W5.0 Debtors - Fresh Computer Systems
Contents
1. Select the Customer Maintenance option from the Accounts Receivable menu and the following screen will be displayed Customer Head Office Type Category Code Area Territory Credit Limit Merma Comment Hold Post H Credit Stop N Phone 1 3379 6188 Alloc Ratio Customer Maintenance Name A J RETAIL PTY LTD Address 1 T A_ LOCAL CORNER STORE 2 ALLARDYCE STREET City State PC GRACEVILLE EAST QLD Country Contact JOHN ANDREWS Cust Level 10000 00 2 Produce Seq Ageing Interval 07 Fax Packing Unie 2 inves Portal 7 Discount Rebate Period a Supplier STD IT OVOE Ordering Y 10 Contra Supplier ALL Pricing Per KG N Combined Invoicing N Order Form Despatch Early N Cust Supp Ref 1834834 _ Display Retail Prices Y Entered 26 OCT 92 Electronic Invce Format Allow FWD Immed Delivery _ lt Replace gt 4 1 1 Entering a New Customer Ensure that the form is in Enter mode and complete the following fields Customer Code Head Office Customer Type Category Code Area 1 Area 2 Territory Printed on 16 May 2002 Enter a unique Customer code Up to 6 characters may be used If this customer is a Head Office or is to be linked to a Head Office enter the Customer code of the Head Office here Note that when setting up the Head Office customer records the customer code is also to be entered in the Head Office field Enter the type of the customer LstVal2. Cost R etail Unit L Landed or N No Cost Where a predetermined discount off all invoice applies enter the percentage here Where a rebate applies enter the predetermined rebate percentage in this field Enter the rebate period in this field Valid periods are M onthly Q uarterly H alf Yearly or Y early Enter the associated Supplier code for this rebate LstVal may be used to assist in the selection of a code If this customer s sales are to be contraed against a Supplier s Account enter the Supplier code here Enter N here to create a separate invoice for each sales ticket while entering Y here will create one ticket for all invoices in that generation run If N is entered in this field the ticket number will be printed on the Customer s Statement also This field is used by the Wholesale System only Entering Y here implies an early despatch This field is applicable to the Distribution system only Enter Y if Retail Prices are to be displayed on the Customer s Invoice This field is applicable to the Distribution system only Enter the order form code to be used for this Customer LstVal may be used to assist in the selection of an order form See Menu 3 section for information on Order Forms This field is applicable to the Distribution system only If you have a Supplier number or reference for this Customer enter the number in this field This reference will be printed on any immediate invoices or credit notes pri
3. LETTUS User Manual Accounts Receivable Debtors Menu 4 4 1 4 2 4 3 4 4 4 5 Menu 4 Table of Contents Customer Maintenance scccccccccssssssssscccsccssssseccescccescossssececsescencssvscesacecsosscssneease 4 2 4 1 1 Entering a New Customer ccccceccccsseesecceseeeeeeeeseeeeeeeeseeeceeseeneaes 4 2 4 1 2 To modify a Customer Record ccccecccscescecesceneeeneeeeeeeeeseeenees 4 5 4 1 3 To Delete a Customer Record cccccccccceecessscccscceessssssssseceeeseessasees 4 5 4 1 4 To Combine Customer Records c ccceeeccsccscceseeessssceecescessssseeseeees 4 5 Customer Delivery Maintenance 00 cccccccesccesssssecceseeeeeceseessecececsecestecsecesaeeneeesaeeses 4 6 CUStONIET IS E AS E A EE tates costa tote ane oe EET 4 8 A R Calendar Maintenancec cscccccccccsssssessscccsscessssncccscecessssssceseccsecesssseaceccesescs 4 10 Terms Maintenance cccccccccccccssccccccessessssesesccccsesessssssescssesecssseucsescessnessnsssessenens 4 12 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 1 LETTUS User Manual Accounts Receivable Debtors Menu 4 a ee 5 4 1 Customer Maintenance This form is used to establish customer details on this system or to record any changes Each Customer Debtor must be entered via this form Head Office and Store links may also be made with the use of the Head Code field This Head Office link is used in Customer Receipt Batch Entry and Statement Production
4. e form select the Customer Delivery Maintenance option from the Sales Order Entry or Accounts Receivable Menu The following form will be displayed Customer Delivery Maintenance Customer Contact Type Phone 1 Area 2 Head Office Instructions Address 1 2 3 State Area Stop Num Normal Order Delivery Days Mon Tue Wed Thu Fri Sat Sun Order a separate delivery Docket required _ This form consists of two block On entry to the form the cursor is in the customer code field and the form is in query mode Find a customer by entering one or more of the forms fields to search on and pressing ExeQry Use NxtRec and PrvRec to scroll through the search results until the desired customer is displayed Fields that may be entered in this form are Customer The code of the customer for who we are maintaining delivery details Used for Query only Type The customer type code Used for Query only Area The customer area code Used for Query only Head Office If statements are to be sent to a customers head office then enter the customer code for the head office here Query only Customer Name The name that will appear on the statement Customer address lines Two address lines followed by the city state and post code specifying where to send the statement if it is not to be sent to a head office Contact The contact name for the customer Phone 1 The phone number of the custom
5. er Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 6 LETTUS User Manual Accounts Receivable Debtors Menu 4 Phone 2 An alternative phone number for the customer Fax The fax number of the customer Delivery Address Three address lines showing where the delivery is to be made State The state where the delivery is to be made Area The delivery area This is maintained in the delivery area maintenance form in the Manufacturing module Stop Num The delivery stop in the delivery area This is used to assist with delivery run scheduling This is used in the Manufacturing module only Instructions Three lines of instructions relating to the delivery These are Narration only Order days For each day of the week these fields indicate if this customer normally places an order on the specified day The field is set by pressing any alphanumeric key and is reset by pressing the space key Delivery days For each day of the week these fields indicate if this customer normally has a delivery on the specified day The field is set by pressing any alphanumeric key and is reset by pressing the space key Is a separate delivery docket required Enter a Y if a delivery docket is to be raised in addition to the invoice Leave this field blank if no additional delivery docket is required This functionality is available in the manufacturing module only Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 7 LETTUS User Manual Acc
6. field is optional and is usually only used for international customers Indicate whether correspondence e g invoices statements are to be P osted or H eld for pickup This is a narration field only i e it is not used for processing by the system Enter Y here if further credit is to be stopped or enter N here to continue the credit If Y is entered in this field a message will be displayed and the system will not allow any invoices sales to be entered against this customer Enter the credit limit of this customers account if applicable A warning will be produced when a sale is entered against a customer who had already exceeded the credit limit Enter the number of days by which an invoice must be paid These terms can be printed on invoices and statements Enter the number of days by which to age the balance outstanding for this Customer For example a customer who you expect an invoice to be paid within 7 days but don t want the invoice to be aged from the Current Period to Balance 1 until after 14 days you would set the Customer up with terms of 7 days and an ageing interval of 14 days Enter the contact name for this Customer Up to 20 characters may be entered however only 16 characters are displayed Enter the main contact phone number for this customer It si recommended that a standard be established and maintained for the format of phone and fax numbers Up to 16 characters may be used Optionally enter an alternative ph
7. ield to the last code Print Customer Details Enter Y here if more Customer details such as address and terms are required If these details are not required enter N here Print Delivery Details The delivery address information can be included on the report by entering Y here Note that while delivery details can be maintained for any system these details are only used for the Distribution and Manufacturing system The cursor only enters this field if Detail is chosen in the above field Print Picking Details Enter Y here if the picking details for each customer is required If these details are not required enter N here Print Customer Comments Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 8 LETTUS User Manual Accounts Receivable Debtors Menu 4 If customer comments are required enter Y in this field otherwise enter N here Order by S election or N ame All Values OK Printed on 16 May 2002 The report can be ordered by either name or by the selection entered in the first field Enter N to order by Customer Name or S to order by the selection criteria If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Fresh Computer Systems Pty Ltd 4 9 LETTUS User Manual Accounts Receivable Debtors Men
8. may be used to assist in the selection of a code Upon entry of a valid type the description will be displayed Enter the category code of this customer LstVal may be used to assist in the selection of a category code This field is optional Enter the primary area for this customer LstVal may be used to assist in the selection of an area code This field is optional Enter the secondary area for this customer This field is used for the Distribution system only LstVal may be used to assist in the selection of an area code Enter the territory code for this Customer This field is used for the Distribution system only and is optional LstVal may be used to assist in the selection of a code Fresh Computer Systems Pty Ltd 4 2 LETTUS User Manual Accounts Receivable Debtors Customer Name Address 1 Address 2 City State PC Country Hold Post Credit Stop Credit Limit Terms Ageing Interval Contact Phone 1 Phone 2 Fax Comment 1 Comment 2 Cust Level Printed on 16 May 2002 Menu 4 Enter the customer name in this field Up to 30 characters may be used This field is to be entered as it is to appear on the envelope and pre printed stationery The first line of the address is entered in this field This is usually the street or Post Office Box details An alternative address or more information may be entered here City State or Postcode of the customer s address is entered here This
9. n range from 1 to 99 days typical examples are 7 14 21 30 days etc Period Num Enter the period number The format is YEAR PERIOD NUMBER for example in a 52 week period year and the Year was 1996 then the first week would be 1996 01 the second would be 1996 02 and so on Alternatively you may enter the period as 9596 01 etc Period Start Enter the Period Start date Period End Enter the Period end date Interval The computer will automatically calculate the number of days between the period start and end date The cursor does not enter this field After entering the first entry pressing NxtFld or Enter through each field the system will automatically calculate the next period number next period start date and next period end date When satisfied the calendar is correctly set up press Commit to save the changes to the database Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 10 LETTUS User Manual Accounts Receivable Debtors Menu 4 Periods may be modified or deleted To modify a period select the period make the require changes and press Commit Note that the periods can not cross each other Changes to periods can affect Sales Statistics To delete a period select the period and press DelRec Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 11 LETTUS User Manual Accounts Receivable Debtors Menu 4 4 5 Terms Maintenance The Terms Maintenance option is used to establish Customer Terms on the s
10. nted in the Sale by Customer option The current today s date will be displayed in this field It represents the date that the Customer record was entered into the system The cursor does not enter this field STD Invoice Ordering Enter N here will sequence the invoices in the order they were entered in the Printed on 16 May 2002 Order Entry option see Menu 3 section for more information Entering Y here Fresh Computer Systems Pty Ltd 4 4 LETTUS User Manual Accounts Receivable Debtors Menu 4 will sequence the invoice in Invoice number order This field is used by the Distribution system only Electronic Invce Format Enter the format code to be used for electronic invoicing This field is used by the Manufacturing system only Allow FWD Immed Delivery Enter Y here if forward dated immediate delivery dockets are allowed If forward dating is not to be allowed leave this field blank This field is used by the Manufacturing system only Press Commit to save the record to the database 4 1 2 To modify a Customer Record Step 1 Select the Customer using the query facilities provided by the LETTUS system i e put the form into query mode enter the selection criteria e g Customer code and press ExeQry Step 2 Scroll using NxtRec and PrvRec through the records retrieved until the customer you wish to modify is displayed Step 3 Make the changes required and press Commit to save the changes 4 1 3 To Delete a C
11. one number Enter the Customer s fax number Any comments relevant to this Customer may be entered here This comment does not appear on any documentation normally produced for the customer e g Invoices statements Up to 45 characters may be used Other relevant comments may be entered here Enter the Forced Allocations level for this Customer Note that 1 is the highest level and 9 is the lowest level This field is used by the Distribution system only Fresh Computer Systems Pty Ltd 4 3 LETTUS User Manual Accounts Receivable Debtors Menu 4 Alloc Ratio Produce Seq Packing Unit Invce Format Discount Rebate Period Supplier Contra Supplier Combined Invoicing Despatch Early Display Retail Prices Order form Cust Supp Ref Entered Enter the product Forced Allocation ratio for this Customer This ratio determines the quantity of the Forced Allocations to be allocated to this Customer For example if Customer ABC has a ratio of 50 and Customer 123 has a ratio of 100 Customer 123 would be allocated twice as much as Customer ABC This field is used by the Distribution system only Enter the production sequence code for weight scale priority This field is used by the non mainstream Distribution system only Optionally enter a Packing Unit for this Customer This field is used by the Distribution system only Enter the Distribution Invoice format to be used in this field Valid options are R
12. ounts Receivable Debtors Menu 4 ns es 4 3 Customer List The Customer List is a report that list information on the customer name and address contact name and numbers as established in the Customer Maintenance option Select the Customer List option from the Accounts Receivable menu After selecting your print display option from the printer selection screen the following screen will be displayed CUSTOMER LIST DEVELOPMENT Date Time TUE _16 APR 96 02 09 PM Current Date Time WED 29 MAY 96 08 59 AM Select Customers By 1 From 001 ALLCROPS W SALE PRODUCE P L TEENS LAMANNA BANANAS PTY LTD Print Customer Details Pranie Piek Derealez Print Delivery Details Print Customer Comments _ Order by S election or N ame C All values OK Y lt Replace gt Make your report selection by completing the following fields Select Customers by The customer range to be included on the list can be selected by customer code type category or territory Enter one of the following 1 Code 2 Type 3 Category 4 Territory Code from Enter the beginning code of the range to report on LstVal may be used to assist in the selection of a code The type of code will depend on the value entered in the previous field Pressing NxtFld will default this field to the first code to Enter the ending code of the range to report on The type of code depends of the value entered above Pressing NxtFld will default this f
13. u 4 a ee M E 4 4 A R Calendar Maintenance The Accounts Receivable Calendar defines each period start and end dates It is used by most of the accounts receivable programs especially the invoice generation statement print and aged debtors analysis It is essential that the calendar is set up before the commencement of each year Period Maintenance Terms Period Start End 995 V FEB 96 2B EEB 96 995 24 FEB 96 0Q1 MAR 96 995 02 MAR 96 0O8 MAR 96 9957 09 MAR 96 5 MAR 96 995 6 MAR 96 22 MAR 96 995 23 MAR 96 29 MAR 96 995 30 MAR 96 05 APR 96 995 06 APR 96 2 APR 96 995 3 APR 96 9 APR 96 995 20 APR 96 26 APR 96 9957 27 APR 96 03 MAY 96 9957 04 MAY 96 0 MAY 96 9915 1 MAY 96 7 MAY 96 995 8 MAY 96 24 MAY 96 9915 25 MAY 96 31 MAY 96 995 01 JUN 96 07 JUN 96 08 JUN 96 4 JUN 96 5 JUN 96 21 JUN 96 22 JUN 96 30 JUN 96 CO ee i E E A Ea S Ea ES ES E E ES ESE ESS R ER lt Replace gt Steps to maintaining the Accounts Receivable Calendar Maintenance form Step 1 Upon entry the form will display the earliest periods on the system Use NxtSet to display more recent entries To enter a new year press Clearform to clear the form then enter the new year Step 2 Complete the following fields Terms A separate calendar is required for each of the ageing intervals established The terms offered to customers are set for each customer in the Terms Maintenance option refer p 4 12 Terms offered ca
14. ustomer Record Step 1 Select the Customer using the query facilities provided by the LETTUS system i e put the form into query mode enter the selection criteria e g Customer code and press ExeQry Step 2 Scroll using NxtRec and PrvRec through the records retrieved until the customer you wish to delete is displayed Step 3 Press DelRec to remove the record from the database 4 1 4 To Combine Customer Records Two customer records can be combined into one by changing the customer code of one record to the customer code of the other record There will then be two duplicate records one of which should be removed Note that once customers have been combined using this method they cannot be separated again Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 5 LETTUS User Manual Accounts Receivable Debtors Menu 4 a es ss Hs 4 2 Customer Delivery Maintenance A delivery address may be setup for each customer and regular order and delivery dates maintained using this form The regular order and delivery details indicate which day of the week a customer normally places an order and when the customer would normally get a delivery If the LETTUS Manufacturing module is not used then these fields are only for reference Typically this form is used to make up a list of all customers that orders were expected from today This list could then be used to follow up late customers as an additional service to the customer To enter th
15. ystem It indicates whether each period is to be aged by P eriods as set up in the Accounts Receivable Period Table A R Calendar Maintenance or by the A ctual number of days indicated by the Terms value Select the Terms Maintenance option from the Accounts Receivable menu and the following screen will be displayed Terms Maintenancet TERMS AGEING ie Putty tt lt Replace gt To setup new terms enter the following fields Terms Enter the terms to be used This may be entered in the number of days or W eekly F ortnightly or M onthly Ageing Enter the ageing basis Valid options are by Period or Actual Period ageing is where a purchase is not due until the end of the next period while Actual is calculated using the document invoice date plus the terms to reach the due date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 4 12
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