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Accounts Receivable System Administration Manual

1. If General Ledger is part of your system this number is provided for you and you cannot change it Start Month of Fiscal Year Enter a positive number with up to 2 digits The starting month for your fiscal year is provided from General Ledger if it is part of your system If your system does not include General Ledger enter the starting month for your fiscal year Months of Customer History Enter a positive number with up to 3 digits Specify the number of months that summary customer history will be kept on file After the system reaches this number the records for the oldest month are deleted during Close Month processing History by Calendar Month 112 Enter Y Yes or N No The initial default value is Y Normally the system will keep customer history by calendar period If you would prefer to keep customer history by fiscal period enter N The reports affected by your decision are the Customer History report and the Customer Credit report The Sales History Inquiry and the Customer Credit Inquiry will also be affected NOTE The option to keep history by fiscal period is not available unless your system in cludes General Ledger In the absence of General Ledger history will be kept by calendar period Accounts Receivable System Administration Manual Recovery Processing 4 Ask for Operator ID Enter Y Yes or N No The initial default value is Y this field is
2. Year Enter a positive number with up to 2 digits Identify the calendar of fiscal year for which you are entering this customer s historical infor mation You can indicate in the Accounts Receivable Parameters file whether you are keep ing customer history information by calendar or fiscal year During Liver Operations this field indicates the year that the Customer History record was created You can indicate in the parameters file how many months of this historical informa tion wish to keep The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Year of Zero Will Be Processed as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customer History record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer History file The screen shown below presents information about Customer History by Month This file stores monthly sales information by calendar or fiscal month for each customer Accounts Receivable System Administration Manual 125 4 Recovery Processing Figure 55 The Recovery Processing Customer History by Month Screen When the key value for a particular record is reque
3. Ask for Operator ID is also Y Months of Transaction Control Enter a positive number with up to 3 digits Enter the number of months of historical Transaction Control records you want to keep If you are not using the Transaction Control feature leave this entry blank Since these records are deleted based on the actual date and time of posting there may be some slight discrepancy between your choice of month end closing date and the actual number of months kept How ever Transaction Control history can be useful as an audit trail Months of Transaction History Enter a positive number with up to 3 digits Accounts Receivable System Administration Manual 21 2 Initial Setup File Maintenance Supply the number of months of transaction history you wish to keep This will be a historical reference of the chronological audit trail for all your transactions including invoices re ceipts adjustments service charges and refunds This information is transferred from the current Transactions field at end of Month when an invoice nets to zero If you keep many months of history this field can become very large This historical data differs from Transaction Control Transaction Control history merely reflects the number of transactions and the total value for any given control group of transac tions Transaction History includes the transactions themselves Ageing Type Enter an upper case alphanumeric field 1 character in l
4. access key for selecting records Supply a unique number to identify this sales tax code Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this sales tax code 170 Accounts Receivable System Administration Manual Recovery Processing 4 The entered date is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to continue to the next screen Select the Next Record option to go to the next Sales Tax Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Codes file The screen shown below presents information about Sales Tax Districts Each tax code may have any number of jurisdictions to which it refers each jurisdiction may have its own tax percentage In the case of overlapping jurisdictions and or compound sales tax a separate tax district should be created for each combination or separate jurisdiction This file contains one record for each tax district within a specified tax code Figure 67 The Recovery Processing Sales Tax Districts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an
5. Cash Receipts can also be used to record sales that do not include an invoice for example a cash sale This type of sale is called a Direct Receipt with a direct receipt the only record of the sale is the receipt itself and no receivable is incurred Consequently entry of a direct receipt debits increases the balance of the cash account instead of increasing the receivable As with all sales the offsetting credit amount increases the balance in a revenue account The following T charts show an example of a direct receipt for 50 00 of office supplies Cash Sales Income 50 00 50 00 Adjustments can be entered to make changes to invoices that you have already posted You can adjust the amount of an invoice or change the revenue account to which the invoice was posted The follow ing T charts show a typical example of an adjustment to change the amount of an invoice The in voice was originally entered for 220 00 but actually should have been 200 00 DR Accounts Receivable Sales Income 20 00 20 00 For additional information and examples regarding postings to General Ledger from Accounts Receiv able refer to Appendix of this manual Accounts Receivable System Administration Manual 3 1 General Information The Accounts Receivable Cycle Accounts receivable is normally operated on a monthly accounting cycle During the month you enter and post invoices as sales occur enter and post adjustments as nec
6. N This field is required The system displays Y or N to indicate whether or not the billing Day is based on a 13 month accounting period This field works in conjunction with the Billing Day field on this screen If your system is on a 12 month fiscal year see Parameters file this field is auto matically set to N and cannot be changed If your system is on a 13 month fiscal year the entries are either Y the recurring billing generation is based on a 13 period fiscal year In this case the Billing Day field corresponds to a day in the 28 day accounting period For example a Billing Day of 10 means that payment should occur on the 10th day of the accounting period N the recurring billing generation is based on a 12 month fiscal year In this case the Billing Day field corresponds to a day in the month Limit Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Specify the maximum dollar amount that may be generated by this recurring billing A billing will not be generated once the Billed to Date field reaches this limit If this field is left blank the recurring billing is unlimited In the even that a partial billing is generated due to reach ing the limit the line items are prorated to reflect the partial bill Start Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are
7. basis all detail for any currently unpaid invoice will be kept until the end of the month in which the invoice is fully paid This allows you to maintain a complete audit trail for any unpaid invoice 10 Accounts Receivable System Administration Manual General Information 1 Alternatively you can choose to keep a customer on a balance forward basis In this case at the end of each month open transactions are summed into a single Balance Forward record and the detail is deleted Any invoice that is not due until the following month is retained in detail however The advantage of the balance forward basis is that it requires fewer disk resources because fewer trans actions are maintained It is possible to maintain both types of customers simultaneously In other words you can have some customers that are balance forward customers and some that are open item customers Application Interfaces The combination of Accounts Receivable and other APPX accounting applications such as General Ledger Order Entry Inventory Control Sales Analysis and Commission Accounting provides a fully integrated system for effective management and control of your business there are many separate applications that can be installed in whatever configuration best suits your requirements Components of each application contribute to the overall effectiveness of the system The particular combination which is most effective for yo
8. Descriptions List Use this function to print a list of the Descriptions file The following processing steps accomplish this job Step 1 This is the standard disposition used for all lists of master files Step 2 In order to print the Descriptions List this step formats the Descriptions information The following data items are shown Transaction Type Description Transaction type Abbreviation Apply to Type and Item Type A sample output is shown below Expert Computing Inc 10 10 94 11 33 LGG Page Descriptions List Transaction Types Description Abbreviation Apply Types Description Item Types Description AR Invoice INV 1 Apply On Account Taxable Sales 2 Debit Credit Memo MEM 2 Deposit 1 Non taxable Sales 3 AR Adjustments ADJ 3 Apply to Invoice 2 Customer Discount 4 Cash Receipt PAY 3 Freight 5 OE Invoice 4 Sales Tax 6 Service Charge 5 Other 7 Deposit Accounts Receivable System Administration Manual 81 2 Initial Setup File Maintenance Option 15 Customer Divisions List Use this function to print a list of the Customer Divisions file The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Customer divisions information this step provides you with a default sequencing of data records by Customer division giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of
9. Preprinted Invoices Enter Y Yes or N No The initial default value is N this field is required Indicate whether or not preprinted forms will be used when printing Invoices the format for preprinted invoices is the same as the format for regular invoices except that the company name and column headings are not printed by the computer Preprinted forms appropriate for use with Customer Invoices are available form well known forms companies Accounts Receivable System Administration Manual 121 4 Recovery Processing Receipts GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Cash Receipts GL Distribution report be printed before running the Close Month procedure Receipts GL Report Printed Enter Y Yes or N No The initial default value is N This field indicates whether or not the Cash Receipts GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Liver Operations the system automatically maintains this field it is set to Y when the Cash Receipts GL Distributions report is printed and set to N when cash receipts are posted Adjustments GL Report Required Enter Y Yes or N No The initial default value is N this field is required Indicate whether or not you want to
10. When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the receivable account for this customer from the General ledger Chart of Accounts file If General ledger is a part of your system this number must be a valid account number When you enter a valid account number the system displays the account description from the Chart of Accounts file so that you can verify your entry During Live Operations this account number will be used as the default receivable account for this customer s transactions 162 Accounts Receivable System Administration Manual Recovery Processing 4 Offset Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the standard offset account for this customer this is usually a revenue account this account will default for you when you are entering invoices If there is no default offse
11. as defined by the latest date on the invoice receipt or service charge N Delete zero balance invoices during month end closing regardless of their transaction dates Invoices Control Number Enter a positive number with up to 4 digits The system provides the Control Group number for Invoices This number will default for the next group of invoices and will be incremented for subsequent groups of invoices Summarize Service Charges Enter Y Yes or N No The initial default value is N This field is required If you want the system to issue only one service charge invoice per customer enter Y If you want the system to issue service charges on each past due invoice enter N On a sum mary basis information such as the receivable account and terms is retrieved from the Cus tomers file on a detail basis that information comes from the invoice itself This information can vary from invoice to invoice NOTE The automatic write off service charges feature is specifically designed to work on an invoice by invoice basis If you choose to summarize service charges any write offs will have to be taken care of individually either through adjustments or cash receipts NOTE If you calculate service charges based on the Average Daily Balance in your custom ers accounts then you are summarizing service charges Cash Receipts Control Number Enter a positive number with up to 4 digits The syst
12. 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required Identify the calendar month and year of the first month for which you want to generate in voices for this recurring billing Start Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Supply the first calendar year for which you want to generate invoices for this recurring billing 70 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Amount Enter a number with up to 7 digits to the left of the decimal or credited to the receivable ac count for this recurring billing Enter a negative amount for a credit entry Billed to Date Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total dollar amount that has been billed to date for this recurring billing During Live Operations the system maintains and displays the total amount that has been Billed to Date for this recurring billing This field is used with the Limit field to control the recurring billing generation Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the receivable account set up for this customer you can enter a new re ceivable account If General Led
13. Accounts Receivable allows you to make changes to master files Changes made within Recovery Processing also affect the integrity of the audit trail Master Files The following master files are resident in Accounts Receivable Parameters Descriptions Customers Customer Divisions Customer Areas Accounts Receivable System Administration Manual 13 1 General Information Customer Types Sales Tax Codes Terms Dunning Codes Recurring Billings Customer History Miscellaneous Customers WARNING Changes made to master files in the Recovery Processing phase of APPX Accounts Receivable may affect files used in other applications within your system PROCEED WITH CAUTION Restarting a Posting Process If is always best to have a current backup of your data so that you can restore it if a post fails for any reason In the event that you do not have a backup or that your backup is also damaged there are certain steps you can take to restore your data Each case is unique so no attempt will be made here to be specific however there are generalized procedures you can perform to assess the amount of damage and attempt to repair it The first step is to reprint the journal taking care to change the Journal Printed selection for EQ N to GE N since the journal has been printed already this field will be set to Y Since the posting procedure is divided into two parts if the journal is complete then the update failed during
14. After completing Recovery processing you should print ALL modification logs Upon returning to Live Operations reports should be printed to verify that changes made to files during recovery pro cessing still retain all data in balance Initial Setup This is the Accounts Receivable Initial Setup menu It allows you to access Accounts Receivable Initial Setup submenus and to end the initial setup phase Figure 1 The Accounts Receivable Initial Setup Screen Accounts Receivable System Administration Manual 15 1 General Information Option 24 End Initial Setup Use this function to end the Initial Setup phase of Accounts Receivable The following processing steps accomplish this job Step 1 This function allows you proceed to the Live Operations phase The screen shown below allows you to move to the Live Operations phase Figure 2 The Accounts Receivable End Initial Setup Screen Data items for the preceding screen are described below End Phase Enter Y Yes or N No The initial default value is Y An entry of Y will place the system in Live Operations Press ENTER to save the information on this screen Step 2 This step ends the Initial setup or Recovery Processing phases and begins or returns to the Live Op erations phase 16 Accounts Receivable System Administration Manual Chapter 2 Initial Setup File Maintenance 2 Initial Setup File Maintenance This menu allows you to e
15. Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable 68 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Data items for the preceding screen are described below Billing Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system automatically displays the next available number beginning with 1 You may enter your own unique number of up to 4 digits or accept the default Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this recurring billing Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Identify the customer who receives this recurring billing This number must be on file in the Customers file The system displays the customer name so that you can verify your entry Generation Months Enter an alphanumeric field up to 13 characters in length Only letters are acceptable The initial default value is JFMAMJJASOND Each of these letters represents the name of
16. Calendar Month Year Number of Fiscal Months Months of Customer History Ask for Operator ID Use Transaction Control Months of Transaction Control Ageing Type Ageing Report Periods Transaction Register Periods Customer Discount Account Discount Given Account Freight Out Account Service Charge Account Svc Chg Write Off Account Deposit Account Post to Other Applications Hold Transactions Summarize Service Charges Compound Service Charges Use Average Daily Balance Recurring Payments Generated Service Charges Posted OK Applications EOM Reports Required 30 30 4071000001WH 4072000001WH 4190000001WH 3020000000 3060000000 2051000000 Y cA N AR OE GL Printed Current Fiscal Month Year 03 90 Start Month of Fiscal Year 06 History by Calendar Month N Months of Transaction History 2 90 Customer Disct Sales Wholesal Discounts Given Sales Wholesl Freight Out Sales Wholesale Service Charge Income Miscellaneous Income Sales Deposits SA N System Control Numbers Invoices 20 Cash Receipts 12 Adjustments 9 Service Charges 3 Closing Date 08 31 89 Prior Closing 07 31 89 Preprinted Forms Sales Tax Report Sales Distribution Report Cash Receipts GL Distributions Adjustments GL Distributions Subsidiary Code GL Distributions Transaction Control Report Statements Invoices Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 14
17. Customer Divisions Use this function to enter and edit Customer divisions records These divisions represent subsets of your company which do business with different customers If you prefer to use this file merely to subdivide your customers leave the addresses blank Then when invoices statements and dunning letters are printed the system will supply the company name and address that was entered when your system was installed Otherwise the date in this file is used When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customer Divisions This file contains a record identifying each division used within your company Each division can have its own name and address if entered these names and addresses will be printed as the company name and address on invoices statements and dunning letters Figure 31 The Accounts Receivable Initial Setup Customer Divisions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you wa
18. Date Enter a date YMD This field is required Supply the date of the transaction Invoice Due Date Enter a date YMD This field is required Identify the date when the invoice is due For receipts enter the transaction date 100 Accounts Receivable System Administration Manual Initial Setup Opening Entries 3 Invoice Number Enter an upper case alphanumeric field up to 8 characters in length Identify the invoice number for the transaction Order Number Enter a positive number with up to 6 digits Identify the sales order number from Order Entry Check Number Enter a positive number with up to 9 digits Identify the check number for this transaction This field applies only to receipts Transaction Type Enter a positive number with 1 digit Identify the type of transaction Valid options are 1 AR Invoice 2 Debit Credit memo 3 AR Adjustment 4 Cash Receipt 5 OE Invoice 6 Service Charge 7 Deposit Transaction Description Enter an alphanumeric field up to 30 characters in length During Initial Setup you can enter a description of this transaction During Live Operations this field will appear on the Transaction Register report if you choose to print descriptions Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code from the Customers record During Initial Setup you can Accounts Recei
19. Greater Than 3 In Location 11 Length Cannot Be Greater Than 2 In Location 12 Length Cannot Be Greater Than 1 In Location 2 Length Cannot Be Greater Than 11 In Location 3 Length Cannot Be Greater Than 10 In Location 4 Length Cannot Be Greater Than 9 In Location 5 Length Cannot Be Greater Than 8 In Location 6 Length Cannot Be Greater Than 7 In Location 7 Length Cannot Be Greater Than 6 In Location 8 Length Cannot Be Greater Than 5 In Location 9 Length Cannot Be Greater Than 4 Must Specify New Account Component Length 184 Accounts Receivable System Administration Manual Recovery Processing E Must Specify Original Account Component Length E Must Specify Original Account Components Starting Location E New Component Length Invalid E Old Component Length Invalid E Sum of Account Component Lengths Cannot Exceed 12 W Any Existing Data For This component Will Be Erased Press ENTER to save the information on this screen Step 2 This step allows you to change your mind and return to the menu instead of rearranging all of your account numbers It points out to you that you should have a backup copy of your data before running this utility and reminds you that this process will cause General ledger and other subsidiary accounting applications to be incompatible with Accounts Receivable Step 3 This is the standard disposition used for all processing functions other than posts Step 4 This step processes the information for Custome
20. If the calculated service charge is under the minimum the system will increase the calculated charge to the minimum charge If you are calculating service charges by invoice Summa rize Service Charges N on your Parameters file this is the minimum amount charged per invoice Service Charge Days 46 Enter a positive number with up to 3 digits Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Identify the number of days that an invoice must be past due before service charges are ap plied Once this number of days has been reached and service charges have been generated the amount of the service charge is calculated with reference to the invoice due date The formula for service charge calculation is Service Charge Overdue Balance Service Charge Rate 100 Receipt Code Discount Enter a positive number with 1 digit Supply a code to indicate the date from which the payment days are counted in calculating discount dates Valid codes are 1 From the invoice date 2 From the last day of the month 3 From a specific day or days of the month for example the 15th or the 25th NOTE This data is for your information only the system does not directly calculate the items discount Receipt Code Net Enter a positive number with 1 digit Supply a code to indicate the date from which the payment days are counted in calculating due dates These codes are 1 From the invoi
21. Invoice Due Date Enter a date YMD The system displays the due date of the transaction Invoice Number Enter an upper case alphanumeric field up to 8 characters in length The system displays the invoice number of the transaction Order Number Enter a positive number with up to 6 digits This is the sales order number from Order Entry Check Number Enter a positive number with up to 9 digits The system displays the check number for this transaction Transaction Type Enter a positive number with 1 digit This code identifies the type of transaction Valid options are 1 AR Invoice 2 Debit Credit Memo 3 AR Adjustment 4 Cash Receipt 5 OE Invoice 6 Service Charge 7 Deposit Accounts Receivable System Administration Manual 139 4 Recovery Processing Transaction Description Enter an alphanumeric field up to 30 characters in length The system displays the transaction description Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code for this transaction The terms code must be on file in the Terms file the system displays the description from this file Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required The system displays the Operator ID of the person who added this transaction to the file Control No E
22. Processing Option 4 Transactions You can use this function to enter and edit opening transaction records in Initial Setup This function also allows you to modify the Transactions file in Recovery Processing in the unlikely event that a post fails to complete When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Transactions This file contains the chronological audit trail for every invoice for every customer this includes all invoices receipts adjustments service charges and refunds During Initial Setup these transactions can be viewed by printing the Transaction Register which can be sorted by Post Month and Year to check for end month balances Invoices with zero balances are usually deleted at end of month but may be kept in the Transaction History field for any number of months Figure 57 The Recovery Processing Opening Transactions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then positio
23. Receivable the detail files are Month to Date Postings Transactions and Unpaid In voices historical records are maintained in the Customer History Transaction Control and Transac tion History files Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is transferred to a print file when additions to a file are made all new field contents are shown when deletions are done the key value and all field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in Accounts Receivable are Customers Terms Customer Types Customer Areas Customer Divisions Sales Tax Codes Descriptions and Recurring Billings Modification logs are not enabled for transaction files such as Invoices Adjustments or Cash Receipts Major Functions APPX Accounts Receivable is designed to manage your customer accounts and facilitate positive cash flow for your company Accounts receivable functions control the maintenance of customer invoice and cash receipt of data as well as the processing of debit or credit memos adjustments refunds and service charges T
24. Setup this may be changed if several transactions have the same Customer and Apply To number the date and time are used to distinguish between the transactions Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount of the transaction For invoices or service charges this is a positive num ber for receipts or refunds it is negative Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required Accounts Receivable System Administration Manual 133 Recovery Processing Identify the calendar month or accounting period to which this transaction was posted If you are using 12 period accounting enter the calendar month if you are using 13 period account ing enter the fiscal period Post Year Enter a positive number with up to 2 digits Identify the calendar year or fiscal year for 13 period accounting to which this transaction was posted Transaction Date Enter a date YMD this field is required Supply the date of the transaction Invoice Due Date Enter a date YMD this field is required Identify the date when the invoice is due For receipts enter the transaction date Invoice Number Enter an upper case alphanumeric field up to 8 characters in length Identify the inv
25. Summary Service Charges and Use Average Daily Balance A response of N to Summary Service Charges will cause service charge invoices to be cre ated for each customer invoice A response of Y will cause one service charge invoice to be created per customer Average Daily Balance is a Summary charge Accounts Receivable System Administration Manual 167 4 Recovery Processing Write Off Service Charge Enter Y Yes or N No The initial default value is Y this field is required Specify whether or not service charges can be written off for this customer when the Write Off Service Charges program is run in Live Operations Values are Y Service charges can be written off for this customer N Service charges cannot be written off for this customer During Live Operations this entry will be the default on invoices for this customer How ever it can be changed for individual invoices during cash receipts and adjustments entry The automatic Service Charge Write Off feature can only be used if service charges are cal culated on each invoice individually This means that the question Summary Service Charges in the parameters file has an entry of N Dunning Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Identify the set of dunning letters which will be sent to this customer if receivables are over due The code you
26. a month If you are set up on a 13 period year in the parameters file a t appears after the last month to identify the 13th period Delete the characters of all months during which you do not want to generate a recurring bill ing For example if you want to generate a recurring billing every odd month you would remove the even month characters The field would look like this Generation Months JMMJSN Billing Day Enter a positive number with up to 2 digits Supply the date used on the invoice Depending on the entry in the 13 Month Basis field the Billing Day specifies either the day of the month or the day of the period If 13 Month Basis is Y the Billing Day pertains to a 28 day accounting period and the system calculates the actual calendar date For example suppose that you are currently in the second calendar period of the year If you entered a 2 for Billing Day the 2 would repre sent January 30th since this date is the second day in the calendar period Accounts Receivable System Administration Manual 69 2 Initial Setup File Maintenance If 13 Month Basis is N the Billing Day is the day of the calendar month For example suppose you entered a 2 for Billing Day and you are currently in February The 2 would represent February 2nd since this date is the second day in the calendar month 13 Month Basis Enter Y Yes or N No The initial default value is
27. charge percent if any When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customer Terms This field contains days and codes used to calculate when invoices are due It also contains days ser vice charge minimums and service charge percentages Figure 36 The Accounts Receivable Initial Setup Terms Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Accounts Receivable S
28. date is the 25th of the month and their net due dates are the 10th of the next month Specific Days of Month Net Enter a positive number with up to 2 digits Supply the days of the month from which the payment days are to be counted for net pay ments You may enter up to two dates for net payments This field is used if you entered a code of 3 in the Receipt Code Net field For example assume that the Specific Days Disc are 10 and 25 and the Specific Days Net are 25 and 10 In this example invoices dated from the 25th of the month through the 9th of the next month have their discount due date as the 10th of the month and the net invoice is due on the 25th and for invoices dated from the 10th of the month to the 24th their discount due date is the 25th of the month and their net due dates are the 10th of the next month The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below mmaa a a oy Blank Not Permitted Discount Receipt Code Must be entered with Discount Enter Specific Days Only for Receipt Code 3 If Discount Is Specific Day Then net Must Be Specific Day Also If Net Is Specific Day Then Discount Must Be Specific Day Also If Only One Period IS Defined it Must BE the First Period Receipt Code 3 Uses Only Specific Days Specific Days Must Be Entered
29. enter must be on file in the dunning Codes file The system displays the description of the code from that file so that you can verify your entry Dunning Letters are printed from the Reports and Inquiry menu in Live Operations Date Dunning Sent Enter a date YMD The date on which the last dunning letter was printed for this customer is displayed On Order Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup supply the total dollar value of all outstanding sales orders not yet shipped to the customer During Live Operations the system maintains and displays the total amount of all outstanding sales orders not yet shipped to the customer The Order Entry application updates this field Balance Due Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal 168 Accounts Receivable System Administration Manual Recovery Processing 4 For new records entered during Initial Setup this field is zero When you run the Process Initial Setup function the system will calculate the total amount of outstanding invoices based on the opening entries and will place the result in this field During Live Operations the system maintains and displays the total amount of all outstanding invoices for the customer this field is updated during transaction posting Refund Vendor No Enter an upper case alphanumeric fie
30. field up to 13 characters in length Only letters are acceptable The initial default value is JFMAMJJASONDT Each of these letters represents the name of a month If you are set up on a 13 period year in the Parameters file a t appears after the last month to identify the 13th period Delete the characters of all months during which you do not want to generate a recurring bill ing For example if you want to generate a recurring billing every odd month you would remove the even month characters The field would look like this Generation Months JMMJSN Accounts Receivable System Administration Manual 149 4 Recovery Processing Billing Day Enter a positive number with up to 2 digits Supply the date used on the invoice Depending on the entry in the 13 Month Basis field the Billing Day specifies either the day of the month or the day of the period If 13 Month Basis is Y the billing Day pertains to a 28 day accounting period and the system calculates the actual calendar date For example suppose that you are currently in the second calendar period of the year if you entered a 2 for billing Day the 2 would repre sent January 30th since this date is the second day in the calendar period If 13 Month Basis is N the Billing Day is the day of the calendar month For example suppose you entered a 2 for billing Day and you are currently in February The 2 would represent
31. information for a specific customer Some of the information is used as reference information and some is used in processing the customer s transactions Figure 63 The Recovery Processing Customers Screen Part 1 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Accounts Receivable System Administration Manual 157 4 Recovery Processing Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable By using Scan you may use this as an access key for selecting records Supply a unique number to identify this customer This is the number that is used to recall or
32. is printed and set to N when invoices are posted Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Preprinted Statements Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not preprinted forms will be used when printing Statements The format for preprinted statements is the same as the format for regular statements except that the company name and column headings are not printed by the computer Preprinted forms which are appropriate for use with Customer Statements are available from well known forms companies Sales GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Sales GL Distribution report be printed before running the Close Month procedure Sales GL Report Printed Enter Y Yes or N No The initial default value is N This field indicates whether or not the Sales GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Sales GL Distributions report is run and set to N when invoices or service charges are posted Preprinted Invoices Enter Y Yes or N No The initial default value is N This
33. it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Tax Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a unique number to identify this sales tax code Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this sales tax code Accounts Receivable System Administration Manual 41 2 Initial Setup File Maintenance The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to continue to the next screen Select the Next Record option to go to the next Sales Tax Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Codes file The screen shown below presents information about Sales Tax Districts Each tax code may have any number of jurisdictions to which it refers each jurisdiction may have its own tax percentage In the case of overlapping jurisdictions and or compound sales tax a separate tax district should be created for each combination or s
34. on which the entry appeared Val ues are ARIV Invoices Journal ARCR Cash Receipts Journal ARAJ Adjustments Journal ARSC Service Charge Register OEIV Order Entry Invoices Journal Transaction Date Enter a date YMD The system displays the date of the transaction Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY The system displays the month to which the entry was posted If you are using 12 period accounting this will be the calendar month if you are using 13 period accounting this will be the fiscal year Post Year Enter a positive number with up to 2 digits The system displays the year to which the entry was posted If you are using 12 period ac counting this will be the calendar year if you are using 13 period accounting this will be the fiscal year Description Enter an alphanumeric field up to 30 characters in length The system displays the transaction description 130 Accounts Receivable System Administration Manual Recovery Processing 4 Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the amount posted to the GL account Apply To Enter an upper case alphanumeric field up to 8 characters in length The system displays the number of the invoice credit mem
35. pertain to those records in the Customer Divisions file Option 4 Customer Areas Use this function to enter and edit Customer Areas records Customer Areas provide you with another way to subdivide your customers the areas need not be geographical Many reports in Accounts Re ceivable are sorted by Customer Area When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field content and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customer Areas You can use this file to define the various areas in which your customers are located The areas need not be geographical 36 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Figure 32 The Accounts Receivable Initial Setup Customer Areas Screen When the key value for a particular record is requested you can review all the records in the file by selecting the SCAN option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Inf
36. record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable 52 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable By using Scan you may use this as an access key for selecting records Supply a unique number to identify this customer This is the number that is used to recall or reference the customer s records throughout the Accounts Receivable application Customer Alpha Enter an alphanumeric field up to 8 characters in length This field is required By using Scan you may use this as an access key for selecting records Supply a code that will provide alternative identification for the customer You may want to use a portion of the customer name Many reports are sorted by Customer Alpha throughout Accounts Receivable Name Enter an alphanumeric field up to 30 characters in length This field is requ
37. reference the customer s records throughout the Accounts Receivable application Customer Alpha Enter an alphanumeric field up to 8 characters in length This field is required By using Scan you my use this as an access key for selecting records Supply a code that will provide an alternative identification for the customer You may want to use a portion of the customer name Many reports are sorted by Customer Alpha through out Accounts Receivable Name Enter an alphanumeric field up to 30 characters in length This field is required By using Scan you may use this as an access key for selecting records Provide the customer s name Address Line 1 Enter an alphanumeric field up to 30 characters in length If appropriate enter additional information to complete the customer s address City Enter an alphanumeric field up to 20 characters in length Supply the city in the customer s address State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for the customer s state Zip Code Enter an upper case alphanumeric field up to 10 characters in length 158 Accounts Receivable System Administration Manual Recovery Processing 4 Country Enter an alphanumeric field up to 20 characters in length Name the customer s country if appropriate Phone Enter an upper case alphanumeric field up to 14 characters in length Provide
38. require that the Adjustments GL Distribution report be printed before running the Close Month procedure Adjustments GL Report Printed Enter Y Yes or N No the initial default value is N This field indicates whether or not the Adjustments GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automatically maintains this field it is set to Y when the Adjustments GL Distributions report is printed and set to N when adjustments or re funds are posted Sub Code GL Report Required Enter Y Yes or N No The initial default value is N this field is required Indicate whether or not the Subsidiary Code GL Distributions report should be printed before the month is closed 122 Accounts Receivable System Administration Manual Recovery Processing 4 Sub Code GL Report Printed Enter Y Yes or N No The initial default value is N The system will set this field to Y when you print the Subsidiary Code GL Distributions report Set this field to N in Initial Setup During Live Operations this field is maintained by the system it is set to Y when the Sub Code GL Distributions report is printed and set to N during any transaction post Transaction Cnitrl Rpt Required Enter Y Yes or N No The initial default value is N T
39. so that you can verify your entry Date Time Enter a date and time YMDHMSH this field is required The system displays the date and time when the control group was posted Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry The system displays the customer number for the transaction posted This number must be on file in the Customers file the system displays the customer s name Transaction Type Enter a positive number with 1 digit The system displays the transaction type Valid entries are AR Invoice Debit Credit Memo AR Adjustments Cash Receipt OE Invoice Service Charge Sy ONES Deposit Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required The system displays the Operator ID of the person who entered the transaction Control No Enter a positive number with up to 4 digits The system supplies the Control Number of the original control group Accounts Receivable System Administration Manual 129 4 Recovery Processing Transaction No Enter a positive number with up to 4 digits The system displays the transaction number assigned when the transaction was entered Journal Code Enter an alphanumeric field up to 4 characters in length The system displays the code which identifies the journal
40. system displays the description of the tax district from this field so that you can verify your entry If you enter a tax code you should also enter a tax district This district is defaulted during invoices entry for this customer If no tax code and tax district are entered sales tax cannot be calculated on invoices for this customer Division 160 Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the division to which the customer belongs This number must be on file in the Cus tomer divisions file The system displays the description of the division from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Accounts Receivable System Administration Manual Recovery Processing 4 Area Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the area to which the customer belongs The area must be on file in the Customer Areas file the system displays the description of the area from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Type Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the type that applies to this customer Your entry must be on file in the Customer Types fi
41. the customer s phone number including the area code You may use any notation or format for example Ht HHP or FHE HHHE THHHP FAX Number Enter an upper case alphanumeric field up to 14 characters in length Supply the customer s FAX number if appropriate Include the area code any format is appropriate Contact Enter an alphanumeric field up to 20 characters in length Name the contact person at the customer s office This will be the addressee on dunning letters sent to this customer Miscellaneous Customer Enter Y Yes or N No The initial default value is N This field is required If this record is being set up to handle miscellaneous customers that is customers you may only do business with occasionally and whom you do not want to track individually enter Y When you enter an invoice for a miscellaneous customer the system will prompt you for a name and address to be printed on the invoice You may create as many miscella nies customers as you want many businesses create only one for all such customers Salesperson Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry If Commission Accounting is included in your system enter the code that identifies the sales person to be credited with sales to this customer Only numbers from the Salespersons file are accepted the salesperson s name is displayed so that
42. the desired selection and or sort ing process Step 4 In order to print the Terms List this step formats the Customer Terms information The following data items are shown Terms Code Description Discount Percentage Service Charge rate Service Charge Minimum Service Charge Days Within Days Discount Receipt Code Discount Discount Net Code Description Specific Days of the Month Within Days Net and Receipt Code Net A sample output is shown below Expert Computing Inc 10 10 94 11 51 Terms List Svc Chg Svc Chg Svc Chg Disc Disc Code Discount Net Net Code 001 Due Upon Receipt i Invoice Date 002 2 10 Net 30 s 30 10 1 Invoice Date Invoice Date 003 Net 30 3 s 15 Invoice Date 005 Mike s Terms 2 2 o Invoice Date 86 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 20 Dunning Codes List Use this function to print a list of the Dunning Codes file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Dunning Codes information this step provides you with a default sequencing of data records by Dunning Code with the option to change modifiable parameters at run time Selection of data records is provided by Dunning Code and Changed On with the option to enter user specified comparisons at run time Step 2 this is the standard disposition used for all lists of master files Step 3 Ac
43. the post to General Ledger and nothing has yet been posted to Accounts Receivable If the journal is not com plete the post to General Ledger is finished and the update failed during the post to Accounts Receiv able and the first transaction on the journal will be the transaction that was in the process of being posted If you have set Use Transaction Control to Y in your Parameters file you can verify this by using Transaction Control Inquiry in both General ledger and Accounts Receivable to check the Last Transaction Posted filed If the update failed during the post to General Ledger and if General ledger is in a prior month the only General ledger file affected is the Future Postings file In this case simply reset the Post in Progress field on the affected transaction file and restart the post When the post completes there will most likely be some double postings on the General Ledger Future Postings report which you can then back out using the Out of Balance Posting option for General Ledger journal entries If the update failed during the post to General Ledger and if General Ledger is in the current month other files will be affected Reset the Post in Progress field for the affected transaction file and restart the post When the post completes the General ledger Account Balances file should be re viewed for an out of balance condition especially for prior month or year postings and the Gene
44. the right of the decimal Identify the total dollar amount of sales processed for this customer for this month and year Margin Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the actual margin sales minus cost on total sales to this customer for this month and year The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors e Warnings W and Messages M that may result are shown below E Out of Range W Margin amount Is larger Than Sales Amount Press ENTER to save the information on this screen Select the Previous Image option to go back to the Customer History screen Select the next Record option to go to the next Customer History by Month record Select the End option to go to the next Customer History record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer History by Month file Accounts Receivable System Administration Manual 127 4 Recovery Processing Option 3 MTD Postings You can use this function to enter and edit MTD Postings records in the unlikely event that a post failed to complete This function is only available in Recovery Processing When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted recor
45. to date quarter to date and year to date sales made in this tax district Year to date and quarter to date figures reflect the calendar year totals Sales Tax Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date taxes charged for this tax district Year to date and quarter to date figures reflect the calendar year totals The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E General Ledger Account Must Be Entered Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Sales Tax Codes screen Select the Next Record option to go to the next Sales Tax Districts record Select the End option to go to the next Sales Tax Codes record At this screen the use of the Mode keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Districts file 44 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 7 Terms Use this function to enter and edit Terms records Terms records not only determine when the invoice is due but also define the service
46. transaction control In general the term transaction control means maintaining of the audit trail of transactions that are entered and posted in Accounts Receivable Regardless of the level of detail that you choose to keep all transactions will be entered printed on journals and posted by Operator Id and Control Number Beyond that you have several options These options are controlled by two fields on the Accounts Receivable Parameters file called Ask for Operator ID and Use Transac tion Control Refer to the chapter on Application Features for a detailed description of the Transac tion Control options 12 Accounts Receivable System Administration Manual General Information 1 Establishing a Transition Date It is important to carefully consider when your system is to begin Live Operations since this affects the opening data that is entered When the transition date has been established you must identify the first month of Live Operations by entering it as the Calendar Month and Calendar year on the Accounts Receivable Parameters file When establishing a transition date and determining the way in which account history records can be entered the following options should be considered 1 You can use the Initial Setup Opening Transactions menu to enter all of your outstanding invoices and whatever payments or adjustments may have been made against them If you choose this option you should enter Customer History fr
47. use Scan to search for an appropriate entry Identify the payment terms that apply to this customer This code must be on file in the Terms file The system displays the description from this field so that you can verify your entry This code is defaulted when invoices are entered for this customer Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Supply the tax code that applies to this customer if any If entered this code must be on file in the Sales Tax Codes file The system displays the description from this file so that you can verify your entry This code is defaulted when invoices are entered for this customer If no tax code and tax district are entered sales tax cannot be entered on invoices for this customer Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search form an appropriate entry Supply the tax district that applies to this customer if appropriate If entered this code must be on file in the Sales Tax Codes file for the tax code you entered in the previous field The system displays the description of the tax district from this file so that you can verify your entry If you enter a tax code you should also enter a tax district This district is defaulted during invoices entry for this customer If no tax code and tax district are entered sales tax cannot be calculated on invoices for this customer Divis
48. 001001WH Dunning Sent Last Payment 99999990 Phone FAX THE TEST CO Balance 00 On Order 00 Credit Limit 9999999 Credit Status OK Dunning Code Comment i Tax Code Terms Tax District Division Area Type Warehouse Vendor Receiv Acct Offset Acct 1030001000 Accts Receiv 1100001001WH Dunning Sent Last Payment Salesperson 040 No Sales Tax 2 10 Net 30 No tax Division 3 Western Region Wholesale Customer Main Facility Miscellaneous Supplier Accts Receiv Sales Wholesale Sales Wholesale 07 15 89 08 11 89 Salesperson No Sales Tax Due Upon Receipt No tax Retail Customer Intercompany Resale Inventory Sales Outlet 2 Initial Setup File Maintenance LGG Page 1 Mr Max Woolf Statement Type Open Item Statement Period Miscellaneous Customer Service Charge Write Off Svc Charge Keep Sales History Customer Hold OK Post to Sales Analysis ZZKKKZNKK 01 04 87 08 12 89 First Transaction Last Transaction Statement Type Open Item Statement Period Miscellaneous Customer Service Charge Write Off Svc Charge Keep Sales History Customer Hold OK Post to Sales Analysis First Transaction Last Transaction 90 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Step 6 In order to print the Customers List Short this step formats the Customers information The follow in
49. Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Accounts Receivable System Administration Manual 171 4 Recovery Processing Data items for the preceding screen are described below Tax District Enter an alphanumeric field up to 5 characters in length this field is required Supply a unique code to identify this taxing district Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this taxing district Rate Enter a number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Provide the percentage to be used as the tax rate If your system includes Order Entry this tax rate is applied to sales in this taxing district If Order Entry is not part of your system this field is used for information only NOTE Because only one district is entered on an invoice the tax rate must be the sum of all jurisdictions taxes that apply to a customer located in that district For example if state tax is 6 percent and local tax is 2 percent enter 8 percent in this field G L Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Define the General Ledger account to which this district s sales taxes will be credited Dur
50. Accounts Receivable System Administration Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table_of Contents Chapter 1 General Information csscccsscsscsecssscesceecccscesceesscssesceeceesee L Tntrod ctioi neri Nath anpevecenss REM eu e loach T Ee EE TEES EEE REENE SENEE aiee 2 PULP OSC ceescstansvedeucutesveceteseed a a E A E AE SE TEE 4 Phasesmre anean EE ani A O E TE E R 5 ital SEP oeeo eeen ir ENEE ES ESEI EEEE AS E EER ETE TER OERS 5 Live Operations 6 Recovery Processing 6 Accounting Audit Trails 6 Transaction Entry siseeiccasssciecsssiscocessessguvesisesseadacssuoieisdassncdvuysiauis douavadoahsiaiasdasstaicce hitstaassatives sadness 6 Journal Print ge soscccesssssess saszccscsadeasscaabiesccstdecsasavescsessncivshes0iasdouasdsoshesasas
51. Divisions snee ieni ikia e esie ie a eiiie 34 Option 4 Customer Areas vessen en aE EE EER ARAA AEE ANERE 36 Option S Customer Ty p s nissenana iee eE AE E AENA EN atas 38 Option 6 Sales Tax Codes occ ceccesesscsscesesecseeseeseeeceeceeeesessesseeaceesecsesseeaeesesaeeeseeees 40 Option 7 Terms n se 45 Option 8 Dunning Codes 49 Option 9 Custome Sonn ii pees tes eevee tesserae ney tana eve aie anaes 52 Accounts Receivable System Administration Manual iii Table of Contents Option 10 Customier HIStory 4 scss0ci aeviessetecsescesean ee tosenteaieesteeedinsdetestesevtdesnneeeieeeds 64 Option Tl Recurring Bilin gs seirian ienten RR RARR saved ERRE RRR 68 Option 12 Miscellaneous Customers cc eeeeessesceeceeeeeeseeeeseeseesceeeecseseeseeseeaseeeeeees 77 Option 13 Parameters List ccc cccsesceeeeeseeeecseeseeeceeeseesecsecsecseesceesessesseeseeseeaeeeeeeees 79 Option 14 Descriptions Listare rositae iseis eaa ae E ak N Riiie 81 Option 15 Customer Divisions List 1 82 Option 16 Customer Areas List 1 83 Option 17 Customer Types List 1 84 Option 18 Sales Tax Codes List 0 eessssessceccceceeeeeesesesesotsneersnsseronenevosencseeeessessrene 85 Option 19 s Terms List oser r a E R REE ERAAN EE E RE 86 Option 20 Dunning Codes List i aneno tenenan nn AE A R A a 87 Option 21 Customers List s sssssseeesessstsesssseestsrsrsrstsretttstrtsrsrstststrrersrstetnteesenrersrst
52. February 2nd since this date is the second day in the calendar month 13 Month Basis Limit Enter Y Yes or N No the initial default value is N This field is required The system displays Y or N to indicate whether or not the Billing Day is based on a 13 month accounting period this field works in conjunction with the Billing Day field on this screen If your system is on a 12 month fiscal year see Parameters field this field is auto matically set to N and cannot be changed If your system is on a 13 month fiscal year the entries are either Y The recurring billing generation is based on a 13 period fiscal year In this case the bill ing Day field corresponds to a day in the 28 day accounting period For example a Bill ing Day of 10 means that payment should occur on the 10th day of the accounting pe riod N The recurring billing generation is based on a 12 month fiscal year In this case the bill ing Day field corresponds to a day in the month Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Specify the maximum dollar amount that may be generated by this recurring billing a billing will not be generated once the Billed to Date field reaches this limit If this field is left blank the recurring billing is unlimited In the event that a partial billing is generate due to reaching the limit the line items are prorated to
53. NTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The system displays the operator ID you entered at log on All transactions are separated by operator Control No The system displays a positive number with up to 4 digits A sequential number is supplied to identify this group of cash receipts This number is printed on the journal tracked on the Transaction Control file and posted to General ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Description The system displays on alphanumeric field up to 30 characters in length Accounts Receivable System Administration Manual 181 4 Recovery Processing Describe this group of cash receipts This description appears on the transaction Control re port and inquiry Post in Progress Enter Y Yes or N No The initial default value is N This field is required If a cash receipts post should fail to complete for any reason you must enter N in this field in order to restart the post Press ENTER to save the information on this screen Select the Next Record option to go to the next Cash Receipts Control Groups record At this screen the use of the MODE ke
54. Parameters file The advantage of saving data for an extended period of time is that it allows you on line access to more information The disadvantage of saving a great deal of historical information is that it consumes disk space and may affect system performance Accounts Receivable System Administration Manual 9 1 General Information Service Charges Service charges can be calculated by invoice or by customer if you use the Summary Service Charges field on the Parameters file A response of Y Yes to this question will result in a single service charge invoice per customer a response of N No to this question will result in a service charge invoice for each overdue invoice in the system If you choose to issue individual service charge invoices you can automatically write off services charges by using the Write Off feature on the Customer master file This Write Off files is attached to each invoice and can be modified either through Adjustments or through Cash Receipts entry You can also issue service charges using the Average Daily Balance feature available on the Param eters file A response of Y Yes to this question will automatically cause a response Y to the Sum mary Service Charges question and will result in a single service charge invoice per customer based on the average daily balance in their account The number of allowable days overdue the percentage for ca
55. Recovery Processing Description The system displays an alphanumeric field up to 30 characters in length Describe this group of invoices this description appears on the Transaction Control report and inquiry Post in Progress Enter Y Yes or N No The initial default value is N This field is required If an invoices post should fail to complete for any reason you must enter N in this field in order to restart the post Press ENTER to save the information on this screen Select the Next Record option to go to the next Invoice Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Invoice Control Groups file Option 13 Reset Post in Progress Adjustments You can use this function to change the value of the Post in Progress field on the Adjustments Con trol Group record this may be necessary in the event that a post fails to complete The screen shown below presents information about Adjustments Control Groups When you enter adjustments you will see only one of the two possible screens for Adjustments Control Groups which screen you see will depend on how you answered two questions on your Parameters file these are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invo
56. Recovery Processing 4 Figure 72 The Recovery Processing Rearrange Account Number Screen Data items for the preceding screen are described below Old Location Enter a positive number with up to 2 digits Supply the starting location for each of your original account components Enter them in the order that you want them to appear in the new account number As an example if you were using Corporate Accounts Receivable your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are not using the Sub Account and you want your finished account number to be Branch Main and division and you want your Division incremented to three characters your entries on this screen would be Component 1 Old Location 11 Old Length 2 New Length 2 Component 2 Old Location 1 Old Length 5 New Length 5 Component 3 Old Location 9 Old Length 2 New Length 3 Component 4 Blank Old Length Enter a positive number with up to 2 digits Supply the starting length for each of your original account components enter them in the order that you want them to appear in the new account number As an example if you were using Corporate Accounts Receivable your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are Accounts Receivable System Administration Manual 183 4 Recovery Processing not using the sub Account and you want your finished account n
57. Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000030 Pool and Associates 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000040 Burlington Enterprises 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer 00000050 Miscellaneous Customer HFORNSCHNOCHONNUUWROHNWNENATWUHONWORWNOSCHNEUHHORENENEDN Accounts Receivable System Administration Manual 93 2 Initial Setup File Maintenance Option 23 Recurring Billings List Use this function to print a list of the Recurring bil
58. Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the num ber itself is important as part of your audit trail Description The system displays an alphanumeric field up to 30 characters in length Accounts Receivable System Administration Manual 179 4 Recovery Processing Describe this group of adjustments This description appears on the Transaction Control re port and inquiry Post in Progress Enter Y Yes or N No the initial default value is N This field is required If an adjustments post should fail to complete for any reason you must enter N in this field in order to restart the post Press ENTER to save the information on this screen Select the Next Record option to go to the next Adjustments Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Adjustments Control Groups file Option 14 Reset Post in Progress Cash Receipts You can use this function to change the value of the Post in Progress field on the Cash Receipts control Group record This may be necessary in the event that a post fails to complete The screen shown below presents information about Cash Receipts Control Groups When you enter cash receipts you will see only one of the two possible screens for Cash Receipts Control Groups Which screen you see will depend o
59. able Transaction Register Aged as of 10 10 94 Using Due Date 10 10 94 09 10 94 ID Cont Trx Invc Chk Type Apply To Ord No Trx Date Due Date Balance 0 amp Under To 30 Description Account Number 1 N 1 Customer 00000080 Dominion Business Machines MRC 0017 0001 1006 OEI 1006 001000 08 09 94 08 09 94 14675 00 Credit Limit 9999999 Customer Totals gt 14675 00 14675 00 Available 9985324 100 0 Account Totals gt amp 14675 00 100 0 Account Number 1030001000MA N Accts Receiv Corp Mfg Customer 00000080 Dominion Business Machines MRC 0010 0001 9988765 PAY 1006 000001 08 09 94 08 09 94 14675 00 14675 00 14675 00 payment Credit Limit 9999999 Customer Totals gt 14675 00 14675 00 Available 10014674 100 0 Customer 00000444 Fiberlux 914 855 1738 MRC 0018 0001 1007 OEI 1007 008888 09 20 94 10 20 94 152569 88 152569 88 152569 88 MRC 0019 0001 1008 OEI 1008 009999 09 20 94 10 20 94 32640 80 Credit Limit 9999999 Customer Totals gt 185210 68 185210 68 Available 9814788 100 0 Account Totals gt 170535 68 185210 68 14675 00 108 6 Account Number 1030001001MA N Accts Receiv Sales Mfg 106 Accounts Receivable System Administration Manual Initial Setup Opening Entries 3 Option 3 Process Initial Setup Use this function toprocess entries made in Initial Setup including verfying the Opening Transactions and protecting the customer records as appropriate If
60. account description from that file so that you can verify your entry This account will be debited for the Discounts Given amount during cash receipts posting Freight Out Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which freight charges on invoices will be posted If General Ledger is part of your system this account number must be on file in the chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited for the Freight amount during invoice posting Service Charge Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which service charges on past due invoices will be posted If General Ledger is part of your system this account number must be on file in the Accounts Receivable System Administration Manual 115 4 Recovery Processing Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited during service charge posting Write Off Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to reach for an appro
61. action History Figure 58 The Recovery Processing Transactions History Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Accounts Receivable System Administration Manual 137 4 Recovery Processing Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use Scan to search for an appropriate entry The system displays the customer identified with this transaction The customer number must be on file in the Customers field the system displays the customer name from that file Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required The system displays the invoice credit memo or debit memo affected by this transaction Many different entries may apply to the same invoice The Apply To entry is generally the invoice number except for transactions that adjust a pre viously posted invoice In this instance the Apply To entry refers to the original invoice number If this is a deposit receipt this is the sa
62. aintenance 2 Transaction Cntrl Rpt Printed Enter Y Yes or N No The initial default value is N The system sets this field to Y when the Transaction Control report is printed During Initial Setup set this field to N During Live Operations this field is maintained by the system it is set to Y when the Sub Code GL Distributions report is printed and set to N during any transaction post The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Commission Accounting is NOT On System Can t Post to CA E General Ledger is NOT On System Cannot Post to GL E Prior Closing Date Cannot Be Later than Current Closing Date E Sales Analysis is NOT On System Can t Post to SA W Using Average Daily Balance Requires Summary Service Charges Press ENTER to save the information on this screen Option 2 Descriptions Use this function to enter and edit the Descriptions file allows you to supply your own wording for various types of transactions required by Accounts Receivable You can also supply your own wording for invoice line item types and cash receipt apply to types Default values are provided they may be changed When you use this function a record of all entries will be printed For additions all new field conten
63. an change it Service Charges Posted Enter Y Yes or N No The initial default value is N This field indicates whether or not service charges have been posted for the current period During Initial Setup set this field to an N During Live Operations the system automatically maintains this field Prior Closing Date Enter a date YMD The system supplies the date that service charges were last calculated the number of days between the Prior Closing Date and the current Closing Date is used to determine the Average Daily Balance OK Applications Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are AP AR FA GL IC PA PO and OE Enter the application IDs of those applications which are allowed to interface with Accounts Receivable If you intend to include blanks as a valid value the blank entry should not be the last entry Sales Tax Report Required Enter Y Yes or N No The initial default value is N this field is required Indicate whether or not you want to require that the Sales Tax report be printed before run ning the Close Month procedure Sales Tax Report Printed Enter Y Yes or N No The initial default value is N This field indicates whether or not the Sales Tax report has been printed for the current month 120 Accounts Receivable System Administration Manual Reco
64. at this customer has owed at any one time during the current year 66 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Days to Pay Enter a number with up to 5 digits Identify the total number of days it took the customer to pay off the balance for this month and year Invoices Enter a number with up to 7 digits Supply the total number of invoices processed for this customer during this month and year Sales Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the total dollar amount of sales processed for this customer for this month and year Margin Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the actual margin sales minus cost on total sales to this customer for this month and year The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Out of Range W Margin Amount Is Larger Than Sales Amount Press ENTER to save the information on this screen Select the previous Image option to go back to the Customer History screen Select the Next Record option to go to the next Customer History by Month record Select the End option to go to the next Customer History record At this screen the use o
65. ate to age from enter the ageing pe riods and choose whether or not to print the transaction description The screen shown below allows you to enter parameters needed to print the Transaction Register report Accounts Receivable System Administration Manual 103 3 Initial Setup Opening Entries Figure 50 The Accounts Receivable Initial Setup Transaction Register Screen Data items for the preceding screen are described below Ageing Date Enter a date YMD This field is required You can specify the date from which the transactions to be printed will be aged By defauly the system displays today s date You can enter a new date to override the display Date to Age Enter a positive number with 1 digit The system displays the Ageing Type entry from the parameters file If you wish you can change it Valid options are 1 Invoice date 2 Due date Ageing Periods Enter a number with up to 3 digits The system displays the ageing periods that were entered in the Parameters file for this report You can override any ageing period Each ageing period refers to either the invoice date or the due date depneding on the the entry in the Date To Age or Closing Date field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date 104 Accounts Receivable System Administration Manual Initial Setup Opening Entries 3 Period End
66. before they can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks on the data to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at the end of the journal A control group that prints with errors will not be allowed to post until the errors are cor rected and the journal is reprinted without error 6 Accounts Receivable System Administration Manual General Information 1 This process ensures that data is verified twice prior to being posted to permanent master files and gives added assurance that erroneously entered data will not be posted to permanent files Transaction Posting Once transactions have been entered and the journal has been printed without error the control group is ready to be posted to your permanent master files This process usually involves adding records to a system maintained detail file and summarizing the detail for historical records Each transaction is deleted after it has been posted Any errors encountered will be printed on an error log During post ing Accounts Receivable may transfer sales information to Sales Analysis commissions to Commis sion Accounting and cash receipts to the Outstanding Checks file in Accounts Payable In Accounts
67. case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the receivable account set up for this customer you can enter a new re ceivable account If General ledger is part of your system the account number you enter must be on file and the system displays the description from that file so that you can verify your entry Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code entered on the Customers record you can enter a new terms code if you choose the code you enter must be on file in the Terms file and the system displays the description of your entry for verification Accounts Receivable System Administration Manual 151 4 Recovery Processing Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the Tax code entered on the Customers record You can override the display The system displays the corresponding description Os that you can verify your en try Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search for an appropriate entry The system displays the Tax District entered on the Customers record You can override the display The system displays the corresponding description Os that you can verify your en try The
68. ce date 2 From the last day of the month 3 From a specific day or days of the month for example the 15th or the 25th Within Days Discount Enter a positive number with up to 3 digits Define the number of days within which invoices must be paid in order to qualify for the dis count If no discount terms are offered this field is not required This data is for your infor mation only terms discounts are not directly calculated by the system Within Days Net Enter a positive number with up to 3 digits Supply the number of days within which invoices must be paid in full Specific Days of Month Disc Enter a positive number with up to 2 digits Accounts Receivable System Administration Manual 47 2 Initial Setup File Maintenance Supply the day of the month from which the payment days are to be counted for discounts You may enter up to two dates for discounts This field is used if you entered a code of 3 in the Receipt Code Discount field This data is for your information only terms discounts are not directly calculated by the system For example assume that the Specific Days Disc are 10 and 25 and the Specific Days Net are 25 and 10 In this example invoices dated from the 25th of the month through the 9th of the next month have their discount due date as the 10th of the month and the net invoice is due on the 25th and form invoices dated from the 10th of the month to the 24th their discount due
69. change the way the system functions 32 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Transaction Type Abbreviation Enter an upper case alphanumeric field up to 3 characters in length Listed below are the standard abbreviations for each transaction type You may change these values for descriptions for each apply to type You may use these descriptions or enter your own Changing the abbreviation does NOT change the way the system functions INV MEM ADJ REC OEI SVC DEP EAE A OT T Apply Type Enter an alphanumeric field up to 16 characters in length Describe how receipts are to be applied to invoices Listed below are the default values for descriptions for each apply to type You may use these descriptions or enter your own Changing these descriptions does NOT change the way the system functions 1 On Account 2 Deposit 3 Invoice Item Type Enter an alphanumeric field up to 18 characters in length Describe each type of invoice line item Listed below are the default descriptions for each line item type You may use these descriptions or enter you won Changing these descrip tions does NOT change the way the system functions 1 Taxable Sales 1 Nontaxable Sales 2 Customer Discount 3 Freight 4 Sales Tax 5 Other Press ENTER to save the information on this screen Accounts Receivable System Administration Manual 33 2 Initial Setup File Maintenance Option 3
70. cord At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer History file The screen shown below presents information about Customer History by Month Accounts Receivable System Administration Manual 65 2 Initial Setup File Maintenance This file stores monthly sales information by calendar or fiscal month for each customer Figure 43 The Accounts Receivable Initial Setup Customer History by Month Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Month Enter a positive number with up to 2 digits Identify the calendar or fiscal month for which you are entering customer history You can indicate in the Accounts Receivable Parameters file whether you want to keep historical infor mation by calendar or fiscal year During Live Operations this field displays the calendar or fiscal month during which this history record was generated High Balance Enter a number with up to 7 digits Supply this customer s highest balance during this month and year This represents the great est amount th
71. cording to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Dunning Codes List this step formats the Dunning Codes and Dunning Letters by Age information The following data items are shown Dunning Code Age Description and Text A sample output is shown below Expert Computing Inc 10 10 94 11 51 LGG Page 1 Dunning Codes List Description Dunning Code 1 Friendly Reminder 30 Friendly Reminder this is a reminder that the invoice listed below is now past due If payment has been made ignore this note Otherwise may we please receive your payment promptly Dunning Code 2 Standard Letter 45 Standard Please note that the invoices listed above are now at least 45 days past due If there is a problem involving these invoices please contact me Otherwise please send your payment immediately The invoices listed above are seriously past due If payment is not received within the next 7 days this matter will be turned over to a collection agency Dunning Code 3 sdfsdfsdf fdsg df Accounts Receivable System Administration Manual 87 2 Initial Setup File Maintenance Option 21 Customers List Use this function to print a list of the Customer file A complete detail list can be printed as well as a short list The short list prints one line per customer The following processing steps accomplish this job Step 1 This function allow
72. count from the Customer record is supplied you may change it If your system includes General Ledger the account you enter must be on file in the chart of Accounts field and the system displays the account description from that file so that you can verify your entry 154 Accounts Receivable System Administration Manual Recovery Processing 4 Item Type Enter a positive number with 1 digit Identify the type of this line item The system displays the description so that you can verify your entry Valid codes are Taxable sale Nontaxable sale Customer discount Freight Sales tax Other GaP eRe oe oN ee ee Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount to be debited or credited fro this recurring billing line item A positive amount is considered a credit fro a discount line item enter a negative amount Description Enter an alphanumeric field up to 30 characters in length Describe this recurring line item Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions that are posted to various subsidiary types and codes can be p
73. cription GL Account 001 No Sales Tax No tax j Month To Date 2 897 34 Quarter To Date 21 868 89 Year To Date 29 464 85 002 State Tax Washington State Tax Urban x Month To Date 10 326 72 10 202 2020001001 Sales Tax Payable Sales Quarter To Date 31 237 75 29 393 Year To Date 70 677 17 67 597 Washington State Tax Rural x Month To Date 0 00 0 2020001001 Sales Tax Payable Sales Quarter To Date 185 140 00 172 240 Year To Date 185 340 00 172 440 Nevada State Tax Month To Date 5 930 75 5 930 2020001001 Sales Tax Payable Sales Quarter To Date 5 930 75 5 930 Year To Date 5 930 75 5 930 Accounts Receivable System Administration Manual 85 2 Initial Setup File Maintenance Option 19 Terms List Use this function to print a list of the Terms file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Terms information this step provides you with a default sequencing of data records by Terms Code giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Terms Code Description Receipt Code Discount Receipt Code Net and changed On with the option to enter user specified comparisons at run time Step 2 this is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs
74. d s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Month To Date Postings This file contains all General Ledger postings for the Accounts Receivable application Current and prior month postings are deleted when the month is closed future month postings are retained until their post month matches Accounts Receivable s current month Figure 56 The Recovery Processing MTD Postings Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option the records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Account Number Enter an upper case alphanumeric field up to 12 characters in length this field is required You can use Scan to search for an appropriate entry 128 Accounts Receivable System Administration Manual Recovery Processing 4 The system displays the number of the account to which the transaction was posted If Gen eral ledger is part of your system this account must be on file in the Chart of Accounts file and the system displays the account description
75. d up to 20 characters in length Name the contact person at the customer s office This will be the addressee on dunning letters sent to this customer Miscellaneous Customer Enter Y Yes or N No The initial default value is N This field is required If this record is being set up to handle miscellaneous customer that is customers you may only do business with occasionally and whom you do not want to track individually gt enter Y When you enter an invoice for a miscellaneous customer the system will prompt you for a name and address to be printed on the invoice You may create as many miscellaneous customers as you want many businesses create only one for all such custom ers Salesperson Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry If Commission Accounting is included in your system enter the code that identifies that sales 54 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 person to be credited with sales to this customer Only numbers from the Salespersons file are accepted The salesperson s name is displayed so that you can verify your entry If your system does not include Commission Accounting you can make an entry here for your infor mation This code is defaulted when invoices are entered fro this customer Terms Code Enter a positive number with up to 3 digits You can
76. d disposition used for all lists of master files Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Customers List this step formats the customers information The following data items are shown customer Alpha Customer Phone Contact Salesperson FAX Number name Terms Code Description Open Item Address Tax code Statement Type Tax District Statement Period City State Zip Code Division Service Charges Country Area Write Off Service Charge Type Sales History Balance Warehouse Customer Hold OK On Order Vendor No for Refunds Post to Sales Analysis Credit Limit Receivable Account Credit Status Offset Account Dunning Code Dunning sent First Transaction Date Last Payment Date Last Transaction Date and Comments Accounts Receivable System Administration Manual 89 A sample output is shown below 10 10 94 11 53 10000010 Phone FAX Alexander s Inc 4011 Alder Ave Billings MT 59101 Balance 6452 66 On Order 1200 00 Credit Limit 9999999 Credit Status OK Dunning Code 001 Comments Valued customer 804 741 2254 804 887 3356 Friendly Reminder Tax Code Terms Tax District Division Area Type Warehouse Vendor Receiv Acct Offset Acct Expert Computing Inc Customers List Contact James Craig 1 03 01 02 10 00000010 1030001001WH 3010
77. d is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Accounts Receivable System Administration Manual 165 4 Recovery Processing Credit Limit Enter a number with up to 7 digits Define the maximum amount of credit extended to this customer The system uses this amount to set the Credit Status for this customer if the system is set up to maintain this infor mation see the Hold OK field The Credit Limit does not prevent you from entering sales over the limit If you leave a blank entry in this field the system assumes a limit of 0 not an unlimited line of credit The default value is 9999999 meaning that unlimited credit is available for this customer Credit Status Enter an upper case alphanumeric field up to 3 characters in length Valid entries are OK NO and BAD The initial default value is OK This field is required Use one of the following codes to identify this customer s credit status OK The customer s credit limit is not exceeded NO The customer s balance exceeds the customer s credit limit BAD For some reason other than the credit limit this customer is consid
78. d option to go to the next Dunning Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Dunning letters by Age file Accounts Receivable System Administration Manual 51 2 Initial Setup File Maintenance Option 9 Customers Use this function to enter and edit customer records Make sure the information you enter is accurate and complete as this data is crucial to the proper functioning of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customers This field contains the information for a specific customer Some of the information is used as refer ence information and some is used in processing the customer s transactions Figure 39 The Accounts Receivable Initial Setup Customers Screen Part 1 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the
79. d press ENTER the record will be displayed for editing Data items for the preceding screen are described below Application Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able This field is required The system displays the 3 character code for the application from which the control group originated File Posted Op ID 142 Enter an alphanumeric field up to 22 characters in length Only numbers and letters are ac ceptable This field is required The system displays the name of the file from which the transactions originated For ex ample INVOICES ADJUSTMENTS or CASH RECEIPTS Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required The identification code of the operator who originated the control group is displayed Accounts Receivable System Administration Manual Recovery Processing 4 Control No Enter a positive number with up to 4 digits The control group number of the set of transactions is displayed Op Exclusive Enter Y Yes or N No The initial default value is N this field is required The system displays Y or N to indicate whether or not access to this group of transactions was limited to the original operator in Live Operations Date Time Enter a date and time YMDHM This field is required The system displays the date and time w
80. d to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Billing Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system automatically displays the next available number beginning with 1 You may enter your own unique number of up to 4 digits or accept the default Description Enter an alphanumeric field up to 30 characters in length Describe this recurring billing Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Identify the customer who receives this recurring billing This number must be on file in the customers file the system displays the customer name so that you can verify your entry Generation Months Enter an alphanumeric
81. data records is provided by Customer Division Description and Date Changed with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Divisions List this step formats the Customer divisions information The following data items are shown Customer Division Description Address City State Zip Code Name and Country Expert Computing Inc 10 10 94 11 34 LGG Page Customer Divisions List vision Description Address St Zip Code Main Division Division 2 449 Maryland Pkwy Las Vegas Expert Distributing p Suite 401 Division 3 6698 Washington Boulder Expert Distributing Inc 82 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 16 Customer Areas List Use this function to print a list of the Customer Areas file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Areas information this step provides you with a default sequencing of data records by Customer Area giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Changed On with option to enter user specifi
82. deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Sales Tax Codes This file contains records identifying the tax codes which apply to customers in Accounts Receivable Accounts Receivable System Administration Manual 169 4 Recovery Processing Figure 66 The Recovery Processing Sales Tax Codes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Tax Code Enter a positive number with up to 3 digits By using Scan you may use this as an
83. des General Ledger this account number must be on file in the Chart of Accounts file and the system displays the account description from that file so that you can verify your entry The entered data is validated During validation including access to other files conditions may found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 102 Accounts Receivable System Administration Manual Initial Setup Opening Entries 3 E Cannot Enter a Heading Account E Cannot Enter a Summary Account E Due Date Required for Invoice Transaction Types E Invalid Application Type E Terms Code Required on Invoice W Cash Receipts Should Be Entered as Negative Amounts Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Transactions record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Transactions file Option 2 Transaction Register Use this function to print a detail listing of customer transactions printing the balance in the appropri ate ageing column Zero balance invoices are not included for months prior to the current month this information is located on the Transaction History file The following processing steps accomplish this job Step 1 this function allows you to enter the ageing date choose which d
84. digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date taxes charged for this tax district During Live Operations the system displays the total amounts of the month to date quarter to date and year to date taxes charged for this tax district Year to date and quarter to date figures reflect the calendar year totals The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E General Ledger Account Must Be Entered Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the previous Image option to go back to the Sales Tax Codes screen Select the Next Record option to go to the next Sales Tax Districts record Select the End option to go to the next Sales Tax Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Tax Districts file Accounts Receivable System Administration Manual 173 4 Recovery Processing Option 11 Miscellaneous Customers Use this function to enter or edit name and address information for your miscellaneous customers Miscellaneous customers are those with whom you do business infrequently or whose individual data are n
85. dresses are used for invoice printing then deleted when the corresponding processed invoice is deleted during Close Month processing Figure 46 The Accounts Receivable Initial Setup Miscellaneous Customers Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Accounts Receivable System Administration Manual 77 2 Initial Setup File Maintenance Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use Scan to Search for an appropriate entry Provide the miscellaneous customer number from the Customers file Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Enter the invoice number associated with the customer Name Enter an alphanumeric field up to 30 characters in length This field is required By using Scan you may use this as an access key for selecting records Supply the customer s name Address 1 Enter an alphanumeric field up to 30 characters in length Supply the first line of the cu
86. e The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Customer History by Month Information this step provides you with a default sequencing of data records by Customer Year and Month with the option to change modifiable parameters at run time Selection of data records is provided by Cus tomer with the option to enter user specified comparisons at run time Step 2 this is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer History List this step formats the Customer History by Month informa tion The following data items are shown Customer name Month Year High Balance Days to Pay Number of Invoices Sales and Margin 92 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 A sample output is shown below Expert Computing Inc 10 10 94 Customer History List High Balance Days 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master Sellers Company 00000020 Master
87. e sales tax due For each customer you supply a default Sales Tax Code and District which is trans ferred to each new invoice that is entered These default values can be changed When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Sales Tax Codes This file contains records identifying the tax codes which apply to customers in Accounts Receivable 40 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Figure 34 The Accounts Receivable Initial Setup Sales Tax Codes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified
88. e invoices from these files N The customer s account will be maintained on a balance forward basis During Close Month processing in Live Operations all of the month s invoice records based on due date will be summed into a single balance forward record After the Close Month func tion has finished statements transaction reports dunning letters and inquiries will not show prior months transaction detail for this customer However an invoice with a due date in a future month will be excluded from the summary and maintained in detail Keep Sales History Enter Y yes or N No The initial default value is Y This field is required Specify whether or not sales history will be maintained for this customer in the Customer History file Y Keep sales history for this customer N Do not keep sales history for this customer History will be maintained for the number of months specified in the Months of Customer History field in the Parameters file Post to Sales Analysis 58 Enter Y Yes or N No The initial default value is N This field is required Specify whether or not you want to post this customer s invoices to the Sales Analysis appli cation Y Post this customer s invoices to Sales Analysis N do not post this customer s invoices to Sales Analysis or Sales Analysis is not part of your system Accounts Receivable System Administration Manual Initial S
89. ed comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Customer Areas List this step formats the Customer Areas information The following data items are shown Customer Area and Description A sample output is shown below Expert Computing Inc 10 10 94 11 35 Customer Areas List Description Western Region Southern Region Eastern Region Northern Region Accounts Receivable System Administration Manual 83 2 Initial Setup File Maintenance Option 17 Customer Types List Use this function to print a list of the Customer Types file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Customer Types information this step provides you with a default sequencing of data records by Customer Type giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print
90. eeseeeceeesecseeseeececesesseeseesseaeaeees 174 Option 12 Reset Post in Progress INVOICES ssssssssseesessssssesssrerrstsrsrsrererererereerersset 176 Option 13 Reset Post in Progress Adjustment 0 0 0 ccecessseseeseeeeeeeterseeseeseeeeeeeees 178 Option 14 Reset Post in Progress Cash Receipts cceesseseeeeeeeeeterseeeeseeseeeeees 180 Option 15 Rearrange Account Number Option 24 End Recovery Processing ceceeessseeseeseeseesceeesecseeseeececeeesesaeeseeseeaeeeees iv Accounts Receivable System Administration Chapter l General Information 1 General Information Introduction What is Accounts Receivable Accounts Receivable is a means by which you can record sales and send bills and statements to your customers simply put Accounts Receivable keeps track of your company s revenues and your cus tomers unpaid bills When a sale is recorded an invoice is sent to the customer Besides the total amount of money owed the invoice usually contains information about any discount you may be offering your customer as in centive to pay the invoice in a timely fashion and when the total amount of the invoice is due the terms of the invoice the products or services purchased by the customer and the amount of freight or tax attributed to the purchase The revenue is recorded as income when you post the invoice Normally when you post an invoice the system credits or increases the balance in a revenue acc
91. egin with Q through Z Any combination or separation is allowed Service Charge Enter Y Yes or N No The initial default value is Y This field is required Specify whether or not service charges should be calculated on past due invoices and added to the customer s account when the Calculate Service Charges function is run during Live Op erations Values are N This customer is not subject to service charges Y this customer is subject to service charges The basis of the service charge is defined on the terms record identified by the Terms Code entered Service charges should be calculated edited printed posted and written off on a monthly basis The type of service charges calculated are affected by your responses to two questions on the Parameters file Summary Service Charges and Use Average Daily Balance A response of N to Summary Service Charges will cause service charge invoices to be cre ated for each customer invoice A response of Y will cause one service charge invoice to be created per customer Average Daily Balance is a Summary charge Write Off Service Charge 62 Enter Y Yes or N No the initial default value is Y This field is required Specify whether or not service charges can be written off for this customer when the Write Off Service Charges program is run in Live Operations Values are Y Service charges can be writte
92. em provides the Cash Receipts Control Group number This number will default for the next group of cash receipts and will be incremented for subsequent groups of cash re ceipts Compound Service Charges Enter Y Yes or N No The initial default value is N This field is required Specify whether or not the receivable balance on which service charges will be calculated will include service charge receivables from previous assessments 26 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Y Include previous service charge assessments in the receivable balance when calculating service charges for the current month N Do not include previous service charge assessments in the receivable balance when calcu lating service charges for the current month Adjustments Control Number Enter a positive number with up to 4 digits The system provides the Adjustments Control Group number This number will default for the next group of adjustments or refunds and will be incremented for subsequent groups of adjustments or refunds Use Average Daily Balance Enter Y Yes or N No The initial default value is N This field is required Enter Y if you calculate service charges based on an Average Daily Balance for your customers The Average Daily Balance will be calculated by summing the balances for each day since the last closing date and then dividing the
93. ength The initial default value is 2 Specify the default ageing basis that will be used for the Ageing and Transaction Register reports in Live Operations 1 Invoice date 2 Due date Ageing Report Periods Enter a number with up to 3 digits Define the default ageing periods for the Ageing Report and customer Statements Up to 4 ageing entries may be entered to define up to 5 actual ageing periods Each ageing period refers to either the invoice date or the due date depending on the entry in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example ageing entries of 0 30 60 and 90 would define the following five peri ods 0 and before 1 to 30 31 to 60 61 to 90 91 and above These values may be changed when the Ageing Report is printed Transaction Register Periods 22 Enter a number with up to 3 digits Define the default ageing periods for the Transaction Register report Up to 2 ageing entries may be entered to define up to 3 actual ageing periods Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Each ageing period refers to either the invoice date or the due date depending on the entry in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicate
94. eparate jurisdiction This file contains one record for each tax district within a specified tax code Figure 35 The Accounts Receivable Initial Setup Sales Tax Districts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing 42 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Data items for the preceding screen are described below Tax District Enter an alphanumeric field up to 5 characters in length This field is required Supply a unique code to identify this taxing district Description Enter an alphanumeric field up to 30 characters in length This fields is required Describe this taxing district Rate Enter a number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Provide the percentage to be used as the tax rate If your system includes Order Entry this tax rate is applied to sales in this taxing district If Order Entry is not part of your system this field is used for information only NOTE Because only one district is entered on an invoice the tax rate must be the same of all jurisdictions taxes that apply to a cust
95. er History file Y Keep sales history for this customer N Do not keep sales history for this customer History will be maintained for the number of months specified in the Months of Customer History field in the parameters file Accounts Receivable System Administration Manual 163 4 Recovery Processing Post to Sales Analysis Enter Y Yes or N No The initial default value is N This field is required Specify whether or not you want to post this customer s invoices to the Sales Analysis appli cation Y Post this customer s invoices to Sales Analysis N Do not post this customer s invoices to Sales Analysis or Sales Analysis is not part of your system First Transaction Date Enter a date YMD During Initial Setup you can enter the date of the first sale to this customer During Live Operations the system sets and displays the date of the first sale to this customer Once set this field never changes Last Transaction Date Enter a date YMD During Initial Setup you can enter the date of the most recent sale to this customer During Live Operations the system maintains and displays the date of the most recent sale to this customer This field is updated during transaction posting If a cash receipt was the last posted transaction this date and the Last Payment date are the same Last Payment Date Enter a date YMD During Initial Setup you can enter the date the most
96. er except for invoices that affect a previously received invoice For those adjustments the Apply To refers to the original invoice number Description Enter an alphanumeric field up to 30 characters in length The system displays the description of the invoice Invoice Date Enter a date YMD The system displays the invoice date from the original invoice posting Invoice Due Date Enter a date YMD The system displays the date that the invoice is due Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the original invoice amount Balance Due Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the amount due on this Apply To invoice including all invoices re ceipts or adjustments that apply Credit Receivable Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal 146 Accounts Receivable System Administration Manual Recovery Processing 4 The system displays the amount to be received The CR Receivable is originally set to the amount of the invoice If the invoice has been partially paid this amount will reflect that Discount Given Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the amount of discount given when the ca
97. er number from the Customers file Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Enter the invoice number associated with the customer Name Enter an alphanumeric field up to 30 characters in length This field is required By using Scan you may use this as an access key for selecting records Supply the customer s name Address 1 Enter an alphanumeric field up to 30 characters in length Supply the first line of the customer s address You may want to enter the shipping address in this line and the mailing address in the second line Address 2 Enter an alphanumeric field up to 30 characters in length Supply the second line of the customer s address You may want to enter the mailing address in this line and the shipping address in the first line City Enter an alphanumeric field up to 20 characters in length Provide the city for the customer s address State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for the customer s address Zip Enter an upper case alphanumeric field up to 10 characters in length Provide the customer s postal zip code Accounts Receivable System Administration Manual 175 4 Recovery Processing Country Enter an alphanumeric field up to 20 characters in length Provide the customer s country if necessary The entered data is validated D
98. ered to be a poor credit risk You are the only one allowed to set or change this status code the system will not alter a credit status of BAD The credit status indicator is used in Order Entry to inform users entering sales orders of the customer s current credit status The system will maintain this field only if the Hold OK field see next field is set to Y Hold OK 166 Enter Y Yes or N No The initial default values is Y This field is required Indicate whether or not the system should maintain this customer s credit status that is whether or not the system should update the credit status field N The system should not maintain this customer s credit status Y The system should main this customer s credit status it will set Credit Status to NO during any post when this customer s credit limit is exceeded and will set Credit Status to OK during any post when this customer s balance goes below the credit limit NOTE The system will not alter the credit status if you set it to BAD See the Credit Status field above Accounts Receivable System Administration Manual Recovery Processing 4 Statement Type Enter an upper case alphanumeric field 1 character in length Valid entries are N Y and Z The initial default value is Y This field is required Supply one of the following codes to identify how monthly statements will be handled for this cu
99. errors are encountered during this process the errors must be corrected and this process run again without errors before ending Initial Setup the following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Customer Apply To and Date Time with no option to change the sequence at run time Step 2 This is the standard disposition used for all processing functions other than posts Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 this step processes the information for Transactions The entire contents of the Unpaid Invoices file will be deleted An Unpaid Invoices record will be created for each outstanding invoice found in the Transactions file The Customer Balance will be updated in the Customers file as well Step 5 This step processes the information for Customers record protection fields will be reset in the Cus tomers file if that customer has no more transactions on file Step 6 This step issues a warning message if the Process Opening Transactions step did not complete success fully This menu provides options that allow you to convert existing turnkey Commercial or Corporate Ac counts Receivable data to the new format Accounts Receivable System Administration Manual 107 3 Initial Setup Opening Entr
100. essary and enter and post cash re ceipts as they are received Once a month you may want to generate service charges and or dunning letters for invoices that are more than 30 or 60 days overdue If you issue refunds these should also be done once a month Also most businesses print statements for their customers once a month At the end of the month print the monthly reports and balance the Accounts Receivable subsidiary ledger to your General Ledger Finally run the Close Month process to close Accounts Receivable for the cur rent month and prepare for next month s processing Reports can be printed and inquiries can be used to supply information at any time during the month Purpose This manual provides instruction for both completing the Initial Setup phase of APPX Accounts Re ceivable and for using the Recovery Processing phase of APPX Accounts Receivable Chapters 2 and 3 describe how to transfer records from your present account system and how to set up your new Ac counts Receivable application If you follow each of the steps in the order described you should have successful installation Chapter 4 describes how to use the Recovery Processing phase to recover from problem situations Access to the Recovery Processing functions and this manual should be strictly limited With these programs users can make changes to system parameters Transaction Control records and other sys tem maintained data that is normally not accessible duri
101. etup File Maintenance 2 First Transaction Date Enter a date YMD During Initial Setup you can enter the date of the first sale to this customer During Live operations the system sets and displays the date of the first sale to this customer Once set this field never changes Last Transaction Date Enter a date YMD During Initial Setup you can enter the date of the most recent sale to this customer During Live Operations the system maintains and displays the date of the most recent sale to this customer This field is updated during transaction posting If a cash receipt was the last posted transaction this date and the Last Payment date are the same Last Payment Date Enter a date YMD During Initial Setup you can enter the date the most recent payment was received from this customer During Live Operations the system maintains and displays the date the most re cent payment was received from this customer This field is updated during transaction post ing Comments Enter a text field up to 237 characters in length You can use the options to split join and redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Supply any additional information you may need about this customer This field is optional and appears only on the standard Customer List the Customer Credit Inquiry and the Cus tomer Credit report The entered data is validated During validation i
102. f the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer History by Month file Accounts Receivable System Administration Manual 67 2 Initial Setup File Maintenance Option 11 Recurring Billings Use this function to enter and edit Recurring Billings records and to define the line items that make up each recurring billing When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Recurring Billings This field defines invoice entries to be automatically generated within the invoice transaction files ev ery month when the Generate Recurring billings function is run Figure 44 The Accounts Receivable Initial Setup Recurring Billings Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the
103. field is required Indicate whether or not preprinted forms will be used when printing Invoices The format for preprinted invoices is the same as the formate for regular invoices except that the company name and column headings are not printed by the computer Preprinted forms appropriate for use with Customer invoices are available from well known forms companies Receipts GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the cash Receipts GL Distribution report be printed before running the Close Month procedure Receipts GL Report Printed Enter Y Yes or N No The initial default value is N Accounts Receivable System Administration Manual 29 2 Initial Setup File Maintenance This field indicates whether or not the Cash Receipts GL distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Cash Receipts GL Distributions report is printed and set to N when cash receipts are posted Adjustments GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Adjustments GL Distribution report be printed before running the Close Mon
104. for Receipt Code 3 Press ENTER to save the information on this screen Select the Next Record option to go to the next Customer Terms record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Terms file 48 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 8 Dunning Codes Use this function to enter and edit dunning letter text You may enter any number of letters for each dunning code Each letter has a different number of days to age and different text for the body of the letter This would allow you for example to have different letters for 30 601 90 and 120 day over due invoices When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Dunning Codes This field identifies and describes each set of dunning letters Figure 37 The Accounts Receivable Initial Setup Dunning Codes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until y
105. g and using other features common to all APPX applications Since the information contained in the APPX User manual is not repeated in this or other APPX manuals you should read it carefully prior to working with the system The Accounts Receivable User manual describes the Live Operations phase of APPX Accounts Receiv able The APPX User manual the Accounts Receivable User manual and this manual complete the set of user manuals which are available for this application For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer Phases APPX Accounts Receivable operates in three distinct phases Initial Setup Live Operations Recovery Processing Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history can be entered Information entered during the Initial setup phase provides the basis for Live Operations Accounts Receivable System Administration Manual 5 1 General Information Live Operations Live Operations is used to perform daily transaction processing file maintenance report generation and monthly processing functions In Live Operations invoices cash receipts and adjustments can be entered Service charges and re funds can be generated and invoices deposit slips dunning letters and statements can be printed Recurring billings can also be generated After printing journals for t
106. g data items are shown Name Customer Contact Phone FAX Number Terms Code and Descrip tion A sample output is shown below Expert Computing Inc 10 10 94 11 54 Customers List Short Customer Name Contact Description Alexander s Inc 10000010 James Craig 804 741 2254 804 887 3356 2 10 Net 30 THE TEST CO 99999990 Co Due Upon Receipt Bellwood RV Sales 00000160 Due Upon Receipt Burlington Enterprises 00000040 Molly Mogan 205 787 9987 205 765 8765 2 10 Net 30 Capital Truck Center 00000150 pi i al Upon Receipt Dietz Press Inc 00000140 Co 4 Upon Receipt Dominion Business Machines 00000080 Coy Co Upon Receipt Duplex Envelope Co 00000120 Upon Receipt Fox Technical Inc 00000110 R Upon Receipt Fiberlux 00000444 Bill Edelman 914 855 1738 Net 30 Hale s Interiors 00000060 Helen Walls 2 10 Highland Park Variety Shop 00000100 Receipt Commonwealth Kennel LTD 00000130 Receipt Marsh amp McLennan Inc 00000090 Receipt Master Sellers Company 00000020 Rich Gonzales 516 561 7654 516 555 7654 Receipt Miscellaneous Customer 00000050 co pj Receipt Pool and Associates 00000030 Shelly Hodges 804 887 9836 804 887 5658 Richards amp Wright PC 00000070 Les Thompson Co Ge 7 Receipt Accounts Receivable System Administration Manual 91 2 Initial Setup File Maintenance Option 22 Customer History List Use this function to print a list of the Customer History fil
107. ger is part of your system the account number you enter must be on file in the Chart of Accounts file and the system displays the description from that file so that you can verify your entry Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code entered on the Customers record you can enter a new terms code if you choose The code you enter must be on file in the Terms file and the sys tem displays the description of your entry for verification Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the Tax Code entered on the Customers record You can override the display The system displays the corresponding description so that you can verify your entry Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search for an appropriate entry Accounts Receivable System Administration Manual 71 2 Initial Setup File Maintenance The system displays the Tax District entered on the Customers record You can override the display The system displays the corresponding description so that you can verify your entry The tax district must be valid for the Tax Code you entered Salespersons Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry If your system includes Commission Accounting
108. gs file The screen shown below presents information about Recurring Line Items This file defines invoice line items to be automatically generated within the invoice transaction file every month when the Generate Recurring Billings function is run Accounts Receivable System Administration Manual 73 2 Initial Setup File Maintenance Figure 45 The Accounts Receivable Initial Setup Recurring Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Item Number Enter a positive number with up to 4 digits Identify the line item number You may enter line items in any sequence The system auto matically starts with 1 and sorts them into numerical order when you complete the screen entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The Offset Account from the Customer record is supplied you may change it If your system includes General ledger the account you enter must be on file in the chart of Accounts file and the sy
109. he necessary audit trail transac tions can be posted Many different types of reports can be printed and information can be viewed using a variety of inquiries File maintenance can be performed on system master files Recovery Processing There is a certain day to day risk of losing data due to sudden power surges or outrages and other sys tem problems Recovery Processing is used to manually restore information to system maintained files and fields which are normally not accessible during Live Operations Accounting Audit Trails During Live Operations the Transaction Processing File Maintenance and Reports and inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 printing journals and 3 transaction posting where records are integrated with permanent master files Transaction Entry Entry of data occurs in groups or batches called Control Groups which you should review prior to posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions when they are entered Accounts Receivable may also receive customer invoice information from Order Entry Journal Printing After transaction entry the control groups must be printed on a journal
110. he number of transactions and the total value for any given control group of transac tions transaction History includes the transactions themselves Ageing Type Enter an upper case alphanumeric field 1 character in length The initial default value is 2 Specify the default ageing basis that will be used for the Ageing and Transaction Register reports in Live Operations 1 Invoice date 2 Due date Ageing Report Periods Enter a number with up to 3 digits Define the default ageing periods for the Ageing Report and customer Statements Up to 4 ageing entries may be entered to define up to 5 actual ageing periods Each ageing period refers to either the invoice date or the due date depending on the entry in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example ageing entries of 0 30 60 and 90 would define the following five peri ods 1 and before 1 to 30 31 to 60 61 to 90 91 and above These values may be changed when the Ageing Report is printed Transaction Register Periods 114 Enter a number with up to 3 digits Define the default ageing periods for the Transaction Register report Up to 2 ageing entries may be entered to define up to 3 actual ageing periods Each ageing period refers to either the invoice date or the due date depending on the en
111. he overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Customer Type Enter a positive number with up to 2 digits By using PFI you may use this as an access key for selecting records Supply a unique code to identify this customer type Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this customer type This description is printed on various reports throughout Ac counts Receivable Accounts Receivable System Administration Manual 39 2 Initial Setup File Maintenance The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below E Blank Not Permitted Press ENTER to save the information on this screen Select Next Record to go to the next Customer Types record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customer Types file Option 6 Sales Tax Codes Use this function to enter and edit Sales Tax Codes records For each tax code you should enter and describe the tax districts within that tax code and supply each tax percentage Sales Tax Codes are used during invoice entry in Accounts Receivable and Order Entry to calculate th
112. hen the control group was posted Journal Code Enter an alphanumeric field up to 4 characters in length The system displays a four digit code that references the journal on which the transactions are shown In particular you will see one of the following journal codes ARIV Accounts Receivable Invoices ARCR Accounts Receivable Cash Receipts ARAJ Accounts Receivable Adjustments ARSC Accounts Receivable Service Charges OEIV Order Entry Invoices Description Enter an alphanumeric field up to 30 characters in length The system displays a description of the control group This field was originally entered on the Control Groups screen Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the total amount entered on the control Groups screen Accounts Receivable System Administration Manual 143 4 Recovery Processing Hash Total Enter a positive number with up to 12 digits The system displays the customer number hash total entered on the Control Groups screen Number of Trx Enter a positive number with up to 4 digits The system displays the total number of transactions posted from this group Last Trx Posted Enter a positive number with up to 4 digits The system displays the transaction number of the last transaction that was posted Amount Posted Enter a number with up to 9 digits to the left of the decimal and 2 digits to the r
113. her than your company ad dress to be printed on invoices statements and dunning letters Address Line 2 Enter an alphanumeric field up to 30 characters in length If needed enter an additional address line to complete each division s address City Enter an alphanumeric field up to 20 characters in length Supply the city for the division s address if it is different than the city that was entered during the system installation If you enter a city here be sure to also supply the state and zip code Accounts Receivable System Administration Manual 35 2 Initial Setup File Maintenance State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for each division if appropriate Zip code Enter an alphanumeric field up to 10 characters in length Provide the zip code for each divi sion if appropriate Country Enter an alphanumeric field up to 20 characters in length Supply the country in which each division is located if appropriate The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to save the information on the screen Select the Next Record option to go to the next Customer Divisions record At this screen the use of mode keys ADD DEL CHG or INQ
114. his data is used to generate sophisticated transactional analyses and receivables reports and inquiries Major functions include Transaction Processing File Maintenance Reports and Inquiry Refunds and Service Charges Monthly Processing Accounts Receivable System Administration Manual 7 1 General Information The features described in this manual re included in the APPX turnkey Accounts Receivable applica tion Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Application Features Accounts Receivable provides the accounting information required for analysis and control your company s revenues Invoices Adjustments and Cash Receipts are entered through an on line user workstation and detail or summary information generated from Order Entry can also provide input to Accounts Receivable All transactions entering the system are controlled and processed against indi vidual customer accounts Account validation and other validation such as customer number and terms occurs on line and does not allow invalid or out of balance data to post to master files During posting Accounts Receivable transfers information to the General Ledger Accounts Payable Sales Analysis and or Commission Accounting applications Accounts Receivable can support either twelve or thirteen financial periods per fiscal year The fiscal year may be synchronized with or independent
115. his field is required Indicate whether or not the Transaction Control report should be printed before the month is closed Transaction Cnirl Rpt Printed Enter Y Yes or N No the initial default value is N The system sets this field to Y when the Transaction Control report is printed During Initial Setup set this field to N During Live Operations this field is maintained by the system it is set to Y when the Trans action Control report is printed and set to N when any transaction is posted The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Commission Accounting is NOT On System Can t Post to CA E General ledger is NOT On System Cannot Post to GL E Prior Closing Date Cannot Be Later than Current Closing Date E Sales Analysis is NOT On System Can t Post to SA E Using Average Daily Balance Requires Summary Service Charges Press ENTER to save the information on this screen Accounts Receivable System Administration Manual 123 4 Recovery Processing Option 2 Customer History You can use this function to enter and edit Customer History records This information is optional it will be kept for the number of Months of Customer History defined in the parameters file and printed on the Custo
116. hould not maintain this customer s credit status Y The system should maintain this customer s credit status It will set Credit Status to NO during any post when this customer s credit limit is exceeded and will set Credit Status to OK during any post when this customer s balance goes below the credit limit NOTE The system will not alter the credit status if you set it to BAD See the Credit Status field above Statement Type Enter an upper case alphanumeric field 1 character in length Valid entries are N Y and Z The initial default value is Y This field is required Supply one of the following codes to identify how monthly statement will be handled for this customer N Do not print a statement for this customer Y Print a statement if there is an outstanding balance for this customer s account Z Print a statement even if there is a zero balance for the customer s account Accounts Receivable System Administration Manual 61 2 Initial Setup File Maintenance Statement Period Enter an upper case alphanumeric field up to 2 characters in length Specify the statement period this code is used for sorting when statements are printed For example if you wanted to separate your customers into three segments you might choose Period 1 as all customers whose names begin with A through H Period 2 as all customers whose names begin with I through P and Period 3 as all customers whose names b
117. ices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID 178 Accounts Receivable System Administration Manual Recovery Processing 4 Figure 70 The Recovery Processing Reset Post in Progress Screen Adjustments When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The system displays the operator ID you entered at log on All transactions are separated by operator Control No The system displays a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the
118. ies 108 Accounts Receivable System Administration Manual Chapter 4 Recovery Processing 4 Recovery Processing Recovery Processing This menu contains functions that allow recovery from abnormal situations the functions on this menu are not used during normal processing Special security rights should be required to access this menu Figure 51 The Accounts Receivable Recovery Processing Screen Option 1 Parameters Use this function to enter and edit the Parameters record Be careful that this information is correct it controls the operation of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for changes both old field contents are shown and in both cases the user ID date and time are printed The screen shown below presents information about parameters 110 Accounts Receivable System Administration Manual Recovery Processing 4 Figure 52 The Recovery Processing Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system
119. ight of the decimal The system displays the total amount which was posted for this control group Depending on the journal code this could reflect total invoices total cash receipts total adjustments or total service charges Number of Errors Enter a positive number with up to 9 digits The system displays the total number of errors that occurred during posting of this control group These errors appear on the system generated error log Number of Warnings Enter a positive number with up to nine digits The system displays the number of warnings generated during posting of this control group These warnings appear on the system generated error log Press ENTER to save the information on this screen Select the Next Record option to go to the next Transaction Control record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Transaction Control file 144 Accounts Receivable System Administration Manual Recovery Processing 4 Option 7 Unpaid Invoices You can use this function to edit the Unpaid Invoices file in Recovery Processing in the unlikely event that a post fails to complete When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are
120. ing Dates The system displays a date YMD These dates show you the actual ending date for each ageing period that is to be printed This date is determined by subtracting the number of days in the corresponding Ageing Period to the Ageing Date For example if the Ageing Date is 6 30 90 and the ageing periods are 0 30 60 and 90 the Period Ending Dates will 6 30 90 5 31 90 5 01 90 and 4 01 90 Print Description Enter Y Yes or N No The initial default value is N You can choose to print the descripton of each transaction on the Transaction Register Print ing this information requires an extra line By default the system displays N The display can be changed Y Print the customer s purchase order numbe description for each transaction on the Trans action Register N Do not print customer purchase order numbers descriptions for each transaction on the Transaction Register The entered data is validated During validation including access to other fiels conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a de3fault sequencing of data records by Account Number Customer Alpha Customer Appl
121. ing invoice posting this account will be credited for taxes billed to the customer If your system includes General Ledger this number must be on file in the Chart of Accounts file and the system displays the corresponding description so that you can verify your entry If the Rate is zero you can leave this field blank Total Sales Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date sales made in this tax district During Live Operations the system displays the total amounts of the month to date quarter 172 Accounts Receivable System Administration Manual Recovery Processing 4 to date and year to date sales made in this tax district Year to date and quarter to date fig ures reflect the calendar year totals Taxable Sales Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the taxable month to date quarter to date and year to date sales in this tax district During Live Operations the system displays the total amounts of the taxable month to date quarter to date and year to date sales made in this tax district Year to date and quarter to date figures reflect the calendar year totals Sales Tax Enter a number with up to 9 digits to the left of the decimal and 2
122. ion Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Accounts Receivable System Administration Manual 55 2 Initial Setup File Maintenance Identify the division to which the customer belongs This number must be on file in the Cus tomer Divisions file The system displays the description of the division from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Type Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the type that applies to this customer Your entry must be on file in the Customer Types file The system displays the type description from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Warehouse Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the warehouse that usually supplies the inventory items purchased by this customer If your system includes Inventory Control this number must be on file in the Warehouses file The system displays the warehouse description from this file so that you can verify your entry This warehouse is used as a default for this customer in the Order Entry application The entered data is validated During validation including access
123. ired By using Scan you may use this as an access key for selecting records Provide the customer s name Address Line 1 Enter an alphanumeric field up to 30 characters in length Provide the first line of the customer s street address Address Line 2 Enter an alphanumeric field up to 30 characters in length If appropriate enter additional information to complete the customer s address City Enter an alphanumeric field up to 20 characters in length Supply the city in the customer s address State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for the customer s state Accounts Receivable System Administration Manual 53 2 Initial Setup File Maintenance Zip Code Enter an upper case alphanumeric field up to 10 characters in length Supply the customer s zip code Country Enter an alphanumeric field up to 20 characters in length Name the customer s country if appropriate Phone Enter an upper case alphanumeric field up to 14 characters in length Provide the customer s phone number including the area code You may use any notation or format for example 4Ht HHE or HH HHH HHHH FAX Number Enter an upper case alphanumeric field up to 14 characters in length Supply the customer s FAX number if appropriate Include the area code any format is ap propriate Contact Enter an alphanumeric fiel
124. istration Manual Initial Setup File Maintenance 2 The screen below presents additional information about Parameters Figure 29 The Accounts Receivable Initial Setup Parameters Screen Part 2 of 2 Data items for the preceding screen are described below Post to GL Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to allow information transfer to General Ledger Post to CA Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to allow information transfer to Commission Accounting Post to SA Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to allow information transfer to Sales Analysis Hold Transactions Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to hold zero balance invoices beyond the current calendar month rather than deleting them at month end closing Since transactions may be entered with a posting date for a future month the system needs to know how long to keep zero bal ance invoices on file Enter either Accounts Receivable System Administration Manual 25 2 Initial Setup File Maintenance Y Hold zero balance invoices until the Accounts Receivable current month reaches the trans action month
125. ith Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Application Type Subsidiary Code Not on subsidiary Codes by Account File Subsidiary Codes by Account File Does Not Exist mma a a a om Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Recurring Billings screen Select the Next Record option to go to the next Recurring Billings Line Items record Select the End option to go to the next Recurring billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billings Line Items file 156 Accounts Receivable System Administration Manual Recovery Processing 4 Option 9 Customers Use this function to enter and edit customer records Make sure the information you enter is accurate and complete as this data is crucial to the proper functioning of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customers This file contains the
126. l Ledger if it is part of your system If your system does not include General Ledger enter the starting month for your fiscal year Months of Customer History Enter a positive number with up to 3 digits Specify the number of months that summary customer history will be kept on file After the system reaches this number the records for the oldest month are deleted during Close Month processing History by Calendar Month 20 Enter Y Yes or N No The initial default value is Y Normally the system will keep customer history by calendar period If you would prefer to keep customer history by fiscal period enter N The reports affected by your decision are the Customer History report and the Customer Credit report The Sales History Inquiry and the Customer Credit Inquiry will also be affected NOTE The option to keep history by fiscal period is not available unless your system in cludes General Ledger In the absence of General Ledger history will be kept by calendar period Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Ask for Operator ID Enter Y Yes or N No The initial default value is Y This field is required The operator ID in any transaction field is always defaulted If this field is set to Y any operator can change the operator ID on any transaction file during data entry This permits editing of another operator s tra
127. layed Accounts Receivable System Administration Manual 147 4 Recovery Processing Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Unpaid Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unpaid Invoices file Options 8 Recurring Billings Use this function to enter and edit Recurring Billings records and to define the line items that make up each recurring billing When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Recurring Billings This file defines invoice entries to be automatically generated within the invoice transaction files every month when the Generate Recurring Billings function is run Figure 61 The Recovery Processing Recurring Billings Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al 148 Accounts Receivable System Administration Manual Recovery Processing 4 lowe
128. lculating the service charge and the mini mum service charge amount are all maintained on the Terms file and can therefore be different for each customer or invoice if you are calculating service charges on a detail basis Customer Refunds Refunds can be generated for any invoice with a credit balance Generated refunds are placed in a file which can be edited and printed on a Customer Refunds Register The Customer Refunds Register must be printed before refunds can be posted Posting refunds creates adjustments in Accounts Receiv able and open invoices in Accounts Payable which can then be paid in the normal fashion If your system does not include Accounts Payable you will be unable to process refunds in the manner described above Dunning Letters and Statements The Dunning Letters feature allows you to set up a variety of different text options and assign different styles of letters of different customers In addition different types of text can be generated based on how many days overdue the oldest customer invoice is Statements can be issued monthly detailing each overdue invoice and any adjustments posted to it Optionally you can also print all detail for the current month including any invoices that have been paid in full Open Item or Balance Forward Customers You can keep current customer transactions either as open item or balance forward information If you choose to keep a customer on an open item
129. ld up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry If this customer will need a refund for any reason it will be necessary to transfer the refund to Accounts Payable in order to print a check Supply the vendor number for this customer if a check is possible You might want to create a Miscellaneous Vendor specifically to handle refunds If a refund is created for a Miscellaneous Vendor the name and address for the vendor invoice are trans ferred from the Customers file Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file Option 10 Sales Tax Codes Use this function to enter and edit Sales Tax Codes records For each tax code you should enter and describe the tax districts within that tax code and supply each tax percentage Sales Tax codes are used during invoice entry in Accounts Receivable and order entry to calculate the sales tax due For each customer you supply a default Sales Tax Code and District which is trans ferred to each new invoice that is entered These default values can be changed When you use this function a record of all entries will be printed For additions all new field contents are printed for
130. le The system displays the type description from this file so that you can verify your entry Many reports in Accounts Receivable are sorted by customer division customer area and customer type Warehouse Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Identify the warehouse that usually supplies the inventory items purchased by this customer If your system includes Inventory Control this number must be on file in the Warehouses file The system displays the warehouse description from this file so that you can verify your entry This warehouse is used as a default for this customer in the Order Entry application The entered date is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W No Sales Tax Will Be Collected for This Customer Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customers record Accounts Receivable System Administration Manual 161 4 Recovery Processing At this screen the use of the MODE keys ADD DEL CHG OR INQ pertain to those records in the Customers file The screen below presents additional information about Customers Figure 64 The Recovery Processing Customers Screen Part 2 of 3
131. les order number from Order Entry or Cash Receipts Entry When the invoice is entered this number is entered as the order number on the in voice This is necessary in order for the deposit to be tracked and posted correctly Date Time Stamp Enter a date and time YMDHMSH The system adds the current date and time to the record when it is posted If several transac tions have the same Customer and Apply To number the date and time are used to distinguish between the transactions Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the amount of the transaction Post Month 138 Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required This is the calendar month or accounting period to which this transaction was posted If you are using 12 period accounting this is the calendar month if you are using 13 period ac counting this is the fiscal period Accounts Receivable System Administration Manual Recovery Processing 4 Post Year Enter a positive number with up to 2 digits This is the calendar year or fiscal year for 13 period accounting to which this transaction was posted Transaction Date Enter a date YMD This field is required The system displays the transaction date
132. lings file The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Recurring Billings information this step provides you with a default sequencing of data records by Billing and Customer with the option to change modifiable parameters at run time Selection of data records is provided by Customer Billing and Changed On with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Recurring Billings List this step formats the Recurring Billings and Recurring Line Items information The following data items are shown Billing Description Customer Name Receivable Account Terms Code Amount Tax Code Tax District 13 Month Basis Limit Com mission on Subtotal commission Basis Generation Months Billed to Date Salespersons Start Month Start Year Commission Percent Billing Day Line Item Number Item Type Account Com mission Percent Sub Type and Sub Code 94 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 A sample output is shown below Expert Computing Inc 10 10 94 13 03 Recurring Billings List Billing No Account Terms Amount Tax Code Tax District 13 Month Basis Limit Co
133. low forecasting purposes Accounts Receivable provides a Cash Receipts Projection report this report shows a projection of receivable amounts based on either the invoice due date or the dis count due date for whatever time intervals you designate Historical Information Accounts receivable maintains historical information for several types of data The Customer History file maintains total sales total margin the number of invoices the high balance and the total number of days it took to pay the invoices for each customer by month You may choose to keep customer history by either calendar or fiscal year On the Parameters file you can specify the number of months of customer history you wish to keep The Transition History file saves invoice receipt and adjustment detail for each customer When paid invoices are purged from the Current Transactions file at end of month they are stored on the Trans action History file On the Parameters file you can specify the number of months of transaction his tory to keep The Transaction Control file keeps a record of each control group of transactions that is posted Op erator ID journal code file posted number of transactions and total amount posted are among the types of information kept This information is available in inquiry or as hard copy As with the other types of history you can specify the number of months of historical transaction control information to keep with an entry on the
134. mer History report You can view this information through the Sales History in quiry When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customer History Figure 54 The Recovery Processing Customer History Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable this field is required You can use Scan to search for an appropriate entry 124 Accounts Receivable System Administration Manual Recovery Processing 4 Identify the customer whose historical information you are entering or changing The cus tomer number you enter must be on file in the Customers file The system displays the cus tomer name from that file so that you can verify your entry
135. mm on Subtotal Commission Basis Generate Months Billed To Date Salesperson 1 Salesperson 2 Start Mo Yr Commission Percent Commission Percent Billing Day Monthly shipment 00000090 Marsh amp McLennan Inc Due Upon Receipt 600 00 No Sales Tax 0 00 o 3 600 00 0 0 Line Type GL Account Sub Type Code 0001 0 Taxable Sales 3010001001WH Sales Wholesale monthly merchandise shipment Monthly shipment per contract 00000020 laster Sellers Company 1030001001WH Accts Receiv Sales Wholesale Due Upon Receipt 200 00 State Tax 002 Washington State Tax Rural 2 400 00 0 00 0 00 2 000 00 Mr James V Anthony 0 0 Type GL Account Amount Comm Comm Sub Type Code 0 Taxable Sales 3010001001MA Sales Manufacturing 100 00 0 0 GL JONES Materials 0 Taxable Sales 3010001001WH Sales Wholesale 100 00 4 0 0 Supplies Monthly Billing 00000030 Pool and Associates 1030001001WH Accts Receiv Sales Wholesale Net 30 300 00 State Tax 001 Washington State Tax Urban N 6 000 00 0 00 0 00 JFMAMJJASOND 600 00 Ms Vanessa L Hastings 06 89 0 0 01 Line Type GL Account Amount Comm Comm Sub Type Code 0001 1 Non taxable Sales 3010001001WH Sales Wholesale 300 00 0 0 0 0 Mailing services Accounts Receivable System Administration Manual 95 2 Initial Setup File Maintenance Option 24 Miscellaneous Customers List Use this function to print a list of your miscellaneous customers The following processing steps ac complish
136. n Type subsidiary Code Not on Subsidiary Codes by Account File subsidiary codes by Account File Does Not Exist Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Recurring Billings screen Select the Next Record option to go to the next Recurring Billings Line Items record Select the End option to go to the next Recurring billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billings Line Items file 76 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 12 Miscellaneous Customers Use this function to enter or edit name and address information for your miscellaneous customers Miscellaneous customers are those with whom you do business infrequently or whose individual data are not relevant enough to track separately When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Miscellaneous Customers This field contains records for miscellaneous customers created during invoice posting These names and ad
137. n how you answered two questions on your Pa rameters file these are the Ask Operator ID question and the Use Transaction Control ques tion If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID 180 Accounts Receivable System Administration Manual Recovery Processing 4 Figure 71 The Recovery Processing Reset Post in Progress Screen Cash Receipts When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press E
138. n off for this customer N Service charges can not be written off for this customer During Live Operations this entry will be the default on invoices for this customer How ever it can be changed for individual invoices during cash receipts and adjustments entry The automatic Service Charge Write Off feature can only be used if service charges are cal culated on each invoice individually This means that the question Summary Service Charges in the Parameters field has an entry of N Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Dunning Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Identify the set of dunning letters which will be sent to this customer if receivables are over due The code you enter must be on file in the dunning Codes file The system displays the description of the code from that file so that you can verify your entry Dunning Letters are printed from the Reports and Inquiry menu in Live Operations Date Dunning Sent Enter a date YMD The date on which the last dunning letter was printed for this customer is displayed On Order Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup supply the total dollar value of all outstanding sales orders not yet shipped to the customer During Live Operations the system maintai
139. n the cursor by that record and press ENTER the record will be displayed for editing 132 Accounts Receivable System Administration Manual Recovery Processing 4 Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Identify the customer on the transaction The customer number you enter must bon file din the Customers file the system displays the customer name from that file so that you can verify your entry Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Identify the invoice credit memo or debit memo affected by this transaction Many different entries may apply to the same invoice The Apply To entry is generally the invoice number except for transactions that adjust a pre viously posted invoice In this instance the Apply To entry refers to the original invoice number If this is a deposit for which no invoice has yet been entered enter the sales order number from order entry or Cash Receipts Entry here When the invoice is entered this number is entered as the order number on the invoice This is necessary in order to properly track and post the deposit Date Time Stamp Enter a date and time YMDHMSH The system adds the current date and time to the record when it is posted During Initial
140. n who added this transaction to the file Control No Enter a positive number with up to 4 digits Supply the Control Number of the original control group of transactions Transaction No Enter a positive number with up to 4 digits Supply the transaction number of this transaction Account Number Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Accounts Receivable System Administration Manual 135 4 Recovery Processing The system displays the receivable account number from the Customers record During Ini tial Setup you can override the display More specifically if you are entering a transaction record for 1 a normal receivable or for a receipt on a previously posted invoice do no change the dis played receivable account number 2 a service charge or deposit receipt enter the service charge or deposit account number respectively 3 a direct receipt enter the revenue account number If your system includes General Ledger this account number must be on file in the Chart of Accounts field and the system displays the account description from that file so that you can verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Ente
141. ncluding access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Miscellaneous Customers Must Be Open Item Press ENTER to display system supplied information then press ENTER again to continue to the next screen Select the next Record option to go to the next Customers record Accounts Receivable System Administration Manual 59 2 Initial Setup File Maintenance At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file The screen below present additional information about Customers Figure 41 The Accounts Receivable Initial Setup Customers Screen Part 3 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Credit Limit Enter a number with up to 7 digits Define the maximum amount of credit extended to this customer The system uses this amount to set the Credit Status for this customer if the system is set up to maintain this infor mation see the Hold OK field The Credit Limit does
142. ng Live Operations Use the Recovery Processing functions to recover from problem situations For example a power surge can damage records which are maintained by the system and which must be accurate and com plete for the system to function properly You can only obtain access to system maintained files through Recovery Processing Under normal conditions most data entry errors can be corrected by using File Maintenance Change mode or the Adjustments Transaction processing function in the Live Operations phase If you use Recovery Processing the system creates a modification log for any changes Remember that any changes you make using Recovery processing may affect the integrity of the audit trail The features described in this manual are included in the standard Accounts Receivable application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification 4 Accounts Receivable System Administration Manual General Information 1 Contents In addition to an overview explaining the functions of the application this manual includes Sample screen displays Data Field characteristics Instructions and explanations for valid entries Pertinent examples Default sort sequences Selection criteria for all outputs Sample reports lists and inquiries Other Manuals The APPX User manual provides general information about starting up your system making entries printin
143. ng Live Operations the system displays the current calendar month Current Calendar Year Enter a positive number with up to 2 digits Enter the current calendar year During Live Operations the system displays the current cal endar year Current Fiscal Month Enter a positive number with up to 2 digits If General Ledger is a part of your system the fiscal month will be supplied for you and you will not be able to change it If you are operating Accounts Receivable without General Led ger you should supply the appropriate fiscal month Accounts Receivable System Administration Manual 19 2 Initial Setup File Maintenance Current Fiscal Year Enter a positive number with up to 2 digits If General Ledger is a part of your system the proper fiscal year will be supplied for you and you will not be able to change it If you are operating Accounts Receivable without General Ledger you should supply the appropriate fiscal year Number of Accounting Periods Enter a positive number with up to 2 digits If you are in Initial Setup mode enter eight 12 or 13 to specify the number of periods in the fiscal year During Live Operations the system displays either 12 or 13 If General Ledger is part of your system this number is provided for you and you cannot change it Start Month of Fiscal Year Enter a positive number with up to 2 digits The starting month for your fiscal year is provided from Genera
144. nitial Setup Figure 48 The Accounts Receivable Initial Setup Opening Entries Screen Option 1 Opening Transactions Use this function to enter and edit opening customer transactions during Initial Setup This includes all outstanding invoices as well as payments adjustments and service charges that may have been posted to these invoices You may choose to skip this step and enter your outstanding invoices during Trans action Processing in Live Operations after Initial Setup is ended This function also allows you to modify the Transactions file in Recovery Processing in the unlikely event that a post fails to complete When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed This file contains the chronological audit trail for every invoice for every customer This includes all invoices receipts adjustments service charges and refunds during Initial Setup these transactions can be viewed by printing the Transaction Register which can be sorted by Post Month and year to check for end month balances Invoices with zero balances are usually deleted at end of month but may be kept in the Transaction History file for any number of months 98 Accounts Receivable System Administration Ma
145. not prevent you from entering sales over the limit If you leave a blank entry in this field the system assumes a limit of 0 not an unlimited line of credit The default value is 9999999 meaning that unlimited credit is available for this customer 60 Accounts Receivable System Administration Manual Initial Setup File Maintenance Credit Status Enter an upper case alphanumeric field up to 3 characters in length Valid entries are OK NO and BAD The initial default value is OK This field is required Use one of the following codes to identify this customer s credit status OK The customer s credit limit is not exceeded NO The customer s balance exceeds the customer s credit limit BAD For some reason other than the credit limit this customer is considered to be a poor credit risk You are the only one allowed to set or change this status code the system will not alter a credit status of BAD The credit status indicator is used in Order Entry to inform users entering sales orders of the customer s current credit status The system will maintain this field only if the Hold OK field see next field is set to Y Hold OK Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not the system should maintain this customer s credit status that is whether or not the system should update the credit status field N The system s
146. ns enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this question the system assumes that Ask for Operator ID is also Y Months of Transaction Control Enter a positive number with up to 3 digits Enter the number of months of historical Transaction Control records you want to keep If you are not using the Transaction control feature leave this entry blank since these records are deleted based on the actual date and time of posting there may be some slight discrepancy between your choice of month end closing date and the actual number of months kept How ever Transaction Control history can be useful as an audit trail Months of Transaction History Enter a positive number with up to 3 digits Accounts Receivable System Administration Manual 113 4 Recovery Processing Supply the number of months of transaction history you wish to keep This will be a historical reference of the chronological audit trail for all your transactions including invoices re ceipts adjustments service charges and refunds This information is transferred from the current Transactions file at End of Month when an invoice nets to zero If you keep many months of history this file can become very large This historical data differs from Transaction Control Transaction Control history merely reflects t
147. ns and displayed the total amount of all outstand ing sales orders not yet shipped to the customer The Order Entry application updates this field Balance Due Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal For new records entered during Initial Setup this field is zero When you run the Process Initial Setup function the system will calculate the total amount of outstanding invoices based on the opening entries and will place the result in this field During Live Operations the system maintains and displays the total amount of all outstanding invoices for the customer This field is updated during transaction posting Refund Vendor No Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry If this customer will need a refund for any reason it will be necessary to transfer the refund to Accounts Payable in order to print a check Supply the vendor number for this customer if a check is possible Accounts Receivable System Administration Manual 63 2 Initial Setup File Maintenance You might want to create a Miscellaneous Vendor specifically to handle refunds If a refund is created for a Miscellaneous Vendor the name and address for the vendor invoice are trans ferred from the Customers file Press ENTER to display system supplied information and then press ENTER again to sa
148. nsactions If this field is set to N then the system does not allow the operator ID in any transaction file to be changed This creates an operator exclu sive environment wherein an operator may not access any transactions except those s he entered If you wish to use the Transaction Control feature set this field to Y and also set the Use Transaction Control field to Y This will bring up a screen during Transaction processing that will allow you to establish operator exclusive control groups if you choose Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you wish to use the Transaction Control feature available in Ac counts Receivable Transaction Control allows you to enter control and hash totals for each control group and tracks the number of transactions posted and the total amount posted It also notes the last transaction posted and whether any errors or warnings were encountered during posting If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transaction enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this question the system assumes that
149. nt Then position the cursor by that record and press ENTER the record will be displayed for editing 34 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Data items for the preceding screen are described below Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Customer Division Enter a positive number with up to 2 digits By using Scan you may use this as an access key for selecting records Use a unique code to identify each division within your company Description Enter an alphanumeric field up to 30 characters in length This field is required Describe each division This description is for your information only it will not be printed on invoices Name Enter an alphanumeric field up to 30 characters in length Supply the name of each division if you want a name other than your company name to be printed on invoices statements and dunning letters Address Line 1 Enter an alphanumeric field up to 30 characters in length Provide each division s street address if you want an address ot
150. nter a positive number with up to 4 digits The system displays the Control Number of the original control group of transactions Transaction No Enter a positive number with up to 4 digits The system displays the transaction number of this transaction Account Number Enter an upper case alphanumeric field up to 12 characters in length this field is required You can use Scan to search for an appropriate entry The system displays the account number entered for this transaction If your system includes General ledger this account number must be on file in the Chart of Accounts file The system displays the account description from that file If this transaction is an invoice a receipt or an adjustment this is the receivable account if it is a direct receipt this is the revenue account number For service charges or deposits this is the service charge or deposit account number respectively The entered date is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below 140 Accounts Receivable System Administration Manual Recovery Processing 4 E Cannot Enter a heading Account E Cannot Enter a Summary Account E Due Date Required for Invoice Transaction Types E Invalid Application Type W Cash Receipts Should Be Entered as Negative Amounts Press ENTER to display system supplied info
151. nter and edit Customer Types records Customer Types provides you with another way to subdivide your customers Many reports in Accounts Receivable are sorted by Customer Type When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the user ID date and time are printed The screen shown below presents information about Customer Types This file allows you to subdivide your customers by type 38 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Figure 33 The Accounts Receivable Initial Setup Customer Types Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear t
152. nter master file information and to print lists of your master files for audit purposes Figure 27 The Accounts Receivable Initial Setup File Maintenance Screen Option 1 Parameters Use this function to enter and edit the Parameters record Be careful that this information is correct it controls the operation of the Accounts Receivable application When you use this function a record of all entries will be printed For additions all new field contents are printed for changes both old field contents and new field contents are shown and in both cases the User ID date and time are printed The screen shown below presents information about Parameters 18 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Figure 28 The Accounts Receivable Initial Setup Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Current Calendar Month Enter a positive number with up to 2 digits Enter the current calendar month Duri
153. ntry or Cash Receipts Entry here When the invoice is entered this number is Accounts Receivable System Administration Manual 99 3 Initial Setup Opening Entries entered as the order number on the invoice This is necessary in order to properly track and post the deposit Date Time Stamp Enter a date and time YMDHMSH The system adds the current date and time to the record when it is posted During Initial Setup this may be changed If several transactions hve the same Customer and Apply To number the date and time are used to distinguish between the transactions Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount of the transaction For invoices or service charges this is a positive num ber for receipts or refunds it is negative Past Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This fied is required Identify the calendar month or accounting period to which this transaction was posted If you are using 12 period accounting enter the calendar month if you are using 13 period account ing enter the fiscal period Post Year Enter a positive number with up to 2 digits Identify the calendar year or fiscal year for 13 period accounting to which this transaction was posted Transaction
154. nual Initial Setup Opening Entries 3 Figure 49 The Accounts Receivable Initial Setup Opening Transactions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Identify the customer on the transaction The customer number you enter must be on file in the Customers file the system displays the customer name from that file4 so that you can verify your entry Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Identify the invoice credit memo or debit memo affected by this transaction Many different entries may apply to the same invoice The Apply To entry is generally the invoice number except for transactions that adjust a pre viously posted invoice In this instance the Apply To entry refers to the original invoice number If this is a deposit for which no invoice has yet been entered enter the sales order number from Order E
155. o or debit memo affected by this transaction The Apply To is generally the invoice number except for invoices which ad just another invoice for those adjustments the Apply To refers to the number of the origi nal invoice Invoice Check No Enter an upper case alphanumeric field up to 8 characters in length The system displays either the invoice number from invoice transactions or the check num ber from receipts transactions the field is blank for adjustments For invoices which adjust a previously received invoice the Invoice Check Number represents the current invoice and the Apply To refers to the original invoice Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type entered on this transaction if any Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry The system displays the subsidiary code entered o this transaction if any Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Month To Date Postings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Month To Date Postings file Accounts Receivable System Administration Manual 131 4 Recovery
156. of the calendar year Other applications may coincide with the Accounts Receivable accounting period or may be ahead of or behind that used by Accounts Receivable transaction entry functions allow the user to specify the month and year to which a trans action is to be posted The Close Month function within Accounts Receivable deletes historical data older than the number of months of history you choose to keep and prepares the files for the next accounting month Customer Type and Area Customers can be categorized using Customer types and Customer Areas Many of the Accounts Re ceivable reports and updating functions can be sorted and selected by using these fields For example customers who are company employees that borrow funds from the company can be given their own Customer Type Transaction Control On the Accounts Receivable Parameters file there are two entries which allow you to define the level of transaction control detail that is appropriate for your business These fields are labeled Ask for Operator ID and Use Transaction Control Every transaction file is keyed by Operator ID and a sequential Control Number that is a part of your audit trail If you enter N No for Ask for Operator ID the system will automatically assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed No operator will be allowed to edit another operator s transaction
157. oice number for the transaction Order Number Enter a positive number with up to 6 digits Check Number Enter a positive number with up to 9 digits Identify the check number for this transaction This field applies only to receipts Transaction Type Enter a positive number with 1 digit Identify the type of transaction Valid options are 1 AR Invoice 2 Debit Credit memo 3 AR Adjustment 134 Accounts Receivable System Administration Manual Recovery Processing 4 4 Cash Receipt 5 OE Invoice 6 Service Charge 7 Deposit Transaction Description Enter an alphanumeric field up to 30 characters in length During Initial Setup you can enter a description of this transaction During Live Operations this field will appear on the Transaction Register report if you choose to print descriptions Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The system displays the terms code from the Customers record during Initial Setup you can override the display by entering code to identify the payment terms that apply to this transac tion The terms code must be on field in the Terms field The system displays the description from this file so that you can verify your entry Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required Supply the Operator ID of the perso
158. om the Initial Setup File Maintenance menu for as many years as you wish to keep Then run Process Initial Setup and End Initial setup The advantage of this option is that you begin Live Operations with a good quantity of historical information the disadvantage of this option is that it requires a fair amount of data entry 2 Alternatively you can enter just the basic master file information run Process Initial Setup and End Initial Setup to begin Live Operations set your Post to GL Post to SA and Post to CA fields in the parameters file to N No then enter your outstanding invoices and any adjustments and payments through transaction processing print journals and post your opening transactions After your opening transactions are posted you can then change your Post to fields on the Parameters file to their proper values the advantage of this option is that it requires fewer keystrokes and auto matically creates all your historical files The disadvantage of this option is that you have less begin ning historical information If you choose the second alternative you can Change Phase back to Initial Setup and enter additional Customer History if you wish In this case however you should NOT run Process Initial Setup a second time after your Customer History is entered simply End Initial Setup Special Considerations for Recovery Processing Phase The Recovery Processing phase of
159. omer located in that district For example if state tax is 6 percent and local tax is 2 percent enter 8 percent in this field G L Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Define the General ledger account to which this district s sales taxes will be credited During invoice posting this account will be credited for taxes billed to the customer If your system includes General ledger this number must be on file in the Chart of Accounts field and the system displays the corresponding description so that you can verify your entry If the Rate is zero you can leave this field blank Total Sales Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the month to date quarter to date and year to date sales made in this tax district Year to date and quarter to date figures re flect the calendar year totals Accounts Receivable System Administration Manual 43 2 Initial Setup File Maintenance Taxable Sales Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total amounts of the taxable month to date quarter to date and year to date sales in this tax district During Live Operations the system displays the total amounts of the taxable month
160. or editing Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use Scan to search for an appropriate entry Identify the customer whose historical information you are entering or changing The cus tomer number you enter must be on file in the Customers file The system displays the cus tomer name from that file so that you can verify your entry Year Enter a positive number with up to 2 digits Identify the calendar or fiscal year for which you are entering this customer s historical infor mation You can indicate in the Accounts Receivable Parameters file whether you are keep ing customer history information by calendar or fiscal year During Live Operations this field indicates the year that the Customer History record was created You can indicate in the Parameters file how many months of this historical informa tion you wish to keep The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Year of Zero Will Be Processed as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customer History re
161. ormation overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Customer Area Enter a positive number with up to two digits By using PF1 you may use this as an access key for selecting records Supply a unique code to identify this customer area Description Enter an alphanumeric field up to 30 characters in length This field is required Describe each customer area This description is for your information only it will print on subheadings for various reports throughout Accounts Receivable Accounts Receivable System Administration Manual 37 2 Initial Setup File Maintenance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted Press ENTER to save the information on the screen Select the Next Record option to go to the next Customer Divisions record At this screen the use of mode keys ADD DEL CHG or INQ pertain to those records in the Customer Divisions file Option 5 Customer Types Use this function to e
162. osted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be debited when Write Off Service Charges is run and also when any write off amounts are posted through Cash Receipts Deposit Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer deposits will be posted If General led ger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited when the deposit is posted through cash receipts and debited when the deposit is acknowledged through invoices posting The entered data is validated During validation including access to other field conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be In Ascending Order E General Ledger Must Exist to Keep Fiscal History E Transaction Ageing Periods Must Be In Ascending Order Press ENTER to display system supplied information and then press ENTER again to continue to the next screen 24 Accounts Receivable System Admin
163. ot relevant enough to track separately When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Miscellaneous Customers This file contains records for miscellaneous customers created during invoice posting These names and addresses are used for invoice printing then deleted when the corresponding processed invoice is deleted during Close Month processing Figure 68 The Recovery Processing Miscellaneous Customers Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below 174 Accounts Receivable System Administration Manual Recovery Processing 4 Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable This field is required You can use Scan to search for an appropriate entry Provide the miscellaneous custom
164. ou find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Accounts Receivable System Administration Manual 49 2 Initial Setup File Maintenance Data items for the preceding screen are described below Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Provide a unique code to identify each set of dunning letters Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this set of dunning letters Press ENTER to continue to the next screen Select the next Record option to go to the next Dunning Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Dunning Codes file The screen shown below presents information about Dunning Letters by Age This file contains the text used when printing dunning letters for each ageing category Figu
165. ount Since the customer has not yet paid the invoice the amount of the invoice also debits or increases an asset account called Accounts Receiv able Some examples of receivable accounts are Notes Receivable Employee Loans Receivable and Customer Accounts Receivable the total amount in Accounts Receivable represents the total amount of revenues which have not yet been collected If General ledger is part of your system Accounts Receivable postings also update the General ledger balances providing you with up to date financial information The following T charts show the effect of the posting of a 180 00 invoice to a customer for the purchase of office supplies DR Accounts Receivable CR DR Sales Income CR 180 00 180 00 When the check is received from the customer it is entered as a Cash Receipt At this time you can record any discounts the customer has taken in addition to the discounts offered on the invoice A cash receipt credits decreases Accounts Receivable debits increases cash and debits or increases any discount given account Customer discounts are debits usually to a contra revenue account On the next page is a T chart example of a cash receipt which includes a 2 discount amount As sume it is payment for the invoice in the first example 2 Accounts Receivable System Administration Manual General Information 1 DR Cash CR DR Accounts CR DR Discounts Given CR Receivable 176 40 180 00 3 60
166. our system your com pany should consider several issues and options that may affect system operation This chapter pro vides information which should be considered when installing Accounts Receivable Accounts Receivable System Administration Manual TI 1 General Information Master Files Initial Setup procedures are designed to establish master file records and to facilitate transfer of infor mation from existing records to Accounts Receivable The first step in Initial Setup involves entering master file and historical data for the application Data can be entered into the following files Parameters Descriptions Customers Customer Divisions Customer Areas Customer types Sales Tax Codes Terms Dunning Codes Recurring Billings Customer History Miscellaneous Customers In the next step Opening Entries functions are used to establish the open transactions This informa tion is verified by printing a Transaction Register Process Initial Setup is then run to ensure that required records have been entered accurately An error log is created if any mistakes are found Once the errors have been corrected Initial Setup reports should be reprinted to check information for accuracy The final step in Initial Setup is End Initial Setup Once this menu option is selected the system begins Live Operations Transaction Control As a function of setting up Accounts Receivable you should decide how much detail you need to keep for
167. part of your system this number must be a valid account num ber When you enter a valid account number the system displays the account description from the Chart of Accounts file so that you can verify your entry During Live Operations this account number will be used as the default receivable account for this customer s transactions Offset Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the standard offset account for this customer This is usually a revenue account This account will default for you when you are entering invoices If there is no default offset ac count for this customer leave this field blank Accounts Receivable System Administration Manual 57 2 Initial Setup File Maintenance If entered this account must be on file in the General ledger Chart of Accounts file The system will display the account description from that file so that you can verify your entry Open Item Enter Y yes or N No The initial default value is Y This field is required Specify whether this customer s account will be maintained on an open item or balance for ward basis Values and their meanings are Y The customer s account is maintained on an open item basis All transactions will be kept in detail in the transactions file During Close Month processing in Live Operations the system will delete only zero balanc
168. phanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General ledger account to which freight charges on invoices will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited for the Freight amount during invoice posting Accounts Receivable System Administration Manual 23 2 Initial Setup File Maintenance Service Charge Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which service charges on past due invoices will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts field The system displays the account description from that file so that you can verify your entry This account will be credited during service charge posting Write Off Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which service charge write off amounts will be posted This is also the account to which write off amounts entered through Cash Receipts will be p
169. priate entry Enter the General Ledger account to which service charge write off amounts will be posted This is also the account to which write off amounts entered through Cash Receipts will be posted if General ledger is part of your system this account number must be on file in the chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be debited when Writ Off Service Charges is run and also when any write off amounts are posted through Cash Receipts Deposit Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer deposits will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the account description from that file so that you can verify your entry This account will be credited when the deposit is posted through cash receipts and debited when the deposit is acknowledged through invoices posting The entered data is validated during validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below E Ageing Periods Must Be In Ascending Order E General Ledger Must Exist to Keep Fiscal History E Tran
170. printed The screen shown below presents information about Unpaid Invoices This file contains a record for each customer apply to combination Transaction postings either create or update records in this file Unpaid invoice records are used to generate automatic cash receipts and determine the order in which On Account payments are applied by customer and due date Figure 60 The Recovery Processing Unpaid Invoices Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Customer Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Accounts Receivable System Administration Manual 145 4 Recovery Processing Identify the customer record to edit the system displays the customer s name so that you can verify your entry Apply To Enter an upper case alphanumeric field up to 8 characters in length This field is required Enter the number of the invoice credit memo or debit memo affected by this transaction The Apply To is generally the invoice numb
171. r a Heading Account E Cannot Enter a Summary Account E Due Date Required for Invoice Transaction Types E Invalid Application Type E Terms Code Required on Invoice W Cash Receipts Should Be Entered as Negative Amounts Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Transaction record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Transactions file 136 Accounts Receivable System Administration Manual Recovery Processing 4 Option 5 Transaction History You can use this function to edit the Transactions History field in Recovery Processing in the unlikely event of a system failure during posting When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are sown and in all cases the User ID date and time are printed The screen shown below presents information about Transaction History This file contains a historical record of the chronological audit trail for every invoice for every customer Invoices with zero balances are usually deleted at end of month and will be saved in this file for the number of months identified in the Parameters file as Number of Months of Trans
172. ral Ledger Year to Date and Month to Date Postings file contains double postings these can only be cor rected by deleting the extra record in Accounts Receivable Recovery Processing 14 Accounts Receivable System Administration Manual General Information 1 If the update failed during the post to Accounts Receivable the files that will be affected are the Trans actions file the Customer file the customer History file and the Unpaid Invoices file print the Trans action Register and the Unpaid Invoices report if these two files agree then Accounts Receivable is in balance check to see if the last transaction that was posted has been deleted If not delete it before restarting the post Most likely the Transaction register will not balance to the Unpaid Invoices report in this circum stance because the Transaction file will have been updated and the Unpaid Invoices file will not have been updated You need to delete the transaction from the Transactions file and review your Customer and Customer History data for that customer to determine which if either of these files have been updated Use Recovery Processing to repair any updated files print the Modification Logs that are produced as an adjunct to your audit trail Then reset the Post in progress field on the affected transaction file and restart the post When the post completes review your data carefully to ensure its accuracy After Completing Recovery Processing
173. re 38 The Accounts Receivable Initial Setup Dunning Letters by Age Screen 50 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Age Enter a positive number with up to 3 digits Identify the number of days past due an invoice must be in order to generate this dunning text Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this dunning code and age combination Text Enter a text field up to 600 characters in length You can use the options to split join or redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Supply the body of the dunning letter for this age This is the text that will appear above the statement information when the dunning letter is printed Press ENTER to save the information on this screen Select the Previous Image option to go back to the Dunning Codes screen Select the Next Record option to go to the next Dunning letters by Age record Select the En
174. recent payment was received from this customer During Live Operations the system maintains and displays the date the most re cent payment was received from this customer This field is updated during transaction post ing Comments 164 Enter a tax field up to 237 characters in length You can use the options to split join and redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Supply any additional information you may need about this customer This field is optional and appears only on the standard Customer List the Customer Credit Inquiry and the Cus tomer Credit report Accounts Receivable System Administration Manual Recovery Processing 4 The entered data is validated During validation including access to other field conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Miscellaneous Customers Must Be Open Item Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file The screen below presents additional information about Customers Figure 65 The Recovery Processing Customers Screen Part 3 of 3 When the key value for a particular recor
175. reflect the partial bill Start Month 150 Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 1 11 12 13 and Accounts Receivable System Administration Manual Recovery Processing 4 EY This field is required Identify the calendar month and year of the first month for which you want to generate in voices for this recurring billing Start Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Supply the first calendar year for which you want to generate invoices for this recurring bill ing Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the dollar amount to be debited or credited to the receivable account for this recurring billing Enter a negative amount for a credit entry Billed to Date Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup you can enter the total dollar amount that has been billed to date for this recurring billing During Live Operations the system maintains and displays the total amount that has been Billed to Date for this recurring billing this field is used with the Limit field to control the recurring billing generation Receivable Account Enter an upper
176. required The operator ID in any transaction file is always defaulted If this field is set to Y any operator can change the operator ID on any transaction file during data entry This permits editing of another operator s transactions If this field is set to N then the system does not allow the operator ID in any transaction file to be changed This creates an operator exclu sive environment wherein an operator may not access any transactions except those s he entered If you wish to use the Transaction Control feature set this field to Y and also set the Use Transaction Control field to Y this will bring up a screen during Transaction processing that will allow you to establish operator exclusive control groups if you choose Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you wish to use the Transaction control feature available in Ac counts Receivable Transaction Control allows you to enter control and hash totals for each control group and tracks the number of transactions posted and the total amount posted It also notes the last transaction posted and whether any errors or warnings were encountered during posting If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactio
177. rinted on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry Supply s subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed that the transaction will flow through to General Subsid Accounts Receivable System Administration Manual 155 4 Recovery Processing iary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions that are posted with the various subsidiary types and codes can be viewed on the subsidiary Code GL Distributions report on the Monthly Processing menu Commission Percent Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal If you entered N for Comm on Subtotal on the previous screen enter the commission percent s to be paid on this line item This field is optional If your system does not include Commission Accounting you can make an entry here for your information The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Cannot Have Sub Code W
178. rmation and then press ENTER again to save the infor mation on this screen Select Next Record to go to the next Transaction History record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Transaction History file Option 6 Transaction Control Use this function to enter or edit information on the Transaction Control file in the unlikely event of failure during a post When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Transaction Control This file contains one record for each control group that was posted As many months of history as you choose can be saved in this field the number of months is specified in the Parameters file Accounts Receivable System Administration Manual 141 4 Recovery Processing Figure 59 The Recovery Processing Transaction Control Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option the records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record an
179. rs The Average Daily Balance will be calculated by summing the balances fro each day since the last closing date and then dividing the total by the number of days since the last closing date To be consistent in the use of Average Daily Balance service charges should be calculated using the same day of the month as the closing date each month and that date should be as close as possible to your month end closing date Service Charges Control Number Enter a positive number with up to 4 digits The system provides a control number for Service Charges This number will default for the next group of service charges and will be incremented for subsequent groups of service charges Recurring Billings Generated Enter Y Yes or N No The initial default value is N This field indicates whether or not recurring billings have been generated in the current pe riod During Initial Setup set this field to N During Live Operations the system displays either Y or N to indicate whether or not re curring billings have been generated in the current period Accounts Receivable System Administration Manual 119 4 Recovery Processing Closing Date Enter a date YMD The system stores the closing date for service charges so that it can be printed on the Service Charge Register the closing date also determines how many days overdue any given invoice is The system date is the default value you c
180. rs The receivable and offset accounts will be rear ranged and the customer records will be updated with the new account numbers Step 5 This step processes the information for Month To Date Postings the account numbers will be rear ranged and the records will be updated with the new account numbers Step 6 This step processes the information for Parameters All account numbers in the Parameters file will be rearranged and the record will be updated with the new account numbers Step 7 This step processes the information for Recurring Billings and Recurring Billings Line Items The receivable account and Billing Line Item account will be rearranged and the records will be updated with the new account numbers Step 8 this step processes the information for Sales Tax Districts The account numbers will be rearranged and the records will be updated with the new account numbers Step 9 this step processes the information for Transactions History The account numbers will be rearranged and the records will be updated with the new account numbers Accounts Receivable System Administration Manual 185 4 Recovery Processing Step 10 This step processes the information for Transactions The account numbers will be rearranged and the records will be updated with the new account numbers Step 11 This step processes the information for Unpaid Invoices The account numbers will be rearranged and the records will be updated with the new acco
181. s No control or hash totals will be kept and no data will be posted to the Transaction Control file If you enter Y Yes to Ask for Operator ID and N No for Use Transaction Control the system will assign the Operator ID and Control Number for each group of transactions but the Control 8 Accounts Receivable System Administration Manual General Information 1 Number can be changed Additionally any operator will be allowed to edit another operator s trans actions No control or hash totals will be kept and no data will be posted to the Transaction Control file If you enter Y Yes to Ask for Operator ID and Y Yes to Use Transaction Control the system will assign the Operator ID and Control number to each group of transactions but the Control Number can be changed In addition control and hash totals can be entered and will be balanced against the sum of the transactions Each control group can have a unique description an Operator Exclusive option allows any operator to restrict access to his or her transactions One record will be written to the Transaction Control file for each group of transactions posted detailing the Operator ID Control Number Description Number of Transactions and last Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This information can be printed on reports and viewed through an inquiry Cash Flow For Cash F
182. s the number of days before the invoice or due date For example ageing entries of 0 and 30 would define the following three periods 0 and before 1 to 30 31 and above These values may be changed when the Transaction Register report is printed Customer Discount Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer discounts discounts offered to specific customers independent of terms discounts will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system dis plays the account description from that file so that you can verify your entry This account will be debited for the Customer Discount amount during invoice posting Discounts Given Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use scan to search for an appropriate entry Enter the General ledger account to which terms discounts will be posted If General ledger is part of your system this account number must be on file in the Chart of Accounts file the system displays the account description from that file so that you can verify your entry This account will be debited for the Discounts Given amount during cash receipts posting Freight Out Account Enter an upper case al
183. s you to choose either the standard Customer List or the shortened version The screen shown below allows you to choose to print the short form of the Customers List Figure 47 The Accounts Receivable Initial Setup Customers List Screen Data items for the preceding screen are described below Print Short List Enter Y Yes or N No The initial default value is N This field is required You can choose to print the short customer list one line per customer by entering Y If you leave the entry as N you will print the fully detailed customer list Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Customers information this step provides you with a default sequencing of data records by Customer alpha and Customer giving additional sort order choice by Receivable Account Zip Code Terms Code Customer Type Division and Area 88 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 with the option to change modifiable parameters at run time Selection of data records is provided by Customer Customer Alpha Zip Code Credit Status Customer Hold OK Terms Code Changed On Salesperson Tax Code Service Charges Write Off Service Charge Statement Type Customer type Division and Area with the option to enter user specified comparisons at run time Step 3 this is the standar
184. saction ageing periods Must Be In Ascending Order Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below presents additional information about Parameters 116 Accounts Receivable System Administration Manual Recovery Processing 4 Figure 53 The Recovery Processing Parameters Screen Part 2 of 2 Data items for the preceding screen are described below Post to GL Enter Y Yes or N No The initial default value is N this field is required Tell the system whether or not to allow information transfer to General Ledger Post to CA Enter Y Yes or N No The initial default value is N This field is required Tell the system whether or not to allow information transfer to Commission Accounting Post to SA Enter Y Yes or N No The initial default value is N this field is required Tell the system whether or not allow information transfer to Sales Analysis Hold Transactions Enter Y Yes or N No The initial default value is N this field is required Tell the system whether or not to hold zero balance invoices beyond the current calendar month rather than deleting them at month end closing since transactions may be entered with a posting date for a future month the system needs to know how long to keep zero balance invoices on file Enter either Accounts Receivable Sy
185. set 88 Option 22 Customer History List sssssssssssesesssssssrereseststsrsrsrstsrertsrsrststsrerererenrerseseees 92 Option 23 Recurring Billings Listcsresereiniran aneen aE E A AR aE 94 Option 24 Miscellaneous Customers List s sessssssssesesestststssetsisrersrererstsreeresenrerseseset 96 Chapter 3 Initial Setup Opening Entries sccssesscsscecsseesseeeeseeesees 97 Option 1 Opening Transactions 0 0 ececesesecsseseeseeseeecececseeseeeceesecesseeseeseeaeeseeeees 98 Option 2 Transaction Register sici neegiss rinser ii iinta e rK aE n Eesi eneses 103 Option 3 Process Initial Setup esesessesessssseseetsrsrstsrereseststststrssssresesrsrsrersreerenesrsrseset 107 Chapter 4 Recovery Processing sesesooessseoecssecescoecssooesssccecssecesosesesoossseoese 109 Recovery Processing senese eee e Sira EEE ea TEE a EEEE EE SE TEE Option 1 Parameters aose aina E REEE E EE E EE T ENAREN RE Option 2 Customer Histotyrera nri ann a AEA ER E AER ARSA Option 3 MTD PostingS eiee esere aine erreneren erka ieas eepe eea e E aR Ee Option 4 Transactions Option 5 Transaction History Option 6 Transaction Control Option 7 Unpaid Invoices Options 8 Recurring Billings Option 9 Customers inean Joe tees coeur A TA tars ccees asec tpendeensies RSE Option 10 Sales Pax Cod S sna era e e odes a E A ara a EEEE Serene Option 11 Miscellaneous Customers eeeesssesees
186. sh receipt was entered and posted If more than one cash receipt with a discount given was entered and posted this field represents the sum of all the discounts given Service Charge Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the service charge assessed against this invoice if any Write Off Service Charge Enter Y Yes or N No the initial default value is N This field is required The system displays the current value of the Write Off Service Charge field this field is originally obtained from the invoice but can be altered either by an adjustment transaction or by a cash receipt This field is used by the Write Off Service Charges function to remove any existing service charges from the invoice Order No Enter a positive number with up to 6 digits The system displays the sales order number if applicable Customer s PO No Enter an alphanumeric field up to 10 characters in length The system displays the customer s PO number for this invoice Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the receivable account associated with this invoice If General Ledger is part of your system this account must be on file in the Chart of Accounts file the description from that file is disp
187. sousndiocseseavcvssutioaesserss 6 Transaction Posting Modification Logs al Application Features 8 Giistomier Vypesand ATEA eieiei iterii nie Na EES A DEOS EEEa A ENERE EEEE 8 Transaction Contool siniseen a KEA E as ven AVE EAEE AEE A EE SEE NES 8 Cash Flow oosesesessneseeene 9 Historical Information Service Charges 10 Customer Refunds 0 10 Dunning Letters and Statements LO Open Item or Balance Forward Customers 10 Application Interfaces 2 cvci3 c csc ereenn rna Enk aAA e EEE EE enni teaa eonen 11 Special Considerations for Initial Setup Phase 0 0 0 eee eseeseeceeeeeesereeeeeseeeeeeeeeees 11 Master FIle Spass aa e ec R bs AN 208 tS sina sess ous teed AUN ese ces vcs tases tdve AARSE 12 Transaction Control sasse i veces eyesseuasensetsvsovesssutecesssuitendls A 12 Establishing a Transition Date ccseeseeeereeteeteeneeees we 13 Special Considerations for Recovery Processing Phase Master FIle Saona n n TAE Restarting a Posting Process After Completing Recovery Processing c ccssssseeceesceseeseeseesececeeseeeeseesecaeeeeeeeeaeeseeaeenees 15 Titi al Setupses seca nn a EaR E E ER E Vacs E seed E S 15 Chapter 2 Initial Setup File Maintenance seesesesseesessesoesoeseseoeseeoesee Option 1 Parameters Option 2 DeseriptonS aisne e rR E di gesesolronsaeesdoucntiwveuepusdecenagiaverenedeeie 31 Option 3 Customer
188. splays only the Operator ID and the Control Number If you answered N to both questions you will see the second screen but you will not be allowed to edit the Operator ID 176 Accounts Receivable System Administration Manual Recovery Processing 4 Figure 69 The Recovery Processing Reset Post In Progress Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID which you entered at log on is displayed All control groups are separated by operator Control No The system displays a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Accounts Receivable System Administration Manual 177 4
189. sted you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Month Enter a positive number with up to 2 digits Identify the calendar or fiscal month for which you are entering customer history You can indicate in the Accounts receivable parameters file whether you want to keep historical infor mation by calendar or fiscal year During Live Operations this field displays the calendar or fiscal month during which this history record was generated High Balance Enter a number with up to 7 digits Supply this customer s highest balance during this month and year This represents the great est amount that this customer has owed at any one time during the current year 126 Accounts Receivable System Administration Manual Recovery Processing 4 Days to Pay Enter a number with up to 5 digits Identify the total number of days it took the customer to pay off the balance for this month and year Invoices Enter a number with up to 7 digits Supply the total number of invoices processed for this customer during this month and year Sales Enter a number with up to 7 digits to the left of the decimal and 2 digits to
190. stem Administration Manual 117 4 Recovery Processing Y Hold zero balance invoices until the Accounts Receivable current month reaches the trans action month as defined by the latest date on the invoice receipt or service charge N Delete zero balance invoices during month end closing regardless of their transaction dates Invoices Control Number Enter a positive number with up to 4 digits The system provides the Control Group number for Invoices This number will default for the next group of invoices and will be incremented for subsequent groups of invoices Summarize Service Charges Enter Y Yes or N No The initial default value is N this field is required If you want the system to issue only one service charge invoice per customer enter Y If you want the system to issue service charges on each past due invoice enter N On a sum mary basis information such as the receivable account and terms is retrieved from the Cus tomers file on a detail basis that information comes from the invoice itself This information can vary from invoice to invoice NOTE The automatic write off service charges feature is specifically designed to work on an invoice basis If you choose to summarize service charges any write offs will have to be taken care of individually either through adjustments or cash receipts NOTE If you calculate service charges based on the Average Daily Balance in your cus
191. stem displays the account description from that file so that you can verify your en try 74 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Item Type Enter a positive number with 1 digit Identify the type of this line item The system displays the description so that you can verify your entry Valid codes are 0 Taxable sale 1 Nontaxable sale 2 Customer discount 3 Freight 4 Sales tax 5 Other Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Identify the amount to be debited or credited fro this recurring billing line item A positive amount is considered a credit for a discount line item enter a negative amount Description Enter an alphanumeric field up to 30 characters in length Describe this recurring line item Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions that are posted to various subsidiary types and codes can be printed to the Subsidiary Codes GL Distributions report on the Monthly Processing menu Sub Code Enter an upper case alphanumeric field up to 16 characters in length Yo
192. stomer N Do not print a statement for this customer Y Print a statement if there is an outstanding balance for this customer s account Z Print a statement even if there is a zero balance for the customer s account Statement Period Enter an upper case alphanumeric field up to 2 characters in length Specify the statement period this code is used for sorting when statements are printed For example if you wanted to separate your customers into three segments you might choose Period 1 as all customers whose names begin with A through H Period 2 as all customers whose names begin with I through p and Period 3 as all customers whose names begin with Q through Z Any combination or separation is allowed Service Charge Enter Y Yes or N No The initial default value is Y This field is required Specify whether or not service charges should be calculated on past due invoices and added to the customer s account when the Calculate Service Charges function is run during Live Op erations Values are N This customer is not subject to service charges Y This customer is subject to service charges The basis of the service charge is defined on the terms record identified by the Terms Code entered Service charges should be calculated edited printed posted and written off on a monthly basis The type of service charges calculated are affected by your responses to two questions on the parameters file
193. stomer s address You may want to enter the shipping address in this line and the mailing address in the second line Address 2 Enter an alphanumeric field up to 30 characters in length Supply the second line of the customer s address You may want to enter the mailing address in this line and the shipping address in the first line City Enter an alphanumeric field up to 20 characters in length Provide the city for the customer s address State Enter an upper case alphanumeric field up to 2 characters in length Supply the standard 2 letter state abbreviation for the customer s address Zip Enter an upper case alphanumeric field up to 10 characters in length Provide the customer s postal zip code 78 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Country Enter an alphanumeric field up to 20 characters in length Provide the customer s country if necessary The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Not a Miscellaneous Customer Press ENTER to save the information on this screen Select the Next Record option to go to the next Miscellaneous Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Miscellaneous Customers file Op
194. supplied and non modifiable Data items for the preceding screen are described below Current Calendar Month Enter a positive number with up to 2 digits If you are in Initial Setup mode enter the current calendar month During Live Operations the system displays the current calendar month Current Calendar Year Enter a positive number with up to 2 digits If you are in Initial Setup mode enter the current calendar year During Live Operations the system displays the current calendar year Current Fiscal Month Enter a positive number with up to 2 digits If General Ledger is a part of your system the fiscal month will be supplied for you and you will not be able to change it If you are operating Accounts Receivable without General Led ger you should supply the appropriate fiscal month Accounts Receivable System Administration Manual TIT 4 Recovery Processing Current Fiscal Year Enter a positive number with up to 2 digits If General Ledger is a part of your system the proper fiscal year will be supplied for you and you will not be able to change it If you are operating Accounts Receivable without General ledger you should supply the appropriate fiscal year Number of Accounting Periods Enter a positive number with up to 2 digits If you are in Initial Setup mode enter either 12 or 13 to specify the number of periods in the fiscal year During Live Operations the system displays either 12 or 13
195. t ac count for this customer leave this field blank If entered this account must be on file in the General ledger Chart of Accounts file The system will display the account description from that file so that you can verify your entry Open Item Enter Y Yes or N No The initial default value is Y This field is required Specify whether this customer s account will be maintained on an open item or balance for ward basis Values and their meanings are Y The customer s account is maintained on an open item basis All transactions will be kept in detail in the Transactions file During Close Month processing in Live Operations the system will delete only zero balance invoices from these files N The customer s account will be maintained on a balance forward basis During Close Month processing in Live Operations all of the month s invoice records based on due date will be summed into a single balance forward record After the Close Month func tion has finished statements transaction reports dunning letters and inquiries will not show prior months transaction detail for this customer However an invoice with a due date in a future month will be excluded from the summary and maintained in detail Keep Sales History Enter Y Yes or N No The initial default value is Y This field is required Specify whether or not sales history will be maintained for this customer in the Custom
196. tax district must be valid for the Tax Code you entered Salespersons Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry If your system includes commission Accounting you may identify one or two sales persons to receive credit for the sale These entries must be on file in the Salespersons file The system displays the corresponding Alpha entry from that file so that you can verify your entry If your system does not include commission Accounting you can make an entry here for your information Comm on Subiotal Enter Y Yes or N No Specify the base on which commissions are to be calculated Y the invoice subtotal amount N The line item amounts Leave this field blank if commissions will not be calculated Comm Pct 152 Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal This field specifies the percentage base used to calculate the commission earned by each sales person you entered Accounts Receivable System Administration Manual Recovery Processing 4 If your system includes Commission Accounting the system displays the Commission Per cent from the Salesperson record for each salesperson that you entered You can override the display If your system does not include Commission Accounting you can make an entry here for your information Comm Basis Enter a positive number with up to 3 digi
197. tes whether or not service charges have been posted for the current period gt During Initial Setup set this field to an N cally maintains this field During Live Operations the system automati Prior Closing Date Enter a date YMD The system supplies the date that service charges were last calculated The number of days between the Prior Closing Date and the current Closing Date is used to determine the Average Daily Balance OK Applications Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are AP AR FA GL IC PA PO and OE Enter the application IDs of those applications which are allowed to interface with Accounts Receivable If you intend to include blanks as a valid value the blank entry should not be the last entry Sales Tax Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to require that the Sales Tax report be printed before run ning the Close Month procedure Sales Tax Report Printed 28 Enter Y Yes or N No The initial default value is N This field indicates whether or not the Sales Tax report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Sales Tax report
198. th procedure Adjustments GL Report Printed Enter Y Yes or N No The initial default value is N This field indicates whether or not the Adjustments GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automati cally maintains this field it is set to Y when the Adjustments GL Distributions report is printed and set to N when adjustments or refunds are posted Sub Code GL Report Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not the Subsidiary Code GL Distributions report should be printed before the month is closed Sub Code GL Report Printed Enter Y Yes or N No The initial default value is N The system will set this field to Y when you print the Subsidiary Code Gl Set this field to N in Initial Setup During Live Operations this field is maintained by the system it is set to Y when the Sub Code GI Distributions report is printed and set to N during any transaction post Transaction Cnirl Rpt Required Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not the Transaction Control report should be printed before the month is closed 30 Accounts Receivable System Administration Manual Initial Setup File M
199. the Customer Types List this step formats the Customer Types information The following data items are shown Customer Type and Description A sample output is shown below Expert Computing Inc 10 10 94 11 37 Customer Types List Description Retail Customer Wholesale Customer 84 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Option 18 Sales Tax Codes List Use this function to print a list of the Sales Tax Codes file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Sales Tax Codes information this step provides you with a default sequencing of data records by Tax Code with the option to change modi fiable parameters at run time Selection of data records is provided by Tax Code and Change On with the option to enter user specified comparisons at run time Step 2 this is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Sales Tax Codes List this step formats the Sales Tax Codes and Sales Tax Dis tricts information The following data items are shown Tax District Description Rate Total Sales Taxable Sales Sales Tax and GL Account A sample output is shown below Expert Computing Inc 10 10 94 Sales Tax Codes List District Des
200. ther to the Subtotal or to each line item depending on the entry in the comm on subtotal field If the commission is split between two salespeople the first entry should be the percentage of the sales used to calculate the first salesperson s commission and the second should be the percentage used to calculate the second salesperson s commission If Commission Accounting is part of the system the first entry defaults to 100 and the sec ond to 0 You can override these defaults These entries do not need to add up to 100 Any underage or overage will be posted to the House Account in Commission Accounting The entered date is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E 13 Month Basis Must Be Y to Generate for 13th Month E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Limit Cannot Be Less Than Amount W Misc Customer Name and Address must be Added in Invoices Entry W Start Year Has Not Been Entered Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Recurring Billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billin
201. this job Step 1 In preparation for performing a sort selection process on the Miscellaneous Customers information this step provides you with a default sequencing of data records by Customer and Apply To giving additional sort order choice by State Country and Zip Code with the option to change modifiable parameters at run time Selection of data records is provided by Customer Apply To State Country and Zip Code with the option to enter user specified comparisons at run time Step 2 This is the standard disposition used for all lists of master files Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Miscellaneous Customers List this step formats the Miscellaneous Customers information The following data items are shown Customer Apply To Name Address City State Zip Code and Country A sample output is shown below Expert Computing Inc 10 10 94 13 04 Miscellaneous Customers List Customer Customer Name Zip Country 00000050 00000050 Western Rental Mart 8759 Fir Street Eugene 00000050 South Dakota Steel 4080 Montana Avenue Souix Falls 00000050 Deno s Inc 1599 Maryland Parkway Las Vegas 96 Accounts Receivable System Administration Manual Chapter 3 Initial Setup Opening Entries 3 Initial Setup Opening Entries This menu allows you to enter and verify opening transactions and to Process I
202. tion 13 Parameters List Use this function to print a list of the Parameters file The following processing steps accomplish this job Step 1 This is the standard disposition used for all lists of master files Step 2 In order to print the Accounts Receivable parameters List this step formats the Parameters informa tion The following data items are shown Calendar Month and year Fiscal Month and Year Months of History Keep History by Fiscal Period Ask for Operator ID Use Transaction Control Ageing type Ageing Periods Transaction Register Periods Customer Discount Account Discount Given Account Freight Out Account Service Charge Account Write Off Account Deposit Account Post to GL CA and SA Hold Transactions various control Numbers Summarize Service Charges com pound Service Charges Use Average Daily Balance Recurring Payments Generated Service Charges Posted OK Applications Sales Tax Report Required and Printed Preprinted Statements Sales Distri bution Report Required and Printed preprinted Invoices Forms Receipts Distribution Report Re quired and Printed Adjustment Distribution Report Required and Printed Subsidiary GL Distribu tions report Required and Printed and Transaction Control Report Required and Printed Accounts Receivable System Administration Manual 79 2 Initial Setup File Maintenance Expert Computing 10 10 94 11 32 80 Inc LGG Page Accounts Receivable Parameters List Current
203. to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W No Sales Tax Will Be Collected for This Customer Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file The screen below presents additional information about Customers 56 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Figure 40 The Accounts Receivable Initial Setup Customer Screen Part 2 of 3 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available that until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Receivable Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the receivable account for this customer from the General ledger Chart of Accounts field If General Ledger is a
204. tom ers accounts then you are summarizing service charges Cash Receipts Control Number Enter a positive number with up to 4 digits The system provides the Cash Receipts Control Group number This number will default for the next group of cash receipts and will be incremented for subsequent groups of cash re ceipts Compound Service Charges Enter Y Yes or N No The initial default value is N This field is required Specify whether or not the receivable balance on which service charges will be calculated will include service charge receivables from previous assessments 118 Accounts Receivable System Administration Manual Recovery Processing 4 Y Include previous service charge assessments in the receivable balance when calculating service charges for the current month N Do not include previous service charge assessments in the receivable balance when calcu lating service charges for the current month Adjustments Control Number Enter a positive number with up to 4 digits The system provides the Adjustments Control Group number This number will default for the next group of adjustments or refunds and will be incremented for subsequent groups of adjustments or refunds Use Average Daily Balance Enter Y Yes or N No The initial default value is N this field is required Enter Y if you calculate service charges based on an Average Daily Balance for your custome
205. total by the number of days since the last closing date To be consistent in the use of Average Daily Balance service charges should be calculated using the same day of the month as the closing date each month and that date should be as close as possible to your month end closing date Service Charges Control Number Enter a positive number with up to 4 digits The system provides a control number for Service Charges This number will default for the next group of service charges and will be incremented for subsequent groups of service charges Recurring Billings Generated Enter Y Yes or N No The initial default value is N This field indicates whether or not recurring billing shave been generated in the current pe riod During Initial Setup set this field to N During Live Operations the system displays either Y or N to indicate whether or not recurring billings have been generated in the current period Closing Date Enter a date YMD Accounts Receivable System Administration Manual 27 2 Initial Setup File Maintenance The system stores the closing date for service charges so that it can be printed on the Service Charge Register The closing date also determines how many days overdue any given invoice is The system date is the default value you can change it Service Charges Posted Enter Y Yes or N No The initial default value is N This field indica
206. try in the Ageing Type field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example ageing entries of 0 and 30 would define the following three periods Accounts Receivable System Administration Manual Recovery Processing 0 and before 1 to 30 31 and above These values may be changed when the Transaction Register report is printed Customer Discount Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which customer discounts discounts offered to specific customers independent of terms discounts will be posted If General Ledger is part of your system this account number must be on file in the Chart of Accounts file The system dis plays the account description from that file so that you can verify your entry This account will be debited for the Customer Discount amount during invoice posting Discounts Given Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the General Ledger account to which terms discounts will be posted If General ledger is part of your system this account number must be on file in the Chart of Accounts file The system displays the
207. ts are printed for changes both old field contents and new field contents are shown and in both cases the User ID date and time are printed The screen shown below presents information about Descriptions This file contains descriptions for transaction type apply type and line item type Accounts Receivable System Administration Manual 31 2 Initial Setup File Maintenance Figure 30 The Accounts Receivable Initial Setup Descriptions Screen Data items for the preceding screen are described below Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Transaction Type Description Enter an alphanumeric field up to 21 characters in length The system displays a description of the transaction types You can override the display The system can sort through the various transactions based on this type for reporting purposes Listed below are standard descriptions for each transaction type AR Invoice Debit Credit Memo AR Adjustment Cash Receipt OE Invoice Service Charge tO es a ae Deposit NOTE Changing the description does NOT
208. ts to the left of the decimal and 2 digits to the right of the decimal Supply the percentage of the commissionable dollars that each salesperson is allocated for this invoice This percentage is applied either to the Subtotal or to each line item depending on the entry in the Comm on Subtotal field If the commission is split between two salespeople the first entry should be the percentage of the sales used to calculate the first salesperson s commission and the second should be the percentage used to calculate the second salesperson s commission If commission Accounting is part of the system the first entry defaults to 100 and the second to 0 You can override these defaults These entries do not need to add up to 100 Any underage or overage will be posted to the House Account in Commission Accounting The entered data is validated during validation including access to other fields conditions may be found which cause messages to be displayed Errors e Warnings W and Messages M that may result are shown below E 13 Month basis Must Be Y to Generate for 13th Month E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Limit Cannot Be Less Than Amount W Misc Customer Name and Address must be added in Invoices Entry W Start year Has Not Been Entered Press ENTER to display system supplied information and then press ENTER again to continue to the ne
209. u can use Scan to search for an appropriate entry Accounts Receivable System Administration Manual 75 2 Initial Setup File Maintenance Supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed that the transaction will flow through to General Subsid iary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions that are posted with the various subsidiary types and codes can be viewed on the subsidiary Code GL Distributions report on the Monthly Processing menu Commission Percent Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal If you entered N for Comm on Subtotal on the previous screen enter the commission percent s to be paid on this line item This field is optional If your system does not include Commission Accounting you can make an entry here for your information The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below mmaa a a om Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Applicatio
210. umber to be Branch Main and Division and you want your Division incremented to three characters your entries on this screen would be Component 1 Old Location 11 Old Length 2 Component 2 Old Location 1 Old Length 5 Component 3 Old Location 9 Old Length 2 Component 4 Blank New Length Enter a positive number with up to 2 digits New Length 2 New Length 5 New Length 3 Supply the length for each of your new account components Enter them in the same order as you entered the old locations and lengths The system will create new account numbers for you in the order and length specified As an example if you were using Corporate Accounts Receivable your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are not using the Sub Account and you want your finished account number to be Branch Main and Division and you want your Division to have three characters your entries on this screen would be Component 1 Old Location 11 Old Length 2 Component 2 Old Location 1 Old Length 5 Component 3 Old Location 9 Old Location 2 Component 4 Blank New Length 2 New Length 5 New Length 3 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below mm Mesa a coil coil coi a a a In Location 10 Length Cannot Be
211. unt numbers Step 12 This function displays a warning to the operator if any errors were encountered while account numbers were being rearranged Option 24 End Recovery Processing Use this function to end the Recovery Processing phase of Accounts Receivable The following pro cessing steps accomplish this job Step 1 This function allows you to proceed to the Live Operations phase Figure 73 The End Recovery Processing Screen 186 Accounts Receivable System Administration Manual Recovery Processing 4 Data items for the preceding screen are described below End Phase Enter Y Yes or N No The initial default value is Y An entry of Y will place the system in Live Operations Press ENTER to save the information on this screen Step 2 This step ends the Initial Setup or Recovery Processing phases and begins or returns to the Live Operations phase Accounts Receivable System Administration Manual 187 APPX Software Inc Accounts Receivable System Administration Manual Published 5 95
212. ur installation as well as the specific way in which the applications inter act will be determined by the specialized needs of your company Information contained in the master files of one application may be accessed modified updated or even entered from another application This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy Accounts Receivable may be installed as a stand alone application or as part of a system that includes General Ledger Budget Analysis General Subsidiary Accounts Payable Inventory Control Pur chase Orders Order Entry Commission Accounting and Sales Analysis In a multi application sys tem data can be exchanged between applications If your system includes Order Entry Accounts Receivable receives customer invoice postings from that application Operation of Order Entry requires the existence of Accounts Receivable and Inven tory Control Information from Accounts Receivable is sent to General Ledger General Subsidiary Sales Analysis Commission Accounting and Accounts Payable However none of these applications are necessary for the functioning of Accounts Receivable If General ledger is not installed however account veri fication will not be performed within Accounts Receivable Special Considerations for Initial Setup Phase Before beginning Initial Setup and prior to making any substantial changes to y
213. uring validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Not A Miscellaneous Customer Press ENTER to save the information on this screen Select the Next Record option to go to the next Miscellaneous Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Miscellaneous Customers file Option 12 Reset Post in Progress Invoices You can use this function to change the value of the Post in Progress field on the Invoices Control Group record This may be necessary in the event that a post fails to complete The screen shown below presents information about Invoice Control Groups When you enter invoices you will see only one of the two possible screens for Invoice Control Groups Which screen you see will depend on how you answered two questions on your parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your invoices In addition a record will be written to the Transaction Con trol file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which di
214. vable System Administration Manual 101 3 Initial Setup Opening Entries override the display by entering a code to identify the payment terms that apply to this trans action The terms code must be on file in the Terms file The system displays the description from this file so that you can verify your entry Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required Supply the Operator ID of the person who added this transaction to the file Control No Enter a positive number with up to 4 digits Supply the Control Number of the original control group of transactions Transaction No Enter a positive number with up to 4 digits Supply the transaction number of this transaction Account Number Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the receivable account number from the Customers and record During Initial Setup you can overrid the display More specifically if you are entering a transaction record for 1 a normal receivable or for a receipt on a previously posted invoice do not change the displayed receivable account number 2 a service charge or deposit receipt enter the service charge or deposit account number respectively 3 a direct receipt enter the revenue account number If your system inclu
215. ve the infor mation on this screen Select the next Record option to go to the next Customers record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Customers file Option 10 Customer History You can use this function to enter and edit Customer History records This information is optional it will be kept for the number of Months of Customer History defined in the Parameters file and printed on the Customer History report You can view this information through the Sales History in quiry When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Customer History Figure 42 The Accounts Receivable Initial Setup Customer History Screen 64 Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed f
216. very Processing 4 During Initial Setup set this field to an N During Live Operations the system automatically maintains this field it is set to Y when the Sales Tax report is printed and set to N when invoices are posted Preprinted Statements Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not preprinted forms will be used when printing Statements The format for preprinted statements is the same as the format for regular statements except that the company name and column headings are not printed by the computer Preprinted forms which are appropriate for use with Customer Statements are available from well known companies Sales GL Report Required Enter Y Yes or No No The initial default value is N This field is required Indicate whether or not you want to require that the Sales GL Distribution report be printed before running the Close Month procedure Sales GL Report Printed Enter Y Yes or N No the initial default value is N This field indicates whether or not the Sales GL Distribution report has been printed for the current month During Initial Setup set this field to an N During Live Operations the system automatically maintains this field it is set to Y when the Sales GL Distributions report is run and set to N when invoices or service charges are posted
217. xt screen Select the Next Record option to go to the next Recurring Billings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Billings file Accounts Receivable System Administration Manual 153 4 Recovery Processing The screen shown below presents information about Recurring Line Items This file defines invoice line items to be automatically generated within the invoice transaction file every month when the Generate Recurring billings function is run Figure 62 The Recovery Processing Recurring Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option the records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Item Number Enter a positive number with up to 4 digits Identify the line item number You may enter line items in any sequence The system auto matically starts with 1 and sorts them into numerical order when you complete the screen entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The Offset Ac
218. y To and Date Time giving additional sort order choice by Post Year and Post Month with the option to change modifiable parameters at run time Selection of data records is provided by Account Number Customer Post Year and Post Month with the option to enter user specified comparisons at run time Step 3 This is the standard disposition used for all reports not printed on special forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Receivable System Administration Manual 105 3 Initial Setup Opening Entries Step 5 In order to print the Transaction Register this step formats the Transactions information The follow ing data items are shown Operator ID Control No Transaction No Invoice or Check Number Transaction Type Apply To Order Number Transaction Date Invoice Due Date Amount and op tionally Transaction Description As appropriate group headings appear whenever a change occurs in Post Month Account Number or Customer If requested totals appear whenever a change occurs in Customer Account Number or Post Month When totals are specified the following items are accu mulated Total Balance total Amount a nd Ageing Period Percent Grand totals print at the end show ing total Balance Total Amount and Ageing Period Percent A sample output is shown below Expert Computing Inc 10 10 94 13 05 LGG Page 1 Accounts Receiv
219. you can verify your entry If your system does not include commission Accounting you can make an entry here for your infor mation This code is defaulted when invoices are entered for this customer Accounts Receivable System Administration Manual 159 4 Recovery Processing Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Identify the payment terms that apply to this customer This code must be on file in the Terms file The system displays the description from this file so that you can verify your entry This codeis defaulted when invoices are entered for this customer Tax Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Supply the tax code that applies to this customer if any If entered this code must be on file in the Sales Tax Codes file The system displays the description from this file so that you can verify your entry This code is defaulted when invoices are entered for this customer If no tax code and tax district are entered sales tax cannot be entered on invoices for this customer Tax District Enter an alphanumeric field up to 5 characters in length You can use Scan to search for an appropriate entry Supply the tax district that applies to this customer if appropriate If entered this code must be on file in the Sales Tax Codes file for the tax code you entered in the previous field The
220. you may identify one or two salespersons to receive credit for the sale These entries must be on file in the Salespersons file The system displays the corresponding Alpha entry from that file so that you can verify your entry If your system does not include Commission Accounting you can make an entry here for your information Comm on Subiotal Enter Y yes or N No Specify the base on which commissions are to be calculated Y The invoice Subtotal amount N The line item amounts Leave this field blank if commissions will not be calculated Comm Pct Enter a positive number with up to 3 digits to the left of the decimal and 1 digit to the right of the decimal This field specifies the percentage base used to calculate the commission earned by each salesperson you entered If your system includes Commission Accounting the system displays the Commission Per cent from the Salesperson record for each salesperson that you entered You can override the display If your system does not include Commission Accounting you can make an entry here for your information Comm Basis 72 Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal Accounts Receivable System Administration Manual Initial Setup File Maintenance 2 Supply the percentage of the commissionable dollars that each salesperson is allocated for this invoice This percentage is applied ei
221. ys CHG or INQ pertain to those records in the Cash Re ceipts Control Groups file Option 15 Rearrange Account Number You can use this function to alter the location and length of the components of your General ledger account number Caution should be used here If the account number is rearranged in Accounts Re ceivable and not in General Ledger the two applications will no longer be compatible The following processing steps accomplish this job Step 1 Use this function to enter parameters which allow you to reorganize your existing account structure The size of any account component can be changed and the sequence of the account components can also be changed When you have completed your entries and before you press ENTER use the Print Screen option to print the screen This provides you with a hard copy record of your entries for use in rearranging other applications or for use as a research tool if the results of the rearrange were not what you expected NOTE If you rearrange the account numbers in Accounts receivable then General Ledger and your other subsidiary applications will not be compatible unless and until you rearrange your account num bers in the other applications NOTE Please make sure your existing data is BACKED UP before running this utility The screen shown below allows you to enter parameters needed in order to rearrange your account numbers 182 Accounts Receivable System Administration Manual
222. ystem Administration Manual 45 2 Initial Setup File Maintenance Data items for the preceding screen are described below Terms Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a unique code for each Terms record Description Enter an alphanumeric field up to 16 characters in length This field is required Describe the terms For example 2 10 net 30 This field is printed on the invoice Describe the terms For example 2 10 net 30 This field is printed on the invoice Discount Percentage Enter a positive number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Supply the discount percent for these terms For example two and one half percent would be entered as 2 5 This percent is for your information only the system does not directly cal culate the terms discount Service Charge Rate Enter a positive number with 1 digit to the left of the decimal and 2 digits to the right of the decimal Identify the monthly percentage rate at which service charges are accumulated when an in voice is past due For example if service charges are accumulated at one and one half per cent per month enter 1 5 Service Charge Minimum Enter a positive number with up to 2 digits to the right of the decimal Define the minimum amount that will be charged when service charges are calculated

Accounts Receivable System Administration Manual

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