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Accounts Receivable (version 12.04.34)

1. 6 Click on the tab line and then choose the program you want to use to open tab files Accounts Receivable X Export Printer Reports Samco Power Accounting 42 10 sg Open with Oo Choose the program you want to use to open this file P a tab Recommended Programs xX Microsoft Office Excel maa Microsoft Corporation Other Programs v l I L l Always use the selected program to open this kind of file Browse Accounts Receivable X Export Printer Reports Samco Power Accounting 42 11 Building business and technology relationships Appendix A Initializing Data Files Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often if ever But this function is included just in case If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the Installation and System Guide instructions related to the file recovery utilities CAUTION DON T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE ANY DATA FILE INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED To Begin Log into your Sam
2. 12 13 14 Enter your cash accounts using Cash accounts Accounts Receivable allows you to use an unlimited number of cash accounts These must also have been entered in the Valid G L Account File See the chapter titled Cash Accounts Enter A R control information using Control information The information in the A R Control File controls how A R is used by your company For instance you specify whether or not you want your company name printed on A R statements whether you use sales reps or commissions etc See the chapter titled Control Information If you use ship via information in your business enter ship via codes using Ship via A ship via code is used to specify the shipping method for your customer s order See the chapter titled Ship Via Enter the payment terms you use with your customers using Terms You must enter at least one terms code since you must enter payment terms for each customer in Customers See the chapter titled Terms Enter Customer type Setup codes for standardization These codes are entered in each customer s record and are used for categorizing reporting and providing pricing structures to the billing modules O E Pl and P S See the chapter titled Customer Types Enter Territory Setup codes if you wish to track customers and sales by territory See the chapter titled Territories Set up User defined fields Setup and the look up table codes if you will be cus
3. Balance forward Invoice Debit memo Finance charge Credit memo Payment TAMOUAWSYS In checking document types A through F if a document is found whose document number is the same as the apply to number then that document is the base document for the entire apply to group If no base document is found in this step then step 2 is used to determine the base document NOTE It is unlikely that a single document type would have more than one document whose document number is the same as the apply to number However if this occurs then it is the oldest document of that type which is taken as the base document Step 2 Determine if there is a debit document in the apply to group If a debit document is found then it is the base document If there is more than one debit document then the oldest debit document is the base document If no base document is found in this step then the apply to group consists of all credit documents and step 3 is used to determine the base document Step 3 The oldest credit document is used as the base document Aging by invoice date Documents in the apply to group whose document dates are earlier than the earliest aging period are not considered in order to determine the base document Documents whose document dates are after the aging date are not considered in order to determine the base document The document date of the base document is used to place the entire group into the
4. Label formats Only type S label formats shipping labels are valid for use with this new feature Before using this feature you will need to set up your quick customer label format and printer in Billing F2 Setup Control information To use this feature press F8 Q Enter a customer number or press enter for a customer name If ship to codes are available for the customer you will be offered the option of selecting which one to use Once the customer and shipping information is selected enter the number of labels to print and whether or not to use the default printer Y or N Other options include F1 for the next customer F2 for the next ship to address or F3 to manually edit override the customer shipping information Printing a Change Log This is a log of all changes that have been made to the Customer File which includes such information as who made what change You can either print or purge the change log If you want to purge the change log you must print it also If the use of change logs was not specified in the Company File see the Company Information chapter in the System Functions manual this selection will not appear From the Customers menu select Print change log You are asked if the file should be purged Follow the screen instructions The log will be printed If you answered Y to the purge question the Customer Change Log File will be cleared Print by User Selection Although the repo
5. 2 Starting customer 3 Ending customer Specify the range of customer s numbers to include Follow the screen instructions 4 Cut off date Enter the cut off date for open to items to be included in this report or F1 to include the latest open items 5 Start account 6 End account Specify the range of A R account numbers to include or F1 for the First A R account in the starting field or the Last account in the ending field ACCOUNT BALANCE REPORT Accounts Receivable Account Balances Report Samco Power Accounting 27 2 SAMCO Building business and technology relationships Va Chapter 28 Cash Projection Report This report is used to show receivables that are coming due over the next few days weeks months etc The report may be used to project cash flow Each customer s account is aged by due date for this report using the aging method balance forward or open item entered for each customer in Customers See the chapter titled Aging Report for a full discussion of aging by due date for balance forward and open item customers To Begin From the A R menu select Reports Cash projection You then see Accounts Receivable Cash Projection Report Samco Power Accounting 28 1 Enter the following information 1 Detail or summary Select D to print a detailed or S to print a summary report The summary report shows the total account balance for each aging period whi
6. 1 Starting account 2 Ending account Specify the range of account numbers to include Follow the screen instructions Accounts Receivable Distributions to GL Samco Power Accounting 33 2 See the note under field 7 Purge file in regard to the range of account numbers to include 3 Starting date 4 Ending date Specify the range of dates for distributions to G L Follow the screen instructions 5 Which date Enter D to use the document date or P for the posting date 6 Detail or summary You can print the report in full detail showing every distribution made for every transaction posted in summary by date or the totals for each account only Enter D to print the detailed report S to print the summary report by date or T for account totals only If you answered Y to SUMMARY POST DISTRIBS in the A R Control File there is no detail available for you to show See the Control Information chapter 7 Purge file Answer Y to purge the file after printing the report or N if you do not wish the file to be purged When the response is Y the user will be asked which kind of entries to purge A response of 1 should be used when all distributions in the specified ranges are to be purged while 2 is to be used when the desire is to purge only those entries which have already been interfaced to the General Ledger When the response to the purge question is N the user will be asked which kind o
7. 9 Misc chgs 10 Freight 11 Tax group 12 Tax amount 39 00 13 Reference 14 Cost 15 Sales rep 16 Comm amt TAB exit ENTER change Pg1 F2 Auto assign F5 Change screen Use the arrow keys to select the tax type you want to change and either override the calculated amount of tax or press Enter to change the taxable amount exempt amount and zero rated amount of the sale While changing these fields you can also press F1 to default to the remaining amount of the sale To change the tax exempt number for one of the tax types press F5 the window will change its display to the following Accounts Receivable Sales Samco Power Accounting 19 6 Sales Acme Enterprises Inc 8 Sale amt 9 Misc chgs 00 10 Freight 11 Tax group 12 Tax amount 36 00 13 Reference 14 Cost 15 Sales rep 16 Comm amt TAB exit ENTER change Pg1 F2 Auto assign F5 Change screen Select the tax type using the arrow keys and enter the customer s exempt number When you are finished viewing or adjusting the taxes press Tab to complete entering the transaction 13 Reference Enter any reference note you wish This note may be printed on the customer s statement depending on how your statement format is set up 14 Cost If you answered N to Are costs of sales used in Control information you are not asked to enter anything here This is the cost associated with the entry
8. A Fie Edit View Favorites Tools Help pack E JO Search gt gt Folders E Foer sync Address Control Panel Go g Control Panel ES TS aia Y wD a Sry F Accessibility Add Addor Administra Automatic Date Display Folder Fonts Game GB Switch to Category view Options Hardware Remov Tools Updates Tj Options Controllers ca BOQ es D b amp b Windows Update Intel R GMA Internet Keyboard Mail Mouse Network Phone and Power Printers and Regional and Driver for Options Connections Modern Options Faxes Language S 8 3 hse Scanners Scheduled Security Sounds and Spee System Taskbar and User Windows Wireless and Ca Tasks Center Audio De StartMenu Accounts Firewall Netwo Help and Support 3 Click on the Folder Options icon Accounts Receivable X Export Printer Reports Samco Power Accounting 42 5 Fulday Oueloys File Types Offline Files 4 Click on the Show common tasks in folders File Types Use Windows classic folders tab Browse folders aS Open each folder in the same window Open each folder in its own window Click items as follows oh Single click to open an item point to select Underline icon titles consistent with my browser Underline icon titles only when point at them Double click to open an item single click to select Restore Defaults Accounts Receivable X Export Printer Reports S
9. Depending on your selection in field 2 above specify the range of customer numbers names to include or use one of the options Options F1 For the First customer in the starting field or for the Last customer in the last field F2 To enter a person s name if printing by customer name 5 Last payment cut off date If you wish to exclude customers who have paid since the cut off date entered in field 1 enter a last payment cut off date here Only payments received on or before this Accounts Receivable Collections Report Samco Power Accounting 26 3 date will count in determining overdue items Or use the option F1 for no cut off date 6 Group by sales rep If you selected to print in customer name order you may answer Y to print the open items in order by sales rep 7 For which sales rep If you selected to print in customer name order and group by sales rep you may enter a Sales rep or F1 for All sales reps 8 Cut off balance due This field and the next one work together They allow you to show only customers with the oldest balances due of at least the amount you specify here For instance if you entered 1000 as the cut off balance due and next entered 2 as the cut off aging period only those customers who owe a total of 1 000 or more in either aging period 2 3 or 4 would be included in the report Enter the cut off balance due or F1 to have All customers included in the report regardle
10. Displaying the Form later in this chapter 2 Line number Enter the line number on which this field is to print or use the option Option F1 To display the next field on file within this group F2 To enter a calculation for later use by the Calculation register field see the section titled Calculations for instructions on using this function For a paginated form enter the line number within the group on which this field is to print For example if you specified that the first line for headers is 4 and the first line for line items is 10 there are 6 lines available for the header group This means that line numbers 1 through 6 would be valid entries here For a non paginated form any line number from 1 to 999 is valid If you pressed F2 to do a calculation refer to the section titled Calculations for further instructions on using this function 3 Column Enter the starting column in which to print this field or use one of the options Accounts Receivable Forms Samco Power Accounting 12 6 Options F1 To display the next field on file within this group that is on or above the specified line number F2 To insert a new line within this group F3 To delete the current line within this group Your entry may not be greater than the width of the form At Field number the screen displays as follows a R Form 821 34 Blank line foat nana 1 MEslculstion register Irv nunter 2 Printer faatura hs 2 disp
11. F7 Filter defined S Ship to Z Zoom Press F7 to use the new Filter feature Simply type in your search terms separated by spaces Enter The system will search the following customer fields for the search criteria that you entered o Customer name o Customer address 1 o Customer address 2 o City Accounts Receivable Customers Samco Power Accounting 16 3 o Province o Postal code The system will return a list of customers starting with the first customer that has one or more of your search terms in any all of those fields Press F1 to Turn off the find feature and return to the original choices noted above 2 Name Enter the company s name or use the option below to enter a person s name in the case where the customer is a person and not a company If the company name to be entered starts with The e g The Ace Company then you might want to enter the company name here as Ace Company The This allows the Customers by Customer Name Report to print this company with other companies whose names start with the letter A e g after Abbot Enterprises but before Advanced Associates Enter the company s name or F2 to enter a person s name instead of a company s name Pressing F2 again returns to entering a company s name Entering a Person s Name First name Last name If you use this option enter the first name and middle initial if you wish then the last name of the customer
12. Load your existing open items directly into the A R Open Item File of A R using Load A R open items For open item customers enter items separately to obtain the proper aging and discount calculations These entries do not create any G L transactions They only create open items in the A R Open Item File Print an edit list to verify your entries using Edit list from Load A R open items Set the customer balances using Set customer account balances This totals all open items invoices credit debit memos payments finance charges and balance forward amounts in the A R Open Item File and sets the posted and un posted account balances in the Customer File If no open items exist in the A R Open Item File for a customer the account balance is set to zero See the chapter titled Set Customer Account Balances 17 Run Data integrity check to ensure that the actual and calculated amounts of information in the data files are equal If there is a difference between the actual and calculated amounts set these equal at this point Later you will be running data integrity checks periodically to verify the accuracy of the information in your data files Here you are setting them equal so that you can detect and resolve variances later See the chapter titled Data Integrity Check Begin using the A R package on a regular basis entering all items dated later than the cut off date From this point on make all sales en
13. Prior to running this selection you should ensure that you have posted all sales transactions cash receipt transactions and finance charge transactions for the current period Then you should print out a customer list sales rep list and any sales analysis reports if you are using Sales Analysis in order to obtain a permanent record of the final period to date figures and corresponding year to date figures for your customers The term period as used here may either be your accounting period or it may be a longer or shorter period of time as you choose For example you could follow the procedure above and close A R each week In this case the period to date figures on the reports listed above would be weekly figures Alternatively you could close A R once a quarter in which case the period to date figures would be quarterly figures You may define your period in A R as your accounting period or some other time period because closing a period in A R has no effect on General Ledger The interface between A R and G L is through the selection Get distributions described in the G L User Manual Also see the chapter in this User Manual titled Distributions to G L The current period in A R is determined by the Current period end date in Control information f you post transactions which are dated after this date they will not appear in the period to date totals Instead they are added to a next period holding field which is not acc
14. The open item method allows you to apply each cash receipt payment you receive or credit memo to one or more specific sales invoices debit memos or finance charges You can partially pay or skip specific items applying payments to later items if you wish Of course the A R package is always capable of calculating the total balance due from an open item customer and does so upon request But the ability to look at older not fully paid invoices from back months can be helpful especially for highly active customers who pay by specific invoice number Balance Forward Method Balance forward accounting allows the summarizing of items into a single balance brought forward amount When a payment is received from a balance forward customer the payment is always applied to the oldest unpaid item s The balance forward method of controlling a customer s account is often useful for customers who buy only occasionally and whose accounts usually contain only a few transactions Aging To age means to determine how old a sales document is You may select to age either by Due date or by Invoice date Four aging periods are available in A R normally structured as Current 31 60 days 61 90 days Over 90 days This software allows you to use the above aging periods or to define your own When aging is done by invoice date a document becomes 1 day old on the first day after the invoice is posted An invo
15. When printing the Customers by Customer Name Report the last name will be used for alphabetical placement For instance if you enter John Smith after pressing F2 and then print a Customers by Customer Name Report this customer would print after Sara Samuels and before Barry Spencer When a customer s name is entered in this format you may search for the customer using the customer s last name For example in the Sales selection when entering an invoice you can search on the customer s last name if you do not have the customer s number when entering the invoice Since you may only easily search on the last name it might not be advisable to use this format if you have a very large number of customers who have the same last name Accounts Receivable Customers Samco Power Accounting 16 2 NOTE If you change an existing customer s name it will also be automatically changed on all recurring sales for the customer If you have several recurring sales set up for this customer this may take some time Address 1 Address 2 City Prov Country Postal code CON OO U1 KR W Enter the customer s address NOTE The country field is set to the default country in Control information 9 Fax number Enter the customer s fax number 10 Contact 1 Enter the name of the primary person to contact at the customer s location or press F1 to use the Contacts window see below Phone If you answered Y to Use c
16. You then may make any desired changes by entering an account number and following the screen instructions To exit from this screen press Tab instead of entering an account number You can exit only when the amount remaining to distribute is zero Accounts Receivable Sales Samco Power Accounting 19 9 Entering Job Distributions Job Cost Interfaced JOB COST NOTE If you are not using the Job Cost package skip to the section titled Changing amounts on existing transactions later in this chapter If you have selected to distribute sales as specified in the A R Control File and the document type is an invoice or a debit or credit memo a second screen displays which shows amounts to be distributed a TC AR Sales Emer 0 Pie Fie Edt AR IC OE SA AP PC G JC PO BR M O PS TC PA OX SR SF Hep O Xwt 4t COO ARO 4P8 at Sales Acme Enterprises Inc Enter Customer 1 Elliot Ent Doc 1234 Type Sale amt 300 00 Misc chgs 25 00 Distributed 00 1 Job 2 Sub job 3 G L acct 4 Amount Amt remaining to distribute 325 00 5 Reference Job Sub Account Amount Automatic distribution to misc freight accounts Y If there are miscellaneous charges or freight on this transaction that will not be distributed to jobs and if you have set the A R Control File to distribute miscellaneous charges and or freight then when you enter the distribution screen you are asked Automatic distribution to misc and
17. 3 age days in prd 2 Enter the upper limit of the second aging period first past due period or use the option F1 for an upper limit of 60 days 4 age days in prd 3 Enter the upper limit of the third aging period second past due period or use the option F1 for an upper limit of 90 days 5 age days in prd 4 Accounts Receivable Control Information Samco Power Accounting 7 2 Enter the upper limit of the fourth aging period third and last past due period or use the option F1 for 999 999 means that the upper range is unlimited Documents aged up to and over 999 days are included in period 4 Entering any number other than 999 causes documents older than the number entered to be ignored and not shown on the aging report For instance if you entered 150 a document 170 days old would be ignored 6 Aging period 1 descrip Enter a brief description of this aging period or use the option F1 for Current The descriptions for this field and the next three fields will be printed on the Aging Report categorizing the A R open items 7 Aging period 2 descrip Enter a brief description of this aging period or use the option F1 for Over 30 days 8 Aging period 3 descrip Enter a brief description of this aging period or use the option F1 for Over 60 days 9 Aging period 4 descrip Enter a brief description for this aging period or use the option F1 or Over 90 days 10 Use sales reps If you an
18. Amount 1 Amount 2 Apply to count Apply to number Assigned cust number Assigned cust name Chit gratuity Chit revenue Chit surcharge Document amount Document date Document number Document type Due date Tax amount Posted date Accounts Receivable Samco Power Accounting Y already printed on previous statement Amount of document without any sign if credit For document type I C B and D amount 1 is the portion of the document total that is subject to discount For document type P amount 1 is the cash receipt amount For document type F amount 1 is the finance charge amount For document types I C and D this is the amount not subject to discount For document type P amount 2 is the discount amount A counter used when sorting by apply to number order see the section titled Apply to Counter near the end of the chapter for details on using this command Document s apply to number FishPro The number of the customer from which the document has been assigned FishPro The name of the customer from which the document has been assigned Chit Manager Total gratuity from chit transaction Chit Manager Total revenue from chit transaction Chit Manager Total surcharges from chit transaction Either balance owing or original total of the document depends on selection criteria when printing statements Document date Document number Invoice C Credit Memo D Debit memo B
19. Have a final date before the current date Selecting Recurring Sales for Use Here you select which recurring sales are to become invoices Accounts Receivable Recurring Sales Samco Power Accounting 20 10 To create an invoice from a recurring sale you must select it for use here first next run the Use selected function below to transfer it to the Sales Transaction File where it becomes just like any other invoice You may choose either automatic or manual selection From the Sales menu select Recurring sales Select for use Enter the following selection criteria 1 Select by Specify whether to select invoices in order by C customer number N customer name or G group Then follow the screen instructions 2 Next date cut off If you want to select only recurring sales with a next due date on or before a specific date enter that date here Or use the option F1 for no cut off date 3 Selection method If you are using variable recurring sales see the discussion in field 3 Type near the beginning of this chapter Choose A automatic or M manual selection of recurring sales Automatic selection If you choose automatic selection recurring sales will be selected automatically based on the criteria entered above Manual selection If you choose manual selection the recurring sales meeting the criteria above will be displayed one by one for you to manually select which ones to tu
20. MAINTAIN PACKAGE PASSWORDS and activate or deactivate access to this feature i e ACCOUNTS RECEIVABLE gt CUSTOMERS gt PURGE INACTIVE CUSTOMERS Usage Based on the selection criteria the system will NOT purge a customer record and its associated history if there is a debit or credit balance on the customer s account non zero balance has open items if there are any un posted transactions e g cash receipt order invoice for the customer on file un posted balance if the selection criteria will result in all customers being purged OR no customers being purged Based on the selection criteria the system WILL purge a customer record if the customer s last sale date is 00 00 00 Best practice is to print the report review the results and then purge the customers selected Accounts Receivable Customers Samco Power Accounting 16 29 When you purge a customer the customer record and its associated history is removed from the system However the invoice history in Billing and or Professional Invoicing remains intact The account number for the purged customer is replaced with the word DELETED Go to AR gt CUSTOMERS gt PURGE INACTIVE CUSTOMERS Start customer F1 First OR enter a customer code OR use the search feature End customer F1 Last OR enter a customer code OR use the search feature Customer type F1 All OR enter a customer type code OR use the search
21. Tab to print an error report and return to the Sales menu If any errors occurred after the first record the IMPORT FAILED screen will be displayed press Tab to return to the Sales menu If the import completes successfully the IMPORT COMPLETE screen will be displayed Press Tab to return to the Sales menu Once the import is complete use the Edit list function from the Sales and Cash receipts menus to ensure that the imported information is correct before posting Any changes made should also be made to the system the transactions originated from NOTE The import file is not automatically purged when the import is successfully completed Accounts Receivable Sales Samco Power Accounting 19 23 Chapter 20 Recurring Sales Use this selection to handle sales which you know will be repeated periodically Such things as blanket orders instalment loan repayments received and rents received are in this category You can produce invoices periodically from these recurring sales Here you can do the following e Enter recurring sales e Print an edit list of them e Select them e Print a list of expired recurring sales see Printing an Edit List e Use the selected recurring sales i e use them to create regular invoices To Begin Select Sales Recurring sales Recurring sales Enter Entering Recurring Sales This is the screen you see Accounts Receivable Recurring Sales Samco Power Acc
22. This way you don t have to type in a new document number each time or remember what the last document number was NOTE Numeric document numbers e g 898980 will appear before alphanumeric document numbers e g 1 8080 on reports which are sorted by document number 3 Doc date Enter the document date The date entered here is used as the aging date on the Aging Report and Collections Report when you age these reports by invoice date Each time you start this function this field contains the current date You can either press Enter to use that date or enter any other date you want Thereafter the field contains the last date entered 4 Doc type There are 4 valid document types Accounts Receivable Sales Samco Power Accounting 19 3 invoice C credit memo D debit memo F finance charge If you just press Enter without entering a document type the document type becomes the same as the last one you entered The first time you reach this field the last one entered is assumed to be an invoice Existing sales entries If a sales entry exists for the customer number document number and document type you ve entered you ll be allowed to make changes to it Otherwise it s the same as if you re making a new sales entry Finance charges NOTE If you wish to cancel a previously posted finance charge you must enter a new finance charge with a negative amount so that all files will be correctly
23. completely remove historical documents from the Historical Open Item file or to print a report showing which documents are eligible to be purged To begin select Purge open item history from the Open item history sub menu The following screen appears Enter the following data 1 Starting customer 2 Ending customer Enter the range of customer numbers for which fully paid documents are to be included in the purge Follow the screen instructions Only customers in the specified customer number range will have their paid open items purged Accounts Receivable Open Item History Samco Power Accounting 37 4 3 Thru what date This is the last date for which paid open items will be considered for purging All open items dated after the entered date will be left on file whether or not they are fully paid Enter a date or Enter to default to the current date displayed 4 Stmnt cycles to purge Enter up to five statement cycle codes Only those customers having codes matching these will have their paid A R historical open items purged Enter a code press Enter enter the next code press Enter etc or F1 for All statement cycle codes If you enter fewer than five codes press Enter twice after the last code entered to indicate that you are through entering codes 5 Purge file Answer Y if you want to have the fully paid items removed from the A R Historical Open Item File The Purge Report p
24. in this field up to the maximum shown or Enter for the maximum shown 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum shown or use Enter for the maximum shown 8 Commas If the field has less than 4 integer digits Not applicable displays here Answer Y to use commas when printing this field 9 Leading zeros Press Enter if you want to have the field displayed with leading blank spaces or use one of the options Options 0 To have 0 s filling the space in front of the number i e 123 00 is printed 000000123 00 Accounts Receivable Forms Samco Power Accounting 12 12 To have s filling the space in front of the number i e 123 00 is printed 123 00 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter which designates how negative numbers are printed as follows R minus sign to the right of the number 99 99 L minus sign to the left of the number in a fixed position 99 99 F minus sign to the left of the number in a floating position 99 99 C CR to the right of the number 99 99CR P enclose number in parentheses 99 99 When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Date Fields The following field displays for each date or time field 6
25. 1 description Enter a description of period 1 or F1 for period 1 cut off date to aging date 4 Cut off date for prd 2 Enter the starting date for period 2 or use F1 for a date one month earlier than the period 1 cut off date 5 Period 2 description Accounts Receivable Aging Report Samco Power Accounting 25 12 Enter a description of period 2 or F1 for period 2 cut off date to day prior to period 1 cut off date 6 Cut off date for prd 3 Enter the starting date for period 3 or F1 for a date one month earlier than the period 2 cut off date 7 Period 3 description Enter a description of period 3 or F1 for period 3 cut off date to day prior to period 2 cut off date 8 Cut off date for prd 4 Enter the starting date for period 4 F1 for a date one month earlier than the period 3 cut off date or F2 for Unlimited In this case all documents older than the period 3 cut off date will be included in aging period 4 9 Period 4 description Enter a description of period 4 or F1 for period 4 cut off date to day prior to period 3 cut off date If Unlimited was chosen for the previous field the option is Older than period 3 cut off date After pressing Enter at Field number to change you may select F1 to review your entries on the previous screen and this one or select F1 to print the aging report If you select to print you then have the option of saving you
26. 3 15 90 to 4 10 90 2 28 90 to 3 15 90 etc You can use the default aging periods entered in Control information or enter period definition for this report only The Collections Report shows how much each customer owes in each of these aging periods Merge file Alternatively you also have the option of creating a delimited ASCII merge file which can be used for importing into most popular word processors spreadsheets and Accounts Receivable Collections Report Samco Power Accounting 26 1 databases A common use for this is to merge the output into a form letter for collecting overdue or delinquent accounts A delimited ASCII file is a human readable data file The file created by this option is made up on one record for every applicable customer account Each record consists of fields which are separated delimited by a user definable delimiter usually a or symbol For example a delimited ASCII file may look something like this ABC100 ABC Company 100 Mackenzie Cr Brandon MB Another example would be ABC100 ABC Company 100 Mackenzie Cr Brandon MB Notice that each field is separated by a comma in the first example and a plus symbol in the second example A detailed explanation of the merge output file and the options for exporting are explained in the section titled Merge File at the end of the chapter To Begin From the A R menu select Reports From the Reports sub menu select Collections You
27. 8 SEU CUSTOMER Fie dS se nerens nrnna e EE REEE A EE R a EEA a a 8 Accounts Receivable Table of Contents Samco Power Accounting 6 Chapter 1 Understanding Accounts Receivable Congratulations for selecting Samco s Accounts Receivable module to manage you customer base and cash flow Product Description The Samco Power Accounting Accounts Receivable package also referred to as A R includes those features most asked for by thousands of users whose experiences over the years with earlier versions of this package have helped refine it to its current mature level e Handles both open item and balance forward customers e Provides maintenance and lists of the sales reps customer files etc e Allows sales to be entered edited and posted with edit list and journal e Allows recurring sales to be entered edited and selected to turn into invoices e Recurring sales can be selected by cut off date and group allowing automatic selection e Allows cash receipts to be entered edited and posted with edit list and journal e Allows payment terms to be based on days or on day of next month e Allows aging of accounts to be based on days or day of next month e Prints an aging report and collection report in two different formats e A cash projection report is provided e Allows on line customer account inquiry In addition and Instant Aging function is available to view a customer s aging and account status from any point i
28. 81 6 30 08 6 30 08 1 00 8 31 08 65 9 30 08 210 00 10 07 08 11 06 08 52 50 10 19 09 1 00CR 10 19 09 81CR 10 19 09 52 50CR 10 19 09 65 5 69CR 0 000172 Inve 12 16 09 9008 1 15 10 1 468 43 ar i 1 672 74 1 731 74 a 1 672 74 60 COCR You may want to experiment with different combinations to achieve your desired result Accounts Receivable View Customer Accounts Samco Power Accounting 23 6 Accounts Receivable View Customer Accounts Samco Power Accounting 23 7 Chapter 24 Finance Charges Use this selection to calculate and post finance charges on overdue open items Finance charges will be calculated on overdue items for every customer who is liable for finance charges as specified in Customers Fin chg Calculation of Finance Charges Finance charges for balance forward customers are calculated differently from open item customers Balance Forward Customers Finance charges are calculated by considering every document on file for the customer In Control information you specified whether the aging date for each document is the document date or the due date Each debit document is aged in comparison to the cut off date you will enter below If the age of the debit is greater than the number of days past due allowed this debit is added to the total on which finance charges will be assessed Payments and credits are subtracted from this total if their aging date is on or before the enter
29. 9 Period 4 description Enter a description for aging period 4 or use F1 for Over number of days in period 3 days After pressing Enter at Field number to change you may select 1 to review your entries or select 2 to print the aging report If you select to print you then have the option of saving your entries to use the next time you print the report Aging periods by specific dates The first aging period ends with the aging date and starts with the cut off date For instance if the aging date was 9 30 90 you could enter a period 1 cut off date of 9 1 90 period 1 would then be from 9 1 90 to 9 30 90 The starting dates of aging periods 2 3 and 4 are defined by the cut off dates you enter The ending date of each period is the day prior to the cut off date of the period entered earlier For instance if period 1 was from 9 1 90 to 9 30 90 and you entered a cut off date of 8 1 90 for period 2 period 2 would be from 8 1 90 to 8 31 90 Note that the ending date of period 2 is one day less than the period 1 cut off date Enter the following information 2 Cut off date for prd 1 Enter the starting date for period 1 or F1 for a date thirty days earlier than the aging date The actual date will depend upon the number of days in the month in which the aging date falls For example if the aging date is 9 30 02 the F1 key will yield 9 01 02 If the aging date is 8 15 02 the aging date will yield 7 16 02 3 Period
30. Aging Report Samco Power Accounting 25 7 Enter up to 10 different customer types to include on the aging report or press F1 for all 9 Print DR CR bal customers Type D to print only customers with a debit balance as of the aging date C to print only those with a credit balance or B to print both types 10 Show zero bal customers An entry is allowed here only if you selected in field 7 to print both customers with a debit balance and those with a credit balance Your answer here determines whether customers with a zero balance as of the aging date appear on the report 11 Report format Enter F to print more information on the client and the account B for a brief report providing basic customer data with aged totals or A to print basic customer data with the customer s account balance no aged totals 12 Detail summary or merge file Type D to print all un purged open items S for a summary report which does not include any open item data or M to generate a merge file The summary report shows the total account balance for each aging period while the detailed report shows all items for each customer in addition to the aging balances 13 Merge file name This field only applies if you set the previous field to M If not it will be skipped and Not applicable is displayed Enter a name for the merge file or press Enter to default to ARAGE DAT This will create a file in your default Samco applications dir
31. Ledger enter the same date as the CURRENT PERIOD ENDING DATE in the G L Accounting Period File If you do not use G L enter the last date of the accounting period you are in This date is used as the basis for the period to date accumulations in the Customer File and Sales Rep File It must be accurate and cannot be skipped When a sale is posted its amount will be added to the period to date fields if its document date is on or before this period end date If its date is after the period end date its amount will be held internally in a different field and rolled over when you run the Close a period selection See the chapter titled Close a Period 48 Last period end date Enter the date on which your last period ended This date is automatically maintained by the system when you run the Close a period function 49 Last year end date Enter the date on which your last sales year ended This date is automatically maintained by the system when you run the Close a period function for the year 50 Label printer number Enter the printer ID number which will be used as the default when printing customer labels To select a default printer from the printer selection window press F1 51 Labels always mounted Answer Y if you do not want to be prompted to load labels into the printer Remain Enter the quantity of labels remaining on the label printer The system keeps a count of the number of labels remaining based on the
32. Options F1 To print statements for the default A R account F2 To scan through the A R accounts on file Enter To print statements for All A R accounts If you chose to print by postal code enter the range of postal codes Follow the screen instructions If you chose to print by sales rep enter the sales rep or press F1 for All 9 Cut off balance due This field and the next one work together in exactly the same way as the similar fields for the Collections Report They allow you to print statements for only customers with the oldest balances due of at least the amount you specify here For instance if you entered 1000 as the cut off balance due and next entered 2 as the cut off aging period only those customers who owe a total of 1 000 or more in either aging period 2 3 or 4 would be included in the report Enter the cut off balance due or F1 to print statements for All customers regardless of their balance due 10 Cut off aging period If you pressed F1 for All in the preceding field this field will automatically be set to All This field works together with the preceding one Accounts Receivable Statements Samco Power Accounting 29 3 Specify which aging period s will be considered for the cut off balance due For example if you entered 3 only customers with a balance greater than the cut off balance in either aging period 3 or 4 would be included Enter the aging period or F1 for All agin
33. Recurring Sales for Use For the fixed type the cursor is positioned at Field number to change in Select for use and you can change the sales amount and associated fields from there For the variable type a varying sales amount and associated fields are easier to enter since the cursor is automatically positioned for entry at each in turn in Select for use So if the amount usually varies from period to period choose variable for ease of use later If it is almost always the same choose fixed Automatic and Manual selection When you select recurring sales for use you will be able to choose between automatic and manual selection In manual selection you may enter changes to the sales amount and associated fields as above This is most suitable for variable recurring sales since you would usually want to make such entries In automatic selection the recurring sale fixed or variable is automatically selected without any further entries This is most suitable for fixed recurring sales which usually require no changes In the next field Group you could set up separate groups for fixed and variable recurring sales Then you could choose the fixed recurring sales group in Select for use and use automatic selection for them Similarly you could choose the variable Accounts Receivable Recurring Sales Samco Power Accounting 20 3 recurring sales group and use manual selection for them so that you could enter
34. Recurring sales file ARRCURTC 2 A R notes file ARNOTFTC 22 Recurring sale aux file ARRAUXTC 3 Cash account file CS6HACTTC 23 Cash receipts file CSHTRXTC 4 A R account file ARACCTTC 24 Cash application file CSHAPLTC 5 AFR codes file ARCODSTC 25 Finance charges file FCHTRXTC 6 A R form file ARFRMETC 26 Sales file SLSTRXTC 7 A R freight file ARFRTFTC 27 Sales auxiliary file SLSAUXTC B Sales rep file SLMPILTC 28 Sales diet file SLDTRXTC 9 Customer file CUSPILTC 29 Tax collected file TAXFILTC 10 Customer auxiliary file CUSAUXTC 30 Cash job file CsHIOBTC 11 Customer contacts file CUSCONTC 31 User defined codes file ARUDCFTC 12 Customer history file CUHFILTC 32 Customer changes file CNGCUSTC 13 A R open item file AROPENTC 33 Open items log file AROLOGTC 14 Open item history file ARHOPNTC 34 pre auth payment file ARPAPETC 15 Open item detail file ARDETLTC 16 Detail history file ARHDTLTC 17 Unpeosted items file UNPOSTTC 18 Commissions due file COMPILTC 19 A R dist to G L file ARDISTTC 20 Cash history file KSHHETTC Press F1 for An Enter the following information Please select file Enter the number of the file you wish to rebuild or press F1 to rebuild all of the A R data files A new scree
35. Report at a particular point in time The aging method used here is the same as in the Aging Report See the chapter titled Aging Report for an explanation of aging methods for balance forward and open item customers However it differs from the Aging Report in that invoice balances include all documents received up to the date the report is printed You can either define aging periods by days 0 30 days 31 60 days etc or by specific dates 3 15 01 to 4 10 01 2 28 01 to 3 15 01 etc You can use the default aging periods entered in Control information or enter period definition for this report only The Historical Collections Report shows how much each customer owed in each of these aging periods For explicit details on reporting options please refer to the chapter titled Collections Report To begin select Print historical collections from the Open item history sub menu Printing historical statements Use this function to print historical customer statements Accounts Receivable Open Item History Samco Power Accounting 37 3 Statements should be printed before the Purge Open Item history file function is run since purging removes those transactions which have been fully paid from the file To begin select Print historical statements from the Open item history sub menu Please refer to the chapter titled Statements for explicit instructions on reporting options Purging open item history Use this function to purge
36. Terms on the document User who posted the document Posting date Screen 3 Reference Sales Rep Commission Due The commission amounts shown are for documents which have not yet been logged as fully paid using Fully paid open items See the chapter titled Fully Paid Open Items Screen 4 Amount 1 Amount 2 For document types I C and D amount 1 is the portion of document total that is subject to discount and amount 2 is the amount not subject to discount For document type F amount 1 is the finance charge and amount 2 is not used For document type P amount 1 is the cash receipt amount and amount 2 is the discount amount For document type B amount 1 is the amount subject to discount For details on customizing the screens to your personal preference refer to the section titled Setup Screen later on in this chapter To Begin From the A R menu select View customer accounts Enter the following information Customer Enter the customer number or use one of the options Options F1 For the next customer in customer number order Accounts Receivable View Customer Accounts Samco Power Accounting 23 2 Enter To look up the customer by name F4 To change to the setup screen for customizing the viewing options to your personal preference see the section titled Setup Screen for details on this function Start date Enter the date of the earliest document to display or press F1 for the Ear
37. Total applied to jobs 17 Reference F4 next job Accounts Receivable Cash Receipts Samco Power Accounting 21 19 14 Job Enter the number of the job you wish to apply this payment to or press F1 to display the next job on file The job must be on file and its status must be either active or closed Sub job If the job does not have sub jobs or it has sub jobs but doesn t allow billings for sub jobs you will not be asked for a sub job If this job bills for its sub jobs you must enter the sub job number that the payment is being applied to The sub job must be on file for the job 16 Total amount This is the total amount being applied to the job Enter the amount or F1 to default to the total credit amount remaining for this cash application The total amount applied to jobs cannot exceed the total credit for the apply to document 17 Reference Enter a reference for this payment for the job 18 Retainage pd This field is displayed only if you answered Y to USE RETAINAGE RECEIVABLE in the Job Cost Control File See the Glossary for a definition of retainage It applies primarily to the construction industry Enter the amount of retainage being paid with this payment It cannot exceed the total amount entered above You are allowed to change the information in fields 15 through 17 You are not allowed to change the job number or sub job number You may now enter another job distribut
38. a screen appears for you to enter the customer number document number and document type invoice CR memo DR memo finance charge or payment Accounts Receivable Customer History Samco Power Accounting 39 5 Enter the following information Customer Enter the customer number or use the options Options F1 To scan through the customers on file Enter To look up a customer by name When you select a customer number the terms and the balance method fields automatically show what was set up in the Customer file Document Enter the number of the document you wish to view or Enter to view Cash items The Doc type field is automatically set to Payment Doc type Enter the type of document you wish to view l For invoice P For payment C For credit memo D For debit memo F For finance charges B For balance forward Information on the document displays Accounts Receivable Customer History Samco Power Accounting 39 6 endale NB ELE 7R7 O E order 1 Balance Forward Customer Choose one of these options Options F1 To reselect a customer F5 To see more information on this customer F6 To see or enter notes on this customer If open item documents are also on file for this customer you are advised of this Open Item Customer Choose one of these options Options F1 To reselect a customer F2 To see documents with the same apply to number as the document selected If balance forward
39. accounts receivable account will be credited by the full amount paid on jobs even if there is some retainage being paid The retainage receivable account should already have been credited in the Sales selection See the important note at the end of the chapter titled Sales for a full description of how to credit the retainage receivable account Accounts Receivable Cash Receipts Samco Power Accounting 21 22 NOTE See the Job Cost User Manual for a definition of retainage If you are not using retainage you can ignore the above comment about it Accounts Receivable Cash Receipts Samco Power Accounting 21 23 Chapter 22 Change Apply to or Due Date Use this selection to change either the due date or the apply to number for any A R open item Due Date Reasons for changing the due date are varied This might be required if the due date was entered incorrectly or if there was a change in customer terms for an open item Apply to Number The usual reason for changing an apply to number is to apply an open credit to a specific invoice This situation can occur when payment e g a deposit is received from an open item customer prior to the time at which the invoice is entered into A R The deposit would be entered as an Open credit using Cash Receipts at the time it is received Later when the invoice is entered and posted using Sales you would then use Change Apply to Number or Due Date to change the apply to num
40. an Forms 12 20 Page number Payments LYR Payments YTD Sales rep Sales rep name Sales LYR Sales YTD Skipper name Statement cycle Statement date Statement comment System date Tax charged Terms code Terms description Terms discount pct Terms type Total amount Total credit Total debit Total payments Member amt prepaid Accounts Receivable Samco Power Accounting The current page number of the form being printed Payments last year field from Customer file Payments YTD field from Customer file Sales rep from the Customer file Sales rep name from the Sales rep file for the sales rep from the Customer file Sales last year field from Customer file Sales YTD field from Customer file FishPro Name of the skipper for the boat from the Customer file Statement cycle from the Customer file Statement date from the criteria used to print the A R statements Line 1 or 2 from the statement comments entered Current system date Tax 1 through 15 charged on the invoice Terms code from the Customer file Description from the terms code in the Customer file Discount percentage from the terms code in the Customer file D due days P proximo Total amount owing on the customer s account for this statement Total credits for the statement period Total debits for the statement period Total payments received during the statement period Chit Manager Total prepaid on the members acco
41. an open item has already been entered for the customer number document date document number and document type you specify that open item will appear and be available for changes or deletion You must also specify the apply to number to find a credit memo or payment Enter the following information 1 Customer For a new open item Enter the customer number for the item After you have entered the first A R open item enter the customer number of the item or Enter defaults to the last customer number entered For an existing open item Enter the customer number document date document number and document type for the existing open item or F1 to scan through the open items on file For credit memos and payments you must also enter the apply to number 2 Doc date The first time you reach this field it automatically contains the current date You can either use that date or enter any other date you want by typing it in Thereafter the field automatically contains the previously entered document date 3 Doc Enter the document number of the A R open item or Enter to enter a cash payment Cash displays 4 Doc type Enter the document type for this open item invoice P payment C credit memo D debit memo Accounts Receivable Load A R Open Items Samco Power Accounting 17 3 F finance charge B balance forward If you pressed Enter for Cash in field 3 this field is
42. and then select the date range of cash receipts to include on the deposit slip From the Cash history menu select Prepare deposits You see Enter the information as follows 1 Cash account Enter the cash account number for this deposit or use one of the options Options F1 To select the default cash account in the A R Control File F2 To scan through the other cash accounts on file 2 Deposit Enter the number of the deposit being prepared or F1 to default to the current deposit number for this cash account Accounts Receivable Cash History Samco Power Accounting 36 3 If this is a new deposit you see STARTING NEW DEPOSIT Is THIS OK Type Y to continue preparing this deposit If this is not a new deposit the current total of cash receipts already included in the deposit appears You can change a deposit even after the deposit slip has been printed if it has not yet been transferred to the B R package or if you are not using the B R package If you change a deposit that has been printed you must print it again before you can transfer it to the B R package 3 Deposit date Enter the date of the deposit If this is not a new deposit the date already entered automatically displays and you can change it when FIELD NUMBER TO CHANGE appears 4 Start receipt date 5 End receipt date Specify the date range for the cash receipts you want to include on this deposit slip Follow the
43. appear C create new export file or A add records to existing export file Enter C to create a new export file and over write any pre existing ASCII export for this data file or enter A to add the records selected for conversion to any pre existing ASCII export file on the device specified After selecting which type of file to create the screen then clears and the ASCII file name is displayed along with a counter of the number of records exported If you had selected All at the Please select file it is assumed that you wish to create a new converted file After the Any change prompt the screen clears and the ASCII file name is displayed along with a counter of the number of records exported for all files The Export a file menu reappears after the file or files selected have been exported so that you may choose another file After you have completed running the convert routine press Tab at the Please select file prompt A window will appear for you to select how to print the export log Restore an exported file This function is used to restore one of more of the listed data files from the flat ASCII file format to the internal format The exported file is read in and an output file is created in the company sub directory with the name xxxxxx DAT Where XXxXxxx is the file name From the File utilities menu select Restore an exported file Accounts Receivable File Utilities Samco Power Accounting B 4 Fil
44. browse through the notes in time sequence later These notes are never printed on statements so the customer will never see them NOTE This notes function is different from the Extended Functions notes Customer notes entered here are not accessible through the Extended Functions and vice versa A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Abandon Change heading Delete Exit Jump Load from Alternate Accounts Receivable Samco Power Accounting Abandon any changes to the current note and exit the notes function Override the date and time stamp of the note Permanently deletes the note Exit the notes function Allows you to enter a specific date for viewing notes Load notes from another client Customers 16 15 New Start a new note If you have made any changes to the current note those changes are lost Print Print a copy of this note Save After entering a note this selection permanently saves the note Find PgUp View an earlier dated note PgDn View a later dated note Home View the earliest dated note oldest End View the newest note on file Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note While entering a note the following keys and rules apply F1 Access the menu selections described in the p
45. click Advanced Accounts Receivable X Export Printer Reports Samco Power Accounting 42 8 How to set the default for opening a Samco tab file in Windows 7 1 Begin by clicking on the Windows icon 2 Click on Control Panel Documents ras Pict Es Micrdsoft Word aoa Music X Microsyft Office Excel 2007 Computer Control Panel 8 Mozilla Thunderbird f hal Snagit 10 Editor gt Devices and Printers e Default Programs M1 Samco 11 04 33 45 ee Help and Support fs 4 excalibur 34 u Snagit 10 3 Click on the Default Programs icon Adjust your computer s settings We Action Center a Color Management Desktop Gadgets Ease of Access Center P Getting Started e Internet Options Lenovo HD Audio Manager P Mouse amp Personalization ial Programs and Features k J Sound fa Taskbar and Start Menu E windows cardspace g Windows Update Jy Administrative Tools Credential Manager 4 Device Manager Flash Player 32 bit ae HomeGroup Keyboard Lenovo s System Health and Diagnostics Network and Sharing Center gt ROl Phone and Modem P Recovery 8 Speech Recognition M Troubleshooting BJ Windows Defender 4 Click on Associate a file type or protocol with a program Accounts Receivable ey Date and Time atij Devices and Printers Ee Folder Options D Indexing Options D Lenovo Factory Recovery Disks amp Location and Other Se
46. correct aging bucket The entire group consists of all documents with the same apply to number whose document dates are dated on or before the aging date and which fall within the four aging buckets The diagram on the next page illustrates aging for open item customers Aging by due date Accounts Receivable Aging Report Samco Power Accounting 25 4 All documents with the same apply to number are considered in order to determine the base document The due date of the base document is used to place the entire group into the correct aging bucket If the due date of the base document is out of range i e earlier than the earliest aging period or later than the aging date then the entire apply to group is considered to be out of range and is not included on the aging report Due dates for payment When payments are entered using Cash receipts no due date is entered for the check or cash This is because the concept of due date does not really apply to a cash receipt When aging by due date however payments must be considered to have due dates in order to be properly aged Thus when aging by due date the due date for a payment is assumed to be the same as the document date i e the receipt date of the payment An open credit on account would thus appear in the bucket corresponding to its receipt date which is the same as its due date Invoices Date of chosen Finance Chgs document All documents with Cr
47. customer s account balance no aged totals 13 Detail summary or merge file Type D to print all un purged open items S for a summary report which does not include any open item data or M to generate a merge file The summary report shows the total account balance for each aging period while the detailed report shows all items for each customer in addition to the aging balances 14 Merge file name This field only applies if you set the previous field to M If not it will be skipped and Not applicable is displayed Enter a name for the merge file or press Enter to default to ARAGE DAT This will create a file in your default Samco applications directory usually SSI or usr ssi You can also include a directory path as part of the file name Be sure that your choice of file names is consistent with your operating system Sep Enter a character symbol usually or to be used to separate each field of each record or press Enter to accept the default value For details on the output file please refer to the section titled Merge File later on in this chapter 15 Age open item customers like bal forward customers Answer Y to age open item customers the same as balance forward customers In this case the documents for open item customers are aged individually 16 Include items past aging date Accounts Receivable Collections Report Samco Power Accounting 26 5 Answer Y to include open it
48. documents are also on file for this customer you are advised of this If you press F2 to display all documents with the same apply to number the following screen appears Accounts Receivable Customer History Samco Power Accounting 39 7 23 Broadwa endale NB ELE 7R7 100000 I 8 23 10 100000 120 00 20 40 140 40 234 P_ 8 31 10 100000 Up to 14 documents display at one time Select from these options Options Enter To view more information about these documents F5 To see additional information on this customer F5 To see or enter notes about this customer If you press F5 customer data appears just as for View customer by document date If you press F6 you see notes about the customer just as for View customer by document date Using Notes Refer to the section titled Viewing Customers by Date for an explanation of using notes Purge Customer History This selection purges documents if all documents related by apply to number are dated before or on a cut off date entered below and if the documents all meet the other criteria entered below A report of those purged also prints automatically Accounts Receivable Customer History Samco Power Accounting 39 8 From the Customer history menu select Purge customer history You see Enter the following information to determine the range of documents to be purged from the Customer History File 1 Cut off date For balance forward customers all documen
49. enter a code press to bring up a list of valid selections In the above screen example the industry field was set up as a code field In the User defined fields function a list of industry codes would be set up to choose from Practical Use Aside from this function user defined customer fields can be viewed at any time using the Find Customer function Simply press F8 find the customer you are looking for and then press U If you have the Sales Analysis module you can sort extract sales information on one or more of these fields with the User defined report Using the example fields above a Sales analysis report could be generated based on industry These fields can also be included on customer listings Using Notes For a new customer you are asked if you want to enter notes for this customer For an existing customer you may press F6 to use notes Now you can have dated notes the normal way and notes assigned to a Note Type Pressing F2 with a note displayed switches between entry methods For more information on setting up Note Types see the System Functions chapter NOTE The HOLD note type is reserved by A R for entering the Hold code message If you select to use notes the screen will now look like Accounts Receivable Customers Samco Power Accounting 16 14 urrent period January 2010 You can enter an unlimited number of notes about this customer Each note is given a date time stamp so that you can
50. field is available for any comment you want to make Make any changes at Field number to change press Enter to continue The following screen appears erent period January 2010 ooolMAccounts receivable LEJ ia we o gt nlimited H __jge l0 net 3n Sales Taxes H __ v g S 00 a Fi a dele Nona E 14 10 20 A R account Enter the number of the A R account to which documents for this customer are to be posted or use one of the options Options F1 For the default A R account from the A R Control File F2 To scan through the other A R accounts on file Accounts Receivable Customers Samco Power Accounting 16 5 However if you ever have to change an A R account for a customer see the note at the end of this chapter 21 Stmnt cycle Enter the statement cycle code to specify how often statements are to be printed for this customer Later in the Statements selection you will specify up to five different cycles for printing at one time Suggested statement cycle codes are W weekly M monthly Q quarterly etc although any single letter or number is allowed as well as special characters such as 22 Crdt limit Enter the customer s credit limit or F1 for unlimited credit 23 Crdt rate Entering a credit rating is optional Enter the code for this credit rating 24 Fin chg Your answer here specifies whether finance charges on past due items will be
51. files which you enter before you begin using the package on a regular basis Here is a brief explanation of those files Valid G L Accounts File This file contains a list of all your general ledger accounts used in A R Any time you use a G L account number A R will verify that it is in this file Accounts Receivable Getting Started Samco Power Accounting 2 1 A R Account File This file contains a list of all your accounts receivable accounts These accounts must also exist in the Valid G L Account File Cash Account File This file contains a list of all your cash accounts including those used by Accounts Receivable Accounts Payable and Bank Reconciliation These accounts must also exist in the Valid G L Accounts File Company File This file is used to record information about your company such as your company name address etc A R Control File This file contains certain control information which you must enter This information defines the way you do your accounting and as a result controls some of the features of the Samco Power Accounting packages For example one of the pieces of information in the A R Control File determines how you calculate finance charges on past due accounts Another piece of information tells the system whether or not you have sales reps in your company Since this information may affect other packages it is important that you enter it correctly A R Codes File This file contains c
52. for none 33 Comm pct If commissions are based on the customer for the sale enter the commission percent or F1 to use the default commission percent from the A R Control File on Enter M if commission for this customer is paid on margin and P if commission is paid to the sales rep on selling price 34 Ship via Entering a ship via is optional Enter the ship via code for the customer s preferred shipping method or use F1 to review and select from the ship via codes on file 35 Courier A C Entering a courier account number is optional Enter the customer s courier account number This information is available for reporting on Billing Professional Invoicing and Point of Sale invoices as well they can be viewed when using the Find Customer function 36 Terms code Enter the terms code that applies to this customer or use F1 to review and select from the terms codes on file 37 Tax group Enter the tax group code that applies to this customer or use F1 to review and select from the tax group codes on file You must specify a tax group code for every customer Accounts Receivable Customers Samco Power Accounting 16 8 NOTE From within the Billing package if you are using it you can also specify a separate tax code for any ship to address for this customer For details on setting up taxes refer to the System Functions manual section titled Taxes 38 Default tax If the c
53. forms For each form on the list you are shown general information description form width if form is paginated etc The field definitions for each form type may also be optionally printed To begin select Setup Forms Print On the screen which appears enter the following 1 Starting form id 2 Ending form id Enter the range of form ID s for which to print the list Follow the screen instructions 3 Print fields Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed NOTE Many fields are defined for each form type of the predefined forms supplied with A R Selecting to print fields for several types may require a significant amount of time and paper Loading Standard Forms Samco provides a number of standard A R customer statement forms which you can use To make these forms available for use you must first run the Setup Forms Load Accounts Receivable Forms Samco Power Accounting 12 17 At the screen displayed answer Y to continue with the import or N to cancel Printing a Field Location Grid The field location grid is a tool to help you lay out your form properly when you are using a pre printed statement form When you print this grid right on your statement form you will see the exact rows and columns of every piece of statement information You will then be able to specify the exact row and column for each p
54. freight accounts If you answer Y distributions for miscellaneous charges and freight will automatically be made to the miscellaneous charges and freight accounts that you specified in the A R Control File You will not be able to distribute these amounts to jobs If neither type of charge is on this transaction the function will skip the above question To distribute the transaction amount to jobs and G L accounts enter the fields described below Accounts Receivable Sales Samco Power Accounting 19 10 1 Job This field is requested only for an open item customer It is not requested for a balance forward customer or for a miscellaneous customer Enter the job number or use one of the options Options F1 To get the next job on file The job must be in the Job Master File and its status must be active or closed Only active and closed jobs are shown The description and status of the job display automatically Enter To skip this field and go immediately to entering the account number This option is available only if this is not a distribution to a job Spaces If a job number is already displayed in this field and you wish to enter a distribution that is not for a job type in spaces over the job number then press Enter 2 Sub job This field is skipped in these cases 1 If you did not enter a job number 2 If you entered a job number but this job does not have sub jobs 3 If the job has sub jobs
55. here you cannot drill down to see details since they have not been posted to the invoice history file yet You have the option in the A R Control information functions see the Control Information chapter for details of whether or not to see un posted documents here Accounts Receivable View Customer Accounts Samco Power Accounting 23 4 If you are using the Billing module you also have the choice to display quotes in the Customer Account in Billing setup Control information answer Y to add quotes to cust un posted Setup Screen As was mentioned earlier you have the option of customizing the 4 viewing screens within the View customer accounts function To do this press F4 while at the Customer prompt A screen similar to this is displayed Page tl KNOPOCK XXKX XX XX XX XXXXXAXXXXXXXXK 99 99 99 PATA ERR A RS Page IXXKXXXAKK AXKK XX KX XX XAXXXAXK KAAXXXAXAXXKKAAXK XXX XXX 99 99 99 Page J3 KAXXKK XXXK XX XX XX KAXKAXAKAX XKAXXXKAAXXAKAAXKXKAXXXXAAX XXXXX 99 999 999 IFCR Page H IXXXXXXKK XAXKK XX KX XK AXXXXKAXG 999 999 999 IGCRIIG 999 999 ISCR The bottom of the screen displays a list of various pieces of information which can be viewed for a document preceded by a two character code Enter the code at the point on the screen where you want the information to display The following options are available for editing Options arrows Use these keys to move around the screen CODE Enter th
56. information 1 Cus For a new sales entry This is the number of the customer for this entry Enter the customer number or use one of these options Options F2 To scan through customers in customer number order Accounts Receivable Sales Samco Power Accounting 19 2 Enter Leave the customer number blank to enter the customer name rather than the number You can also enter a miscellaneous customer number one beginning with an asterisk as was described in the chapter titled Customers If you enter a miscellaneous customer number you must also enter the customer s name For an existing sales entry Enter the customer number document number document date and document type or use one of the options Options F1 To find the next sales entry in order by document number If one exists you are allowed to change the information for it if you do see the section on distributions later in this chapter F6 To use the same customer as the last sales entry 2 Doc This document number is used as part of the unique identification for each invoice finance charge or credit debit memo For a new Sales entry Each time you start the Sales enter function the document number is blank and you must type in the document number you want to use If you enter a document number matching the default document number format chosen in Control information this field will be increased by 1 for subsequent transactions
57. is recorded under the appropriate Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 7 G L account numbers Profit Centre A profit centre is a part of your company for instance a department or a regional office for which sales and or expenses and sometimes profits can be calculated separately from the total sales and expenses of the whole company In the Samco Power Accounting system the G L account number can be up to 16 characters in length and divided into 5 different sections with any of the sections available as your profit centre For example your office supplies G L account is number 5200 If you want to track office supply expenses independently for each of your three major departments dept A dept B and dept C you could append 001 002 and 003 to the 5200 main account number rather than use different main account numbers such as 5201 5202 and 5203 for each department as follows 5200 001 Office supplies dept A 5200 002 Office supplies dept B 5200 003 Office supplies dept C Then whenever you re distributing allocating office supply expenses to G L accounts you use the above 7 digit numbers Later when you re printing reports you can specify that you only want to see the data for dept A dept B or dept C Profit centres also apply to sales A typical use for tracking sales by profit centre is for a company which has several sales offices B
58. item and customer Open item history retains all transactions regardless Customer history only retains those transactions which have been fully paid and purged from the open item file As well the type of information retained by each is slightly different We recommend that you try both out and see what you think You may end up using both 22 Use cust as phone 1 You may want to assign your customer s phone number as the customer number If you are going to do this answer Y here so that the phone number you enter in the Customer number field in Customers will automatically appear in the Phone field for the primary contact Contact 1 If your customer s phone number changes later you may change the number in the Phone 1 field while still keeping the originally assigned customer number 23 Use S I N as cust Answering Y to this field will cause the Customers function to test whether the customer number entered is a valid Social Insurance Number If it is not you will be warned and allowed to continue If you do not need this function answer N as it is primarily available for customers requiring verification of the S I N 24 Use user defined fields Answer Y if will be using user defined fields to customize your customer database A R allows you to set up 30 unique user defined fields see the chapter titled User defined fields for data entry These fields can be viewed using the Find Customers Accounts R
59. necessary information here Three pieces of information are needed for each cash account previously entered in Cash accounts e The name of the bank e Your account number at the bank e The number of the next deposit slip for the cash account Accounts Receivable Cash History Samco Power Accounting 36 1 This is the screen you see 110604000 Cash account 13557 Enter the information as follows 1 Cash account Enter the number of the cash account or use one of the options Option F1 To select the default cash account in the A R Control File F2 To scan through the other cash accounts on file If bank account information has already been entered for this cash account it appears and you are allowed to make changes If bank account information does not exist enter it now as follows 2 Bank name Enter the bank name This name will be printed on your deposit slips 3 Bank acct Enter your bank account number This number will also be printed on your deposit slips 4 Curr deposit This is the number you want to use for the next deposit that will be prepared for this bank account Enter a number or Enter to default to 1 Accounts Receivable Cash History Samco Power Accounting 36 2 After the first deposit is marked complete this number becomes the number of the last deposit slip used Preparing Deposits To prepare a deposit slip select the cash account enter the deposit slip number and date
60. number of labels printed This allows the system to prompt you to load more labels when it thinks you are running out If you do not want the system to track the quantity of labels in the printer press F1 Accounts Receivable Control Information Samco Power Accounting 7 12 52 Label columns Enter how many labels are on one row 53 Label lines Enter the number of lines from the start of one label to the first line of the next label For example a standard 3 1 2 x 15 16 label can handle 5 lines of standard pitch text In this field you would enter 6 which would handle both the 5 lines of text plus a blank line to set the printer to the top of the next label 55 Default customer A customer default speeds up the entry of a new customer by allowing you to enter default values for fields and skip fields that you do not use When entering a new customer the system will fill in fields that rarely changed e g tax group Warning Avoid using a real customer as the default At the Field number to change prompt make any necessary changes and press Enter to continue The following screen appears KCE 74s Uniinited R Plain Paper Statement our sccount is psst due leaaa remit payment ABAD ecount ia 60 daya paatti due Remit payment ASAP ount severely overdue f Renit payment ASAD Accounts Receivable Control Information Samco Power Accounting 7 13 54 Statement printer number Enter the p
61. numbers If you do not use profit centres you are allowed to enter only the first part of the account number If the account you enter does not already exist in the Valid G L Account File you can add it to that file through this screen Enter information on the second screen as follows 33 Default A R account When entering a customer you will assign the customer a specific A R account The account you enter here will appear as a default when entering the A R account for a customer in Customers This account would be the one most frequently assigned to customers It must have been previously entered in the A R Accounts File 34 Default cash account When entering cash receipts you will specify the cash account to which the cash receipt is to be posted The account you enter here will appear as a default when entering the cash account in Cash receipts This account would be the one most frequently used for cash receipts It must have been previously entered in the Cash Accounts File Accounts Receivable Control Information Samco Power Accounting 7 9 35 Distribute sales Answer Y if you want to distribute sales transactions manually to different accounts Answer N if sales transactions are always to go to one sales account If you answer N all sales transactions will be posted to the default sales account number which you enter next 36 Default sales acct Enter the number of the sales account which will be used
62. of terms Code Payment Terms 210 2 10 days net 30 days N30 Net 30 days COD Cash on delivery SEA Seasonal There are three methods used in A R to specify payment terms You may specify that an invoice is due a certain number of days after the invoice date that an invoice is due on a particular day in the month following the month in which the invoice is dated proximo or via a table that invoices are due on a particular date or at the end of the following month Proximo means of the next month An example of proximo terms is Accounts Receivable Terms Samco Power Accounting 9 1 Code Payment Terms 210 2 10th net 31st meaning 2 discount if paid by the 10th of next month net due on 31st of next month The last method is table driven designed to handle seasonal transactions In farming communities many times the terms could be any sales from January to March are not due till the end of April April to June invoices are due in July while August to December are due in March of the following year Since multiple terms can be set up you have quite a bit of flexibility in this area using a different table term for each invoice To Begin From the A R menu select Setup Terms Enter The following screen is displayed Entering Terms From this screen you can work with both new and existing terms If terms information has already been entered for the terms code you specify it will appear and be available for change
63. on a form Your entry here is determined by the width of your form as well as the setting on your printer for characters per inch or pitch 4 Paginated Answer Y if the form has a specific length that does not change regardless of the information to be printed on it Answer F if the form has a specific length that does not change regardless of the information to be printed on it and if you want to send a form feed after each statement is printed primarily for laser printers where a hard form feed command must be sent to the printer in order to eject the completed statement Answer N if the length of the form varies depending upon the amount of information printed If you answer Y or F to Paginated the following fields appear 5 Length Enter the number of lines on each form Your entry here should represent the entire length of one form including any area at the top and bottom of the form that you wish to leave blank Besides the length of the form the number of lines you enter here is determined by the setting on your printer for the number of lines per inch 6 First line for headers Accounts Receivable Forms Samco Power Accounting 12 4 Enter the first line number on which header information is to print 7 Headers 1st page only Answer Y to print header information on only the first page of the form Answer N to print it at the top of every page of the form 8 First line for open items Enter the line
64. open credit you wish to apply as the amt paid Enter this as a negative amount This amount will be deducted from existing open credit thus making it available for application to open items The amount remaining shown on the screen will now be equal to the amount of open credit that can be applied Enter zero for the discount amount and allowance amount An entry for the reference is optional Press Enter at Field number to change and you will be returned to the Apply to number field At this point you may apply the open credit amount to the desired open items just as if you had entered the amount of open credit as a new cash receipt G L distributions will be created when the transaction is posted However there is no change to the customer s A R account or the cash account as a result of the above If you print the Distribution to G L Report you will observe that the negative entry resulted in a CR to the cash account and a DR to the A R account Entry of the applications of the open credit results in a DR to the cash account and a CR to the A R account As these amounts are equal there is no net change to the G L accounts If however you view the open items for the customer you will observe that the open credit has been reduced by the amount applied to specific open items If you have received a payment from a customer and wish to apply this payment along with open credit then simply enter the cash receipt as you wo
65. or more related records A data file is often referred to simply as a file without the word data The Customer File in Accounts Receivable is an example of a data file Such a file is made up of several records each of which contains the name address etc for one customer Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Post or Posting To post means to take transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example in A R sales are initially entered into a temporary transaction file After sales have been entered and verified as correct they are posted to the more permanent A R Open Item File Often during transaction posting information in other data files is also updated For example when sales are posted the account balance and historical sales figures in the Customer File are also updated A R Open Item File The more permanent file into which the transactions sales and cash receipts are posted is called the A R Open Item File This file contains every sale debit memo credit memo cash receipt and finance charge that has not been purged It is the file Accounts Receivable Understanding Accounts Recei
66. particular cash receipt It is used for applying payment to specific jobs and sub jobs as well as identifying the retainage This line is optional even when interfaced with Job Cost The check number and apply to number must correspond to the check number identified in the main cash receipt record The job number must be a valid active or non active job in the Job Cost master file The same stands true for the sub job number if used by Job Cost Both the retained amount and reference are optional Field Length Valid Entries Document Type 1 3 Check 8 Alphanumeric Apply to Number 8 Valid A R Sales Transaction Doc Job Number 7 Valid Active or Non active Job Number Sub job Number 3 Valid Active or Non active Sub job Number Amount 12 Max or 999 999 999 99 Retainage Amount12 Max or 999 999 999 99 Accounts Receivable Sales Samco Power Accounting 19 21 Reference 25 Alphanumeric Using the Import Function For Windows Networks the file to be imported can reside either on the fixed disk or on a floppy disk For Unix Linux type systems the file must be located on the hard disk If you are importing from the fixed disk be sure the file resides in your Samco home directory This is usually either C SSI Windows version or usr ssi Unix Linux version NOTE Be sure to post any existing sales and cash receipt transactions before importing If any un posted transactions are on file the system will advise you of this and wil
67. print on the statement of each customer whose account is over 90 days past due 61 Keyword customer s phone 1 Accounts Receivable Control Information Samco Power Accounting 7 14 62 Keyword customer s phone 2 At each of the above fields answer Y if you want the option of searching for customers by phone number 63 Default country Enter the default country to display when entering new customers in the Customers function Press Enter to leave blank if no default country should appear At the Field number to change prompt make any necessary changes and press Enter to continue The following screen appears elesse 120192 thru 6 6 Enter the information as follows Finance charge doc format This field is used as the default document number when generating Finance charges Options are YYYYMMDD or FCYYMMDD 64 Transaction import format Answer 1 for the transaction import format from Version 6 6 and earlier for compatibility with 3 party applications using the older format with a 3 character sales rep ID or 2 for the newer 6 7 import format with the 5 character sales rep ID Accounts Receivable Control Information Samco Power Accounting 7 15 65 Negative invoices as credit memos for finance charge calculations Answer Y if you want to treat negative invoices past the cut off date as credit memos and payments when calculating finance charges This works in conjunction with the next field for allowing
68. s account F4 If you are keeping invoice history from Billing Point of Sale or Professional Invoicing you can view detail for each open item invoice or credit memo note that you cannot view un posted documents since they are not yet in history see below Press F4 select the document you wish to view invoice detail for using the arrow keys and then press Enter When finished viewing press Tab to exit from the detail screen F5 To see more data on this customer F6 To enter notes for this customer These notes are attached to the customer record Now you can have dated notes the normal way and notes assigned to a Note Type Pressing F2 with a note displayed switches between entry methods For more information on setting up Note Types see the System Functions chapter NOTE The HOLD note type is reserved by A R for entering the Hold code message Enter To see additional information about the items displayed on the screen up to 3 additional screens are available for viewing When the last documents have been displayed totals by document type are shown When you have finished reviewing the account press Tab You can then enter the customer number of the next account that you want to inquire into Un posted Documents You will notice in the example screen above documents with an apply to of n a These are un posted orders invoices credit memos from the Billing module Although they can optionally show up
69. screen instructions You cannot include cash receipts dated later than the deposit date All cash receipts display which have a receipt date within the selected date range and have not already been included in another deposit Select items to include in the deposit by using the arrow keys You can move forward to the next screen of receipts if any by using the PgDn key You can move back to the previous screen of receipts by using the PgUp key To include an item selected via the arrow keys answer Y Use the arrow keys or Enter to skip items If you have marked an item Y and want to change it use the arrow keys and enter N when the cursor is at that item To include all items on the screen press F1 To exclude all items on the screen press F2 Accounts Receivable Cash History Samco Power Accounting 36 4 As items are being included or excluded the total amount of the deposit is adjusted and appears at the top of the screen When there are no more items to include press Tab Printing Deposit Slips You can print only one deposit slip at a time If you want to see a list of all the deposits print the Deposit Summary see below You can always print a deposit slip for any deposit you have entered Even if a deposit slip has already been printed it can still be reprinted From the Cash history menu select Deposit slips Enter the information as follows 1 Cash account Enter the number of th
70. select a commission method of P on price or M on margin or Enter to use the displayed default commission method from the Control File PTD and YTD Fields The remaining fields are automatically updated by other functions in this package If you select one of these fields you will see CHANGE NOT ALLOWED When setting up A R if a sales rep has no sales history yet press F1 to set the fields to zero Otherwise when setting up A R enter information as follows 5 Sales PTD If appropriate enter the amount for this sales rep s period to date sales 6 Sales YTD If appropriate enter the sales rep s year to date sales 7 Cost PTD If appropriate enter the period to date cost of sales for the sales rep 8 Cost YTD If appropriate enter the year to date cost of sales for the sales rep 9 Commissions PTD If appropriate enter the period to date commissions for the sales rep 10 Commissions YTD If appropriate enter the year to date commissions for the sales rep Deleting a Sales Rep To delete a sales rep from the file bring up the code you want to delete and press F3 Printing a Sales Rep List From the second page of the A R menu select Sales reps Print 1 Starting sales rep Accounts Receivable Sales Reps Samco Power Accounting 15 3 2 Ending sales rep On the screen that appears enter the range of sales reps to include on the list Follow the screen instructions Accounts Receivable S
71. the varying information Format 1 character 4 Group You may set up groups of any kind here so that you may later select a group of recurring sales from which to create invoices Enter the group to which this recurring sale is to be assigned or Enter to not assign this recurring sale to any group 5 P O If there is a customer purchase order authorizing the recurring sale enter a P O number 6 Sales amount Enter the amount of the recurring sale This amount may be zero for a variable sale but a fixed sale must have a non zero amount 7 Misc charges Enter any miscellaneous charge that applies to this recurring sale This amount may be zero 8 Freight Enter any freight charge that applies to this recurring sale This amount may be zero 9 Tax group Enter the tax group code for this recurring sale or F1 for the tax group code for this customer in the Customer File 10 Tax amount The taxable amounts are calculated automatically from the information in the tax group record and a total is displayed Make any changes or press F1 to accept the amount displayed Overriding the calculated tax If you press F2 the screen would display a window similar to the following Accounts Receivable Recurring Sales Samco Power Accounting 20 4 Cash 30 00 S Margaret Rockwell Use the arrow keys to select the tax type you want to change and either override the calculated amount of tax or press Enter
72. the Open Item File would be shown immediately below the line for the invoice Open Item Customers Documents are printed in apply to number sequence for open item customers An apply to number is included on the report if one or more of the documents with that apply to number have a document date which is within the date range specified Viewing Customer History You may view customer history in order by date or by document number From the Customer history menu select either View customer history by date or View customer history by doc Enter the following information Customer Enter the customer number or use the options Options F1 To scan through the customers on file Enter To look up a customer by name When you select a customer number the terms and the balance method fields show what was set up in the Customer file Start date Enter the date of the oldest purged items to view or F1 for the Earliest item on file You now see Accounts Receivable Customer History Samco Power Accounting 39 3 Kash 23 Broadwa Open item eel Earliest endale NB ELE 7R7 Cash _P_ 3 15 08 I 000035 1 17CR 00 1 17CR I 000035 I 3 19 08 I 000035 1 17 00 1 17 Up to 14 documents display at one time Select from these options Options Enter To see more information about the items on the screen F5 To see additional information on this customer F6 To see or enter notes about this customer NOTE
73. the fraction portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stores as 54 in the calculation register RND Round off Operand 1 and store the resulting figure in the calculation register When selected you will be asked for a second operand which is the digit to round off to valid responses to the second operand are 1 for the 1st decimal 2 for the 2nd decimal 1 to tens 2 to hundreds etc 6 Operand 2 Accounts Receivable Forms Samco Power Accounting 12 15 Enter the second operand field used in the calculation from the window displayed or Enter to enter a constant The following are a few key things to keep in mind about using calculations 1 When printing A R statements the calculation registers are reset for each customer 2 The sequence number is used to determine the order in which the calculations occur 3 Calculations from headers lines and totals can be used interactively 4 Calculation registers are not actually printed until you enter them in the header line or totals sections using the Calculation register field Displaying a Form While entering a form you can press F2 to see what the form looks like so far Follow the screen instructions If one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally printed in which case you probably need t
74. the screen through Field number to change until the open item is uniquely identified Then press Enter at Field number to change as usual to add the open item Accounts Receivable Load A R Open Items Samco Power Accounting 17 6 Deleting Open Items To delete an open item from the file bring up the item you want to delete and press F3 Printing an Edit List From the Load A R open items menu select Edit list Enter the following report criteria Starting customer Ending customer Specify the range of customer numbers to include Follow the screen instructions Accounts Receivable Load A R Open Items Samco Power Accounting 17 7 Chapter 18 Set Customer Account Balances Use this selection to total all the open items for each customer in the A R Open Item File and set the account balance and un posted balance fields in the Customer record Open items include invoices credit memos debit memos payments finance charges and balance forward amounts If a customer has no open items in the A R Open Item File the customer s account balance is set to zero This selection is normally used only once right after you have loaded your A R Open Item File when you are first getting started You can also run it at any other time to set the balance fields to the correct amount if you think they are incorrect This selection will also set the un posted balance for each customer to be the total of Un posted
75. the second bucket all receivables due from May ist through May 31st will appear in the third bucket and all receivables due on or before April 30th will appear in the fourth bucket Merge File The merge file is made up of information extracted from the customer and A R open item files Each record exported is made up of fields which vary in length depending on the content with each field being separated by the character chose at the Sep prompt The fields for each record are placed in the following order please note that numeric fields have two decimal places e Customer number e Contact Name e Customer name e Period 1 Balance e Address 1 e Period 2 Balance e Address 2 e Period 3 Balance e City e Period 4 Balance e Province e Due Balance Sum of periods 2 e Postal Code 3 and 4 Accounts Receivable Collections Report Samco Power Accounting 26 11 SAMCO Building business and technology relationships Chapter 27 Account Balances Report The Account Balances Report is a simplistic report which shows each customer s total account balance a debit and a credit column is provided for easier identification To Begin From the A R menu select Reports Account balances The following screen appears Accounts Receivable Account Balances Report Samco Power Accounting 27 1 Enter the following information 1 By cust number or name Type 1 to print the report in order by customer number or 2 by customer name
76. the user in tracking down missing records caused by data loss Note this report only works if you are posting to the GL in detail ie No Compression You will see Accounts Receivable Receivables to GL Comparison Samco Power Accounting 34 1 1 Starting date 2 Ending date Enter the range of dates to include in the report or enter F1 for earliest latest 3 Show balanced custs Answer Y to show balanced customers on the report or N if you do not wish to see balanced customers on the report Pressing Enter at Field number to change allows you to print your report Accounts Receivable Receivables to GL Comparison Samco Power Accounting 34 1 Chapter 35 Paid within Terms Report This feature accesses the Open Item History file ARHOPN to produce a report that shows the invoices that were paid within the customer s payment terms Optionally if invoices were paid beyond the time allowed by the payment terms they can be included on the report along with the number of days to pay and highlighted with Setup e Go to AR gt F2 gt SETUP gt CONTROL INFORMATION The flag Keep open item history must be activated This is not the same as Keep cust history file Once activated any transactions posted to the AR Open Item file are also posted to the Open Item History File and included in this report Y es Activate N o Do not activate Usage Go to AR gt REPORTS gt PAID WITHIN TERMS You can p
77. to print First enter one of the following abbreviations EQ equal to NE not equal to GT greater than LT less than GE greater than or equal to LE less than or equal to Accounts Receivable Forms Samco Power Accounting 12 9 Then enter the value that the dependent field must contain to complete the condition Press Enter to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Printing a Field Under More Than One Condition If you need to print a field when either one condition or another is met define the field specifying the first condition as described above Then define the field again using the same line number column number and field number After entering the field number a message informs you that the field is already defined and you are asked if you wish to define a duplicate Answer Y and complete the definition specifying the other condition under which the field is to print This allows printing under one condition or the other There is no way to request printing when both conditions are true Printer features Printer features are used to advise the printer to do something special such as change type size turn bold on turn bold off etc For further details on setting up printer features refer to the chapter titled Printers in the System Functions manual To turn a printer feature on select 3 Printer feature at the 4 Field number prompt The screen appea
78. to change the taxable amount exempt amount and zero rated amount of the sale While changing these fields you can also press F1 to default to the remaining amount of the sale To change the tax exempt number for one of the tax types press F5 the window will change its display to the following Accounts Receivable Recurring Sales Samco Power Accounting 20 5 Cash opier machine rental 30 00 Margaret Rockwell Select the tax type using the arrow keys and enter the customer s exempt number When you are finished viewing or adjusting the taxes press Tab to complete entering the transaction 11 Terms Enter a terms code or F1 to use the terms code from the Customer File 12 Reference This is any reference note you want to add This note may be printed on the customer s statement depending on how your statement format is set up 13 Cost If you answered N to Are costs of sales used in Control information you are not asked to enter anything here Enter the associated cost Accounts Receivable Recurring Sales Samco Power Accounting 20 6 14 Sales rep If you answered N to Are sales reps used in Control information you are not asked to enter a sales rep here Enter the sales rep or F1 for the sales rep specified in the Customer File 15 Comm amt If you answered N to Are commissions used in Control information you are not required to enter anything here This is the c
79. used for initial set up of the system and periodic maintenance Below is a sample of the second page of the A R main menu Accounts Receivable Using Accounts Receivable Samco Power Accounting 3 2 Please select fil 12 Sales reps 13 Fully paid open items 14 Close a period 15 Set customer account balances 16 Load A R open items 17 Data integrity check 18 File utilities 19 Print reports from disk 20 Change company To Exit the A R Package To exit the A R package press Tab from page 1 of the A R menu To exit completely out of the system press F3 and then type in EX or press Tab until you are prompted Do you wish to exit answer Y to exit or N to return to the main menu Accounts Receivable Using Accounts Receivable Samco Power Accounting 3 3 SAMCO Building business and technology relationships Chapter 4 Guide to Daily Operations The following checklists are provided as examples of how you might use Accounts Receivable to perform various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Accounts Receivable Guide to Daily Operations Samco Power Accounting 4 1 Daily Operations Checklist EACH DAY EACH DAY AS NEEDED Enter new
80. 1 Enter the customer for whom to print a worksheet or use one of the options Options F1 To scan through the customers for whom you have already selected to print worksheets F2 To scan through the customers on file Enter To look up a customer by name 2 Cash receipt date This is the date that payment was received from this customer A worksheet will be printed listing open items for each selected customer Enter the date or F1 to use the current date The screen clears for you to enter another customer and date When through entering customers dates press Tab When you are asked if it is OK to proceed with selected customers answer Y to print the worksheets for them The cash application worksheet is printed with the open invoices grouped by customer Entering Cash Receipts From the Cash receipts menu select Enter You see Accounts Receivable Cash Receipts Samco Power Accounting 21 2 oe ce oe H TC AR Cash receipts Enter File Edt AR K CE SA AP PC GL FA JC PO BR A CL FR PS TA PER PA OX SF Hep POZOSVJXVutt coo aa o dhea Cash receipts Acme Enterprises Enter l Cust jasc123 jABC Enterprises jOpen item Check 2589 Terms 30 60 90 w Pocg eZ 3 Receipt date 8 23 12 Hold 4 Amount recd 11 000 00 Acct bal 14 550 00 cscs 6 Bank route 7 Credit A R Y 8 Turn off hold 9 a 9 Apply by Customer P O N Amount remaining 11 000 00 Apply to Type
81. 1000 290 00 sisi 57 2 B 12 Oil LubriccHi grade Synthetic MISC OIL 1210 000 0 00 12 o 08 0 00 0 800 3 25 39 00 12 24 4 13 Saw Hp Concrete Wood S TOOLS 1210 000 5 00 17 o 08 85 00 42 00 714 00 17 o 15 14 Oil Lubricating 4L MISC oL 1210 000 0 00 42 o 16X 0 00 800 9 95 417 90 42 6 16 15 Motor 2hp Submersible PARTS 1210 000 0 11 1 o 258 0 11 R 1000 0 34 0 34 1 108 17 20 Wire Copper 20Ga PARTS 1210 000 0 03 2 000 o 0B 60 00 100 1 00 HHH 177 000 o 18 21 Paint Latex Inter White PARTS 1210 000 10 65 28 o 0B 298 20 800 18 00 504 00 28 14 19 22 Paint Env Environm Please ck PARTS 1210 000 10 95 215 o 08 55555555 800 20 65 stHsEHEE 215 32 20 31 Compone Bird House Kit 30 COMP 1210 000 0 55 90 258 o 0B aennetet O soo 0 00 0 00 90 258 21 32 Compone Bird House Kit 30 COMP 1210 000 0 30 90 271 o 0B stein O 800 0 00 0 00 90 271 2 33 Compone Bird House Kit 30 COMP 1210 000 1 50 40 118 o 08B siete O 800 0 00 0 00 40 118 23 34 Compone Bird Hous A differer COMP 1210 000 1 50 40 151 1 oB aeneRHEH O 800 0 00 0 00 40 152 55 24 35 Compone Bird House Kit 30 COMP 1210 000 0 50 40 113 0 08 rEsES5E O 800 0 00 0 00 40 113 o 25 36 Compone Bird House Kit 30 COMP 1210 000 1 00 9 918 1 808 seneRRSH O 800 0 00 0 00 9 919 170 26 37 Compone Bird House Kit 30 COMP 1210 000 2 10 40 118 o 08 ieee O 800 0 00 0 00 40 118 27 38 Compone Bird House Kit 30 COMP 1210 000 0 28 10 495 o oB seem 0 00 0 00 10 495 2
82. 15 Sales Reps If you answered N to ARE SALES REPS Used in Control information skip this chapter Use this selection to set up a table of your sales representatives in Accounts Receivable When setting up customer s using the Customers function you can specify the sales rep that is responsible for the account from this table To Begin From the second page of the A R menu select Sales reps Enter Entering Sales Reps This is the screen you see Accounts Receivable Sales Reps Samco Power Accounting 15 1 January 2010 From this screen you can work with both new and existing sales reps If a sales rep already exists for the sales rep number you specify it will appear and be available for changes or deletion Enter the following information 1 Sales rep Enter the sales rep number or F1 to scan through the sales reps on file 2 Name Enter the sales rep s name The way the name is entered last name first or first name first is the way it will appear on the Sales Rep List 3 Commis percent Enter the commission percent for this sales rep or F1 to use the default commission percent from the A R Control File 4 Commis method If per the A R Control File commissions are used and commissions on margin are not allowed this field automatically displays on price and cannot be changed Accounts Receivable Sales Reps Samco Power Accounting 15 2 If commissions on margin are allowed you may
83. 50 00 5000 P 2002 100 00 Change all apply to numbers to 7777 DOC NO TYPE APPLY TO AMT 2002 7777 25 00 2003 7777 25 00 2004 7777 50 00 Accounts Receivable Change Apply To or Due Date Samco Power Accounting 22 3 5000 P 77177 100 00 As a result all of these documents will be purged the next time open items are purged Accounts Receivable Change Apply To or Due Date Samco Power Accounting 22 4 Chapter 23 View Customer Accounts Use this selection for a quick review of a customer s account All items for a customer are displayed from a starting date Customizable viewing Samco has enhanced this function by giving you the ability to tell the system what you want to see on the screen for up to four pages of information For further details see the section titled Setup Screen later on in this chapter Default Viewing By default without any customization by you the first viewing screen will display the following Customer Customer Name Phone Terms Balance Method Customer Type Posted Balance on the account Document Document Type Document Date Apply to Document Due Date Prt whether the document was printed on the last statement Document Total Accounts Receivable View Customer Accounts Samco Power Accounting 23 1 Balance owing on the document By pressing Enter you can view up to 3 additional screens of information for each document Including Screen 2 Customer P O
84. 8 41 Compone Bird Hous A differen COMP 1210 000 1 50 3 o oB 4 50 O 800 0 00 0 00 3 29 101 Sand Paper 100G Bulk PARTS 1210 000 0 01 324 o oB 2 33 800 1 00 324 00 324 76 30 300 BROCCOLI DECATHALON 1210 000 0 50 530 o 0B 265 00 100 1 50 795 00 530 10 31 934 Regulator Pos NAT HEU 1210 000 2 00 5 o 0B 10 00 0 00 0 00 5 o 32 1000 Component 1 1210 000 0 00 14 i 08 0 00 0 1 00 14 00 25 1 33 1001 Component 2 1210 000 0 00 17 u 08 0 00 0 1 00 17 00 28 o 34 1002 Component 3 1210 000 0 00 25 31 0B 0 00 0 1 00 25 00 56 3 35 1102 Regulator Neg NAT HEU 1210 000 2 00 5 o 0B 10 00 0 00 0 00 5 o 36 55502 Blow down valve NAT HEU 1210 000 3 00 o 08 15 00 0 00 0 00 o 37 19321103 TYPE E MC 2 BOLT PIL 1 3 16 SH BEAR 1210 000 12 57 0 08 62 85 100 28 00 140 00 o 38 1 23E 08 Gift Card 1210 000 0 00 17 0 08 0 00 o o0 0 00 17 o 39 10 26525 CA part 1210 000 o 08 280 00 80 00 8 o CEET Colleen Porcina Internet My Documents Internet Explorer 2 Click on the PR Racca E mai Con tr ol P an el 1con Mozilla Thunderbird eee My Pictures 2 My Music gs My Computer H Samco pp ei Control Panel bs Microsoft Office Outlook Set Program Access 2007 and Defaults Microsoft Office Excel x5 2007 w Connect To b amp Printers and Faxes A Yahoo Messenger Help and Support Search I Run All Programs gt EGontroll Panel ex
85. A minus sign is not required for credit memos 15 Sales rep Accounts Receivable Sales Samco Power Accounting 19 7 If you answered N to Are sales reps used in Control information you are not asked to enter a sales rep here Enter the sales rep or F1 for the sales rep specified in the Customer File 16 Comm amt If you answered N to Are commissions used in Control information you are not asked to enter anything here This is the commission payable to the sales rep A minus sign is not required for credit memos Enter the commission amount or F1 to use the calculated commission amount If the A R Control File says that commissions are calculated by customer the information from the customer s record is used If the A R Control File says that commissions are calculated by sales rep the information from the sales rep s record is used Correcting entry If you are not using General Ledger this option is not applicable A R Sales transactions can be labelled as correcting entries for use when the account distributions are brought into General Ledger Only the G L distributions are affected by tagging a transaction as a correcting entry See the chapter titled Correcting Entries in the General Ledger for more details on correcting entry transactions Amounts not to be distributed If the document is a finance charge or you do not manually distribute the various sales amounts the answers to Distribu
86. Balance forward F Finance charge P Payment Document s due date Tax amount 1 through 15 applied to the document Document s posting date Forms 12 23 Purchase order no Reference Running balance Sales rep Sales rep name Sales rep commission Secondary type Ship to number Ship to name Ship to address 1 Ship to address 2 Ship to address 3 Terms code Terms code description Terms discount Terms discount date Terms discount pct Terms due date Terms type User ID Notes on Forms Customer s PO number Reference or bank route from document Maintains a running balance for entering in the balance column on forms Sales rep for the document Sales rep name from the Sales rep file for the sales rep from the document Commission amount from the document FishPro Secondary document type Billing The ship to number from the invoice Billing The ship to name from the invoice Billing The ship to address line 1 from the invoice Billing The ship to address line 2 from the invoice Billing The ship to address line 3 from the invoice Terms code for the document Description for the terms code for the document Discount for the document Discount date for the document Discount percentage for the terms Due date for the document D due days P proximo ID of the user who posted the document This section provides you with tips on forms usage and some insight as to how the statement printing functions in
87. Building business and technology relationships Accounts Receivable Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material 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 or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations SAMCO Building business and technology relationships iini Table of Contents Understanding Accounts Receivable sssssoseeseseeseesessessescssesesresreseseesso 1 1 Gettino CAR lava cscs cipecietalevessate en ea E AEE EE EE SOEN ETEA 2 1 The Accounts Receivable Data FilesS cccccssescccecccccccccerseseesessssesscseseces 1 Se
88. Cash Receipts Samco Power Accounting 21 15 Harris Goldberg amp Jones Check Receipt date 8 31 10 Amt Received DirceurepADamance Inbar Pay Apoy ocom E M 68491 Account N fo 00 T 00 See the details below for the options available for entry on each field Automatically search for documents Instead of entering an apply to PO number you can press F1 to display the customer s open items with non zero balances one at a time in order by PO number If the open item displayed is not one you want to pay press Esc at Amt paid and press F1 again You can step through all open items for the customer in this manner Review previous cash applications You can also review the applications you have made so far for this cash receipt Press F2 to display previously entered cash applications for the receipt you are working with These applications will be displayed one at a time in order by PO number You can change these applications using Field number to change Apply cash receipts as open credit on account If you don t want to apply all or part of the check amount to specific open items press Enter The remaining amount will be entered as an open credit Accounts Receivable Cash Receipts Samco Power Accounting 21 16 You then see Open credit on account You can apply this open credit at a later time using either Cash receipts or Change apply to number or due date Se
89. Company report name Company address Company phone number Current user ID Cust address Cust city Cust country Cust prov Cust postal code Cust A R account Cust backorder flag Accounts Receivable Samco Power Accounting Access a printer feature Suppresses an entire line from being printed if a certain condition occurs Up to 4 different aging amounts can be printed based on the aging periods in the A R Control File For customers with terms based on due days this will print the aging description 1 2 3 or 4 from the A R Control File For customers with proximo terms this is either the first day of the aging period or the literal entered by the user Used only for customers with proximo terms this is the cut off date for each aging period FishPro The boat name from the customer record FishPro The boat number from the customer record Your company s display name from the Company File Your company s report name from the Company File You are prompted whether to use address line 1 2 or 3 from the Company File Your company s phone number from the Company File The user ID of the person printing the A R statements You are prompted whether to use address line 1 or 2 from the customer s record City field from the Customer file Country field from the Customer file Province from the Customer file Postal code from the Customer file A R account from the Customer file Y customer allows back order
90. Doc date Due date Orig amt Balance Ea Terms Valid discount 10 Amt paid 11 Discount 12 Allowance Account 13 Reference Fl next outstanding document with non zero balance F2 previously entered apps F5 Alt entry screen New and Existing Cash Receipts From this screen you can work with both new and existing cash receipts Enter the following information 1 Cust This is the number of the customer for this cash receipt Enter the customer number or use one of these options Options F1 To scan through the cash receipts on file F2 For the next customer in customer number order F7 To look up by invoice number Enter Leave the customer number blank to look up the customer by name rather than by number Accounts Receivable Cash Receipts Samco Power Accounting 21 3 You can also enter a miscellaneous customer number one beginning with an asterisk as was described in the chapter titled Customers If you enter a miscellaneous customer number you must also enter the customer s name Once a customer number or name has been entered you will note that the customer s terms and posted balance display To find an existing cash receipt enter the customer number and then press F1 at field 2 for the next cash receipt for this customer If this is the correct one you can make changes to it 2 Check Enter the check number If the payment is in the form of actual cash press Enter or F1 t
91. EX Po ss w wis Accounts Receivable Dete 02 25 10 Time 14 14 12 Ceacription Central Canada Central United States Eastern United States Quebec Southern United States Western Canadas Western United States 9 codes om file Samco Power Accounting Arme Enterprises Inc TERRITORY CODE LIST User LOF Report 2332 Page 0001 Territories SAMCO Building business and technology relationships iini Chapter 12 Forms This selection allows you to tailor Accounts Receivable to work with your A R customer statement forms A R comes with several predefined statement forms as listed below These predefined forms are in the A R Form file ARFRMFxx When you install A R the Form file is also automatically installed If any of the predefined forms supplied with A R are sufficient for your needs refer to the section titled Load Predefined Forms later on in this chapter for instructions on loading them for use When you print customer statements using either the Statements Reports selection or Historical statements Open item history you must specify a form ID to be used in the A R Control File see the chapter titled Control information The form must exist in the A R Form file A few of the more common A R statement formats are provided at the end of this chapter For a full list of all predefined forms use the Print Forms selection If you choose to create your own form you should make a copy of an alr
92. Either open item or balance forward documents are displayed depending on the currently assigned customer balance method If documents of the opposite balance method exist dated on or after the date entered a warning message appears on the screen You can obtain information on these documents by using the Customer History Report If you press F5 you see more detailed information about the customer Accounts Receivable Customer History Samco Power Accounting 39 4 a jot Ent 23 Broadwa Tendale NB ELE 7R The screens for open item and balance forward customers are similar except that Amt forwarded appears only for balance forward customers This displays the amount for that customer which was forwarded as a balance forward entry See the section under Customer History Report as to how this is computed To exit press Esc or Tab If you press F6 you may see or enter notes about the customer Using Notes You can enter a limited number of notes about this customer They are for internal use only Each note is given a date time stamp so that you can browse through the notes in time sequence later NOTE This notes function is different from the Extended Functions notes Customer notes entered here are not accessible through the Extended Functions and vice versa Please refer to the chapter titled Customers for details on this function Viewing Customer History by Document Number If viewing by document number
93. File It may be selectively purged after the Change Log is printed 11 Customer history file This file contains information on all fully paid open items which have been purged from the A R Open Item File 12 Cash history file This file contains payment history 13 Recurring sales trans file This file contains recurring sales transactions that may be used repeatedly for creation of regular sales transactions 14 Recurring sales aux file Used to retain additional recurring sales transaction information not stored by the Recurring Sales Transaction file 15 A R open item file This file contains all of the open items transactions that are currently outstanding for each customer 16 Open item history file This file is a duplicate of the A R open item file used to keep historical information for reporting and viewing It is unaffected by any purging done to the A R open item file 17 Lock files These file are used to protect the permanent and temporary transaction files 18 Sales trans file This is a work file for sales transactions The file is purged each time sales are posted 19 Sales trans aux file Accounts Receivable Initializing Data Files Samco Power Accounting A 4 Used to retain additional sales transaction information This file is purged each time sales are posted 20 Sales dist file This file is used to track the general ledger distributions for un posted sales entries 21 Commissions du
94. For open item customers you may no longer change the apply to number for the open item once you do this This is because by paying the commission you are saying that the invoice is fully paid Thus the apply to numbers cannot be changed because the invoice would then not really be fully paid If the customer later wants a credit for returned goods related to an invoice for which you have logged the commission in this fashion then you have to issue a credit memo which will result in a negative commission amount to reduce the sales rep s commission You are informed that only open item customers will be processed and that commissions due to sales reps for fully paid open items will be logged and that the open items will not be purged Answer Y if you are sure you want to do this NOTE The above pertains only to open item customers Commissions can be paid on fully paid invoices prior to purging the Open Item File only for open item customers If balance forward customers are used the commissions due on payment can be logged only when the Open Item File is purged Purging Methods Balance forward and open item customers are purged differently Balance Forward Customer For a balance forward customer with a debit balance as of the cut off date the usual case All credits through the cut off date are purged Debits are purged only up to the point where the value of the debits purged is equal to or greater than the value of the credits p
95. Format For a date field select the format to use when printing this field as follows MM DD YY 03 31 99 MMM DD YY Mar 31 99 MMM DD Mar 31 DD MMM YY 31 Mar 99 Month DD YYYY March 31 1999 uIhWDN When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 6 Length Enter the number of characters to be used when printing this field up to the maximum shown or Enter for the maximum shown Accounts Receivable Forms Samco Power Accounting 12 13 A total of 1000 characters is available for printing all literal fields on a form with a maximum of 80 characters for each A message displays when less than 150 characters are available 7 Text Enter the exact text to be printed up to the length specified in field number 6 Calculations The calculations functionality built into forms allows you to compute and store up to 20 figures for later printing on your statement forms using the Calculation register field Calculations are rarely needed for normal statement printing If you are using a standard statement format or find no need to make any special calculations please skip this section There are basically two steps to doing a calculation 1 Enter one or more calculations to gain a desired figure s 2 Enter the calculation register s to print in your form layout To
96. H PROJECTION SUMMARY REPORT Accounts Receivable Cash Projection Report Samco Power Accounting 28 4 SAMCO Building business and technology relationships rj Chapter 29 Statements Use this selection to print customer statements You should print statements before Fully paid open items is run since purging them removes those open items which have been fully paid from the file If you purge before printing the statements will not show payments and their matching open items To Begin Select Reports Statements You then see Accounts Receivable Statements Samco Power Accounting 29 1 Enter the following information 1 Statement period You may press F2 to re use all of the entries made on this screen the last time these entries were saved They all display and you may change individual fields Enter the beginning and ending date for the period For a balance forward customer the balance is calculated up to the starting date of the period and is printed on the first line of the statement Then all the detail lines open items are printed up to the ending date of the statement period For an open item customer all open items are printed up to the ending date of the period 2 Age by invoice due date This entry controls how open items are aged for the purpose of printing aged totals at the bottom of the statement If you age by due date the aged totals will only include those documents which appear on t
97. I to show only inactive customers A for active clients only or B for both 5 Last sale cut off date Customers with last sale You may choose to print labels for customers with a last sale either on or before this date or after this date Enter a date or use F1 for Latest print labels regardless of last sale date If you enter a date select either A to print labels for customers with a sale date after this date or O to print labels for customers with a last sale on or before this date 6 Statement cycles You may print labels for customers who get statements on selected billing cycles or print labels regardless of billing cycles Enter up to 5 statement cycle codes or use F1 for All statement cycles 7 For which A R account Enter an A R account number or use one of the options Options F1 For the default A R account F2 To scan through the other A R accounts on file Enter For AU A R accounts Follow the screen instructions 8 Contact or Customer Options blank Leave blank for none C Contact name N Customer number 9 Show Country Accounts Receivable Customers Samco Power Accounting 16 24 Enter Y to show country on the label or N to leave country off of the customer s label Quick Customer Labels Requires Billing Module F8 Q has been added to the extended functions window which will print customer labels using the Billing label formatting facilities Billing F2 Setup
98. Power Accounting 29 9 4 Cut off date for prd 2 Enter the starting date for period 2 or F1 for a date one month earlier than the period 1 cut off date 5 Period 2 description Enter a description of period 2 or F1 for period 2 cut off date to day prior to period 1 cut off date 6 Cut off date for prd 3 Enter the starting date for period 3 or F1 for a date one month earlier than the period 2 cut off date 7 Period 3 description Enter a description of period 3 or F1 for period 3 cut off date to day prior to period 2 cut off date 8 Cut off date for prd 4 Enter the starting date for period 4 F1 for a date one month earlier than the period 3 cut off date or F2 for Unlimited In this case all documents older than the period 3 cut off date will be included in aging period 4 9 Period 4 description Enter a description of period 4 or F1 for period 4 cut off date to day prior to period 3 cut off date If Unlimited was chosen for the previous field the option is Older than period 3 cut off date After pressing Enter at Field number to change you may select 1 to review your entries on these screens or select 2 to print statements If you select to print you then have the option of saving your entries for use the next time you print statements You are asked to mount statement forms on the printer and then type DONE when ready Mount the statement forms on the prin
99. Receivable Cash Receipts Samco Power Accounting 21 10 10 Harris Goldberg amp Jones j Bal type Open item eceipt date 8 30 10 See the details below for the options available for entry on each field Review previous cash applications You can also review the applications you have made so far for this cash receipt Press F2 to display previously entered cash applications for the receipt you are working with These applications will be displayed one at a time in order by apply to number You can change these applications using Field number to change Apply cash receipts as open credit on account If you don t want to apply all or part of the check amount to specific open items press Enter The remaining amount will be entered as an open credit You then see Open credit on account You can apply this open credit at a later time using either Cash receipts or Change apply to number or due date See the section titled Applying open credit later in this chapter Information requested Accounts Receivable Cash Receipts Samco Power Accounting 21 11 You are asked for the following for each open item the cash receipt is being applied to 9 Amt paid Enter the amount to be paid on the open item Pressing F1 will result in an automatic calculation of the amount to be paid on this open item If the amount remaining to be applied plus the valid discount for this open item is sufficient to pay off the open ite
100. Recurring Sales esesseessersssosecceecserssccsecceecsesossesecoeecsecssceseeo 1 Deleting Recurring Sales senseseesessessessesocsossoscorosroscsroeroecesreersecseesese 9 Printing an Edit iSt soe eamin ei eaaa e EEE TE O EE Ee aT anes 10 Selecting Recurring Sales for Use ssessssessessesessessesosrosrsseseesssseseesese 10 Printing a Selection Lists icirereieiiecesirecric rrenetan ana EEE A ADEE A ETAS 15 Use Selected Recurring SalesS sessssossessssosrosrssoseosrsseseeseseeseesesreseeee 15 Cash Receipt Siei cc cs etectnay ore ore av Selene cacsens ednuse avedwelecs I E EENES ENE E dee 21 1 Printing a Cash Application Worksheet ssssssssssssesscessosseosecsscossosesoseeseee 1 Entering Cash REGCIDtS aust ccnene ciaiviksccraisertiihesecdeated ten E Ea 2 Applying the Payment to JODS ccccecccscssesecccceccctcccereesetsesessetseseees 18 Applying Open Credit sessesssersscosecsescsecoseosecseccsecoseoseseesesecseeeeeesee 21 Deleting a Cash Receipt essecsersssessscsecsersscesecosecsessscosecseecsecsseeseceee 22 Printing am Edit Listeden nsere na a E cnaueaadanamcedduatetee 22 P sting Cash RECCIDIS oireena niri eE ee aay EEE R E EAR EEE 22 Change Apply to or Due Date sssessssessesssseoseseeseesesreseseeseescseosroeeo 22 1 Changing Customer Balance Methods ss ssssessssessessesessessesoseesesseseosessoo 1 Purging open items for open item CuUStomEerS sssssess
101. This field is used as a default when you enter the commission percent in either Customers or Sales reps based on the entry made in field 13 above 15 Dflt commiss method If you answered N to 12 Allow comm on marg this field will be automatically set to P and may not be changed This field is used as a default when you enter the commission method in either Customers or Sales reps based on the entry made in field 13 above Type P if the default commission amount is to be based on the price of a product or service or M if it is to be based on profit margin price minus cost 16 Commissions paid on If you answered N to Use COMMISSIONS 2 this field will be skipped Type S if commissions are paid on the basis of a sale being booked In this case the commission due is recorded when the invoice is posted The commission due will then appear on the Commissions Due Report Enter P if commissions are paid on fully paid open items In this case a commission due is recorded when the fully paid open item is purged from the Open Item File using Fully paid open items The commission due will then appear on the Commissions Due Report See the chapter titled Fully Paid Open Items for the procedure to use if commissions are paid to sales reps more frequently than once a period 17 Track zero commiss Answer N if you do not want zero dollar commissions included in the Commissions Due Report Accounts Receivable Control Informa
102. Which condition Enter A if customer s must match all criteria for the user defined fields or O if they only need to match 1 The criteria for each user defined field are entered ona screen immediately after this one If you answered Y to included user defined fields a screen similar to the following will appear nfo n Pasar oo Pma mn Pajar o ra Pajar Pajar o nfo n njan o rnfa ___ nia Pajar o parar SSES IIE For each user defined field enter the following Starting Ending A range to be included as part of the report selection criteria Prt Accounts Receivable Customers Samco Power Accounting 16 21 Answer Y if you want this user defined field to print on the report Printing a List by Customer Name Printing lists in alphabetical order follows the same rules as for number order except that First and Last refer to the first and last customer names sorted alphanumerically If your list wasn t sorted quite the way you expected see the chapter titled Technical Notes in the System Functions manual for a description of alphanumeric sorting From the Customers menu select Print by customer name Enter the following information 1 Starting cust name 2 Ending cust name Specify the range of customer names to include Follow the screen instructions You can press F2 to change to printing by person s name The rest of the conditions for printing this report are identical
103. You do not need to do anything special on the form itself as the transaction is treated like any other transaction Payment Allowances When an allowance amount is processed with a payment a separate line will be printed below the payment This line is created by the statement printing function and is treated like any other transaction Payment Detail The statement printing routine offers you the option of whether or not you want to print payment detail If you choose to print payment detail each payment received from the customer is printed as a normal line item However if you choose not to print payment detail all of the payments received for the statement reporting period Accounts Receivable Forms Samco Power Accounting 12 25 will be merged into one lump sum payment line item and one lump sum allowance line item Invoice Balances Similar to payment detail you have the option at time of printing to show invoices balances only If you choose to print invoice balances only the document number document date and document type are taken from the first document of an apply to group but the amount is the sum of all the lines with the same apply to number Apply to Counter The Statement function allows the option of printing open items by apply to number This option does two things 1 All open items for Open Item customers are grouped by apply to number 2 AT type transaction is created and printed below each apply to gro
104. account activity since the last statement date answer Y 11 Show invoice balances only If you answered N at field 12 this field displays Not applicable Answer Y to show invoice balances only rather than detail 12 Show fully paid items for open item customers This field may only be entered if you are printing open item customers by apply to number as specified in field 12 above Otherwise it displays Not applicable The purpose of this field is to allow you to omit printing fully paid open items which have not yet been purged from the Open Item File and for which all activity is prior to the statement period If you answer N here then such fully paid open items will not appear on the statement If you answer Y then all fully paid open items will appear on the statement even if all activity is prior to the statement period 13 Show payment detail for open item customers If you answered Y at field 12 answer Y to show every application of a payment to open items If you answer Y at field 16 this field is automatically set to Y 14 Comments Accounts Receivable Statements Samco Power Accounting 29 5 Enter 2 comment lines of up to 30 characters each or press Enter for no comments These comments will be printed at the bottom of every statement unless a dunning message is to print instead on a particular statement See the next field 15 Stmnt cycles to print Enter the statement cycle codes for which y
105. aging date on the report For open item customers you may want to see recent payments even though the payments are dated after the aging date Answer N to print only those documents that have transaction dates on or before the aging date To ignore payments past the aging date but to include all other document types answer P This allows you to see what your aging would have been had none of your customers made payments since the aging date 19 Group detail by apply to If you have chosen to print a full detailed report answer Y to this field to match apply to numbers in the report this is convenient for open item customers where you want to ignore invoices that have been paid If you answer N the report will print detail in document date order Accounts Receivable Aging Report Samco Power Accounting 25 9 20 Cutoff balance Enter the minimum balance due to include on the report Customers with a lower balance will not be included 21 Cutoff period This field works in conjunction with the prior Cut off balance field If you do not set a cut off balance this field is skipped Enter the period 1 4 to begin reporting on For example if you set the cut off balance to 5000 and the cut off period to 2 only those clients with a balance greater than 5000 in periods 2 3 or 4 will be included on the report Include active accts Answer Y if you want to include accounts with current activity or N for accounts with no
106. al distribution N for automatic Sale taxable 1 T if taxable X if exempt Z if zero rated Misc charges taxable 1 T if taxable X if exempt Z if zero rated Freight taxable 1 T if taxable X if exempt Z if zero rated Please note that the total of all tax distribution records must equal the total tax amount of the original sale or an error during importing will occur Sales Transaction Distributions Sales and job distributions are required only if you wish to use account number s other than the default s established in Control data in A R or if you wish to wish to distribute an amount to a job when interfaced to Job Cost If distribution records are used they must immediately follow either the sales transaction record or the tax distribution record The total of the distribution records for a transaction must equal the total of the sales transaction When interfacing with Job Cost the job sub job and categories must be valid active or non active jobs in the Job Cost master file If the J C Control data indicates that you do not use retainage receivable then any value entered into the retainage field will be disregarded The following is the layout for a sales distribution record Accounts Receivable Sales Samco Power Accounting 19 19 Field Length Valid Entries Document Type 1 1 Document Number 8 Alphanumeric Must be same as sales trx G L Account Number 16 Valid G L account Distribution Amount 12 Max o
107. ale if applicable or F1 to use the calculated commission amount Make any changes as usual through Field number to change Then the distributions portion of the screen displays You may now change any of the distributions via Field number to change You may exit this screen only when the amount remaining to distribute is zero Changing Amount of Entry If you reselect a variable recurring sale and you change the amount of the entry you will be given the option to recalculate the distributions If you wish to use the distributions that you entered when the entry was originally selected answer N If you want the software to recalculate the distributions based on the percentages associated with the distributions then answer Y Unselecting Recurring Sales To unselect a recurring sale that has been selected for use use the manual selection method as if you are going to select the recurring sale that you wish to unselect When the selection screen is displayed enter the customer and sequence number of the recurring sale that you wish to unselect or use F1 to scan through the recurring sales until you find the one that you wish to unselect You are then informed that this recurring sale has been selected and are asked if you now want to unselect it Answer Y to unselect the recurring sale The recurring sale that you have unselected is now available for later selection and use Accounts Receivable Recurring Sales Samco Power Ac
108. ales Reps Samco Power Accounting 15 4 Chapter 16 Customers Use this selection to enter information about your customers While entering each customer you must specify codes for a customer type payment terms a tax group an A R account and if you use them in your business a territory sales representative and a ship via method Each of these codes must have already been entered in its own function from the Setup menu so that it will be available here Each customer is identified by a 12 character customer number This number can be numerals letters or a combination of both depending on your preference You can print a customer list or labels in order by customer number customer name or postal code You can also print a log of changes made to customer information if you specified in Company information that change logs were to be used To Begin From the A R menu select Customers Enter Entering Customers This is the screen you see Accounts Receivable Customers Samco Power Accounting 16 1 trent period January 2010 From this screen you can work with both new and existing customers If a customer with the customer number you enter already exists the information on file will appear and be available for changes or deletion Enter the following information Options F1 Sh F1 Enter F4 F5 Accounts Receivable Samco Power Accounting To view the next customer on file To v
109. amco Power Accounting 42 6 Fulday Outioyis General View Registered file types Extensions File Types DOTX Microsoft Office Word Template DOY Microsoft Office Excel ODBC Query ff DRY Device driver g DSN Data Source Nang DUN DVR MS Co cina Delete Change To chafige settings that affect all AudioCD files click Advanced 5 Drag the scroll Pay bar To TAB OR Fuldsy Gutiesis Type TAB G I Vi to jump to it ee Registered file types Extensions File Types gt STM SmarT erm Macro Language S3STW SmarTerm Session SWF Shockwave Flash Object S3sws SmarT erm WorkSpace Si sys System file a REJSEN ER tov ey area T anlk ar Details for TAB extension Opens with Re Microsoft Office Excel To change settings that affect all AudioCD files click Advanced A ppi ly Accounts Receivable X Export Printer Reports Samco Power Accounting 42 7 denr Outlays General View File Types Offline Files Registered file types Extensions File Types gt STM SmarT erm Macro Language STW SmarTerm Session SWF Shockwave Flash Object 6 Click Delete to remove the SWS SmarTerm WorkSpace file type Sys System file aT Em OR Click Change to change the default for Opens with TAB File m iv AB TOV CmarT nem Tanlhar Details for TAB extension Opens with Re Microsoft Office Excel To change settings that affect all AudioCD files
110. an consist of letters symbols like and numbers For instance you can have I 10001 using I for invoice If you want alphanumeric doc s and incrementing you must specify the format of your doc This tells the software which part of the doc is to be incremented Suppose you wanted doc s like 1 10001 I 10002 I 10003 etc You would specify the format to be AANNNNN 2 letters followed by 5 numbers Then if you enter 10001 in Sales for an entry the default for the next doc will be 1 10002 just as for a numeric doc If you enter a doc which does not match the format you set up here there will not be an incremented default for the subsequent entry For instance if your format was AANNNNN but you entered CB 10001 the doc would be accepted but you wouldn t have a default of CB 10002 for the next entry CB 10001 didn t match your AANNNNN format it started with 3 A s alphanumerics C B and Accounts Receivable Control Information Samco Power Accounting 7 8 At the Field number to change prompt make any necessary changes and press Enter to continue The second screen displays ooo ja punta raceivable ooo aah account 13557 j ao roznn ales tools a 4090 4100 ac charges on sales oan reight shipping 40504100 Discounts allowed 40704100 Finance charges 30605100 Many of the fields on this second screen are for General Ledger account
111. and the Account bal field is increased When cash receipts are posted the un posted balance is increased and Account bal field is decreased Unless you are making some kind of correction you should always skip this field when adding a new customer The selection Set customer account balances is used to set this field to its correct value See the chapter titled Set Customer Account Balances 43 Highest balance This field indicates the absolute highest balance ever achieved by this customer 44 Total sales This field represents the total sales dollar volume over the lifetime of doing business with this client Period to Date Year to Date and Last year Fields The Period to Date and Year to Date fields are updated when an A R document for this customer is posted if the document date is within the current period If its date is within the next period the posted amounts are stored and will appear when the current period includes the document date The amounts in the YTD fields are moved to the Last year fields when Close a period is run at the end of your accounting year 45 Sales Enter the sales for the period to date year to date and last year 46 Costs Accounts Receivable Customers Samco Power Accounting 16 11 Enter the costs for the period to date year to date and last year 47 Commissions Enter the total commissions for the period to date year to date and last year 48 Payments Enter the total payments
112. arliest to the date which is the end of your accounting period Specify that the file should be purged By purging the distributions which are printed on the report the only distributions remaining in the file if any will be for transactions which apply to the future accounting periods If a power failure and computer crash occurs while printing the report and purging the file simply restore the backup and repeat the procedure You may wish to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed Important note if using G L The A R Distributions to G L File contains debits and credits created by A R transactions that must be transferred to General Ledger The distributions are actually transferred by selecting Get distributions from the G L menu and then specifying that you want to get distributions from the A R package See the chapter titled Get Distributions in the G L user manual Accounts Receivable Distributions to GL Samco Power Accounting 33 4 Prior to running Get distributions you should first print the A R Distributions to G L Report All accounts should be printed The date range should be from Earliest to the date which is the end of your accounting period Do not specify that the file is to be purged If you purge distributions here in A R before transferri
113. as Data Review View Ai Calibri Ju A m EP waptet General Eel BY Norma Bad Good a amp Go a pid ic P Format Painter Bizim E gt A E BEE Berge acenter v 38 Slee TEn Calculation natory Insert Delete Format Soi Eile Clipboard g Font m Alignment g Number a Styles cells Editing AL X Item no 8 G D E G H 1 L M N o P a R s u v Y o_ Desc 1 Desc 2 Desc 3 Category Sub cat Inv acct Unit cost Qty on hz Qty commReord levBO cod Item valu Stk status Vend Price 1 Retail valiNet qty Max aty 1 Multi currency item TOOLS sP 1200 000 11 99 2 o oB 23 98 100 24 00 48 00 2 4 937 2 Hammer 16 Oz Claw TOOLS H 1210 000 23 00 11 o oB 8253 00 O 1000 12 00 132 00 11 206 3 Wrench 3 8 Socket Set TooLS 1210 000 10 00 468 20 oB essesse 1000 18 00 5655 2 025 148 4 Saw 2Hp 7 1 4 Circular Toots 1210 000 0 00 206 o oB 0 00 42 00 saHRRHEE 206 71 5 Chisel 5Pc Set search TOOLS 1210 000 8 98 50 391 o 08 nenene 1000 13 91 sepemet 50 424 73 6 Motor 2hp Submersible PARTS 1210 000 26 50 5 o 258 132 50 R 1000 45 00 225 00 3 108 7 Gauge Hi pressure TOOLS 1210 000 16 00 120 o 0B sSRREREEE 1000 16 00 sitet 124 40 8 1 Steel biProduct of B C PARTS 1210 000 0 08 11 761 o oB 918 89 100 1 00 HHH 12 101 1 343 10 9 Lathe Wood INDEQ 1210 000 14 54 11 o 08B 159 92 800 348 00 sissies li 7 i 10 Compressor Air INDEQ 1210 000 101 75 26 o 0B BEREESSE 800 195 00 iii 26 14 12 11 Saw Table 4 x 6 TOOLS 1210 000 198 00 57 o 08 55555555
114. as the default account when sales transactions are distributed If you answered N to field 34 DISTRIBUTE SALES 2 all sales transactions go to this account automatically 37 Distribute misc chrgs Answer Y if you want to distribute miscellaneous charges manually to different accounts Answer N if miscellaneous charges are always to go to one account If you answer N all miscellaneous charges will be posted to the default miscellaneous charges account which you enter next 38 Default misc chrgs acct Enter the number of the default miscellaneous charges account which will be used as the default account when miscellaneous charges are entered 39 Distribute freight Answer Y if you want to distribute freight charges manually to various accounts Answer N if freight charges are always to go to one account If you answer N all freight charges entered will go to the default freight account which you enter next 40 Default freight acct Enter the default freight account number 41 Discount acct Enter the number of the single discount account that will be used for cash receipts All discounts taken on cash receipts will be posted to this account 42 Finance chgs acct Accounts Receivable Control Information Samco Power Accounting 7 10 Enter the number of the single finance charges account All finance charge amounts calculated and posted from the Finance charges selection or from type F documents in t
115. ast code entered to indicate that you are through entering codes Format 1 character 5 Purge file Answer Y if you want to have the fully paid items removed from the A R Open Item File The Purge Report prints automatically when purging is selected Each open item purged is placed in the Customer History File if used and is then available for reviewing or reporting through Customer history If you wish to print a Purge Report and examine the items before they are purged press Enter to default to N The report is printed without purging If you answered Y to PURGE FILE you are asked if you are sure you wish to purge Answer Y or N as appropriate 6 Date for bfwd trx Enter the code corresponding to the date to use for the transaction document s date when it is created Valid options are Options Blank Last clearing date P Purge date L Last transaction date N Last non interest date 7 Post date for bfwd trx Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 3 Enter an actual date which will be used as the posting date for the balance forward transactions created 8 Log commissions due for open item cust This field appears only if 1 Commissions are paid upon payment per the Control File and 2 The purge question above is answered N Answer Y if you wish to log commissions due to sales reps based on fully paid invoices for open item customers prior to purging the Open Item File
116. at you have the software release serial number s media type payment information Visa or MasterCard and other related information available when you call For a detailed description of Samco s support and customer services please check out our web site at http www samco com Training You may go to your own dealer for training however if your dealer does not offer training call Samco at 800 663 2080 Accounts Receivable Getting Started Samco Power Accounting 2 7 SAMCO Building business and technology relationships Tal Chapter 3 Using Accounts Receivable About this Manual This manual provides the information needed to learn and use Samco s Accounts Receivable module Organization The next chapter is a guide to daily operations It explains how you use Samco s Accounts Receivable to perform various daily weekly and periodic tasks After the guide the next few chapters give instructions on how to enter the basic information which will set up your package according to your needs and prepare you for daily operation Following those come chapters which you will use most frequently They describe how to use Samco s Accounts Receivable module on a daily basis The last few chapters describe selections which are used periodically including such selections as closing a period Additional information can be obtained from the Installation Guide and System Functions manual which contains chapters that d
117. ate aging method for processing finance charges Enter I to age by invoice date or D to age by due date 29 days past due for f c If aging by due date enter the number of days allowed after the due date before finance charges F C are assessed If aging by invoice date enter the number of days allowed after the date of the invoice before finance charges are assessed 30 Minimum finance charge Accounts Receivable Control Information Samco Power Accounting 7 7 Enter the minimum finance charge to be charged to a past due account 31 Calc fin chgs on fin chgs This question asks whether you want to include finance charges already past due in the new past due amount on which you are now going to calculate finance charges If you answer Y they will be included in the past due amount that new finance charges are calculated on If N previous past due finance charges are excluded when current finance charges are calculated 32 Default doc format A document number is used to identify each A R document You can choose whether they are to be numeric or alphanumeric Numeric document numbers A numeric document number doc consists of all numbers 1 2 3 0 When entering sales if you enter 10001 for a document the default for the next entry will be 10002 This is called incrementing If you want to use only numeric doc s press Enter here Alphanumeric document numbers An alphanumeric doc c
118. ault document number format in Control information but the starting document number you enter here does not match the format then the document number entered here must be a numeric document number One invoice is created for each selected recurring sale You may then modify print an edit list of or post these invoices using Sales If an invoice causes any customer to reach or exceed his credit limit the Recurring Sale Exception Report prints automatically This report lists the pertinent transaction and account balance information Accounts Receivable Recurring Sales Samco Power Accounting 20 15 Sete 08 30 10 Time 16 32 18 Arme Enterprises Inc User LOF Report 2344 Page 0001 RECURRING SALES EDIT LIST Starting group Firat Ending group Last Entry types shown Fined F and variable V amoucs Nest date cut off 4 30 10 Grow Cust 6 Saw Interval Last 0200 Selected Expired Terms Seq Type Reference Smount to date last date Stert date Tises used Sia rep Tx cod P O 8 Max total sales Wext Gave Final date Max nses Eiliot Ent Every 1 Mentha 99050001 s x Copier machine rental 2 690 09 vis 99 nore a Mis 7 000 00 4 15 99 Indefinite a ect Description Jax dirte GS7 2220 000 GIT collected payable PSI 2200 000 PST payable pv Recomt net found s ST Secoumt not found Acct Description Distribution 4020 000 Discount on sales t Elliot Ent Every i Menthe 99920002 E n 2 v Fax Machine Usage 700 00 wae not
119. automatically set to P 5 Apply to Enter the apply to number the number of the document to which the A R open item applies If an open item exists for the customer number document date document number document type and apply to number you ve entered you ll be allowed to make changes to it Otherwise it s the same as if you re entering a new item Open Item Customers For an invoice debit memo balance forward document or finance charge the apply to number is automatically the same as the document number entered For a debit memo the apply to number will sometimes be different from the document number so you may need to change the apply to number when you get to Field number to change For a credit memo or payment the apply to number may be zero If you enter a zero apply to number the word Open will display to indicate this credit memo is an open credit on account not applied to a specific invoice Balance Forward Customers You are not allowed to enter anything and the field is skipped 6 Posted date Enter the date this transaction was posted or Enter to default to your computer s system date 7 Terms For an invoice you have two options Options F1 To default to the usual terms code for this customer which is recorded in the Customer File Enter To override the displayed usual terms code and then enter a different one For a credit memo payment finance charge or balance forward
120. ax type being reported is labelled GST as set up in the Tax types function Since the GST does not differ from province to province All has been chosen for the tax group For information on reporting the GST paid out refer to the chapter titled GST Paid in the Accounts Payable user manual Provincial Sales Taxes In the previous example we have seen how easy it is to generate a report for GST collected The only difference between GST reporting and provincial tax reporting is that each province you collect taxes for must be reported separately The only two fields which affect this are the Tax type and the Tax group fields Below is a sample screen of how a company reporting the B C sales tax might generate a tax collected report for this tax Accounts Receivable Tax Collected Samco Power Accounting 31 4 Earliest Latest N Y PST Bc Notice that they are reporting on tax type PST which is their code for provincial sales taxes and tax group BC which is their code for grouping customers who pay or are possibly exempt from B C provincial sales tax To report on any other provincial sales taxes they would simply replace the BC with each province s tax group Alternatively the same report could set the tax group to All which would consolidate the taxes onto one large report broken down by tax group This is a quicker way of doing it but causes one large report to be printed Environmental Sur Taxes Reporting ta
121. ber of the payment to be the same as the document number of the invoice In this way the payment is applied to the invoice If the open credit is greater than the balance due on the invoice you will need to follow the second method shown in the Applying Open credit section of the chapter titled Cash Receipts as opposed to using the procedure outlined above The above procedure should only be used if the payment is equal to or less than the balance due on the invoice Changing Customer Balance Methods Accounts Receivable Change Apply To or Due Date Samco Power Accounting 22 1 When entering sales balance forward customers have zero assigned automatically to the apply to number of every document If you change a customer s balance method from balance forward to open item you must change the apply to number of every document on file for that customer so payments can be properly applied to invoices To Begin From the A R menu select Change apply to number or due date This is the screen you see Enter the following information Customer Enter the customer number of the document to be changed Document Enter the document number of the document to change or press F1 for the next document on file for this customer The document is displayed and you are asked if this is the right A R open item If you answer N the next A R open item with the same customer number and document number is displayed Acco
122. but does not permit billing for the sub jobs Otherwise enter the sub job number for this sales transaction The sub job must already be on file for the job The description of the sub job then displays 3 G L acct Enter the G L credit account for this transaction or F1 to default to the billing account for the job entered above If this is not a distribution for a job the default will be to the sales account specified in the A R Control file 4 Amount Enter the amount to be distributed 5 Reference Accounts Receivable Sales Samco Power Accounting 19 11 If this is a distribution for a job you can enter 2 lines as a reference for this distribution Otherwise no reference may be entered This reference is automatically stored in the Job Detail Transaction File after the sales transaction is posted 6 Retainage You will be asked for retainage only if you answered Y to the Use retainage receivable question in the Job Cost Control File Otherwise this field does not even appear on your screen Enter any amount that will be retained by the customer from this billing or F1 to default to the calculated amount shown at the bottom of the screen If the retainage percent on this job is zero there is no F1 default If you enter a job number sub job number and G L account number for a distribution already entered the existing distribution displays and you are allowed to make changes to it You cannot h
123. calculated by the Finance charges selection for this customer 25 Back ordr This information is used only by the Billing and Professional Invoicing packages Your answer here specifies whether this customer accepts back orders If you answer N you will be warned later if you try to specify that part of a line item on an order for this customer should be back ordered 26 Part ship This information is used only by the Billing and Professional Invoicing packages Your answer here specifies whether it is all right to make a partial shipment of the items purchased by the customer If you answer N you will be warned later if you try to ship only part of a line item on an order to this customer Accounts Receivable Customers Samco Power Accounting 16 6 27 Discnt pct This information is used only by the Billing Professional Invoicing and Point of Sale packages Enter the discount percent generally allowed on orders from this customer This is the trade discount percent 28 Invc copies This information is used only by the Billing Professional Invoicing and Point of Sale packages Enter the number of invoices to print for this customer or press Enter to default to 1 This is helpful for handling customers that require more than the usual number of copies of an invoice that you provide When an invoice is printed for the customer the system checks to see how many copies it is supposed to print 29 PO req
124. cation Worksheet This gives a list of all open items for specified customers showing current balances due and the valid discount amounts A powerful and flexible function allows you to automatically apply cash from an open item customer You can pay the oldest invoices first or you can pay by specific invoice number The function automatically applies payments from open item customers to the oldest outstanding items if you wish A Cash Receipts Edit List is available to help you in the editing procedure On request the package posts cash receipts to the A R Open Item File You may also prepare deposits and print deposit slips A deposit summary may also be printed Aging Report Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 3 You may print an A R Aging Report on request for all or selected customers in a variety of formats Aging may be done by either the invoice date or the due date A Collections Report and a Cash Projection Report may also be printed Instant Customer Aging At any point from within the system you can bring up a customer using the Extended Functions window and produce an instant on screen aging and analysis Ideal for sales reps requiring fast access to their customer s accounts Finance Charges The package will automatically calculate finance charges You can then edit these and post them as you wish A Finance Charges Edit List assists in this process Or you can manually enter
125. cess of the level 1 cut off amount The finance charge percents and the level 1 cut off are specified in Control information Compounding Finance Charges Finance charges are compounded computed on previous A R finance charges only if compounding is specified in Control information Credit Memos and Negative Invoices Please reference the chapter titled Control Information for specific field details If credit memos and negative invoices are to be treated like payments received past the cut off date please set the Negative invoices as credit memos and Allow credit memos past cutoff to Y To Begin From the A R menu select Finance charges Calculate Accounts Receivable Finance Charges Samco Power Accounting 24 2 Calculating Finance Charges A screen displays for specification of the period for which finance charges are to be assessed Enter the following information 1 Cut off date Enter the cut off date Finance charges will be applied to items which are due on or before this date 2 Statement cycles Enter the statement cycle codes for the statement periods you are calculating finance charges for Finance charges will be calculated only for those customers whose statement periods match the cycles you enter here Statement cycle codes defined in the Customers function specify the statement period how often statements are printed You can enter up to five separate statement cycle code
126. change JN Accounts Receivable X Export Printer Reports Samco Power Accounting 42 2 Open With Choose the program you want to use to open this file File ic_valuation tab Programs an Recommended Programs fe If prompted select the program bat Othar Programs that Windows is to use to open Adobe Reader 9 3 your Xport file s E Internet Explorer E Microsoft Office Picture Manager fv Microsoft Office Word T Notepad W Paint Type a description that you want to use For this kind of file aS ss Always use the selected program to open this kind of file If the program you want is not in the list or on your computer you can look for the appropriate program on the Web Windows or Thin Client will open the export file using the program that you selected The following example is from Excel 2007 Accounts Receivable X Export Printer Reports Samco Power Accounting 42 3 Misa sc Support entry SA SmarTerm SamcoD 1 10 5 Release Notes d C3 10 5 Release Notes R KC IC Valuation rep How to set the default for opening a Samco tab file in Windows 1 Begin by clicking on start L n EEE irboxincoleen sam Accounts Receivable X Export Printer Reports Samco Power Accounting 42 4 PERAN N aluationtab Microsoft Excel Home Insert Pagelayout Formul
127. cluding credit balance customers Customers with a credit balance can be shown separately since these are actually liabilities and need to be shown as such on the balance sheet You can define aging periods either by days 0 30 days 31 60 days etc or by specific dates e g 3 16 90 to 4 15 90 2 1 90 to 2 28 90 etc Four aging periods buckets are set up according to an aging date you specify bucket bucket bucket bucket aging 4 3 2 1 date p time oldest next oldest next oldest newest now period period period period You can use the default aging periods you entered in Control information or enter period definitions for this report only Accounts Receivable Aging Report Samco Power Accounting 25 1 You can specify whether you want the Aging Report to show detail of the overdue items in two possible formats or to show summary information only Aging Methods Different aging methods are used for balance forward and open item customers Each is described below Balance Forward Customers Each invoice debit memo and finance charge dated on or before the aging date is put into a bucket according to either its document date or due date Amounts from invoices debit memos finance charges put into buckets by doc date or due date per A R Control File 1 000 800 2 000 1 000 bucket bucket bucket bucket aging 4 3 2 1 date p gt time oldest next oldest next oldest newest now period period period period T
128. co top level directory and type ARINIT NOTE If you are running on a Linux or Unix system and are logged on as root super user replace the above command with ARINIT Enter the company ID you wish to initialize A R data files for Accounts Receivable Initializing Data Files Samco Power Accounting A 1 You will then see a screen similar to this Initialize A R files Your Company Name Here Release 6 7 Customized for samco Please enter for each file Init Init Cash accounts file N 19 Sales trans aux file A R notes file 20 Sales dist file A R control file 21 Commissions due file A R accounts file 22 A R dist to G L file A R codes file 23 Cash receipts file Sales rep file 24 Cash application file A R customer file Finance charges file A R auxiliary file Report parameter file Customer contacts Tax collected file Change customer file Unposted trx file Customer history file Open item detail file Cash history file Detail history file Recurring sales trans file A R forms file Recurring sales aux file Account history A R open item file Keyword file Open item history file Lock files Sales trans file Accounts Receivable Initializing Data Files Samco Power Accounting A 2 Answer Y for each file you want to initialize N to not initialize a file 1 Cash accounts file The file contains all G L accounts which you have designed as cash accounts in Cash accounts It is sha
129. counting 20 14 Printing a Selection List From the Recurring sales menu choose Selection list This list shows every recurring sale that has been selected Use Selected Recurring Sales When you have verified that your selection of recurring sales is correct and complete you are ready to use them to create invoices from the selected recurring sales The recurring sales remain on file in the Recurring Sales Transactions File to be used again From the Recurring sales menu choose Use selected You are asked for the starting document number for the new invoices The new invoices are assigned document numbers beginning with this number If you have specified a default document number format in Control information and the number you enter here matches the format then the document number will be incremented per that format If you have a lot of recurring transactions on file the numeric part of the format must be large enough to accommodate the number of transactions which will be copied to the Sales Transaction File Otherwise duplicate document numbers will result For example if you specified AANN as the document format and you had 900 recurring transactions on file you would wind up with duplicate document numbers To avoid this situation simply ensure that the numeric portion of your document format is large enough to accommodate the number of transactions to be copied to the Sales Transaction File If you have specified a def
130. counts Receivable Load A R Open Items Samco Power Accounting 17 1 3 Run Set customer account balances as described in that chapter This is the only time that you will ever use this selection unless you are restoring your Customer File following loss of the original file 4 Run the data integrity check See the chapter titled Data Integrity Check for details 5 The changeover is complete Enter all open items after the cut off date as new transactions using Sales NOTE For open item customers enter the items separately for proper aging and discounts If you don t want the A R package to do aging or calculation of discounts you may enter only the customer balances as of the cut off date To Begin From the A R menu select Open Item History Load A R open items Enter Entering Loading Open Items The following screen appears a TC AR Load AIR op a 21x Fie Edt AR K OE SA AP PC G JC PO BR PA PS TC PA DK SR SF Hep POC Srn VEO tEe COO MAD 42PB8 at Load A R open items Acme Enterprises Inc Enter 4 Customer i 2 Doc date 3 Doc 4 Doc type 5 Apply to 6 Posted date 7 Terms 8 Due date 3 Amount 1 10 Amount 2 11 P O 12 Reference 13 Printed 14 Sales rep 15 Commission F4 next open item Accounts Receivable Load A R Open Items Samco Power Accounting 17 2 New and Existing Open Items From this screen you can work with both new and existing open items If
131. credit memos past the cut off date You may also want to reference the chapter titled Finance Charges for further details 66 Allow credit memos past cutoff Answer Y if you want credit memos past the cut off date taken into account when calculating finance charges This will allow credit memos to behave in the same manner as payments see the chapter titled Finance Charges for details on including payments past the cut off date Last Auto assign customer number used For those using sequential customer numbers you can press a button and have the next available customer number issued for a new customer To enable this feature go to Accounts receivable F2 Setup Control information and enter in the last auto assign customer number used i e if your next customer number is 2045 enter 2044 in this field When adding a new customer in Accounts Receivable Customers amp Enter you can press F5 to automatically assign the next customer number Auto Post to G L Interface to G L dist Method Your options are P to distribute by compressing by period D to distribute and compress by date N to distribute but with no compression G to compress using the G L accounts compression setting or F1 to not use the auto post functionality Post GL journal immediately this option allows you to not only distribute the transactions but also have them posted Existing journal entries are not affected by this Allow Post by User Sales and Cash r
132. creen Format 3 characters 7 Tax group Enter the tax group you wish to report on for the previously entered tax type or F1 to display the tax groups on file A period of processing occurs before the report is printed Sample Reporting How you generate the tax collected reports is dependent on how you go about collecting taxes For example a company in Alberta which collects only GST needs only to print one report for the GST tax type and the one tax group On the other hand a company in Ontario who sells products through warehouses across Canada from a central sales centre in Toronto will have to generate one report for GST including all tax groups and one report for each province they ship out of to handle the regional provincial sales taxes In this section we will cover three areas of tax reporting GST Reporting Below is a sample of the report criteria a business in might use to generate a GST collected report Accounts Receivable Tax Collected Samco Power Accounting 31 3 The above criteria will generate a report listing all sales transactions for the period 01 01 94 to 03 31 94 using the posted date Since this is an audit report we will print out invoice detail should any questions arise later on By not purging they will be able to run the report for 04 01 94 to 06 30 94 and include any invoices dated prior to 04 01 94 but were not posted into the system until after the previous report was printed The t
133. csssessessecsscossosesoseeseeo 3 Accounts Receivable Table of Contents Samco Power Accounting 4 View Customer ACCOUNTS cece ccc ccc ccc c ec ce cece ceccccecescccececcecececeseccececevess 23 1 Customizable viewing s 2ssccecveesccdesacsscetaees Odeeeectbecsyeleedeuesees ces seaenseetvacsecess 1 SOLU Sree Noera ke calves oa ean wae ete wies pedis bx nd co Ce A OIE oa ids eR ae Made eOrbus eons 5 Finance Charges aiseee i a E E E E E aueminienievseates 24 1 Calculation of Finance Charges sssssssesessseesssesscoseosesssecsscoseosessseesseee 1 Finance Charge Levels gic lt u ios tutotsaiwceadst cant reve aaa aa dea aa aaas 2 Compounding Finance Charges cccccccecsscsccccceecceccceceeeeeeeeessesseseeseeeeeecs 2 Calculating Finance Charges icccces oe ce wesc tant svat aneceneeeadepGers ae ws vusnennadestetessans 3 Modifying Finance Charges sssessesssessccssosssosecsscossosssosecsscesscoseeseesseo 4 Deleting Calculated Finance Charges sssesssssessssesscossosseosecsscossoseeeseeseeo 4 Printing an Edit Listvcsistivecevsevs veceseaveeye sxe iastidivussaleetewds tees EEEE KEE Ei iia 5 POSting Finance Charges s idicdeiesrskversccctenseay de EEE E E EEEE EE EE E eaa 5 Aging Reportere a serene E EE T E E O AEE E ned 25 1 AGING Method Serni e ARARE E A EE E A oie EE E E E aS 2 Merge file ai ciccsu pads ncedecc tne ele cin cadebaiiedsindincdediaeteendbsisincehaticdeuseencadeeacsences 6 COUECTIONS REDON wien csicvcivat
134. current activity 22 Prt address Answer Y if you want the customer addresses printed on the report A second screen appears for the entry of aging information 23 Include un posted Answer Y if you want the un posted amounts to print on the aging report A to show but aged O to show orders only or N if you do not want un posted amounts to show Helpful Hint The aging of invoices on customer accounts can seem rather complicated depending upon the parameters that you select for the report In its simplest form when you age by invoice date the selection date for a payment is the payment date If a payment gets selected then it is applied to the invoice So if the aging date is December 31 and the payment date is January then the payment will not be included in the aging However if the payment date is December 31 or earlier then it is applied to the invoice s If you age by open item but you say NO to grouping by apply to the documents are aged separately 1 Bal fwd payment applies to the oldest invoice 2 Open item by apply to payments age using the invoice dates of the invoices that they apply to or their own date if open credit 3 Open item no apply to payments age on their own dates Accounts Receivable Aging Report Samco Power Accounting 25 10 If you do not want to include payments made after the aging date at field nclude items past aging date type P to ignore payments or credit memos past the ag
135. customers using Customers Enter sales transactions using Sales Enter payments using Cash receipts Inquire into current sales activity using View open items or past sales activity using View customer history Add new ship via codes terms codes tax codes and sales reps Enter new recurring sales transactions using Recurring sales Enter Select recurring sales transactions for use using Select for use Copy selected recurring transactions to the Sales Transaction File using Use selected Post sales transactions and cash receipts If commissions are paid on receivables print the Commissions Due Report to determine commissions due to sales reps EACH DAY EACH DAY AS NEEDED ____If an invoice has been posted where the customer prepaid the invoice in full or in part use Change apply to number to change the apply to number of the payment from open to the document number of the invoice See the chapter titled Change Apply to Number or Due Date for further details Assign cash receipts to deposit slips using Deposits Print deposit slips _____ Print customer labels Accounts Receivable Guide to Daily Operations Samco Power Accounting 4 2 Periodic Monthly Operations Checklist EACH PERIOD EACH PERIOD AS NEEDED Enter or import and post all outstanding sales transactions and payments for the period Compute and post periodic finance charges using Finance charges Print an Aging R
136. d a range of dates You may further limit the report to documents associated with one A R account Select Customer history report from the Customer history menu Accounts Receivable Customer History Samco Power Accounting 39 1 You see Enter the following information 1 Starting date 2 Ending date Enter the range of dates to be included in the report Follow the screen instructions 3 Starting customer 4 Ending customer Enter the range of customer numbers to be included in the report Follow the screen instructions 5 A R account Enter the number of the A R account for which documents are to be included or use one of the options Options F1 For the default A R account specified in the A R Control File F2 To scan through other A R accounts on file Enter To include documents for all A R accounts Balance Forward Customers Accounts Receivable Customer History Samco Power Accounting 39 2 For balance forward customers the report also shows the amount which was retained as a balance forward document in the Open Item File when the document was purged In this case the document total shown on the report is the amount purged and does not include the amount retained in the Open Item File For instance for an invoice for 200 with 75 being retained as a balance forward document in the Open Item File the amount purged and shown in the invoice total would be 125 The 75 retained in
137. device size in kilobytes Enter the size of the diskette the ASCII files are to be written to The following table shows some of the more common device sizes in kilobytes F1 Hard disk or high capacity storage device If you enter a specific device size once the diskette is filled you will then be asked for another diskette This process will be repeated until all the data is written to the diskette The screen will then prompt you Any change Enter Y and all the entries that you have made will be cleared and you will be returned to the Please select file prompt Press Enter to accept the default of N NOTE If you choose to convert All files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY and ENDING FILE KEY prompts The next screen will be displayed only if did not select All files at the Please select file prompt Enter the following data 1 Starting file key 2 Ending file key Accounts Receivable File Utilities Samco Power Accounting B 3 Enter the starting and ending file keys for the data file selected for conversion or press F1 for First and Last Up to 37 alphanumeric characters may be entered Unless you know the exact key for the records in the data file it is recommended that you press F1 When you have completed all entries the following prompt will
138. document this field is skipped For a debit memo this is automatically set to the customer s usual terms Accounts Receivable Load A R Open Items Samco Power Accounting 17 4 8 Due date Enter the due date as follows For an invoice Enter the date the payment is due or Enter to use the due date based on the terms code just entered For a credit memo debit memo finance charge or payment Enter the date of the A R open item or Enter to use the document date For example on a payment enter the date the payment is received For a balance forward document Enter the due date for the balance forward amount or Enter to use the document date Next enter two amounts referred to as Amount 1 and Amount 2 These amounts have the following meanings for different document types Document Type Amount 1 Amount 2 Invoice Discountable amount Non discountable Credit Memo amount or Debit Memo Balance Full amount N A zero Forward Payment Cash receipt amount Discount Allowance Finance Charge Finance charge amount N A zero 9 Amount 1 Enter Amount 1 A minus sign is not required for credit memos and payments The package will deduct the amounts of these document types from a customer s balance 10 Amount 2 Enter Amount 2 Accounts Receivable Load A R Open Items Samco Power Accounting 17 5 11 P O Enter the customer s purchase order number or press Enter to leave it blank 12 Refe
139. e Export a file This function is used to export data files from the internal format to a flat ASCII file The data file s is read in and an output file is created in the Samco root directory with the name xxxxxxnn EXP Where xxxxxx is the file name and where nn is the company number the file came from If you are running under Unix you will also have the option of appending a drive designation to the front of the file To begin select Export a file from the File utilities sub menu A screen similar to the one below will appear E 2 Restore from an export file 3 Rebuild a file 4 Change customer no 5 Set user defined field 6 Set customer fields Please select file Accounts Receivable File Utilities Samco Power Accounting B 2 Enter the number from the list provided of the file to be converted to ASCII format or press F1 for all Please enter device for converted file This is the drive letter of the device that the ASCII version of the data file will be written to For Linux Unix users The drive letter entered here will be attached to the front of the file name The letter A is recommended for consistency The ASCII backup file name in the Samco root directory will read A xxxxxxnn EXP Alternatively if you do not want to add a drive letter press F1 for none For Windows users The drive letter enter here will be the drive that the ASCII backup file will be written onto Please enter the
140. e 3 us vepesa21 Indefinite O 28 94 Indefinite Indefinite hect Description Tax dista GdT 2250 000 GIT collected payable PST 2200 000 PST payable wv eee Recount wot found ee wT Recount net fou Rect Description Disteitutica 4020 000 Discount on sales 2 entries primed Accounts Receivable Recurring Sales Samco Power Accounting 20 16 Chapter 21 Cash Receipts Use this selection to enter cash receipts Once these have been entered you can post them to the permanent A R files You may also print a worksheet on which to note how cash received is to be applied that is which open items are to be paid Printing a Cash Application Worksheet From the A R menu select Cash receipts Cash application worksheet You will be prompted to enter F for a full worksheet or B for brief examples of each are provided at the end of this chapter A screen appears for you to choose whether to print worksheets for all customers Select all customers If you answer Y worksheets will be printed for all customers from whom you received a payment on the date you enter next Cash receipt date If you answered Y to Select all customers enter the date that payment was received or F1 to use the current date If you answered N to Select all customers enter the customer number to print and the cash receipt date as follows 1 Customer to print Accounts Receivable Cash Receipts Samco Power Accounting 21
141. e F1 to credit the amount remaining to distribute to the account you are working with The amount remaining must be zero before you can exit this screen A R Cash Balance Forward Customer The following is an example of an A R cash receipt for a balance forward type customer Enter the following information Accounts Receivable Cash Receipts Samco Power Accounting 21 6 Qo ee Are ae POOR A O AS TE PA Ox SR SF te may FOu Grn VKH COO ARO 4PO8 ae Cash receipts Acme Enterprises Inc Enter 4 Cust 140 Barb Washington Currency Bal forward 2 Check Terms 3 Receipt date Hold 4 Amount recd KE bal 10 90 5 Cash account 1010400 Cash account 13726 6 Bank route 7 Credit AJR fv 8 Turn off hold 9 Apply by Customer P O J 10 Discount w Valid discount 11 Allowance Total credit Account 9 Discount Enter the discount amount Since this is a balance forward customer the discount taken is not broken down by invoice but entered as one discount figure for the entire cash receipt The discount amount that is still valid on the open items for the customer is calculated and displayed as Valid discount If there is any valid discount you may press F1 to use it After this field is entered the Total credit is displayed 10 Allowance Account An allowance is a price reduction given to a customer For example minor damage to a product could be compensated for by an allowance Yo
142. e The actual date will depend upon the number of days in the month in which the aging date falls For example if the aging date is 9 30 02 the F1 key will yield 9 1 02 If the aging date is 8 15 02 the aging date will yield 7 16 02 3 Period 1 description Enter a description of period 1 or F1 for period 1 cut off date to aging date 4 Cut off date for prd 2 Accounts Receivable Collections Report Samco Power Accounting 26 9 Enter the starting date for period 2 or F1 for a date one month earlier than the period 1 cut off date 5 Period 2 description Enter a description of period 2 or F1 for period 2 cut off date to period 1 cut off date 6 Cut off date for prd 3 Enter the starting date for period 3 or F1 for a date one month earlier than the period 2 cut off date 7 Period 3 description Enter a description of period 3 or F1 for period 3 cut off date to period 2 cut off date 8 Cut off date for prd 4 Enter the starting date for period 4 F1 for a date one month earlier than the period 3 cut off date or F2 for Unlimited In this case all documents older than the period 3 cut off date will be included in aging period 4 9 Period 4 description Enter a description of period 4 F1 for period 4 cut off date to period 3 cut off date if a date was entered in field 8 or F1 if Unlimited was chosen for the previous field the option is Older than period 3 cu
143. e create from scratch your A R data files You may never need this function but it is included just in case If you use multiple companies you will have to create data files for each company with this function Appendix B describes how you can export and import your data as well as recovery facilities to handle corrupted files or disk space recovery JOB COST NOTE If you add the Job Cost package to an installation that currently contains one or more of the A R A P P C or G L packages you may interface Job Cost to the other packages done through Job Cost When Job Cost is present in your system and is interfaced to the other packages those three packages expect you to enter certain information from within the Job Cost package Samco Support The user manuals are designed to allow you to use Samco s Power Accounting application software without any additional help However if you encounter problems you cannot resolve by referring to these manuals you may want to get additional Accounts Receivable Getting Started Samco Power Accounting 2 6 assistance Your supplier should be able to provide such assistance or he may be able to recommend an independent source If all else fails contact Samco Help Desk Unit 61 7789 134th Street Surrey B C Canada V3W 9E9 Phone 604 597 4211 Fax 604 597 7320 E mail support samco com Web http www samco com Samco provides support on a fee for service basis Please ensure th
144. e the section titled Applying open credit later in this chapter Information requested You are asked for the following for each open item the cash receipt is being applied to 9 Amt paid Enter the amount to be paid on the open item Pressing F1 will result in an automatic calculation of the amount to be paid on this open item If the amount remaining to be applied plus the valid discount for this open item is sufficient to pay off the open item the software will take the discount and pay the item If when you press F1 the amount remaining plus valid discount is less than the balance on the open item the entire amount remaining will be applied to the open item but no discount will be taken 10 Discount If you did not press F1 to automatically apply the payment enter the discount to take on the open item and then the G L account for distribution 11 Allowance Account An allowance is a price reduction given to a customer For example minor damage to a product could be compensated for by an allowance You will enter two pieces of information 1 the allowance amount and 2 the account number to which it is to be posted If you did not press F1 at Amt paid above enter the allowance to give to the customer on this open item Then if the allowance amount is not zero enter the account number to which the allowance amount is to be posted or F1 to use the default allowance account specified in th
145. e what receivables are overdue and thus is actually being used as a collections report Alternatively you may use the Collections Report see the chapter titled Collections Report to obtain similar results Type I to age open items by invoice date or D by due date 2 By cust number or name Type 1 to print the open items in order by customer number 2 by customer name or 3 by sales rep If you select to sort by sales rep you will be prompted New page each answer Y if you want a page break between sales reps otherwise answer N 3 Starting customer sales rep 4 Ending customer sales rep Depending on your selection in field 2 above specify the range of customer numbers names sales rep to include or use one of the options Options F1 For the First customer in the starting field or for the Last customer in the ending field F2 To enter a person s name if printing by customer name The next two fields 5 and 6 display Not applicable if you selected to print by customer name 5 Group by A R account Answer Y to print the open items in order by customer A R account number If you selected to sort by sales rep in field 2 this field is set to N A and cannot be changed 6 Starting A R account 7 Ending A R account Enter an account number range F1 for the default A R account or Enter for First or Last account 8 For which customer types Accounts Receivable
146. e A R Control File 12 Reference You may enter a reference for this cash application This reference can appear on the customer s statement if you have set the statement format up to do so Accounts Receivable Cash Receipts Samco Power Accounting 21 17 JOB COST NOTE If you are also using the Job Cost package skip to the section below titled Applying the payment to jobs You may now enter another apply to PO number or press F1 F2 or Enter as above When the full cash amount has been applied exit from entering applications by pressing Tab at the Apply to PO field Press Tab to exit from this cash application For Existing Cash Receipts If you previously answered Y to 7 CREDIT A R you are asked if there is any change to application of the cash If you answer Y you will be allowed to make changes to the applications If you change the total check amount or one of the apply to amounts you will not be able to exit until the total credit amount is fully applied or designated as open credit If you enter an apply to document number for which an application of cash does not already exist you can add this additional application JOB COST NOTE If you are interfaced to the Job Cost package you can also change the payments made for jobs and add new job payments that you may have missed when first entering the cash receipt You can also delete a payment for a job by setting its total amount to zero Applying the Pay
147. e all examples of A R documents A debit memo is a transaction which increases a customer s account He owes you more as a result of the entry The opposite is true of a credit memo Sale Sales Transaction As used in Accounts Receivable a sale or sales transaction is a computer record of an invoice finance charge debit memo or credit memo See Data Organization later in this chapter for the definition of record Open Item Open item is used in A R in two ways 1 An open item is any invoice finance charge or debit memo which has not been fully paid or any cash receipt payment or credit memo which has not been fully applied to pay invoices finance charges or debit memos 2 An open item customer is a customer whose payments apply to particular invoices finance charges or debit memos Statements for open item customers may show all open invoices finance charges and debit memos regardless of the accounting period in which they originated See Customer Accounts below Customer Accounts There are two generally accepted methods of keeping track of customer accounts A R allows you to use both methods Open Item Method Under the open item method each and every transaction made against a customer s account is kept on the computer s disk until you decide to remove the matching debits and credits Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 10
148. e automatically and or manually distributed to various accounts are posted to update the A R Distribution File at this time The commissions due amounts are also posted and the Customer File is updated The following applies only if you are using retainage see Glossary IMPORTANT NOTE If there was any retainage on the sale this retainage is not included in the A R open amount due when the sale for a job is posted to the A R Open Item File When the job is complete and the full retainage is then due you should issue a separate invoice for the total retainage due At the time you do this you must enter one distribution for it in exactly this way Job must be blank G L acct is your retainage receivable account number Amount is the full amount of the retainage now due Reference is skipped Retainage is skipped All other files in the Job Cost package were already properly updated with the retainage amount It is only the A R Open Item File that is handled in this special way This separate entry to handle the retainage credits the retainage receivable account and debits the accounts receivable account thereby turning the retainage receivable into a regular accounts receivable When posting is complete you see Posting complete press END to return to A R menu Posting to Jobs When sales are posted to the A R files any sales for jobs are also posted at the same time to these jobs They are
149. e cash account or use one of the options Options F1 To select the default cash account in the A R Control File F2 To scan through the other cash accounts on file 2 Deposit This is the number of the deposit for which you want to print a deposit slip Enter the number or F1 to scan through the deposits already prepared for this cash account After you enter a valid deposit number and answer Y to RIGHT DEPOSIT 2 you will see a message if either the deposit slip has already been printed or if the deposit has already been transferred to the Bank Reconciliation package if used 3 Deposit date The deposit date displays automatically but you can change it through FIELD NUMBER TO CHANGE After the deposit slip prints and if it has not already been transferred to the Bank Reconciliation package you are asked whether the deposit slip which was just printed is OK If it is answer Y You can now transfer the deposit to the B R package If the B R package is presently in start up mode see the chapter titled Control Information in the B R User Manual you do not have to print a deposit slip in order to transfer the deposit A sample deposit slip is shown at the end of this chapter Accounts Receivable Cash History Samco Power Accounting 36 5 Printing Cash History Reports From the Cash history menu select Cash history report Cash history Printing a Cash History Report This is the screen you see Enter the infor
150. e file This file contains a record for every sale for which a commission exists 22 A R dist to G L file This file contains one record for each G L distribution generated by the A R package It is used to generate the A R to G L Distributions Report and if the General Ledger package is used this file is the input to the G L interface program This file would normally contain all of the detailed G L distributions for one month or accounting period 23 Cash receipts file This is a work file for cash receipts It is purged when cash receipts are posted 24 Cash application file This work file contains a record for every invoice to which cash is applied during cash receipts processing 25 Finance charges file This file contains a record of finance charges assessed against a customer in a given period This file is purged when finance charges are posted 26 Report parameter file When you are entering the parameters to use in printing various reports you can choose to save them If you do they are contained in this file 27 Tax collected file Each sales transaction generates a tax collected transaction which is stored in this file for reporting using the Tax collected report function 28 Unposted trx file All un posted transactions from A R and the billing modules for use when viewing a customer s account Accounts Receivable Initializing Data Files Samco Power Accounting A 5 29 Open item detail file This file o
151. e line number of a Line Item field must be between 1 and 31 The column number of a field is simply the number of spaces to the right of the left margin of the form beginning at 1 To Begin From the second page of the A R menu select Setup Forms Enter Entering Forms This is the screen you see On this screen you identify the form with an ID and description and define its general appearance From this screen you can work with both new and existing forms If a form exists for the form ID you specify that form appears and is available for changes or deletion Enter the following information 1 Form ID Enter the ID for this form or F1 to scan through the existing forms on file Accounts Receivable Forms Samco Power Accounting 12 3 If the form ID you specify already exists the information for that form displays and may be changed or deleted as usual You also may use one of these options Options F2 To display the form as it currently exists see the section titled Displaying the Form later in this chapter F5 To print a test form substituting X s or 9 s for each field that you have selected to print see the section titled Testing the Form later in this chapter F6 To copy an existing form to a new form see the section titled Copying a Form later in this chapter 2 Description Enter the description of this form type 3 Width Enter the number of columns that may be printed
152. e two character code to be displayed F1 Reduces the amount of space on the screen a field takes up If the data displayed is longer than the shrunk field the data will be truncated F2 Expands the amount of space on the screen a field takes up F3 Deletes a field from being displayed Accounts Receivable View Customer Accounts Samco Power Accounting 23 5 Example Suppose you wanted the customer s PO displayed on the first screen rather than the apply to and prt statement printed information To do this you would do the following 1 Press F4 at the Customer prompt 2 From the screen displayed press the down arrow key till the cursor is positioned under the Apply to Enter PO which is the code for displaying the customer s purchase order number for the document 3 To remove the Prt statement printed from displaying press down arrow till the cursor is position under Prt Press F3 to delete 4 You will notice that all of the fields do not display properly To fix this press down arrow till the cursor is positioned under Balance Press F1 once to reduce the amount of space taken to display the balance owing on the invoice by one character 4 Press Tab to complete the changes When you view a customer s account the screen will now appear as follows 99 Anthony Jones Inc 2 10 net 30 403 456 7890 15 Winnington P1 p Pearliest g o greville AB TSE 3T2 I 000038 Inve 3 19 08 4 18 08
153. e ublibes Accounts Receivable Acme Enterprises Inc Restore from an export file Please select file B 1 A R control file ARCTLFTC 21 Recurring sales file ARRCURTC 2 A R notes file ARNOTFTC 22 Recurring sale aux file ARRAUXTC 3 Cash account file CSHACTTC 23 Cash receipts file CSHTRXTC A R account file ARACCTTC 24 Cash application file CSHAPLTC 5 AIR codes file ARCODSTC 25 Finance charges file FCHTRXTC 6 A R form file ARFRMFTC 26 Sales file SLSTRXTC 7 A R freight file ARFRTFTC 27 Sales auxiliary file SLSAUXTC 6 Sales rep file SLMPILTC 26 Sales diet file SLDTRXTC 9 Customer file CUSPILTC 29 Tax collected file TAXFILTC 10 Customer auxiliary file CUSAUXTC 30 Cash job file CsHI0B8TC 11 Customer contacts file CUSCONTC 31 User defined codes file ARUDCFITC 12 Customer history file CUHFILTC 32 Customer changes file CNGCUSTC 13 A R open item file AROPENTC 33 Open items log file AROLOGTC 14 Open item history file ARHOPNTC 34 pre auth payment file ARPAPETC 15 Open item detail file ARDETLTC 16 Detail history file ARHDTLTC 17 Unposted items file UNPOSTTC 18 Commissions due file COMPILTC 19 A R dist to G L file ARDISTTC 20 Cash history file KSHHETTC Press F1 for Al You see Enter the f
154. each customer Default is No 7 Include customers w o invoices Y Jes or N o include customers who are in the customer range but who have no invoices in the date range Default is NJo when using the range of customers selection feature and Y when using the table of customers selection feature THE REPORT INCLUDES THE FOLLOWING INVOICE DETAIL Customer number Customer name Invoice number Invoice amount Invoice date Terms Code Days allowed within terms Due date Date paid Days taken to pay This report may be printed to the X Export printer Accounts Receivable Paid within Terms Samco Power Accounting 35 3 SAMCO Building business and technology relationships iini Chapter 36 Cash History This selection allows you to do several things e Select posted cash receipts from the Cash History File to appear on deposit slips next print the deposit slips after you have verified that they are OK e Print a Cash History Report which lists cash receipts that have been posted e Print a Deposit Summary which lists all the deposit slips If you are using Bank Reconciliation the deposits entered here may be transferred to Bank Reconciliation using Transfer checks deposits in the B R package To Begin From the A R menu select Cash history Bank accounts Entering Bank Accounts In order to be able to print deposit slips for your deposits in each cash account enter the
155. eady existing form that is similar to the form you wish to use and modify the copy You may also design your form from scratch but this is not recommended An unlimited number of forms can be defined with this selection Forms allows you to print almost any information field in the A R Open Item file and many fields from the Customer file We suggest that you first become familiar with the predefined forms provided with this package Then use this chapter to modify the predefined forms as required or to design your own forms Accounts Receivable Forms Samco Power Accounting 12 1 Definitions Described below are definitions for certain terms used in this selection and in this chapter Header Line Item and Totals Groups Each form consists of three information groups The Header is the top part of the form and typically includes information that relates to the customer in general for example the customer number statement date customer s name and address Header information always prints before Line Item and Totals information The Line Items group is the middle part of the form and typically includes the information for each open item such as the document number and reference PO amount apply to etc Line Item information always prints after Header information and before Totals information The Totals is the bottom part of the form and typically includes the statement aging and totals Totals information always prints afte
156. eceipts can now be posted individually by the user who entered them To set this feature up go to Accounts Receivable F2 Setup Control information and set the Allow post by user field to Y Now when posting Sales or Cash receipts you will be prompted to post the transactions for a specific user or F1 for All users Default Customer City and Default Customer Province The fields are used as default when new customers are entered You then see Accounts Receivable Control Information Samco Power Accounting 7 16 HT peparap iese i e Fie Edt AR K CE SA AP PC GL FA KO PO BR OM Ch FP OPS TA PER PA O SF H TAES E n t ti Setup Acme Enterprises Control information 93 When print cash trx receipt Never 94 Cash trx receipt form id none none Bbehest 95 Cash trx receipt printer r 96 Next cash trx receipt number 97 Use OF tender types on cash W Make changes PgUp previous screen Field number to change 7 When print cash trx receipt Options A Always print a paper receipt for each cash receipt entered S Sometimes when a cash receipt is entered prompt the user to print a paper receipt N Never deactivate the feature no paper receipts will print Cash trx receipt form id Enter the name of the form or specify RECPT PAGCR for one of the default forms Cash trx receipt printer Enter the number of the printer on which the paper receipts are printed or leave blank and
157. eceivable Control Information Samco Power Accounting 7 6 function and used for generating specific customer listings in A R or sophisticated Sales Analysis reports in User defined report in S A 25 Fin chg pct level 1 If two levels of finance charges are used this field is for the finance charge percentage to be computed on amounts up to and including the first level Level 1 cut off amt entered next For example if finance charges are computed at 1 5 on amounts up to 1 000 00 and 1 on amounts over 1 000 00 the finance charge percentage for level 1 would be 1 5 If there is only one finance charge percentage enter it here and skip fields 25 and 26 26 Level 1 cut off amt Enter the highest amount in whole dollars that the level 1 finance charge percentage in field 24 applies to If there is only one finance charge percentage skip this field by pressing Enter 27 Fin chg pct level 2 Enter a number here if there is a different finance charge percentage for past due amounts above the level 1 cut off amount If you entered zero for the LEVEL 1 CUT OFF AMT this field is skipped 28 Age past due by what date What you enter here determines whether the aging of invoices for the purpose of computing finance charges will be by invoice date or by due date It is common to age receivables by invoice date for administrative reporting but less common to do so for calculating finance charges The A R package allows a separ
158. ectory usually SSI or usr ssi You can also include a directory path as part of the file name Be sure that your choice of file names is consistent with your operating system Sep Enter a character symbol usually or to be used to separate each field of each record or press Enter to accept the default value For details on the output file please refer to the section titled Merge File later on in this chapter Accounts Receivable Aging Report Samco Power Accounting 25 8 14 Cut off posting date Enter the cut off posting date for open items to be included on the report 15 Age open item customers like bal forward customers If you selected to generate a merge file Not applicable displays Otherwise answer Y to age open item customers like balance forward customers In this case the documents for open item customers are aged without reference to apply to numbers 16 Show invoice balances only If you selected above to age open item customers like balance forward customers Not applicable displays Otherwise answer Y to show invoice balances only N for complete detail or P for no payment detail 17 Print P O or reference This field appears only if you are printing a detail report and is skipped for generating a merge file Type P to print the P O number or R to print the reference 18 Include items past aging date Answer Y to include open items that are dated later than the
159. ed cut off date In addition payments after the cut off date will be deducted from the total if you specify below to include payments after the cut off date Open Item Customers Accounts Receivable Finance Charges Samco Power Accounting 24 1 The procedure is the same except that documents are considered as grouped by apply to number i e all documents with the same apply to number are one apply to group If the total debit for an apply to group is greater than its credit the net debit amount is added to the debit total for the customer If the total debit for an apply to group is less than its credit for example the customer has overpaid an invoice the net credit amount is subtracted from the debit total for the customer Open item customers can have payments that have not been applied These open credit items are accumulated up to the cut off date then the total is subtracted from the total debit for the customer If you specify below to include payments after the cut off date all open credit items for that customer are applied to the total debit before the finance charge is calculated This method segregates payments into their apply to groups instead of being generally applied to all debits for the customer Finance Charge Levels This function uses a finance charge level 1 percent on the total of past due items up through the level 1 cut off amount and a finance charge level 2 percent on the total in ex
160. ed number of accounts receivable accounts You may enter as many as your business needs You can set up multiple A R accounts and then assign each customer to one of those accounts All postings sales cash receipts and finance charges for a customer will debit or credit the A R account associated with that customer To Begin From page 2 of the A R menu select Setup A R accounts Enter Entering A R Accounts From the screen which appears you can work with both new and existing A R accounts Enter the following information 1 A R account Enter the A R account number If the account you enter does not already exist in the Valid G L Account File you may add it here or press F1 for the next A R account on file Description Accounts Receivable A R Accounts Samco Power Accounting 5 1 If this account already exists in the Valid G L Account File its description displays If not enter the description and the account is automatically added to the Valid G L Account File 2 Comments Enter any comments about the A R account This field uses standard text editing functionality You enter text in much the same way as most word processing programs When you are finished entering text press Tab and follow the screen instructions When you press Tab while entering comments you have these choices File Save what have just entered changed Like pressing Enter at Field number to change 2 in other selection
161. edit Memos determines same apply to Payments which bucket are summed Debit Memos the group goes in bucket bucket bucket bucket aging 4 3 2 1 date p time oldest next oldest next oldest newest now period period period period Aging Open Item Customers as Balance Forward Customers If you wish you may choose to age open item customers in the same fashion that balance forward customers are aged as described above under Balance Forward Customers by selecting Age open item customers like bal forward customers on the report parameter screen Accounts Receivable Aging Report Samco Power Accounting 25 5 Merge file Alternatively you also have the option of creating a delimited ASCII merge file which can be used for importing into most popular word processors spreadsheets and databases A common use for this is to merge the output into a form letter for collecting overdue or delinquent accounts A delimited ASCII file is a human readable data file The file created by this option is made up on one record for every applicable customer account Each record consists of fields which are separated delimited by a user definable delimiter usually a or symbol For example a delimited ASCII file may look something like this ABC100 ABC Company 100 Mackenzie Cr Brandon MB Another example would be ABC100 ABC Company 100 Mackenzie Cr Brandon MB Notice that each field is separated by a comma in the first example and a pl
162. elect Print by customer Enter the information as follows 1 Starting customer 2 Ending customer Specify the range of customer s numbers to include Follow the screen instructions 3 Inactive customers only An inactive customer is one with no sales year to date Answer I to show only inactive customers A for active clients only or B for both 4 Report format Enter B for brief format F for full or S for summary format The brief format prints only one line per customer The full format prints all of the information about a customer that is contained in the Customer File except for sales figures which are printed for full summary or brief format depending on your answer to the next question The summary prints two lines of detail including name address contacts phone numbers etc 5 Print sales figures Answer Y to have the period to date year to date and last year figures appear on the list 6 Print notes If you want the customer notes to appear on the list answer Y 7 For which A R account Enter an A R account number or use one of the options Options F1 For the default A R account Accounts Receivable Customers Samco Power Accounting 16 20 F2 To scan through the other A R accounts Enter For All A R accounts 8 Print user defined fields Answer Y if you want the listing to include user defined customer field information If you answer Y the following field is displayed
163. ems that are dated later than the aging date on the report For open item customers you may want to see recent payments even though the payments are dated after the aging date Answer N to print only those documents that have transaction dates on or before the aging date Answer to include invoice detail but to exclude payment detail 17 Show invoice balances only If you selected above to age open item customers like balance forward customers Not applicable displays If you wish to see all documents relating to an invoice answer N Otherwise answer Y to show invoice balances only 18 Print P O or reference This field appears only if you are printing a detail report Type P to print the P O number or R to print the reference for each overdue item 19 Group detail by apply to If you have chosen to print a full detailed report answer Y to this field to match apply to numbers in the report this is convenient for open item customers where you want to ignore invoices that have been paid If you answer N the report will print detail in document date order 20 Prt address Answer Y to print the customer addresses on the report 21 Customer type Enter up to 10 customer type codes to include or press F1 for All This allows you to narrow the report by customer type Screen 2 1 Define aging periods by Type D to define aging periods by days S to define them by specific dates or F2 if you saved en
164. en which appears enter the following information 1 Starting account 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed A sample Cash Accounts List is at the end of this chapter Accounts Receivable Cash Accounts Samco Power Accounting 6 3 Chapter 7 Control Information Use this selection to set up the Accounts Receivable package to fit your particular accounting requirements The information entered into the Control File will control various functions throughout A R and in many cases will supply default answers The Control information function is used to set up the A R Control File To Begin From page 2 of the A R main menu select Setup Control information This is the screen you see Accounts Receivable Control Information Samco Power Accounting 7 1 Hnvoica data nenta 30 sn 90 595 g j a Customer AT pn Price i a Kl g a Enter the following information Fields 1 through 9 are used as defaults when you later enter parameters in printing the Aging Report or the Collections Report 1 Age by inv due date Enter to age by Invoice date as the default or D to Due date as the default 2 age days in prd 1 Enter the upper limit of the first aging period current accounts or use the option F1 for an upper limit of 30 days
165. entered later on is always posted in compressed form when it is automatically distributed by the software The discount account finance charges account and allowance accounts are always posted in compressed form even if you answer N to this question Answer N if you want detail distribution records This will increase your disk requirements since you will now keep the transaction details both on A R files and also on G L files however it should make your G L files easier to compare to the corresponding A R reports Answer Y if you prefer to compress the details on the A R Distribution to G L File 20 Keep cust hist file Accounts Receivable Control Information Samco Power Accounting 7 5 Enter Y if you want to keep a customer history file Customer history is a historical record of open items which have been fully paid and purged from the A R Open Item File If you answer Y to question 21 below you may not want to keep customer history If you unsure about which type of history to keep you will want to set both to Y and then decide later which best suites your needs See the chapters titled Open Item History Cash History Fully Paid Open items and Customer History for details 21 Keep open item hist If you answer Y a duplicate transaction for all documents will be retained in a separate history file for future reporting and viewing There are two different types of history which the system can maintain open
166. eport using Aging Report EACH PERIOD EACH PERIOD AS NEEDED Print a Collections Report This report can be used by your Collections Department to follow up on delinquent accounts Print a Cash Projection Report This report can assist you to estimate incoming cash based upon receivables that are coming due in future weeks ___ Print customer statements If commissions are paid on fully paid invoices then run Fully paid open items and purge fully paid open items up through the statement ending date Then run the Commissions Due Report to determine commissions due to each sales rep See the chapter titled Fully Paid Open Items for the procedure to use if commissions are paid to sales reps more frequently than once a period Accounts Receivable Guide to Daily Operations Samco Power Accounting 4 3 If commissions are not used or not paid on payment then run Fully paid open items to purge fully paid open items up through the statement ending date Print Tax Collected Report s EACH PERIOD EACH PERIOD AS NEEDED Print a customer list using Customers by name or Customers by customer number This report contains the final period to date figures for each customer Print a sales rep list This report contains the final period to date figures for each sales rep If using Sales Analysis print sales analysis reports such as Customer Customer Sales Volume Customer Type Sales Rep Actual Sa
167. ere posted for this customer It is automatically updated when any finance charge is posted Make any changes as usual User Defined Fields If you chose to employ customer user defined fields see the chapters titled Control information and User Defined Fields a screen with these fields will appear for you to fill in Note that only those fields set up in the User defined fields function will appear for you to edit if you did not set up any fields this entry screen is skipped The following is an example entry screen for user defined fields erent period January 2010 CASH none nona none nona none nona none nona none There are 3 different types of fields that you can enter data into literal date and code Literal Fields Accounts Receivable Customers Samco Power Accounting 16 13 With literal fields you can enter any information you want up to 50 characters in length the length of each field is set by you in the User defined fields function In the above example screen the e mail address A P contact and reference sites are all text fields with varying lengths If you want to leave a literal field blank simply press Enter Date Fields Use this type of field to enter in dates in MMDDYY format Code Fields Code type fields allow you to make a choice for what gets entered from a predefined list Each field has its own list which you maintain using the User defined fields function When prompted to
168. es rep s period to date and year to date commission amounts are updated 2 The commission amounts in the customer s period to date and year to date fields are updated 3 Commission due information is stored for the document This information will appear on the Commissions Due Report The date for the commission is the date entered on the screen described below To Begin From the second page of the A R menu select Fully paid open items You see Enter the following information 1 Starting customer 2 Ending customer Enter the range of customer numbers for which fully paid documents are to be included in the purge Follow the screen instructions Only customers in the specified customer number range will have their paid open items purged Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 2 3 Thru what date This is the last date for which paid open items will be considered for purging All open items dated after the entered date will be left on file whether or not they are fully paid Enter a date or Enter to default to the current date displayed 4 Stmnt cycles to purge Enter up to five statement cycle codes Only those customers having codes matching these will have their paid A R open items purged Enter a code press Enter enter the next code press Enter etc or F1 for All statement cycle codes If you enter fewer than five codes press Enter twice after the l
169. esave ms Espe spidersolitairesave ms asp spl Es Esi E sst PE LJ stm stw Esg sw _ sws Lys gt J tab a tar a tar gz tbx a thmx WE tif tiff tmp Ltg Description dnagit tator image Snaglt Accessory Installer Snaglt Capture Profile AU Format Sound Visual Studio Code Snippet File Solitaire Save Game PKCS 7 Certificates Spider Solitaire Save Game SPJ File Shockwave Flash Object SR2 File SRF File Microsoft Serialized Certificate Store Certificate Trust List SmarTerm Macro Language SmarTerm Session SVG Document Shockwave Flash Object SmarTerm WorkSpace System file TAB File TAR File GZ File SmarTerm Toolbar Microsoft Office Theme TIFF Image TIFF Image TMP File SmarTerm Triggers Current Default s nagi tator Snagit Snagit Windows Media Player Unknown application Executable for Solitaire Game Crypto Shell Extensions Executable for Spider Solitaire Game Doxillion Document Converter Unknown application Windows Live Photo Gallery Windows Live Photo Gallery Crypto Shell Extensions Crypto Shell Extensions Unknown application SmarTerm executable Internet Explorer Unknown application SmarTerm executable Unknown application Microsoft Office Excel Doxillion Document Converter m Doxillion Document Converter Unknown application Microsoft Office PowerPoint Windows Live Photo Gallery Windows Live Photo Gallery Notepad Unknown application
170. escribe features common to all the packages SAM Samco s Automated Manuals Accounts Receivable Using Accounts Receivable Samco Power Accounting 3 1 When you need assistance or want to cross reference information just call SAM SAM Samco s Automated Manuals is an electronic version of this and all of Samco s users manuals Simply press F10 F11 with the Windows Installation Kit at any time while using your Samco applications Starting Up Accounts Receivable In order to access the Accounts Receivable package for each company ID you must have first done the necessary set up as described in the Getting Started chapter of the System Functions manual Assuming you have done this select Accounts Receivable from the main menu The following menu will be displayed Fie Edi AR IC OE SA AP FC GL JC PO BR A GL PS TO PA DX SR SF Help BO BV ROOF COG MAO 4Pa E SAMCO Power Accounting Accounts Receivable Acme Enterprises In Please select B 1 Customers i E t 3 Cash receipts 4 Change apply to or due date 5 View customer accounts 6 Finance charges 7 Reports 8 Cash history 3 Open item history 10 Customer history Make a selecton or pre ss Fait r morte selections retji if help at any bine The Accounts Receivable package main menu is made up of two screens or pages Above is the primary screen where you will do most of the day to day activities The second screen accessed by pressing F2 contains those functions
171. eses 1 Accounts Receivable Table of Contents Samco Power Accounting 3 Entering Loading Open Items cccccesccsessescscccecccsccceressetsessssssecceses 2 Deleting Open Items i isc csccesaceycncieesdeccdavesbceceacscerspelesseecbeessedcesencucereeseeess 7 Printings an Edit Lisbacts cutdesisu ace thas E EE A AE EE vende neete cue EEE nE AOE OE 7 Set Customer Account Balances ssessssssessecsscossosseosecsscosscossosecsseeseeees 18 1 Sales sas en r a EE E EE E E E AEE eE E AE O EE SEA ERE 19 1 Entering Invoices Finance Charges amp Credit Debit MemoS sssssesssesesssseseeo 1 Entering Job Distributions Job Cost Interfaced sssssssssssesscsssessesescessees 10 Changing amounts on existing transaction sssssesscsssesssosecsscossosseoseeeeeo 12 Changing Job Distributions on Existing Transactions ceceeeeeeeeeeeeeeeees 13 Printing an ECIGlist i ecssnacnzsccarsaanunaac enna annua EAE RE AE AEE 14 Posting Sales Entries iiisivecsvsevsccreiacveevsssxsiusticivssseeesesteie isvessreuceuserenes 14 POSting Job DISEMDULIONS sics ripone e nnne e ne EE EE EEEE RE EEn E 14 Posting to JOBS erans enoe a E E E ee EE E 15 Importing TRANSACTIONS seeno nveccrrases eoria EE EAEE E A ER S EE EEES 15 Sales Transactions ciciveivecsdacdaceceiaisudeuseescodicdesuuschedscachiotivdaeseecindesactees 17 Sales TAXES ee eee EEEE EEEE EEEREN Ea a ai aE EE a a tans 19 REGUIEING SAlGS rriren E E E E EE E O S 20 1 Entering
172. essible to you directly When this selection is run the following happens Accounts Receivable Close a Period Samco Power Accounting 40 1 1 The amounts stored in the next period fields are transferred into the period to date fields so that the period to date fields are now accurate for the new period 2 The current period end date in the A R Control File is set to the ending date of the new period 3 If this is not the end of the year the amounts in the holding fields are added to the year to date amounts 4 If this is the end of the year the last year amounts are set equal to the year to date amounts and the year to date amounts are set equal to the amounts in the holding fields 5 The holding fields are all set to zero NOTE Your period to date and year to date figures will be accurate as long as your sales transactions and cash receipts never span more than two periods the current period and the next period If you delay running this Close a period selection until you have transactions dated in the period after the next period you should not process these transactions Don t process them until after you have run this selection For example if the current period end date is 3 31 99 and you use monthly periods it is all right to process transactions dated as late as 4 30 99 However it is not all right to process any transactions dated 5 01 99 or later until after you run this selection To Begin F
173. f entries to print A response of 1 should be used when all distributions in the specified ranges are to be printed while 2 is to be used when only those entries which have already been interfaced to the General Ledger are to be printed and 3 is to be used when only entries which have not yet been interfaced to the General Ledger are to be printed 8 Dists to print Type 1 or 2 to select which distributions to print enter 1 to print all entries on file within the account and date ranges entered or enter 2 to print only those entries that have not yet been interfaced to the General Ledger Accounts Receivable Distributions to GL Samco Power Accounting 33 3 9 Group by doc You have an option to group transactions together by document number 10 Starting doc 11 Ending doc Enter the range of document s or enter F1 for first latest document numbers within the date range set above 12 Non zero docs only Enter Y if you want just non zero documents or N for all documents within the range specified Important note if G L is not used The A R Distributions to G L Report lists the debits and credits which must be entered into your manual ledger You should print out this report at the end of an accounting period after all A R transactions have been entered and posted for the period Do a backup of your data files and then print this report All accounts should be printed The date range should be from E
174. feature No sales since Enter a date in mmddyy format or F1 n a ignore sales date Action to perform 1 Print 2 Purge 3 Print and purge Accounts Receivable Customers Samco Power Accounting 16 30 SAMCO Building business and technology relationships AT Chapter 17 Load A R Open Items Use this selection to transfer outstanding accounts receivable items from your former A R package or manual system directly into the A R Open Item File NOTE No other files in this A R package are affected by this selection Once all outstanding items have been entered and you have converted over to complete use of this Accounts Receivable package there is little further need for this selection Current accounts receivable activity is entered through Sales and Cash receipts or through the billing modules This selection can also be used to list all of your A R open items using Edit list since this shows items created by all functions in the A R package Changing Over to Accounts Receivable Follow these steps to change over from your former system to the Samco Power Accounting Accounts Receivable package 1 Determine the cut off date to be used The cut off date is the latest date for items that you will enter load here For example if you choose a cut off date of 3 31 94 you will enter open items dated 3 31 94 and earlier 2 Enter these items into the A R Open Item File through Load A R open items this selection Ac
175. finance charges through the sales function If used the automatic calculation is based on parameters which you define in the A R Control File These parameters include e Two different percentages and associated dollar amount levels e Invoice aging method by invoice date or due date e Number of days an invoice must be past due before finance charges apply e Minimum finance charge amount e Whether finance charges are to be calculated on previous finance charges This function automatically prints a Finance Charges Journal when finance charges are posted Account Inquiry An inquiry function allows you to view all items for a selected customer You can even customize the screen to appear the way you want it to When integrated with a billing module that keeps history you can optionally reprint an invoice Statements You assign a statement cycle to each customer in the customer record You can use statement cycles in one of the following ways 1 To designate the statement frequency such as weekly semi monthly monthly quarterly etc 2 To designate the statement processing batch such as the 10th 20th or 30th of the month You can print statements on request The function prints them only for customers who Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 4 match the statement cycle s which you specify at statement printing time You have a choice of many different formats in which to pr
176. for all customers It is arranged by date of transaction for each customer Selecting Your Statement Format Samples of the most popular A R statement forms are supplied with your package You can use any of these to fit your particular needs You must decide which statement format you wish to use and also whether or not you want your company name and address pre printed on the statement form After these decisions are made contact your Samco Reseller and order the forms In addition the ability to customize these forms to fit your particular needs is also available Design your own forms from scratch or build on an existing format Setting Up A R Perform these steps to start using Accounts Receivable 1 Study the chapter titled Getting Started in the System Functions manual for specific instructions on starting up the software and setting up the primary data files this includes your company data valid G L accounts printers users and taxes Before you can use the A R package this preliminary work must already have been done 2 Start A R according to the instructions in the chapter titled Using Accounts Receivable 3 Enter your A R accounts using A R accounts Setup Samco Power Accounting allows you to use an unlimited number of A R accounts These must also have been entered in the Valid G L Account File See the chapter titled A R Accounts Accounts Receivable Getting Started Samco Power Accounting 2 3 10 11
177. for the period to date year to date and last year 49 Fin charges Enter the total finance charges for the period to date year to date and last year NOTE The remaining fields are updated regardless of whether the document date is within the current period 50 Last sale amt Enter the amount of the last sale to this customer It is automatically updated when an invoice is posted 51 Last sale date This field contains the date of the last sale made to this customer It is automatically updated when an invoice is posted 52 Last stmt amt This field contains the amount on the last statement to this customer It is automatically updated when statements are printed 53 Last stmt date This field contains the date of the last statement printed for this customer It is automatically updated when statements are printed 54 Last pmt amt This field contains the amount of the last payment from this customer It is automatically updated when cash receipts are posted 55 Last pmt dat This field contains the date of the last payment received from this customer It is automatically updated when cash receipts are posted 56 Last fin chg amt Accounts Receivable Customers Samco Power Accounting 16 12 This field contains the amount of the last finance charges posted for this customer It is automatically updated when any finance charge is posted 57 Last fin chg date This field contains the last date finance charges w
178. g periods Any customers with a balance greater than the cut off balance in any aging period will be included The next two fields are not available for entry if a cut off balance due amount is specified in field 8 If it is field 10 displays DR accounts only and field 11 displays Not applicable 11 Print DR CR bal customers Type D to print only customers with a debit balance as of the aging date C to print only those with a credit balance or B to print both types Format 1 character 12 Print zero bal customers Answer Y if you want to print statements for customers having a zero account balance A second screen now appears Follow the screen instructions Accounts Receivable Statements Samco Power Accounting 29 4 8 Print open item customers by apply to number Answer Y to have items for open item customers appear on the statement in order by apply to number 9 Last print cut off date Within each customer record a field is maintained for the last time a statement was printed for each customer The purpose of this field is for companies that print statements more than once a month By comparing the date entered in this field with that of the customer s last statement date multiple statements sent to a customer in the same month can be eliminated For most companies this field should be set to none by pressing F1 10 Only cust with new items If you only want to print customers who have had
179. g that distributions are not to be purged 3 Run Distributions to G L specifying that the file is to be purged and only interfaced distributions are to be purged 4 Print the General Journal Entry Edit List The debits and credits printed on the edit list should be comparable to the debits and credits on the A R Distributions to G L Report provided that you have followed this procedure each period If you have not purged the A R Distributions to G L File ina previous period then the reports will not be comparable Note that if you specify that distributions are not to be purged by Get distributions and you run Get distributions again you will still never transfer the same distribution from A R to G L more than once because Get distributions prevents this Thus if after step 2 in the alternate procedure above you discover additional A R transactions for the accounting period which have not yet been entered into A R Accounts Receivable Distributions to GL Samco Power Accounting 33 5 simply enter and post these transactions in A R and repeat the alternate procedure starting with step 1 Accounts Receivable Distributions to GL Samco Power Accounting 33 6 SAMCO Building business and technology relationships b D Chapter 34 Comparisons to GL Report The Reports Receivables comparison to GL will compare records interfaced in detail between the General Ledger and the A R Open item history file This can assist
180. gin From the second page of the A R menu select Data integrity check If any of the calculated values do not match the actual you see a message saying so and are asked if you want to reset the calculated values Accounts Receivable Data Integrity Check Samco Power Accounting 41 2 Chapter 42 X EXPORT PRINTER REPORTS Printing reports to an export file X Export printer reports e Aging e Print by customer name e Commissions due e Print customers by user e Distributions to GL selection e Paid within terms e Print customer contacts e Print by customer e Tax collected Due to popular demand there are now a number of reports that you can print to the X Export printer and we keep adding more In order to open reports printed to the X printer the user must have access to their local directory If you are a Thin Client user you must identify the directory in SYSTEM FUNCTIONS gt COMPANY DATA The default is C SSIDOCS Each report printed to the X printer is assigned a default file name After you select the X printer a pop up window will prompt F1 to accept the default filename displayed or enter your own filename Remember to assign a unique filename to each report that you wish to keep as filenames can be reused and the data over written Note A report printed to disk cannot be later printed to the X printer The first time that you select the X Export printer from the po
181. ging periods Aging periods by days If you defined aging periods by days you see Accounts Receivable Statements Samco Power Accounting 29 7 From this screen you can choose either to use the aging periods set up as defaults in the A R Control File or to specify new aging periods Enter the following information 2 aging days in prd 1 Enter the number of days in period 1 or Enter to use the default number of days from the A R Control File 3 Period 1 description Enter a description for aging period 1 or F1 for Current 4 aging days in prd 2 Enter the number of days in period 2 or Enter to use the default number of days from the A R Control File 5 Period 2 description Enter a description for aging period 2 or F1 for Over number of days in period 1 days 6 aging days in prd 3 Accounts Receivable Statements Samco Power Accounting 29 8 Enter the number of days in period 3 or Enter to use the default number of days from the A R Control File 7 Period 3 description Enter a description for aging period 3 or F1 for Over number of days in period 2 days 8 aging days in prd 4 Enter the number of days in period 4 Enter to use the default number of days from the A R Control File or F1 for 999 unlimited age 9 Period 4 description Enter a description for aging period 4 or F1 for Over number of days in period 3 days After pressing Enter at Field nu
182. he Grace period is set to not used nothing gets done if the delinquency of the document exceeds the Grace period then the system checks to see if the customer s terms code also uses a Grace period If both tests come out positive then a message window is displayed advising the operator that the customer has an overdue document and to either override or cancel the order An important note is that if a customer s terms code does not use this feature then it doesn t matter what the terms codes are for the individual documents themselves To set up this feature go to Accounts Receivable Setup Terms Enter and set the Grace period in days or F1 for Not used When set to Not used the system will ignore overdue warning for that document By default all terms codes will be set to not used Proximo Terms Day of the Following Month If you are entering a terms code due on a particular day of the month type P the screen will appear as follows Accounts Receivable Terms Samco Power Accounting 9 4 d of Month Proximo D of next month end of current mont not applicable 1 Due day Enter the day in the month on which payment is due This day will be the day in the month following the month in which the invoice is dated 2 Discount day Enter the last day in the month for which early payment discount is allowed or press Enter if discounts are not given This day will be the day in the m
183. he information as follows 40 1st sale date Enter the date of the first sale made to this customer F1 to set all remaining fields to None or press Enter if this date is not known 41 Account bal This field is the customer s outstanding account balance Unless you are making some kind of correction you should always skip this field when adding a new customer The selection Set customer account balances is used to set the field to its correct value See the chapter titled Set Customer Account Balances 42 Unposted bal This field contains the total of Un posted sales entries Un posted cash receipts Un posted finance charges Accounts Receivable Customers Samco Power Accounting 16 10 Un posted orders in O E if used Un posted invoices in P I if used Un posted tickets in P S if used Cash receipts in A R and P S and credit memos in A R P S O E and P I reduce the total un posted balance All other entries increase the un posted balance The posted balance and un posted balance are added together and compared to the customer s credit limit If the credit limit has been exceeded then you will be alerted to this fact during entry of sales transactions orders in O E and invoices in P I and P S See the O E P S and P I User Manuals for full details as to exactly when credit checking is performed in those packages When sales transactions orders and invoices are posted the un posted balance is reduced
184. he Sales selection will be posted to this account 43 Default allowance acct Enter the number of the default allowance account This is the account that will be used as the default for allowances entered when cash receipts are entered At the Field number to change prompt make any necessary changes and press Enter to continue The third screen displays as follows g N I lsysten a tl H lt e o leo uw X 5 in JE ol Hpoagoo 518 E Ecs unlimited uapa Enter the information as follows 44 Calc disc on misc chgs Answer Y if you want miscellaneous charges to be included in the amount of a sale subject to a discount for early payment or N if you want to exclude miscellaneous charges from the discount calculation 45 Calc disc on freight Answer Y if you want freight charges to be included in the amount of a sale subject to early payment discount or N if you want to exclude freight charges from the discount calculation 46 Posting date to use Accounts Receivable Control Information Samco Power Accounting 7 11 Enter the default date you wish to appear when posting transactions Since the system now tracks both the document and posting date you have the option of manually setting the posting date when posting sales payment or finance charge transactions Enter the default date or press F1 to default to your computer s system date 47 Current prd end date If you use General
185. he statement that are due within the aging periods specified Thus documents which are due after the statement period ending date will not be included in the aged totals If you age by invoice date the aged totals will include all documents which appear on the statement whose document dates are within the aging periods specified Enter either for Invoice date or D for Due date 3 Form id The form field allows you to select which statement format you wish to use defaulting to the form ID entered in the A R control file 4 By cust number or name Enter either 1 for customer number or 2 for customer name 5 Starting customer 6 Ending customer Enter the range of customer numbers names for which you want to print statements Follow the screen instructions If customer name was selected for field 3 you can press F2 to change from entering a customer name to entering a person s name Accounts Receivable Statements Samco Power Accounting 29 2 7 Print by This field depends on the selection you made in field 3 If you selected customer number in field 3 then type A to print in order by A R account P by postal code or N for neither If you selected customer name in field 3 answer Y to print statements in order by sales rep 8 Depends on fields 3 and 6 What appears here depends on your entries in fields 3 and 6 If you chose to print by A R account enter the account number or use one of the options
186. he sum total of payments and credit memos is obtained and applied to the items in the buckets starting with the earliest bucket until the credit is used up The customer s balance in each bucket is obtained and shown on the Aging Report For example suppose total debits in bucket 4 were 1 000 in bucket 3 were 800 in bucket 2 were 2 000 and in bucket 1 were 1 000 Suppose the sum total of payments and credit memos was 2 400 1 000 of the credit would be applied to bucket 4 leaving a balance due of 0 800 of the credit would be applied to bucket 3 leaving a balance due of 0 The remaining 600 of credit would be applied to bucket 2 leaving a balance due of 1 400 The Aging Report would show a balance due of 0 in periods 3 and 4 1 400 in period 2 and 1 000 in period 1 Accounts Receivable Aging Report Samco Power Accounting 25 2 Sum total of payments and credit memos applied to items in buckets starting with earliest bucket l 1 000 800 600 0 1 000 800 2 000 1 000 0 0 1 400 1 000 bucket bucket bucket bucket aging 4 3 2 1 date time oldest next oldest next oldest newest now period period period period Open Item Customers For open item customers documents are grouped by apply to number and one aging date is chosen for the entire group of documents A group of documents with the same apply to number will be referred to in this section as an apply to group in
187. ice written and posted on January 1 would be 30 days old on January 31 regardless of the due date When aging is done by due date a document becomes 1 day old on the first day after the due date An invoice due for payment on January 1 would be 30 days old on January 31 regardless of the invoice date Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 11 Samco s Power Accounting software organizes your data for you automatically as it stores it on your disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data File A data file is a group of one
188. id Sales Rep ID Max or 99 999 999 99 Alphanumeric Alphanumeric Valid Customer Terms Code Job retainage amount Max or 999 999 999 99 Alphanumeric Sales 19 17 Ship To Number 3 Valid O E Ship To Code The following is the record layout for the 6 7 format for sales transactions see the chapter titled Control Information Field Document Type Document Number Customer Number Document Date Sale Amount Tax Group Total Tax Amount Apply to number Due Date Miscellaneous Charges Freight Amount Cost Amount Sales Rep Code Commission Amount Misc Customer Name Purchase Order Terms code Retainage Reference Ship To Number Length 1 8 12 6 12 3 11 Valid Entries I C D F Alphanumeric Valid A R Customer Valid YYMMDD Max or 999 999 999 99 Valid Tax Group ID Max or 99 999 999 99 Alphanumeric YYMMDD must be on or later than document date Max or 99 999 999 99 Max or 9 999 999 99 Max or 999 999 999 99 Valid Sales Rep ID Max or 99 999 999 99 Alphanumeric Alphanumeric Valid Customer Terms Code Job retainage amount Max or 999 999 999 99 Alphanumeric Valid O E Ship To Code Here are a few things you should keep in mind about sales transactions 1 Depending on the transaction type invoice credit memo debit memo or finance charge some of the fields may not be used For example on a finance charge transaction the apply to number miscellaneous charges
189. iece of information when you are requested to do so later To begin select Setup Forms Grid Enter the following information 1 of rows on the form top to bottom Enter the number of rows to appear on the grid The number you enter here corresponds to the number of rows on your invoice form You can also press F1 to use 66 rows which corresponds to regular 8 1 2 x 11 paper 6 rows per inch with no top or bottom margins 2 of print columns left or right Enter the number of print columns to appear across the page on the grid or F1 to use 80 columns which corresponds to regular 8 1 2 x 11 paper 10 character per inch with 1 4 left and right margins A screen appears for you to type DONE and the grid prints After the grid is printed you are asked whether you want to print it again If you answer Y another grid prints if N you are asked to mount regular paper Form Fields The following is a description with pointers on usage of the various fields available when designing forms Header Totals Field Name Description Notes Blank line When this field is selected no other data is printed on the line even if it is defined Calculation register Used to access register values stored during calculation routines Accounts Receivable Forms Samco Power Accounting 12 18 Printer feature Suppress line Aged amount Aged literal A Aged literal B Boat name CFV number Company display name
190. iew the previous customer on file To leave the customer number blank You can then look up the customer by name Use this function to speed up entry of a new customer Use F4 enter in the from customer number then the to customer number The new customer will be created You can then enter and or change the required fields to their appropriate values if you are using sequential customer numbers use F5 to assign the next customer Customers 16 2 1 Customer For a new customer You can also set up miscellaneous customers for occasional customers you don t want to include in the Customer File The miscellaneous customer number must start with an asterisk When you enter a sales transaction for a miscellaneous customer you will be requested to enter the name For an existing customer Enter the customer number or use one of the options Options F1 To view the next customer on file Sh F1 To view the previous customer on file Enter To leave the customer number blank You can then look up the customer by name A This will bring up a window showing the current aging details along with sales information and average number of days to pay F3 to delete a customer record F6 to access customer notes When the system displays the Find Customer pop up window you are presented with a number of selections F1 Next A Age Shft F1 E Email Previous P Price F3 Search U User
191. igned in Customers NOTE For balance forward customers the customer s terms code is displayed automatically and cannot be changed 7 Due date Enter the due date or use the option Option Enter To use the due date calculated by the software from the payment terms for this customer If the document is a finance charge or a credit debit memo Enter sets the due date to the document date 8 Sale amt Enter the amount of the sale credit debit memo or finance charge A minus sign is not required for credit memos the customer s balance will automatically be reduced 9 Misc chgs Enter any miscellaneous charge that applies to this document A minus sign is not required for credit memos 10 Freight Enter any freight charge which applies to this document A minus sign is not required for credit memos 11 Tax group Enter the tax group which applies to this sale or press F1 to default to the tax group in the customer file 12 Tax amount The taxable amounts are calculated automatically from the information in the tax group record and displayed You also press F2 to view the tax breakdown and make any manual changes If you press F2 the screen would display a window similar to the following Accounts Receivable Sales Samco Power Accounting 19 5 Si Srv kw Dao Oo iPe af Sales Acme Enterprises Inc Enter Type Tax amount Taxable amount Exempt amount Zero rated 39 00 pst oo HST 8 Sale amt
192. ile to match your records when you begin using this package Sales The package contains functions which allow you to interactively enter edit and post sales invoices finance charges and credit debit memos When you enter sales you have the option to distribute sales amounts miscellaneous charges and freight charges to various G L accounts A Sales Edit List is available on request to help you in the editing process Also on request the package posts sales to the A R Open Item File and prints a Sales Journal If you use the A R package with the Billing Point of Sale or Professional Invoicing package the O E P S or P I package automatically creates sales transactions so you do not have to re enter them in A R Also if you have a third party package for creating sales and cash receipts transactions an import facility is provided to bring these transactions into the A R system for reporting and analysis Recurring Sales The package allows recurring sales These are sales that recur at a regular time interval Examples are rent collected from tenants loan repayment amounts and regular monthly service charges You need enter such sales only once You can then select them periodically to be turned into invoiced charges by a simple rapid selection process Cash Receipts The package contains functions which allow entering editing and posting of cash receipts To help you apply payments to open items you can print a Cash Appli
193. ing 04 100 Acme Wedding Planners EACH 05 156 Add cust in rapid entry TooLs sP EACH 06 124 Another consol test __ aa 07 125 Another one still 10 000 EACH 08 99 Anthony Jones Inc Item price 09 600 Ariel Enterprises 10 000 EACH 10 AUTOS Auto customer add i 11 300 Beverly Beauty Supply i 8 48054 12 123 Consolidated Orders Test 10 00000 13 4 i Elliott Ent Surrey Not applicable 14 NEWEMAIL Email 15 10 Harris Goldberg amp Jones 16 INTERNAL USE ONLY F2Enew item BE Ftenxt ShF1Eprv F3eSearch F4eCopy F7FFilter E Ship to AFAge E Email P Price UFUser defined Z Zoom P FA F2 F4 F5 3 Then use F8 W to display the warehouse information for the item n Qty avail Qty on ord Qty on bo Total 474 31 0 401 Ce Central 506 31 0 02 1 Main 32 0 o 03 2 _Elm St 0 0 o 04 22 Truck 22 o 0 o 05 3 Main St o o o Fienxt ShF1 prv F3 Search D Detail Z Zoom Deleting Customers The F3 key is used to delete a customer A customer cannot be deleted if any of these conditions exist The customer has open items on file Accounts Receivable Customers Samco Power Accounting 16 19 The customer has an un posted balance not equal to zero There are also other checks made If you cannot delete a customer for some reason the software will inform you through a message as to why Printing a List by Customer From the Customers menu s
194. ing date Screen 2 1 Define aging periods by Type D to define aging periods by days S to define them by specific dates or F2 if you saved entries made on this screen pressing F2 allows you to reuse them They all display and you may change individual entries If you did not save the previous entries you may press F2 to use the A R Control File default values Aging periods by days If you select aging periods by days enter the following information 2 aging days in prd 1 Enter the number of days in period 1 or Enter to use the default number of days from the A R Control File 3 Period 1 description Enter a description for aging period 1 or F1 for Current 4 aging days in prd 2 Enter the number of days in period 2 or use Enter to use the default number of days from the A R Control File 5 Period 2 description Enter a description for aging period 2 or F1 for Over number of days in period 1 days 6 aging days in prd 3 Enter the number of days in period 3 or Enter to use the default number of days from the A R Control File 7 Period 3 description Enter a description for aging period 3 or F1 for Over number of days in period 2 days Accounts Receivable Aging Report Samco Power Accounting 25 11 8 aging days in prd 4 Enter the number of days in period 4 Enter to use the default number of days from the A R Control File or F1 for 999 unlimited age
195. ing sale will start being used or F1 for None 12 Final date Accounts Receivable Recurring Sales Samco Power Accounting 20 8 Enter the final date or use F1 for Indefinite 13 Interval Every This is how frequently the recurring sale occurs Enter the interval for this recurring sale in two parts First enter a number to specify how many time periods elapse between recurring sales Then enter the code for the time period The choices are D days W weeks or M months 14 Next date This is the next date this recurring sale is scheduled to occur If this is not known exactly just use an approximate date or press Enter to use the next date you entered for the previous recurring sale if any 15 Max uses Enter the maximum number of times this recurring sale can occur Later you will be warned if this recurring sale is selected more than this many times Or use the option of F1 for Indefinite 16 Max tot sls Enter the maximum total sales amount for this recurring sale Later you will be warned if selection of this recurring sale will cause this amount to be exceeded Or use the option F1 for Indefinite 17 Total to date Enter the amount which has been invoiced to date 18 Times used Enter the number of times this recurring sale has been used to date After all fields on the screen have been entered make changes as usual Deleting Recurring Sales To delete a recurring sa
196. int With the ability to design your own statement formats you have the flexibility to generate customer statements that are specific to your needs A R Open Item File Purge You can purge fully paid A R open items and their matching payments from the file on request You would normally do this after statement printing Before purging you can print the A R Purge Report if you wish This report shows all items that will be purged if the purge is selected Customer History If you choose you can view or print a report showing fully paid A R open items and their matching payments after they have been purged from the A R Open Item File Open Item History A fully functional historical analysis feature which mirrors all A R transactions Powerful reporting and data manipulation tools allow you to do such things as regenerate your A R Open Item File should it become corrupted reprint customer statements on demand print historical aging reports view customer history on line plus a number of other facilities This function differs from the Customer history function in that all transactions automatically become part of history and not just the purged fully paid open items Commissions The system can keep track of commissions due to sales reps and can print a Commissions Due Report on request Commissions may be based on either booked invoices or fully paid invoices Sales Analysis This Accounts Receivable package generates sales his
197. ion for this apply to number if appropriate Otherwise press Esc at the JOB field and the cursor is returned to the APPLY TO field for you to enter information there Enter another apply to document number or press F1 F2 or Enter as above When the full cash amount has been applied you may exit from entering cash applications by pressing Tab at the APPLY TO field Accounts Receivable Cash Receipts Samco Power Accounting 21 20 Applying Open Credit There are two ways to apply an open credit previously entered here to specific open items 1 Bring up the open credit using the Change apply to number or due date selection and change its apply to number to the number of the open item you want to pay This method lets you apply open credit to only one open item The second method described below lets you apply open credit to many open items 2 This method is used if you wish to apply open credit to many open items Using Cash receipts enter a cash receipt for the customer as follows 1 Cust Customer s number 2 Check Original check number or Enter for Cash 3 Receipt date Original receipt date 4 Amt received 0 5 Cash account Cash account used originally for open credit 6 Bank route Enter the bank route if applicable 7 Credit A R Yes 8 Apply to PO Yes or No Then press Enter in the Apply to number field The software will display Open credit on account Enter the amount of
198. kind having the SCAC code in your data base is important Accounts Receivable Ship Via Samco Power Accounting 8 2 5 Prepaid Collect Press Enter if this does not apply mail pick up etc P for prepaid by your company or C for collect to the customer 6 Label Enter the O E label format to use when generating waybills for orders using this ship via code See the chapter titled Labels in the O E user manual for details on setting up waybill label formats 7 Printer no Enter the printer to use for printing waybills for this courier Deleting Ship Via Codes To delete a ship via code from the file bring up the code you want to delete and press F3 Printing a List From the second page of the A R menu select Setup Ship via Print Accounts Receivable Ship Via Samco Power Accounting 8 3 Chapter 9 Terms Use this selection to enter terms codes NOTE You must enter at least one terms code here since you must choose a terms code for each customer in the Customers selection If no payment terms apply to your business enter a code such as N A Each terms code represents a type of payment terms you give to at least one of your customers Payment terms specify features such as how many days after a sale the payment is due whether there is a discount for early payment and if there is how much is the discount and how early must payment be made to get the discount Here are some examples
199. l not allow importing until they are posted To begin select Import transactions from the Sales menu On the screen displayed answer the following Any change Answer Y if you wish to change the default file name displayed Import file name Enter the name of the file to be imported if different from that displayed or Tab to return to the Sales sub menu without importing If the import file cannot be found the message IMPORT FILE NOT FOUND PRESS RETURN TO CONTINUE will be displayed If the import file has an incorrect format the message IMPORT FILE HAS INCORRECT FORMAT PRESS RETURN TO CONTINUE will be displayed Once you press Enter you will be prompted to enter the correct import file name or you may return to the Sales menu by pressing Tab An A R Transaction Import Error Report will be produced if there are any errors or warnings in the import file See the sections below for some cases where a report will be produced Errors Before transactions are actually imported the system checks the file for any errors If it discovers problems with the import file a report will be generated and no transactions will be imported Once the file is fixed up you can re run the import function The following are some reasons the import function will exit without completion e Sum of manual tax distributions do not equal total taxes e Tax type code not on file Accounts Receivable Sales Samco Power Accounting 19 22 e Record f
200. lay nae 21 suppress line 4S fconpany report name 22 foust province feicuap graphic Cie Waboepeny daroan 28 ust poatai come feasd Literal A ae arti Qrfaged literal 8 I eust_atreet 1 Eust comment The window which displays at the bottom of this screen shows the first fields available for printing in the Header Total area of your form Your screen may appear slightly different There are Header Total fields which you may select to print To see the additional windows press PgDn To return to a previous window press PgUp If you had previously selected any of these fields to print on this form an asterisk appears next to the field number If you specify a Field group of Line Items different windows display showing only Line Item fields Accounts Receivable Forms Samco Power Accounting 12 7 Refer to the section titled Form Fields later on in this chapter for a description of each field displayed in the windows for Headers Totals and Line Items Continue entering the information as follows 4 Field number Enter the number of the field that you wish to select or use one of the options Options F1 To display the next field on file that is on or after this line number and column number Enter To enter a literal text instead of a field number see the section titled Literal Fields later in this chapter If you are entering a printer function skip to the subsection titled Printer Features im
201. le should be fixed length using spaces for padding 5 Signed numerics must have the sign separate and leading with no decimal symbol the decimal is implied For example the sales amount has a field length of 12 with a maximum value of or 999 999 999 99 A value of 123 456 78 would appear as 12345678 or 12345678 the sign is assumed to be 6 A symbol should not used for credit memos or cash receipt values as they are already implied as a reduction type transaction The or symbol should be used only when the transaction is opposite to what it should be 7 The import file contains all transaction records for all types of transactions The type of transaction record is identified by the document type record which is the first field of each record 8 For sales transactions you have two options for handling taxes The first method allows the system to break down the tax amounts for you by using the customer s tax group You supply the total tax amount and the system then uses the tax types applicable to the customer to automatically distribute the tax breakdown Accounts Receivable Sales Samco Power Accounting 19 16 The second method permits you to attach records for each tax type applicable to the sale 9 To use the default values from the customer file leave the field blank The system will fill them in when the record is imported 10 Any fields that you want the system to fill in for you or that you a
202. le the detailed report shows all items for each customer in addition to the aging balances 2 Starting customer 3 Ending customer Specify the range of customer s numbers to include Follow the screen instructions 4 Sales rep If you specified in Control information that you don t use sales reps this field is skipped Enter the sales rep who most frequently works on this customer s account or use one of the options Option F1 To include customers for All sales reps F2 To scan through the sales reps on file Cash projection time periods Accounts Receivable Cash Projection Report Samco Power Accounting 28 2 You specify the cash projection time periods by entering a beginning date and the size of the periods days weeks or months 5 First date Enter the beginning date for which you want to see projected cash or F1 to use the current date Normally the date entered here would be the current date All receivables which are due on or before this date will be shown in the first column on the report These receivables are thus the receivables which are overdue or should be received by the current date 6 Frequency This is the size of the period for each projection Enter it in two parts First enter a number to specify how many time periods elapse between cash projections Then enter the code for the time period The choices are D Days W Weeks or M Months 7 Thru date 1 E
203. lect the recurring sale and display it so that certain fields can be entered You must enter the following information 3 Doc date This is the document date which will be assigned to the invoice created from this recurring sale Enter the document date or Enter to accept the next date stored in the recurring sale which is shown as a default The due date is then automatically calculated and displayed using the terms code for this recurring sale Information from the recurring sale is displayed in fields 4 5 and 6 7 Sales amt Enter the sales amount It cannot be zero 8 Misc chgs Enter the miscellaneous charges amount or Enter to use the amount displayed which is the last amount entered 9 Freight Enter the freight amount for this sale or Enter to use the amount displayed which is the last amount entered Accounts Receivable Recurring Sales Samco Power Accounting 20 13 10 Tax group Enter the tax group code for this recurring sale or F1 for the tax group code for this customer in the Customer File 11 Tax amount The taxable amounts are calculated automatically from the information in the tax group record and a total is displayed Or press Enter to accept the amount displayed in the field The total sale amount displays automatically 13 Cost Enter the cost for this sale if applicable or Enter to accept the amount displayed 15 Comm amt Enter the commission amount for this s
204. lecting Your Statement Format sessesseseessesessesrescerosroeseroerserseeeeseo 3 Setting UD AG Rorre terr insan na ea EE VEEE ENA EEEE wees eee 3 Res lar USE snsesrereiieiveriesieireie n ae a en E E E E E eee ee 5 SAMCO SUDDOM AA E E E E 6 TGUINNG eener aerate EEEE EEEO EEATT E EATE 7 Using Acco ts Receivable srssercririrciceicserreci ert a i ei 3 1 About this Manual acinciccsh deustintmecdinua wh olenteehantadraeantadiapadiuenaiedesdehanincaseuene 1 SAM Samco s Automated Manuals ccssseecececeeecececeeeeeeeeeeesseneeeeeeeeeneecs 1 Starting Up Accounts Receivable scssecscssvnssscccessseveccesevccvstscventeseseens 2 TO Exit the A R Package ic tuusivercon cure dneacereveddeais tua CEN E EEEE EEEE ai 3 Guide to Daily Operations sssensensesssscesesssscsecsrssoseosesecseesessescesesses 4 1 Daily Operations Checklist cs cscsccsesccccssscceesscccesessesssevseterdensevessevaepereesess 2 Periodic Monthly Operations Checklist ccceeeesseeeeeeeecececcceeeeeeeeeeseeeess 3 A RACCOUN S soneran n e E OEE EEEE A EE E A TEE E 5 1 Entering Ay R ACCOUNTS vein cnssnGudtaaseeavanerabscdecauuersiedaneesuuereeessueentesenakekenas 1 Deleting A R Accounts 9 sccewsinscnsaneSrauawag nance dad eappensdamenuerebetiune eeanandeceeg ease 2 Printing a List of A R Accounts s cicssecdsccsnecceesssecnpesensessdeeveessrsaveesssepeceesens 2 Cash ACCOUNTS 2 iccuracndiscnmbiadnsiredesnemidaunneredesenmisnseeedrserouilenianeondawiae
205. les Rep Responsible Province and Postal Code Close the sales period using Close a period if your sales period corresponds to your accounting period If this period is also your year end then answer Y to the question regarding this in the Close a period selection Print the Distribution to G L Report from Earliest to the last date of the accounting period to get a list of the distributions to G L If you are not using G L backup your data files and then purge the distributions when you print the report If you are using G L then do not purge the distributions at this time Accounts Receivable Guide to Daily Operations Samco Power Accounting 4 4 EACH PERIOD EACH PERIOD AS NEEDED If you are using G L back up your data files and then run Get distributions in the G L package to pull the distributions from A R into G L Follow the procedures described in the G L User Manual You may purge the distributions when running this selection in G L If you encounter any system difficulty e g power failure while running Get distributions then restore your backup and repeat this procedure Accounts Receivable Guide to Daily Operations Samco Power Accounting 4 5 Chapter 5 A R Accounts An accounts receivable account is a current asset account in your General Ledger summarizing the amount of money owed to your business by those to whom you have sold goods or services A R provides for an unlimit
206. les record from the file bring up the transaction you want to delete and press F3 Accounts Receivable Recurring Sales Samco Power Accounting 20 9 Printing an Edit List The Recurring Sales Edit List shows all recurring sales on file From the Sales menu select Recurring sales Edit list Enter the following report criteria 1 Print report by Select whether to print the report in order by C customer number N customer name or G group Then follow the screen instructions 2 Type Enter F to include fixed recurring sales only V for variable recurring sales only or F1 for All recurring sales 3 Next date cut off This selection allows you to show only recurring sales from which an invoice is to be produced by a certain date Only recurring sales with the next date on or before this date will be shown You can either enter a date press Enter to default to the system date or press F1 for the Latest date on file This means that all recurring sales which also meet the other criteria will be included on the list 4 Show expired entries only Answer Y to show only recurring sales which have expired and have not yet been deleted from the Recurring Sales File In this case you will have a list of candidates for deletion or changes Expired entries are those recurring sales which either 1 Have been selected more than the maximum number of times 2 Have exceeded the maximum total sales amount or 3
207. liest document on file The open items for the customer are displayed up to 14 documents display at one time i900 Ame Computer Training 604 591 5698 PO PC OZ urre V3W 9E9 Balance forward 0 000138 Invc 1 01 09 1 31 09 907 20 0 000145 Inve 2 02 09 3 04 09 90 72 30109 Pmnt 3 01 09 500 00CR 0 000146 Inve 3 03 09 4 02 09 1 122 50 1 620 42 4 04 09 5 04 09 50 40 1 670 82 5 05 09 300 00CR 1 370 82 5 05 09 6 04 09 859 04 2 229 86 7 07 09 2 000 00CR 229 86 0 000139 Inve 10 05 09 11 04 09 1 122 50 1 352 36 0 000140 Inve 10 05 09 11 04 09 295 37 1 647 73 0 000141 Inve 10 05 09 11 04 09 453 60 2 101 33 10 05 09 11 04 09 859 04 2 960 37 0 000143 Inve 10 05 09 11 04 09 112 25 3 072 62 0 000144 Inve 10 05 09 11 04 09 537 60 3 610 22 Select from these options Options A To view an instant aging for the customer note the Avg days to pay is calculated from the AR open history which is turned on in the Control Information function on page 2 of the AR main menu V Toggles between sorting by apply to document and document date Accounts Receivable View Customer Accounts Samco Power Accounting 23 3 R To reprint an invoice or credit memo created from Billing and select a printer to print the form to When finished printing press Tab to return to normal viewing F1 To see the last totals page for this customer if not already shown on screen F3 To print out the customer
208. llaneous Customers Only Cash Receipt Reference 25 Alphanumeric Cash Application Receipt application records are valid for open item customers for manually applying all or some of the payment to specific documents or for balance forward customers Accounts Receivable Sales Samco Power Accounting 19 20 to specify a discount amount an allowance amount and account numbers Receipt distribution records must be on separate lines following the transaction they are distributing and must be equal to the cash receipt transaction amount If you wish to use the default G L account numbers specified in A R s Control data for distributing discounts and allowances these fields can be left blank in the cash distribution record Also if the terms code is left blank the system will fill it in automatically with the customer s terms code The reference field is optional and may be left blank Field Length Valid Entries Document Type 1 2 Check Number 8 Alphanumeric Apply to Number 8 Valid A R document Amount to Apply 12 Max or 999 999 999 99 Discount Amount 11 Max or 99 999 999 99 Allowance Amount 11 Max or 99 999 999 99 Allowance Account 16 Valid G L Account Blank for auto distribution Terms Code 3 Valid Terms Code Blank for Customer s Reference 25 Alphanumeric Customer PO 15 Valid Document PO Job Cost Cash Distribution Job Cost distributions for cash receipts must immediately follow the cash application for that
209. lly apply this check you must manually apply it The bottom half of the screen is displayed to allow you to apply the cash receipt amount to selected open items The screen also shows the amount remaining the remaining unapplied portion of the cash receipt The screen appears as follows Enter the following information for the apply to invoice number and fields 9 12 Accounts Receivable Cash Receipts Samco Power Accounting 21 13 Oo CAD Open item 1234 Customer note 1010 000 a a Y N Apply to PO Enter the customer purchase order number for the document to which payment is to be applied The document must have already been posted You have several options while entering the apply to PO number Manually locate documents If you wish to apply all or part of the check amount to a particular document enter the customer PO number If that document is in the A R Open Item File it is displayed The displayed balance reflects any posted or un posted payments made on this item Alternate application screen By pressing F5 at the Apply to field a screen similar to the following will appear Accounts Receivable Cash Receipts Samco Power Accounting 21 14 Select the open item to pay by using the up dn arrow keys answer Y and enter the amount to apply to the item At the Disc field press F5 to change the discount allowance and reference information The following window is displayed Accounts Receivable
210. lp SAM in the System Functions manual for details Spool SPOOL is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 13 Chapter 2 Getting Started We assume at this point that you have installed this package on your computer according to the Installation Guide f not refer to that guide and install the software on your computer We also assume that you have familiarized yourself with the main features of this package by reading the chapter titled Understanding Accounts Receivable If you have not done so read that chapter and return to this chapter Your Accountant We advise you to consult with your accountant before using the Samco Power Accounting system Your accountant should be familiar with your accounting software in order to serve you well and may have good advice on converting from your existing A R system The Accounts Receivable Data Files In order to use this package you first need to enter certain information describing your accounts receivable system and how you want your transactions handled There are several different data
211. m the software will take the discount and pay the item If when you press F1 the amount remaining plus valid discount is less than the balance on the open item the entire amount remaining will be applied to the open item but no discount will be taken 10 Discount If you did not press F1 to automatically apply the payment enter the discount to take on the open item following by the G L account number to distribute to 11 Allowance Account An allowance is a price reduction given to a customer For example minor damage to a product could be compensated for by an allowance You will enter two pieces of information 1 the allowance amount and 2 the account number to which it is to be posted If you did not press F1 at Amt paid above enter the allowance to give to the customer on this open item Then if the allowance amount is not zero enter the account number to which the allowance amount is to be posted or F1 to use the default allowance account specified in the A R Control File 12 Reference You may enter a reference for this cash application or press F1 to default to the apply to document This reference can appear on the customer s statement if you have set the statement format up to do so JOB COST NOTE If you are also using the Job Cost package skip to the section below titled Applying the payment to jobs Accounts Receivable Cash Receipts Samco Power Accounting 21 12 You may
212. m detail from the invoices This type of detail is only available if you are using a billing module such as Point of Sales Billing or Professional Invoicing 8 Purge file Accounts Receivable Commissions Due Report Samco Power Accounting 30 2 If you answer Y all the commissions due information printed on the report will be purged after printing is complete otherwise it will be retained on file 9 Payable status Enter P to include only those invoices where commission is payable D for deferred invoices only payment has not been received or B for both A sample of this report follows at the end of this chapter If you answered Y to PURGE FILE then after the report is printed there is a period of processing while the file is purged COMMISSIONS DUE REPORT oat thes Latesc based co payment dete Accounts Receivable Commissions Due Report Samco Power Accounting 30 3 Chapter 31 Tax Collected Report Use this function to report on taxes collected from the sales of goods and services through Accounts Receivable or the billing modules Point of Sale Billing and Professional Invoicing When a transaction occurs where a tax is charged one or more records are written to a file Each record contains such information as the invoice number the customer the sale amount the tax group applied to the transaction the taxable amount and the taxes charged In order to report the necessary information
213. make a calculation press F2 at the Line prompt The screen appears as follows Enter the following data 2 Sequence Enter the sequence in which this calculation is to occur This is the logical order in which the calculations are made Accounts Receivable Forms Samco Power Accounting 12 14 The purpose of this field is to allow you to re use a calculation register once you are finished with it 3 Register Enter the calculation register from 1 to 20 to store the amount computed from the equation entered below This register can then later be used to print using the Calculation register field entry 4 Operand 1 Enter the first operand field to use in the calculation from the window displayed or Enter to enter a constant 5 Operator Enter one of the following equation operators Add to Operand 1 to 2 Subtract Operand 2 from 1 Multiply Operand 1 by 2 Divide Operand 1 by 2 DIV Divide Operand 1 by 2 but store only the integer portion of the resulting figure i e 8 divided by 5 equals 1 6 but only 1 is stored in the calculation register the 6 is stripped off MOD Modulus division of operand 1 by 2 storing the remainder in the calculation register i e 10 divided by 3 is 3 with 1 left over the 1 is stored in the calculation register INT Store the integer portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stored as 123 in the calculation register FRC Store
214. mation as follows 1 Cash account This is the number of the cash account you want to show on the report Enter the number of the account or use the option Option F1 To select the default cash account in the A R Control File F2 To scan through the other cash accounts on file 2 Starting date 3 Ending date Enter the range of dates to include in the report Follow the screen instructions 4 Starting customer 5 Ending customer Accounts Receivable Cash History Samco Power Accounting 36 6 Specify the range of customer numbers to include Follow the screen instructions 6 Deposit Enter the number of the deposit for which to show cash receipts or use one of the options Options F1 To show All deposits Enter To show only cash receipts that are not yet assigned to a deposit slip 7 Purge file If you answer Y all cash receipts shown on the report will be purged from the file If the Bank Reconciliation package is being used only cash receipts that have been transferred there will be purged If you answer N they will not be purged If you selected to purge the file you are asked if you are sure you wish to purge If you answer Y the file is purged A sample Cash History Report is shown at the end of this chapter Printing a Deposit Summary Select Cash history Cash history reports Deposit summary A screen appears for you to enter the cash account number and the range of deposi
215. mber to change you may select 1 to review your entries on these screens or select 2 to print the statements If you select to print you then have the option of saving your entries for use the next time you print statements Aging periods by specific dates The first aging period ends with the aging date and starts with the cut off date For instance if the aging date was 9 30 90 you could enter a period 1 cut off date of 9 1 90 period 1 would then be from 9 1 90 to 9 30 90 The starting dates of aging periods 2 3 and 4 are defined by the cut off dates you enter The ending date of each period is the day prior to the cut off date of the period entered earlier For instance if period 1 was from 9 1 90 to 9 30 90 and you entered a cut off date of 8 1 90 for period 2 period 2 would be from 8 1 90 to 8 31 90 Note that the ending date of period 2 is one day less than the period 1 cut off date Enter the following information 2 Cut off date for prd 1 Enter the starting date for period 1 or F1 for a date thirty days earlier than the aging date The actual date will depend upon the number of days in the month in which the aging date falls For example if the aging date is 9 30 02 the F1 key will yield 9 1 02 If the aging date is 8 15 02 the aging date will yield 7 16 02 3 Period 1 description Enter a description of period 1 or F1 for period 1 cut off date to aging date Accounts Receivable Statements Samco
216. mediately following the 5 Conditional print field explanation Helpful Hint Your company Support Company PK logo 10848 214 STREET goes here Edmonton Alberta CASH RECEIPT CONFIRMATION ACCOUNT DATE PAGE AUTOELE 11 09 09 1 AUTO ELECTRIC REGINA 1360 BROAD STREET REGINA SASK S4R 1Y5 CANADA Thank you for your payment RECEIPT NO AMOUNT November 09 2009 12345678 274 14 e f you have a bitmap graphic file of your logo you can change the file name in Header line 1 to the name of your file If you do not wish to print your logo on the form delete the line from the form layout If required we can provide assistance on a fee for service basis contact SAMCO Support Accounts Receivable Forms Samco Power Accounting 12 8 Mile uz Fania Enter File Edt AR IC OE SA AP PC GL XC PO BR CL PS TC BPOXGeven tt COC Receipt laser PT 530 531 Headers L R yourlogo bmp E 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print If you answer Y these additional fields appear When Field When the field selection window appears enter the number of the field upon which printing is dependent Use the PgUp and PgDn keys to see additional windows is value Enter the conditions that this field must meet in order for the field being defined
217. ment to Jobs NOTE If you are not using Job Cost skip to the section titled Applying open credit If you are using the Job Cost package you will now be asked DISTRIBUTE TO JOBS If you wish to also apply this cash application to one or more jobs answer Y Fields 9 through 12 currently shown on the screen will clear and the screen will display as shown here All or part of the total credit for this cash application may now also be applied to one or more jobs Enter the following information Accounts Receivable Cash Receipts Samco Power Accounting 21 18 Cash receipts Acme Enterprises Inc 4 Cust Currency 2 Check Terms 3 Receipt date Hold 4 Amount recd cct bal 5 Cash account 1000000 6 Bank route O O 7 Credit A R fi 8 Turn off hold 9 Apply by Customer P O A Amount remaining Apply to Type Doc date Due date Orig amt Balance Terms i 2 10 net 30 Valid discount 10 Amt paid 5 500 00 11 Discount 12 Allowance Account 13 Reference 100002 Acme Enterprises Inc 4 Cust Currency Open item 2 Check Terms 3 Receipt date Hold 4 Amount recd 5 500 00 _ ect bal 5 Cash account 6 Bank route S O 7 Credit A R i 8 Turn off hold 9 Apply by Customer P O J Amount remaining Apply to Type Doc date Due date Orig amt Balance Terms 1 Valid discount Total credit for this apply to 14 Job ies 15 Sub Job 16 Total amount
218. mer and A R open item files Each record exported is made up of fields which vary in length depending on the content with each field being separated by the character chose at the Sep prompt The fields for each record are placed in the following order please note that numeric fields have two decimal places Customer number Customer name Address 1 Address 2 City Province Postal Code Contact Name Period 1 Balance Period 2 Balance Period 3 Balance Period 4 Balance Due Balance Sum of periods 2 3 and 4 Accounts Receivable Aging Report Samco Power Accounting 25 14 Chapter 26 Collections Report The Collections Report is a report showing your customers account balances by aging period similar to the Aging Report The aging method used here is the same as in the Aging Report See the chapter titled Aging Report for an explanation of aging methods for balance forward and open item customers However it differs from the Aging Report in that invoice balances include all documents received up to the date the report is printed The report is useful in two ways It may be used as an aid to the Collections Department in following up on customers with past due payments It may be used as a sales tool to show which customers have credit balances so that sales reps could contact these customers and sell them something You can either define aging periods by days 0 30 days 31 60 days etc or by specific dates
219. mes due to hardware or operating system errors File Recovery Procedure Functions are provided to recover corrupted data files They can also be used to export important data files to a format which can be easily interfaced to common data base and word processing packages Upgrading from Earlier Versions We have included the necessary functions and instructions if the upgrade option was purchased to allow you to upgrade from an earlier version of this same Samco Power Accounting package Please refer to the upgrade instructions provided for more information New Features Please refer to our website at http www samco com for a complete listing of feature enhancements from version to version and release level to release level Definitions and Keywords Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 6 The following are definitions of key words used in this manual Accounting Accounting is the methodical collection systematic categorization and organized presentation of financial records Accounts Receivable Accounts Receivable is the area of accounting dealing with the sales made by a business and with the money owed to it It is often abbreviated A R or AR As used here account means a record of financial activity and receivable means able to be received or due to you General Ledger When your company makes sales and receives payments this activity affects not o
220. n 6 1 Entering Cash ACCOUNTS 2 o wuccceanteyiceeivuaeedenee seus EEEE EEE ARa 1 Deleting Cash Accounts s ssssessesseseeseseescescssescsrosesscseoscssoseeresseseesee 3 Accounts Receivable Table of Contents Samco Power Accounting 2 Printing a List Of Cash Accounts cece cece cece eee eeeeeeeeeeeeeeeeeeeeeteeeeneenees 3 Control Informati n 3 is ccd cidceene rack cuservecvisensdcatiacsdceaees Cie ceeds iiia inais 7 1 SIND Via assesses evades tes deReley ud hanes sie e te EEA Op ad AEAEE ACTE EIEEE TEKEK E eiea 8 1 WORMS ionan dnaitehsWaatockednetbeuenevenie ds E R E TEE 9 1 Customer TYDE Seo iii sa aTe E a nts ns E EEEE E EE Ea SEAT NEE ESEA RE 10 1 TORFICONIGS erreira a R E E R E AA EE AEA TEE RES 11 1 POMS sites chet ced E ea E Ea E EE E NETE CETE EEE A E E ET E a 12 1 Definition S 2s enai ae ekaa e e EEEE aE aa EE Ea o danas EEEa s eiea ia 2 Enternna FOM S eroi E E E TEE duis T O E A E 3 Displayine a FOr niren earen iE aE E EEN E E A EEA R AEE A EE E 16 Testing a FOM rrrierri iisen rne o Aa EEEE E EAEE EEE E O AET EEEE E EEEE RARE 16 C pying a FOr kerren eee nr EE EEE EA EEKE E E EE E EEEE EEE EKUTE 16 Printing a Forms Listioreresennte ore e E E R r sheds 17 Loading Standard ROrmS vccctaces crises iescaan ser kertena Ene tutus sve EETA ES EEE EEA 17 Form FICS since tpeevicdecnete laddpcudebatewavndescdeddarterwihcldindehatacis ncesuedscactioes 18 Line Item Fields sc eiccs one dachanesenevieeceun cerns dy ccrcketuenWens
221. n the system e Allows fully paid items to be viewed or reported even after being purged from the Open Item File through the use of an optional Customer History File e Allows reports to be stored on disk to save computer time and printed later at your convenience e Allows use of multiple printers Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 1 e Automatically calculates and posts finance charges with edit list and journal e An unlimited number of A R accounts and cash accounts may be used e Controls sales commissions due and prints a commissions due report e Commissions due can be calculated by either booked invoices or fully paid invoices e Allows commission percentage to be based on either customer or sales rep data e Prints a report showing A R distributions to the General Ledger e Prepares deposits e Prints deposit slips and a deposit summary e Prints a cash history report e May be interfaced to other Samco Power Accounting modules including General Ledger Job Cost Professional Invoicing Sales Management Solutions Sales Analysis Billing Point of Sale and Custom Labels e May be interfaced to Bank Reconciliation to reconcile the checkbook into which payments from customers are deposited e Includes password protection and extensive data file integrity check and backup restore facilities Auxiliary Files An easily maintainable control file allows you to define various
222. n will appear showing the status of each file as it is being rebuilt Once completed you are returned to the Rebuild a file screen Change Customer Numbers A R gt F2 File utilities Change customer no allows you to change a customer s number If the customer number already exists you will have the option of merging the data together All open transactions and historical data will be updated to reflect the new customer number Accounts Receivable File Utilities Samco Power Accounting B 7 Set user defined field This function is used to set the value of a customer user defined field from a field in the customer record For example if you wanted to be able use a field not normally available for searching or for the User defined report in Sales Analysis you could create a keyed user defined field see the chapter titled User Defined Fields and then use this function to copy that data into it Te begin select Set user defined field The following screen appears Customer type Customer number Email mai i Select the field from the list that you want to copy From and press F4 Next select the customer user defined field you want to copy that information To You can use the key to bring up a list of user defined fields Set customer Fields This function allows you to make wholesale changes to a number of fields found on the customer record To begin select Set custome
223. nance charges you want to modify Customer Enter the number or press F1 to display each customer in order The past due amount and finance charge assessed for this customer display and you may change the finance charge if you wish or use F1 to scan through the finance charges Deleting Calculated Finance Charges To delete an un posted finance charge which has been calculated bring up the transaction you want to delete and press F3 Accounts Receivable Finance Charges Samco Power Accounting 24 4 Printing an Edit List From the Finance charges menu select Edit list Posting Finance Charges From the Finance charges menu select Post First a menu appears for you to specify where the Finance Charges Journal is to be printed The finance charges are then posted to the A R Open Item File and the A R Distribution File and the customer s balance is updated in the Customer File Accounts Receivable Finance Charges Samco Power Accounting 24 5 Chapter 25 Aging Report The Aging Report is a report showing each customer s account balance in each of four aging periods which you choose The Aging Report itself is useful in two ways 1 It shows as of a particular date that the total of customer accounts equals the total recorded in the applicable accounts receivable account 2 It may be used as an aid in preparing financial statements since the balance sheet must show the true value of receivables not in
224. ng them to the G L package you would have to enter these distributions again manually in the G L package using General journal This would defeat the purpose of the Get distributions selection The purpose of printing this report is to obtain an accurate list of the debits and credits that are to be transferred to G L You may wish to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed After printing the report you should then back up your data files and run Get distributions When running this selection you should specify that the distributions are to be purged as they are copied to the General Journal Transaction File If a power failure and computer crash should occur while running Get distributions simply restore your backup and repeat the procedure Once Get distributions has been run you may then print a General Journal Entry Edit list and compare this report with the A R Distributions to G L Report to verify that all debits and credits have been transferred The debits and credits will only be comparable if you have purged the distributions each period If you have not purged the A R Distributions to G L File in a previous period then the reports will not be comparable An alternative procedure is as follows 1 Back up your data files 2 Run Get distributions specifyin
225. nk Reconciliation You enter your cash accounts here so that the cash account number can be verified later when you post cash receipts in Accounts Receivable cut computer checks in Accounts Payable or make check book entries in Bank Reconciliation To Begin From the second page of the A R menu select Setup Cash accounts Enter Entering Cash Accounts Enter the following information 1 Cash account Enter the cash account number If the account you enter does not already exist in the Valid G L Account File you may add it here or press F1 to scan through the accounts on file Description Enter a description of the cash account 2 Last check Accounts Receivable Cash Accounts Samco Power Accounting 6 1 The last check number is used by Accounts Payable to determine the next check number to be used when A P checks are cut It is not used by Accounts Receivable or Bank Reconciliation If you are using only A R or B R or both This field displays Not applicable and entry is not allowed If you are using A P Enter the last check number used for a new cash account from which A P checks will be cut NOTE If you have been using A R or B R and are now installing A P be sure to enter a last check number for any cash accounts already entered for A R or B R for which you plan to cut computer checks 3 Comments Enter comments about the cash account This field uses the text editing function You enter
226. nly accounts receivable but also the area of accounting called general ledger General ledger is the area of accounting where all accounting records are brought together to be classified and summarized Financial statements are printed based on this data As used here general means pertaining to many areas General ledger is often abbreviated G L or GL Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called ledgers General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses for telephone bills Accountants are experts at defining the various G L accounts financial activity categories needed by a business Part of this definition process involves assigning an account number to each G L account Independent businesses usually use a 3 or 4 digit account number For example you may have a G L account called 100 Cash in the Bank and one called 400 Sales of Product A and one called 410 Sales of Product Line B Typically an independent business will have a hundred or more G L accounts In Samco Power Accounting packages each time any financial activity occurs in any area of accounting the dollar amount of the activity
227. nly applies to the Journal Entry add on module and is used to store additional transaction information 30 Detail history file This file only applies to the Journal Entry add on module and is used to store additional transaction information for historical look up 31 A R forms file This file contains all of the user definable A R statement formats 32 Account history file This file only applies to the Journal Entry add on module and is used to store G L distribution type history which combines journal transaction data with the distributions 33 Keyword file The Find Customers function allows you to search on the customer phone number and user defined fields This file stores the cross references for phone numbers and keyed user defined fields to the customer records in the Customer file To Exit When initialization is complete the operating system prompt reappears Accounts Receivable Initializing Data Files Samco Power Accounting A 6 Appendix B File Utilities This function will allow you to e Recover the data files that have become corrupted fouled up e Recover disk space by rebuilding data files with purged or deleted records that are still taking up space e Export your data into a format that can be used by many popular spreadsheet word processing and data base programs e Set the value of user defined fields from values the customer records e Change the G L accounts for a specific range
228. not be applied to accounts receivable Instead it would be non A R cash and go directly to the appropriate revenue account 8 Apply by Customer P O NOTE This applies only to open item customers Balance forward customers do not allow the application of funds to specific invoices or purchase order numbers Answer Y to apply this payment by the customer s P O number rather than by invoice number When you distribute by customer P O number the system looks into the customer account and matches up the P O number s entered to actual sales invoices Only sales invoices with corresponding P O numbers are valid To apply payment by actual invoice number answer N How the remainder of this selection works depends on the answers to the Credit A R and Apply by Customer P O questions and on whether the customer is an open item or a balance forward customer The different possibilities are taken up separately Non A R Cash Open Item or Balance Forward Customer If you answer N to CREDIT A R and N to Apply by Customer P O the lower half of the screen appears as follows Accounts Receivable Cash Receipts Samco Power Accounting 21 5 n a You may credit this cash receipt to as many as six different G L accounts First enter the account number to which some or all of this cash is to be distributed you can enter a to look up a valid G L account from a list Next enter the amount to distribute to the account or us
229. now enter another apply to document number or press F1 F2 or Enter as above When the full cash amount has been applied exit from entering applications by pressing Tab at the Apply to field Press Tab to exit from this cash application A R Cash by P O Open Item Customer The following sample illustrates the procedures for open item customer payments that are credited to A R and are being applied by the customer s purchase order number Enter the data on this screen After you answer Y in response to field 8 Apply by Customer P O you are asked whether you wish to automatically apply this payment Answer Y or N JOB COST NOTE If you are using the Job Cost package and you wish to apply this payment to jobs you should answer N here to manually apply this check Automatic Application If you specified above to automatically apply this check as many open items as possible are automatically paid off taking all valid discounts fully The open items are paid in order by their apply to number If the check amount plus discounts is not enough to pay all open items a partial payment will be made against the final open item to be processed If there is an amount left over after all open items for the customer have been paid this amount will be applied as an open credit Once the automatic application of cash is complete the Cash receipts screen is again displayed Manual Application If you specify not to automatica
230. nsors Notification Area Icons ooo E Power Manager 32 bit 9 Region and Language Sync Center GB User Accounts BG Windows Firewall View by Largeicons Y p Backup and Restore Default Programs amp Display A Fonts or Intel R Graphics and Media Lenovo Update and Drivers GD mail 32 bin uw Performance Information t and Tools B Power Options iL RemoteApp and Desktop I Connections we System Windows Anytime Upgrade Windows Live Language Setting X Export Printer Reports Samco Power Accounting 42 9 Choose the programs that Windows uses by default E m Set your default programs Make a program the default for all file types and protocols it can open Associate a file type or protocol with a program Make a file type or protocol such as mp3 or http always open in a specific program Change AutoPlay settings Play CDs or other media automatically Set program access and computer defaults Control access to certain programs and set defaults for this computer 5 Drag the scroll bar until you see tab TAB File Associate a file type or protocol with a specific program Click on an extension to view the program that currently opens it by default To change the default program click Change program F Windows Media Player gt j Microsoft Corporation Change program E Name ag snag oo gt snagacc a ssnagprof E snd snippet 4 solitair
231. nter in this function is printed on the waybill when the ship via code is used on an order In addition the ship via code tells O E which label format see Labels in the O E manual to use and which printer to send them to To Begin From the second page of the A R menu select Setup Ship via Enter Entering Ship via Codes From the screen which appears you can work with both new and existing ship via s If a ship via has already been entered for the ship via you specify it will appear and be available for changes or deletion Accounts Receivable Ship Via Samco Power Accounting 8 1 s n if Rar Fie Edi AR IC OE SA AP PC GL JC PO BR Ac PS TC PA DX SR SF Help SOL G VRwOtt OOO MRO 4Pa Er Setup Acme Enterprises In Ship via Enter Ship ma code i 7 2 Description 3 Courier AIC 4 SCAC 5 Prepasd Collect 6 Label 7 Prrter no Fj net ship via code Enter the following information 1 Ship via code Enter the ship via code or F1 to browse through the ship via codes 2 Description Enter a description of the shipping method The following fields are only available when Billing is installed 3 Courier A C Enter your company s courier account number for this carrier 4 SCAC The SCAC is Standard Carrier Alpha Code This industry assigned code is given to each company operating in the transportation sector and uniquely identifies the company If you use electronic document automation of any
232. nter the first date through which you wish to see projected cash or Enter to use the date calculated from the First date and the frequency The period shown will be from the day after the First date through the date entered here 8 Thru date 2 Enter the second date through which you wish to see projected cash or Enter to use the date calculated from the frequency and the date entered in field 7 The period shown will be from the day after Thru date 1 through the date entered here 9 Thru date 3 Enter the third date through which you wish to see projected cash or Enter to use the date calculated from the frequency and the date entered in field 8 The period shown will be from the day after Thru date 2 through the date entered here NOTE All receivables due after Thru date 3 will appear in a separate column on the report 10 Include detail up to first date This field only appears if you are printing a detail report Accounts Receivable Cash Projection Report Samco Power Accounting 28 3 Answer Y or N depending on whether or not you want detail up to the First date If the date entered in field 5 First date above is the current date then answering N here will suppress the detail for all receivables which are overdue or due by the current date Thus by answering N you can restrict the detail printed on the report to only those receivables which are coming due in the future Aone Dnverprizes In CAS
233. nts Receivable Open Item History Samco Power Accounting 37 7 Chapter 38 Fully Paid Open Items Use this selection either to purge completely remove fully paid documents from the A R Open Item File or to print a report showing which documents are eligible to be purged You should always print customer statements before you run this selection Otherwise the statements may not show all the transactions that occurred since the last statement was printed If you elected to keep customer history in Control information you may still review these documents in the Customer History File after they are purged If you are using the Open item history option see Control information all transactions are also available for viewing and reporting through that function Commissions on Payment Open items are considered to be fully paid at the time they are purged If commissions are being paid on payment as specified in Control information then commissions due to sales reps are calculated for the open items that are purged If you wish to create commissions due to sales reps based on fully paid invoices prior to purging the Open Item File for open item customers you may do so as discussed in the section of this chapter for field 6 For each open item document that is purged the following actions occur if there is a commission amount for the document Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 1 1 The sal
234. number on which the first open item is to print Your entry must be higher than the line number specified for First line for headers field number 7 9 Last line for open items Enter the line number on which the last open item is to print Your entry must be higher than the line number specified for First line for line items field number 9 10 First line for totals Enter the first line number on which totals information is to print Your entry must be higher than the line number specified for Last line for line items field number 10 and less than the number of lines specified for Length field number 6 Make changes as usual For an existing form you are then asked View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form When defining a new form or if you specified to view the layout of an existing form the screen appears as follows On this screen you describe each field to be printed on the form Up to 200 fields may be selected to print on each form Accounts Receivable Forms Samco Power Accounting 12 5 For each field enter the information as follows 1 Field group Enter H if the field is part of the Header group L for the Line Item group or T for the Totals group You may also use one of the options Options F1 To scan through the fields on file for this form F2 To display the form as it appears so far see the section titled
235. o accounts payable The credit The payment also causes a credit transaction which decreases one of your cash on hand accounts This is a credit to cash So two entries are made into G L which balance each other These balancing entries form the basis of double entry accounting If you or your accountant ever find your G L accounts out of balance it means that the proper balancing entries were not made No attempt is going to be made in this manual to teach you all about accounting especially about what types of transactions cause what accounts to be debited or credited Unless you re an accountant or fully responsible for maintaining your company s general ledger don t worry if you don t remember whether a debit Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 9 increases or decreases a particular type of G L account When using the Samco Power Accounting system you will occasionally be asked to enter the G L account to be debited or credited Just refer to the appropriate chapter in this User Manual where you ll find exact instructions about what to enter Within all Samco Power Accounting applications the software automatically takes care of all double entry accounting as you enter the required information on the screen Document As used in A R a document is the record of a transaction Invoices finance charges cash receipts and credit memos and debit memos issued by you ar
236. o change the position of a field Asterisks display if at least one of the overlapping fields is conditionally printed In this case you may wish to review the definitions of the overlapping fields to ensure that they do not print under the same conditions Testing a Form A test form can be printed which substitutes X s or 9 s for each field that you have selected to print You can print the test on the actual form you intend to use or on plain paper When using Statements Reports you can also print a test alignment form To test your form at the first Forms screen display the form you wish to test and press F5 Copying a Form Accounts Receivable Forms Samco Power Accounting 12 16 You can rapidly produce a new form by copying an existing form which is similar to the new one After copying the form tailor the new form by changing the form and field information as necessary To copy a form at the first Forms screen display the existing form that you wish to copy and press F6 A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist After the copy process is complete you may change the new form as needed Printing a Forms List This selection prints a report that lists the forms you have defined You may select to print a specific form a range of forms or all
237. o scan through the cash receipts on file for this customer 3 Receipt date This is the date on which the payment was received It will be used for G L distributions Enter the date or press Enter the first time you reach this field the default is to the current date After that the default is to the last date entered during this cash receipt entry session 4 Amount recd Enter the amount of the cheque or cash received The check or cash can be applied to multiple open items for an open item customer 5 Cash account Enter the cash account number or use one of the options Options F1 For the default cash account from the A R Control File F2 To scan through the other cash accounts on file Or if you are using Tender Types 5 Tender type Enter the tender type specified or for available types 6 Bank route If you are entering payment by cash this field displays Reference and you may enter any reference note that you want to add The reference will be printed on A R statements if you have the format set up to do so Accounts Receivable Cash Receipts Samco Power Accounting 21 4 Otherwise enter the bank route number 7 Credit A R Answer Y if the cash received is to be to be applied to the customer s account to pay off open receivables already on account Answer N if the cash received is non A R cash and is to be posted to other General Ledger accounts that you will enter For example a cash sale would
238. odes for the shipping methods you use to ship goods to your customers the terms you use with them dividing your customer s into territories user defined fields for customizing your customer database and the customer types You create these codes For example you could choose the code UPS to mean ship via United Parcel Service N30 to mean 2 10 Net 30 days and RET could classify a retail customer Sales Rep File If your company doesn t use sales reps you don t need to enter any information into this file Otherwise this file contains the codes for your sales reps Taxes File This is a system maintained file see Taxes in the System Functions manual which identifies the different types of taxes your company deals with and the groups of tax types and their rates for different regions Accounts Receivable Getting Started Samco Power Accounting 2 2 A R Forms File This file is used to maintain customizable A R customer statements for use with the Statements Reports and Statements Open Item History Customer File This file contains the basic information about your customers such as name address credit status usual shipping method terms tax group and status and year to date statistics A R Open Item File In A R an open item is any sale credit or debit memo cash receipt finance charge or balance forward transaction on file for any customer The A R Open Item File is simply the collection of all open items
239. of customers Corrupted data files Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications If this occurs or if you begin to get unusual results while using your software and suspect that there may be a corrupted data file you should get technical support Accounts Receivable File Utilities Samco Power Accounting B 1 Your supplier or an independent professional may be able to provide this support If not contact Samco Software Inc s support department directly there may be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then replace the old file with the good records In addition to this any deleted or purged records which are taking up disk space will also be permanently removed and the file compressed to its physical siz
240. ollowing data 1 Customer Enter the customer number for the sale or F1 to scan through recurring sales matching the parameters entered on the previous screen Follow the screen instructions 2 Seq number Enter the sequence number of the desired recurring sale or F1 for the next recurring sale for this customer If the recurring sale has already been selected you are informed that it has been and asked if you now want to unselect it Answer Y or N as appropriate Then follow these instructions For an unselected recurring sale If you answer N to Select this entry the screen clears for you to enter another recurring sale to select If you answer Y to Select this entry this recurring sale is selected and processing occurs as follows Fixed type recurring sale Accounts Receivable Recurring Sales Samco Power Accounting 20 12 1 The next date stored in the recurring sale is displayed for the document date 2 The terms code description is displayed 3 The due date is automatically calculated from the customer terms code and displayed 4 The sales rep is displayed 5 The total sale amount is calculated and displayed 6 At this point you are allowed to change fields as usual 7 The distributions are displayed and changes are allowed as usual You cannot exit this function until the full sales amount has been distributed Variable type recurring sale Answering Y to Select this entry will se
241. ollowing information Please select file Enter the file number from the list provided of the file to be restored from an ASCII export format or press F1 for all Please enter device for converted file This is the drive letter of the device that the ASCII version of the data file will be read from For Linux Unix users This is the drive letter attached to the front of the file name For example if the file to restore is A xxxxxxnn EXP you would enter A here If no designation is at the beginning of the file press F1 for none For Windows users The drive letter entered here will be the drive that the ASCII export file resides on Accounts Receivable File Utilities Samco Power Accounting B 5 Please enter the device size in kilobytes Enter the size of the diskette the ASCII export files are on The following table shows some of the more common device sizes in kilobytes F1 Hard disk or high capacity storage device C Create New Data File Or A Add Records To existing Data File If you answer C Create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A Add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file The following message will display This function
242. ommission payable to the sales rep for this recurring sale Enter the commission amount or F1 to use the calculated commission amount If the A R Control File says that commissions are calculated by customer the information from the customer s record is used If the A R Control File says that commissions are calculated by sales rep the information from the sales rep s record is used The information such as Last doc will appear after you create an invoice from this recurring sale Next the second screen appears to allow you to distribute the various amounts and specify recurrence information Accounts Receivable Recurring Sales Samco Power Accounting 20 7 100 00 40204000 Discount on sales 100 00 None 1 Month 99030001 3 15 99 Enter the information as follows Sales distributions fields 1 through 10 You can enter up to 10 different sales distribution accounts for the recurring sale Enter the account number to which all or a portion of the revenue will be distributed or press F1 for the default sales account from the A R Control File For a fixed type recurring sale Enter the dollar amount to be distributed or F1 to use the amount remaining to distribute For a variable type recurring sale Enter the percentage of the sale amount to distribute to this account or F1 to use the percent remaining to distribute as displayed on the screen 11 Start date Enter the date when this recurr
243. on setting up these codes 16 Bal method Enter the code for the method you use in handling this customer s account Enter either O for open item or B for balance forward Miscellaneous customers should be assigned a balance method of O so that specific items can be selected for payment For a cash with sale transaction for a miscellaneous customer you should use the Non A R cash feature of Cash receipts NOTE If you change the accounting method from balance forward to open item for an existing customer who has open items on file you must change the apply to numbers for each of that customer s open items in order to apply payment properly The chapter titled Change Apply to Number or Due Date and the chapter titled Fully Paid Open Items contain more information 17 Sales rep If you specified in Control information that you don t use sales reps this field is skipped Accounts Receivable Customers Samco Power Accounting 16 4 This is the number of the sales rep who most frequently works on this customer s account Enter the sales rep number or F1 to scan through the sales reps on file 18 Territory Entering a value in this field is optional Enter the territory this customer belongs in see the chapter titled Territories for details on setting up territory codes or press Enter to leave it blank Territory codes are used in various places for extracting and sorting customers 19 Comment This
244. onth following the month in which the invoice is dated The discount day must be less than or equal to the due day It will always be in the same month as the due day 3 Discount pct This field is skipped if discounts are not given Enter the discount percent to be given if payment is made on or before the discount day 4 Cut off day Accounts Receivable Terms Samco Power Accounting 9 5 The cut off day is the last day of a month on which the terms on an invoice apply to the next month After the cut off day the terms apply to the month after the next one For instance suppose that the terms were 210 2 discount if paid by the 10th of next month net due on 31st of next month and the cut off day is the end of the month An invoice dated on 30 June or before would receive a discount if paid by the 10th of July and would be due on 31 July The cut off day is normally the end of the month You may press Enter to set the cut off day to End of current month However you may instead enter a positive or a negative number Enter a positive number up to 27 to specify the last day of the month on which the terms of an invoice apply to the following month After the cut off day the terms apply to the month after the next one Suppose the terms were 210 2 discount if paid by the 10th of next month net due on 31st of next month and that the cut off day was entered as 25 Then an invoice dated on or before 25 Jul
245. order to more easily explain how the aging date is determined The date chosen for an apply to group is the date of a specific document within the apply to group This document is called the base document for the apply to group i e the document upon which the aging of the apply to group is based Normally the base document would be an invoice and other documents with the same apply to number are payments or credit memos which have been applied to that invoice However the base document could also be a debit memo finance charge balance forward document credit memo or payment For example an open credit on account which has not yet been applied to any invoice would be a base document for an apply to group consisting of just the open credit Because of the flexibility of A R there are many cases that can arise in terms of the combination of documents that can be grouped together in an apply to group The following description shows how the base document for an apply to group is determined for all possible cases The base document is determined as follows Step 1 Determine if there is a document whose document number is the same as the apply to number For this step each document type is checked separately to determine if there is a document whose number is the same as the apply to number Accounts Receivable Aging Report Samco Power Accounting 25 3 The document types are checked in this sequence until a base document is found
246. ormally once you assign an A R account to a customer it is not changed If however the A R account for a customer is changed then A R will not be in agreement with General Ledger in the sense that the A R Aging Report will not show that the outstanding receivables for a certain A R account add up to the A R account balance in G L To keep A R and G L in agreement the following must be done if a customer s A R account is to be changed Accounts Receivable Customers Samco Power Accounting 16 28 1 Run an aging report by invoice date and get the A R balance for the customer at the end of the period 2 Enter a G L journal transaction which credits the customer s old A R account and debits the customer s new A R account This assumes the customer has a debit balance on the aging report If the customer has a credit balance then the old A R account would be debited and the new A R account would be credited 3 Change the customer s A R account in the Customer File to the new A R account Purge inactive customers This feature provides you with an alternative to the existing customer delete function and allows you to print OR print and purge a customer or a range of customers based on customer type and last sale date Setup Although there is no specific setup required to use this feature you should note that it is a very powerful feature and access to it is controlled through the use of passwords Go to SF gt PASSWORDS gt
247. ormat or field positioning does not match correct format e An invalid customer number was entered e A date was not in the year month day YYMMDD format e Transaction amount is not fully distributed e Sales Rep ID or Terms Code not on file e G L account number not on file e Duplicate document numbers are used e Customer name not specified for a miscellaneous customer e Due date is before document date e A R Control information specifies distributions are not used but they are present in the import file e Job Cost is not used even though there are distributions in the import file e An invalid job sub job or category was entered Warnings Unlike errors warnings do not cause the import to stop Once the import is complete a similar error report is generated to advise you of the following e A customer is over their credit limit e The customer has an atypical balance NOTE The customer over credit limit warning will print if a single transaction in the file puts the customer over the limit If a combination of transactions in the import file put the customer over it will not be apparent until you print the transaction edit lists If an error occurs during the edit process the procedure abort and not transactions are imported If an error occurs in the first transaction then the message EDIT ERROR PRESS RETURN TO CONTINUE OR EXIT TO CANCEL IMPORT is displayed Press Enter to edit the remainder of the transactions or press
248. ou want to print statements Statements will be printed for only those customers who have a statement period matching one of the codes that you enter here You may enter up to 5 statement cycles by typing a code letter pressing Enter typing the next code letter pressing Enter etc Or you can use the option F1 to print statements for All statement cycles 16 Age open item like bal fwd This field is skipped if Print open item customers by apply to number is set to Y Answer Y if you want to age your open item customer like balance forward on the statements Otherwise answer N 17 Summarize detail prior to statement period By answering Y open item customers can have open items prior to the statement period summarized as a balance forward If you choose to not show earlier open items the balance forward at that date will be printed instead of the list of individual open items The following screen now appears for you to define aging periods for printing statements Accounts Receivable Statements Samco Power Accounting 29 6 Screen 3 Enter the following information 1 Define aging periods by Type D to define aging periods by days S to define them by specific dates or F2 if you saved entries made on this screen pressing F2 allows you to reuse them They all display and you may change individual entries If you did not save the previous entries you may press F2 to use the A R Control File a
249. ounting 20 1 From this screen you can work with both new and existing recurring sales Enter the following information 1 Customer Enter the number of the customer to which this recurring sale applies or use one of these options Options F1 To scan through the recurring sales on file F2 For the next customer number F6 Use the previous customer Enter Leave the customer blank to enter the customer name rather than the number You cannot enter a miscellaneous customer 2 Seq number Accounts Receivable Recurring Sales Samco Power Accounting 20 2 Enter the sequence number which identifies this recurring sale for this customer or F1 for the next recurring sale for this customer NOTE If you change the information on an existing recurring sale see the section on distributions later in this chapter 3 Type This is the type of recurring sale F for fixed or V for variable A fixed recurring sale has the same amount each period A typical example is an instalment loan repayment A variable recurring sale has an amount that varies from period to period An example is a service customer whose usage varies from month to month For either type you can still change the sales amount and associated fields miscellaneous charges freight sales tax commission amount etc when you select the recurring sale for use if you choose manual selection later in Select for use See the section titled Selecting
250. ounts Receivable Income Section In the Income section all transactions entered for particular G L accounts through Sales are shown Cash Receipts Section In the Cash Receipts section all transactions entered for particular G L accounts through Cash receipts are shown The Cash Receipts section shows distributions for cash discounts allowances and credits to non A R accounts Accounts Receivable Distributions to GL Samco Power Accounting 33 1 Net Change Section In the Net Change to Accounts Receivable section all debits and credits to the accounts receivable account are shown These can be shown in detail or summarized for each day on which transactions were entered The report provides both the actual document date as well as the posting date You also have the option of selecting to report either by the document or report date To Begin From the A R main menu select Reports Distributions to G L You see RT Te AR Distributions bo a Fie Edt AR K CE SA AP PC GL FA IC PO MRA L FP PS TA PER PA OX SF Hele 4 gt HG n ti Reports Acme Enterprises Distributions to G L Please enter 1 Starting account 2 Ending account 3 Starting date 4 Ending date 5 Which date 6 Detail or summary N Purge file oo Dists to print 9 Group by doc 10 Starting doc l1 Ending doc 12 Non zero docs only Press F l for First Enter the following information
251. ow displayed enter the following Value Enter a unique 3 character code ID or use one of the following options Options Tab Exit from this window Enter Change the selected code F2 Begin adding new codes F3 Delete the selected code Description Accounts Receivable User Defined Fields Samco Power Accounting 13 3 Enter a description for the code Important Note This is the only place where codes can be maintained If you want to add a new code for a user defined field select the field and press Enter until the table window is displayed Deleting Fields To delete an entire user defined field select the field you no longer want available delete the title and press Enter You will be asked if it s OK to delete the field Printing a List From the second page of the A R menu select Setup User defined fields Print Accounts Receivable User Defined Fields Samco Power Accounting 13 4 SAMCO Building business and technology relationships ANN Chapter 14 Hold Codes Expanding on the existing credit checking customers can now be put on different levels of credit hold by use of Hold codes When starting up an order ticket in Billing or Point of Sale for a customer a check is done to see if a hold code has been applied to the customer record If so a pop up window will be displayed with a small user entered note Depending on how the hold code is setup the user can then override
252. owever change the job number sub job number or G L account number If you wish to do this you must delete the distribution by entering a zero for the amount then re entering the distribution To exit from manual distribution press Tab at the Job field You can exit only when the amount remaining to distribute as displayed on the screen is zero Changing amounts on existing transaction If any of the amounts in fields 8 9 10 or 12 on the sales entry screen are changed a new credit check is performed for this customer taking into account any changes If the customer is now over his credit limit you are informed of this situation and given the option to override JOB COST NOTE If you are using the Job Cost package skip to the section below titled Changing job distributions on existing transactions If you have distributed the amounts in this sale you are asked Any change to distributions Answer Y or N If you answer Y the distribution screen displays for you to enter the account number for the distribution that you want to change The account description and the distributed amount are displayed automatically If you changed an amount that was distributed previously you will advance to the second screen automatically so that you can correct the distribution amounts Use F1 to view each distribution in order and make changes if desired Accounts Receivable Sales Samco Power Accounting 19 12 You are
253. p up Printer Selection window the system may prompt you to identify which program should be used to open the file The export files are designed to be opened with Excel However they can be opened with any software that can access tab delimited files e g Windows Thin Client Accounts Receivable X Export Printer Reports Samco Power Accounting 42 1 Please note that there may be a delay between the time the report has finished printing and the time the Excel worksheet opens This delay is dependent upon your system activity levels ISIK JG Valuation report N File Edit AR IC OE SA AP PC GL JC PO BR PI CL PS TC PER PA DX SR SF Help POXAS OOo KS d a amp Reports Acme Enterprises Inc Valuation report a N Enter the parameters for your 98 Recycle Bin SiD eplay on screen report as you normally do D Print to disk F Print to file HEE pat When the Printer selection popup H Print to html window is displayed select the X X Export S printer Print warehouse detail F4Fselect current Selection E Any change IN ISIK IC Valuation spare R File Edt AR IC OE SA AP PC GL JC PO BR PI CL PS TC PER PA DX SR SF Help BOXGaVXvVI s OOO KAAS 4Pea Eh Reports Acme Enterprises Inc Valuation report Follow the system prompts to cancel the report request or accept the default file name OR Type a new file name TAB cancel F1 ic_valuation tab Any
254. parameters which control many of the characteristics of the package If you use sales reps a master file of all sales reps can be maintained Easily maintainable look up files allow you to define the specific terms shipping methods cash accounts A R accounts customer types territories and valid G L accounts which you use in your business Customer File The package contains options for interactive maintenance of the Customer File In addition to the usual name and address this file contains information on last payment account balance and sales volume as well as several codes which allow you to tailor the handling of each customer individually Utilizing user defined fields will allow you to further tailor the customer file to your specific requirements Up to 30 fields can be defined any way you want them You can set up classes of miscellaneous customers in the Customer File so that you can enter sales or cash receipts for one time customers without first having to put the customer s full name and address on file You can print numeric or alphabetic customer lists or labels on request A R Load The A R Open Item File contains a record for each invoice sale CR memo DR memo finance charge cash receipt payment and balance forward transaction in the package Using the Load open items function you can easily set up the A R Open Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 2 Item F
255. payment that applies to it is also within the date range Also if the credits that apply to an invoice are greater than the invoice debit amount the invoice will not be purged In other words unless the credits applied to an invoice equal the total of an invoice exactly neither will be purged Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 6 Chapter 39 Customer History Customer history is an historical record of open items which have been fully paid and purged from the A R Open Item File Use of customer history is optional The choice is made in the A R Control File Skip this chapter if you have chosen not to use it The Customer history selection allows you to obtain information about an invoice after it has been fully paid and purged This enables you to answer customer queries about accounts When you run Fully paid open items to purge fully paid open items customer history is created automatically If you keep customer history you will be using additional hard disk space The Customer History File can be purged periodically so you may keep only as much history as is needed to answer routine customer queries You may choose to view the history of individual invoices or to print a report showing a range of invoices Printing a Customer History Report Use this selection to print a report showing documents which have been purged from the Open Item File You may select a range of customers an
256. press F3 Printing a List of Terms From the A R menu select Setup Terms Print Accounts Receivable Terms Samco Power Accounting 9 8 Please select i Accounts Receivable Terms Samco Power Accounting 9 9 Chapter 10 Customer Types When entering customers in the Customers function you can set each customer with a specific customer type This function allows you to create a standard list of customer types to choose from in the Customers function Customer types are used in various report facilities By having a standardized list to choose from you can have more control over how your customers are set up and improve reporting accuracy To Begin From page 2 of the A R main menu select Setup Customer types Enter From the screen displayed you can work with both new and existing customer types If a customer type already exists for the code you specify it will appear and be available for changes or deletion Enter the following information 1 Customer type Enter the customer type code or use F1 to scan through the customer types on file 2 Description Enter a description for this customer type At the Field number to change prompt make any necessary changes and press Enter to continue Accounts Receivable Customer Types Samco Power Accounting 10 1 Deleting Customer Type Codes To delete a customer type code from the file bring up the code you want to delete and press F3 P
257. pril 30 and press F1 the Due day will be set to 0531 May 31 Disc day Enter the last day in MMDD month day format for which early payment discount is allowed or press Enter if discounts are not given Disc pct Accounts Receivable Terms Samco Power Accounting 9 7 This field is skipped if discounts are not given Enter the discount percent to be given if payment is made on or before the discount day Once a complete calendar year is covered you will be moved to Field number to change Paid Within Terms Report This feature accesses the Open Item History file ARHOPN to produce a report that shows the invoices that were paid within the customer s payment terms Optionally if invoices were paid beyond the time allowed by the payment terms they can be included on the report along with the number of days to pay and highlighted with Setup e Go to AR gt F2 gt SETUP gt CONTROL INFORMATION The flag Keep open item history must be activated This is not the same as Keep cust history file Once activated any transactions posted to the AR Open Item file are also posted to the Open Item History File and included in this report Y es Activate N o Do not activate Usage Go to AR gt REPORTS gt PAID WITHIN TERMS You can print this report for a range of customers or for up to six specific customers Deleting Terms Codes To delete a terms code from the file bring up the code you want to delete and
258. r 999 999 999 99 Job Number 7 Valid Active or Non Active Job Number Sub Job Number 3 Valid Active or Non Active Sub job Number Cost category 7 Valid cost category Job Retainage 12 Max or 999 999 999 99 J C Reference line 1 25 Alphanumeric J C Reference line 2 25 Alphanumeric Cash Receipt Transactions All fields with the exception of CR account number miscellaneous customer name reference and the cash accounts which are not being used are required on the receipts transaction The variable cash account code identifies which of the cash accounts are being used for this transaction The system will use the default from A R Control data if no value is assigned Field Length Valid Entries Document Type 1 R Check Number 8 Alphanumeric Customer Number 12 Valid A R Customer Document Date 6 Valid YYMMDD Document Amount 12 Max or 999 999 999 99 Cash Account 16 Valid Cash Account CR Account No 1 16 Valid G L Account CR Account Amount 1 12 Max or 999 999 999 99 CR Account No 2 16 Valid G L Account CR Account Amount 2 12 Max or 999 999 999 99 CR Account No 3 16 Valid G L Account CR Account Amount 3 12 Max or 999 999 999 99 CR Account No 4 16 Valid G L Account CR Account Amount 4 12 Max or 999 999 999 99 CR Account No 5 16 Valid G L Account CR Account Amount 5 12 Max or 999 999 999 99 CR Account No 6 16 Valid G L Account CR Account Amount 6 12 Max or 999 999 999 99 Misc Customer Name 25 Alphanumeric Misce
259. r Header and Line Item information Paginated A form is either paginated or not paginated A paginated form is one that may have multiple pages where each page is the same length Pre printed forms and forms that are separated from one another by perforations are examples of paginated forms A form that is not paginated has no specific length Continuous paper on a roll such as that used on a calculator is an example of a non paginated form Typically statements are paginated Lines and columns The length of a paginated form is defined by the number of lines on the form from the top of the form to the bottom If printing is done at 6 lines per inch an 11 inch form has 66 lines When defining a paginated form you specify the starting line number of the Header information the starting and ending line numbers of the Line Item information and the starting line number of the Totals information When defining each data field to be printed on a paginated form you specify the group of the field Header Line Item or Totals its line number within the group and the starting column number where it is to print Accounts Receivable Forms Samco Power Accounting 12 2 The line number of a field is its print line number starting at the first line of that group For example if you specified that the Line Item information starts on line 10 of your form and ends on line 40 you are allowing for 31 lines of Line Item information Th
260. r entries to use the next time you print the report A sample of the detail report follows at the end of this chapter Including items past aging date When aging by due date it is sometimes useful to include items which are past the aging date In order to include items past the aging date you would move the aging date forward in time to the last date on which a receivable can be expected to be due and then use the second parameter screen to control the aging periods appropriately For example if the aging date is July 31 2002 and you know that there are no receivables posted which are due based on the normal terms given by the company after Sept 30 2002 you would set the aging date as Sept 30 2002 Then using the second parameter screen you could set your period cut offs as follows Accounts Receivable Aging Report Samco Power Accounting 25 13 Period 1 cut off July 1 2002 Period 2 cut off June 1 2002 Period 3 cut off May 1 2002 Period 4 cut off F2 for Unlimited With this setup all receivables due from July 1st through Sept 30th will appear together in the first bucket all receivables due from June 1st through June 30th will appear in the second bucket all receivables due from May ist through May 31st will appear in the third bucket and all receivables due on or before April 30th will appear in the fourth bucket Merge File The merge file is made up of information extracted from the custo
261. r fields The following screen appears Accounts Receivable File Utilities Samco Power Accounting B 8 Enter a customer number a customer number range or press F1 F1 for first to last customer Enter the customer type or press F1 for all types Repeat for both the territory and salesperson fields Fields available for change are A R control account Discount pct Customer type Freight Sales Rep Form id Territory Partial shipment flag C G 2 o gt Price level PO number required flag Ship via code Tax code Terms code Balance method Statement cycle Back order Finance charge Credit limit Country Currency code when Multi currency option is installed Email faxing flags for statements and invoices when Email option is installed Sy kS kS Sy e kS kS to kS 2e kS kS Sy kS Sy kS to kS Select the field that is to be changed for the selected range of customers Enter the new value of the field then indicate whether the field should change when the field is currently blank B or always A Accounts Receivable File Utilities Samco Power Accounting B 9
262. r on the list answer Y Sort by Select the method you want the report detail sorted Inactive customers only An inactive customer is one with no sales year to date Answer Ito show only inactive customers A for active clients only or B for both Report format Enter B for brief format F for full or S for summary format The brief format prints only one line per customer The full format prints all of the information about a customer that is contained in the Customer File except for sales figures which are printed for full summary or brief format depending on your answer to the next question The summary prints two lines of detail including name address contacts phone numbers etc Print Customer Contacts This report provides you with a listing of contacts for the selected customers From the A R main menu select Customers Print customer contacts The following window appears Accounts Receivable Customers Samco Power Accounting 16 27 Enter the information as follows Starting customer Ending customer Specify the range of customer s numbers to include Enter the information as follows Starting contact name Ending contact name Specify the range of contact names to include This is especially helpful when you want to find the company someone works for but only know their name Sort by Select the method you want the report detail sorted Changing an A R Account for a Customer N
263. re not using can be left blank using SPACES 11 If you are providing distribution G L account applications taxes and job cost distributions records for sales or cash receipts the corresponding distributions must immediately follow the primary transaction record The order in which they follow the primary transaction record does not matter There are six different record layouts in the A R import file sales transactions sales tax breakdown sales distributions cash receipt transactions cash receipt distributions and job cost cash receipt distributions The records and fields for each layout are described below Sales Transactions The following is the record layout for the 120192 6 6 format for sales transactions see the chapter titled Control Information Field Document Type Document Number Customer Number Document Date Sale Amount Tax Group Total Tax Amount Apply to number Due Date Miscellaneous Charges Freight Amount Cost Amount Sales Rep Code Commission Amount Misc Customer Name Purchase Order Terms code Retainage Reference Accounts Receivable Samco Power Accounting Length 1 8 12 6 12 3 11 Valid Entries I C D F Alphanumeric Valid A R Customer Valid YYMMDD Max or 999 999 999 99 Valid Tax Group ID Max or 99 999 999 99 Alphanumeric YYMMDD must be on or later than document date Max or 99 999 999 99 Max or 9 999 999 99 Max or 999 999 999 99 Val
264. red by the A R and A P packages 2 A R notes file This file contains all the notes you have entered in the various A R selections which allow notes 3 A R control file This file contains a number of parameters that define your accounts receivable structure 4 A R accounts file This file contains all the G L accounts which you have designated as accounts receivable accounts 5 A R codes file This file contains the terms codes customer types codes and ship via codes used in the A R package 6 Sales rep file Data pertaining to active sales representatives must be put on file Each sales rep must be assigned a sales rep number This data will be used in customers sales and Commissions Due Report printing However if you specified in the A R Control File that sales reps are not to be used in the A R package it will not be necessary to enter sales reps in this file 7 A R customer file This file contains relevant customer information such as name address credit status shipping methods discount terms tax status and year to date statistics 8 A R auxiliary file Works in conjunction with the A R Customer File to store additional information about each customer 9 Customer contacts Stores the contact table for each customer Accounts Receivable Initializing Data Files Samco Power Accounting A 3 10 Change customer file This file is used to log any changes or deletions which are made to the Customer
265. rence Enter comments appropriate to the A R open item or press _ to skip entering comments 13 Printed Answer Y if this document has already been printed on a statement for the customer During the statement printing function you have the option of not including open items which have been previously printed The next two fields appear only if you specified in Control information that you use sales reps and commissions and that commissions are paid on payment If commissions are paid when sales are booked the commission on this open item has already been paid 14 Sales rep Enter the sales rep for this open item or F1 for the sales rep for this customer 15 Commission Enter the amount of the commission which will become due to the sales rep when this open item is fully paid as discussed in the chapter titled Fully Paid Open Items or F1 to use the calculated commission amount 16 Commission paid Answer Y if this commission has already been reported on the Commissions Due report If you answer N the commission will show up on the next Commission Due report as being payable depending on how you pay commissions You could possibly change information in the first five fields to where they would match the first five fields of an open item that had already been entered If this occurs the open item is not accepted and the message Open item already on file appears To recover change one of the first five fields on
266. revious section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous note on file Contacts An unlimited number of contacts can be maintained for each customer The Contact table can be maintained by either pressing F1 at the Contact 1 or Contact 2 field or by bringing up an existing customer and pressing F2 The following window will appear Accounts Receivable Customers Samco Power Accounting 16 16 Acme Ertemnses ine Current eriod January 2010 Press Efjfor nest or Fal tor previous contact name To display a list of contacts press A window similar to the following will appear From the contact list you can press F1 for the next page of contacts F2 for the previous page of contacts F3 to search for a contact by name F4 to copy the selected contact for editing or Z to toggle the zoom window off on Accounts Receivable Customers Samco Power Accounting 16 17 While editing a contact the Primary Alt field represents the Contact 1 and Contact 2 entries from the main customer screen When set to P the contact will appear as Contact 1 when set to A the contact will appear as Contact 2 and when set to N the contact will only appear in the contact list The contact list can also be displayed by pressing F8 C bringing
267. rint this report for a range of customers or for up to six specific customers Accounts Receivable Paid within Terms Samco Power Accounting 35 1 KC AR Paid within terms File Edit AR IC OE SA AP PC GL JC PO BR PI CL FP PS RP TC PER XR PA DX SR MP SF Help BOXSHevVXWO tt COO MAS 4APe EH First Earliest NA Starting customer Press F1 for First use the search function to find a customer number or press F2 to change to table entry mode When you are in table entry mode F2 to exit table entry mode ENTER at a blank line to exit table entry mode F3 to delete an existing entry the system will re arrange the remaining selections Ending customer Press F1 for Last or use the search function to find a customer number This field is skipped when using table entry mode Starting invoice date Press F1 for Earliest or type a date then ENTER Ending invoice date Press F1 for Latest or type a date then ENTER Include invoices N o report will only include invoices paid by the due date Default Y es report will also include all invoices in the date range that were paid after the due date The report will indicate if an invoice was paid late and the number of days the payment was late Separate pages Accounts Receivable Paid within Terms Samco Power Accounting 35 2 Y Jes or N o skip to a new page for
268. rinter ID number which will be used as the default when printing customer statements To select a default printer from the printer selection window press F1 55 Statements always mounted Answer Y if you do not want to be prompted to load and unload A R statements into the printer before and after printing Remain Enter the quantity of A R statement forms remaining on the printer The system keeps a count of the number of statements remaining based on the quantity printed This allows the system to prompt you to load more statements when it thinks you are running out If you do not want the system to track the quantity of A R statement forms in the printer press F1 56 A R statement form ID Enter the default form ID you wish to use for printing statements If you have not set one up using the Forms function under Setup you set this field to none by pressing Enter 57 Default view group document Answer Y if you want the documents in View customer account sorted grouped by apply to document number by default or N to sort by document date 58 Over 30 days dunning notice Enter a notice which will automatically print on the statement of each customer whose account is over 30 days past due 59 Over 60 days dunning notice Enter a notice which will automatically print on the statement of each customer whose account is over 60 days past due 60 Over 90 days dunning notice Enter a notice which will automatically
269. rinting a Customer Types List From page 2 of the A R main menu select Setup Customer types Print Accounts Receivable Customer Types Samco Power Accounting 10 2 Chapter 11 Territories Many organizations assign sales territories to sales reps allowing them to better manage and service their customers Accounts Receivable handles this by allowing you to set up a table of valid territory codes with description to use for assigning to customers This information appears in the Find Customers function and can be used for generating the User defined report in the Sales Analysis module To Begin From the second page of the A R menu select Setup Territory Enter On the screen displayed you can add change and delete territories Entering Territories Enter the following information for each territory 1 Territory code Enter a unique code for this territory If the code you enter already exists the information for that code will be displayed 2 Description Enter a 25 character description for the territory Deleting Territories To delete an existing territory code display the code you want to delete and press F3 Accounts Receivable Territories Samco Power Accounting 11 1 Printing a Territory List From the second page of the A R menu select Setup Territory Print The printer selection window will appear for you to choose which printer to send the report to Territery code os os M
270. rints automatically when purging is selected If you wish to print a Purge Report and examine the items before they are purged press Enter to default to N The report is printed without purging If you answered Y to PURGE FILE you are asked if you are sure you wish to purge Answer Y or N as appropriate Purging Methods Balance forward and open item customers are purged differently Balance Forward Customer For a balance forward customer with a debit balance as of the cut off date the usual case All credits through the cut off date are purged Debits are purged only up to the point where the value of the debits purged is equal to or greater than the value of the credits purged A new balance forward record is then created in an amount equal to the sum of the credits and debits that were purged Any other debits not paid off by credits remain on file For example suppose you have the following documents on file for a balance forward customer Accounts Receivable Open Item History Samco Power Accounting 37 5 Doc Doc Date Amount 111 2 01 100 00 201 2 25 200 00 225 3 10 75 00 316 3 15 225 00CR 375 4 10 150 00CR You decide to purge the file through 3 31 99 This customer has a debit balance as of this date of 150 00 These actions occur 1 The software deletes document 111 and document 201 2 After the deletion of 201 the value of the documents deleted will exceed the value of credits on or before 3 31 99
271. rn into invoices 4 Recalc taxes For automatic selection only Answer Y to have the taxes recalculated when each selected recurring sale is turned into an invoice Otherwise the taxes in effect when the recurring sale was first entered will be used Answering Y here ensures that any changes in sales tax calculation are taken into account 5 Recalc commissions Accounts Receivable Recurring Sales Samco Power Accounting 20 11 For automatic selection only Answer Y to have the sales commission recalculated when each selected recurring sale is turned into an invoice Otherwise the commission calculation in effect when the recurring sale was first entered will be used Answering Y here ensures that any changes in commission calculation are taken into account Automatic selection When you press Enter at Field number to change a period of processing occurs while the recurring sales that you have specified are selected automatically by the computer The Recurring Sales Automatic Selection Edit List will be printed to show you which recurring sales have been selected The recurring sales that are selected will be turned into invoices when you run Use selected described later in this chapter Manual selection When you press Enter at Field Number to change a screen then appears for you to select recurring sales entries manually Entries which are selected here will be turned into invoices when you run Use selected Enter the f
272. rom the second page of the A R menu select Close a period You then see Accounts Receivable Close a Period Samco Power Accounting 40 2 If the period is the last period in your accounting year answer Y to Is date also your year ending date Otherwise answer N You can enter the new period ending date or use F1 to default to the date exactly one month later than the current period ending date Make sure that all necessary accounting operations including the printing of all reports have been carried out before you proceed If you are using the Sales Analysis package the sales analysis reports must be run before running Close a period because information needed for these reports will be completely cleared by running this function When using this User Manual as an instructional tool skip this function and follow the examples listed in the Sales Analysis User Manual if Sales Analysis is being used Then return to the A R User Manual to run Close a period After you answer Y to the Are you sure question the period to date fields in the Customer and Sales Rep files are reset Accounts Receivable Close a Period Samco Power Accounting 40 3 Chapter 41 Data Integrity Check This selection verifies the accuracy of the information in your files It should be run after initial set up of your A R system following use of Load A R open items This will set up the initial integrity values You may also run this repor
273. rs as follows 21 34NA R Form 21 34 Enter the following information Accounts Receivable Forms Samco Power Accounting 12 10 5 Repeat Enter the number of times the printer feature you enter below will be repeated The most common purpose for entering a value greater than 1 is if you want to physically print a special character more than once 6 Feature code Enter a valid printer feature code or F1 to display the next printer feature code on file If you are turning a printer feature on such as bold condensed print or italics you will want to start the next printed field on top of the printer feature code since the printer feature code doesn t actually print anything nor does it take up space on the form Helpful Hint In version 6 5 Plus and later many of the field sizes were expanded customer number dollar amounts etc This can cause problems if you have existing forms but still want to take advantage of the longer fields One thing you might want to try is setting up a printer feature that will print ina condensed form and a printer feature that returns you to a normal print mode When setting up a field that is longer than the space on your form allows you can enter the printer feature code to switch to condensed print print the field and then enter the printer feature code to return to normal print mode Alternatively you may even want to set up a printer that prints in condensed print only and then se
274. rt formats are identical to the printing by number or by name the selection criteria are what set this report apart From the Customers menu select Print by user selection a screen similar to the following appears Accounts Receivable Customers Samco Power Accounting 16 25 FF 30 aR Customers by wier selection fie Gin AK OF SA AP PC Gt SOLGeVXwts Customer lists can be printed as per the selections chosen by the user including any combination of A AR account P Price level B Balance method PV Province CY City S Sales rep C Country SC Statement cycle CL Credit limit SV Ship via CR Credit rate T Terms code CT Customer type TG Tax group N Customer name TR Territory Enter the following information Selection From the window displayed select the report criteria you want to use to narrow your selection by and press Enter First Last Accounts Receivable Customers Samco Power Accounting 16 26 Enter a range of values applicable to the prior selection Cond Enter A if the selection must also match the next condition or O if it should match the next condition If you are only entering 1 selection range it doesn t matter what you enter here Press Tab once you re finished selecting criteria ranges Print sales figures Answer Y to have the period to date year to date and last year figures appear on the list Print notes If you want the customer notes to appea
275. s Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed Like pressing Esc at Field number to change in other selections Delete Delete this entire comment from the screen Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Deleting A R Accounts The F3 key is used to delete an A R account An A R account cannot be deleted if it has been entered in the A R Control File as a default A R account or if it has been entered as the A R account for a customer There are also other checks made If you cannot delete an A R account for some reason the software will inform you through a message as to why Printing a List of A R Accounts Select Setup A R Accounts Print From the screen which appears enter the following information 1 Starting account 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print comments Accounts Receivable A R Accounts Samco Power Accounting 5 2 Answer Y to have comments printed on the list Accounts Receivable A R Accounts Samco Power Accounting 5 3 Chapter 6 Cash Accounts The system allows for an unlimited number of cash accounts Cash accounts are used by Accounts Payable Accounts Receivable and Ba
276. s Forms 12 19 Cust balance Cust comment Cust courier A C Cust contact Cust credit rating Cust credit limit Cust fax number Cust number Cust name Cust part ship flag Cust phone Cust tax number Cust territory Cust territory desc Cust type Dunning message Finance charges LYR Finance charges YTD Interest earned Interest charged Last page flag Misc customer flag Accounts Receivable Samco Power Accounting Customer s balance including un posted balance Comment from Customer file Courier account number from the Customer file Contact 1 or 2 from the Customer file determined at entry which on to use Credit rating from the Customer file Credit limit from the Customer file Fax number from the Customer file Customer s number Customer s name Y customer allows partial shipments Phone 1 or 2 from the Customer file Tax exempt number 1 through 15 from the Customer file Territory code Territory description for the customer s code Customer type from the Customer file Prints dunning message line 1 or 2 from the A R Control File based on the latest aged amount owing on the customer s account Finance charges last year field from Customer file Finance charges YTD field from Customer file FishPro Interest amount earned by the customer FishPro Interest amount charged to the customer Y last page of the statement being printed Y customer is a miscellaneous customer customer number begins with
277. s here by typing a code pressing Enter typing the next code letter pressing Enter etc or use the option F1 to select All statement cycles 3 Include payments after cut off date Accounts Receivable Finance Charges Samco Power Accounting 24 3 Answer Y to include payments recorded after the cut off date See the section above on how to also include credit memos and negative invoices received past the cut off date Charges after the cut off date are always automatically excluded 4 Exclude customers with finance charges already calculated after If you want to exclude customers who have already had finance charges assessed against them after a particular date supply a date here This prevents double assessment of finance charges during the designated period Enter a date here press Enter to default to the date one month earlier than the cut off date entered in field 1 above or F1 to include all customers whether or not finance charges have been calculated for them Make any desired changes as usual The finance charges are calculated You may use Modify next or print the Finance Charges Edit List to verify the accuracy of the finance charges calculated Modifying Finance Charges Once you have reviewed the Finance Charges Edit List you may want to modify the charges for one or more customers From the Finance charges menu select Modify A screen displays for you to enter the number of the customer whose fi
278. s or deletion Enter the following information 1 Terms code Enter a terms code or press F1 to scan through the codes on file Allowed characters are 0 9 A Z and some special characters such as colon asterisk and at sign and slash Accounts Receivable Terms Samco Power Accounting 9 2 2 Description Enter a description of the terms code 3 Type Enter either D for Days how many days from the invoice date P for Proximo day of the following month T for Table Additional fields now appear on your screen depending on the Type selected Enter the following information Terms by Days If you are entering a terms code due by number of days type D the screen will appear as follows 2 10 net 30 D a 4 Due days Enter the number of days from the date of the invoice when payment is due Accounts Receivable Terms Samco Power Accounting 9 3 5 Discount days Enter the number of days from the date of the invoice during which a discount will be given for early payment 6 Discount pct Enter the discount percentage to be given if payment is made within the discount days 7 Grace period When starting an order O or type only for a customer in Billing the system can now check to see if any A R open items are overdue If a document is overdue it then checks to see if it is overdue by more than the Grace period field in the A R terms codes for the document If t
279. s posted If you pay commissions on payments per the A R Control File then commissions due will not be included on this report until open items are purged or logged as fully paid using Fully paid open items See the chapter titled Control Information for more information on this If you answered N to ARE SALES REPS USED or to ARE COMMISSIONS USED in Control information you will not be able to produce a meaningful Commissions Due Report because commissions due information will not have been stored during regular A R processing To Begin Select Reports Commissions due from the A R main menu You see Accounts Receivable Commissions Due Report Samco Power Accounting 30 1 Enter the following information 1 Starting date 2 Ending date Specify the range of dates for which commissions due are to be included on the report Follow the screen instructions 3 Starting sales rep 4 Ending sales rep Specify the range of sales rep numbers to include Follow the screen instructions 5 Sales reps on separate pages Answer Y if you want to print the information for each sales rep on a new page or press Enter to default to N 6 Detail or summary You can show individual invoice detail for every item with a commission or you can show a summary report for each sales rep Enter D for the detailed report or S for the summary report 7 Print line detail Answer Y if you want to include line ite
280. sales entries Un posted cash receipts Un posted finance charges Un posted orders in O E if used Un posted invoices in P I if used Un posted tickets in P S if used Un posted fish tickets in FishPro if used When you are first getting started the un posted balance would normally be zero You may use this selection to reset the un posted balance should it become necessary to do so Accounts Receivable Set Customer Account Balances Samco Power Accounting 18 1 To Begin From the second page of the A R menu select Set customer account balances A message informs you that this program totals the amounts of a customer s open items and sets the customer account balance in the Customer File to that amount and also sets the un posted balance You are asked whether you re sure you want to do this If you re not ready to set these balances answer N If you are answer Y Some processing will occur while the account balances are being set Then you see PROCEDURE COMPLETE PRESS END Accounts Receivable Set Customer Account Balances Samco Power Accounting 18 2 Chapter 19 Sales Use this selection to enter sales invoices finance charges and credit debit memos Once these have been entered you can post them to the A R Open Item File For open item customers credit and debit memos include an apply to field in which you enter the document number of the invoice to which they apply This ties them to that in
281. screen Apply to Enter the invoice number of the document to which payment is to be applied Entering at the apply to field enables you to select from a list of open items The document must have already been posted You have several options while entering the apply to number Manually locate documents If you wish to apply all or part of the check amount to a particular document enter the document number If that document is in the A R Open Item File it is displayed The displayed balance reflects any posted or un posted payments made on this item Automatically search for documents Instead of entering an apply to number you can press F1 to display the customer s open items with non zero balances one at a time in order by apply to number Accounts Receivable Cash Receipts Samco Power Accounting 21 9 If the open item displayed is not one you want to pay press Esc at Amt paid and press F1 again You can step through all open items for the customer in this manner Alternate application screen By pressing F5 at the Apply to field a screen similar to the following will appear 20 Harris Goldberg amp Jones Baltype Open item 1234 __ Receipt date a g Select the open item to pay by using the up dn arrow keys answer Y and enter the amount to apply to the item At the Disc field press F5 to change the discount allowance and reference information The following window is displayed Accounts
282. see Accounts Receivable Collections Report Samco Power Accounting 26 2 1 Cut off date Enter the date to use for calculating the age of items for collections purposes or use one of the options Options F1 To use today s date F2 If you saved entries made on this screen pressing F2 allows you to reuse them They all display and you may change individual entries Age by The Collections Report is usually run using the current date as the cut off date with the documents aged by due date When the report is run in this fashion the Collections Report may be used to determine what receivables are overdue To determine what receivables are coming due in the future use the Cash Projection Report see the chapter titled Cash Projection Report If you run the Collections Report by invoice date then the cut off date would usually be set to be the end of an accounting period Run in this fashion the Collections Report is actually being used as an Aging Report and will show outstanding receivables as of the cut off date Alternatively you may use the Aging Report see the chapter titled Aging Report to obtain similar results Type I to age open items by invoice date or D by due date 2 By cust number or name Type 1 to print the open items in order by customer number or 2 by customer name If you select customer name order you can print customers in order by sales rep 3 Starting customer 4 Ending customer
283. shown the next time you run the Profitability Report in Job Cost Because of this you should not post billings for jobs in the next period until after you have run the Profitability Report for the current period Importing Transactions Accounts Receivable Sales Samco Power Accounting 19 15 The Import transactions function allows you to bring A R sales job and cash receipt transactions from a third party package into the Accounts Receivable system for processing and reporting There are 2 different sales transaction import formats supported by the Sales Import transactions see below Which format you use is dependent upon the Transaction import format field setting in Setup Control information see the chapter titled Control Information for details FYI the only real difference between the two formats is the length of the sales rep code 3 vs 5 Also this only affects the sales transactions and not distributions taxes or cash receipts In order for the transactions to be supported by this function there are a few rules to be followed 1 The file must be in ASCII format 2 Each record within the file must comply to specific layouts described later on in this section 3 Any fields within a record which must be verified customer number sales rep ID tax type tax group etc should be set up similarly on both the Accounts Receivable side and the third party application side 4 The records within the ASCII fi
284. so a balance forward record with an amount of 75 00 will be created 75 00 is the difference between the debits 300 00 and the credits 225 00 dated on or before 3 31 99 3 After creating this balance forward record the software will continue purging credits within the cut off date so document 316 will be purged Notice that document 225 will remain on file just as it is Once the purge is complete the following documents will be on file Doc Doc Date Amount Created by software 2 25 99 75 00 software created balance forward 225 3 10 99 75 00 375 4 10 99 150 00CR For balance forward customers with a credit balance payments and credits exceed charges a similar process occurs except that all debits are purged and credits are purged only until the amount of the credits purged is equal to or greater than the amount of the debits purged Open Item Customer For an open item customer the software purges fully paid documents as follows All the documents with the same apply to number whose document date is on or before the cut off date are considered If the net sum of these documents is zero then all of the documents for that apply to number are purged Accounts Receivable Open Item History Samco Power Accounting 37 6 Note that payments dated after the cut off date are not considered during the purge so that an invoice dated prior to the cut off date will be purged only if the payment that applies to it is also within
285. ss occurs except that all debits are purged and credits are purged only until the amount of the credits purged is equal to or greater than the amount of the debits purged This method of purging balance forward customers allows the detail of long outstanding charges for inactive customers to remain on file thereby making collections easier Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 5 If commissions are being paid on payment as specified in Control information then commissions due to sales reps are calculated for the open items that are purged Since commissions are only paid on fully paid open items when the balance forward document is created any commission that was associated with the document that was partially paid Document 201 in the example above will be carried forward to the balance forward document This commission will be paid when the balance forward document is purged on a subsequent run of Fully paid open items Open Item Customer For an open item customer the software purges fully paid documents as follows All the documents with the same apply to number whose document date is on or before the cut off date are considered If the net sum of these documents is zero then all of the documents for that apply to number are purged Note that payments dated after the cut off date are not considered during the purge so that an invoice dated prior to the cut off date will be purged only if the
286. ss of their balance due 9 Cut off aging period This field works together with the previous one If you specified All customers there this field defaults to All periods Specify which aging period s will be considered for the cut off balance due For example if you entered 3 only customers with balances greater than the cut off balance in either aging period 3 or 4 would be included Enter a period number or use F1 for All aging periods Any customer with a balance greater than the cut off balance in any aging period will be included The next two fields are available for entry only if a cut off balance due is not specified in field 8 If it is field 10 displays DR accounts only and field 11 displays Not applicable 10 Print DR CR bal customers Type D to print only customers with a debit balance as of the cut off C to print only those with a credit balance or B to print both types 11 Show zero bal customers Accounts Receivable Collections Report Samco Power Accounting 26 4 Entry is allowed here only if you selected in field 10 to print both customers with a debit balance and those with a credit balance Your answer here determines whether customers with a zero balance as of the cut off appear on the report 12 Report format Enter F to print more information on the client and the account B for a brief report providing basic customer data with aged totals or A to print basic customer data with the
287. sscsscsssscssessssoseossseoseoseseeseesese 1 Viewing Customer History s ssssceseececceseessosecseorossoesosoosoerossossesesssessese 3 Viewing Customer History by Document Number sesssssssoseosessoseoseseeseeses 5 P rgse Cu st mer FISCONY isseeerei ern E EE EEE E TEE ia 8 Close a Peri da bs ernea aa oh a tan aE E a a e Ra E AAE ES 40 1 Data Integrity CHECK ssercssrcrecrrereereirereisernchetneta irion bat ede EEn ea ia a Eiai 41 1 X EXPORT PRINTER REPORUSwe iccisavircndevcathenbetiatnanticbivsalcieedeetaboebeet tian 42 1 How to set the default for opening a Samco tab file in Windows XP ssssssssesessssess 4 How to set the default for opening a Samco tab file in Windows 7 cece eee es 9 Initializing Data Files icccccciccecaes cadenes dveccawesccustactdevevenseadevacesudeusenseaesaes es A 1 File Utilities cues scvecdacredrsecabeiucceiesienwdsecscdects ddeseascse ven cieessdesinvacdetestuas B 1 CORMUDLEG Gd tal TINGS er ieie ea EAEE EEEE EEEE eaten bea TETEE ETONE SR 1 Exporta Hei cvsatiai a bias cevnerieal eyes E E EE EA E E RN nin 2 Restore an exported file sensessesessessesseseesessesoerosroscoroeroersroersecseesese 4 Rebuilding Data Files ssesesseessersssosescsccsesosseseccsecsesossesecoeecseresseseeo 6 Change Customer Numbers sessssossosrssoseoersesseeeesecseesesseseeresresceroeroeoo 7 Set user defined field esessesssessscosesseccssecoscosecseccssecsscosecseccesecoseoseseee
288. ssed If there is an amount left over after all open items for the customer have been paid this amount will be applied as an open credit Once the automatic application of cash is complete the Cash receipts screen is again displayed Manual Application If you specify not to automatically apply this check you must manually apply it The bottom half of the screen is displayed to allow you to apply the cash receipt amount to selected open items The screen also shows the amount remaining the remaining unapplied portion of the cash receipt The screen appears as follows Enter the following information for the apply to invoice number and fields 9 12 Accounts Receivable Cash Receipts Samco Power Accounting 21 8 i Fie Edt AR OE SA AP PC G WC PO BR A O PS TC ox COU SrVKRwtF COO MAO APO at amp t Cash receipts Acme Enterprises Inc Enter 4 Cust 10 Harris Goldberg amp Jones Currency 2 Check Terms 15 day of Month 3 Receipt date Hold 4 Amount recd 1840 00 Rectbal 840 00 5 Cash account 10104000 Cash account 13726 _ 6 Bank route 7 Credit A R vu 8 Turn off hold J 9 Apply by Customer P O N Amount remaining 40 00 lt Apply to Type Doc date Due date Orig amt Balance Terms Valid discount 10 Amt paid 11 Discount 12 Allowance Account 13 Reference F1fnext outstanding document with non zero balance F2 previously entered apps F5SFAIt entry
289. swer N to this question then while entering a sale you will not be asked to enter the sales representative Also it will not be necessary for you to create a file of sales reps or to enter the sales rep for each customer in Customers 11 Use commissions If you answered N to USE SALES REPS this question is skipped If you answer N to this question questions about commission amounts do not appear while you are making sales entries 12 Allow comm on marg If you answered N to Use commissions 2 this field will be skipped Answer Y if you want to allow sales reps commissions to be based on margin profit margin as well as on the price of the product or service Accounts Receivable Control Information Samco Power Accounting 7 3 13 Commissions by If you answered N to Use commissions 2 this field will be skipped Enter C if sales commissions are to be based on the commission data from the customer record In this case you will be able to enter a commission percent and method for each customer in Customers The default commission amount which will appear in Sales will be based on the Customer File Enter S if commissions are to be based on the commission data from the sales rep record In this case you will be able to enter a commission percent and method for each sales rep in Sales reps The default commission amount which will appear in Sales will be based on the Sales Rep File 14 Default commiss pct
290. t at any time You should be sure that no one else is using the software when you run this check so that the results will be valid While transactions are being processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When Data integrity check is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on a data integrity report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include o Hardware failures o Turning off or rebooting the machine while processing is still going on Never do this intentionally o Power surges due to electrical storms or other causes Accounts Receivable Data Integrity Check Samco Power Accounting 41 1 Because this report shows differences between the actual and calculated amounts you can locate errors by referring to edit lists and registers run since the data integrity check was last run If a difference is noted between the actual and calculated amounts you will be asked if you want to reset the calculated amount to match the actual amount If you answer Y the calculated amount will then be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Be
291. t numbers to include on the deposit summary Enter the following information 1 Cash account This is the number of the cash account for which you want to print this summary Enter the number or use one of the options Option F1 To select the default cash account in the A R Control File F2 To scan through the other cash accounts on file 2 Starting deposit 3 Ending deposit Accounts Receivable Cash History Samco Power Accounting 36 7 Enter the range of deposit numbers to include on the summary Follow the screen instructions A sample Deposit Summary is shown at the end of this chapter Bete EA0910 Time 19 11r90 rer LAF Beport OMIA Pepe COTL Cash sococsr 3890 669 Cash sococer 13587 Far peceipts deced from Lariies thre Lacest Bete INONLO Time DSrl4rse Deer LEF Report 6737 Pope CTL Cast sococet 5800 668 Caen sosocer 1355 for Gepoeit sumpera Pizet the Laat Accounts Receivable Cash History Samco Power Accounting 36 8 Chapter 37 Open Item History This set of functions maintains and reports on all transactions posted to the A R open item file When used the A R Open Item file can reflect your current A R information reducing the clutter which can occur over time while moving the historical data to the A R Historical Open Item file for accessing when needed With this function activated see the chapter titled Control information you can purge the A R Open Item file see Full
292. t off date After pressing Enter at Field number to change you may select 1 to review your entries on the previous screen and this one or select 2 to print the Collections Report If you select to print you then have the option of saving your entries to use the next time you print the report A sample of the detail report follows at the end of this chapter Including items past cut off date When aging by due date it is sometime useful to include items which are past the cut off date In order to include items past the cut off date you would move the cut off date forward in time to the last date on which a receivable can be expected to be due and then use the second parameter screen to control the cut off periods appropriately For example if the cut off date is July 31 1990 and you know that there are no receivables posted which are due based on the normal terms given by the company after Sept 30 1990 you would set the cut off date as Sept 30 1990 Then using the second parameter screen you could set your period cut offs as follows Accounts Receivable Collections Report Samco Power Accounting 26 10 Period 1 cut off July 1 1990 Period 2 cut off June 1 1990 Period 3 cut off May 1 1990 Period 4 cut off F2 for Unlimited With this setup all receivable due from July 1st through Sept 30th will appear together in the first bucket all receivables due from June ist through June 30th will appear in
293. t up your A R statement form so that it is spaced accordingly Alphanumeric Numeric Date or Time and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4 There are four different types e Alphanumeric fields may contain any combination of letters digits and special symbols e Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas e Date fields only contain dates e Literal fields contain text that you type Most literal fields are defined by pressing Enter at Field number rather than specifying a field number Accounts Receivable Forms Samco Power Accounting 12 11 Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to print in this field up to the maximum number shown or Enter for the maximum length of the field 7 Justify Enter R to right justify the characters or Enter for no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print
294. tax freight salesman commission purchase order and total retained are neither required nor edited 2 The miscellaneous customer name is required only if the transaction is for a miscellaneous customer 3 The sales transaction record must come before the tax and G L distribution records As well the tax and G L distribution record s must immediately follow the sales transaction they apply to The order the latter appear in does not matter as the system will sort this out for you Accounts Receivable Samco Power Accounting Sales 19 18 Sales Taxes As was mentioned earlier in this section there are two ways of handling taxes for imported transactions 1 If no tax breakdowns are provided the system will automatically divvy the tax total from the sales document based on the tax group for the transaction 2 A transaction record for each tax type can be added following the sales transaction type I C D only Up to 15 tax breakdown records can be entered Here is the format for each tax distribution record Field Length Valid Entries Document Type 1 Must be T Document Number 8 Alphanumeric Must be same as sales trx Tax Type 3 Valid Tax Type Tax Amount 11 Max or 999 999 999 99 Tax Account No 16 Valid G L Account Taxable Amount of Sale 12 Max or 999 999 999 99 Exempt Amount 12 Max or 999 999 999 99 Zero Rated Amount 12 Max or 999 999 999 99 Exempt no 20 Alphanumeric Distribute 1 Y for manu
295. te sales Distribute misc charges and Distribute freight are N in the A R Control File the screen clears for another sales entry One or more amounts to be distributed If you are manually distributing any of the amounts entered the answers to one or more of the above questions are Y in the A R Control File and the document type is an invoice or debit credit memo a second screen appears showing the amounts required to be distributed Accounts Receivable Sales Samco Power Accounting 19 8 al Fie Edt AR C OE SA AP PC G JC PO BR A O PS TC PA DK SA SF Hep SO GrKMXtt COO HAO APO ae Sales Acme Enterprises Inc Enter Customer 1 Elliot Ent Doc 1234 Type Sale amt 300 00 Misc chgs 25 00 Distributed 00 1 Job 2 Sub job 3 G L acct 4 Amount Amt remaining to distribute 325 00 5 Reference Job Sub Account Amount Automatic distribution to misc freight accounts Y NOTE If you are also using the Job Cost package skip to the section titled Entering job distributions later in this chapter Manual distribution You may now distribute the transaction amounts sales miscellaneous charges and freight Enter an account number or F1 to distribute the various amounts to the default accounts in the A R Control File If you enter an account number then enter the amount to be distributed to it or F1 to distribute the entire Amount remaining to distribute to that account
296. ter so that the print head is at the top of the form Adjust the printing pressure according to the thickness of the forms When you have finished mounting the forms type DONE You are then asked whether you want to print an alignment form Accounts Receivable Statements Samco Power Accounting 29 10 If you want a sample statement with X s and 9 s printed so you can check the alignment on the printer answer Y A sample form will be printed and you will be asked again PRINT ALIGNMENT You can print as many alignment forms as you wish When the alignment is correct answer N to the PRINT ALIGNMENT question The statements will then be printed Reprint statements After printing Reports 6 Statements you will be asked if the statements printed are okay If you answer N you will be able to reprint the statements as if nothing had happened If you answer Y the printed flag for each transaction printed on the statements is set to Y just as before After statements are printed you are asked to mount regular paper on the printer Do so then type DONE Accounts Receivable Statements Samco Power Accounting 29 11 Chapter 30 Commissions Due Report If your business does not use sales representatives skip this chapter Use this selection to print a report showing the commissions due to each of your sales reps If commissions are based on sales per the A R Control File they will appear on this report as soon as the sale i
297. teract with the actual forms themselves Accounts Receivable Samco Power Accounting Forms 12 24 Pre printed Forms To use one of the pre defined forms supplied by Samco on a form pre printed with your company name and address simply delete the header lines for company name address literal Phone and phone number lines from the form ID All other information should stay Year to date Figures There are various year to date and last year figures retained in the customer file Accounts Receivable and members file Chit Manager which you may want to print on your statements These figures can only be printed either in the Header or the Totals sections of the statement form Again if you are going to modify a pre defined form we highly recommend that you use the Copy function while in Enter Forms to duplicate the existing form and then work from the copy Finance Charges Year to Date Each pre defined statement format includes a line for printing the year to date finance charges applied to a customer s account If you do not want this printed remove the field which prints a literal and the field which prints the Finance charges YTD from the form you are using Balance Forward When you print customer statements for balance forward customers or if you choose to process open item customers as balance forward all open item detail up to the statement starting date is summarized into a balance forward transaction
298. tes stusaceetevca tiers diair respete iiia 5 Printing Cash History Reports ssssssesssesscessesessssesscossosseosecsscossosesoseeseee 6 Open Item History resensente i e i eter els E E Ee E 37 1 Accounts Receivable Table of Contents Samco Power Accounting 5 View customer account history ccccescescccccccccccccercessesessnsencscesecsscsenes 2 Print history edit US sisccccccsnceycncines deccdaves kiriin Eese EEEE EE Ea E 2 Print historical aged report s sesssssessessescssessosoerosroscoroeroecesroerseeseesese 3 Printing an historical collections report ssssssssssesscossosseesecsscossosesoseeseeo 3 Printing historical statements sssesssesscesseseessecsecossesseosecsecossoseseseeseee 3 Purging open item history ssssessessesessesseseeseseescseosessoseosesseseoresseseesese 4 Purging MethodSi es ccccicctscawwctecnsnees esiste Cain EEEE EEEE Ea beens 5 Create open item history s ssessssossosssessroersesseoeesecseesessesoeresrosceroeroeeo 7 Rebuild open item from history ssssssssesscsssessssssesscossosseosecsscosscsssosecssee 7 Fully Paid Open Items nessensesseseesessessesossessososrosroscorossseesreeeseeseesese 38 1 COMMISSIONS on Payment ssssosesesesesesessosososcseseseseseseseseseseososososososeo 1 Purging Method Saione na aa a e E EE EEE EE EE REE ENEE EEE RE E AA 4 C stomer History reseso nnu a E A EE E E a 39 1 Printing a Customer History Report sssesse
299. text in much the same way as most word processing programs When you are finished entering text press Tab and follow the screen instructions When you press Tab you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change 2 in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed and get ready for anew note Like pressing Esc at Field number to change in other selections Delete Delete these comments from the data file and clear the screen to get ready for another comment Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Accounts Receivable Cash Accounts Samco Power Accounting 6 2 Deleting Cash Accounts The F3 key is used to delete a cash account A cash account cannot be deleted if it has been entered in the Accounts Receivable Billing Point of Sale or Accounts Payable Control File as a default cash account There are also other checks made If you cannot delete a cash account for some reason the software will inform you through a message as to why Printing a List of Cash Accounts From the second page of the A R menu select Setup Cash accounts Print From the scre
300. tgeneadencsvedes tenia EEA 22 Notes ON BONIS rrsan eare E E EE EE E E E AEE 24 User Defined FIQVGS sisicatacactandilein aon cvntieaa wen Ron E E a a ta ETa 13 1 Setting Up User Defined Fields ccseseesccceeecececccecceeeeessssssssssesencecs 2 Deleting Fieldsin E enaa EE EE EEE EREET EEE EEEE ENEA 4 Printing a DisStiserereisi toerien EEEE EE EEEE EE AEE RASET EERE 4 Hold C dESrei ninau aaa E A Mea cag a a E E E E EE RA 14 1 Sales REPS ices svuesnendsnciasidecuwevnuinduss seueseustebeneeadaiesineusiuteressscacaatncneece cat 15 1 CUSLOMEIS Hiedese dices co eieiei e n i E E a ebecie E E ENE S coe tenes s 16 1 Entering CuUStOMeErS aeoea aes aeae EEE Ea EE E TEE ETAN EEEE EE 1 Deleting CUSLOMENS ti siiuciccieeurebrrietcerair EE EEEE SEE 19 Printing a List by Customer ssssssessesssessessecsscossosecssecsscsesessesseeseeee 20 Printing a List by Customer Name ssessessssssessecsscoesossessecsscsseessessseseeese 22 Printing Customer Labels sessessssessscsecsersseesecoeecsecoscosecseecsecsseeseeeee 22 Printing a Change Log ssssssecsersssesssceecsecsseosescescsecoscoseceeecesecssceseeeee 25 Changing an A R Account for a Customer ssssssesscessesseosecsscosscsssoseeseeo 28 Purge inactive CUSLOMENS sssessorecsecressosessosroeroeesrossoerecssoeseesossoseoseose 29 L ad A R Open ITEM Sire enrera ienie EEE E EE a 17 1 Changing Over to Accounts Receivable sssssesscessossesssesscessesesesecsscess
301. the date range Also if the credits that apply to an invoice are greater than the invoice debit amount the invoice will not be purged In other words unless the credits applied to an invoice equal the total of an invoice exactly neither will be purged Create open item history This function is used to initially created and load the A R Open Item file data into the A R Historical Open Item file If the A R History file has existing data in it a warning message screen will be displayed If you answer Y to continue with this function all the historical data currently stored in the A R Historical Open Item file will be deleted and replaced with the information currently in the A R Open Item file This functions should only be used during initial set up or when the file has been lost or corrupted and must be replaced Rebuild open item from history This function is used to rebuild the A R Open Item file from the corresponding information in the A R Historical Open Item file This function clears the data from the A R Open Item file and then copies all the data from the A R Historical Open Item file into the A R Open Item file If data exists in the A R Open Item file a warning message will be displayed If you answer Y to the prompt Do you wish to continue now the data currently in the A R Open Item file will be deleted and then the A R Open Item file will be reloaded with the data from the A R Historical Open Item file Accou
302. the proper A R customer accounts and in G L under the proper G L account numbers The terms debit and credit refer to the types of transactions which must be recorded in G L accounts to accurately reflect the activity occurring in all accounting areas See the Glossary of Terms in the System Functions manual for exact definitions of these terms In A R a debit memo issued by you to a customer increases what that customer owes you and a credit memo decreases what is owed Unfortunately debit doesn t always mean an increase in an account and credit doesn t always mean a decrease in an account In some accounting areas a debit increases a G L account and a credit decreases a G L account In other areas a debit decreases and a credit increases a G L account This occurs because of the system called double entry accounting also called double entry bookkeeping which is the standard method of accounting used today Double Entry Accounting The concept behind double entry accounting is that every entry transaction results in balancing debit and credit entries into the General Ledger Let s look at the debits and credits involved when a typical independent business pays for goods or services bought earlier on credit The debit The disbursement payment you make results in a debit transaction which decreases your money owed to others account usually called the accounts payable account This is a debit t
303. the system sorts the different taxes collected by the type of tax GST provincial etc and which tax group the tax type belonged to when it was collected For example if GST and PST are collected from a customer who belonged to tax group BC B C Taxes one record would be written out for the GST belonging to BC and one record for PST belonging to BC If GST and PST are collected from a customer who belonged to tax group SK Saskatchewan Taxes one record would be written out for the GST belonging to SK and one record for PST belonging to SK When reporting the taxes you tell the system using this function which type of tax you wanted to report on and for what group Using the previous example you would print one report for tax type GST for all groups since it is a national tax and unaffected by provincial borders For the PST you would print out one report for tax type PST for the BC tax group and one for the SK tax group See the section titled Sample Reporting near the end of this chapter for examples of how to use this function in various scenarios We also recommend that you review the chapter titled Taxes in the System Functions manual Accounts Receivable Tax Collected Samco Power Accounting 31 1 To Begin Select Reports Tax collected The following screen appears Enter the following information 1 Start date 2 End date Specify the range of dates of transactions to report Whether these dates are the act
304. the system will prompt for a printer each time a paper receipt is printed Next cash trx receipt Accounts Receivable Control Information Samco Power Accounting 7 17 Enter the number to be assigned to the next cash trx receipt Each time a new cash trx receipt is printed this number is increased by 1 automatically Use OE tender types on cash When entering a cash receipt the user enters the applicable tender type set up in Billing and the system directs the amount of the transaction to the General Ledger account specified in the tender type To begin using this feature set the flag to Y Accounts Receivable Control Information Samco Power Accounting 7 18 SAMCO Building business and technology relationships iini Chapter 8 Ship Via If you do not use ship via information in your business skip this chapter Use this selection to enter ship via codes A ship via code is a 3 character code used to specify the shipping method for a customer s order For example you could use the code A F for shipping Air Freight When you enter customers in the Customers selection you can assign one of these ship via codes to show which shipping method the customer prefers If you use either the Billing Professional Invoicing or Point of Sale package you will have this information available when processing orders and tickets Waybills Billing supports the ability to generate courier waybills Some of the information you e
305. then asked Any change If you answer Y the distributed amount clears for you to enter the new amount to be distributed to that account If you enter zero or press Enter which enters zero the distribution is deleted If any of the various amounts have changed you are required to adjust the distributions This is not optional You can add distributions by entering the account number of the new distribution You are asked if you want to add a new distribution Answer Y and proceed When the amounts are fully redistributed press Tab to exit Changing Job Distributions on Existing Transactions JOB COST NOTE If you are not using the Job Cost package skip to the section titled Printing an Edit List If you have distributed the sales transaction amount to jobs and or G L accounts you will be allowed to change these distributions Access to the second screen is optional and will be preceded by the question Any change to optional distributions However if the sales transaction amount has changed the distributions must be changed Answer Y or N If you answer Y the distribution screen displays Enter the key fields for the distribution you wish to change The key fields are job number sub job number and G L account number You may press F1 to get the next distribution on file Once the distribution is displayed on the screen you are asked Field number to change You cannot change any of the key fields abo
306. tion I i 3 i J p J i I i J J x 7 12 OF S NSIS Fi ho p IENS fh Bl ENO N war date On the screen displayed you will be able to define up to 30 different fields These fields will be available in the Customers function for data entry Enter information for each field as follows Field title Provide a description for this field or press Enter if you are finished Key Answer Y if you want to be able to search for customers in the Find Customers function using this field Type Enter one of the following options to identify the type of field this is Options C Code field used where a table of valid entries will be needed D Date field L Literal field for the entry of free form text Accounts Receivable User Defined Fields Samco Power Accounting 13 2 N Numeric field Length This will default to 6 for date fields and 3 for code fields and cannot be changed For literal fields enter the maximum number of characters to allow when entering data For numeric fields enter the maximum between 1 and 12 If you are setting up a code type field a window similar to the one below will appear for you to set up your table of valid codes Deposit left onths billed ease ant to d Laaae left pase expired aaa length ot lease jontha prepaid ot deposit Eacalation N field wsr Deposit used I i J i J F J i 3 i J J J J to oo S ts To a a In the wind
307. tion Samco Power Accounting 7 4 18 Use costs of sales If you answer N to this question the fields that store costs in the Customer File will not be updated These fields contain the information necessary to determine the profitability of your sales They are not equivalent to the Cost of Goods Sold component of the Profit and Loss Statement The cost of sales figures provided by this feature are needed if you intend to use the Sales Analysis package answer Y here or if you allow commissions on margins this field is automatically set to Y 19 Summary post dist Your answer to this question determines whether detailed A R transaction information is passed to General Ledger for certain types of accounts or whether it is compressed to reflect only net changes Sales accounts will be compressed or not as per your answer to this question whether or not you manually distribute sales or have the software automatically distribute sales using the default account entered later on Miscellaneous charges accounts will be compressed or not as per your answer to this question if the miscellaneous charges accounts are being manually distributed The miscellaneous charges account entered later on is always posted in compressed form when it is automatically distributed by the software Freight accounts will be compressed or not as per your answer to this question if the freight accounts are being manually distributed The freight account
308. tled Posting job distributions The sales are posted and the Sales Journal is printed The full amount of each sale is posted to the A R Distribution File as a net change to accounts receivable The various amounts that were automatically and or manually distributed to accounts are posted to the A R Distribution File The commission due amounts are posted if commissions are paid on receivables and fields 32 through 48 in the Customer File are updated Fields 35 through 39 are updated only if the document date is within the current period If the document date is in the next period the amounts are stored internally until Close a period is run Posting Job Distributions JOB COST NOTE If you are not using the Job Cost package you are through with Sales Follow the screen instructions The Sales Journal is printed and sales are posted If there is no retainage for a sale the full amount of each sale is posted to the A R Distribution File as a net change to accounts receivable using the accounts receivable account number specified in the A R Control File If a sale has retainage the net change to accounts receivable will be equal to the total amount less the retainage The retainage will be posted to the retainage receivable account specified in the Job Cost Control File Accounts Receivable Sales Samco Power Accounting 19 14 See the note below about posting a sale with retainage to the A R Open Item File The amounts that wer
309. to Printing a List by Customer see above Printing Customer Labels From the Customers menu select Print customer labels Accounts Receivable Customers Samco Power Accounting 16 22 fH TC AR Print customer labels e Fie Edt AR K CE SA AP PC GL FA K PO BR OM Ch FP PS TA PER PA O CUS H amp ios I n 3 ti Customers Acme Enterprises Print customer labels Please enter 1 labels per customer ig 2 Print by customer 3 Customer type 4 Inactive customer only 5 Last sale cut off date Customers with last sale 6 Statement cycles 7 For which A R account 8 Contact or customer Show country blank count only Enter the following information 1 labels per customer Enter the number of labels to be printed per customer or Enter to get a count of the number of labels without printing them 2 Print by customer Select the order in which to print labels C by company name N by customer number S by sales rep or P by postal code Then type in the starting and ending Print by items Follow the screen instructions If printing by company name you can press F2 to change to printing by person s name 3 Customer type Accounts Receivable Customers Samco Power Accounting 16 23 To print labels for only one customer type enter it here or use F1 for All customer types 4 Inactive customers only An inactive customer is one with no sales year to date Answer
310. tomer s account All open and closed items current and historical are displayed starting from a date that you specify This function is identical to View customer accounts except that this one shows all transactions both current and purged Please refer to the chapter titled View customer accounts for detailed instructions To begin select View customer account history from the Open item history menu Print history edit list This function allows you to list all historical items for one customer or a range of customers in an edit list style format To begin select Print history edit list from the Open item history menu A screen displays for you to enter the following information Accounts Receivable Open Item History Samco Power Accounting 37 2 Starting customer Ending customer Enter the range of customer numbers to include on the report Follow the screen instructions Print historical aged report Use this function to print a report showing your customers account balances and the account balances by aging period based on historical open items For explicit details on reporting options and aging methods please refer to the chapter titled Aging Report To begin select Print historical aged report from the Open item history sub menu Printing an historical collections report The Historical Collections Report is a report showing your customers account balances by aging period similar to the Aging
311. tomizing your customer database for your exact needs Use the Import standard forms Forms Setup to utilize the pre defined A R customer statement formats You may also build on these existing formats to generate A R statements specific to your needs See the chapter titled Forms If you specified in Control information that you use sales representatives enter your Sales reps using Sales reps See the chapter titled Sales Reps Enter tax types groups and taxable codes using Taxes in the System Functions Tax groups are used to assign the proper tax percentages to sales for specific regions You must enter at least one tax group since you must select a tax group for each customer in Customers See the chapter titled Taxes in the System Functions manual Enter information about the bank account for each cash account entered above using Cash history This information includes the bank name the bank account number and the starting deposit number This information will be printed on your deposit slips See the chapter titled Cash History Accounts Receivable Getting Started Samco Power Accounting 2 4 15 Enter your customers using Customers See the chapter titled Customers 16 Handle your outstanding accounts receivable items as follows See the chapter titled Load A R Open Items a Determine the date on which you will start processing A R items through A R This is the cut off date for existing A R activity
312. tory information which can be used by the Sales Analysis package Some of the reports available from the S A package are Sales Analysis by e Customer e Customer Type e Responsible Salesman e Actual Salesman e Province Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 5 e Postal Code e Customer Sales Volume as well as other reports which use Inventory Plus Billing Point of Sale and Professional Invoicing files Interface to General Ledger The system automatically records the distributions to the various G L accounts for all A R activity You may print a report of distributions to G L on request You normally do this at the end of each accounting period A R distributions may be interfaced to the Samco Power Accounting General Ledger Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using your software When passwords are required each potential user must first enter a valid password before he or she will be allowed to use a protected function Data Integrity Checks A data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that data might have been lost due to a machine or power failure By running this function at the start or end of the day you can detect several possible types of data file corruption Someti
313. tries made on this screen pressing F2 allows you to reuse them They all display and you may change individual entries If you did not save the previous entries you may press F2 to use the A R Control File aging periods Accounts Receivable Collections Report Samco Power Accounting 26 6 Aging periods by days If you selected aging periods by days you see From this screen you can choose either to use the aging periods set up as defaults in the A R Control File or to specify new aging periods Enter the following information 2 aging days in prd 1 Enter the number of days in period 1 or Enter to use the default number of days from the A R Control File 3 Period 1 description Enter a description for aging period 1 or F1 for Current 4 aging days in prd 2 Enter the number of days in period 2 or Enter to use the default number of days from the A R Control File 5 Period 2 description Enter a description for aging period 2 or F1 for Over number of days in period 1 days Accounts Receivable Collections Report Samco Power Accounting 26 7 6 aging days in prd 3 Enter the number of days in period 3 or Enter to use the default number of days from the A R Control File 7 Period 3 description Enter a description for aging period 3 or F1 for Over number of days in period 2 days 8 aging days in prd 4 Enter the number of days in period 4 Enter to use the defa
314. tries through this package unless you are using O E P S or P I See the chapter titled Guide to Daily Operations Regular Use When start up is complete you will be ready to use this package on a regular basis A daily checklist is in the chapter titled Guide to Daily Operations The remaining chapters show you how to Accounts Receivable Getting Started Samco Power Accounting 2 5 e Enter sales transactions including debit and credit memos invoices and finance charges e Enter and select recurring sales e Enter cash receipts e Change an apply to number or a due date e Inquire into a customer s account e Calculate and process finance charges e Print an A R Aging Report e Print a Collections Report e Print a Cash Projection Report e Print customer statements e Print a Commissions Due Report e Print a Distributions to G L Report e Maintain bank accounts e Prepare deposits e Print deposit slips e Print the cash history report or the deposit summary e View customer history or print a report e View open item history or print various reports e View a customer s history instantly Purging the A R Open Item File and performing the period end and year end procedures are explained in the chapters titled Fully Paid Open Items and Close a Period See the period ending and accounting year ending checklists in the chapter titled Guide to Daily Operations Appendix A explains how to initializ
315. ts whose document dates are on or before the cut off date will be purged from Customer History For open item customers if all documents for an apply to number are dated on or before the cut off date then all of the documents will be purged If one or more documents for the apply to number are dated after the cut off date then none of the documents are purged Enter the cut off date or F1 for Latest all documents meeting the other criteria below will be purged 2 Starting customer 3 Ending customer Enter the range of customers whose documents are to be purged Follow the screen instructions 4 A R account Enter the A R account number associated with the documents to be purged or use one of the options Accounts Receivable Customer History Samco Power Accounting 39 9 Options F1 To select the default A R account in the A R Control File F2 To scan through the A R accounts on file Enter To purge documents for All A R accounts 5 New page for each customer Answer Y to start a new page for each customer on the purge report If you answer Y to Are you sure the documents within the ranges above are purged Accounts Receivable Customer History Samco Power Accounting 39 10 Chapter 40 Close a Period This selection is used to clear the period to date fields in the Customer and Sales Rep Files If this is the last period of the year this selection will also reset the year to date fields
316. u will enter two pieces of information 1 the allowance amount and 2 the account number to which it is to be posted First enter the amount of the allowance given to the customer Accounts Receivable Cash Receipts Samco Power Accounting 21 7 If you enter an allowance the amount of Total credit is updated This amount is the sum of the check amount the discount and any allowance entered next Enter the account number to which the allowance is to be posted or use F1 to use the default allowance account in the A R Control File A R Cash by Invoice Open Item Customer The following sample illustrates the procedures for open item customer payments that are credited to A R and are being applied by the invoice number Enter the data on this screen After you answer N in response to field 8 Apply by Customer P O You are asked whether you wish to automatically apply this payment Answer Y or N JOB COST NOTE If you are using the Job Cost package and you wish to apply this payment to jobs you should answer N here to manually apply this check Automatic Application If you specified above to automatically apply this check as many open items as possible are automatically paid off taking all valid discounts fully The open items are paid in order by their apply to number If the check amount plus discounts is not enough to pay all open items a partial payment will be made against the final open item to be proce
317. ual invoice date or the posting date is determined by the next field Follow the screen instructions 3 Which date Enter D to use the actual document date or P for the document s posted date The posted date option is most useful where you want to report on a specified period of time but do not want to purge the transactions This allows you to report on the period of time the transactions were physically processed rather than their document date We strongly recommend using the posting date if you are not planning on purging the tax collected file 4 Purge file Accounts Receivable Tax Collected Samco Power Accounting 31 2 Answer Y if you wish to permanently remove the transactions that are reported The system is designed in such a way that you DO NOT have to purge out the tax collected transactions In previous versions of the software you could only report on the document date and consequently had to clear out the file in order to generate accurate reports With the implementation of a posted date transactions which are backdated can now be captured in later reporting periods 5 Print invoice detail Answer N if you wish the report only to show summary totals If you answer Y a detail line for each invoice that falls in the date range specified earlier will be included on the report 6 Tax type Enter the tax type you are reporting on a list of available tax types is displayed in the bottom left hand corner of the s
318. uired This information is used only by the Billing and Professional Invoicing packages When an order is entered the system checks the customer s record to see if a PO is required to process the order If this field is set to N the system will allow the PO field to be left blank If set to Y the user must enter a customer PO 30 Price level This information is used only by the Billing Professional Invoicing with I C and Point of Sale Enter the default price 1 9 to charge this customer for inventory items Within each item record you can define up to 9 different prices This function allows you to define the default price to charge for each customer When an order is processed the system checks to see which item price to charge for the item based on this field If the item has a price code this code can either override the customer s price level or work in conjunction with this code depending on how it is set up See Price Codes in the Inventory Management manual for further details 31 O E Form FMT This information is used only by the Billing Professional Invoicing and Point of Sale Accounts Receivable Customers Samco Power Accounting 16 7 If you are not using an invoicing module this field is set to dflt Enter the invoice format which is specific to this customer 32 Default ship to Enter the customer s default ship to address to use for Billing and Professional Invoicing or press F1
319. uld normally but prior Accounts Receivable Cash Receipts Samco Power Accounting 21 21 to applying the amount of the cash receipt press Enter for the Apply to number and enter a negative amount as described above for the amount of open credit to be applied Then apply both the cash receipt amount and the open credit amount to the open items desired Deleting a Cash Receipt To delete an un posted cash receipt from the file bring up the transaction you want to delete and press F3 Follow the screen instructions Printing an Edit List From the A R menu select Cash receipts Then from the Cash receipts menu select Edit list Follow the screen instructions Posting Cash Receipts Once you have examined the Cash Receipts Edit List and verified that all cash receipts are correct you can post them to the permanent A R files From the A R menu select Cash receipts Then from the Cash receipts menu select Post The Cash Receipts Journal prints Once the journal is printed the cash receipts are posted to the A R Open Item File In a multi user environment you are not allowed to post while another user is accessing cash receipts Once you begin posting other users are not able to access cash receipts until posting is complete Posting to Jobs Job Cost Interfaced If you are also using Job Cost and you have applied any payments to jobs these will also be posted to the jobs when the cash is posted to A R The
320. ult number of days from the A R Control File or F1 for 999 unlimited age 9 Period 4 description Enter a description for aging period 4 or F1 for Over number of days in period 3 days After pressing Enter at Field number to change you may select 1 to review your entries on the previous screen and this one or select 2 to print the Collections Report If you select to print you then have the option of saving your entries to use the next time you print the report Aging periods by specific dates If you defined aging periods by specific dates you see Accounts Receivable Collections Report Samco Power Accounting 26 8 The first aging period ends with the aging date and starts with the cut off date For instance if the aging date was 9 30 02 you could end a period 1 cut off date of 9 1 02 period 1 would then be from 9 1 02 to 9 30 02 The starting dates of aging periods 2 3 and 4 are defined by the cut off dates you enter The ending date of each period is the day prior to the cut off date of the period entered earlier For instance if period 1 was from 9 1 02 to 9 30 02 and you entered a cut off date of 8 1 02 for period 2 period 2 would be from 8 1 02 to 8 31 02 Note that the ending date of period 2 is one day less than the period 1 cut off date Enter the following information 2 Cut off date for prd 1 Enter the starting date for period 1 or F1 for a date thirty days earlier than the aging dat
321. unt Forms 12 21 Member amt remain Member amt spent User def fld desc User def fld title User def fld value X R mail to name X R mail to address X R mail to city X R mail to prov X R mail to P C Line Item Fields Field Name Blank line Calculation register Printer feature Suppress line 1st chit number 1st chit rev code 1st chit rev desc Accounts Receivable Samco Power Accounting Chit Manager Amount remaining to meet minimum purchases Chit Manager Total amount spent YTD applied to the minimum purchases amount 1 30 Description of the code type A R customer user defined field 1 30 Title for the A R customer user defined field 1 30 Content of text and date type A R customer user defined fields CrossRoads Mail to name CrossRoads Mail to address line 1 or 2 CrossRoads Mail to city CrossRoads Mail to province CrossRoads Mail to postal code Description Notes When this field is selected no other data is printed on the line even if it is defined Used to access register values stored during calculation routines Access a printer feature Suppresses an entire line from being printed if a certain condition occurs Chit Manager First chit number for chit transactions Chit Manager First revenue code on chit transaction Chit Manager Description for first revenue code on chit transaction Forms 12 22 Already printed flag Amount no sign
322. unts Receivable Change Apply To or Due Date Samco Power Accounting 22 2 If you answer Y you are then asked whether to change the apply to number or the due date Apply to number The old APPLY TO will be cleared allowing you to enter the number of the document to which you want to apply this open item You are then asked to verify that the new APPLY TO number is OK Answer Y or N as appropriate If you answer N the open item is restored to its original form NOTE When the Aging Report Collections Report or Cash Projection Report is printed the changed document may now show up in a different aging period since the document it now applies to may be in a different period Due date Changes to the due date are made in the same way Purging open items for open item customers It can occur that a number of invoices were intended to be paid off by one payment but they will not purge when the Purge open items function is run because the apply to numbers do not match Use this function to change the apply to number of one document to match the apply to or document number of another document The next time you purge the A R Open Item File both documents will be removed from the file if their amounts add up to zero For example to match up the following invoices to one payment it is necessary to change all the apply to numbers to match DOC NO TYPE APPLY TO AMT 2002 l 2002 25 00 2003 l 2003 25 00 2004 l 2004
323. up showing the balance remaining on the initial document From a printing perspective this can make things ugly if you were to simply print all documents since a T type transaction would be printed for each original document invoice even if you did not have anything applied to the document In other words you would have two lines printed for an apply to group that only had one document If you look at one of the pre defined forms supplied with your A R system you will notice that the first Line field is a Suppress command which has a conditional print based on whether or not the Apply to count is less than 2 In other words if there are less than 2 apply to documents the line will not print This only affects the T apply to group total line as all other document type have an apply to count value of 9999 This is the only area where the use of the Apply to count field is used If you are planning on designing your own A R statement form and will be printing statements in apply to number order with a total you will want to add a Suppress line similar to the one used by the pre defined forms to ensure a more concise print out Accounts Receivable Forms Samco Power Accounting 12 26 SAMCO Building business and technology relationships iini Chapter 13 User Defined Fields If you answered N to Use user defined fields in Control information skip this chapter Use this selection to define a maximum of 30
324. up a customer and then pressing F8 X The find customer screen option for viewing customer price for an item has been enhanced so that the item being shown is set as part of the context so that other context related functions will use the item number specified For example if you wanted to see the quantity for the item 1 Access the Find Customer pop up window F8 C eee fol 3322 21st Century Enterprises fi oz samio1 21st Technologies Inc 03 900 Acme Computer Training 04 100 Acme Wedding Planners 05 156 Add cust in rapid entry fo6 124 Another consol test _ 07 125 Another one still 08 99 Anthony Jones Inc 09 600 Ariel Enterprises 10 AUTOS Auto customer add 11 300 Beverly Beauty Supply 123 123 Consolidated Orders Test 13 4 Elliott Ent Surrey 14 NEWEMAIL Email 15 10 Harris Goldberg amp Jones 16 a INTERNAL USE ONLY F1 nxt ShF1 prv F3 Search E4 Copy F7 Filter S Ship to AFAge ane U User defined Z Zoom WW J Enter P to see this customer s pricing for an item 2 Enter the item number and the item pricing is displayed Accounts Receivable Customers Samco Power Accounting 16 18 BPOXGaVKNtY OO0 AAS APO SH Price i KE 01 3322 21st Century Enterprises Widget 02 SAM101 21st Technologies Inc 03 900 Acme Computer Train
325. updated Apply to You will be asked to enter an apply to number for credit or debit memos if the customer s balance method is open item This is usually the document number of the invoice to which the credit or debit memo is to be applied You may enter a with the apply to numbers showing their balances By pressing F5 the apply to numbers expand to show the corresponding document number and type Pressing F5 again will return to the apply to number total view If you enter a document number for which there is no posted invoice you are warned that this document number is not on file but you are allowed to proceed For credit memos the apply to number can be zero If you enter a zero apply to number the word Open will display to indicate that this is an open credit on account not applied to a specific invoice For debit memos the apply to number cannot be zero If you press Enter without entering a specific number the apply to number automatically becomes the same as the debit memo s document number You don t have to enter an apply to number for an invoice or finance charge since it is the same as the document number and cannot be changed here It may be changed later through Change apply to number or due date 5 P O Accounts Receivable Sales Samco Power Accounting 19 4 If there is a customer purchase order enter a P O number 6 Terms You may enter a terms code or F1 to use the terms code ass
326. urged Accounts Receivable Fully Paid Open Items Samco Power Accounting 38 4 A new balance forward record is then created in an amount equal to the sum of the credits and debits that were purged Any other debits not paid off by credits remain on file For example suppose you have the following documents on file for a balance forward customer Doc DocDate Amount 111 2 01 100 00 201 2 25 200 00 225 3 10 75 00 316 3 15 225 00CR 375 4 10 150 00CR You decide to purge the file through 3 31 02 This customer has a debit balance as of this date of 150 00 These actions occur 1 The software deletes document 111 and document 201 2 After the deletion of 201 the value of the documents deleted will exceed the value of credits on or before 3 31 02 so a balance forward record with an amount of 75 00 will be created 75 00 is the difference between the debits 300 00 and the credits 225 00 dated on or before 3 31 02 3 After creating this balance forward record the software will continue purging credits within the cut off date so document 316 will be purged Notice that document 225 will remain on file just as it is Once the purge is complete the following documents will be on file Doc Doc Date Amount Created by software 2 25 02 75 00 software created balance forward 225 3 10 02 75 00 375 4 10 02 150 00CR For balance forward customers with a credit balance payments and credits exceed charges a similar proce
327. us symbol in the second example A detailed explanation of the merge output file and the options for exporting are explained in the section titled Merge File at the end of the chapter To Begin From the A R menu select Reports Aging From the report criteria screen displayed enter the following 1 Aging date This is the date which is used to calculate the age of items Items later than this date will not be considered in calculating customer balances unless otherwise specified in field Include items past aging date Enter the date or use one of the options Options F1 To use today s date All documents entered will be considered in calculating balances F2 If you saved entries made previously on this screen pressing F2 allows you to reuse them They all display and you may change individual entries Age by You may assign items to aging periods by the due date or invoice date Accounts Receivable Aging Report Samco Power Accounting 25 6 The Aging Report is usually run with an aging date that is the end of an accounting period with the documents aged by invoice date When the report is run in this fashion the Aging Report serves as a cross check against your General Ledger since it will show outstanding receivables as of the aging date If you run the Aging Report by due date then the aging date would usually be set to the current date Run in this fashion the Aging Report may be used to determin
328. useful for things like Don t take a cheque from this person etc or a supervisor s password may be required To set up hold codes go to Accounts Receivable Setup Hold codes You will see Accounts Receivable Hold Codes Samco Power Accounting 14 1 file K Ce SA O BR A A PER P F Setup Acme Enterprises Hold codes Enter 1 Hold code 2 Description 3 Override allowed Fl next hold code Each code consists of a description and a flag to determine whether or not the hold can be overridden by an operator A code can then be added to a customer s record Accounts Receivable Customers Enter as the need arises While adding a hold code to a customer profile a window will appear for you to enter further information that will display when a sales transaction is entered in either Point of Sale or Billing For supervisors that need to override customer holds go to System functions Passwords Extended passwords and set the Supervisor passwords Override customer hold to Yes The Cash receipts entry within Accounts Receivable has also been enhanced to allow a hold to be removed If a hold code has been applied to a customer entering Y to Turn off hold will cause the hold code to be removed from the customer s record when the transaction is posted Accounts Receivable Hold Codes Samco Power Accounting 14 2 SAMCO Building business and technology relationships ay RE pia Chapter
329. user defined fields These fields will be available for data entry in the A R Customers function see the chapter titled Customers later on in this manual User defined fields allow you to customize your customer database to fit your specific needs These fields can be viewed using the Find Customers function or used for reporting with the User defined report in the Sales Analysis module A R supports 4 different types of user defined fields literal date code and numeric Literal fields are used to enter in free form text up to 50 characters They can be used for such things as your customer s e mail addresses other contacts etc Date fields are used for entering dates Code fields allow you to set up a table of valid codes with a corresponding description For example you may want to have a user defined field for identifying the industry each client is in You could then set up a table of industry codes to select from when entering data for your customers Numeric fields when defining a numeric field you can set up both the length of the integer max of 12 and the length of the decimal max of 5 To Begin From the second page of the A R menu select Setup User defined fields Enter Accounts Receivable User Defined Fields Samco Power Accounting 13 1 Setting Up User Defined Fields Deposit in use Depoait lett onths billed Renain months esse snt to expired aaae length ot lesse ot deposit Eacala
330. ustomer as phone 1 in Control information the customer number appears here Press Enter to accept it or enter the phone number of Contact 1 The contact and phone number are printed on the Customers by Customer Report Customers by Name Report Aging Report Cash Projection Report and Collections Report 11 E mail Enter the primary contact s e mail address 12 Contact 2 Enter the name of an alternate person to contact at the customer s location or press F1 to use the Contacts window see below Phone Enter the phone number for Contact 2 Accounts Receivable Customers Samco Power Accounting 16 3 The second contact and phone number are printed on the same reports as the first contact 13 E mail Enter the primary contact s e mail address 14 Web site Enter the customer s web site address 15 Cus type Enter the customer type or F1 to scan through the customer type codes on file Entering a type is optional If you plan to use Sales Analysis it will enable you to evaluate sales information for different customer types in order to determine their relative profitability If you do not intend to use Sales Analysis you may still want to categorize customers by type for your own information Some price codes in the Inventory Management Point of Sale Professional Invoicing and Billing packages use the customer type codes entered here See the chapter titled Customer Types for information
331. ustomer is exempt for any of the tax types enter their tax exempt number s followed by the status T taxable X exempt Z zero rated or Enter to use the taxable status for the items sold When you have finished entering tax exempt status information press Tab If you are not using Inventory Management and a billing module and you set a customer s status for a tax to Item the A R will assume the customer is taxable for this tax type ABCD Customer Rating Inventory has ABC ratings so why not customers We ve added a new ABCD field to the Customers maintenance screen for rating customers This field can be either manually entered or calculated using the new Reports ABCD analysis The field also appears in the Find customers function F8 C and is available for printing on statements and Billing forms Date added When adding a new customer this field will be defaulted to the current date as the date when you add a customer is often different than the 1 sale date that is created by the system based on the date of the 1 invoice created for the customer You then see Accounts Receivable Customers Samco Power Accounting 16 9 erent period January 201 The remaining fields are automatically updated by other functions and cannot be changed For a new customer you can press F1 at 1st sale date to set all of the amounts fields on this screen to zero and all of the date fields to NONE Otherwise enter t
332. vable Samco Power Accounting 1 12 which holds the complete itemized current record for all of your customer accounts Purging Files As used here purge means to remove unnecessary items The A R Open Item File is occasionally purged of paid transactions Fully paid sales or debit memos and their matching cash receipts and credit memos are deleted from the file Any unpaid sales debit memos and finance charges and any unallocated cash receipts and credit memos are kept in the A R Open Item File even if the file is purged The purged items are transferred to the Customer History File if used When the information on these items is no longer useful you may purge them from the Customer History File Alphanumeric When the manual refers to alphanumeric it means letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast numeric or digits means only numbers Multi company Multi company refers to the capability to do accounting functions for multiple companies with the same set of packages A user wanting to do accounting functions for more than one company on Samco s Power Accounting system can select the Multiple companies option On Line User Manuals At any time while running the software you can gain instant access to all your Samco user manuals by pressing F10 F11 with the Windows version See the chapter titled He
333. ve You may change any of the other fields on the screen However if the distribution is not for a job you will not be able to change the reference or retainage fields If you enter a zero or press Enter for the amount the distribution is deleted and marked Deleted on the screen If you press F1 the amount remaining to distribute will be updated automatically If you enter the key fields for a distribution that is not on file you are asked if you want to add it allowing you to add distributions When the amounts are fully redistributed press Esc to exit Accounts Receivable Sales Samco Power Accounting 19 13 Printing an Edit List From the Sales menu select Edit list A printer selection box appears for you to select which printer to send the report to Posting Sales Entries When you have verified that the sales entries are correct and complete as shown on the Sales Edit List you are ready to post them to the permanent A R files When the Sales menu is displayed select Post You are prompted for a Posting date Enter the transaction posting date you wish to have attached to the transaction s In a multi user environment you will not be allowed to post at this time if another user is accessing certain A R data files Once you begin posting other users will not be able to enter other sales until posting is complete JOB COST NOTE If you are also using the Job Cost package skip to the section below ti
334. voice For each sale you enter a credit check is done for the customer you are working with The credit is checked by totalling the customer s account balance and comparing it against his credit limit If the customer is over his credit limit or if the sale will put him over his credit limit you will be given a message about this with options to either continue with the sale or cancel it In addition a function is available for the importing of transactions from other systems eliminating the need to re key data from a custom database To Begin From the A R menu select Sales Enter Entering Invoices Finance Charges amp Credit Debit Memos This is the screen you see Accounts Receivable Sales Samco Power Accounting 19 1 File Edit AR IC OE SA AP PC GL JC PO BR PI CL PS TC PA DX SR SF Help ae POL GnV4Rwtt COG ARRO 4Pa it Sales Acme Enterprises Inc Enter 4 Cus E Currency 2 Doc 3 Doc date 4 Doc type 5 P O 6 Terms 7 Due date 8 Sale amt 9 Misc chgs 10 Freight 11 Tax group 12 Tax amount 13 Reference 14 Cost 15 Sales rep 16 Comm amt F1 next entry F2 next customer blank look up by name New and Existing Sales Entries From this screen you can work with both new and existing sales entries If an entry has already been made for the customer number document number and document type you specify it will appear and be available for changes or deletion Enter the following
335. wascinekeorscie vane ey EE Ena EE REE aE KES EEEREN a tes 26 1 Account Balances Report sssssesscssssssessecsscoesosscssecsscossesseossecescoeseseees 27 1 Cash Projection Report sessessesosroeroecscoersecseoeeseeseesessescerosroecoroeroeeo 28 1 SLALOMOENES des een ederi resin iei EEE a EEE E EEan aE EKAS 29 1 C mmissi ns Due REPO ess rrerrsrer activ scesserveeseesevedwonnarearecdar seceeeubiows E ens 30 1 Max Collected Report sissies iccsmneaieoreiaienaiaeieeiniudacceemadiaerersucaleevetesberes 31 1 Build Credit Report File tsacnuinssciwteesnva ada aeea a vee R AAEE rete de 32 1 Distributions to G Liisisciscsadeevieeeandess seessensiainentessweciwsescadesacioecinceneneesesse 33 1 Report Organization cacsecie ss co cksicce cde ekedeciec s Koauvedvaneeleesd Gor cie eien in ute inde ia 1 Important note if G L is not used ssssssssssesssscsscosscsseosecsscossoseseseeseee 4 Important note if using G L ssessssssesssesscessesssssscsscosscsssoseesecossosesoseeseeo 4 Comparisons to GL REDOM ss cceecss ev eresia toadapsceentaeve AE EEEE E A E E 34 1 Paid within Terms Report sssssesscssscsseossesscosscsssesecsscoesesseossesscosseesees 35 1 Cashi HiStOry aee a aA e AE EE E a E E e waar came E a aon 36 1 Entering Bank Accounts sssssessssssessscsscessesesosecsscossosesosecsecosscsesoseeseeo 1 Preparing D posSitS erriac ere tirs o eE EA AEE EEEE N RE R E ER 3 Printing Deposit SUPS ss ivccscsevsvcdevectsevsnexs cas
336. will now initialize the data file used in production Its contents will be fully replaced with data from the converted file Please make sure you want to do this Are you sure Answer Yor N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they are restored When the restoration of the file or files is complete the Restore a converted file menu will be displayed You may select another file to restore You may continue to restore files or press Tab to print the restore log and then return to the File Utilities sub menu A window will appear for you to select where to print the restore log A restore log shows the file s restored the number of records per file the date and time Rebuilding Data Files Rebuilding data files can be used for one of two reasons 1 A data file has become corrupted and needs to be recovered 2 To recover disk space and clean out deleted or purged records The Rebuild a file function essentially takes the good records out of a file removes the old file and creates a new file with the good records Accounts Receivable File Utilities Samco Power Accounting B 6 To begin select Rebuild a file from the File utilities menu You then see EITC AR File utilities gt ald File utiibes Accounts Receivable Acme Enterprises Inc Rebuild a file Please select file pa 1 A R control file ARCTLFTC 21
337. xes that are industry specific is done much the same way as any other tax By replacing the tax type to that of the environmental or sur tax you will be able to focus in specifically on transactions which levied that tax type Accounts Receivable Tax Collected Samco Power Accounting 31 5 Taa grocp A rr Em ukse pEUR BRERSE BeRERSREERREREERE tBu r A 5 m 343 09 ALESIA O EEE Bfm EES EaHEg Eeee uE 88 S885 vp Sees E Accounts Receivable Tax Collected Samco Power Accounting 31 6 Chapter 32 Build Credit Report File This option allows you to build a credit report file for submitting data to a credit bureau providing the ability to take advantage of credit rating systems using existing A R customer data with very little effort The file may be submitted by disk and as produced by this function can be found in your company s sub directory with a TXT extension For example if your company number is 01 and your member number with the credit bureau is 543 the file created by this function would be one of the following depending on the operating system of your computer usr ssi 01 000543A TXT Linux Unix AIX systems C SSI 01 000543A TXT Windows systems NOTE Replace C SSI or usr ssi in the above examples with the top level directory your Samco applications are installed in The file produced is a concise aging report showing customer name address and aged summar
338. y To Begin Select Reports Credit report file The following screen is displayed Accounts Receivable Build Credit Report File Samco Power Accounting 32 1 Enter the following information 1 Aging date This defaults to the current system date for your computer Enter the cut off date for the aging report to be submitted Any transactions which occur on or before this date will be included in the summary 2 Member no Enter your company s member number with the credit bureau 3 Sort by customer type Answer Y if you want the file sorted by customer type rather than customer number NOTE If your particular credit service would like the file produced in another format please contact your dealer or Samco s support department for details Accounts Receivable Build Credit Report File Samco Power Accounting 32 2 Chapter 33 Distributions to G L Use this selection to print a report of distributions to general ledger and to purge the A R Distributions to G L File After transactions entries have been posted in Sales Cash receipts and Finance charges this report can be printed to show the resulting distributions to the various accounts in your general ledger If you answered Y to Summary post distribs in Control information you will not be able to show detail See the chapter titled Control Information Report Organization The report is in three sections Income Cash Receipts and Net Change to Acc
339. y making each sales office a profit centre you can separately track the sales performance of each office Transaction As used in accounting transaction means a business event involving money and goods or services For example a transaction occurs each time you gas up your car you pay money in exchange for gasoline goods Because computer software deals primarily with business events which have already taken place in Samco Power Accounting transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of transactions from the area of accounting called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received or sold are transactions from the area of accounting called inventory control Debits and Credits Accounts Receivable Understanding Accounts Receivable Samco Power Accounting 1 8 In addition to handling a particular area of accounting as described above such as accounts receivable or accounts payable each Samco Power Accounting package also keeps track of the effect of those transactions on G L For example when you make sales to or receive payment from your customers this activity affects not only A R but also G L These transactions must be recorded both in
340. y paid open items and still be able to look at a complete customer history with all transactions Any transactions posted to the A R Open Item file are also posted to the A R Historical Open Item file You can view a complete customer account history print historical A R aging reports using any cut off date or print customer statements using any cut off date assuming that the history to produce these reports exists This function differs from the Customer history function in many ways The most obvious difference is that the Customer history function only reflects information that has been purged from the A R Open Item file while the Open item history function is a mirror image of all A R transactions regardless of whether they have been purged As well there are many functional differences The Customer history function is used more as a quick way of viewing or printing account activity The Open item history function on the other hand is a powerful tool for extracting and analysing customer account activity To Begin Select Open item history from the A R main menu Accounts Receivable Open Item History Samco Power Accounting 37 1 The following menu is displayed 3 Print history edit list 5 Print historical collections 6 Print historical 7 Purge open item history 8 Create open item history 9 Re create open iterns frorn hist View customer account history This function allows you to do a quick review of a cus
341. y would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated 26 July would receive a discount if paid by the 10th of September and be due on the 30th of September Enter a negative number up to 27 to specify how many days before the end of the month an invoice can be dated and still apply to the following month With the same terms as above and the cut off day entered as 2 an invoice dated on or before 29 July 31 July minus 2 days would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated 30 July would receive a discount if paid by the 10th of September and be due on the 30th of September Terms Table If you are entering a terms table type T the screen will appear as follows Accounts Receivable Terms Samco Power Accounting 9 6 NOTE In order to avoid complications with document dates terms tables must cover an entire calendar year The function will automatically move to Field number to change a full year is covered From The date starts off at January 1 and for subsequent ranges defaults to the next day after the previous To date This field cannot be changed To Enter the ending date in month day MMDD format Due day Enter the date all invoices dated in the From To range will be due or press F1 for the last day of the following month For example if you enter a date range of 0101 January 1 to 0430 A

Accounts Receivable (version 12.04.34)

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