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Accounts Receivable

1. 12670001 07 14 99 100 515 0000 PKG 185774 66 zj 12670001 07714799 150 75 0000 PKG 71467 99 El 12670001 07 14 99 Miscellaneous Charg 230 0000 86078 05 aj 12670001 07 14 99 300 240 0000 EA 5546 52 12670001 07 14 99 350 35 0000 EA 8341 88 12670001 07 14 99 400 75 0000 PKG 67379 29 12670001 07 14 99 450 50 0000 EA 8133 83 12670001 07 14 99 460 70 0000 EA 12494 27 12670001 07 14 99 550 50 0000 PKG 54395 25 12670001 0714 99 600 145 0000 EA 18426 82 Y 12670001 07 14 99 610 83 0000 EA 12589 69 Y 12670001 08 27 99 PAYMENT CHK 2461 530628 25 Z Customer ast First k Next Prev Start date Totals View Goto invoice The screen that appears and the supporting functions are identical to the Detail History Inquiry function on the Information Inquiry menu You can use this window to view line items and invoice totals from history When you are finished viewing information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual References Information Windows Item Information Window When you select Item Information from the Accounts Receivable Information menu the Item Information screen appears if Accounts Receivable interfaces with Inventory Item Information Mm E Commands Edt Modes Other Scroll Commands Help
2. Recurring Entries Ax Commands Edit Modes Other Scroll Commands Information Help 2xe elma 8 Ok Abandon Soldto ACEO01 ACE BUILDERS TranNo 0001 Ship to Type Invoice Description Qty Ordered Units Unit Price Ext Price CONSULTING FEE 1 0000 EA 125 0000 125 00 zj a 2 y Y zj Enty 001 of 001 Subtotal Freight Miscellaneous Sales Tax Net Due 125 00 00 00 8 13 133 13 Enter edit Append Header Totals View ote Next trans Company H 12 31 2002 Terminal TODO OVR The Recurring Entries screen is divided into these sections e Information from the header screen is summarized at the top of the screen 10 44 Accounts Receivable User s Manual File Maintenance Recurring Entries e The line item entry area or the line item scroll region is in the middle of the screen e The entry totals appear at the bottom of the screen Enter one of these commands to perform the associated action Command Enter Append Header Totals View Goto Accounts Receivable User s Manual Action To edit a line item move the prompt to the line item and press Enter Press A to append a line item to an entry Then see Append Line on page 10 42 Press H to return to the header screen When you return to the header screen you do not lose the line item and total entries because you already saved them Press T
3. appears Commands Edt Modes Other Scroll Commands Information Help 2xe Be mil 28 OK Abandon Soldto ACE001 ACE BUILDERS Loc ID 000001 Ship to MN0001 TransNo 0012 Invoice Item Job ID Qty Ordered Units Unit Price Ext Price Description Qty Shipped 100 4 0000 PKG 528 5400 2114 16 zj Electrical Package 4 0000 4 150 2 0000 PKG 1317 3840 2634 77 aj Plumbing Package 2 0000 300 2 0000 E4 51 3810 102 76 Interior Door 2 0000 550 3 0000 PKG 1434 5910 4303 77 Milwork Package 3 0000 y 600 2 0000 E4 286 6500 573 30 y Standard Window 2 2 0000 zj Enty 001 of OOF Subtotal Freight Misc Sales Tax Prepayment Net Due 9728 77 00 00 00 9728 77 Enter edit Append Header Totals View Goto Online Next Trans CompanyH 05 30 2002 TeminalTO00 OVR e To edit a line item move the prompt to the line and press Enter e Toappend a line item to the transaction press A Then see Line Item Entry on page 5 12 earlier in this section e To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them e To go to the Totals Information screen press T Then see Totals Information on page 5 20 5 18 Accounts Receivable User s Manual Daily Work Transactions e To look at an expanded summary of the line item move the prompt to the line item and press
4. Value Updated or Increased Decreased Sales PTD QTD Post sales Post miscellaneous YTD and LY credits Cash Receipts Post sales Post miscellaneous PTD QTD YTD credits and LY Discount Taken Post sales Post miscellaneous PTD QTD YTD credits and LY Discount Lost Post orders Post miscellaneous PTD QTD YTD credits and LY Last Invoice Post sales Post miscellaneous credits Number Last Sale Date Post sales Post miscellaneous credits Last Sale Amount Post sales Post miscellaneous credits Last Payment Date Post sales Post miscellaneous credits Last Payment Post sales Post miscellaneous Amount credits Purge Selected Files The following list shows the effects of purging selected files e Paid invoices with check dates before the date you specify are removed from the ARINxxx file e Detail history with invoice dates before the date you specify is removed from the ARHIxxx file Accounts Receivable User s Manual 1 21 The Accounts Receivable System Introduction e Summary history before the period fiscal year you specify is removed from the ARHSxxx file e Recurring entries with cutoff dates before the date you specify is removed from the ARRExxx ARRHxxx and ARRDxxx files Purge Customer Comments When you use the Purge Customer Comments function to remove customer comments you no longer need from the ARCCxxx file the following things happen e Pai
5. 12670046 10 05 2000 Zack 2 09 15 2000 1492 39 12670064 REL 11 24 2000 12 24 2000 35467 99 aj 12 04 2000 709 36 12670074 REL 12 21 2000 01 20 2001 21722 07 12 31 2000 434 44 24889030 REL 12709 2000 01 08 2001 4928 82 12 19 2000 sesa Y y zj Total 136738 44 Customer Eirst Last Next Prev Sort Goto Company H 08 29 2002 Terminal T000 OVR Enter cust inquiry Enter the ID of the customer whose open invoices you want to look at or press Enter to look at information about the first customer Use the commands or buttons in graphical mode on the command bar to find the information you need See General Information on page 4 3 for more information When you are finished looking at the information use the Exit F7 command to return to the Information Inquiry menu 4 12 Accounts Receivable User s Manual Detail History Use the Detail History function to look at past sales and payment information in terms of individual invoices This information comes from the ARHIxxx Detail History file This function is available only if you elected to keep detail history in the Resource Manager Options and Interfaces function To add to or change this information use the Customers function see page 10 3 Detail History Select Detail History from the Information Inquiry menu The Detail History inquiry screen appears Pie Commahds Edit M
6. Sales Rep 1 2 Percerl Ip o Sales Rep 2 2 Percent 0 Ship Via Cust Level Pick Slip No Terms Code 13 Terms Desc Type Terms 0 Days Net Days Tavable fe Order No Tax Group 13 Ord Date i Description Run Cd A Cutoff Date 77 Company H 09 11 2002 Terminal TODO OVA Accounts Receivable User s Manual 10 37 Recurring Entries File Maintenance The Recurring Entries Transaction Type menu offers two choices Recurring Entries and Edit Recurring Entries The only difference between the two functions is the fact that when you use Recurring Entries you create data when you Edit Recurring Entries you work with existing data Select the action you want to perform and use the Proceed OK command to continue Recurring Entries Header After you make your selection from the Recurring Entries menu the header screen appears Edit Recurring Entries a E Commands Edit Modes Other Information Help 2xe pe mal g Ok Abandon Recurring No 1 aj Sold to acE001 aj shipto aj ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 us SalesRep1 GPO J Percent 100 0 Ship Method UPSB aj Sales Rep 2 aj Percent 0 Ship Via UPS Blue Cust Level Jace 001 Pick Slip No Terms Code 2PCT aj Terms Desc 2 10 n 30 Type Reg Terms 20 Das 10 NetDays 30 Taxable Order No Tax Group MN aj Ord Date Ri Description Minnesota
7. Alias Lookup lt Shift F3 gt Customer Yendor Lookup lt Shift F4 gt Detail Lookup lt Shift F5 gt Lot Lookup lt Shift F6 gt Serial Lookup lt Shift F7 gt Description Lookup lt Shift F8 gt Accounts Receivable User s Manual Introduction OSAS Graphical Functions If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookups commands to search for information about items and select an item for entry in the field you are in Command Description Alias Lookup Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Customer Vendor Searches for an item based on customer ID or vendor Lookup ID When you enter the customer or vendor ID you can use the and wildcard characters to restrict or widen the search Detail Lookup Searches for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Lot Lookup Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Serial Lookup Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict
8. Customer Sales Report 04 11 2001 Builders Supply Page 1 8 21 PM Customer Sales Report with Job Item Detail for Period 12 2001 By Customer ID customer Quantity sold Gross Profit Average Invoice No of Invoices Item Number Quantit units Amount Pct Tot Amount Pct Tot Amount Pct Tot ACEOO1 ACE BUILDERS 110461 72 47436 64 24 98 110461 72 284 09 100 z 35098 gt 923 26 1 95 350 7150 7150 450 1626 E i 1626 460 x 3569 A A 3569 600 3177 A de 3177 700 10550 r 8535 2 10550 200 x 24644 Total Items Jobs 85817 62 22792 54 x 50718 82 EEHEEHE CASHCA CASH SALES OAKLAND CA 24954 73 i 11188 99 k 24954 73 250 10 0000 24171 10743 i 24171 300 5 0000 350 1 0000 Total Items Jobs CASHMD CASH SALES BALTIMORE MD Total Items Jobs CASHMN CASH SALES MINNEAPOLIS 400 1 0000 450 4 0000 460 4 0000 Total Items Jobs GRAND TOTALS All sales 14 Items Jobs 115456 End of Report Accounts Receivable User s Manual 8 17 Customer Activity Report The Customer Activity Report shows who your top customers are The customers are listed in descending order of sales the customer who bought the most is listed first and the customer who bought the least is listed last If you organize the report by customer ID the report shows only grand totals If you organize the report by customer class the report shows subtotals for each class in addition to grand totals If you list the c
9. appears ioi Commands Edit Modes Other Help 2xe pre mal g OK Abandon Pick Customers From El Print Statements Thru El For All Customers For All Customers With Activity Closing Date fos 11 2002 with Nonzero Balances Statement Date 63 11 2002 With Positive Balances Cutoff Date 63 11 2002 C With Balances 30 Days Old Include Paid Invoices after C With Balances 60 Days Old Print YTD Finance Charge With Balances 90 Days Old Print PO Number B Print By Customer Invoice Number C Customer Invoice Date Dunning Messages 90 Days Legal action is imminente 60 Days Seriously past due Please remit 30 Days Your account is past due General Please pay promptly CompanyH 09 11 2002 Terminal Tao OvR Inquiry 1 Enter the range of customers for whom you want to produce statements or leave the boxes blank to include all customers 2 Accept the default date as the closing date or enter the date that customers must pay their statements to avoid finance charges 3 Accept the default date as the statement date or enter the date you will issue the statements This date is used to age invoices for open invoice customers Accounts Receivable User s Manual 7 21 Statements Open Invoices 10 11 12 7 22 Accept the default date as the cutoff date or enter a different cutoff date Invoices dated later than this date do not appear on the statements A
10. Company H 10 08 2002 Terminal TODO OVR Accounts Receivable User s Manual 1 71 Information Menu Introduction Enter the ID for which you want to view attached documents The Inquiry F2 command is available Use these commands to view document information open an attached document or switch between or select a new ID e Press H to return to the header section to select a new ID e Press F to view documents attached to the first ID on record e Press Lto view documents attached to the last ID on record e Press N to view documents attached to the next ID on record e Press P to view documents attached to the previous ID on record e Press V to view document information The View Documents screen appears and lists the file name directory path and description of the attached document Press any key to return to the Documents screen e Press O to open the attached document in the appropriate software application You may need to edit the Resource Manager File Types function in order to associate files with your preferred applications If you have problems opening a document return to the function in which the document was attached and edit the attachment to change the direction of the slashes used in the directory path If the directory path contains backward slashes change them to forward slashes and vice versa e Press Gto go to a specific document line This command is available
11. Company H 09 11 2002 Terminal TODO OVR 10 16 Accounts Receivable User s Manual File Maintenance Customers The History Information screen stores sales and payment history for each customer When you post transactions the ARTDxxx and ARTHxxx Transaction files update the period quarter and year to date accumulators If you elected to keep summary history in the Resource Manager Options and Interfaces function this information is also sent to the ARHSxxx Summary History file If you keep summary history and you use the Periodic Maintenance function one of three things can happen e When you do period end maintenance the period to date information is transferred to the ARHSxxx file and the period to date amounts are cleared e When you do quarter end maintenance the period and quarter to date information is transferred to the ARHSxxx file and those amounts are cleared e When you do year end maintenance the year to date amounts are transferred to the Last Year column and the period quarter and year to date amounts are transferred to the ARHSxxx file Then those amounts are cleared Field Description Sales Enter the amount you made from sales to the Period to Date customer this period this quarter this year and last Qtr to Date year Year to Date Last Year Profit Enter the amount of profit the customer accounted Period to Date for this period this quarter this year and last year Qtr to Date
12. 2xe tel ma 28 Ok Abandon Location ID M NO001 aj Quantity Item ID roo 3 OnHand 18 0000 Item Status Active InUse 1 0000 Item Type 1 Nonserialized Committed 0000 Available 17 0000 Sales Oty Amount On Order 6 0000 MTD 100 0000 36072 75 YTD 849 0000 307519 61 Last Sale Date 1271072000 Units Base Price Conv Factor Penalty Type Dflt leler ler uala Enter Next Item New Item Previous Item Location Gota Company H 06 01 2000 Terminal TODO OVR To view information for the inventory item that is alphabetically next in the INVExxx file press Enter To view the previous item alphabetically in the file press P To view information for a different item press N and enter the item ID To change the location in which the items you want to look at are stored press L and enter the location ID The Inquiry F2 command is available for both the Item ID and Location ID fields When you finish viewing the information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual C 5 A Abandon function key 1 50 pull down menu command 1 50 verification button 1 57 About OSAS pull down menu command 1 52 Access Code tool button 1 36 access code entering in graphical menus 1 36 Access Codes parameter 1 4 access codes company specific information 3 27 setting up 3 27 what to protect 3 27 account types set
13. Your company can limit use of the system by defining access codes and assigning them to employees Each code allows access to specific applications menus and functions If you cannot select a menu your access code is not authorized for it Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes If you have more than one access code select Access code from the File menu or press F4 The Access Code box appears the example below uses the graphical mode Enter the access code you want to change to then click OK or press Enter Workstation Dates To change the workstation date select Workstation date from the File menu or press F6 The Workstation Date box appears the example below uses the graphical mode La set Workstation Date mE OK Peel ewe 3 System Date Abandon Exit Use the buttons or your keyboard to enter the date and click OK or press Enter to change the workstation date Click System Date to change the workstation date to match the operating system date click Abandon to restore the original date or click Exit or press F7 to close the box without changing the date Accounts Receivable User s Manual 1 27 OSAS Text Menu The text main menu can be used on all operating systems Using text based menus the text menu shown below offers easy access to your applications ioi xi Settings Edit Print Help 08 21 2002 Company H Builders Supply 3
14. e You use the Append command on the command bar to add an item to the end of the list You use the Edit command on the command bar to edit an item in the list a Edit Line Bm Ei Commands Edit Modes Other Inventory Lookups Information Help 2xe pe ma g OK Abandon Entry 001 Item Job ITEM 7 Loc ID MND001 aj CusID ACE001 TransNo 0012 ID Term GL Code aj el Desc IE lectrical Package Sales Acct 1401000 aj SisCat P1_g _ COGS Act 501000 aj Tax Class 03 9 000 Price ID JBUILD QJ Inv Acct 104400 aj Units Ordered 4 0000 PKG aj Shipped 4 0000 Price 528 5400 Ext Price 2114 16 Backord 0000 Cot 343 5500 Ext Cost 1374 20 This screen is titled the Edit Line screen when you edit an item in the list and Append Line when you add an item Field Description Item Job If Accounts Receivable does not interface with Job Cost ITEM appears and you cannot change it If Accounts Receivable interfaces with Job Cost enter l if you are entering an inventory line item or J if you are entering a job line item Inquiry Loc ID The location ID you entered on the header screen Maint appears Accept it or enter a different ID 5 12 Accounts Receivable User s Manual Daily Work Transactions Field ran Description Enter the item number or press Enter to skip this field If you are entering a miscellaneous credit and do not want to return the item to stock press Enter If
15. 4 Select the amount of detail you want to print in the journal 5 Select the output device A sample Miscellaneous Credits Journal is at the end of this section After you produce the journal the Transaction Reports menu appears 6 14 Accounts Receivable User s Manual Transaction Reports Miscellaneous Credits Journal Miscellaneous Credits Journal 04 11 2001 5 25 PM Batch Cust ID our Ord Invc No ship Dat 000002 ACEO01 00000009 24889107 001 Cust our ord Batch Inve No ship To Order no ACE001 00000009 000002 24889107 JIK Job Phase or Loc Item No Description e I_ MNOOOL 100 Electrical Package Rep 1 Rep 2 Terms Desc BATCH 000002 TOTALS GRAND TOTAL End of Report Inv Date Per Tx Grp ord Date ship Date 12 21 2001 12 MN Builders supply Miscellaneous Credits Journal By Batch order no Rep 1 sales Acct units Qty ordered Rep 2 COGS Acct qty shipped Qty Backord GPD 401000 501000 3 0000 104400 0000 Freight Subtotal Sales Tax Miscellaneous Freight Miscellaneous Freight Miscellaneous Accounts Receivable User s Manual Page 1 unit Price Ext Price Tax Class unit Cost Ext Cost 324 6500 343 5500 1030 65 Inv Total 1030 65 6 15 Daily Sales Tax Report The Daily Sales Tax Report shows taxes collected and owed sorted by tax group Select Daily Sales Tax Report from the Transaction Reports menu The Daily Sales Tax Repo
16. Accounts Receivable User s Manual 10 55 Tables File Maintenance FORMxxx Table The FORMxxx table stores the message you want to print at the bottom of each invoice When you enter the table ID the rest of the FORMxxx table appears PER Commands Edit Modes Other Help 2xe Bea mal g OK Abandon Table ID FORM 24 Description Form Number Table Number of Cols 6 Column Length 12 Type la Invoices _ zos thank you folr your order gt or OF LS LS rr Company H 09 11 2002 Terminal T000 OVR The number that appears before the message is the next invoice number that is printed when you print invoices To change the default message maintain the same spacing If you want to change the message when you print invoices enter the message in the Print Invoices function 10 56 Accounts Receivable User s Manual File Maintenance Tables QExxxx QHxxxx QIxxxx and QMxxxx Tables The QExxxx table stores the quick entry stops used by the Transactions function when you edit transactions and the QHxxxx tables when you enter header information Two tables store this information QH1xxxx stores quick entry stops on the left half of the invoice header screen and QH2xxxx stores quick entry stops for the right half of the header screen The QIxxxx table stores quick entry stops used by the Transactions function when you enter invoices and the QMxxxx table when you enter miscellaneous
17. Credit Cards file 1 9 credit hold 3 21 credit limits setting up 3 21 credit memo splitting 7 4 credit statuses assigning to customers 3 22 list of 10 20 updating 3 22 credits applying to oldest items first 3 13 Ctrl J function key 1 51 Ctrl Z function key 1 51 cursor moving down or forward one field 1 50 moving up or back one field 1 50 selecting item 1 61 Cursor end function key 1 64 Cursor home function key 1 64 Cursor left function key 1 63 Cursor right function key 1 63 Customer Activity Report description 1 17 function 8 19 requirements 8 19 sample 8 21 screen 8 20 Customer Analysis Report description 1 16 function 7 25 when to print 7 25 Customer Comments accessing 3 23 changing 10 24 deleting 10 4 Accounts Receivable User s Manual entering 10 24 file 1 10 Customer Comments List function 12 11 sample 12 11 12 13 Customer Detail List function 12 7 sample 12 7 Customer file description 1 9 setting up 3 19 balance and credit information 3 20 balance information 3 21 comments 3 23 credit card information 3 21 documents 3 23 general information 3 19 historical information 3 22 payment information 3 20 ship to addresses 3 22 user defined fields 3 23 Customer Information window C 2 Customer Labels function 12 9 sample 12 9 Customer Sales Report description 1 17 function 8 15 requirements 8 15 sample 8 17 Customer Vendor Inventory Lookup func
18. For more information about access codes see the Resource Manager User s Manual Accounts Receivable User s Manual 3 27 Setup Functions Setup Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Accounts Receivable data files whenever they change every day or every week and before you run the Post Transactions Periodic Maintenance Purge Customer Comments and Purge Selected Files functions Backing up Programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Diskettes Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup diskettes keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files 3 28 Accounts Receivable User s Manual Setup Setup Functions You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that hav
19. Output the Report on page 1 74 for more information A sample Open Invoice Report is at the end of this section The letter H in the St status column indicates that the invoice is on hold The amounts in the Gross Amount column are the invoice totals before discounts are taken After you produce the report the Open Invoices menu appears 7 6 Accounts Receivable User s Manual Open Invoices Open Invoice Report Open Invoice Report 11 08 2002 1 39 PM OSAS V6 5 Page open Invoice Report Invoice Discount Type st MOP Date Invoice Gross Discount Misc Credits Balance Customer ACEOO1 ACE BUILDERS 09 05 2000 10 05 2000 09 15 2000 11 24 2000 12 24 2000 12 04 2000 12 21 2000 01 20 2001 12 31 2000 12 09 2000 01 08 2001 12 19 2000 TOTAL 12670046 IN 12670064 IN 12670074 IN 24889030 IN 110087 131809 136738 35467 21722 Customer DALOOl DALLAS FT WORTH DOME HOMES 12670056 12670066 12670077 Customer 12670067 12670075 24889024 24889024 24889028 Customer 12670058 12670070 12670073 customer 12670080 IN IN IN 10 14 2000 11 13 2000 11 15 2000 12 15 2000 12 25 2000 01 24 2001 TOTAL KANOOL KANSAS CITY GEODESIC HOMES IN IN IN PY IN 11 16 2000 12 16 2000 12 10 2000 01 09 2001 10 20 2000 11 19 2000 CHK 11 27 2000 11 12 2000 12 12 2000 TOTAL 10 24 2000 11 25 2000 01 04 2001 11 26 2000 12 20 2000 10 30 2000 11 22 2000 LOS001 LOS ANGELES CONSTRU
20. TN 54897 2034 US Accounts Receivable User s Manual 12 17 Recurring Entries List Produce the Recurring Entries List after you set up recurring entries to make sure that everything is correct and to use as a reference when you copy recurring entries to the ARTDxxx and ARTHxxx Transaction files Produce a new list each time you add change or delete recurring entries If you find incorrect transactions in the Recurring Entries List use the Edit Recurring Entries option in the Recurring Entries function see page 10 37 to correct them List Example 11 08 2002 2 38 PM Entry Cust ID Line Run Code Description ACEOOL 001 1 CONSULTING Cust ID Order ship To ACEOOL 0002 DALOOL 001 1 CONSULTING Cust ID Order ship To DALOOL 0003 SUNOOL ool 1 CONSULTING Cust ID Order SUNOOL End of Report OSAS V6 5 Recurring Entries List By Recurring Entry Number Sales Account Units Qty ordered unit Price Ext Ext Price Tax Class COGS Account oty shipped unit cost Inv Account 401000 125 0000 501000 1 0000 0000 104400 Order Date SR1 SR2 Tx Freight Cutoff Date Terms Desc Miscellaneous G 12 31 2000 2 10 n 30 401000 1 0000 125 0000 125 00 00 TX 501000 1 0000 0000 104400 Order Date SRL SR2 Tx x Freight Subtotal sales Invoice Total Cutoff Date Terms Desc Miscellaneous 1 10 n 30 401000 1 0000 125 0000 x 125 00 00 MD 501000 1 0000 0000 104400 Order Date SR1 SR2 Tx
21. To purge the files and return to the Periodic Processing menu use the Proceed OK command 9 16 Accounts Receivable User s Manual File Maintenance Customers Ship to Addresses Sales Reps Recurring Entries Tables Build Open Invoice File Change Fields Accounts Receivable User s Manual 10 3 10 31 10 33 10 37 10 49 10 61 10 65 10 1 Customers Use the Customers function to set up and maintain customer records You can set up a customer as an open invoice or as a balance forward account For open invoice accounts you keep detail on invoices and apply payments to specific invoices For balance forward accounts you keep detail on invoices for the current month and apply payments to the total balance After you set up the customer records you must create initial opening balances for them The way you create initial balances depends on whether you have open invoice or balance forward accounts or both See the Build Open Invoice File function see page 10 61 for information about how to enter initial balances Select Customers from the File Maintenance menu The selection screen appears l Customers _____ 1513 Commands Edit Modes Other Help 2x re ma g OK__ _Abandon Customer ID CEOO g Customer Name ACE BUILDERS Do You Want to Maintain General Information Credit and Balance Information Credit Card Information History Information Ship To Addresses Customer Comments User Defined Fi
22. Year to Date Last Year Accounts Receivable User s Manual 10 17 Customers File Maintenance 10 18 Field No Inv Period to Date Qtr to Date Year to Date Last Year N5 Fin Chg Period to Date Qtr to Date Year to Date Last Year Pymts Period to Date Qtr to Date Year to Date Last Year Disc Period to Date Qtr to Date Year to Date Last Year No Pymts Period to Date Qtr to Date Year to Date Last Year Tot Days Pay Period to Date Qtr to Date Year to Date Last Year Description Enter the number of invoices you sent the customer this period this quarter this year and last year Enter the finance charges applied to the customer s balance this period this quarter this year and last year When you do periodic maintenance the accrued finance charges update these fields Enter the amount the customer paid you this period this quarter this year and last year Enter the discounts applied to the customer s balance this period this quarter this year and last year Enter the number of payments the customer sent you this period this quarter this year and last year Enter the total number of days the customer took to pay all invoices this period this quarter this year and last year Accounts Receivable User s Manual File Maintenance Customers Field Avg Days Pay Period to Date Qtr to Date Year to Date Last Year First Sale Date Last Sal
23. above it If you are several menu levels away from the main menu you can return to the main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press PgUp to go to the previous menu one menu up e Press the Tab key to go to the main menu e Use Exit F7 to go to the operating system Commands 1 30 Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Esc Opens a menu listing available commands Accounts Receivable User s Manual Command Key F1 Help F2 Favorites F3 Change Company F4 Access Code Other F5 Live Sample Data F6 Workstation Date F7 Exit F8 Print Screen F9 Change Year Alternate Key Esc H Esc W Esc D Esc 0 Esc X Esc F Esc M Esc L Esc U Accounts Receivable User s Manual OSAS Text Menu Description Opens the help description for the selected application function You must be within an applica
24. apply to the current bucket Bank ID The default bank ID appears The batch number you assigned earlier appears in the Batch Dep No field when you enter a bank ID Check Number If you selected a payment method of check enter the number of the customer s check Card Number If you selected a payment method of credit card Maint enter a credit card number for the customer or enter a different card number If the customer is set up for credit card validation the card number you enter must be set up in the customer record To enter a new card number for this customer use the Maintenance F6 command to add it Card Holder If you selected a payment method of credit card accept the credit card holder s name or enter the name on the credit card Expiration Date If you selected a payment method of credit card enter the expiration date of the credit card the customer used Authorization Code If you selected a payment method of credit card enter the authorization code for the payment 5 28 Accounts Receivable User s Manual Daily Work Cash Receipts Field Description Memo If you entered a payment method of other or write off enter memo information associated with the payment for example discount promotion trade When you save the information about how the payment was made the command bar appears e To apply the cash receipt to a particular invoice move the prompt to the invoice line and press A The
25. credits Accounts Receivable User s Manual 10 57 Tables File Maintenance When you enter the table ID the rest of the table appears A QExxxx table is shown below lala Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Table ID GE 24 Description Quick Entry Table Edit Trans Number of Cols 2 Column Length 12 Type A Y Description adan Descr Category Tax Code Price Struct r GL Code sales Acct cocs Acct Inv Acct Qty Ordered IT Units le Qty Shipped le Qty Bkord fmit Price fz Unit Cost E Company H 09 11 2002 Terminal T000 OVR The fields that appear on the line item entry screen when you add or change transactions appear Accept the default fields or change them Do not delete lines or rearrange the descriptions The system looks for these accounts by their position in the table it applies the information on the first line to the Description field the information on the second line to the Additional Descriptions fields and so forth If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you press Tab or Enter enter T If you do not want the cursor to stop at a field leave the field blank 10 58 Accounts Receivable User s Manual File Maintenance Tables Printing Tables After you have set up or changed a table use the List F8 command to produce a cop
26. end of the list e You use the Edit command on the command bar to edit an item in the list If you use this command the line item entry screen is titled Edit Line instead of Append Line a Append Line BEI Commands Edit Modes Other Information Help 2X el pe ma g Ok Abandon Entry 002 Desc SERVICE CHG Gl Code ct Tal Sls Cat zi SalesAcet 402000 aj Tax Class Foraj 000 COGS Acct 502000 El Inv Acct 104400 El Units Ordered 1 0000 EA Price 25 0000 Ext Price 25 00 Cost 0000 Ext Cost 00 Field Description Desc Enter a description of the recurring entry Additional text If you elected in the Resource Manager Options and Interfaces function to enter additional descriptive text about line items when you enter invoices the Additional Description Lines window appears when you press Enter in the Desc field You can enter 10 lines of additional text 10 42 Accounts Receivable User s Manual File Maintenance Recurring Entries Field Sls Cat Inquiry Tax Class Maint Inquiry GL Code Maint Sales Acct COGS Acct Inv Acct Ordered Units Price Cost Accounts Receivable User s Manual Description When you are finished entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category usually refers to an inventory item Enter a category or press Enter to skip this field Accept the default value or
27. lol xj Commands Edit Modes Other Information Help 2xe ee ma amp OK__ _Abandon Source Tran No Batch Deposit Number Transaction Number Customer ID DAL001 y DALLAS FT WORTH DOME HOMES Invoice Number 12670066 aj Payment Date fiz 21 2000 GL Period 12 Payment Amount 7203 92 Disc Difference 00 Payment Method CHK aj Check Bank ID FNB001 1st National Bank Batch Dep 000001 Check Number 13649 Company H 09 06 2002 Terminal TODO OVR Inquiry 1 Enter the batch or deposit number for the cash receipt you want to edit or accept the default number Inquiry 2 Enter the transaction number for the cash receipt you want to edit or accept the default number 3 Edit information about the transaction the customer ID invoice number payment date and GL period or accept the default information Accounts Receivable User s Manual 5 31 Edit Cash Receipts Daily Work 4 Edit information about the payment the amount discount difference and method of payment and information related to the payment method or accept the default information When you save the information a blank Edit Cash Receipts screen appears Enter a different batch or deposit number and transaction number or use the Exit F7 command to return to the Daily Work menu 5 32 Accounts Receivable User s Manual Copy Recurring Entries Use the Copy Recurring Entries function t
28. year end maintenance 1 20 clearing high balances 9 10 consequences of 10 17 effects of 9 8 Accounts Receivable User s Manual IX 17
29. 00 283750 78 10 154642 54 109999 54 00 154642 54 11 35467 99 33890 26 00 35467 99 12 26650 89 24381 47 00 13325 45 YTD 1665331 24 1172432 21 12630 63 118952 23 Enter next customer New ID View period Company H 05 30 2000 Terminal T000 OVR Inquiry 1 Enter the ID of the customer whose history you want to view Accounts Receivable User s Manual 4 17 Summary History Information Inquiry 2 The current fiscal year from the ARPDxxx table appears Accept it or enter the fiscal year whose history you want to view The customer s sales cost of the goods sold to the customer discounts taken and lost average amount of the invoice during the specified fiscal year and year to date totals appear 3 Use the commands or buttons in graphical mode on the command bar to find the information you need e To look at the next customer record press Enter e To look at a different customer record press N Then enter the customer ID and fiscal year e To look at the customer s summary history for a particular period press V Then enter the period whose summary history you want to view If you did not elect to keep summary history in the Resource Manager Options and Interfaces function for a period you cannot look at customer history for that period 4 18 Accounts Receivable User s Manual Information Inquiry Summary History If you keep summary history the Summary History item inquiry screen appea
30. 1 60 Paste function key 1 51 1 64 pull down menu command 1 51 tool button 1 56 payment history viewing 4 13 4 17 payment information setting up 3 20 Payment Methods definition 3 18 function 11 11 screen 11 11 setting up 3 18 Payment Methods file description 1 11 setting up 3 18 payment types check 3 18 credit card 3 18 definition 3 18 payments partial 5 25 splitting 7 4 period end maintenance consequences of 10 17 effects of 9 7 Periodic Maintenance credit status 3 22 IX 11 effects of period end maintenance 9 7 effects of quarter end maintenance 9 8 effects of year end maintenance 9 8 error log 9 11 function 9 7 period end 1 19 purging transactions 3 25 quarter end 1 20 requirements 9 9 when to do 9 7 year end 1 20 Periodic Processing menu structure 1 8 purpose of 1 8 PgDn inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 PgDn function key 1 50 PgUp function key 1 56 inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 PgUp function key 1 50 Pop Up Calendar tool button 1 56 Post Transactions before posting 6 32 cash receipts 6 31 credit sales 6 30 effects on Bank Reconciliation 6 31 effects on General Ledger 6 30 effects on Inventory 6 32 effects on Job Cost 6 31 function 6 29 results 1 17 6 29 posting 1 17 detail or summary information 3 13 interrupted B 2 without printing reports 3 13 Previous L
31. 11 26 2000 11 06 2000 17118 12670070 I 12 13 2000 11 23 2000 14977 12670073 I 01 13 2001 12 24 2000 Customer Total Customer SUNOO1 SUNSHINE HOMES INC 12670080 I 01 11 2001 12 22 2000 Customer Total 7 16 Accounts Receivable User s Manual Calculate Finance Charges If your company assesses finance charges use the Calculate Finance Charges function to calculate finance charges on overdue invoices to produce a report of finance charges and to update the new finance charge in the ARCUxxx Customer file Finance charges are assessed only for customers that are set up for finance charges and that have an associated finance charge code in the ARCUxxx file The calculation is based on the minimum charge the percentage the invoice or due date and the cutoff days specified in the customer s finance charge code If you recalculate finance charges you must do it before you do periodic maintenance Performing periodic maintenance moves the figure in the New Fin Chg field to the Unpaid Fin Chg field in the customer record and creates an open invoice in the ARINxxx Open Invoice file Accounts Receivable User s Manual 7 17 Calculate Finance Charges Open Invoices Select Calculate Finance Charges from the Open Invoices menu The Calculate Finance Charges screen appears Calculate Finance Charges B 2 51 x Commands Edit Modes Other Help 2xe pe mml g OK Abandon Pick Customer ID From aj Thu aj
32. 12670070 11 13 2000 11 13 2000 11 13 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 11 24 2000 TRANSACTION TOTALS ACEOOL ACEOOL ACEOOL ACEOOL ACEOOL ACEOOL ACEOOL ACEOOL ACEOOL 12670064 12670064 12670064 12670064 12670064 12670064 12670064 12670064 12670064 100 400 450 460 600 610 650 TRANSACTION TOTALS Sales Rep GPD Total Based on Accounts Receivable User s Manual 5 250 of Net Sales 5 000 of Net Sales OSAS V6 5 commissions Report 11 01 2000 Thru 11 30 2000 Description Extended Price Profit millwork Package Invoice Total Heating Cooling Pack Invoice Total Electrical Package Plumbing Package Slide by window 24 Slide by window 30 Invoice Total Booked sales OSAS V6 5 Commissions Report 11 01 2000 Thru 11 30 2000 Description Extended Price Profit standard window 24 Invoice Total Electrical Package Interior Materials slide by window 24 slide by window 30 standard window 24 standard window 30 steel supports Invoice Total Booked sales Page 1 Line Item Detail Percent Commission 1370 76 1552 58 378 21 3301 55 Page Line Item Detail Percent Commission 1773 40 2522 27 7 31 History Reports AR Analysis Report Sales Analysis Report Detail History Report Customer Sales Report Customer Activity Report Summary Invoice History Promotional Analysis Print History Invoic
33. 203800 aj Freight 405000 aj Miscellaneous 801000 aj Company H 09 12 2002 Terminal TODO OVR 1 Enter the distribution code with which you want to work Accounts Receivable User s Manual 11 5 Distribution Accounts Codes Maintenance Inquiry Maint Accept the default description or enter a different code description This description appears when you use the Inquiry F2 command in any Distribution Code field in the system Accept each default general ledger account number or enter a different account number for receivables sales tax freight and miscellaneous charges The Maintenance and Inquiry commands are available if Accounts Receivable interfaces with General Ledger After you save the distribution account information enter information about a different distribution code or exit to the Codes Maintenance menu Accounts Receivable User s Manual Terms Use the Terms function to add or change codes for payment terms for customers These codes serve as a shorthand method of assigning particular conditions for doing business with a customer For example you can assign a terms code with 10 discount days to one customer and a terms code with 30 discount days to another customer After you set up valid terms codes you assign them to the customer records Then when you enter transactions involving the customer the terms you specified are automatically applied Select Terms from the Codes Maintenanc
34. GL period and year Invoices with periods after this one do not appear in the report Accounts Receivable User s Manual Open Invoices Aged Trial Balance 10 11 12 13 14 Accept the default date or enter the date of the first statement that you want to include in the report Invoices paid before the date you enter are not included in the report Aging breaks are the dates that define aging buckets or categories of invoices with a particular aging status The categories are Current and Past Due 1 4 Accept the default dates or enter different dates Select the date by which you want to age invoices Select the order in which you want to print the report If you want to include only customers whose balance is past due select the check box or enter Y in text mode if not clear the box or enter N in text mode If you want to list line item transactions associated with each customer select the box or enter Y in text mode If you want to list only totals associated with each customer clear the box or enter N in text mode If you want to include balance forward customers select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to include zero balance customers select the box or enter Yin text mode if not clear the box or enter N in text mode If you want to include the contact ID select the box or enter Y in text mode if not clear the box or e
35. JUNE S ACTIVITY 05 27 2000 1 NEW CREDIT LIMIT SET SUNOOL SUNSHINE HOMES INC 12 09 2000 1 CUSTOMER REQUESTED A REFUND FOR DEFECTIVE WINDOWS Report Accounts Receivable User s Manual 12 11 Customer Credit Cards The Customer Credit Cards function allows you to print a list of the credit card information you have on file for your customers List Example 11 08 2002 ACEOOL ACEOOL ACEOOL DALOOL KANOOL Los001 Los001 SUNOOL SUNOOL SUNOOL SUNOOL TENOOL MC AMX AMX DIS MC vIS End of Report American Express Master Card VISA American Express VISA Discover Master Card American Express American Express Discover Master Card VISA OSAS V6 5 Customer Credit Cards List Card Number 3111774899320122 2111737790209022 1111634766239920 3111627738926637 1111774302002533 4111237736409898 2111466577462534 3111278929733944 3111362799304887 4111239958687748 2111943829300022 1111627112639919 Accounts Receivable User s Manual Card Holder s Ace Builders Inc Ace Builders Inc Ace Builders Inc Bob Parker James A Hovland LA Construction Co LA Construction Co Randy P sulivan Russell T Johnson Randy P Sulivan Randy P Sulivan Scott weather ly Page Expiration Date 7 2001 9 2002 4 2001 4 2001 3 2002 12 2000 12 2001 3 2002 5 2001 2 2002 7 2001 3 2002 12 13 Ship to Address List The Ship to Address List is a helpful reference of your customers shippin
36. Method Unapplied Credits 00 card Number Total Due 136738 44 cardholder Credit Status 3 3 2 2 1 1 2 2 2 2 1 1 verify Credit cards No E Mail Address garrydeacon bi gmail com web Site www ace builders com Period to Date Qtr to Date Year to Date Last_Year sales 26650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 48490 15 492899 03 370863 25 Number of Invoices 2 4 14 8 Payments 00 647524 54 1627397 84 1110548 58 00 Discounts 00 12630 63 1595 38 Number of Payments 0 2 14 5 Total Days to Pay 0 95 715 211 Average Days to Pay 0 00 47 50 51 07 42 20 ist Date Last Date Last Amount Last Number Sale 07 14 1999 12 21 2000 21722 07 12670074 Payment 11 27 2000 154642 54 00014189 YTD Finance Charge 00 High Balance 722144 10 Accounts Receivable User s Manual 12 7 Customer Labels Customer labels are a helpful reference to the customers you have on file Use the Customer Labels function to print 1 by 3 2 inch mailing labels for customer invoices and statements Labels Example PADUCAH KY 28655 7865 US REATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEw YORK CITY NY 10012 4335 US KANOOL KANSAS CITY GEODESIC HOMES 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 US LOSOO1 LOS ANGELES CONSTRUCTION CO 98042 VENTURA BOULEVARD ENCINO CA 99999 9584 US ISUNOOL ISUNSHINE HOMES INC 1000 OCEAN BOULEVARD IAMI FL 33333 4323 US ENO01 ENNESSEE SHELTERS INC 1001 COUNTRY ROAD
37. NASHVILLE TN 54327 4383 US 2347 WEST VIRGINIA AVE SUITE 1025 DOVER DE 14003 2347 US Accounts Receivable User s Manual 12 9 Customer Comments List The Customer Comments List shows the comments that are on file for a customer You can use the list as a reference when you enter accounts receivable transactions List Example 11 08 2002 OSAS v6 5 2 31 PM Customer Comments List By Customer ID Date Zustomer Date Ref Comment ACEOOL ACE BUILDERS 09 11 2002 02 01 20 2000 2 PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS TRACER PUT ON LAST SHIPMENT 01 14 1999 3 ACE AGREED TO PAY 3000 ON 2 1 02 01 04 1999 1 PLEASE NOTIFY JANE AT ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE SASHCA CASH SALES OAKLAND CA 01 24 1999 1 CUSTOMER REQUESTED A CREDIT APPLICATION DALOOL DALLAS FT WORTH DOME HOMES 05 07 2000 1 CUST REQS THAT WE ONLY TAKE ORDERS FROM JACKIE 02 14 2000 1 SENT NEW CREDIT APPLICATION 01 21 1999 1 CUSTOMER REQUESTED THAT WE SEND INV TO NEW ADDRESS GREATER NEW YORK DOMES INC 02 28 2000 1 BOB HAS BEEN PROMOTED NEW CONTACT IS JULIE 01 16 1999 1 BOB SAID WE SHOULD SKIP THE REFUND REQUEST 01 15 1999 1 BOB CALLED AND REQUESTED A REFUND ON CREDIT BAL KANOOL KANSAS CITY GEODESIC HOMES 02 14 2000 1 CUSTOMER REQUESTED THAT ALL MAIL BE SENT TO NEW HQ 01 13 1999 1 JANE REQUESTED A FAX COPY OF INV 39839 LOSOOL LOS ANGELES CONSTRUCTION CO 07 14 2000 1 RICHARD REQ D DETAILED HISTORY OF
38. No Sale 0771471999 12 21 2000 21722 07 12670074 Payment 11 27 2000 154642 54 00014189 Customer High Balance 722144 10 Credit Status 332211222211 Customer Eirst Last Next Prew General Balance Invoices Company H 08 29 2002 Terminal T000 OVR The information that appears comes from the ARCUxxx file and is entered using the Customers function see page 10 3 Use the commands or buttons in graphical mode on the command bar to find the information you need See the table in the General Information section for more information When you are finished looking at the information press G to return to the customers general information inquiry screen 4 6 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Find Invoices for a Customer To scan invoices for the customer you selected press I The invoices inquiry screen appears Customers and Open Invoices 3 Modes Other Scroll Commands Information Help Commands Edit 101 x balma g OK Abandon Customer ID Account Type Open Invoice Credit Limit 315000 Include Paid Invoices After 08 2002 ACE BUILDERS Stat Invoice Date Type Invoice Number Sort By Invoice Number Check Due Date Gross Amount Number Disc Date Discount Amount 10 0 faces 09 15 2000 149239 2 REL 11 24 2000 12 24 2000 35467 99 a 1
39. OVR Use the commands or buttons in graphical mode on the command bar to find the information you need See the table in the General Information section for more information on these screen commands Press V to bring up the View Ship To Address dialog box The specific ship to address information appears Press any key to return to the Ship To Addresses screen Press O to move the prompt to a different ship to address Then enter the address This command appears only if there is more than one screen of addresses When you are finished looking at the information press G to return to the customers general information inquiry screen Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Look at User Defined Fields To look at the user defined fields for the vendor you selected press U User fields The User Defined Fields screen appears ja User Defined Fields lol xj Colnmands Edit Modes Other Help 2x relma 280 OK Abandon Customer ID El ACE BUILDERS Decision Maker Thomas Wentworth Visits This Y r 3 Catalog Sent Vv Last Visit 1171572000 Prev Visit 07 11 2000 Enter retum Header First Next Prev Last Company H 02 10 2003 Terminal T000 OVR Tab out of the Customer ID field The user defined field information setup for the vendor appears Use the commands or buttons in graphical mode on the command bar to
40. Receivable User s Manual References System Messages Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 998 line items Must be within range You must enter a value within the range specified in this message Must be greater than 0 You must enter an invoice number that is greater than zero when you print invoices Must build table ID first You must build the table shown in this message before you can use the function Must enter 1 n You must enter a value within the range specified in this message Must enter value You must enter the kind of value specified in this message Net due days cannot be less than discount days The number of net due days must be equal to or greater than the number of discount days New batch ID cannot equal old batch ID You must enter a unique ID for the new batch number when you use the Change Batches function No more open invoices for ID The customer does not have any more open invoices to scan Accounts Receivable User s Manual A 7 System Messages References No summary history for this period You selected a period whose summary history was either deleted or never kept Open Invoice file not empty You cannot use the Build Open Invoice File function for acompany whose ARINxxx Open Invoice file has been initialized and contains open invoices If you are using the wrong company
41. Receivable User s Manual 8 33 Tax Audit Report The Tax Audit Report shows amounts allocated for as many as five tax levels This information comes from the transactions posted to the ARHIxxx Detail History file Produce this report before you delete records or purge history You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Select Tax Audit Report from the History Reports menu The Tax Audit Report screen appears 513 Commands Edit Modes Other Help 2xe Ba manl g DK _Abandon Pick Tax Group From Thru CustomerID From Thru Invoice Date From Thru Print Invoice Detail Print Zero Tax Invoices 14 Company H 09 11 2002 Terminal TODO OVR 1 Enter the range of tax groups and customers you want to include in the report or leave the boxes blank to include all Accounts Receivable User s Manual 8 35 Tax Audit Report History Reports 2 Enter the range of invoice dates you want to include in the report or leave the boxes blank to include all invoice dates 3 If you want to print invoice detail select the check box or enter Y in text mode if not clear the box or enter N in text mode 4 If you want to print zero tax invoices select the box or enter Y in text mode if not clear the box or enter N in text mode 5 Select the output device A sample Tax Audit Report is at the end of t
42. Rep 2 Customer ID From El Sales Category Thru 3 Sales Rep 1 From Thru Sales Rep 2 From m Price Comparison to Thru E e List Invoice Date From 10 01 2000 Minimum Thu 12 31 2000 C Base Average Current Calculated Company H 09 11 2002 Terminal T000 OVR Inquiry 1 Enter the range of promotion IDs items locations customers and sales reps you want to include in the report or leave the boxes blank to include all 2 Enter the range of invoice dates you want to include in the report or leave the boxes blank to include all invoice dates 3 Select the order in which you want to print the report Accounts Receivable User s Manual 8 27 Promotional Analysis History Reports 4 Select the item you want to compare the promotional pricing to 5 Select the output device A sample Promotional Analysis Report is at the end of this section After you produce the report the History Reports menu appears 8 28 Accounts Receivable User s Manual History Reports Promotional Analysis Promotional Analysis Report 04 11 2001 8 24 PM Item Descripiton 700 Cabinets Item 700 End of Report Builders supply Promotional Analysis Location Customer Cat units Quantity List Price cA000L Los001 ML SET 12 14 2000 3144 50 cA0001 Total Promo YR END Total GRAND TOTAL 3144 50 Accounts Receivable User s Manual Promo Price 2643 52 2643 52 Page var
43. Run Cd CutoffDate 12 31 2000 Field Description Inquiry Recurring No Enter a number that identifies the recurring entry Inaui Sold to If the recurring entry is for one customer enter the ID quiry of the customer The customer s name and address Maint appear 10 38 Accounts Receivable User s Manual File Maintenance Recurring Entries Field Inquiry Sales Rep 1 Percent Maint Inquiry Sales Rep 2 Percent Maint Cust Level Inquiry Terms Code Maint Ord No Ord Date Accounts Receivable User s Manual Description If the recurring entry is for a group of customers enter an asterisk and the customers group code If you entered a customer ID in the Sold to field the ID of the sales rep who usually sells to the customer appears Accept it or enter a different ID Then enter the percentage of the sale you want to base the sales rep s commission on or press Enter for a commission of 100 percent If you entered a customer ID in the Sold to field a second sales rep ID who usually sells to the customer appears Accept it or enter a different ID If you entered an ID enter the percentage of the sale you want to base the sales rep s commission on The sum of the two percentages you entered cannot exceed 100 Accept the default customer level or enter a different customer level The terms code describes the terms of the payment Accept the default term
44. Statement Date 63 10 2002 Finance Charges Based Off invoice Date v cai 7 18 Company H 09 10 2002 Terminal T000 OVR Enter the range of customers for which you want to calculate finance charges or leave the boxes blank to include all customers Accept the default statement date or enter a different date Invoice aging for open invoice customers is based on this date To calculate finance charges based on the due date select Due Date To calculate finance charges based on the invoice date select Invoice Date Finance charges are calculated for invoices dated before the default date which is determined by the number of days in each customer s finance charge code and the due or invoice dates Select the output device See Output the Report on page 1 74 for more information Accounts Receivable User s Manual Open Invoices Calculate Finance Charges A sample finance charge report is at the end of this section The letters BF in the Type column indicate a balance forward account the letters Ol indicate an open invoice account The statement FINANCE CODE 0 indicates that the customer is not assessed finance charges After you produce the report the Open Invoices menu appears Accounts Receivable User s Manual 7 19 Calculate Finance Charges Open Invoices Calculate Finance Charges Report 11 08 2002 OSAS v6 5 Calculate Finance Charges Unpaid Balance with Balance Calculated Fin Chg No C
45. Tab Moves back to the main menu from any application menus Enter Selects an application menu or function from a menu Up Down Moves the cursor up or down through the menu arrow selections 1 32 Accounts Receivable User s Manual OSAS Graphical Menu In a Windows environment you can choose from two types of graphical style menus The standard graphical menu features application selections that resemble many Windows functions The start style menu is named so because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions appears beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can access commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e Click the appropriate graphical tool button e Select the command fro
46. V Additional information about the line item such as the general ledger account and description quantities ordered and shipped and price and cost information appears on the View Line screen a View Line al ES Commands Edit Modes Other Help 2x eel man g OK Abandon Enty 007 Item Job ITEM Loc ID MN0001 CustID ACE001 Trans No 000001 ID 900 GL Code Desc Refrigerator Black Sales Acct 401000 SlsCat Al COGS Acct 501000 Tax Class 00 000 Price ID APPL Inv Acct 104400 Units Ordered 1 0000 EA Shipped 1 0000 Price 429 9100 Ext Price 429 91 Backord 0000 Cost 239 6600 Ext Cost 239 66 Press Any Key Press any key to return to the Transaction Scroll Region screen e To go to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items e To print an invoice online press O You can print online invoices for any customer even if the customer record does not require that the customer receive invoices This command is available only if you elected to print online invoices in the Resource Manager Options and Interfaces function The Print Online Invoice prompt appears If you want to print the invoice later through the Print Invoices function clear the check box or enter N in text mode you are returned to the Invoices screen If you want to print the invoice online select the check box or enter Y in text mode then see Online Invoicin
47. a header screen a line item entry screen a main scroll region screen and a totals information screen and they all have the same fields Accounts Receivable User s Manual 5 5 Transactions Daily Work Header Information After you make your selection from the Transaction Type dialog box the header screen appears 3 Edit Transactions ix Commands Edit Modes Other Information Help 2xe te 32 720 OK Abandon Batch ID 00000 ay Trans No 12 3 Transaction Type Invoice Location Mnooot aj MINNEAPOLIS WAREHOUSE Sold to B CE001 El Ship to 000000 9 ACE BUILDERS 1588 SE 31ST STREET 7 PADUCAH KY 28655 7865 us ai Ta Percent 100 0 Ship Method aj Sales Rep 1 GPD a Sales Rep2 El Cust Level CE001 El Terms Code 2PCT El Terms Desc 2 10 n 30 Type Reg GL Period 12 Terms 2 0 Das 10 NetDays 30 Order No Taxable Drd Date i Tax Group MN aj Inv No 00002081 Date 05 19 1999 Description Minnesota a tS 0 Ship Via Pick Slip No Ship Date fz 21 1999 Field Inquiry _ Batch ID Maint Trans No 5 6 Description If you elected to have the system assign batch numbers in the Resource Manager Options and Interfaces function the batch number appears Otherwise enter the number of the batch the transaction belongs to or press Enter to skip this field You cannot use the number of a batch that another workstation i
48. at the bottom of the screen when a command is unavailable or when OSAS needs information to continue m Verification Press lt PgDn gt to proceed 1 48 Accounts Receivable User s Manual OSAS Graphical Functions On Windows workstations you can choose to use the graphical mode for function screens These screens contain all the functionality of text screens presented in a graphical mode similar to other Windows software programs La Textocations ____ ee Tix Commands Edt Modes Other Scroll Commands Help Gk Abandon 2xeaemol e Tax Location MNMPLS aj Tax Level 2 Authority Tax Liability Acct Class Description Consumer Goods iy Resale Sales 00 amp 02 Exempt Sales 00 aj Ind Agr Prod 0 000 0 000 oof 00 Interstate Comm 0 000 0 000 oo 00 Motor Vehicles 0 000 0 000 oo 00 Food Products 0 000 0 000 oo 00 Clothing 0 000 0 000 00 00 y Gasoline 0 000 0 000 oo 00 y Services 0 000 0 000 co 00 zj Total 00 00 Calculated 00 00 Over Short 00 00 Enter edit Tax Loc Eirst Last Next Prev View Header Company H 08 23 2002 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Ma
49. default fields or change them Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the number on the first line as the batch ID the value on the second line as the distribution code and so forth For each field enter the value that you want to appear when you enter invoices miscellaneous credits and cash receipts Accounts Receivable User s Manual File Maintenance Tables DUNxxx Table The DUNxxx table stores dunning messages for statements in the Statements function These messages appear at the bottom of a statement You can change the message on that function screen or in the DUNxxx table When you enter a table ID the rest of the DUNxxx table appears lala Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Table ID DUN 24 Description Dunning Messages Table Number of Cols 1 Column Length 36 Type a y Messages Please pay promptly Your account is past due Seriously past due Please remit Legal action is imminent Company H 09 11 2002 Terminal T000 OVR Enter the message for statements less than 30 days past due from 31 to 60 days past due from 61 to 90 days past due and from 91 days or more past due respectively The system assigns the message on the first line to statements less than 30 days past due the message on the second line to statements from 31 to 60 days past due and so on
50. determined by the applications installed The Information menu also gives you access to documents attached to customer vendor employee invoice or other records When the Information menu appears select the appropriate Documents command to open the Documents screen where you can view document information or open attached documents Scroll Commands Menu Commands Edit xt Modes Other Scroll Commands Information Help Ba eA ag First Line lt Home gt Previous Page lt PgUp gt Previous Line lt Up gt Next Line lt Down gt Next Page lt PgDn gt Last Line lt End gt Insert lt Ins gt Delete lt F3 gt Jump T Accounts Receivable User s Manual 1 53 OSAS Graphical Functions Introduction The Scroll Commands menu appears only on screens with scroll regions Command First Line Previous Page Previous Line Next Line Next Page Last Line Insert Delete Jump Description Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Inserts characters between pre existing entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions Inventory Lookups Menu Commands Edit Modes Other Inventory Lookups Information Help RW X 1 54 ET
51. different invoice number press G Then enter the number or exit to the Detail History screen This command appears only if there is more than one screen of invoice numbers e To view any additional description associated with the customer press A The Additional Description dialog box appears Press any key to return to the Detail History screen 5 When you are finished looking at history exit to the Information Inquiry menu Accounts Receivable User s Manual 4 15 Summary History Use the Summary History function to look at past sales and payment information associated with customers This information comes from the ARHSxxx Summary History file To add to or change this information use the Customers function see page 10 3 or the Transactions function see on page 5 3 Summary History Customer Inquiry Select Summary History from the Information Inquiry menu The Summary History customer inquiry screen appears Commands Edit Modes Other Information Help 2xe rel mal g OK Abandon Customer ID JA amp CEOU 3 ACE BUILDERS Fiscal Year 2000 Pd Sales COGS Discounts Avg Invoice 1 64598 71 60144 04 00 64598 71 2 111644 07 95876 23 00 111644 07 3 288828 44 275546 61 2232 88 288828 44 4 14429 10 13604 40 2041 45 14429 10 5 166661 08 156185 17 00 166661 08 6 83718 08 78921 00 3333 22 83718 08 7 83718 08 78921 00 1674 36 83718 08 8 67470 70 47814 88 3348 72 67470 70 9 567501 56 197147 61
52. elect to age all customers the customer aging buckets can be updated in one of three ways If you printed invoices the invoice date entered in the Print Invoices function serves as the basis for aging If you did not print invoices the invoice header date serves as the basis for aging If you did not enter an invoice number and therefore no invoice date the post date the system date when you use this function serves as the basis for aging 5 Select the check box or enter Y in text mode if you want to print logs for customers with zero balance clear the box or enter N in text mode if not 6 Select the output device A sample posting log is at the end of this section After posting is completed and the log is printed the Transaction Reports menu appears 6 34 Accounts Receivable User s Manual Transaction Reports Post Transactions Post Transactions Log 12 31 2000 Builders supply 11 50 am Post Transactions Terminal Batches Posted 000001 000002 999997 999998 Posted to CURRENT YEAR 2000 12 31 2000 Builders supply 11 50 Am POST ACCOUNTS RECEIVABLE TOTAL POSTED TO OPEN INVOICE FILE 299284 14 CUSTOMER FILE 299284 14 JOB COST JOBS FILE 00 Transactions Posted to GL Period 12 Description GL Account i Credit PAYMENTS RECEIVED 100000 333602 55 AR 1010 333602 AR 101000 34318 41 INVENTORY 1044 16753 INVENTORY 104400 3034 SALES TAX 203800 1091 SALES 4010 27090 SALES 401000 COST OF SALES
53. exit to the File Maintenance menu change to the correct company and then try the function again Over maximum of 999 sequences for this date and reference ID You can enter a maximum of 999 comments for a particular date and reference ID Percentages cannot total more than 100 The sum of the two sales rep s percentages cannot exceed 100 Press Enter to adjust payment amount and return to menu You cannot exit to the menu until the remaining amount to be applied is zero Press Enter to adjust the payment amount and return to the menu or use the up arrow key to return to the scroll region Printer busy You are trying to use a printer that is in use Press Enter to continue with your entry and try to print later Record in use Another terminal is using the record you are trying to access Exit from the function Then try to access the record again when the other terminal is finished with it A 8 Accounts Receivable User s Manual References System Messages Sales history is not implemented You cannot print the Detail History Report if you elected not to keep detail sales history in the Resource Manager Options and Interfaces function Sales rep ID has current balance You cannot delete the record of a sales rep who has outstanding commissions Sales rep ID is not on file You entered the ID of a sales rep that is not set up in the ARSRxxx Sales Rep file Enter a different ID the Inquiry F2 command is ava
54. find the information you need See the table in the General Information section for more information on these screen commands Press Enter to return to the main customer inquiry screen Accounts Receivable User s Manual 4 9 Open Invoices Use the Open Invoices function to look at the open invoices that are on file for a customer This information comes from the ARCUxxx Customer file and the ARINxxx Open Invoice file The main difference between this function and the Customers and Open Invoices function is that this function provides information only about open invoices and associated customers not about customers that do not pertain to invoices For example you cannot use this function to find a customer s address To add to or change this information use the Customers function see page 10 3 or the Transactions function see on page 5 3 Accounts Receivable User s Manual 4 11 Open Invoices Information Inquiry Open Invoices Select Open Invoices from the Information Inquiry menu The Open Invoices screen appears Conimands Edit Modes Other Scroll Commands Information Help 2x Be mn g Gk Abandon Customer ID ACE BUILDERS Account Type Open Invoice Credit Limit 31500 Include Paid Invoices After 09 29 2002 Sort By Invoice Number Invoice Type Stat Invoice Check Due Date Gross Amount Number Date Number Disc Date Discount Amount
55. histories organized by customer e A list of unpaid invoices organized by customer or an aging report Accounts Receivable User s Manual 3 3 Setup Considerations Setup Codes and IDs 3 4 When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces A 000000 000001 1 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Ttems that make up a code are always listed alphabetically The items are listed in this order for each position Blank spaces Characters and so forth Numbers 0 9 Uppercase letters A Z Lowercase letters a z Accounts Receivable User s Manual Setup Setup Considerations Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This
56. in the ARCUxxx file e Clears the month to date gross sales amounts in the ARSRxxx Sales Rep file e Clears the month to date payments in the ARPYxxx Payment Methods file e Posts finance charges to the GLJRxxx Journal file if Accounts Receivable interfaces with General Ledger you also have the option of clearing the year to date finance charges in the ARCUxxx file e Increments the period by 1 in the ARPDxxx table Accounts Receivable User s Manual 9 7 Periodic Maintenance Periodic Processing When you perform quarter end maintenance the system performs these tasks e Performs all the period end tasks e Clears the quarter to date accumulators in the ARPYxxx file and the ARCUxxx file Quarter end maintenance does all the period end maintenance tasks Therefore you must perform only quarter end maintenance at the quarter s end When you perform year end maintenance the system performs these tasks e Performs all the period and quarter end tasks e Updates the last year accumulators and clears the year to date accumulators in the ARPYxxx file and the ARCUxxx file e Clears the year to date gross sales amounts in the ARSRxxx file e Clears the high balance in the ARCUxxx file if you select the option on the function screen e Increments the current fiscal year by 1 in the ARPDxxx table Note Year end maintenance does all the period and quarter end maintenance tasks Therefore you must perform only year en
57. is sold by for example EACH if it is sold individually Enter the number of units you shipped The backordered quantity the difference between the number of ordered units and shipped units is calculated Accept the default quantity or enter a different quantity If you are entering a miscellaneous credit you can skip this field Transactions Daily Work 5 16 This dialog box is titled the Append Serial Number dialog box when you enter a serialized item ID and Append Lot Number when you enter a lotted item ID Append Serial Number a E Commands Edit Modes Other Inventory Lookups Help 2xre Bre ma amp OK Abandon Ser alNo LTO6131084 aj Orig Qty 0000 Cost 9 660 Fullfill Qty 1 0000 Price 429 9100 Backord Oty 0000 Comment Sold in as is condition Field Description Serial Number Enter the serial number of the item you want to include in the transaction Unit Price The unit price of the item appears The Append Serial Number dialog box appears Comment Enter a comment about the serialized item Price Accept the default price or enter the item s unit price If you are entering a miscellaneous credit enter the unit price from the original invoice Accounts Receivable User s Manual Daily Work Transactions 3 Append Lot Number BE Commands Edit Modes Other Inventory Lookups Help 2xe ba ma e OK Abandon Lot No 27400714 aj Orig Qty 1 0000 Cost 1 7
58. menu and do these tasks before proceeding When you have done these things select the box or enter Y in text mode Accounts Receivable User s Manual 9 9 Periodic Maintenance Periodic Processing 9 10 Select the type of periodic maintenance you want to perform If you want to clear the year to date finance charges in the ARCUxxx file select the check box or enter Y in text mode if not clear the box or enter N in text mode If you want to clear the high balances in the ARCUxxx file select the box or enter Y in text mode if not clear the box or enter N in text mode You can clear customer high balances only during year end maintenance To begin processing use the Proceed OK command and select the output device A sample periodic maintenance error log is at the end of this section When processing is completed and the log is produced the Periodic Processing menu appears Accounts Receivable User s Manual Periodic Processing Periodic Maintenance Periodic Maintenance Error Log 12 31 2000 Builders Supply 2 15 PM Period End Error Lo BALANCE IN CUST FILE 42845 72 IN OPEN INVOICE FILE 43045 72 FOR CUSTOMER ACEOOL TOTAL NEW FINANCE CHARGE POSTED 18 00 FOR GL PERIOD 12 End of Report Accounts Receivable User s Manual 9 11 Purge Customer Comments Use the Purge Customer Comments function to delete comments about a customer whose comments you no longer need Before you
59. or not you want to suppress blank lines Select whether or not you want a page break after each table Select the output device See Output the Report on page 1 74 for more information If you elected to produce standard labels a line of x s is printed so that you can align the labels Then this prompt appears Is form aligned If the labels are not aligned select No or enter N in text mode and adjust them When the labels are aligned select Yes or enter Y in text mode to produce them The attention line is on the first line of the mailing labels according to the U S Postal Service standard After you produce the list the Master File Lists menu appears Accounts Receivable User s Manual Sales Reps List The Sales Reps List contains information from the ARSRxxx Sales Rep file the sales reps IDs names addresses commission information and sales history List Example 11 08 2002 OSAS v6 5 sales Reps List Employee ID commission sales MTD Phone Number Rate Sales YTD Last Sale Date Address Fax Number Donna M Mendelsohn Line Items 12 25 2000 6712 5th Avenue North 111 532 9873 Net Sales Sales Tax 821577 Booked Sales Freight Misc Dallas TX 77773 8976 donnam builders_supply com Garry P Deacon DEAOOL 5 000 Line Items 73650 12 21 2000 819 Cross Street 999 563 7690 Net sales sales Tax 1912522 Booked Sales Freight Misc Los Angeles CA 99873 3412 garryd builders_suppTy com James A Hovla
60. or widen the search Description Searches for an item based on item description When Lookup you enter the description you can use the and wildcard characters to restrict or widen the search Accounts Receivable User s Manual 1 55 OSAS Graphical Functions 1 56 Introduction Function Screen Toolbar XX E pean g Like the main menu s toolbar the toolbar located near the top of function screens gives you quick access to frequently used commands Click the appropriate button to access a command Button x amp gt U m bp pl e Result Opens the appropriate File Maintenance function to update information about the field you are in Deletes the information on the screen Since this command can delete an entire record use it with caution Moves the cursor back to the first field on the screen or to the first field after the key field without erasing any entries or changes Copies the contents of the current field Pastes the contents you copied from a previous field into the current field Opens the OSAS calculator screen Opens the pop up calendar Use the calendar to add and review reminders for any date Displays information about the field you are in Opens your PDF file viewer so that you can view the online documentation Accounts Receivable User s Manual Introduction OSAS Graphical Functions Right Click Menu Online Documentation Proceed Start Over Field
61. report in standard width or select Compressed or enter C if you want to print it in compressed width Click OK or press Enter to begin printing the report If you want to stop printing after it has begun press Ctrl Break Click OK or press Enter to continue View the Report using Print Preview Windows Workstations Only The Print Preview option is only available for workstations running Windows However before Print Preview will work you must add a sysprint device line in the config bbx file for that printer Use the Devices function on the Resource Manager Workstation Configuration menu to add this line Follow these steps to view a report using Print Preview 1 2 Select Print Preview in graphical screens or enter R in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal Click OK or press Enter to continue Accounts Receivable User s Manual 1 75 Reports Introduction 4 When available either select Standard or enter S if you want to view the report in standard width or select Compressed or enter C if you want to view it in compressed width 5 Press Enter The Print Preview screen displays the report as it will look when printed out in hard copy 6 To print from this screen s
62. reports Toggle to YES if you want to post line item detail to General Ledger Toggle to NO if you want to post only summary information Toggle to YES or NO to indicate whether or not you want to be able to age invoices online directly in the ARCUxxx file If you select YES invoices for open invoice customers are aged in the Customers function and in the Information Inquiry Customers and Open Invoices function invoices for all customers are aged in the Periodic Maintenance and the Post Transactions functions If you select NO the invoices are aged for all customers when you post and when you use the Periodic Maintenance function Toggle to YES or NO to indicate whether or not you want to apply credits to oldest items first for statements Accounts Receivable User s Manual 3 13 Setup Functions Setup Tables Tables store information relating to the system data options and default settings for other applications Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table For example in the ARGLxxx table the system always treats the account on the first line as the cash receipts account and the account on the second line as the discount account You can set up the ARGLxxx ARPDxxx DUNxxx and FORMxxx tables for individual companies and or all companies that are in the system You can set up one table f
63. screen Select another application whose options and interfaces you want to change or use the Exit F7 command to return to the Resource Manager Company Setup menu 1 Toggle to YES or NO to indicate whether or not you want to interface Accounts Receivable with General Ledger Inventory Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of settings 2 Toggle to YES or NO to indicate whether or not you want to use transaction batching You can use batching to group invoices miscellaneous credits and cash receipts for printing and posting You can determine how to set up the batches for example by time or by workstation If you use batches one operator can post transactions in one batch while another operator can add or edit transactions in another batch 3 Toggle to YES or NO to indicate whether or not you want the system to generate batch numbers If you select YES you cannot override the numbers the system assigns 4 Toggle to YES or NO to indicate whether or not you want to enter 1 to 10 lines 35 characters each of additional text for each line item on invoices miscellaneous credits and recurring entries If you select NO the ARDExxx Additional Descriptions file is not used 5 Toggle to YES or NO to indicate whether or not you want to use additional descriptions stored in Inventory If Accounts Receivable does not interface with Inven
64. the sales COGS gross profit average invoice amount and number of invoices for the reporting period and the previous 12 periods You cannot produce the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table The system reads backwards through the ARHSxxx Summary History file to find data for the previous period If you did not do period end maintenance for a period the data is inaccurate for that period Accounts Receivable User s Manual 8 7 Sales Analysis Report History Reports Select Sales Analysis Report from the History Reports menu The Sales Analysis Report screen appears JA Sales Analysis Report 5 loj xj Cnihmands Edit Modes Other Help 2x re ma g OK_ Abandon Report Period Year 08 2002 CompanyH 09 11 2002 Terminal T000 OVA Rh Accept the current period and fiscal year that appear from the ARPDxxx table or enter a different period or fiscal year 2 Select the output device A sample Sales Analysis Report is at the end of this section An asterisk in the report indicates that no summary history is available for that period or is insufficient for a range of periods After you produce the report the History Report menu appears 8 8 Accounts Receivable User s Manual History Reports Sales Analysis Report Sale
65. the boxes blank to include all Inquiry 3 Enter the range of sales reps you want to include in the report or leave the boxes blank to include all sales reps 4 Select the order in which you want to print the report Accounts Receivable User s Manual 8 23 Summary Invoice History History Reports 5 Select the output device A sample Summary Invoice History Report is atthe end of this section After you produce the report the History Reports menu appears 8 24 Accounts Receivable User s Manual History Reports Summary Invoice History Summary Invoice History Report 12 31 2000 Builders supply 3 28 PM summary Invoice History sort by Customer ID Cust ID Invoice Inv Date Rep 1 Rep 2 Order no ship To Subtotal Sales Tax Freight Cust Name P O Number TENOOL 12670005 07 26 1999 000000 TENNESSEE SHELTERS INC TENOOL 12670019 12 01 1999 DMM 000000 TENNESSEE SHELTERS INC TENOOL 12670026 02 05 2000 DMM 000000 TENNESSEE SHELTERS INC TENOOL 12670028 03 18 2000 Dim 000000 TENNESSEE SHELTERS INC TENOOL 12670036 06 26 2000 DMM 000000 TENNESSEE SHELTERS INC TENOOL 12670039 07 03 2000 DMM 000000 TENNESSEE SHELTERS INC TENOOL 12670049 09 14 2000 DMM 000000 TENNESSEE SHELTERS INC TENOOL 12670059 10 17 2000 DMM 000000 69 TENNESSEE SHELTERS INC TENOOL 12670069 11 11 2000 DMM 000000 26109 TENNESSEE SHELTERS INC TENOOL 12670076 12 19 2000 DMM 000000 5706 7 E 5706 TENNESSEE SHELTERS INC 0
66. the customer should be charged sales tax select the check box or enter Y in text mode if not clear the box or enter N in text mode Exempt ID If the customer is non taxable you should enter the customer s tax exemption ID for your tax records E Mail Address Enter the electronic mail address of your main contact at the customer s office if available Web Site Enter the Internet address of the customer s web site for reference purposes When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Customers selection screen appears Accounts Receivable User s Manual 10 9 Customers File Maintenance Credit and Balance Information If you elected to add or change the customer s credit information or balances this screen appears Credit and Balance Information 3 lol xj Commands Edit Modes Other Help 2xe ae mnl g OK_ Abandon Customer ID ACE001 ACE BUILDERS Open Invoice Credit Information Pymt Method CHK Jaj Check Fin Charge F Fin Charge Code UU 94 Credit Limit 315000 Credit Hold Balance Information New Finance Charges 00 Unpaid Finance Charges 00 Current Due 00 Balance 31 60 days 00 61 90 days a 91 120 days 00 121 days 136738 44 Unapplied Credits 00 Total Due 136738 44 Company H 09 11 2002 Terminal T000 OVR T
67. the option Verify PgDown If verification is turned on you must press PgDn twice to proceed to the next screen or to save your entries Other Commands Menu Commands Edit Modes Other Help 3 x tz a Calculator Execute an Operating System Command Call a PRO S Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator See Other Commands Menu on page 1 38 for information on this menu s commands Help Menu Commands Edit Modes Other Information Help 2xe ae me 9 Mut Command Help Help lt Fl gt Online Doc lt Shft F1 gt Command Description About OSAS Opens the About OSAS dialog box Accounts Receivable User s Manual Introduction OSAS Graphical Functions Command Description Command Help Opens the OSAS Key Help screen Help Lists information about the field on which you are working Online Doc Launches your PDF file viewer and opens the documentation for the appropriate OSAS application Information Menu Commands Edit Modes Other Scroll Commands Information Help 2 xt Sala 280 vendor Information Vendor Comments Vendor Documents Item Information Item Documents The Information menu appears on some function screens in certain applications The functions on the menu are
68. there is more than one screen of invoice numbers When you are finished working with information for the customer enter another customer ID or exit to the Open Invoices menu 7 4 Accounts Receivable User s Manual Open Invoice Report The Open Invoice Report lists the invoices miscellaneous credits and cash receipts in the ARINxxx Open Invoice file Only open invoice customers account type O in the ARCUxxx Customer file are included in this report The Open Invoice Report shows only summary totals information If you need a more detailed report for sales analysis print the Detail History Report see page 8 11 Before you produce the Open Invoice Report make sure that you have posted all the transactions Select Open Invoice Report from the Open Invoices menu The Open Invoice Report screen appears Open Invoice Report lol xj Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Pick CustomerID From JACE001 aj Thu vIS001 El Include Paid Invoices After 12 01 2004 ComparwH 09 10 2002 TerminalTO00 OVR Accounts Receivable User s Manual 7 5 Open Invoice Report Open Invoices 1 Enter the range of customers whose information you want to include in the report 2 Enter the date of the first paid invoice that you want to include in the report Paid invoices dated on or after the date you enter are included in the report 3 Select the output device See
69. to enter or edit totals associated with the recurring entry The Totals Information window appears see below The total amount of the entry the subtotal plus the sales tax freight and miscellaneous charges and the total amount of the invoice the subtotal plus the sales tax freight and miscellaneous charges appear Press V to look at an expanded summary of the line item move the prompt to the line item Additional information about the line item such as the general ledger account and description appears on the View Line screen Press any key to return to the Recurring Entries screen Press G to go to a particular line item Then enter the line number This command appears only if there is more than one screen of line items in the scroll region 10 45 Recurring Entries Command Next trans Totals Information Inquiry Maint 10 46 File Maintenance Action Press N to enter a different recurring entry The Transaction Type menu appears Enter a different recurring entry or use the Exit F7 command to return to the File Maintenance menu This window appears when you use the Totals command from the Recurring Entries scroll region 4 Totals Information SEs Commands Edit Modes Other Information Help 2xe pel mal g OK Abandon Field Subtotal Freight Tax Class 00 Tax Class 00 00 TaxClass 00 8 13 133 13 Description The subtotal of the line items appear Enter t
70. transactions 6 31 interface with Accounts Receivable 3 9 Jump function key 1 51 pull down menu command 1 51 Jump command function key 1 54 pull down menu command 1 54 L laser forms invoice 3 12 statement 3 13 Last Line command function key 1 54 1 63 pull down menu command 1 54 Left Arrow report command 1 78 Left Arrow function key 1 63 line items additional text 3 11 option to display unit cost 3 12 recurring entries 10 42 live data changing to 1 36 1 41 1 42 Lot and Serialized Item file 1 13 Lot Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 lot numbers 1 15 Maintenance function key 1 50 pull down menu command 1 50 tool button 1 56 manual IX 10 conventions 1 25 Master File Lists menu structure 1 9 master lists screen example 12 3 Menu styles 1 26 menus Codes Maintenance 1 7 Daily Work 1 8 File Maintenance 1 7 History Reports 1 8 Information Inquiry 1 7 information menu 1 67 Master File Lists 1 9 Open Invoices 1 8 Periodic Processing 1 8 structure in AR 1 7 Transaction Reports 1 8 Methods of Payment Journal description 1 16 function 6 23 sample 6 25 miscellaneous credits additional text for line items 3 11 after entering 5 23 batches 3 11 entering invoices 1 14 Miscellaneous Credits Journal description 1 15 function 6 13 sample 6 15 when to print 6 13 money owed balance information 3 21 mouse command
71. use the Build Open Invoice File function turn the option on again Daily Work The invoice number entered does not match the invoice number in the Sales Journal Why not If you use prenumbered forms the invoice numbers are reassigned when you print invoices to match the numbers of the preprinted forms To make sure that the invoice number in the ARINxxx Open Invoice file is the same as the one on the invoice you send to the customer the system updates the invoice record with a new number This numbering method is important for open invoice customers because when they make payments toward specific invoices you must apply the payments to the right invoices Accounts Receivable User s Manual B 1 Common Questions References When enter invoices the wrong general ledger period shows up Why The period corresponds to the system date If the system date is wrong the general ledger period date is wrong Check the system date If it is wrong change it If it is correct check the dates in the Period Setup function in Resource Manager to make sure that you specified the correct periods and their corresponding months for the company What does the system do with an unapplied credit Cash receipts and credit memos that are not applied to specific invoices for open item customers are put in the unapplied credits bucket in the customer record and in the Aged Trial Balance You can use the Hold Release Invoices function to ap
72. 0 consequences of 10 17 effects of 9 8 Quick mode pull down menu command 1 52 Quick Entry tables description 10 57 setting up 3 15 R Recurring Additional Descriptions file 1 11 Recurring Entries adding line items 10 45 additional text for line items 3 11 copying 1 15 5 33 to invoices 1 15 Accounts Receivable User s Manual to transaction files 3 24 editing line items 10 45 editing totals 10 45 entering totals 10 45 function 10 37 group codes 3 24 line item entry 10 42 run codes 3 24 10 37 setting up 3 19 3 24 Recurring Entries files description 1 11 setting up 3 24 Recurring Entries List function 12 19 sample 12 19 regular terms 11 8 report commands 1 78 Down Arrow 1 78 End 1 78 Exit 1 78 F7 1 78 Home 1 78 PgDn 1 78 PgUp 1 78 Right Arrow 1 78 Tab 1 78 Up Arrow 1 78 Reports conventions 1 73 including all information 1 73 limiting information 1 73 selecting information for 1 73 reports history 1 8 menu structure 1 8 open invoice 1 8 posting data without printing 3 13 producing 1 15 transactions 1 8 Resource Manager Data File Conversion function 2 5 2 6 Data File Creation function 2 3 features of 1 3 Install Applications function 2 3 2 5 Right Arrow report command 1 78 IX 13 Right Arrow function key 1 63 right click defined 1 25 RMCDxxx file 1 12 RMTXxxx file 1 12 run codes defining 1 15 recurring entries 3 24 10 37 S sales en
73. 0 03 PKG 1 0000 1 0000 808 5515 808 55 Interior Materials 900 00 EA 1 0000 1 0000 689 99 Refrigerator Black Ser 8675309 689 9900 Thank you for your order Subtotal 3148 10 1070 54 2077 56 00 69 Re order From Open System Forms 1 800 994 6736 LASER INVOICE 3021 Accounts Receivable User s Manual 6 7 Sales Journal Print the Sales Journal before you post transactions to check for mistakes and omissions The Sales Journal also serves as an audit trail of sales transactions Select Sales Journal from the Transaction Reports menu The Sales Journal screen appears AE Commands Edit Modes Other Help 2xtmtlmlalma 0 OK _Abandon Customer ID From ET r Print Thru Jaj Line Detail Transaction Totals Batches to Print 0 C Break Totals nn en en Batch Transaction Additional Description Format None C Customer ID Invoice Number GLPd Sales Account Item No Loc ID or Job Phase Company H 09 06 2002 Terminal TODO OVR Fa 1 Enter the range of customers whose information you want to include in the quiry journal or leave the boxes blank to include all customers _ Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the order in which you want to print the journal 4 Select the amount of detail you want to include in the journal Accounts Receivable User s Manual 6 9 Sales Journal Transaction R
74. 002 Field Description Date If you have not added or edited any other comments the system date appears otherwise the date of the last comment you worked with appears Accept the default date or enter a different date Reference Enter the reference ID of the comment you want to add or edit Comment Enter or edit the comment and press Enter to save the comment record Accounts Receivable User s Manual 10 25 Customers File Maintenance When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Customers selection screen appears User Defined Fields If you elected to add or change user defined field information the User Defined Fields screen appears User Defined Fields B 101 x Eullmands Edit Modes Other Help 2xe eel ma 280 DK _Abandon Customer ID ACE001 ACE BUILDERS Decision Maker Thomas Wentworth Visits This Yr 3 Catalog Sent Vv Last Visit 11 115 2000 Prey Visit 07 11 2000 Company H 02 10 2003 Terminal T000 OVR Enter the appropriate information for each user defined field you set up using the Resource Manager User Defined Fields Setup function See the Resource Manager User s Guide for more information on setting up user defined fields When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the
75. 08 2002 OSAS v6 5 2 48 PM Tables List Accounts Receivable Table ID ARGL Description GL Accounts Table No of Colums 2 Column Length 12 Type A DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG 802000 11 08 2002 OSAS V6 5 2 48 PM Tables List Accounts Receivable Table ID ARPDH Description AR Periods Table No of columns 3 Column Length 12 Type N PERIOD FISCAL YEAR PERIODS YR Accounts Receivable User s Manual 12 23 System Messages Messages on the screen or in a report indicate an error tell you how to enter data or inform you about what is happening in the function you are using Self explanatory messages are not listed Access denied Your access code is not set up to access this function An error occurred while converting or creating files Conversion aborted If an error occurs during data file creation or conversion a message that describes the problem appears Then this message appears on the Resource Manager Data File Creation or Data File Conversion screen to inform you that the process has been aborted Correct the problem described in the first message and try again At least one history selection must be YES You must include at least one type of history in the Customer Analysis Report A valid bank account ID is required If Accounts Receivable interfaces with Bank Reconciliation you must enter a bank account ID that is in the BRBAxxx Bank Accounts file
76. 2 If you use the Inventory application and the cursor is in an Item ID field on a function screen you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field In graphical mode these commands are available on the Inquiry Lookup menu In text mode the IN Search flag appears at the bottom of the screen to alert you that these commands are available Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Hot Key Shift F3 Shift F4 Shift F5 Shift F6 Shift F7 Shift F8 Operation Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer or vendor ID When you enter the ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item Enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Sear
77. 2 Terminal T000 OVR 1 To add or change a table enter the table ID To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 If you entered a new table ID the Copy From field appears To copy a company or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID W Accept the default table description or enter a different description 10 50 Accounts Receivable User s Manual File Maintenance Tables The number of columns their length and the type of data you can enter alphanumeric A numeric with 2 decimals N numeric with 3 decimals 3 or numeric with 4 decimals 4 appear ARGLxxx Table The ARGLxxx table stores the general ledger accounts that accounts receivable cash receipts discounts inventory and finance charges are posted to in the GLJRxxx Journal file When you enter the table ID the rest of the ARGLxxx table appears olx Commands Edit Modes Other Help 2xe Bea mal g OK _ Abandon Table ID 3 Description EL Accounts Table Number of Cols 2 Column Length J 12 Type Ar DESCRIPTIO
78. 2 04 2000 703 36 REL_ 1272172000 01 20 2001 21722 07 1273172000 434 44 REL 12 09 2000 01 08 2001 4928 82 12 19 2000 92 58 Y Y zl Total 136738 44 Enter cust inguiry Customer Eirst Last Next Prev Sort Goto Company H 08 29 2002 Terminal T000 OVR Press Enter to return to the main customer inquiry screen Use the commands or buttons in graphical mode on the command bar to find the information you need See the table in the General Information section for more information Press G to move the prompt to a different invoice number Then enter the invoice number This command appears only if there is more than one screen of invoice numbers Accounts Receivable User s Manual 4 7 Customers and Open Invoices Information Inquiry 4 8 Look at Customer Ship To Addresses To look at the ship to addresses assigned for the customer press S The Ship To Addresses screen appears Ship To Addresses 3 lol xj Commands Edit Modes Other Scroll Commands Help 2xtz gt ela ol 7 OK Abandon Customer ID Jac E001 aj Name ACE BUILDERS Default ID Ship To Name City St Zip Applied Technical Servi Marietta GA 30066 zj a a z yl zj Customer Eirst Last Next Previous View General Balance History Invoices User fields ato Company H 09 05 2002 Terminal TODO
79. 20 Field Credit Status Description The system keeps a running status of the customer s credit history and updates the status when you do periodic maintenance Each character in the field represents 1 of 12 periods the current period the first character and the previous 11 For each period one of these values appears 0 All invoices if any were paid within 30 days 1 An invoice was 31 to 60 days overdue 2 An invoice was 61 to 90 days overdue 3 An invoice was 91 to 120 days overdue 4 An invoice was more than 120 days overdue When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Customers selection screen appears Accounts Receivable User s Manual File Maintenance Customers Ship To Addresses If you elected to add or change ship to addresses the Ship To Addresses screen appears AE lt Gerhmands Edit Modes Other Scroll Commands Help 2xe Be a2 28 Of _Abandon CustomerID ACE001 Name ACE BUILDERS Default ID Ship To Name City St Zip Marietta Lb bb De Ud bed Enter edit Append Next screen Prev screen Default Goto Company H 09 11 2002 Terminal TODO OVR The Ship To Addresses screen displays all addresses associated with a customer ID so you do not have to look up each address separately e To set a p
80. 21 PM Main Menu GENERAL Report Writer TODO STEMS R Accounting Software PEA When you select an application the application s menu which presents several related functions is superimposed over the main menu Selecting a function leads you to a function screen or to another menu You can select applications from the main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter Continue to press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Accounts Receivable User s Manual 1 29 OSAS Text Menu Introduction e Position the mouse cursor over the application and click The application briefly highlights and switches to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the main menu with one exception you can press PgDn only when an option leads to another menu You must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately
81. 3 Transaction Reports descriptions 1 15 files that provide information 1 15 Transactions after entering miscellaneous credits 5 23 batches 3 11 before changing or deleting 5 4 IX 16 current quantities and quantity break prices window 5 13 Enter Serial Numbers window 5 16 5 17 function 5 3 invoice numbers 5 9 line items 5 12 Online Invoice Totals screen 5 23 Online Invoicing screen 5 22 options changing customer s price level 3 12 displaying quantities and quantity breaks 3 12 entering expired credit card as payment 3 12 partial payments 5 25 posting 1 17 printing invoices online 5 19 relationship with cash receipts and open invoices 1 18 Sales Tax Information window 5 21 totals information 5 20 when to enter 5 3 U unapplied credits 7 12 B 2 balance information 3 21 Undo function key 1 51 1 64 pull down menu command 1 51 unit cost displaying for line items 3 12 Up Arrow inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 user s manual conventions 1 25 Vv Vendor Comments viewing 4 9 verification button Abandon 1 57 Proceed OK 1 57 Verify exit mode pull down menu command 1 51 Verify PgDn mode pull down menu command 1 52 Accounts Receivable User s Manual View inquiry command 1 61 viewing comments 1 68 documents 1 72 W Workstation date tool button 1 36 workstation date entering in graphical menus 1 36 Y
82. 5010 16753 20 COST OF SALES 501000 3034 36 PERIOD 12 BALANCE 387708 TOTAL GL POSTINGS 387708 52 387708 Accounts Receivable User s Manual 6 35 Post Transactions Transaction Reports Post Cash Receipts Log 12 31 2000 11 50 AM Mthd Type Description TOTAL CASH check TOTAL CHECKS GRAND TOTAL Open Invoice Created 12 31 2000 11 50 Am BANK ACCOUNT FNBO01 000001 12 31 2000 TOTAL FOR BANK ACCOUNT FNBOOL GRAND TOTAL End of Report 6 36 Builders Supply POST CASH RECEIPTS 54409 72 54409 72 279192 83 279192 83 333602 5 Builders supply POST DEPOSITS 333602 55 Accounts Receivable User s Manual Open Invoices Hold Release Invoices Open Invoice Report Aged Trial Balance Cash Flow Report Calculate Finance Charges Statements Customer Analysis Report Commissions Report Accounts Receivable User s Manual 7 3 7 5 7 9 7 15 7 17 7 21 7 25 7 29 7 1 Open Invoices Introduction 7 2 When you enter a transaction whose invoice has been paid completely and you post information about the transaction amounts moves from the ARCRxxx Cash Receipts and ARTDxxx and ARTHxxx Transaction files to the ARCUxxx Customer file and the ARHIxxx and ARHSxxx Detail and Summary History files The invoices and payments are posted to the ARINxxx Open Invoices file Use the functions on the Open Invoices menu to take open invoices into account You can put
83. 600 Ext Cost 1 76 Fulfil ty 1 0000 Backord Oty 0000 Comment Field Description Lot No Enter the lot number of the item you want to include in the transaction Orig Qty Enter the quantity of this lot that was ordered originally Fulfill Qty Enter the quantity of this lot that was actually shipped Backord Qty Enter the quantity of this lot that is backordered if any Comment Enter a comment about the lotted item If you elected not to display unit costs in the Resource Manager Options and Interfaces function no unit cost appears The total amount of the line item the shipped quantity times the unit price is calculated and appears If you elected to display unit costs in the Resource Manager Options and Interfaces function the extended cost appears For an invoice the cost is approximate the system calculates the actual cost when you post After you save the information about the line item work with another line item or exit to the Transaction Scroll Region screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon Cancel command to cancel the transaction To delete the invoice use the Delete F3 command on the header screen and delete the entire transaction Accounts Receivable User s Manual 5 17 Transactions Daily Work Transaction Scroll Region When you exit from the line item entry screen the Edit transactions screen
84. 8 TENOOL 24889007 07 11 1999 DMM 00000007 000000 453451 s 453451 TENNESSEE SHELTERS INC 41754 TENOOL 24889013 10 02 1999 DMM 00000001 000000 256298 e N 256298 TENNESSEE SHELTERS INC 43005 TENOOL 24889015 12 17 1999 DMM 00000002 000000 49288 49288 TENNESSEE SHELTERS INC 43942 TENOOL 24889023 09 03 2000 DMM 00000002 000000 59145 s A 59145 TENNESSEE SHELTERS INC 47590013 TENOOL 24889026 10 03 2000 DMM 00000003 000000 49288 49288 TENNESSEE SHELTERS INC 48356 TENOOL 24889029 11 12 2000 DMM 00000003 000000 59145 59145 TENNESSEE SHELTERS INC 48761 TENOOL 24889031 12 09 2000 DMM 00000002 000000 TENNESSEE SHELTERS INC 49009 Customer TENOO1 Total GRAND TOTAL 1262185 1262185 Accounts Receivable User s Manual 8 25 Promotional Analysis The Promotional Analysis Report shows a comparison of promotional pricing with other types of pricing You can produce this report only if Accounts Receivable interfaces with Inventory where the product promotional information is stored Select Promotional Analysis from the History Reports menu The Promotional Analysis screen appears j Promotional Analysis 101 x Commands Edit Modes Other Inventory Lookups Help 2xe Bea mal g DK _Abandon Pick Promo ID From En r Sort By Thru El Item Location Item ID From 100 El Location ltem Thu 920002 El Customer Location ID From Ca000 Tal C Sales Rep 1 Thru El Sales
85. ACEOOL ACE BUILDERS 2 12 31 2000 ACEOOL ACE BUILDERS A 014269 12 21 2000 CASHCA CASH SALES OAKLAND CA A 12 21 2000 CASHMD CASH SALES BALTIMORE MD f 12 21 2000 CASHMD CASH SALES BALTIMORE MD 5 12 21 2000 CASHMN CASH SALES MINNEAPOLIS 12 21 2000 CASHMN CASH SALES MINNEAPOLIS 12 21 2000 CASHPS CASH SALES DALLAS TX 12 21 2000 CASHPS CASH SALES DALLAS TX E 12 21 2000 DALOOL DALLAS FT WORTH DOME HOMES 7203 013649 12 21 2000 GREOOL GREATER NEW YORK DOMES INC 10000 123123 12 31 2000 KANOOL KANSAS CITY GEODESIC HOMES 71699 087118 12 21 2000 KANOOL KANSAS CITY GEODESIC HOMES 11267 087118 12 21 2000 KANOOL KANSAS CITY GEODESIC HOMES 4960 087118 12 21 2000 KANOOL KANSAS CITY GEODESIC HOMES 12072 087118 12 21 2000 Los001 LOS ANGELES CONSTRUCTION CO 16776 109077 12 21 2000 Los001 LOS ANGELES CONSTRUCTION CO 342 109077 12 21 2000 SUNOOL SUNSHINE HOMES INC 8246 003242 12 31 2000 SUNOOL SUNSHINE HOMES INC 8246 007729 12 21 2000 TENOOL TENNESSEE SHELTERS INC 40249 134621 12 31 2000 TENOOL TENNESSEE SHELTERS INC 26109 009187 12 21 2000 TENOOL TENNESSEE SHELTERS INC 49288 009187 12 21 2000 TENOOL TENNESSEE SHELTERS INC 5706 009187 12 21 2000 TENOOL TENNESSEE SHELTERS INC 18895 009187 12 21 2000 vIsO0l VISA 11155 055186 12 21 2000 Deposit Batch Total 392598 84 337689 54909 72 Bank FNB001 Total 392598 84 337689 54909 72 Grand Total 392598 84 337689 54909 72 End of Report 6 28 Accounts Receivable User s
86. AS system the basic functionality of the application including graphical and text based application features and function key references e The remainder of the chapters explains the set up workflow and functions of the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual these terms are used for operating the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Accounts Receivable User s Manual 1 25 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For e
87. Accounts Receivable interfaces with Inventory and you want to enter a noninventory item leave this field blank If you are billing for a job phase enter the phase ID in the spaces provided after the job ID Then if the job or phase is complete select the check box or enter Y in text mode at the Is Job Phase Done prompt if not clear the box or enter N in text mode If you elected to view information about current quantities and quantity break prices in the Resource Manager Options and Interfaces function the information appears in the following sections of the screen Current Quantities PKG Quantity On Hand Committed In Use Available On Order Break Quantity Unit Price 18 0000 Base 1 0000 422 8320 0000 1 8 0000 380 5520 1 0000 2 a 17 0000 4 6 0000 5 Field Desc Additional Descriptions Accounts Receivable User s Manual Description Enter a description of the item or press Enter to skip this field If you elected in the Resource Manager Options and Interfaces function to use additional descriptions you can enter 10 lines of information 5 13 Transactions en Tax Class Maint a Free en 5 14 Daily Work Assign a sales category to the item or press Enter to skip this field When you produce the Detail History Report you can list items that belong to a particular sales category so that you can analyze groups of stoc
88. Activity Report 04 11 2001 8 22 PM customer ACEOO1 ACE BUILDERS CASHCA CASH SALES OAKLAND CA CASHMN CASH SALES MINNEAPOLIS CASHMD CASH SALES BALTIMORE MD GRAND TOTALS End of Report Builders supply Customer Activity Report for Period 12 2001 By Customer ID Gross Profit Amount Amount Pet Tot 110461 24954 4683 140100 39 Accounts Receivable User s Manual Page 1 No of Invoices Average Invoice Amount PCt TOt Amount Pct Tot 110461 72 24954 73 4683 94 00 8 21 Summary Invoice History Use the Summary Invoice History function to produce a report that summarizes sales information by invoice totals from history Select Summary Invoice History from the History Reports menu The Summary Invoice History screen appears A Summary Invoice History Ss zl El x Lommands Edit Modes Other Help 2xebealma amp OK_ Abandon Pick Customer ID From 4CE001 aj Thu v15001 aj Invoice No From rn Invoice Date Thru C Sales Rep 1 Invoice Date From 01 01 2000 Sales Rep 2 Thru 12 31 2000 L Sales Rep 1 From DMM a Thu PRT al Sales Rep 2 From DMM a Thu PRT 3 CompanyH 09 11 2002 Terminal T000 OVR Inquiry 1 Enter the range of customers you want to include in the report or leave the boxes blank to include all customers 2 Enter the range of invoice numbers and invoice dates you want to include in the report or leave
89. Apply Receipt window appears Press Enter to apply the total remaining to the invoice or enter an amount to apply to the invoice e When you have applied the entire cash receipt for this customer you can press C and then enter a different customer ID to enter cash receipts for e To enter new receipt information press R The cursor returns to the receipt portion of the screen Enter additional payment amounts for the customer or edit the receipt information e To view the customer s previous receipts or invoices press V The View Receipts Invoices screen appears At the Receipts or Invoices prompt enter R to view receipts or to view invoices When you are finished viewing the information use the Exit F7 command to return to the Cash Receipts screen e To edit a cash receipt that s already applied press E Then see page 5 31 for information about editing cash receipts e To quit applying a receipt to the customer s account press D to change the cash receipt to the amount you have applied so far Accounts Receivable User s Manual 5 29 Cash Receipts Daily Work e To designate the cash receipt as on account for the customer press O If a default invoice number was set up in the DFxxxx table it appears Accept the default invoice number or enter a different number Then enter the amount you want to apply to the account If you apply only part of the cash receipt the system subtracts it from the receipt to calculate t
90. Bank account ID is not on file Bank account ID not found The bank account ID you entered is not in the BRBAxxx Bank Accounts file Enter a different ID the Inquiry F2 command is available Accounts Receivable User s Manual A 1 System Messages References Basic Error nn Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that appears and get help from a support technician Cannot delete customer with assigned data You cannot delete the record of a customer that has open invoices orders or unposted transactions on file Cannot delete last line of a transaction You cannot create a transaction with zero line items a transaction must have at least one line item You can delete an entire transaction from the header screen Cannot run graphical version of this function xxxxxxxx BRC not found OSAS cannot locate the graphical resource file associated with the function you are trying to run If you do not have the graphical version of OSAS return to the menu and turn off GUI functions using the Shift F6 keyboard command or using the Workstation Defaults function in Resource Manager If you have the graphical version of OSAS seek help from a support technician Could not find any valid source files for this application The source directory you specified does not have files for the application you are converting M
91. CTION CO IN 10 27 2000 IN 11 13 2000 IN 12 14 2000 SUNOOL SUNSHINE HOMES IN 12 12 2000 11 26 2000 11 06 2000 12 13 2000 11 23 2000 01 13 2001 12 24 2000 TOTAL INC 01 11 2001 12 22 2000 TOTAL Accounts Receivable User s Manual Aged Trial Balance The Aged Trial Balance shows the invoice balances broken down into five aging periods The detail report shows full detail for all invoices the summary report shows only the aging period totals For balance forward customers the summary balances of the five aging periods are shown For open invoice customers the invoices credits and receipts in the ARINxxx Open Invoice file and the aging period each of the transactions belongs to are shown provided you elect to include full details If you have open invoice customers the aged balances in the Aged Trial Balance may not be the same as the ones in the ARCUxxx Customer file The balances in Aged Trial Balance are up to date on the day you print the report the balances in the ARCUxxx file are updated at the end of the month when you post or ifthe online aging option is set to YES If you do not do periodic maintenance before you enter activity for a new month the Current columns in the report show activity for the current month and all the months you did not do periodic maintenance Accounts Receivable User s Manual 7 9 Aged Trial Balance an Open Invoices Select Aged Trial Balance from the Open
92. Consider Your Setup Before you try to convert your version of Accounts Receivable to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Converting to Version 6 1 Select Data File Conversion from the Company Setup menu in Resource Manager The Data File Conversion screen appears Data File Conversion A ES ommands Edit Modes Other Help 2xe be mnl ge OK Abandon Select directory on which to create files OSAS data 0SAS data2 Enter directory that contains the files to be converted c osas osas605 data Do you want source files erased after conversion r Do you want conversion to pause if a problem is found Y Appl Description Version Appl Description Version AR Accounts Receivable 6 05 AP Accounts Payable 6 05 3 Company H 08 20 2002 Terminal TODO INS 1 AllvalidOSAS data paths appear Select the destination directory where you want the new data files to reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 2 6 Accounts Receivable User s Manual Installation and Conversion Conversion 10 If you want sou
93. Customer selection screen appears 10 26 Accounts Receivable User s Manual File Maintenance Customers Documents If you elected to add or change documents attached to a customer record the Documents screen appears There are many types of documents you can attach to customer records for example contracts sales notes pricing documents brochures and so on aa Commands Edit Modes Other Scroll Commands Help 2xe ral mal g GK Abandon Customer ID ACE001 ACE BUILDERS Document Name ARSAMPLE DOC ARSAMPLE XLS Lo bb bt alla Line No 001 of 002 Enter edit Append View Open document Prev screen Next Screen Goto Company H 02 10 2003 Terminal T000 OVR Note You must set up file types in Resource Manager before you can attach documents See the Resource Manager User s Guide for more information e Press P to view the previous screen in File Maintenance e Press N to view the next screen in File Maintenance e Press Gto move directly to a different document Then enter the document name or exit to the Documents screen This command appears only if you have more than one screen of attached documents Accounts Receivable User s Manual 10 27 Customers File Maintenance Attach a Document To attach a document to a customer record follow these steps 1 Click Append or enter A to attach a document The Append Docume
94. DK Abandon Table ID Number of Cols Description Column Length 3 PERIOD FISCAL YEAR PERIODS YH o0 A o0 oo 00 oo o0 00 o0 00 00 00 00 00 00 3 oo a o0 o0 00 00 00 00 o0 z o0 o0 00 o0 o0 00 oof oof oo 00 00 Jar Periods Table 12 Type N Company H 09 11 2002 Terminal Tooo OVR Enter the number of the current period in the PERIOD 1 00 13 00 box The period increments when you do periodic maintenance Enter the current fiscal year in the FISCAL YEAR box The fiscal year increments when you do year end maintenance Enter the number of accounting periods your company uses in a year 1 00 13 00 in the PERIODS YR box Accounts Receivable User s Manual 10 53 Tables File Maintenance DFxxxx Table 10 54 The DFxxxx table stores the default batch ID distribution code GL code and cash receipt invoice number that appear when you enter transactions When you enter the table ID the rest of the DFxxxx table appears mE Commands Edit Modes Other Help 2x re ma g OK_ Abandon Table ID DF 3 Description Defaults Table Number of Cols 2 Column Length 12 Type la FIELD DEFAULT VALUE Batch ID 000001 prst CODE for cL CODE rx c a INVOICE DEPOSIT OL Company H 09 11 2002 Terminal TOOO OVR The fields you can enter defaults for appear Accept the
95. Es q Freight Invoice Total Cutoff Date Terms Desc miscellaneous 1 10 n 30 Freight subtotal Sales Extended Cost Extended Price miscellaneous GRAND TOTAL 00 375 00 00 375 00 00 Accounts Receivable User s Manual 12 19 Codes List The Codes List is a reference of the codes used for sales COGS account pairs distribution codes terms codes and shipping methods codes This information is entered in the DFxxxx table and the ARCDxxx Codes file produce this list before you change information in either place List Example 11 08 2002 2 46 PM GL Codes code Description Contract Sales Retail sales Distribution Account Codes Description 01 Regular Customers 02 Credit Card Customers codes Description 1 10 n 30 2 10 n 30 5 10 n 30 8 10 n 30 C O D coD Comp Chk n 30 n 10 EOM shipping Methods code Description Federal Exp 2nd Day Federal Exp Overnite Federal Exp Priority UPS Blue UPS Red OSAS V6 5 Codes List Sales Account COGS Account 402000 502000 401000 501000 Receivables sales Tax Freight 101000 101000 203800 203800 405000 405000 Percent Due Days Net Due Days Accounts Receivable User s Manual Miscellaneous 801000 801000 12 21 Tables List Produce the Tables List to get information from a particular Accounts Receivable table This function is valuable if you plan to change a table and want a list to compare it against List Example 11
96. ID Cust ID Number 000001 CASHCA 12670072 12 21 00 000001 CASHMD BAL FWRD 12 21 00 000001 CASHMD 12670079 12 21 00 000001 CASHMN 12670081 12 21 00 000001 CASHMN BAL FWRD 12 21 00 000001 CASHPS 12670082 12 21 00 000001 CASHPS BAL FWRD 12 21 00 End of Report Accounts Receivable User s Manual Payment Payment Type CSH Total Grand Total 6 25 Deposits Report Use the Deposits Report function to summarize and list bank deposits from receipts oftype cash and check Select Deposits Report from the Transaction Reports menu The Deposits Report screen appears 2 Deposits Report o x Commands Edit Modes Other Help 2xrebeamo amp OK__ _Abandon Bank Account ID From aj Thru aj Deposits Batches to Print 0 Company H 09 06 2002 Terminal T000 OVA Inquiry 1 Enter the range of bank accounts whose associated deposits you want to include in the report or leave the boxes blank to include all bank accounts _ Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the output device A sample Deposits Report is at the end of this section After you produce the report the Transaction Reports menu appears Accounts Receivable User s Manual 6 27 Deposits Report Transaction Reports Deposits Report 12 31 2000 Builders Supply 3 47 PM Deposits Report Bank FNBOOL Deposit 000001 Cust ID Customer Name Payment Date
97. Invoices menu The Aged Trial Balance screen appears mxi Commands Edit Modes Other Help 2xe pre mal g OK Abandon Pick Customer ID From El m ge By Thu aj Invoice Date Sales Rep From si C Discount Date Thu IE C Invoice Due Date State From aj Thru aj r Print By Distribution Code From aj Customer ID Thu aj Customer Name Aging Date 63 10 2002 C Sales Rep Cutoff By Date x 63 10 2002 C State City Include Paid Invoices After 63 10 2002 Distribution Code Aging Breaks Days Date Current _ 09 10 2002 Past Due Customers Only B Past Due 1 30 08 11 2002 Full Detail Vv Past Due 2 60 07712 2002 Balance Forward Customers Past Due 3 oso 06 12 2002 Zero Balance Customers m Past Due 4 120 fos 13 2002 Print Page Breaks la Company H 09 10 2002 Terminal TODO OVR Enter the range of customers sales reps states and distribution codes you want to include in the report or leave the boxes blank to include all starting point for aging Accept the default aging date or enter the date the system is to use as a You can exclude paid invoices from the aging report by specifying a cutoff date Specify the point at which you want to cut off invoices on the report e Select Date from the list box and accept the default cutoff date or enter a different cutoff date Invoices dated later than this date do not appear in the report e Select Period from the list box and enter the
98. Manual Post Transactions When you post transactions open invoices are created in the ARINxxx Open Invoice file for each sales and miscellaneous credit entry in the ARTDxxx and ARTHxxx Transaction files The due date for each transaction is updated from the invoice date and the number of due days for the terms code and the discount date is updated from the invoice date and the number of discount days from the customer s terms A payment record is created in the ARINxxx file for each cash receipt The system creates a temporary file ARTMTxxx to store line item entries totals and cash receipt information As you post information the line item information is posted first then the totals are updated When all the line items are posted the cash receipts information is posted and finally the bank reconciliation transactions are posted and summary GL entries are calculated If you post detailed information to General Ledger entries are created in the GLJRxxx Journal file for each line item If you post only summary information to General Ledger the transaction figures are summarized into one entry for each account The balance and the sales and payment history fields in the ARCUxxx Customer file are updated The period to date month to date year to date and last year fields in the ARPYxxx Payment Methods file are updated The month and year to date gross sales figures in the ARSRxxx Sales Rep file are updated The
99. N G L NUMBER cas RECPTS 100000 prscounts 204000 Inventory 104400 FIN CHRG 302000 EEE CompanyH 09 11 2002 Terminal TooO OVR 1 Accounts Receivable posts to four accounts cash receipts discounts inventory and finance charges Accept each account shown or change the description of each account Accounts Receivable User s Manual 10 51 Tables File Maintenance The cash receipts account is used only if Accounts Receivable does not interface with Bank Reconciliation and if the payment method record is missing The inventory account is used for non inventory items and when Accounts Receivable is not interfaced with Inventory 2 For each account description accept the default general ledger account number or enter a different account number Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the account number on the first line as the cash receipts account number the account number on the second line as the discounts account number and so forth 10 52 Accounts Receivable User s Manual File Maintenance Tables ARPDxxx Table The ARPDxxx tables stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the table ID the rest of the ARPDxxx table appears amp ARTB iads Edit Modes Other Help E 101 x 2xe mme mal g
100. OPEN SYSTEMS Accounting Software Accounts Receivable User s Manual PN 2210 AR65 2000 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable April 2003 Document Number 2210 AR65 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encoun
101. Other Inve okups 2xe pe mal g DK _Abandon Pick Customer ID From El Print By Thu El Customer ID Sales Rep 1 From al C Sales Rep ID Thu IE Job or Item ID Job or Item ID From aj C Sales Category Thu aj Sales Category From Thru Invoice Date From Select Thu Invoice Line Items Vv Invoice Number From Payments Vv Thru Sales Tax IV Freight Charges IV Full detail Misc Charges Vv C Summary only Finance Charges Iv Addl Descriptions Iv Quantity in base units C Quantity in selling units CompanyH 09 11 2002 TerminalTO00 OVR Inquiry 1 Enter the range of customers and sales reps you want to include in the report or leave the boxes blank to include all Inquiry 2 Enter the range of associated job or item numbers and sales categories whose invoice information you want to include in the report or leave the boxes blank to include all Accounts Receivable User s Manual 8 11 Detail History Report History Reports 8 12 10 11 12 13 14 Enter the range of dates of the invoices and the range of invoices you want to include in the report or leave the boxes blank to include all Select the amount of detail you want to include in the report Select the type of units you want the report to reflect Select the order in which you want to print the report If you want the report to include invoice line items select the check box or ent
102. Qty Shipped 1 packoPd 0000 0000 0000 0000 0000 0000 0000 0000 0000 sales Tax Page Price Tax Class cost Pmtpmt Amount 6 11 Miscellaneous Credits Journal Produce the Miscellaneous Credits Journal before you post transactions to check for mistakes and omissions and to use as an audit trail If this journal reveals incorrect transactions use the Transactions function see on page 5 3 to edit or delete them Select Miscellaneous Credits Journal from the Transaction Reports menu The Miscellaneous Credits Journal screen appears Miscellaneous Credits Journal 3 E lol xj Commands Edit Modes Other Help 2xe Bea man g DK _Abandon Customer ID From 1 El T Print Thru El Line Detail Transaction Totals Batches to Print 0 Break Totals roo nan Batch Transaction Additional Description Format None Customer ID Invoice Number GLPd Sales Account Item No Loc ID or Job Phase Company H 09 06 2002 Terminal TODO OVR Inqui 1 Enter the range of customers whose information you want to include in the quiry journal or leave the boxes blank to include all customers Inquiry 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the order in which you want to print the journal Accounts Receivable User s Manual 6 13 Miscellaneous Credits Journal Transaction Reports
103. RED SHIPPED UNIT PRICE EXTENSION TERMS DESCRIPTION 100 03 PKG 4 0000 4 0000 528 5400 2114 16 Electrical Package 150 00 PKG 2 0000 2 0000 1317 3840 2634 77 Plumbing Package 300 03 EA 2 0000 2 0000 51 3810 102 76 Interior Door 550 03 PKG 3 0000 3 0000 1434 5910 4303 77 Millwork Package 600 03 EA 2 0000 2 0000 286 6500 573 30 Standard Window 24 X 40 Thank you for your order Location Tax Breakdown MN 171 26 MNMPLS 13 17 TAXABLE 2634 77 Amount Paid MISC CHARGE II E SALES TA 7093 99 l ai 50 19 Net Due 9900 00 Re order From Open System Forms 1 800 994 6736 LASER INVOICE 3021 Accounts Receivable User s Manual Transaction Reports Print Invoices Credit Memo INVOICE 0067 YOUR COMPANY NAME HERE 123 MAIN STREET YOUR CITY STATE ZIP PAGE 1 123 456 7890 INVOICE DATE 12 30 01 INVOICE NO 00000067 ACE001 lt lt CREDIT MEMO ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 oron OH v In O TOTAL DUE 3217 69 GPD 01 29 01 01 09 01 0023 12 07 01 12 30 01 2 10 n 30 BR549 UPS Blue ITEM ID ORDERED SHIPPED UNIT PRICE EXTENSION TERMS DESCRIPTION SLS2 DUE DATE DISC DUE DATE ORDER NO ORDER DATE SHIP DATE 2 100 00 PKG 1 0000 1 0000 380 5488 380 55 Electrical Package 250 03 cs 1 0000 1 0000 1269 0122 1269 01 Exterior Panels 40
104. Up Field Down Abandon Delete Jump Exit The right click menu gives you quick access to commonly used commands such as those used to access help move around the function screen work with information on EIS dashboards and so on The commands that are available on the right click menu depend on the function and the field you are currently using Function Field Inquiry sj When the Inquiry button appears next to a field on a function screen you can either click the 3 button or press the F2 Inquiry key to open the inquiry screen and search for information Verification Buttons OK Abandon When you ve completed data entry on a function screen you can either click OK or press PgDn to proceed to the next screen or to save your entries Click Abandon or press F5 to abandon entries Accounts Receivable User s Manual 1 57 Menu and Function Commands OSAS lets you navigate around the main menu and function screens in a variety of ways This section describes the commands that are available when you access a specific command For example accessing the Help command makes the Maintenance and Exit commands available while you are in that function This section also describes how to navigate within scroll regions and fields while you work with OSAS functions Help Commands When you use the Help F1 command you can use these commands Key F3 Delete F6 Maintenance F7 Exit Accounts Receivable
105. User s Manual Open Invoices Statements Statement YOUR COMPANY NAME HERE STATEMENT 123 MAIN STREET YOUR CITY STATE ZIP 123 456 7890 PAGE 1 DATE 12 30 2001 ACCOUNT NO ACEOO1 ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 AMOUNT DUE 92384 04 2 10 n 30 TERMS PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT INVOICE NO KEIM CHARGES CREDITS 09 05 2001 12670046 74619 56 74619 56 12 09 2001 24889030 IN 4928 82 4928 82 12 21 2001 12670074 IN 21722 07 21722 07 12 21 2001 12670206 IN 100 00 100 00 12 21 2001 12670207 CR 15693 74 15693 74 12 30 2001 00000066 IN 9925 02 9925 02 PO Number BR549 12 30 2001 00000067 CR 3217 69 3217 69 PO Number BR549 Legal action is imminent at Finance Charges added to your account 00 2001 will be reflected on your next statement 31 60 DAYS 61 90 DAYS OVER 90 DAYS FINANCE CHARGE AMOUNT DUE 00 00 74619 56 00 92384 04 CURRENT 17764 48 Re order From Open System Forms 1 800 994 6736 LASER STATEMENT 3031 Accounts Receivable User s Manual 7 23 Customer Analysis Report Print the Customer Analysis Report to find out how much money you are making from your customers if they are paying on time the last time each customer purchased items and who your most profitable customers are This report is valuable if you are planning a marketing strategy and want to consider a specific group of buyers Produ
106. User s Manual Operation Deletes the help screen content To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens In graphical mode you must first press F6 to enter the edit screen for the help content before you can press F3 Edits a help screen Exits the help screen and closes the window 1 59 Menu and Function Commands Introduction Inquiry Commands When the Inquiry button 4 appears next to a field or the Inquiry flag appears in the lower right corner of the screen the Inquiry command is available Click the button or press F2 to open the Inquiry screen to look up and select an appropriate entry The Inquiry screen operates in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for Inquiry windows by using the Defaults function on the Workstation Configuration menu within Resource Manager e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you press C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain Inquiry windows by pressing the letter k
107. WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE Y y zj Ref ID end Date new ID Append Enter edit First Next Prev Last Goto Company H 10 08 2002 Terminal T000 OVR 1 Enter the ID for which you want to view or enter comments in the ID field at the top of the screen The Inquiry F2 command is available 2 The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter 3 Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments 1 68 Accounts Receivable User s Manual Introduction Information Menu The date reference and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID 4 Use these commands to work with the comments on the screen e Press R to return to the Ref ID field to enter a new reference ID e Press D to return to the End Date field and enter a new end date by which to sort comments Press I to return to the ID field and enter a new ID for which to view or enter comments e Press A to add a new comment The Append Comment screen appears e Press E to edit a selected comment T
108. You must enter payment method codes and assign payment types to them For example you can set up one code for personal checks and another code for corporate checks You can assign the check payment type to each code but assign different information to each code You might also set up codes for three credit cards You can assign the credit card payment type to each code but assign different information to each code The system treats the amounts for payment types cash and check the same However when you use a code that is assigned the payment type check you must also enter a check number 3 18 Accounts Receivable User s Manual Setup Setup Functions When you use the payment type credit card set up the credit card company as a customer because you ultimately get the money from the credit card company To identify the credit card company enter C in the Group Code field on the Customers General Information screen Customers Use the Customers function see page 10 3 to build the ARCUxxx file You must build the file before you begin processing Accounts Receivable transactions General Information Enter each customer s name address attention line phone and fax numbers contact and class Many reports can be sorted by ID so the way you enter IDs is important Then enter the sales reps who sell to the customer the territory the customer is located in and the codes for the customer s usual payment terms You can ente
109. about your e mail system using the E Mail Setup function on the Resource Manager System File Maintenance menu You can e mail only selected reports In general any report or form that makes up part of your audit trail cannot be e mailed Follow these steps to e mail a report 1 Select E mail or enter M 2 When available select Standard or enter S if you want to e mail a standard width report or select Compressed or enter C if you want to e mail itin compressed width The E Mail Information screen appears j amp E Mail Information Commands Edit Modes Other Help 2X eke mn g OK Abandor E Mail To amyd osas com CL Subject Tax Groups List Attachment IV 3 If you e mailed this report previously the last e mail address to which you sent the report appears Press Enter to use this address change it if necessary or enter a new e mail address 4 Enter another address to send the email to as a carbon copy if necessary 5 OSAS automatically enters the name of the report in the Subject field Change this subject line if necessary 6 Select the Attachment check box or enter Y in text mode to send the report as a text file attachment to the email message If you clear this box or enter N in text mode the report is sent in the body of the e mail 7 Click OK or press Enter to e mail the report Accounts Receivable User s Manual 1 77 Reports Introduction Report Commands 1 78 Use th
110. action to move Accounts Receivable User s Manual 5 35 Change Batches Daily Work 4 Enter the new batch ID If you did not specify a transaction number you are replacing the old batch ID with this one If you use the Maintenance F6 command the Batch Control function temporarily appears When you use the Proceed OK command the copy process begins When the process is finished the Daily Work menu appears 5 36 Accounts Receivable User s Manual Batch Control You can use batches to group invoices miscellaneous credits and cash receipts for printing and posting If you group transactions by batch one user can enter information while another posts transactions Use the Batch Control function to add batches release batches or check the status of batches Select Batch Control from the Daily Work menu The Batch Control screen appears AE Commands Edit Modes Other Help 2x re ma g OK_ Abandon Batch ID Lock Flag Report Status Description Monday s entries Sales Journal Status Released y Misc Credits Journal Printed Unprinted Cash Receipts Journal Term UserName Term User Name Company H 09 06 2002 Terminal TODO OVR 1 Enter the batch ID with which you want to work If a terminal ID appears in the Lock Flag field the batch is or was produced or posted on that terminal Do not change it unless you need to release a locked batch Acco
111. age appears press Y to delete the attachment or N to return to the Documents screen Keep in mind that this procedure only removes the attachment from the master file record it does not delete the file from its storage location After you are finished working with the Documents screen select Next Screen or press N in text mode to return to the Customers selection screen Enter another customer ID or use the Exit F7 command again to return to the File Maintenance menu Accounts Receivable User s Manual 10 29 Ship to Addresses Use the Ship to Addresses function to enter change or delete shipping addresses and assign them to customers You can enter 999 999 shipping addresses for each customer Select Ship to Addresses from the File Maintenance menu The Ship to Addresses screen appears i Ship to Addresses 5 x Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Cust ID Zj ACE BUILDERS Ship To Name Applied Technical Services In Addr 1 1190 Atlanta Industrial Drive Addr 2 Addr 3 City Marietta State GA Jaj ZipCode 30066 Country us faj Shpvia Ship Zone 7 Tax Group 3 Company H 09 11 2002 Terminal TODO OVR Field Description Inquiry Cust ID Enter the ID of the customer you want to assign shipping addresses to The customer s name appears Inquiry Ship To Enter the ID for the ship to address Accounts Receivable User s Manual 10 31 Ship to Addre
112. ail Enter the level assigned to the customer or press Enter to skip this field If Accounts Receivable interfaces with Inventory the Inquiry command is available In an open invoice account you track and apply payments to specific invoices In a balance forward account you track and apply payments to a monthly invoice total For an open invoice account enter I For a balance forward account enter B Distribution codes describe how payment information is to be distributed in accounts in General Ledger Accounts Receivable User s Manual File Maintenance Customers Field Description Enter the GL distribution code for the customer If you use the Maintenance F6 command the Distribution Accounts function temporarily appears After you enter the distribution code the account information appears Partial Ship If the customer accepts partial shipments select the check box or enter Y in text mode if not clear the box or enter N in text mode If the customer does not accept partial shipments and you ship an order for the customer a message warns you if you try to back order items Inquiry Tax Group Enter the ID of the tax group where you want sales Maint tax for the customer to be assigned If you use the Maintenance F6 command the Tax Groups function temporarily appears see the Resource Manager User s Manual After you enter the tax group code information about the tax group appears Taxable If
113. ake sure that you entered the correct source directory and application ID Credit limit exceeded The customer is already over the credit limit you assigned if you are on the header screen or the line item you are entering together with the other balances on account for this customer exceeds the customer s credit limit In either case press Enter to override the credit limit and continue entering the invoice or exit from the function A 2 Accounts Receivable User s Manual References System Messages Customer ID has open invoices You cannot delete the record of a customer that has open invoices on file If you know the customer has paid in full make sure that the payments were recorded and posted properly Do periodic maintenance and then delete the customer record Customer is on credit hold You cannot enter an invoice for a customer that is on credit hold xx data files exist Do you want this task to erase them The directory where you are creating files already has files for the selected application and company To continue with the conversion and erase the existing files enter Y To create only the missing files if any enter N To cancel the operation exit from the function Date must be greater than previous date entered You must enter the aging period dates in chronological order in the Cash Flow Report Delete entire transaction To delete the entire transaction use the Delete F3 command Delete
114. ansaction If you select YES and enter a credit card whose expiration date is passed a warning message appears 12 Toggle to YES or NO to indicate whether or not you want quantities and quantity breaks to appear when you enter line items 13 Toggle to YES or NO to indicate whether or not you want to be able to print invoices online as you enter them If you select NO you can print invoices only in a group after you have entered them 14 Toggle to YES if you want to use plain paper invoices Toggle to NO if you want to use forms 15 If you elected to use forms for invoices toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of invoice form you use 3 12 Accounts Receivable User s Manual Setup Setup Functions 16 17 18 19 20 21 22 23 Toggle to YES or NO to indicate whether or not you want to use prenumbered invoice forms If you select YES the system overwrites invoice numbers you enter If you select NO the system uses the invoice numbers you enter Toggle to YES if you want to use plain paper statements Toggle to NO if you want to use forms If you elected to use forms for statements toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of statement form you use Toggle to YES or NO to indicate whether or not you want to print company information on plain paper forms Toggle to YES or NO to indicate whether or not you want to be able to post data without printing
115. ansactions independently of how much money was paid You enter information in this file through the Transactions function or by copying recurring entries through the Copy Recurring Entries function If you record totals information when you are entering transactions indicating prepayment the payment information is sent to the ARCRxxx file You can also enter this information through the Cash Receipts function The ARCRxxx file records money as received when it is entered You can enter the transaction independently of entering money received for it so the customer can pay all at once some at the time of transaction and some later or all of it at a later time or several later times When you post the information from the ARTDxxx ARTHxxx and ARCRxxx files is moved to and reconciled in the ARINxxx file This file sorts its information by invoice number reconciles overall worth of the transaction with what was paid and determines how much is owed Information stays in this file until you use the Periodic Maintenance function Periodic Work When your files become too large you may clear some data using the Periodic Maintenance Purge Selected Files and Purge Customer Comments functions Periodic Maintenance When you do Periodic Maintenance for period end work several things happen e Newly calculated finance charges are added to the ARINxxx and ARCUxxx files e Period to date accumulators are cleared and credit statuses are upd
116. ant to Add The Customers function has these subscreens Change General Information e Credit and Balance Information e Credit Card Information e History Information e Ship To Addresses e Customer Comments User Defined Fields e Documents If you want to enter or change information on a subscreen select the check box or enter Y in text mode and turn to the appropriate screen below if not clear the box or enter N in text mode When you add customers you must enter general information Accounts Receivable User s Manual 10 5 Customers File Maintenance General Information If you elected to add or change general customer information this screen appears General Information ____ ee ll Gominands Edit Modes Other Help 2xe ae mnl g OK Abandon Cust ID ACE001 Name ACE BUILDERS Terms Code 2PCT 3 Address 1 1588 SE 31ST STREET 2 10 n 30 Reg Address 2 2 0 10DAYS NET 30 Address 3 City State PADUCAH kK Taj Group Code 0 Zip Country 28655 7865 us Taj Stmt Iny Code Both y Ship Zone 61 Cust Level aj Attention JACCOUNTS PAYABLE Acct Type Open Invoice Phone 15051555 1646 Distrib Code jor aj Fax 1502 1555 1566 Partial Ship Vv Contact BRIAN Class WHSL Tax Group MN aj Sales Rep 1 GPD ai Gary P Deacon Minnesota Sales Rep 2 aj Taxable El Territory MIDATL Exempt ID E Mail Address garydeacon bigmail com Web Site www ace builders com Compan
117. ant to print a message on the invoice enter it 5 22 Accounts Receivable User s Manual Daily Work Transactions 3 If you want the invoice to include the additional descriptions from the ARDExxx file select the check box or enter Y in text mode if not clear the box or enter N in text mode 4 If you do not want to print an alignment character to make sure that the forms are lined up clear the check box or enter N in text mode If you want to print an alignment character select the box or enter Y in text mode This step does not apply and this prompt does not appear if you are printing invoices on plain paper 5 The Reprint Invoice prompt appears after the invoice is printed If the invoice was printed correctly select No or enter N in text mode A blank header screen appears Enter another invoice or exit to the Online Invoice Totals screen see Online Invoice Totals on page 5 23 If the invoice was not printed correctly select Yes or enter Y in text mode The cursor goes to the Invoice No field where the next invoice number appears Reprint the invoice using the above procedures Online Invoice Totals The Online Invoice Totals screen appears when you are finished entering and printing invoices and exit from the Online Invoicing screen When you are finished looking at the invoice totals exit to the Daily Work menu The invoice numbers and dates are updated for the invoices you printed online A
118. anual Introduction OSAS Graphical Menu Modes Menu File Modes Tools Favorites Other Help Ex v GUI Functions lt Shift F6 gt Scale GUI Screens lt Shift F7 gt Command Description GUI Functions Toggles between graphical and text function screens Scale GUI Screens Toggles scaling of graphical screens on and off When selected this command enlarges graphical screens When off the command restores the OSAS screens to their original size This command does not take effect until you access a function Tools Menu File Modes Tools Favorites Other Help El A s Calculator 5 o Command Description Calculator Opens the OSAS calculator Favorites Menu Fie Modes Tools Favorites Other Help E 8 or 2 Change to Favorites lt F2 gt Command Description Change to Favorites Toggles between the Favorites and main menus See Favorites Menu on page 1 65 for more information Accounts Receivable User s Manual 1 37 OSAS Graphical Menu Introduction 1 38 Other Commands Menu File Modes Tools Favorites other Help Calculator Execute an Operating System Command Call a PRO S Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator Command Calculator Execute an Operating System Command Call a PRO 5 Program Pr
119. articular address as the default Ship To Address through Accounts Receivable press D At the confirmation message use the Proceed OK command to accept the address as the default e Toreturn to the previous customer maintenance screen you selected press P If you did not select another screen the Customers selection screen appears e To continue with the next customer maintenance screen you selected press N If you did not select another screen the Customers selection screen appears Accounts Receivable User s Manual 10 21 Customers File Maintenance 10 22 e To add an address press A To edit a card press Enter In either case a Ship To Address dialog box appears j Append Ship To Address 15 x dommands Edit Modes Other Help 2xe Be ma amp OK Abandon Ship To b Name Addr1 Addr 2 Addr 3 City Country A State aj Zip Code HE Ship Via Ship Zone a Tax Group El Field Description Ship To Enter the ID for the ship to address Name Address 1 3 Enter the customer s name and address city state City State Zip Code Country Ship Via Ship Zone zip or postal code and country code or accept the default information if you are editing an address You can use the Inquiry F2 command to look up and select states and country codes from the lists that appear Enter the method you usually use to ship items to the customer for example the name of a
120. ate Year to Date Last Year Payments 00 96231 7 68 31581 72 36 00 CompanyH 09 12 2002 Terminal TOOO OVR 1 Enter the payment method code with which you want to work To delete the payment method code use the Delete F3 command 2 Accept the default description or enter a description of the payment method This description appears when you use the Inquiry F2 command in a Payment Method field Accounts Receivable User s Manual 11 11 Payment Methods Codes Maintenance 3 Accept the default short description or enter a short description of the payment method This description appears on statements unless the payment method is a check in that case the check number appears 4 Enter the type of payment to which the payment method belongs Inquiry 5 This field appears if the payment type is cash or check Enter the bank account ID associated with the payment method Inquiry 6 This field appears if the payment type is credit card Enter the credit card customer ID associated with the payment method To track receivables from a credit card company as you would monies owed you by other customers enter the credit card company as a customer in the Customers function see page 10 3 and enter C in the Group Code field to identify it as a credit card company Inquiry 7 Enter the default general ledger account associated with the payment code Maint The Inquiry and Maintenance commands ar
121. ated in the ARCUxxx file Accounts Receivable User s Manual 1 19 The Accounts Receivable System Introduction e Aging balances are updated in the ARHSxxx files Month to date gross sales amounts are cleared in the ARSRxxx file e Month to date payments are cleared in the ARPYxxx file e Finance charges are posted to the GLJRxxx file if Accounts Receivable interfaces with General Ledger You can also make the system clear year to date finance charges in the ARCUxxx file e The period in the ARPDxxx table increments by one When you do Periodic Maintenance for quarter end work several things happen e All period end tasks are done e Quarter to date totals are cleared in the ARPYxxx and ARCUxxx files When you do Periodic Maintenance for year end work several things happen e All period end and quarter end tasks are done e Last year accumulators are updated and year to date accumulators are cleared in the ARPYxxx and ARCUxxx files e Year to date gross sales amounts are cleared in the ARSRxxx file You can also make the system clear the high balance in the ARCUxxx file The following chart shows the effects of periodic maintenance on the ARCUxxx file Value Updated or Increased Decreased General Use the Customers Information function Customer Use the Customers Comments function 1 20 Accounts Receivable User s Manual Introduction The Accounts Receivable System
122. bandon Pick Tax Authority From Thru N Ca Mm Tax Location From aj sj Thru Print By Tax Location Tax Authority Print Sales Iv Purchases IV Zero Balance Tax Classes Company H 09 11 2002 Terminal TODO OVR 1 Enter the range of tax authorities and tax locations you want to include in the report or leave the boxes blank to include all 2 Select the order in which you want to print the report 3 If you want to print sales purchases and zero balance tax classes select the appropriate check box or enter Y in text mode if not clear the box or enter N in text mode Accounts Receivable User s Manual 9 3 Sales Tax Report Periodic Processing 4 Select the output device A sample Sales Tax Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 4 Accounts Receivable User s Manual Periodic Processing Sales Tax Report Sales Tax Report 12 31 2000 Builders supply 2 50 PM sales Tax Report By Tax Location General Ledger Accounts Ti Tax Loc Name Level Tax Auth Tax ID Tax Liabilty Tax Expense Refundable Frt Misc california Resale Description Tax Per Ref Per over Short Refundable Consumer Goods 4 Purchases Resale Sales Sales E Purchases Exempt sales E Sales x Purchases Ind agr Prod a Sales Purchases Interstate Comm Sales a Purchases Motor vehicles Sales Purchases Food Products
123. by each terminal It is updated each time you enter or change a transaction The ARCTxxx Transaction Control file keeps track of the transactions in use by each terminal It is updated each time you enter or change a transaction When you complete a transaction the record is deleted Accounts Receivable User s Manual 1 13 The Accounts Receivable System Introduction History Files The history files get information as aresult of a post The ARHSxxx Summary History file contains information for each item sold to each customer in each period Three types of summary records are created a company record a customer record and an item record This file is used only if you elect to save summary history in the Resource Manager Options and Interfaces function The ARHIxxx Detail History file contains detailed information about accounts receivable transactions This file is used only if you elect to save detail history in the Resource Manager Options and Interfaces function The ARHDxxx Additional Descriptions History file contains additional descriptions from entries that were posted to the ARHIxxx file These descriptions can also be printed in the Detail History Report This file is used only if you elect to use the additional descriptions option and to save detail history in the Resource Manager Options and Interfaces function File Interaction The Accounts Receivable system tracks money paid in terms of customers When you e
124. c Class Sales Tax The tax location appears The tax amount appears Accept the default sales tax adjustment or enter a different amount The tax location for the adjustment appears Accept the default tax class or enter a different tax class The total sales tax appears When you approve your entries you are returned to the Totals Information screen Invoice Total Payment 1 2 Accounts Receivable User s Manual The total amount of the invoice the subtotal plus the freight charges sales tax and miscellaneous charges appears Enter the payments made 5 21 Transactions Daily Work Payment Method 1 2 For cash enter the payment method code For acheck you are prompted to enter the check number For a credit card enter the card number and name the expiration month year and the authorization number For other types of payment enter a memo if desired Online Invoicing When you press O on the Invoices screen the Online Invoicing screen appears Online Invoicing BEI Commands Edit Modes Other Help 2X tl se mal 8 OK Abandon Invoice No 00002081 Message for Invoice Thank you for your order Print Additional Descriptions Iv Company H 05 30 2002 Terminal T000 OVR 1 Enter the invoice number or accept the default number If you are printing an invoice you did not assign a number and invoice to the system date is used as the invoice date 2 Ifyou w
125. ccept the default date or enter the date of the first paid invoice you want to include in the statements Paid invoices dated on or after the date you enter are included in the statements If you want to print customers year to date finance charges on the statements select the check box or enter Y in text mode if not clear the box or enter N in text mode If you want to print purchase order numbers on the statements select the box or enter Y in text mode if not clear the box or enter N in text mode Select the order in which you want to print the statements Select the group of customers whose statements you want to print The messages that were used the last time you printed the statements appear Accept the messages for their respective aging periods or enter different messages The messages are printed on the statements Select the output device See Output the Report on page 1 74 for more information If you elect to print the statements an alignment character is printed in the statement s top right hand corner If the X is not centered in the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode The alignment character is printed again Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the statements After you print the statements the Open Invoices menu appears Accounts Receivable
126. ce the Customer Analysis Report before you do periodic maintenance because periodic maintenance clears several fields in the ARCUxxx Customer file Select Customer Analysis Report from the Open Invoices menu The Customer Analysis Report screen appears a Customer Analysis Report E loj xj Commands Edit Modes Other Help 2x re ma g OK_ Abandon Pick Customer ID From aj Thru aj Select Period to Date History Quarter to Date History Year to Date History Last Year History lt I lt I lt I lt I C Customer ID O Sales Rep ID CompanyH 09 11 2002 Terminal T000 OVR Inquiry 1 Enter the range of customers you want to include in the report or leave the boxes blank to include all customers Accounts Receivable User s Manual 7 25 Customer Analysis Report Open Invoices 7 26 Select or clear the check box or enter Y or N in text mode to indicate the types of history information you want in the report The selections progressively cover more history for example the year to date history includes period to date history When you elect to include a field the information is broken down at that level For example when you include Period to Date the period information is broken down as such When you exclude Period to Date and include Year to Date the period to date information is presented as an overall part of the year s total Select the order in which you want t
127. certain setup tasks and view function information To access the menu click the right mouse button anywhere on the graphical or start style main menu Command Description Add to Remove Use the Add to Remove Favorites Menu button Favorites F10 to add the desired submenu or function to or from your Favorites menu Change to Toggles your display menu between the Favorites Favorites Main and main menus F2 Sample Data Live Switches between sample and live data Data F5 Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual describes its use Function Displays information about the selected function Information F1 Accounts Receivable User s Manual 1 41 OSAS Graphical Menu Introduction Data Set Data Set Live Data Sample Data On the start style main menu you can select the Live Data radio button to work with live data or select the Sample Data radio button to work with sample data You can also press F5 to toggle between sample and live data Change Company Field H Builders Supply On the start style or graphical main menu select the company to change to from the list box 1 42 Accounts Receivable User s Manual OSAS Text Functions Like the text menu OSAS text function screens can be used on all operating systems On W
128. ches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Accounts Receivable User s Manual Introduction Menu and Function Commands Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands The buttons are available only in graphical mode Hot Key Button Home z Page Up 3 Up Down Page Down y End zj F3 Insert Enter Operation Moves to the first line item in the entire list Moves to the previous screen or to the first line if you are on the first screen Moves up one line item Moves down one line item Moves to the next screen or to the last line if you are on the last screen Moves to the last line item in the entire list Deletes the line item in the selected line Inserts a line item at the selected line Edits or views the line item in the selected line In Field Editing Commands When the cursor is in a field that contains information you can use the following commands Hot Key Right Left Delete Accounts Receivable User s Manual Description Moves the cursor to the right Moves the cursor to the left Deletes the character the cursor is on 1 63 Menu and Function Commands Hot Key Insert Home End F9 Undo F10 Delete to End of Line Shift F9 Copy Field Contents Shift F10 Paste Field Conten
129. ciated with a recurring entry use the Transactions function If the customer is associated with a recurring entry use the Copy Recurring Entries function The information about recurring entries is copied to the ARTDxxx and ARTHxxx Transaction files Use the Cash Receipts function to apply payments to on account balances Then use the Edit Cash Receipts function to edit cash receipt information This information is kept in the ARCRxxx Cash Receipts file If you want to deal with transactions in batches and you elected to use batches in the Resource Manager Options and Interfaces function you can use the Change Batches or Batch Control functions Accounts Receivable User s Manual Transactions Use the Transactions function to enter customer invoices cash invoices and miscellaneous credits or to edit transactions The transactions are stored in the ARTDxxx and ARTHxxx Transaction files until you post them to the ARINxxx Open Invoice file If you enter payments for the transaction the payment information is stored in the ARCRxxx Cash Receipts file until you post it to the ARINxxx file You can enter a transaction independently of when you assign payments to it You can enter a transaction before receiving any payment having received partial payment or having received the entire payment After you finish entering an invoice you can print it online if you elected to print online invoices in the Resource Manager Option
130. comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize customers by name put the first characters of the name in the custome
131. count type determines which information you enter for the customer The distribution code you enter determines the general ledger accounts that are used to post accounts receivable freight and miscellaneous charges to the general ledger If the customer does not accept partial shipments clear the check box or enter N in text mode for the Partial Ship field A message appears if you enter backorder quantities for a customer that does not accept partial shipments You can enter a default tax group which is used to calculate sales tax on transactions for the customer Next designate transactions for the customer as taxable or nontaxable If the customer is nontaxable enter the customer s tax exemption ID You can also enter the customer s e mail and web site addresses Credit and Balance Information You can enter a default method of payment for the customer If you assess finance charges for a customer check the box or enter Y in text mode in the Fin Charge field and enter the applicable Finance Charge Code When you run the Calculate Finance Charges function the New Fin Chg field is updated if the customer has an overdue invoice The finance charge is based on the information in the ARFCxxx Finance Charge Codes file When you run the Periodic Maintenance function the amount in the New Fin Chg field is added to the amount in the Unpaid Fin Chg field Then the New Fin Chg field is cleared 3 20 Accounts Receivable User
132. ction help 1 41 function keys Ctrl J 1 51 Ctrl Z 1 51 Del 1 63 Down Arrow 1 50 End 1 64 F1 1 53 F10 1 51 1 64 F2 1 50 1 57 F3 1 50 FS 1 50 F6 1 50 F7 1 51 F9 1 64 Home 1 64 Ins 1 64 Left 1 63 PgDn 1 50 PgUp 1 50 Right 1 63 Shift F3 1 62 Shift F4 1 62 Shift F5 1 62 Shift F6 1 62 Shift F7 1 62 Shift F8 1 62 Accounts Receivable User s Manual Shift Fl 1 53 Shift F10 1 64 Shift F3 1 55 Shift F4 1 55 Shift F5 1 55 Shift F6 1 55 Shift F7 1 55 Shift F8 1 55 Shift F9 1 51 1 64 Up Arrow 1 50 G General Information screen 10 6 setting up for customers 3 19 General Ledger effects of posting transactions 6 30 interface with Accounts Receivable 3 9 posting detail or summary information to 3 13 GL Codes definition 10 43 function 11 3 GL Codes file description 1 10 Global Inquiry defined 1 3 graphical menu exiting from 1 34 features of 1 33 right click menu 1 41 1 57 sample screen 1 34 graphical menus right click menu 1 41 1 57 group codes assigning to customers 3 19 definition 10 8 recurring entries 3 19 3 24 GUI Text Using OSAS with Contractors Job Cost 1 33 H Header Information Recurring Entries screen 10 38 Transactions screen 5 6 Help 1 41 function key 1 53 IX 8 pull down menu command 1 53 tool button 1 39 1 56 help commands F3 1 59 F6 1 59 F7 1 59 History command 1 70 History Information chan
133. ction on the Codes Maintenance menu before you set up the customer records in the Customers function on the File Maintenance menu Information Inquiry Use the Information Inquiry functions to view not change information about customers invoices and history If you are running OSAS through a multiuser network several people can look up the same information at the same time Accounts Receivable User s Manual 1 7 The Accounts Receivable System Introduction 1 8 Daily Work After you establish the valid codes and IDs through the File Maintenance and Codes Maintenance functions you can use the Daily Work functions to enter transactions that involve a sale Use the Daily Work functions to track sales record payments as they come in track recurring entries as the money comes due and work with transaction batches Open Invoices and Reports Accounts Receivable offers three categories of reports transaction open invoice and history The transaction reports reflect activity before you post After you have produced all the transaction reports you are ready to post The open invoice reports reflect money due but not necessarily paid after you post You can use other functions on the Open Invoices menu to hold or release open invoices and to calculate finance charges for customers whose invoices are past due The history reports reflect activity after you post After you have produced the history reports you are ready to do pe
134. d by the copy process Tag the file to change fields in the file 11 Select a command e Press Tab to switch to the Values section of the screen e Press Enter to toggle a file as included or excluded from the copy process e Press A to tag all of the files e Press N to untag all of the files Accounts Receivable User s Manual 10 67 Change Fields File Maintenance e Press B to begin the change field process e Press H to return to the header section to change the selection you made for printing the log e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved 12 When you have tagged the files you want to change press B to begin the change process When the changes are complete the log prints if you elected to produce it 13 Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu Change Fields Log 12 31 2000 Builders supply 6 12 PM change Code Log File name Records Read Records Converted original Total Record New Total Records ARCCH ARCRH ARHIH ARHSH ARINH ARPYH ARREH ARRHH ARSAH ARTDH ARTHH INAIH 6 INHIH Improper field length for Record Test KNUM 0 Record ENTRY 457 INHIH 120 INLHH Improper field length for Record Test KNUM 0 Record ENTRY INLHH 0 INSHH Improper field length fo
135. d invoices with check dates before the date you specify are removed from the ARINxxx file e Detail history with invoice dates before the date you specify is removed from the ARHIxxx file e Summary history before the period fiscal year you specify is removed from the ARHSxxx file e Recurring entries with cutoff dates before the date you specify is removed from the ARRDxxx ARRExxx and ARRHxxx files 1 22 Accounts Receivable User s Manual Introduction The Accounts Receivable System Application Interaction Accounts Receivable can be used as a standalone application but you get optimal use from it when you interface it with other applications Becounts Bank Receivable Reconciliation Job Cost Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way For information about application interfaces see page 3 9 Accounts Receivable User s Manual 1 23 Conventions This manual helps you install OSAS on any standard computer running any of several popular operating systems and helps with your accounting software questions Use the manual as a reference for the OSAS interface and application functions Manual Conventions This manual is divided into the following sections e This introduction provides an overview of this application and the OS
136. d maintenance at the end of the year 9 8 Accounts Receivable User s Manual Periodic Processing Periodic Maintenance If you have a multiuser system make sure that no one else is using the Accounts Receivable system while you are doing periodic maintenance If you run this function while someone else is using the ARCUxxx ARSRxxx ARINxxx ARRHxxx or ARRExxx files the files are not updated Select Periodic Maintenance from the Periodic Processing menu The Periodic Processing screen appears A Periodic Maintenance E lol xj lt mmands Edit Modes Other Help 2xe Bea manl g OK Abandon Have You r Choose One Printed Statements Period End Maintenance Printed the Customer Analysis Report Quarter End Maintenance Backed Up Your Data Files IV Year End Maintenance Vv r Current Period Fiscal Year 08 2002 Company H 09 11 2002 Terminal T000 OVR 1 The information in the Customer Analysis Report comes from the ARCUxxx ARINxxx and ARSRxxx files Since the Periodic Maintenance function affects the data in the ARCUxxx file print statements the Customer Analysis Report and back up your data files before you do period quarter or year end maintenance If you have not printed the statements printed the Customer Analysis Report and backed up your data files see the Resource Manager User s Manual clear the check box or enter N in text mode return to the Periodic Processing
137. days 00 61 90 days 00 91 120 days 00 121 days 136738 44 Unapplied Credits 00 Total Due 136738 44 Customer Eirst Last Next Prev General History Invoices Company H 08 29 2002 Terminal T000 OVR The information that appears comes from the ARCUxxx file and is entered using the Customers function see page 10 3 Use the commands or buttons in graphical mode on the command bar to find the information you need See the table in the General Information section for more information When you are finished looking at the information press G to return to the Customers General Information Inquiry screen Accounts Receivable User s Manual Customers and Open Invoices Information Inquiry Look at Customer History To look at the sales and payment history for the customer press H The customer history inquiry screen appears AE Commands Edit Modes Other Information Help 2xesbela3l amp OK__ _Abandon Cust ID g Name ACE BUILDERS Period to Date Otr to Date Year to Date Last Year Sales 26650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 48490 15 492899 03 370863 25 Number of Invoices 2 4 14 8 Finance Charge 00 Payments 00 647524 54 1627397 84 1110548 58 Discounts 00 00 12630 63 1595 38 Number of Payments 0 14 5 Total Days to Pay 0 95 715 211 Average Days to Pay 0 00 47 50 51 07 42 20 First Date Last Date Last Amount Last Inv
138. disputed invoices on hold to halt aging or release held invoices calculate finance charges for invoices past due and produce several reports to serve as areference of your open invoices and as part of a larger audit trail for all transactions Accounts Receivable User s Manual Hold Release Invoices Use the Hold Release Invoices function to put disputed invoices on hold release held invoices split apayment or credit into several parts or reapply a payment or credit to an outstanding invoice If you put an invoice a miscellaneous credit or a cash receipt on hold it does not appear on the customer s statement but it continues to age properly Finance charges are not assessed for held invoices Select Hold Release Invoices from the Open Invoices menu The Hold Release Invoices screen appears Hold Release Invoices loj xj Commands Edt Modes Other Scroll Commands Help 2x Be man g OK Abandon Customer ID aj ACE BUILDERS Account Type Open Invoice Invoice Type Stat Inve Date Check No Gross Amount Discount 12670046 NVI REL 09 05 2000 74619 56 1492 39 z 12670064 REL 11 24 2000 35467 99 709 36 F 12670074 REL 12 21 2000 21722 07 434 44 aj 24889030 REL 12 09 2000 4928 82 98 58 Hold release all Spit reapply Customer Eirst Last Next Prev Goto Company H 09 09 2002 Terminal T000 OVR Inquiry Enter the ID of
139. dy to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Accounts Receivable data files You can upgrade from version 3 2 4 xx 5 xx or 6 0x If you want to convert to version 6 1 from a version earlier than 3 2 contact a client support representative You must install the new version of Accounts Receivable before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Tax classes locations and groups are kept in Resource Manager the RMCDxxx RMTXxxx and RMGCxxx files If you are converting Accounts Receivable from a version previous to 5 0 and you want Accounts Receivable to use the tax information from the earlier version use the Data File Creation function on the Resource Manager files first The Accounts Receivable conversion then moves the information from the old files to the new ones Before you convert an application s files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files do these things e Back up your data files e Make sure that no unposted transactions are in your current version Accounts Receivable User s Manual 2 5 Conversion Installation and Conversion
140. e Ship to numbers are a shorthand method of entering addresses of places where you want goods to be shipped When you enter invoices and credit memos you can enter the ship to address number and the shipping information appears You can assign 999 999 ship to numbers to a customer record in the ARCUxxx file Recurring Entries If some individual customers or groups of customers regularly have the same billing requirements you can set up the invoices in the ARRExxx ARRDxxx and ARRHxxx files and then copy them to the ARTHxxx and ARTDxxx files when they come due You can set up only noninventory recurring entries Group Codes When you set up customer records you assigned a group code to each customer Use the group codes to set up recurring entries for groups of customers For example if you bill group code 4 customers 50 every month you enter 4 in the Sold to field The asterisk indicates that the entry is a group recurring entry When you use the Copy Recurring Entries function the system creates an invoice for every customer with group code 4 Run Codes The run code is a unique number that you assign to each recurring entry You copy recurring entries to the ARTDxxx and ARTHxxx files by run codes 3 24 Accounts Receivable User s Manual Setup Setup Functions If you do not want to copy an entry to the ARTDxxx and ARTHxxx files after a particular date enter a cutoff date for it You can use the Periodic Mai
141. e e Whether the commission is a percent of gross profit or net sales e Whether the commission is based on booked sales or paid invoices e Whether the commission is based on any combination of line items tax freight charges and miscellaneous charges When you enter an invoice you can specify one or two sales reps who receive the commission and the percentage of the sale that each rep s commission rate from the ARSRxxx file is based on For example sales rep A receives a 30 percent commission on line items The commission is based on net sales and the sales rep receives it when an invoice is paid For invoice 55 the total of the line items is 10 000 Sales rep A receives a commission on 40 percent of the sale the commission from the other 60 percent of the sale goes to sales rep B For sales rep A the commission is based on 4000 the commission is 1200 4000 times 30 percent A similar process is used to calculate the commission of sales rep B The Commissions Report shows sales information for sales reps Only the amount of paid commissions is shown If an invoice is partially paid the commission for the paid portion is adjusted proportionally In the example above if 8000 80 percent of the invoice were paid so far the commission in the Commissions Report for sales rep A would be 960 or 80 percent of the 1200 The report shows the commission on the remaining 2000 20 percent when the remaining amount is paid If yo
142. e Date Last Sale Amount Last Inv No First Payment Date Last Payment Date Last Payment Amount Last Payment Number Customer High Balance Accounts Receivable User s Manual Description Calculation of the average number of days the customer took to pay all invoices this period this quarter and this year is based on your entries in the Tot Days Pay and No Pmis fields Enter the date of the first sale to the customer Enter the date of the last sale to the customer This field is updated when you post transactions Enter the amount of the last sale to the customer This field is updated when you post transactions Enter the number of the last invoice you received from the customer This field is updated when you post transactions The date of the customer s first payment appears Enter the date of the last payment the customer made This field is updated when you post transactions Enter the amount of the last payment the customer made This field is updated when you post transactions Enter the number of the last check the customer issued to you This field is updated when you post transactions If the customer s last payment was with cash or by credit card CASH appears Enter the highest outstanding balance the customer has had This field is updated when you post invoices You can clear the customer s high balance when you do year end maintenance 10 19 Customers File Maintenance 10
143. e Date From 1 01 2000 Thru fi 1 30 2000 _xX Line Item Detail C Invoice Detail C Sales Rep Summary Zn 7 30 CompanyH 09 11 2002 Terminal Toood OVR Enter the range of sales reps whose commissions you want to include in the report or leave the boxes blank to include all sales reps Enter the range of dates of the invoices to be taken into account in the report Select the type of detail you want to include in the report Select the output device See Output the Report on page 1 74 for more information After you produce the report the Open Invoices menu appears Accounts Receivable User s Manual Open Invoices Commissions Report Commissions Report 11 08 2002 1 58 PM sales Rep DMM Employee ID Name Donna M Mendelsohn Cust ID Inv No Inventory ID TENOOL TENOOL TENOOL 12670069 12670069 12670069 11 11 2000 11 11 2000 11 11 2000 11 12 2000 11 12 2000 11 12 2000 11 15 2000 11 15 2000 11 15 2000 11 15 2000 11 15 2000 11 15 2000 TRANSACTION TOTALS TENOOL TENOOL TENOOL 24889029 24889029 24889029 TRANSACTION TOTALS DALOOL DALOOL DALOOL DALOOL DALOOL DALOOL 12670066 12670066 12670066 12670066 12670066 12670066 100 150 450 460 TRANSACTION TOTALS Sales Rep DMM Total Based on 011 08 2002 1 58 PM sales Rep GPD Employee ID DEAOOL Name Garry P Deacon Inventory ID Los001 Los001 Losool 12670070 12670070
144. e User s Manual Description Press Enter to assign the cash receipt to the period or enter a different period The system needs the period for sorting when you post For an unapplied receipt from someone other than a customer press Enter to skip this field For a customer whose record is in the ARCUxxx file enter the customer ID If you use the Maintenance F6 command the Customers function temporarily appears After you enter the ID the customer s name and type of account balance forward or open invoice appear Enter the payment amount you received Accept the default payment method for the customer if any or enter a different method of payment If you enter a payment method of cash or check the Bank ID and Check Number fields appear If you enter a payment method of credit card the Card Number Card Holder Expiration Date and Authorization Code fields appear If you enter a payment method of write off or other the Memo field appears This field appears only for balance forward customers The aging code you assign determines to which aging bucket the cash receipt is assigned You can assign one of these values for the aging code 5 27 Cash Receipts Daily Work Field Description 0 apply to the oldest item 1 apply to the unpaid finance charge 2 apply to the 121 day bucket 3 apply to the 91 120 day bucket 4 apply to the 61 90 day bucket 5 apply to the 31 60 day bucket 6
145. e available if Accounts Maint_ Receivable interfaces to General Ledger 8 Enter the amount of the payments received using this payment method this period this quarter this year and last year When you post transactions the ARTDxxx and ARTHxxx Transaction files update the ARPYxxx file After you save the payment method information enter information about a different payment method or exit to the Codes Maintenance menu 11 12 Accounts Receivable User s Manual Finance Charges Use the Finance Charges function to set up different finance charge codes for specific customers Assign the finance charge codes to the customer when you set up the customer s record The codes are used to determine the finance charges when you run the Calculate Finance Charges function Select Finance Charges from the Codes Maintenance menu The Finance Charges screen appears Ja mmands Edit Modes Other Help 2xebealma amp OK_ Abandon Finance Charge Code ou Taj Description Finance charge code from 5 2 Percent 150 Minimum Charge Open Invoice Days 30 Balance Forward Days fi 30 Days y Company H 09 12 2002 Terminal TODO OVR 1 Enter the finance charge code with which you want to work 2 Accept the default description or enter a description of the finance charge code 3 Enter the percentage The finance charges are calculated by applying this percentage to the past due balance for
146. e changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Accounts Receivable User s Manual 3 29 Information Inquiry Customers and Open Invoices Open Invoices Detail History Summary History Accounts Receivable User s Manual 4 3 4 11 4 13 4 17 4 1 Information Inquiry 4 2 Introduction Use the functions in this chapter to look at information about customers invoices and history You cannot use Information Inquiry functions to add or change information Before you post information you can use these functions at any point in your work cycle to view customer information After you post information the information becomes historical You can use the Summary History function if you elected to keep summary history in the Resource Manager Options and Interfaces function You can use the Detail History function if you elected to keep detail history in the Resource Manager Options and Interfaces function Accounts Receivable User s Manual Customers and Open Invoices Use the Customers and Open Invoices function to look at customer records and open invoices This information comes from the ARCUxxx Customer file and the ARINxxx Open Invoice file General Information Select Customers and Open Invoices from the Information Inquiry menu The Customers and Open Invoices inquiry screen app
147. e following commands when a report appears on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down Operation Moves to the previous page of the report Moves to the next page of the report Moves directly to the top of a group of pages Moves directly to the bottom of a group of pages Exits to the menu from any point in the report Moves left one character Moves right one character Toggles between the left and right halves of a report Moves a line up and down the screen to line up information when you toggle between halves of a report Accounts Receivable User s Manual Installation and Conversion Installation Conversion Accounts Receivable User s Manual 2 3 2 5 2 1 Installation Before You Install Accounts Receivable Make sure your system meets these minimum requirements before you install Accounts Receivable The Accounts Receivable system needs a minimum of 13 megabytes 13Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you create and maintain The OSAS system requires at least one megabyte 1Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Accounts Receivable Use the Install Applications function in Resource Manager see the Resource Manager User s Guide to
148. e is locked other users cannot access it during posts and other functions that need to keep the file intact e The function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that doesn t solve the problem get help from a support technician e You are working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want A 4 Accounts Receivable User s Manual References System Messages In any case press Enter to get back to the menu correct the problem and select the function again filename does not exist Cannot convert it One of the files listed in xxDATA is not in your old data directory See Destination file drive path file name not found No conversion GL account is amemo account You cannot use a memo account in the sales COGS or inventory account GL account is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number the Inquiry F2 command is available Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Month out o
149. e menu The Terms screen appears ll Commands Edit Modes Other Help 2x re maB g OK Abandon Terms Code 1PCT a Type Reg y Percent 1 0 Discount Days 10 Net Due Days 30 Description fi 10 n730 CompanyH 09 12 2002 Terminal T000 OVR 1 Enter the terms code with which you want to work Accounts Receivable User s Manual 11 7 Terms Codes Maintenance If you want the terms to be prox terms calculated as days from the beginning of the next month enter P If you want the terms to be regular terms calculated as days from the invoice date enter R Enter the discount percentage used for the terms up to 100 0 or accept the default percentage Enter the number of days for which the discount is valid Enter the number of days the customer is given to pay the net due without a discount The description that appears is based on your entries in the previous fields and appears on the customer invoice and statement Accept the default description or enter a different description The terms code represents ongoing terms of payment Leaving all fields zero means that you want cash on delivery COD After you save the terms code information enter information about a different terms code or exit to the Codes Maintenance menu Accounts Receivable User s Manual Shipping Methods Use the Shipping Methods function to set up and maintain the codes used to describe shippin
150. e next screen you selected appears If you did not select another screen the Customers selection screen appears Accounts Receivable User s Manual 10 13 Customers File Maintenance Credit Card Information If you elected to add or change the customer s credit cards this screen appears Credit Card Information 2 loj xj Commands Edit Modes Other Scroll Commands Help 2xe re ma g OK Abandon Customer ID ACE001 ACE BUILDERS Open Invoice Validate Credit Cards Vv Pymt Method Card Number Cardholder s Name Expires 22 Ace Builders Inc 7 2001 zj 2111737790209022 Ace Builders Inc 9 2002 Fl 1111634766239920 Ace Builders Inc 4 2001 al y y zj Company H 09 11 2002 Terminal TODO OVR The Credit Card Information screen stores multiple credit card numbers names and expiration dates for the cards commonly used by the customer for prepayments and paying invoices on account You can elect to verify credit card numbers entered in the Transactions and Cash Receipts functions against this file or you can use the information on this screen for reference only If you want to restrict credit card numbers entered during transaction and cash receipt entry to the card numbers in this list select the Validate Credit Cards box or enter Y in text mode if not clear the box or enter N in text mode If you elect to validate card numbers and you ente
151. ears Customers and Open Invoices r q Commands Edit Modes Other Information Help 2xe re mal g lol x DK Abandon Cust ID g Name ACE BUILDERS Terms Code 2PCT Address 1 1588 SE 315T STREET 2 10 n 30 Reg Address 2 2 0 10DAYS NET 30 Address 3 City State PADUCAH KY Group Code 0 Zip Country 28655 7865 us Stmt Inv Code Both Ship Zone 01 Cust Level ACE001 Attention ACCOUNTS PAYABLE Acct Type Open Invoice Phone 505 555 1646 Distrib Code 01 Fax 502 555 1566 Partial Ship Vv Contact BRIAN Class WHSL Tax Group MN Sales Rep 1 GPD Garry P Deacon Minnesota Sales Rep 2 Taxable fz Territory MIDATL Exempt ID E Mail ddress garrydeacon bigmail com Web Site www ace builders com Previous Balance Customer First Last Next History Invoices Ship to s User fields Company H 09 04 2002 Terminal TODO OVR 1 Enter the ID of the customer whose information you want to look at or press Enter to look at information about the first customer Accounts Receivable User s Manual 4 3 Customers and Open Invoices Information Inquiry 2 Use the commands buttons in graphical mode in the command bar of each inquiry screen to find the information you need Command Action Customer Press C to look at a different customer record Then enter the customer ID First Press F to look at the first customer record on file Last Press L to look at the last customer rec
152. ed Trial Balance report see on page 7 9 to make sure that the accounts are aged correctly Then 1f you want information about individual invoices for some open invoice customers use the Invoices option in the Transactions function see on page 5 3 to enter the invoices manually 4 When the ARINxxx file is correct post the invoices Accounts Receivable User s Manual 10 63 Change Fields Use the Change Fields function on the File Maintenance menu to change any code used from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log appears on page 10 68 When you select Change Fields from the File Maintenance menu the Change Fields screen appears Change Fields 3 Efe g x Commands Edit Modes Other Scroll Commands Help xu Bajaa 808 OK Abandon Field ID AR TERMS CODE Print Loa VV Original Value New Value File Description Time Tag zj Customer File Vv Sl uring Entries Detail iv El a a F Transaction Header Vv SO Recurring Order Header cd SO Recurring Order Detail d 2 F r T Y 3 zj F Line No 000001 of 000000 Tab tag Enter edit Append Begin code change Header Goto Field ID Company H 09 11 2002 Terminal TODO OVR The screen contains th
153. eivable Information menu the Customer Comments screen appears 5 Customer Comments SBE Commands Edit Modes Other Scroll Commands Help 2xtze gt elgaol or Abandon Customer ACE0DT ACE BUILDERS Ref ID End Date 06 01 2000 Comment PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS zj TRACER PUT ON LAST SHIPMENT El ACE AGREED TO PAY 3000 ON 2 1 89 aj PLEASE NOTIFY JANE AT ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE Y yl z Ref ID end Date new ID First Next Prev Last Gata Company H 06 01 2000 Terminal TODO OVR The window that appears and the supporting function are identical with the Customer Comments window in the Customers function on the File Maintenance menu You can use this window to add change and view comments When you are finished viewing the information use the Exit F7 command to return to the function screen you were using Accounts Receivable User s Manual C 3 Information Windows References Customer History Window When you select Customer History from the Accounts Receivable Information menu the Customer History screen appears Detail History Inquiry i x Commands Edt Modes Other Scroll Commands Help 2xe Be ma amp Ok Abandon Customer ID ACE BUILDERS Start Date Tp Invoice Date Item Job Description Quantity Units Amount
154. eivable User s Manual Setup Setup Functions Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Accounts Receivable system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Accounts Receivable data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Accounts Receivable application itself each of the Accounts Receivable menus and the individual functions After you have set up your access codes print a list of the codes and store it in a safe place
155. eld If you are entering a miscellaneous credit you can skip this field Accounts Receivable User s Manual Daily Work Field Ship Date GL Period Taxable mauiy_ Tax Group Maint Description Transactions Description If you entered a picking slip number enter a shipping date or press Enter to skip this field If you are entering a miscellaneous credit you can skip this field Press Enter if you want to post the transaction to the default period or enter a different period If you enter an invoice in one period and then ship it in a different period the GL period adjusts accordingly If any part of the transaction is taxable select the check box or enter Y in text mode if not clear the box or enter N in text mode Enter the group where the tax is to be applied even if the transaction is not taxable If you use the Maintenance F6 command the Tax Groups function temporarily appears see the Resource Manager User s Manual After you enter the tax group the description of the group appears Accept the default description of the tax group or enter a different description When you save the header information the line item entry screen appears Accounts Receivable User s Manual 5 11 Transactions Daily Work Line Item Entry The Invoices line item entry screen appears for one of three reasons e You are creating an invoice and have finished entering header information
156. elds ISIRIKIGIGIGIS Company H 09 11 2002 Terminal TODO OVR Accounts Receivable User s Manual 10 3 Customers File Maintenance 10 4 Field Customer ID Copy From Customer Name Description Enter the ID of the customer with which you want to work To delete the customer record use the Delete F3 command Before you delete a customer record perform Periodic Maintenance see page 9 7 and make sure that the customer does not have a balance or open invoices in the ARINxxx Open Invoices file When you delete a customer record the customer s comments are not automatically deleted You must use the Purge Customer Comments function see page 9 13 to delete the comments If you entered a new customer ID you can copy the class sales rep territory terms code group code statement code customer level account type and tax information from an existing customer record If you frequently use a particular combination of tax codes distribution codes and other information set them up with the customer name Default When you enter a new customer that uses the same information you can copy from the Default customer Enter the ID of the customer whose record you want to copy If you entered an existing ID in the Customer ID field the customer s name appears if not the field is skipped Accounts Receivable User s Manual File Maintenance Customers Field Description Do You W
157. elect Print from the File menu To exit from this screen select Exit from the File menu Save the Report as a File To save the report as a text file select File or enter F The data path set up for the workstation in the Defaults function on the Resource Manager Workstation Configuration menu appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the filename followed by the txt extension The filename plus extension that you enter must be less than 35 characters Press Enter to save the report in that directory View the Report on Screen Text Screens Only If you are using text screens you can view selected reports directly in the OSAS screen Keep in mind that this option displays the report one page at a time storing previously viewed pages in the workstation s memory Use the Defaults function on the Resource Manager Workstation Configuration menu to limit the number of screen pages you can view to conserve memory resources Follow these steps to view the report on screen 1 Enter S to select S creen 2 When available enter S if you want to view the report in standard width or C if you want to view it in compressed width 3 When the report appears press Enter to view the next page or Page Up to view previous pages 1 76 Accounts Receivable User s Manual Introduction Reports E mail the Report Before you can e mail reports you must enter details
158. enter a different sales tax class The effective tax rate for this class appears when you enter the price The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table the code appears If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each default account number The Inquiry command is available if Accounts Receivable interfaces with General Ledger Enter the number of units that were sold Enter the type of unit the item is sold by for example EACH if it is sold individually Enter the item s unit price and unit cost The entry s total price the quantity ordered times the unit price and total cost the quantity ordered times the unit cost are displayed 10 43 Recurring Entries File Maintenance After you save the line item entry information enter another line item or exit to the Recurring Entries screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon Cancel command to cancel the entry To delete the entire recurring entry use the Delete F3 command on the header screen Recurring Entries Scroll Region When you exit from the line item entry screen the Recurring Entries scroll region screen appears
159. entry number n To delete the line item use the Delete F3 command Destination file drive path file name not found No conversion The filename or path you specified does not exist Accounts Receivable User s Manual A 3 System Messages References Disk drive not ready The system cannot access one of the disk drives to find the file for which it is looking Sometimes the door of a disk drive is open or a CD is not in the drive check it If closing the door or inserting the CD corrects the problem press Enter if not consult your system administrator or hardware support specialist Drive not available The system does not have the disk drive ID you entered Press Enter and enter a different ID If this message appears when you enter the correct drive ID get help from a support technician Entry in process on terminal nnnn Another user is entering or editing a transaction in the batch you are working with You cannot process the batch while it is in use Field size is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total File unavailable xxxxxxxx This message appears for one of three reasons e The function you are trying to access needs one or more files that are locked by another user on your system When a fil
160. eports 5 Select the output device If the Sales Journal does not include some invoice numbers you probably printed multiple page invoices or credit memos The number of an invoice that is a continuation of a previous one is skipped Invoice numbers are not reassigned for credit memos if you elected to use prenumbered forms in the Resource Manager Options and Interfaces function A sample Sales Journal is at the end of this section After you produce the journal the Transaction Reports menu appears 6 10 Accounts Receivable User s Manual Transaction Reports Sales Journal Sales Journal Report 04 11 2001 5 24 PM Batch Cust ID our Ord Invc No Line ship Date 000002 CASHCA 00000006 24889104 001 12 21 2000 000002 CASHCA 00000006 24889104 002 000002 CASHCA 00000006 24889104 003 Cust our ord Rep 1 Inv Date Batch Invc No Rep ship To Order No Terms Desc CASHMN 00000007 000002 24889105 End of Report Builders supply Sales Journal By Batch order No JIK Job Phase or Loc Item No Rep 1 Sales Acct Units Qty Ordered Description I MNOOO1 250 Exterior Panels I MNO001 300 Interior Door I MNOOOL 350 Entry Door 2 ord Date ship Date 12 21 2001 12 12 21 2001 Rep 2 COGS Acct Inv Acct Qt 401000 501000 104400 401000 501000 104400 401000 501000 104400 Per Tx Grp Freight subtotal Miscellaneous MNMPLS z 4683 92 Accounts Receivable User s Manual
161. eports menu The Post Transactions screen appears Post Transactions a lol x Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Have You Backed Up Your Data Files Iv Batches to Post 4 Post To Current F sj Last Fi cal Y Print Zero Balance Logs IV Company H 09 06 2002 Terminal T000 OVR 1 Ifyou have backed up your data files select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you haven t backed up your files return to the Transaction Reports menu and do so before posting 2 Select the batch numbers you want to post You can post multiple batches at once 3 Select the fiscal year to which you want to post If Accounts Receivable does not interface with General Ledger or if you did not create last year data in General Ledger you must post to the current year Accounts Receivable User s Manual 6 33 Post Transactions Transaction Reports If Accounts Receivable interfaces with General Ledger and you have created last year data in General Ledger select the fiscal year to which you want to post the journal entries You can post to the current year GLJRxxx file or to the last year GLJRxxx file 4 If you want to age all customers select the check box or enter Y in text mode if not clear the box or enter N in text mode If you elect not to age all customers the system does not make any aging adjustments If you
162. er Y in text mode if not clear the box or enter N in text mode If you want the report to include payment information select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the report to include sales taxes select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the report to include freight charges select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to include miscellaneous charges select the box or enter Yin text mode if not clear the box or enter N in text mode If you want the report to include finance charges select the box or enter Yin text mode if not clear the box or enter N in text mode If you want the report to include additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode You can include additional descriptions only if you elected to use additional descriptions in the Resource Manager Options and Interfaces function Select the output device A sample Detail History Report is at the end of this section The profit on each sale is shown as a dollar amount in the Profit column and as a percent in the column After you produce the report the History Reports menu appears Accounts Receivable User s Manual History Reports Detail History Report Detail History Report 04 11 2001 Builders Sup
163. ered independently of when payments are made Each transaction record is assigned a number by the system The ARTHxxx file stores the header information the customer ID and various terms of the transaction The ARTDxxx file stores line item and tax information about the transaction The ARCRxxx Cash Receipts file stores unposted cash receipt information You can enter this information either as totals information in the Transactions function or through the Cash Receipts function when you assign payments to existing transactions For open invoice customers you apply receipts against individual invoices For balance forward customers you apply them against outstanding balances Customers are designated as open invoice or balance forward in the ARCUxxx file The ARINxxx Open Invoice file stores such summary information as the amount due and the due date of the sales and miscellaneous credits that were posted from the ARTDxxx and ARTHxxx files The items remain on file until you purge them The ARLSxxx Lot and Serialized Item file which is used only if Accounts Receivable interfaces with Inventory stores the lot number serial number item number location ID transaction number quantity and unit information and associated line item entry number when you enter a serialized item as a line item When you post those numbers are cleared from the ARLSxxx file The ARBTxxx Batch Control file keeps track of the transaction batches in use
164. es Tax Audit Report Accounts Receivable User s Manual 8 3 8 8 11 8 15 8 19 8 23 8 27 8 31 8 35 8 1 History Reports Introduction The history reports get information from the ARHIxxx and ARHSxxx Detail and Summary History files Each report serves as a reference for activity after you post together they provide a source of data you can use to complete an audit trail 8 2 Accounts Receivable User s Manual AR Analysis Report The AR Analysis Report provides an analysis of your company s outstanding receivables The report has three parts Each part compares the receivables of a period you specify with those of a previous period the previous three periods and the same period of the previous year The first section of the report shows the total sales and a breakdown of sales into aging buckets and the number of days sales were outstanding The second section shows a composite of receivables that are outstanding for more than 30 60 90 and 120 days The third section shows the average invoice amount number of days sales were outstanding number of invoices you sent to customers and number of payments you received from customers The system reads backwards through the ARHSxxx Summary History file to find data for the previous periods If you did not do period end maintenance for a period the data is inaccurate for that period You cannot produce this report if you did not elect to keep summary histo
165. es produce reports and post The information comes from the ARTDxxx ARTHxxx and ARCRxxx files When you post information from these files is cleared and you cannot retrieve it Use the Print Invoices function to print invoices for your customers You can print the invoices in batches or individually The ARTDxxx and ARTHxxx files provide information for the following journals e The Sales Journal provides a record of sales you entered in the Transactions function since the last posting period e The Miscellaneous Credits Journal provides a record of credits for example returns you entered in the Transactions function since the last posting period The ARINxxx file provides information for several reports and for statements Accounts Receivable User s Manual 1 15 The Accounts Receivable System Introduction e The Open Invoice Report provides a list of invoices miscellaneous credits and cash receipts e The Aged Trial Balance provides up to date account balance information e The Cash Flow Report provides a summary of how much cash is due within any four aging periods e Statements provide a summary of the month s transactions e The Customer Analysis Report provides an analysis of your customers activity e The Commissions Report provides a summary of commissions your sales representatives have earned The ARCRxxx file provides information for the following reports and journals e The Cash Receipts J
166. es and payment information for the current period the current quarter and the current and previous year It also stores the date amount and invoice number of the last sale to the customer and the date amount and check number of the customer s last payment Customer payment history for the last 12 periods is tracked in the Credit Status field The field is 12 characters long and each character corresponds to one of the 12 periods the first position is the current period and the twelfth position is the oldest period The numbers 0 through 4 are used e The number 0 means that all invoices were paid within 30 days or no activity took place e The number 1 means that an invoice was 31 to 60 days overdue e The number 2 means that an invoice was 61 to 90 days overdue e The number 3 means that an invoice was 91 to 120 days overdue The number 4 means that an invoice was over 120 days overdue The Credit Status field updates when you do periodic maintenance Ship To Addresses You can enter multiple ship to addresses for the customer on the Ship To Addresses screen When you enter accounts receivable transactions you can use the Inquiry command to access a list of ship to addresses for that customer Ship to addresses are stored in the ARSAxxx file For more information about entering customer records refer to the Customers function see page 10 3 3 22 Accounts Receivable User s Manual Setup Setup Functions Customer Co
167. es two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 T2 working with company B and the password is apple specify that information to access the system osas t T2 c B a apple Accounts Receivable User s Manual Introduction Welcome to OSAS In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can set up OSAS such that it always opens using a certain access code Open the OSAS program shortcut s properties and enter the access code and your company ID in the Target box For example using apple as your access code and H as your company ID enter the following C osas progRM osastm exe m4096 tT00 nT00 aapple cH If you want the system to prompt for an access code after opening enter a in the Target field followed by a space followed by c and the company ID In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and com
168. essage e To look at the customer s history from a particular date to the current date press S and then enter the start date e To look at invoice totals for the customer press T The invoice number subtotal sales tax freight and miscellaneous charges appear AE amp ommands Edit Modes Other Help 2xe Be a0 28 DK _Abandon Invoice 12670001 Cost Sales Profit Pet Invoice Total 452375 46 530628 25 78252 79 14 8 Credits 00 00 00 Total 452375 46 530628 25 78252 79 14 8 Discounts 00 e gt Payments 530628 25 Tax 00 Armeen Freight 00 Balance 00 Misc 00 Press a Key Accounts Receivable User s Manual Information Inquiry Detail History e To look at an expanded summary of the invoice press V Additional information about the invoice general ledger account and period purchase order number and date and quantity shipped appears in the View Line window viewim ox Commands Edit Modes Other Help 2xe rel man e DK__ Abandon SeqH 00000001 Type Invoice Invoice 12670001 SalesRepl GPD Percent 100 0 SalesAcct 401000 Sales Rep2 Percent 0 0 COGS Acct 501000 Inv Acct 104400 Inve Date 0771471999 CustPO 47581471 GL Period 07 SO Number Item 100 LocID MN0001 SisCat PI Desc Electrical Package Qty Shipped Units Ext Cost Ext Price Profit Pet 515 0000 PKG 178313 60 185774 66 7461 06 4 02 Press any key e To move the prompt to a
169. ey associated with the window sort You can see the available sorts in any Inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The Inquiry list starts with JAR and runs through the end of the list 1 60 Accounts Receivable User s Manual Introduction Menu and Function Commands The following commands are available inside Inquiry windows The scroll buttons are available in graphical mode only Key Button Home z PgUp 2 a Up aj Down gt y PgDn y End z Ins Look Up F7 Exit Enter Esc View Commands Accounts Receivable User s Manual Description Moves directly to the first item on file Displays the previous page of the window Moves up one item Moves down one item Displays the next page of the window Moves directly to the last item on file Toggles between Search mode and Sort mode Leaves the Inquiry window without selecting anything Selects the item to which the cursor is pointing Opens a window that shows Inquiry window commands and the Window ID The Esc key is available in text mode only In graphical mode select Command Help from the Help menu to view a list of commands available 1 61 Menu and Function Commands Introduction Inventory Lookup 1 6
170. f range 1 to 12 or Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010102 or 01012002 Invalid entry The information is not valid in the field where you entered it Check the data and enter it again Consult the user s manual or use the Help F1 command for information Accounts Receivable User s Manual A 5 System Messages References Invalid number of periods in ARPDxxx table The valid number of periods you can use in the ARPDxxx table are 1 4 12 and 13 Invalid Period Conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Period Setup function to make adjustments see the Resource Manager User s Manual Invalid year The fiscal year you entered is invalid Item Job is not on file The item or job number you entered is not on file Enter a different number the Inquiry F2 command is available Job 1D is not on file Job 1D not found The job number you entered is not on file in the Job Cost JOBSxxx Jobs file Check your records Then enter a job number that the Job Cost system recognizes or add the job number to Job Cost Mask format error use mask You entered data that does not fit the predefined format for the field Enter the data again using the predefined format A 6 Accounts
171. fits in Customer Files The customer files serve as permanent sources of customer information data stays in the files until you remove it The ARCUxxx Customer file holds the following customer information which you can enter directly through File Maintenance functions or by updating information from interfaced applications e Customer ID and description e Customer name address and phone and fax numbers Terms code and distribution code e Customer class sales reps and web and e mail addresses e Credit information e Account information e Tax information e Balance information e History information The ARCMxxx Credit Cards file contains a list of the commonly used credit cards for each customer The file can store the card numbers and types for reference or for verification during sales transactions and payments Accounts Receivable User s Manual 1 9 The Accounts Receivable System Introduction The ARCCxxx Customer Comments file holds comments about the customers you do business with Initially you enter comments using the Customers function Attribute Files The attribute files hold data that you can assign to each customer These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The ARDCxxx Distribution Account Codes file stores information about distribution accounts set up using the Distribution Acco
172. formation from the Accounts Receivable Information menu the customer information screen appears Zommands Edt Modes Other Help 2xe Be mal amp Ok Abandon Customer ID ACE O01 aj Name ACE BUILDERS New Fin Charge 00 Teritory MIDATL Class WHSL Unpaid Fin Charge 00 Price Code ACE001 Fin Code Current Due 136738 44 Credit Limit 315000 Balance 31 60 00 High Balance 722144 10 61 90 00 Credit Status 332211222211 91 120 00 5 121 00 1stSale 07 14 1999 Unapplied Credits 00 Last Sale 1272172000 21722 07 Total Due 136738 44 Last Pmt 11 27 2000 154642 54 LE _ _ Period to Date Qtr to Date Year to Date Last Year Sales 26650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 48490 15 492899 03 370863 25 Number of Invoices 2 4 14 8 Payments 00 647524 54 1627397 84 1110548 58 Discounts 00 00 12630 63 1595 38 Average Days to Pay 00 00 00 00 Enter for Next ID Customer To view information for the customer that is alphabetically next in the ARCUxxx file press Enter To view information for a different customer press C and enter the customer ID the Inquiry F2 command is available When you are finished viewing the information use the Exit F7 command to return to the function screen you were using C 2 Accounts Receivable User s Manual References Information Windows Customer Comments Window When you select Customer Comments from the Accounts Rec
173. from the function Esc L Allows you to output the current screen to a printer to a print preview window or to a file Esc U Clears the contents of the current field Ctrl Z Deletes information to the end of the line Esc l Opens an information menu for the function when the Info flag appears at the bottom of the screen The commands that are available depend on the applications you have installed See Information Menu on page 1 53 for more information Accounts Receivable User s Manual Introduction OSAS Text Functions Command Key Shift F3 Shift F4 Part Lookup Shift F5 Item Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Number Lookup Shift F8 Item Descr Lookup Alternate Key Esc B Esc C Esc G Esc K Esc N Accounts Receivable User s Manual Description Uses the item alias lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information In Sales Order pressing this key combination allows you to enter purchase requisitions from the Ordered Units Shipped and Backordered fields In sales tax fields pressing this key combination allows you to view sales tax breakdowns Uses the customer vendor part number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the item detail lookup when the IN Search flag appears fo
174. fter Entering Miscellaneous Credits After you enter miscellaneous credits do the following tasks e Produce credit memo forms if you did not print them online e Produce the Miscellaneous Credits Journal for an audit trail of each credit Accounts Receivable User s Manual 5 23 Transactions Daily Work e Post the transactions This task sends the miscellaneous credits information to the appropriate files ARCUxxx Customer ARSRxxx Sales Rep ARHIxxx Detail History and ARHSxxx Summary History When you post each credit creates an open item in the ARINxxx file and updates applicable job billing information 5 24 Accounts Receivable User s Manual Cash Receipts Use the Cash Receipts function to do these things e Record payments from customers e Apply payments to on account balances e Apply prepayments from customers that have not been billed e Record unapplied cash receipts from a source other than a customer e Enter deposits for jobs You can enter deposit information such as the bank account ID a batch deposit number and so forth for cash receipts Like the Transactions function the Cash Receipts function can be used to record payments However if you often receive partial payment for goods shipped you can use the Transactions function to record the transaction once and use this function to record payments as often as they come in Accounts Receivable User s Manual 5 25 Cash Receipts Daily Wor
175. g addresses List Example ship to 000001 KANSAS CITY GEODESIC HOMES KANOOL 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 5425 000001 SUNSHINE HOMES INC SUNOOL 1000 OCEAN BOULEVARD MIAMI FL 33333 9823 US 000002 SUNSHINES HOMES INC SUNOOL 9350 W GULFSTREAM DRIVE TAMPA FL 33333 8825 US 000001 TENNESSEE SHELTERS NASHVILLE TENOOL 100 Hwr 42 NASHVILLE TN 54329 4736 US 000002 TENNESSEE SHELTERS MEMPHIS TENOOL 300 w 37TH STREET MEMPHIS TN 54338 4938 US 000003 TENNESSEE SHELTERS CHATTANOOGA TENOOL 9000 CO RD 4 CHATTANOOGA TN 54897 2034 US End of Report Accounts Receivable User s Manual Builders Supply Ship to Address List By Customer ID ship via NORTH AMERICAN Tax Group Description Maryland Maryland 12 15 Ship to Address Labels Use the Ship to Address Labels function to print 1 by 3 2 inch mailing labels showing each customer s ID ship to ID and address Labels Example KANOO1000001 NORTH AMERICAN KANSAS CITY GEODESIC HOMES 2382 WEST 53RD AVENUE KANSAS CITY MO 56666 5425 US SUNO001000001 UPS Red SUNSHINE HOMES INC 000 OCEAN BOULEVARD IAMI FL 33333 9823 US SUNO01000002 UPS Red SUNSHINES HOMES INC 9350 w GULFSTREAM DRIVE TAMPA FL 33333 8825 US TENOO1000001 UPS B1 TENO01000002 UPS Blue TENNESSEE SHELTERS MEMPHIS 300 W 37TH STREET EMPHIS TN 54338 4938 US ENO01000003 UPS Blue ENNESSEE SHELTERS CHATTANOOGA 9000 CO RD 4 HATTANOOGA
176. g on page 5 22 To finish with the transaction on the screen and move to a blank header screen to enter a new transaction press N Then see Header Information on page 5 6 Accounts Receivable User s Manual 5 19 Transactions Daily Work Totals Information When you press T to work with the transaction totals the Totals Information screen appears 4 Totals Information BEI Commands Edit Modes Other Information Help 2Xt gt elmal 7 OK Abandon Subtotal 10160 62 Freight 750 00 Tax Class 00 Miscellaneous Chgs 12 00 Tax Class 00 Sales Tax 00 Invoice Total 10922 62 Payment 1 5000 00 Method CHK El Check Payment 2 00 Method al Net Due 5922 62 Field Description Subtotal The subtotal appears Rain Freight Tax Class Enter the shipping charges and the tax class to nquiry which you want to apply them Inquiry Miscellaneous Chgs Enter the miscellaneous charges for example Tax Class handling and the tax class to which you want to apply them Sales Tax The sales tax on the item appears If you change this field the Sales Tax screen appears 5 20 Accounts Receivable User s Manual Daily Work Transactions Sales Tax Information 5 Sales Tax Information Mm E Commands Edit Modes Other Help 2 xee pe manl g OK Abandon Tax Location Tax Amount MN 25 TaxLoc Class Tax Adjustment 05 MN 00 Sales Tax 30 Tax Location Tax Amount Tax Adjustment Tax Lo
177. g methods The codes serve as a shorthand method of entering information about how goods are shipped when you enter transactions Select Shipping Methods from the Codes Maintenance menu The Shipping Methods screen appears 1513 Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Shipping Code FED2 a Description Federal Exp 2nd Day CompanyH 09 12 2002 TerminalTO00 OVR 1 Enter the shipping code whose information you want to add or change 2 Enter the shipping code s description or accept the default description The description is used in the Ship Via field in transactions when you enter the shipping method code 3 After you save the information enter another shipping method code or exit to the Codes Maintenance menu Accounts Receivable User s Manual 11 9 Payment Methods Use the Payment Methods function to add or change the codes used to specify which kinds of payments you honor for customers For example you can set up codes to designate personal checks company checks write offs cash credit cards and so on Select Payment Methods from the Codes Maintenance menu The Payment Methods screen appears ES Commands Edit Modes Other Help 2x re ma g OK _ Abandon Payment Method Code CHK Jal Description Check Short Description Check Payment Type 2 Check Bank Account ID IFNB001 El 1st National Bank Debit GL Account 9 Period to Date Qtr to D
178. ging 10 16 entering 10 16 setting up for customers 3 22 history reports 1 16 Hold Release Invoices changing invoice status 7 4 function 7 3 splitting payments 7 4 Home inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 Home function key 1 64 I IDs setting up 3 4 sorting 3 4 Information command 1 67 Information Inquiry menu structure 1 7 Information menu 1 67 Comments command 1 68 defined C 1 Documents command 1 71 History command 1 70 Information command 1 67 initial balances combination method 3 26 detail method 3 26 finance charges 3 21 setting up 3 25 summary method 3 25 Inquiry function key 1 50 1 57 graphical 1 57 partial key 1 60 pull down menu command 1 50 Accounts Receivable User s Manual inquiry commands Down Arrow 1 61 End 1 61 Enter 1 61 Esc 1 61 F7 1 61 Home 1 61 Ins 1 61 PgDn 1 61 PgUp 1 61 Up Arrow 1 61 Ins inquiry command 1 61 scroll region command 1 54 1 63 Ins function key 1 64 Insert Line command function key 1 54 1 63 pull down menu command 1 54 Insert line item 1 54 1 63 Insert mode function key 1 64 Install Applications function 2 3 2 5 installing Accounts Receivable 2 3 and Sales Order 2 4 interfaces with Accounts Receivable 1 23 Bank Reconciliation 3 9 General Ledger 3 9 Inventory 3 9 Job Cost 3 9 Inventory effects of posting transactions 6 32 interface with Accounts Receivable 3 9 Inventor
179. harge Charged Fin chg ACEOO1 ACE BUILDERS 136738 Finance Code 1 50 over 30 days 00 Min Charge CASHCA CASH SALES OAKLAND CA BF 0 00 over 0 days 00 Min Charge CASHMD CASH SALES BALTIMORE MD BF 0 00 over 0 days 00 Min Charge CASHMN CASH SALES MINNEAPOLIS BF 0 00 over O days 00 Min Charge CASHPS CASH SALES DALLAS TX BF 0 00 over O days 00 Min Charge DALOO1 DALLAS FT WORTH DOME HOMES oI s E 25934 1 50 over 30 days 00 Min Charge GRE001 GREATER NEW YORK DOMES INC BF 1 50 over 30 days 00 Min Charge KANOOL KANSAS CITY GEODESIC HOMES oI 506876 1 50 over 30 days 00 Min Charge Los001 LOS ANGELES CONSTRUCTION CO or 79096 1 50 over 30 days 00 Min Charge SUNOOl SUNSHINE HOMES INC or 8246 1 50 over 30 days 00 Min Charge TENOOL TENNESSEE SHELTERS INC or 197917 Finance Code 1 50 over 30 days 00 Min Charge vIs00l VISA or y Finance Code 0 00 over O days 00 Min Charge 49546 a Finance Code 14855 Finance Code 5708 Finance Code 27643 Finance Code 11693 TOTAL 14652 77 1075411 9477 70 End of Reporti 7 20 Accounts Receivable User s Manual Statements Statements show the month s transactions summarizing your customer accounts Use the Statements function to print statements for customers whose records specify that they receive statements Select Statements from the Open Invoices menu The Statements screen
180. he Credit and Balance Information screen stores basic credit information and summary amounts for each customer This balance information is updated by the ARINxxx file when you post If you elected to use online aging in the Resource Manager Options and Interfaces function the ARINxxx file also updates the balances each time you work with an open item customer As a result you can enter the initial balances here and have the system update them as often as you want If the customer is an open invoice customer whose individual invoices you want to work with setting initial values on this screen is not important 10 10 Accounts Receivable User s Manual File Maintenance Customers Unless you are setting up the system for the first time and will use the Build Open Invoice File function be wary of changing the values on the Credit and Balance Information screen Changes you make after setting up the system affect the validity of your data If you make changes the system warns you when you use the Periodic Processing function that the balances in the ARINxxx file do not match those in the ARCUxxx file Field Inquiry Pymt Method Maint Fin Charge Inquiry Fin Charge Code Maint Accounts Receivable User s Manual Description Enter the customer s usual method of payment If you use the Maintenance F6 command the Payment Methods function temporarily appears After you enter the payment method code the pay
181. he Edit Comment screen appears e Press F to view comments for the first ID on record e Press N to view comments for the next ID on record e Press P to view or edit comments for the previous ID on record e Press Lto view or edit comments for the last ID on record e Press Gto go to a specific comment This command is available only when there is more than one screen of comments Accounts Receivable User s Manual 1 69 Information Menu Introduction History 1 70 Adding or Editing Comments The Append Comment screen appears when you add anew comment The Edit Comments screen appears when you edit an existing comment Other than the title these screens are identical 2 Edit Comment A E el x Commands Edit Modes Other Help 2xe Be mA 28 DK Abandon Date 06 15 2002 Reference 003 Comment SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING 1 Ifyou are working with a new comment the system date appears otherwise the date entered for the comment you are editing appears Accept this date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference 1f necessary 3 Enter or edit the comment then press Enter to save the comment record When available the History command gives you access to customer history in a manner similar to OSAS Inquiry functions Select the customer for which you want to view detail information enter a date from which to view informatio
182. he amount remaining e To view totals information for the batch or deposit number press T Receipt prepayment and totals information for each kind of payment method associated with the batch so far appears Batch Deposit Totals BBE Commands Edit Modes Other Help 2xe be ma 8 OK Abandon Batch Deposit 000001 Receipts Prepayments Total Cash 86832 05 00 86832 05 Check 333891 28 5000 00 338891 28 Credit Card 345 00 00 345 00 Write Off 00 00 00 Other 00 00 00 Total 421068 33 5000 00 426068 33 You can enter a different batch or deposit number for a different set of totals After you are finished viewing the totals information use the Exit F7 command to return to the Cash Receipts screen e To move the prompt to a different invoice number press G and enter the number This command appears only if there is more than one screen of invoices When you are finished entering cash receipts exit to the Daily Work menu Produce the Cash Receipts Journal see page 6 19 to check for errors and to use as an audit trail If you find errors use the Edit Cash Receipts function see page 5 31 to edit incorrect cash receipts 5 30 Accounts Receivable User s Manual Edit Cash Receipts Use the Edit Cash Receipts function to change information about existing cash receipts Select Edit Cash Receipts from the Daily Work menu The Edit Cash Receipts screen appears Edit Cash Receipts 3
183. he shipping charges If you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class appears Accept the default tax class or enter the tax class to which the shipping charges should be applied Accounts Receivable User s Manual File Maintenance Recurring Entries Field Miscellaneous Chgs Inquiry Tax Class Maint Sales Tax Description Enter the miscellaneous charges for example handling Then enter the tax class to which the miscellaneous charges should be applied If you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class appears Accept the default tax class or enter the tax class to which the shipping charges should be applied Enter the sales tax If you enter a sales tax that is different from the calculated amount which is based on the tax class and tax group a window appears Sales Tax Information Ml x Commands Edit Modes Other Help 2xresbelna amp OK Abandon Tax Location Tax Amount MN 25 TaxLoc Class Tax Adjustment Sales Tax o fo 30 Field Tax Location Tax Amount Tax Adjustment Accounts Receivable User s Manual Description The tax location for the recurring entry appears The tax amount for each location appears Accept the default sales tax adjustment or enter a different amount 10 47 Recurring Entries File Maintenance Field De
184. he system prints on the invoices and credit memos or change the message If you want to print additional descriptions select the check box or enter Y in text mode if not clear the box or enter N in text mode Select the output device After you print the invoices a totals log prints Accounts Receivable User s Manual History Reports Print History Invoices Print History Invoices Form BUILDERS SUPPLY 1157 VALLEY PARK DR lt lt INVOICE REPRINT gt gt SHAKOPEE MN 55379 Page 1 ACEOOL ATTN ACCOUNTS PAYABLE ACE BUILDERS ACE BUILDERS 1588 SE 31ST STREET 1588 SE 31ST STREET PADUCAH KY 28655 7865 PADUCAH KY 28655 7865 Date Rep ID Order no ord Date ship via Terms Inv No 07 14 99 GPD 47581471 C 0 D 12670001 Item Description Quantities units Price Amount 100 Electrical Package shipped 515 0000 PKG 360 7275 185774 66 150 Plumbing Package Shipped 75 0000 PKG 952 9065 71467 99 Thank You for your order Location Tax Breakdown Tax location not on file 00 00 Subtotal 530628 25 Non Taxable Taxable Sales Tax Freight 1 Invoice Total 00 530628 25 00 B A 530628 25 Amount Paid 530628 25 Net Due 00 BUILDERS SUPPLY 1157 VALLEY PARK DR lt lt INVOICE REPRINT gt gt SHAKOPEE MN 55379 Run Totals Taxable 4566265 Non Taxable 6394 Tax 1910 Freight Misc Total sales 4574570 Prepaid Amount 2786220 Total Credit Sales 1788349 Invoices Printed 1 Accounts
185. his section After you produce the report the History Reports menu appears 8 36 Accounts Receivable User s Manual History Reports Tax Audit Report Tax Audit Report 12 05 2001 Builders supply Page 1 1 56 PM Tax Audit Report Invoice Invoice Customer ID Invoice Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 Tax Date Number subtotal Group CAR Tax Group CAR Group CAT Tax Group CAT Group MDR Tax Group MDR Group MNR Tax Group MNR Group MNT Tax Group MNT TOTAL Group TxD 11 15 2001 12670071 CASHPS 12 15 2001 12670082 CASHPS Tax Group TXD TOTAL GRAND TOTALS Accounts Receivable User s Manual 8 37 Periodic Processing Sales Tax Report Periodic Maintenance Purge Customer Comments Purge Selected Files Accounts Receivable User s Manual 9 3 9 7 9 13 9 15 9 1 Periodic Processing 9 2 Introduction Use the Periodic Processing functions to update accounts remove data from files and print the Sales Tax Report Accounts Receivable User s Manual Sales Tax Report Print the Sales Tax Report at the end of each period for information about how taxes have been allocated for the tax groups you set up Print the Sales Tax Report before you clear the sales tax in Resource Manager see the Resource Manager User s Manual Select Sales Tax Report from the Periodic Processing menu The Sales Tax Report screen appears lala Commands Edit Modes Other Help 2x El tel ma 28 DK _A
186. iance Percent variance 8 29 Print History Invoices Use the Print History Invoices function to select invoices from history and print duplicates You cannot produce these invoices if you did not elect to keep detail history in the Resource Manager Options and Interfaces function or if you purged the ARHIxxx Detail History file Your original and history invoices may be different because not all the information from your original invoices is saved in history Select Print History Invoices from the History Reports menu The Print History Invoices screen appears 3 Print History Invoices E lol xj Commands Edit Modes Other Help 2xe Bea manl g DK _Abandon Pick Customer ID From 4CE001 3 Thu vIS001 aj Invoice Number From Thru Invoice Date From fio 01 2000 Thru 12 01 2000 Print 3 Invoices Credit Memos Message for All Invoices Thank you for your order Print Additional Descriptions IV Company H 09 11 2002 Terminal TODO OVR Accounts Receivable User s Manual 8 31 Print History Invoices History Reports 8 32 Enter the range of customers for which you want to print invoices or credit memos or leave the boxes blank to include all customers Enter the range of invoice numbers and invoice dates you want to print or leave the boxes blank to include all Indicate whether you want to print invoices credit memos or both Accept the default message that t
187. ield PgUp Moves back to the first field on the screen or the first field after the key field without erasing any entries PgDn Approves the data on the screen updates the data file accordingly and proceeds to the next field or section Tab Moves the cursor to the next block or field that requires an entry Up Down Moves the cursor up or down through the fields arrow F1 Help Esc H Opens the help description for the current field Accounts Receivable User s Manual 1 45 OSAS Text Functions Introduction 1 46 Command Key F2 Inquiry F3 Delete F4 Others FS Abandon F6 Maint F7 Exit F8 Print Screen F9 Undo Typing F10 Delete Shift F2 Info Menu Alternate PRE Description Key Esc W Opens the Inquiry screen for the current field This command is available for a field when the Inquiry flag appears at the bottom of the screen See Inquiry Commands on page 1 60 for more information Esc D Deletes the current record or line item when allowed Esc 0 Opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 38 for more information on the commands available Esc X Abandon processing or clear all fields Esc F Opens the appropriate File Maintenance function where you can view or update master file information This command is available when the Maint flag appears at the bottom of the screen Esc M Exits
188. ilable or use the Maintenance F6 command to add a new sales rep to the file Summary history not available for this period You cannot print the report for this period because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function when this period was active Tax ID is not on file You entered a tax group ID that is not in the RMTXxxx Tax Groups file Enter a different ID the Inquiry F2 command is available There is no summary history for customer ID in fiscal year You cannot print the report for this fiscal year because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function during this year Accounts Receivable User s Manual A 9 System Messages References Thru value cannot be less than From value Thru value must be greater than From value The value you entered in the Thru field is smaller than the value you entered in the From field Press Enter then enter the correct value in the Thru field Transaction is not on file Transaction number not found Transaction number not on file Transaction not found The transaction number you entered is not in the ARTHxxx Transaction file En
189. ile 11 Enter the sales rep s electronic mail address for reference purposes After you use the Proceed OK command to save the information that you entered about the sales rep enter information about another sales rep or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual 10 35 Recurring Entries Use the Recurring Entries function to set up noninventory invoices that you send to customers regularly You can set up Recurring Entries for individual customers and for groups of customers After you set up the Recurring Entries use the Copy Recurring Entries function see on page 5 33 to copy them to the ARTDxxx and ARTHxxx Transaction files when they come due To save time you can copy a group of Recurring Entries to the ARTDxxx and ARTHxxx files instead of entering each transaction each time you send the bill By assigning each entry a run code you can process these groups of entries on different schedules monthly bimonthly or whatever fits your company s needs Select Recurring Entries from the File Maintenance menu A menu appears fe Recurring Entries o l lol x A Header Information _ lol xj Commands Edit Modes Other Information Help 2xe be mnl g OK__ _Abandon RecuringNo 3 101 xi Commands Edit Modes Other Help Su ala 2xre Bea mal 8 o T Abandon Tras Edit Recurring Entries
190. ind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Accounts Receivable User s Manual 1 3 Welcome to OSAS Introduction Running OSAS 1 4 OSAS runs on an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS in Windows To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu Starting OSAS on Other Operating Systems To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carri
191. indows workstations text function screens can also be used with graphical menus or vice versa the text menu can be used with graphical function screens Function screens provide you an interface to the data in your data files allowing you to view update and change information as needed Function screens also allow you to print reports or perform tasks on your data such as calculations purges or the resetting of accumulated totals oxi Settings Edit Print Help MINNEAPOLIS WAREH You can move around the screen in these ways e Press the down arrow or Enter to move from field to field e Select the appropriate command on the command bar Accounts Receivable User s Manual 1 43 OSAS Text Functions Introduction Use commands to access information screens or to toggle commands on and off See Commands and Flags on page 1 44 for more information e Ifa screen contains more than one section press PgDn when prompted to move to the next section e Ifa menu appears prompting you for the kind of information to enter or maintain such as on Transaction or File Maintenance screens select the appropriate option and press Enter e Press F7 to exit the screen and return to the main menu Text Function Screen Elements Command Line The command line appears at the bottom of the screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected l
192. ine command function key 1 54 1 63 pull down menu command 1 54 Previous Page command function key 1 54 1 63 IX 12 pull down menu command 1 54 Print History Invoices function 8 31 Print Invoices aging 6 5 forms 6 5 function 6 3 purchase order number 6 5 reprinting 6 5 Print Manager defined 1 3 printing invoices 6 3 online invoices 5 22 statements 7 21 tables 10 59 PRO 5 Command tool button 1 40 Proceed OK function key 1 50 pull down menu command 1 50 verification button 1 57 Proceed command 1 29 programs backing up 3 28 Promotional Analysis Report description 1 17 function 8 27 prox terms 11 8 pull down menu functions commands 1 50 Edit 1 51 Help 1 52 Information 1 53 Inventory Lookup 1 54 Modes 1 51 Other 1 52 Scroll Commands 1 53 graphical menus 1 36 Favorites 1 37 File 1 36 Help 1 39 Modes 1 37 Other 1 38 Tools 1 37 Accounts Receivable User s Manual pull down menus functions information menu 1 67 purchase order number on invoice forms 6 5 Purge Selected Files function 9 13 9 15 Q QExxxx table description 10 57 screen 10 58 setting up 3 15 QH1xxxx table description 10 57 setting up 3 15 QH2xxxx table description 10 57 setting up 3 15 QHxxxx table description 10 57 setting up 10 57 QIxxxx table description 10 57 setting up 3 15 QMxxxx table description 10 57 setting up 3 15 quantities option 3 12 quarter end maintenance 1 2
193. ines or select output devices Press the highlighted key to use a command Enter edit Append View Workstation ID Header The commands that are available depend upon the function you are using Consult the user s manual for the appropriate application for information on commands in the command line Commands and Flags Like the text menu text function screens also contain several commands that allow you to perform tasks related to the function you are using Some of these commands are not available for every function when a command is available a flag appears at the bottom of the screen 1 44 Accounts Receivable User s Manual Introduction OSAS Text Functions To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Enter Moves the cursor to the next field and accepts the data entered or access a line for editing Esc Opens a window listing available commands for the screen Ins Toggles between insert and overwrite modes for entry When the Ins flag appears the characters you enter push other characters in the field to the right If there is no Ins flag the characters you enter overwrite other characters in the f
194. install Accounts Receivable No special considerations need to be made for Accounts Receivable when you use the function Setting up Accounts Receivable Once you have installed Accounts Receivable on your system you must prepare your data files for everyday use You can prepare files for use with Accounts Receivable in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide For instructions on converting your files see the Conversion section later in this chapter Accounts Receivable User s Manual 2 3 Installation Installation and Conversion If you plan to use General Ledger Inventory Bank Reconciliation or Job Cost with Accounts Receivable you must set up those applications before you set up Accounts Receivable Accounts Receivable and Sales Order If you plan to install Sales Order install it immediately after installing Accounts Receivable See the Sales Order User s Manual for information about installing Accounts Receivable and Sales Order at the same time 2 4 Accounts Receivable User s Manual Conversion If you use an earlier version of OSAS Accounts Receivable you can convert your files from the older version to the current version When you are rea
195. intenance or Transactions screens select the appropriate option and click OK to continue e Press PgDn if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu Accounts Receivable User s Manual 1 49 OSAS Graphical Functions Introduction Graphical Function Screen Elements 1 50 Like the main menu graphical function screens also contain pull down menus and toolbars These menus and toolbars are described below Function Pull Down Menus Commands Menu Commands Edit Modes Inquiry Maintenance Proceed Start Over Field Up Field Down Abandon Delete Jump Exit lt F2 gt lt F6 gt lt PgDn gt lt PoUp gt lt Up gt lt Down gt lt F5 gt lt F3 gt lt Ctrl J gt lt F7 gt Command Inquiry Maintenance Proceed OK Start Over Field Up Field Down Abandon Delete Other Information Help Description Lists valid entries for the current field Opens the appropriate File Maintenance function Proceeds to the next screen or saves your entries Moves back to the first field on the screen or to the first field after the key field without erasing any entries or changes Moves the cursor to the previous field Moves the cursor to the next field Clears data from all fields and moves the cursor to the first field on the screen Deletes the informat
196. invoices as part of your daily processing Accounts Receivable User s Manual 10 61 Build Open Invoice File File Maintenance You must enter balances for the customers before you run the Build Open Invoice File function You must run this function before you post invoices You can run this function only once Aging classifies receivables by the amount of time that has passed since the date of the sale Accounts Receivable has five aging periods e The current period e 31 to 60 days old e 61 to 90 days old e 91 to 120 days old e More than 120 days old When you run the Build Open Invoice File function for open invoice customers you create an invoice for each aging period and the system assigns an invoice date for the current period the date you enter in the Current Date field 10 62 Accounts Receivable User s Manual File Maintenance Build Open Invoice File Select Build Open Invoice File from the File Maintenance menu The Build Open Invoice File screen appears 4 Build Open Invoice File BEI Commands Edit Modes Other Help 2X2 re mD g OK Abandon WARNING This program is to be used only at system initialization Current Date Company H 12 31 2002 Terminal T000 OVR 1 Enter the current date from which invoices will be aged 2 Use the Proceed OK command to build the ARINxxx file When processing is complete you are returned to the File Maintenance menu 3 Print the Ag
197. ion on the screen Since this command can delete an entire record use it with caution Accounts Receivable User s Manual Introduction OSAS Graphical Functions Command Jump Exit Edit Menu Description Moves the cursor to the next block of data on the screen or to the next field that requires an entry Exits from a screen or a window without saving data Commands Edit Modes Other Information Help x Copy lt Shft F9 gt Paste lt Shft F10 gt Undo Ctri 2 Command Copy Paste Undo Modes Menu 280 Description Copies the contents of the current field Pastes the value you copied from a previous field into the current field Restores the contents of the current field from before you made changes to it Select the options you want to use Commands Edit Modes Other Information Help gt xE Ev Verify Exit y Bell Quick v Verify PgDown Command Verify Exit Accounts Receivable User s Manual Description When verification is turned on you must press a key twice to verify that you want to exit or abandon functions 1 51 OSAS Graphical Functions Introduction 1 52 Command Description Bell When the bell is turned on it sounds at an error or when you must verify a command Quick When this option is off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry in certain application functions select
198. ions table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter AR as the application ID The Accounts Receivable Options screen appears Accounts Receivable Options x ammands Edt Modes Other Scroll Commands Help xrl eel ma e Ok Abandon Description Value Interface to General Ledger YES z Interface to Inventory E Interface to Job Cost aj Interface to Bank Reconciliation Use Transaction Batching System Generated Batch Numbers Use Additional Descriptions Copy Additional Descriptions from Inventory Keep Detail Sales History Keep Additional Description History Keep Summary Sales History Display Unit Cost During Line Item Entry Allow Customer Level Change in Transaction Entry Allow Expired Credit Card in Payment Entry Display Quantities and Quantity Breaks During Line Entry Print Online Invoices Use Plain Paper Invoices Ud baa Option 001 of 026 Enter Toggle Goto Write Company H 05 30 2000 Terminal TODO OVA To toggle an option for example between YES and NO press Enter To move the prompt directly to a different option press G Then enter the option number 3 10 Accounts Receivable User s Manual Setup Setup Functions When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces
199. ivable you can access comments or documents about items or customers but not about employees or vendors Information The Information command gives you general information about the subject For customers the Information command lists sale amounts and important dates while for inventory items the same command lists quantities types and base prices When the Information screen appears enter the ID for which you want to view information Use the commands available at the bottom of the screen to scroll between or select a new ID then use the Exit F7 command to return to the function screen from which you accessed the Information command Accounts Receivable User s Manual 1 67 Information Menu Introduction Comments Use the Comments command when it appears to view comments added through File Maintenance functions or to add comments about a customer item vendor employee or job The Comments screen appears after you access the Comments command The Customer Comments screen is shown below as an example A Customer Comments p Commands Edit Modes Other Scroll Commands Help 2xe re mal g at Customer ID 2 ACE BUILDERS Ref ID End Date FIR Date Ref Comment 06 15 2002 003 SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING zj PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS a TRACER PUT ON LAST SHIPMENT aj ACE AGREED TO PAY 3000 ON 2 1 PLEASE NOTIFY JANE AT ACE
200. k Select Cash Receipts from the Daily Work menu The Cash Receipts screen appears a Cash Receipts aj x Commands Edit Modes Other Scroll Commands Information Help 2x Be man g OK Abandon Batch Dep No 000001 aj Acct Type Open Invoice Date 09 06 2002 GL Period ES Session Total Customer ID ECE00T 3 ACE BUILDERS 00 Pymt Amt 00 Payment Method aj Applied 00 ee Bank ID Remaining 00 Batch Dep No Check Number Invoice Invoice Discount Payment Discount Number Date Net Due Allowed Applied Taken 12870046 05 20 492 39 Mz 12670064 2 12670074 aj Y z Customer Apply Receipt View Edit Done On acct Totals Goto Company H 09 06 2002 Terminal T000 OVR Field Batch Dep No 5 26 Date Description The last batch number or deposit number you entered appears Accept it or enter a different number If you use the Maintenance F6 command the Batch Control function temporarily appears After you enter the number the amount of the receipt is added to the total deposit if the number you enter is on file if the number is not on file a new deposit is created Accept the default system date as the receipt date or enter a different date Accounts Receivable User s Manual Daily Work Cash Receipts Field GL Period 1 13 Customer ID Pymt Amt Payment Method Aging Code Accounts Receivabl
201. k items The tax class you assigned in the customer record appears Accept it or enter a different tax class If Accounts Receivable interfaces with Inventory accept the default price ID for the item or enter a different price ID The Inquiry command is available if Accounts Receivable interfaces with Inventory The GL code identifies the pair of general ledger sales and cost of goods sold COGS accounts to use for a noninventory item If you entered a GL code in the DFxxxx table the code appears Accept it or enter a different code If you use the Maintenance F6 command the GL Codes function is temporarily called up To enter accounts that are not set up in the ARCDxxx Codes file clear this field and press Enter Accounts Receivable User s Manual Daily Work Transactions Sales Acct COGS Acct Inv Acct Ordered ill Shipped Backord Accounts Receivable User s Manual If Accounts Receivable interfaces with Inventory the account numbers come from the Inventory item location files If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each displayed account number or enter different account numbers The Inquiry command 1s available if Accounts Receivable interfaces with General Ledger Enter the number of units the customer ordered You can enter either a positive or a negative quantity Enter the type of unit the item
202. k the Close box in the upper right corner of the window to close OSAS e Use Exit F7 to close OSAS e Select Exit from the File menu to close OSAS Accounts Receivable User s Manual 1 35 OSAS Graphical Menu Introduction Main Menu Elements 1 36 Pull Down Menus When using the graphical menus you can use the pull down menus and toolbar buttons to access functions without using the function keys While the function keys work in graphical menus the menu bar and toolbar buttons give you a choice in accessing these functions The OSAS pull down menu bar is shown below TODO OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help To access the menu s commands click one of the menu titles The menu for that heading appears and lists available commands followed by any hot key combinations in brackets lt gt To use a command either click the command name or press the hot key s listed File Menu File Modes Tools Favorites Other Help Access code lt F4 gt Sample dataset lt F5 gt Workstation date lt F6 gt Exit lt F7 gt Command Description Access Code Opens the Access Code dialog box See Access Codes on page 1 27 for more information Sample data set Live Toggles between Sample and Live data data set Workstation date Opens the Workstation Date dialog box See Workstation Dates on page 1 27 for more information Exit Exits OSAS Accounts Receivable User s M
203. kip this field Enter the ID of the sales rep who usually sells to the customer or press Enter to skip this field If you enter an existing ID the name of the sales rep appears Enter the ID of any other sales rep who usually shares in sales to the customer or press Enter to skip this field If you enter an existing ID the name of the sales rep appears Enter the territory the customer is in or press Enter to skip this field Terms codes describe the terms of the customer s payment 10 7 Customers File Maintenance Inquiry Maint 10 8 Field Group Code 0 9 or C Stmt Inv Code Cust Level Acct Type Distrib Code Description Enter the customer s payment terms code If you use the Maintenance F6 command the Terms function temporarily appears After you enter the terms code the terms percentage days and net due days appear The group code is used in the Recurring Entries function to identify groups of customers that have the same periodic billing requirements Enter the code of the group the customer belongs to Enter C for a credit card customer Enter I if you want to send the customer only invoices S if you want to send only statements B if you want to send both invoices and statements or N if do not want to send either invoices or statements For a customer that pays cash enter N Even if you do not send statements you may want to produce statements to keep a proper audit tr
204. l Transaction Reports Cash Receipts Journal Cash Receipts Journal 12 31 2000 5 26 PM Deposit Batch ID Tran No 000001 0001 Customer 000001 0015 Customer 000001 0017 000001 0016 Customer 000001 0018 000001 0019 Customer 000001 Customer Cust ID Credit Invoice Payment Bank ID GL Account Number Date ACEOOL FNBOOL ACEOOL CASHCA FNBOOL CASHCA CASHMD FNBOOL CASHMD FNBOOL CASHMD CASHMN FNBOOL CASHMN FNBOOL CASHMN CASHPS FNBOOL CASHPS FNBOOL CASHPS GRAND TOTAL End of Report Accounts Receivable User s Manual 12670064 12 21 00 ACE BUILDERS 1010 12670072 12 21 00 CASH SALES OAKLAND CA 1010 12670079 12 21 00 1010 BAL FWRD 12 21 00 CASH SALES BALTIMORE MD 1010 12670081 12 21 00 1010 BAL FWRD 12 21 00 CASH SALES MINNEAPOLIS 1010 12670082 12 21 00 1010 BAL FWRD 12 21 00 CASH SALES DALLAS TX Credits 89877 71 Builders supply Cash Receipts Journal By Customer ID Customer Inv Balance Payment Amount Discount Difference Tey check Balance Due 014269 6 21 Inquiry Inquiry 2 Methods of Payment Journal The Methods of Payment Journal summarizes cash receipts by methods of payment Use this function to produce a list of receipts for credit card claims Select Methods of Payment Journal from the Transaction Reports menu The Methods of Payment Journal screen appears Methods of Payment Jou
205. l 3 7 Setup Functions Options and Interfaces An application can be interfaced to work in conjunction with other applications Accounts Receivable can be interfaced with General Ledger Job Cost Bank Reconciliation and Inventory General Ledger When Accounts Receivable interfaces with General Ledger posting in Accounts Receivable makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales cost of goods sold inventory freight Job Cost When Accounts Receivable interfaces with Job Cost posting in Accounts Receivable updates billing information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs and Phases List for customer IDs and contract numbers Bank Reconciliation When Accounts Receivable interfaces with Bank Reconciliation deposits for sales paid with cash or checks update the BRTRxxx Transactions file Inventory When Accounts Receivable interfaces with Inventory accounts receivable transactions update the quantities in use in the Inventory item records and posting in Accounts Receivable updates the item stock quantities dates and balances Accounts Receivable User s Manual 3 9 Setup Functions Setup Options and Interfaces Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Opt
206. line items This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function The ARPYxxx Payment Methods file stores information about payment methods When you define the methods using the Payment Methods function you can specify the payment type bank account ID and debit general ledger account When you set up customers you can assign a default payment method As money is collected and information is posted history for each payment method is also kept in this file The ARSRxxx Sales Rep file stores information about sales representatives When you set up the sales reps using the Sales Reps function you can specify the sales rep s name and personal information the employee ID and how the commission is calculated based on percentage kinds of sales and which parts of the sale are involved You can also enter initial values for the history of the sales rep As money is collected and information is posted this information updates the month to date and year to date revenue collected through each sales rep When you enter invoices you can assign the sales reps who dealt with the customer The ARSAxxx Ship to Address file stores information about shipping addresses When you set up the shipping addresses using the Ship to Addresses function you can assign the associated customer ID name and address method of shipment and tax group Then when you set u
207. m a pull down menu e Press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the start style menu you can select applications from the main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the main menu you can return to the main menu by clicking items on the previous menus Accounts Receivable User s Manual 1 33 OSAS Graphical Menu Introduction Graphical Main Menu j T000 OPEN SYSTEMS Accounting Software Oj xj File Modes Tools Favorites Other Help 0 BARNS OSAS OPEN SYSTEMS Accounting Software Main Menu General Ledger 2002 Journal Transactions GENERAL Report Writer Journal Transactions Transactions ODBC Kit Reports Copy Recurring Entries Bills of Materials Kitting Periodic Processing GL Joumal Bank Reconciliation File Maintenance GL Activity Report Payroll with Direct Deposit Statement Maintenance GL and Transaction Inquiry Fixed Assets Master File Lists General Ledger Post to Master Inventory Job Cost Purchase O
208. mand e Press Tab to switch to the File Description section to specify which files change during processing e Press Enter to edit the current line e Press A to append another value to the list e Press B to begin the change field process 10 66 Accounts Receivable User s Manual File Maintenance Change Fields e Press H to return to the header section to change the selection you made for printing the log e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved 8 Continue entering old values and new values until you have specified all of the values you want to change in the Values section Files The files that contain the Field ID you selected appear in the File Description section You should change IDs in all of the files as a general rule Exclude files from the change process only when your reseller or support representative instructs you to so 9 The Time field gives you an idea of the relative time it takes to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field 10 The Tag field denotes whether the file is affecte
209. ment type 3 18 click defined 1 25 COD terms 11 8 codes payment methods 3 18 setting up 3 4 3 16 sorting 3 4 Codes List function 12 21 Codes Maintenance functions setting up 3 16 Codes Maintenance menu structure 1 7 combination method initial balances 3 26 Command Help pull down menu command 1 53 commands in field editing 1 63 report 1 78 scroll region 1 63 IX 3 comments adding 1 70 editing 1 70 entering 3 23 viewing 1 68 commissions 10 33 based on paid invoices 7 29 setting up 3 16 Commissions Report description 1 16 function 7 29 screen 7 30 when to print 7 29 companies changing 1 42 company assigning access codes 3 27 tables for 3 14 company information printing on plain paper invoices and statements 3 13 company parameter 1 4 conventions report 1 73 user s manual 1 25 conversion before converting 2 5 setup considerations 2 6 tax information 2 5 converting to OSAS version 6 1 2 6 Copy function key 1 51 1 64 pull down menu command 1 51 tool button 1 56 Copy Recurring Entries 1 15 before copying 5 33 copying batches 5 33 function 5 33 Credit and Balance Information changing 10 10 entering 10 10 finance charges 3 21 money owed 3 21 setting up 3 21 unapplied credits 3 21 credit card option to enter expired card as payment 3 12 IX 4 payment type 3 19 Credit Card Information changing 10 14 entering 10 14 setting up for customers 3 21
210. mmands To access a command click the appropriate button pe mogge Button Description E Opens the Workstation Date dialog box to change the workstation date See Workstation Dates on page 1 27 for more information Accounts Receivable User s Manual 1 39 OSAS Graphical Menu Introduction Button be amp a p Ch o E 1 40 Description Opens the Access Code dialog box to switch between access codes See Access Codes on page 1 27 for more information Displays the Application Information dialog box Opens help descriptions for the application menus and functions Opens the OSAS calculator Displays the pop up calendar screen You can use the calendar to add and review reminders for any date Opens an MS DOS command window Displays a screen for calling any BBx program that does not require variables to be passed to it For more information see Appendix F in the Resource Manager User s Manual Toggles between the Favorites and main menus See Favorites Menu on page 1 65 for more information Accounts Receivable User s Manual Introduction OSAS Graphical Menu Right Click Menu Add to Favorites Change to Favorites Sample Data GL Setup Function Information On the graphical and start style main menus the right click menu gives you quick access to commands that help you manage commands on your Favorites menu switch between sample and live data perform
211. mments You can enter comments about customers on the Customer Comments screen When you enter accounts receivable transactions you can use the Information menu or the Shift F2 command in text mode to access a customer s comments Comments are stored in the ARCCxxx Customer Comments file not in the ARCUxxx file For more information about entering customer records refer to the Customers function see page 10 3 User Defined Fields You can assign up to 16 user defined fields which can be numeric dates or check boxes You can view this information using the Customers and Open Invoices Inquiry screens the Master File List and Customer Detail List User defined field values are stored in the ARCUxxx UF file For more information about entering customer records refer to the Customers function see page 10 3 Documents You can attach multiple documents to customer records However you must set up file types in Resource Manager before you can attach documents See the Resource Manager User s Guide for more information You can attach 999 documents per customer The filenames are stored in the ARCUxxx UD file but the documents remain as separate files For more information about entering customer records refer to the Customers function see page 10 3 Accounts Receivable User s Manual 3 23 Setup Functions Setup Ship to Addresses Use the Ship to Addresses function see page 10 31 to build the ARSAxxx fil
212. n 1f desired then press Enter to view invoice or payment information Use the commands at the bottom of the screen to switch between or change customers view totals or select the line item to view Use the Exit F7 command to return to the function screen from which you accessed the History command Accounts Receivable User s Manual Introduction Information Menu Documents The Documents command lets you view or open documents attached to certain master file records You cannot use this command to attach a document to a record instead use the appropriate File Maintenance function to attach documents Before you can open documents you need to have the appropriate file associations set up in the File Types function on the Resource Manager Workstation Configuration menu The entries you make in this function help OSAS identify which software applications to use to open attached documents See the Resource Manager User s Manual for more information The Documents screen appears after you access the Documents command The Employee Documents screen is shown below as an example Employee Documents E 2151 x Commands Edit Modes Other Scroll Commands Help 2xe re ma g OK Abandon 2 Boure Linda C Employee ID BOU00I Document Name ID doc Lo poor Lia Jada a Line No 001 of 003 Header Eirst Last Next Prev View Open Document Goto
213. n for that list appears The Recurring Entries List screen is shown below as an example iz Recurring Entries List E 1501 x Commands Edit Modes Other Help 2x e Bla ma 26 OK Abandon Customer ID From El p Print Thru al Line Detail Transaction Totals C Break Totals es Recurring Entry Number Additional Description Format None x Customer ID Run Code Company H 09 12 2002 Terminal TODO OVR 2 Select the range of values to print on the list from the boxes Leave these fields blank to select all values or enter values into a combination of fields to select specific information to print on the list Accounts Receivable User s Manual 12 3 Master File Lists Screen Master File Lists 10 12 4 If the screen has check boxes that control what type of information prints select or clear the boxes or enter Y or N in text mode to include or exclude that information type For example select whether or not you want to include user defined fields documents sales rep addresses and so on In the Print section of the screen select the information you want included in the list for example GL codes distribution codes and so on In the Print By section of the screen select how you want the list ordered for example by customer ID zip code or customer name Select whether or not you want the additional descriptions to print and in which format Select whether
214. name as it appears on the card 10 15 Customers File Maintenance Field Description Exp Month and Year Enter the month and then the year that the credit card expires If you attempt to enter a payment using the card on a date after the expiration month and year a message appears to warn you that the card has expired When you save the entries you are returned to the credit card information scroll region When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Customers selection screen appears History Information If you elected to add or change customer history this screen appears History Information E 51 x Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Cust ID ACE001 Name ACE BUILDERS Period to Date Otr to Date Year to Date Last Year Sales 6650 89 216761 42 1665331 24 1223579 63 Profit 2269 42 48490 15 492899 03 370863 25 No lnv 2 4 14 J 8 Fin Chg 00 Pymts 00 647524 54 1627397 84 1110548 58 Disc 00 00 12630 63 1595 38 No Pymts J 0 J 2 14 5 Tot Days Pay J 0 J 95 715 J 211 Avg Days Pay 0 00 47 50 51 07 42 20 First Date Last Date Last Amount Last Inv No Sale 7 1 4 1999 fi 2 21 2000 21722 07 fi 2670074 Payment fi 1 27 2000 154642 54 0001 4189 Customer High Balance J 722144 10 Credit Status 332211222211
215. nd Cash Receipts function in Accounts Receivable GL Account function in General Ledger and Price and Availability and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application The Favorites menu for the graphical main menu is illustrated below AR Edit Cash Receipts GL Accounts IN Price and Availability IN Item Locations To set up the Favorites menu do the following 1 Select the function you want to add to the menu and press F10 or use the right click menu in graphical mode 2 Press F2 to confirm that your selection was added To remove a function from the menu follow these steps 1 Select the function on the Favorites menu that you want to remove 2 Press F10 or use the right click menu in graphical mode Accounts Receivable User s Manual 1 65 Information Menu The Information menu appears on some function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information Comments e History Documents Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Rece
216. nd HOVOOL 5 500 Line Items 11267 12 10 2000 1930 Cedarhurst Drive 888 567 8324 Net Sales Sales Tax 696228 Booked sales Freight Misc Kansas Cit MO 56663 2341 US jamesh bui lders_supply com Patrick R Thomassen THOOL 5 250 Line Items 16695 12 19 2000 1674 west 77th Street 100 873 8954 Net sales sales Tax 323809 Apt 1203 Booked sales Freight Misc New YORK NY 10027 4359 patrickt builders_supply com of Report Accounts Receivable User s Manual 12 5 Customer Detail List The Customer Detail List shows the information stored in the ARCUxxx Customer file each customer s name and address credit and tax information current balances sales and payment history and user defined fields and documents associated with each customer List Example 11 08 2002 OSAS v6 5 2 26 PM Customer Detail List By Customer ID ACEOOL Partial ship YES Territory MIDATL Class WHSL ACE BUILDERS Contact BRIAN 1588 SE 31ST STREET Sales Rep 1 GPD Garry P Deacon Sales Rep 2 Group Code 0 PADUCAH KY 28655 7865 US Statement Code Both ATTN ACCOUNTS PAYABLE Account Type Open Invoice Dist Code ol ship Zone 01 Cust Level ship To Finance chg Phone 505 555 1646 Fin charge Code Fax 502 555 1566 Terms Code 2 0 10 DAYS NET New Finance charge a Taxable Unpaid Finance Charge Tax Group Minnesota Exempt ID current Due P Balance 31 60 z credit Limit 315000 61 90 Credit Hold 91 120 00 121 136738 44 Payment
217. nd a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company in which you are working If it cannot find one it uses the systemwide table For example if you are using quick entry to enter an invoice for company AO1 on terminal T001 the system first looks for QITOO1 If it cannot find table QITO01 it looks for QIA If it cannot find table QIA it uses the systemwide table QI If the system cannot find any applicable table perhaps because the systemwide table was accidentally deleted an error message appears and you must rebuild the table Codes Use the Codes Maintenance functions to set up information about sales COGS accounts distribution accounts terms of payment shipping methods payment methods and finance charge codes The codes serve as a shorthand method of entering information See Chapter 11 for information about these codes Sales Reps The ARSRxxx file stores information about each person who is paid a commission on sales entered in Accounts Receivable If you plan to use the commission system you must set up sales rep records see page 10 33 and elect to keep sales history in the Resource Manager Options and Interfaces function before you begin processing in Accounts Receivable 3 16 Accounts Receivable User s Manual Setup Setup Functions For each sales rep you must specify several pieces of information e Personal information e Commission rat
218. nformation you want to include in the report or leave the boxes blank to include all customers 2 Select the invoices you want to include in the report You can include all invoices or only invoices that are on hold Accounts Receivable User s Manual 7 15 Cash Flow Report Open Invoices 3 Enter four aging periods for the invoices or accept each default date Enter the dates in chronological order the earliest date first 4 Select the output device See Output the Report on page 1 74 for more information After you produce the report the Open Invoices menu appears Cash Flow Report 11 08 2002 OSAS V6 5 Page 1 49 PM Cash_Flow Report All Invoices Invoice ST Due Discount After After After After Number TP current 11 08 2002 12 08 2002 01 07 2003 02 06 2003 Customer ACE0O01 ACE BUILDERS 12670046 I 10 05 2000 09 15 2000 12670064 I 12 24 2000 12 04 2000 12670074 I 01 20 2001 12 31 2000 24889030 I 01 08 2001 12 19 2000 Customer Total 136738 Customer DALOOL DALLAS FT WORTH DOME HOMES 12670056 I 11 13 2000 10 24 2000 9739 12670066 I 12 15 2000 11 25 2000 7203 12670077 I 01 24 2001 01 04 2001 Customer Total Customer KANOOL KANSAS CITY GEODESIC HOMES 12670067 12 16 2000 11 26 2000 71699 12670075 01 09 2001 12 20 2000 11267 24889024 11 19 2000 10 30 2000 73932 24889024 11 27 2000 11 27 2000 68972 24889028 12 12 2000 11 22 2000 418949 Customer Total 506876 Customer LOS001 LOS ANGELES CONSTRUCTION CO 12670058 I
219. ng up 5 25 ARCTxxx file 1 13 ARCUxxx file description 1 9 setting up 3 19 balance information 3 21 comments 3 23 general information 3 19 historical information 3 22 payment information 3 20 ARDCxxx file description 1 10 ARDExxx file description 1 11 setting up 3 11 ARFCxxx file description 1 10 ARGLxxx file description 1 10 ARGLxxx table description 10 51 screen 10 51 setting up 3 14 10 51 ARHDxxx file description 1 14 setting up 3 11 ARHIxxx file description 1 14 setting up 3 11 ARHSxxx file description 1 14 setting up 3 12 ARINxxx file description 1 13 IX 2 setting up 10 61 ARLSxxx file 1 13 ARPDxxx table description 10 53 setting up 3 14 ARPYxxx file description 1 11 setting up 3 18 ARRDxxx file description 1 11 setting up 3 24 ARRExxx file description 1 11 setting up 3 24 ARRHxxx file description 1 11 setting up 3 24 ARSAxxx file description 1 11 setting up 3 24 ARSMxxx file description 1 10 ARSRxxx file description 1 11 setting up 3 16 setting up commissions 3 17 ARTCxxx file description 1 10 ARTDxxx file description 1 13 setting up 3 24 ARTHxxx file description 1 13 setting up 3 24 B backup schedule for data files 3 28 for programs 3 28 setting up 3 28 Balance and Credit Information setting up for customers 3 20 balance forward accounts 10 3 10 61 Aged Trial Balance 7 9 B 3 cash receipts 5 27 Accounts Recei
220. not centered in the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the invoices and credit memos If a customer s purchase order number is greater than eight characters a row of asterisks is printed in the Order Number column and the entire order number is printed directly below the row of asterisks To align the form so that the customer s purchase order number can be seen make sure that only the bottom of the alignment character X is printed in the upper part of the alignment box in the form s upper right corner Sample invoice and credit memo forms are at the end of this section After you produce the forms the Transaction Reports menu appears Accounts Receivable User s Manual 6 5 Print Invoices Transaction Reports Invoice 6 6 INVOICE 0181 YOUR COMPANY NAME HERE 123 MAIN STREET YOUR CITY STATE ZIP PAGE 1 123 456 7890 INVOICE DATE 12 30 00 INVOICE NO 00000181 ACEOO1 000011 ATTN ACCOUNTS PAYABLE ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 S o L D F lo OH u IGV TOTAL DUE DISC DUE DATE ORDER NO ORDER DATE SHIPDATE SHIPNO GPD 01 29 01 01 09 01 0012 11 27 01 12 21 01 000011 2 10 n 30 BR549 Federal Exp 2nd Day ITEM ID ORDE
221. ntenance function see page 9 7 to purge entries from the ARRHxxx and ARRExxx files by cutoff dates Entries with a cutoff date before the date you specify are purged from the ARRDxxx ARRHxxx and ARRExxx files Initial Balances You can use the summary method the detail method or a combination of the summary and detail methods to set up the initial customer balances and open invoices Summary Method The summary method is quicker than the detail method but it does not provide complete sales history First enter a balance in each customer record for the period quarter and year to date and last year balances and credit and payment history Then enter outstanding balances If you elected to use online aging in the Resource Manager Options and Interfaces function turn the option off before you enter beginning balances The summary method consists of the following steps 1 Enter the unpaid finance charges and outstanding invoice amounts for the current period and the four aging periods and enter credit and payment history 2 Use the Build Open Invoice File function see page 10 61 to build an invoice for each unpaid finance charge current amount due and balance in an aging period Accounts Receivable User s Manual 3 25 Setup Functions Setup 3 26 Detail Method The detail method provides complete sales history but it is more time consuming than the summary method You must enter the year to date transactions in
222. nter N in text mode If you want information about each sales rep state city or distribution code to begin on a new page select the box or enter Y in text mode If you want the information produced in a continuous flow clear the box or enter N in text mode You can print page breaks only if you elected to organize the report by sales rep state and city or distribution code in step 11 above and if you have more than one page of data Select the output device See Output the Report on page 1 74 for more information Accounts Receivable User s Manual 7 11 Aged Trial Balance Open Invoices A sample Aged Trial Balance is at the end of this section Unapplied credits in the Unapplied column are applied to the customer totals for each aging period The letter H in the St status column shows that the invoice is held The Current column shows balances that are not 31 days old yet After you produce the report the Open Invoices menu appears 7 12 Accounts Receivable User s Manual Open Invoices Aged Trial Balance Aged Trial Balance 11 08 2002 1 46 PM Detail Accounts Receivable Aged Trial Balance Aged By Invoice Date ST Invoice t p Inv Date Current ACEOOL ACE BUILDERS 12670046 I 09 05 00 12670064 I 11 24 00 12670074 I 12 21 00 24889030 I 12 09 00 Cust ACEOQOL TOTAL 136738 DALOOL DALLAS FT WORTH DOME HOMES 12670056 I 10 14 00 9739 64 12670066 I 11 15 00 7203 92 12670077 I 12 25 00 8991 26 Cu
223. nter and post transactions information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance Invoices and Miscellaneous Credits You can enter invoices for sales or miscellaneous credits When you enter either type of daily work the key unit is the invoice An invoice holds one or more sales or miscellaneous credits When you enter an invoice you can record having received all the money or having received only some of it Accounts Receivable User s Manual Introduction The Accounts Receivable System You can copy recurring entries to an invoice Use the Recurring Entries function to define the run codes that identify recurring entries The information is kept in the ARRHxxx and ARRExxx files Information about unposted invoices and miscellaneous credits is stored in the ARTDxxx and ARTHxxx files When you enter a line item for a serialized item or for an item kept in a lot the lot number or the serial number transaction number and associated line item entry number are stored in the ARLSxxx file If the description field for each line item is not long enough you can enter 10 lines of additional descriptive text about each line item The additional text is stored in the ARDExxx file and is printed on invoices and miscellaneous credit memos Producing Reports Use the Transaction Reports functions to prepare invoic
224. nts dialog box appears Append Documents 3 101 xi Commands Edit Modes Other 2xebeama amp OK_ Abandon Document CONF2002 BMP Path L Conference02 CONF2002 BMP Description 2002 Conference Brochure 2 Enter the document file name and extension the full file path and a description of the file you want to attach to the master file record 3 Use the Proceed OK command to attach the file Edit Attached Document File Information To edit file information about attached documents select the document and then press Enter Edit the file information in the Edit Documents dialog box then use the Proceed OK command to save your changes To view the file information about attached documents select the document and then select View or press V in text mode The View Documents dialog box appears Press any key to exit To edit the document itself select Open document or press O in text mode to launch the appropriate application and open the file Note If you have problems opening a document press Enter to change the direction of the slashes used in the attachment s directory path If the directory path contains back ward slashes change them to forward slashes and vice versa 10 28 Accounts Receivable User s Manual File Maintenance Customers Delete Attached Documents To remove a document attachment select the attached document you want to delete and press F3 When the confirmation mess
225. nvoices for several transactions at once You can also print the invoice when you enter the transaction See the Online command in the Transactions function see on page 5 3 When an open invoice customer makes a payment toward a particular invoice you must apply the payment correctly The invoice number in the ARINxxx Open Invoice file must correspond to the information in the ARTDxxx and ARTHxxx files Since the Print Invoices function can reassign invoice numbers but not credit memo numbers print the Sales Journal before and after you print invoices to keep track of the numbers Accounts Receivable User s Manual 6 3 Print Invoices Transaction Reports Print Invoices Select Print Invoices from the Transaction Reports menu The Print Invoices screen appears amp Print Invoices E 104 xi Commands Edit Modes Other Help 2x re ma g OK_ Abandon Is AR Transaction Entry Completed Vv Batches to Print 4 Invoice Date 09 06 2002 First Invoice No 00002081 Last Good Invoice No If Restart 0 Message for All Invoices Thank you for your order Print Additional Descriptions IV Company H 09 06 2002 Terminal TODO OVR 1 If you are finished entering Accounts Receivable transactions select the check box or enter Y in text mode if not clear the box or enter N in text mode If you have not finished entering transactions return to the Transaction Reports menu and finish the entries before p
226. o copy entries from the ARRHxxx and ARRExxx Recurring Entries files to the ARTDxxx and ARTHxxx Transaction files when the recurring entries come due Use the run codes and cutoff dates that you set up in the Recurring Entries function to copy the batches according to your schedule After you copy an entry it is treated like another transaction When the ARTDxxx and ARTHxxx files are posted the entries are moved to the ARINxxx Open Invoice file Before you copy recurring entries produce the Recurring Entries List see page 12 19 and back up your files If you are using Accounts Receivable on a multiuser system make sure that no one else is using the Recurring Entries function You cannot copy recurring entries until the other users exit from that function Select Copy Recurring Entries from the Daily Work menu The Copy Recurring Entries screen appears 2 Copy Recurring Entries a oj x Commands Edit Modes Other Help 2xe tel a2 28 DK Abandon RunCode From o1 Thru fi 2 GL Period 9 0 Cutoff Date 9 06 2002 Batch ID 000002 El CompanyH 09 06 2002 TerminalTO00 OVA Accounts Receivable User s Manual 5 33 Copy Recurring Entries Daily Work a 4 5 34 Enter the range of run codes whose recurring entries you want to copy Press Enter to copy the entries to the default period or enter a different period If you entered cutoff dates when you entered recurring entries accept
227. o print the report Select the output device See Output the Report on page 1 74 for more information A sample Customer Analysis Report is at the end of this section The sales amount is the net of the line items After you produce the report the Open Invoices menu appears Accounts Receivable User s Manual Open Invoices Customer Analysis Report Customer Analysis Report CASH QTD YTD 66487 23 L Y 00 SALES BALTIMORE MD QTD YTD 108136 59 L Y SALES MINNEAPOLIS QTD YTD 138196 60 LAY 318996 80 SALES DALLAS TX 522780 14 497802 70 OSAS vO Customer Analysis Report By Sales Rep ID Terms Per Days Net 0 0 0 0 sales History Profit 703 25 32489 15 37886 40 00 0 0 0 o sales History Profit 459 29 13388 03 65727 39 00 0 0 0 0 Sales History Profit 988 42 7932 66 67834 18 192200 90 0 0 0 0 sales History Profit 761 00 25682 06 421593 76 331111 20 Accounts Receivable User s Manual Dist Credit Limit Code Average Inv 1940 87 16551 54 16621 81 00 Average Inv 763 29 11371 13 21627 32 00 Average Inv 1710 72 5300 00 27639 32 159498 40 Average Inv 1719 64 12566 71 65347 52 165934 23 Balance Due 51487 23 15618 29 7419 00 29431 56 First sales Date 09 21 2000 03 04 2000 07 05 1999 07 15 1999 Page Last sales Date 12 06 2000 12 20 2000 12 01 2000 12 15 2000 7 27 C
228. odes Other Scroll Commands Information Help 2xe rel mal g OK Abandon Customer ID 2 ACE BUILDERS Start Date A Order Number PO Number Type Invoice Item Job Description Quantity Units Amount Date Loc ID 12670001 100 515 0000 PKG 185774 66 z z o 3 Lb bb bE 150 75 0000 PKG 71467 99 Miscellaneous Char 230 0000 86078 05 300 240 0000 EA 5546 52 350 35 0000 EA 8341 88 400 75 0000 PKG 67379 29 Customer _ First Last Next Prev Start date Totals View Goto inve Add Descr Company H 09 05 2002 Terminal T000 OVR EXETER Accounts Receivable User s Manual 4 13 Detail History Information Inquiry Inquiry Inquiry 4 14 m Enter the ID of the customer whose history you want to view Enter the order number you want to view You can use wildcards or to expand or restrict the order numbers included in the display Enter the purchase order number you want to view You can use wildcards or to expand or restrict the purchase order numbers included Use the commands or buttons in graphical mode on the command bar to find the information you need See General Information on page 4 3 for more information Note You can look at the records for a customer that has been deleted from the ARCUxxx file but has records in the ARHIxxx file if you know the ID Ignore the Customer Is Not on File m
229. oduct Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Description Opens the OSAS calculator Allows you to enter an operating system command from within OSAS Allows you to execute a PRO S program Creates a report for future OSAS product suggestions Allows you to view the application options you have set up for a particular application Allows you to search across your data You can select from the installed applications which data to search Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows you to record comments for your own use Displays the EIS Dashboard Displays the EIS Dashboard history Accounts Receivable User s Manual Introduction OSAS Graphical Menu Command Description Pop Up Calendar Allows you to create and read date reminders in OSAS Inventory Price Allows you to calculate prices and view quantity Calculator cost and pricing information for inventory items Help Menu Fie Modes Tools Favorites Other Help Ees mH we he lt Help lt Fl gt About OSAS Command Description Help Opens help descriptions for the application menus and functions About OSAS Opens the About OSAS dialog box Main Menu Toolbar The main menu toolbar gives you quick access to frequently used OSAS co
230. oice date Enter the shipping address code Use the Inquiry command to view all available addresses for the selected customer Select the address you want You are returned to the main screen 5 9 Transactions Daily Work Field Inquiry Ship Method Maint Ship Via Pick Slip No 5 10 Description If you use the Maintenance F6 command the Ship to Address function temporarily appears You cannot delete ship to addresses that you access through the Maintenance command After you enter the code the address appears if the code is in the ARSAxxx Ship to Address file Accept it or enter a different address You can skip the Ship To box and still enter shipping information in the fields immediately following it You can enter four lines of address information a city state zip or postal code and country code You might want to enter information in these fields if the ship to code is not on file and you do not want it on file but you still want to enter new data for the transaction If you are entering a miscellaneous credit you can skip this field Enter the code for the shipping method If you entered a shipping address code the means of shipment appears Accept it or enter a different means If the shipping code you entered is not on file enter the means of shipment If you are entering a miscellaneous credit you can skip this field Enter a picking slip number or press Enter to skip this fi
231. ommand to look up an employee ID if Payroll is installed for this company Enter the run code you want to assign to the sales rep or press Enter to skip this field This code is a digit you can assign to the sales rep for reference only the system does not use it in any calculations and uses it for sorting only if you make modifications to the system Enter the percentage of the sale you want the sales rep s commission to be Select the amount the commissions are to be paid on S for the net sales amount G for the gross profit of the sale or N for neither amount Enter B if the commissions are to be paid when the sale is entered or P if they are to be paid when the sale is paid For each type of charge select the check box or enter Y in text mode if the sales rep s commission is to be based on that type of charge or clear the box or enter N in text mode if it is not Enter the sales rep s month and year to date gross sales The figures are updated when you post the sales rep s transactions 10 Enter the date of the rep s last sale Post transactions updates this field Accounts Receivable User s Manual File Maintenance Sales Reps The ARHIxxx Detail History file provides information for the sales history fields and the Commissions Report If you change the information in these fields the ARHIxxx file is not updated and the data in the Commissions Report does not match the data in the ARSRxxx Sales Rep f
232. ommissions Report The Commissions Report shows the sales information for each sales rep who had activity during the selected range of dates If you elected not to save detail sales history in the Resource Manager Options and Interfaces function no information is available for this report Produce the report before you do periodic maintenance because you can clear the ARHIxxx Detail History file through that function Open invoices in a period whose history you deleted are not included in the Report You can produce a report with commissions broken down by line items commissions broken down by invoices or summary commissions The line item detail report shows the price profit and commission for each line item The invoice detail report shows the total price profit and commission for each invoice The sales rep summary report shows only the totals for each sales rep If a sales rep s commission is based on paid invoices commissions are calculated only on the portion of sales that has been paid for open invoice customers and balance forward customers See page 3 16 for an explanation of how commissions are calculated Accounts Receivable User s Manual 7 29 Commissions Report Open Invoices Select Commissions Report from the Open Invoices menu The Commissions Report screen appears Mi Ex Commands Edit Modes Other Help 2xe be ap amp DK Abandon Pick Sales Rep From DMM faj Thru PRT Jal Invoic
233. only when there is more than one screen of line items Use the Exit F7 command to return to the function screen from which you accessed the Documents command when you finished viewing documents 1 72 Accounts Receivable User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report contains information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the report includes information only about vendor ACE0O1 Information for reports is sorted first by a space _ then by s
234. or all the companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific tables For example you can set up table ARGL for companies that post accounts receivable transactions to the same general ledger accounts and you can set up table ARGLAO1 for company A01 ARGLBOI for company B01 and so forth if those companies post accounts receivable transactions to different general ledger accounts These tables are identified by a four or five character prefix and a three character suffix The prefix is the table name ARGL for general ledger accounts for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table ARGLAOI company AOI uses the ARGL table 3 14 Accounts Receivable User s Manual Setup Setup Functions The DFxxxx table Defaults and each Quick Entry table QExxxx QH1xxxx QH2xxxx Qlxxxx and QMxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QI for Quick Entry Invoices and so forth The suffix is a terminal ID a company ID or a systemwide table without a suffix You can set up the Defaults and Quick Entry tables for the following situations e Assign each table to a particular
235. or only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter Enter the date of the most recent comment you want to work with or press Enter to work with all comments The date reference sequence number and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID and then by sequence number 10 24 Accounts Receivable User s Manual File Maintenance Customers e To work with comments associated with a different reference ID press R Then enter the reference ID and end date e To work with comments with a different end date press D and enter the new end date e Toreturn to the previous customer maintenance screen you selected press P If you did not select another screen the Customers selection screen appears e To continue with the next customer maintenance screen you selected press N If you did not select another screen the Customers selection screen appears e To go to a comment for a specific date press G and enter the date e To add a comment press A To edit a comment press Enter In either case a comment entry window appears Pen ommbnds Edit Modes Other Help 2xe Bre mml g OK Abandon Reference 02 Comment Please notify Jane of any short shipments Date 03 111 2
236. ord on file Next Press N to look at the next customer record on file Prev Press P to look at the previous customer record on file Balance Press B to look at the balances for the customer See Look at Customer Balances on page 4 5 for more information History Press H to look at the sales and payment history for the customer See Look at Customer History on page 4 6 section below for more information Invoices Press I to scan invoices for the customer you selected See Find Invoices for a Customer on page 4 7 for more information Ship to s Press S to look at the shipping addresses assigned to the vendor you selected See Look at Customer Ship To Addresses on page 4 8 for more information User fields Press U to view the user defined fields for the vendor you selected 4 4 Accounts Receivable User s Manual Information Inquiry Customers and Open Invoices Look at Customer Balances To look at the balances for the customer press B The customer history inquiry screen appears Credit and Balance Information lol xj Commands Edit Modes Other Information Help 2x telman g OK Abandon Customer ID ACE001 ACE BUILDERS El Open Invoice Credit Information Pymt Method CHK Check Fin Charge F Fin Charge Code UU Credit Limit 315000 Credit Hold fe Balance Information New Finance Charges Unpaid Finance Charges 00 Current Due 00 Balance 31 60
237. ournal provides a record of revenue you entered as received in the Cash Receipts and Edit Cash Receipts functions since the last posting period e The Methods of Payment Journal holds the same information as the Cash Receipts Journal but is organized by payment method In this journal you can also single out information about a particular payment method e The Deposits Report provides information about which revenue was deposited with which bank accounts The ARHSxxx ARHIxxx and ARCUxxx files provide information for the following reports e The AR Analysis Report provides an analysis of your company s outstanding receivables e The Sales Analysis Report provides an analysis of your company s sales 1 16 Accounts Receivable User s Manual Introduction The Accounts Receivable System e The Detail History Report provides an analysis of trends in your sales based on detailed line item information from each sale which items are being sold most which customers are buying most frequently how much each item is being sold for and so forth e The Customer Sales Report provides an analysis of customers buying trends how much you sold to your customers the gross profit from each sale the average invoice amounts and the number of invoices e The Customer Activity Report provides an analysis of customer activity in terms of which customers bought the most e The Summary Invoice History Report provides a summary of invoices f
238. p customers you can assign the shipping address where the goods for the customer are to be shipped The ARRHxxx and ARRExxx Recurring Entries files store information about transactions that come up repeatedly The ARRHxxx file stores header and tax information about each recurring entry the ARRExxx file stores line item and tax information about each recurring entry The ARRDxxx Recurring Additional Descriptions file holds additional descriptions you assign to line items in a recurring entry This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function The additional text is printed on invoices after you copy the entry to the ARTDxxx and ARTHxxx files Accounts Receivable User s Manual 1 11 The Accounts Receivable System Introduction Resource Manager Files The Resource Manager system has three files that Accounts Receivable uses RMCDxxx RMTXxxx and RMGCxxx These files store Accounts Receivable related information and serve as attribute files but are stored as Resource Manager files so they can be used by other applications as well The RMCDxxx Tax Classes file stores the tax classes and associated descriptions for each number 00 through 99 enter a description When you set up tax groups you assign a percentage and other information to each tax class When you set up a customer and assign a tax group the set of tax classes for the tax g
239. pany ID commands a and c must be entered after the separation dash See the Resource Manager Installation Manual for more information on these parameters Accounts Receivable User s Manual 1 5 The Accounts Receivable System Use the Accounts Receivable system to record billings you make to customers It lends its tracking capabilities to other applications associated with tracking assets Inventory for example It represents an asset when you record a sale to customers the transactions are expressed as gains to your source of revenue and losses to the assets you sold For example if you sell inventory items the transaction represents a gain to your capital and a loss to inventory Menu Structure The Accounts Receivable menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use File and Code Maintenance Use the functions on the File Maintenance and Codes Maintenance menus to set up and maintain information about your customers For example use the Customers function to establish and update information about customers with which you usually do business The system uses various codes to define customers records Some of these codes are defined in File Maintenance functions others are defined in Codes Maintenance functions For example terms codes which serve as a shorthand method of entering terms of a transaction for a customer should be set up in the Terms fun
240. payment terms of the transaction appear If you are entering a miscellaneous credit to reverse an invoice accept the default terms percentage and number of days or enter the terms that were used for the original invoice To identify the transaction enter the sales order number or the customer s purchase order number If you entered an order number enter the order date Accounts Receivable User s Manual Daily Work Transactions Field Inv No Inv Date inquiry ship to Maint Accounts Receivable User s Manual Description If you assigned an invoice number to the transaction enter the number If you enter an invoice number and then print the online invoice the number you enter here is used If you use the Print Invoices function instead a different number is assigned to the invoice If you elected not to use prenumbered invoices in the Resource Manager Options and Interfaces function existing invoice numbers are not overwritten If you elected to use prenumbered invoices your invoice numbers are overwritten If you frequently assign invoice numbers before entering the transactions print the Sales Journal see page 6 9 before and after you print invoices to check for differences in the numbers The invoices and the ARINxxx file must agree so that customer payments are applied correctly If you are reversing an incorrect invoice enter its number If you entered an invoice number enter the inv
241. pecial characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Accounts Receivable User s Manual 1 73 Reports Introduction Use caution when you enter codes or IDs consisting of characters other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and all are included in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order the numbers are listed in this order 1 10 19 2 20 In this example numbers 3 9 are not included in the sort since they fall after 20 in an alphabetical sort To prevent this situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 000001 through 000020 Output the Report The type of menus you use controls which options are available to output reports If you are using graphical function screens you have the following output options Printer Print Preview File or E mail for selected reports If you are using text func
242. ply Detail History Report By Customer ID sales Profit CUSTOMER ACEOO1 ACE BUILDERS 1813375 2476380 45 663005 03 CUSTOMER DALOO1 DALLAS FT WORTH DOME HOMES 162611 494356 79 331745 64 GREOO1 PRT FREIGHT CHARGES 24889101 12 21 99 345 345 00 00 GREOO1 PRT MISC CHARGES 24889101 12 21 99 436 436 00 00 CUSTOMER GREOO1l GREATER NEW YORK DOMES INC 251547 395913 06 144365 12 CUSTOMER KANOOL KANSAS CITY GEODESIC HOMES 355815 726927 21 371111 75 CUSTOMER LOS001 LOS ANGELES CONSTRUCTION CO 342568 710581 74 368013 25 CUSTOMER SUNOOL SUNSHINE HOMES INC 22571 65238 42666 80 CUSTOMER TENOOl TENNESSEE SHELTERS INC 249266 770042 520776 31 GRAND TOTAL 3197756 5639440 2441683 End of Report Accounts Receivable User s Manual 8 13 Customer Sales Report The Customer Sales Report shows how much money you are making from your customers the gross profit you made on the sales the average invoice amounts and the number of invoices You can list only customer sales history or you can include item and job history If you elect to include item and job history the report shows the quantities sold You cannot print the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Select Customer Sales Report from the History Reports menu The Customer Sales Report screen appear
243. ply these credits and payments to specific invoices I had printer problems before I finished printing invoices The printer problem is fixed now but how do I start over without reprinting all the invoices Use the Restart option Enter the new first invoice number and the number of the last invoice that printed correctly I was in the middle of posting and had computer problems Can I recover Yes If you backed up your data files before posting restore the backup and start the post over The Post Transactions function has a restart feature If you did not back up before posting start the post over Each posted transaction is flagged as posted so if a transaction or batch of transactions was completely posted it will not be processed again If the system was in the middle of posting a transaction or a batch of transactions it processes the transaction s again Then print the Open Invoice Report the Detail History Report and the appropriate reports from interfaced applications Make adjustments for the double posted entry if any Only one transaction line or cash receipt can be double posted B 2 Accounts Receivable User s Manual References Common Questions The Current column in the Aged Trial Balance shows both last month s and this month s activity for my balance forward customers Why You did not do periodic maintenance before you entered this month s activity You can correct this situation in one of two wa
244. purge customer comments produce the Customer Comments List see page 12 11 and make sure that the comments you intend to delete are not needed later Then file the list so that you have a record of the comments Select Purge Customer Comments from the Periodic Processing menu The Purge Customer Comments screen appears 24 Purge Customer Comments E x lol xl Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Pick CustomerID From J ACEO01 aj Thu 15001 aj Date From 01 01 2000 Thru 12 31 2000 Reference From Thru CompanyH 09 11 2002 Terminal TOOO OVR Accounts Receivable User s Manual 9 13 Purge Customer Comments Periodic Processing Inquiry 1 Enter the range of customers whose comments you want to purge or leave the boxes blank to include all customers 2 Enter the range of dates that the comments you want to purge were recorded or leave the boxes blank to include all dates 3 Enter the range of references whose comments you want to purge or leave the boxes blank to include all references When you are finished making your selections use the Proceed OK command to purge the comments and return to the Periodic Processing menu 9 14 Accounts Receivable User s Manual Purge Selected Files Use the Purge Selected Files function to clear the ARHDxxx Additional Descriptions ARHIxxx Detail History ARHSxxx Summary History and ARRExxx and ARRHx
245. r two sales rep IDs The group code for a customer that is a credit card company such as VISA or MasterCard is C No history is saved for credit card companies the history of the transactions involved is assigned to the customer who used the credit card You can set up recurring entries for regular customers with a group code from 0 through 9 When you copy these recurring entries an invoice is created for each customer with that group code The Stmt Code field determines whether the customer should receive only statements only invoices both statements and invoices or neither statements nor invoices Customers that do not receive invoices are skipped when you print invoices Customers that do not receive statements are skipped when you print statements If you elected to print invoices online in the Resource Manager Options and Interfaces function you can still print an invoice online for a customer that does not receive invoices Accounts Receivable User s Manual 3 19 Setup Functions Setup You set up customers as open invoice or balance forward accounts For open invoice accounts you keep detailed information about the invoices in the ARINxxx Open Invoice file and apply payments to individual invoices For balance forward accounts you keep summary information about the invoices in the ARINxxx file and apply payments to the total balance due If you have both open invoice and balance forward accounts the customer s ac
246. r ID Accounts Receivable User s Manual 3 5 Setup Considerations Setup e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINO01 and WINOOS leaves room for three customers in between 3 6 Accounts Receivable User s Manual Setup Checklist Follow the steps below to set up the Accounts Receivable system Each step is explained in this section If you converted from a previous version of Accounts Receivable you can simply verify the contents of these files instead of building the data 1 Set up the options and interfaces 2 Build the tables 3 Use the functions on the Codes Maintenance menu to build the sales COGS and distribution accounts terms codes finance charge codes and shipping methods 4 Build the ARSRxxx Sales Rep file 5 Build the RMTHxxx Tax Location Header RMTDxxx Tax Location Detail RMGCxxx Group Code and RMCDxxx Tax Class Code files in Resource Manager 6 Build the ARPYxxx Payment Methods file 7 Build the ARCUxxx Customer file 8 Build the ARSAxxx Ship to Address file 9 Build the ARRExxx Recurring Entries Detail ARRDxxx Recurring Additional Descriptions and ARRHxxx Recurring Entries Header files 10 Enter initial balances 11 Set up access codes 12 Set up a backup schedule Accounts Receivable User s Manua
247. r Record Test KNUM 0 Record ENTRY INSHH 27 573 JOBSH 25 25 JOHIH 1 189 JOHIH 0 189 SORHH 6 6 SORLH 21 21 SOTDH 20 20 SOTHH 8 8 Field ID AR CUSTOMER ID original value New value ACEOOL ABCOOL 10 68 Accounts Receivable User s Manual Codes Maintenance GL Codes 11 3 Distribution Accounts 11 5 Terms 11 7 Shipping Methods 11 9 Payment Methods 11 11 Finance Charges 11 13 Accounts Receivable User s Manual 11 1 GL Codes Use the GL Codes function to assign sales and cost of goods sold accounts in General Ledger to a general ledger code The codes serve as a shorthand method of assigning the accounts to a transaction When you post transactions information associated with a sales COGS code is sent to the correct accounts Select GL Codes from the Codes Maintenance menu The GL Codes screen appears GLCodes U Hoki Commands Edit Modes Other Help 2x re ma g OK _ _Abandon GL Code Jer El Description Contract Sales GL Sales Account 402000 aj GL COGS Account 502000 aj Company H 09 12 2002 Terminal TODO OVR 1 Enter the code for the sales COGS account pair 2 Accept the default code description or enter a different code description This description appears when you use the Inquiry command in the GL Code field anywhere in the system Accounts Receivable User s Manual 11 3 GL Codes Codes Maintenance _ Inquiry 3 Accept the default general ledger sales account or en
248. r a new credit card number in the Transactions or Cash Receipts functions an error message appears 10 14 Accounts Receivable User s Manual File Maintenance Customers If you choose not validate card numbers you may enter any card number name and expiration date information in the Transactions or Cash Receipts functions e To continue with the next customer maintenance screen you selected press N If you did not select another screen the Customers selection screen appears e Toreturn to the previous customer maintenance screen you selected press P If you did not select another screen the Customers selection screen appears e To change your entry in the Validate Credit Cards field press H e To go to a specific credit card in the list press G e To adda card press A To edit a card press Enter In either case a Credit Card Information window appears A Edit Credit Card Information lol xj z e mn g OK Abandon Name Jace Builders Inc Pymt Method vis Taj Card No 11116 Exp 22001 Field Inquiry Maint Payment Method Card No Name Accounts Receivable User s Manual Description Enter the payment method code associated with the type of credit card you are adding for the customer The description of the payment method appears Enter the credit card number as it appears on the card Do not enter spaces between blocks of numbers Enter the card holder s
249. r an Item ID field See Inventory Lookup on page 1 62 for more information Uses the lot lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the serial number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the item description lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information 1 47 OSAS Text Functions Introduction Command Alternate Key Key Description Ctrl F Toggles quick entry on and off If this option is Quick off the cursor stops at every field possible If you Entry want to skip the fields that are not required thus speeding data entry turn this option on Quick entry is on when the Quick flag appears at the bottom of the screen Ctrl G Toggles the bell on or off If the bell is on it Bell sounds at an error or when you must verify a command Ctrl O Toggles function key display on and off If this Online option is on the available function keys appear at Hints the bottom of the screen to remind you of their use Ctrl V Toggles verification on and off If verification is Verify turned on you must press a key twice to verify that you want to perform an operation Verification is on when the Verify flag appears at the bottom of the screen Messages Messages appear
250. rce files to be erased after conversion select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Enter AR in the Appl column Accounts Receivable appears Enter your earlier version number of Accounts Receivable and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Information Shift F2 command on the menu screen If data files already exist for Accounts Receivable in the intended destination path the AR data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists To convert use the Proceed OK command The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applica
251. rder Sales Order More IL Company H Terminal T000 08 14 2002 11 30 AM You can exit from a graphical menu in these ways e Select a button from a previous menu e Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window Use Exit F7 e Select Exit from the File menu 1 34 Accounts Receivable User s Manual Introduction OSAS Graphical Menu Start Style Main Menu TODO OPEN SYSTEMS Accounting Software leix File Modes Tools Favorites Other Help Aa 2M we 50 Date and Time y Data Set J H Builders Supply zl 08 14 2002 Live Data 11 32AM C Sample Data L GENERAL Report Writer I oDBc kit I Bills of MaterialsiKitting Bank ion I Payroll with Direct Deposit LU Fixed Assets LJ General Ledger I Inventory I Job Cost I Purchase Order I Sales Order C More s gt INS C Reconcilstion gt Sy Void Checks and Stop Payments L File Maintenance N BR Journal L Master File Lists gt Bank Account Register N Post Transactions OSAS OPEN SYSTEMS Accounting Software ra 4 YYYYYYYYYYYY OPEN SYSTEMS Accounting Software You can exit from a menu in these ways e Press the left arrow key to go to the previous menu one menu up e Hold the mouse over a different menu choice e Press the Tab key to go to the OSAS menu e Clic
252. record in the BRTRxxx Transactions file Accounts Receivable User s Manual 6 31 Post Transactions Transaction Reports Inventory If Accounts Receivable interfaces with Inventory on hand and in use quantities are decreased and quantities and history are updated The system also calculates average prices in the INUPxxx Units Pricing file Before Posting Before you post do these things e Ifyou have a multiuser system make sure that no one else is working with the batches you are posting You cannot post if someone else is working within the batches e Print the Sales Journal see page 6 9 the Miscellaneous Credits Journal see page 6 13 and the Cash Receipts Journal see page 6 19 e Back up all the data files The information in the Sales Journal and the Miscellaneous Credits Journal comes from the ARTDxxx and ARTHxxx files The information in the Cash Receipts Journal comes from the ARCRxxx file Posted entries are cleared from these files to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 6 32 Accounts Receivable User s Manual Transaction Reports Post Transactions Post Transactions Select Post Transactions from the Transaction R
253. ree sections The top or Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether or not you want to produce the printed log The lower left or Values section is where you build a list of the values you want to change by specifying the old value and the new value Accounts Receivable User s Manual 10 65 Change Fields File Maintenance The lower right or Files section contains a list of the files that are changed in the applications you installed on your system Header 1 Enter the Field ID you want to change You can change only Accounts Payable fields from the Accounts Payable menu To change IDs and codes from other applications run the Change Fields function in the respective application 2 Select the Print Log check box to print a list of the files that are changed 3 After you enter the Field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Values 4 To edit or add original new values in this section select a line and press Enter to edit the current line The Edit Original New Values dialog box appears Press A to append another value to the list The Add Original New Values dialog box appears 5 Enter the current field value you want to change in the Original Value box 6 Enter the new value that you want to use for this field in the New Value box 7 Select acom
254. rinting invoices 2 Select the batch numbers you want to print You can print multiple batches at once 3 Enter the date you want to print on the invoices or credit memos This date is used to age the invoices if you elected to use online aging in the Resource Manager Options and Interfaces function 6 4 Accounts Receivable User s Manual Transaction Reports Print Invoices Whether or not you print invoices determines how invoices are aged The invoice header date is used for aging only if you do not print invoices This date is used for aging if you print invoices regardless of the header date 4 If you assigned numbers to the invoices enter the invoice number with which you want to start If you did not assign numbers to the invoices enter the number of the first form you are going to use 5 If you are reprinting invoices enter the number of the last form that was printed correctly If you are reprinting and you use prenumbered invoices produce the Sales Journal after you print all the invoices so that you have a record of the invoice numbers 6 If you want all invoices to have a message enter one 7 Ifyou want to print additional descriptions from the ARDExxx file on the invoices select the box or enter Y in text mode if not clear the box or enter N in text mode 8 Select the output device 9 Ifyou elect to print the forms an alignment character is printed in the form s upper right corner If the X is
255. riodic maintenance Use the report functions as often as you need to produce summarized information about transactions commissions sales analysis and so on Periodic Processing After posting over a period of time enough information is kept in various files that the files can get too large and slow down your system Use the Periodic Maintenance function to remove period quarter and year to date figures year to date finance charges and customer high balances Use the Purge Selected Files function to remove specific information from the ARHDxxx Additional Descriptions History ARINxxx Open Invoice ARRHxxx and ARRExxx Recurring Entries ARHIxxx Detail History and ARHSxxx Summary History files according to the date you specify Accounts Receivable User s Manual Introduction The Accounts Receivable System Master File Lists Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files details about sales reps customers ship to addresses recurring entries and codes File Information The information you enter in Accounts Receivable functions is stored in files Each file falls into one of four categories customer files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better idea of how each
256. ription 1 17 function 8 23 summary method initial balances 3 25 T Tab report command 1 78 scroll region command 1 54 Tables all companies 3 14 ARGLxxx 10 51 ARPDxxx 10 53 assigning to a terminal 3 15 Defaults 3 15 deleting or rearranging information 3 14 DFxxxx 10 54 DUNxxx 10 55 for any situation 3 15 FORMxxx 10 56 function 10 49 individual companies 3 14 prefix and suffix information 3 14 printing 10 59 Quick Entry 3 15 setting up 3 14 system selection 3 15 3 16 use of 10 49 Tables List function 12 23 sample 12 23 Tax Audit Report function 8 35 Tax Classes file 1 12 Tax Groups file 1 12 setting up 3 18 3 20 IX 15 terminal assigning table to 3 15 parameter 1 4 Terms cash on delivery 11 8 function 11 7 miscellaneous credits 5 8 regular 11 8 terms codes definition 1 7 10 7 10 39 miscellaneous credits 5 8 Terms Codes file description 1 10 toggle between halves of reports 1 78 tool button Access Code 1 36 Application Information 1 40 Calculator 1 37 1 56 change to from Favorites 1 37 Copy 1 56 Delete 1 56 Help 1 39 1 56 Maintenance 1 56 MS DOS prompt 1 40 Online Documentation 1 56 Paste 1 56 Pop Up Calendar 1 56 PRO 5 Command 1 40 Start Over 1 56 Workstation Date 1 36 toolbar function screen toolbar 1 56 graphical menus 1 39 totals transactions 5 20 Totals Information screen 10 46 Transaction Control file 1 13 Transaction files 1 1
257. rnal A lol xj combands Edit Modes Other Help 2xrebeama amp OK__ _Abandon Method of Payment From aj Thu f aj Batches to Print 0 Cash Check C Credit Card C Wiite off C Other C All Methods Company H 09 06 2002 Terminal T000 OVR Enter the range of payment methods whose associated receipts you want to include in the journal or boxes blank to include all payment methods once Accounts Receivable User s Manual Select the batch numbers you want to print You can print multiple batches at Select the payment types you want to include in the journal 6 23 Methods of Payment Journal Transaction Reports You can include payment methods in two ways entering a range and selecting a payment method Take care to make the two specifications agree For example if you entered VIS at From and Thru for a credit card and then selected 1 for cash the journal would not have any data because no payment method is both a credit card and cash 4 Select the output device A sample Methods of Payment Journal is at the end of this section After you produce the journal the Transaction Reports menu appears 6 24 Accounts Receivable User s Manual Transaction Reports Methods of Payment Journal Methods of Payment Journal 04 11 2001 Builders Supply 5 27 PM Methods of Payment Journal Type Cash Method Description GL Account CSH cash 100000 Deposit Invoice Payment Batch
258. rom detail history e The Promotional Analysis Report provides a means of comparing promotional pricing with other types of pricing e The Tax Audit Report shows sales tax calculated by income and location e The Sales Tax Report provides a record by tax group of sales tax collected from revenue since the last period Posting Transactions After you are finished entering transaction and cash receipt information and producing the desired reports you are ready to post transactions When you post transactions several files are changed e Records are created in the ARINxxx file for each entry in the ARTDxxx and ARTHxxx files Invoice due dates and discount dates are updated e Balances and sales history information are moved from the ARTDxxx and ARTHxxx files to the ARCUxxx file The ARCRxxx ARTHxxx and ARTDxxx files are purged Accounts Receivable User s Manual 1 17 The Accounts Receivable System Introduction e Gross sales figures are updated in the ARSRxxx file e The taxable and nontaxable sales amounts are updated in the RMTXxxx file Lot and serial numbers are removed from the ARLSxxx file e Ifyou elected to save detail and summary history in the Resource Manager Options and Interfaces function detailed line item information is moved to the ARHIxxx file and summary totals information is moved to the ARHSxxx file e If Accounts Receivable interfaces with General Ledger entries are made to the sales sales ta
259. roup and associated percentage markups are assigned with it Then when you enter a transaction for the customer and assign a line item to the transaction you specify the tax class and the associated percentage according to the customer s tax group takes effect The RMTXxxx Tax Locations file stores the tax authorities and associated information For the classes and descriptions defined in the RMCDxxx file this file stores such information as whether the tax class is taxable the percentage of markup the amounts of taxable and nontaxable sales for the reporting period the overall tax collected for each class of each group the general ledger account number the tax ID and whether freight charges are to be taxed The RMGCxxx Tax Groups file stores information for each group of sales tax locations This file groups one or more related tax locations together to arrive at an overall sales tax rate used to calculate the tax on a sale for example state county and city taxes can be grouped together for a combined effective sales tax rate 1 12 Accounts Receivable User s Manual Introduction The Accounts Receivable System Temporary Files The temporary files store information created from an action you perform and send that information to a different file usually a history file when you post The ARTDxxx and ARTHxxx Transaction files store information about unposted invoices and miscellaneous credits This information is ent
260. rs Commands Edit Modes Other Information Help 2 xul Be mal amp Ok Abandon Customer ID ACE001 ACE BUILDERS Fiscal Year 12 2000 Item Job Type Quantity Units Sales cogs 100 47 0000 PKG 15258 78 16146 85 150 2 0000 PKG 2634 77 1815 06 300 1 5 0000 EA 104 00 110 05 350 10 0000 EA 2145 06 2269 90 450 I 10 0000 EA 1464 09 1611 40 460 I 10 0000 EA 1606 41 1764 70 550 I 3 0000 PKG 4303 77 00 600 10 0000 EA 1143 73 1191 60 200 K 1 0000 PKG 2464 41 1286 97 Totals 31125 02 26196 53 Enter Summary History Customer Inquiry Company H 05 30 2000 Terminal TODO OVR The item number or job number type of sale I or J quantity units and sales and COGS amounts appear for each item sold during the period The total sales and COGS amounts appear for each period If you made more sales to the customer in this period than the screen can show enter M to view more history When you are finished looking at the item and job history press Enter to return to the Summary History customer inquiry screen Accounts Receivable User s Manual 4 19 Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Accounts Receivable User s Manual 5 3 5 25 5 31 5 33 5 35 5 37 5 1 Daily Work 5 2 Introduction Use the Daily Work functions to record sales you made to a customer If you sold goods to a customer that are not asso
261. rt Customer Activity Report Summary Invoice History Promotional Analysis 5 3 5 25 5 31 5 33 5 35 5 37 6 3 6 9 6 13 6 17 6 19 6 23 6 27 6 29 7 3 7 5 7 9 7 15 7 17 7 21 7 25 7 29 8 3 8 7 8 11 8 15 8 19 8 23 8 27 Accounts Receivable User s Manual Print History Invoices 8 31 Tax Audit Report 8 35 Periodic Processing Sales Tax Report 9 3 Periodic Maintenance 9 7 Purge Customer Comments 9 13 Purge Selected Files 9 15 File Maintenance Customers 10 3 Ship to Addresses 10 31 Sales Reps 10 33 Recurring Entries 10 37 Tables 10 49 Build Open Invoice File 10 61 Change Fields 10 65 Codes Maintenance GL Codes 11 3 Distribution Accounts 11 5 Terms 11 7 Shipping Methods 11 9 Payment Methods 11 11 Finance Charges 11 13 Master File Lists Master File Lists Screen 12 3 Sales Reps List 12 5 Customer Detail List 12 7 Customer Labels 12 9 Customer Comments List 12 11 Customer Credit Cards 12 13 Ship to Address List 12 15 Ship to Address Labels 12 17 Accounts Receivable User s Manual Recurring Entries List 12 19 Codes List 12 21 Tables List 12 23 References System Messages A 1 Common Questions B 1 Information Windows C 1 Index vi Accounts Receivable User s Manual Introduction Welcome to OSAS The Accounts Receivable System Conventions OSAS Text Menu OSAS Graphical Menu OSAS Text Functions OSAS Graphical Functions Menu and Function Commands Favorites Men
262. rt screen appears Daily Sales Tax Report lol xj Crmmahds Edit Modes Other Help 2xe pe mnl g OK Abandon Tax Group ID From aj Thru aj Batches to Print 0 Print Detail or Summary Detail X Print Zero Balance Invoices IV Company H 09 06 2002 Terminal T000 OVR man 1 Enter the range of tax groups whose sales taxes you want to include in the quiry report or leave the boxes blank to include all tax groups __inguiry _ 2 Select the batch numbers you want to print You can print multiple batches at once 3 Select the amount of detail you want to include in the report and select the output device A sample Daily Sales Tax Report is at the end of this section After you produce the report the Transaction Reports menu appears Accounts Receivable User s Manual 6 17 Daily Sales Tax Report Transaction Reports Daily Sales Tax Report 04 11 2001 5 25 PM Invoice 2 24889104 24889108 SUBTOTAL 24889101 24889103 SUBTOTAL 24889107 24889105 SUBTOTAL 24889106 SUBTOTAL TOTAL 21 12 21 2001 12 21 2001 12 21 2001 12 21 2001 12 21 2001 12 21 2001 12 21 2001 GRAND TOTAL End of Report 6 18 Builders supply Daily sales Tax Report By Tax Location Tax Level 4 Tax Level 5 Accounts Receivable User s Manual Cash Receipts Journal The Cash Receipts Journal provides a record of the cash receipts in the ARCRxxx Cash Receipts file Produce i
263. ry in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Accounts Receivable User s Manual 8 3 AR Analysis Report History Reports Select AR Analysis Report from the History Reports menu The AR Analysis Report screen appears AR Analysis Report E loj x Commands Edit Modes Other Help 2 66 00 Report Period Year 08 2002 Days in Period 30 Re D Company H 09 11 2002 Terminal T000 OVR Accept the current period and fiscal year that appear from the ARPDxxx table or enter a different period or fiscal year Enter the number of days that have gone by in the reporting period you entered All other periods use 30 days as an average The number you enter is used to calculate the number of days that sales are outstanding Select the output device A sample AR Analysis Report is at the end of this section The system inserts the periods in the report An asterisk in the report indicates that no summary history is available for that period or it is insufficient for a range of periods In the first section of the report finance charges are included in the Total AR column but not in the individual aging columns The amounts in the second section are a composite of all receivables that are outstanding for more than 30 60 90 and 120 days After you produce the report the History Reports menu appear
264. s Customer Sales Report 5 x Commands Edit Modes Other Help 2x rRe ma g OK__ _Abandon Pick Customer ID From ACE001 3 Thru 15001 aj Customer Class From Thru Sales Rep From DMM af Thru PRT faj Print By el ame Customer Class C Sales Rep Print Item Job History Vv Report Period Year Jos 2002 Company H 09 11 2002 Terminal TODO OVR Inquiry 1 Enter the range of customers you want to include in the report or leave the boxes blank to include all customers Accounts Receivable User s Manual 8 15 Customer Sales Report History Reports Inquiry Inquiry 8 16 2 Enter the range of customer classes you want to include in the report or leave the boxes blank to include all customer classes Enter the range of sales reps whose associated customers you want to include in the report or leave the boxes blank to include all sales reps Select the order in which you want to print the report If you want to include history for items and jobs select the check box or enter Y in text mode if not clear the box or enter N in text mode Accept the current period and fiscal year that appear from the ARPDxxx table or enter a different period or fiscal year A sample Customer Sales Report is at the end of this section After you produce the report the History Reports menu appears Accounts Receivable User s Manual History Reports Customer Sales Report
265. s Accounts Receivable User s Manual History Reports AR Analysis Report AR Analysis Report 12 11 2000 8 09 PM Period 12 3 Period Avg Prior Period Last Year Period 12 Period 12 3 Period Avg Prior Period Last Year Period 12 Average Invoice Average Days to Pay Days Sales outstanding Number of Invoices Number of Payments End of Report 234754 20 78515 90 793 51 304636 10 362605 00 345217 09 00 Period 12 38883 23 25 68 6 64 Builders supply AR Analysis Report Period 12 2000 304636 10 307597 76 282089 78 Total Amt Total Amt 55007 24 19 19 54554 16 63127 31 18 33 63127 31 00 00 00 3 Period Avg Prior Period 74649 85 191 98 141842 58 40 86 26 60 159 11 400 60 82 20 36 42 4 48 11 11 51 50 Accounts Receivable User s Manual Days Sales outstanding 77422 57 54554 16 286602 66 63127 31 344423 58 over 120 Total Amt Pct Tot 54554 16 63127 31 00 00 00 Same Period Last Yr 8 5 Sales Analysis Report The Sales Analysis Report provides an analysis of your company s sales based on a reporting period you specify and of the last fiscal year s trends by period The report has two parts The first part shows the current and previous years sales COGS gross profit number of invoices and average invoice amounts for the reporting period quarter and year The second part of the report shows
266. s click 1 25 deselect 1 26 double click 1 25 right click 1 25 MS DOS prompt tool button 1 40 N Next Line command function key 1 54 1 63 pull down menu command 1 54 Accounts Receivable User s Manual Next Page command function key 1 54 1 63 pull down menu command 1 54 O OK Proceed function key 1 50 pull down menu command 1 50 on account cash receipts 5 30 online aging 3 25 10 61 invoice totals 5 23 invoices 3 12 5 3 5 11 5 19 printing 5 22 Online Documentation function key 1 53 pull down menu command 1 53 tool button 1 56 Online Invoicing screen 5 22 open invoice accounts 10 3 10 61 Aged Trial Balance 7 9 Open Invoice file building 10 61 description 1 13 Open Invoice Report before printing 7 5 definition 1 8 description 1 16 function 7 5 Open Invoices function 4 11 relationship between transactions and cash receipts 1 18 opening documents 1 72 Options table 10 49 Options and Interfaces screen 3 10 setting up 3 9 toggling an option 3 10 writing saving the specifications 3 11 OPTxxx table 10 49 OSAS running 1 4 Accounts Receivable User s Manual setup considerations 2 6 system requirements 1 4 output device printer 1 75 P parameters access code 1 4 command to start OSAS 1 4 company ID 1 4 general expression 1 4 terminal ID 1 4 partial payments recording 5 25 partial shipments assigning to customers 3 20 partial key inquiry
267. s 3 18 Shift F2 C 1 Shift F2 menu 1 67 Comments command 1 68 Documents command 1 71 History command 1 70 Information command 1 67 Shift F1 function key 1 53 Shift F10 function key 1 51 1 64 Accounts Receivable User s Manual Shift F3 function key 1 62 Shift F4 function key 1 62 Shift F5 function key 1 62 Shift F6 function key 1 55 1 62 Shift F7 function key 1 55 1 62 Shift F8 function key 1 55 1 62 Shift F9 function key 1 51 1 64 shipping addresses groups of customers 10 40 Shipping Methods function 11 9 Shipping Methods file description 1 10 Ship to Address file description 1 11 setting up 10 31 Ship to Address Labels function 12 17 sample 12 17 Ship to Address List function 12 15 Ship to Addresses function 10 31 group codes 3 24 setting up 3 24 sorting alphabetical 3 5 codes and IDs 3 4 Start Over function key 1 50 pull down menu command 1 50 tool button 1 56 Start style menu exiting from 1 35 features of 1 33 right click menu 1 41 1 57 sample screen 1 35 statement code setting up 3 19 Statements applying credits to oldest items first 3 13 description 1 16 function 7 21 options printing on plain paper or forms 3 13 using forms 3 13 Accounts Receivable User s Manual printing 7 21 Summary History file 1 14 function 4 17 item inquiry screen 4 19 specifying whether to keep 3 12 viewing period 4 18 Summary Invoice History desc
268. s function 5 31 screen 5 31 edit line item 1 63 editing comments 1 70 EIS defined 1 3 End inquiry command 1 61 Accounts Receivable User s Manual report command 1 78 scroll region command 1 54 1 63 End function key 1 64 Enter inquiry command 1 61 scroll region command 1 63 Esc inquiry command 1 61 Executive Information Summary defined 1 3 Exit function key 1 51 pull down menu command 1 51 exit from inquiry window 1 61 from report to menu 1 78 from screen or window 1 51 F Fl function key 1 53 F10 function key 1 64 F2 function key 1 50 F3 function key 1 56 scroll region command 1 54 1 63 F3 function key 1 50 F5 function key 1 50 F6 function key 1 56 F6 function key 1 50 F7 inquiry command 1 61 report command 1 78 F7 function key 1 51 F9 function key 1 64 Favorites Menu 1 65 adding items to 1 41 changing to from 1 41 Favorites Menus removing items from 1 41 Field Down function key 1 50 pull down menu command 1 50 Field Up function key 1 50 IX 7 pull down menu command 1 50 File Maintenance menu structure 1 7 files Accounts Receivable 1 9 backing up 3 28 purging 9 13 9 15 Finance Charge Codes file description 1 10 finance charges balance information 3 21 calculation B 3 recalculating 7 17 setting up 3 20 First Line command function key 1 54 1 63 pull down menu command 1 54 FORMxxx table description 10 56 setting up 10 56 Fun
269. s Analysis Report 12 31 2000 Builders Supply Sales Analysis Report Period 12 2000 current year Last year Current Period Quarter to Date Year to Date Quarter to Date 349949 05 969701 60 4475637 45 COGS 160082 27 455247 67 2195720 39 Gross Profit 189866 78 514453 93 2279917 06 Average Invoice 38883 23 74592 43 114759 93 Number of Invoices 9 13 39 12 Month Trend Periods Gross Profit Average Invoice No of Inw Amount Pct Curr Amount Pct Curr Amount Pct current 349949 160082 189866 Back 1 283685 81 153015 130670 141842 Back 336067 142150 193917 168033 Back 545837 292110 253726 90972 Back 531269 81 266535 264734 106253 Back 2428828 1181826 1247002 161921 Back Back Back Back Back 10 Back 11 Back 12 End of Report Accounts Receivable User s Manual 8 9 Detail History Report Print the Detail History Report to find out which items are being sold most which customers are buying most frequently what each customer is buying what each sales rep is or is not selling when items are being sold and how much each item is being sold for You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Select Detail History Report from the History Reports menu The Detail History Report screen appears 2 Detail History Report E i 5 xi Commands Edit Modes
270. s Manual Setup Setup Functions When you set up customer records do not enter amounts in the New Fin Chg and Unpaid Fin Chg fields They are updated when you set up initial balances You can enter a credit limit for the customer and you can put customers on credit hold Then when you enter invoices a warning message appears if the amount the customer is putting on credit is greater than the customer s credit limit or if the customer is on credit hold You cannot enter an invoice for a customer that is on credit hold Balance Information You can assign three types of balance information to a customer finance charge information money owed and unapplied credits Enter finance charge information money due in the aging buckets presented and unapplied credits you want subtracted from the overall balance You must enter unapplied credits as negative numbers so that balances are correct when you use the Build Open Invoice File function This information is updated when you enter and post accounts receivable transactions Credit Card Information The ARCMxxx file can store multiple credit card numbers cardholder names and expiration dates for each customer You can elect to verify credit cards entered in transaction and cash receipts entry against the list or to maintain the list as a reference only Accounts Receivable User s Manual 3 21 Setup Functions Setup Historical Information The ARCUxxx file stores sal
271. s and Interfaces function You can print online invoices for any customer even if the record does not require that the customer receive invoices If an invoice was printed online you cannot print it again using the Print Invoices function Accounts Receivable User s Manual 5 3 Transactions Daily Work Transaction Type Select Transactions from the Daily Work menu A menu appears lolx _lEix 000001 E m Transaction T ype mnoo aj y a Company H_ 05 30 2000 TeminalT000 OVA Select the type of transaction with which you want to work e Enter invoices or initial balances e Credit a customer s account for returned goods e Change or delete unposted invoices and miscellaneous credits Before you change or delete transactions print the Sales and Miscellaneous Credits Journals so that you have the correct transaction numbers After you change or delete transactions print the journals again so that the audit trail is accurate 5 4 Accounts Receivable User s Manual Daily Work Transactions The explanations for entering and changing invoices in this section also apply to miscellaneous credits The only difference between entering miscellaneous credits and entering invoices is that figures are credited instead of debited The only difference between editing transactions and entering invoices or miscellaneous credits is that you are working with existing information All Transaction Type menu options have
272. s code or enter a different code If you use the Maintenance F6 command the Terms function temporarily appears After you enter the terms code the description for the code appears To identify the transaction enter the sales order number or the customer s purchase order number To skip this field press Enter If you entered an order number enter the order date 10 39 Recurring Entries File Maintenance Field Run Cd Cutoff Date Inquiry Ship to Maint Inquiry Ship Method Maint Ship Via 10 40 Description You copy Recurring Entries by run code to the ARTDxxx and ARTHxxx files Use the same run code for entries that you copy on the same basis For example you could use 01 for entries you copy on the first day of each month 15 for entries you copy on the fifteenth day of each month and so on Enter the run code to which the recurring entry belongs Enter the date after which you no longer want the entry to be copied to the ARTDxxx and ARTHxxx files or press Enter to skip this field Enter the shipping address code for one customer or for a group of customers If you use the Maintenance F6 command the Ship to Addresses function temporarily appears If you enter a code for one customer and the code is in the ARSAxxx Ship to Address file the address appears If you enter a code for a group of customers the associated shipping address is used for the customers in the group with
273. s or penalty fees for late payments As you assess charges post information and receive payments the Calculate Finance Charges function updates this value Accept this value or enter a different value If the customer has an unpaid finance charge enter it or accept the default value The value is updated when you use the Periodic Maintenance function at which time new finance charges are added The Accounts Receivable system uses aging buckets to measure amounts owed based on how much time has passed since the invoice date Accounts Receivable has five aging buckets Current Due within 30 days of the invoice date Balance 31 60 days after the invoice date Balance 61 90 days Balance 91 120 days and Balance 121 days Enter the balance that is due for each aging bucket or press Enter to skip it If you track only a summary invoice enter the value in the Current Due field Accounts Receivable User s Manual File Maintenance Customers Field Description Unapplied Credits If you owe the customer money for returned items and the balances have not been applied to a specific invoice or aging bucket enter the credit amount as a negative value here Total Due The new finance charge unpaid finance charge current due and balance are added and the unapplied credit is subtracted from that number The result appears as the overall amount the customer owes you When you save the entries using the Proceed OK command th
274. s using If you use the Maintenance F6 command the Batch Control function is temporarily called up The system assigns a unique number to each transaction Accounts Receivable User s Manual Daily Work Transactions Field __inquiry Location Maint Inquiry Sold to Maint Inquiry Sales Rep 1 Percent Maint Inquiry Sales Rep 2 Percent Maint Accounts Receivable User s Manual Description To change a transaction enter the number of the transaction To delete the entire transaction use the Delete F3 command If you entered a default location ID when you set up the company the ID appears If you change the ID of the location you are selling the items from the description of the location appears for verification If you did not enter a default location ID enter the ID of the location you are selling the items from Enter the ID of the customer you are selling goods to or entering credits for If you use the Maintenance F6 command the Customers function temporarily appears You cannot use the Maintenance command to delete customer records After you enter the ID the customer s name and address appear If the customer is on credit hold a message which states that fact appears Press Enter to remove the message Accept the default ID of the sales rep who usually sells to the customer or enter a different ID Then enter the percentage of the sale on which you want to base the
275. sales Purchases clothing E sales Purchases Gasoline a Sales Purchases services E Sales Purchases TOTAL FOR LOCATION CAR Sales 00 1264368 26 00 7159 88 Purchases 119331 22 642 00 7159 87 7159 88 09 Services E sales 00 00 00 00 Purchases 00 00 00 00 TOTAL FOR LOCATION TXT sales 00 00 00 00 Purchases 00 00 00 00 Taxable Nontaxable calculated over short Refundable GRAND TOTAL Sales 70181 49 6865529 51 3396 56 7159 88 3763 32 E Purchases 119331 22 642 00 7159 87 7159 88 D1 Accounts Receivable User s Manual 9 5 Periodic Maintenance Use the Periodic Maintenance function to perform maintenance tasks on several files and prepare them for the next processing period quarter or year You cannot do periodic maintenance until the ARPDxxx table is set up for the company for which you are doing maintenance You should do periodic maintenance at the end of each period If you do not transactions are posted to incorrect periods and the amounts in the aging buckets in the ARCUxxx file for balance forward customers are wrong When you perform period end maintenance the system performs several tasks e Accumulates the balance totals in the ARCUxxx Customer file for balance forward customers e Ages the figures in the ARCUxxx file in the aging periods e Updates the ARINxxx and ARCUxxx files with newly calculated finance charges e Clears the period to date accumulators and updates credit statuses
276. sales rep s commission or press Enter to base the commission on 100 percent of the sale If you are entering a miscellaneous credit enter the commission percentage the sales rep received on the original sale Accept the default ID of the second sales rep involved with the transaction or press Enter to skip this field 5 7 Transactions Daily Work Field Inquiry Cust Level Maint Inquiry Terms Code Maint Order No Ord Date 5 8 Description Then enter the percentage of the sale on which you want to base the sales rep s commission for miscellaneous credits enter the commission percentage the sales rep received on the original sale The sum of the commission percentages cannot exceed 100 If you assigned a customer level in the customer record it appears You can enter a different customer level only if you elected that option in the Resource Manager Options and Interfaces function If Accounts Receivable interfaces with Inventory and you use the Maintenance F6 command the Inventory Customer Levels function temporarily appears If you are entering a miscellaneous credit enter the customer level from the original invoice Accept the default terms code or enter a different code If you use the Maintenance F6 command the Terms Codes function temporarily appears You cannot use the Maintenance command to delete terms codes After you enter the code the description and percent for the
277. scription Inquiry Tax Loc Enter the tax location for the adjustment __Maint Class Accept the default tax class or enter a different tax class After you enter the tax class the cursor returns to the Totals Information dialog box When you are done entering the information on the totals screen use the Proceed OK command to save your entries and return to the Recurring Entries Scroll Region screen 10 48 Accounts Receivable User s Manual Tables Use the Tables function to set up and maintain the Accounts Receivable tables Tables store information about the system data options and default settings for other applications The following tables are related to Accounts Receivable ARGLxxx e ARPDxxx e DFExxxx e DUNxxx e FORMxxx e QExxxx e QHIxxxx e QH2xxxx e QIxxxx e QMxxxx For more information about each of these tables see their individual descriptions in this section The OPTxxx Options tables store options and interfaces settings Maintain the information stored in this table through Resource Manager functions not through the table itself Accounts Receivable User s Manual 10 49 Tables File Maintenance Tables Select Tables from the File Maintenance menu A blank tables screen appears Pele Commands Edit Modes Other Help 2xebeama amp OK__ _Abandon m Table ID I 3 Description Number of Cols J 0 Column Length 0 Type y Company H 09 11 200
278. se accounts Sales Sales Tax Freight Misc AR DB DB DB DB CR Accounts Receivable User s Manual Transaction Reports Post Transactions The sales COGS account code record provides the sales account The account in the tax group record provides the sales tax account The distribution code record provides the other accounts The costs for each line item send entries to these accounts Inventory COGS DB CR The item record or the ARGLxxx table provides the inventory account The item record or the sales COGS account code record provides the COGS account When you post invoices for cash receipts entries are made to these accounts Cash Discounts FT The payment method record provides the cash account and the ARGLxxx table provides the discounts account The source of the accounts receivable account or whichever account is credited by cash receipts can vary If you enter a customer ID when you enter cash receipts the associated distribution code specifies the accounts receivable account If you do not enter a customer ID when you enter cash receipts you specify the accounts receivable account Job Cost If Accounts Receivable interfaces with Job Cost posting updates the billing information in the JOBSxxx and JOHIxxx files If a job or phase is completed posting also updates the actual end date Bank Reconciliation If Accounts Receivable interfaces with Bank Reconciliation each posted deposit creates a summary
279. selections shown in this message Warning customer is on credit hold The customer is on credit hold Press Enter to remove the message then continue working with the customer ID or enter a different customer ID Warning summary history not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 prints You must build ARPDxxx table before doing operation You must build the ARPDxxx table for the company before you can use the Periodic Maintenance and Post Transactions functions These functions rely on being able to sort by period Your hard disk is full unable to finish copying The system cannot finish converting files because your hard disk is full Delete unneeded files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again Accounts Receivable User s Manual A 11 Common Questions These commonly asked questions about the Accounts Receivable system are divided into two categories Entering Balances and Daily Work Entering Balances entered balances in the customer record but when I go back into the file the balances are zero What happened The online aging feature can throw your initial balances off You must turn off the online aging option before you enter beginning balances Then after you
280. shipping service Enter the customer s ship zone This field is for reference only Accounts Receivable User s Manual File Maintenance Customers Field Description Tax Group Accept the default tax group or enter the tax group that applies to sales shipped to this address When you enter a tax group the description appears If you enter a different tax group it overrides the tax group you set up for the customer in the Customers function When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Customers selection screen appears Accounts Receivable User s Manual 10 23 Customers File Maintenance Customer Comments If you elected to add or change customer comments the Customer Comments screen appears 4 Customer Comments ixi Commands Edt Modes Other Scroll Commands Help 2xe rel ma g Ok Abandon Customer ACE BUILDERS Ref ID End Date 2 Date Ref Comment 01 20 2000 2 PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS zj 01 20 2002 TRACER PUT ON LAST SHIPMENT El 01714 2002 ACE AGREED TO PAY 3000 ON 2 1 89 aj 01 04 2002 PLEASE NOTIFY JANE AT ACE WHEN ITEM IS MAILED 01 04 2002 CALLED CUSTOMER ABOUT PAST DUE BALANCE x y z Ref ID end Date Append Enter edit Gota Company H 12 31 2002 Terminal TODO OVR To work with comments f
281. sses File Maintenance Inquiry Maint 10 32 Field Name Address 1 3 City State Zip Code Country Ship Via Ship Zone Tax Group Description Enter the customer s name and address city state zip or postal code and country code or accept the default information You can use the Inquiry F2 command to look up and select states and country codes from the lists that appear Enter the method you usually use to ship items to the customer for example the name of a shipping service Enter the customer s ship zone This field is for reference only Accept the default tax group or enter the tax group that applies to sales shipped to this address When you enter a tax group the description appears If you enter a different tax group it overrides the tax group you set up for the customer in the Customers function After you save the ship to information enter information about a different shipping address or use the Exit F7 command to return to the File Maintenance menu Accounts Receivable User s Manual Sales Reps Use the Sales Reps function to set up and maintain records for sales reps whose sales you want to track You can pay a sales rep on commission only if you set up sales rep records and elected to keep sales history in the Resource Manager Options and Interfaces function You can pay commissions on any combination of line items tax freight and miscellaneous charges and yo
282. ssigned numbers will be overwritten Miscellaneous credits with invoice numbers are never overwritten Why are history invoices different from my original invoices Not all the data in the ARTHxxx and ARTDxxx Transaction files transfers to the ARHIxxx Detail History file Accounts Receivable User s Manual B 3 Common Questions References When are paid invoices removed Paid invoices dated before the date you specify are removed through the Purge Selected Files function B 4 Accounts Receivable User s Manual Information Windows C When you use the Invoices Miscellaneous Credits and Edit Transactions options in the Transactions function and the Cash Receipts Enter Recurring Entries and Edit Recurring Entries functions the Information menu or the Shift F2 function key in text mode is available on the header line item entry and totals screens Use the functions on the Information menu to access windows that show customer and credit history and customer comments When you pull down the Information menu or press Shift F2 in text mode a menu appears Information Help Customer Information Customer Comments Customer History Item Information To access an information screen select it from the menu Then refer to the appropriate heading below for more information Accounts Receivable User s Manual C 1 Information Windows References Customer Information Window When you select Customer In
283. st DALOOL TOTAL 25934 82 KANOOL KANSAS CITY GEODESIC HOMES 888 555 5333 12670067 I 11 16 00 71699 12670075 I 12 10 00 11267 24889024 I 10 20 00 73932 24889024 P 11 27 00 68972 24889028 I 11 12 00 418949 Cust KANOOL TOTAL 506876 LOS001 LOS ANGELES CONSTRUCTION CO 12670058 I 10 27 00 17118 76 12670070 I 11 13 00 14977 46 12670073 I 12 14 00 47000 00 Cust LOSOOL TOTAL 79096 22 Accounts Receivable User s Manual OSAS V6 5 contact BRIAN contact SCOTT 91 120 Over 120 Unapplied Sales Rep GPD Garry P Deacon 74619 35467 21722 136738 sales Rep DMM Donna 9739 7203 sales Rep JAH James 71699 11267 4960 418949 506876 Sales Rep GPD Garry 17118 7 13 Cash Flow Report The Cash Flow Report helps you calculate the amount of cash that is due to be received with any one of four aging periods you specify It does not show paid invoices The information comes from the ARINxxx Open Invoice file and the ARCUxxx Customer file Select Cash Flow Report from the Open Invoices menu The Cash Flow Report screen appears lala dh ads Edit Modes Other Help 2xe Be md amp DK _Abandon Pick CustomerID From aj Thu aj gt All invoices Only held invoices Enter four dates for aging periods 03 10 2002 ro 10 2002 fn 09 2002 12 09 2002 ComparwH 09 10 2002 TerminalTO00 OVA Inquiry 1 Enter the range of customers whose i
284. t after you have entered all the cash receipts for the day but before you post the transactions since posting may clear the ARCRxxx ARTDxxx and ARTHxxx files Select Cash Receipts Journal from the Transaction Reports menu The function screen appears Cash Receipts Journal a lol xj Commands Edit Modes Other Help 2xresbeamo amp OK__ _Abandon Customer ID From ACE001 aj Thru 15001 aj Method of Payment From jaMx Thu wo aj Bank Account ID From l aj Thru aj Batches to Print 0 m A A Customer ID C GL Period Account Bank Account Deposit Batch ID X Deposit Batch ID Method of Payment Company H 09 06 2002 Terminal TODO OVR _ Inquiry 1 Enter the range of customers whose information you want to include in the journal or leave the boxes blank to include all customers _ Inquiry 2 Enter the range of payment methods and bank accounts whose associated receipts you want to include in the journal or leave the boxes blank to include all Accounts Receivable User s Manual 6 19 Cash Receipts Journal Transaction Reports 3 Select the batch numbers you want to print You can print multiple batches at once 4 Select the order in which you want to print the journal 5 Select the output device A sample Cash Receipts Journal is at the end of this section After you produce the journal the Transaction Reports menu appears 6 20 Accounts Receivable User s Manua
285. taxable and nontaxable totals from the transactions update the totals in the RMTXxxx Tax Groups file If you keep detail and summary history the ARHIxxx file is updated by line item and totals detail and the ARHSxxx file is updated by summary totals for the company customer and items sold when applicable Accounts Receivable User s Manual 6 29 Post Transactions Transaction Reports Interfaces 6 30 Posted transactions are cleared from the ARTDxxx ARTHxxx and ARCRxxx Cash Receipts files and the temporary files are erased General Ledger If Accounts Receivable interfaces with General Ledger debit and credit entries are created in the GLJRxxx file If you post detail information entries are made for each line item If you post summary information one entry is made for each account When you post invoices for sales on credit entries are made to these accounts Sales Sales Tax Freight Misc AR CR CR CR CR DB The sales COGS account code record provides the sales account The general ledger account in the tax group record provides the sales tax account The distribution codes record provides the other accounts The costs for each line item send entries to these accounts Inventory COGS CR DB The item record or the ARGLxxx table provides the inventory account The item record or the sales COGS account code record provides the COGS account The miscellaneous credits for each line item send entries to the
286. ter a different account Maint number The Maintenance and Inquiry commands are available if Accounts Receivable interfaces with General Ledger If Accounts Receivable interfaces with General Ledger the account number is verified in the GLMAxxx Master file Inquiry 4 Accept the default general ledger cost of goods sold account or enter a Maint different account number If Accounts Receivable interfaces with General Ledger the account number is verified in the GLMAxxx file After you save the sales COGS account information enter information for a different GL code or exit to the Codes Maintenance menu 11 4 Accounts Receivable User s Manual Distribution Accounts Use the Distribution Accounts function to add or change the codes that contain your general ledger distribution accounts or to set up a selection of different distribution accounts You assign distribution codes to customers when you set them up When you post transactions that involve the customers the GL journal information is posted from the ARTDxxx and ARTHxxx Transaction files to the accounts you specified in the associated distribution code Select Distribution Accounts from the Codes Maintenance menu The Distribution Accounts screen appears Distribution Accounts E lol xj Commands Edit Modes Other Help 2x mre ma g OK_ Abandon Distribution Code 01 Jas Description Regular Customers GL Accounts Receivables 101000 aj Sales Tax
287. ter a different transaction number the Inquiry F2 command is available The transaction may also be stored in a different batch Change the batch ID and try again Transaction in process on terminal ID The terminal in this message is adding the transaction number Assign a different number to the transaction Unable to execute program program The system cannot run the program you selected from the menu Make sure that the displayed program is in the application s program directory and select the function again Unable to load menu record menu from file file The application s menu record is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Unable to lock file in use One of the function s files is locked because another workstation on the system is using it Try the function again when no one else is using the file A 10 Accounts Receivable User s Manual References System Messages Unable to open file Unable to open file in use The file you are trying to use is either corrupted or locked at another terminal on the system Wait a few minutes and try again If the condition continues get help from a support technician Unable to print to device The system cannot access the output device you are trying to use Make sure that the output device is online Valid entries are range Valid units are n Enter one of the valid
288. ter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to osas 1 3 The Accounts Receivable System 1 7 Conventions 1 25 OSAS Text Menu 1 29 OSAS Graphical Menu 1 33 OSAS Text Functions 1 43 OSAS Graphical Functions 1 49 Menu and Function Commands 1 59 Favorites Menu 1 65 Information Menu 1 67 Reports 1 73 Installation and Conversion Installation 2 3 Conversion 2 5 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Information Inquiry Customers and Open Invoices 4 3 Open Invoices 4 11 Detail History 4 13 Summary History 4 17 Accounts Receivable User s Manual Daily Work Transactions Cash Receipts Edit Cash Receipts Copy Recurring Entries Change Batches Batch Control Transaction Reports Print Invoices Sales Journal Miscellaneous Credits Journal Daily Sales Tax Report Cash Receipts Journal Methods of Payment Journal Deposits Report Post Transactions Open Invoices Hold Release Invoices Open Invoice Report Aged Trial Balance Cash Flow Report Calculate Finance Charges Statements Customer Analysis Report Commissions Report History Reports AR Analysis Report Sales Analysis Report Detail History Report Customer Sales Repo
289. tering invoices 1 14 Sales Analysis Report description 1 16 function 8 7 requirements 8 7 sales categories Detail History Report 5 14 sales history for commissions 10 33 option to keep detail history 3 11 option to keep summary history 3 12 viewing 4 13 4 17 Sales Journal description 1 15 function 6 9 invoice number B 1 missing invoice numbers 6 10 when to print 6 9 Sales Order installing 2 4 Sales Reps commissions 3 16 10 33 function 10 33 setting up 3 16 Sales Reps file description 1 11 setting up 3 16 setting up commissions 3 17 Sales Reps List function 12 5 sample 12 5 Sales Tax Information window Invoices 5 21 Recurring Entries 10 47 1X 14 Sales Tax Report description 1 17 function 9 3 when to print 9 3 sample data changing to 1 36 1 41 1 42 scroll region commands 1 63 Down Arrow 1 54 1 63 End 1 54 1 63 Enter 1 63 F3 1 54 1 63 Home 1 54 1 63 Ins 1 54 1 63 PgDn 1 54 1 63 PgUp 1 54 1 63 Tab 1 54 Up Arrow 1 54 1 63 Serial Inventory Lookup function key 1 62 pull down menu command 1 55 Serial Number Entry window 5 16 5 17 serialized items 1 15 Set up application 1 41 setting up access codes 3 27 backup schedule 3 28 checklist 3 7 codes 3 16 customers 3 19 information to gather 3 3 initial balances 3 25 options and interfaces 3 9 payment methods 3 18 recurring entries 3 24 sales reps 3 16 ship to addresses 3 24 tables 3 14 tax group
290. terminal For example you can assign table DFTO0O01 to terminal T001 e Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Set up each table as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults If you have three companies A0O1 B01 and CO1 you might want the terminals in companies A01 and BOI to share table DF You might want company C01 to have some of its terminals use a set of defaults specific to each one while other terminals share values that are common among themselves but specific to company C01 Companies A01 and B01 can share table DF no table has the label DFA or DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company CO1 that needs its own set of defaults can have its own table for example terminal T001 has table DFT001 Accounts Receivable User s Manual 3 15 Setup Functions Setup The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two TOO1 terminals one in company A01 and one in company C01 the DFT001 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to fi
291. the ARINxxx file and post them to the appropriate periods The detail method consists of the following steps 1 Use the Transactions see on page 5 3 and Cash Receipts see on page 5 25 functions to enter the year to date accounts receivable transactions Then post the transactions to the appropriate periods 2 Calculate finance charges on overdue invoices The customer records are updated with these amounts Combination Method The combination method a blend of the summary and detail methods is less time consuming than the detail method but it does not provide a complete sales history You enter summary balances for transactions that are no longer outstanding and build open invoices for balances that are still outstanding The combination method consists of the following steps 1 Use the Customers function to enter summary balances for transactions that are no longer outstanding for the current period and for each aging period and enter credit and payment history 2 Use the Build Open Invoice File function see page 10 61 to build one invoice for each unpaid finance charge current amount due and balance in an aging period 3 Use the Transactions see on page 5 3 and Cash Receipts see on page 5 25 functions to enter open transactions Then post them to the appropriate accounts and customer records 4 Calculate finance charges on overdue invoices The customer records are updated with these amounts Accounts Rec
292. the system date as the cutoff date or enter a different date Entries that have cutoff dates before the date you enter here are not copied to the ARTDxxx and ARTHxxx files Enter the ID of the batch to copy to If you use the Maintenance F6 command the Batch Control function temporarily appears This field does not appear if you elected not to use batching in the Resource Manager Options and Interfaces function Select the output device for the log See Output the Report on page 1 74 for more information When the entries have been copied and the log printed the Daily Work menu appears Accounts Receivable User s Manual Change Batches Use the Change Batches function to replace a batch ID with a different batch ID or to associate transaction numbers with a different batch Select Change Batches from the Daily Work menu The Change Batches screen appears AE Crmmands Edit Modes Other Help 2xebeama amp OK_ Abandon Transaction Number C Batch ID Old Batch ID 000001 E Transaction Number 0012 3 New Batch ID 000002 E ComparwH 09 06 2002 TerminalTO00 OVA 1 Select the kind of information you want to change You can move a single transaction to a new batch or an entire batch to a new ID Inquiry 2 Enter the batch ID that contains the transaction s you want to move _ Inquiry 3 Ifyou elected to move a single transaction enter the number of the trans
293. the customer Accounts Receivable User s Manual 11 13 Finance Charges Codes Maintenance 4 Enter the minimum amount to be charged If the calculated charge is less than the minimum you enter the minimum amount is assessed 5 For open invoice customers enter in the number of days an invoice must be past due to accrue finance charges 6 For balance forward customers enter the aging period for which finance charges are calculated You can choose any of these time periods e 31 days and over e 6l days and over e 91 days and over e 121 days and over 11 14 Accounts Receivable User s Manual Master File Lists Master File Lists Screen Sales Reps List Customer Detail List Customer Labels Customer Comments List Customer Credit Cards Ship to Address List Ship to Address Labels Recurring Entries List Codes List Tables List Accounts Receivable User s Manual 12 3 12 5 12 7 12 9 12 11 12 13 12 15 12 17 12 19 12 21 12 23 12 1 Master File Lists Screen All Master Lists are printed in a similar manner Use the instructions below to print a list from the Master File Lists menu modifying them as necessary for the list you are printing For example if the pick screen for the list you want to print does not contain check box options skip that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master Lists menu The selection scree
294. the customer whose invoices you want to hold or release If you use the Maintenance F6 command the Customers function temporarily Maint appears Accounts Receivable User s Manual 7 3 Hold Release Invoices Open Invoices After you enter the ID information about the customer appears the customer s account type status date and amount of the last payment and check number e To hold or release an invoice move the prompt to the invoice you want to change and press H to change the status To change it back press H again e To change the status of all invoices from one type to another press A In the window that appears enter H to change all statuses to HOLD or R to change all statuses to REL released e To split a payment or credit memo into more than one payment or credit memo or to reapply a payment to an invoice press S Then enter the amount of the new invoice and the invoice number to which you want to apply payment e To work with invoices for a different customer press C Then enter the ID of the customer whose invoices with which you want to work e To work with invoices for the first customer on file press F e To work with invoices for the last customer on file press L e To work with invoices for the next customer on file press N e To work with invoices for the previous customer on file press P e To move to a specific invoice number press G and enter the number You can use this command only if
295. the same shipping address code when you copy the entry If the code is not valid for a customer no address is used when you copy the entry Enter a notation for the shipping method If you use the Maintenance F6 command the Ship to Addresses function temporarily appears If you entered a shipping address code that is on file the means by which the method is shipped appears Accept it or enter a different shipping method Accounts Receivable User s Manual File Maintenance Recurring Entries Field Pick Slip No Taxable Inquiry Tax Group Maint Description Description Enter the picking slip number for the entry For each entry select the check box or enter Y in text mode if the location is taxable or clear the box or enter N in text mode if it is not Enter the tax group for the customer If you use the Maintenance F6 command the Tax Groups function temporarily appears see the Resource Manager User s Manual After you enter the tax group the description appears The description of the tax group appears When you approve the header information the line item entry screen appears Accounts Receivable User s Manual 10 41 Recurring Entries File Maintenance Append Line The Append Line dialog box can appear for one of three reasons e You are creating a recurring entry and you finish entering header information e You use the Append command on the command bar to add an item to the
296. ting up 3 20 Accounts Receivable before converting 2 5 before you install 2 3 converting to version 6 1 2 6 description 1 7 files 1 9 installation 2 3 installing new version before converting 2 5 interfaces 1 23 Bank Reconciliation 3 9 General Ledger 3 9 Inventory 3 9 Job Cost 3 9 menu structure 1 7 setting up 3 3 setup considerations 2 6 system requirements 2 3 Accounts Receivable User s Manual Index adding comments 1 70 additional descriptions 1 15 specifying whether to keep history 3 12 using those stored in Inventory 3 11 Additional Descriptions file description 1 11 setting up 3 11 Additional Descriptions History file description 1 14 setting up 3 12 additional text option for line items 3 11 Aged Trial Balance balance forward accounts 7 9 B 3 description 1 16 function 7 9 open invoice accounts 7 9 sample 7 13 screen 7 10 unapplied credits 7 12 aging breaks 7 11 cash receipt codes 5 27 online 3 13 3 25 10 61 periods 10 62 Alias Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 alphabetical sorting 3 5 Application Information tool button 1 40 Application Setup right click menu 1 41 applying cash receipts 5 29 AR Analysis Report IX 1 description 1 16 function 8 3 sample 8 5 ARBTxxx file 1 13 ARCCxxx file description 1 10 setting up 3 23 ARCMxxx file description 1 9 setting up 3 21 ARCRxxx file description 1 13 setti
297. tion function 2 3 data files backing up 3 28 Defaults table description 10 54 setting up 3 15 Del function key 1 63 Delete customer comments 10 4 customer records 10 4 function key 1 50 pull down menu command 1 50 tool button 1 56 delete information on a screen 1 50 line item 1 54 1 63 Delete character function key 1 63 Delete Line command function key 1 54 1 63 pull down menu command 1 54 Delete to End of Line function key 1 64 Deposits Report description 1 16 function 6 27 sample 6 28 Depreciation Tables List list 10 68 Description Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 deselect defined 1 26 Detail History file 1 14 function 4 13 specifying whether to keep 3 11 Detail History Report description 1 17 IX 6 function 8 11 sales categories 5 14 sample 8 13 Detail Inventory Lookup function key 1 55 detail method initial balances 3 26 DFxxxx table description 10 54 screen 10 54 setting up 3 15 Distribution Account Codes file description 1 10 Distribution Accounts function 11 5 screen 11 6 distribution codes assigning to customers 3 20 definition 10 8 setting up 3 20 Documents 1 71 File Types 1 71 opening 1 72 viewing 1 72 double click defined 1 25 Down Arrow inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 DUNxxx table description 10 55 setting up 10 55 E Edit Cash Receipt
298. tion key 1 55 1 62 pull down menu command 1 55 Customers account types 3 20 aging 6 34 balance forward accounts 10 3 balance information 3 21 changing levels 3 12 clearing high balances 9 10 comments 3 23 10 24 credit and balance information 10 10 credit card information 3 21 10 14 credit hold 3 21 credit limit 3 21 credit statuses 3 22 Accounts Receivable User s Manual Customer Comments screen 10 24 deleting 10 4 distribution codes 3 20 documents 3 23 finance charges 3 20 3 21 function 10 3 general information 10 6 General Information screen 10 6 group codes 3 19 header screen 10 3 history information 3 22 10 16 money owed 3 21 open invoice accounts 10 3 partial shipments 3 20 payment information 3 20 setting up 3 19 ship to addresses 3 22 ship to addresses 10 21 statement code 3 19 tax groups 3 20 unapplied credits 3 21 user defined fields 3 23 viewing balances 4 5 detail history 4 13 history 4 6 invoice totals 4 14 invoices 4 7 open invoices 4 11 payment history 4 6 sales history 4 6 summary history 4 17 Customers and Open Invoices function 4 3 viewing customer balances 4 5 customer history 4 6 invoices 4 7 ship to addresses 4 8 user defined fields 4 9 cutoff date B 3 Daily Sales Tax Report function 6 17 IX 5 sample 6 18 Daily Work menu structure 1 8 data dictionaries 2 3 Data File Conversion function 2 5 2 6 Data File Crea
299. tion menu to access this command Toggles between the Favorites and main menus Allows you to switch to a different company Allows you to enter an access code Pressing this key or key combination twice opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 38 for more information on the commands available Switches between live and sample data Allows you to change the workstation date Exits from OSAS Allows you to output the current screen to a printer print preview window or file Allows you to change to a different fiscal year when you are inside the General Ledger or Payroll menus 1 31 OSAS Text Menu Introduction Command Alternate Description Key Key p F10 Add to Ctrl Z Pressing this key or key combination on the Delete main menu adds the selected application or Favorites function to your Favorites menu Pressing this key on the Favorites menu removes the selected application or function from the Favorites menu Shift F2 Esc l Opens a screen listing information about the Application applications you have installed Info Shift F5 Esc G On Windows workstations pressing this key Menu Style combination toggles between graphical and text main menus Shift F6 Esc K On Windows workstations pressing this key Toggle GUI combination toggles between graphical and text screens function screens PgUp Moves back one menu level
300. tion screens you have these options Printer Preview File Screen or Email for selected reports See the following instructions for details If you are using graphical screens the Output Information dialog box appears after you select the range of information to print in the report Output Information 4 xj Windows Default Printer Laser PDL Print Dialog Laser Printer PSL Print Setup Laser LPD Windows Default Printer Dot Matrix C Pr p PDD Print Dialog Dot Matrix Standard Pint Proview PSD Print Setup Dot Matrix SH c LPW Windows Default Printer Wide Carriage re Eile PDW Print Dialog Wide Carriage Dot Matrix Lompiessed PSW Print Setup Wide Carriage Dot Matrix File Name DK Cancel If you are using text screens these options appear at the bottom of the screen after you select what to print in the report and how it is organized Output device P rinter p Rjeview Fjile S creen Bj na 1 74 Accounts Receivable User s Manual Introduction Reports Print the Report 1 2 6 Select Printer in graphical screens or enter P in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal When available either select Standard or enter S if you want to print the
301. tions are converted select No or enter N in text mode If you are converting only Accounts Receivable files your answer to this prompt makes no difference If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode Accounts Receivable User s Manual 2 7 Conversion Installation and Conversion 11 When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the main menu with Accounts Receivable added appears 2 8 Accounts Receivable User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Accounts Receivable User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates To properly set up the Accounts Receivable system you need to gather and organize your accounting data You need the following information e A chart of accounts for your business e Identification and credit information about your customers e Previous and current year sales returns and receipts
302. tory or if you do not use additional descriptions this option is set to NO and you cannot change it 6 Toggle to YES or NO to indicate whether or not you want to keep detail line item sales history If you select NO the ARHIxxx Detail History file 1s not used and you cannot calculate commissions for sales reps or print the Detail History Report Accounts Receivable User s Manual 3 11 Setup Functions Setup 7 Toggle to YES or NO to indicate whether or not you want to keep additional description history If you elected not to use additional descriptions this option is set to NO and you cannot change it 8 Toggle to YES or NO to indicate whether or not you want to keep summary totals sales history If you select NO the ARHSxxx Summary History file 1s not used and you cannot print summary history reports 9 Toggle to YES or NO to indicate whether or not you want the unit cost of inventory items to appear when you enter line items If Accounts Receivable does not interface with Inventory this option is set to NO and you cannot change it 10 Toggle to YES or NO to indicate whether or not you want to be able to change a customer s level when you enter transactions If you select YES you can change how a customer s billing is calculated at the time of transaction entry by assigning a different level 11 Toggle to YES or NO to indicate whether or not you want to be able to enter an expired credit card as payment for a tr
303. ts 1 64 Introduction Description Switches insert mode on and off When the Insert flag appears at the bottom of the screen characters you enter push characters after the cursor over When insert mode is turned off characters you enter write over existing ones Moves the cursor to the beginning of the field Moves the cursor to the end of the field Restores a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command Deletes the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Copies the contents of the current field Pastes the value you copied from a previous field into the current field Accounts Receivable User s Manual Favorites Menu The Favorites menu operates in any of the menu formats and gives you quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions After you ve set up the menu you can access the functions either by pressing F2 or by selecting Change to Favorites from the graphical Favorites pull down menu With the Favorites menu you save time by eliminating the need to switch between applications For example if you perform tasks in several applications such as using the Transactions a
304. type and description appears If you want to be able to apply a finance charge to the customer select the check box or enter Y in text mode if not clear the box or enter N in text mode If this customer is not eligible for finance charges and you use the Calculate Finance Charges function Finance Code 0 appears after the customer s information on the log If you elected to assess finance charges on past due balances for this customer enter the finance charge code associated with the proper terms percentage and minimums for the finance charge calculation If you use the Maintenance F6 command the Finance Charge Codes function temporarily appears 10 11 Customers File Maintenance Field Credit Limit Credit Hold New Fin Chg Unpaid Fin Chg Current Due Balance 10 12 Description Enter the customer s credit limit accept the default value or enter 0 if the customer has no credit limit If the credit used on a transaction surpasses the customer s credit limit a message states that the customer s credit limit has been reached If the customer is on credit hold select the check box or enter Y in text mode if not clear the box or enter N in text mode If you place the customer on hold and then enter a sale paid for on credit a message states that the customer is on credit hold and the system does not allow the transaction The FINCHxxx table determines how you assess finance charge
305. u Information Menu Reports Accounts Receivable User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems Inc has a strong commitment to customer service and product quality If you have difficulty using Open Systems Inc products consult your user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS It provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill through your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in m
306. u assess the customer a finance charge for a late payment you can base the sales rep s commission on the updated amount In the example above if 2000 had yet to be paid and you assigned an extra 200 to the charge the sales rep would get a commission from 2200 22 percent when the remaining amount was paid Accounts Receivable User s Manual 3 17 Setup Functions Setup Tax Groups If you plan to accumulate tax for the authorities to which you pay sales tax set up the tax groups before you enter transactions See the Resource Manager User s Manual for information about setting up tax groups When you set up the system enter the taxable sales nontaxable sales and tax collected These fields update when you post sales The sales tax calculation is based on tax classes and the tax group You assign tax classes to inventory items and you assign tax groups to customers or the ship to address to a transaction In addition each customer record has a Taxable flag The flag can serve as an override no tax is levied for a customer whose Taxable flag is set to NO Payment Methods Use the Payment Methods function see page 11 11 to establish codes for the methods of payment you honor The codes serve as a shorthand method of specifying how the customer is to pay the invoice Use the payment types to set up payment methods The payment types you can use cash check credit card write offs and other are provided by the system
307. u can base commissions on net sales or gross profit Sales reps can receive their commissions when the invoice is sent or paid After you enter the sales reps produce the Sales Reps List see page 12 5 to check for mistakes and to use as a reference when you enter accounts receivable transactions Select Sales Reps from the File Maintenance menu The Sales Rep screen appears 13 dmmands Edit Modes Other Help 2xebealma amp OK _ Abandon SalesRepID DMM El Name Donna M Mendelsohn Run Code To Address 1 6712 5th Avenue North Addie Commission Pet Address 3 A Percent of City State Dallas TX 13 Booked Sales 7 ZipCode 777738376 County Jus aj Bassdon Phone 1115328873 Fax J Empl ID 3 Payon SALES HISTORY Line Items IV Month to Date Year to Date Tax Gross Sales 72364 67 821577 40 Freight Misc Last Sales Date fi 2 25 2000 E Mail Address donnam builders_supply com CompanyH 09 11 2002 Terminal TOO OVR Accounts Receivable User s Manual 10 33 Sales Reps File Maintenance 10 34 Enter the ID of the sales rep Enter personal information name address phone numbers and so on Enter an employee ID for the sales rep for your reference You might want this reference to the Payroll system if the sales rep is an employee However even though Accounts Receivable does not interface with Payroll you can use the Inquiry F2 c
308. unts Receivable User s Manual 5 37 Batch Control Daily Work 3 Accept the default description of the batch or enter a different description 4 Enter the status of the batch H if it is on hold or R if it has been released If you place the batch on hold you can print or post the batch but you cannot enter or edit transactions in it 5 For each report toggle the report status The default status is Not Applicable When you enter invoices miscellaneous credits or cash receipts the appropriate report status changes to Unprinted When you print the entire report the status changes to Printed If you enter new transactions after you print the report s the status changes to Reprint If you selected a batch that is in use up to 20 terminal IDs and the user names of those currently entering transactions appear After you save the information enter information about a different batch ID or exit to the Daily Work menu 5 38 Accounts Receivable User s Manual Transaction Reports Print Invoices Sales Journal Miscellaneous Credits Journal Daily Sales Tax Report Cash Receipts Journal Methods of Payment Journal Deposits Report Post Transactions Accounts Receivable User s Manual 6 3 6 9 6 13 6 17 6 19 6 23 6 27 6 29 6 1 Print Invoices Use the Print Invoices function to print invoices you entered in the ARTDxxx and ARTHxxx Transaction files This function is useful when you want to print i
309. unts function The codes serve as a shorthand method to enter the GL accounts for Accounts Receivable Freight Charges Sales Tax Liability and Other Charges to which you post accounting transactions for each customer The ARTCxxx Terms Codes file stores information about regular payment terms you set up using the Terms function The codes serve as a shorthand method to enter terms in transactions and to assign the terms to customers Asa result you can receive payments from groups of customers based on the terms of payment The ARSMxxx Shipping Methods file stores information about your usual methods of shipping that you set up in the Shipping Methods function The codes serve as a shorthand method to enter shipping information in transactions The ARGLxxx GL Codes file stores information about your sales and cost of sales GL accounts which you set up using the GL Codes function The codes serve as a shorthand method for entering GL sales and cost of goods accounts in transactions when AR does not interface to the Inventory application The ARFCxxx Finance Charge Codes file stores information about the finance charge rates you assess on past due balances You use these codes as a shorthand entry method for assigning finance charge rules to your customers 1 10 Accounts Receivable User s Manual Introduction The Accounts Receivable System The ARDExxx Additional Descriptions file stores additional descriptions you assign to
310. ustomers by sales rep ID the report shows subtotals for each sales rep in addition to grand totals You cannot produce the report if you did not elect not to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the ARPDxxx table Accounts Receivable User s Manual 8 19 Customer Activity Report History Reports Select Customer Activity Report from the History Reports menu The Customer Activity Report screen appears BEE Commands Edit Modes Other Help 2xe pe mml g OK Abandon Pick Customer ID From ACE001 aj Thu vIS001 aj Customer Class From Thru Sales Rep From DMM Thru PRT al Print By 9 Customer Class C Sales Rep Report Period Year fos 2002 Company H 09 11 2002 Terminal T000 OVR 1 Enter the range of customers customer classes and sales reps you want to include in the report or leave the boxes blank to include all 2 Select the order in which you want to print the report 3 Accept the current period and fiscal year that appear from the ARPDxxx table or enter a different period or fiscal year 4 Select the output device A sample Customer Activity Report is at the end of this section After you produce the report the History Reports menu appears 8 20 Accounts Receivable User s Manual History Reports Customer Activity Report Customer
311. vable User s Manual balances zero B 1 Bank Reconciliation effects of posting transactions 6 31 interface with Accounts Receivable 3 9 base applications defined 1 3 Batch Control file 1 13 function 5 37 batch numbers option for generating automatically 3 11 batches changing 5 35 copying recurring entries 5 33 option for transactions 3 11 purpose of 3 11 replacing 5 35 uses of 5 37 Bell mode pull down menu command 1 52 Build Open Invoice File aging periods 10 62 balance forward accounts 10 61 function 10 61 online aging 10 61 open invoice accounts 10 61 prerequisite to using 10 62 summary invoices 10 61 Cc Calculate Finance Charges function 7 17 Calculator tool button 1 37 1 56 Cash Flow Report description 1 16 function 7 15 sample 7 16 cash on delivery terms 11 8 Cash Receipts aging codes 5 27 balance forward accounts 5 27 batches 3 11 deposit information 5 25 Accounts Receivable User s Manual editing 5 31 function 5 25 partial payments 5 25 posting invoices 6 31 relationship with transactions and open invoices 1 18 screen 5 26 Cash Receipts file description 1 13 setting up 5 25 Cash Receipts Journal description 1 16 function 6 19 sample 6 21 when to print 6 19 Change Batches function 5 35 screen 5 35 Change Fields sample log 10 68 screen 10 65 change to from Favorites tool button 1 37 1 41 changing companies graphical menus 1 42 checks pay
312. x freight miscellaneous cash discount and accounts receivable accounts in the GLURxxx Journal file If a cost is associated with a line item entries are also made to the inventory and cost of goods sold accounts e If Accounts Receivable interfaces with Inventory the INHIxxx Detail History INHSxxx Summary History INLHxxx Lot History INLTxxx Lot Detail INQLxxx Quantity Locations INQTxxx Quantity Totals INSHxxx Serial History and INSNxxx Serial Numbers files are updated and average prices in the INUPxxx Units Pricing file are updated e If Accounts Receivable interfaces with Job Cost the cost information in the JOHIxxx Detail History file is automatically updated and the JOBSxxx Jobs file is optionally updated e The period to date history in the ARPYxxx file is updated e An open invoice is created in the ARINxxx file for the total of the payments in each credit card payment method e If Accounts Receivable interfaces with Bank Reconciliation deposits for cash receipts update the BRTRxxx Transactions file Transactions Cash Receipts and Open Invoices Files Relationship 1 18 Accounts Receivable User s Manual Introduction The Accounts Receivable System Often the information in the ARTDxxx and ARTHxxx files the ARCRxxx file and the ARINxxx file overlaps Depending on how you use Accounts Receivable different files get used at different times The ARTDxxx and ARTHxxx files record tr
313. xample a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals press PgDn in either text or graphical mode In graphical mode clicking OK has the same effect as pressing PgDn GUI Text Menu and Function Conventions When you start OSAS the main menu appears and lists the applications available for use If you are using UNIX or Linux the text main menu appears If you are using Windows you can choose between the text main menu the graphical main menu or the start style main menu Use the Defaults function under the Resource Manager Workstation Configuration menu to select the style of menu you want to appear by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions In addition if you are using Windows you can use either text or graphical function screens independently of the main menu For example you can use text function screens even if you are using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens 1 26 Accounts Receivable User s Manual Introduction Conventions Access Codes
314. xx Recurring Entries files and paid invoices from the ARINxxx Open Invoice file Select Purge Selected Files from the Periodic Processing menu The Purge Selected Files screen appears 1013 dommands Edit Modes Other Help 2xe Be mal g DK Abandon Have you backed up your data files Iv Remove aja sis EN alo sia sis Zu minu alo Recurring Entries with Cutoff Dates Before Detail History for Invoices Dated Before Summary History Before Period Fiscal Year Paid Invoices with Period Year Before l Company H 09 11 2002 Terminal TODO OVR 1 Ifyou have backed up your data files select the check box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files exit to the Periodic Processing menu and do so before continuing 2 Enter the date of the recurring entries you want to purge Recurring entries dated before the date you enter are purged Accounts Receivable User s Manual 9 15 Purge Selected Files Periodic Processing 3 Enter the date of the invoices for which you want to purge detail history Detail history for invoices dated before the date you enter are purged 4 Enter the period and year of the summary history you want to purge Summary history before the period and year you enter are purged 5 Enter the date of the paid invoices you want to purge Paid invoices dated before the date you enter are purged
315. y H 09 11 2002 Terminal TODO OVR Field Description Cust ID The customer ID from the header screen appears Name Enter the customer s name Address 1 Address 2 Enter the customer s address Address 3 City State Zip 10 6 Enter the customer s city Enter the customer s state or province Enter the customer s zip or postal code a five digit zip code or a nine digit zip code with the hyphen Accounts Receivable User s Manual File Maintenance Customers Inquiry Maint Inquiry Maint Inquiry Maint Field Country Ship Zone Attention Phone Fax Contact Class Sales Rep 1 Sales Rep 2 Territory Terms Code Accounts Receivable User s Manual Description Enter the customer s country code or leave this field blank If you enter a country code it must be among the valid codes entered in Resource Manager see the Resource Manager User s Manual Enter the customer s ship zone This field is for reference only Enter the name of the person or department you send invoices or statements to This name is printed on invoices statements and mailing labels Enter the customer s phone and fax numbers using the mask that appears in the field The phone mask used is determined by the customer s country code Enter the name of the person you usually contact about billing questions or invoice payments Enter the class the customer belongs to or press Enter to s
316. y Lookup commands 1 55 1 62 Inventory Lookup commands 1 54 alias lookup 1 55 customer vendor lookup 1 55 description lookup 1 55 detail lookup 1 55 lot lookup 1 55 serial lookup 1 55 Shift F3 1 55 Shift F4 1 55 Shift F5 1 55 Shift F6 1 55 Accounts Receivable User s Manual Shift F7 1 55 Shift F8 1 55 Inventory lookup commands Alias Lookup 1 62 alias lookup 1 62 Customer Vendor Lookup 1 62 Description Lookup 1 62 Detail Lookup 1 62 Lot Lookup 1 62 Serial Lookup 1 62 inventory search commands 1 62 Shift F6 1 62 Invoices additional text for line items 3 11 aging 6 5 aging online 3 13 assigning numbers 5 9 batches 3 11 changing status 7 4 copying recurring entries 1 15 Enter Serial Numbers window 5 16 5 17 entering 1 14 for miscellaneous credits 1 14 for sales 1 14 general ledger period B 2 hold release 7 3 line items 5 12 number B 1 online 3 19 5 3 5 9 Online Invoice Totals screen 5 23 Online Invoicing screen 5 22 options printing on plain paper or forms 3 12 printing online 3 12 using forms 3 12 using prenumbered forms 3 13 posting for cash receipts 6 31 for credit sales 6 30 printing 6 3 forms 6 5 online 5 19 5 22 reprinting 6 5 B 2 Sales Tax Information window 5 21 splitting payments 7 4 Totals Information screen 5 20 IX 9 viewing 4 7 detail history 4 13 expanded summary 4 15 totals 4 14 J Job Cost effects of posting
317. y of it You can also use the Tables List function see page 12 23 to produce a list of all Accounts Receivable tables Accounts Receivable User s Manual 10 59 Build Open Invoice File Before you use Accounts Receivable you must build the ARINxxx Open Invoice file which stores invoices credit memos cash receipts and finance charges The method you use to build the ARINxxx file depends on whether you want detailed or summary invoice information Before you enter beginning balances if you elected to use online aging in the Resource Manager Options and Interfaces function select NO for the Use Online Aging option in that function If all your customers have open invoice accounts and you want individual invoices for them use the Invoices option in the Transactions function see on page 5 3 to build the ARINxxx file If you have some balance forward customers use the Build Open Invoice File function to quickly enter their open invoice balances You should also use this function if you have open invoice customers you want only one summary invoice for in each aging period For open invoice customers the Build Open Invoice File function creates an open invoice for each balance you entered in the ARCUxxx Customer file Because these summary invoices lack the detail they have when you enter invoices manually you must bill them the first month for the total balance due This situation is corrected when you begin entering
318. ys e Ifyou caught the error in the first few days of the month and you have a backup of your sales history since the beginning of the month produce the Detail History Report from the first of the month to the present date organized by customer ID Then restore the backup from the end of the previous month and do periodic maintenance Refer to the Detail History Report to reenter this month s activity e Ifyou did not back up your files or if you did not catch the error until well into the month let the current month s customers go without aging Keep activity for both this month and next month in the current period and do periodic maintenance at the end of the month How does the system calculate finance charges and what are the Open Invoice Days and Balance Forward Days fields for Finance charges are calculated for invoices for open item customers or balances for balance forward customers that are older than the number of days specified in the finance charge code record associated with each customer The Open Invoices Days is the number of days after which finance charges are assessed on unpaid invoices based on invoice or due dates The Balance Forward days refers to the aging buckets used to summarize past due balances for balance forward customers How does the prenumbered forms option assign numbers If you elect to use prenumbered invoice forms in the Resource Manager Options and Interface function existing invoices with a

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