum of the amounts associated to the transaction Depending on the options set up in the A R Control Properties R
180. an 24 2010 A R Users Sales Transaction Interface Operation The format of the interface file used to load user Sales Transactions has been revised to accommodate the larger 8 digit document numbers and the large document reference field You must have your software developers modify their programs which generate the interface file Jan 24 2010 A R Statements and A R Dunning Letters Formats The format of the A R Statements and the A R Dunning Letters have been revised to now handle 8 digit document numbers Depending on the layout of any pre printed forms the output may or may not fit in applicable columns Please test these layouts to see if any customization will be required Jan 24 2010 A R System Documents Reference Field The Accounts Receivable system has been enhanced to now handle 40 character document references Increased from 30 characters All screen entry exporting and where possible reporting functions have been revised to accept and or display 40 characters strings All existing applicable data records will be updated in the upgrade utility used to upgraded Document Numbers Jan 24 2010 A R System Documents Invoice Numbers and Check Numbers The Accounts Receivable system has been enhanced to now handle 8 digit numeric document numbers This includes both Invoice Numbers and Cash Receipt Check Numbers All screen entry exporting and reporting functions have been revised to accept and or display 8 digit numb
181. ance drop down menu Prepayment Codes Maintenance Grid Prepayment Codes are maintained using a Series 5 grid processing screen St Prepayment Codes Maintenance File Edit Help Define Prepayment Codes used Select to modify or delete or add a new Prepayment Code You may also generate a report listing the codes already defined BI fd Fast Buttons Add a new A R Prepayment Code Modify Modify the A R Pre Code highlighted ir Delete Delete the A R Prepayment Code highlighted in the g Generate a report the R Prepayme Codes already on 1 Credit Card 4 Other 1 Credit Card Edit an existing Prepayment Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details The report listing the Prepayment Codes on file if archived will be catalogued with a report name of PREPAYMT LST 2007 2014 by Sentinel Hill Software all rights reserved 448 Series 5 Accounts Receivable User Help A R Prepayment Code Properties Screen The properties for each A R Prepayment Code are defined with the following screen Prepayment C
182. ansensansusaueasnasaaseasenssaseacusaesassnssasaasansa Cash Batch Selectioniyncknv2ait nine ieee ee ha fee 2 nl eee ee eee ae ees Cash Transaction Entry Gridin ana a hier erie see eee Cash Transaction Data Sereen onii rie EENE NE atl a AEN EA EN NEANS Cash Transaction Apply To Screen Repairing a Broken Cash Batch sssssssssenersnsesienenne Load Sales Transactions from Spreadsheet or CSV ssssussuseuneurnunnunenneunennunnnunnnnnnnnnnennnnnnnnunnnnnnnnnnnnn nennen 236 Load Sales Transactions from Sequential Files nnnnnsnnnnnnsunnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnennunnnnnnnnnnennnnnnnnnnn ennen 241 Load Bank Lock Box Cash Receipt scssssssssessesscessescessesseeseesessoessesesesaessessessneseesausessesseeseesaesaesaesaevanvanse 247 Undo Sales Batch POS thn sicsiies cee cstececeecteetet cacy eter cece sei adean ade iadaaa a aeo aaae a aa NSi dadaa dado faas iaieiiea 251 Undo Cash Batch Posting cccccscscesnesnesseseeseeseesseeseeseesessesseeseesoesaesaesaesaesaeeensnneneesaesaeseuseeseesaesaesansaevanvanse 253 Bulk Customer Email Generator cccsstssesessesseeseeeseneesesseeseuseesoesaesaesaesaesaeesnssneneesausaesaeeseeseesaesnesaesaenanvanse 254 Compute Finance Charges cccsssssssssesssseseseessessesseeseeseesoesoesaesoesaesaesoessesenssoesoesaussesaevanvaneaneanesaesaesaesaneaes 260 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Accounts Receivable User Help Cu
183. ar 2007 2014 by Sentinel Hill Software all rights reserved 298 Series 5 Accounts Receivable User Help Customer Period To Date Statistics function is executed Typically this would be done on a monthly basis so statistics might be available monthly Year to Date On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the Year To Date amounts for each Customer will be reset to ZERO Last Year On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts For each Customer this operation copies the Year to Date figures to the Last Year fields and sets the Year to Date fields to ZERO Note that the Period to Date fields are also reset to ZERO Clearing the Year To Date Totals If the Last Year and Year to Date figures kept for the Customers are used for analysis purposes itis very important to have this function executed on the very 1st day of each year However if you forget you may execute the Recalculate Customer Sales Stats s1 function to have these amount re tallied Accessing the Clear Customer Year to Date function From the AR Main menu select Clear Customer YTD from the Operations drop down menu 2007 2014 by Sent
184. ar months or years If there are questionable transactions or account totals in your G L this analysis is a useful tool in attempting to identify how they came about Also sub totals are accumulated by a variety of other factors that may be used for assorted analysis Analysis with sub totals by assorted periods of time are available as follows O by Customer code codes assigned to customers QO by Customer Types codes assigned to each Customer QO by AR Accounts ie A R Control Cash Accounts Revenue Accounts etc O by Sales Representatives codes assigned to each Customer QO by G L Sub Ledger Project where Project Codes are assigned to specific revenue distributions 6 4 198 Series 5 Accounts Receivable User Help For each of the given analysis types sub totals may be broken down to the following periods QO by Calendar Year over a time frame of 10 years prior to a specified year by Calendar Months for up to 72 months prior to a specified date QO by G L Fiscal Periods for up to 4 years worth by G L Fiscal Years for the 8 years that are defined by the General Ledger system The inquiry analysis is obtained using the Archived Sales and Cash transactions that are kept in the R system For this analysis to be accurate you must maintain at least the last ten years of historic data purging only transactions older than ten years As a special feature of the Series 5 reporting function the totals may be viewed on s
185. are all rights reserved sa Series 5 Accounts Receivable User Help Overdue Analysis Report Options Screen The following screen is presented when generating the Overdue Analysis Report Generate Overdue Analysis Report Report AROVERDUE RPT Print an Overdue Analysis Report generate a Notification Letter Merge file or generate Sales Credits Report Options Customer Selects Demographic Selects Print Options Select your options for the type of reports you desire Type of Report O Delinquency Analysis Credit Notifications Issue Credit Writeoffs Aging Open Items To 47182709 Ms Only listing Items Overdue by days Customer with Account Balances Not Considered Greater Than O Less Than or Equal To s r Customers with Cash Receipts Not Considered O Not Received O Received ALL Open Items Credit Warnings for O Short Pays O Finance Charges Customer List asa Customer Summary Detail List Generate Address Merge file for Customer s Notification Letters Customer Sort Options Group by E none v Sort by Customer Code v List previous Contact History Notes for each Customer C Record an entry in each Customers Contact History C Update the Customers Last Credit Incident fields Credit Writeoff Generation Options C Generate Credit Transactions for Eligible Items Record to Sales Batch CR Ledger Date r
186. ariable must be added to the Runtime Configuration file sod that specifies the default options to be presented as follows ccccc AR STATEMENT Q Printer Queue Create Option Output Type Where ccccc is the Company System Code Printer Queue is the Accounts Receivable Printer Queue Create Option would typically always be RECREATE Output Type designates whether they are sent to a printer archived or created as MS Word 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 273 documents Contact your system or accounting manager to have this capability set up The statements output generated if archived will be catalogued with a report name of STATEMENT STM The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Customer Statements Options Screen Field Definitions Select Customer with Statement check box s Frequencies Each Customer has assigned to it a frequency that determines how often statements are to be generated for them All customers with a Discretion Frequency Code matching those that are a ae check will have a Statement generated Set Month each check box to have Statements generated for all Customers Email Statements to qualifie
187. articular date in the past listed click the Only Items radio button and enter that date Open Items Select Up to and Aging Date mmddyy The Aged Up To Date is used both as the cutoff date and the date used to compute the age of each Open Item Individual Invoice Open Items are aged based on either their Invoice Dates or their Due Dates as determined by a setting in the A R Control Preferences Refer to the topic titled Aging amp Finance Charges Tab ScreenI 73 found in the chapter on A R Control Preferences later in this document For Payments Credits and Debit Open Items the date of the Invoice to which these items are applied to is used as the date used to compute their ages This date is also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Document Date falls on or before this date the Open Item is listed on the Statement Select to have the Open Items for each customer sorted either by their Document Numbers ie Invoice Number of Check A Number or by each Document s Apply to O Apply To Number Number When selecting Apply To Number customer Credits and Payments will be grouped along with the original Invoices Suppress Aged Items radio buttons Select whether to have recently entered items suppressed or not The periods listed are No list ALL Items derived from setting defined by the A R Control O Less than 30 days old Preferences v The date used to be
188. ash Archives INQuiry ccccstsesesssseesesseeseseessesevsevsesseeseeneesaesaesaesseesoeseesaesaesauvaevnvanennennesnesansaneaes 183 Archived Cash Inquiry Grid SCre n cece eerie iene ne nese ene sees see cece se sever seeseesneeseeseseseeenees 184 Archived Cash Processing Filters SCre n ceeceeeceesceesceeneceeeceaeeeeeeeneeeeesenessaeeseeeaaesaeeeaeeseesaeeeaeesaeeeaeeeaeeae 187 Cash Summary Totals Display SCree n cece sseesesceeeeeeseeeeeceeeeeeseeesseeansecseseeseeaeeeesesasseeaesasaesaseeresaneeeaees 189 Archived Cash Receipt Display SCreef eee eee eee e nese serene see cease sae soe seeseesneenesseeseseseeetees 190 Purged Open Item Inquiry A R Period Analysis Inquiry 4 Operational FUNCtiONS 0 cccccceece cece eee ee ee ee ence nese ee seca ee nennen nese nnmnnn nnmnnn nnmnnn nnmnnn Sales and Credits Transactions Entry uu cc ccscsssssssseeseeseeseseesesseseseesseseessessoesoesaesesseusevenuseeanenaesaesaesaneae Sales Batch Selections vvievs ian ated iad ewan Gland vial Maaitienai tl aes Transactions Entry Grid 08 cucccvcvceeituav ve stesevsiees cate caved oieee iiae N auser isere eesis ia Sales amp Credits Transaction Data Screens Revenue Distribution Entry SCreens mennina niin cei di ellen Meni Na paai Repairing a Broken Sal s Batch 3 cassie insire tonia N ne EE e EN NNA N E N ANAS Cash Receipts ENUY ccssscssssssssesssssessesnssssessenssssusssnasacsesseneunsusausausaesnesae
189. ast accumulated 3 31 08 t Date Items listed by A R Account Code Lookup Window Throughout each of the Series 5 applications there may be master codes that must be entered into a field on a screen In most cases there will be an icon ta of a pair of binoculars located to the right of the field If you click on the binoculars a Codes Lookup window will be displayed from which you can browse for and select a code Here is an example of fields with the binoculars icon for entering master codes in the Professional Invoicing system 2007 2014 by Sentinel Hill Software all rights reserved 66 Series 5 Accounts Receivable User Help h ma Aah Project 10086 CITY BANK FORNEY Click on the binoculars or strike the F6 function key for the Lookup window Enter the Project Code Descriptig This project belongs to the Loc4 Project Code aT Client Code 910086 Ei CITY BANK FORNE PO BOX 5 FORNEY TX PO Number Project Type Regula O Master Sub Ordinate Partner In Charge 40RGT fh RG THOMSON Project Leader fh O06 TSM Ve f sd Fie J Code Lookup Window All Lookup windows basically have the same characteristics and controls 2007 2014 by Sentinel Hill Software all rights reserved Sd e The Basic User Interface Employee Codes Lookup ES m Cancel 106 RM TSM 107 RM TS
190. ata Here are some examples w X 30 30 character alphanumeric w 9 6 6 digit numeric integer MM DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places w 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 103 In some of the import functions you can specify a Processing Directive in column 1 of your input data file These are basically commands that direct the system to process the rows of data following in a special way These commands are typically only provided for the input of Master Code records Comments lf the data record being input is already defined on file it is 1st deleted Then a new record is written with the RADD data loaded In some cases the record being written may have other fields that would be initialized when the new record is written Once a Master Code is identified the associated record DELE on file is deleted No data is subsequently input 5 3 Record Processing Filters In each Series 5 application there is normally a primary Master Code or Transaction that is typical to most reporting and query activities As such in these functions there is usually a screen that displays a number of fields associated to the Master Code or Transaction that may be set in order to limit the records or transactions being
191. ate Cancel Displaying Customer Notes When a Customer that has notes defined is selected from the A R Open Item Inquiry function the Ex icon is displayed Click on itto view the notes 269812 hl Sentinel Hill Software Inc aa fl ell Al Vancouver BC 604 224 0326 E Provides excellent Accounting Software Systems Customer Notes Screen Field Definitions Gener Coment 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Accounts Receivable User Help This is a brief comment It appears on the A R Open Item Inquiry function screen for the customer that has been selected It is also printed on the Overdue Analysis and A R Aging reports Enter up to 1000 characters of text Words will automatically wrap to the next line where necessary Anew paragraph may be entered with the Enter key Notes Display Option radio buttons This is an option that was used in the Series 4 version of software 6 6 1 4 Customer A R Profile Screen Customer A R Profile Entry Screen This screen is used to record select properties associated to how the customer is dealt with by the Accounts Receivable system In particular the following codes are defined e Customer Type is used to classify or group customers and may be used as a selection parameter in all customer related reports e The Sales Representative e The Terms Code used to compute the Due Date for invoices generated in affiliated
192. ation would be available only from reports that might have been saved from the past or by reloading backed up files Check Number s Documents Dated peas 2 Na Considered Between 1701775 electe inclusive 731 06 Include only the following Document Type s Include only Documents for V Cash Receipts Cash Batch Non A F Cash Receipts Fields left blank are NOT considered in the selection process Processing Filter Options Screen Field Definition Cash Receipt Check Number s radio buttons and 9 8 To select All transactions regardless of their Check numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers nde otyDacumens Tor yet A check box is presented for each of the types of Archived Cash Receipts that may be generated in the A R system Click or un click to have the particular type processed by the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Cash Batch X 6 To have only those transactions processed that were entered under a particular A R Cash Entry Batch code Leave the field blank if it is not to be considered as a
193. atisfying the selected filters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be listed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 89 Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Company for which job records are to displayed or processed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs generated and processed by by the selected queue will be listed Execute Date radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those jobs that executed within the range of dates entered will be listed Putting a J ob On Hold If a job has not yet executed and for whatever reason you want to put it on hold you can do so Perhaps to change a parameter or priority 1 In the grid navigate to the row listing the Job to be put on hold 2 Right click the row to have a drop down menu displayed then click Hold or just click on the Hold button in the Fast Button frame 3 Ahold verification screen will be displayed Click the Put On Hold button to proceed 4 The J
194. ave too many columns of data to fit If there are more columns defined that can t all fit on the screen at once there will be a slide bar displayed at the bottom of the grid The operator may slide it over with the mouse to view 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface e the hidden columns of data If there is an x icon in the lower right corner of the screen clicking on this will expand the screen laterally to it s full size You will need to have a wide screen for this to be effective T A R Period Analysis Inquiry and or Report File View Analysis Help A R Period Analysis Inquiry Report Build and preview summary totals by selected Periods for Customers A R Accounts Customer Types by G L Fiscal Years Sales Reps and Sub Ledger Projects From the display generate either a report or a spreadhsheet Pint Analysis Report Re uild Preview Show Totals for A R Accounts wi ajaj Go to Main Account C7 ACCOUNT NOT ON FILE CHASE BANK GENERAL ACCO 1 065 00 4 029 95 140 00 CHASE BANK GENERAL ACCO 152 594 86 221 305 21 346 083 58 ISA Paymentech Clearing Acc 0 00 101 00 ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE 0 00 ACCOUNTS RECEIVABLE 9 996 00 INVOICED REVENUE CONTRC 9 996 00 FIRST UNION BANK DFS 93 701 10 WA FIL e FILING DISB PA SOS FILING DEPOSIT iLien CL DEPOSITS ON ACCO ALLOWANCE BAD DEBT GTor display l
195. ay This is an invoice that the customer has made a payment against but just short of the full amount within a given percentage This percentage threshold is defined by a field in the A R Control Preferences ssl Short Pay Analysis The Overdue Analysis report may be used to identify those customers that abuse their credit rating by underpaying their invoices by small amounts When Short Pays are reported when the option to issue Credit Notes is selected the overdue amounts are totalled in the Customer s properties Short Pay YTD field e For each customer listed Sales and Short Pay totals YTD and Last Year are printed along with their Balance Due Last Payment amount and date and the Average number of days they take to pay off their invoices This information is meant to assist in making a decision as to how to deal with the customer s outstanding balances e For each customer listed the most recent Credit Incidents that are on file for each customer are also printed e The analysis may be generated producing just a Customer List a Customer Summary showing just totals or a Detail List that includes all Open Items with their respective ages The following table may help to decide the type of analysis to proceed with Features or Characteristics Customer Delinquency e lists all customers with Balances owing Analysis regardless of the ages e would be useful to advise of those customers with overdue items and or short pays e p
196. ayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 1 for full details The report listing the Territories on file if archived will be catalogued with a report name of 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 463 TERRTORY LST Territory Properties Screen The properties for each Territory are defined with the following screen T Territory Codes Maintenance Teritory Code Modify the Properties of Territory codes are used by the Order Processing System The description is displayed on assorted screens and reports Territory Code Nw Description North West United States Field Definitions Territory Code Code X3 This is the alphanumeric code assigned to the Territory Enter this code when a Territory needs to be used within the Accounts Receivable system we o w This is a name or description of the Territory 2007 2014 by Sentinel Hill Software all rights reserved 464 Series 5 Accounts Receivable User Help 6 6 17 User Defined Sales Codes Maintenance Different Series 5 systems generated Invoices for customers defined in the Accounts Receivable system User Sales Codes in most instances may be recorded with Customer Orders or Miscellaneous Invoices These Invoices eventually result in A R Open Items being generated for ea
197. b menu Item Cash Receipts Entry Access Rights e Click on the next to the green heads to expand the tree to display the applications menu bar topics e Click on the next to the topic to expand the tree to display each of the associated drop down menu functions You can easily identify the access rights by the graphic next to the menu name Allusers always have access Full access Restricted access Noaccess e The top right pane of the screen is used to edit the properties associated to the user e The bottom right pane of the screen is used to assign the access rights to the selected menu item e Note that you can set the check box to the menu item displayed in the My Favorites tab 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 135 sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the ae icons Establishing Access for a User 1 First make sure that the user s User Code is visible in the tree as a red head Ifa User Code has not been set up this needs to be done User Logon Profiles are defined by your Systems Manager using the User Logon Profiles maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 User Logon Profiles in the Systems Management Help or manuals 2 You can Enable the User us
198. b screen when next refreshed displayed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 141 E SHSI Series V Accounts Receivable Er User USER Sentinel Hill Software PCA July 20 2008 09 58 AM Accounts Receivable 5 Daily Operations 6 Monthly Operations 7 Year End Operations 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites a wit Tle tater Meee ell These Scheduled Menu items will be due for selection in the Near Future 7 21 08 A R Aging Report gt Menu Item Access Property sub screen Field Definitions Show in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Accounts Receivable application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Accounts Receivable application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed 2007 2014 by Sentinel Hill Software all rights reserved 5 7 u2 Series 5 Accounts Receivable User Help Wizard Management
199. b totals printed in a remem pata Number i H ccount edger Date variety of different ways cee I Doac DE Account Customer Code Account Project Code Document Number Account Document Date 7 Account Customer Code Account Project Code Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Documents Number s Select to have All distributions listed regardless of the document number they were generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers Include only Distributions for Batch X 6 2007 2014 by Sentinel Hill S
200. be catalogued with a report name of CUSTOPENS RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Editing Apply To Document Numbers The Open Item s Document Apply To Numbers can easily be edited Some reasons whey you would want to edit the Apply To e Open Credits on account for the customer may be applied to specific Invoices e lf a Cash Receipt was incorrectly applied to the wrong Invoice it may be corrected e If when a Credit was initially entered it was not known to which Invoice it was to be applied to Normally Cash Receipts and Credit Memos are applied to specific Invoices by recording the appropriate Invoice Number into the Apply To field of the payment or credit Occasionally however it may be necessary to have a single Credit document that applies to more than one invoice If this was not done when the Credit was initially entered this function offers a way to do it e The Credit Open Item is on file with an Apply To that is typically it s own Document Number Make a note of it e Edit the Document Apply To of each Invoice to which the Credit is supposed to apply against with the Document Number of the Credit Open Item 2007 2014 by Sentinel Hill Software all rights reserved Accoun
201. be be added to the Runtime Configuration file s04 that specifies the path from where the interface files are always loaded It needs to be defined as follows XXX TRXTXT PATH full directory path Where xxx is the Series 5 company system code full directory path is the full path to the directory Contact your system or accounting manager to have this capability set up The Interface Journal Edit list report generated if archived will be catalogued with a report name of USRINTAR JRN 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 239 The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details Field Definitions Interface Transactions to a Sales Batch When loading the Sales transactions interface data if you wish to build Sales Transactions and have them written to an A R Sales Batch set this check box Print an Interface Journal Edit List radio buttons When loading the AR transactions interface data if you wish to have an edit list a exception report or a journal report generated set this applicable radio button The Full Detail report list all transactions The Exception report lists only those transactions that have an undefined Customer
202. be revised to execute in the Batch please make your request to the development team at Sentinel Hill Software Inc If an application has been set up for Batch Processing then typically on the last screen used to enter processing options there will be a prompt at the bottom Set the check box if you wish to execute the job in Batch If the user s access for the given menu item is set such that the job must be executed as a batch job the check box will be set and disabled Report ARAGING RPT Print an 4 R Aging Report Report Options Good Bad Customers Customer Selects Demographic Selects Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date r Direct Generated Document s to x Screen Browser NM Archive to Reports Manager C Print Queue WPRIN Lines Page CO Save to Save as Send a copy to E Mail Recipient r Report Header User Note SS SSS This text will appear at the top of the 1st page and may be used so you can personalize your report V Execute as a Batched Background Job f you set the Execute as Batched Background Job check box the following options screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Receivable User Help Batch Execution Setup Job
203. ber assigned Keep in mind that for Credits and Debits that apply to a given Invoice do not have to have the same document number but they must have the same Apply To Document Number e When entering a Debit or Credit you must enter the Apply To Number to which the amount should be applied to If you set the Apply To for a Credit to ZERO then this will 2007 2014 by Sentinel Hill Software all rights reserved 208 Series 5 Accounts Receivable User Help generate an Open Credit for the customer e When entering a Credit you should allocate a range of Document s say that are in the range greater than 990000 so as to not interfere with document numbers being assigned to invoices being generated in any of your subsidiary systems e Sales tax will be automatically computed using the percentages of the Tax Codes that have been established for the customer e When entering a Prepaid Invoice you must also enter a Prepayment Code Prepayment Amount and a valid Prepaid Cash Account e The Accounts Receivable Account will default to the account that was set up for the Batch Warning About Document Numbers If you have Invoices that are being generated within the Series 5 Professional Invoicing or Order Entry systems or anyother system remember that they will all end up in the AR system You must make sure that all Document Numbers that are being assigned are unique In each of those systems make sure that separate ranges of document
204. butions ReGeneration Options Enter processing options EA Generate 4 RF Distributions from Documents with Ledger Dates S g eo Between 0 01 09 ra Archived Cash Receipt Transactions 5 31 09 ml Include only Sales Transactions for Include only Cash Receipts for Sales Batch C Cash Batch C r For A R Control Account r For Cash Account all On O Selected Selected Fields left blank are NOT considered in the selection process Re Generate A R Distributions Screen Field Definitions Select to have distributions generated from Archived Sales Transactions or from Archived Cash Receipts or both Documents with Ledger Dates mmddyy Select to have All transactions selected regardless of their Ledger Dates or only those fo a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Sales Trxs for Sales Batch X 6 lf A R Distributions are to be re generated only for those Sales Transactions that were entered for a specific Sales Batch then enter that Sales Batch Code otherwise leave 2007 2014 by Sentinel Hill Software all rights reserved 6 5 322 Series 5 Accounts Receivable User Help this field blank Include only Sales Trxs for AR Control radio buttons and 9 8 9 5 Account lf A R Distributions are to be re generated o
205. by the system the Test Account 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 129 binoculars icon will be displayed and may be used to select a particular code that is to be test for 4 In the Replacing frame click on the The Contents radio button Note that you may choose to select a replacing field to have it s current value displayed but not actually proceed with the replacement phase 5 From the Of Field drop down list select the field that is to have it s value replaced 6 In the field provided enter the value to be assigned to the selected field If the field is for a standard code that is defined by the system the binoculars icon will be displayed and may be used to select a particular code that is to be assigned 7 The Preview Items check box should always be checked After the search phase if this check box is set then the system will display a list of those records that have matched the test successfully If this box is not checked M Preview Items Before Replegements and you have chosen to actually have a h field s values replaced then the system will just go ahead and do it without first asking 8 Before the replacement pass the records that have been selected will be displayed in the grid Use the standard grid navigation buttons to view those selected records It s an opportunity to verify that you have entered the correct search v
206. c 2007 2014 by Sentinel Hill Software all rights reserved 278 Series 5 Accounts Receivable User Help Some points to note when generating the Dunning Letters The system will expect the Form Letters to be in the directory or folder that is defined by the runtime Configuration Variablel soo XXXX_SPIO_PATH were XXXX is the Series 5 Company System code or SHSI_SPIO_PATH You may choose the number of days that are used to determine which letter is generated The content of each letter is obtained from pre defined ASCII text files that you must create using a simple text editor such as Notepad or Ultraedit These files MUST NOT be MS Word or WordPerfect documents Each form letter may contain ONLY UP TO 60 lines of text each no more than 90 characters in lengths As an option a brief Customer Statement will be generated with each letter Ifa Series 5 Form is defined for the designated Printer Queue on which they are printed and Tray Selection Commands have been established the system could have pre printed letter head forms for the letters and Statement forms in two different trays of the printer As an option for installation with the Series 5 Professional Invoicing Pl system all invoices that are overdue may also be printed As an option the system will automatically send each letter within the body of an email with the Statement as an MS Word attachment The email address is obtained from the Customer s properti
207. cally e You may edit the Amount directly on the Revenue Distribution screen s grid The following screen is displayed to enter or modify the Distribution Account and the amount to be recorded as revenue 2007 2014 by Sentinel Hill Software all rights reserved 216 Series 5 Accounts Receivable User Help Modify Sales Distribution Distribute Revenue for Document O66666 Amount Left to Distribute 0 00 2 Revenue Distribution Account 0000 04302 10 010 v t Distribution Amount 4 000 00 CORPORATE SEARCH FEE REMOTE Sub Ledger Project Code Revenue Distribution Screen Field Definitions G L Account 9 18 9 5 This is the G L Account to which the Revenue is distributed to as a credit The Account number may be entered directly or you can use the drop down list and select one of the ten most recently entered numbers or click the G L Account Lookup icon Entering the G L Account There are a couple of different ways a G L Account maybe entered For example if you wanted to enter G L Account 001 0500 040 you can type any of the following strings in the field provided e 001 0500 040 e 1 500 40 e 1500 40 e 001 0500 040 e 0010500040 Note that the system does remember the last 10 accounts that had been entered If by chance you need to repeat entry of one of those accounts just open the drop list box and double click on the desired account Sub Ledger Project X 6 X 8 X 4
208. cbl bat must be edited to have the variable NATIVE set to nothing Nov 15 2008 User Logon Passwords The Series 5 system now requires all passwords to be made up of at least 8 non space characters at lease one of which must be a numeric digit Also if a users password has expired they will be offered the opportunity to assign a new password after entering the old password The rules for password entry will apply Oct 7 2008 Import and Export and User Interface Applications An error occurred when exporting to an Excel spreadsheet if the 1st character the output string was a or character In this case Excel expected a valid formula If this was not the case a terminating error was displayed The problem has been fixed Now the Series 5 software will automatically insert a single quote character in front of the string before inserting to the cell Oct 7 2008 User Access Maintenance The Series 5 User Access maintenance routine has been enhanced to simplify the steps to establish new users and give deny access rights Sept 24 2008 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Accounts Receivable User Help e The Enable and Enable Like functions have been simplified In each case you now just highlight the Red head that is to be given access rights and click the Enable or Enable Like push button or right click and select the desired function from the pop up menu For the E
209. ccount or cash receipts may be recorded as Non A R Cash The Cash Receipts function may also be used to apply any previously recorded Open Credits to specific invoices Some of the features associated to Cash Receipts entry are as follows e All Cash Receipts are entered as sets of transactions into operator defined Cash Batches 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 219 e Batches are created in advance and can have control totals that are tested as transactions are entered e Different operators may be working with different batches totally independent of one another When Cash Batches are posted a journal is generated which is archived for future reference Customer payments may be entered and applied to a number of different invoices or enter as an Open Credit on the customer s account When applying amounts to specific invoices any Discount that was applicable may be entered When applying amounts to specific invoices if there was an overpayment or a short pay the amount can be recorded as an allowance and recorded to the applicable G L account You may record cash receipts from a single check that needs to be applied to more than one customer Initially enter the full amount of the check and once all invoices that are being paid have been selected a button is provided that will adjust the amount of the Cash Receipt based on what has been applied You can
210. ccumulated statistic about the customer Setup Tip When adding a new Customer you may specify a Customer Template These Templates may be set up ahead of time and define the standard codes used for billing and processing that are associated to customers This greatly simplifies the task of initially loading customer information A R Customers Address Tab Screen The Customer Address screen is used to define the name address and contact information You must also assign a Customer Code which will be used to track all associated documents Some points to note when setting up your customers e Enter all customer Company Individual names as either all upper case or capitalized 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Receivable User Help lower case Either way make it consistent Customers may be selected in a variety of functions by keying their names e Attempt to capture phone numbers and email addresses e The Customer Code is alphanumeric Should you decide to have the Customer Codes as all numeric when selecting a customer code the number that is entered will automatically be right justified with leading zeros inserted on the left The Address and Contact information associated to each Customer are maintained by the following screen lS Customer 2012TH 20TH CENTURY FOX TY THE 12TH MAN WHICH IS A REMOTE SMALLER DIVISION OF SENTINEL HILL E customer Maintenance
211. ceaeeecaaeeseaeeeeeaeeseaeeesaaessaeeeesaeeseaeeseaeeess 385 Exported Data Lay Outs croin aa eben ce theta aie a A E EA A EE 386 6 Master Code Maintenance FUNCTIONS ccccccceceeeceeeceeeceeeceeceneceseceeeceeeseeesnessnesensseesees 388 Customer Codes Mainte mance ccsseeccseeeesseeceseeeeseeeessneeeseeeennneesaneesnsneesanaeeneeeeseaesnnaeeneeeseseeeenneeensneeens 389 A R Customers Grid 06 Customer Address Screen Customer Notes Scree ninv i s EE EE E EE ee Re IN Aris RS lee hoc As ClistomenA PiPrOnile Sre isco acess senses cg eee cede chloe cca eos e ets ose af ev ned et eee tee ine 396 Customer PID Y TD Statisti Szean caccescievaes teeccdeatesieeei EEE EE EA EEA AEE EE 402 Customer Monthly Sales Statistics cccecceccecceseeseseeceeceeceeeeeeeeeeaecaecaeeaeseeseceeeeaeeaesaesaeseeseeseaseaseaeeaesaeseesaeeaese 406 Credit Incidents amp Contact HiStOry cccecceccecceseeseeeeseeceeceeceeeeeeeeeeaecaecaeeaeseesaeseeeeaesaesaesaeseeseesaseaseaeeaesaesarsaeeaese 407 Customer Demographic Codes SCIreenn ecceccecceseseeceeeeeeeeeeseeseeaecaeeaecaeseeseeceeeeeesaesaeeaeseeseeseaseeseaeeaeeaesaeeeeaee 411 Reporting amp Exporting Filters SCre N ecceeceseeseeeeeeeeeeeeeeeeeeecaeesseesaeesaeseaeesaeeeaeeeaeeeaeseaeeeaeeneeseeeseeeeeeeeneeeas 413 Customer Properties Export Customer Data M OTE ea a Ae ee i ee Cash Batch Maintenance i 0 ccscsccscecevssvocsssnsvsnncecnccssusevessocesrncrseeneessce
212. ceivable User Help The Series 5 system provides for the option of having more that one A R Control Account If this is the case then you may choose to list ONLY those Sales Transactions that are 6 5 9 associated to a particular A R Control account Cash Archive Journal As Cash transactions are entered the associated data records are kept in the Series 5 system in their respective archive history files This data is available for a variety of inquiry and reporting functions This function may be used to generate a report listing the archived Cash transactions This report is similar to the register that is produced when a Cash Batch of transactions is posted but with items listed sorted by Document Number Accessing the function to generate the Cash Archive report can be done either directly from the Historic Cash Archives Inquiry za function or from the A R Menu s Reports drop down menu c t Archived Cash Report Options Screen Reports Codes Maintenance Purgin AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non A R Cash Report Sales Archive Report Cash Archive Report x Sales Analysis by Customer The following screen is displayed offering a variety of filters for the reporting function 2007 2014 by Sentinel Hill Software all rights reserved Accounts Rec
213. cel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If that output input option is selected and Excel is not installed on the user s workstation a message will now be displayed Previously the system assumed it was installed and when it attempted to call Excel to build read the spreadsheet the program would bomb out with an error This will no longer happen June 02 2009 Outputting Reports and Invoices as MS Word Documents Any Series 5 generated reports invoices statements etc may be output as an MS Word document For any MS Word documents that are generated a Template may also be specified as defined in a Series 5 Configuration file variable These templates must be installed on each users workstation in the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder For users with Office 2007 these templates need an extension of DOTX For earlier versions of MS Office the templates need an extension of DOT The system has been enhanced so that if from the Series 5 Print Options screen MS Word output is chosen it will test for the occurrence of the designated template file for the particular type of output being generated If the template cannot be located an error message is displayed Previously if when generating the output the MS Word utility could not find the template the system displayed an evil looking message and would abort
214. ces There are no tabs in the actual text This is the Character position in front of which the formatting Tab will be inserted ie the spaces up to this point will be replaced by a Tab when the text is 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Accounts Receivable User Help File Edit Search Insert Project View Format Column Macro Scripting Advanced Window Help a x E ar ial GS EO OREA wax DUNLETTERL TXT x 1 SFMT 1 1 38 11 Trebuchet MS 0 0 0 0 0 STAB 19 0 38 L 0 4 5 75 R 0 52 5 88 L 0 64 3 TAB 20 0 15 L 0 5 SECOMPANYS S DATES SSADDRESS1 St ADDRESS2 Customer CNUMB SS ADDRESS3 amp SS ADDRESS4 StADDRESS5S St ADDRESS6 20 Re Past Due Invoices In reviewing our accounts receivable it has come to my attention that the invoices that are listed on the attached page are currently outstanding We realize that due to busy schedules most likely this is just an oversight or payment has already been made However should you have a problem with the invoices or desire additional information please give me a call at your earliest convenience 800 663 8354 otherwise we would appreciate payment The items we have listed as over due amount to PASTDUE Your current balance is BALANCE If you have already brought your account to a current status thru Payment of the invoices listed we thank you Sincerely X SENTINEL HILL
215. ch Customer The User Sales Code is carried through as a field in the A R Sales Transactions and are recorded with each Customers s Open Item records The User Sales Code may be used as a filter for the A R Aging Reports to limit Open Items processed The User Sales Codes are used by the following Series 5 systems to be recorded with Invoices System Assigned Value The User Sales Code entered with Orders Customer Order Processing The User Sales Code entered with Invoices Miscellaneous Invoicing The P I Project Code SHPMNT RGISTN Professional Invoicing Cement Shipments System Class Registration Invoicing The User Codes defined here are listed in the Series 5 A R User Code LOV Lookupl 65 window The User Codes Maintenance function is accessed from the A R Main menu by select User Defined Sales Codes from the Codes Maintenance drop down menu A R User Codes Maintenance Grid A R User Sales Codes are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 465 Di User Sales Codes Maintenance File Edit Help Define User Sales Codes Select to modify or delete or add a new User Sales Code a You may also generate a report listing the codes already defined Exe Fast Buttons o To User Code with Code ajaja Refresh See LL Add a new A R User GTC SEMINAR LIBRARY SERVICES Modify the A
216. check box Presented when the type of report is for a Delinquency Analysis or Credit Warnings Set the check box to have the Customer Totals output to a spreadsheet Aging Open Items To Date mmddyy This is the date used to determine the age of each Open ltem This date is compared to the invoice s Due Date to compute the number of days used as the age of the item For the analyses you may select to list only those Open Items that are Overdue more than a minimum threshold Otherwise the detailed report may be quite large Customers with Account Balances radio buttons To select only those customers whose Account Balance amount falls within a particular range click Not Considered the desired compare function and enter the amount to Be compe val GreaterThan Less Than or Equal Greater Than Customers with Cash Receipts Last radio buttons Received To select only those customers that you have or have not received a payment from relative to a particular Not Considered date click the appropriate button and enter the date D NotReccived to be tested against BS Recaived eceive Customers Group by drop list When the report is printed the customers may be grouped and sorted with sub totals printed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 347 City Credit Rate Code Customer Type Company Phone Area Code Sales Rep Territory State or Province
217. choose to list ONLY those Cash Receipts that are associated to a particular A R Cash account 6 5 10 Sales Analysis by Customer This Series 5 Analysis report basically produces a report of Sales Costs and Profit as computed based on the Period to Date Year to Date and Last Year totals that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics soz Clearing Customer PTD and YTD Operations For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 operation at the end of each month and the Clear Customer Year to Date 209 operation at the end of the designated reporting year 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 359 For each customer the following totals are listed to the report v Cost of Sales Period to Date Year to Date and as an option Last Year v Sales Period to Date Year to Date and as an option Last Year v Profit Sales minus Costs Period to Date Year to Date and as an option Last Year v Costs Sales and Profit broken down by month for Current Year and Last Year In each case a percentage of the amount listed for the customer relative to all customers are also printed A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed in a timely manner The R Period Analysis reporting inquiryl 377 function provi
218. ck box if a brief Customer Statement is to be attached to the Dunning letter Aging Open Items To Date mmddyy This is the date used to determine that age of each Open Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item Customers Group by drop list When the Customer letters are printed they may be grouped by a variety of different fields City Credit Rate Code State or Province Customers Sorted by drop list When the Customer letters are printed they may be listed sorted by a variety of different Customer Code fields Customer Company Name Membership Code ZIP or Postal Code Current Account Balance Credit Limit Overdue Amount Record an Entry in Customer s Contact check box History 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 283 As an option for customers that have a letter generated an entry will be recorded in the Customers Contact History orl Update the Customer s Last Credit check box Incident Field For each Customer the system keeps a table of system detected Credit Incidents These might be recorded as a Dunning Letter being generated or the customer being identified by the Overdue analysis function Set the check box if a customer is generated a letter and it is to be recorded As an option the system will automatically send each letter as an
219. ck on the Rebuild button below If you do not wish to have the file rebuilt click on the Cancel button Cancel A progress bar will be displayed This function may take some time because it must read through the entire Cash Transaction file which on some systems may be very large 6 4 3 Load Sales Transactions from Spreadsheet or CSV The Series 5 Accounts Receivable system is designed as a stand alone system that can handle receivables for invoices generated either by other Series 5 applications or by other systems home grown Invoicing or production packages Either way Sales Transactions are interfaced into an A R Sales Batch and eventually posted as Receivables This menu function provides the means to load Sales Transactions from an external source such as acustom developed Order Entry or Invoicing system That system needs only to generate an Excel spreadsheet a CSV text file or a Tab Delimited text file in a specifically designed format That file is then read and processed to build the Sales Transactions for the Series 5 system 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 237 Some points to note when interfacing Sales Transactions e The interface file may be processed either to be read to generate a report or to actually generated Sales Transactions or both The report may be generated as a full interface journal or as just an exception report e All inp
220. contain each of the printers that has been assigned to the particular Company System that you are working in When the Print Queue has been selected the system will echo the Description the Font and if applicable the network assigned printer name of the Captured printer Iv screen Browser IV ACMIYe w nupus Manayti i V Print Queue WPRINT3 WinPrint Courier 10 Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 N tt of Copies 7 oo 3 When selected to direct the report Saved To Disk you must select to save it as an MS Word Document an MS Word Document Printed a PDF Document or an ASCII Text 2007 2014 by Sentinel Hill Software all rights reserved na Series 5 Accounts Receivable User Help File In either case you need to have specified the folder to which the file is saved The default is the directory that is defined in the Series 5 User s Logon Profile field labeled as the User s My Documents folder Pathname You can click the push button to locate or change the folder where the file is to be stored Mitcopluieu FINE parun e00 arte Save to C Documents and Settings Larry Carlsen My Documents SHSISUCC i Save as MS WORD Printed v To Captured Printer LASER_LAND v Send a copy to E Mail Recipient hp Lasewet 1300 PCL 6 z 4 If saving to an MS Word Document Printed then after generated the docum
221. creen printed or exported to an MS Excel spreadsheet The AVR Period Analysis Inquiry function and the A R Period Analysis Report function are in fact the same function For a full description refer to the topic titled A P Period Analysis Reportl 7 l found under the chapter on Reporting Functions sl later in this documentation Operational Functions The topics in this chapter describe functions and procedures that are a available under the Operations drop down menu on the Accounts Receivable menu These menu items are used to perform the major processing functions in the Accounts Receivable system In particular the functions for entering your Vendor Invoices and for generating Checks are found here These functions are available from the A R Menu Bar as shown 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 199 SHSI Series V Accounts Receivable scali z File TrxInquiry Reports Codes Maintenance Purging Wizards User Functions Control Options Window _ Help Sales and Credit Entry User USER Cash Receipts Entry Rev 5 12 Load Sales Trxs from Spsheet Load Sales Trxs from Seq File Load Bank s LockBox Cash Trxs 5 Daily Undo Sales Batch Posting 1 Se Undo Cash Batch Posting Acc 1 End Operations 8 Transaction Entry 3 Coming Due 4 My Favorites The folle Bulk Email Generator Compute Finance Charges Expor
222. ct All transactions regardless of their Check numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers Include only Documents for Type s check boxes A check box is presented for each of the types of Archived Cash Receipts that may be generated in the A R system Click or un click to have the particular type processed by 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Cash Batch X 6 To have only those transactions processed that were entered under a particular A R Cash Entry Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For A R Cash Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A R Cash Account If this is the case then you may
223. d o Series 5 Accounts Receivable User Help to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing gt for full details Field Definitions Ledger Date Interface Bank Receipts to a Cash Batch check box When loading the Cash transactions interface data if you wish to build Cash Transactions and have them written to an A R Cash Batch set this check box Print an Interface Journal Edit List radio buttons When loading the Cash Receipts interface data if you wish to have an edit list a exception report or a journal report generated set this applicable radio button The Full Detail report list all transactions The Exception report lists only those transactions that have missing Check Numbers or Customer Codes where a ZERO Apply To numbers was found or where an Open Item document does not exist for the given cash receipt s Customer Apply To codes Cash Transaction Batch Code X 6 This is the code assigned to the Cash Transaction Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key Cash Receipts Date mmddyy When Cash transactions are generated this date will be automatical
224. d By default All jobs wil be processed amp Queued Batch Job Service Handler Processing Status Execution Log Job Select Filters Status Initializing Systems r Batch Execute Queue al Om O Selected O Selected Company System ai C l O Selected oe 3 Click OK and the Job Processor will trundle off and wait for a job that it can execute Processing Note 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Receivable User Help The Batch Job Processor when launched is executed as an entirely new task in it s own window You can switch back to the Batch Job Manager window exit that and do whatever you please without disturbing the Job Processor Processing Status Tab Screen As jobs are executing you can view their status on the Processing Status tab screen It displays the jobs that is currently executing or the last job that was executed Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Executing Job 00000075 EXECUTING THIS JOB There are 0 job s waiting to be executed 1 Jobs have executed so far b Executing gt Job 00000075 Job Name AZR Aging Report Submitted By USER System AR Company PCA Re Occuring No Started at 10 07 09 PM Elapsed time 22 Hr
225. d Each variable must have 3 arguments as follows providing the Queue Name the Create Option and the Target output lt ccccc gt FORMQ lt Queue Name gt lt Create Option gt lt Output Target gt where lt ccccc gt is the Series 5 Company System code to which the variable is to be applied to lt Queue Name gt is one of the Series 5 Queues that has been defined lt Create Option gt is either RECREATE APPEND or DISTINCT lt Output Target gt is one of the following PRINTER Output to the selected Printer Queue PRINT Output to the selected Printer Queue ARCHIVE Output only as Archived DISK Output only as Archived PRINT amp ARC Output to the selected Printer Queue and HIVE have Archived BOTH Output to the selected Printer Queue and have Archived BROWSE Output to the Series 5 Browser ASCIIDISK Output to disk as an ASCII Text document WORDDISK Output to disk as an MS Word document PRINT amp WOR Output to disk as an MS Word document and D to selected Printer ARCHIVE amp W Output to disk as an MS Word document and ORD have Archived WO ORD2003 Output to disk as an MS Word 2003 document PRINT amp WOR Output to disk as an MS Word 2003 D2003 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 document and have Archived 2007 2014 by Sentinel Hill Software all rights reserved ORD2003 WO ORD2007 Output to disk as an MS Word 2003 d
226. d The default output for the Purge Journal has been changed from Printer to that of being Archived Oct 11 2010 Interface Lock Box Cash Receipts from your Bank A new operation has been added to the Accounts Receivable system Interface Bank Cash Transactions may be invoked to load a CSV text file supplied by your bank that contains information on any cash receipts that they had received on your behalf When loaded a Cash Transaction Batch will be automatically created and appropriate Cash Receipts transactions generated A number of different conditions are dealt with These include the following 2007 2014 by Sentinel Hill Software all rights reserved Introduction If for a Customer s receipt only the Invoice to which the amount is applied is provided the system will correctly determine the Customer and create the appropriate Cash Transaction If there are multiple Checks that were received against a single Invoice the system correctly creates the appropriate Cash Transactions e If a single check is received that is to be applied to Invoices for different Customers the system will correctly identify each Customer and create the appropriate Cash Transactions e Over Payments and Short Pays are identified and reported on the Interface Exception Journal e Incorrect Apply To number are identified and reported on the Interface Exception Journal e lf an amount to be applied to a particular Invoice exceeds the Balance
227. d Customers Each Customer has as a property that indicates whether or not Statements generated for them are to be automatically emailed Select the check box if the generated Statements are to be emailed to those customers Note that the email address used is that defined for the customer and the actual statement is a PDF document that is attached to the email The emails are automatically sent without operator intervention See the note in the section following about emailing statements Customer Sort drop list When the statements are generated they may be sorted based on a variety of different Customer Code i Customer Company Name customers properties Membership Code ZIP or Postal Code This field is defaulted to a setting defined in the Customer Type A R Control Properties Sales Rep Suppress Customers Statements with Zero check box Balance 2007 2014 by Sentinel Hill Software all rights reserved 274 Series 5 Accounts Receivable User Help Select the check box if Customers with a ZERO Balance owing are NOT to have a Statement generated Suppress Customers Statements with check box Credit Balance Select the check box if Customers with a Credit Balance are NOT to have a Statement generated Open Items Select Since Date radio buttons and mmddyy When generating statements you would normally have all the customer s Open Items up to a specified date listed Should you choose to have only those items since a p
228. d of every month The finance charges are calculated as follows e Debits with a document date prior to the cutoff date are aged according to invoice date or due date Depending on a setting in the A R Control Preferences e f the Debit is older than the minimum days for finance charges set up in the A R Preferences it is considered to be subject to finance charges e All such debits are accumulated and this figure is then reduced by the total of all applicable credits within the cut off date e The final debit balance if greater than zero is used to calculate finance charges ina two step calculation e The debit balance less than or equal to the Level 1 finance charge cut off value in the A R Control file is subject to the Level 1 finance charge rate e Any debit balance exceeding the Level 1 cut off value is subject to the Level 2 finance charge rate e The sum of the Level 1 and Level 2 finance charges is the calculated finance charge e f the calculated finance charge is less than the minimum finance charge specified in the A R Control file the minimum amount applies e If Level 1 cut off value is set to zero in the R Control file calculation is done entirely by the Level 1 rate When finance charges are posted a Finance Charge Journal is generated and archived This will detail for each customer the total past due amount Finance charges will be posted to the A R Open Item file with the Document Date equal to the calculatio
229. de is used as a filter in many of the reporting and analysis functions that are based on customers It is also used for sorting or grouping of Customers The Territories defined here are listed in the Series 5 Territory Code LOV Lookupl 65 window The Territory Maintenance function is accessed from the A R Main menu by select Territory Code from the Codes Maintenance drop down menu Sales Territory Maintenance Grid Territories are maintained using a Series 5 grid processing screen Gi Territory Codes Maintenance File Edit Help Define Territory Codes used Select to modify or delete or add a new Territory Code You may also generate a report listing the codes already defined exit Cor Poe om Fast Buttons Go To Teritory with Code v ajasa Reres Add a new Territory Cc CAUS California United States ECDN Easten Canada an Maritimes R EURO Europe Modify Modify the Territory Co highlighted in the grid Delete Delete the Territory Co highlighted in the grid Generate a report listin Territory Codes alread NW North West United States WCDN Westem Canada Items are listed in order by Code Edit an existing Territory Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displ
230. de the operator an opportunity to set filters such that only selected customers based on whichever Customer Demographics have been assigned to them are reported or inquired The following screen is presented where applicable 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 109 Customer Maintenance Print a report listing the Customers currently on file using assorted selection criteria Report Options Customer Select Filters Demographic Selects Print Options For a Customer to be included in this application they must match each of the Selections Criteria that you specify below r Company Size s all O Selected f Geograph Region s All O Selected r Industry Code s all O Selected r Mascot s CAT FISH PANDA r SAS Levels All O Selected For each Demographic Code you may choose to provide filters for Selected Codes or a Range of Codes If the A Range radio button is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will be displayed from which you can select codes that are to be reported Point of Interest Please note that the Demographic Codes are dreamed up by you the user The screen here shows some creative or maybe not so creative examples Field Definitions Xxxxxx Code
231. ded e Reporting a report similar to the A R Sales Transactions Posting Journals may be generated e Analysis the R Period Analysis Inquiry Report function reads these records to accumulate it s totals Some of the features of the Inquiry function are as follows e A function is provided that will compute totals for each of the types of transactions on file using a variety of selection filters e A function is provided that will purge Historic Archive records Purging the A R Sales Archive files 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 177 If it all possible you should refrain from purging these records If you must try to at least keep the last 10 years worth of data This will ensure that the A R Period Analysis can be executed effectively The Historic A R Sales Archive Transactions Inquiry function is launched from the A R Menu s Trx Inquiry drop down menu E SHSI Series V Accounts Receivable File BES aene Operations Reports Cod Customer Open Item Inquiry AJR Distributions Inquiry Use Historic Sales Archives Historic Cash Archives Purged Open Item Inquiry nem che 6 3 3 1 Archived Sales Inquiry Grid Screen Historic A R Sales Transactions are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items on file using the grid buttons or enter the respective key fo
232. ded in the selected type of report depending on whether they have overdue amounts that fall in the periods defined by the A Credit Notifications R Control preferences Issue Credit Writeoffs If Credit Notifications is selected a Mail Merge file may be generated If to Issue Credit Writeoffs the option to have Credit Notes generated will be presented Analysis For radio buttons The analysis is done by examining the Customers Open Items Select whether All Open Items should be ALL Open Items considered or just Finance Charges or just Short Pays O Short Pays You could selecting just Finance Charges or Short Pays Finance Charges when the type of report is to Issue Credit Writeoffs to easily have Credit Transactions generated so you can get rid of outstanding Open Items that you know are never going to be paid off Select the level of information to be output for each customer The Detail Listing will list all Open Items for Customer List each customer Customer Summar O Detail List 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help Generate Address Merge File for check box Notifications Presented when the type of report is to issue Credit Notifications Set the check box if an Address Merge File is to be generated This may be merged with a word processor to generated letters for your customers Export Customer Totals to Spreadsheet
233. default values when new Customers are added E 2 Fast Buttons Go To Defaut with Code w aj Add a new A R Cus O Templates Code DFS Default Customer Default DFS Template Modify Modify the A R Cust Templates Code hi in the grid Delete Delete the A R Cust Templates Code hi in the grid Edit an existing A R Customer Templates Code by double clicking it s associated row Standard Series 5 grid controls apply A R Customer Templates Code Properties Screen The properties for each A R Customer Templates Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Receivable User Help Customer Template Maintenance Customer Template 001 Modify the Properties of Template Code Address A R Profile Customer Templates are identified by a 3 digit number When adding a new Customer to the system you can select one of the Templates that you create here EA Customer Template E Created 4 22 09 Description Canadian Customers Field Definitions AR Customer Templates Code X 6 This is the alphanumeric code assigned to the Template Enter this code when a new Customer is added if a Template is applicable Description X 30 Is a description of the Template This is printed on most A R reports and is displayed to most A R screens where the Template Code is utili
234. defined for the operator s environment Under UNIX these may be seen by entering the shell env command Under Windows these may be seen by entering the DOS set command Variable Description Description APPDATA C Documents and Settings The 1st 2 characters are used to determine xxxxxx Application Data the users Home Drive on their PC ls set up by Windows SHSI_USER_ SHSI5 LARRY The default Signon User code used when NAME signing onto the system from a client PC USERNAME SHSI The Windows client signon name Used to determine the operators actual My Documents folder pathname ls set up by 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Receivable User Help 7 2 2 Oo Windows S SOS S5_DIR D S5 Required ONLY by the user building the Series 5 executables Configuration Variables The following variables may be defined in the runtime configuration file These variables can only be defined or updated by your Systems Manager or support staff from Sentinel Hill Software Inc Processing Tip If you need to maintain different sets of operating environments on your system you may do so by setting up different runtime configuration files In this case the different environments would execute totally independent of one another In particular the two variables that would provide total independence are SHSI_CTRL_PATH and CODE PRERX Control and File Management Variables The fo
235. defines the next number that is to be assigned At that point this field will automatically be incremented If the first 7 characters of the Customer s Company Name is NON A R then the cash receipt will be automatically set up as a Non AR Cash Receipt and this next Check assigned Next Numeric Sales Batch Code 9 6 Customer Sales transactions are entered into the system utilizing sets or batches of transactions If you make use of numeric Batch Codes when new batches are created the operator can strike the F1 function key to have the Next Numeric Batch Code automatically assigned At that point this field will automatically be incremented Next Numeric Cash Batch Code 9 6 Customer Cash Receipts transactions are entered into the system utilizing sets or batches of transactions If you make use of numeric Batch Codes when new batches are created the operator can strike the F1 function key to have the Next Numeric Batch Code automatically assigned At that point this field will automatically be incremented 6 8 1 2 Aging amp Finance Chrgs Tab Screen Defines the properties for those functions that age the Open Items and compute Finance Charges in the Accounts Receivable system 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 479 W Modify A R Control Preferences Bk Accounts Receivable Control Modify the Properties of General Aging and Finance Charges Default G
236. defining 143 executing 148 wizard screens 143 working with grids Fast Button frames 55 copy cut and paste 62 display items with different sorts 54 editing grid row fields 61 s8 Series 5 Accounts Receivable User Help working with grids file properties 63 most recently accessed items 62 navigating through the data files 59 pop up menus 61 searching for particular items 57 selecting items for display 56 Undo deleted records 62 Undo modified records 62 2007 2014 by Sentinel Hill Software all rights reserved
237. der So Coas pesen S N Code Modify Modify the Order Sot Code highlighted in tl Delete Delete the Order Sot Code highlighted in tl Generate a report lis Order Source Codes on file Bookstores Trade Show ACPA Internet 25 Structure Point Items are listed in order by Code Edit an existing Source Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details The report listing the Source Codes on file if archived will be catalogued with a report name of SOURCODE LST Source Code Properties Screen The properties for each Source Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help 6 6 10 E Order Source Codes Maintenance Order Source Code 22 Modify the Properties of Order Source codes are used by the Order Processing System The description is displayed on assorted screens and reports Order Source Rz Description Field Definitions Order Source Code This is the alphanumeric code assigned to the Terms Enter this code whe
238. des an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading through the Sales Archive records Totals are tallied for a variety of different criteria Accessing the Sales Analysis by Customer Report From the AR Main menu select Sales Analysis by Customer from the Reports drop down menu s Receivable Codes Maintenance Purging Reports 4 R Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports y Non AJR Cash Report Pe Sales Archive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep Ni Analysis by State Province Analysis by Sales Volume Analysis by Month 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Receivable User Help Sales Analysis by Customer Options Screen The following screen is presented when generating the report D Generate Sales Analysis Report by Customer Report CUSTANAL RPT Print the Sales Analysis by Customer Report Options Customer Selects Demographic Selects Print Options The Sales Analysis by Customer report lists Period To Date and Year T o Date Costs Sales and Profit totals that have been accumulated for each customer Totals for ALL or a specific month can also be included EA Customers Sted by TATT C Incl
239. direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 7 for full details For the Open Items export function the default name assigned will be AR_Openltems XLS The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions s4 for full details Load A R Open Items Report or Export Options Screen Field Definitions Document Number s radio buttons and 9 8 2007 2014 by Sentinel Hill Software all rights reserved 310 Series 5 Accounts Receivable User Help To select All transactions regardless of their Document numbers or for only those that fall within a range of document numbers Ifa Selected range is selected enter the starting ending Document numbers Documents Dated mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Type s check box s A check box is presented for each of the types of Open Items that might have their Due Dates recomputed Click or un click to have the particular ty
240. dow will be presented from which the following functions may be chosen e Inquire to display the associated Customer s History e Hyper Jump to edit the Customer s master profile record e Have the Finance Charge record deleted You may also edit a customer s Finance Charge amount directly on the grid screen From the Fast Buttons frame push buttons are provided that can be used to generate and or re generate the Finance Charges have a Finance Charges Preview report generated or the Post the Finance Charges to the A R as Open Items Customer Finance Charges Processing Grid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 263 o Generate Customer Finance Charges File View Help Gonorstoi cusi Emanco hargas Compute edit preview and post Customer Finance Charges 2 Ed Re Build Finance Charges Print Preview Report Post to Accounts Receivable List by Go To the Finance Chargefs for Customer Code bf Al ast 4 4 11 06 on Arizona Portland Cement MEM 19 18 21 607 00 0 00 607 00 3 02 06 545 o mE 031 43 316 9071 71 2 2717 06 Illinois Cement Co MEM 11 7267 82 267 40 a 12 70 41 133 70 4 i 1231706 Lehigh Southwest Cement Co MEM 96 90 E 232 62 95 002 52 3 230 10 5 1427 06 2 726 23 Holcim US MEM 145 2 12227269 7 E 95 4840 74 6 BA 5 05 000 26000 Lehigh Cer Co North S MEM 1 l 1 324 31 605 802 51 542 086 95 63 715 56
241. e all rights reserved 410 Series 5 Accounts Receivable User Help B Add Edit Customer Contact Incident Date 11 14 08 Method Registered Mail z Comment Reminder to Pay Outstanding Balance Due Contact ncident Screen Field Definitions Record the method the customer was contacted Record the person who dealt with the incident Enter a brief description 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 411 6 6 1 8 Customer Demographic Codes Screen amp Customer Demographics Entry Screen Customer Demographics are codes that have been developed by you Accounting or Information Systems managers They are meant to provide user defined properties that may not already be standard with the Series 5 Accounts Receivable system Each particular code is created using the Define Customer Demographic Codes Maintenancel ssl function This screen is used to identify the codes that pertain to this customer For some of the codes you may be able to select multiple values This is a property of the particular code The following screen is displayed for to enter or modify the Demographic codes for the customer 2007 2014 by Sentinel Hill Software all rights reserved 412 Series 5 Accounts Receivable User Help E Customer Maintenance Customer 235442 Advance Construction System Modify the Properties of Address Notes A R Profile PTD YT
242. e f the Customer s Sales Rep code has been set to XXX then that customer s Credit Rating Credit Limit and Terms Code will be set to the values set This is meant to set the applicable codes to customers that you no longer wish to do business with Accessing the Set Credit Limits function From the AR Main menu select Set Customer Credit Limits from the Operations drop down menu V Accounts Receivable S Reports Codes Maintena Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator Export AJR Distributions Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limits Clear Customer PTD Clear Customer YTD Set Customer Credit Limits Options Screen The following screen is presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 293 D Set Customer Credit Limit and Ratings Set Customers Credit Rating Codes and Credit Limits This process will set each Customer s Credit Rating Code and Credit Limit based upon their Aged Balance Due totals for each of the standard Aging Periods The dollar value Thresholds and Credit values to be assigned shown below are defined by the Credit and Overdue Options tab screen of the 4 A Control Properties function Customers with Aged Balance Due T
243. e interfaced into an A R Sales Batch and eventually posted as Receivables This menu function provides the means to load Sales Transactions from an external source such as acustom developed Order Entry or Invoicing system That system needs only to generate a sequential file in a specifically designed format That file is then read and 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Receivable User Help processed to build the Sales Transactions for the Series 5 system Some points to note when interfacing Sales Transactions e The interface file may be processed either to be read to generate a report or to actually generated Sales Transactions or both The report may be generated as a full interface journal or as just an exception report e All input data is validated Any Customer Codes A R Revenue Accounts Sales Representative Codes are all validated within the A R system If undefined Customer codes are encountered the interface to the a Sales Batch will be aborted e The system by default will look for the interface file in a sub folder on your system that is defined by a variable in the runtime configuration filel sl Your System s Manager can set this up for you e After interfacing the transactions to the selected A R Sales Batch you must select Sales and Credit Entry function from the A R s Operations drop down menu select the batch and post it to have the transactions recorded
244. e menu sub screens amp My Scheduled Menu Items Screen Users set up the scheduled functions in a tree structure Following is the screen that is 2007 2014 by Sentinel Hill Software all rights reserved mo Series 5 Accounts Receivable User Help displayed listing each menu set and sub functions Characteristics of the screen to note e Click on the next to each of the primary menu topics to expand the tree to display each of the associated drop down menu functions Only those items with the e3 icon can be scheduled e The right pane of the screen is used to edit the properties associated to the scheduled item e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the icons Defining a Scheduled Menu I tem 1 When the screen is displayed click on the green Plus sign of the ae icons to expand the tree structure to show each menu item 2 Double click the clock icon next to the menu item to be scheduled The right pane of the window will be activated o If this menu item is to be shown in the User s Favorites sub screen set the check box o Select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 3 The menu item will appear on the applicable Accounts Receivable tabbed su
245. e on in conjunction with other applications It functions as a subsidiary system to the Series 5 General Ledger system This help is designed both as a course in using the Series 5 Accounts Receivable and as an ongoing reference while you are working with the program Getting started new users e Study the Introduction 10 and Quick Start Tutorials sections to familiarize yourself with the basics of the application e Check out all the links in the Help tab plenty of help is available Getting started users upgrading from prior revisions e See the History of Enhancements 12 for a quick summary of the major changes and where to find the functions you are looking for e Even if you are an experienced Accounts Receivable user please run through the Introduction 10 and Quick Start Tutorials sections quickly to get up to speed with what has changed in the latest version of the program Copyright Notice e Sentinel Hill Software Inc has made every effort to ensure that the material published in this Help file and or manual is correct and accurate but reserves the right to make changes without notice at it s sole discretion at any time e PROPRIETARY RIGHTS NOTICE All rights reserved This material contains the valuable properties and trade secrets of Sentinel Hill Software Inc of West Vancouver BC Canada Sentinel Hill embodying substantial creative efforts and confidential information ideas and expressions no
246. e What field or control your mouse was position on when the error occurred e What key or control was struck or clicked when the error occurred e If possible identify the Transaction record or Master Code record that was being operated on at the time e The error code along with the accompanying descriptive text if any Please Take Note Ifitis at all possible you should get a screen shot of your screen with the error message displayed This would greatly assist in identifying the cause of the error 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help 7 3 1 Application Error Codes Here is a description of the assorted errors generated from the application that will cause it to terminate abnormally Message Possible Problem Code 24 Disk full for Indexed file There is not enough disk space allocated to the WRITE data folder the data file resides in 30 XX Hardware Error Failure There is a serious hardware failure The secondary code value xx is set by the operating system 4 Disk full for Sequential file There is not enough disk space allocated to the WRITE data folder the data file resides in 3 3 Sentinel Hill Software support for assistance 37 07 User does not have The user does not appropriate access rights to permission to access file open the file 37 XX System failure on opening a The application attempted to open the file in the file wrong mode 37
247. e applicable radio button to identify the type of Open Item Ledger Date mmddyy The Ledger Date will default to the Document Date Deepen For Invoices the Due Date will be automatically be calculated using the properties of the associated Customer s assigned Terms Code For all other document types this field defaults to the Document Date Fearonse ore p This field is provided so a brief memo may be recorded with the transaction AR Control Account 9 18 9 5 This is the G L Accounts Receivable Control account to which the amount of the transaction would have been recorded to as a debit If the Accounts Receivable system was configured with only one A R Control Account then this field is not presented to be edited It defaults to the A R Control account that was assigned to the Sales Batch for which the transaction is being entered but it may be edited as required This is the actual total dollar amount of the transaction For Invoices it does not include Miscellaneous Charges Tax or Freight The Sale amount is used to compute any discount that would be allowed when an early Cash Payment is received For Payments and Credits enter the amount as a positive value without a minus sign The system will automatically adjust the sign when the applicable Open Item record is written The following table defines what amounts are to be recorded in the Amount 1 and Amount 2 fields Invoices The Sale amount or Debit T
248. e internal driver used to send emails has been enhanced to generated and send emails using calls to Microsoft Office Outlook rather than to the MAPI library As a result the following capabilities associated to sending emails are now possible e Emails may be sent as Plain Text Rich Text or as HTML e Emails may be generated when executing as either a thin client of FAT client e Emails may now be sent with copies going to Cc users and Bcc e The text message associated to emails are now loaded from user created maintained data files rather than being coded from within the application software These text files may be either plain ASCII text or HTML files and contain up to 8192 characters Except for specific types of emails these files MUST BE LOCATED in the directory named Email Templates located in each Company System s designated reports directory e Provides support for 120 character email addresses and 140 character subject line Sept 20 201 1 Importing Numeric Cells from Spreadsheet A problem has been identified and fixed when importing formatted columns of data from spreadsheet If any headings were specified and they exceeded 22 characters in length the number being input and recorded was ZERO The problem has been fixed July 25 201 1 Oo Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide
249. e name of the report used when it was archived was not being set up correctly The problem has been fixed March 18 2009 For 2008 a Sales Transaction Entry When entering a Sales Transaction the system does not allow a document of a given type to be re entered with the same document number le you can t have two invoices on file with the same Invoice but you may have an Invoice and a Credit with the same Document If a duplicate was detected it was possible for the operator to ignore the error message and proceed to enter the Sales transaction this problem has been fixed The operator will no longer be able to exit from the 1st screen if a duplicate was detected or if each of the amount field of the transaction are equal to ZERO Dec 16 2008 Sales Transaction Entry When entering a Sales Transaction the logic and screen for entering the A R Revenue Distribution Account has been enhanced You may now enter the Account directly into the field presented In other words a separate window is no longer displayed The new field is presented as a drop down list that you can either enter the account directly or choose from the 10 most recently entered accounts When entering the 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Accounts Receivable User Help account number each segment of the Account number may be separated with either a Space or the character Nov 25 2008 Customer
250. e of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key Ledger Date mmddyy If not provided by the interface file when Sales transactions are generated this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 245 AR Control Account 9 18 9 5 If not provided by the interface file when Sales transactions are generated the A R Account entered here will be automatically assigned Delete the Interface Input file after Posting When interfacing from Sequential flag file if you wish to have that file automatically deleted after the interface has completed set this check box User Sales Transaction Sequential File Import Input Record Definition When loading Sales Transactions interfaced from sequential file the following record layout defines the fields 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Accounts Receivable User Help SEQUENTIAL FILE DEFINITIONS FOR USER INVOICE RECORDS FOR INTERFACE TO A R BATCHES EACH RECORD IS 132 BYTES LAST 6 BYTES USED FOR A RECORD COUNTER AND A NEWLINE THREE TYPES OF RECORDS DEFINED TYPE 1 PRIMARY INVOICE RECORD TYPE 2 ALTERNATE INVOICE RECORD TYPE 3 FD U
251. e range is selected enter the starting ending Profit Centers 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 169 Distributions for Documents Number s radio buttons and 9 8 Select to have All distributions listed regardless of the document number they were generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers Include only Documents for Batch Code X 6 To have only those distributions listed that were recorded for transactions entered under a particular A R Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Documents for Customer Code X 6 To have only those distributions listed that were recorded for transactions entered for a particular Customer Leave the field blank if it is not to be considered as a selection filter 6 3 2 3 A R Distribution Report The AVR Distribution report lists all the distributions that have been generated from the Series 5 Accounts Receivable Customer Order Processing Professional Invoicing Inventory Management and Miscellaneous Invoicing systems that have not yet been interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to lim
252. e selected a similar window with the same characteristics and controls is displayed 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface e F A Accounts Lookup 0 m 0725 95 001700 00 900 0725 99 000355 00 100 0725 99 000355 00 200 0725 99 000355 00 300 0725 99 000355 00 400 0725 99 000355 00 900 0725 99 000360 00 100 0725 99 000360 00 200 0725 99 000360 00 300 0725 99 000360 00 400 0725 99 000360 00 900 0725 99 000365 00 300 0730 90 303020 00 400 0730 95 101012 00 100 0730 95 101014 00 100 0730 95 101016 00 100 0730 95 10101 7 00 100 0730 95 101018 00 100 0730 95 20201 2 00 200 0730 95 20201 4 00 200 0730 95 202015 00 200 0730 95 202022 00 200 0730 95 202023 00 200 Projrct Expense R amp D Travel amp Entertainment Travel amp Entertainment Travel amp Entertainment 168 Travel amp Entertainment Travel amp Entertainment Utilities Utilities Utilities Utilities Utilities Corp O H Utilities 168 Payroll Cahuenga Syndication Payroll T Guest Svcs Payroll TY Op s Admin Payrall T Post Coordinators Payroll T Account Managers Payroll T Reception Payroll Studio Guest Svcs Payroll Studio Op s Admin Use 710 80 202193 00 200 only Payroll Studio Client Svcs Payroll Stu Client Ser Rep wB GoTo Key 0730 00 900000 00 The main difference is the entry of the GoTo Key As each numeric digit is entered the system will attempt to redisp
253. e this Function Re Occurring D aily Mon Fri v Next Scheduled For Pa a aE E AM Yes with New Date Shown h Yes with Original Date Remove as a Scheduled Item 1 The fields will default so the function will be scheduled as defined 2 You may have the item rescheduled using one of the following intervals 2007 2014 by Sentinel Hill Software all rights reserved 3 2 The Basic User Interface 53 Every Day Weekly Monthly Quarterly Annuall 3 Click on the applicable push button as required Grid Processing Screens The Series 5 applications have been developed around the concept that the operator should be able to navigate easily through the master codes data sets or batches of transactions that are being worked with To accomplish this the assorted accounting systems have made use of a graphical control known as a grid The grid control is basically a table that provides the operator with a list of the data records being worked with and controls to navigate through the associated file Individual fields may be edited pop up menus may be displayed for related functions and the cursor up down and Page up down keys may be used to move around rows and columns of data The screens that display these grids also offer a number of functions that the operator can manage or manipulate the particular records information These are fairly consistent throughout the Series 5 accounting systems
254. e to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers Variable Default or Description Sample Argument DOS_MAIL_CMD d sS util RECENER_NAME DOSEMAIL RECEIVER_ADDRES S SENDER_NAME SENDER_ADDRESS SUBJECT MESSAGE_FILE ATTACHMENT ATTACHMENT2 The shell command that is executed on Windows systems to have email sent using a mail program other that MS Outlook or 2007 2014 by Sentinel Hill Software all rights reserved other MS mail programs In the Series 5 system is used to access a 3rd party utility to send email to Lotus Notes users Each pseudo variable will be replaced with the applicable string or path DOS_MAIL_PATH The directory path in which the temporary mail messages are created on the Windows PC when mail is sent using the DOS_MAIL_CMD UNIX_MAIL_CMD The shell command that is executed on UNIX systems to have email sent UNIX_MAIL_PATH The directory path in which the temporary mail messages are created on the UNIX server when mail is sent using the UNIX_MAIL_CMD The directory path in which temporary files are CTORY Etmp created used to send attachments as emails on MS Windows platforms ue Printer Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers
255. eceipt Date 4701 08 75 When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screenl i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria 2007 2014 by Sentinel Hill Software all rights reserved 338 Series 5 Accounts Receivable User Help 6 5 5 The report generated if archived will be catalogued with a report name of OPENWORK LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details oo Field Definitions Cash Receipt Date mmddyy This is the date that would be used as the Cash Receipts Date when items are entered into the system It is used to calculate any valid discounts that might apply This fields defaults to today s date A R Distribution Report The R Distribution Report function can be invoked directly from either the A R Distribution Inquiry function ssl grid screen or from the Reports drop down menu from the A R menu neyo Codes Maintenance Purgin AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Workshee
256. ecified date is past then the extra field is provided the is used to compute the Due Date as a number of days past the Invoice Date Month Day assigned to the Discount Date mm dd and 9 3 If invoices are being issued for some type of event for which payment must be received before some date in the future to be eligible for a discount then enter that date as MWDD The year will automatically be assigned when the invoice is generated If for what ever reason the specified date is past then the extra field is provided the is used to compute the Discount Date as a number of days past the Invoice Date Discount Percentage 99 99 This is the discount that will be applied if full payment is received prior to the Discount Date that is computed based on the method specified Customer Type Codes Maintenance Customers may be categorized by assigning a Customer Type code to them as a property All Customer Type codes that might be used must be maintained using this function In effect validating the A R Customer Type Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code Customer Type Codes are defined as one of the properties that is associated to each master Customer Code on file You may in effect categorize your customers based on different Customer Types The Customer Type Code is used as a filter in many of the reporting and analysis functions that are based on customers It is als
257. ected Customer Fast Buttons Eee pa a new Open Item Mealy Mody the Open Item highlighted in the grid HEISE peet the Open Item highlighted in the grid Generate a report listing Open Items for selected Customers based on a variety of different filters Export selected Customers Open Items to a spreadsheet ERE imports Open Items from a spreadsheet 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 303 Some of the special features of this Inquiry grid are as follows gt Edit a particular Open Item by double clicking the row that it s information is displayed in gt The option to List By provides the option to oe browse through the Doc Date by Cust Code Customer s items either by Document Date where Customers are processed by Customer Code or Customer Name gt Agiven Customer may be chosen either by entering their Customer Code choosing it using the Lookup binoculars icon or by having the next or previous Customer displayed that has open items Click the binocular icon wth the up down arrow to display transactions that exist for the prior next occurrence of that code on file 003262 v H REGIONS BANK STONE FORT Customer 003262 vit aa 4 NACOGDOCHES TX 336 564 4624 gt lf available Customer Notes may be displayed if Customer 201383 v a aat a a the applicable icon is 4 displayed below the Customer
258. ectly showed the path that was assigned as the Data Files Directory assigned to the Company System This problem has been fixed Jan 30 2012 Series 5 Directory Folder Selection Browse Feature For any application that requires entry or selection of a directory path a Browse push button is presented The operator could click this button and the Windows Folder browse dialogue window would be presented Previously only descendants of the user s default working folder are shown The system has been revised to now display only those folders which are descendants of the root directory of the Directory Path field associated to the Browse button So now if you were to enter C in the Directory Path when the Browse button is clicked you would be able to browse any directory on your computer s C drive Setting the Directory Path blank or to something other that a drive letter designation would result in only being able to browse descendants of the user s default working directory Jan 18 2012 Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to identify errors associated to the use of AcuServer Previously 9D 104 errors were reported as an AcuServer Connection Failure Now all 9D XX errors are identified and the applicable message displayed Jan 10 2012 a Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents are no
259. ecuted reports on those customers that have unpaid items that are overdue Depending on the of days these items are overdue there are three different levels of severity or actions that may be taken Enter the of days overdue for each of the given levels of action Warning Listed The customer will be listed on the Overdue Analysis report as a warning Notification The customer will be included in a Merged file that may be Sent used as input to an MS Word document that would be mailed Items Written As an option Credits will automatically be generated for the Off individual items so that they can be removed from the A R Open 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 485 Item file Bad Debits Write Off Account 9 18 9 5 If the Overdue Analysis function is executed with the option to have Credit Transactions generated against items that are to be written off then this account is used to record the loss Short Pay Threshold 99 9 The Overdue Analysis function when executed may be selected to analyze Open Items that are considered as Short Paid An item is considered to be a Short Pay when the Balance Due amount is less that or equal to the Short Pay amount The Short Pay amount is computed as a percentage of the original Invoice amount Automatic Assignment of Customer table Credit Limits These fields are used as control parameters for the Set Custo
260. ecuted by the Wizard a GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Fast Buttons New Add anew Process Step Modify the Process Step highlighted in the grid Properties Processing Steps Up to 10 Operations may be defined for this Wizard New J Moci A Remove f Move up Jf Move Down _ Trial Balance Report h Modify Remove Move Up Delete the Process Step highlighted in the grid Process Step up 1 row in the grid Down Process Step down 1 row in the grid co The following functions are provided for using the push buttons O New To add a new step to the table Q Modify To change the currently selected grid item Q Remove To delete the currently selected grid item 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Move Up To move the currently selected grid item up in the table Q Move Down To move the currently selected grid item down in the table The following screen is provided for selection of each step The items listed are those A R system menu items that have been configured to be executed using the Wizard Modify Wizard Process Step 01 Process Step 1 for Wizard Load from AP with Trial Balance Menu Item General Journal Trx Entry Operation Standard Journal Trx Entr 0 i Interface from Sub Systems G L Company Consolidation Year To Date Trx Expo
261. ed from which you can select the invoices to which the cash amounts are to be applied to Or you can apply to amount as an Open Credit The following screen is displayed for Cash Receipts for Non A R Cash 2007 2014 by Sentinel Hill Software all rights reserved 227 228 Series 5 Accounts Receivable User Help ps Cash Receipts Transaction Maintenance Batch Control Totals of 12 Trxs Entered Cash Batch LARRY 29 493 69 of 110 000 00 Transaction Seq 0004 Modify this Transaction Transaction Type Non AJR Cash Receipt From Customer ta WACHOVIA Check Number NEW YORK NY Tems DUE ON RECEIPT Age Method OPEN ITEM C AMA Cash NonA R Cash Check Amount 6 000 00 Receipt Date 11 04 08 s Ledger Date 11716708 ml Cash Account Credit A R Account c 0000 01106 60 020 c 0000 07101 00 060 FIRST UNION BANK DR INTEREST INCOME Reference PMT CHK 144141 SALE OF SAFE Update Cancel Cash Receipts Transaction Tab Screen Field Definitions Apply To Invoice Number 9 8 When first adding the Cash Receipt if it is to be applied to a particular customer s invoice then enter that invoice number The system will automatically assign the customer and all relevant fields The system will also automatically apply the amount to the specified invoice Customer Select the Customer for which the Cash Receipt it to be applied If the first 7 characte
262. ed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Receivable User Help The report listing the A R Tax Codes on file if archived will be catalogued with a report name of APTermsS LST A R Tax Codes Properties Screen The properties for each Tax Code are defined with the following screen Tax Codes Maintenance Tax Code Modify the Properties of Tax codes are used by the Sales Order Entry applications The description is displayed on assorted screens and reports Tax Code Description ILLINOIS STATE TAX Rate 10 000 G L Tax Liability Account s 2709 001 Accrued State Sales Tax Field Definitions A R Tax Code This is the alphanumeric code assigned to the Tax Code Enter this code when a Tax Code needs to be used within the Accounts Receivable system en ca Is a description of the Tax This is printed on most reports and is displayed to most screens where the Tax Code is utilized 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 461 Tax amounts are computed using the percentage rate defined by this field If the tax is 5 enter 5 000 G L Tax Liability Account 9 18 9 5 Once an order or an Invoice is recorded to the A R system as a Sales Transacti
263. ed Cash Receipts Transactions A variety of filters may be specified if you are looking for certain items Sub totals are displayed for each of the types of A P Transactions in the system Some of the special features of this Inquiry grid are as follows gt If you wish to examine a particular document in the field Go To the Sales Trx with Doc presented key in the Invoice or document Number of interest The system will attempt to read to the closest transaction for the document number entered and display it in the grid 6 3 3 2 Archived Sales Processing Filters Screen The following functions may be executed from the Archived Sales Inquiry grid screen where a number of assorted selection filters may be entered Set Grid Display Filters Enter a number of different filters set to limit the transactions that are displayed to the grid Print Archived Sales Journal Generate a report as a Journal listing selected Archived Transactions The format of this report is exactly the same as AR Sales Transaction Posting Journals 2007 2014 by Sentinel Hill Software all rights reserved 180 Series 5 Accounts Receivable User Help Purge Archived TransactionHave older Archived Sales Transactions Purged History from the system Display Totals of ArchivedTally and display totals of the different types of Transactions Archived Sales Transactions The following screen or something very similar is displa
264. ed Sales or Cash transaction is supposed to be displayed In the case of Payments originating from Cash Receipts if there were more than one payments received for the customer that had the same check number the correct Cash Receipt transactions was not always being displayed This problem has been fixed Jan 04 2010 For 2009 a Sales Transaction Entry When entering the A R Revenue Account associated to a Sales Transaction it was possible to exit the entry screen with a ZERO account number This would result in having an undefined ZERO account being posted The problem has been fixed Dec 22 2009 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help 3 Historic A R Aging Report When selecting to output the Historic Open Items in Detail to Excel spreadsheet the application was terminating with a memory access violation This problem has been fixed The problem has been fixed Dec 12 2009 A R Account Inquiry and Historic A R Aging Report When the export to Excel spreadsheet was executed credit amounts were incorrectly being output with leading zeros between the minus sign and the 1st significant digit The problem has been fixed Dec 11 2009 A R Period Analysis Inquiry Report The option to export data to spreadsheet has been enhanced There are up to 9 different types of data that may be output to an Excel spreadsheet Each type will now be output to it s own w
265. ed Select to modify or delete or add a new Promotion Code You may also generate a report listing the codes already defined Z 2 Go To Promotion with Code v ajasa Reres Fast Buttons Add a new Sales Pi Code 2008 Los Vegas Conference 5 01 08 thru 4 30 12 Modify the Sales Pr Code highlighted in Delete the Sales Pr Codehighlighted in Generate a report li A R Promotion Cor already on file Items are listed in order by Code Edit an existing Sales Promotion Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details The report listing the A R Promotion Codes on file if archived will be catalogued with a report name of PROMOTION LST A R Promotion Code Properties Screen The properties for each Sales Promotion Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 453 D Promotion Codes Maintenance Promotion Code CNFO8 Modify the Properties of Promotions may be set up for the Order Entry system Items sold for a given promotio
266. ed for assorted analysis Analysis with sub totals by assorted periods of time are available as follows O by Customer code codes assigned to customers O by Customer Types codes assigned to each Customer 2007 2014 by Sentinel Hill Software all rights reserved 378 Series 5 Accounts Receivable User Help QO by AR Accounts ie A R Control Cash Accounts Revenue Accounts etc QO by Sales Representatives codes assigned to each Customer QO by G L Sub Ledger Project where Project Codes are assigned to specific revenue distributions For each of the given analysis types sub totals may be broken down to the following periods QO by Calendar Year over a time frame of 10 years prior to a specified year QO by Calendar Months for up to 72 months prior to a specified date QO by G L Fiscal Periods for up to 4 years worth QO by GIL Fiscal Years for the 8 years that are defined by the General Ledger system The inquiry analysis is obtained using the Archived Sales and Cash transactions that are kept in the R system For this analysis to be accurate you must maintain at least the last ten years of historic data purging only transactions older than ten years As a special feature of the Series 5 reporting function the totals may be viewed on screen printed or exported to an MS Excel spreadsheet The AVR Period Analysis function can be invoked from either the Trx Inquiry or the Reports drop down menu from the A R menu 2
267. ed to the Purge Open Item History file They may be examined after the fact using the Purged Open Item Inquiry function The journal register if archived will be catalogued with a report name of PURGEAR JRN The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 7 for full details _ 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 291 Purge A R Options Screen Field Definitions Documents Number radio buttons and 9 8 If only those Open Items have Document Numbers that fall within a certain range of numbers are to be purged click the Selected Selected radio button Starting and ending document number may then be entered Purging Documents Dated mmddyy This date is used as the Cutoff Date to determine if an Open Item is to be included in the purging process or not If the Document Date falls on or before this date the Open Item is considered for purging Each Customer has assigned to it a frequency that determines how often statements are to be generated for them Discretion All customers with a Frequency Code Semi Monthly matching those that are check will have Quarterl their Open Items purged Set each check box to have Statem
268. ed when the selected job was executed Purge Have those jobs satisfying a numbe of filters deleted Select Set filters for the Modifying aJ ob in the Batch Queue 1 Inthe grid navigate to the row listing the job that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or just click on the Modify button in the Fast Button frame The Job s properties screen will be displayed 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help Batch Queue Job Maintenance Job 00000062 Modify the Properties of Properties Command Line Jobs may be rescheduled to be executed at a different time and priority And they may also be marked as Re Occurring JobName General Select for Billing System Pl Submitted By USER Company UCC Program BILLSELECT Batch Queue BATCH_INPUT F Priority Re Occuring No F Oblow Nomal High Queued for Execution On faviovo6 Jra it ig Reset Status to WAITING Last Executed On Friday March 10 2006 at 1 22 37 PM gt 3 Edit any given field as required Note in particular that if a job has been placed on Hola or if it has completed you can click on the Reset Status to WAITING check box and the job will be executed at the next opportunity after the specified execution time 4 You can also view and edit
269. ed within the Accounts Receivable system Address 1 2 3 X 30 each Three address lines may be used to define the Remit To Address 6 6 12 Sales Promotion Codes Maintenance The Promotion code is used by the Series 5 Customer Order Processing system When orders are entered into the system one of the properties is the Promotion Code which is used to record if the sales was associated to a particular promotion All Promotion codes that might be used in Series 5 must be maintained using this function In effect validating the Promotion Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code 2007 2014 by Sentinel Hill Software all rights reserved 452 Series 5 Accounts Receivable User Help The Promotion Code is used as a filter in a number of the reporting and analysis functions that are based on customers Orders In the Customer Order Processing system Price Codes may be established based on different Promotion Codes The Promotion Codes defined here are listed in the Series 5 A R Terms Code LOV Lookup 6s window The Promotion Codes Maintenance function is accessed from the A R Main menu by select Sales Promotion Codes from the Codes Maintenance drop down menu Sales Promotion Codes Maintenance Grid Sales Promotion Codes are maintained using a Series 5 grid processing screen G Promotion Codes Maintenance File Edit Help Define Promotion Codes us
270. eed with the Next Step button or you can abandon the Wizard by clicking on the Cancel push button 5 8 Monitor System Usage TheSeries 5 keeps track of which users are currently logged into the system and what menu function they are executing This screen may be displayed by selecting Monitor System Usage from the drop down menu under any applications menu bar that contains Help as a topic ds User Functions Control Options Window W ransaction Entry y Favorites 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 151 The following is an example of the Monitor display screen System Access Monitor These are the users currently accessing the system as of 10 35 08 am Company GL Elapsed Access Username System Function Company Started Time Code SHSI4 LARRY IM Menu 10 33 42 7 04 08 SHSI4 LARRY Inventory Item Master 10 33 45 7 04 08 USER Monitor System Usage 10 34 38 7 04 08 USER Customers 10 33 01 7 04 08 USER Customer Open Item Inquiry 10 33 06 7 04 08 SHSI4 LARRY GL Menu 10 34 21 7 04 08 SHSI4 LARRY Trial Balance Report 10 34 26 7 04 08 SHSI4 L4RRY G L Account Trs Inquiry 10 34 31 7 04 08 Ri Processing Tip Should you discover that there are items listed but you know that there are no users in the system ask your Systems Manager to purges these records There is a System Maintenance function that will delete all the records
271. eeeeeesesaeeeseeeeneeseeeaeeseeeeseens 65 4 Date Lookup WiNdOW cecececeeeeeeeeeee eee eeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeeeeeseeeeeeeseeeaneeseeeseess 70 5 Date Range Lookup WiNdOW 0 cccceeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeeseeeeneeeeeeseeens 71 Part IV Starting and Using the A R System 75 User LOGO Mee arersin naak nari a ENEE cant tects dace eee ccc dade a AEA sie decuees de des dvenbady exe deci verene cit 75 2 Series 5 Main Menu w cs5 22 ccccese cess feceewce da cuts ioecect dee daw encbeecedesecdeeetaceceecetseduvaceeeesetatecduecdeencs 78 Part V Basic Processing Procedures 80 1 Background or Night ProceSSilg ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeaeaeeeeeeeseeeeeaeeeeeseas 80 Selecting Jobs for Background Processing scssscssecsesseeseeseeeseeeseesseneesessenenseeseneseeesensneeesansneesseaeeeerseeseesens 81 Batch Job Manage me NTa aenaran arera aa a Secs tees Ea aaar a E a aama anaa Aaaa aE Da araisa ri aai aade iaaa inada 83 The Batch Job Process OF iioaeoei sae aae aeaaee vie aaia aaae a a Eaa aSa a araa iaaea 90 2 Data Importing and Exporting ccccceeeeseeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeeseeeeneeeeeeaeees 94 Data Export FUNCTIONS ccctetesesseveesseeseeseeneeseseessessesseeseesaesaesaesaevaevaneseenoeseasausaesaeesesseusaesausaesaevaevaneaneanennenassass 94 Data Im port FUNCTIONS cect sseveeeeeseeeseeneeseesseseesseesees
272. een introduced into the Accounts Receivable system The menu item titled Load Sales Trxs from Spsheet provides the function to load Sales Transactions from a user supplied file into a Series 5 Sales Batch These transactions 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Receivable User Help may be Invoices Prepaid Invoices or Credits The user supplied file may be an Excel spreadsheet a CSV file or a tab delimited file Input data is validated and either a full interface journal or an exception report may be generated This function complements the existing function to load Sales Transactions from a user supplied sequential flat file Feb 06 2013 Operations menu items Renamed The Operations sub menu function titled Interface Users Sales Trxs has been renamed to Load Sales Trxs from Seq File and the sub menu function titled Interface Bank Cash Trxs has been renamed to Load Bank s Lock Box Cash Trxs Feb 06 2013 For 2012 Customer Dunning Letters The generation of Customer Dunning Letters uses three text files for the content of each of the possible letters that may be sent out The directory path used to specify where these letters are found is now defined be the variable CCCCC__DUNLETTER_PATH where CCCCC is the Company System Code in the Runtime Configuration file Sept 14 2012 Customer Demographic Codes The Series 5 Accounts Receivable provides the ability to d
273. eesoesoesaessesaeseeaeeneeseasausaesaeuseeseusaesaesaesaeuaevaneaneaneneenassass 99 3 Record Processing Filters ccccceeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeseeeeeeseeeeeeeseeeeeeeseeeeeenneeeeees 103 Customer FINT Sirra aaae saaien eaaa aala ae e aa Caes a subectau she ates iaaa ena taeao de daaa i Taia 103 Customer Demographics Filters cc scesessseesesseesesessesseseevseeseeseeseesausaesaessessoeseesaesaesaesaevanvaneanennesnesaesaneaee 108 4 Report Generation and Printing ccccceececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeaseeeeeeeseeeeeeseeeeaees 111 Re port Options Screen qu cccsssesseesescessesnessesseseeesesseesoeseessessesseeseesoesaesaesaesaesnesesnneseasausaesaeuseeseesaesoesansaeuanvanse 112 Re port BroWSer ov cecessseessscsssssseesessessoeseesseseesaessesaeesessessausoesaesseuseeseesoesaesaesaesaesaneanesneneusaesaesaeusesseesnesousansaeuanvanse 117 Archived Reports Manageme nt ccccccessessescessessesseeseeseeseeseeseeseesaesaesoesseseessaesoesaessevseuevaneaneaeesaeseesansaeeaes 118 5 Search and Replace secccccceeeececceeeceeeeeeeeeeeeeeeeeaeeeeeeaeeeseeeeeeseeeaeeeseeeaeaeseeeeeeeseeseeeeneeesees 124 Search and Replace Options Screen u eceesscscesesesssseeseeseeseeseeseessesaessesessessessaeseesaesevseusevsnesneanenaesaesansaneaes 127 6 User Access Manageme n h cecccccceeeeeeeee seer ence ee eeeeee ee eeeeee ne eeeeeneeeaeeesaeeeeeeseeeeeeeseeeeeeeseeeaees 132 Defining U
274. efine up to 15 User Defined codes Each code has a description associated to it This description field may now hold up to 50 characters July 26 2012 Upgrade instructions When the software with this enhancementis installed you MUST execute the AR Upgrade utility to have all applicable records rebuilt Please contact Sentinel Hill Software for further information Customer Dunning Letters The generation of Customer Dunning Letters has been enhanced to offer the option of having delinquent invoices printed with the letter At this time ONLY Professional Invoicing generated Invoices are printed As well the Dunning Letters may now be generated as formatted MS Word or PDF documents July 19 2012 For 2011 a Customer Properties Import The Customer import function has been enhanced to provide for the loading of a 2007 2014 by Sentinel Hill Software all rights reserved Introduction 15 Customer Membership Code or OWID and for each Contact s email address Dec 20 2011 Sales Transaction Entry Operation When entering a Credit or a Finance Charge transaction if when positioned at the Document entry field the F1 function key is struck the system will now assign the Next Credit Finance Charge Doc as defined in the A R Control Preferences Oct 10 2011 Customer Email Addresses Field Increased to 120 Characters The Customer Company Name field has been increased to hold up to 150 character na
275. efines the name of the Series 5 program this is executed It may not be changed Priority radio buttons 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 83 The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Should you wish to have this job execute at some designated time of the day set this check box You will then be able to set the Delay Hours and Minutes The delay will default such that the job would executed after 6 00 pm today Re Occurring drop list No n y When a job is initially queued you may set this option to have it automatically re occur at one No of the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or ory Dag of the Wonk eekl filters associated to the application will Mahe automatically be updated based on the given interval chosen 5 1 2 Batch Job Management The Batch Job Manager is available to each of the Series 5 applications Whenever an application s function is queued to be executed by the Batch processor an entry is recorded in the Batch Job file The Batch Manager allows you to view the status of the job put it on Hold have it re queued or even delete it Accessing the A R Batch J ob Manager From either the
276. efinitions wO w This will be the Subject of the emails that are sent out Message Source radio buttons Select whether the message is to be keyed in or to be loaded from an already existing text file Message Text File Folder and Filename X 70 amp X 40 lf the text of the message is to be loaded from an existing text file enter the path and the filename of the file Click on the Browse button to locate the desired file Message Text X 8192 Enter the text of the email to send The message may contain pseudo variables that will be replaced with applicable text when the messages are sent for each Customer E 2 Enter the full path to any attachments that are to accompany the emails that are 2007 2014 by Sentinel Hill Software all rights reserved 260 Series 5 Accounts Receivable User Help generated Click on the Browse buttons to locate the desired file s 6 4 9 Compute Finance Charges The Series 5 system computes a finance charge based on the total amount past due for each customer at the rate specified by the A R Control Preferences For each Customer a Finance Charges transaction record is generated which in turn may be edited or deleted prior to it being posted to the A R Open Item file The finance charge calculation may be run at any time after which the calculated charges may be accessed individually by customer and modified or deleted Typically you would generate finance charges at the en
277. eivable File PSeGrtie3 Operations Reports Codes Customer Open Item Inquiry AJR Distributions Inquiry Historic Sales Archives Historic Cash Archives Purged Open Item Inquiry AJR Period Analysis 6 3 1 1 Open Items Inquiry Grid Screen Open Items for a selected Customer are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific customer selected either by Company name or be Customer code For the items that are presented a number of applicable functions may be performed By right clicking on a particular row a pop up window will be presented from which the following functions may be chosen e Display the details and the Revenue distributions that were recorded with the original entry of the Customer s Sales Transaction e Change the document Apply To Number From the Fast Buttons frame push buttons are provided that can be used to generate the an Aged Summary for the Customer have a Customer s Open Items exported to a spreadsheet or printed as a report Customer Open I tems Inquiry Grid 2007 2014 by Sentinel Hill Software all rights reserved 160 Series 5 Accounts Receivable User Help A Open Item Inquiry Open Item Inquiry These are the un Purged Invoices and Payments associated to each customer They will appear on each Customers Statement Ext Z T cn If tmon UNISEARCH INC Customer 003678 v Al
278. eivable Menu Functions 357 D Print Cash Archive Report Report Report CASHARCHIVE RPT Print a Cash Archive Journal Report Options Customer Select Filters Demographic Selects Print Options Specify selection options to determine the items that will be included on this report Check Number s Documents Dated Not Considered All l O Selected O Inclusive Between z fia Include only the following Document Type s Include only Documents for V Cash Receipts Cash Batch i Non A F Cash Receipts Cash Account Fields left blank are NOT considered in the selection process Pele When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screenl sl These allow you to specify selected or ranges of Customers Customer Types Cash Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of CASHARCHIVE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details Processing Filter Options Screen Field Definition Cash Receipt Check Number s tadio buttons and 9 8 To sele
279. eived to be applied to a single Invoice then each check should be provided as a separate input record and the Apply To Amount for each must exceed the Check Amount The correct amount will be applied e After interfacing the transactions to the selected A R Cash Batch you must select Cash Receipts Entry functionI 8 from the A R s Operations drop down menu select the batch and post it to have the cash receipts recorded as Open Items 2007 2014 by Sentinel Hill Software all rights reserved 28 Series 5 Accounts Receivable User Help Accessing the Interface User Cash function From the AR Main menu select Interface Bank Cash Trxs from the Operations drop down menu Accounts Receivable Reports Codes Maintenance Purd al Sales and Credit Entry Cash Receipts Entry Load Sales Trxs from Spsheet Load Sales Trxs from Seq File Load Bank s LockBox Cash Trxs Interface Bank Cash Receipts Options Screen The following screen is presented when interfacing the Bank Cash Receipts Transactions 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 249 E Interface Bank Cash Transactio r Bank Cash Receipts Interface with optional Report BANKCASHRECEIPTS JRN Interface Options Print Options Import Options About Importing Specify selection options for interfacing Bank Cash Receipt Transactions to a Cash Batch You may generate an Interface
280. el command with set NATIVE command May 21 2010 Generating Standard Forms as MS Word Documents The Series 5 generates a number of different forms For example A P Checks Invoices Picking Tickets Statements and Purchase Orders Variables within the runtime configuration file may be set up that are used to indicate how the forms are to be generated and or printed Arguments to these variables indicated whether the form was printed archived and or saved as MS Word documents The 2nd argument used to define the output may now have the following values e WORD2003 e WORD2007 e PRINT amp WORD2003 e PRINT amp WORD2007 e ARCHIVE amp WORD2003 e ARCHIVE amp WORD2007 Existing arguments associated to WORD will be interpreted as WORD2003 The applications that generated these forms have been enhanced to now recognize arguments that indicate the forms are to be generated as Office 2007 Word or Office 2003 Word documents May 21 2010 MS Word System Error Recovery The Series 5 printing routines had the ability to generate output as an MS Word document System error that could be generated while outputting to and or automatic printing of MS Word documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When outputting to an MS Word document that had a template defined and the given template file was not set up for that user a fatal er
281. elects Set control parameters for computing Customer Finance or Late Fee Charges Calculate Finance Charges As a of each Customer s Overdue Balance D Summing a Fixed Fee Amount for each Unpaid or Late Paid Invoice Compute the Charges Using 3 000 onamountsupto 5 000 00 and 2 000 on amounts over F Include Previously Generated Finance Charges in the Overdue Totals Date to be Used as the Cutoff Date the Aging Date and the Finance Charge Document Date 2 26 13 m DO NOT Record Finance Charges if the Amount is Less Than 2 When entering the options for computing finance charges the operator is also presented with the standard Customer Select Filters screenl isl and Demographic Selects screenl 1 These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria Compute Customer Finance Charges Options Screen Field Definitions Calculate Finance Charges Method radio buttons This option defines how customers Open Items are to be aged by the R Aging Report and Statement printing functions Select from either the Invoice Date of the item of the Due Date As a of each Customer s Overdue Balance Click the applicable Sum a Fixed Fee Amt for each Unpaid or Late sine O OE DESER Paid Invoice results The option to compute Fixed Fee Amount for each Unpaid Invoice is reserved fo
282. em Show PI Invoice gt The function to change Show OP Invoice the Open Items Apply To 3 Adjust Apply To number is presented in 885921 the pop up menu gt The option to List By provides the option to List by browse through the Customer s items either Dc Date lon Cust Namal by Document Date or Document Apply To Number In either case the Customers are processed by Customer Code or Customer m Seo B 003262 v H REGIONS BANK STONE FORT Name Selecting Doc ae aa 4 NACOGDOCHES TX 936 564 4624 j All Customers lists all Open Items on file by Document regardless of which Customer they belong to gt A given Customer may be chosen either by entering their Customer Code choosing it using the Lookup binoculars icon or by having the next or previous Customer displayed that has open items Click the binocular icon with the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt If available Customer n Notes may be displayed if Customer 201383 v ath aat ea a the applicable icon is 4 displayed below the Customer selection icons Notes are created and maintained by the 2007 2014 by Sentinel Hill Software all rights reserved 162 Series 5 Accounts Receivable User Help 6 3 1 2 Customer Maintenance function If the function to have the grid items printed is selected the report if archived will
283. emai 0 00 0 00 0 00 0 0 C 0 00 Period Totals used for display last accumulated 10 17 07 based on Ledger Date Items listed by Customer Code _ Search for The Fast Buttons frame provides the push buttons to have the analysis customized printed or exported Fast Buttons Print Analysis To have the Period Analysis generated and printed Report Re Build Preview To have the Period Analysis generated and displayed to the preview grid Print Preview To have the Period Analysis that is currently displayed in the grid printed To have the Period Analysis totals output to a spreadsheet Some of the special features of this Preview grid are as follows 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 381 total s cell is double clicked then a Drill Down window is displayed Each of the individual transactions that contributed to the total are listed These in turn may be printed as a report or exported to a spreadsheet Right clicking the cell displays a pop up window from which the drill down function may also be selected gt The analysis totals have been accumulated for a variety of codes including ar _UStOMmers Customers Customer Go to Customer Customer Types Types A R Account A R Accounts Sub Ledger Projects and gees ues ales Hepresentauves Sales Reps From the Customers for selected Account drop down list select the Custome
284. email with the Statement as an attachment The email address is obtained from the Customer s properties record Dunning Letter Pseudo Variables The following table lists the possible pseudo variables that may be embedded within the content of the letter s text Relevant information from the Customer s properties will be inserted in place of the variables Each variable may only occur once within the letter Variable DATE Today s Date Month dd YYYY W DATE 14 Today s Date 10 days DATE 10 Today s Date 14 days S CONTACT The individual s name to be used in the letter s salutation Note that an 2007 2014 by Sentinel Hill Software all rights reserved 284 Series 5 Accounts Receivable User Help Attention To line is automatically created in one of the Address lines BALANCE Customer s Balance Owing 9 999 999 99 PAST DUE X Customer s Past Due Amount 9 999 999 99 PAST DUE2Z Customer s Past Due Amount 9 999 999 99 3DPT YCODE 3rd Party Customer Bill Code X 6 3DPTYCOMPANY 3rd Party Company Name X 55 3DPTYPARENT A R Company Name for the 3rd X 55 Party Company Dunning Form Letter Example Here is an example of a friendly letter as seen in Ultraedit Sample letters are provided with the Series 5 release product and can be found in the S5 util folder with the names DUNLETTER1 DUNLETTER2 and DUNLETTERS Note that the 1st lines of the file c
285. embers and no members set the applicable button to define the type of customer This field is used strictly for information purposes Postal Bar Codes DBP and CRRT X 3 and X 4 These field are provided strictly for information purposes 6 6 1 3 Customer Notes Screen Customer Notes Entry Screen This screen is used to record notes about the customer You might enter billing agreements invoicing requirements contractual summary or just general information about the company Up to 1000 characters of text may be entered 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 395 W Customer Maintenance Customer 269812 Sentinel Hill Software Inc Modify the Properties of Address Notes A R Profile PTD AYTD Stats CR Incidents Contacts Monthly Sales Demographics You may record some notes about this customer These might be used to describe how well invoices are paid or contract summaries General Comment Provides excellent Accounting Software Systems V Customer Notes This company has been a customer for the past 12 years They have always paid their bills promptly Should the need arise agreeable terms could be extended to 12 days Notes Display Option The software products they supply are Always Display state of the art and execute under Windows C Operators Discretion UNIX and Linux operating systems Never Display Upd
286. en correctly it will appear as if you have lost the Cash Transaction But they are actually stored in the system This function reads through the Cash Transaction file and rebuilds the Pointer file for the currently selected Cash Batch 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 235 Accessing the Broken Cash Batch Repair Function After selecting the batch from the Cash Transaction grid screen select Repair Broken Batch File from the File drop down menu E Cash Receipts Transaction A Edit Help Properties Print Edit List Post Cash Batch i lify Repair Broken Batch File N Exit 2007 2014 by Sentinel Hill Software all rights reserved 236 Series 5 Accounts Receivable User Help Repair Cash Batch Verification Screen The following screen is displayed before the Repair function can proceed You must type in the word PROCEED in the field provided Cash Receipts Transaction Maintenance Repair Cash Batch LARRY M WARNING ALERT HLHI You should execute this function only if instructed by your System s Manager Every unposted Batch has a file that contains pointer records that identify it s own Cash Transactions from others Should you suspect that this file has become corrupt this function will attempt to repair it for you To proceed with this rebuild function type the word PROCEED in the field provided PROCEED and cli
287. enance Functions The topics in this chapter describe functions and procedures that are a available under the Codes Maintenance drop down menu on the Accounts Receivable menu These menu items are used to maintain the Master Codes used in the AR In particular the function to Maintain your Customers is found here The menu items at the bottom of the drop down menu are those used to maintain any Customer Demographic Codes that might have been defined in the system These functions are available from the A R Menu Bar as shown a SHSI Series V Accounts Receivable DER Fie Trx Inquiry Operations Reports Ket CIJE TET D Purging Wizards User Functions Control Options Window Help Customers Cash Batches Sales Batches AJR Accounts AJR Terms Codes k E Customer Type Codes Customer Templates Operations 8 Transaction Entry Order Item Returns Codes Coming Dus 1 4 My Favorites Order Source Codes Prepayment Codes ure Remit To Codes Sales Promotion Codes Sales Representatives Ship Via Codes Tax Codes Territory Codes User Defined Sales Codes User USER Rev 5 08 4 ie Accounts Receivable 5 Daily Operations 6 M 1 Scheduled for Today These Scheduled Menu items 7 21 08 A R Agin Company Size Codes Geograph Region Codes Industry Code Mascot Codes he SAS Level Codes p a 200
288. ending on the method selected Month A Specific day of the Next O A Specific Month Day in the Future Days Due after Invoice Date 9 3 This is the number of days to be added to the Invoice s Document Date to determine the Due Date of Days Eligible for Discounts 9 3 This is the number of days to be added to the Invoice s Document Date to determine the Discount Date The Discount Date is the date that the customer if eligible will be given a discount for early payment That is the invoice must be paid in full then a the discount defined below will be applied to the invoice s balance due amount 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help 6 6 6 Day of the Month Items are Due 9 2 This is the day of the month following the Invoice Date that is assigned to the Invoice s Due Date Day of the Month Items are Eligible for 9 2 Discounts This is the day of the month following the Invoice Date that is assigned to the Invoice s Discount Date The Discount Date is the date that the customer if eligible will be given a discount for early payment Month Day assigned to the Due Date mm dd and 9 3 If invoices are being issued for some type of event for which payment must be received before some date in the future then enter that date as MMW DD The year will automatically be assigned when the invoice is generated If for what ever reason the sp
289. ent will be printed from within Word You will need to select a specific Captured Printer Captured Printers are defined by your Systems Manager using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 Captured Windows Printers in the Systems Management Help or manuals Setup Tip If you wish to be able to generate your reports as Word or PDF documents your Systems Manager must have defined pertinent variables in the AcuGT runtime configuration file For simple reports you specifically need to have set up the variable MSWORD DEFAULT SPECS This defines whether the document is generated as Portrait or Landscape the Font Name and Font Size and an optional Template that might be applied to the document when itis created Refer to the chapter Setting up for MS Wordin the Systems Management Help or manuals If templates are used to format the output to MS Word or PDF documents they must be installed on each user s individual client PC On Windows XP clients these must be saved to the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder On Windows VISTA and Windows 7 clients these must be saved to the C Users lt PC UserName gt AppData Roaming Microsoft Templates folder For users of Office 2003 the file must be named witha xxxx dot extension For users of Office 2007 or later t
290. ents generated for all Customers 6 4 14 Set Customer Credit Limits This Accounts Receivable function is used to automatically update each Customer s Credit Limit Credit Rating and Terms Codes properties based on their balance due amounts for specified aging periods If the customer has Balance Due amounts that exceeds the specified thresholds starting with the oldest first then the corresponding Credit Rating Credit Limit and Terms Code is assigned to that customer Some points to note when having the Credit Limits and Ratings set e Open Items are aged according to either their Invoice Date or their Due Dates as determined by the setting defined in the A R Control Preference s Aging and Finance Charges sub screen 7sl e Credit Debits and Payment Open Items are aged according to the Invoices that 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Receivable User Help they are applied to e The Customer Balance Thresholds Credit Ratings Credit Limits and Terms codes that are presented as the default settings are defined in the A R Control Preference s Aging and Finance Charges sub screen 7 This may be changed as required e For each customer the Balance Due amount is computed for each of the given periods The thresholds are test using the oldest one first If the customer has an amount for the given period that exceeds the threshold the associated values are assigned
291. enu Functions From the AR Main menu select Non R Cash Report from the Reports drop down menu The following screen is presented when generating the report 351 352 Series 5 Accounts Receivable User Help Print Non A R Receipts Report Report NONARCASH RPT Print a Non A R Cash Report Report Options Customer Select Filters Demographic Selects Print Options Specify selection options to determine the items that will be included on this report Check Number s Documents Dated Not Considered All l O Selected O Inclusive Between EEE f Include only the following Document Type s Include only Documents for Cash Batch i Ne Non AR Credit Accounts ESTATE All c O Selected Fields left blank are NOT considered in the selection process gt When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screenl cl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of NONARCASH RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Rep
292. eport or to actually generated Cash Transactions or both The report may be generated as a full interface journal or as just an exception report All input data is validated Any Customer Codes and Cash Apply To Numbers are validated within the A R system If the Apply To provided is ZERO and Amount to be Applied is also ZERO then the system will attempt to apply the Check Amount to whatever Open Items are on file for the Customer If anything is left over then it will be recorded as an Open Credit on Account lf a Customer code is not provided the system will attempt to identify it by reading the Open Item to be paid using the Apply To Document that is provided If the Open Item to be paid cannot be identified the cash receipt transaction is flagged accordingly and a message written to the posting journal The Customer Code will be set to lf a Customer code is provided but the Apply To Document Number is ZERO the system will record the payment as an Open Credit on account If one check is received that has amounts that are to be applied to multiple Open Items then they should be recorded as separate items grouped together and all have the same Check and Check Amount In this case it s also possible to have the items that are being paid to be for different customers as would be the case if a head office is making a payment for multiple branches customers To deal with the case where more than one check is rec
293. er Maintenance Edit view Help Properties Print Import Export Bulk Email to Customers 1 000000 2 W17428 LASALLE NATIONAL 3 017930 LASALLE BANK NATI 4 017931 4BN j 5 017938 ABN AMRO SERVICES 6 266366 1346 RAILROAD 455 Exit Grid File Properties Menu Function In almost all applications using a grid screen the rows of data displayed represent a data record in a file The Properties function found In the drop down menu under File in the menu bar when clicked will display some properties about the displayed file 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Accounts Receivable User Help G L Journal Entry Inquiry A61 Reports Edit view Help 1 ASSETS gt 2 LEDGEND DATE 3 DMY CORRESPONDENT ACCESS F 4 CORP MISCELLANEOUS FEES LO 5 CORP MISCELLANEOUS FEES LO 6 UNBILLED REVENUE Exit EAR VE The Properties Screen displayed shows the names of the files the of records and the size Series V File Properties GL YTD Transaction File Folder d s4 test UCC data Disk File GLYRTRX40 DAT of Records 1 352 128 File Size 636 516 352 Bytes Last Modified Friday July 04 2008 Grid Slide Bar and Full Screen Expand Push Button In most cases the columns of data displayed in the grid can be displayed in the screen s window There are a few functions that h
294. er spreadsheet utility The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder to which the file is created and the name of the file You can click the push button to locate or change the location ree YY OKs dder C Documents and Settings Larry Carlsen My Documents SHSIXKUCC name GL_Accounts XLS n Ri Re Create Append Thin Client Processing Tip If executing as a Thin Client user you should select output as Tab Delimited Text Over a slow network output to an Excel Spreadsheet is disgustingly slow If you want the output to be on your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st created on the UNIX server then copied to the PC client Field Definitions File Type drop down list Select the file type that is to be generated This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 97 _ Enter the name of the directory
295. erators accidental entering an invalid or non existent code The Sales Representative Code is used as a filter in many of the reporting and analysis functions that are based on customers or orders It is also used for sorting or grouping of Orders and Customers The Sale Representatives defined here are listed in the Series 5 A R Terms Code LOV Lookupl 65 window The Sale Rep Maintenance function is accessed from the A R Main menu by select Sales Representatives from the Codes Maintenance drop down menu Sale Representatives Maintenance Grid Sales Reps are maintained using a Series 5 grid processing screen Di Sales Rep Codes Maintenance File Edit Help Define Sales Rep Codes used Select to modify or delete or add a new Sales Rep Code You may also generate a report listing the codes already defined 2 Go To Sales Rep with Code taeije Reres Fast Buttons Add a new Sale Repre Modify the Sale Repres highlighted in the grid Delete Delete the Sale Repres highlighted in the grid Generate a report listin Sales Reps already on Edit an existing Sale Representative by double clicking it s associated row Standard Series 5 grid controls apply INSIDE SALES Generic Sales Guy Larry George items are listed in order by Sales Rep Cod The Print Options tab screen will be displayed from which you can selec
296. erence Memo XBO 13 M_Aging Period 2 Balance _ 9 999 999 99 15 O __ Aging Period 4 Balance _ 9 999 999 99 2007 2014 by Sentinel Hill Software all rights reserved 330 Series 5 Accounts Receivable User Help 6 5 2 Historic A R Aging Report The Series 5 system Historic A R Aging report is basically a list of customers Aged A R Open Items as of a specific date at some point in the past It differs from the standard A R Aging report report in that it uses information from the Historic Purged Open Items file to derive it s aging Based on payment dates partial payment history and any unpaid Open Items customer balances are reconstructed as of the aging date selected Some points to note when generating the A R Aging report e The report may be generated as a Summary or a Detailed report The Summary report lists each customer s totals The Detail report list the customers totals along with each individual Open Item e As an option the Customer Summary data or the Detail Open Item may also be exported either to an Excel spreadsheet or a tab delimited text file e As an option individual Open Items may be aged either by Invoice Date Ledger Date or Due Date The default setting for this field is derived from the Aging and Finance Charges screen found in the A R Control Preferences application Aging by Ledger Date may be useful when attempting to reconcile the A R Control account balances in the General Ledger
297. ers Note that the 8 digits will be carried through to the G L system where applicable Also for other systems that interface to the A R up to 8 digits may be carried Upgrade Program Must be Executed Existing users must have an Upgrade program executed to have applicable data records rebuilt accordingly After installing the update the first time the A R system is executed it will advise the operator that an upgrade is needed and launch that upgrade 2007 2014 by Sentinel Hill Software all rights reserved Introduction 1 To complete the upgrade you must also manually delete the following temporary work files from the folder s where data files are strored e ARPRDWRK2 e ARSUBQWRk e AGWRK A R Distributions Inquiry When displaying Distributions for Sales Transactions of Cash Receipts for a G L account if the row in the grid is double clicked or if Show Transaction Details is chosen from the pop up menu the corresponding associated Sales or Cash transaction is supposed to be displayed In the case of Cash Receipts this function had not been implemented Now the system will correctly display the original Cash Receipt that generated the given distribution Jan 04 2010 A R Open Item Inquiry and Purged Items Inquiry When displaying Open Items or Purged Items for a customer if the row in the grid is double clicked or if Show Transaction Details is chosen from the pop up menu the corresponding associat
298. ers whose Tax Code 2 matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Sales Territory X 5 Customers may be assigned to a particular Territory Select only those customers whose Territory Code matches that entered Leave the field blank if it is NOT to be considered as a filter 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 107 Selecting Specific Customers Customer Types or Sale Reps for Reporting If you clicked to have Selected Customers Customer Types or Sales Reps from the Customer Select Filters screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in the report or query Select G L Account s Select items to be associated with Trial Balance 3 a Available G L Account s N 4040 303 Non Dues Revenue 4940 304 Non Dues Revenue DAOS Non Dues Revenue A 4040 340 Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non D Revenue ton Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Select All gt ih Seena Las lt Bemove lt Remove GoTo 4040 1 Double click an item in the left pane to
299. es Transactions with Sub Ledger ae Codes For Customer Sales transactions entered with revenue distributions the system provides the option for entry of a Sub Ledger Project Code The sub ledger Code is carried forward to the General Ledger system with the journal entry that is recorded there Set the check box if you are using Sub Ledger codes Record Prepay Overpayments as Separate Open check box Credits The system allows for Customer Sales transactions to be entered with a Prepayment When posted to the A R both an Invoice and a Payment Open Item records are generated If there was an Overpayment they you may choose to record that amount with the Payment Open Item or have the overpayment amount recorded as a separate Open Credit on account It s a good idea to have the Open Credit recorded because otherwise the Invoice and Payment Open Items remain as Open Items until a manual adjustment is made First month of Sales Reporting Year drop down list Select the month that is typically your first reporting period of the year The sum of all Sales Transactions entered into the system is accumulated in a monthly table for each customer The 1st entry of the table corresponds the the selected month Note that if at some time you decide to change the starting month you may execute the function to Recalc Customer Sales Statistics under the Operations drop down menu in the A R menu Next Auto Assigned Customer Code Code 9 6 Customer
300. es function Those functions that you are denied access to will be displayed in the drop down menus as dimmed items 2007 2014 by Sentinel Hill Software all rights reserved 6 2 154 Series 5 Accounts Receivable User Help Menu Bar Headings The menu bar is divided into major categories of functions Follow the link in each item below for further information on each function File Trx Inquiry 158 pperations 198 Reports 2 Codes Maintenance 388 Purging ss Wizards 1 2 User Functions Control Options 1 Window 47 Help For accessing the Archived Reports Manager and the Batch Job Processor utilities For those functions that provide inquiry to assorted historic transactions and or analysis For those menu items that provide basic operational functions For generating all the reports associated to the Accounts Receivable system Those menu items for maintaining the assorted master codes used in the Accounts Receivable system Those menu items for Purging outdated historical transaction records used in the Accounts Receivable system For user defined Wizards For menu items to launch user defined programs or Windows utilities Refer to the Systems Management Help for details on setting up For setting up control preferences and User Access rights to the Accounts Receivable system For managing the multi threaded windows that might have been activated by the user Bas
301. es record As an option for customers that have a letter generated an entry will be recorded in the Customers Contact History 071 Accessing the Function to Generate Dunning Letters From the AR Main menu select Print Dunning Letters from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 279 s V Accounts Receivable Reports Codes Maintena Operations Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting AC Undo Cash Batch Posting Bulk Email Generator Compute Finance Charges Export A R Distributions Print Customer Statements Print Dunning Le Purge Accounts Receivables Set Customer Credit Limit Generation of Dunning Letters Options Screen The following screen is presented when generating the Dunning Letters 2007 2014 by Sentinel Hill Software all rights reserved 280 Series 5 Accounts Receivable User Help Print Dunning Report DUNNINGS TXT Generate Dunning Letters with Customer Statements for printing and email Report Options Customer Selects Demographic Selects Print Options Message Pseudo Variables Select your options for the type of letters to be produced Select the Types of Letters to be Generated 7 Friendly Reminders for accounts over 60 a T
302. evenue Distributions are automatically generated or they must be manually recorded for Sales Miscellaneous Charges and Freight amounts If revenues for G L Sub Ledger Projects are being tracked and the appropriate A R Control Properties are set a Project code may also be entered with each Revenue Distribution Sales Transaction Revenue Distributions Entry Grid Sales and Credit Transaction Maintenance Transaction Seq 0001 Add anew Sales Transaction Bee one Oe ace Sales Batch 000092 0 00 of 19 000 00 Transaction Revenue Distributions Document tH O66666 Customer 004837 1ST CENTENNIAL BANK Totalforthis Prepaid Invoice 10 000 00 REDLANDS Fast Buttons Mee po a new Dist Modify Modify the Distr highlighted in th Delete Delete the Distr highlighted in th s ales 10 000 00 Miscellaneous 0 00 TLJ SEARCH FEE LOCAL 3 900 00 COMPUTER SERVICES MV DOS Qe 4 000 00 Amount Remaining to Distribute 2 100 00 Total for 2 Distributions 7 900 00 Add and Exit Add and Add More Cancel Data Entry Note 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 215 The Revenue Distributions entry screen is presented only if settings in the AR Control Preferences specify Multiple Sales Accounts Multiple Miscellaneous Accounts or Multiple Freight Accounts If the settings in the AYR Control Preferences d
303. eyboard entry if the given Series 5 User Logon profile had a blank password entered then the User Logon screen will not be presented at all Control will be transferred directly to the Main Menu screen For systems that are set to use the Windows User Logon code user s will ONLY be able to log in to Series 5 using the Windows Logon Code The function to Repeat User s Logon found under the Main Menu s File drop down menu will be disabled Note however if a user has their System Management Access set to Full they will still be able to Repeat User s Logon and sign on as a different user For systems that do not wish to use the Windows logon the default will still be set to that defined by the PC Client user s SHSI_USER_NAME environment variable Feb 28 2012 Bitmapped Images in Series 5 All Series 5 applications that load bitmapped images have been revised to expect the image filenames to be in upper case Feb 28 2012 Upper Case Bitmap Files On UNIX systems please make sure that all bitmap files in the bin images folder have uppercase file names a Series 5 File Error Handling Routine 2007 2014 by Sentinel Hill Software all rights reserved z Series 5 Accounts Receivable User Help The logic used to report serious file VO errors has been enhanced to correctly identify the full folder path for any sequential text files that might be generated Previously in some cases the error message displayed incorr
304. f Address Notes A R Profile PTD YTD Stats CR Incidents Contacts Monthly Sales Demographics Created 3 30 06 Enter the Company Code Company Name and Address along with Modified 10 06 11 USER individual Contacts names If available keep their email address too Customer Code 2012TH Member Code Status Active Canceled Company Name 20TH CENTURY FOX T THE 12TH MAN WHICH IS A REMOTE SMALLER DIVISION OF SENTINEL r Member or Customer Address 10201 WEST SPRUCE BLDG 1 E Customer Association Member Both City LOS ANGELES State Prov CA Postal Bar Codes DPB CRRT Country Postal Zip 90044 Phone 310 369 1700 Fax E 969 0000 Company Email r Contact 1 r Contact 2 fg MONICA DELGADO E None specified aw Add View Attached Document s Customer Address Contact Screen Field Definitions emmcee OOOO O A This is the code that is used to identify the customer throughout all of the Series 5 systems This code is carried in all data records that refer to a particular customer Membership Code X 15 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 393 f you are also assigning membership codes to your customers they may be specified in this field The Customer Listing may be generated sorted by Membership Code Company Name or Individuals Name X 150
305. from the Reports drop down menu ts Receivable s GOS Codes Maintenance Purging Historic Aging Report p Purged Open Items Report Open Invoice Worksheet w A R Aging Report Options Screen The following screen is presented when generating the A R Aging Report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 325 i Generate A R Aging Report Report ARAGING RPT Print an 4 R Aging Report Report Options Good Bad Customers Customer Selects Demographic Selects Print Options Select your options for the type of Aging Report you desire Type of Report Aging Open Items To Detail n Invoice Date Ledger Date Pomas C With Spreadsheet Output 3 25 09 ml Using Due Date C Show Customer YTD LYR Statistics Sorting Options C List only Customers with Acct Balance Over their Credit Limits Customers Grouped by _ none vv Open Item Filters Customers Sorted by Customer Code wl J Include items past the specified Aging Date C Suppress Customer Open Item Credits on file Open Items Sorted by Document Date Apply To Number Suppress Aged Items No list ALL items Less than 60 days old O Less than 30 days old O Less than 90 days old sparate Reports for each Customer Gr Accounts Receivable Control C Segment report by A R Control Accounts all eal z O Selected electe With User C
306. g Balance Total Debits 42 1 for 408 Accounts Total Credits 42 128 2 ee Items listed by G L Account Fast Button Frame Tasks Push Buttons In all the grid based screen functions the major operations that could be performed are displayed as Push Buttons in a brightly colored frame This is referred to as the Fast Button Frame 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help P I Invoice Processing Invoice Generation These are the Invoices that have been generated but not yet posted to A R You may choose to view those generated by yourself or for the system as a whole Print Post Finals Paytech Reconcile Post to A R Processing Invoices For if ears i O Private Access Local Only to this PC Go To Invoice v taje Public Access Server Side to All Users Or for another example W Chart of Accounts Maintenance Fie Reports Edit View Help Define G L Accounts Select to modify delete or add G L Accounts for recording General Ledger transactions Accounts are also used for formatting Financial Statements List by Account Number he Go To the Account with Number he t tl 4 Note that different types of functions have different frame background colors E Blue Active data Inquiry or Analysis E Burgundy Codes Maintenance E Olive Green Archived transaction Inquiry E Aqua Marine Green Transaction Entr
307. g it using the Lookup binoculars icon or by having the next or previous Customer displayed that has open items Click the binocular icon wth the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt Depending on the List By selection a field will be Go To the Cash Trx Dated presented in which the operato may key in a Check or a date The system will attempt to read to the closest transaction for the data entered and display it in the grid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 187 6 3 4 2 Archived Cash Processing Filters Screen The following functions may be executed from the Archived Cash Receipts Inquiry grid screen where a number of assorted selection filters may be entered Set Grid Display Filters Enter a number of different filters set to limit the transactions that are displayed to the grid Print Archived Cash Journal Generate a report as a Journal listing selected Archived Transactions The format of this report is exactly the same as R Cash Receipts Transaction Posting Journals Purge Archived TransactionHave older Archived Cash Receipt Transactions History Purged from the system Display Totals of ArchivedTally and display totals of the different types of Transactions Archived Cash Transactions The following screen or something very similar is displayed for each of these fu
308. gement Variables The following variables are used to define the location of different sets of files used by the Series 5 CGI service routines executing on a Web Server Default or Sample Description Argument CODE PREFIX The directory path in which the executable CGI programs reside The full path and filename which is used to log messages generated by the system by CGI service routines executing on a Web server m T O U 2 x lt 1 The Series 5 Company code assigned to Web Company 1 Code embedded in Web Page ID codes The Series 5 Company code assigned to Web Company 2 The Series 5 Company code assigned to Web Company 3 The Series 5 Company code assigned to Web Company 4 m P Q O E lt N oO ro oe The Series 5 Company code assigned to Web Company 4 The Inventory Warehouse Location code for orders submitted over the Web for Company 1 WEB OP The Inventory Warehouse Location code for orders submitted over the Web for Company 2 WEB OP The Inventory Warehouse Location code for orders submitted over the Web for Company 3 WEB OP The Inventory Warehouse Location code for orders submitted over the Web for Company 4 WEB OP EAST The Inventory Warehouse Location code for orders submitted over the Web for Company 5 m W Q O z lt amp U O gt z z m m p p O O O O s z 2 lt Z o1 oO gt top C IL DB aa WEB OP O z O Z O S
309. generate an Interface Journal or Interface the Transactions or perform both of these functions Print an Interface Journal E dit List Interface Transactions to a Sales Batch ONo Exceptions Only Full Detail Report Input From Folder C Documents and Settings Larry My Documents SHSIAMODERN Filename USERINVS SEQ Sales Transaction Interface Record to Sales Batch Strike function key F1 for the next system assigned Batch Ledger Date 4703 09 _ A R Control Account 4 110 95 000100 00 100 Accts Receivable C Delete the Interface Input file after posting Default Input From Folder You would typically always have the interface file that is generated from the invoicing or order entry system deposited into the same folder As such it would be nice to have this interface function load the file without the operator having to hunt for it Avariable may be be added to the Runtime Configuration file so that specifies the path from where the interface files are always loaded It needs to be defined as follows XXX TRXTXT PATH full directory path Where xxx is the Series 5 company system code 2007 2014 by Sentinel Hill Software all rights reserved 244 Series 5 Accounts Receivable User Help full directory path is the full path to the directory Contact your system or accounting manager to have this capability set up The Interface Journal Edit list report generated if arc
310. generated e Analysis the R Period Analysis Inquiry Report function reads these records to accumulate it s totals Some of the features of the Inquiry function are as follows e Transactions may be listed for a selected Customer either by Check Date or Check Number or for all Customer by Check Date listing the most recent ones first e A function is provided that will compute totals for each of the types of transactions 2007 2014 by Sentinel Hill Software all rights reserved 184 Series 5 Accounts Receivable User Help on file using a variety of selection filters e A function is provided that will purge Historic Archive records Purging the Cash Receipts Archive files If it all possible you should refrain from purging these records If you must try to at least keep the last 10 years worth of data This will ensure that the A R Period Analysis can be executed effectively The Historic Cash Archive Transactions Inquiry function is launched from the A R Menu s Trx Inquiry drop down menu TE SHSI Series V Accounts Receivable File MES aeie Operations Reports Code Customer Open Item Inquiry AJR Distributions Inquiry Historic Sales Archives Historic Cash Archives Purged Open Item Inquiry a Period ase Use 6 3 4 1 Archived Cash Inquiry Grid Screen Historic A R Cash Receipts are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate th
311. ghts reserved The Basic User Interface __1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favori 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Erk J Typically Daily Functions G L Account Inquiry Chart of Account Maintenance Balance Sheet Profit and Loss Statement Financial a 1 Click on the applications Daily Functions tab 2 Click on the desired function push button 3 1 1 Multi Threaded Windows The applications menus provide the ability to select and execute up to 9 functions all at the same time Each executes in their own window independent of one another Execute multiple functions from the Applications menu simultaneously e The functions that have been launched are displayed in the frame at the bottom on the application menu 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help oO ji A R Aging Report 4 Customer Open Item Inquiry 2 Customers h O 3 Sales and Credit Entry e If you right click the icon associated to an executing function a drop down menu will appear from which you can hide or restore it s screen or terminate the function E hh Customers Hide this Item s Window Restore this Item s Window Terminate this Function e The functions that have been launched are visible as items under the menu bar
312. h Customer Type The Detail report lists sub totals for each Customer belonging the the given Customer Type 6 5 12 Sales Analysis by Sales Representative This Series 5 Analysis report basically produces a report broken down by Sales Representatives of Sales Costs and Profit as computed based on the Period to Date Year to Date and Last Year totals that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics 02 Clearing Customer PTD and YTD Operations For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 operation at the end of each month and the Clear Customer Year to Date 20h operation at the end of the designated reporting year For each Sales Representative the following totals are listed to the report v Cost of Sales Period to Date and Year to Date v Sales Period to Date and Year to Date v Profit Sales minus Costs Period to Date and Year to Date v As an option detail sub totals by Customer for each Salesman is reported In each case a percentage of the amount listed for the Sales Representative relative to all Sales Reps is also printed A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed in a timely manner The AR Period Analysis reporting inquiryls7 function provides an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading
313. h Seq t z afat _Bettesh 266196 Global Discoveries Mee a new Trar 014749 11 15 05 1 755 05 266196 014679 Global Discoveries 014742 11 15 05 2 981 85 JPMORGAN CHASE BANK 885920 6 16 08 21 555 00 WACHOVIA Modify Modify the Tran highlighted in th 144141 11 04 08 6 000 00 PMT CHK 144141 SALE OF SAFE Delete Delete the Tran highlighted i the Print Edit Generate a rep List the Transaction Batch Control Totals 5 Items are listed in the order entered into the Batch Search for of 12 Transactions entered valued at 29 493 69 of 110 000 00 expected Post the Trans the Batch Purge all Trans the Batch and delete the Batct record Edit an existing Cash Transaction by double clicking it s associated row Standard Series 5 grid controls apply Some points to note about the grid screen are as follows e Notice that the control totals for the grid are displayed at the bottom of the screen e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions Operational Tip You can edit the properties for the batch directly from this Cash Entry grid screen On the menu bar click Edit then from the drop down menu click on Edit Cash Batch Properties 2007 2014 by Sentinel Hill Software all rights reserved
314. h icon 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help ode 3 already defined 2 The Search window will be displayed Enter the string or number to be searched in the Find field and select the particular field of the given record to be tested Search Task Codes Description C M4 Units Charge Rate Omi NonCharge Rate SH Unit Cost Rate Tas Group Flag Invoice Section SA lnvoice Group 3 Set the searching options as desired and click on the Find push button If you rather just get a count of the of records that satisfy the search click on the Count push button 4 lf arecord is found then the grid will be refreshed with that item displayed Also the Search Backward Forward icons will be enabled and you could then search back or forward by clicking on the appropriate buttons EUL 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface s 5 The current search string and name of the field tested is displayed in the status bar at the bottom of the screen Total Debits 42 128 369 07 Net Change Total Credits 42 128 369 07CI Closing Balance Grid Navigation Buttons To move through a file of records that are accessed or displayed using the grid use the Navigation Buttons found at the right side of the screen Click The next grid row Cursor Down Key or rotate the mouse
315. hadn t you may use this function to Unpost it All Distributions and Open Items created as a result of the posting will be deleted and the orignal Sales Transactions restored to it s Unposted Batch Sales Batch gg9997 w Created 3 28 09 14 46PM by PROFESSIONAL INVOICING Posted 3 28 09 14 48 PM Valued at 7 423 53 of anexpected 7 423 53 having Document s between 055191 and 055241 Recently Accessed or Created Batches 000097 3 28 09 14 46 PM PROFESSIONAL INVOICING Unpost Options Restore Sales Transactions to the original Sales Batch in their Unposted state Delete the Sales Transactions and the Batch never to be seen again i Once a posted Sales Batch has been chosen a prompted is displayed to to verify that the unposting should proceed or not 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 253 SHSI Series V Accounts Receivable 2 re you sure you wish proceed and have the Transaction for the selected Sales Batch unposted 6 4 7 Undo Cash Batch Posting If after a given Cash Batch is posted you realize that you should not have posted these Cash transactions or that the wrong Ledger Date or Cash Account was specified this function might just save your butt From the Operations drop down menu click Undo Cash Batch Posting All the Cash transactions will basically be unposted As an option you may choose to have the transactions restored
316. have it included 2 The codes of those Items that have been chosen are displayed in the right pane 3 Search for a particular code by clicking on the ta binoculars icon 4 4 Click on the l push button icons to position to the previous or next item in the left pane that has already been selected 5 Click to have ALL items selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the button to have it unselected 7 Use the grid navigate buttons to move through the list of possible items 2007 2014 by Sentinel Hill Software all rights reserved 108 Series 5 Accounts Receivable User Help 5 3 2 8 If you know approximately the code that you wish to select start typing it As each character is keyed in the system will reposition itself to the closest matching item and redisplay the items in the left pane As each character is typed it will be displayed as the GoTo string To clear the GoTo string press the lt Esc gt key on the keyboard Processing Tip Selecting specific items in this manner requires more overhead when processing lf possible you should select a range of items from the filters screen Customer Demographics Filters As well as being able to set filters associated to the Customer Master records you may also set filters for the Customer Demographic codes that have been assigned to your Customer Master records These routines provi
317. he Series 5 system provides for the option of having more that one A R Cash Account If this is the case then you may choose to list ONLY those Cash Receipts that are associated to a particular A R Cash account 6 5 8 Sales Archive Journal As Sales transactions are entered the associated data records are kept in the Series 5 system in their respective archive history files This data is available for a variety of inquiry and reporting functions This function may be used to generate a report listing the archived Sales transactions This report is similar to the register that is produced when a Sales Batch of transactions is posted but with items listed sorted by Document Number Accessing the function to generate the Sales Archive report can be done either directly from the Historic Sales Archives Inquiryl 7s function or from the A R Menu s Reports drop down menu 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help Codes Maintenance Purgi Reports A R Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports 1 Non 4 R Cash Report r Commissions Due Report Sales Archive Report Cash Archive Report Sales Analysis by Customer e Archived Sales Report Options Screen The following screen is displayed offe
318. he file must be named with a xxxx dotx extension 5 When a report is saved to disk you may also select to have the generated disk file email to a given recipient Set the check box accordingly After the report is generated the window to send an email will be displayed You can select the recipient s and edit the text of the message and click the Send button to send the email 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 115 Report TERMCODE LST 4 00 pm on 7 03 08 Message Plain Text Sle This message has not been sent larryc sentinel hill com X Subject Report TERMCODE LST 4 00 pm on 7 03 08 Attach rermcove st poc 20 KB Attachment Options Attached to this email is the AR report TERMCODE LST as a Microsoft WORD document generated by USER at 4 00 pm on 7 03 08 for Company UCC Protected MS Word Documents When reports of forms are output as MS Word Documents they are generated in protected Read Only mode If you really need to un protect it the password is SENTINELHILL Field Definitions Screen Browser check box Set the check mark to have the report displayed to the screen using the Screen Browser utility Set the check mark to have the report output as an Archived Report This may later be viewed and or reprinted from the Reports Manager 2007 2014 by Sentinel Hill Soft
319. he sum of Freight Debits Credit amount to be applied Miscellaneous Charges and Credits Taxes Payments The amount of Net Cash The sum of Discounts Given Remitted plus any Allowances 2007 2014 by Sentinel Hill Software all rights reserved 308 Series 5 Accounts Receivable User Help Finance Finance Charge Amount Charges charges Balance The Customers s Balance Forwards Amount Due at the end of the month Amount 2 holds the sum of any Freight Miscellaneous Charges and Taxes for Invoices It holds the sum of any Discounts an Allowances for Payments Apply To Balance Amount 99 999 999 99 The system automatically creates a record that holds the Net Balance Due Amount for all Customer Open Items that have the same Apply To Number Hence if an Invoice and a Payment have the same Apply To then if it was fully paid the Apply To Balance would be ZERO User Sales Code A user define code may be recorded with the transaction When an A R Aging report is generated as an option one or more User Codes may be selected as filters 6 4 17 3 Open Items Report or Export Filters Screen The following functions may be executed from the A R Open Load items grid screen where a number of assorted selection filters may be entered Print a list of Open Items Generate a report as listing of the selected Customers s Open Items This is NOT meant to be used as the traditional A R Open Items Report Export Open Items Ha
320. her for sorting Customers or analysis in at least the following reporting functions e AR Aging Report e Historic Aging Report e A R Overdue Analysis e Customer List e Dunning Letters Credit Rating X 4 or drop down list The Credit Rating for each customer is a code that you can assign or you may select a code of STOP or HOLD The Credit Rating may also be automatically assigned using the Set Customer Credit Limit operation This field may be used as a Customer selection filter for most customer driven reports As well the Credit Rating is used either for sorting Customers or analysis in at least the following reporting functions e AR Aging Report e Historic Aging Report e AR Overdue Analysis e Customer List e Dunning Letters 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 401 In the Series 5 Customer Order Processing system the Credit Rating setting take on special meanings e All orders entered will automatically be placed on Credit Hold They will remain so until specifically released using the Order Inquiry function STOP mu Orders may not be entered at all into the Order Entry system Tax Codes 1 and 2 lf Federal State Provincial or Local taxes are to be computed and collected for sales to this customer select the applicable tax codes When Invoices are generated in any of the Series 5 systems the tax rate and the G L account credited is determined from the Ta
321. hether or not you wish to have those Open Items that have been fully paid listed on the Customer Statements If not you should execute the Purge A R application prior to Statements being printed so that fully paid items are removed If you do wish to show these items on the Statement then wait until after they are generated and printed to execute the Purge AR application e For Balance Forward Customers the total of all credit documents will reduce the total of all debit documents until the credit amount is fully applied or vice versa if debits exceed credits Any remaining unapplied Credit or Debit Amount will be left as a new Balance Forward Open Item for the customer e For Open Item Customers documents with the same Apply To Number are purged along with the specifically applied Credits only if the sum of the Credits equals the sum of the Debits e Any Open Credits on file those with an Apply To Number ZERO will remain as Open Items so that in the future they may individually be applied as needed e Only those documents with a Document Date that falls on or before the Purge Cutoff date will be processed Accessing the Purge Receivables function From the AR Main menu select Purge Accounts Receivables from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 289 Accounts Receivable Reports Codes Mainte Operations
322. hich the amount should be applied to If you set the Apply To for a Credit to ZERO then this will generate an Open Credit for the customer e When entering a Credit you should allocate a range of Document s say that are in the range greater than 990000 so as to not interfere with document numbers being assigned to invoices being generated in any of your subsidiary systems e The Amount 1 field is used to hold the Sale Amount for Invoices Debits and Credits and the Amount of net Cash Remitted for Payments 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 305 e The Amount 2 field is used to hold the total of Freight Miscellaneous Charges and Taxes for Invoices and hold the sum of Discounts and any Allowance Amount for Payments User Access to he Load A R Open Items function Access to this Operations menu item should be restricted only to the Accounts Receivable manager During normal AR processing this application SHOULD NOT BE USED to edit or adjust Open Item amounts G L Distributions ARE NOT adjusted or made and there is not audit trail of items being modified This operation should only be used to load up Open Items when first installing Series 5 account software The following screen is displayed for an A R Open Item AR Open Items Load A R Open Item Modify the Data Field values of this item Use this function to Add or Edit Open Items only when first set
323. hived will be catalogued with a report name of USRINTAR JRN The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Field Definitions Interface Transactions to a Sales Batch When loading the Sales transactions interface data if you wish to build Sales Transactions and have them written to an A R Sales Batch set this check box Print an Interface Journal Edit List radio buttons When loading the AR transactions interface data if you wish to have an edit list a exception report or a journal report generated set this applicable radio button The Full Detail report list all transactions The Exception report lists only those transactions that have an undefined Customer Revenue Account or Salesman code or those invoices that are already in the A R system Input From Folder and Filename X 30 and X 120 If loading from a Sequential file then enter the folder and filename of the file to be interfaced Click the Browse button to navigate to the file to be interfaced Sales Transaction Batch Code X 6 This is the code assigned to the Sales Transaction Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of on
324. hived will be catalogued with a report name of ARDIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Distribution Report Options Screen Field Definition drop list Select whether the report is to be generated in Detail or Summary Report Type Detail an Summary by Account e For Detail each distribution for each G L Account is listed e For Date Summary debit and credit totals are reported for each G L Account for each date e For Account Summary debit and credit totals are reported for each G L Account 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 171 For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on their respective Types of r pe Distributions Sub totals are printed for each le Center Distribution Type istribution Type Profit Center grouping Distribution Type 7 Acct User Code Distributions Sorted By drop list When the report is printed the Distributions may be sorted with su
325. ibutions to other systems Distributions with Ledger Date Not Considered 5 Between O Inclusive Email C Have the generated Export file sent to mail recipient Email Address Distribution Export Options Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions exported regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Email check box lf after the export file has been created you wish to have it automatically emailed set the check box Enter the Recipient s Name and email Address Distribution Export Data Format The following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named ARDist_XXXXXX_yyyymmdd XLS where XXXXXX is the Series 5 Company system code and yyyymmdd is the cut off date for 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 269 the range of Ledger Dates selected Excel Column 1 A G L Account Main 9 i Segment 1 2 G L Account Main 9 i Segment 2 Oa To ee O 4 p G L Account Profit Center 9 5 5 Ledger Date MMWDD YY MM DD YY a Sub Ledger Project Narrative Each segment of the G L Account s Main number is output i
326. ic help and a function to display those users currently in the Series 5 system File Management The topics in this chapter describe functions and procedures that are a available under the File drop down menu on the Accounts Receivable menu These menu items are used to perform assorted File Processing type functions In particular the function to access and view Archived Reports is found here 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 155 These functions are available from the A R Menu Bar as shown I SHS Series V Accounts Receivable isi Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help Reports Manager Batch Job Management UCC Direct DFS Test Company Clear ALL Credit Card Numbers June 01 2009 06 04 PM _____p le 6 2 1 Clear All Credit Card Numbers This Accounts Receivable function is used to clear those data fields from assorted data files that would be considered sensitive In particular Credit Card Numbers that have been recorded for all prepaid invoices entered into the A R system will be cleared Some points to note when having Credit Card Numbers cleared e When a Credit Card field is cleared it is assigned a code of XXXX XXXX XXXX 1111 e The Credit Card Expiry date is set to 12 06 e The function to clear the Credit Card Numbers should be executed at least every 6 months set
327. ich menu items they can access A R User Access Maintenance Tree Screen Maintenance of the User Access properties is done in a tree structure Following is the screen that is displayed listing each user that has been defined with a Logon Access record 2007 2014 by Sentinel Hill Software all rights reserved 134 Series 5 Accounts Receivable User Help Accounts Receivable User Access Maintenance Select to add modify or delete User Access priviledges for this application You may also define Scheduled functions for ALL or a given user Fast Buttons Setup to give the hi Red Head user ai Enable Like Select a Red Hea enabled just like or already enabled G user s access righ down list will prese those users that al been enabled Modify Modify the General properties of the hi Green Head user Remove Remove all access highlighted Green Generate a spread users menu acces showing Users in and the application in each row Characteristics of the screen to note e Each user defined with a Logon Access record is shown Those users with a green head have a User Access record set up for this application Those with red heads have no access mml E My Accounts Recei COMDEX General l Access M GATEKEEPER Default Print Queue WPRINT Batch Execution z ea BATCH_INPUT Menu Item Access Properties Operations Su
328. ick the All button or the Selected button with a specific Company for which job records are to be executed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs submitted to the selected queue will be executed Data Importing and Exporting In several Series 5 applications the ability to import or export data from to external sources has been implemented There are standard import export data screens that are displayed Anumber of different data formats are supported These include gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited Data Export Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to export data When selected the following options screen is presented 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 95 E14 oper ren ran M E A Customer 000224 JPMORGAN CHASE BANK LIEN Export Open Items to Spreadsheet Export Options About Exporting Select the Directory and Filename of the file that your data is is to be Output to You may also specify the format of the file and whether output is appended to an existing file or not oe Output To File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SH
329. idered processed or displayed click the Inclusive O radio button Starting and ending dated may then be selected or entered Select the check box of those types of documents that are to be processed or displayed Inclusive Purged Open Items Export Data Format lf the option to have the Purged Open Items Exported is selected the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named HistOpenltems XLS Column B Dooument 908 D ledgerDate MMDD E TransactonTye XO E Apply To Number 9 8 7 MWDD YY 2007 2014 by Sentinel Hill Software all rights reserved 6 3 6 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 197 8 H Amount 1 9 999 999 99 9 999 999 99 Document Total 9 999 999 99 Reference Memo X 30 A R User Code X 6 A R Period Analysis Inquiry The Accounts Receivable system records all transactions relating to the sales and revenues from the operation of your company It is a subsidiary system to the General Ledger system It accumulates sales made to and cash receipts received from your customers A R distributions are generated and moved to the G L as journal entries In an effort to reconcile or analyze the source of the G L Journal Entries from the A R system this reporting function accumulates sub totals by fiscal periods or years or calend
330. idered Order Processing system or generated an Invoice in Not Placed the Series 5 Professional Invoicing system click the O appropriate button and enter the date to be tested Placed against Date of Last Bad Credit Incident radio buttons and mmddyy To select only those customers who have had a Bad Credit Incident recorded relative to a particular date Not Considered click the type of incident and enter the date to be Occurtino tested against J O Not Occurring 6 6 1 10 Customer Properties Export The Series 5 system provides for the capability to export Customers data to a spreadsheet The Spreadsheet Export function lets you output selected fields of the Customers to spreadsheet Once output to a spreadsheet assorted analysis can be performed or data can be easily moved to a Microsoft Access data file The interface is accomplished by generating ASCII text or Excel Workbook files which in turn are populated The data associated with any given field is stored in a column on the spreadsheet The data for a given account is stored in row The types of text files supported include the following gt MS Excel Workbooks gt Tab Delimited Text 2007 2014 by Sentinel Hill Software all rights reserved as Series 5 Accounts Receivable User Help gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited The export option presents the operator wi
331. ides for the option of having more that one A R Cash Account If this is the case then you may choose to list ONLY those Cash Receipts that are associated to a particular A R Cash account 6 3 4 3 Cash Summary Totals Display Screen This function accumulates totals of each of the types of Archived Cash Receipt Transactions in the AR system It displays of transactions total amounts of Checks of Amount Applied Discounts Allowances and Total Credits for the transactions satisfying the filters selected The following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 1 Series 5 Accounts Receivable User Help Cash Archive Inquiry Compute Totals for selected Cash Archive Items For the selection criteria entered the following totals have been tallied for Cash Archive Transactions dated from as early as 10 31 86 upto 1 16 01 A R Cash Receipts Non A R Cash of Transactions Check Amount 5 849 82 Amount Applied Discounts Allowances Total Credited 6 3 4 4 Archived Cash Receipt Display Screen When a particular row in the Archived Cash Receipt Inquiry grid screen is double clicked a window is displayed showing the detail for that transaction A table within the screen displays each of the Documents that the Cash was applied to The following screen is an example 2007 2014 by Sentinel Hill Software all rights reserved Accounts
332. if using pre printed forms Sort by Customer Code Customer Name Customer Type Postal ZIP Code First month of Sales Reporting Year Next Auto Assigned Customer Code 900004 Display Literals for Canada USA Next Credit Finance Charge Doc 90044 Next Non 4R Cash Check Default Print Queue for 4 R PRINTER H Next Numeric Sales Batch Code 1000088 G L System Company Code Next Numeric Cash Batch Code 1000003 z Field Definitions Print Company Name on Statements f you are not using pre printed Statement forms set this check box to have your Company Name printed at the top If using pre printed forms leave un checked Sort Customer Statements By radio buttons Customer Statements may be sorted in a variety of different ways 2007 2014 by Sentinel Hill Software all rights reserved 476 Series 5 Accounts Receivable User Help Customer Code Click the appropriate button for the Customer Company Name Customer Type Code Postal Code ZIP desired sort Display Literals for US or Canada radio buttons In assorted functions there may be minor differences in the field displays and report headers Select for either USA or Canada versions ie Postal Code or ZIP Code Canada olckthe applicable bution for the Ous e Default Print Queue for A R X 20 Select the Series 5 Printer Queue that would be used to typically print the reports generated for thi
333. ifferent Priorities gt Jobs may be queued to execute after a specified time of day for Night Processing gt Jobs may be defined as Re Occurring at a variety of time intervals gt A Batch Job Manager can control and or change individual jobs waiting to be executed gt Each Job has a Parameter Control file that can be edited gt Each completed Job has an Execute Audit Log file that may be viewed gt Multiple Batch Job Processor may execute simultaneously The ability to submit jobs to execute in the Background Job Processor is a privilege granted to individual users for each application s menu functions Itis also possible to define the option that a given operation MUST be executed by the Job Processor and alternatively that the job must execute after 6 00 PM in the evening 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 81 5 1 1 Selecting Jobs for Background Processing Only certain jobs have been set up to optionally execute using the Batch Job Processor These are mainly functions that generate reports or functions that need to be executed every night or those functions requiring extensive CPU processing Processing Note Batch Processing is a feature that carried over from the days when processors were relatively slow compared to today As such only a limited number of functions have been setup to execute in this manner If there are any functions that you feel should
334. ifferent criteria 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Receivable User Help Accessing the Sales Analysis by State Province Report From the A R Main menu select Analysis by State Province from the Reports drop down menu Ss Receivable Codes Maintenance Purging Reports AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non A R Cash Report re Sales Archive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep N Analysis by State Province Analysis by Sales Volume Analysis by Month Sales Analysis by State Province Options Screen The following screen is presented when generating the report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 369 D Generate Sales Analysis Report by State Province Report STATANAL RPT Print the Sales Analysis by State Report Options Customer Selects Demographic Selects Print Options This report lists Period T o Date and Year To Date Costs Sales and Profit totals that have been accumulated for each customer grouped and totalled by State Customers Sorted by Customer Code Type of Report O Detail Summary For the State Province of All O Selected When
335. in this Sales Batch Batch 000094 You may print an Edit List at any time or when finish Post the Tris to the A R a BI Go To the Sales Tre with Seq tt z wilt _Betresh 10 31 08 012403 JPMORGAN CHASE MACSYS GROU 61 84 BilCd 0000592542 10 31 08 012403 JPMORGAN CHASE MACSYS GROU 60 59 BICA 0000592542 10 31 08 017730 JPMORGAN MACSYS GROUP II 86 80 BilCd 0000592542 10 31 08 017730 JPMORGAN MACSYS GROUP II 71 75 BilCd 0000592542 10 31 08 008644 JPMORGAN CHASE BANK 48 90 BilCd 0000592542 10 31 08 008644 JPMORGAN CHASE BANK E 54 08 BilCd 0000592542 10 31 08 018393 BANK OF AMERICA CREB COMMERC 219 00 BilCd 078 0010132 000653501 10 31 08 018393 BANK OF AMERICA CREB COMMERC 00 BilCd 078 0010132 000653501 10 31 08 018393 BANK OF AMERICA CREB COMMERC 131 00 BilCd 280 0003489 000653501 3 Modify the Tran highlighted in th 1 2 3 4 5 6 7 8 10 31 08 018393 BANK OF AMERICA CREB COMMERC 99 00 BilCd 336 0009983 000653501 10 31 08 018393 BANK OF AMERICA CREB COMMERC 183 50 BilCd 336 0009983 000653501 10 31 08 316361 BANK OF AMERICA BCS DOC SRV ST 261 00 BilCd 099 0000359 000651550 10 31 08 316361 BANK OF AMERICA BCS DOC SRV ST 116 00 BilCd 099 0000359 000651550 10 31 08 317121 BANK OF AMERICA PB DOC SRY CHE 154 50 BilCd 001 0207 900 000653502 10 31 08 317121 BANK OF AMERICA PB DOC SRV CH 38 50 BilCd 001 0201 900 000653502
336. in this manner e Single thick or thin and Double Lines may now be inserted at any position within a page As the page is being populated with text the lines are defined to the printing routines with position and sizing set under program control Up to 40 line may be output per page These types of formatting controls could be implemented for Invoices Purchase Orders Customer Statements A P Checks or Customer Quotes In order to take advantage of these features the appropriate applications program must be pro grammatically customized Contact Sentinel Hill Software Inc for more information further details Apr 24 2012 HS5 Enhancements to ALL Systems 2011 2013 xmi All Series 5 Applications offering Export Functions When entering export selection options if the operator was to click on the About Exporting information tab an error was being reported that the File did not exits This problem has been fixed Now you may freely select any filtering or output options tab when they are presented without any problems March 09 2012 Using Windows Logon Usernames New functionality has been introduced to the Series 5 Main menu Signon process You may now define to have the Series 5 system use the client s Windows Logon Code as the User Code for signing in to Series 5 If set when Series 5 is launched the Windows Signon Code will be used The User Logon screen will be presented but only the Password field may be displayed for k
337. independently from one another 3 To ensure that transactions are entered under a rigorous control system They are first entered into a batch An edit list may be generated and it s transactions verified to be correct That batch of transactions is then posted moving them into their respective active data files During the post process a transaction posting journal is generated and archived providing an audit trail for future reference In essence transactions are divided into groups of batches prior to data entry Each batch is allocated a batch number or code and the sum of all the transactions is determined and used as a Control Total A batch is created in the respective system and the various totals and defaults pertinent to the batch are entered Each transaction is then entered under that batch number and prior to posting is only accessible via that batch number A Transaction Edit List for the batch may be printed prior to the it being posted During entry of transactions for a Batch the current state of the totals is displayed whenever possible Separate totals for number of transactions and transaction totals both expected and actually entered are maintained in the Batch Header file In most cases the Batch Header record is kept on file and may be reviewed at any time in the future When the Batch Posting option is selected if the Batch entered values do not match the expected values the user is warned and given the optio
338. ined for each company The user s default printer and each individual menu items access rights are defined Once the User Access for a user is established they may define specific menu items to be scheduled That is an icon will appear in a tabbed sub screen in the applications menu on the date that it has been scheduled Refer to the section on Scheduled Menu Functions s0 under the Accounts Receivable Application Menul 43 Chapter for further information and the topic following 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 133 Accessing A R Users Access Maintenance Function From the AR menu select User Access Privileges from the Control Options drop down menu DER Control Options ser Functions Fiscal Years Periods G L Control Preferences My Scheduled Menu Items r wa 5 6 1 Defining Users Access Rights Processing Tip lf your company requires strict controls as to which individual is entitled to set up User Access rights then a Gate Keeper may have been established See the topic on System Control Options found in the Systems Manager s Help for further information If this is the case then the designated Gate Keeper will be the only individual that will be able to select the User Access Privileges maintenance function The Users Access Rights record holds information about the users privileges ie wh
339. inel Hill Software all rights reserved Accounts Receivable Menu Functions 425 Earliest Latest Transaction Date mmddyy When transactions are entered for this batch they must fall within the starting and ending dates entered Default Ledger Date mmddyy When a Cash transaction is entered for the batch this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used When the transaction is entered a different date may be entered aneo rt If the Accounts Receivable system has been set up with multiple Cash Accounts then when a Cash transaction is entered for the batch one of the fields to be entered is the G L Cash Account to which the cash distribution is to be recorded to The Cash Account entered here will be presented as the default When the transaction is entered a different account may be chosen Batch Totals Expected of Transactions 9 6 Enter the number of Cash Receipts that are to be entered under this batch If when the batch is posted if the number of transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed The Cash Receipts function will not allow more transactions than is specified here to be entered Batch Totals Expected Total Amount 999 999 999 99 Enter the total dollar value of all Cash Receipts that are to be entered under this batch If
340. inel Hill Software all rights reserved 404 Series 5 Accounts Receivable User Help Clearing Customer PTD and YTD Operations Failure to executed these functions atthe start of a given month or year will render the Period to Date and Year to Date amounts inaccurate and will effect the results reported in assorted analysis reports Customer PTD YTD Statistics Screen Field Definitions Customer Account Balance 999 999 999 999 99 As Sales Cash and Finance charge transactions are recorded this amount is updated This field may be used as a Customer selection filter for the Customer List report This field may be used as a Customer selection filter for the following reports AVR Aging Report e Dunning Letters e Sales Analysis by Customer Type Historic Aging Report Customer List e Sales Analysis by State Province A R Overdue Analysis O P Customer Bill To List e Sales Analysis by Sales Rep AR Bulk Email e O P Customer Ship To Generator List Last Order Recorded mmddyy This is the date and the amount of the most recent P I Invoice or O P Invoice transaction that was recorded to the system for the customer This field may be used as a Custome selection filter for the following reports e AR Bulk Email e O P Customer Bill To List e O P Customer Ship To List Generator e Customer List Last Payment Receipt mmddyy This is the date and the amount of the most recent Cash Receipt that was recorded to the system for
341. inel Hill Software all rights reserved Accounts Receivable Menu Functions 299 s V Accounts Receivable Reports Codes Maintena Operations Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting AC Undo Cash Batch Posting Bulk Email Generator ail Compute Finance Char ges Export AJR Distributions fc Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limits Clear Customer PTD Clear Customer YTD Load A R Open Items Clear Customer Year to Date Launch Screen The following screen is presented 2007 2014 by Sentinel Hill Software all rights reserved 300 Series 5 Accounts Receivable User Help Di Clear Customer Statistics Year To Date DR Clear Customer Year To Date Statistics Within each Customer properties record the 4 R system accumulates totals of Sales Costs Commissions and assorted other statistics over the year This period referred to as the Year To Date YTD is define based on how frequent this Clear Customer Statistics Year to Date function is executed le This function must be executed at the beginning of every year prior to any Sales being entered or the Purge Accounts Receivables function being executed As well as the YTD totals there are also Last Year totals and Monthly Sales and Costs totals tha
342. ing one of four methods Double click the 42 red head or ll Highlight the node of the user to be set up and click Enable in the Fast Button frame or Ill Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable This User or IV Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable User Like Another In each case the General Access tab sub screen on the top of the right pane of the window will be activated o If the user is to have access to all menu items set the Full Access check box o Select if any the Print Queue that this user is most likely to be using This will be displayed as the default when they generate a report o Click on the Add It push button 3 At this point the user is established but if you had not given them Full Access you need to set the Access Rights of each of the menu items that they are allowed to access o Expand the tree of the newly added user by clicking on the icon next to his now 447 green head o Expand the tree of each of the application s menu bar topics o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of 2007 2014 by Sentinel Hill Software all rights reserved 136 Series 5 Accounts Receivable User Help the right pane of the window o
343. intenance Different Series 5 systems generate Invoices for customers defined in the Accounts Receivable system If the Invoices are not printed on pre printed forms or not output as MS Word documents that have pre configured templates that have return Remit addresses set up then these Remit Codes may be used to provide an address that is output from the system on each Invoice You may have different Remit To address where payments are to be mailed dependant on what geographic regions your customers are located The A R Remit Code is defined as one of the properties that is associated to each master Customer Code on file You may in effect set up different Remit Addresses for different customers The Remit To codes defined here are listed in the Series 5 Remit To Code LOV Lookupl es window The Remit To Maintenance function is accessed from the A R Main menu by select Remit To Codes from the Codes Maintenance drop down menu amp A R Remit To Codes Maintenance Grid A R Remit To Codes are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved File Series 5 Accounts Receivable User Help Edit Help Define Remit Codes to be used Select to modify or delete or add a new Remit Code You may also generate a report listing the codes already defined Fast Buttons Sentinel Hill Software New York NY 171611
344. ions restored to it s Unposted Batch Cash Batch caii9g wv Created 11703708 16 45PM by ROY ROGERS With 1 of 10 Trxs Entered Valued at 1 280 00 of anexpected 14 600 00 having Dates between 11 03 08 and 11 03 08 Recently Accessed or Created Batches 11 03 08 16 45 PM 3 30 08 13 07 PM che ROY ROGERS patent USER 8 19 04 10 01 AM 11067 VILLEGU Unpost Options Restore Cash Transactions to the original Cash Batch in their Unposted state Delete the Cash Transactions and the Batch never to be seen again Once a posted Cash Batch has been chosen a prompted is displayed to to verify that the unposting should proceed or not SHS Series V Accounts Receivable 9 dre you sure you wish proceed and have the Transaction for the 7 selected Cash Batch unposted 6 4 8 Bulk Customer Email Generator The Series 5 system has as an integrated function the ability to directly send emails This function provides an easy way to send an email to all or filtered sets of the Accounts Receivable Customers You might need to send an email advising them of a change in address or phone number of new payment policies or perhaps let them know the name of the new receivables clerk 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 255 Some would call it spamming but in this case it would really be just keeping in touch with your customers Some points to
345. isplayed that has distributions on file Click the binocular icon with the up down arrow to display transactions that exist for the prior next occurrence of that code on file 2007 2014 by Sentinel Hill Software all rights reserved 168 Series 5 Accounts Receivable User Help 6 3 2 2 Inquiry Display Filters To limit the distributions that are to be displayed to the grid the following screen is displayed to offer a number of different filters Ga W AMR Distributions Inquiry Set Display Selection Options Display Options Specify selection options to determine the items that will be displayed Documents Dated Document Number s Not Considered 5 all i i O Inclusive Between eR a O Selected For Profit Centre s Include only Documents for Batch Code All Selected Fields left blank are NOT considered in the selection process Grid Display Filters Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusiv
346. isplayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Generating Analysis from A R to G L Reconciliation The Period Analysis is a useful tool for validating and balancing the A R Control from the R system to that in the G L system Make sure that Fiscal Periods Years are chosen using Ledger Dates When generating the report the operator is also presented with the standard Customer Select Filters screenl 1 This allows you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria 2007 2014 by Sentinel Hill Software all rights reserved 364 Series 5 Accounts Receivable User Help Build Report Options Screen Field Definitions Reporting Periods By drop down list Select whether totals are computed for given Years or Periods based either on Calendar of G L Fiscal Calendar Months Periods Calendar Years G L Fiscal Periods G L Fiscal Years Type of Dates to Use radio buttons Select the type of date to be used to determine which period the transaction is to be assigned Invoice amp Payment Dates to when sub totals are computed When invoice Due amp Payment Dates generating analysis for comparison to the G L O use the Ledger Date Ledger Dates Accounts Receivable Control radio buttons
347. it is used as a filter and or a sorting variable in a variety of different A R reporting functions and may be output on emails and Dunning Letters In the Series 5 Customer Order Processing system when an order is entered whose value summed with the customer s Account Balance exceeds the Credit Limit the operator is warned and the order may be put On Hold This is the Terms Code that will be assigned to the customer When Sales Transactions or Invoices are entered into any of the Series 5 systems the Due Date is computed based on settings defined in the Terms Code Customers with Sales Rep Code XXX X 4 f a Customer has a Salesman Saleswoman code set to XXX then the Credit Rating Credit Limit and Terms Code that are entered in these fields will be assigned to that customer This is a Quick and Dirty method to set the Credit Rating codes of customers that are either defunct of that you do not wish to do business with This is primarily useful to system with the Series 5 Customer Order Processing system 6 4 15 Clear Customer Period To Date In the Series 5 Accounts Receivable system each Customer s property records has fields that maintain assorted totals and statistics Period to Date As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu F
348. it the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the A R distributions into the G L system When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the AR system They always should be purged when interfaced to G L Once items are interfaced they no longer will be available for listing on the AR Distribution report 2007 2014 by Sentinel Hill Software all rights reserved 170 Series 5 Accounts Receivable User Help DAR Distributions Inquiry Report ARDIST RPT Print the A R Distribution to G L Report Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail v Grouped by Distribution Type Sorted by Account Z Document Number Distributions with Ledger Date Distributions for Document Number s Not Considered B 1701775 All if O Inclusive raen O Selected For Profit Centrefs Include only Distributions Generated for Oal Batch Code C O Selected oe Fields left blank are NOT considered in the selection process For Distribution Account s all Include only the following Distribution Type s OSelected Income WIP Costing Inventory Net Change to A R Net Change to WIP COGS Cash Receipts iig The report generated if arc
349. items that are presented by right clicking on a particular row a pop up window will be presented from which the following functions may be chosen e Display the details and the Revenue distributions that were recorded with the original entry of the Customer s Sales Transaction From the Fast Buttons frame push buttons are provided that can be used to filter the items displayed have a Customer s purged items exported to a spreadsheet or printed as a report or have the Purged Open Items history records purged 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 193 Purged Open Items Inquiry Grid D Purged Open Item History Inquiry File View Edit Help Purged Open Item Inquiry These are the Invoices and Payments associated to each customer that have been fully paid and Purged from the Accounts Receivable system oasis series JO Pm Puvetistoy AO Ewo 1200048 v Hal Morrison Knudsen Corp iet har Apply To by Cust Cod v sat ii REISA Customer hl E Hil Boise ID 208 386 5297 List by Apply To by Cust Code h tl al i ints nass ses nass s vaoo eee 15068 ORDER aier ron Po masso O 075400 P 12 29 95 12 29 95 316287 12 29 95 13268CR 0 00 13268CR PMT CHKHO7S 00 316886 12 07 95 12 07 95 316886 1 06 96 906 50 000 906 50 ORDER 316886 FOR PO 9550 373 ozeasa P ieee ier 1686 ie s06s0cn aoo s s06 socn PwT
350. its s 0000 00301 00 040 Starting ACCOUNTS RECEIVABLE Ending Next Auto assigned foi Update Cancel gt Operational Tip You can edit the properties for the batch while executing the Sales Transactions Entry function From the Sales Entry grid screen on the menu bar click Edit then from the drop down menu click on Edit Sales Batch Properties Field Definitions Sales Batch Code X 6 This is the code assigned to the Sales Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files lf you wish to have the system automatically assign a unique numeric Batch code press the F1 function key 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 429 For information purposes to record the operator that created the Batch Earliest Latest Transaction Date mmddyy When transactions are entered for this batch they must fall within the starting and ending dates entered Default Ledger Date mmddyy When a Sales transaction is entered for the batch this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used When the transaction is entered a different date may be entered AR Control Account 9 18 9 5 If the Accounts Receivable system has been set up with
351. ivable Control Account 2007 2014 by Sentinel Hill Software all rights reserved a2 Series 5 Accounts Receivable User Help The account entered here is used as the default in any screen requiring the entry of this account If the preceding field is not checked then this account is used as the A R Control account Multiple Sales Revenue Accounts check box The Accounts Receivable system supports the use of multiple A R Revenue accounts If you intend on having multiple revenue accounts or are using the Series 5 Customer Order Processing system then set this check box as checked If left unchecked then all revenue amounts for Sales Transactions will be recorded to the Default Sales Revenue account specified Default Sales Revenue Account 9 18 9 5 The account entered here is used as the default revenue account in any screen requiring the entry of this account If the preceding field is not checked then this account is used as the only A R revenue account Multiple Miscellaneous Charges check box Accounts The Accounts Receivable system supports the use of multiple Miscellaneous Revenue accounts There is a field associated to each Sales Transaction for Miscellaneous charges If you wish to be able to record this amount to different accounts then set this check box as checked If left unchecked when Sales Transactions are posted the miscellaneous amount will be automatically recorded to the Default Miscellaneou
352. ivity The Accounts Receivable system handles the Receivables for a single company If you have more than one company then you need only to set up additional Series 5 company systems one for each Each A R company may be interfaced into it s own G L or into a corporate G L system The Accounts Receivable system may be used in conjunction with the Series 5 Professional Invoicing Customer Order Processing and Class Registration Invoicing systems to capture all the invoices that are generated and provides them with the Customer Master file Accounts Receivable Features A brief summary of some of the major features of the Series 5 Accounts Receivable system Lipinvoice and Cash Receipts Transaction Entry Sales and Cash Transactions are entered on line as sets of batches of transactions The batches may have control totals and are posted with a registers being generated Invoices may also be interfaced from files down loaded from user defined sources The types of transactions include the following gt Invoices 2007 2014 by Sentinel Hill Software all rights reserved Introduction gt Prepaid Invoices ie Credit Card Debit Card or Checks gt Credits gt Debits gt Cash Receipts Ad Hoc Customer Account Inquiry E For a selected Customer you can Inquire and display lists of Open Items waiting to be paid Selected transactions can also be output to spreadsheet for further analysis Open Item or Bala
353. l When generating the report the operator is also presented with the standard Customer Select Filters screen 103 and Demographic Selects screen sl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of AROVERDUE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 345 Export Options If the type of report to be generated is either the Delinquency Analysis or Credit Warnings reports the option to export Customer Totals to a spreadsheet will be presented Ifthe applicable check boxis set then the Export Options and About Exporting tab will be presented Note that to have the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser Field Definitions Type of Report radio buttons Four different types of reports or analysis may be sey phe aN cite Ses ie a Delinquency Analysis customer A given customer will be inclu
354. laced in order to have its existing value displayed in the preview grid without actually having new values assigned JUST MAKE SURE YOU CHECK THE Preview Items Before Replacement BOX AND CLICK ON THE Cancel BUTTON AFTER BROWSING THE PREVIEW GRID 2007 2014 by Sentinel Hill Software all rights reserved 128 Series 5 Accounts Receivable User Help Search and Replace Options Screen The Search and Replace Options and Preview widow screen is displayed as follows m GA Find and Replace 5 tas 3 Searching Chart of Account Master Records 1 Search and Replace Options Select the Field to search by the Search String and the Replacement String When Field Test Account 6 Select Account Main Equals x O All Accounts 4 Replacing Of Field With the Integer a The Contents Account Pft Ctr v 0 O Nothing 5 8 To have a search executed on the select record referencing this screen you need to perform the following steps In the Search frame make sure the Select radio button has been clicked From the drop down list select the field that is to be tested From the drop down list select the test operation to be performed Is Greater Than ls Less Than In the Test String field enter the string or code or value that the test field must match in order for the record to be selected If the field is for a standard code that is defined
355. lay showing the closest Goto Key account For systems with more than one G L Account Main segment enter either the Space Bar or the character to indicate entry of the next Account Bank segment Only the G L Account Main number is recognized Don t bother trying to enter the Profit Center portion s In the above screen example you could have entered 730 or 073090 to have the system position itself in the grid as shown Once the number of digits in the G L Account s Main number has been entered the GoTo Key fields is cleared 2007 2014 by Sentinel Hill Software all rights reserved and a different number may be started Series 5 Accounts Receivable User Help 3 4 Date Lookup Window Throughout the Series 5 applications there is the need to enter dates With each date entry c field there will be an icon of a calendar located to the right of the field vatns itAmount 2723708 f 2729708 Original Trs Entry Reference Fields a Code If you click on the calendar a Date Lookup window will be displayed from which you can choose a date Ledger Date wcument Date Date entry Lookup Window Here is the Date Lookup window Select Ledger Date Feb 2008 Feb x 2008 x Select a particular date by double clicking it on the calendar Select a particular Month or Year by selecting it from the given drop down list fields Move
356. le for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these Archived Sales History records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is also presented with the standard Customer Select Filters screen 1s and Demographic Selects screen i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria Accessing the function to Purge the Sales Archive History records can be done either directly from the Historic Sales Archives Inquiryl 7 function or from the A R Menu s Purging drop down menu Wizards User Functions C Purge Sales Batch History Purge Sales Archive History N t Purge Cash Batch History Purge Cash Archive History Purge Historic Open Items Warning Once Archived History records are purged this information will not be available to any of the AR Inquiry or reporting functions Be quite sure of the need to purge this data Archived Sales History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function 2007 2014 by Sentinel Hill Softwa
357. les Transactions and Cash Receipts are posted from their respective entry routines AR Distributions are automatically generated As well assorted Customer Statistical data is accumulated and 4 R Open Item records written or updated At some point during the fiscal period these distributions are interfaced to the General Ledger system as journal entries The A R Distributions are then deleted from the 4 R system Should a problem arise whereby the A R Distributions are inadvertantly deleted before they are moved to the General Ledger system all is not lost This function will read through the archived Sales and Cash Receipts transactions using specified filters and regenerate their respective A A Distributions thus avoiding a great deal of grief Note that Customer statistics and A R Open Items ARE NOT updated or generated during this process To proceed with this function type the word PROCEED in the field provided Loo and click on the Regenerate Distributions button below If you do not wish to have the file rebuilt click on the Cancel button Regenerate A R Distributions Re Generate A R Distributions Options Screen The following screen is presented for entering the filters to be applied when selecting Sales Transactions and Cash Receipts for who s distributions will be re generated 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 321 T BR Re Generate A A Distri
358. les transactions are entered and posted to the Accounts Receivable based on the Transaction Date the appropriate monthly totalling field is updated This screen displays the Total Sales and Total Costs for each month of the calendar year for the customer The first month reported corresponds to the First month of Sales Reporting Year that is defined in the A R Control Preferences sl The following screen is displayed these statistical amounts for the customer Customer Maintenance Customer 012318 SYSTEM INC Modify the Properties of Address Notes A R Profile PTDAYTD Stats CR Incidents Contacts Monthly Sales Demographics Sales and Costs amounts by Reporting Year for each calendar month The Current Year table is shifted to the Last Year table when the Clear Customer YTD function is executed Sales Costs Last Year Jun O May 08 Current Year Jun 08 May 09 Last Year Jun O May 08 Current Year Jun 08 May 09 s Cmm in 6 248 356 5 697 589 4 925 728 5 696 765 822 387 7 977 368 6 660 231 6 841 061 4 045 028 e 2 659 500 Cancel Clearing Customer YTD Operations 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 407 Failure to executed this function at the start of the year will render these monthly figures inaccurate However you may execute the Recalculate Customer Sales Statistics operation to have these fig
359. lications that offer the opportunity to load from or read a text based interface file where a BROWSE button had been provided you will now be able to select files that have a or a SPACE in the filename or the directory path Aug 25 2008 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility The system will identify Office 2007 utilities by seeing if Excel EXE can be found in the clients s C Program Files Microsoft Office Office12 folder For exporting the files will be created with the XLSX extension and if selected to be launched Office 2007 Excel will now correctly be executed Aug 25 2008 On Line Help The Series 5 systems now have On Line Help You can access these help files from the application In all functions that offer a menu bar clicking Help will display a drop 2007 2014 by Sentinel Hill Software all rights reserved Introduction 39 down menu offering General Help Help on the particular function and Help about Grids For menu items that don t have a menu bar if help is available a help icon may be clicked to display Help about the particular screen Note that help may not actually be available in all cases where offered in the drop down menus Aug 10 2008 Broadcast Messages The Series 5 Broadcast messages have been increased in size You may now specify 3 lines of 80 character lines of message text to be displayed The files
360. lk Email Generator H I hom Export A R Distributions Print Customer in 2007 2014 by Sentinel Hill Software all rights reserved 256 Series 5 Accounts Receivable User Help Bulk Email Customer Filter Options Screen The filters that may be set for selecting specific Customers are defined with the following screen Generate Bulk Customer Emails mk Send email to Customers Activity Filters Customer Select Demographic Select Email Message Select Customers activity filters and specify when the next E Mails are to be sent Schedule a Future E mail Contact For 47032709 75 With Customer Account Balances With Cash Receipts Not Considered Not Considered Greater Than O Not Received Since F O Less Than or Equal To O Received With Sales Having Orders Not Considered Not Considered m Feriod To Date D O Not Placed Since ma O Year To Date O Placed O Last Year With Bad Credit Incident s With Next Call Back Not Considered Of Type Reported Not Considered Between eo Occurrence O Scheduled O Not Occurring Since El Bulk Email Customer Filters Screen Field Definitions radio buttons Not Considered O Greater Than Less Than or Equal Customer Account Balance Amount To select only those customers whose Account Balance amount fal
361. ll rights reserved Accounts Receivable Menu Functions 211 into the G L system as journal entries Document Number Entry Note The document number that is entered must fall within the range of numbers that was specified for the Sales Batch under which the transaction is entered Also the system will not allow duplicate Document Numbers to be entered le two Invoices or Debits or Credits with the same Document Number However you can enter a Debit a Credit and an Invoice each having the same Document Number Document Apply To Number 9 8 For Credits Debits and Refunds enter the Invoice number to which this transaction should apply to When aging reports are generated the Debit or Credit will be placed in the same aging category as the original Invoice to which it applies For Invoices Prepaids and Finance Charge documents the Apply To will automatically be set their Document Number If you don t know the number assign the Document Number to the Apply To number It may be changed later If you just wish to have the Debit or Credit recorded as an Open Credit then enter an Apply To Number ZERO Data Entry Note Credits and Debits should be recorded with their Apply To Numbers assigned with the original Invoices document number This will ensure that the Aging Report can correctly reportit s aged totals and that when recording Cash Receipts correct balances for items being paid are presented Document Date This wo
362. llowing variables are used to define the location of different sets of files used by the Series 5 applications Those in red are critical to proper execution Variable Default or Description Sample Argument E wrun32 The name of the AcuGT runtime Used to build the command line for Background Job Execution d acctg comp_ The default directory used for import export for spiodir Series 5 Company System ccc This is also used as the directory where the form letters for A R Dunning Letters are stored ccc_ORTXT_PATH d acctg comp_ The default directory used for importing O P txtorders Text Orders for Series 5 Company System ccc ccc_TRXTXT_PATH d acctg comp__ The default directory used for importing A R and trxinput A P transactions for Series 5 Company System ccc ccc_IMAUDIT_PATH d acctg comp The default directory used for maintaining O P imaudit Inventory Audit files for Series 5 Company System ccc ccc_DUNLETTER_ dAS5 dun The default directory used for maintaining A R PATH templates Dunning Letter template files for Series 5 Company System ccc CODE_PREFIX dAS5 bin runs The directory path in which the executable programs reside IAMESS _ x1 OK to Sell Text Lines of text displayed in O P when an item is line 1 out of stock and operator is prompted These ol D gt oO 0 el oO D VT C Ol Z 4 gt J g L 2007 2014 by Sentinel Hill Software all rights reserved are the 3 lines used in the prompt
363. lowing will be deleted from the system and not replaced Only the Customer Code needs to be specified in column 1 of the input spreadsheet UPDT A single field for the specified Customer codes will be updated The field to be updated is indicated with the code that is read from the 2nd column in the row the X UPD T directive is found The following codes in column B are recognized CUST TYPE for the Customer Type Code SALES REP for the Sales Rep Code TAX CODE1 for Tax Code 1 TAX CODE2 for Tax Code 2 SHIP VIA for the Ship Via Code TERRITORY for the R Territory Code TERMS for the A R Terms Code CODE In the rows following specify the Customer Code in column A and the new value for the designated field in column B of the input spreadsheet 6 6 2 Cash Batch Maintenance User Demographic Code 1Customer Payment transaction information is entered into the system using a Cash Receipt A group of transactions are entered together under the control of a Cash Receipts Batch Each Batch has a unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created using this menu function or directly from the Cash Receipts Entry operation Different operators can be working in different batches of Cash Receipts at the same time and any batch may be posted independent from the others Cash Batch Codes Grid Cash Batches are maintained usi
364. ls within a particular range click the desired compare function and enter the amount to be compared with Accumulated Sales Amount radio buttons 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 257 To select only those customers whose total Sales amounts for a particular period falls within a particular Not Considered range click the desired Period and compare function O Period To Date and enter the amount to be compared with O _Year To Date O Last Year To select only those customers with a Call Back Date defined for a particular period click the appropriate Not Considered button and enter the range of dates to which it should O Scheduled be tested against You may click the calendar icon to select a pre defined period Date of Last Cash Receipt radio buttons and mmddyy To select only those customers that you have or have not received a payment from relative to a particular Not Considered date click the appropriate button and enter the date Not Received iain eceive Date of Last Order Recorded radio buttons and mmddyy To select only those customers that you have or have not received an Order for in the Series 5 Customer Not Considered Order Processing system or generated an Invoice in Not Placed the Series 5 Professional Invoicing system click the appropriate button and enter the date to be tested O Placed against
365. ly assigned as the Cash Receipt Date if not provided This will default to the date prior to the date the interface is executed lf it s executed on Monday then Friday s date will be assigned Ledger Date mmddyy When Cash transactions are generated this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used Receipts Cash Account 9 18 9 5 If not provided by the interface file when Cash aa 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 251 transactions are generated the Cash Account entered here will be automatically assigned Rename the Interface Input file after Posting When interfacing from Sequential flag file if you wish to have that file automatically renamed after the interface has completed set this check box The file will be renamed with a loaded extension User Cash Transaction Sequential File Import Input Record Definition The file that is processed for loading Cash Transactions must be an ASCII tab delimited text file The following fields are processed Column Field Format Customer Code gt lt 6 B Document Apply To 9 8 le Check Nuumber 9 8 D Check Receipt Date MM DDAYY E Amount Applied Sissies sibs F Bank Reference ID 15 N 6 4 6 Undo Sales Batch Posting lf after a given Sales Batch is posted you realize that you should not have posted the
366. lysis totals the following fields are output Excel Column G L Account or Analysis Code 9 18 9 5 or X 6 30 3 see note following 10 4 oo Deene ooo 5 E sereo X10 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 387 6 F Periodi Amount 999 999 999 99 Period 2 Amount 999 999 999 99 Oe ooe 999 998 999 99 Oe ooe 999 998 999 99 up to Period 72 Amount 999 999 999 99 Note that columns C D and E are only used when reporting pairs of codes or accounts For the detail transactions exported from the Drill Down screens the following fields are output The output file by default is named AR_Period_SubQuery XLS Depending on the analysis selected for export data rows will represent either Sales Transactions A R Distributions or Cash Receipts Excel Column 1 x6 X 40 A Document Type X 1 Document or Check 9 8 Document Date MM DD YY Ledger Date MM DD YY Sales Dist or Cash Amount 99 999 999 99 Misc Sales or Applied Amount 99 999 999 99 Tax 1 or Allowance Amount 99 999 999 99 J Tax 2 or Discount Amount 99 999 999 99 K Freight Amount 99 999 999 99 L Total Document or Applied Amt 99 999 999 99 N S C T 2007 2014 by Sentinel Hill Software all rights reserved 6 6 388 Series 5 Accounts Receivable User Help Note that G L Account Main segments are output to separate columns Master Code Maint
367. m These functions are available from the A R Menu Bar as shown 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 323 E SHSI Series V Accounts Receivable BR Fie Trx Inquiry Operations ROMiSi Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER AT Dapa Rev 5 08 Historic Aging Report Purged Open Items Report are PCA ai Open Invoice Worksheet LM r Accounts Rec ip Distributions Report Overdue Analysis Reports 5 Daily Operation Mon A R Cash Report ear End Operations _ _ 8 Transaction Entry 1 Scheduled for s 3ComingDue 4 My Favorites Sales Archive Report Cash Archive Report 7 21 08 Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep Analysis by State Province Analysis by Sales Yolume Analysis by Month a ith ii sisal io OR mma These Scheduled b Near Future 6 5 1 A R Aging Report The Series 5 system A R Aging report is basically a list of customers Aged A R Open Items It might be generated and archived as a permanent Accounts receivable Journal at the end of every month It may also assist with managing receivables in tracking problem accounts and in planning cash flow Some points to note when generating the A R Aging report e The report may be generated as a Summary or a Detailed report The Summary report lists
368. manage the simultaneous execution of up to 9 of the applications functions Displays licensing information launches Help or executes a Monitor displaying users currently using the system 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help For example to select the Customer Codes Maintenance function 1 Click Codes Maintenance in the menu bar eports Seem AHE Purging Wizards Usg Cash Batches gt Sales Batches AJR Accounts vable AIR Terms Codes Customer Type Codes oda Customer Templates a Order Item Returns Codes l Order Source Codes tions Prepayment Codes Remit To Codes inance Sales Promotion Codes Sales Representatives tomer Ship Via Codes Tax Codes Territory Co Key Dearicg 2 Select Customers from the drop down menu and the Customer Codes Maintenance screen will be displayed Daily Operations Monthly Operations Year End Operations and Transaction Entry tabbed sub screens Tabbed sub menus are provide on the application menus that offer common types of functions Each of the applications menus offer tabbed sub screens that have those functions that would be typically invoked a certain times or to enter Transactions For example those menu functions in the G L system that might be executed on a daily basis 2007 2014 by Sentinel Hill Software all ri
369. ments Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Sales Batch X 6 2007 2014 by Sentinel Hill Software all rights reserved 6 7 3 470 Series 5 Accounts Receivable User Help To have only those transactions processed that were entered under a particular A R Sales Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For A R Control Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A R Control Account If this is the case then you may choose to list ONLY those Sales Transactions that are associated to a particular A R Control account Purge Cash Batch History Customer Cash Receipts are entered into the system as groups using a Cash Transaction Batch Each Batch has a unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created from the Cash Batches Maintenance function
370. mer Credit Limits function available from the A R Operations sub menu When a Customer s aged Balance Due total for a given aging period exceeds the corresponding Threshold value that customers Credit Rating Credit Limit and Terms Code fields will be set to the values specified 6 8 2 Define Customer Demographic Codes The A R system provides for the capability to define up to 15 user defined Demographic Codes These are basically different types of information they you can dream up that is used to categorize your customers These codes are presented as selection filters in a variety of reporting and operational functions throughout each of the Series 5 systems that are driven by the Customer Master file Once you have established these codes you will need to enter the valid values that are associated to each code Once valid codes have been entered they can be assigned to your Customers As an example suppose you have a number of customers that have one or more dogs that are used as their mascots or on their logos You might set up a Demographic code as follows 1 Select Define Demographic Codes from the A R s Control Option sub menu 2007 2014 by Sentinel Hill Software all rights reserved 486 Series 5 Accounts Receivable User Help Set up a new item named Dog Types We ll set it up as a 6 character Alpha Code and allow multiple values to be assigned to a given customer 2 Now you can set up the different Dog
371. mes All applicable maintenance and display screens have been revised accordingly The Upgrade program as described in the previous enhancement item when executed will update applicable files Oct 10 2011 Customer Company Name Field Increased to 150 Characters The Customer Company Name field has been increased to hold up to 150 character names All applicable maintenance and display screens have been revised accordingly The Customer Lookup function still only displays a limited length but if while positioned on a particular Company the mouse right click is pressed and held the full name and address is displayed in a small pop up window Upgrade Program Must be Executed Existing users must have an Upgrade program executed to have applicable data records rebuilt accordingly After installing the update you must select User Functions from the menu on the Series 5 Main Menu screen and select the Upgrade A R function and specifically choose to upgrade the Customer file and the Customer Templates Oct 10 2011 New Feature to Attach Supporting Documents to Customers Cash Receipts and Sales Transactions You may now attach a variety of different documents to Master Customer records Cash Receipt Transactions and Sales Transactions Up to 15 separate documents may be selected and attached and viewed from the Customer Codes Maintenance the Sales Transaction Entry the Cash Receipts Entry and the Historic Transaction Inquiry functio
372. mount 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Receivable User Help Discount Amount Allowance Amount should equal the Balance Due of the item Adjusting Allowance 99 999 999 99 The Allowance Amount is used to record any short pay amount that is basically to be written off It may also be used to record any discrepancy as a result of foreign currency exchange rates Either way when an non zero amount is entered you will need to enter a G L Account to which a Credit will be recorded Allowance Credit Account 9 18 9 5 When an non zero Adjusting Allowance Amount is entered you will need to enter a G L Account to which a Credit will be recorded This might be the G L account that records Customer Short Pays or a Foreign Exchange Gain Loss account Reference Amount X 30 This field is used to record a description associated to the amount applied 6 4 2 5 Repairing a Broken Cash Batch In the unlikely event that some kind of failure with your system or network occurs while entering transactions into the Cash Batch there is a function that will attempt to fix things When Cash Transactions are entered regardless of which batch they are associated to they are written to a Cash Transaction file There is also a Cash Batch Transaction Pointer file that is used to identify those Cash Transactions that actually belong to a specific Cash Batch If the Pointer record is not writt
373. mpute the Due Dates for selected Open Items Recal Due Dates Options Customer Select Filters Demographic Selects This function is useful if the wrong Terms Code had been assigned to one or more Customers or if you have adjusted the Number of Due Days that are associated to a particular Terms Code The Due Dates of Invoice Open Items for Customer and Documents selected below will be recomputed Document Number s Documents Dated All Not Considered 5 Between O Selected O Inclusive Include only the following Document Type s Invoices C Payments C Credits C Balance Forwards C Debits C Finance Charges When recalculating the Open Item Due Dates the operator is also presented with the standard Customer Select Filters screenl 12 and Demographic Selects screen wl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria Recompute Due Dates Options Screen Field Definitions Document Number s radio buttons and 9 8 To select All transactions regardless of their Document numbers or for only those that fall within a range of document numbers fa O Selected range is selected enter the starting ending Document numbers Documents Dated mmddyy Select to have All transactions selected regardless of their dates or only those for a given 2007 2014 by Sentinel Hill Software all right
374. ms currently on file for them They will be listed until they are cleared from the system when the Purge Accounts Receivable operation ss is executed Purging Accounts Receivables Prior to producing Customer Statements you must decide whether or not you wish to have those Open Items that have been fully paid listed If not you should execute the Purge A R application first so that fully paid items are removed If you do wish to show these items on the Statement then wait until after they are generated and printed to execute the Purge AR application e Statements for Balance Forward Customers will contain the detail of all open items on file since the last time the the Purge Accounts Receivable operation was executed All items prior to that point are reflected in one Balance Forward amourt e Open Item Customers have items aged by the date of the invoice debit memo or balance forward item to which they apply or in the absence of theses documents the earliest document with the same apply to document number e Statements may be printed sorted by Customer Code Customer Name Postal ZIP Code Customer Type or by Sales Representative e f a Customer s Balance exceeds their assigned Credit Limit a message is printed e Statements will be automatically emailed to those customers who in their properties A R Profile sub screen has the Email Statements field set for emails As well an email address must be present e For selec
375. multiple A R Control Accounts then when a Sales transaction is entered for the batch one of the fields to be entered is the G L A R Control Account to which the Sales transaction is recorded to as a receivable The A R Control Account entered here will be presented as the default When the transaction is entered a different account may be chosen Batch Totals Expected of Transactions 9 6 Enter the number of Sales Transactions that are to be entered under this batch If when the batch is posted if the number of transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed The Sales Transactions function will not allow more transactions than is specified here to be entered Batch Totals Expected Total Amount 999 999 999 99 Enter the total dollar value of all Sales Transactions that are to be entered under this batch If when the batch is posted if the value of the transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed While entering Sales Transactions if this amount is exceeded a warning message will be displayed Document Entry Control Starting Ending Doc 9 8 When transactions are entered for this batch they must have a document number assigned to them that fall within the starting and ending dates specified 2007 2014 by Sentinel Hill Software all rights rese
376. n Each user must first log in to use any of the Series 5 applications Key Information Your Systems Manager or designated Gate Keeper must first create a User Profile before any user can sign on to the system User Logon Screens 1 Click onthe Series 5 application icon that has been set up on your desktop Accounting 2 Enter your User Code and Password If setup by your Systems manager the Username Code will default to that defined by the SHSILUSER_NAME DOS Environment Variable 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help fa SHSI Series V Main Menu p a s E Ck SHSI Series Accounting Systems i ooon Username USER Password O Copyright c 2001 2010 SENTINEL HILL SOFTWARE INC For support dial 800 663 8354 e You must enter the correct password to get into the system e You will have five attempts at entering the correct Username and Password combination e Your Systems Manager may have established the rule that passwords must be renewed at some interval of time ie every 3 months If this is the case the system will warn you 21 days ahead of time that you will need to change the password If it has expired you will have to contact your System Administrator or your Gatekeeper to set up a new password for you 3 If you have defined more that one Company System select the
377. n The subroutine has been revised to now handle 8 digit numeric seeds This was done to accommodate the A R system that now has 8 digit documents numbers All existing encrypted fields will still be able to be decrypted Jan 24 2010 For 2009 Printing of Reports in Series 5 2007 2014 by Sentinel Hill Software all rights reserved Introduction 35 The Series 5 printing function has been enhanced to offer the option of printing multiple copies of reports forms invoices orders etc A new entry field has been added to the print options sub screen labeled of Copies You may select to have up to 9 copies printed These copies printed will be automatically collated Multiple Copies The ability to have the system print multiple copies is a a feature thatis provided as a function of the Windows operating system and the driver for your printer If either does not support multiple copies then setting a value other than 1 will have no effect This feature is available only to users executing on Windows system either directly or as thin clients As well fields on the Print Options sub screen have been reorganized slightly to accommodate the new field Fields and display prompts associated to outputting reports to a Print Queue are now enclosed within a frame Where applicable in all Series 5 applications the size of display windows and or tab sub screens have been adjusted accordingly Dec 22 2009 Export function
378. n Cut off Date The Document number and Apply To number assigned is obtained from the Next Credit Finance Charge Doc field found in the A R Control Preferences Some points to note when generating Customer Finance Charges e When Finance Charges are posted the amount calculated is distributed as an 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 261 Income Credit to the Finance Charges Account specified in the A R Control Preferences and as a Net Change Debit to the default A R Control Account specified in the R Control Preferences Finance charges posted to the R files in error can only be reversed through credit memos entered via the Sales Entry program e A finance charge will be calculated only for those customers that have their Compute and record Finance Charges property checked found on the Customer s A R Profile property tab sub screenl se e This function will not print invoices for the finance charges posted They will show as items on the Customer s Statements Computing Finance Charges Before or After A R Statements Generated Prior to generating the Customer Finance Charges you must decide whether or not you wish to have the Finance Charges listed on the Customer Statements If not you should compute Finance Charges after Statements are printed If you do wish to show these items on the Statement then wait until after they are generated and posted to AR to p
379. n a Terms code needs to be used within the Accounts Receivable system we OOOO Is a description of the Order Source This is printed on most reports and is displayed to most O P screens where the Order Source Code is utilized Prepayment Codes Maintenance Different Series 5 systems generate Invoices for customers defined in the Accounts Receivable system Invoices may be entered that are prepaid That is the goods are paid for when the invoice is generated or before becoming an Open Item in the A R The Prepayment Code follows the Orders in the Customer Order Processing system as they become invoices All invoices eventually are recorded as Sales Transactions in the Accounts 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 447 Receivable system The Prepayment code is also recorded with the A R Sales transactions For each Prepayment Code defined a G L account must be specified This is the G L Cash account that applicable distributions will be made against The Prepayment Code is used by the following Series 5 systems e Customer Order Processing e Miscellaneous Invoicing e Professional Invoicing and Time Billing e Class Registration Invoicing The Prepayment Codes defined here are listed in the Series 5 Prepayment Code LOV Lookup 65 window The Prepayment Codes Maintenance function is accessed from the A R Main menu by select Prepayment Codes from the Codes Mainten
380. n a timely manner The R Period Analysis reporting inquiryls7 function provides an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading through the Sales Archive records Totals are tallied for a variety of different criteria Accessing the Sales Analysis by Customer Type Report From the A R Main menu select Analysis by Customer Type from the Reports drop down menu 5 Receivable Tae Codes Maintenance Purging 4 R Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non AJR Cash Report re Sales Archive Report Sales Analysis by Customer Analysis by Customer Type Analysis by Sales Rep Ni Analysis by State Province Analysis by Sales Volume Analysis by Month Sales Analysis by Customer Type Options Screen The following screen is presented when generating the report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 363 Generate Sales Analysis Report by Customer Type Report TYPEANAL RPT Print the Sales Analysis by Customer Type Report Options Customer Selects Demographic Selects Print Options This report lists Period To Date and Year To Date Costs Sales and Profit totals that have been accumulated for each customer grouped and totalled by Customer Type
381. n checked any Open ltem Credits on file for a given customer will be suppressed from printing on their Statement and will not be included in the aged totals March 30 2009 A R Dunning Letter Generator Function When Dunning letters are generated they may contain a number of different pseudo variables These get replaced with specific fields from the Customer s properties records These pseudo variables may now be displayed on a tabbed screen that may be selected when specifying the assorted options March 25 2009 A R Customer Bulk Email Generator Function When emails are generated the message may contain a number of different pseudo variables These get replaced with specific fields from the Customer s properties records These pseudo variables may now be displayed on a tabbed screen that may be selected when specifying the assorted options March 25 2009 A R Aging Report A new filter has been introduced as an option A check box labeled Suppress any Customer Open Credits is offered in the Report Options screen When checked any Open Item Credits on file for a given customer will be suppressed from the detail listed in the A R Aging report March 25 2009 A R Aging Report If the option to output detail to a spreadsheet was selected the Open Item s Amount 1 and Amount 2 fields were being output as text fields These have been changed to output as numeric cells For Payment items the negative sign was not being dealt
382. n created or you may choose to create a new one Cash Batch Inty Created 11 16 05 13 51 PM by With 4 of 12 Tras Entered Valued at 23 493 69 of anexpected 110 000 00 having Dates between 11716705 and 11 16 09 Recently Accessed or Created Batches LARRY 11 16 05 13 51 PM 111550 11 14 05 10 09 AM SAGARNA Create and Select a New Cash Batch OK Exit Cash Entry lf the Cash Batch has not yet been created you can do so by clicking on the Create and Select a New Cash Batch push button A Processing Tip Before setting up a Cash Batch tally the number of cash receipts and the total dollar amounts These figures can be recorded with the Cash Batch properties For further discussion and detailed description of the screen used for adding a new Cash Batch refer to the topic titled Cash Batch Entry Screens fs found later in this documentation 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Receivable User Help 6 4 2 2 Cash Transaction Entry Grid Cash Transactions for a given Batch are maintained using a Series 5 grid processing screen Cash Transaction Entry Grid i Cash Receipts Transaction Maintenance File Edit Help Cash Transaction Entry Batch LARRY Fast Buttons Select to add modify or delete a Cash Transaction within this Cash Batch You may print an Edit List at any time or when finish Post the Tras to the A R Go To the Cash Trx wit
383. n extra line to be printed for each Open Item listed f your Customer Statements has a tear off Remittance stubb on the right side of the the form set this check box Print Sub totals for each Unique Apply To check box Number When Open Items are listed sorted by their Apply To Numbers as an option you may have a sub total printed This represents the resulting Balance Due for all items with the same Apply To Document number Note that for those Customers that have the option to have items grouped by A R User Code Sub Ledger Project or Invoice Attention To Apply To Sub Totals ARE NOT PRINTED 2007 2014 by Sentinel Hill Software all rights reserved 276 Series 5 Accounts Receivable User Help Comments printed on each Statement 2 fields of X 30 You may specify 2 lines of 30 characters each that will be printed at the bottom of each Statement For example Happy Valentines Day to all our Customers Emailing Statements lf Statements are generated and emailed following is a screen shot of the email that is delivered Your Account Statement from Modern Video World as of Tuesday March 31 2009 DER i File Edit view Insert i Ca Reply X E From Larry Carlsen larryc sentinel hill com Sent Tue 3 31 2009 9 19 AM To TREISA CENANCE of TELEPICTURES PRODUCTIONS JUDGE MATHIS Ce Subject Your Account Statement from Modern Video World as of Tuesday March 31 2009 Attachments Wh STATE
384. n may be eligible for discounted prices Promotion Code CNFOS8 Description 2008 Los Vegas Conference In effect for the period Starting 5701708 708 Ending aaa Field Definitions Sales Promotion Code X 6 This is the alphanumeric code assigned to the Promotion Enter this code when a Promotion Code needs to be used within the Accounts Receivable system en OOO Is a description of the Promotion This is printed on most reports and is displayed to most screens where the Promotion Code is utilized In Effect for Period mmddyy The particular Sales Promotion would typically be in effect for a specified period of time When Orders are entered into the Customer Order Processing system pricing may be established for a particular Promotion If the date of the order does not fall within the Effective Period then the special pricing will not be applied 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help 6 6 13 Sales Representative Maintenance The Series 5 system maintains a list of Sales Representatives A Sales Rep may be assigned to each Customer as one of their properties Within the Accounts Receivable system and the Customer Order Processing system Sales Reps are recorded where applicable All Sales Reps codes that might be used must be maintained using this function In effect validating the Sales Reps Codes provides a system wide safeguard against op
385. n of allowing transaction entry to continue If a transaction being added causes the number of transactions expected to be exceeded the user is informed and the entry aborted Once a batch is posted the data may no longer be accessed via the batch number It may however be printed in an archive journal This journal data may be purged by the 2007 2074 entinel Hill Software all rights reserved sien ects A z of the year s transactions and these transactions could be purged after being listed as part of the year end processing 204 Series 5 Accounts Receivable User Help 6 4 1 1 Sales Batch Selection The first screen that is displayed when selecting Sales and Credits Entry is one that lets you select an already establish Sales Batch or create a new one It will display push buttons of the most recently created or accessed Sales Batches A given Sales Batch may be selected by clicking on the button or selecting one from the drop down list amp Sales Batch Selection Screen Grid D Sales and Credit Transaction Maintenance Sales Batch Selection Sales Transactions are entered in sets under the control of Sales Batches Select the desired Sales Batch from one of those that have already been created or you may choose to create a new one we Sales Batch fTfiviit WME Created 11 03 08 11 59AM by PROFESSIONAL INVOICING With 21 of 21 Trxs Entered Valued at 369 84 of anexpected 369 84 havi
386. nable Like function a drop down list will be presented from which you can select the user that already has access rights whose rights are assigned to the new user The Copy function has been simplified If you highlight a Green head user that is already enabled and select Copy from the Edit menu s drop down menu you will be able to select one of the users that has no access rights in drop down list that is presented The Copy is basically the reverse of the Enable Like function e For Green head users that are already enabled when right clicked the pop up menu has 2 new functions Set All Items to Full Access Set All Items to No Access These will make it easier to set up and maintain the users access rights e A pop up window will now be displayed when any given menu item in the tree is right clicked You will be able to set the access to either No Access or to Full Access directly without having to edit the properties sub screen User Access Maintenance The Series 5 User Access has been enhanced to support up to 250 Logon Users Formerly was limited to 100 users Sept 10 2008 Print Manager and Browser The Series 5 reporting and printing routines have been enhanced to handle filenames of up to 30 characters long The UPGRADSM utility must be executed to have the Report Manager file s records rebuilt to accommodate the larger field Aug 25 2008 Import and Export and User Interface Applications In all app
387. nance Charges Rates 99 999 Finance Charges are computed based on a percentage of the overdue amounts Two levels of rates may be defined The charge is computed with the following formula Finance Charge Level x Past Due Amount upto Cutoff Amount Level x Past Due Amount over the Cutoff Amount Finance Charges Minimum Charge 99 99 When Finance Charges are computed for a customer if the amount is less that the value entered then no charges are recorded of day Pas Due for Finance Charges 9 3 When an Invoice is older than the of days specified here then it is considered as past due It s balance due amount will contribute to the customer s Total Past Due Amount which is used for computing the Finance Charge Past Due Aged by radio buttons A customer s Finance Charges are computed on the total amount of all invoices that are Past Due based on either the Invoice Date or the Due Date Invoice Date Click the applicable button for the desired results Due Date 6 8 1 3 Default G L Accounts Tab Screen Defines the defaults for the significant G L Accounts used in the A R processing 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 481 Modify A R Control Preferences Accounts Receivable Control Modify the Properties of General Aging and Finance Charges Default G L Accounts Credit and Overdue Options Define the default cont
388. nce Manage Processing Wizards Select specific Menu functions that are to be performed in a particular order These Wizards can be invoked from the Wizard drop down menu th oi mf Fast Buttons ap rite Tain hat invoked TT Cae eas a TE New Add a new Wizard Modify Modify the Wizard highlighted in the grid Delete Delete the Wizard i highlighted in the grid me Items are listed in order by Id Number Building a New Wizard Setting up a Wizard consists of two basic parts First enter it s properties then secondly define each of the application s menu items that are to be executed by the wizard 1 In the grid click on the New button in the Fast Button frame 2 The Properties screen will be displayed 3 Enter a Wizard description and any instructions to be displayed when it executes 4 Click the Next gt button at the bottom of the screen to proceed to the next tabbed sub screen to define each step to be performed 5 The Processing Steps grid screen will be displayed 6 Click the New button to display a screen listing each of the possible menu items that can be used by the Wizard 7 Select the item from the list and click the OK button Each item selected will be displayed in the Processing Steps grid 2007 2014 by Sentinel Hill Software all rights reserved 144 Series 5 Accounts Receivable User Help
389. nce Forward Customers The Accounts Receivable system provides for both Open Item processing and Balance Forward processing Each customer may be defined as one or the other Open Credits may be entered for either tyoes of Customers On a monthly basis or as however frequently is desired the Customer Open Items are Purged showing only those items that are left to be paid Customer Statements and or Dunning Letters Standard Customer Statements may be generated and printed or emailed Also you may generated 3 versions of Dunning Letters accompanied by a brief statement In either case Statements or Letters may be printed with the Customers being sorted in a variety of ways ee Customer Demographics Codes The Accounts Receivable system allows you to define your own Customer Demographic codes These are informational type fields about your customers that you may like to define depending on the type of your business Once defined you can enter those codes that are valid for the particular code There is also a Code Lookup utility and you can define multiple values for any type of code to each customer Most of the reporting functions that are customer driven in all of the Series 5 systems provide for selection filters based on the Demographic codes Q Sales Analysis There are a number of different Sales Analysis reports These Include Analysis by Customer Sales Representative Sales Volume Customer Type and State Province
390. nctions 2007 2014 by Sentinel Hill Software all rights reserved 188 Series 5 Accounts Receivable User Help D Cash Archive Inquiry Compute Totals for selected Cash Archive Items Totalling Select Options Customer Select Filters Demographic Selects Specify selection options to determine the items that will be totalled Check Number s Documents Dated all Not Considered O Selected O Inclusive Between z fia Include only the following Document Type s Include only Documents for V Cash Receipts Cash Batch i Non A F Cash Receipts Cash Account 4 0011 0660 020 FIRST UNION BANK DR Fields left blank are NOT considered in the selection process When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screenl sl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria For the Archive Journal report generated if archived will be catalogued with a report name of CASHARCHIVE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details Processi
391. nctions 457 Define Ship Via Codes used Cm Select to modify or delete or add a new Ship Via Code You may also generate a report listing the codes already defined asd Go To Ship Via with Code FIRST CLASS aa GPM ENVELOPE EXPRESS MAIL UPS PICK UP a e FE PAC EXPRESS AIR MAIL Cory FEDERAL EXPRESS FED EX COLLECT GPM BOX UPS NEXT DAY o gt UPS 2ND DAY FC NTL DHL mola a EMS MAIL SVS SURFACE Items are listed in order by Code Fast Buttons Mee Add a new Ship Viz Modify Modify the Ship Vie highlighted in the g Delete Delete the Ship Vie highlighted in the g Generate a report the Ship Via Codes already on file Edit an existing Ship Via Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the A R Ship Via Codes on file if archived will be catalogued with a report name of APShip ViaS LST Ship Via Cod e Properties Screen The properties for each R Ship Via Code are defined with the following screen 2007 2014 by Sentinel Hill Soft
392. nd Credit Transaction le Edit Help Properties Print Edit List Post Sales Batch Repair Broken Batch File p Exit 2007 2014 by Sentinel Hill Software all rights reserved 218 Series 5 Accounts Receivable User Help Repair Sales Batch Verification Screen The following screen is displayed before the Repair function can proceed You must type in the word PROCEED in the field provided Sales and Credit Transaction Maintenance Repair Sales Batch 000092 MLN WARNING ALERT HLHI You should execute this function only if instructed by your System s Manager Every unposted Batch has a file that contains pointer records that identify it s own Sales Transactions from others Should you suspect that this file has become corrupt this function will attempt to repair it for you To proceed with this rebuild function type the word PROCEED in the field provided PROCEED and click on the Rebuild button below If you do not wish to have the file rebuilt click on the Cancel button Rebuild This Batch File Nl Cancel A progress bar will be displayed This function may take some time because it must read through the entire Sales Transaction file which on some systems may be very large 6 4 2 Cash Receipts Entry This Series 5 Accounts Receivable operation s menu item provides the means to record your Cash Receipts Customer payments may be recorded to specific Invoices or as Open Credits on a
393. ng Directives RADD and DELE which would either Re Add Customers or just Delete those Customer Codes that followed A new directive has been introduced UPDT that provides for the option to Update a particular field in existing Customer records The field to be updated is identified by the code provided in column 2 of the row the UPDT directive is in In column 2 enter CUST TYPE SALES REP TAX CODE1 TAX CODE2 SHIP VIA TERRITORY or TERMS CODE to indicate which field is to be updated In the rows that follow in column 1 specify the Customer Code and in column 2 the new value of the indicated field to be replaced Feb 01 2011 For 2010 a Cash Transaction Entry The Cash Entry application has been revised to handle the case where during the posting function a transaction is encountered where it s Customer is NOT ON FILE Previously all other transactions were posted and any that had undefined Customers were left to be fixed and posted at a later time Now those transactions that have undefined Customers are identified when the Posting Journal is generated and after the journal is produced the posting is aborted This problem has been identified since the Bank Lock Box Cash Receipts Interface function was introduced where in some cases a Cash transaction could be written with an invalid Customer Nov 03 2010 Purge A R Function The Purge Accounts Receivable function generates a journal of transactions that are purge
394. ng Document s between 054824 and 054844 Recently Accessed or Created Batches TTEST 10 16 08 15 57 PM 000094 11 03 08 11 59 AM USER PROFESSIONAL INVOICING 000092 10 31 08 15 57 PM PROFESSIONAL INVOICING poooss 10 91 08 16 03PM PROFESSIONAL INVOICING Create and Select a New Sales Batch OK Exit Sales Entry gt If the Sales Batch has not yet been created you can do so by clicking on the Create and Select a New Sales Batch push button A Processing Tip Before setting up a Sales Batch tally the number of transactions and the total dollar amounts These figures can be recorded with the Sales Batch properties Remember that Credits are entered with positive amounts For further discussion and detailed description of the screen used for adding a new Sales Batch refer to the topic titled Sales Batch Entry Screens 2l found later in this documentation 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 205 6 4 1 2 Transactions Entry Grid Sales Credits and Debit Transactions for a given Batch are maintained using a Series 5 grid processing screen Sales and Credits Transaction Entry Grid D Sales and Credit Transaction Maintenance Fie Edit Help Fast Buttons Delete Delete the Tran highlighted i the Print Edit Generate a rep List the Transaction Batch Sales Transaction Entry Select to add modify or delete a Sales Transaction with
395. ng Filter Options Screen Field Definition Cash Receipt Check Number s tadio buttons and 9 8 To select All transactions regardless of their Check numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers Include only Documents for Type s check boxes A check box is presented for each of the types of Archived Cash Receipts that may be generated in the A R system Click or un click to have the particular type processed by 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 189 the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Cash Batch X 6 To have only those transactions processed that were entered under a particular A R Cash Entry Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For A R Cash Account radio buttons amp 9 18 9 5 The Series 5 system prov
396. ng a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 423 Fast Buttons G Cash Batch Maintenance Fie Edit View Help Define Cash Batch Sessions Select to modify or delete or add a new Cash Batch Session Cash Transactions are entered grouped within a Cash Batch Add a new Cash E ALL by Create Post Date v Go To the Batch with Code J z tt i _Behesh Modify the Cash B 11 03 08 0 0 00 ROY ROGERS ae highlighted in the A 11 16 05 4 23 493 69 11 14 05 394 505 736 23 g 12 30 08 1 3 398 35 GONZACL Delete Delete the Cash E Seas Bee highlighted in the 8 19 04 5 17 06 11 14 05 1114 05 05 11 10 05 1110 08 111544 0 11 10 05 Remove all Cash that have been col and posted over a date range Generate a report Cash Batches alre Edit an existing Cash Batch by double clicking it s associated row Standard Series 5 grid controls apply You may choose to have the Batches in the grid displayed sorted in a variety of different ways Click on the List by list box to select the desired sort Define Cash Baus 2s aitas Operational Tip You can select to list only the Active Batches or only the Postec ALL by BatchCode _1 Batches to reduce the items actually being displayed ALL b Create Post Date Cash Batch Properties Screen
397. ng entered SLSTRXFL XXX Holds the A R Sales Transactions that have been entered These records remain on the system until purged This file tends to become rather large if 2007 2014 by Sentinel Hill Software all rights reserved you have a great number of Sales Transactions being entered STATEMENT XXX When the Customer Statements function is selected the selection filters and generation options are stored in this file STMTWRK1 XXX This is a work file that is created when the A R Statements function is executed STMTWRK2 XXX This is a work file that is created when the A R Statements function is executed 7 2 System Operational Variables Some aspects of the Series 5 A R system can be controlled through runtime configuration variables This mechanism provides a great deal of flexibility because these variables can be modified by each site as well as directly by an AcuGT program Configuration variables are maintained in a runtime configuration file This standard text file can be modified by the host system s text editor Each entry in the runtime configuration file consists of a single line All entries start with a keyword followed by one or more spaces or tabs and then one or more values These variables may also be defined in each operators execution environment On both UNIX and Windows systems these would be defined as environment variables 7 2 1 Environment Variables The following variables may be
398. ng on the PC gt 3 Don t use AcuConnect at all Process requests directly from the E Request Server program on the PC gt 4 Use AcuConnect only for requests that don t generate MS Word or Excel documents 2007 2014 by Sentinel Hill Software all rights reserved 502 Series 5 Accounts Receivable User Help The Series 5 applications are controlled using a number of system files These files are stored in the directory path defined here SHSI_CTRL_PATH a SHSI_JOBQ_PATH When functions are set up to be executed in the Background or Night Job Processor information about the job is stored in a file that is written in the directory path defined here SHSL REMOTE BRANCH10 If entering A P Transactions in a remote branch where the Batch file is to be transmitted to head office this is the 8 character branch code embedded in the A P Batch s created by field c windows The directory path in which temporary sort files temp are created used by the system On FAT systems this path should be on the users PC On THIN systems it should be on the UNIX server Set to 1 to enable the workstation s theme in how the Windows controls are displayed This BERT is only available to Windows XP Windows Vista and Windows 7 using Acu GT 8 1 or later V VERSION The default Revision of the type of AcuGT files to be used Must be set to 3 Mail Management Control Variables The following variables are used to defin
399. nitions New Document Apply To 9 8 Enter the new Apply To Number 6 3 1 3 Exporting Customer Open Items Once a Customer has been selected all their Open Item s can be easily exported to an Excel spreadsheet a tab delimited text file or a CSV text file Click on the Export button displayed in the Fast Buttons frame of the grid screen The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions s for full details The following fields are output MODY Co o hiwe MODY Documentnummer Jeo m E Transaction Type X 1 7 G Bue Date mow Os o ho omom o oo o n amom o ooo e m Apobase osooso The output file by default is named CustOpenltems XLS 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 165 6 3 2 A R Distributions Inquiry The AVR Distribution Inquiry function provides easy access and display of the distributions that have been generated from the Series 5 Accounts Receivable Customer Order Processing Professional Invoicing Inventory Management and Miscellaneous Invoicing systems Detail distributions for each G L account may be viewed within a grid screen output to a report exported to spreadsheet and or purged It provides for a variety of different ways of selecting and displaying the each G
400. nly for those Sales Transactions that were entered associated to a specific A R Control Account then click the Selected radio button and enter that A R Control Account This field will default to the Default A R Control account defined by the A R Control Preferences If Multiple A R Control Accounts are not set up in the system then this field will not be enabled and the account defined by the Control Preferences is used Include only Cash Receipts for Cash X 6 Batch lf A R Distributions are to be re generated only for those Cash Receipts that were entered for a specific Cash Batch then enter that Cash Batch Code otherwise leave this field blank Include only Sales Trxs for Sales Batch radio buttons and 9 8 9 5 lf A R Distributions are to be re generated only for those Cash Receipts that were entered associated to a specific A R Cash Account then click the Selected radio button and enter that A R Cash Account This field will default to the Default Cash account defined by the R Control Preferences If Multiple Cash Accounts are not set up in the system then this field will not be enabled and the account defined by the Control Preferences is used Reporting Functions The topics in this chapter describe functions and procedures that are a available under the Reports drop down menu on the Accounts Receivable menu These menu items are used to generate and print the reports associated to the Accounts Receivable syste
401. ns These documents may also be viewed from the Customer Open ltem Inquiry and Historic Open Item Inquiry functions The different types of documents support are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 2011 a User s Sales Transaction Interface 2007 2014 by Sentinel Hill Software all rights reserved 16 Series 5 Accounts Receivable User Help When interfacing a user supplied file containing Sales Transactions when choosing to generated an Exception Report the system would validate each transaction s Customer Code and A R Revenue Distributions and print an error if any were undefined If a given Sales transaction had an undefined Revenue Distribution the Sales Transaction immediately following was not being properly tested Thus if two transactions in row had an error the 2nd transaction s errors were not being reported The problem has been fixed Note that when the transactions were eventually written to a Sales Batch and that batch was posted and associated Distributions posted to General Ledger they would be properly identified as undefined Feb 21 2011 Customer Maintenance From the Customer Maintenance routine the existing function to Import Customers data from spreadsheet has been enhanced When loading data there were two Processi
402. ns Screen The following screen is presented when generating the Historic A R Aging Report W Generate Historic A R Aging Report Report ARAGHIST RPT Print an A R Aging Report based on any date in the past using both current and purged historic items Report Options Customer Selects Demographic Selects Print Options Select your options for the type of Historic Aging Report you desire r Type of Report O Detail Summary Aging Open Items To l Using Invoice Date O Due Date O Ledger Date C With Spreadsheet Output Open Item Filters Sorting Options J Include items past the specified Aging Date Customers Grouped by none C Suppress any Customer s Open Credits Suppress Aged Items No list ALL items O Less than 60 days old O Less than 30 days old Less than 90 days old With User Codefs All O Selected Customers Sorted by Customer Code i Open Items Sorted by Document Date Apply To Number Accounts Receivable Control C Segment report by A R Control Accounts all O Selected When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screen sl These allow you to specify 2007 2014 by Sentinel Hill Software all rights reserved 332 Series 5 Accounts Receivable User Help selected or ranges of Customers Customer Types Sales Representa
403. nt 3 Both the Printer 35 To Disk as a PDF document and Archived 4 To be just Browsed Note that if the applicable application already determined the target output these defaults will NOT be used Oct 13 2010 Data File Properties function In all Series 5 applications that maintain master codes records or provide for the entry or inquiry of transaction or history records under File on the menu bar the Properties function will display information about the related files This function has been enhanced to now display 12 numeric digits for both the files size and the number of records in the file Also now the version of the Vision file is displayed along with the number of volumes that are used to hold the data and the index keys for the associated file s Sept 01 2010 Using the Mouse Wheel to navigate Series 5 Grid Screens In all Series 5 applications that use a paged grid screen those showing rows of master codes and or transaction records similar to a spreadsheet the operator may now navigate forwards and backwards through the records using the Mouse Wheel If the Ctrl Key is also pressed while twirling the mouse 4 rows of data are skipped instead of just 1 If when you spin the mouse too fast and a Stack Overflow error occurs in the runtimes Configuration file add the variable PERFORM STACK 384 and it should work OK Note that this new feature is only available for systems with at least AcuGT Rev 8 1 3 July
404. ntact your System Manager to have your profile re enabled 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help 4 Click OK to proceed 4 2 Series 5 Main Menu The Series 5 Main Menu screen provides each of the bitmap buttons for each application that has been defined on your system amp Series 5 Main Menu Launch the R application by clicking it s associated graphic 2007 2014 by Sentinel Hill Software all rights reserved 5 1 s Series 5 Accounts Receivable User Help Basic Processing Procedures Throughout the Series 5 system applications a variety of functions provide standard processing options screens These are documented in this chapter and it s related sub topics Background or Night Processing Many of the Series 5 applications provide the ability to execute a number of their reporting and processing functions in the background as a batch job You might choose to execute an application as a Batch Job so that your terminal may be free to be used for other activity or so that a report could be delayed to be executed in the evening when the demands on your computer system are less In order to process jobs in the background a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility Some of the features of Batch processing gt Jobs may be queued to one of 5 different Job Queues gt Jobs may be queued with d
405. nto it s own column 6 4 11 Print Customer Statements This Accounts Receivable function is used to generate and print Customers Statements Statements are a means of informing your customers the status of their account with respect to purchases that have been made and any cash payments that have been made They would typically be generated and mailed or emailed to customers on a monthly basis Statements are generated both for Open Item and Balance Forward customers A number of different generation options are provided for These include whether Aged Totals are printed whether a Remittance Stub is printed whether Statements are emailed or not Aging Date cutoff Customer Sorting and assorted Open Item filters Some points to note when generating the Customer Statements e You may choose to produce Statements for only a subset of the Customers that are 2007 2014 by Sentinel Hill Software all rights reserved 270 Series 5 Accounts Receivable User Help on file based on a Frequency Code that is defined for each Customer That is you can select to have a Statement printed only for Customers scheduled for then on a Weekly Semi Monthly Monthly Quarterly or Discretionary bases or you can have a Statement generated for ALL the customers e Statements are NOT printed for customers that do not have any activity in the specified date range e Statements for Open Item Customers will contain a list of the detail of all open ite
406. nu Functions 173 DAR Distributions Inquiry Export A R Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting Enter filters and control parameters associated to exporting Distributions to other systems Distributions with Ledger Date Not Considered 5 Between O Inclusive Email C Have the generated Export file sent to mail recipient Email Address Distribution Export Options Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions exported regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Email check box lf after the export file has been created you wish to have it automatically emailed set the check box Enter the Recipient s Name and email Address Distribution Export Data Format The following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named ARDist_XXXXXX_yyyymmdd XLS where XXXXXX is the Series 5 Company system code and yyyymmdd4d is the cut off date for 2007 2014 by Sentinel Hill Software all rights reserved 174 Series 5 Accounts Receivable User Help the range of Ledger Dates selected Excel Column 1 A G L Account
407. numbers are being assigned to the Invoices The following screen is displayed for an Invoice Transaction r D Sales and Credit Transaction Mai B 1 A A Batch Control Totals Transaction Seq 0001 Modify this Transaction 1 of 5 Tres Entered Sales Batch 007510 178 940 00 of 1 111 000 00 le Transaction Revenue Distributions Type Invoice Document 00011111 Customer 2012TH fh 20TH CENTURY FOX T THE 12TH MAN WHICH IS A Document Date 10707711 7a REMOTE SMALLER DIVISION OF SENTINEL HILL SOFTWARE 10201 WEST SPRUCE BLDG 1 Due Date 10707711 fs LOS ANGELES CA Ledger Date 10 07 11 Ms Tems NET 30 DAYS ey Sale Amount 178 818 00 Misc Charges 122 00 Tax 0 00 TOTAL Freight 0 00 Tax2 0 00 178 940 00 Reference INVOICE 00011111 Sales Rep RG Al RICHARD GREENBERG User Sales Code XR123M gy TEST Commission 0 00 Cost of Sales 0 00 A R Control Account 110 95 000100 00 100 Accts Receivable N Add View Attached Document s When entering a Prepaid Invoice extra fields will be provided to record the Prepayment 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 209 Amount the method and a reference field As will a Prepay Cash Account must be entered Sale Amount 10 000 00 Misc Charges Tax 1 CA TOTAL 10 000 00 User Sales Code a A R Control Account 0
408. o when displaying JPEG or Bit Map files the Microsoft Office Picture Viewer Utility will be employed Also when adding a new attachment the system will default the path to a folder that should exist in the directory designated to be the Temporary directory associated to each Company System You should create a directory named Attachments in that directory if it s not already there Jun 27 2013 Series 5 Outlook Email Reading Series 5 applications may now make use of a new routine that provides the ability to read email from MS Outlook Currently used by the A P and O P Manager Approval functions emails are read that were sent from designated approval managers The internal driver used to read emails using calls to Microsoft Office Outlook The following capabilities associated to reading emails are now possible e Emails are read from program selected in boxes e Filters may be set to read only emails from selected Senders or emails with a specified character string within the Subject line e Up to 3 attachments may be read and passed to the S5 application e Sub folders withing a designated In Box may be created by the system e Emails may be deleted or moved to different sub folders May 26 2013 For 2012 Series 5 Import Export Functions When importing or exporting data fields from to MS Excel after the process has been completed the EXCEL EXE process was not being terminated due to a problem with Windows or there i
409. o hold the master codes and transaction records used by the A R application They may be be found in the directory specified for the associated company system A R System Data files Filename Description AGINGWRK XXX A temporary work file that is built when the A R Aging Report is generated 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help ARACTFIL XXX Holds the valid A R accounts that are used in the system ARANALYZW RKnnnn This is a work file that is created when the A R XXX Period Analysis function is executed The nnnn is the PID of the user that ran the analysis ARCODESV XXX Holds most of the master codes records that are used in the A R system Accessed also by the P I and O P systems Each of the different types of codes has a common prefix in the records defined as follows C Customer Types Codes M Items Returns Codes a S Ship Via Codes a R Contact Source Codes P Prepayment Types Codes X Tax Codes T Terms Codes Y Territory Codes ARDISTFIL XXX Holds the A R Distribution records until they are interfaced to the General Ledger system If not using the G L system they remain on file until an A R Distribution report is generated with the purge option chosen ARHISOPN XXX Holds the historic A R Open Item records These are basically Invoices Credits Debits and Payments that were moved from the Open Item file when
410. o the system 75 selecting a Company 75 Setting Up a User s PC allowing access to HTML Help 90 allowing emails to be sent 90 build the Series 5 shortcut icon 90 define user s environment variables 90 defining user s working directories 90 SHSILUSER_NAME 90 setting up scheduled functions 50 setting up the A R system aging and finance charge options 478 customer credit limit controls 483 default G L control accounts 480 defining control options 474 defining Customer Demographic codes 485 entering valid Customer Demographic codes 489 2007 2014 by Sentinel Hill Software all rights reserved Index 517 general control options 475 owue analysis contol defaults 483 short pay threshold 483 SHSI USER NAME variable 90 sT transaction batches repairing a Cash batch 234 repairing a Sales batch 217 selecting and creating Cash batches 223 selecting and creating Sales batches 204 Transaction Entry Cash Receipts entry batches 422 Customer Invoice entry batches 426 U user access management about 132 copying another user s rights 133 create a spreadsheet of all users access rights 133 defining scheduled menu items 139 setting up new users 133 user access rights 132 user logon profile 132 who is using the system right now 150 user logon defining user access 132 defining user logon profiles 132 entering anew passwords 75 expired passwords 75 passwords 75 W Windows shortcuts 90 wizards about 142
411. o used for sorting or grouping Customers In the Customer Order Processing system Price Codes may be established based on Customer Types 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 439 The Customer Type Codes defined here are listed in the Series 5 Customer Type Code LOV Lookupl 68 window The Customer Type Codes Maintenance function is accessed from the A R Main menu by select Customer Type Codes from the Codes Maintenance drop down menu Customer Type Codes Maintenance Grid Customer Type Codes are maintained using a Series 5 grid processing screen E Customer Type Codes Maintenance File Edit Help Define Customer Type Codes Select to modify or delete or add a new Customer Type Code You may also generate a report listing the codes already defined El 2 Fast Buttons Go To Cust Type with Code v dt cot ol Beres Architects Bookstore Nonmember Cement Companies anaes i Modify the Custom oT Code highlighted in Financial Institute Delete the Custom CIs i Code highlighted in Ner ineret Orders o Member Companies EEA p Generate a report pea meses Customer Type Cc es are listed in order by Code Search for P p already on file Edit an existing Customer Type Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Option
412. ob s status will be set accordingly 5 To re activate the Job you will have Modify it and click the Rest Status to WAITING check box Purging old Completed J ob Control Records Over a period of time your users may have generated a great number of Job records If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all those jobs satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved 90 Series 5 Accounts Receivable User Help The Batch Job Processor In order to process any Accounts Receivable function jobs that might have been queued to be run in the background or at night a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility This is basically another Series 5 program that gets launched from the Batch Job Management function Some of the features of Batch Processor Utility gt The Processor Utility is launched from the File drop down menu from the Batch Job Manager gt Multiple instances of the Processor Utility may execute at the same time on different client terminals gt Each Processor Utility may be set up to service jobs sent to a particular Batch
413. ocument PRINT amp WOR Output to disk as an MS Word 2003 D2007 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 ORD2007 document and have Archived PDFDISK Output to disk as a PDF document PRINT amp PDF Output to disk as a PDF document and to the selected Printer Queue ARCHIVE amp PD Output to disk as a PDF document and have Archived lt my queue Print Queue used for O P Invoices ccc xxx PACKSLIPS Q ccc xxx PICKS Q ccc xxx QPICKS Q ccc AP CHECK Q 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Receivable User Help lt my queue Print Queue used for A P Quick Checks lt my queue Print Queue used for A R Statements lt my queue Print Queue used for PI Invoices name gt RECREATE PRINT amp W ccc QI INV REPRINT FMnnn DESC Report Print Form nnn The description of the form displayed on the print options screen FMnnn INIT lt text string gt Report Print Form nnn Printer command string to Initialize print job FMnnn RESET lt text string gt Report Print Form nnn Printer command to reset printer FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 1 to select paper from tray 1 2007 2014 by Sentinel Hill Software all rights reserved Appendix TRAY 2 to select paper from tray 2 TRAY 3 to select paper from tray 3 HEAD for odd page headers FOOT for odd
414. ocument s Due Date is the date that a payment is expected to be received from the associated customer If an item has not been paid by it s Due Date it is considered to be overdue The Due Date is computed based on the method that is assigned to the Customer s assigned Terms Code This is typically a specified number of days after the Invoice Date of a document Accessing the Recompute Due Dates function From the AR Main menu select Recompute Due Dates from the Operations 2007 2014 by Sentinel Hill Software all rights reserved s6 Series 5 Accounts Receivable User Help drop down menu es V Accounts Receivable S Reports Codes Maintenance Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting AC Undo Cash Batch Posting Bulk Email Generator a Compute Finance Charges c Export 4 R Distributions aid Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limit Clear Customer PTD Clear Customer YTD Load 4 R Open Items Reset Customer Balances Recalc Customer Sales Stats Recompute Due Dates Options Screen The following screen is presented when Recomputing the Open Item Due Dates 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 317 D Recalculate A R Open Item Due Dates Reco
415. odefs When generating the report the operator is also presented with the standard Customer Select Filters screen 103 and Demographic Selects screen l These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of ARAGING RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Export Options If the option to have the Detail or Summary type reports information output to Spreadsheet is checked then the Export Options and About Exporting tab will be presented Note that to have the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser For the Open Items export function the default name assigned will be AR_Aging XLS The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the 2007 2014 by Sentinel Hill Software all rights reserved 326 Series 5 Accounts Receivable User Help topic titled Data Export Functions 94 fo
416. odes Maintenance sub menu and on the Customer s properties screen Shift the highlighted code up 1 row in the grid Once your AYR Demographic Codes have been set up you will have to add the valid codes that are associated to each one 2007 2014 by Sentinel Hill Software all rights reserved 6 8 2 1 Display Format Accounts Receivable Menu Functions Demographic Code Properties Each Demographic Code that is set up for the Accounts Receivable system has properties defining the format of the code and how it might be used Demographic Code Properties Screen Following is the screen for each Demographic defined Add Edit Demograph Field Definition Enter the Screen and Report Heading descriptions for this Demographic code along with it s type Screen Display Literal Report Heading Literal CO SIZE Ri 1Char lpha x 1 Digit Numeric 9 3Char lpha 3 6 Digit Numeric 999999 O 6 Char lpha 000x O Numeric Values 9 999 999 99 C Allow multiple values of this code to be assigned to a given Customer f Specify a range of values allowed Leave blank if no limits are to be imposed Minimum a Maximum Field Definitions Screen Display Literal X 15 The text entered here is used to describe your demographic code It is used in the A R Codes Maintenance sub menu in the Customers Demographics pr
417. odes Maintenance Prepayment Code VIS Modify the Properties of Prepayment codes are used to indicate the method of payment for cash sales Associated payment amounts are recorded against the G L account defined Prepay Code Prepayment Type Credit Card O Check Debit Card Other Prepay Cash Account s 0001 0200 040 VISA Paymentech Clearing Acct Field Definitions Prepayment Code X 6 This is the alphanumeric code assigned to the particular Prepayment Enter this code when a Prepayment Code needs to be used within the Accounts Receivable system _Peseipfon OO Is a description of the Prepayment This is printed on most reports and is displayed to most screens where the Prepayment Code is utilized Prepayment Type radio buttons 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 449 Select the type of Prepayment Depending on the type of Prepayment assigned to an Order Credit Card Invoice or Sales Transaction slightly different Check fields will be presented For example for Credit O l Cards a card and expiry fields are displayed O Other Prepay Cash Account 9 18 9 5 Once an order or an Invoice is recorded to the A R system as a Sales Transaction if a Prepayment Code has been designated then the value of the Prepaid Amount is posted as a Debit distribution to the account specified here 6 6 11 Remit To Codes Ma
418. of the Series 5 P I system for selected P I Projects the Invoice s Attention To field represents the individual responsible for it s charges You may choose to have items on the Statement grouped by the Attention To name of the P I Invoices associated to each A R Open Item Note that when items are selected to be grouped in this manner this overrides any grouping option chosen when Statements are actually generated Email Customer Statements and Invoices drop down list When Customer Statements are generated or invoices from the Professional Invoicing system as an option they No Emails may be automatically emailed to one of the email address defined for the customer Select whether this option applies to this customer and if so select either the Company email address or one of the Contact s email address Remit To Code X 6 For invoices that are generated in any of the Series 5 systems if they do not use a pre To Contact 1 s Email To Contact 2 s Email printed form or if they do not generate MS Word invoices defined with a template then a Remit To address will be printed on the invoice For each customer you may specify a different remit to address by selecting a different Remit To Code Credit Limit 99 999 999 The Credit Limit for each customer is a figure that you can assign The Credit Limit may also be automatically assigned using the Set Customer Credit Limit operation As well the Credit Limit is used eit
419. oftware all rights reserved 172 Series 5 Accounts Receivable User Help To have only those distributions listed that were recorded for transactions entered under a particular A R Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Distributions for X 6 Customer To have only those distributions listed that were recorded for transactions entered for a particular Customer Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the A R system Click or un click to have the particular type listed or not in the report 6 3 2 4 Distributions Export This function is provided so that A R Distributions may be exported to either an MS Excel spreadsheet or a tab delimited text file These files might then be interface to another third party General Ledger system or to a Series 5 General Ledger system at perhaps the head office The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions 941 for full details As well the option to have the exported file emailed is provided 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Me
420. old then a letter will be generated Form Letter Filename X 30 For each type of letter specify the Form Letter file that is to be used as the content of the letter These files must be simple ASCII text files They cannot be MS Word WordPerfect or PDF files The ASCII text letter files should be located in the directory path defined by the a variable in your Series 5 runtime configuration file as in the following example CCCCC__DUNLETTER_PATH D Accounting dunning letters where CCCCC is the Series 5 Company System Code Include Copies of Overdue P I Invoices Select the check box if a copy of each outstanding Invoice associated to the customer is to be printed along with the Dunning letter When this option is chosen the letter the statement and each invoice is output as 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Receivable User Help a single document and the Letter may not be emailed Generate ONLY Customer s 3rd Party check box Invoices If the previous option to Include P I Invoices is selected then when this check box is set ONLY customers with 3rd Party Clients are processed and ONLY the 3rd Party Invoice is generated The Name and address that is printed that would appear in the window envelope is that of the 3rd party Likewise if the CONTACT pseudo is used the 3rd Party company s Contact Name is used Generate and Attach Customer Statement Select the che
421. on if taxes have been computed a Credit distribution is recorded to the account specified here A R Tax Codes Import Export Data Formats For Tax Codes that are imported or exported the following fields are input output from to an Excel spreadsheet a tab delimited text file or a CSV text file The default filenames are either AR_TaxCodes In XLS or AR_TaxCodes_Out XLS Column T e peson x0 E Liability Account Main 9 j Segment 2 F Liability Account Profit 9 5 Center Each segment of the G L Account s Main number is output into it s own column Segment 1 When loading the Tax Codes from a spreadsheet you may also specify a pre defined processing directive in column 1 RADD All tax codes for the rows following will be 1st deleted from the system then updated with the new fields provided 2007 2014 by Sentinel Hill Software all rights reserved 462 Series 5 Accounts Receivable User Help DELE All tax codes for the rows following will be deleted from the system and not replaced 6 6 16 Territory Codes Maintenance The Series 5 system maintains a list of Sales Territories A Territory may be assigned to each Customer as one of their properties All Territory codes that might be used must be maintained using this function In effect validating the Territory Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code The Territory Co
422. on t indicate Multiple Sales Accounts then for any Sales amount entered with the transaction the system will automatically generate a distribution to the Default Sales Revenue Account If the settings in the AYR Control Preferences don t indicate Multiple Miscellaneous Charges Accounts then for any Miscellaneous amount entered with the transaction the system will automatically generate a distribution to the Default Miscellaneous Charges Account If the settings in the AYR Control Preferences don t indicate Multiple Freight Accounts then for any Freight amount entered with the transaction the system will automatically generate a distribution to the Default Freight Account In all cases any Tax amounts entered the system will automatically generate a distribution to the G L account associated to the Tax Code Revenue Distribution Entry Screen This screen is used to record the amounts associated to a Sales Transaction to a given Revenue Account Some points to note about entry of the Revenue distributions e The sum of all Revenue Distributions some of which may be negative must equal the total of the amounts that are shown that must be distributed e Sub Ledger Project codes may be entered only if the selected G L Distribution account has as one of it s properties the option to Always or Optionally allow for a Project code e Tax amounts do not have to be recorded as a distribution The system will do that automati
423. ons A new function has been introduced to the A R system Under the menu s Operations drop down menu Re Generate AR Distributions may be invoked to have all A R 2007 2014 by Sentinel Hill Software all rights reserved Introduction 21 Distributions that were previously generated from the entry and posting of Sales Transactions and Cash Receipts re generated Filters are provided to limit transactions to those with Ledger Dates falling within a given range June 10 2009 Use of this function This operation is introduced to be executed ONLY IF THE A R DISTRIBUTIONS WERE INADVERTENTLY PURGED BEFORE BEING INTERFACED TO THE GENERAL LEDGER Normally this operation would never need to be executed Make sure access is limited only to your accounts manager Sales Archive Inquiry Reporting Function The filter that offers that ability to select a range of documents within a given date range has been enhanced Previously only the Document Date was tested Now you may specify to apply the date range to the Ledger Date of the documents June 10 2009 Clear Credit Card Numbers A new function has been introduced to the A R system Under the menu s File drop down menu Clear All Credit Card Numbers may be invoked to have all occurrences of credit card numbers cleared That is in those data records where a credit card number is stored the text string XXXX XXXX XXXX 1111 will be assigned to the card number A cutoff date may be en
424. ons that are associated to a particular A R Control account 2007 2014 by Sentinel Hill Software all rights reserved 182 Series 5 Accounts Receivable User Help 6 3 3 3 Sales Summary Totals Display Screen This function accumulates totals of each of the types of Archived Sales Transactions in the A R system It displays of transactions total amounts of Sales Miscellaneous Charges Taxes and Freight and Totals for the transactions satisfying the filters selected The following screen is displayed D Sales Archive Inquiry Compute Totals for selected Sales Archive Items Totals For the selection criteria entered the following totals have been tallied for Sales Archive Transactions dated from as early as 6 11 03 upto 3 24 09 Invoices of Trxs Sale Amt Misc Chra Tax 1 Tax 2 Freight Trx Total 2 834 586 6 3 3 4 Archived Sales Transaction Display Screen When a particular row in the Archived Sales Transaction Inquiry grid screen is double clicked a window is displayed showing the detail for that transaction A table within the screen displays either the Revenue Accounts that the sale was recorded to or the Cash Receipts that were used to pay off the invoice The following screen is an example 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 183 E Sales Archive Inqui e Document 00011111 for Customer
425. ons to Undo the last deleted item and to Undo the last edited item From the drop down menu under Edit in the menu bar click the desired function In most cases these functions are also available from the pop up menu displayed when a row in the grid is right clicked E Customer en ananeng Fie asia Help Type Codes Maintenance A P Accounts Maintenance File Edit Help Define A P Accounts used Select to modify or delete or ade You may also generate a report Pace fhm fmt Go To Account with Code Cut AJP Account Record 001 0120 040 Copy AJP Account Record p 001 0310 040 AIP A nt Select to modify or delete You may also generate F Go To Cust Type with REG AGENT ESCROWS j NANCIAL ie Modify Delete Cut Field Copy Field Paste Field Warning The Undo Delete Undo Modify Cut Copy and Paste functions are only operable while working in the particular function If you exit the function associated to the grid when you return any Cut Modified or Deleted record may not be Pasted or Undone Most Recently Accessed I tems Menu In the drop down menu under File in the menu bar most grid screens will provide a list of the 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface e last 6 items that were added or edited You can click on any one these to position to it Custom
426. ontain MS Word Formatting directives They are used to provide information as to how the text of each page is to be formatted and tab settings to apply The text indicators 19 and 20 shown in lines 9 and 17 are used to indicate the start of the lines to which TABs 19 and 20 are to be applied The format of these directives are defined as follows FMT Region Start Line End Line Font Size Font Name Bold Flag Italic Flag Underline Flag Shading Flag This is the Region ID Define up to 5 regions on a page Start Line Specify the starting line of the page to which the Regions formatting is to apply Specify the ending line of the page to which the Regions formatting is to apply 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 285 TAB TabSet Position Tab Type Leader Flag Text Column up to 10 tabs may be defined Tab Set This is the Tab Set ID Define up to 20 Tab Set regions on a page In the actual text of the letter the use of each Tab set is initiated by setting a character in column 1 followed by the Tab Set ID that is to be applied This is the offset from the left margin in inches of the position of the tab inches L Left Tab R Right Tab C Center Tab D Decimal Tab Leader Flag Set to 1 to have a Dot Leader preceding the tab position Text Column The text being output is made up of text and spa
427. operties screen in the Codes Lookup screen and in the screen used for entry of Customer Demographic Select filters The description here should be entered in upper and lower case with the 2007 2014 by Sentinel Hill Software all rights reserved 487 488 Series 5 Accounts Receivable User Help 1st char of each word capitalized Report Heading Literal X 15 When demographic codes are used in assorted reports the text entered ere is used in the report s header This text should be entered in upper case Display Format radio buttons This option defines the format of the code 1 Character Alpha X O 3Character Alpha XXX l Click the applicable button to select the 6 Character Aloha XXXXXX se IO iDate o ma for the validation codes or values 1 Digit Numeric__ 9 that will be defined for this Demographic 6DigitNumeric 999999 code Numeric Values 9 999 999 99 Allow multiple values to be assigned to a given check box Customer If you wish to create a Demographic Code that can have multiple values assigned to it for a given Customer then you need to set the check box An example of such a code might be one called Yellow Page Listings where for a given customer you would hope to record which categories he might be found under in the Yellow Pages phone book The customer would probably have a listing under several topics There is extra system overhead associated with allowing multiple codes
428. or each Customer belonging the the given Sales Rep 6 5 13 Sales Analysis by State Province This Series 5 Analysis report basically produces a report broken down by State or Province of Sales Costs and Profit as computed based on the Period to Date Year to Date and Last Year totals that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics 2 Clearing Customer PTD and YTD Operations For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 operation at the end of each month and the Clear Customer Year to Date 29 operation atthe end of the designated reporting year For each State or Province the following totals are listed to the report v Cost of Sales Period to Date and Year to Date v Sales Period to Date and Year to Date v Profit Sales minus Costs Period to Date and Year to Date v As an option detail sub totals by Customer for each Sate Province is reported In each case a percentage of the amount listed for the State Province relative to all States Provinces is also printed A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed in a timely manner The R Period Analysis reporting inquiryls77 function provides an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading through the Sales Archive records Totals are tallied for a variety of d
429. or each customer will be reset to ZERO Year to Date On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the Year To Date amounts for each customer will be reset to ZERO Last Year On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts The following screen is displayed these statistical amounts for the customer Customer Maintenance Customer 000224 JPMORGAN CHASE BANK Modify the Properties of Address Notes A R Profile PTD YTD Stats CR Incidents Contacts Monthly Sales Demographics Period To Date Year T o Date and Last Year figures are accumulated as Sales Trs s are entered and when A R Open Items are purged Customer Account Balance 51 687 29 Last Order Recorded 10 01 08 for 10 00 Last Payment Receipt 11 03 08 for 1 280 00 Period To Date Year To Date Last Year Sales s Costs Commissions si Not Available Highest Account Balance Accumulated Statistics Invoice Count Avg days for Receipt of Payment following Invoice Date Avg days for Receipt of Payment following Due Date Total Short Pay Loss Credits given Short Pay Documents Count Cancel 2007 2014 by Sent
430. or not Aging Open Items To Date mmddyy This is the date used to determine that age of each Open Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item This date is also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Invoice Date the Ledger Date or the Due Date as determined in the following field falls on or before this date the Open Item is used in the report Aging Open Items Using Date Type radio buttons The cut off Aging Date can be either the Open Item s Invoice Date Ledger Date or Due Date Invoice Date Depending on the desired type of analysis Due Date select the applicable date type DueDate PP yP O Ledger Date The default setting for this field is derived from the Aging and Finance Charges screen found in the AR Control Preferences application Customers Group by drop list 2007 2014 by Sentinel Hill Software all rights reserved 334 Series 5 Accounts Receivable User Help When the report is printed the customers may be grouped and sorted with sub totals printed ity Credit Rate Code Customer Type Company Phone Area Code Sales Rep Territory State or Province Countr Customers Sorted by drop list When the report is printed the customers may be listed sorted by a variety of different fields Customer Code Customer Company Name
431. or users that do not have Office 2007 installed the default File Type will be the Office 2003 Word and they will not be able to choose Word 2007 or the PDF formats May 20 2010 Automatic Sending of Emails The Series 5 system has the capability of automatically sending emails Emails are sent by making a call to a MAPI Library which in turn sends the email using Microsoft Outlook If the receiver s email address is prefixed with LN or Ln indicating that they are Lotus Notes users then instead of using MAPI a DOS command call is made using the command line defined by the runtime configuration variable DOS _MAIL_CMD to actually send the email Within this command line there are pseudo variables that would be replaced with the Subject Receivers Name and Address and the path to an Attachment This capability has been enhanced to now provide for sending the email with 2 attachments The new pseudo variable ATTACHMENT2 will be replaced with the full path to a 2nd attachment if applicable May 03 2010 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file forma
432. orksheet within the Excel workbook Dec 11 2009 Functions Exporting to Excel Spreadsheets For those functions that export data to Excel spreadsheets the following enhancements have been made e When titles are output they will be formatted as bold in 14 point e When legends are output they will be formatted as bold in 12 point e When headers are output they will be formatted as bold and italic e Dollar amount data column will be formatted for Currency where signs will be displayed with 2 decimal places The following applications have been revised accordingly where applicable Dec 10 2009 e AR Aging Report With output to Spreadsheet with new default filenames of AR_Aging_Summary or AR_Aging_Detail e Historic A R Aging Report With output to Spreadsheet e Customer Open ltem Inquiry Export function with a new default filename of Cust_xxxxxx_Openltems where xxxxxx is the customer code e AR Distributions Inquiry Export function e Purged Open Item Export function e Load A R Open Items Export function e Customer Maintenance Properties Export with a new default filename of Customer_Properties e Overdue Analysis Report With output to Spreadsheet and or the Notification Merge output e Tax Codes Maintenance Properties Export e A R Sales Analysis by Month With output to Spreadsheet e AR Period Analysis Export functions a Function to Re Generate A R Distributi
433. ort O Detail Summary Please Note You may select a range of or individual Sales Representative codes that are to be included in the report from the Customer Selects tab screen that follows When generating the report the operator is also presented with the standard Customer Select Filters screen 10s and Demographic Selects screenl sl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of SLMNANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Field Definitions Customers Sort drop list When the report is printed the customers may be listed sorted by a variety of different fields 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 367 Customer Code Membership Code Current Account Balance Credit Limit Email Address Sales PTD Sales YTD Type of Report radio buttons Choose between a Summary and a Detail report The Summary report lists only the totals for each Sales Representative The Detail report lists sub totals f
434. ort Generation and Printingl for full details Processing Filter Options Screen Field Definition Cash Receipt Check Number s To select All transactions regardless of their Check numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers nde oniyDocurenis Tor et A check box is presented for each of the types of Archived Cash Receipts that may be generated in the A R system Click or un click to have the particular type processed by the given function 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 353 For Non AR Credit Account radio buttons amp 9 18 9 5 If only those Cash Receipts that were recorded with Credits to a specific account are to be listed click the selected radio button and enter that account Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Cash Batch X 6 To have only those transactions processed that were entered under a particular A R Cash Entry Batch code Leave the field blank if it is not to be considered as a selection filter For A R Cash Account radio buttons amp 9 18 9 5 T
435. otals over the specified Threshold will have their Codes and Limits set as follows Codes and Limits Assigned Balance Due Threshold Credit Rating Credit Limit Terms Code gt Over 45 days n a gt Over days n a gt Over days NOT ON FILE Customers with a Sales Rep Code of will have their Credit Rating setto IS TOP their Credit Limit set to and Terms Code setto ADYP Proceed to Set Credit Ratings _ Set Customer Credit Limits Screen Field Definitions Balance Due Thresholds 999 999 and 9 3 Each threshold represent one of three different aging periods The default amounts and of days is determined by settings in the A R Control Preferences Acustomer s Credit Rating Credit Limit and Terms Code properties will be set if the customer has a Balance Due that exceeds the thresholds specified for the given periods This is the Credit Rating Code that will be assigned to the customer Credit Rating Codes are user defined However in the Series 5 Customer Order Processing system the following codes are recognized as follows Credit Rating HOLD All orders entered will automatically be put On Hold STOP Orders will not be allowed to be entered into the system 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Receivable User Help Credit Limits 99 999 999 This is the Credit Limit amount that will be assigned to the customer The Customer Credit Lim
436. ou wish the PTD statistics to represent a calendar month this function must be executed at the beginning of every month prior to any Sales transactions being entered You have selected to reset the Period To Date statistics for all Customers on file to ZERO The last time this was done was on Wednesday January 25 2006 To proceed with this Clear PTD function type the word PROCEED in the field sd provided and click on the Clear button below If you do not wish to have the file rebuilt click on the Cancel button Clear Customer YTD Statistics 6 4 16 Clear Customer Year To Date In the Series 5 Accounts Receivable system each Customer s property records has fields that maintain assorted totals and statistics Year to Date and Last Year As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed ACCUMUIGIED S alistics Period To Date Year To Date Last Year Sales 446 626 73 446 626 73 cote s a Highest Account Balance 97 657 26 137 664 57 7 02 08 3 01 07 Invoice Count 1 739 Avg days for Receipt of Payment following Invoice Date 25 9 Avg days for Receipt of Payment following Due Date Co 9 Total Short Pay Loss Credits given Short Pay Documents Count R C g gj Each of these periods are defined as follows Period to Date This period is define as the time frame between when the Cle
437. ount amounts entered by the Cash Receipts entry function are recorded to Finance Charges Account 9 18 9 5 The Accounts Receivable system supports one Finance Charges account This is the account to which all Finance Charges generated are recorded to 6 8 1 4 Credit amp Overdue Tab Screen Defines the properties associated to default for the Overdue Analysis and the Automatic assigning of Customer Credit Limits in the A R system 2007 2014 by Sentinel Hill Software all rights reserved 484 Series 5 Accounts Receivable User Help Modify A R Control Preferences Accounts Receivable Control Modify the Properties of General Aging and Finance Charges Default G L Accounts Credit and Overdue Options These options provide defaults for the Bad Credit and the Short Pay Analysis features and the Set Customer Credit Limits function Overdue Analysis Days Specify the of days accounts are overdue before appropriate action is suggested by the system Warming Listed Notification Sent Items Written Off Overdue Aging Period Days 60 DAYS 060 90 DAYS 090 gt 90 DAYS 900 r Bad Debits Write Off Account 41 OOO 3000 100 Short Pay Threshold ACCOUNT NOT ON FILE r Automatic Assignment of Customer Credit Limits Acct Balance Threshold Cr Rating Cr Limit Terms Field Definitions Overdue Analysis Days 9 3 The Overdue Analysis function when ex
438. overdue analyis customer merge file 348 Customer Payments overdue analyis customer totals 349 batched entry 422 period analysis drill down detail 386 Customers period analysis totals 386 applying Open Credits 158 tab delimited data 94 filters 103 to Excel workbooks 94 2007 2014 by Sentinel Hill Software all rights reserved s6 Series 5 Accounts Receivable User Help generating emails 90 period analysis about 377 a H building options 382 data export layouts 386 distribution types 379 40 drill down feature 385 preview grid 379 printing exporting options 382 purging old data l archived Cash Receipt transactions 471 archived Sales transactions 468 help getting help HTML Help access 90 importing data Cash Receipts entry batches 470 A R customers data 420 historic open items 473 A R open items 310 Sales entry batches 467 A R tax codes 461 about 94 99 bank lock box cash receipts 247 R z customer properties 390 l from Excel workbooks 99 report generation import options screen 99 A R Customer Demographics filters 108 Sales Transactions from CSV files 236 A R Customer filters 103 Sales Transactions from Excel 236 about TH sales transactions from sequential file 241 archived reports 112 Sales Transactions from Tab Delimited files 236 displaying une SERSA ne tab delimited data 99 having reports emailed 112 114 interfacing cash transactions from other systems outputting to a pinter T12 about 247
439. parate report Say for example if the Group Sort by Sales Representative was selected then a separate report would be generated for each Sales Rep that had Customers with Open Items This makes it easy to distribute a separate report to each person AR Control Segment by AR Control Account check box The Series 5 system provides for the option having more that one A R Control Account If this is the case then you may select to have all Open Items associated to each A R Control account grouped together Additionally you might also choose to list ONLY those Open Items that are associated to a particular A R Control account A R Aging Report Spreadsheet Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AR_Aging XLS For aSummary report the following fields are output Excel Column 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 329 A Customer Code X 6 c 99 999 999 Last Payment Received MMWDD YY Date 9 999 999 99 J Aging Period 0 Balance 9 999 999 99 K M AgngPeriod3 Balance _ 9 999 999 99 For a Detailed report the following fields are output Column 4 Transaction Type XD O 5 E ApyTonmber 99 O o 6 F DueDae MMDDWY o8 H Amom2 9 999 999 99 9 I Ref
440. particular date If a job has completed or if it has been placed On Hold then you can reactivate it and have it execute again Depending on the function you may have to re edit the Job Parameters to set up correct dates of report options Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the a oi Search icon Asearch string may be entered for the following fields Job Name Job Number 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help Grid Display and Purge Filters Screen lf your company makes use of Batched Jobs over a period of time you may have a great number of Job History records You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed BS Batch Queue Job Maintenance Batch Job P U R G E Selection Parameters Enter the appropriate parameters to select those Jobs that are to be deleted Batch Execute Queue Systems all All O Selected O Selected Company System Execute Date all ni All Selected From all m Selected To 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports s
441. pe processed by the given function 6 4 17 4 Import Open Items This function is provided so that A R Open Items may be easily imported from another accounting system This is specifically designed to be used when initially installing the Series 5 Accounts Receivable system and it is necessary to load all outstanding Customer Open Items Hopefully the former accounting system may have some means to export customer open items information to either a tab delimited file or a spreadsheet The Import Options tab screen will be displayed from which you can select the file to be loaded by browsing your system folders and define the type of data that is being loaded The type of data may be an MS Excel spreadsheet a CSV text file or a Tab delimited text file Refer to the topic titled Data Import Functions 99 for full details The following screen is presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 311 A R Open Items Load Import Open Items from Spreadsheet with Doc Remap Report REMAPARDOC LST Import Remap Option Print Options Import Options About Importing Specify processing options for loading Open Items from Spreadsheet Existing Document Numbers will be replaced with new numbers starting with the Number specified here Use a value like 500 000 so the new Open Items will not interfere with those already on file or that will be assigned from no
442. ported for each G L Account For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on their respective Types of j pe Distributions Sub totals are printed for each Profit Center Distribution Type A Distribution Type Profit Center grouping Distribution Type Z Acct User Code Distributions Sorted By drop list When the report is printed the Distributions may be sorted with sub totals printed in a roam pau Number i i ccount edger Date variety of different ways hocam Document Dale Account Customer Code Account Project Code Document Number Account Document Date Account Customer Code Account Project Code 7 Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending
443. r or not to submit it to the Job Processor Not Allowed The user may not select to execute the job using the Job Processor Forced When the menu item is chosen and after any processing options or filters are entered the job will be automatically submitted to the Job Processor to be executed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 137 Delayed The job will be automatically submitted to the Job Processor to be executed after 6 00 pm the same day Menu ltem Access Properties Reports Sub menu Item A R Aging Report Access Rights Full O None Batch Execution Odallowed ONotAllowed Delayed Forced C Show in the Favorites Tab Menu t eduled Function Modifying Access for a User 1 Highlight the amp green head of the User to modified 2 If you wish to modify the General Access properties o Click Modify in the Fast Button frame or right click and click on Modify in the pop up menu o The right pane of the window will be activated o Make the necessary changes and click the Update push button 3 If you wish to change the Access properties of a particular menu item o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o The Access Properties fields for the given menu item will be di
444. r Grid Screen Maintenance of the Archived reports is done with a Series 5 grid screen m Archived Reports Manager File Edit Help All reports by USER You may browse or re print any of the following reports Re Print delete Puse Fast Buttons Re Print Print the selected Viewing an Archived Report 1 Inthe grid navigate to the row listing the report that is to be viewed 2 Double click the row 3 The Report Browsers window will be displayed 2007 2014 by Sentinel Hill Software all rights reserved 120 Series 5 Accounts Receivable User Help Process Warning The archive report files are stored in a sub directory under the folder specified to be used for the company s data files These files are notin any type of format that can be used other than directly from the Reports Manager utility Re Printing an Archived Report 1 In the grid Navigate to the row listing the report that is to be printed 2 Right click the row to have a drop down menu displayed then click Re Print or just click on the Re Print button in the Fast Button frame The Re Print options screen will be displayed Archived Reports Manager 6 page Archived AR Repot ARDIST RPT Created Thursday June 15 2006 Re Print Options Select where to have this report Re printed to You may choose any combination of the possible destinations You may also select a range of pages and ha
445. r Open Inquiry function provides easy access and display of the unpurged Open Items that have been recorded for a particular customer It also offers a a function to adjust an items Apply To Document Number It provides for a variety of different ways of selecting and displaying the Customers and their respective items Some of the features of the Inquiry function are as follows e ltems may be displayed for each Customer listed by Document Date or Document Apply To Number e Customers may be selected or displayed by Customer Code or Customer Name e Totals of each type of Open Item are displayed for each Customer e The original document associated to an item may be displayed showing applicable revenue distributions or any payments that have been made to it e Open Items may have they Apply To Document numbers adjusted In other words Open Credits and unapplied payments can easily be assigned to specific Invoices e All Open Items regardless of Customer may be displayed sorted by Document Number 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 159 e Items for a selected Customer may be exported to an Excel spreadsheet or printed in a report e For each customer a summary of Aged Totals along with their address and contact information may be displayed The Customer Open Items Inquiry function is launched from the A R Menu s Trx Inquiry drop down menu SHSI Series V Accounts Rec
446. r a future enhancement 2007 2014 by Sentinel Hill Software all rights reserved 266 Series 5 Accounts Receivable User Help Finance Charges Rates 99 999 Finance Charges are computed based on a percentage of the overdue amounts Two levels of rates may be defined The charge is computed with the following formula Finance Charge Level x Past Due Amount upto Cutoff Amount Include Previously Generated Finance Charges inthe check box Overdue Totals If previously generated Finance Charges are to be included in the computation of overdue amounts then set the check box as checked Due Used for the Cutoff Date Aging Date amp Document mmddyy Date This date is used for the Open Item Cutoff Date the Aging Date and the Open Item Document Open items dated after the Cutoff Date are NOT included in the computation of overdue amounts Finance Charges Minimum Charge 99 99 When Finance Charges are computed for a customer if the amount is less that the value entered in this field then this amount will be used 6 4 10 Export A R Distributions The R Distributions Export function can be invoked directly from either the R Distributions Inquiry 6s grid screen or from the Operations drop down menu from the A P menu 2007 2014 by Sentinel Hill Software all rights reserved YV Accounts Receivable SE Reports Codes Maintena Sales and Credit Entry Cash Receipts Ent
447. r full details Field Definitions Type of Report radio buttons Select whether the report is to be generated in Summary or a Detail The Summary report Detail lists each customer s totals The Detail report list the customers totals along with each individual Open Item Select the check box if Customer totals or Open Item detail is to be also exported to an Excel spreadsheet or a tab delimited text file When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Show Customer YTD LYR Statistics check box Select the check box if the Year to Date YTD and Last Year LYR totals for the Customer are to be printed for each customer These include the Highest Balances that were achieved of Invoices and the Average Number of Days taken to fully pay off items List ONLY Customers with Account Balances check box that Exceed their Credit Limits Select the check box if ONLY those customers whose Account Balances exceed the Credit Limit that has been assigned for that customer Include Open Items Past the Specified Aging Date Select the check box if any Open Items that are dated past the specified Aging Date are also to be listed in the report Suppress any Customer Open Credits Select the check box if you DO NOT wish to have any Customer s Open Credits On Account items listed Suppress Aged Items radio buttons Select whether to have recen
448. r the Prior or Next Enter a string to be LO page to be displayed searched for then click a the binoculars 661 6116 646 661 62 66 646 003 0100 0406 664 6166 646 664 6466 646 664 9 666 646 005 0100 0406 611 6657 6686 611 6666 626 611 6661 666 611 0690 0406 611 6698 646 611 67 62 646 611 2626 666 811 2020 1900 811 2021 0860 811 2021 1080 611 2622 646 611 2622 666 611 2622 166 611 2623 666 611 2623 166 611 2624 646 611 2624 666 611 2624 166 811 2025 8060 811 2025 1080 811 2026 0860 811 2026 1090 811 2027 040 011 2027 060 811 2027 1900 811 2028 0860 811 2028 1900 CHASE BANK GENERA VISA Paymentech Clearing n ACCOUNTS RECEIVABLE UNBILLED REVENUE INVOICED REVENUE CONTROL INVOICED REV ADJ CLEARING UNBILLED REIMBURSABLE EXPENSES ALL FIRST BANK DFS FIRST UNION BANK DR FIRST UNION BANK DFS Drag the outer slide bar to move through the pages of the report DEPOSITS iLien CHASE HOUSTON COUNTY SEARCH DE SOS FILING DEPOSIT DE SOS FILING DEPOSIT TX SOS FILING ACH TX SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH MO SOS FILING ACH MO SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH AK SOS FILING ACH AK SOS FILING ACH OK SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH KY SYS FILING DEPOSIT KY SOS FILING DEPOSIT 2007 2014 by Sentinel Hill Software all rights reserved ns Series 5 Accounts Receiv
449. r the desired transaction From the Fast Buttons frame push buttons are provided that can be used to compute and display Totals Set Display Filters generated an Archived Transaction Report and have items Purged 2007 2014 by Sentinel Hill Software all rights reserved 178 Series 5 Accounts Receivable User Help Archived Sales Transaction Inquiry Grid Sales Archive Inquiry BR File Edit Help Sales Archive Inquiry These are all the Sales Transactions that have been entered and posted to f the Accounts Receivable system that have not yet been purged B 2 Go To the Sales Trx with Doc elat 5 2 o o 1 7 09 03 406626 INTERNATIONAL BANK OF COMMER 36 00 408626INTERNATIONAL BANK OF CO 00 409 7 AMERICAN BANK OF COMMERCE 4071984MERICAN BANK OF COMMERC 4 7 09 03 409051 SECURITY STATE BANK 85 86 409051SECURITY STATE BANK JPMORGAN CHASE BANK 1 149 06 4094 JPMORGAN CHASE BANK 7 09 03 409460 SOUTHWEST BANK ODESSA Le 161 30 409460S0UTHWEST BANK ODESSA 000022 ele e e 9 9 99 o wo So wo N 411465 AMERICAN BANK OF COMMERCE 163 19 4114654MERICAN BANK OF COMMERC 000022 004118 CHARTER TITLE DOWNTOWN 549 92 4118 CHARTER TITLE DOWNTOWN 000022 004121 CSC THE UNITED STATES CORPORs 2 169 50 4121 CSC NETWORKS CALIFORNIA 7 09 03 004124 THE HERRING NATIONAL BANK 394 93 4124 THE HERRING NATIONAL BAN 000022 6 4 1 7709703 409605 FIVE STAR AUCTIONEERS 111
450. rame The Due Date is the date that you will expect payments to be received by The R Terms Code is used to establish the number of days following an Invoice Date that payment is due The Due Date may also be designated to a specific day of the month or toa specific calendar Month Day Terms Codes are defined as one of the properties that is associated to each master Customer Code on file You may in effect set up different payment rules to different customers The Terms Code is used by the following Series 5 systems to compute Due Dates for invoices that are generated e Customer Order Processing e Miscellaneous Invoicing e Professional Invoicing and Time Billing e Class Registration Invoicing The Terms Codes defined here are listed in the Series 5 A R Terms Code LOV Lookupl es window The Terms Codes Maintenance function is accessed from the A R Main menu by select A R Terms Codes from the Codes Maintenance drop down menu A R Terms Codes Maintenance Grid A R Terms are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 435 Terms Codes Maintenance File Edit Help Define Terms Codes to be used Select to modify or delete or add a new Terms Code You may also generate a report listing the codes already defined vw Fa st B utt re n S LLA PE GoToTemswihCode aletle an anew AR Te Code ae eae Ce s D
451. range using a variety of methods Enter the dates in the From and To fields Click on the little calendar icons to have a calendar displayed from which a data can be chosen Click on the Prior or Next push buttons to adjust the dates accordingly Choose a particular date range from the drop down list 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Select Ledger Dates Date Range Current Month v ALL Dates Dates Entered From To 7 01 08 m 7731 08 Earliest T o Date E Current Week Current Month Current Month Last Year Current Quarter Current Quarter Last Year Current Year Month To Date Quarter To Date ith Year T o Date Year To Date Last Year Last Month Last Quarter Last Year Last 12 Months Last 12 Quarters Last 12 Years U oT considered 2007 2014 by Sentinel Hill Software all rights reserved Starting and Using the A R System 4 Starting and Using the A R System In order to use any of the Series 5 system applications each user must go through a sign on process The following steps are required 1 Signon using the users assigned User Code and Password 2 Select the Company System that is to be processed If only one Company system is defined then this step is not required 3 From the Main Menu screen click the Accounts Receivable icon 4 1 User Logo
452. rdue Functions 3ComingDue 4MyFavorites Purge Sales Batch History Accounts Receivable Sales transactions are entered into the system as groups using a Sales Transaction Batch Each Batch has a unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created from the Sales Batches Maintenance function or directly from the Sales and Credits Transaction Entryl iss operation When the batch of Sales Transactions is posted the controlling Batch record is flagged as being posted and remains on the system until it is purged This function may be used to purge or delete these posted batch records Arange of dates may be specified to determine which records are deleted Accessing the function to Purge the Sales Batches records can be done either directly from the Sales Batch Maintenance zs function or from the R Menu s Purging drop down menu Wizards User Functions C Purge Sales Batch History Purge Sales Archive History Purge Cash Batch History Purge Cash Archive History Purge Historic Open Items n 4 2007 2014 by Sentinel Hill Software all rights reserved 6 7 2 468 Series 5 Accounts Receivable User Help Purge Sales Archives History As Sales transactions are entered the associated data records are kept in the Series 5 system in their respective archive history files This data is availab
453. re all rights reserved Series 5 Accounts Receivable User Help Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If the user selected to launch Excel after exporting data the system incorrectly assumed Office 2003 was installed and it s Excel utility was being executed If you only have Office 2003 then this would not have been a problem The system now correctly detects the version of Excel to launch Nov 11 2009 3 Selecting Dates from Lookup Calendars When executing under Windows VISTA dates were not properly being returned The year was loaded incorrectly as year ZERO which resolved to a date falling in the year 2000 The problem has been fixed Oct 28 2009 Automatic Disabling of User who Fail to Correctly Logon As anew security feature as an option you may select to have users that fail to correctly log in to Series 5 after a specified number of times automatically disabled from logging in again Before they can use the Series 5 system again the System s Manager or Series 5 Gatekeeper must modify their Logon Properties record This option may be selected with a new field found on System Control Options screen Oct 22 2009 3 User Logon Passwords Passwords now must contain at least one numeric digit and one alpha character and be at least 8 characters in length Oct 22 2009 Import and Export functions to Ex
454. re all rights reserved Accounts Receivable Menu Functions 469 Di Purge Sales Archive Transactions BR Sales Transactions Archive Purge Purge Options Customer Select Filters Demographic Selects Sales Archives are the original Invoice Credit and Debit documents that were entered into the system along with the Revenue Distributions that were made Once purged this information would be available only from reports that might have been saved from the past or by reloading backed up files Document Number s Documents Dated el Q Na Considered Between 1701775 electe nelusive A1706 Include only the following Document Typels Include only Documents for z z Sales Batch Invoices Prepaid Invoice aii C Credits Refunds For A R Control Account Debits Finance Charges all O Selected Fields left blank are NOT considered in the selection process Processing Filter Options Screen Field Definition Document Number s radio buttons and 9 8 To select All transactions regardless of their Document numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers nd oniy Documents Tor Tes A check box is presented for each of the types of Archived Sales Transactions that may be generated in the A R system Click or un click to have the particular type processed by the given function Docu
455. recent ones listed first To change the displayed sort order 1 Click on the heading of the column of data which is to be used for the sort Only those columns with a can be used The column that is currently used for the sort has displayed nje eo oes an Toraen teen ae Sa 21549PM 2174 00486 Bo ee Jae a Grid Display and Purge Filters Screen Over a period of time your users will probably be generating a great number of Archived reports You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 2007 2014 by Sentinel Hill Software all rights reserved 122 Series 5 Accounts Receivable User Help 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed Archived Reports Manager Archived Reports Inquiry Selection Parameters You may specify selected parameters to limit the list of Archived Reports that are displayed Systems Users OAI Oal USER Selected O Selected Report Types Date Generated Selected Selected To On OM Fon OTE _ Report Namefs Matching Template en Enter the name of report s to be selected where matches any character and a single may be placed before and or after the to match any string le CASH JRAN 110507JRN or CASH_ 04 2 Set the applicable filters
456. report P e 112 interfacing sales transactions from other systems savng asa documen me saving as an ASCII text file 112 about 241 saving as an MS Word document 112 113 runtime errors M about 511 Microsoft utility errors 513 master code Lookup window 65 system errorcodes 512 open items Sales Batches inquiry 159 about 426 inquiry after being purged 191 entry control totals 426 purging 288 purging 426 recompute due dates 315 repairing 217 Open Items Purge selecting and creating 204 about 288 undo the posting of 251 Sales Transactions about archived transactions 176 2007 2014 by Sentinel Hill Software all rights reserved Sales Transactions about entering 199 archived grid display 177 compute and display archived totals of 182 credits 206 debits 206 displaying after being archived 182 finance charges 206 generate sales registers after being archived 179 grid display of transactions 205 invoices 206 loading Sales transaction from external systems 241 prepaid invoices 206 purging archived records 468 purging archived sales transactions 179 refund credits 206 repairing a broken entry batch 217 revenue distributions 214 selecting transaction batches 204 setting up entry batches 426 sub ledger Projects 214 undo posting ofa sales batch 251 scheduled menu items 139 Search and Replace Operations 127 Sentinel Hill Software contacting 40 Series 5 Main Menu about 78 entering anew password 75 expired passwords 75 loging int
457. rid n z Transaction Seq 0002 Modify this Transaction Batch Control Totals Fas t Bu t tons 7 3 Tris Entered Enae LARRY 11 110 00 of 1 000 00 Transaction Apply To Documents Check 14566777 Customer 20CLIP TWENTIETH CENTURY FOX TELEVISION Check Amount 10 000 00 LOS ANGELES CA Apply Cash Modify f Un Apply f Apply Open Credit J Adiust Check Amt PyMT 1 13 10 1 13 10 00 4 22 00 4 22 ase 00694038 INvc 10 23 09 10 23 08 78 57 00 00 78 57 10 23 08 00 o 37 10723709 7 00 00 10 30 03 i 00 11730709 11730709 11 30 09 11 30 09 Z P3 v uto Apply Have the system automatically sele Invoices it can for amount of the cas that is remaining applied Only thc Invoices whose B Due amount can Zeroed out are se A Apply Cash Apply Cash to the Item highlighted ir 5 Modify Modify the Apply amounts for the C highlighted in the Un Apply Un Apply Cash fro Open Item highlig grid Apply as Any amount rema Open Credite applied will be as an Open Cred Customer mount Remaining to Appl 0 00 Totalfor 25 Apply Transactions 70 000 00 After applying the amounts to Open the total amount t been applied will the Transactions Batch Apply cash to a specific Open Item in the grid by double clicking it s associated row Standard Series 5 grid controls appl
458. ring a variety of filters for the reporting function Mi Print Sales Archive Report Report Repot SALESARCHIVE RPT Print a Sales Archive Journal Report Options Customer Select Filters Demographic Selects Print Options Specify selection options to determine the items that will be included on this report r Document Number s r Documents Dated Qall Not Considered f m E Between C r Include only the following Document Typefs r Include only Documents for Sales Batch Invoices Prepaid Invoice SLE Eea Refunds For A R Control Account Debits Finance Charges all O Selected Fields left blank are NOT considered in the selection process 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 355 When generating the report the operator is also presented with the standard Customer Select Filters screen 1 and Demographic Selects screen 0 These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of SALESARCHIVE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer
459. rint statements e In the event you generate Finance Charges and assorted customers elect never to pay them there is a process to have Credits automatically generated These feature exists as an option when generating the Overdue Analysis Report ssl Please refer to that chapter for further information Accessing the Customer Finance Charges function From the A R Main menu select Compute Finance Charges from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved 262 Series 5 Accounts Receivable User Help 6 4 9 1 Sales and Credit Entry Cash Receipts Entry Load Sales Trxs from Spsheet Load Sales Trxs from Seq File Ei Load Bank s LockBox Cash Trxs ily Undo Sales Batch Posting Sc Undo Cash Batch Posting all Bulk Email Generator Compute Finance Charges Export A R Distributions Print Customer Statements Customer Finance Charges Grid Screen The function of generating Customer Finance Charges is maintained from a screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific customer selecting to have them listed sorted by Customer Code Company Name Customer Type Sales Representative Net Past Due Amounts or by the Date of the Oldest Invoice for the Customer For the items that are presented a number of applicable functions may be performed By right clicking on a particular row a pop up win
460. rint the reports or Export the results the following screen is presented It s possible to limit the amount of data that is output when generating the report or exporting When building the analysis tables columns of data may be generated for either G L Fiscal Periods or Calendar Periods and select from the Invoice Date the Due Date or the Ledger Date of transactions 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 383 Print A R Period Analysis Report Report AR_PRDANALYZE RP Generate the 4 R Period Analysis Report a Report Options Customer Select Filters Print Options Specify the options for generating the Period Analysis Inquiry Report S preadsheet Reporting Periods by G L Fiscal Periods v O Invoice Date and Payment Date O Inv Due Date and Payment Date Ledger Dates Using to determine the Periods for which totals are accumulated Accounts Receivable Control Cash Account All Al Selected S Report Period Totals for the following Sets of Data Customers A R Account Distributions Customers grouped by Account Accounts grouped by Customer Customer Types Sub Ledger Projects Jobs Customers grouped by Project Projects grouped by Customer Sales Reps The report generated if archived will be catalogued with a report name of AR_PRDANALYZE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be d
461. ription of the Items Return code This is printed on applicable reports and is displayed to most O P screens where the Items Return Code is utilized Order Source Codes Maintenance The Order Source code is used by the Series 5 Customer Order Processing system When orders are entered into the system one of the properties is the Order Source Code which is used to identify how an order was derived le from an ad in a magazine or from a trade show etc All Order Source codes that might be used in Series 5 must be maintained using this function In effect validating the Source Codes provides a system wide safeguard 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 445 against operators accidental entering an invalid or non existent code The Order Source Codes defined here are listed in the Series 5 Source Code LOV Lookup s window The Order Source Codes Maintenance function is accessed from the A R Main menu by select Order Source Codes from the Codes Maintenance drop down menu Order Source Codes Maintenance Grid Order Source Codes are maintained using a Series 5 grid processing screen Order Source Codes Maintenance Fie Edit Help Define Order Source Codes used Select to modify or delete or add a new Order Source Code You may also generate a report listing the codes already defined F ast Buttons GoToSowcewthCod ajete Add a new Or
462. rmal production invoicing For Credits and Payment documents Apply To Numbers will be determined using a lookup table that is built as the processing occurs An Old New Document Inquiry routine will be available for use in the future If the Document numbers input are not to be remapped leave the field as ZERO or blank Starting Document Remap Value fo Import Customer Open I tems Screen Field Definition Starting Document Remap Value If the imported data Document Numbers would happen to conflict with document numbers already assigned in your own accounting system setting this field will cause the system to assign new document numbers For each Open Item loaded the starting number entered here will be assigned then incremented Kindly consult with Sentinel Hill Software staff prior to using this feature for more details Customer Open I tem Import Data Format The following fields are input from an Excel spreadsheet a tab delimited text file or a CSV text file The input file by default is named AR_Openltems_In XLS Column Excel Field Format Column 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help A Customer Code X 6 5 X 1 Charge B Balance Fwrd 6 Apply To Number MMDD YY Amount 1 99 999 999 99 Credits and Payment Open Items must be entered as a negative value Amount 2 99 999 999 99
463. ro uses current system date Invoice Amount 99 999 999 9 9 C o frasan S009 ae 14 Cost of Sale Amount a 999 999 9 15 O Sales Representative Code a 16 P___ Commission Amount 99 999 99 z a Sales Transaction A R User Code X 6 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 241 99 999 999 9 9 Prepayment Reference X 20 OO xXx o Prepayment Cash Account Main 9 18 9 25 Y Prepayment Cash Account Profit 5 Center Revenue Distribution Amount Revenue Distribution Account Main AA 9 18 AB Revenue Distribution Account Profit 9 5 Center 29 AC Revenue Distribution Sub Ledger X 10 Code Revenue Distribution Input Data Rows The fields for the 1st Revenue Distribution must be entered in columns Z thru AC on the initial transaction data row with Record ID 1 Additional Revenue Distributions must be entered in columns Z thru AC on those rows following with Record ID 2 and where the Document Number in column B must be equal to that of the transaction being entered All other fields in columns C thru Y should be left blank 6 4 4 Load Sales Transactions from Sequential Files The Series 5 Accounts Receivable system is designed as a stand alone system that can handle receivables for invoices generated either by other Series 5 applications or by other systems home grown Invoicing or production packages Either way Sales Transactions ar
464. rol G L Accounts used by the Accounts Receivable system r Default Accounts Receivable Control Account C Multiple Accounts 003 0100 040 ACCOUNTS RECEIVABLE r Default Sales Revenue Account Multiple Accounts 34 000 1001 100 r Default Cash Account C Multiple Accounts x 000 1010 100 H ACCOUNT NOT ON FILE r Default Freight Account C Multiple Accounts fs 000 1003 100 2 ACCOUNT NOT ON FILE ACCOUNT NOT ON FILE r Default Miscellaneous Charges Account Discount Account Multiple Accounts x 000 1020 100 000 1002 100 ACCOUNT NOT ON FILE estan all WEN AE Ri Finance Charges Account 4 000 1021 100 ACCOUNT NOT ON FILE Field Definitions Multiple Accounts Receivable Control check box Accounts The Accounts Receivable system supports the use of multiple A R Control accounts you intend on having multiple control accounts set this check box and where ee the operator will be able to choose that control account to be used If you only have one A R Control account then leave this unchecked If you have multiple Control Accounts then when each Sales Transaction is entered you will need to enter the applicable account and when generating the A R Aging report it will have it s items grouped by each A R Control Account 9 18 9 5 Default Accounts Rece
465. ror occurred e When outputting to an MS Word document that was supposed to be 2007 2014 by Sentinel Hill Software all rights reserved Introduction 33 automatically printed but the given network printer was either offline or that segment of the network was not active a fatal error occurred e When a user attempted to generate output as an MS Word document but they did not have MS Word installed or it was installed in a location other than the default a fatal error occurred The printing routines have been enhanced to now capture any system errors that were being generated from MS Word A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the generation of the report will just be abandoned May 21 2010 m Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2007 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 or Office 2003 Word document The system will automatically append either the DOCX or the DOC extension and generate the document using the correct file format For users that have Office 2007 installed the default File Type will be the Office 2007 Word but they may choose either Office formats F
466. rough the items on file using the grid buttons or enter the respective key for the desired transaction From the Fast Buttons frame push buttons are provided that can be used to compute and display Totals Set Display Filters generated an Archived Transaction Report and have items Purged 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 185 Archived Cash Receipts Inquiry Grid D Cash Archive Inquiry oR Cash Archive Inquiry These are all the Cash Receipts Transactions that have been entered and E posted to the Accounts Receivable system that have not yet been purged l 2 MITSUI amp CO USA 3 atl asl Customer 000364 v talat H HOUSTON TX 713 2386100 List by Check Date by Customer x ajae Go To the Cash Trs Dated C Jml 10338 wase ves oo oooasa mrsurscoua owr emne asr 3 25 98 48 55 foooasa wrsuiecousa RE oore 2n 000364 MITSUI amp CO USA 007130 1 12 98 000364 MITSUI amp CO USA 006490 ssso00 10714797 sea Y o 000364 MITSUI amp CO USA 005772 000364 MITSUI amp CO USA 005238 7702 97 40 05 oo0364 _ mitsuiecousa asa anoaz 48 71 000364 MITSUI amp CO USA 004259 103364 ooo364 _ mrsuiecousa ows os aso v Pfr For selected Customer by Date most recent first Search Fast Buttons Trx Details To have the current highlighted item in the grid displayed in detail A new screen is displayed The i
467. rovided This routine will read through all related data files and assign all 1 s to the credit card numbers To proceed with this clear function type the word PROCEED in the field PROCEED provided and click on the Clear button below If you do not wish to execute this fnction click on the Cancel button Clear A R Credit Cards N Clear Credit Card Numbers Options Screen The following screen is presented to enter the cut off date and to indicate which files are to be processed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 157 Clear A R Credit Card Numbers Clear A R Credit Card Numbers Where applicable Clear Transactions dated up to and including 16 01 09 7s Select the Data Files for Clearing Sales Archive Transactions SLSTRXFL xxx Proceed With the Rebuild N Clear Credit Card Number Screen Field Definitions Clear Cutoff Date For the Invoice History records specify the cutoff date All invoices that were prepaid with a credit card dated on or before the date entered will have their credit card number fields cleared The cutoff date does not apply to the Bill Code Credit Card Mappings file Set the check box for each of the files that are to be processed to have their credit card numbers cleared By default only the historic Invoice files are pre checked You would not normally want to clear the active Invoices file or to the
468. rovides a summary of the total Sales and total Payments received in each of the past 6 calendar months 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 343 Credit Warnings List e would typically include items that are 30 days overdue can be used as a list of customers to be contacted perhaps verbally to inquire upon their plans for payment lists each overdue item with their ages Credit Notifications would typically include items that are 60 days overdue as an option a MS Excel or tab delimited merge file may also be generated that might be used in generating and printing a letter of some sort Credits Writeoff would typically included items that are 120 days overdue these are items that probably should just be written off because they are unlikely ever to be paid as an option the system will automatically generate Credit Transactions for each overdue unpaid Open ltem and record them in a designated Sales Batch Accessing the Overdue Analysis Report From the A R Main menu select Overdue Analysis Report from the Reports drop down menu Gwi Codes Maintenance Purgi AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non AJR Cash Report i Sales Archive Report Cash Archive Report Saagis won 2007 2014 by Sentinel Hill Softw
469. rs of the Customer s Name is NON AR then the transactions being entered will be assumed to be a Non A R transaction Check Number Record the Check Number It will be used in the key that stores the Cash Transaction Data Entry Note 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 229 You may enter two different Cash Receipts for the same customer with the same check number If this occurs the system will display a warning message and prompt the operator to see if it s OK to proceed AVR Cash or Non AR Cash radio buttons If the cash receipt is to be applied to a Customer s invoices or as Open Credit on account click the A R Cash radio button lf the cash receipt is not to be applied to a receivable item then click the Non A R Cash radio button ie for the sale of furniture or interest earned or overpaymets etc AR Cash Is a typical project Is the default NonAR Cash lls the Father project to a number of Sub Ordinate projects Master Projects don t record any WIP charges Check Amount 99 999 999 99 This is the actual total dollar amount of the check being recorded For Open Item customers this amount may be applied in whole or part to several documents lf entering a Cash Transaction solely to have an Open Credit applied to one or more invoices enter a Check Amount of ZERO Receipt Date mmddyy This would typically be the check date It is
470. rs for selected Project set of totals that are to be 304 53 Accounts for selected Customer displayed a rojects for selected Customer Show Totals for Customers gt As well combinations are offered whereby only those totals for a selected Account Project or Customer are displayed In these cases a field is presented from which a given Account Project or Customer may be chosen When Showing Totals for Accounts for Selected Customers in the 1st column of the grid the G L account number is displayed along with a code These codes indicate how these distributions were generated The following table describes these codes Distribution Type Codes _Trx Type Code Event s SCCC iACCournt Types A new Invoice Transaction added A R Control Invoice Credit A new Credit Transaction added A R Control FinChrg JA new Finance Charge Transaction A R Control added 2007 2014 by Sentinel Hill Software all rights reserved 362 Series 5 Accounts Receivable User Help added Se ae added Debit _ Anew Debit Transaction added AVR Control CshRecpt A normal Cash Receipt was received A R Control Cash received Bll ili i Transactions ae Transactions Transactions ee ee Transactions fal tele aco Receipts AR Rev Revenue for new Sales Transactions Revenue added Prepaid Invoices 6 5 16 2 Build Analysis Preview Options When having to generate the Analysis P
471. rt Rebuild Acct Period Summary Profit amp amp Loss Statement Balance Sheet Profit amp amp Loss Schedules Balance Sheet Schedules Source Allocation of Funds Title Interface from AP Sub System Wizard Steps Screen Field Definitions Menu Item list box The list is made up of those menu items that may be selected as a step by the Wizard Title X 40 This is the title of the processing step This field defaults to the name used in the applications menu It may be changed Grid Display Search Options You may search for specific records displayed in the grid using a number of relevant fields 2007 2014 by Sentinel Hill Software all rights reserved 147 148 Series 5 Accounts Receivable User Help d l Click on the a os Search icon Asearch string may be entered for the following fields a Title a Wizard ID 5 7 2 Wizard Execution Screen When a Wizard is launched from a given applications displayed menu the following screen is 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 149 SHSI Series V Professional Invoicing File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help UCC Direct DFS Test Company July 07 2008 01 11 PM User USER Professional Invoicing Processing Wizard 1 Make sure you have the interface files in the correct directory and that both W
472. rts 117 creating Wizards 143 data export 94 data import 99 defining scheduled menu items 139 dispatching a job to batch 81 executing Wizards 148 generating reports 111 monitoring who is onthe system 150 report options screen 112 search and replace 127 the A R menu 153 viewing archived reports 118 batch execution delayed processing 81 enabling users to access 65 78 133 139 job management 83 launching the Batch Job Processor 90 modifying job execution parameters 83 night processing 81 putting jobs On Hold 83 submitting jobs tobatch 81 bulk email about 254 attachments 257 customer filters 256 entering the message 257 pseudo variables 258 ae ee cascading windows 49 Cash Batches about 422 2007 2014 by Sentinel Hill Software all rights reserved Index 515 Cash Batches open item inquiry 158 entry control totals 422 purged open item inquiry 191 purging 422 selecting for reporting 103 repairing 234 sending emails to 254 selecting and creating 223 Statements 269 undo the posting of 253 system assigned Credit Ratings 291 Cash Receipt Transactions about archived transactions 183 D t about entering 218 adjusting cash transaction totals 230 applying cash to invoices 230 applying Open Credit to invoices 230 archived grid display 184 compute and display archived totals of 189 displaying after being archived 190 entering for multiple customers 230 date Lookup window 70 date range Lookup window 71 define user
473. rved 430 Series 5 Accounts Receivable User Help Document Entry Next Auto Assigned Doc 9 8 In the Sales Transaction entry function when transactions are entered for this batch the Document Number may be automatically assigned This field is used to provide the next number that would be assigned Sales Batch Purge Screen When selecting to have the Sales Batches purged the following screen is presented Sales Batch Maintenance Purging the Sales Batch Master file _ Batch Selections Only those Batches that have been posted will be purged You may specify a date range based on the Post Date of the batch r Batches Posted Between the Dates Starting Ending i Cancel 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 431 Field Definitions Starting Ending Dates Posted mmddyy When Sales Batches are purged only those that have been posted between the dates specified will be deleted 6 6 4 A R Account Codes Maintenance All G L Accounts that may have distributions generated from the Accounts Receivable system must be defined and maintained using this function This includes all Cash Discount Expense Distributions and Accounts Payable Control accounts In effect validating all A R accounts provides a system wide safeguard against operators accidental entering an invalid or non existent account The A R Account
474. ry InterFace User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator Export 4 R Distributions Print Customer Statements Ls Print Dunning Letters Purge Accounts Receivables ec Accounts Receivable Menu Functions 267 AIR Distributions Inquiry File View Edit Help A R Distribution Inquiry These are the G L Distributions that have been generated from the A R F Inventory systems but have not yet been interfaced to General Ledger a a This function is provided so that A R Distributions may be exported to either an MS Excel spreadsheet or a tab delimited text file These files might then be interface to another third party General Ledger system or to a Series 5 General Ledger system at perhaps the head Office The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions 941 for full details As well the option to have the exported file emailed is provided 2007 2014 by Sentinel Hill Software all rights reserved 268 Series 5 Accounts Receivable User Help DAR Distributions Inquiry Export A R Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting Enter filters and control parameters associated to exporting Distr
475. s Document Number Entry Note The document number thatis entered must fall within the range of numbers that was specified for the Sales Batch under which the transaction is entered Also the system will not allow duplicate Document Numbers to be entered le two Invoices or Debits or Credits with the same Document Number However you can enter a Debit a Credit and an Invoice each having the same Document Number Document Apply To Number 9 8 For Credits and Debits enter the Invoice number to which this transaction should apply to When aging reports are generated the Debit or Credit will be placed in the same aging category as the original Invoice to which it applies For Invoices and Finance Charge documents the Apply To will automatically be set their Document Number If you don t know the number assign the Document Number to the Apply To number It may be changed later If you just wish to have the Debit or Credit recorded as an Open Credit then enter an Apply To Number ZERO Data Entry Note Credits and Debits should be recorded with their Apply To Numbers assigned with the original Invoices document number This will ensure that the Aging Report can correctly reportit s aged totals and that when recording Cash Receipts correct balances for items being paid are presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 307 Document T ype mmddyy Click th
476. s In addition to the selection filter fields described in this topic the Generic Customer Filters 108 screen and the Customer Demographics Filters 1081 screen will also be presented providing additional fields to refine the selection criteria The Customer Name List Detail List or Summary List if archived will be catalogued with a report name of CUSTOMER RPT The Customer Merge Labels file will be created with a 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 415 name of CUSTMERG WPM 1 Up and 3 Up labels are created named CUSTLBLS LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details When Customer are exported the default name assigned will be CUSTEXT XLS The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functions 941 for full details Field Definitions Report Type Choose the type of listing to be generated e Name List shows Name city state phone fax and contact e Detail shows all available information about the Customer including YTD statistics e S
477. s In this case you may set up one or more what the Series 5 system calls Miscellaneous Customers These customers must have their Customer Code defined starting with the character le MISC or 60000 or US or OTHER All items recorded to these customers are treated the same as for all customers except that when Sales Transactions are entered or Orders recorded the system will require entry of the Customer Name and Address The Customer Maintenance function is used to manage the information about your customers The following sub functions are available e Customers may be added copied deleted and modified e A Customer listing may be generated and printed e Selected data fields associated to Customers may be exported to spreadsheets e Customer data may be imported from spreadsheets or tab delimited files Setup Advice When initially loading Customer data from other sources you might consider importing the data from a spreadsheet of tab delimited file You first can set up a Default Customer Template that contains the pertinent codes relating to billing and aging receivables for your customers Then within the spreadsheet include a row that contains a directive to have all new customer records first defaulted to the codes setup in the Template For more information or advice feel free to contact Sentinel Hill Software 2007 2014 by Sentinel Hill Software all rights reserved 30 Series 5 Accounts Receivable
478. s Window sub menu 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface tions Control Options Hide All R Restore All Cascaded I aS L1 v 1 AJR Aging Report y 2 Customers v 3 Sales and Credit Entry eansaction Entr Customer Open Item Inquiry 5 Favorites Unused Window 5 Unused Window 6 Unused Window 7 Unused Window 8 4 Unused Window 9 e You may terminate hide or cascade the executing functions windows by selecting the appropriate function from the menu bar s Window sub menu E SHS Series V Accounts Receivable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options iii User USER Re AR Open Item Inquiry File lt v 1 AJR Aging Report peesaa Customer Maintenance v 2 Customers File Edit Sinus v 3 Sales and Credit Entry v 4 Customer Open Item Inquir 3 Ge lm Generate A R Aging Report EK Sales and Credit Transaction Maintenance Cust me Sales Batch Selection _ Un dow 9 List E lr Sales Transactions are entered in sets under the control of Sales Batches Select the desired ie mo Sales Batch from one of those that have already been created or you may choose to create a new one e You may hide or redisplay a particular executing function by clicking on it s entry in the menu bar s Window sub menu 2007 2014 by Sentinel Hill Software all rights reser
479. s account specified Default Miscellaneous Charges 9 18 9 5 Account The account entered here is used as the default for Miscellaneous Charges Multiple Cash Accounts check box The Accounts Receivable system supports the use of multiple A R Cash accounts If you intend on having multiple cash accounts set this check box and where applicable the operator will be able to choose the cash account to be used If you only have one Cash Account then leave this unchecked Default Cash Account 9 18 9 5 The account entered here is used as the default in any screen requiring the entry of this account If the preceding field is not checked then this account is used as the A R Cash 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 483 account The Accounts Receivable system supports the use of multiple Freight accounts There is a field associated to each Sales Transaction for Freight charges If you wish to be able to record this amount to different accounts then set this check box as checked If left unchecked when Sales Transactions are posted the freight amount will be automatically recorded to the Default Freight account specified Default Freight Account 9 18 9 5 The account entered here is used as the default for Freight Charges Discount Account 9 18 9 5 The Accounts Receivable system supports one Discount account This is the account to which all disc
480. s many of the same fields that are associated to a Customer Many of the properties that must be assigned to a Customer are typically the same for many customers Especially those used to define default Order Entry codes and those used for discounts taxes and aging 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 441 methods Two tabbed screens are provided that are basically the same as those presented from the Customer Codes Maintenance function The Address screenls and the A R Profile properties s Screen For each Template you may assign values that could typically be applied to groups of similar customers Up to 999 Templates may be created in the system When a new Customer is added to the system the operator may select one of the pre defined Templates and then only have to enter Company Name Address and Contact information The Template Codes defined here are listed in the Series 5 Termplate Codes LOV Lookupl 6s window The Template Codes Maintenance function is accessed from the A R Main menu by select Customer Templates from the Codes Maintenance drop down menu A R Customer Templates Codes Maintenance Grid A R Customer Templates are maintained using a Series 5 grid processing screen Gi Customer Template Maintenance File Edit Help Define Customer Templates Select to modify delete or add new Customer Templates Templates s are used to record
481. s 7 Min 21 Sec Execution Log Tab Screen A table is kept displaying the last ten jobs that have executed since the Job Processor has started 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 93 B Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Waiting Here are the last 10 Batch jobs that were executed from this Execution Session Job Name Company Finished 00000075 USER A R Aging Report Jul 15 2008 10 07 26 J ob Processor Brief Window If you are not interested in view the progress of the batched jobs you can switch the window to a Brief display From which you can switch back to an Expanded display Queued Batch Job Service Handler Status Waiting Started 9 50 pm on Tuesday July 15 2008 Total Requests serviced 1 C Show the detail for requests being serviced Enable Night Time Hibernation 11 45 pm 5 30 am Switch to Expanded Display Job Select Filters Screen Field Definitions 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Receivable User Help 5 2 5 2 1 Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be executed Company System radio buttons amp drop down list Cl
482. s Accounts Receivable system When any of the reporting functions are executed this printer will be displayed as the default unless overridden by the user s assigned Printer Queue Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required G L System Company Code X 8 For users with the Series 5 General Ledger system enter the G L reporting Company Code of the company to which Journal Entries from this A R system are to be recorded If you don t have multiple companies defined in the G L then enter SINGLE in this field Generate Detail Revenue Distributions When Customer Sales transactions are entered with revenue distributions they are recorded in the A R When recording the information in detail the Customer Code and Invoice Number are recorded with the distribution If not then the distributions will be summarized by date for each Revenue Account You should typically have this field checked Generate Detail Cash Distributions When Customer Cash Receipts are entered and posted the cash distributions are recorded in the A R When recording the information in detail the Customer Code and Check Number are recorded with the distribution If not then the distributions will be summarized by date for each Cash Account You should typically have this field checked 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 477 Track Sal
483. s Transactions n A Aging report may be generated grouped by User Sales Codes User Sales Code Description MARKET amp ECONOMIC RESEARCH Field Definitions AR User Sales Code X 6 This is the alphanumeric code assigned to the User Code Enter this code when a User Code needs to be used within the Accounts Receivable system we OOOO Is a description of the User Code This is printed on most reports and is displayed to most screens where the User Code is utilized Purging The topics in this chapter describe functions and procedures that are a available under the Purging drop down menu on the Accounts Receivable menu These menu items are used to remove old history records to free up disk space and overhead in the related data files 2007 2014 by Sentinel Hill Software all rights reserved 6 7 1 Accounts Receivable Menu Functions 467 These functions are available from the A R Menu Bar as shown SHSI Series V Accounts Receivable Cif File Trx Inquiry Operations Reports Codes Maintenance Pie Wizards User Functions Control Options Window Help User USER Sentinel Hill S Purge Sales Batch History Purge Sales Archive History Rev 5 08 Purge Cash Batch History July 20 2008 Purge Cash Archive History Accounts Receivable Purge Historic Open Items 5 Daily Operations 6 Monthly Operations 7 Year End Operations 8 Transaction Entry __ 1 Scheduled for Today 2 Ove
484. s Trx User Code Email Statements amp Invoices To Contact 1 s Email 7 Ship Partially Filled Orders Invoice Remit To UCC DIRECT SERVICES 7 Allow ordered items to be Back Ordered PO BOX 200824 s 1 t HOUSTON TX 77216 0824 Carousel Price Ticket Format ie ea Generic Customer Select Filters When any Series 5 reports are generated that are based on AR Customers the Customer Select Filters screen 1031is generally displayed You may specify a number of different filters to be applied when the application evaluates each Customer record as to whether it should be included or not The following fields on this screen are offered as selection parameters e Customer Types e Tax Codes e Credit Rating e Sales Representative e Territory Customer A R Profile Screen Field Definitions mee OOOO O O A This field is used to categorize the customer This field may be used as a Customer selection filter for most customer driven reports As well the Customer Type is used either for sorting Customers or analysis in at least the following reporting functions e AR Aging Report e Historic Aging Report e Sales Analysis by Customer Type e AR Period Analysis e Customer List e Dunning Letters 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Accounts Receivable User Help e O P Sales Analysis e A R Overdue Analysis Within the Customer Order Processing system prices and
485. s are recorded in the A R system an A R User Code may be entered As well from the Professional Invoicing system or the Customer Order Processing system if a Sub Ledger Project was specified with the generated invoices it will be recorded with the Sales Transaction Should you wish to have a separate Statement generated for each A R User Code or Sub Ledger Project select the appropriate option For users of the Series 5 P I system for selected P I Projects the Invoice s Attention To field represents the individual responsible for it s charges Separate Statements may also be generated for each Attention To name of the P I Invoices associated to each A R Open Item For each PI Invoice Attention To For each User Code For each Sub Ledger Project AR Statements Group Statement Items drop down list When Sales Transactions are recorded in the A R system an A R User Code may be entered As well from the Professional Invoicing system or the Customer Order Processing system if a Sub Ledger Project was specified with the generated invoices it will be recorded with the Sales Transaction Should you wish to have a items on the Statement grouped and sub totaled by A R User Code or Sub Ledger Project select the appropriate option 2007 2014 by Sentinel Hill Software all rights reserved Sales Trx Attention To Sales Trx User Code Sales Trx Sub Ledger Project 400 Series 5 Accounts Receivable User Help For users
486. s are stored in the rpts arch sub folder Edit an existing Company by double clicking it associated row Standard Series 5 grid controls apply 7 1 2 A R System Control Files These files are used to hold the information to manage your Accounts Receivable data files They may be be found in the directory specified for the associated company system There is only one of each of the following files 2007 2014 by Sentinel Hill Software all rights reserved A R System Control files Filename Description ARPASSFL XXX Used as a record to pass assorted fields within the A R system In some cases data is passed from other subsidiary systems to the A R system ARCNTROL XXX Holds the Control properties information for the A R system CODSELCT XxXx Used by those applications that offer record filtering screens lf aset of random codes are selected as filters they are stored temporarily in this file DEMCNTRL XXX Holds the definitions of the A R Demographic Codes FLEXCTRL XXX Holds the definition of the G L Account Number RECENTS XXX A number of maintenance and processing functions remembers the most recently accessed codes These are stored in this file USERACC5 Xxx Holds the access rights of all users to all Series 5 systems Please Take Notice The actual extension of the filenames listed will be that defined in the properties for your particular Company System 7 1 3 A R Company Data Files These files are used t
487. s defined here are listed in the Series 5 A R Accounts LOV Lookupl 6s window Loading Accounts from the G L Chart of Accounts All G L Accounts in the Series 5 system must normally always be defined in the G L system It may seem redundant having to define them in the AR as well However there are many arguments in support to having the applicable A P accounts ONLY defined within the R To make it easier to support the system offers a function that will copy all posting accounts defined within the G L s Chart of Accounts to the A P account validation file Click the Load From G L push button found on the Fast Buttons frame The R Account Codes Maintenance function is accessed from the A R Main menu by select A R Accounts from the Codes Maintenance drop down menu amp A R Account Codes Maintenance Grid A R Accounts are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved 432 Series 5 Accounts Receivable User Help E AR Accounts Maintenance File Edit Help Define A R Accounts used Select to modify or delete or add a new A R Accounts You may also generate a report listing the codes already defined E 2 Go To Account with Number hj nil aj Refresh Fast Buttons Modify Modify the A R 4 highlighted in th Delete Delete the A R highlighted in th Generate a repc the AR Accour already on file Load from G L Loads all the po
488. s of the following screen is presented to offer selection of assorted filters Purged Open Item History Inquiry Purged Open Item Inquiry Display Options Specify selection options to determine the items that will be displayed E4 Document Apply To Number s Documents Dated Eon O Not Considered Between 7701707 __ Ta Inclusive araar Include only the following Document Type s F Invoices E Payments Credits Balance Forwards M Debits M Finance Charges When either the Print report Purge or Export functions are selected the operator is also presented with the standard Customer Select Filters screenl 103 and Demographic Selects screen wl These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria 2007 2014 by Sentinel Hill Software all rights reserved 196 Series 5 Accounts Receivable User Help Filter Options Screen Field Definitions Document Apply To Numbers radio buttons and 9 8 If only those Open Items have Document Numbers that fall within a certain range of numbers are to be processed or displayed Selected click the Selected radio button Starting and ending document number may then be entered Documents Dated radio buttons and MM DD YY If only those Open Items have Document Date that fall within a certain range are to be Not Cons
489. s reserved ss Series 5 Accounts Receivable User Help date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Type s check box s A check box is presented for each of the types of Open Items that might have their Due Dates recomputed Click or un click Balance Forwards to have the particular type processed by the given function 6 4 21 Rebuild Open Apply Balances The Series 5 Accounts Receivable system maintains a file that holds a record for every Open Item Apply To number that has been entered These records are used by the Cash Receipts Entry operations to present the list of those documents that are eligible to have Cash amounts applied to them They also provide information for the Overdue Analysis Reporting function and the Open Invoice Worksheet Rebuilding A R Open Apply Records Normally this function should never have to be executed However perhaps due to network failures the Open Apply records may not always be updated correctly Should you suspect that the operations or reporting functions that depend on this file are not presenting accurate date this function will rebuild the file by reading through the R Open Item file and any un posted Cash Receipts files 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 319 E Rebuild
490. s some secret function to do so The problem has been fixed Now when Excel is launched from Series 5 it s Process Id is detected and once the import export is completed the process is Killed using a system call using the TASKKILL DOS command Nov 12 2012 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help Series 5 Import Export Functions When importing or exporting data fields from MS Excel tab delimited or CSV data files the system will now handle text fields up to 200 characters in length Sept 18 2012 Series 5 Launching Microsoft Calendar The Series 5 Applications make calls to the Microsoft Calendar routine to display a calendar and accept the operator s selection of a date In order to make use of this feature the Microsoft Calendar must be registered on all client computers executing Series 5 MSCAL OCX may be found in ms ocx on the AcuGT Extend 9 xx installation CD for Windows If you cannot locate it on the release CD a copy is included in the Series 5 release directory in SS UTIL June 25 2012 This is accomplished by executing the following command from the designated DOS Command Prompt REGSVR32 EXE S5 UTIL MSCAL OCX where For System From Directory Windows Server 2003 amp C Windows Right click on the Command 2008 64 bit SysWOW64 Prompt and select Run as Administrator Windows XP and 7 C Windows Right click on the Command
491. s tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the Customer Type Codes on file if archived will be catalogued with a report name of CUSTYPES LST Customer Type Code Properties Screen The properties for each Customer Type Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved mo Series 5 Accounts Receivable User Help 6 6 7 E Customer Type Codes Maintenance Customer Type Code ENGR Modify the Properties of Customer Type codes are used to group Customers with similar characteristics The description is displayed on assorted screens and reports Customer Type Code Field Definitions Customer Type Code This is the alphanumeric code assigned to the Customer Type Enter this code when a Customer Type code needs to be used within the Accounts Receivable system we OOOO O Is a description of the Customer Type This is printed on most A R reports and is displayed to most R screens where the Terms Code is utilized Customer Templates Maintenance To simplify the process of manually adding new Customers to the system you may define a Series 5 A R Customer Template A Customer Template is basically a record that contain
492. s to Office 2007 Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet Office 2003 Excel had allowed for 65 500 rows and Office 2007 Excel allows for 1 000 000 rows When exporting data the Series 5 system would automatically start outputting to a 2nd worksheet when 65 500 rows were reached The system will now switch to a 2nd worksheet depending on which version is being used As well the Spreadsheet VO routines have been enhanced to support up to 999 999 rows of data Dec 16 2009 Exporting to Excel Spreadsheets functions The logic used to export to Excel spreadsheets has been enhanced In the assorted Series 5 applications those functions that offer functions to export to an Excel spreadsheet have the ability to perform the following e Create multiple worksheets e Select a specific worksheet to be populated e Format titles legends and headers in larger fonts as bold and or as italic e Have data columns justified left center or right e Have a data column formatted for Currency where signs will be displayed with 2 decimal places Q For Office 2003 Excel negative numbers are displayed with parenthesis around them u For Office 2007 Excel negative numbers are displayed in red with parenthesis around them Where applicable in most of the Series 5 applications these new capabilities have been introduced Dec 10 2009 2007 2014 by Sentinel Hill Softwa
493. s_In XLSX Browse gt um gt amaii PeT a E E E TT T E T ane a4 a Pn i Selecting mport Format Options Normally the Import Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the input data and where it is to be loaded from The following steps may be taken 1 Determine the format of the data to be input From the drop down list select from the following Data Input Format Comments EXCEL 2007 2010 AN Office 2007 or 2010 MS Excel workbook is opened Workbook and data is read directly from the 1st worksheet s 2007 2014 by Sentinel Hill Software all rights reserved 100 Series 5 Accounts Receivable User Help designated rows and columns Amaximum of 950 000 rows may be processed An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is read directly from the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be processed The input columns of data must be separated with the w Tab Delimited Text lt tao gt character A maximum of 65 530 rows may be processed The columns of data must be separated with a comma w CSV Comma lt gt character Strings must begin and end with the Delimited Text double quote lt gt character A maximum of 99 999 rows may be processed 20 20 Text Formatted for an older spreadsheet utility
494. saesaesaesaeseessaesousaesaesaeuevaneaneanesaesaesaesaneaes 338 Overdue Analysis Reports cccscsssssessessesssesessessessesseeseesoeseesoesoesaesaesaeseessessouseesaeeaeseuevaneaneanesaesaesansaneaes 341 Non AR Cash Re pot ccccsstssssesseseessesseeseessessessessesseesnesoesaesaevaevaesaneaeesnasaesaesaesesseesnesaesaesauuaevanvaneaeeneesnesaesaneaes Sales Archive Journal Cash Archive Journal Sales Analysis by CUSTOM T ccsssssssessseesseeseesessessessesseesoeseeseeseesaesaesaesaeesessaesousaesaesseuaevaneanesnenaesaesaesaneaes 358 Sales Analysis by Customer Type cc cecsscestssseesesseeseeseesoeseesoeseesaesaeseesessessossousaussesseuaevonesnesnesaesaesaesaeeaes 361 Sales Analysis by Sales Representative ccccssssssesessesesesesessesseseeseessessoesoesaesessevsevsnesneanesaesaesansaneoes 364 Sales Analysis by State Province cccccessstescessessessesseeseesoesneseeseesaeseseessnssessoesoesaessevseuseveneaneanesausaesaneoneaes 367 Sales Analysis by Sales Volume Sales Analysis by MOnth 2 0 0 ccccssssessessesseesesseesessessessesseeseesoeseeseesoesaevaesaesaessessauseesausaesevnesneanesnenaesaesausaneaes A R Period Analysis Report cccsssssssssessssessesessessessessesseesoeseesoesoesaesaesaesseseessaeseesausaesseusnvaneaneanesaesnesansaneans Period Analyis Preview Grid Build Analysis Preview Options Transaction Drill Dow n SUb WiNKOW c ccceeeeeseeeeeeeeeeeeeseaeeeeeeeesaee
495. saesaeuanvante A R System Control Files A R Com pany Data File S 0 0 0 ccccetssessesseseeseeesesseeneessessesseusesseesneseesoesoesaesaesansaesenssausoesaesaevaeuaevaneaneanesaesaesaesaneans 2 System Operational Variables cccccececeeeceeeee eee cece ence ee eeseeeeeeeeeeeeeeseeeeeeeeeseaeeeeeeeenenee 499 ENnViInOnMe nt V arlalle Ss a ed sucavacaccevaccciisansewacuascaasecuevasuea sasavauaussosacscsuauasuceeveavecsaueasaabe 499 Configuration Variables ccccssessseseeeseescessesseesesseesoesesesoevevsesseeseesnesaesaesaesseeseeseesaesaesausaevanvaneaneneesnasaesaneaes 500 3 Runtime Error Code Seti sss icc ccscssetticesddscvisccseatecdasdicacscadcacsasdcacsdcageaaacageasscszousantaceeaaesgausecaecaeee 511 Application Error Codes cccssesssssessessessneseeseeseesessesseeseeseesnesnesoesnesaesaesaesaeseessassnesaesaesaeueveneaneanenaesaesansaneaes 512 Microsoft Utility Errors uo cette seseeseeeseesessesseesesseesoeseesaesaevaevaesseeseesnasaesaesaesesseeseesaesaesaesaevanvaneaneneesnesaesaneaes 513 Index 514 2007 2014 by Sentinel Hill Software all rights reserved Welcome to Series 5 Accounts Receivable 1 Welcome to Series 5 Accounts Receivable The Series 5 Accounts Receivable system is one segment of a fully integrated set of Financial Applications It provides a rich set of reporting and inquiry functions to your company s Receivables The Accounts Receivable system may be run stand alon
496. se Sales transactions or that the wrong Ledger Date or Accounts Receivable Control Account was specified this function might just save your butt From the Operations drop down menu click Undo Sales Batch Posting All the Sales transactions will basically be unposted As an option you may choose to have the transactions restored into the Sales Batch so they can be edited or you can choose just to have all the transactions completely deleted from the system Executing this function causes the following steps to be taken for each Sales Document that was associated to the batch e f the transactions are to be restored to the original batch it s associated data file will be re created and the Sales Transaction written 2007 2014 by Sentinel Hill Software all rights reserved 252 Series 5 Accounts Receivable User Help e The Customer s Sales Period To Date and Year To Date fields are reduced and the Customer Monthly Statistics totals are reduced e Ifa Commissions Due record was written it will be deleted e Each Open Item record generated from the Sales Document will be deleted e Each Revenue Distribution associated with the Sales document will be reversed out Un Post Sales Batch Function Options Screen The following screen is displayed so that the posted Sales Batch may be selected E Unpost a Sales Batch Unpost a Previously Posted Sales Batch If you have Posted a Sales Batch and for whatever reason you wish you
497. selection 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 473 filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For A R Cash Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A R Cash Account If this is the case then you may choose to list ONLY those Cash Receipts that are associated to a particular A R Cash account 6 7 5 Purge Historic Open Items History Historic Open Item record are just Customer Open Items records that were moved to history when the Purge Accounts Receivable operation was executed These records will remain in the system until until they are purged This function may be used to purge or delete these historic Open ltem records A range of dates and document numbers may be specified to determine which records are deleted Accessing the function to Purge the Historic Open Item records can be done either directly from the Purged Open Items Inquiry rl function or from the AR Menu s Purging drop down menu Refer to the topic within the Purged Open items Inquiry chapter for further details igen Wizards User Functions Purge Sales Batch History Purge Sales Archive History Purge Cash Batch History
498. selection icons Notes are created and maintained by the Customer Maintenance function If the function to have the grid items printed is selected the report if archived will be 2007 2014 by Sentinel Hill Software all rights reserved 304 Series 5 Accounts Receivable User Help catalogued with a report name of AROPENLOAD LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details 6 4 17 2 Open Items Edit Data Screen A R Open Item Load Data Screen Some points to note when adding or editing Customer Open Items e G L Revenue or Control distributions are not generated or updated e For Balance Forward Customers only a single Open Item record should be added That should be assigned a Document Type of Balance Forward e Regardless of the type of transaction being entered the Document that you assigned should be unique However you may enter a single Invoice Debit and Credit that each of which could have the same document number assigned Keep in mind that for Credits and Debits that apply to a given Invoice do not have to have the same document number but they must have the same Apply To Document Number e When entering a Debit or Credit you must enter the Apply To Number to w
499. sers ACce ss Rights isiin ae ester cnaieceesiescctestedewecscenectecreaieeced sd eceenucdtedenceeteestusebeduesanervaeeaneseate 133 Users Scheduled Menu Functions cscsesccssseersseeseesseeeseesseeseeesnesseeesneseeeeseeseneeseeneeesseeseesseesersneerseneseeranee 139 2007 2014 by Sentinel Hill Software all rights reserved Contents 3 7 Wizard Manageme nt cccccceeeeceeeeeeeeeeeeeeeeeeee en eeeeeeeeeeeeeeseeeeeeseeeeaesaeeaeeeseeeeeeeseeseeeeseeeeees 142 Maintaining Yo r WiZards csss cc c0scccescesesaececenceteceveteyetecne viet ened enced aala a eaa Ea aa eaa rana Sa a aaea anaana aaas 143 Wizard Execution Scree Miane aaae ea a aa aaa aaa aa aa aA a Oaa aA aaan a aaea Aaaa 148 8 Monitor System Usage cccccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeeeaeeeseeeeeeeseeeseeeseeeeeenseeesees 150 Part VI Accounts Receivable Menu Functions 153 1 The NR MEMU cuir nana aN A AAA E ENEE 153 2 File Management siusiaka eceeedect ecabedeeeencdtveneedeevenstidveeesddetvensecaeeeenies 154 Clear All Credit Card NUM Der S uuu ccstsetsesesseesesseeseesoesessevevsesseeseeseenoesaesaessesseeseesaesaesaesaevaevaneaneneesnesaesaneaes 155 3 JINQUINY FUNCUONS esonera EA NKA ENEA E ENNE EE O ONKA EREE EN ANKER ENA 158 Customer Open tem INqU Fy cee eteeeeseeesesseeseeseeseeseesaessevaevsesseeseennenausaesaesseeseeseesaesaesaesaevnvaneanennesnesausaneaes 158 Open tems Inquiry Grid Sereen sesa a are Eaa
500. shown on the Customer s Monthly Sales Statistics fos Totals for each month or a specific month may be chosen Including these figures may result in the generation of a fairly length report 6 5 11 Sales Analysis by Customer Type This Series 5 Analysis report basically produces a report broken down by Customer Types of Sales Costs and Profit as computed based on the Period to Date Year to Date and Last Year totals that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics oa Clearing Customer PTD and YTD Operations For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 operation at the end of each month and the Clear Customer Year to Date 207 operation at the end of the designated reporting year For each Customer Type the following totals are listed to the report v Cost of Sales Period to Date and Year to Date v Sales Period to Date and Year to Date v Profit Sales minus Costs Period to Date and Year to Date v As an option detail sub totals by Customer for each Customer Type is reported In each case a percentage of the amount listed for the Customer Type relative to all Customer Types is also printed 2007 2014 by Sentinel Hill Software all rights reserved s2 Series 5 Accounts Receivable User Help A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed i
501. specifications for outputting O P Quotes to Courier jan MS Word Document Defined specifications for outputting O P Packing Slips to an MS Word Document PORTRAIT Defined specifications for outputting P I Invoices to Courier jan MS Word Document PORTRAIT Defined specifications for outputting P O Purchase Courier Orders to an MS Word Document 2007 2014 by Sentinel Hill Software all rights reserved Courier New 10 requisition d MSW ORD QEINV SPECS Pixel Height Pixel Width Filename 2007 2014 by Sentinel Hill Software all rights reserved For Series 5 Printer Queue XXX Outputs the speciifed bitmap file to the given row column of the page at the specifed pixel Height Width on every page of the report Sets the default output target selection for all reports generated in Series 5 that are not programatically targeted The argument is an integer digit representing the desired target as follows To the printer Archived Both the printer amp Archived to be Browsed Only to disk as an ASCII file 17 Todisk as an MS Word 2003 document 19 To disk as an MS Word 2003 document amp Archived 26 To disk as an MS Word 2007 document 30 To disk as an MS Word 2007 document amp Archived 35 To disk as an MS Word 2007 saved as a PDF file You would typically have the argument set to either 1 2 or 4 510 Series 5 Accounts Receivable User Help Web Server Control and File Mana
502. splay a Distributions Type Summary screen Fast Buttons Summary Totals To have a Distributions Type Totals summary screen displayed Filters may be specified to select only those distributions based on a variety of criteria To have a number of different filters set to limit the distributions that are displayed to the grid To have an R Distribution Report generated To have the distributions for a selected date range exported to either a tab delimited file 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 167 or an Excel spreadsheet The exported file as an option may be automatically emailed to a specified recipient To have distribution records purged A range of dates may be entered thus purging only those items up to a specified date You would only have to use this function if distributions are NOT interfaced to the Series 5 G L system Some of the special features of this Inquiry grid are as follows gt Select the Distribution Type for the types of Distributions that are to be displayed Once A R Net Change chosen then specific WIP Net Change accounts may be selected to have their Distributions displayed gt Agiven G L Account ma be chosen either by for Account C 0004 0400 040 hl tl nterna fs account eso a number directly choosing it using the Lookup binoculars icon or by having the next or previous G L Account d
503. splayed at the bottom of the right pane of the window o Make the necessary changes and click the OK push button 4 If you wish to change the Access properties of a particular menu item in a slightly more elegant manner 2007 2014 by Sentinel Hill Software all rights reserved 138 Series 5 Accounts Receivable User Help o Highlight the menu item of interest and right click to display the pop up menu o You can either give full access or remove access totally depending on the already assigned access o Make the necessary changes and click the OK push button Removing Access for a User 1 Highlight the 7 green head of the User to removed 2 Click Remove in the Fast Button frame or right click and click on Remove in the pop up menu 3 Click the Yes push button in the prompt General Access tab sub screen Field Definitions For the user if checked then he she will have full access to all menu items Default Print Queue X 20 Select the Series 5 Printer Queue that this user would typically by using When any of the reporting functions are executed this printer will be displayed as the default Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Batch Execution Default Queue drop down list Jobs submitted by this user to the Series 5 Batch Job Processor will use the selected Queue Batch Execution Priority radio buttons Jobs submi
504. stomer Codes Maintenance New fields for properties associated to how a Customer s Statement is generated have been introduced to the the A R Profile ta sub screen in Customer Maintenance Now for a given customer multiple Statements may be generated A separate Statement may be generated for each R User Code Sub Ledger Project or PI Invoice Attention To name that was assigned to the Sales Transaction associated to each Open Item for the customer Also for a given customer the items listed on the Statement may be grouped by each A R User Code Sub Ledger Project or PI Invoice Attention To name that was assigned to the Sales Transaction associated to each Open Item for the customer Mar 15 2013 Calculation of Customer Finance Charges The function used to compute Finance Charges has been enhanced When computed for each customer they are now written to a temporary transaction file These records are displayed to a Series 5 grid screen and records may now be displayed sorted by Customer Code Customer Name Sales Representative Customer Type Overdue Amount or the Date of the Oldest Outstanding Invoice on file As well displayed for each customer is the total Credits total Debits of Overdue Invoices and the current Customer Balance The computed Finance Charge amount may also be edited directly on the grid screen Feb 26 2013 User Sales Transaction Import from Spreadsheet or CSV or Tab Delimited files A new Operation has b
505. stomer Finance Charges Grid SCree n cecceessesescesseeeeeeseeeeenecseeeseeeaeeeseeeaneeseseaeeeaeeeaeeeaessaeseaeseaeeneeteeees 262 Compute the Finance Charges aiae a E ET E IE E TEEN NNR Ns 264 Export A R Distributions ccccscsecesceecesceseeseeseeeseeseesoeseesessesseeseesoesaesaesaesaevaeesessneseesaesaeseuseeseesaesaesaesaeuaevanse Print Customer Statements cic cctccceeecteccecceescccncect sets cee vecte cue dhecentd steedeceadcecteduedssdecdcetondsedectecuedvecdssectecerddesdaceedes Print Dunning LOtte Sra arr aaa reaa neds raeme aaa rea A AAEE aaas erar nE AA E a rara Ae aE sed ae raaa A rE Aas ataisar sanS piae Purge Accounts Receivables Set Customer Credit Came cz oci ec cccevcaceesnetiecndcteceecccettececsutigeder send vate suds suesvece cheeawed Pa p Aara aN a EAEan Eda K eni uenra aan Clear Customer Period T0 Date ninii iasau Saara dadai adaa daa daaah aaa aaaea daa daadaa 294 Glear Customer Ye ar T 0 Date iiccaiienccscsccassccdecccsnescce ete aeaeaie o eaP aD ASE Aa AAEN aE Aae Naera a deria Ka Aaa aeeie ian kuona tauina adan 297 Load A R Open Ite MS ceetesesesessesseeseessessessessessessesseesouseessessesseeseesaesaesaesaesaesaeeaesnneneasaesaesaeeseeseesaesaesaesaeuanvanse 300 Load Open lems Grid Screenin iee ne Er ay are EEE ENS SNE eae 301 Open tems Edit Data Sereen ra e ENTES hese el a EREN EA N NA 304 Open Items Report or Export Filters Screen aa e AE ae aiae A enti 308 Import Open ItOMS eee eee eee
506. stomer s Finance Customer Code Charges by a number of Customer Name f A Customer Type different sorting options Sales Rep 1030 Overdue Amount When generating the statements the operator is also presented with the standard Customer Select Filters screen 103 and Demographic Selects screenl 10 These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria lf the function to have the grid items printed is selected the report if archived will be catalogued with a report name of FINANCECHRG LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Compute the Finance Charges To have the Customer Finance Charge transactions generated click on the Re Build Finance Charges button found on the Fast Buttons frame at the top of the screen Compute Finance Charges Options Screen The following screen is presented when generating Customer Finance Charges Transactions 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 265 Generate Customer Finance Charges Calculate Finance Charges Options Customer Select Filters Demographic S
507. stributions with Ledger Date 6 3 2 6 Summary Totals Display This function accumulates totals of each of the Distributions Types that are generated within the A R system It displays total Debits total Credits and the Net Change for the range of distributions satisfying the filters selected The following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 176 Series 5 Accounts Receivable User Help T A R Distributions Inquiry Compute Totals for selected A R Distributions Totals For the selection criteria entered the following totals have been tallied for 144 A F Distributions dated from as early as 10 31 07 upto 12 31 07 Income Cash Receipts Net Change to A R Debits 3 221 00 0 00 0 00 Credits C 74084 05 CR C oo C oo Net Change 70 863 05 CR 0 Net Change to WIP WIP Costing Inventory Cost of Goods Sold 74 084 05 3 221 00 CR 70 863 05 0 00 0 00 C oo 0 00 C oo 77 305 05 77 305 05 CR 6 3 3 Historic Sales Archives Inquiry All A R Sales Transactions entered are recorded in the Sales Transaction Archives files These include regular Invoices Prepaid Invoices Credits and Debits These Archives are kept on the system until purged They are utilized for the following functions e Inquiry the original transaction may be viewed along with the expense distributions recor
508. t t Filters AJR Distributions Report k Overdue Analysis Reports a Non A R Cash Report The AVR Distribution report lists all the distributions that have been generated from the Series 5 Accounts Receivable Customer Order Processing Professional Invoicing Inventory Management and Miscellaneous Invoicing systems that have not yet been interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to limit the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the A R distributions into the G L system When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the AR system They always should be purged when interfaced to G L Once items are interfaced they no longer 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 339 will be available for listing on the AR Distribution report T A R Distributions Inquiry Report ARDIST RPT Print the A R Distribution to G L Report Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail v Grouped by Distribution Type
509. t For users that have Office 2007 installed the default File Type will be the Excel 2007 Workbook but they may choose either Excel format For users that do not have Office 2007 installed the default File Type will be the Excel 97 2003 Workbook and they will not be able to choose Excel 2007 May 03 2010 a Import Export Functions 2007 2014 by Sentinel Hill Software all rights reserved 34 Series 5 Accounts Receivable User Help When the import export screen is presented and a particular directory and file is selected for processing if the operator clicks on the Back push button to go back and change an option of prior screens upon re displaying the import export screen the originally selected file directory was being reset to the program s default This problem has been fixed Mar 24 2010 a Generating Sub Documents as MS Word or PDF Files The Series 5 printing routines had the ability to generate a sub document as an MS Word document A sub document might be a single Invoice or Customer Statement generated with a unique filename This functionality has been enhanced to have the sub document generated as either an MS Word document or a PDF document These sub documents may be generated at the same time totally independent from their normal printed versions When generated as Word documents or PDF documents MS Word Templates may be used to define the properties of the resulting document with watermarks and headers
510. t A R Distributions Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limits Clear Customer PTD Clear Customer YTD Load A R Open Items Reset Customer Balances Recalc Customer Sales Stats Recompute Item Due Dates Rebuild Open Apply Balances Re Generate A R Distributions Search Find and Replace 6 4 1 Sales and Credits Transactions Entry This Series 5 Accounts Receivable operation s menu item provides the means to record your Sales Credits and Debits transactions Some of the features associated to Sales Transactions entry are as follows e All Transactions are entered as sets of transactions into operator defined Sales Batches e Batches are created in advance and can have control totals that are tested as 2007 2014 by Sentinel Hill Software all rights reserved 200 Series 5 Accounts Receivable User Help transactions are entered e Different operators may be working with different batches totally independent of one another e When Sales Batches are posted a journal is generated which is archived for future reference e Invoices may be entered with or without prepayment amounts When Prepaid Invoices are entered and posted both Invoice and Payment Open Items are generated for the customer s account e When entering a series of Invoices you may have the system automatically assign the Document numbers
511. t are maintained For all Customers on file all Year To Date statistics will be shifted to their corresponding Last Year fields then rest to ZERO and all Current Year Monthly statistics are shifted to their Last Year fields and reset to ZERO The last time this was done was on Wednesday January 25 2006 To proceed with this Clear YTD function type the word PROCEED in the field sd provided and click on the Clear button below If you do not wish to have the file rebuilt click on the Cancel button Clear Customer YTD hy 6 4 17 Load A R Open Items The Load A R Open Items function provides back door maintenance and display of all unpurged Open Items that have been recorded for a particular customer It s primary reason for existence is to offer a way of loading existing outstanding invoices and payments from other accounting systems when Sentinel Hill Software s Series 5 Accounts Receivable is installed for the first time Some of the features of the Load A R Open function are as follows e Open Items may be added deleted and modified When this data is entered the system DOES NOT IN ANY WAY generate or change and G L Distributions that would normally be associated when Sales Transactions or Cash Receipts are entered into the system e Customers may be selected or displayed by Customer Code or Customer Name e Totals of each type of Open Item are displayed for each Customer e The original document associated to an i
512. t particular item to have it s Replace field updated in the replacement pass 2007 2014 by Sentinel Hill Software all rights reserved 5 6 132 Series 5 Accounts Receivable User Help a e Click on the Previous Next Selected icons l to position the grid to the prior next item that has already been selected e Once ready click on the Start Replacing button to proceed to have those items that have been checked processed e To exit without having anything replaced click the Cancel button User Access Management The Series 5 system provides for User Access security at the menu item level for each application based on a users sign on code There are two user access records that must be established before any given user can access the system Data CS Accesssed From Comments 1 User Logon The main menu s Profile Record System Maintenance drop down menu 2 User Application The A R menu s Access Record Control Options Each user must have a Logon Profile record before they can be set up with any Application s Access rights The user s sign on code password email address and default documents pathname are defined Only users with full system Management access rights can maintain the Logon Profile records A separate Access record must be established in each application that the user needs to execute In those Accounts Receivable systems with multiple companies a separate Access record must be def
513. t to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details The report listing the Sales Representatives on file if archived will be catalogued with a report name of SALESREP LST 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 455 Sale Representative Properties Screen The properties for each Sale Representative are defined with the following screen D Sales Rep Codes Maintenance Sales Rep Code LGG Modify the Properties of Sales Reps are assigned to Customers and Orders number of reports are based on Sales Reps Sales Rep GG Name Larry George Initials Sales Region Field Definitions Sales Rep Code Code X3 This is the alphanumeric code assigned to the Sales Rep Enter this code when a Sale Rep needs to be used within the Accounts Receivable system This could be the person s initials or a number Nae ay OSOS This is the persons name Or it could even be the name of a system or a machine or a website 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help This is the persons initials Sales Region X 30 A descriptive field that may be used to describe the territory that this Sales Representative is responsible for 6 6
514. t would be entered with a unique document number and with an Apply To number of the original invoice that is being adjusted Credit A Credit transaction is used to record an adjustment perhaps as a result of goods that were received that were not ordered or were damaged The Credit would be entered with a unique document number and with an Apply To number of the original invoice that is being credited Refund A Refund is similar to a Credit transaction except an amount of money has been given back to the customer This might be a credit that was given to a customers credit card When posted both a type C Credit and type D Debit Open item is generated for the customer If the refund amount exceeded the original amount it will be recorded as an additional type C Credit Open Item witha reference of Refund Over Payment Finance The Accounts Receivable system has a function that will compute Finance Charges But if you wish to compute are record these manually you can enter them as a Finance Charge transaction The same entry screen is presented with minor variations for each type of transaction Sales amp Credits Entry Transaction Tab Screen Some points to note when adding a Sales or Credit Transaction e Regardless of the type of transaction being entered the Document that you assigned should be unique However you may enter a single Invoice Debit and Credit that each of which could have the same document num
515. te or Document Apply To Number If by Apply To then Customers in the grid will be processed sorted by Customer Code If by Document Date Customers in the grid will be processed 003262 v H REGIONS BANK STONE FORT sorted by Customer cs CETE NACOGDOCHES TX 936 564 4624 Name gt A given Customer may be chosen either by entering their Customer Code choosing it using the Lookup binoculars icon or by having the next or previous Customer displayed that has open items Click the binocular icon with the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt If available Customer Notes may be displayed if the applicable icon is displayed below the Customer selection icons Notes are created and maintained by the 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 195 Customer Maintenance function If the Print function is selected to produce a list of historic items the report generated if archived will be catalogued with a report name of HISTOPENS RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Display Print Purge and Export Filters Options Screen Variation
516. ted 2 To provide for the capability of a great number of transactions to be entered into the system by a number of different operators at the same time The transactions may be divided into workable sets of transactions with each set being allocated to a separate operator and to a separate batch Each batch may be entered and posted independently from one another 3 To ensure that transactions are entered under a rigorous control system They are first entered into a batch An edit list may be generated and it s transactions verified to be correct That batch of transactions is then posted moving them into their respective active data files During the post process a transaction posting journal is generated and archived providing an audit trail for future reference In essence transactions are divided into groups of batches prior to data entry Each batch is allocated a batch number or code and the sum of all the transactions is determined and used as a Control Total A batch is created in the respective system and the various totals and defaults pertinent to the batch are entered Each transaction is then entered under that batch number and prior to posting is only accessible via that batch number A Transaction Edit List for the batch may be printed prior to the it being posted During entry of transactions for a Batch the current state of the totals is displayed whenever possible Separate totals for number of transactions and
517. ted For each Invoice the number of days between the Invoice Date and the last Cash Receipt applied to it is determined This is then used to compute the running average to reflect the Average Number of Days that elapses before this customer s invoices are paid up Average of Days following Due Dates 9 3 This counter is updated when the Purge Accounts Receivable function is executed For each Invoice the number of days between the Invoice Due Date and the last Cash Receipt applied to it is determined This is then used to compute the running average to reflect the Average Number of Days that elapses before this customer s invoices are paid up Total Short Pay Loss Credits given 99 999 999 99 Records the accumulated total value of Credits or losses that have been entered to remove unpaid Short Paid Invoices from the A R Open Items file These credits are generated as an option when the A R Overdue Analysis report is generated Short Paid Documents Count 9 6 Records the accumulated total number of documents that have had Credits or losses entered against them in order to be removed from the A R Open Items file These credits are generated as an option when the A R Overdue Analysis report is generated 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Receivable User Help 6 6 1 6 Customer Monthly Sales Statistics Customer Monthly Sales Statistics Display Screen As Sa
518. ted customers as determined by a setting in their A R Profile sub screen multiple Statements will be generated For a single customer a separated statements may be generated for each Sub Ledger Project or A R User Code or the original P I System s Invoice Attention To field that is associated to each Open Item e For selected customers as determined by a setting in their A R Profile sub screen the items on their Statement will be grouped with a sub total by Sub Ledger Project or A R User Code or the original P I System s Invoice Attention To field that is associated to each Open Item One of the features offered with the Series 5 system is the ability to define an MS Word 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 271 Template that is used to configure each page of MS Word documents that are generated You can build your own Template that has your company logo pre formatted field names lines boxes and even watermarks Word Templates for Customer Statements Should you select to output the Customer Statements as MS Word documents or have statements automatically emailed to your customers you may define a page template Use MS Word to build your template Make sure that the text of the statements align correctly You should use a test statement when constructing the template The template must be stored on each user s PC that will actually generate the statements
519. tem may be displayed showing applicable revenue distributions or any payments that have been made to it e Open Items may be Imported from a tab delimited file a CSV text file or an MS Excel spreadsheet e Open Items may be Exported to a tab delimited file a CSV text file or an MS Excel spreadsheet 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 301 e This function may be used to edit specific Open Items at any time However it should only be used to change any of the assorted dates the Apply To Number or Reference fields Keep in mind that no Revenue or Control distributions are updated at all After Loading A R Open Items When initially installing the Series 5 Accounts Receivable and after Loading all outstanding Customer Open ltem the Reset Customer Balances A operation must be executed This will ensure that the Customer Balance amounts displayed for any Customer has taken into account the newly added or edited Open Items The Load A R Open Items function is launched from the A R Menu s Operations drop down menu V Accounts Receivable Reports Codes Maintena Sales and Credit Entry Cash Receipts Entry InterFace User Sales Trxs Undo Sales Batch Posting Ac Undo Cash Batch Posting Bulk Email Generator ail Export 4 R Distributions Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit
520. tems to which the Cash Receipt was applied are also displayed Double clicking the particular row of the item also causes the Transaction to be displayed To have a number of different filters set to limit the transactions that are displayed to the grid To have a report generated listing selected Archived Transactions The format of this report is exactly the same as A R Cash Receipts Posting Journals Purge History To have the Archived Cash Receipts records purged A range of dates Check Numbers and other filters may be entered thus purging only selected items up to a 2007 2014 by Sentinel Hill Software all rights reserved 186 Series 5 Accounts Receivable User Help specified date Totals To compute totals of Archived Cash Receipts Transactions A variety of filters may be specified if you are looking for certain items Sub totals are displayed for both A R Cash Receipts and Non A R Receipts Some of the special features of this Inquiry grid are as follows gt Cash Receipts Transactions may be listed either for a selected Customer or for all laa a renee a Check Date by Customer Customers by Check Receipt CERERE Chock by Customer Date with the most recent Check Date listed first gt If listing for a particular Customer the items can be sorted either by Receipt Date or Check Number gt Agiven Customer may be chosen either by entering their Customer Code choosin
521. tered as a filter to limit the records that have the numbers cleared for those files were dates would be applicable This function should be executed on a regular basis to ensure that historic Invoice records have their credit card fields cleared Also if data files are being used in a test environment all data files should have the credit card fields cleared June 01 2009 A R Distribution Report When executing the A R Distribution report for Summary by Account if a range of G L Accounts was specified the program appeared to continue endlessly building the work file This problem has been fixed April 28 2009 Integrated On Line Help On Line Help is now available for all Accounts Receivable applications functions April 23 2009 Non A R Cash Report The date that the Cash Transaction was posted is now printing on each detail line As well the Customer Code is now printing correctly April 21 2009 Clear Customer Period YTD and PTD function The processing screens for these functions have been revised In order to proceed with these functions the operator will now be required to type the word PROCEED in the field provided April 20 2009 Historic A R Aging Report The option to have the Customer s Aged Summary and or the Aged Detail exported to a spreadsheet has been introduced It is similar in operation to that found in the normal AVR Aging report Also a new filter has been introduced as an option A check box 200
522. tesoceavacesessessececsdeeessvosssdeersasacedscsssecdesteseso Sales Batch Maintenance iciccscccccsevscscssevecescescsssecesssnsccavceestecveaveceseacsevencevenvsancessveundteserseucanstucwssdecvecsersdbevedcedsevoens 2007 2014 by Sentinel Hill Software all rights reserved Contents 5 A R Account Codes Maintenance cccceeceeeeeceseeeeeeeeeesneeensneeeseeeeneneeeeneeeseeeensnaeesaeeeeseaeseaeeeseeeeesnesenseeenseee 431 A R Terms Codes Maintenance ccssccceseeeseecssseeeeseeeeseeenseeeeseeeenneeenseeeeseeeenanaesnneesesnaesanaeeaeeseneeeesnanenseees 434 Customer Type Codes Maintenance q ccstscsssssssseeseeseeseeseesaesseseeseeseeseesseesoeseusaussevseusevsneseesnenaesnesaesaneaes 438 Customer Templates Maintenance cccsstescesssssseseeseeseeseeseesoesnesaesesseeseseessousousaussevseuseeanesneanenaesaesaesaneane Order Return Codes Maintenance cccscccceseeesseeeeeeeeeseeeeneeeeseeeeneeesesneeeseeeensneeesaeeeeseeeesaeeeseeeeesnesenseeenseee Order Source Codes Maintenance Prepayment Codes Maintenance cccsssssssssessssessseseessessesseeseeseesaesaesesaessnesessneseesaesesseuseeseesaesaesaesaevanvanse Remit To Codes Maintenance 2 c ccsececseeeesseecesseeeseneeeseeeseneeeseaesnaeeseseeesneeeeneeaseseeeenseaesseaseseneeeneeesaeaeenses Sales Promotion Codes Maintenance cs ccsscceeeeeeeeeeeeseeeeeseeeeseeeeeseeeeseeeeneneessaeeeeseeessaeseseeeeesnesenseeensaeee 4
523. text file The output file by default is named OverDue_Customers XLS For a Summary report the following fields are output Column Credit Limit 99 999 999 Sales Rep Code 99 999 999 99 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Receivable User Help 6 F Overdue Amount 99 999 999 99 Overdue Original Amount 99 999 999 99 Overdue of Customer 999 9 Balance 999 9 99 999 999 99 Overdue of Original Amount oO a Highest Balance Due Last Year A Highest Balance Due Year to Date Sales Last Year 99 999 999 99 m 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 Sales Year to Date Short Pay Amounts Last Year Short Pay Amounts Year to Date Short Pay ltem Count Last 9 4 Year Short Pay ltem Count Year to 9 4 Date Average Days LYR for Payment Z o gt N Average Days YTD for Payment N oO Last Payment Receipt Amount 99 999 999 99 MM DD YY 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 99 999 999 99 N Last Payment Receipt Date Sales Last Month 6 Sales Last Month 5 Sales Last Month 4 Sales Last Month 3 Sales Last Month 2 Sales Last Month 1 Payments Last Month 6 NIN I NIN IM N M COIN or O P gt U nN gt
524. th the standard Customer Select Filters 103 screen This allows you to select specific or a range of Customers Customers for selected Customer Types or Sales Representatives or Customers matching a number of assorted properties Some points to note when exporting Customers e A heading row is output to the spreadsheet The standard Series 5 Export Options screenlI s4 will be displayed from which the Type of Output the target Folder and the Filename may be specified By default the output filename is CUSTEXT XLS You may click the Browse button to locate a different folder and input file Customers Export Field Selection There are many different fields that are associated to a Customer To be able to select specific fields to output would be a nice feature would it not Well guess what you can select the fields you want The following screen is displayed from which selected fields may be selected On the left side of the screen double click to have a particular field included or excluded 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 419 DR Customer Maintenance Exporting the Customer Master file Export Filters Customer Select Filters Demographic Selects Field Selection Export Options Select the individual fields that are to be exported Available Customer Fields Selected Customer 3 AcctB al 6 6 1 11 Customer Data Import The
525. the Balance Due and any Discount Amounts are listed Itis meant to be printed and used as a worksheet to be marked up to match any Cash Receipts to the items that would be marked as paid This might then be given to a data entry clerk along with any cheque stubbs to be used when entering cash in the A R s Cash Receipts Entry operation Accessing the Open Invoice Worksheet Report From the AR Main menu select Open Invoice Worksheet from the Reports drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 337 Reports Codes Maintenance Purgi AIR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports a Non 4 R Cash Report Danena A R Open Invoice Worksheet Options Screen The following screen is presented when generating the Worksheet E Print the Open Invoice Worksheet Report OPENWORK LST Print an Open Invoice Worksheet Report Options Customer Selects Demographic Selects Il Print Options This report or worksheet lists all Open Items with non zero balances for the selected Customers For each item applicable amounts are shown along with a blank space that can be used to write in the amounts for cash receipts that are to be entered This becomes a worksheet that will assist in the entry of the Cash Receipts EA Cash R
526. the same for all types of records for each of the Series 5 applications for which it exists Only the field names for each type of record may differ User USER SHSI Series V Accounts Receivable File Trx Inquiry SEIS Reports Codes Maintenance Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting Undo Cash Batch Posting Bulk Email Generator Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limit Clear Customer PTD Clear Customer YTD Load A R Open Items Reset Customer Balances Recalc Customer Sales Stats Recompute Item Due Dates Rebuild Open Apply Balances Search Find and Replace 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 125 2007 2014 by Sentinel Hill Software all rights reserved 126 Series 5 Accounts Receivable User Help For the Accounts Receivable system the Search and Replace function is provided for the following record types gt Customer Master Records gt Archived Sales Process Warning Transactions Access to this menu item should only be granted to those i gt Archived Cash that know what s going on Malicious or ignorant use of this f could cause a great deal of grief Transactions 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 127
527. the AR purged operation is executed AROPEMFL XXX Holds the A R Open Item records These are basically Invoices Credits Debits and Payments that have not yet been purged from the AVR ARSUBQWRKnnnn XxXxX This is a work file that is created when the A R Period Analysis function is executed The nnnnis the PID of the user that ran the analysis ARUSECOD XXX Hold the master A R User Codes records CASHAPFL XXX Holds the Apply To information records associated to the A R Cash Receipts Transactions that have been entered These records remain on the system until purged This file tends to become rather large if you have a great number of Cash Receipts being entered CASHBAT XXX Holds the A R Cash Receipts Transaction Entry 2007 2014 by Sentinel Hill Software all rights reserved 2014 by Sentinel Hill Software all rights reserved CASHFILE XXx Holds the A R Cash Receipts Transactions that have been entered These records remain on the system until purged This file tends to become rather large if you have a great number of Cash Receipts being entered CBbbbbbb xxx These files hold the A R Cash Transaction Batch Pointer records They point to A R Cash Receipts record that belong to the Cash Batch bbbbbb This file remains on the system only until the associated batch is posted COMMDUE XXX When Sales Transactions are posted that have a Commissions Amount specified they are recorded as records to this file CUSDGCOD XX
528. the system command line that is used to launch the particular job This is the shell or Command Prompt command that is issued YOU SHOULD NOT NORMALLY EVER NEED TO EDIT THIS COMMAND LINE 5 Click the Update push button at the bottom of the screen Batch J ob Properties Screen Field Definitions Batch Queue drop list 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 87 The system provides pre defined Batch REPORTING v Queue names Each job may be dispatched BAICH INPUT to a particular queue to be processed Your BATCH_INPUT System s Manager may have defined multiple REPORTING queues each with different execute priorities E aaeei or on different processors Re Occurring drop list A job that has already completed may be set No Re up to have it automatically re occur at one of No the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or at Dag ci e aa kl filters associated to the application will Mannie automatically be updated based on the given Priority radio buttons interval chosen The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Queued for Execution Date and Time mm dd yy You can set to have this job execute at some designated time of a
529. then repeat the process for the other customers When Cash Batches are posted their transactions are copied to a Cash Transaction Archive file These are kept on file and can be viewed using the Historic Cash Archives function These archived transactions remain on the system until specifically deleted using the Purge Cash Archive History function Loading Bank Lock Box Deposits Transmitted Data If your bank handles the receipt of Customer payments directly into your accounts they may be able to provide you with an interface file that contains the relevant Cash Receipts information If this is the case then the Series 5 system provides an interface to load these interface files Please refer to the topic titled Interface Bank Cash Receipts ean Before entering the individual Cash Receipts a Cash Batch must be created These may be created using the Cash Batch Maintenance functionI 2 or directly from the Cash Receipts entry routine Cash Receipts Entry gt Cash Batch Selectionl 23 gt Cash Transactions Entry Grid Screen 4 gt Cash Transaction Data Entry Screen zs 2007 2014 by Sentinel Hill Software all rights reserved 220 Series 5 Accounts Receivable User Help gt Cash Transaction ly To Screens 220 gt Repairing a Broken Cash Batchl zz Accessing the A R Cash Receipts Entry Function From either the A R Main menu select Cash Receipts Entry from the Operations drop down menu SH
530. ting the cut off date so that only the last 6 months of card s are available Note that in the A R Inquiry functions only the last 4 digits of the card number are displayed e The Credit Card number fields in Sales Transaction records ARE NOT ENCRYPTED Caution You may wish to retain the credit card information say for the past 6 months in case there is a query Note that for Sales transactions that originated from the Series 5 Professional Invoicing System or from the Series 5 Customer Order Processing System the first 12 digits of the credit card numbers were xed out Executing this clear function basically clears the last 4 digits Accessing the Clear Credit Card Numbers function From the A R Main menu select Clear All Credit Card Numbers from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved 156 Series 5 Accounts Receivable User Help SHSI Series V Accounts Receive Trx Inquiry Operations Reports Reports Manager Batch Job Management The following verification to proceed screen will be displayed Type the word PROCEED in the field provided W Clear A R Credit Card Numbers Clear A R Credit Card Numbers Assorted data files within the 4 R system contains sensitive fields of information In particular this includes customer credit card numbers In an effort to provide a secure environment and prevent this data from falling into the wrong hands this function is p
531. ting the report that is to be deleted 2 Right click the row to have a drop down menu displayed then click Delete or just click on the Delete button in the Fast Button frame 3 A delete verification screen will be displayed Click the Remove lIt button to proceed 4 Both the entry in the tables and it s corresponding Archive file will be deleted Purging old Archived Reports Over a period of time your users will probably be generating a great number of Archived reports If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all reports satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved 5 5 12 Series 5 Accounts Receivable User Help Search and Replace In each Series 5 application there is normally a function that provides a Search and Replace operation on a variety of different records The replace phase of the function is optional This function is particularly useful if you need to change a code that exists within a great number of say for example G L Accounts or A R Customer master records The operation of the screen controls available to these Search Replace functions are
532. ting up your 4 R system for a new Company Additions or changes made here WILL NOT generate any G L distributions that would normally be produced as when transactions are entered using the Cash or Sales entry operations Customer rapes RESEARCH INC Document Date 3701708 m Document Number 882981 Document Type Apply To Number 982981 Invoice O Credit O Finance Charge O Payment Debit Balance Forward Ledger Date 3701708 Amount 1 Due Date 3731708 Amount 2 Total Reference 1461 COURT RECORDS RESEARCH AXR Control Account 0003 0100 040 User Sales Code 1461 eS SES Maal AR USER CODE NOT ON FILE Apply To Balance 2007 2014 by Sentinel Hill Software all rights reserved 306 Series 5 Accounts Receivable User Help A R Open Item Load Screen Field Definitions mer OOOO O A Select the Customer for which the Transaction is to be applied Document Date mmddyy This would be the actual date that was assigned to the Invoice transaction or the date that a Payment was received For Invoices the Due Date will be computed relative to the Document Date entered Document Number Record the Invoice Number for Invoices and Prepaid Documents For all other documents enter a unique document number This number is used to identify the document within the A R system and in any related distributions that are carried forward into the G L system as journal entrie
533. tion and Printingl for full details Pseudo Variables Apseudo variable is a string that is embedded within the text of the form letter file They are identified with a pair of characters at the front and the end of the variable name For example YS SCUSTOMER NAME When the letter is created for each customer any pseudo variables will be replaced with an 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 281 applicable string associated to that customer A list of the possible variables can be found later in this topic Field Definitions Friendly Reminder check box Select the check box if a friendly letter is to be generated Basically it s just defining one of the three types of letters The actual content of the letters is what will set the mood that you wish to portray Select the check box if a warning letter is to be generated Basically it s just defining one of the three types of letters The actual content of the letters is what will set the mood that you wsh to portray Nasty Threat check box Select the check box if a nasty letter is to be generated Basically it s just defining one of the three types of letters The actual content of the letters is what wil set the mood that you wsh to portray For accounts overdue of days 9 3 For each type of letter specify the number of days that if the Customer has an amount owing that is that
534. tion at the end of each month and the Clear Customer Year to Date 207 operation at the end of the designated reporting year For each month the following totals are listed to the report v Cost of Sales for the Current Year and Last Year v Sales Period to Date for the Current Year and Last Year v Profit Sales minus Costs for the Current Year and Last Year In each case a percentage of the amount listed for the customer relative to all customers are also printed A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed in a timely manner The AR Period Analysis reporting inquiryl 977 function provides an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading through the Sales Archive records Totals are tallied for a variety of different criteria Accessing the Analysis by Month Report From the R Main menu select Sales Analysis by Month from the Reports drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 375 is Receivable Reports Codes Maintenance Purging AJR Aging Report Historic Aging Report Purged Open Items Report Open Invoice Worksheet AJR Distributions Report Overdue Analysis Reports Non A R Cash Report re ommissions Due Repor im Sales Archive Report Sales Analysis by C
535. tives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of ARAGIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details 3s gt Export Options If the option to have the Detail or Summary report information output to Spreadsheet is checked then the Export Options and About Exporting tab will be presented Note that to have the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser For the Open Items export function the default name assigned will be AR_HistAging XLS The Export Options tab screen will be displayed from which you can select to direct the output to an MS Excel spreadsheet CSV text file or a Tab delimited text file Refer to the topic titled Data Export Functionsl 941 for full details Field Definitions Type of Report radio buttons Select whether the report is to be generated in Summary or a Detail The Summary report Detail lists each customer s totals The Detail report Summar list the customers totals along with each g individual Open ltem Select the check box if Customer totals or Open
536. tly entered items 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 327 suppressed or not The periods listed are No list ALL Items derived from setting defined by the A R Control l Preferences The date used to be tested is O ee pa z m either the Item s Invoice Date Ledger Date or Due Date depending on the Aging method Less than 90 days old selected With User Code s radio buttons and X 6 A R User Codes may be entered with Sales transactions These are recorded with associated Open Item records To include only those Open Items that have had been assigned a specific range of A R User Codes Click to include All or just those items with a selected range of codes All Open items are selected regardless of their A R User Codes Selected Specify a starting and ending User Code for with items will be included or not Aging Open Items To Date mmddyy This is the date used to determine the age of each Open Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item This date is also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Invoice Date the Ledger Date or the Due Date as determined in the following field falls on or before this date the Open Item is used in the report Aging Open Items Using Date Type radio buttons
537. to Date Year to Date and Last Year totals that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics Fo Customers are listed sorted in descending order based on either total Sales Costs or Profit for a given selected time frame le Period to Date Year to Date Last Year or a given month This report provides a means of producing a list of your best customers or worst depending on how you like to interpret the data Clearing Customer PTD and YTD Operations For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 operation at the end of each month and the Clear Customer Year to Date 29 operation at the end of the designated reporting year For each customer the following totals are listed to the report v Cost of Sales Period to Date Year to Date and Last Year v Sales Period to Date Year to Date and Last Year v Profit Sales minus Costs Period to Date Year to Date and Last Year In each case a percentage of the amount listed for the customer relative to all customers are also printed A better Report is Available This analysis depends on the Clear PTD and Clear YTD functions being executed in a timely manner The AR Period Analysis reporting inquiryls7 function provides an analysis of sales by Fiscal Period Fiscal Year Calendar Month or Calendar Years by reading through the Sales Archive 2007 2014 by Sentinel Hill Software
538. transaction totals both expected and actually entered are maintained in the Batch Header file In most cases the Batch Header record is kept on file and may be reviewed at any time in the future When the Batch Posting option is selected if the Batch entered values do not match the expected values the user is warned and given the option of allowing transaction entry to continue If a transaction being added causes the number of transactions expected to be exceeded the user is informed and the entry aborted Once a batch is posted the data may no longer be accessed via the batch number It may however be antes in an archive journal This journal data may be purgan by the of the year s transactions and these transactions M4 aia egin DR RIALS reserved part of the year end processing Accounts Receivable Menu Functions 223 6 4 2 1 Cash Batch Selection The first screen that is displayed when selecting Cash Receipts Entry is one that lets you select an already establish Cash Batch or create a new one It will display push buttons of the most recently created or accessed Cash Batches A given Cash Batch may be selected by clicking on the button or selecting one from the drop down list Cash Batch Selection Screen Grid GA Cash Receipts Transaction Maintenance Cash Batch Selection Cash Receipts are entered in sets under the control of Cash Batches Select the desired Cash Batch from one of those that have already bee
539. ts Receivable Menu Functions 163 e When an AR Aging report is printed or Statements generated the Open Credit will appear in the same aging period as the original Invoice e If the sum of all Open Items with the same Apply To Number equals ZERO they will be cleared from the system when the Purge Accounts Receivable zl function is next executed Applying Open Credits using Cash Receipts Entry Function Editing the Apply To Document Numbers using this function is not the preferred method for re distributing Open Credits for a customer This can also be accomplished using the Cash Receipts Entry function 230 The Cash Entry function approach is more formal provides the ability to apply the credits to more than one invoice and provides a register for an audit trail of the process Apply Open Credits Edit Document Apply To Screen The following screen is presented to have an Open Item s Apply To Number edited Edit A R Open Item Apply To Apply Open Credits or Payments to a specific 4 R Open Items mark one or more Invoices as paid by a specific Credits and Payments or fix incorrectly applied Cash or Credits For Invoice Document 708764 Dated 3 31 06 Apply To 708764 Amount 1 545 00 Amount 2 0 00 New Document Apply To N 2007 2014 by Sentinel Hill Software all rights reserved 164 Series 5 Accounts Receivable User Help Apply Open Credits Editing Document Apply To s Screen Field Defi
540. ts or Follow Up flags to individual items Ej Ss os Se G L Account 008 5100 040 x Al at ile semi sh X Go To Tras Dated ml List by Account Date Newest first t mtl Ezma mmmn de ee Toner ao View Original Document Add iew Comments SetjClear Flags Jo homoa Sub Query by JE Source For Fiscal Period 3 01 07 3 31 07 lt Period 03 Year End Dec 2007 O For Selected Dates Fl Editing Cell Contents Directly on the Grid In a number of code maintenance applications descriptive fields may be edited directly on the grid If this is allowed when those particular cells are double clicked the contents of the cell will be highlighted the operator may then key in the new value Bank Account Codes Maintenance File Edit Help Define Bank Account Codes Select to modify or delete or add a new Bank Account Code You may also generate a report listing the codes already defined Ext E3 Go To Bank Code with Code wa il ol l TEE oco afew acount _arooe __ ome e E e a ee ee E 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Receivable User Help Standard Record Editing Functions Most of the grid s inthe Series 5 system s applications provide an Edit drop down menu from the menu bar This offers functions to Cut Copy and Paste the associated records belonging to the grid For codes maintenance applications there are also functi
541. tted by this user to the Series 5 Batch Job Processor will have the selected priority 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 139 Menu Item Access Property sub screen Field Definitions Access Rights radio buttons Click Full Semi Restricted Restricted or None Those menu items that offer Semi Restricted or Restricted as options generally have multiple functions some of which will not be granted to the user Show in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Accounts Receivable application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Accounts Receivable application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed v 5 6 2 Users Scheduled Menu Functions Users may choose to select specific menu items to appear on the Favorites or Scheduled sub screens when the Accounts Receivable menu is displayed Refer to the Scheduled Menu Functions topic in the chapter on The Basic User Interface for a description of thes
542. turn the most recent analysis that had been done will be displayed in the grid 2007 2014 by Sentinel Hill Software all rights reserved 380 Series 5 Accounts Receivable User Help A R Period Analysis Preview Grid AMR Period Analysis Inquiry and or Report File view Analysis Help A R Period Analysis Inquity Report Build and preview summary totals by selected Periods for Customers 4 R Accounts Customer Types by G L Fiscal Periods Sales Reps and Sub Ledger Projects From the display generate either a report or a spreadhsheet Show Totals for Customers v hj tl f Go to Customer C IRmca 0 00 488 85 1 827 20 Lycon Ini 0 00 0 00 0 00 0 00 0 00 0 00 University Book Store a _ _ om 0 00 ooo amj jad amp Associates 0 00 8 00 3 00 0 00 0 00 0 00 erst 120500 om 0 00 0 00 Lehigh Cement Company 0 00 0 00 0 00 22 00 0 00 0 00 Silhol Builders Supply Co owo 32 00 oo oo ew Enterprise Stone amp L 0 00 0 00 0 00 24 50 0 00 0 00 Lehigh Cement Company ow 0 00 oo oo Lehigh Cement Company 0 00 0 00 0 00 0 00 1 000 00 0 00 Lehigh Cement Company X 234 00 842 40 714 00 733 66 55 44 69 08 is o Ceme 63 00 127 70 0 00 68 00 0 0 00 TXI Riverside Cement Company oo oo ow 0 00 oo 0 00 Shamrock Materials D 1 00 0 00 8 0 00 3 00 Ash Grove Cement oo mt 0 00 oo oo Geiger Ready Mi 1 00 3 00 0 00 0 00 ic 3 00 Ash Grove Cement Co oo _ ow 0 00 oo oo sh Grove Cement Co For
543. ude Last Year totals Include Monthly Sub T otals No Monthly Totals O Yes All For the month of Selected When generating the report the operator is also presented with the standard Customer Select Filters screen 0s and Demographic Selects screen These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of CUSTANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing for full details Field Definitions Customers Sort drop list 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 361 When the report is printed the customers may be listed sorted by a variety of different fields Customer Code Customer Company Name Membership Code Email Address Include Last Year Totals check box As an option Last Year totals may also be listed Set the check box if these are desired also Include Monthly Sub T otals radio buttons As an option the totals accumulated for each reporting month will also be output These are the totals that are accumulated for each customer as
544. ul 2007 Aug 2007 Sep 2007 Oct 2007 Nov 2007 Dec 2007 Jan 2008 Feb 2008 Mar 2008 Apr 2008 May 2008 Jun 2008 Jul 2008 Aug 2008 Sep 2008 Oct 2008 Noy 2008 Dec 2008 Jan 2009 Feb 2009 Mar 2009 Apr 2009 May 2009 Selecting Customers with Sales Totals radio buttons and 999 999 999 You can limit the list of Customers reported by specifying a minimum or maximum cut off value for the type of analysis chosen The system will test the Customer s Sales Costs or Profit and only list those satisfying the test of Customers to Print radio buttons and 9 4 You can limit the number of Customers that are reported 6 5 15 Sales Analysis by Month This Series 5 Analysis report basically produces a one page report of Sales Costs and Profit totals broken down by month based on the Reporting Period defined by the A R Control Preferences Totals are computed tallying the Monthly Sales figures that are accumulated for each Customer Refer to the topic titled Customer Monthly Sales Statistics 0s This report provides a quick and dirty snap shot of monthly sales for the current year and last year for the selected customers As an option the totals may be output to a spreadsheet Clearing Customer PTD and YTD Operations 2007 2014 by Sentinel Hill Software all rights reserved 374 Series 5 Accounts Receivable User Help For this analysis report to be accurate you must executed the Clear Customer Period To Datel 29 opera
545. uld typically be the actual date that the transaction was generated For Invoices the Due Date will be computed relative to the Document Date entered The Document Date entered must fall within the Starting and Ending dates that were specified for the Sales Batch under which the transaction is entered Ledger Date mmddyy The Ledger Date defaults to the date that was set up for the Sales Batch This is the date that is carried on all postings to the General Ledger system Dene mati For Invoices the Due Date will be automatically calculated using the properties of the associated Customer s assigned Terms Code For all other document types this field defaults to the Document Date 2007 2014 by Sentinel Hill Software all rights reserved 212 Series 5 Accounts Receivable User Help Sale Amount 99 999 999 99 This is the actual total dollar amount of the transaction For Invoices it does not include Miscellaneous Charges Tax or Freight The Sale amount is used to compute any discount that would be allowed when an early Cash Payment is received For Credits or Refunds enter the amount as a positive value without a minus sign The system will automatically adjust the sign when applicable Open Item are generated Miscellaneous Charges 99 999 99 Enter the amount to be recorded as a Miscellaneous amount When the associated Open Item record is generated the sum of the Miscellaneous Freight and Tax amounts are recorded as
546. ummary Name address Purchases YTD and Last Year Status and primary Contact e Merge Labels A Word Merge address file with each entry as follows Company Name Customer Code Address Line 1 Address Line 2 City State ZIP Country Contact Name e 1 Up Labels Address Labels in 1 column e 3 Up Labels Address Labels in 3 columns Customers Grouped By 2007 2014 by Sentinel Hill Software all rights reserved Customer Name List Detail 1 Up Labels 3 Up Labels drop down list To have the Customers listed grouped by one of ae Series 5 Accounts Receivable User Help the available fields A new page is started for each unique occurrence of the selected group along with subtotals at the end Not presented as a field when exporting Customers Customers Sorted By To have the Customers listed sorted by one of the available fields If Customers were grouped they are sorted within the group as well Not presented as a field when exporting Customers Customer Account Balance Amount To select only those customers whose Account Balance amount falls within a particular range click be compared with Accumulated Sales Amount To select only those customers whose total Sales and enter the amount to be compared with Next Scheduled Call Back Date defined for a particular period click the appropriate be tested against You may click the calendar icon to select a pre
547. unctions 295 Year To Date ACCUMUIALED alalislics Period T o Date Last Year Sales Costs Commissions Highest Account Balance 137 664 57 3 01 07 Invoice Count Avg days for Receipt of Payment following Invoice Date Ava days for Receipt of Payment following Due Date Total Short Pay Loss Credits given Short Pay Documents Count Each of these periods are defined as follows Period to Date This period is define as the time frame between when the Clear Customer Period To Date Statistics function is executed Typically this would be done on a monthly basis so statistics might be available monthly Year to Date On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the Year To Date amounts for each Customer will be reset to ZERO Last Year On an annual basis the Accounts Receivable manager is responsible for executing the operation to Clear Customer Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts This operation sets the Period to Date figures maintained for each Customer to ZERO Clearing the Period To Date Totals If the Period to Date figures kept for the Customers are used for analysis purposes itis very important to have this function executed on the very 1st day of each period or month Ho
548. unt lf entering a Cash Transaction to record previously entered Open Credits on Account enter it with the Check Number matching that of the original Open Credit transaction and with a Check Amount of ZERO The following screen is displayed for Open Item Customers for Cash Receipts to be applied as AR Cash to specific items 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions Cash Receipts Transaction Maintenance Transaction Seq 0003 Modify this Transaction Cash Batch LARRY 5 of 12 Trxs Entered 29 493 69 of 110 000 00 Batch Control Totals Transaction Apply To Documents Type AJR Cash Receipt From Customer JPMORGAN CHASE BANK Check Number 885920 HOUSTON TX Tems DUE ON RECEIPT Age Method OPEN ITEM AIR Cash C Non AJR Cash Check Amount Receipt Date 6716708 _ m Ledger Date 6716708 _ ma r Cash Account s 0000 00101 10 040 CHASE BANK GENERAL ACCOUNT When first adding a Cash Receipt the above screen is displayed but with an additional field that offers provides for entry of an Invoice This is the customer s invoice to which the check is to be applied i Apply to Invoice T when full amount of check is applied to a _ single Invoice otherwise leave as ZERO When adding a Cash Receipt once this screen is entered the Apply To Documents tab screen will be display
549. unts Receivable Menu Functions 181 Processing Filter Options Screen Field Definition Document Number s To select All transactions regardless of their Document numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Document numbers A check box is presented for each of the types of Archived Sales Transactions that may be generated in the A R system Click or un click to have the particular type processed by the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Documents for Sales Batch X 6 To have only those transactions processed that were entered under a particular A R Sales Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Customer X 6 Code To have only those transactions processed that were recorded for a particular Customer Leave the field blank if it is not to be considered as a selection filter For A R Control Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A R Control Account If this is the case then you may choose to list ONLY those Sales Transacti
550. ures recomputed 6 6 1 7 Credit Incidents amp Contact History Customer Credit Incidents Contacts Display Screen This screen reports two types of history for the customer 1 Credit Notification Incidents As customers are identified as having Overdue Open Items Short Pays or Unpaid Finance Charges that are reported when the A R Overdue Analysis function is executed these fields are updated 2 Contact History As customers are contacted either directly by telephone or from the A R Overdue Analysis function this event may be recorded as Customer Contact The date method user and a brief comment may be entered By default only the last 5 items are displayed however you may scroll back in time to view earlier contacts history The following screen is displayed these history of these Credit or Contact events for the customer 2007 2014 by Sentinel Hill Software all rights reserved 408 Series 5 Accounts Receivable User Help E Customer Maintenance Customer 012318 NSYSTEM INC Modify the Properties of Address Notes A R Profile PTD YTD Stats CR Incidents Contacts Monthly Sales Demographics Credit Incidents and Contact History notes are generated from the A R Overdue Analysis You may add new Contact items as required Credit Incidents Action Taken Amount Applicable Doc Reported Bad Debt Credit Issued Contact History Notes Next Scheduled Call Back 2 02 08 7 Memo
551. used to hold these messages have been renamed to be EMERGENCY DAT and BROADCASTS DAT Aug 10 2008 Application User Access Analysis Export A new function has been introduced to each applications User Access Maintenance function You may now Export to a spreadsheet an analysis table of users access rights Each row of the table is a menu item and each column is a Logon User It provides a quick snapshot of which users have access to any particular function July 15 2008 m User Access Logging As an option your systems manager can turn on the option to log user access to all the systems menu items June 15 2008 Major R Features not Found in Series 4 New Search and Replace function has been introduced The Vendor Master records the Invoice History and Check History records may now be processed with a search replace function Generic Customer selections for Reports All reporting functions now have a generic Customers selection filter screen It allows you to randomly select different Customers to be reported A R Period Analysis This new analysis basically produces an analysis of A R Sales transactions accumulating totals by month year G L periods or G L years Totals are computed by Customer A R Account Customer Types Sales Representatives and Sub Ledger Project Codes This report may be useful for reconciling differences between the A R and G L systems Bulk Email Generator There is new a function that lets
552. ustomer Analysis by Customer Type Analysis by Sales Rep ly Analysis by State Province Analysis by Sales Volume Analysis by Month Analysis by Monthly Sales Options Screen The following screen is presented when generating the report 2007 2014 by Sentinel Hill Software all rights reserved 376 Series 5 Accounts Receivable User Help Generate Sales Analysis Report by Reporting Months Report MONTHANL RPT Print the Sales Analysis by Month Report Options Customer Selects Demographic Selects Print Options This report presents a summary total of Costs Sales and Profit for the selected Customers broken down by month for the prior and the current reporting years C with output to spreadsheet When generating the report the operator is also presented with the standard Customer Select Filters screen o and Demographic Selects screenl i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of MONTHANL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details
553. ustomer Name Inv Date Lor Date Sls Rept Amt Inv AllDsc Amt PPy App Dist Amt AppTo Proj Cash or ExpDist Acct A R Control Acct 221182 Southeast Cement As 452446 Inve 104707 AOAO noonoo T isnt PS MID til isons ansaid SESEO EOE ON ens PCA905 NCCPA SO DAKOT 452630 PrPy 1 10 07 1 10 07 625 00 905 625 00 6840 905 1200 001 PCA901 North Central Cement 452808 PrPy 1 16 07 1 16 07 593 75 901 593 75 6840 901 1200 001 221182 Southeast Cement As 453064 Inve 1 23 07 1 23 07 56 10 1200 001 221182 Southeast CementAs 453065 Inve 1423 07 1423 07 121 50 1200 001 PCA901 North Central Cement 453068 PrPy 1 23 07 1423 07 757 50 901 757 50 6840 901 1200 001 224423 Northeast Cement Shi 453313 Inve 1 30 07 1430 07 A 130 82 1200 001 PCA945 South Central Cem Pr 453398 PrPy 2 01 07 2 01 07 250 1 250 00 945 1 250 00 6840 945 1200 001 221182 Southeast Cement s 453399 Inve 2 0107 2 01 07 4 229 50 1200 001 PCA980 Arizona Cement Assoc 453400 PrPy 2 01 07 2 01 07 804 85 980 804 85 6840 980 1200 001 PCA752 California Nevada Cer 453401 PrPy 2 01 07 2 01 07 1 979 00 752 1 979 00 6840 752 1200 001 224423 Northeast Cement Shi 453404 Inve 2 01 07 2 01 07 1200 001 244016 Northwest Cement Pro 453646 PrPy 2 08 07 2 08 07 i 667 80 1100 001 1200 001 PCA980 Arizona CementAssoc 454042 PrPy 2 20 07 2 20 07 45 50 6840 980 1200 001 242613 Great Lakes Cement 454056 Inve 2 20 07 2 20 07 1200 001 51 Items on file Regular Invoices
554. ustomer A R Open Items on file The analysis can be processed based on All Open Items just Finance Charges or just Short Pays The output may consist of a report of delinquent Customers a report of Customers that have overdue items that should be contacted a Credit Notification report with the option of having a Merge file created or a report listing suggested items that should be written off These analysis reports are very useful in identifying those customers that tend to be delinquent offering the ability to generate merge letters or even automatically producing Credit Transactions that can remove annoying unpaid Open Items Some points to note when generating the Overdue Analysis report 2007 2014 by Sentinel Hill Software all rights reserved s2 Series 5 Accounts Receivable User Help e The reports produce a list of Customers based on overdue amounts that exceed a specified number of days Depending on the type of report selected customers with overdue amounts greater than pre defined ages will be included The number of aging days for a customer to fall into a particular category are defined in the A R Control Preferences s e As an option the Customer Summary totals may also be exported either to an Excel spreadsheet or a tab delimited text file e Customers may be grouped and sorted using a variety of criteria e The Analysis provides the option to identify those invoices that might be considered as a Short P
555. ustomers of Customers to Print Not Considered i All ta z O With Sales O Limited When generating the report the operator is also presented with the standard Customer Select Filters screen o and Demographic Selects screenl i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of SVOLANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details ee Field Definitions Analysis Of radio buttons Select to analyze the results based on either total dollar Sales Costs or Profit These figures are all reported however the selection is used to sort the customers le selecting Sales will produce a report of customer sorted by their dollar Sales for the selected period 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 373 For the Period drop list Customers are sorted using the total Sales Costs or Profit based on the time frame Period T o Date selected The figures used are those eS ast Year accumulated and stored for each customer Jun 2007 J
556. ut data is validated Any Customer Codes A R Revenue Accounts Sales Representative Codes are all validated within the A R system If undefined Customer codes are encountered the interface to the a Sales Batch will be aborted e The system by default will look for the interface file in a sub folder on your system that is defined by a variable in the runtime configuration filel sl Your System s Manager can set this up for you e After interfacing the transactions to the selected A R Sales Batch you must select Sales and Credit Entry function from the A R s Operations drop down menu select the batch and post it to have the transactions recorded as receivables e f recording Credit Transactions enter the values of the amounts in both the Transaction s fields and the Distribution s fields as negative numbers e f a Miscellaneous Charge or a Freight Charge is to be entered with the Transaction and in the A R Control Preferences the respective Multiple Accounts property is checked then you must record a Distribution record with the associated amount ff the Multiple Accounts property is not checked the system will automatically build and record the associated distribution when the A R Sales Batch is posted Accessing the Interface User Sales function From the R Main menu select Interface User Sales Trxs from the Operations drop down menu V Accounts Receivable ry Reports Codes Maintenance P em Sales and Credit
557. vant information when clicked e On the Series 5 main menu screen and each application menu screen on the menu bar click Help then On Line Help Contacting Sentinel Hill Software support e Direct email support is available from the Sentinel Hill Software team at support sentinel hill com You can send an email to this address automatically by clicking on the support sentinel hill com graphic on the Licensing tab screen displayed after clicking Help About on each systems menu e If you have a Support Contract you may contact Sentinel Hill support center directly at 1 800 663 8354 2007 2014 by Sentinel Hill Software all rights reserved Introduction Summary of Fixes and Enhancements e For each application a detailed history of the changes that have been made is available from our website at Series 5 Fixes and Enhancements Getting a printed user manual You can download formatted PDF versions of the documentation for each application from our website with the following links Customer Order Processing I Web Access Management 2007 2014 by Sentinel Hill Software all rights reserved 3 1 The Basic User Interface a The Basic User Interface Throughout the Series 5 system applications there are a number of basic common types of screens to provide a consistent operation These are discussed in this chapter and it s related sub topics Accounts Receivable Application Menu Each
558. ve an address Merge file generated the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named OverDue_Merge XLS For a Summary report the following fields are output Column 1 A Title salutation 4 B FirstName X10 Last Name o D je O G 7 Address Line 2 OO H Address Line 3 X 40 2007 2014 by Sentinel Hill Software all rights reserved A F Address Line 1 H Accounts Receivable Menu Functions 349 9 l City X 25 13 M _ _ CustomerCode X 14 N Customer Account 9 999 999 99 Balance 9 999 999 99 Mail Merge Sample If using MS Word a sample Mail Merge file is provided along with a letter See the files OVERDUE_MERGE_LETTER DOC and OVERDUE_DATA found in the folder s5 util You will need to open your merge document and follow the following steps e use the mouse to click under Tools Mail Merge Edit the Data Source View Source to get the table click Insert File and select the OVRDUMRG T t file that you generated from the analysis select the text that was inserted and click Table Convert Text to Table there should be 15 columns You may now proceed with the merge Overdue Analysis Report Spreadsheet Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV
559. ve selected filtered Open Items detail information exported to an MS Excel spreadsheet or a tab delimited text file These files might then be used for analysis or be emailed to sales representatives or selected customers The following screen or something very similar is displayed for each of these functions 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 309 E A R Open Items Load Export Open Items to Spreadsheet Export Filters Customer Select Filters Demographic Selects Export Options About Exporting Specify selection options to determine the items that will be output to spreadsheet E4 Document Number s Documents Dated All Not Considered _ Foos O Selected O Inclusive getoer aol Include only the following Document Type s M Invoices V Payments V Credits Balance Forwards V Debits Finance Charges When generating the report or exporting detail the operator is also presented with the standard Customer Select Filters screen 1s and Demographic Selects screen These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria For the Open Items List report generated if archived will be catalogued with a report name of AROPENLOAD LST The Print Options tab screen will be displayed from which you can select to
560. ve the Archived Report deleted afterwards Direct Generated Document s to Screen Browser Archive to Reports Manager Print a WPRINT3 v WinPrint Courier 10 Compress M Print Queue WPRINT3 Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 C Save to C Documents and Settings Lary Carlsen My Documents SHSIKUCC Save as MS WORD Document Send a copy to E Mail Recipient Re Print Options Re Print from page fi to e Delete the Archived Report after being printed 3 Enter the reprint options Basically you can either print the report or save it to disk as 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 121 an MS Word or ASCII text file Notice that you can also specify a range of pages that are to be printed 4 Click the Reprint Report push button at the bottom of the screen Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the sjaje Search icon A search string may be entered for the following fields Sequence Report Name Grid Display Sort options You may choose to have the items in the grid displayed using a number of sorts These include By Sequence By System then Report Name By Report Name Extension then System then most recent date By the date created with the most
561. ved so Series 5 Accounts Receivable User Help 3 1 2 Scheduled Menu Functions The Series 5 Menus offers the ability to define certain functions to be scheduled for particular times of the day at specified intervals Tabbed sub screens display those functions that have been scheduled and are Overdue Due for Today or Coming Due The operator must click the push button in the sub screen to select these functions to have them executed Once the function is finished the operator will be prompted to reschedule the job Refer to the section on Users Scheduled Menu Functions s under the User Access Management sl Chapter for the steps to set up the Scheduled functions Scheduled Menu Sub Screen Examples e For menu functions that are scheduled to be launched today SHSI Series V General Ledger User USER Rev 5 08 ZNI 01 Sentinel Hill North merica 4 July 01 2008 05 33 PM yy ri General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favorites The following Scheduled Menu items are due for selection today 09 00 am Profit amp Loss Statement 06 00pm Interface from Sub Systems 07 00 pm Balance Sheet Schedules R e For menu functions that are scheduled but were not launched on the day they were due They are Overdue 2007 2014 by Sentinel Hill Software
562. vutil32 rebuild filename The max number of files that can be locked has been reached Either the configuration variable MAX LOCKS should be increased or an application programming error has caused the By default MAX LOCKS is the same as MAX FILES An internal error has occurred when attempting to access a file over the network using AcuGT s Acuserver running on the primary server The most likely problem is that the host server network is down or the host server file server process has failed Contact your Systems Manager The xx is the host system s error code Is to Microsoft s Word and Excel utilities On occasion these utilities will report an error which causes the application to abort Here are the documented errors that have been encountered to date From Unable to satisfy the Class is not licensed for use error 800A03EC Excel 2007 2014 by Sentinel Hill Software all rights reserved Possible Problem When attempting to print a document directly from Word and a problem exists on the network or the remote printer is probably not turned on When outputting a string to a spreadsheet there was a or character in the 1st characte of the string Excel thinks this is the start of an equation that does not make sense If possible insert the Single quote character as the 1st character of the string being output 514 Series 5 Accounts Receivable User Help Index A A R
563. w created protected as Read Only documents A password may be used to un lock them Refer to the applicable documentation for further details Jan 10 2012 amp For 2011 Series 5 Import Export Routine The generic routine to handle importing and exporting of data to spreadsheet or character delimited files has been enhanced to provide for CSV files that do not have allow quotes around character strings Dec 12 2011 CALLEREQ Program The CALLEREQ program has been revised to call either the W M s E Request Service routine or the new P I s On Demand Billing Service routine It no longer resides as a program belonging to the W M system rather it has been moved into the S M System s Management directory and library Please ensure the correct compile script files are installed Nov 11 2011 Interfacing with MS Office Excel and Word The logic provided to launch MS Excel or MS Word has been expanded to handle the case where MS Office was installed in C Program Files x86 Microsoft Office Office Previously the system only looked in in C Program Files Microsoft Office 2007 2014 by Sentinel Hill Software all rights reserved Introduction Office Oct 03 2011 Series 5 Email Generation A number of different application functions offer the ability to automatically generate and send emails This includes the emailing of invoices purchase orders statements customer quotes reports and other messages Th
564. ware all rights reserved a Series 5 Accounts Receivable User Help 6 6 15 D Ship Via Codes Maintenance Ship Via Code Modify the Properties of Ship Via codes are used by the Order Processing System The description is displayed on assorted screens and reports Ship Via Code Description EDERAL EXPRESS Field Definitions Ship Via Code This is the alphanumeric code assigned to the Ship Via Enter this code when a Ship Via code needs to be used within the Accounts Receivable system Description X 30 Is a description of the shipping method represented by the Ship Via Code This is printed on most reports and is displayed to most screens where the Ship Via Code is utilized Tax Codes Maintenance Different Series 5 systems generated Invoices for customers defined in the Accounts Receivable system Invoices potentially may require the computation of taxes depending on the country state province where business is carried out or where customers reside Tax Codes must be set up for the different taxable jurisdictions For example these might include Canadian GST or HST taxes State taxes or even municipal taxes The Tax codes define the 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 459 rate and a Tax Liability Account to which computed tax amounts are distributed for Two Tax Codes may be defined as properties associated to each master Customer Code on
565. ware all rights reserved ne Series 5 Accounts Receivable User Help Set the check mark to have the report output to a printer Print Queue drop down list Select the the Series 5 Printer Queue to which the report is to be output to A ee When outputting to a Printer Queue you may specify how many copies are to be printed You can print up to 9 copies This is a feature that is offered only on WIndows XP Vista and Windows 7 and is dependant on the type of printer and it s drivers When multiple copies are chosen they are printed collated Save To check box Set the check mark to have the report output to a disk file or folder on your system as either an MS Word Document a PDF Document or a simple ASCII text file Save To X 90 Enter the name of the directory folder to which the saved to disk report is to be written This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Save To field can be displayed So if you wish to choose a folder on your C drive enter CA in the Save To field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory
566. wever if you forget you may execute the Recalculate Customer Sales Stats s13 function to have these amount re tallied Accessing the Clear Customer Period to Date function From the AR Main menu select Clear Customer PTD from the Operations drop 2007 2014 by Sentinel Hill Software all rights reserved 296 Series 5 Accounts Receivable User Help down menu s V Accounts Receivable Operations Sales and Credit Entry Cash Receipts Entry Interface User Sales Trxs Undo Sales Batch Posting X Undo Cash Batch Posting Bulk Email Generator ail Compute Finance Charges Export AJR Distributions Print Customer Statements Print Dunning Letters Purge Accounts Receivables Set Customer Credit Limits Clear Customer PTD Clear Customer YTD Load AJR Open Items Clear Customer Period to Date Launch Screen The following screen is presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 297 W Clear Customer Statistics Period To Date BR Clear Customer Period To Date Statistics Within each Customer properties record the 4 R system accumulates totals of Sales Costs and Commissions over a specified period This period referred to as the Period To Date PTD is define based on how frequent this Clear Customer Statistics Period to D ate function is executed le if y
567. x Codes properties Tax Codes 1 and 2 Exempt Codes X 10 Should any customer by exempt from a specific tax you may record their Federal or State Provincial Tax ID codes Normally taxes are computed on the total taxable amount of sales reported on an invoice If the 2nd tax is to be computed based on the Total Taxable Tax 1 Amount then set this check box This is a compounded tax Compute Finance Charges Set this check box if Finance Charges are to be computed for this customer Used in conjunction with the Series 5 Customer Order Processing system Select the Ship Via code that would be most frequently used by this customer When orders are entered this code will be used as the default Also different Freight Rates may be established in the Customer Order Processing system s Price Code maintenance function Ship Collect or Prepaid radio buttons Used in conjunction with the Series 5 Customer Order Processing system Select whether orders are typically to be shipped Collect or Prepaid When orders are entered 2007 2014 by Sentinel Hill Software all rights reserved 402 Series 5 Accounts Receivable User Help this code will be used as the default Ship Partially Filled Orders Used in conjunction with the Series 5 Customer Order Processing system Select whether orders are shipped only if they are fully filled or if they may be shipped even if certain items have to be back ordered Allow Ordered Items to
568. xX When a customer has multiple values defined for a single particular Demographic Code they are stored in this file CUSTFILE Xxx Holds the master A R Customer records CUSTFUHL XXX This file holds the Customer s Follow Up records CUSTNOTE XXX This file holds the Customer s Notes records CUSTSEL XXX When a Cash Worksheet is generated specific customers may be selected This file holds the records of each Customer selected CUSTSUMY Xxx For each Customer record on the system there is also a Customer Sales Statistics record These are kept in this file DEMOCODE XXX This file holds the Demographic Codes records DFLTCUST XXX This file holds any Default Customer records that have been defined DLW innnn xxx This is a work file that is created when the A R Dunning Letters function is executed The nnnn is the PID of the user that ran the analysis DLW2nnnn xxx This is a work file that is created when the A R Dunning Letters function is executed The nnnn is the PID of the user that ran the analysis FINCHGFL XXX This file holds the A R Finance Charges Transaction records They exist from the time 2007 2014 by Sentinel Hill Software all rights reserved 498 Series 5 Accounts Receivable User Help aE until they are posted OPENAPLY XXX Each record in this file represents a total for every Open Item Apply To number that has been recorded in the R system These records remain on file until all corresponding Open
569. y Selecting to Display Items Associated to a Particular Code In certain grid based applications you will be able to display only those items associated to a particular master code There is a field in which you can enter the desired code In the example the screen displays all Open Items for a selected Customer 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface AR Open Item Inquiry Open Item Inquiry These are the un Purged Invoices and Payments associated to eag will appear on each Customers Statement Diaea Togh J Payer ton RESEARCH INC Customer 901461 v A tat ral HOUSTON TX i iian 2 008 2701708 aN In this example there are three ways that a given Customer may be selected 1 Enter the Customer Code whose items are to be displayed in the grid 2 Click on the icon to have the Customer Lookup window displayed and select the desired customer 3 Click on the Find Prior or Find Next icons for the prior or next Customer Code on file with items to be displayed Processing Tip When a grid application that offers a code to be selected is initially dis played that field is is normally blank If you wish to just display items for the 1st code on file click on the Find Next icon push button and the system will do the rest Search Function In all the grid based screen functions a Search function is provided 1 Click on the Searc
570. y Some points to note about the grid screen are as follows e When an item has been selected and had an amount applied to it a check mark is displayed in the first column e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions e You may apply a specific partial amount or edit an existing payment amount that has been applied by editing the amount in the Payment Applied column of the grid 2007 2014 by Sentinel Hill Software all rights reserved 232 Series 5 Accounts Receivable User Help e f you have an overpayment or the check is for a cash advance you can choose to have the Amount Remaining to Apply entered as an Open Credit Click the Apply as Open Credit push button in the Fast Button bar An Open Item will be recorded with an Apply To number of ZERO e f you have received a check that is to be applied to many Invoices click the Auto Apply push button in the Fast Button bar The system will automatically select as many invoices as it can starting with those with the lowest apply to numbers In order for an Invoice to be automatically selected there must be enough Amount Remaining of the check to be applied to zero out the Balance Due Operational Tip If you have a customer check that needs to be applied to more than one customer perform the following steps Enter the 1st transaction to the 1st customer as the full amount of the check On the Apply To grid
571. y those Customers that have or have not been enabled to have their Customer Statements emailed to them Al O Only Enabled All Customer are considered regardless of status Only Customers enabled for emailed statements are processed Only NOT Enabled Only Customers NOT enabled for emailed statements are processed 2007 2014 by Sentinel Hill Software all rights reserved 106 Series 5 Accounts Receivable User Help with Matching City 2s N Select only those customers whose City matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Country S S Select only those customers whose Country matches that entered Leave the field blank if itis NOT to be considered as a filter with Matching State Province X 5 Select only those customers whose State or Province matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Primary Phone Area Code 9 3 Customers have phone numbers Select only those customers whose Area Code matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Tax Code 1 X 6 Customers are assigned a primary Tax Code Select only those customers whose Tax Code 1 matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Tax Code 2 X 6 Customers are assigned a secondary Tax Code Select only those custom
572. yed for each of these functions D Sales Archive Inquiry EE Compute Totals for selected Sales Archive Items Totalling Select Options Customer Select Filters Demographic Selects Specify selection options to determine the items that will be totalled Document Number s All O Selected Include only the following Document Typefs Documents Dated Not Considered Between EI C_ O Inclusive Include only Documents for A Sales Batch Invoices Prepaid Invoice alesBatch Credits Refunds For 4 R Control Account Debits Finance Charges all O Selected Fields left blank are NOT considered in the selection process When generating the report the operator is also presented with the standard Customer Select Filters screen o and Demographic Selects screenl i These allow you to specify selected or ranges of Customers Customer Types Sales Representatives and or only those customers satisfying a variety of filter criteria For the Archive Journal report generated if archived will be catalogued with a report name of SALESARCHIVE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details pee 2007 2014 by Sentinel Hill Software all rights reserved Acco
573. ystem Captured Windows Maintenance The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer The routine used to capture a Windows printer was not working correctly under Windows 7 This problem has been fixed Feb 09 2011 2007 2014 by Sentinel Hill Software all rights reserved Introduction 31 For 2010 Default Reporting Output Destination In all Series 5 applications that generate reports that might normally be printed a Print Options screen is presented From this screen the operator may choose to have the output directed to a printer to be Archived to be just displayed to the screen to Browse or output as an MS Word or PDF file The default output has been changed to be just displayed to the screen to be Browsed Previously it was defaulted to be output to a printer Additionally should you desire to set the default output you may do so by inserting a variable in the runtime Configuration file The variable SHS RPT DESTINATION with a single numeric argument will provide the default target for generated reports where you would set the argument as follows 1 Tothe Printer 17 To Disk as an MS Word 2003 document 2 Archived 26 To Disk as an MS Word 2007 docume
574. zed 6 6 8 Order Return Codes Maintenance The Order Items Return code is used by the Series 5 Customer Order Processing system When goods are returned for each individual item a Return Code may be specified All Item Return codes that might be used in Series 5 must be maintained using this function In effect validating the Items Return Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code The Items Return Codes defined here are listed in the Series 5 A R Items Return Code LOV 2007 2014 by Sentinel Hill Software all rights reserved Accounts Receivable Menu Functions 443 Lookupl s window The Items Return Codes Maintenance function is accessed from the A R Main menu by select Order Items Return Codes from the Codes Maintenance drop down menu Order Items Return Codes Maintenance Grid Items Return codes are maintained using a Series 5 grid processing screen H Item Return Codes Maintenance File Edit Help Define Item Return Codes used Select to modify or delete or add a new Item Return Code You may also generate a report listing the codes already defined Exit Fast Buttons Go To Retum with Code tt ot ol Retesh Add a new Items R Code OVERSTOCK DAMAGED ORDERED BY MISTAKE UNKNOWN DISAPPOINTED X ORDER DUPLICATED ORDER CANCELLED BILL INCORRECT BAD DELIVERY ADDRESS Modify Modify the Items

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