1 Accounts Receivable
Contents
1. 00 03 22 07 A000012 PETRONILO A06328 cdi 2 94 2 94 00 05 03 07 a00002 PEDRO ACEVEDO A04090 Al 6 00 32 00 D 1 00 ALAGS 2A 05 10 07 697 a00002 PEDRO ACEVEDO 04090 Al 14 00 8 00 6 00 ALAGS2 05 10 07 al JOHN ROWIRA A05662 m 10 00 10 00 Nut 00 555 05 10 07 al JOHN ROVIRA A06078 m 270 09 200 00 70 09 00 555 05 10 07 al JOHN ROVIRA A06090 m 53 17 53 17 00 00 555 05 10 07 al JOHN ROVIRA A06107 m 53 17 46 36 6 81 555 05 10 07 al JOHN ROVIRA A06115 m 190 47 190 47 00 00 555 05 10 07 ACASH Cllente Cash A06316 cdi 14 57 14 57 00 00 05 08 07 ACASH Cliente Cash A06318 cdi 08 35 98 35 00 Ot 05 08 07 TOTAL CASH COLLECTIONS 1 914 08 0 00 TOTAL A R COLLECTIONS 1 213 00 6 058 32 3 127 08 6 098 92 9 226 00 TOTAL RETURNED CHECKS 0 00 PAYMENTS DISCOUNTS ALLOWANCES TOTAL POTA MTD CASH RECEIPTS 3 127 08 6 098 92 00 9 226 00 Updating the Cash Receipts Journal After reviewing the Cash Receipts Journal proceed with the update During the update process the following occurs The General Ledger Transaction file is updated with the Cash Accounts Receivable and Miscellaneous general ledger account postings The deposit date for each deposit is used as the posting date when the Transaction Register is printed and updated Accounts Receivable Computer Distributors Inc CDI Premium Applications MEMOS amp ON ACCOUNT APPLICATION Use this procedure to Match Credits to Open Invoices2. Match Credits to Open Invoices matches credits such as prepayments credit memos against open invoices in the Open Invoice file Users can perform selective matching of credits to outstanding invoices by invoice date or invoice number There is no requirement that the invoice numbers and credit numbers must match The Application Journal Report shows all invoices for which credits were applied MEMO S amp ON ACC APPLICATION INVOICE DETAIL BAL DUE DATE TOTAL PROFIT PRO PAY DATE PAID AHT AL 3 928 03 05 23 04 15930 00 5 448 34 03 26 06 11993 97 2 00 A00061 72 012 23 08 15 04 90000 00 34 000 38 03 27 06 11087 77 6900 00 00 10 20 04 14 00 2 2005 11 06 14 00 00 0001 01 05 52 38 27 24 5205 11 06 52 38 00 0003 10 04 152 00 31 2005 11 06 152 00 00 0003 10 04 172 00 41 24 05 11 06 172 00 00 0003 10 04 154 00 32 2105 11 06 154 00 00 0003 10 04 155 98 33 22 05 11 06 155 98 00 00 04 10 04 151 99 30 0 05 11 06 151 99 DO 490447 A90447 490462 A90462 00 01 13 04 1 00 I 90 12 13 05 1 00 DO 22 08 03 01 04 22 08 17 DO DO E E E E EE EE E E ENTER OA TO APPLY ON ACCOUNT OR MEMO NUMBER INVOICES 191366 24 N ACC 7048 32 DEBITS CREDITS 2420 58 MEMO INVOICE DR CR AMOUNT On the MEMO field enter or click the Credit Memo Number you are going to use To apply an on account amount type OA on the MEMO field Enter the invoice Number that you want to apply the memo or
3. 802000 ADJJOURNAL ADJ AR ACCT 111000 ADJ DFLT ACT SRY JOURNAL SRV AR ACCT SRV CHG ACCT 999999 WITHHOLD ACC 999999 The order of the fields on the screen is determine by the user ADJ AR ACCT Field is used to store the G L account number for Accounts Receivable Adjustment Account ADJ DFLT ACT Field is used to store the G L Account for default account normally Sales ADJ JOURNAL Field is used to store the journal number to be used on G L for A R adjustments COMPANY CODE Field is used to store one character that represents the Company code for this interface CSH ALLOWNCE Field is used to store the G L account number for special discount allowances CSH AR ACCT Field is used to store the G L account number for Accounts Receivable Trade Accounts Receivable This asset account contains the current Accounts Receivable balance for your company It is debited when invoices are recorded and credited when payments are received against outstanding invoices You can use a single Accounts Receivable account for the entire company or assign a separate account By Customer Type Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CSH BANK ACT Field is used to store the default bank G L account number for collection deposits This current asset account is debited with the amount of cash received using Cash Receipts Entry A separate Cash account can be assigned to each bank account
4. On the Accounts Receivable Transaction menu click invoice Journal Review the Invoice Journal and use it to balance your invoice entries After Printing the report you can decide to post the journal to the G L and close the Journal or end the procedure and keep adding invoices Be sure to save the most recently modified Invoice Journal as an audit trail of invoiced receivables After printing or previewing the Sales Journal the following dialog box appears If you do not update at this time the invoice information is included the next time an update is attempted AMR INVOICE JOURNAL Invoice Journal Option Select sorting option FROM DATE The default setting is that all invoice no already updated in an SORT BY CUSTOMER NUMBER invoice journal will be printed Enter the date for this invoice journal SORT BY INVOICE NUMBER TO DATE This option is not normally SORT BY CUSTOMER TYPE CUSTOMER NUMBER set If you set this parameter you will SORT BY CUSTOMER TYPE INVOICE NUMBER be able to enter up to what date do SORT BY ORDER NUMBER you want the Journal to be printed and updated FROM DATE 05 08 07 TO DATE TERMINAL ID If this option is set you will be able to request the invoice TERMINAL ID jcdi journal for the invoices made by that USER or Terminal WAREHOUSE wo 2 Warehouse no If this option is set you will be able to request the invoice jornal for a warehouse You can combined multiples alternatives
5. ROUTE Specifications Data Base Name is ROUTE Data Type is character Format and Size is x 8 Field is used to store Location assign route SALES REP ID Specifications Data Base Name is SALES REP ID Data Type is character Format and Size is X 6 Field is used to store Salesman Code assign to this location SHIP NUMBER Specifications Data Base Name is SHIP NUMBER Data Type is character Format and Size is X 7 Field is used to store Number to represent this location SLSMN ROUTE Specifications Data Base Name is SLSMN ROUTE Data Type is character Format and Size is x 8 Field is used to store Route assign by sales in Route Accounting Module Accounts Receivable n Computer Distributors Inc CDI Premium Applications TRANSFER CUSTOMER WITHIN SALESMAN This procedure is use to re assign customer to a different salesman If you only want to change the customer to another salesman for future transactions then you can go to the customer master file and change the sales rep id But if you need to change previous invoices or change a group of customers or invoices then use this procedure CUSTOMER RANS GER FROM SLM TO SLM F Do You Want To Change The Open Invoice From One Salesman To The Other r Do you want to change all open invoices Mark the first box if you want to change all customer from a salesman to a new salesman This will change the customer Master only If you do not mark this box the system will
6. s Computer Distributors Inc CDI Premium Applications Computer Distributors Inc gt CDI Premium Accounts Receivable Reference Manual Accounts Receivable DI Computer Distributors Inc CDI Premium Applications Table of content Cdi Premium 1 of 2 INTRODUCTION USING THE FILE MAINTENANCE MENU ARGLI AR ACCOUNTS RECEIVABLE INTERFACE RECORD SALES INTERFACE RECORD TERMS CODE MAINTENANCE SALESMAN MAINTENANCE TABLE NAME SALCUS AR SALES REP amp CUSTOMER FILE CUSTOMER MAINTENANCE TRANSFER CUSTOMER WITHIN SALESMAN MISCELLANEOUS RECEIPT ENTRY CREDIT APPROVED REPORT DIFERENCE ADJUSTMENT REPORT OTHER MAINTENANCE CUSTOMER INQUIRY A R INVOICE DATA ENTRY INVOICE JOURNAL CASH RECEIPTS ENTRY 10 11 14 15 26 27 27 27 28 29 36 37 39 Accounts Receivable DI Computer Distributors Inc Table of content Cdi Premium 2 of 2 CASH RECEIPTS JOURNAL MEMOS amp ON ACCOUNT APPLICATION ACCOUNTS RECEIVABLE REPORTS USING THE MONTH END MENU AR AGIN INVOICE REPORT SALESMAN COMMISSION REPORT CDI Premium Applications 43 45 46 47 47 91 Accounts Receivable DI Computer Distributors Inc CDI Premium Applications INTRODUCTION Overview of the Accounts Receivable Module The Accounts Receivable module provides a comprehensive solution to managing your cash flow and collection problems and is designed to reduce
7. 0C 4 553 34 cran ADLTIT COTA SHITH EELE D D IX D 0C amp 818_07 cran ADLEST JON SOTERA p EJI IS k l4 Dd TX Dj b tS 804 cran AD FELRD Ac Poo f EJT Eb Et Dal D 0b F ERI dF em hl TAEHIN FL oe 20b Dd D TX Dj OG ECS dC Bist ADELE COTS BET LE MT KE D TX Dj OG 19 907 42 AIR SHORT AGING BY SALESMAN This report will show the age balances by customer By Salesman r PRE FILTER DETAIL HEADER BUTTON PASSWD BUTTON 1 SIMPLE SALESMAN AGING REPORT DU DOS 5 irste mns ee fre Jowr nolimars pmcsmper evan sonara sopars cette verso CUSTOMER SHIP TO REPORT This report will print the ship to s of customers selected CUSTOMER LABEL PRINTING This procedure is used to print labels for customer files of envelopes Accounts Receivable PPL vendedor uno Acash Cliente Cash TENDIT 2222227285 3 E 303 0 80 og E LI E 1 vendedor uno ACASH Cliente Cash AQge6z58 CA 11 15 06 131 62 137 00 00 00 131 62 E 1 vendedor uno ACASH Cliente Cash AQ06257 CA 11 15 06 131 62 137 00 00 00 131 62 E 1 vendedor uno ACASH Cliente Cash 06256 CA 11 15 06 263 22 197 00 00 00 63 22 E 1 vendedor uno ACASH Cliente Cash 2406255 C 11 15 06 131 62 137 00 00 00 131 62 1 vendedor uno ACASH Cliente Cash 4062454 CA 11 15 06 131 62 137 00 00 00 131 62 E 1 vendedor uno ACASH Cliente Cash 4062453 CA 11 15 06 131 62 137 00 00 00 13
8. C to close account DISC PERC Specifications Data Base Name is DISC PERC Data Type is decimal Format and Size is 2252 99 Default Value is 0 Field is used to store Percent of discount used to apply in the purchases DSCA Specifications Data Base Name is DSCA Data Type is character Format and Size is x 20 Field is used to store License number in pharmacy products DSNO Specifications Data Base Name is DSNO Data Type is character Format and Size is x 20 Field is used to store License number in pharmacy products E MAIL Specifications Data Base Name is E MAIL Data Type is character Format and Size is x 30 Field is used to store E mail address E MAIL2 Specifications Data Base Name is E MAIL2 Data Type is character Format and Size is S150 4 Field is used to store Customer email FAX PHONE Specifications Data Base Name is FAX PHONE Data Type is character Format and Size is XXX XXX XXXX Field is used to store Enter customer Fax telephone GRACE DAYS Specifications Data Base Name is GRACE DAYS Data Type is integer Format and Size is 999 Default Value is 0 Field is used to store Grace Days over the due date for order hold determination LARG BAL DT Specifications Data Base Name is LARG BAL DT Data Type is date Format and Size is 99 99 99 This field can not be modified by the user Field is used to store Date of largest balance in his account LARGEST BAL Specifications Data B
9. File is used to store CUSTOMER INFORMATION 9 CDI Premium Applications Computer Distributors Inc 787 793 3434 fax 787 793 6354 MAINTENANCE OF CCSMS CUST NAME JOHN ROVIRA gt gt gt gt gt SECOND NAME CARLOS MATOS SALES REP ID MAA Tei ROUTE ESTE PRICE LIST ooo CONTACT cliente jpg CREDIT LIMIT 9 999 939 CUST TYPE DETAL ADDRESS L1 EDIFICIO INDUSTRIAL PHYS ADD 1 ADDRESS Lz ESPACIO 200 PHYTS ADD 2 m ADDEESS L3 san JUAN P R 00922 3456 PHTS ADD 3 PHONE NUMEER 787 767 4526 SECOND PHONE 787 765 5267 FAX PH NE 787 757 5862 TEPMS CODE E 2 10 DAYS NET 30 E MAIL CARLOS MATOS JOHM hR CDM E MAILZ CHECK ACCEPT CONTRACT IND DATE IN 07 02 03 DELINQUEMT I DISC PERC oo P O REQ VIEWER TAB VERT IMAGE PASSWORD DELETE Enter data or press ESC to endl ADDRESS L1 Specifications Data Base Name is ADDRESS L1 Data Type is character Format and Size is X 3D Field is used to store the first line of postal address ADDRESS L2 Specifications Data Base Name is ADDRESS L2 Data Type is character Format and Size is x30 Field is used to store the second line of postal address ADDRESS L3 Specifications Data Base Name is ADDRESS L3 Data Type is character Format and Size is X 30 Field is used to store the third line of postal address Accounts Receivable DI Computer Distributors Inc CDI Premium Applications BACK ORDER Speci
10. and collections going If the Invoice Journal and the Cash Receipt Journal has not been close you can see the open journals 75 CDI Premium Applications Computer Distributors Inc 787 793 3434 fax 787 793 6354 Sel ARENDDAY A R END OF DAY 00 00 01 1 WHS NAME ADD1 ACCT MANAGER ALMACEN CAPARRA OFFICE ALMACEN CAPARRA OFFICE CAPARRA OFFICE CENTER TELEPHONE ADD2 ADD3 787 793 3434 22 ORTEGON STREET CAPARRA HEIGHTS PR 00920 VICTOR RODRIGUEZ PRE FILTER DETAIL HEADER BUTTON PASSUD BUTTON 1 A R CASHIER BALANCE 00 00 04 ON gg oes uu oae aec tel ur tese a eer Ini SE ROI ICON CONNU NC RUE RB 405947 1 02 24 06 a01 LUIS ACEVEDO 00 32 00 00 00000 i A06003 1 03 06 06 ACASH Cliente Cash 00 32 00 00 00000 H A05950 1 02 24 06 a0l LUIS ACEVEDO 00 32 00 DO 00000 206002 1 03 06 06 ACASH Cliente Cash 00 32 DO DO 00000 Eg A05951 1 02 24 06 a01 LUIS ACEVEDO 00 1 00 00 00 00000 I 205960 1 02 28 06 a01 LUIS ACEVEDO 00 6 32 DO 00 00000 H 206001 1 03 06 06 ACASH Cliente Cash 00 1 32 00 00 00000 H 05961 1 H A06000 1 PRE FILTER DETAIL HEADER BUTTON PASSUD H A05944 1 BUTTON 2 A R INVOICE JOURNAL A 00 00 01 H AO5959 1 ue A E s e in Enter data or press ESC to end FP H F F F F F F H He A06234 A06235 A06236 206237 206238 406239 406240 206241 406242 206243 206244 206245 10 12 06 acash 10 12 06 acash 10 12 06 acash 10
11. ask you for each particular customer that you want to change Mark the second box if you want to change the open invoices from those customers to the new customer If you do not mark the box the master file of the customer will be change but not the open invoices This means that the old salesman will still be responsible for the old invoices but new invoices will be credit to the new salesman Mark the third box if you want to change all the customer invoices to the new salesman If you do not mark this box the system will request from you what invoices do you want to change to the new salesman After you depress F2 or Go the system will ask you for the old and new salesman Accounts Receivable DI Computer Distributors Inc Gx CDI Premium Applications MISCELLANEOUS RECEIPT ENTRY This procedure is use to deposit amounts received not coming from customers G L JOURNAL ENTRY FISCAL YEAR 007 PERIOD 05 TRANS DATE 05 15 07 R DESCRIPTION DEPOSIT RECEIPT LN JOURNL DESC ACCT DEBIT CREDIT 001 pzposiT RECEIPT 101010 00 00 Enter the Fiscal year Period and Date to be used to post to the General ledger Enter a description for this deposit Enter a description for the Journal the to be posted and the debit or credit amount After all entries are made you must print the Miscellaneous Receipt Journal CREDIT APPROVED REPORT This report will show who approve an invoice to a customer who h
12. handle your A R General Ledger by who sold and what products SRV AR ACCT Field is used to store the G L account for Accounts Receivable Service charge A R Account SRV CHG ACCT Field is used to store the G L income account for service charges SRV JOURNAL Field is used to store the Journal number for G L service charge journal WITHHOLD ACC Field is used to store the G L account for withholding tax amount for services paid to suppliers not exempted RTND ACCT Field is used to store the Earnings of the Company and must be in the Chart Of Accounts Accounts Receivable DI Computer Distributors Inc s CDI Premium Applications SALES INTERFACE RECORD 95 CDI Premium Applications Computer Distributors Inc 7B7 793 3434 fax 787 793 6354 MAINTENANCE OF SLGLI COMPANY CODE AREA DIST COMP WORK_AREA COMPUTER DISTRIBUTOR INTERFACE FL 4 TYPE INTRFAC DEFAULT JOURNAL NO 222 DESCRIPTION DEFAULT CUSTOMER TYPE ACCOUNTS REC 111000 GROSS SALES 301000 INVENTORY 121000 COST OF SALE 401000 DISCOUNTS 306000 FREIGHTS 309000 MISC CHARGES 309000 CITY TAX 703020 STATE TAX 703030 VIEWER TAB VERT IMAGE PASSWORD DELETE Enter data or press ESC to end Company Code Company Code that this interface will apply to Interface Flag Select one of the valid interface flags available 1 Cust Type The type of customer will decide to which accounts etc you want to posts This mean that you wa
13. is used to perform the calculation You can use the EXCLUDE INVOICE SERVICE CHARGES program to exclude individual invoices of the service charges calculations Accounts Receivable n Computer Distributors Inc CDI Premium Applications MAINTENANCE OF SERVC COMPANT CODE la WORK AREA COMPUTER DIST y COMP WORK AREA COMPUTER DISTRIBUTOR TYPE MIN BAL ACC 50 00 MIN BAL INV 0 00 INVOICE DUE o4 PERC CHARGE foo 00 QTY CHARGE 5 00 In the A R Receivable File Maintenance Menu you Can configure how the services charges are applied Type Enter 1 to use percent for service charges 2 for a fixed amount Min Bal Acc Enter the minimum balance to exclude customer from service calculations If a customer have a balance greater that the amount entered here a service charge will be calculated MIN BAL INV Enter the minimum balance of an invoice to exclude from service calculation Perc charge Enter service charge percent if percent is used Qty Charge Enter Dollar amount if a fixed amount will be charge Accounts Receivable CUSTOMER STATEMENT PRINTING Use Statement Printing to print statements for selected customers on preprinted statement forms or plain paper Statements are printed using the information entered in Invoice Data Entry Repetitive Invoice Entry Cash Receipts Entry Finance Charge Calculation or Finance Charge Entry Name and address information and invoice and payment detail inform
14. such as the address terms date established sales history and receipt history The Customer Inquiry header contain similar information that appears on the Customer Maintenance For more information about each option and button see Customer Maintenance On the Accounts Receivable Inquiry menu click Customer Inquiry The information provided can only be viewed The System Security feature can be used to restrict Customer access only to personnel authorized to see the customer information On the Customer Inquiry Menu Select the Accounts Receivable Inquiry or on the tool bar at the top select The Customer Statement icon On the header part you can show the data on the master file of that customer On the detail area you have multiple buttons to show data fro that customer You can add buttons hide buttons or change the data that you want to show on the inquiry See the Power Users Manual for this Accounts Receivable DI Computer Distributors Inc CDI Premium Applications Information stored and maintained includes the date established date of last activity last payment along with period to date year to date and last year sales and profit history information This information is updated automatically when invoices cash receipts and statements are processed for the customer Buttons Invoices Shows all open invoices and all invoices paid that have no been moved to the history file via the End Of Month Purge Process Click
15. the Invoices Button to view a list of open invoices by customer and a breakdown of total invoiced amounts due by aging category Use this feature to access open invoice records when handling phone inquiries from your customers or to review the status of outstanding invoices An aging summary contains invoice totals information for the current customer This summary includes the total balance for the current customer and a breakdown by the aging categories specified in Accounts Receivable Options The current invoice amount due also appears Transactions After you select an invoice of the Invoices Button screen you can see all the transactions for that invoice using this button EX Payments Adjustments etc Items After you select an invoice of the Invoices Button screen You can see all then items that were invoice on that invoice Click the Item to button to display the contents of the invoice The quantity of each item prices profit etc Salesman It will show all the salesman allow to make sales to this customer when the multiple salesman by customer option is in use Ret Chk It will show all returned checks issue by this customer Ship To When the customer has multiples locations this function will show all the ship to s associated with the customer Hist Inv Use Invoice History Inquiry to view detailed or summary invoice information You can use this window to access invoice history information when handling a customer phone inquir
16. to to to SALES SUP COMM Field is used SUPERVISOR Field is used to to store store store store store store store store the the Percent commission paid to salesman if paid by Collection Percent commission paid to salesman if paid by Sales Method Accumulated Commission Dollar Amount Month to Date whether or not this salesman uses the Route Accounting Sales the the the the salesman s Password for the Route Accounting Module or Point name of the sales representative or salesman Code that identifies the salesman Supervisor s commission percent on this salesman store the code for the supervisor of this salesman Accounts Receivable DI Computer Distributors Inc CDI Premium Applications TABLE NAME SALCUS AR SALES REP amp CUSTOMER FILE File is used to define customers with multiple salesmen assigned You can assign multiple valid salesman for a single customer At sales time the user will enter the valid salesman for that invoice ACTIVE Specifications Data Base Name is ACTIVE Data Type is logical Format and Size is yes no Default Value is yes This field is required Field is used to indicate if the sales rep is currently assigned to the customer CUST NUMBER Specifications Data Base Name is CUST NUMBER Data Type is character Format and Size is X 7 This field is required Field is used store the Customer s code number ROUTE Specif
17. useful report to check if there are any cash or BUTTON 1 CASH AND COD INVOICES OPE rena cvsr wolrmv nofousr wamz BAL DUBJDATE remface sis bin aii M 8694is a00003 LUIS ACEVEDO 189 5010 17 0430 926 Al O el ASGDIS A00019 LUIS ACEVEDO 6 265 05 03 03 04 30 999 A1 Sida mE pies e A amp GDIS A00023 LUIS ACEVEDO 7 206 12 03 03 04 30 999AL cad Invoice el ASGDIS A00184 LUIS ACEVEDO 156 50 10 31 0430 912AL open and COD E A amp GDIS AO0182 LUIS ACEVEDO 358 50 10 31 04 30 912 AL TAVOLCES SNOUT el ASGDIS A00196 LUIS ACEVEDO 277 50 10 24 04 30 919 A1 PEE dd g ASGDIS A00200 LUIS ACEVEDO 358 50 10 31 04 30 912A1 el ASGDIS A00204 LUIS ACEVEDO 277 50 10 24 04 30 919AL c A amp GDIS A00208 LUIS ACEVEDO 358 50 10 31 04 30 912 1 el ASGDIS A00212 LUIS ACEVEDO 356 50 10 31 04 30 912AL c ASGDIS A00216 LUIS ACEVEDO 358 50 10 31 0430 912AL el ASGDIS A00220 LUIS ACEVEDO 356 50 10 31 04 30 912AL HISTORIC COLLECTIONS AND ADJUSTMENT REPORT This report is use to review payments returned checks and adjustment for any date range Accounts Receivable DI Computer Distributors Inc CDI Premium Applications AIR INVOICE DATA ENTRY ions Computer Distributors Inc 167 193 3434 fax 787 793 6354 A R INVOICE ENTRY JST NUMBEPR Al TRANS DATE 05 08 07 CUST HAME JOHN ROVIRA LN INV NO DATE TERMS GROSS DISC FREIGHT SLSH 1 25633 05 08 07 24 500 00 0 00 0 00 1m Use Invoice Data Entry to enter information for preparing cu
18. your work load by taking advantage of the system s capabilities Designed for efficient invoice processing in conjunction with the Order Processing Module Accounts Receivable automatically calculates sales tax discounts and commission amounts for each invoice You can use the module to record invoices or you can print invoices on standard or custom invoice forms Finance charges can be automatically applied against all past due balances or you can apply them on an individual basis Statements can be printed for all customers or for specific groups of customers The Accounts Receivable module also tracks aging and overall sales history information for each customer This information is used to produce extensive reports which can help you analyze customer sales history and identify customers with past due balances When the General Ledger module is integrated with Accounts Receivable all receivables postings can be made to the general ledger eliminating duplicate entries and possibilities for error In addition you can have a fully integrated two step order processing system by integrating the Order Processing Module How to Use This Manual Your Accounts Receivable module is designed to operate in conjunction with the other modules in this product line Before proceeding complete the installation instructions listed in your Power User Manual as well as the instructions for Performing System Setup Tasks in This Manual Use the Accounts Re
19. 03 09 06 Z 775 68 Selected Invoices 03 20 06 2 7 76 anata l wenn I invoice pay amount pay disc oth allow debit amt credit 04 12 06 53 53 17 04 12 06 53 53 17 04 13 06 53 53 17 04 18 06 E 2 69 Open On Accounts amp Memos evoicajpera Batencejelstenjtema Met doe Parents ac0405 11 03 06 25 00m Aco406 11 03 06 25 00m co407 11 03 06 25 38m 7 Previous Invoice Transactions II TO E E 03 29 06 CASHS2 400 00 03 29 06 CASH83 1000 00 03 26 06 CASHS4 150 00 10 25 05 AA0297 0 00 m On Account Cancel Update Check Total 0 00 Balance 0 00 All Checks Total 0 00 Balance 0 00 Accounts Receivable DI Computer Distributors Inc CDI Premium Applications Fields on the screen Payment Date You must decide what payment date will mean to your company You could enter Date on customer check Not usually recommended Date payment arrive to your company Date payment was entered into the system Customer Enter Customer Number Wh If the option of entering payments by warehouse Location is on the warehouse assigned to this user will be automatically entered You can change it if this payment is from another warehouse Total Update Deposits This is a running total of payments entered by this user for which the Cash receipt Journal have not been updated yet Open Inv This is the sum of all invoices Due by the customer On Account This is the sum of all payments received
20. 1 62 E l vendedor uno acash Cliente Cash 2106247 C 10 30 06 6 09 13 00 00 00 00 6 05 E 1 vendedor uno acash Cliente Cash 2106246 CA 10 27 06 95 92 216 00 00 00 00 95 92 l1 vendedor uno acash Cliente Cash 2106245 CA 10 27 06 362 70 216 00 00 00 00 362 70 E 1 vendedor uno acash Cliente Cash 2106244 C 10 25 06 938 92 218 00 00 00 00 38 92 H 1 vendedor uno acash Cliente Cash 406243 CA 10 25 06 6 60 215 0 6 00 00 0 8 6 60 Computer Distributors Inc CDI Premium Applications CUSTOMER WITH OPEN ON ACCOUNT OR CREDIT MEMOS Use this report to check which customers has either On Accounts payments or Credit memos open This is useful to check with the customer with invoices if any they want to paid using this open payments or memos PRE FILTER DETAIL HEADER BUTTON PASSWD RES 7E Of Cm Not used yet a amp gdis IUIS ACEVEDO A POPU PEDRO ROVIRA 4000001 LUIS SMITH A000006 CLINET CASH 6 ADOOOO7 cash sale 7 400001 JOHN ACEVEDO A OO0OOLO JACOBO BASURA 4000013 PASTOR MENTA 40000014 SPEEDY GONZALEZ a0000z PEDRO ACEVEDO 400003 LUIS ROVIRA a1 LUIS ACEVEDO OM CR BUTION 1 OPEN ON ACCOUNTS AND CREDITS 00 00 01 32051 95 1146 34 20442 60 54 70 6992 85 158 000 2873 20 20 00 00 0 00 B2037_ 52 81208 40 10 00 157 90 425 00 57 90 00 115 80 30348 Z0 00 6004 23 00 0105 20 1000 00 CLOSE ACCOUNTS REPORT This report will show all accounts that have been close HISTORIC
21. 12 06 acash 10 12 06 acash 10 12 06 acash 10 24 06 acash 10 24 06 acash 10 25 06 acash 10 25 06 acash 10 25 06 acash 10 27 06 acash Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cliente Cash Cash Cash Cash Cash Cash Cash Cash Cash Cash Cash Cash 80 12 105 51 67 26 65 94 85 73 92 32 1 674 75 1 674 75 65 94 6 60 93 92 362 70 00 00 00 DO 00 00 00 00 00 00 00 00 Accounts Receivable 00 00 00 DO DO DO 00 00 00 00 00 DO 66 79 87 96 56 07 54 97 71 47 76 96 1 265 34 1 265 34 57 25 5 73 85 89 314 92 83 CA 83 CA 83 CA 83 CA 83 CA 83 CA 76 CA 76 CA 87 CA 87 CA 87 CA 87 CA no no no no no no no no no Computer Distributors Inc CDI Premium Applications 33 A R SHORT BALANCE This report will show the age balances by customer sHI TILTIE I37A411 WERDER SUTTON FAIM 1 AR SHORT BALANC SUMMARY a 00 016 Pu D PE eee Bist ADODLE JON SHITH 1 173 7 D Dal E OG l1 173 7 Jera ADE FEDAD FREHANHII aie D Da D 0D 2 4PL M2 Bist ADOD4 LOTA SCV 1 ELE Ed D Dl E 0E 1 010 40 Bist ADODAE TO BEA 47 23 D IX D OG 43 23 cran Ati bad FERED SHITH 36 Caj D DX E b 13 00 Bist ABL LOTS ACTER Li EFT EL D Nis D 0C 13 093 17 Jera ADLTED FHERD WIFIA 4 DED B D D
22. 59 84 25 3441 00 00 13 23 30 00 24 7 100 004 200 00 200 00 22 04 100 00 15 00 200 090 30 5 538 14 39 00 100 00 584 00 fii 72 012 23 PAGE COMP A TIRE Lisl 8 84 210 00 10 00 16 06 L 6 3 61 110 3 531 16 Al 500 00 11 25 30 00 9243 23 00 00 00 00 22 05 100 00 13 00 200 00 30 3 938 05 43 00 100 00 594 00 2554 110 72 012 23 12 B 53 AMGUNT DUE DATS IA bt AA CHE ACCTT yr a 1982 12080 633 33 643 yes 1558 1056 1504 17197 767 8526 CHE ACCEPT yes i 1131 1151 1140 11 36 1070 1070 1595 1053 1055 1055 10343 1044 871 Accounts Receivable n Computer Distributors Inc CDI Premium Applications _ RECEIPTS CONTROL REPORT If you are using consecutive receipts booklets you can use the feature to contro wich booklets has been given to the salesperson or collection person This report Will show the status of the Booklets given SALES BY SALESMAN BY INVOICE This report will show all invoice made by each salesman in the range of date selected SALESMAN COMMISSION REPORT The Salesman Commission Report details commissions earned in the Range of dates entered Commission information for each salesman includes the invoice number the invoice date and total as well as the cost gross profit percent of profit earned and collections Totals are provided by salesman followed by a total of all commiss
23. ADJUSTMENT REPORT Use this report to review any adjustment made to an invoice JI PRE FILTER DETAIL HEADER BUTTON PASSID o re SAA 4000001 LUIS A00001 ADODOL ADOC L ADOD L JOHN ACEVEDO JOHN ACEVEDO JOHN ACEVEDO JOHN ACEVEDO ACOOO1 JOHN ACEVEDO ADOD L JOHN ACEVEDO ab00012 PETRONILO a0000Z PEDRO ACEVEDO aDOOO0Z2 PEDRO ACEVEDO al0002 PEDRO ACEVEDO aDOOO0Z PEDRO ACEVEDO ADDOS5 05 04 07 400105 05 22 07 AD0106 05 18 07 ADOZ 4 05 18 07 ad455 0518 07 ad456 0518 07 ARO116 05 18 07 A06328 05 03 07 ADOZ59 05 22 07 AD4087 05 22 07 A 4089 0522 07 AD4100 05 22 07 3 00 7566 00 3 20 00 00 3274 65 00 DO 00 141 63 6004 00 7 68 BOLI 1 L COITECTIONS a x n 123 150 z 3 lz 00 B oo 00 00 00 oo 00 oo Ob oo 00 54 00 00 oo 00 oo 00 oo 00 00 00 00 00 00 DO 1250 00 00 00 00 DO 00 00 TOTAL cusr mame OPEM IMWOICE ON ACCOUNT CREDIT AMT DEBIT AMT EALANCE SLSMAN 30 896 11 Al 82 821 90 AS 6 511 65 al 53 20 al 20_00 al 1 395_53 Al 147 90 Al 267 10 Al 115 80 Al 30 206 57 A5 e3 Al 19 097 52 al 00 5 0041 00 00Al 00 00 Al 2 16 00 AL oo 00 Al OD 00 Al oo O00 Al 00 O00 edi oo 00 Al DD 00 Al oo 00 Al DD 00 Al Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CASH OR COD INVOICES STILL OPEN PRE FILTER DETAIL HEADER BUTTON PASSUD This is a very
24. ANCE ADDBESS Lz CONTACT JOHN ROVIRA 70483 32 2420 55 ek 189 015 75 ESPACIO 2 cliente jpg OPEN INVOICE CHECK ACCEPT CREDIT LIMIT LAST PAT DT ADDRESS L1 ADDBESS L3 CONTECT FORM ARINQRY CUSTOMER INQUIRE 00 00 00 191436 33 9 999 999 02 21 07 EDIFICIO INDUSTRIAL SAM JUAN F R 00922 3456 PRE FILTER DETAIL HEADER BUTTON PA amp EWD BUTTON 1 CUSTOMER INVOICES 00 00 03 eu ewe racer cce AA fom mme ce _ 3 938 03 05 23 04 400053 A00061l 2 017 23 08 15 04 00 10 20 04 00 01 01 05 00 03 10 04 00 03 10 04 0003 10 04 0003 10 04 00 04 10 04 00 01 13 04 08 03 01 04 30 05 11 04 400073 A00086 400120 400121 400122 400123 400124 A0555 7 205578 405555 34 03 26 08 11993 38 03 27 06 11087 14 B 152 lve 154 155 151 1 00 z 06 11 06 sz 05 11 06 2008 11 06 2408 11 06 105 11 06 zz 06 11 06 z0 06 11 06 20 12 13 05 l7 z 77 nu 38 oo nu og 38 99 oo 00 6500 00 255 m n 389 m 00 816m 00 999 m 00 999 m n 999 m 00 999m 00 999m 00 999m 00 999 m n 999 m A90447 290447 A90462 390462 FUTURE CURRENT 30 DAYS 60 DAYS 30 DAYS lz DAYS 805 07 188 210 68 votes TRANS AC ITEMS ITEMS SIZES SALESMAN RET CHK SHIPTO HIST Iv SALES PAYMENTS ORDERS APP Credit SIMM FILT E Enter data or press ESC to end Use Customer Inquiry to review information for a specific customer
25. Commission of sales if the commission is based on the customer CONTACT Specifications Data Base Name is CONTACT Data Type is character Format and Size is X 30 4 Field is used to store Name of contact person at customer Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CONTRACT IND Specifications Data Base Name is CONTRACT IND Data Type is character Format and Size 18 Xa Field is used to indicate A Active Contract S Special price apply if avail in multi price A Customer with contract Only products on his price list can be sold to him and at the price established on the price list S Customer with special contract Requires special programming CONTRCT FORM Specifications Data Base Name is CONTRCT FORM Data Type is character Format and Size is x 8 Field is used to store Form name of contract in the auto sale module for this bank CREDIT AMT Specifications Data Base Name is CREDIT AMT Data Type is decimal Format and Size is gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Amount of credits outstanding applied to customer CREDIT LIMIT Specifications Data Base Name is CREDIT LIMIT Data Type is integer Format and Size is gt gt gt gt 09 Default Value 185 0 Field is used to store Maximum credit to be extended to a customer CROSS REF Specifications Data Base Name is CROSS REF Data
26. Data Base Name is ADDRESS L2 Data Type is character Format X30 Field is used to store the Second line of the Salesman s Physical Address ADDRESS L3 Specifications Data Base Name is ADDRESS L3 Data Type is character Format X 30 Field is used to store the Third line of the Salesman s Physical Address COMMIS PRFT2 Specifications Data Base Name is COMMIS PRFT2 Data Type is decimal Format gt gt gt 9 9 Default Value is 0 Not Used COMMIS PROFI Specifications Data Base Name is COMMIS PROFI Data Type is decimal Format gt gt gt 9 9 lt lt lt Default Value is 0 This field is required and and and and and Field is used to store the Percent commission paid to salesman if paid by Profit at sales time Size is Size is Size is Size as Size is Method Accounts Receivable DI Computer Distributors Inc CDI Premium Applications If you combine a commission percent here with a commission percent on COMMIS RECEI then The commission paid on profit will be paid at collection time of the commission on sales and part on collection You can combine a part COMMIS RCPT2 Not Used COMMIS RECEI Field is used Method COMMIS SALE2 Not Used COMMIS SALES Field is used COMMISS MTD Field is used Not Used LAPTOP Field is used Module PASSWORD Field is used OF Sales SALES NAME Field is used SALES REP ID Field is used to to to to
27. O OM ACE io ED U UO Ol CUSTOMER AOVAS 3 861 60 00 00 O 169 341 Ua UC t OU CUST MIMAaFR ANIONS JOHN ROVIRA TREDIT LIBIT 4 000 LAST DATE SECON KRAVE I CARLOS MATOS PHOKE 2 787T 765 5267 ROUTE NORTE KORTE YTO 2ALE S Q FAX FAX FHOME 757 767 5062 ali111 05 22 04 36 D 00 OG Q AUG L 04 24 7044 J il OG H s H A073093 O 07 15 09 0025 30 DO UG DO UU CUSTOMER ACONES OO ug n 100 00 ODA Qt DO R 004 00 CUST HJMSER Al JOUN ROV IRA SECURJ RAME CARLOS MATOS YTD ZALES 1 259 592 FAX FAX PHONHK 767 67 5862 Al2722 0 0120 09 J Uf DG DO A123 01 10 04 30 DO 00 UO AOSSIS L 03 01 04 J ud 10 Uo ac2z 03 05 09 30 M 00 Uo A20001 0 0510 04 70 on 00 Uo A20002 Q 0510 09 30 00 00 Uo ASLAG 1 0511 09 CA ud 00 U ADCS 1 05 74 04 40 0i IHO MIL ahrh D 0524 04 JQ DN WnG a PO aloco 0 052409 40 Und Ug Uc Artal Ob amp i6 04 J 00 Uo ACOA D Gas hse d a Mil 1 Ic 2406061 D 06 15 04 J on 00 00 OD OD O Oi ON OU D Di OD OD QU Ol i Uni 90 DAYS LAST DATE 02222405 PRONE o CO PHONE B amp Hl 00 n 001 CREDLT LIMIT 9 999 999 LAZT DAIE 05 10 07 PHONE iKihz 2 1787 765 5262 ROUTE ESTE ESTE DO 00 el L 00 o Ul 00 00 il au 120 DAYS 98 84 210 00 10 00 10 00 L 00 ni 32
28. Type is character Format and Size is X 6 Field is used to store Not in use CUST NAME Specifications Data Base Name is CUST NAME Data Type is character Format and Size is X 30 This field is required Field is used to store Customer s name CUST NUMBER Specifications Data Base Name is CUST NUMBER Data Type is character Format and Size is X 7 This field is required Field is used to store Number to identify this customer from the master file Data Entry Validation is CCSMS CUST NUMBER CUST TYPE Specifications Data Base Name is CUST TYPE Data Type is character Format and Size is X 8 Default Value is DEFAULT This field is required Field is used to store Used to classify customer by group and use on G L interface Example Supermarket Hotels Pharmacy etc DATE IN Specifications Data Base Name is DATE IN Data Type is date Format and Size is 99 99 99 Default Value is today Field is used to store Date that customer was created Accounts Receivable Computer Distributors Inc CDI Premium Applications DEBIT AMT Specifications Data Base Name is DEBIT AMT Data Type is decimal Format and Size is gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Amount of debits outstanding applied to customer DELINQUENT I Specifications Data Base Name is DELINQUENT I Data Type is character Format and Size is X Field is used to store Enter
29. Type is integer Format and Size is gt gt gt gt gt gt 9 Default Value ais 0 Field is used to store Counter for returned checks received Accounts Receivable DI Computer Distributors Inc CDI Premium Applications RTND LAST DT Specifications Data Base Name is RTND LAST DT Data Type is date Format and Size is 99 99 99 Field is used to store Last returned check s date SALES REP ID Specifications Data Base Name is SALES REP ID Data Type is character Format and Size is X 6 This field is required Field is used to store Code to indicate the salesman representative in charge of this account SALES TAX CD Specifications Data Base Name is SALES TAX CD Data Type is character Format and Size is XX Field is used to store Number to indicate a specific taxing authority code Sls NOT USED SECOND NAME Specifications Data Base Name is SECOND NAME Data Type is character Format and Size is X30 Field is used to store Name of owner mgr or DBA company name etc PHONE 2 Specifications Data Base Name is SECOND PHONE Data Type is character Format and Size is XXX XXX XXXX Field is used to store Second telephone number available with current customer SERV CHR IND Specifications Data Base Name is SERV CHR IND Data Type is character Format and Size is X Field is used to store No to indicate service charge No A Yes SLSMN ROUTE Specifications Data Base Name is SLSMN ROUTE Data Type i
30. an select a range of customer numbers to include in the report In addition you can include all invoices on file or select either open or paid invoices You can print the transaction information in detail form or summarize it by invoice Use the Aging for exception reporting The aging report have multiple options allowing you to select customer or invoices base on a particular criteria Accounts Receivable DI Computer Distributors Inc CDI Premium Applications AIR AGING PARAMETERS SCREEN Aging Date MESAS Last Sales Date T Z Sort Option By Customer Name Aging Type By Customer Type nd Customer Minimum Days Past Due Or Blank for All o Minimum Balance To Report Or Blank For All 9999999 99 Accounts With Credit Limit Exceeded Customer Type From To 22222222 Control Account Number Salesman From Salesman Source Invoice Sort Detail Detail Option Aging Agement Terms Code Select Transactions Aging Period Days First Second Third Fourth Separate Line On Each Customer s Aging Date Enter Date of aging cut of Normally end of month Last Sales Date Sort Option Sort By Customer Number or Customer name Aging Type ey Customer Type And Customer Cu
31. ase Name is LARGEST BAL Data Type is integer Format and Size is gt gt gt gt gt gt gt gt gt Default Value is 0 This field can not be modified by the user Field is used to store Largest balance amount in his account Accounts Receivable DI Computer Distributors Inc CDI Premium Applications LAST PAY DT Specifications Data Base Name is LAST PAY DT Data Type is date Format and Size is 99 99 99 This field can not be modified by the user Field is used to store Date of payment of last customer LICENSE Specifications Data Base Name is LICENSE Data Type is character Format and Size is 99999999 Field is used to store License number of pharmacy MTD COST Specifications Data Base Name is MTD COST Data Type is integer Format and Size is gt gt gt gt gt gt 9 Default Value is 0 This field can not be modified by the user Field is used to store Total dollar amount during the month in cost of sales for customer MTD SALES Specifications Data Base Name is MTD SALES Data Type is decimal Format and Size is gt gt gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Total dollar amount during the month in sales for customer OCUPATION Specifications Data Base Name is OCUPATION Data Type is character Format and Size is xX 20 4 Field is used to store Description of customer if person or line of business is co ON ACCOUNT Spe
32. ata Type is integer Format and Size is gt gt gt gt gt gt gt Default Value is 0 This field can not be modified by the user Field is used to store Total dollar amount of credits that have been issued for customer YTD PAYMENTS Specifications Data Base Name is YTD PAYMENTS Data Type is integer Format and Size is gt gt gt gt gt gt gt Default Value is 0 This field can not be modified by the user Field is used to store Accumulation of total payment during the current year YTD SALES Specifications Data Base Name is YTD SALES Data Type is integer Format and Size is gt gt gt gt gt gt 9 Default Value is 0 This field can not be modified by the user Field is used to store Accumulation of total sales during the current year Accounts Receivable CUSTOMER S SHIP TO FILE File is use for Defining the customers shipping places F Procedure Editor Run MAINTENANCE SHPTO OF CUSTOMER S SHIP TO FILE SHIP NUMBER ip DI Computer Distributors Inc s CDI Premium Applications CUST NAME THE GOOD STORE ADDRESS41 ANY STREET ADDRESS L2 ANYWHERE ADDRESSL3 SAN JUAN P R 00922 CONTACT 10 ROGERS PHONE NO 555 555 9555 PRICE LIST H ROUTE E SALESREPAD vA ADDRESS L1 Specifications Data Base Name is ADDRESS L1 Data Type X430 Field is used to store First line for physical address ADDRESS L2 Specifications Data Base Name is ADDRESS L2 Data Type X 30 Field is u
33. ation can be printed You can print statements for a range of customer numbers a group and or customers with a certain minimum balance You can send the statements to Word and send then as fax or email In the Statement Printing window you can add generic messages MESSAGE DI Computer Distributors Inc CDI Premium Applications STATEMENT PRINTING SALES REP ID SALES REP ID FROM CUSTOMER TO CUSTOMER Minimum amount Minimum days past due o Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CLEAR MTD YTD CUSTOMER FILE Period End Processing is performed at the end of each accounting period usually the last business day of each month to clear the monthly files and prepare for the following month s business When performed at year end this process also clears year to date balances accumulated in the Customer master file to prepare for the new year Other Period End A R PURGE Processing options allow you to remove invoices with zero balances and purge the Monthly Cash Receipts file The Invoice History file will also be cleared All transactions will be copied to the History file and remove from the current file Accounts Receivable
34. ave some kind of hold DIFERENCE ADJUSTMENT REPORT This Report is used to select partially paid invoices whose balances and les than the amount entered You can use this to call this customer and try to resolve what ever problem has this partial invoice outstanding Or you can decide to credit all those balances automatically using the DIFERENCE ADJUSTMENT UPDATE Accounts Receivable a Computer Distributors Inc CDI Premium Applications OTHER MAINTENANCE AIR CONSECUTIVE RECEIPT NUMBER If you want to use a receipt number assign by the system enter here the number to start here AIR ADJUSTMENT DESCRIPTIONS You can create adjustments description here to be used when adjustments are made TOWN CODE MAINTENANCE If you are going to use the Route Field in the customer file you should create all the Valid routes here Route is normally the town name or a geographical area North West SEC A R CODE RECEIPTS DESCRIPTION Use to create standard description for the printing of receipts FIX CUSTOMER BALANCES On occasions due to some malfunction the balance of a customer could become un balance Use this procedure to fix the customers balances Accounts Receivable CUSTOMER INQUIRY Computer Distributors Inc CDI Premium Applications 75 CDI Premium Applications Computer Distributors Inc 787 793 3434 fax 787 793 6354 CUST MUME E E Al CUST MAME ON ACCOUNT CREDIT AMT TERMS CODE BAL
35. by the customer that have not been posted to any particular invoice The on account field can be use to receive payments form the customer reducing his balance but without applying to any particular invoice This is useful if you want to ask with your customer to clarify to which invoice you must applied his payment It can be used also to enter deposits for an order that will be shipped at a later date Ret Chks Sum of open returned checks not paid by the customer Debits This is the sum of Debits memos owe by the customer Not usually used Credits This is the sum of Credit memos not used yet by the customer Balance Customer outstanding Balance Open Invoices toggle This option will show all open invoices due by the customer on the Open Invoices Browser Use this to select which invoices are been paid by the customer Paid Invoices This option will show all Paid invoices customer on the Open Invoices Browser Use this to reverse a payment applied to and invoice Because the invoice was paid it will only show on the paid invoices toggle Open Invoices Browser This Browser show the Open Invoices or Paid depending the option selected You can sort the invoice Doble clicking the column label of the desire column Open On Accounts amp Memos Browser This Browser show the Open Memos and on account You can sort the invoice Doble clicking the column label of the desire column Previous Invoice transactions This will show all transactions
36. ceivable manual as a reference for understanding features of the module The manual contains overviews and samples of windows Accounts Receivable DI Computer Distributors Inc CDI Premium Applications USING THE FILE MAINTENANCE MENU The Accounts Receivable Maintenance menu contains the options to build and maintain the files required for the operation of the Accounts Receivable module After completing System Startup you can access the Accounts Receivable Setup at any time to modify the Accounts Receivable options In addition you can modify or delete information contained in the setup files Accounts Receivable Options Each module can be customized to fit your company s specific accounting requirements Accounts Receivable Options presents a series of options that allow you to select features most appropriate for your business Setting Up Accounts Receivable Options Although these options are usually established during System Startup they can be modified at any time On the Accounts Receivable Maintenance menu click Accounts Receivable Start Up Options You must create the Payment Terms Table and the Salesman Table before creating any Customer You Must also create the A R interface Record and the Sales Interface Record if you have the interface to the General Ledger General Ledger Interface Maintenance The Accounts Receivable module provides a recap of general ledger postings that reflects invoice and cash receipts acti
37. cifications Data Base Name is ON ACCOUNT Data Type is decimal Format and Size is gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Sum of payments not applied to specific invoices ON ORDER AMT Specifications Data Base Name is ON ORDER AMT Data Type is decimal Format and Size is gt gt gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Dollar amount in total value of orders pending delivery OPEN INVOICE Specifications Data Base Name is OPEN INVOICE Data Type is decimal Format and Size is gt gt gt gt gt 99 Default Value is 0 This field can not be modified by the user Field is used to store Sum of open invoice not paid ORG TYPE Specifications Data Base Name is ORG TYPE Data Type is character Format and Size is KATZ Field is used to store Multiple Options P P O Mandatory PHONE Specifications Data Base Name is PHONE NUMBER Data Type is character Format and Size is XXX XXX XXXX Field is used to store Telephone number of the customer Accounts Receivable DI Computer Distributors Inc CDI Premium Applications PHYS ADD 1 Specifications Data Base Name is PHYS ADD 1 Data Type is character Format and Size is X 30 Field is used to store First line of the physical address PHYS ADD 2 Specifications Data Base Name is PHYS ADD 2 Data Type is character For
38. d or Summary Only customer totals will be printeg Detail Option Select to print only Open Invoices or Invoices owe in the current account and payments adjustments etc for those invoices Aging Agement Select if you want to age the invoices by the due date or by the invoice date Terms Code You can select all invoices or only invoices for a particular term Select Transactions Select all invoices all invoice excluding Returned Checks Only Returned Checks Only Credit Memos or only Debit Memos Age Period Days You can change the default days grouping EX 7 15 30 45 600 If you Previously selected invoices over 90 days you can change the grouping columns to 90 120 150 180 etc Separate Line Mark if you want to print a line between each customer Accounts Receivable Computer Distributors Inc CDI Premium Applications DETAIL 50 AS OE 05 15 07 ON 1 09 15 07 WORK AREA COMPUTER DISTRIBUTORS INC PRO IP ABAD ING ASR AGED TRIAL SALANCE TO DATE SEL 1 OFT 2 CHS 1 SAT L TERM CUS Ui PEPE DETAL INVOICE DATE REFERENCE FUTURE CURRENT 30 DAYS 6n DATS CUTT HuMMEHI ANT BY JOUN ACEVEDO CREDTT TLTMTT 2 000 SECOND KAME CARLOS FPHONE 2 1487 765 3222 ROUTE MORTE WORT YTD SALES 0 FAX FAX PHONE 787 767 5822 AJIL C zB O04 J ud 00 00 Ot Asoo D 04 40 04 36 Un M Io OM ARC1H S C 07 21 05 1111 T 10 a TH M AR106 C 07 2105 5656 D 00 U OU AKC 108 DC 01 21 05 471 Qd 00 T i
39. e Number Date Date of check Description Any general comment Amount Total Amount of check or payment To applied payments to and invoice Doble Click the invoice on the Open invoices Browser Each line represents payment distribution to an invoice You can enter as many line as needed If a discount is allowed for the invoiced amount you will also debit this account Accounts Receivable DI Computer Distributors Inc CDI Premium Applications The posting balance is updated after each line is entered If the posting balance for the current check or payment is large enough to pay the entire invoice the default amount posted is the same as the invoice balance If the entire invoice cannot be paid the portion that can be paid is displayed at the Amount Paid The invoice will be copied to the Selected Invoices Browser Keep doing this until you have applied the whole payment If you want to applied a Partial payment select the invoice on the Selected Invoices Browser and use the Btn Edit amt button Edit Payments Amounts Invoice A06078 Discount 0 00 Allowance 0 00 Payment Enter amount of payment to applied to the invoice Discount Enter Discount to be applied to that invoice Allowance Enter Allowance to be applied to the invoice After applying the whole payment use the Update button to finish Remember to print the Cash Receipt Journal after entering all payments Accounts Receivable DI Comput
40. er Distributors Inc CDI Premium Applications CASH RECEIPTS JOURNAL i The Cash Receipts Journal is an audit report used to check ASP the accuracy of the data entered in Cash Receipts Entry The printed entries may include receipts against invoices debit memos on account and retuned checks For cash receipts information on the journal includes the bank code posting date deposit amount customer number DEPOSIT SLIP 2652365452 and name check number and amount discount amount and the invoice numbers to which the cash receipts are applied REPORT OPTIONS 1 BEPORT BY CUST NIRIPER gt along with any outstanding balance Totals are provided for each posting by deposit date cashier or user TO DATE Terminal Id If the option of Journal by user is on you will enter here the user or terminal for the person entering the payments Warehouse If the option of journal By warehouses is on enter the warehouse for this payments Deposit Slip Enter the Deposit slip Number use in this payments this is useful for the New bank reconciliation Module Report Options Select desire sorting for report To date If the option to use a cut of date for the Journal is on enter the cut off date desire The journal will always print anything not already updated up to the To DATE date Printing the Cash Receipts Journal On the Accounts Receivable Transaction menu click Cash Receipts Journal If the deposit balance for any o
41. etailed with the cash amount applied discount applied and invoice balance information Debit and credit adjustments and Returned checks are also printed Totals are provided by type of transaction This report must be printed before the A R Purge procedure SERVICE CHARGE CALCULATION Use Service Charge Calculation to calculate finance charges on overdue amounts before printing customer statements You can specify a customer number range date and minimum balance to use in the calculation If applying finance charges is an exception rather than a common practice in your business you may want to skip Finance Charge Calculation and enter the finance charges Applying Services Charges On the Accounts Receivable End of Month Menu click Service Charge Calculation Finance charges are calculated for all customers that have not been exempted from it Calculations are based on the minimum overdue balance for applying a finance charge established in Accounts Receivable Options When the calculations are completed you can calculate the finance charge for another range of customers If you use the Fixed amount method for calculating finance charges the fixed amount is entered in Accounts Receivable and added to the customer balance If an A is entered in the SERV CHR IND of the customer master no finance charge is calculated If you use the Percentage method for calculating finance charges the percentage entered in Accounts Receivable Options
42. f the deposit does not balance the amounts receipt by the cashier you must correct your entries in Cash Receipts Entry before continuing with the update Review the Cash Receipts Journal to verify your entries prepare an adding machine tape of the checks and credit card payments posted and check the total against the total on the journal These totals should match If the totals are in balance proceed with the update If the totals do not match return to Cash Receipts Entry and make any corrections before performing the update Accounts Receivable Computer Distributors Inc CDI Premium Applications SAMPLE CASH RECEIPT JOURNAL AS OF 05 10 07 ON 05 10 07 WORK AREA COMPUTER DISTRIBUTORS INC Page 1 Prog ARCSHJR 4 25 PM FISCAL YR 2007 PERIOD 05 Comp A CASH RECEIPT JOURNAL WHS 001 TERMINAL cdi CUST NAME INV REFERENCE a LM OLD BAL TRH AMT DISC OTALW NEW BAL CHECK DATE RECEIPT A00001 JOHN ACEVEDO A0D642 aT Al 79 08 79 06 00 200 12345 05 10 07 695 AO0001 JOHN ACEVEDO AO00108 Al 2143 25 200 92 1 542 33 00 12345 05 10 07 695 AO0001 JOHN ACEVEDO AO01059 Al 2143 25 220 00 00 1923 25 12345 05 10 07 655 A00001 JOEN ACEVEDO 00114 A1 2143 25 150 00 1 993 25 00 ALAGS 05 10 07 696 A00001 JOHN ACEVEDO A00115 A1 2143 25 50 00 2 093 25 ALAGS 05 10 07 696 A000012 PETRONILO 406319 cdi 532 86 532 86 00 Q 05 20 07 AQUOO12 PETRONTLO A06320 cdi 601 88 601 88 UD UU 03 22 07 A000012 PETRONTLO A06321 cdi 603 483 603 48
43. fications Data Base Name is BACK ORDER I Data Type is character Format and Size 18 X Field is used to indicate if customer accepts back orders A Customer does not accept back orders BEEPER BASE Specifications Data Base Name is BEEPER BASE Data Type is character Format and Size is XXX XXX XXXX Field is used to store a Beeper Base telephone number BEEPER UNIT Specifications Data Base Name is BEEPER UNIT Data Type is character Format and Size is x15 Field is used to store a Beeper unit number BILLING DATE Specifications Data Base Name is BILLING DATE Data Type is date Format and Size is 99 99 99 Field is used to store next expected date of billing maintenance agreement BIRTH DATE Specifications Data Base Name is BIRTH DATE Data Type is date Format and Size is 929 997 9999 Field is used to store the birth date of customer if a person Format mm dd yyyy BNDD Specifications Data Base Name is BNDD Data Type is character Format and Size is x 20 Field is used to store the license number in pharmacy products CHECK ACCEPT Specifications Data Base Name is CHECK ACCEPT Data Type is logical Format and Size is yes no Default Value is yes Field is used to indicate if checks are accepted from this customer COMM Specifications Data Base Name is COMM Data Type is decimal Format and Size is gt 9 99 Default Value is 0 Field is used to store salesman commission UP TO 99 99 e
44. for the invoice selected in the open Invoices Browser Payment Check Browser This will show the Information for the payment been entered Including the amount pending to be applied from that payment Accounts Receivable DI Computer Distributors Inc CDI Premium Applications New Payment Button Use this button to start a enter a new customer payment Returned Check Use this button to start a enter a new customer returned check Btn edit amt Use this button to applied a partial payment discount to and invoice You must select the invoice on the Selected Invoices Browser first Selected Invoices Browser This will show all invoices that are been paid with this payment Check total Total of payment entered Balance Balance of payment pending application On Account Button If you do not want to applied the payment or the remaining amount to any particular invoice use this button to enter the amount to on account Cancel Button use to cancel payment entry Update Button After applying the payment use the Update Button to finis and update this payment Payment Procedure After entering the date customer and warehouse select the New payment Button and fill the screen data Check Reference Entry Payment Type ICO Check Ref Number REPEAT Check Ref Date 05 10 07 REPEAT Description Amount Cancel Continue Payment Type Cash Check Visa etc Check Ref number Enter Check or referenc
45. from this options Accounts Receivable s Computer Distributors Inc CDI Premium Applications Invoice Journal Example AS OF 05 08 07 ON 05 08 07 WORK AREA COMPUTER DISTRIBUTORS INC Page 1 Prog ARINVJR B 46 AM FISCAL YR 2007 PERIOD 05 Comp A INVOICE JOURNAL BY INVOICE NUMBER TERMINAL cdi INV ORDER INVOICE STATE CITY NUMBER NUMBER DATE SLSMAN WH CUST N A M E GROSS TAX TAX NET PROFIT PROFIT AD6318 03 08 07 cdi l acash Cliente Cash 96 50 DO 1 45 58 35 96 90 100 A06319 A90738 03 20 07 edi 1 a000012 PETRONILO 498 00 27 39 7 47 532 86 83 00 16 7 A06320 A90738 03 22 07 cdi 1 a000012 PETRONILO 562 50 30 94 B 44 601 88 93 75 16 7 A06321 A90738 03 22 07 cdi l a000012 PETRONILO 564 00 31 02 B 46 603 48 94 00 16 7 O LL d Luz d d ss FEFERFEE Ms Liz LLz L Ez d s s G Luz d d LL LL usa 5412 78 103 74 47 53 5562 54 TOTAL AS OF 05 08 07 oN 05 08 07 WORK AREA COMPUTER DISTRIBUTORS INC Page 2 Prog ARINVJR B 46 AM FISCAL YR 2007 PERIOD 05 Comp A INVOICE JOURNAL BY INVOICE NUMBER TERMINAL cdi CASH SALES CREDIT SALES TRANSFER NO 2019 97 3542 57 GROSS DISC FREIGHT MISC STATE TAX CITY TAX HET MTD TOTALS 5 412 78 0 00 0 00 00 103 74 47 53 5 562 54 Accounts Receivable Computer Distributors Inc CDI Premium Applications CASH RECEIPTS ENTRY Use Cash Receipts Entry to record cash or credit payments against outstanding customer balances For open item customers you can apply the cash or credit payments agai
46. ications Data Base Name is ROUTE Data Type is character Format and Size is x 8 Not Used SALES REP ID Specifications Data Base Name is SALES REP ID Data Type is character Format and Size is X 6 Field is used to store the Salesman s Code Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CUSTOMER MAINTENANCE Use Customer Maintenance to create maintain and inquire detailed records for each of your customers Customer Numbering Methods The Accounts Receivable module allows you to assign up to seven characters to identify each customer All customer number MUST start with the Company Code You can use numbers letters or a combination of both Because customer numbers are used to identify all Accounts Receivable transactions it is important that you employ a method of assigning numbers that best suits your requirements Three possible numbering methods along with an explanation of the benefits of each method are described on the following pages Numbers Only This method speeds data entry when the numeric key pad on your computer is used This method is especially suitable for businesses with a large number of customers where it may not be practical to assign a descriptive code to each A Combination of Numbers and Letters This method allows for the assignment of codes using common customer information such as the first two or three characters of the customer name followed by a four digit nu
47. ions reported The report shows the invoice amount paid and the commission payable amount for invoices fully paid if the Commissions by collections is in use Options available to calculate commissions On the salesman master file you have 3 commissions percentage fields To paid commission on sales made enter the commission percentage for that salesman on the COMMIS SALES field To paid commission on collections made enter the commission percentage for that salesman on the COMMIS RECEI field To paid commission on the profit of the sales made enter the commission percentage for that salesman on the COMMIS PROFI field To paid commission on the profit of the sales made when the invoice is fully paid enter the commission percentage for that salesman on the COMMIS SAL ESMAN COMMISSIONS REPORT PROFI and on the COMMIS RECEI fields ae NENNT UT 05 01 07 ENDING DATE 05 31 07 FROM SALESMAN What this means is that a 5 COMMIS PROFIT Will normally be paid for the profit made when the invoice was done But if you enter 5 in the COMMIS RECEI Your are telling the systems that the commission will be paid when the invoice is fully paid TO SALESMAN o FROM CUSTOMER TYPE and TO CUSTOMER TYPE l FROM ROUTE TI oOo o You can use any combination of commissions TO ROUTE ENTER LT Y DE Ae aer e 3 Printing the Salesman Commission Report S SALES On the Accounts Receivable End Of Month menu click Salesman Commis
48. lected range RE PRINT INVOICE The Re Print Invoice provides a detailed invoice information entered in Invoice Data Entry If the Sales Order or Job Cost modules are integrated with Accounts Receivable you can also access invoice history information for invoices entered in these modules The customer number and name billing address ship to address and invoice total are shown for each invoice Line item detail information can also be provided for each invoice This will look as the original invoice Accounts Receivable DI Computer Distributors Inc CDI Premium Applications USING THE MONTH END MENU Accounts Receivable Month End Menu The Accounts Receivable End of month menu contains options that are normally performed at the end of each accounting period Finance Charge options allow you to apply finance charges on overdue customer balances After the finance charges are applied you can use Statement Printing to print statements for selected customers Match Credits to Open Invoices allows you to match prepayments credit memos to open invoices by invoice number or invoice date Period End Processing allows you to print monthly Accounts Receivable reports automatically and close out period to date information from Accounts Receivable Manual A R AGING INVOICE REPORT The Aged Invoice Report provides a detailed list of invoices by customer number and by aging categories for all or a selected range of customers This re
49. mat and Size is X30 4 Field is used to store Second line of the physical address PHYS ADD 3 Specifications Data Base Name is PHYS ADD 3 Data Type is character Format and Size is x 30 Field is used to store Third line of physical address PRICE LIST Specifications Data Base Name is PRICE LIST Data Type is character Format and Size is X 3 Field is used to store Specific price list code for customer The price list must be define on the price list file of the inventory module PRIOR YR SLS Specifications Data Base Name is PRIOR YR SLS Data Type is integer Format and Size is gt gt gt gt gt gt gt Default Value is Field is used to store Total dollar amount of sales during the last year PROPERTY STA Specifications Data Base Name is PROPERTY STA Data Type is character Format and Size is XCLO Field is used to store Only use in Gas Module QTY BRK CD Specifications Data Base Name is QTY BRK CD Data Type is character Format and Size is p a Field is used to store Not in use REMARKS Specifications Data Base Name is REMARKS Data Type is character Format and Size is X 30 5 Field is used to store Comments ROUTE Specifications Data Base Name is ROUTE Data Type is character Format and Size is x 8 Field is used to store Route where customer is located Example East West San Juan Ponce 00966 00922 etc RTND CHK CNTR Specifications Data Base Name is RTND CHK CNTR Data
50. mber This number might be the last four digits of the customer s phone number or another unique number An Abbreviation of the Customer Name This method allows you to identify the customer by looking at the abbreviated name for example ABCPROD AFEDCOR or APROTEC Additionally all Accounts Receivable reports list customers in an alphabetical sequence Although this method is the easiest method to use it is only practical if you have a relatively small number of customers whose names you easily recognize When choosing a numbering method remember that most Accounts Receivable reports can be sorted almost anything If a numeric customer numbering method is used you can use the customer name Sort feature to obtain alphabetical listings of customer information You can also use the Sort field on the Customer Maintenance Main tab to sort customers by other information such as types of service product or industry Building the Customer Master File During System Startup you will build a Customer master file containing records for each of your customers You can access and retrieve information from the files previously established for example salesman code and terms code to speed data entry Entering Customer Information On the Accounts Receivable Main menu click Customer Maintenance On the Customer Maintenance Main tab enter the customer address Accounts Receivable Computer Distributors Inc CDI Premium Applications
51. nst specific open invoices or you can record a cash or credit prepayment or non specific invoice payment entering a payment to On Account You can also use Cash Receipts Entry to apply credit memos against open invoices Cash Receipts Entry allows you to control the entry of each cash deposit by bank code and date of deposit You can process any number of payments for a single day For each deposit you must enter the corresponding deposit information when you print the Cash receipt Journal Before completing the entry the system automatically compares the check total amount against the total of all invoices applications entered to ensure accurate entry of data Transactions recorded using Cash Receipts Entry are printed on a journal checked for accuracy and updated the General Ledger On the Accounts Receivable Transaction menu click Cash Receipts Entry The following Cash Receipts window appears 9 CDI Premium Applications Computer Distributors Inc 787 793 3434 fax 787 793 6354 Tak Payment Date 05 08 07 Customer Al Total Updated Deposits 7 414 60 Open Inv 185 940 31 On Account 7 048 32 Ret Chks Debits 0 00 Credits 2 420 58 Balance 182 467 43 Open Invoices Paid Invoices Paymet Check Open Invoices net ate balance inv amoun selected gl PA eM 05 23 04 3 938 03 15930 00 11993 97 08 15 04 272 012 90000 00 03 01 04 z 22 08 05 11 04 0 30 02 15 05 10 10 00 iNew Payment Returned Check
52. nt to handle your A R General Ledger by who you sold to instead of what you sold 2 Class Code The type of product will decide to which accounts etc you want to posts This mean that you want to handle your A R General Ledger by what you sold instead of who you sold to 3 autos This Type is used for automobiles sales companies 4 whs cust Cust Cust type The type of customer and the warehouse of the sales will decide to which A R accounts etc you want to posts This mean that you want to handle your A R General Ledger by who you sold to and where instead of what you sold Accounts Receivable DI Computer Distributors Inc CDI Premium Applications 7 Warehouse Class Code The type of product and the warehouse will decide to which accounts etc you want to posts This mean that you want to handle your A R General Ledger by what you sold and were instead of who you sold to V z Class Code Salesman The type of the Product and the salesman will decide to which A R accounts etc you want to posts This mean that you want to handle your A R General Ledger by who sold and what products Type Interfac This multi used field must be fill with the data depending the type of interface flag been used Examples for 1 Cust Type You must create one record for each different customer type WHSALE RETAIL DEPT ST ETC 2 Class Code You must create one record for each different Class code Food Tires equip etc 3 au
53. on account amount Enter the amount to apply in the DR or CR field After entering all Memos depress F4 or the exit icon to finish PRINT THE MEMOS amp ON ACCOUNT JOURNAL You should print this report after running the above procedure Accounts Receivable n Computer Distributors Inc CDI Premium Applications ACCOUNTS RECEIVABLE REPORTS The Accounts Receivable Reports menu provides informative reports to help you analyze customer sales improve collections determine credit policies and manage your sales effort In addition to management reports you can also produce customer listings and mailing labels to improve communication and service to your customers CUSTOMER REPORT The Customer Listing provides a list of customer related information You can print permanent temporary or all customers in the customer number range selected You can specify the degree of detail to print from a simple name and number listing to a detailed listing including the customer name number address tax schedule and terms information The listing also includes sales history data such as period to date year to date and prior year sales You can elect to print tax exemption numbers ship to address information or customer memos on file for the selected range of customers CUSTOMER MAILING LABELS Use Customer Mailing Labels to print customer names and addresses on labels You can print permanent temporary or all customers in the se
54. pe is decimal Format and Size is 999 99 Default Value is 0 Field is used to store the discount percent given to customer for prompt payment Enter number of days for prompt payment in TERMS DAYS SALESMAN MAINTENANCE Use Salesman Maintenance to enter salesman information and commission rates A salesman number and commission rate are assigned to each salesman who is paid a commission When you enter this salesman number in Invoice Data Entry the system automatically calculates the sales commission for the item s sold Sales gross profit and commissions for each salesman are tracked by period and year Also period to date year to date and Accounts Receivable DI Computer Distributors Inc CDI Premium Applications previous year totals are provided on the Salesman Commission and sales Reports CSAMS AR SALES REPRESENTATIVE FILE FILE IS USED TO Create the salesman for the company 9 Procedure Editor Run MAINTENANCE CSAMS AR AR SALES REPRESENTATIVE FILE SALES REP ID pq SALES NAME VICTOR COSTAS ADDRESS11 B 20 PLACE PARK ADDRESS L2 RESORT ADDRESS13 SAN JUAN PR 00922 COMMIS PROFI 190 COMMIS RECEI 0 0 COMMIS SALES 00 SUPERVISOR y gt SALES SUP COM 20 LAPTOP p PASSWORD i ADDRESS L1 Specifications Data Base Name is ADDRESS L1 Data Type is character Format X 30 Field is used to store the first line of the Salesman s Physical Address ADDRESS L2 Specifications
55. plications INVOICE INQUIRY This inquiry is use to locate and se a particular invoice Using the filter button you can select a range of invoices by invoice number or by date or by customer etc Then you can select the invoice and use the ITEMSiNV button to see the items on that invoice PRE FILTER DETAIL HEADER BUTTON PASSWD 1 INVOICE INQUIRY SUMMARY s 00 00 02 ona _ OE A O E o O INV NO 08 1406328 05 03 07 PETRONILO 7 0 0 2 2 94 edi O 00 mo E INV NO 1 A06329 05 08 07 NARANJITO SHOPPING CENTER 102 0 100 0 53 500 00 H cdi 490739 O2 no E INV NO 1 06330 05 22 07 PEDRO ACEVEDO 3 0 1 0 12 34 AS no m INV NO 1 06331 05 22 07 PEDRO ACEVEDO 3 0 1 0 12 84 AS no E INV NO 1 A06332 05 22 07 PEDRO ACEVEDO 3 0 1 0 12 84 AS no E INV NO 1106333 05 22 07 PEDRO ACEVEDO 3 0 1 0 12 84 AS no pTOTALS 0 121 0 109 0 53 554 30 no voce OPEN INV HIST INV ITEMS INY SUI PRE FILTER DETAIL HEADER BUTTON PASSWD BUTTON 7 ITEMS IN INVOICE INV NO TOT A06329 DATE TOT 05 08 07 00 00 00 A ee a Rit nr ES 05 00 07 LIVING ROOM SET 100 0 100 040 000 00 H OM __ 390739 02 Do A CITY TAX 106329 05 08 07 1 0 0 0 750 00 cdi 49073902 no El A STATE TAX 1A06329 05 08 07 1 0 0 0 2 750 00 cdi A9073902 no pTOTALS 0 102 0 100 0 53 500 00 no Accounts Receivable Computer Distributors Inc CDI Premium Applications END OF DAY STATUS This inquiry is very useful to see how are today sales
56. port provides an overview of outstanding receivables balances and is useful for managing collections and achieving an efficient receivables turnaround You can include open invoices only paid invoices only or all invoices of both types You can specify complete invoice item detail invoice information without item detail or summary total information by customer You can also include and age any credit memos issued during the selected period The report can include any one or all of the four aging categories specified in Accounts Receivable Options For each invoice the report shows the invoice number invoice date amount due date and discount due date if applicable Totals are printed by customer number and by Cust Type By salesmen of a multiple list of options with a grand total of all invoices shown as the report total Printing the Aged Invoice Report On the Accounts Receivable End Of Month menu click A R Aging Report The Transaction Report provides a complete recap of the Accounts Receivable invoices detailing all receipts adjustments or other activities that affect the Accounts Receivable balances during a specified period The Aged Invoice Report uses the invoice date or due date specified in Accounts Receivable Options The Transaction Report uses the transaction date When transaction detail prints the payment type and other payment type transactions generated through the Sales Order module are added to the report You c
57. recorded using Invoice Data Entry You can assign a separate account for each by warehouse class code cust type etc TERMS CODE MAINTENANCE Use Terms Code Maintenance to establish common payment terms After establishing terms codes you can assign these standard terms to customers During invoice processing discount amounts are calculated automatically and invoice and discount due dates are displayed based on the terms code assigned to each customer Setting Up Terms Codes On the Accounts Receivable Maintenance menu click Terms Code Maintenance You need to enter additional terms only once You can recall the appropriate terms information for example 2 10 Days Net 30 Days for any customer by selecting the correct code FILE IS USED TO Define Customer payments terms available Accounts Receivable DI Computer Distributors Inc CDI Premium Applications CDI Premium Applications Computer Distributors Inc 787 793 3434 fax 787 793 6354 x DESCRIPTION DUE DAYS goo PERCENI DISC 000 00 Enter data or press ESC to end CUS TERMS CD TERM CODE FIELD IS USED TO STORE THE TERMS CODE DESCRIPTION FIELD IS USED TO STORE THE TERMS DESCRIPTION SPECIAL TERMS FIELD IS USED TO STORE SPECIAL TERMS TO APPLY THIS REQUIRES SPECIAL PROGRAMMING TERMS DAYS FIELD IS USED TO STORE THE NUMBER OF DAYS GIVEN TO CUSTOMER FOR PAYMENT TERMS PERCEN Specifications Data Base Name is TERMS PERCEN Data Ty
58. s character Format and Size is HAG 4 Field is used to store Used by salesman to organized his customer route on the Route Accounting Module UP TO 8 CHAR SOC SEC Specifications Data Base Name is SOC SEC Data Type is character Format and Size is 099 990 9990 Field is used to store Social Security number for customer SPEC DICT Specifications Data Base Name is SPEC DICT I Data Type is character Format and Size is X Data Entry Validation 28 SPEL DICT I A OR SEEC DICT L BY OR SPEC DICT L e W Field is used to store Method of applying customer discount A at end of invoice B By item Accounts Receivable DI Computer Distributors Inc CDI Premium Applications STATEMENT Specifications Data Base Name is STATEMENT I Data Type is character Format and Size is X Field is used to store A No statement will be printed for customer TERMS CODE Specifications Data Base Name is TERMS CODE Data Type is character Format and Size is XX This field is required Field is used to store Term Code to identify customer payment terms Must be define on Terms File YTD COST Specifications Data Base Name is YTD COST Data Type is integer Format and Size is gt gt gt gt gt gt gt Default Value is 0 This field can not be modified by the user Field is used to store Total dollar amount during the year cost of sales for customer YTD CREDIT Specifications Data Base Name is YTD CREDIT D
59. sed to store Second line for physical address ADDRESS L3 Specifications Data Base Name is ADDRESS L3 Data Type X1S0 a Field is used to store Third line for physical address CONTACT Specifications Data Base Name is CONTACT Data Type is x 30 ls character is character is character Format and Size Format and Size Format and Size character Format and Size is Field is used to store Name of contact person of supplier CUST NAME Specifications Data Base Name is CUST NAME Data Type is character SU Field is used to store Name of customer of shipping location CUST NUMBER Specifications Data Base Name is CUST NUMBER Data Type is character X 7 This field is required is is is Format and Size is Format and Size is Field is used to store Number to identify this customer from the master file Accounts Receivable DI Computer Distributors Inc CDI Premium Applications ITEM CNT Specifications Data Base Name is ITEM CNT Data Type is integer Format and Size is gt 9 Default Value is 0 Field is used to store Not Used PHONE NO Specifications Data Base Name is PHONE NO Data Type is character Format and Size is XXX XXX XXXX Field is used to store Location telephone PRICE LIST Specifications Data Base Name is PRICE LIST Data Type is character Format and Size is KB a Field is used to store Specific list number in reference to current ship to
60. sion Report a I COLLECTIONS BOTH ti LL ENTER COST Soe eee e ade Re i m ACCOUNTING COST S SALESMAN COST DO YOU WANT TO PRINT PROFIT ON REPORT m WAREHOUSE NO OR 99 FOR ALL 1 n Computer Distributors Inc s CDI Premium Applications Enter type You can select if you want to print Only Sales only collections or Both Enter Cost Normally Accounting cost should be used To use Salesman Cost and option must be fill before Accounts Receivable DI Computer Distributors Inc CDI Premium Applications INVOICE JOURNAL REPORT BY DATE The Invoice Journal Report by date provides a recap of all sales activities for the period recorded in the Accounts Receivable system All invoices recorded in Order Processing sales order system are included on this report Invoices by invoice number The invoice information detailed by this report includes the invoice date amount customer discount etc This report is like the Invoice Journal but for a range of dates Printing the Monthly Sales Report On the Accounts Receivable End of Month Reports menu Invoice Journal report By Date COLLECTIONS AND ADJUSTMENT REPORT The Collections Report provides a recap of all cash receipts processed for a specified date using Cash Receipts Entry The information for each deposit includes the deposit date and number and the customer name and number Each check deposited and each invoice to which it is applied is d
61. stomer Type And Customer y Customer Type by Salesman by Customer Salesman by Specific Customer Type Salezman by Customer Lot by Customer Trans Type Salesian by Route Route by Custoner Minimum Days Past Due Leave blank for all customer or enter due days to generate a report with customers with invoices over those due days Minimum Balance Leave as is for all customer or enter an amount to generate a report with only the customers that have balances over that amount Accounts with credit limit exceeded Mark if you only want customers over the credit Limit After The Credit Limit Option you must sue F2 Key or the GO icon to continue to the next Group of options Accounts Receivable DI Computer Distributors Inc CDI Premium Applications Customer Type If you selected and option to print by Customer Type you can enter a Range of Customer types or leave as is for all types Control Account Number This option has been deleted in the new version Salesman If the aging by salesman was selected you can enter a range of salesman Salesman Source If the aging by salesman was selected you can select if you want the invoices to be on the aging of the salesman that the customer has assign it in the master file or the salesman that was entered in the invoice Invoice Sort Sort the invoices from a customer by invoice date or by invoice number Detail Select if you want detail aging Each invoice will be printe
62. stomer invoices and to provide a first step toward evaluating and processing your receivables All invoices debit memos credit memos and adjustments to previously recorded invoices must first be entered This function is normally used to entered the opening balances of a customer when starting with the CDI Premium System It should not be used if you are using the Order Processing Module after the initial balances entry have been made Invoice Journal can be printed immediately after entry of invoices To adjust an invoice after it has been updated see Adjust Entry Procedure If you use a manual Accounts Receivable system or a different computerized system you must first perform certain preliminary data entry procedures to ensure that your accounting records are in balance Accounts Receivable DI Computer Distributors Inc CDI Premium Applications INVOICE JOURNAL The Invoice Journal is an accounting report itemizing the Invoices done normally on that day Information in the journal includes the invoice number date customer number terms freight sales tax and net and total amounts A total of all invoices is provided If you use the GL interface in your Accounts Receivable module totals are provided Gl account A recap of general ledger accounts to post to each division is provided at the end of the report The Gross Profit information for each invoice will be show by default but you can set a parameter to avoid printing it
63. tos This Type is used for automobiles sales companies 4 whs cust Cust Cust type You must create one record for each combination of warehouses customer types O1WHSALE 01RETAIL 01DEPT ST O2WHSALE ETC 7 Warehouse Class Code You must create one record for each combination of warehouses Class code 01FOOD O1TIRES 01EQUIP O2FOOD ETC V Class Code Salesman You must create one record for each combination of class code salesman FOODO1 TIRESO1 FOODO2 ETC JOURNAL NO Field is used to store the 5 character identification for G L Invoice journals ACCOUNT REC Field is used to store the G L account number for Accounts Receivable Trade This asset account contains the current Accounts Receivable balance for your company It is debited when invoices are recorded and credited when payments are received against outstanding invoices You can use a single Accounts Receivable account for the entire company or assign a separate account By Customer Type DESCRIPTION Enter the description that will be use in the general ledger for this journal GROSS SALES This group of income accounts is used to record the various types of income associated with Accounts Receivable invoices being recorded Each invoice can be distributed to multiple accounts A positive distribution amount is credited to the account and a negative amount is debited An invoice can also be posted to accounts other than those classified as income accounts for e
64. using Bank Code Maintenance CSH DISC ACT Field is used to store the G L Account for Prompt payment Discounts CSH JOURNAL Field is used to store the 5 character identification for G L cash receipts journals SALES TYPE Field is used to Establish the type of G L Interface that will be used You must select what data will decide how you want to posted your G L accounts 1 Cust Type The type of customer will decide to which accounts etc you want to posts This mean that you want to handle your A R General Ledger by who you sold to instead of what you sold 2 Class Code The type of product will decide to which accounts etc you want to posts This mean that you want to handle your A R General Ledger by what you sold instead of who you sold to 3 Autos This Type is used for automobiles sales companies 4 whs cust Cust Cust type The type of customer and the warehouse of the sales will decide to which A R accounts etc you want to posts This mean that you want to handle your A R General Ledger by who you sold to and where instead of what you sold 7 Warehouse Class Code The type of product and the warehouse will decide to which accounts etc you want to posts This mean that you want to handle your A R General Ledger by what you sold and were instead of who you sold to V z Class Code Salesman The type of the Product and the salesman will decide to which A R accounts etc you want to posts This mean that you want to
65. vities for each accounting period The posting information contained in this recap reflects how much you have sold what types of products or services have been sold how much cash you have received and the amount of receivables outstanding With the General Ledger module installed Accounts Receivable posts journal entries to the Daily Transaction Register using account numbers defined in General Ledger Account Maintenance The General Ledger check box must be selected in the Company Records Maintenance A R Interface Option window to post the transactions printed on the Daily Transaction Register If the General Ledger module is set up accounts can be established using General Ledger Account Maintenance or Account Maintenance in the General Ledger module The journal entries are automatically posted to the general ledger The postings from Accounts Receivable are reflected on both the Daily Transaction Register and the General Ledger Posting Recap reports These reports provide an audit trail of all Accounts Receivable activities and serve as a source for posting to the general ledger Accounts Receivable DI Computer Distributors Inc s CDI Premium Applications ARGLI AR ACCOUNTS RECEIVABLE INTERFACE RECORD File is used to Control the Accounts Receivable interface with the G L 15 Procedure Editor Run MAINTENANCE ARGLI AR Accounts Receivable Interface Record CSHJQURNAL 12222 CSH BANK ACT 101010 CSH DISC ACT CSH ALLOWNCE
66. xample Deposit or Notes Receivable Inventory This offsetting account for cost of goods sold is credited when a sale is recorded using Invoice Data Entry You can assign a standard Inventory account or multiple inventory accounts by Warehouse or class codes etc Accounts Receivable DI Computer Distributors Inc CDI Premium Applications Cost of Sales This contra income account is used to debit the cost of goods sold recorded using Invoice Data Entry You can assign a standard Cost of Goods Sold account or multiple accounts by Warehouse class codes etc Discounts This account is debited with the amount of the discount allowed when recording an invoice You can assign a separate account for each by warehouse class code cust type etc Freight This contra expense account is credited with the freight amount of invoices recorded using Invoice Data Entry You can assign a separate account for each by warehouse class code cust type etc Misc Charges This contra expense account is credited with the Misc Charge amount of invoices recorded using Invoice Data Entry You can assign a separate account for each by warehouse class code cust type etc State Tax IVU This liability account is credited with the sales tax amount of invoices recorded using Invoice Data Entry You can assign a separate account for each by warehouse class code cust type etc City Tax This liability account is credited with the sales tax amount of invoices
67. y If the Sales Order module is installed you can access invoice history information for invoices entered in both modules The information provided by Invoice History Inquiry can only be viewed Normally at end of month a purge procedure is run to eliminate the paid invoices from the current customer account and they are copy to the customer history file You will see here all invoices that were purge form the Current account Sales You will see here all invoice issue to that customer Payments This option will show you a weighted dollar days average payment days by year by month for the customer Orders Will show all open orders for the customer Click the button to view open orders standard and back orders for a specific customer All open orders display sequentially by order number along with the total amount of open orders for the selected customer Items After you select an order of the Orders Button screen you can see all items pending delivery for that order Sizes After you select an item of the Items Button screen you can see all sizes sold for this item when the item is sold by size App Credt This button is used by credit manager to approve and order or an invoice for a customer that have failed the automatic credit validation The user doing the order or invoice must be waiting for the approval on the order screen The approval will be for this order only Accounts Receivable Computer Distributors Inc CDI Premium Ap
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