Expedient User Manual – Debtors Module
Contents
1. Enter the invoice number in which you wish to Add On Mandatory Write Off Clicking on the Qwill bring up a lookup of the invoices raised against the client This is the company in which you will be Creating the Mandatory Add On Write Off Clicking on the Q will bring up a lookup from the customer master file Where Debtor is selected Enter the Original Invoice Amount This value will display if the invoice number is entered 20 N A Drawn from Invoice Number QB expedient Field Name Description Validation Default Balance Description Code Code This is the balance outstanding based off the original N A Drawn from amount and the amount against the General Ledger Invoice Number Enter the description of what function you are Optional Blank performing Enter the description of what function you are Optional Blank performing This is the Charge Code This field has a lookup facility Mandatory Blank which looks up the Alpha Charge Codes Masterfile in the Administration Menu Y Department This is department in which the money will be posted Mandatory Blank Amount CODE Dept Amount against This field has a lookup EJ This is the amount of the line item you wish to Add On Mandatory Blank Write Off This is the Charge Code This field has a lookup facility Mandatory which looks up the Alpha Charge Codes Masterfile in the Administration Menu Y This is department in which the money will be posted2. Mm Acct ADDITIONAL SUPPLIERS Edit GST Flag Entered By helens AUD Sub 2600 00 GST 0 00 Total 2600 00 Entered On 07 10 2013 FXC Sub GST Total New Document OVR The above invoice will generate a CSV as shown below EDICode InvoiceNo InvDate BillNumber Currency TtInvAIGST TtInvAEGST TtInvGST JobNumber CostCode CCAExcGST CCGSTInd Custref DEMCON 185567 21 11 2012 NJU7541 AUD 100 100 0 3002155 AE 100 N 987654321 Posting Job Invoices The next step is to Post the Invoice This process posts the invoice information to the General Ledger and the data in this screen will be cleared This is performed in the Debtors Menu under the Post Invoices Function a Debtors El Invoices El Manual Invoice El Add On Write Offs E Reinstate Cash Receipts i Post Invoices Post Add On Write Offs Post Manual Invoices gt E Reports 5 Statements 13 QB expedient To view this invoice after it has been posted go to Enquiry Only Debtors Invoices a Enquiry Only O Job Financials Debtor Invoices Debtors Ageing Debtor Receipts Creditor Invoices Creditors Ageing Cheque Payments Vessels 14 Expedient The Expedient System allows you to Create Invoices that are Non Job related such as stationary receiving rent from other tenants etc Manual Invoices Non Job Creating Manual Invoice ar By clicking the button or typing A will place the cursor in the input screen in Add Mode See below File Vie
3. Banking General Ledger Cheque Enter the details you entered above for the POSITIVE amount POST Q How do delete a printed invoice A Invoices cannot be deleted after they have been printed If the invoice must be corrected by issuing a Credit Note i e create an invoice for the negative value of the incorrect invoice and journal off in Banking 29
4. Mandatory Blank to This defaults to 000 Currency Exc This is the Currency of the Invoice This defaults to your Mandatory Blank Rate country s Currency Invoice No This is the Number generated by Expedient upon successful N A N A add of an invoice Printed This is set to Y when an invoice is printed or emailed Invoices N A would only be posted if this is set to yes This is the Charge Code This field has a lookup facility which Mandatory Null looks up the Alpha Charge Codes Masterfile in the Administration Menu Y Please Note As Manual Invoices are Non Job Related any Charge Code with a General Ledger Code that is a Disbursement Liability will not be allowed to be used GL This is the General Ledger Code Null N A Dept This is department in which the money will be posted against N A This field has a lookup Q Local Amount This is the amount of the line item on the invoice Mandatory Null 16 Field Name Description Validation Default This is accessible when the GST On is checked AND the N A Charge Code has a GST Percentage gt O in the Alpha Codes Screen in the Administration Menu See below Alpha Codes Note For Charge Codes billing out or paying out ensure you add the related Chart of Accounts in GL MENU FIRST Alpha Code CA Account No 2700 Q CARTAGE Revenue Report Grp 4 GST Percentage 10 000 Account Order 3 Security is restricted in this screen to prevent update and de
5. N A against This field has a lookup a This is the amount of the line item on the invoice Mandatory Posting Add On Write Offs The next step is to Post the Add On Write Offs This process posts the information to the General Ledger and the data in this screen will be cleared This is performed in the Debtors Menu under the Post Add On Write Offs Debtors Invoices Manual Invoice Add On Write Offs Oo Reinstate Cash Receipts iS Post Invoices T Post Add On Write Offs Post Manual Invoices gt E Reports gt amp Statements 21 QB expedient Reinstate Cash Receipts This function is used when a user has paid off an incorrect invoice in FULL or the customer has paid an invoice twice Use this function in conjunction with the Banking Cash Receipts Debtors 4 Debtors El Invoices El Manual Invoice E Add On Write Offs a Reinstate Cash Receipts m Post Invoices Post Add On Write Offs Post Manual Invoices Reports Statements Reinstating Cash Receipts The screen prompts the user immediately for the Client Code and Invoice Both fields need to be entered Press OK to accept Once this step is completed the system will UnPost the Debtors Invoice Reinstate Cash Receipts Expedient Report Reinstate Invoice Client Code Invoice No Once completed use Banking Menu Cash Receipts Debtors amp enter the same amount that was paid as a negative amount amp then post Ou
6. Volume Expedient User Manual Debtors Module Gavin Millman amp Associates Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone 03 9331 3944 e Web www expedientsoftware com au Table of Contents ACCOUNTING OVEIVIEW een leerer ee 2 O ped eosletvaaaeseaeneaene aoe 3 SOD INVOICES nn Hea o GAO EEA O 3 Creatine JOO INVOICES nu saspceesd ce bic 5 AEC A A O st atuareeantieaent 9 All Cna ges set Up cece ac eae Sica daa 10 ALSIN Charges Rules een ea een 10 Savin ang Printing JOD INVOICES een are een rue 10 PANTANO DUO aii 12 PFINE INVO CS WIEN ca 12 send Debtor hv lces DY ED ru ER aa 12 A a ee 13 Mahual InVolces NON JOD A A AA AA A ANA AA A AA 15 Cre tine Manual INVOCA aut 15 Savino and Printing Mantua lIAVO Ces ida ee asien 17 Postine MahnlalilnVolcesu ns ti iadas 19 Ada ONZ WIESO Sl adaa 19 Creatine Vole BO aly WI St 20 Posting Add Ony WIE OR Saa A N 21 Reinstate CARA tias 22 Reinstatine Cash RECEDES isa ba 22 REPO E sos 23 Salene airada 24 Statement as at toda ANA idos 24 Statement 2 ENdL OFMOnth id iio 26 Baten send EOM Statement ea aa a a dd 26 AC a O RR 29 Q Customer has paid invoice twice and a refund is requiredl ccccooocccnnnononcnnnnonanonnnnonononnnnnnnnonnnnnnnnnnnnnonononnnnonanannnos 29 OF HOW dG delete a printed INVOICE risa 29 QB Expedient DEBTORS INTRODUCTION Xpedient software contains an Accounting Modules one of which is the Debtors function The Debtors Function allow
7. al Ledger Menu please contact your manager The invoice is shown in AUD amounts Enter the local amount against the charge code This is accessible is the invoice costs and charges are in AUD or you have the Edit Line Currency Checked and you have selected the AUD Currency in the line item QB Expedient Validation Default Pulled from previous invoice Pulled from Creditors Invoice Optional Mandatory Customs Rate Charges Screen from Job Registration Optional Conditional expedient Field Name Description Validation Default Expected The Expected cost of the Creditors charge amount Optional Blank Local Cost Amount if No This is optional and is configurable at the company level Mark Up Contact GMA Support if you want this added removed YES This allows users input the expected cost and when the invoice is posted the profit will be taken up automatically If this value matches with the creditor s invoice then the job will not appear in the Work in Progress report If it doesn t match then the job will appear on the Work in Progress Report in which case users will need to apply a further job journal to re adjust the cost See General Ledger Module Job Journal Manual for further information PPlease Note This is a no entry field for Account Codes that have a No Mark Up Indicator set to YES in the Chart of Accounts Masterfile in the General Ledger Menu Profit Amount minus the Cost This amount wil
8. amount and wish to balance the general ledger A write off is also used to clear of a customer s bad debt in which for some reason the customer has not and will not pay a j Debtors El Invoices El Manual Invoice E Add On Write Offs Reinstate Cash Receipts Post Invoices Post Add On Write Offs Post Manual Invoices Reports Statements er DODOOO 19 Creating Add On Write Offs expedient ar By clicking the button or typing A will place the cursor in the input screen in Add Mode See below Add On Write Offs Invoices EXPEDIENT DEVELOPMENT File View GMA Maint Help ar X Q E Add Update Delete Find Browse Prev J gt ious Next Client Description Add On Write Offs Invoices Date AWANE e Document No Invoice No HA Orig Amount m Balance Code Department Description Please Note If this amount has a minus sign Debtors will be credited Entered By helens Entered On 07 10 2013 Enter Journal date Enter new document into form Field Name Description Validation Default This is the Add On Write Off date This must be a date Mandatory Today s Date Date Client Invoice No Client Orig Amount in the past or today This is the company in which you will be Creating the Mandatory Blank Add On Write Off Clicking on the amp will bring up a lookup from the customer master file Where Debtor is selected
9. c Rate Exc Var Foreign Amount Description This is any amount that has been previously billed for the job and particular charge code This checks if any money has been paid out via a Creditors Invoice Direct Cheque or Job Journal Profit left over monies This is the currency in which the line item is to be entered This is only accessible if the Edit Line Currency is checked and Please note The Charge Code has the FXC Indicator set to Yes in the General Ledger Chart of Account FXC Indicator Yes Master file PxC indicator ves you do not have access to the General Ledger Menu please contact your manager This is the exchange rate of the charge code line item This defaults to the Rate against the Currency in Administration Menu This can only be modified if the Edit Line Currency Checkbox is ticked This is the exchange variance of the charge code line item This defaults to the Exchange Variance from the Charges Screen on the Job Registration Screen first then from the Exchange Variance from the Customer Masterfile Enter the Foreign Amount against the charge code This is only accessible for the 2 scenarios 1 The Foreign Currency Invoice is checked Invoice is shown in FXC amounts OR The Edit Line Currency is checked and the Charge Code has the FXC Indicator set to Yes in the General Ledger Chart of Account Masterfile EXC Indicator Yes Please note If you do not have access to the Gener
10. criteria are Rules met e The client has been set to print an Export All In Charge to a selected charge code in the Customer Masterfile e The invoice is for an Export department e All the charges on the invoice are non GST If one or many charges on the invoice include GST the invoice will not show the all in rate Expedient will warn the user before printing the invoice Saving and Printing Job Invoices Once you are ready to save the invoice you can do so by Clicking OK or Pressing Enter You now can print the invoice via the Print Icon in the toolbar Ei 10 Below is a copy of an example invoice print Bill To 41 FABULOUS 18 21 FERGUSON STREET ABBOTSFORD WIC 3067 Container Numbers Description gt Total Amount 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 To modify this information go to Main Menu Administration Company Details Terms Printouts The terms codes are INV GST and INV FXC for the payment method information Users have up to 14 lines of free text The WARNING Text if terms code INVWARN Users have up to 2 lines of free text This is an option to print this See Customer II INN N Masterfile Debtor Print Terms on Invoice pogo ie Please note Once you have printed the Invoice you cannot update or delete the Invoice If you wish to make a change or delete the invoice you will need to speak to your manager or a user that has these privileges Please note The word Tax will appear only
11. dation Default Date This is the invoice date Mandatory Today s Date Jobno This is the Customs or Forwarding Job Number Entering Mandatory a correct job number will populate the Department Bill To Consignee House Bill Fields Field Name Description Bill To This is the company in which you will be billing the invoice to Clicking on the will bring up a lookup from the customer master file Where Debtor is selected Please Note If you receive the following message fu SYSTEM MESSA E Credit is Negative i Cannot add Invoice For this Client This means that the client has a credit hold This is controlled from the Customer Master File in the Administration Menu This field is found in the Debtor Tab called Account Control Account Control If a 1 then a hold is put on the Invoice Department This is brought across from the Job Number This is a no entry field and used for display purposes only Consignee This is brought across from the Job Number This is a no entry field and used for display purposes only House Bill This is brought across from the Job This is a no entry field and used for display purposes only Due Date This is the due date of when the invoice is due The due date is based on the Invoice Type Disbursement Final Invoice Type Disbursement in the Debtors invoice screen and the terms of the Customer which is located in the Debtors Tab in the Customer Masterfile Invoice Terms Disburs
12. ed to ensure there is at least one email address to receive Customer Statements E g es Client Personnel DEMCON w L X Q FA q gt E Add Update Delete Find Browse Previous Next Document Distribution Groups Personnel Information Automated Reports 12 Client Ports Client Details Client Code DEMCON Q DEMONSTRATION amp COMPANY Personnel Details First Name JOHN Active Yes Surname SMITH Job Title MELBOURNE IMPORT MANAGER Mobile Telephone 03123456789 E mail john smith demcon com au Order Tracking Mode Both Recv Status No Recv Info No Document Distribution Groups Distribution Group Import Notifications Quotes Rates 3 of 36 Choose When no clients have in the report select the Batch Filter if required then press OK Expedient will display a count of the clients to receive the statements Click Yes to continue 27 1 SYSTEM PROMPT Statements will be emailed for Customers Do you wish to continue SYSTEM MESSAGE Statements have been sent wD A Log Report has been sent to helens expedientsoftware com au Please provide email addresses for contacts at the listed Debtors that receive the Statements Document Distribution Group Bt A log report will be sent to the email address identified in the Branch Masterfile for the User The log report lists the clients and the email addresses that were sent a statement during
13. ee below This screen is designed to display all of the current Debtors Invoices that have yet to be posted to the General Ledger For further information on posting please refer to Post GST Invoice Due Date Calculation Invoice Date or End of Month Date Disbursement GST if only 1 rate exists for the Country displays YES if multiple rates have existed then screen displays the Check this box if you want the Invoice to Check this box if you want to enter charges in Foreign Amount or Final Terms found in Customer Masterfile be in Foreign Currency Rate ie 12 5 te DEBTORS ow x Q E lt amp Add Upd Delete Find Browse Previ ext Post Invoice Prinp Input Invd Notes Date D9 2011 a Bill To Q NCON Q TES ANLY CUSTOMER Department VES Consignee DI MCON TEST Y CUSTOMER House Bill AUSYD3001064 Due Date 12 10 2011 113 Invoj f Type Final Printed Not Printed Invoice No 430145 Foreign Currency Invoice Edit Line Currency Currency AUD Q Exc Rate 1 00000000 Code GL Prev Billed Previous Cost Curr Exc Rate Exc Var Foreign Amoun Local Amount Expected Cost Profit Uptake GST AP 2330 0 00 0 00 AUD 1 0000 0 0000 0 00 50 00 25 00 25 00 YES AA 4001 0 00 0 00 AUD 1 0000 0 0000 0 00 50 00 0 00 0 00 YES CA 2700 0 00 0 00 AUD 1 0000 0 0000 0 00 20 10 20 10 0 00 YES a u mE A AA mm u ATTE ICE A zz o Acct AU Entered By ta Entered On 2 Edit GST p 20 10 GST This is t
14. ement 2 days Final 14 days There is some validation on this date The due date cannot take place before the invoice creation date This can be amended by the user Please Note If the Invoice Type is Disbursement Expedient will only calculate the Due Date from the Invoice Date QB Expedient Validation Mandatory N A N A N A Optional Default Data pulled from Job Data pulled from Job Data pulled from Job Data pulled from Job Invoice Date Disbursement Terms Days QB expedient Field Name Description Validation Default Invoice Type This is the type of Invoice that the customer will receive Mandatory Disbursement either Final or Disbursement These 2 invoice types vary by the number of days for the customer to pay Usually non profit charges such as Duty form part of a Disbursement invoice whilst direct profit items such as Fees will be a Final Invoice Type Using 1 or two invoice types is entirely up to the business Printed This indicates if the invoice has been printed or sent to System Sent EDI the Debtor in a CSV file This is a no entry field and Generated invoices cannot be updated if the invoice has been printed or sent by EDI The Debtor can be set to receive invoices by EDI in the Customer Masterfile Invoice No This is number appears once the invoice has been saved for the first time This is a no entry field Foreign Ticking this checkbox allows users to enter the currency Op
15. he Foreign Charge Amount and only accessible if you have checked the Edit Line Currency Box Any amount previously billed on this job The Currency of the Charge Line Item Profit Update only if this is requested by Any previous The Exchange Variance Expected Cost only if this is user The Local Amount costs on this This is set in the turned on The expected cost minus the Expected job Customer Masterfile of the charge Profit will be Cost taken up based on this amount This will be no entry if the Account Code has No Markup Allowed Yes expedient Creating Job Invoices or By clicking the LA44 button or typing A will place the cursor in the input screen in Add Mode See below g Invoices EXPEDIENT DEVELOPMENT File View Options GMA Maint Help e q gt E 5 5 Add Update Delete Find Browse Previous Next Post Invoice Print Invoice Print Invoice with Entry Send EDI Invoice Date MOATE a Job No HA Bill To e Department Consignee House Bill Due Date sa Invoice Tpel y Printed y Invoice No Foreign Currency Invoice Edit Line Currency Currency Q Exc Rate Code GL Prev Billed Previous Cost Curr ExcRate ExcVar Foreign Amount Local Amount Expected Cost Profit Uptake Acct Edit GST Flag T Entered By helens AUD Sub GST Total Entered On 07 10 2013 FXC Sub GST Total Enter Invoice date Enter new document into form Field Name Description Vali
16. he invoice excluding GST TtInvGST em al 12 2 111 00 Total value ofthe GST on the invoice 9 JobNumber 1234567890 Expedient Job Number FREIGHT Expedient Cost Code decim m 123 45 Cost Code Amount excluding GST Indicates whether GST is applied to the 12 CCGSTInd char Y or N Cost Code Y es or N o Customer Ref from the Import Job Registration screen or Shipper Ref from 13 Custref Char 978654321 the Export Job Registration screen The CSV file will include the Field Name headings in the first row of the CSV 12 Sample Invoice Invoices EXPEDIE Pera File View Options GMA Maint Help P X re j g Add Update Delete Find Browse Previous Next Post Invoice Print Invoice Print Invoice with Entry Send EDI Invoice Invoices Notes Date 07 10 2013 H4 Job No 3002155 Bill To DEMCON Q DEMONSTRATION COMPANY Department VIA Consignee DEMCON DEMONSTRATION COMPANY House Bill NJU7541 Due Date 03 11 2013 4 Invoice Type Disbursement Printed No Invoice No 185622 Foreign Currency Invoice Edit Line Currency Currency AUD Q Exc Rate 1 00000000 Code GL Prev Billed Previous Cost Curr Exc Rate Exc Var Foreign Amount Local Amount Expected Cost Profit Uptake GST 1 0000 613 64 NO AS 2796 413 00 0 00 AUD 1 0000 0 0000 0 00 600 00 413 00 1013 00 NO AA 4001 1 00 0 00 AUD 1 0000 0 0000 700 00 0 00 0 00 NO AE 4030 100 00 0 00 AUD 1 0000 0 0000 800 00 0 00 0 00 NO l Ta
17. if there is an amount of GST on the invoice 11 QB expedient Printing Options Print Invoice Attachment This is set within the Debtors Tab in the Customer Masterfile This allows invoices to be printed with an attachment page if the number of Containers Numbers or Order Numbers cannot fit on the Invoice Print The limit is 9 Containers Orders Print Invoice with Entry This toolbar button is available when there is a single entry associated with the job This button will open the Print Menu and show that the Invoice and the Entry will be attached to the email If there is more than one entry for the job the entries will not be automatically attached to the invoice Send Debtor Invoices by EDI Invoices can be sent to the Debtor as a CSV file which can be uploaded into the Debtor s systems Set the Debtor to receive invoices by EDI in the Customer Masterfile Debtor tab The toolbar i button Send EDI Invoice will then appear Select this button to generate the CSV file and email to selected email addresses The CSV file generated will be in the following format Seq FieldName Type Length Sample Data Business Rules mate Date CI E Date of Invoice a number har 20 87654521 number or Howse sil number s har 987654321 Number or House Bill Naber 5 Currency char 3 AUD Invoice Currency O Z o decim UN ma 123 45 Total value of the invoice including GST decim a 123 45 Total value of t
18. l be posted to Optional Amount minus Uptake the General Ledger if the Expected Cost is on Cost Edit GST Ticking this box allows users to take off the GST on Optional Flag selected charge codes by Un ticking the GST flag above GST This flag is used to remove the GST Percentage on the Optional charge code line This is accessible when the GST On is checked and the Alpha Code has a GST Percentage figure gt O in the Alpha Codes Screen in the Administration Menu See below Note For Charge Codes billing out or paying out ensure you add the related Chart of Accounts in GL MENU FIRST Alpha Code ESF Account No 2316Q EXPORT SECURITY FEE Revenue Report Grp 1 GST Percentage 10 000 Account Order 5 Please Note All Charge Codes will default as 0 GST when the Bill To Code is flagged as an Overseas Company in the Customer Masterfile in the Administration Menu All In Charges Invoices can be set to print an all inclusive charge on Export Invoices For example a debtor can receive an invoice for an export job where all the individual charge lines are summed and displayed against a single freight charge QB expedient All In Charges Set Update the Client Masterfile Debtor tab Set the Export All In Charges non Up GST flag to Yes Select the account charge code to appear on the debtor invoice See the Administration User Manual for further details All In Charges An all in charge will print on the debtors invoice where the following
19. letion of printed Manual Invoices See a Superuser for details Saving and Printing Manual Invoices Once you are ready to save the invoice you can do so by Clicking OK or Pressing Enter You now can print the invoice via the Print Icon in the toolbar Once you have selected the Print option you will be presented with a processing page for a few seconds Below is a copy of an example invoice print 17 Invoice Mo 195461 Curency AUD Expedient aa ET T G Bill To Shipment Details TEST ONLY PO BOX 2303 Fa a Eri pue vera mhi ET Fa rand cn Beca 05 351 Please note The word Tax will appear only if there is an amount of GST on the invoice Please note The terms will print if this is set against the Customer 18 QB expedient Posting Manual Invoices The next step is to Post the Invoice This process posts the invoice information to the General Ledger and the data in this screen will be cleared This is performed in the Debtors Menu under the Post Manual Invoices Function a 3 Debtors Invoices Manual Invoice Add On Write Offs Reinstate Cash Receipts Post Invoices Post Add On Write Offs Post Manual Invoices Reports Statements m HE NE DE DDOD Add On Write Offs An Add On is whereby a customer has overpaid by a small amount and you wish to balance the general ledger A Write off is whereby a customer has short paid by a small amount and you wish to stop sending them statements for the small
20. nts as at today bhhhoner This Statement Print Option prints clients statements and the amount they owe as at today The below report selection criteria only allows users to enter e Trading AS Optional will not be displayed if no Trading as Set up e Branch Code e Client Code e Currency The Ageing as at fields are disabled for this print option If your site had trading as codes setup then the data will load the branch address details using the department code of the first invoice ie NIS NSW Address If there is no trading as setup then the statement will load the users branch who is printing them A Print Statements Report Selection Ageing as at current period 11 2011 MAY 2011 Report Filter Trading As NORMAL NAME 1THEN ENDFDSAKFJDK Branch Code a Client Code a Currency A Leave blank for all currencies Report Progress Output to arch spool MENU 8252 out Cor cancel Select Trading As Name 24 Information in the statement will be ordered as follows 1 Client Code 2 Currency 3 Invoice Type Disbursement then Final 4 Invoice Date 5 Invoice Number See below statement print The address that prints on the statement is based on the user s branch as set up in the Branch Masterfile Please Note if Trading As function is active for your site the address is based on the department of the first job that appears on the Statement Statement Ex
21. pedie ii 256 Month August 2012 SAS Client DEMCON 12345878901234587890 VIC 3207 Currency JPY PH 03 9354 1112 FAX 103 9354 2223 www gmaaust com au Your Details TEST ONLY CUSTOMER UNIT 5 111 MCCRACKEN STREET ESSENDON VIC 3040 AUSTRALIA Date Our Ref Your Ref Dept Inv Debit Credit Balance 24 02 12 3001484 vIS 185503 9000 00 9000 00 ani a 80 Days amp Over Disbursement me Total Due 3000 00 EFT PAYMENTS Page 1 of 1 25 Statement 2 End Of Month The other Statement Print option is available via the End of Period Reports Menu as shown below a End of Period Reports Prepare Debtors Prepare Creditors Prepare EOP WIP Print Statements Batch Send EOM Statements Print Debtors ATB Smry Det Print Creditors ATB Smry Det Print EOP WIP Report OP db dE I de This option is used when you wish to run statements for customers as at the end of a particular month In order to perform this users must run the Prepare Debtors First which prepares the statement amounts for each Debtor Information in the statement will be ordered as follows 1 Client Code 2 Currency 3 Invoice Type Disbursement then Final 4 Invoice Date 5 Invoice Number BATCH SEND EOM STATEMENTS This option will appear where your site has the Batch Send functionality The option allows you to send Statements to designated debtors in a single batched process ses Batch Send End of Month Statements Deb
22. s users to manage invoice monitor debtors invoicing and payments Accounting Overview Debtors Invoicing Creditor Invoicing 4 Profit Uptake Invoice Customer DEBTORS Job invoices Recene Creditors brie CREDITORS Creditors Invoice Or pay creditor directly BANKING Disb Cheques expedient Debtors After you have logged in click on the Debtors Folder Doing this will display the following Functions Invoice Process DEBTORS Job Level Create Debtors Invoice Print Debtors Invoice Post Debtors Invoice Job Invoices The purpose of creating Job Invoices is to bill your client s money for which you have supplied services to them Some of these items will be that of passing on a direct cost like Customs Duty or direct profit such as Agency and Attendance Expedient has 2 ways of creating an invoice The first one is described in this document via Debtors Menu Invoices The second option is to create the invoice via the Job Registration process found within Customs and or Forwarding Modules For further information on this please refer to the Job Registration User Manual a Debtors Invoices Manual Invoice Add On Write Offs Reinstate Cash Receipts Post Invoices Post Add On Write Offs Post Manual Invoices Reports Statements all El WE i DECOT 3 Once you have selected the Invoice Function you will be presented with the following screen S
23. the batch send process plus any clients that could not be sent a statement because no personnel were found to receive the statement or there was no email address 1 Batch Send Log Report Batch Send End of Month Statement Batch Number 32 2 Batch Sent By HELEN STAPELY 2 09 2014 8 55 3 4 ClientCode Company Name Email Address Document Title Reference 5 AALBSHI DEVTEST Client AALBSHI i ee Statement Jul 14 6 AALBSHI DEVTEST Client AALBSHI ie Statement Jul 14 7 AALBSHI DEVTEST Client AALBSHI helens expedientsoftware com au Statement Jul 14 8 AALBSHI DEVTEST Client AALBSHI taniab expedientsoftware com au Statement Jul 14 9 AAUSBUI DEVTEST Client AAUSBUI helens expedientsoftware com au Statement Jul 14 10 The following documents could not be sent as there are no associated email addresses for the document 11 Add Update Personnel in the Customer Masterfile and assign the appropriate Document Distribution Group 12 13 ClientCode Company Name Document Title Reference Document Distribution Group 14 AARTSTO DEVTEST Client AARTSTO Statement Jul 14 Customer Statement 15 ac 28 FAQ s expedient Q Customer has paid invoice twice and a refund is required A Step 1 O O 6 Step 2 Go To Debtors Add on Write offs Enter Date and Client Code Leave Invoice No Blank In the Detail Lines Section o enter the GL code for Contra Suspense Account o Department 000 o Enter amount as a MINUS that you wish to remit back to them o POST Go to
24. tional Currency and exchange rate for the charges The invoice will print Invoice out with the foreign currency that is selected in this screen This is only allowed for Charge Codes that have a FXC Indicator as Yes in the Chart of Accounts Masterfile Edit Line This is used when users want to invoice out in AUD but Optional Currency want to input the invoice line charges in Foreign Currency Please note The Charge Code must also have the FXC Indicator set to Yes in the General Ledger Chart of amp FXC Indi to Yes Account Master file ES If you do not have access to the General Ledger Menu please contact your manager Currency This is defaulted to AUD and is not updateable unless the Optional Foreign Currency Invoice Checkbox is checked Please Note To process this Cash Receipt If Foreign Currency then you need to process receipt via Banking Foreign Contra Receipt If AUD then use Banking Cash Receipts See Banking Manual for further information Exc Rate This is defaulted to null and is not updateable unless the Optional Foreign Currency Invoice Checkbox is checked When it is checked the Exchange Rate will default to the value from Customs based on the Currency Field this can be changed to a value that you want Code This is the Charge Code This field has a lookup facility Mandatory which looks up the Alpha Charge Codes Masterfile in the Administration Menu Field Name Prev Billed Previous Cost Ex
25. tors Aged Trial Balance Summary Report Print the Debtors Aged Trial Balance Summary Report for Financial Period amp Year to Age From aa 2015 AUGUST 2014 to check which Debtors will be included in the Batch Sent Statements Debtors marked with have no personnel to receive the statement This report will include all currency invoices Run Report Batch Selection Enter the Financial Period amp Year to Age From 2 2015 AUGUST 2014 Batch Filter Trading As EXPEDIENT SOFTWARE gt Branch Code Client Code Currency Q Leave blank for all currencies Report Progress Output to report out Enter The Period To Age From 26 Before emailing the statements run the Debtors Aged Trial Balance Summary Report from this screen to check which clients will receive a statement 0209 14 ez 09 23 10 Debtors Aged Trial Balance Invoices Summary Devtest Logistics Pry Ltd JULY 2014 Clients included in Batch Sent Statements On Acct Outstanding Current AALBSHI DEVIEST Client AALBSHAI AALTENT DEVIEST Client AALTENT AARTSTO DEVIEST Client AARTSTY AAUSBUI DEVIEST Client Total Total Outstanding Finals Total On Account Total Outstanding Al 7261 00 oo oo 110 00 17305 00 Clients with indicate that although the client is marked to receive batch emailed statements there is no email address or personnel to receive the statement The personnel at the client must be updat
26. tput to no output process only ox cancel Enter the Client Code For The Invoice To restore Once this has been completed users must Process the Cash Receipt to process the Debtors invoice as unpaid or overpaid This screen is accessed via Banking Menu Cash Receipts Debtors For more information on using this screen see the Banking Menu See below Banking Cash Receipts Debtors Cash Receipts Other GST Disbursement Cheques Creditor Cheques GST General Ledger Cheques 22 Reports The Debtors Report Menu consists of a variety of reports as shown below 4 i 3 S 3 amp Reports Debtors Payment History Invoice Listing Client YTD Billing Invoices not Printed Clearance Jobs not Finalised Cash Receipts Generic ATB Report CSV ATE Summary All ATB Detailed All ATB Disb Paid Out Sum ATB Disb Paid Out Detail ATB FXC Clients ATB by O S Curr By Client Dep 23 amp EXpedier n r f Statements There are 2 types of Statements Prints Statement 1 as at today The first one is available via the Debtors Menu as shown below Reports Debtors Payment History db db Invoice Listing Client YTD Billing Invoices not Printed ib d e I Cash Receipts Generic ATB Report CSV ATB Summary All ATB Detailed All ATB Disb Paid Out Sum ATB Disb Paid Out Detail ATB FXC Clients ATB by 0 5 Curr By Client Dep Statements Print Stateme
27. w Options GMA Maint Help y w 2 y e ry J L amp Add Update Delete Find Browse Previous Next Print Manual Invoice Notes Invoice Date IED m Invoice Type Disbursement Invoice No Bill To Q Due Date I ma Printed Not Printed Cust Reference Department 000 a Our Reference EA Currency Exc Rate AUDI M Code GL Dept Description Foreign Amount Local Amount GST Entered By petal Modify Charge Description U Entered On 07 07 2015 AUD Sub GST Amount Total GST OnO FXC Sub GST Amount Total OK Cancel Enter Invoice date Enter new document into form OVR 15 QB expedient Field Name Description Validation Default Invoice Date This is the invoice date Mandatory Today Bill To This is the company in which you will be billing the invoice to Mandatory Blank Clicking on the will bring up a lookup from the customer master file Where Debtor is selected Cust This is the Customers Reference Number Optional Blank Reference Our Reference This is an internal reference number Mandatory Blank NOTE This field does not allow spaces as it causes issues with Printing This field also does not allow special characters It only accepts Alphanumeric Invoice Type This is the Type of the Invoice Mandatory Disbursement Read Only field Due Date This is the Due Date of the Invoice This Date is calculated Mandatory Blank from the Customers Final Invoice Terms Department This is the Department in which the Invoice will be assigned
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