RECEIVABLES DOCUMENTATION UPDATES

Transcription

1 DOCUMENTATION UPDATES Date Description Where Changed 6/12/00 In the Aged Receivables Reports, Min Balance and Max Balance fields have been changed to Min Overdue Balance and Max Overdue Balance. 6/12/00 In the Aged Receivables Report, the report now includes all customer invoices if one customer invoice falls between Min and Max Days Overdue. 02/22/00 The Tax Adjustment Detail Report displays all tax write-off amounts recorded at Receivables payment entry that update the sales tax schedules. 02/21/00 Revised the text to indicate that the system commits allocated payments on the Cash Receipts Journal to history. It does not commit unallocated payments on the Cash Receipts Journal to history. Previously, the text indicated that the system cannot commit any payments on the Cash Receipts Journal to history until all payments are fully allocated. 9/3/99 Replaced the old picture of the Collection Maintenance screen with an updated one, which now displays a customer s calls by the most recent to the oldest call-back date. This allows you to easily view the next time you need to contact a customer regarding a payment or invoice. Printing an Aged Receivables Report (page 46) Printing an Aged Receivables Report (page 46) The Tax Adjustment Detail Report section (page 88) The Unallocated Payments Report (page 83) Month-End Closing Procedures (page 108) The Cash Collection Screen section (Page 72) 7/8/99 Replaced various screens and text in the manual to reflect the change in the text on the system from Group fields to Entry or Entry ID fields. 5/28/99 Revised the description of the conversion dump account to indicate that users who go live on Acclaim from another computer system use this account. 5/7/99 Inserted two updated screens to reflect new data: the Customer Credit Maintenance screen and the Customer Aging Maintenance screen. Throughout the entire manual Receivables chapter in the Conversion Dump Account section (page 14) Customer Credit chapter, in the Customer Credit Maintenance section (page 121) and the Customer Aging Maintenance section (page 122)

2 4/23/99 Updated keystroke information for the Options and All selections in the step on Printing Customer Statements. Receivables chapter, in the Printing Customer Statements section, in the Using One and All tip box (page 55) ii

3 ECEIVABLES EXTERNAL RECEIPTS

4 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader to find which manual describes a specific module, job, or function. 8/22/01 Prophet 21 Acclaim Version 10 The Prophet 21 System and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iv

5 Table of Contents 1 8 Receivables Snapshot 9 Getting Started 11 Answers to Commonly Asked Questions 11 Going Live on Acclaim Receivables (New Users) 12 Converting Receivables 12 Setting Up the User Default Options 15 Session Defaults 26 Days Instead of Dates 26 Step-by-Step 26 The Sales/Receivables Cycle 26 Company-Wide vs. Receivables Group Processing 27 STEP 1: Entering Customer Payments 28 STEP 2: Printing the Deposit Journal 42 STEP 3: Printing the Cash Receipts Journal 44 STEP 4: Printing an Aged Receivables Report 46 STEP 5: Generating and Printing Service Charge Invoices 49 STEP 6: Printing Customer Statements 52 STEP 7: Printing Delinquency Notices 55 STEP 8: Purging History 56 Entering Manual Receivables (optional) 59 Entering Payment Plans (optional) 64 Cash Collections (optional) 70 Reference Information 78 Management Reporting 78 Printing the Reports 93 Viewing A/R Information 93 Viewing Payments 93 Viewing Invoices 95 Viewing Sub-account Invoices 97 Viewing Deposits 100 Viewing Order Information 101 Viewing Customer Information 102 v

6 Setting Security 102 Glossary 104 Appendices 106 Appendix 1: Debit and Credit Memos 106 Appendix 2: Closing Procedures 107 Appendix 3: Balancing Receivables and Troubleshooting Problems EXTERNAL RECEIPTS 110 Company-Wide vs. Receivables Group: Overview 110 Date and Cash Account Number Entry 111 Main Menu 111 Enter External Cash Receipts 112 Posting Screen 113 Print a Daily External Cash Receipts Journal 114 Daily External Cash Receipts Journal: Sample 114 Daily External Cash Receipts Summary: Sample 115 Print a Monthly External Cash Receipts Journal 116 Monthly External Cash Receipts Journal: Sample 116 Set External Receipts Defaults 118 Appendices 118 Appendix 1: Closing Procedures CUSTOMER CREDIT 120 Main Menu 120 Customer Credit Maintenance 120 Customer Aging Maintenance 122 Print a Customer Credit List 123 Customer Credit List 124 Reset Month-To-Date Customer Credit Information 124 Reset Year-To-Date Customer Credit Information 126 Appendices 127 vi

7 Appendix 2: Explanation of Customer Credit 127 vii

8 Before you begin using the module, it is important that you read the Getting Started section of this manual. Getting Started includes information on the following: Answers to commonly asked questions The interface Preparations for Going Live with Converting XL Receivables to Acclaim Setting up the User Default Options Once you have read Getting Started and followed the instructions contained in that section, you are ready to read the Step-by-Step section. This section is a guide to how to use the module and explains how to perform the following steps: Entering a customer payment Printing the Deposit Journal Printing the Cash Receipts Journal Printing the Aged Receivables Report Generating and printing service charge invoices Printing customer statements Printing delinquency notices Purging information from the system The steps included in the Step-by-Step section are the steps users usually take to move a customer payment through the system. Remember, you may find that you need to customize the suggested process to suit the needs of your business. Note: Three features (Manual Receivables, Payment Plans, and Cash Collections) are documented at the back of the Step-by-Step section to provide detailed information on features some users choose not to use. It is for this reason that these features were not included as steps in the Step-by-Step section. If you plan on using any of these features, you should read these appendices. The Step-by-Step section does not cover all of the things you can do in the module, only the steps that you must complete to move the customer payment through the system. also provides the ability to print many other reports and journals, to view both current and historical information, 8

9 1 and to set up security for each user on your system. The Reference Information section of this manual contains information on these areas of : Finally, this manual contains a Glossary (terms commonly used in Receivables and fields on Receivables screens). The Glossary is followed by an Index. You can use the Glossary and Index to obtain quick answers to any questions you have about a field, a term, or a particular option. SNAPSHOT The module is designed to help you manage the timely collection of your receivables (money your customers owe you). The timely conversion of receivables to cash enables you to meet financial obligations and to sustain growth. If receivables are not managed properly, your cash flow will decline and bad debts will rise. This document tells you with everything you need to know about the different options in the module. The diagram below traces the steps you take to move a customer payment through the Receivables process. You may find that you need to customize the process to suit the needs of your company. See the Step-by- Step section for more information. 9

10 1 From Invoicing Enter Customer Payments Enter Manual Receivables Enter Payment Plans Print Deposit Journal Edit/Delete Payments Edit/Delete Receivables Print Cash Receipts Journal Print Manual Receivables Journal Print Aged Receivables Report Generate/Print Service Charge To General Ledger Print Service Charge Journal Invoices Print Customer Statements Print Delinquency Notices Cash Collections Purge A/R History 10

11 1 Please note that not all steps are necessary. Some steps depend on your company policies. 1. The Manual Receivables step is only necessary when you initially go 'live' on the Prophet 21 system. This feature is designed to facilitate a smooth transferal of your existing open Receivables when you initially go 'live' on the system. 2. The Payment Plan step is only necessary if you have invoices that are going to be paid in installments over a period of time. 3. The Edit/Delete Payments step is only necessary if payments were entered incorrectly when you print the Deposit Journal and/or Cash Receipts Journal. 4. The Edit/Delete Receivables step is only necessary if you notice incorrect receivables information during payment or receivables processing. 5. The Service Charge Invoices step is only necessary if you charge customers for past due amounts. 6. The Customer Statements step is only necessary if you send statements to your customers. 7. The Delinquency Notices step is only necessary if you send notices to remind customers when their accounts are past due. 8. The Cash Collections step is only necessary if you make telephone calls to follow up on slow-paying customer accounts. GETTING STARTED ANSWERS TO COMMONLY ASKED QUESTIONS This section contains questions that are commonly asked about the module and their answers. 1. When is a receivable created? A receivable is automatically created for a confirmed shipment if an open balance exists at the time of invoicing (if full payment was not made on the shipment in Post Order, at the Front Counter, or in Point of Sale). 2. Can you edit incorrect payment amounts or delete payments entered in error? Yes. As long as the Cash Receipts Journal and Deposit Journal have not been committed to history, you can edit the payment amount or delete a payment entirely using the "Edit/Delete Payments" option on the Payment Processing menu. You can even edit the applied and write-off amounts and change the payment header information. 3. Is a report available as an audit trail for receivables that have been entered manually? Yes. The Manual Receivables Journal reports all receivables that have been manually entered. You can review, edit, and delete these receivables as long as the Manual Receivables Journal hasn't been committed to history. 11

12 1 4. Can you specify different cash accounts in which payments are deposited? Yes. The Deposit Journal and Cash Receipts Journal can be limited to any cash account. 5. Will the Cash Receipts Journal post to the Acclaim Ledger? Yes. An autobatch is created in the Ledger (provided the autobatch is set up) when the Cash Receipts Journal is committed to history. 6. Can you print credit statements? Yes. The customer must be set to receive ALL or SOME statements and the Min Balance (in the Statements parameters) must be set to Will my JCMs work with Acclaim? No, not at this time. JCMs are not integrated with the Receivables module, but as of Acclaim 10, macros can be used in Receivables. SAMPLE REPORTS & JOURNALS TIP The Accounting Reports and Journals manual provides you with reference information about all of the forms, reports, and journals that can be printed within the Ledger, Payables, and Receivables modules. A sample is shown for each form, report, or journal. A description of each column is provided (including what kind of information can be shown within it). GOING LIVE ON ACCLAIM (NEW USERS) If your company has been experimenting with the Acclaim package before going live, it is important that you run a specific job to clear this play data from the system. The instructions that follow describe how to reset Acclaim completely. All data, G/L Default Accounts, and Receivables Company Options will be cleared when you perform these steps. 1. Run the Job PROSHUTDOWN to shut down the servers. The system must be running (UTILITY COMMAND...GO). 2. Run the Job P21PRO-AR. The system will prompt you to proceed with the reset. Enter a Y at this prompt. 3. After the reset is complete, run PROSTARTUP at the jump to box to turn the servers on. CONVERTING XL TO ACCLAIM : STEPS TO A SUCCESSFUL CONVERSION Follow these directions to ensure a successful conversion from XL to Acclaim. Remember, the best time to convert your system is at the end of the accounting period, because most of the reports and journals that you are required to print and clear for the conversion are empty anyway. 12

13 1 In order to perform the conversion, Progress Version 7 must be loaded on your system. 1. Make a total copy of your system. Save this tape; if something goes wrong during the conversion process, Prophet 21 will need it to fix the problem. 2. Print and clear the Daily Cash Receipts Journal. 3. Print and clear the Monthly Cash Receipts Journal. 4. Print and clear the Receivables Salesman Commission Journal. 5. Print and clear the Service Charge Journal. 6. Perform a Month End Statements Reset. 7. Print the Aged Receivables Report using the default parameters to make certain that every open receivable is included on the report. You will use the hard copy of this report to make sure that all of your receivables converted to Acclaim. 8. Enable the Acclaim Receivables feature in the COMPANY module. Go to the Accounting Options and set the Acclaim option to Y (Yes). 9. You are now ready to convert to Acclaim. Run PROSHUTDOWN at the jump to box to shut down the servers. The system must be running (UTILITY COMMAND...GO). 10. Run the Job P21PRO-AR. The system will prompt you to proceed with the conversion. Enter a Y at this prompt to indicate yes. 11. After the conversion is complete, run PROSTARTUP at the jump to box to turn the servers on. 12. Set up your Company G/L Default Accounts. See the section called Setting Up the User Default Options for more information. Ledger defaults must be set up under the Company Defaults. If you are handling receivables on a group basis, defaults must also be set up on the Group level. 13

14 1 13. Once the Ledger defaults are set up, print an Aged Receivables Report in Acclaim. The Aged Receivables Report is an option available from the Management Reporting Menu (see page 46 for more information). Be sure to set the parameters as follows: Check the Acclaim Aged Receivables Report against the XL Aged Receivables Report. If the two reports do not match, call Prophet 21. IMPORTANT! You can still view all receivables history that existed prior to the conversion. To view this information, run the Job P21-. Acclaim Receivables history (viewed through the View Options Menu) will contain partial payments made to invoices with the conversion batch ZZZZZZZZZZZZ. CONVERSION DUMP ACCOUNT When receivables from a previous system (such as Prophet 21 XL or another computer system) are converted to Acclaim receivables, the system creates a conversion dump account and posts the receivable amounts from your previous system to it. The account number of the conversion account consists of all Xs, Ys, or Zs. This account appears in the Cash Receipts autobatch and on the Cash Receipts Journal when payments are applied to converted receivables. Before posting to the Ledger, the autobatch should be edited so that postings are made to the proper AR accounts. This account appears in the Cash Receipts autobatch until all receivables from your previous system are paid. Notes: Remember to continually edit this account until all receivables from your previous system are paid. Do not use conversion dump accounts as default accounts in Receivables. Only valid account receivable accounts should be used as default accounts. 14

15 1 SETTING UP THE USER DEFAULT OPTIONS The User Default Options help you tailor to meet the particular needs of your business. These options control how the module functions, what defaults it uses if you do not explicitly specify any data, and which optional features are enabled. Setting defaults here eliminates the need for explicitly entering responses to similar prompts when you begin to work in. This section describes the User Default Options, your choices for those options, and how your selections affect. You must set these options for the module to work effectively and correctly for you. Keep in mind that these options can be edited at any time. The User Default Options are set up on four different levels. There are separate default options for the Company, Group, Branch, and Customer. When setting defaults, the system searches these levels, beginning with the most specific level (Customer) and continuing on until it reaches the broadest level (Company). 15

16 1 Customer Defaults Branch Defaults Receivables Group Defaults Company Defaults The defaults you set up on any of these levels can be overridden during the actual process. Certain steps must be followed before you begin. 1. Identify whether will be handled on a company-wide or group basis in the COMPANY module. Select the Accounting Options and set the option to COMP or GRP. 2. Again in the COMPANY module, set up your A/R Group(s). When handling on a company-wide basis, you still need to set up one group with all your branches. 16

17 1 COMPANY DEFAULTS The Company Defaults affect how works for your company. When the Receivables Cutoff Date option is set to YES, the receivables date in the Session Defaults is used as a cutoff date for statements, aged receivables reporting, and payment allocation. When this option is set to NO, that receivables date is not used as the cutoff date. The Discount on Credits option indicates whether discounts are calculated when credits are generated. This field defaults to YES, which indicates to the system to calculate discounts when the payment is automatically allocated to the credit invoice before the discount date. The discount is included in the discount message on the customer statement. When this field is set to NO, the system does not calculate discounts when credits are generated. Service Chg % and Min Charge apply to Service Charge Invoices. Service charges are calculated as a percentage of the amount past due. You can enter that percentage in the Service Chg % field. The Min Charge field sets the minimum amount that will be charged. The entries you make here are used as defaults whenever service charges are calculated. Future Aging, Aging Period Length, Min Days Past Due, and Print Past Due Message apply to Aging Reports and Service Charge Journal. When the Future Aging option is set to YES, receivables due in the future are included on aging reports. When this option is set to NO, no future aging details are included. The Aging Period Length field defines the default number of days in each aging column on aging reports. The Minimum Days Past Due field indicates the default number of days before receivables are considered overdue on aging reports and for service charges. When the Print Past Due Message option is set to YES, a PAST DUE message appear on the aging reports when run by due date. When this option is set to NO, no message appears. 17

18 1 Allocate Payments By, Default Batch, and Unique Batch IDs apply to Payments & Batches. The Allocate Payments By option can be set to DUE DATE or INVOICE DATE. When this option is set to DUE DATE, payments are automatically allocated by due date. When this option is set to INVOICE DATE, payments are automatically allocated by invoice date. You are prompted for a Default Batch ID. Receivables generated during invoicing and payments received in Post Order, Front-Counter, and Point of Sale are assigned to the batch specified here. When the Unique Batch IDs option is set to YES, receivables and payments must be entered with a nonexisting Batch ID If you enter a non-unique Batch ID, the system will prompt you with the message, Batch ID must be unique. When this option is set to NO, receivables and payments can be entered using existing Batch IDs. When the Allow Suspended Payments option is set to YES, the system allows you to suspend unbalanced payments. When you try to save a payment that is not completely allocated, the system will prompt you with the message, Payment not balanced." Suspend it? When this option is set to NO, the system will not allow you to suspend unbalanced payments. When you try to save an unbalanced payment, the system will prompt you with the message, Payment Not Balanced! In this case, you must balance or cancel the payment. When the Update Sales Tax Schedules option is set to YES, the system takes any write-offs against the state tax or other tax and uses this amount to reduce the tax amount from the tax schedules in the Sales Tax module. This affects the PTD and YTD numbers. In addition, the system will take the write-off amount and divide it by the tax percent to determine the amount by which to reduce taxable sales for PTD and YTD figures. When this option is set to NO, the system does not take any write-offs against the state tax or other tax. Using G/L Accts and Statements Two Additional Options are available from the Company Defaults screen. To access them, press the [Options] key. See the status bar at the bottom of your screen to see which key is the [Options] key. The G/L Accts option allows you to set up default Ledger accounts. These defaults are used if defaults are not set up on the Group or Branch level. Note: Default Ledger accounts must be set up in order to process customer payments. The Statements option allows you to specify statement defaults. These defaults are used if defaults are not set up for particular customers. 18

19 1 Default Ledger Accounts Because works in conjunction with LEDGER, it is important to mention that the way you set up Ledger accounts directly affects the ease with which you work in the module. To simplify the process, be sure to set up and maintain the proper accounts within the LEDGER module Default G/L Accounts A/R: Cash: Discount: Sales: State Tax: Other Tax: Out Freight: In Freight: Phone: Misc: Svc Charge: You can set up default Ledger accounts on three different levels: Company, Branch, and Group. This list of accounts is accessed by the system when it is searching for a default A/R, Cash, Discount, Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, Miscellaneous, and Service Charge account. You should start with default accounts at the Company level, as these should be the accounts that you expect to be using in most situations. Any exceptions should be set up on the appropriate level (Group or Branch). For example, if all branches use the same set of accounts except branch 5, you would use the Company Defaults to enter one set of accounts and the Branch Defaults to enter a different set of accounts for branch 5. The set of accounts entered in the Company Defaults would be used in all situations, except when you are handling receivables transactions for Branch 5. Note: For those who have the Company option for Alternate Accounting Regions enabled (check Company/Options/Accounting), do not set up Company Wide Account Defaults. Instead, you will need to set this up on the Group Level for all groups set up in Company. When searching for default accounts, the system will search for each account first by Branch, then by Group, and finally by Company. For example, if all branches use the same set of accounts except the A/R account, you would use the Company Defaults to enter one set of accounts and the Branch Defaults to enter a different A/R account for each branch. The set of accounts entered in the Company Defaults would be used in all situations, except for the A/R account. Instead, the appropriate branch A/R account would be used. 19

20 1 Statement Defaults Statement Defaults Statement Type Delinquency Message Statement Frequency: Print Past Due Message: Statement Cycle: Print Cash Discount: Statement Date: A/R Discount Date: Print Company Header: Discount Day One: Print Customer Phone: Discount Day Two: Payments on Open Item: The Statement Type option determines the type of statements sent to customers. This option can be set to OPEN ITEM AND BALANCE FORWARD STATEMENTS, FUTURE DUE A/R WITH DISCOUNT INFO STATEMENTS, and OPEN ITEM AND BALANCE FORWARD STATEMENTS W/EXTENDED COLUMNS. Using the Different Statement Types TIP Balance Forward Statements report the balance from the previous period and the invoice activity (new invoices and new payments) for the current period. Open Item Statements report all invoices with open amounts. Payment information is printed on the statements if the Payments on Open Item option is set to YES. Future Due A/R with Discount Info Statements use the same format as Open Item statements, with three additional columns: FUTURE AMOUNT DUE, CASH DISCOUNT AMOUNT, and CASH DISCOUNT DATE. Fully paid invoices do not appear. Open Item and Balance Forward Statements w/extended Columns use the same format as Open Item and Balance Forward statements, but allow for invoice- sequence numbers. You can enter the message you want to appear on delinquency notices in the Delinquency Message field. The Statement Frequency and Statement Cycle options determine how often statements are sent to customers. The Statement Frequency can be set to DAILY, WEEKLY, BI-WEEKLY, MONTHLY, QUARTERLY, or ANNUALLY. For example, if you want to send a statement to customers every 15 days, you would set the Statement Frequency to Daily and the Statement Cycle to 15. The Statement Date field indicates the day in the month when statements are generated for customers (e.g., 15 for the 15th of each month, 30 for the 30th of each month, etc.). If 31 is entered, the system will recognize shorter months and set the statement date to the appropriate day (e.g., 28 or 30). 20

21 1 The Print Company Header option indicates whether your company name and address will print on statements. The Print Customer Phone option indicates whether the customer's telephone number will print on statements. The Payments on Open Item option determines whether payment information is included on Open Item statements. If set to Y, the statement shows all payments entered since the last statement reset. On each payment line, the statement shows the payment type (CM, CA, CH, etc.), the payment amount, and the payment date. If the payment is a check, the statement also shows the check number. The Print Past Due Message option indicates whether the message "PAST DUE" will print on statements when run by due date. The Print Cash Discount option indicates whether a discount date will appear at the bottom of each customer statement along with the cash discount that may be taken if paid by this date. The A/R Discount Date option can be set to DATE or PROX. It specifies the method of discount date calculation. When this option is set to DATE, payment must be made within a specified number of days from the time the statement was presented to qualify for the discount. When this option is set to PROX, payment must be made before a particular day (or days) in the month to qualify for the discount. The Discount Day One and Discount Day Two fields are used in conjunction with the A/R Discount Date option. A/R Discount Date DATE = Discount Day One represents the number of days within which payment must be made to qualify for the discount. Discount Day Two is not used. PROX = Discount Day One represents the day in the month before which payment must be made to qualify for the discount. Discount Day Two represents a possible alternate day before which payment must be made to qualify for the discount. If an alternate date is not specified, the discount date is set to Discount Day One of the following month. If that day does not exist in the following month, then the discount date is set to the last day in that month. For example, with A/R Discount Date set to PROX and Discount Day One set to 10, the following discount dates would be used: Invoice Date 04/27/95 Discount Date 05/10/95 Invoice Date 05/05/95 Discount Date 06/10/95 With A/R Discount Date is set to PROX, Discount Day One set to 10, and Discount Day Two set to 25, the following discount dates would be used: 21

22 1 Invoice Date 04/27/95 Discount Date 05/10/95 Invoice Date 05/05/95 Discount Date 05/25/95 GROUP DEFAULTS When handling on a group basis, you must set up defaults on a Group level. A branch or a combination of branches constitutes a Receivables Group. Receivables Groups are defined in the COMPANY module. Default Ledger accounts can be set up for each group defined in your system A/R Group Defaults Group: Default G/L Accounts A/R: Cash: Discount: Sales: State Tax: Other Tax: Out Freight: In Freight: Phone: Misc: Svc Charge: Enter the number of an existing Group at the prompt. After the group is identified, the group name displays. To ensure that you are setting up default Ledger accounts for the correct group, verify this information before you enter any accounts. These defaults are used if defaults are not set up at the Branch level. BRANCH DEFAULTS The Branch Defaults allow you to set up default Ledger accounts for each branch that is defined on your system A/R Branch Defaults Branch: Group: Region: Default G/L Accounts A/R: Cash: Discount: Sales: State Tax: Other Tax: Out Freight: In Freight: Phone: Misc: Svc Charge:

23 1 Enter the number of an existing Branch at the prompt. After the branch is identified, the branch name, as well as the group and region to which the branch belongs, displays. To ensure that you are setting up default Ledger accounts for the correct branch, verify this information before you enter any accounts. These defaults are always used. CUSTOMER DEFAULTS The Customer Defaults allow you to override the Company Defaults for particular customers Customer Defaults Customer: Address: City: State: Statement & Other Defaults Stmt Type: Stmt Frequency: Svc Chg %: Stmt Cycle: Min Svc Chg: Statements: Override Svc Chg Dflts: Stmt Date: Frequency Period: Next Stmt Date: Frequency Cycle: Delinquency Message The Stmt Type option determines the type of statement sent to the customer. This option can be set to BALANCE FORWARD or OPEN ITEM. The statement type is taken from the Customer record when data is transferred from XL to Acclaim. Using the Different Statement Types TIP Balance Forward statements report the balance from the previous period and the invoice activity (new invoices and new payments) for the current period. Open Item statements report all invoices with open amounts. Payments do not appear. The Stmt Frequency and Stmt Cycle options determine how often statements are sent to the customer. The Stmt Frequency can be set to DAILY, WEEKLY, BI-WEEKLY, MONTHLY, QUARTERLY, or ANNUALLY. For example, if you want to send a statement to the customer every 15 days, you would set the Stmt Frequency to Daily and the Stmt Cycle to 15. Stmt Type, Stmt Frequency, and Stmt Cycle default to OPEN ITEM, MONTHLY, and 1, respectively. The Statements option can be set to SOME, NONE, or ALL. When this option is set to SOME, the customer gets statements some of the time. Whether the customer gets a statement depends upon the print parameters chosen at the time of statement printing and whether the customer has a balance. When this option is set to 23

24 1 NONE, the customer never gets statements. When this option is set to ALL, the customer always gets statements (including credit statements). Note:If you were an XL Receivables user, you might remember that the statement type used to be set in the Customer module. This is not the case in Acclaim. The Stmt Date field indicates the day in the month when statements are generated for the customer (e.g., 15 for the 15th of each month, 30 for the 30th of each month, etc.). If 31 is entered, the system will recognize shorter months and set the statement date to the appropriate day (e.g., 28 or 30). The system automatically updates the Next Stmt Date for you if you choose to update amounts/dates whenever statements (all types) are printed. You can enter the message (up to 4 lines) you want to appear on delinquency notices in the Delinquency Message field. The Svc Chg % and Min Svc Chg fields affect how your service charges are calculated. Service charges are calculated as a percentage of the amount past due. You can enter that percentage in the Svc Chg % field. The Min Svc Charge field sets the minimum amount that will be charged. The Override Svc Chg Dflts% field indicates whether the customer defaults or company defaults are used to calculate your service charges. If you do not want to generate service charges for the customer, set the Override Svc Chg Dflts field to YES and the Svc Chg % and Min Svc Chg fields to Payment plans can be set up for invoices that are going to be paid in installments over a period of time. The Frequency Period and Frequency Cycle options determine the length of the installment period. The Frequency Period option can be set to DAILY, WEEKLY, BI-WEEKLY, MONTHLY, QUARTERLY, or ANNUALLY. For example, if you want to receive payment from the customer every 3 weeks, you would set the Frequency Period to Weekly and enter 3 as the Frequency Cycle. The values on the Receivable Options screen in Customer Maintenance and the Statement & Other Defaults screen in Receivables do not override each other. Any changes you make to the values in Customer Maintenance or Receivables will change the other screen automatically. For example, if you change the value of the Statement field in Customer Maintenance from ALL to NONE, the value of the Statement field in Receivables will automatically change to NONE. Customer Fast Edit Customer Fast Edit allows you to quickly edit customer defaults. When the "Customer Fast Edit" option is selected, the following parameters display Customer Fast Edit Start Customer: Ending Customer: Value:

25 1 The Start and End parameters allow you to limit the fast edit to a particular range. You are prompted for a Start and Ending Customer. You can indicate whether the Values you enter are fixed or variable. If this parameter is set to FIXED, fields are edited only once, and any changes apply to all the customers included in the range. If this parameter is set to VARIABLE, the system steps through each customer one at a time, allowing you to make changes to individual customers. You select the fields that you wish to edit by entering YES at the field Customer Fast Edit Fields Statement Type?: Statement Frequency: Statement Cycle?: Statements?: Statement Date?: Service Charge Percent?: Service Charge Amount?: Override Service Charge?: Payment Plan Frequency?: Payment Plan Cycle?: Credit Type?: Fixed New values can only be entered for those fields selected for editing. After entering the new field values and pressing [Go], a dialog box appears. A message confirming the fixed fast edit appears while the new field values are added to all the customers included in the range. An appropriate message displays when the editing is finished. Variable The customers included in the range appear one at a time. The old values appear as defaults for the selected fields. New values can only be entered for those fields specified for editing and for which editing is allowed. You can quit at any time, and changes made to previously edited customers (but not the current customer) are saved. The old values are restored to the current customer. ENTRY ID MAINTENANCE Entry ID Maintenance allows you to set up your batches. An Entry ID and Description can be entered for each batch. This is also where you edit and delete batches. The system prompts you to delete a batch only if the Entry ID is not used by a current or historical receivable payment. 25

26 1 SESSION DEFAULTS The Session Defaults allow you to specify the default Branch and Receivables Date Session Defaults Branch: Group: Region: Receivable Date: The Session Defaults should be set up every time you work in. Enter the number of an existing Branch at the prompt. After the branch is identified, the branch name, as well as the group and region to which the branch belongs, displays. To ensure that you have selected the correct branch, verify this information before you continue. The Receivable Date is used as the cutoff date for allocating payments to invoices and for including invoices on statements and aging reports. Payments cannot be allocated to invoices with an invoice date past the cutoff date. Invoices with an invoice date past this cutoff date are not printed on statements and aging reports. This does not apply to Balance Forward statements. Since a balance forward entry is comprised of several invoices, there is no way to breakdown that entry by the invoice date of each invoice. DAYS INSTEAD OF DATES On all of the parameter screens in Cash Collection, Management Reporting, and Purge Options (e.g., Collection Maintenance, Aged Receivables Report, Cash Receipts Journal, Invoice History, Order History) the system allows you to enter a number of days instead of a specific date. Use the plus (+) and minus (-) characters to indicate the direction of time, and enter a specific number of days from today s date, not the default date that appears in the date fields. Based on the input in terms of days, the system calculates a date and inserts it in the date field of the parameter screen. For more information on entering days instead of dates in these fields, refer to the System Utilities manual. STEP-BY-STEP THE SALES/ CYCLE The term 'Sales/Receivables Cycle' refers to the series of events that occur when a shipment is invoiced and its impact on the Ledger. There are four major steps in this cycle. The shipment is invoiced. There are several ways in which a shipment can be invoiced: Through the INVOICE module for regular orders, post orders, on-site orders, and confirmed point of sale orders. 26

27 1 Through the FRONT-COUNTER module. Through Point of Sale. Through the ORDER module when a Post Order is entered and the option is chosen to omit both the shipping paper and the invoice. When the shipment is invoiced, an entry is made on the Invoice Register. A receivable is created if an open balance exists at the time of invoicing (if full payment was not made on the shipment in Post Order, at the Front Counter, or in Point of Sale). The Invoice Register is one of the most important accounting source documents since it's the audit trail for all sales activity. It is important to note that if you choose to suppress the printing of the invoice (or omit the printing of the invoice in Post Order), an entry is still made on the Invoice Register. The Invoice Register can be posted to the Ledger (via autobatching). Payment is made in for the open A/R amount. The open A/R balance decreases, and an entry is made on the Cash Receipts Journal. A cash discount may be offered to encourage customers to pay their bills early (or at least on time). Minor pricing discrepancies may be handled at payment entry time. The Cash Receipts Journal can be posted to the Ledger (via autobatching). The Sales/Receivables Cycle is an ever-constant cycle in any business. The success of the business depends on strong, profitable sales followed by the prompt collection of open receivables. This cycle is an integral part of the Prophet 21 System. There is a detailed audit trail of all invoiced sales via the Invoice Register and customer payments via the Cash Receipts Journal. COMPANY-WIDE VS. GROUP PROCESSING Receivables can be handled on a company-wide or Receivables Group basis. Company-wide or group processing is established in the COMPANY module. With group processing, the system 'separates' receivables by receivables groups. For example, if you work out of Branch 1, and that branch is a part of Group 1, the system will not allow you to view/edit receivables information associated with any group other than Group 1. With company-wide processing, the system does not separate receivables by group, but instead allows company-wide access to receivables. COMPANY-WIDE Payments can be entered for any customer invoice. Any open receivable can be viewed. Any customer can be put on credit hold. The information on any receivable can be edited. Statements can be printed for any customer. Delinquency notices can be printed for any customer. 27

28 1 Service charges can be generated and printed for any customer. The Cash Receipts Journal can be printed for all branches. A Payments Summary shows total payments on a branch-by-branch basis. The Aged Receivables Report can be printed for customers at all branches. GROUP A branch or a combination of branches constitutes a Receivables Group. Receivables Groups are set up in the COMPANY module. Payments can be entered for customer invoices generated at any branch within the group. Any open receivable at any branch within the group can be viewed. Any customer can be placed on credit hold. The information on any receivable at any branch within the group can be edited. Statements reflect open invoices at the branches within the group. The Cash Receipts Journal can be printed for those branches within the group. A Payments Summary shows total payments on a branch-by-branch basis. The Aged Receivables Report can be printed for those customers with open receivables at the branches within the group. STEP 1: ENTERING CUSTOMER PAYMENTS The first step in the process is to enter customer payments. Although it's important to make sales, it's even more crucial to receive payments for sales made on account. When payments are made, the customer open A/R balance decreases, and entries are made on the Cash Receipts Journal. A cash discount may be offered to encourage customers to pay their bills early (or at least on time). Minor pricing discrepancies can be handled at payment entry time also. Customer payments and payment related transactions are handled from the Payment Processing menu. Steps 1-A through 1-D describe how to enter customer payments. Two payment related transactions are described in the Returned Checks and Customer Credit Hold sections. STEP 1-A: THE PAYMENT ENTRY ID SCREEN Before you enter payment information, you are prompted to identify the group of payments being entered. The Payment Entry ID screen displays: 28

29 1 Certain conventions should be established to govern what information is used as the Entry ID and Description. For instance, you could enter your User ID, the date of entry, an entry sheet reference number, or any combination thereof. Later, when you are ready to print certain journals, you will be able to limit processing to those payments with a certain Entry ID or range of Entry IDs. Entering Batch IDs TIP When the Unique Batch IDs option is set to YES in the Company Defaults, payments must be entered with a non-existing Batch ID. If you enter a non-unique Batch ID, the system will prompt you with the message, Batch ID must be unique. When this option is set to NO, payments can be entered using existing Batch IDs. The Cash Account defaults to the account set up in the Company Defaults (if defaults are not set up for the Group or Branch). This is the G/L Cash Account to which the payment will be deposited. The Entry Date is the actual date payments were received rather than the date payments are being entered. Why is the Entry Date Important? TIP The Entry Date field holds the date that the payment was received. If you enter the wrong date, a customer may lose an early payment discount or may be levied a service charge. The Journal Date controls when payments appear on the Deposit Journal and the Cash Receipts Journal. You can override this date by specifying a different Journal Date when entering particular payments. The Entry Date and the Journal Date default to the Receivables Date in the Session Defaults. Once the batch information has been entered, the Payment Entry screen displays. STEP 1-B: THE PAYMENT ENTRY SCREEN Note: If you have the Foreign Currency optional package enabled, you will see some changes on the payment entry screen. For more information on these differences, refer to the Foreign Currency Exchange manual. The Payment Entry screen is divided into three windows. The upper window shows the payment header information, the middle window shows the payment summary, and the lower window shows the payment allocation details. 29

30 1 Each time you enter customer payments, you must first complete the payment header information. You are prompted to enter a customer code or invoice number Payment Entry Cust/Inv: ================================================================================ If an invoice number is entered, the associated customer displays. If a customer sub-account is entered, the appropriate master customer account displays. Payments entered for any master customer account can be applied to invoices belonging to any of its member sub-accounts. After the customer is identified, the customer name displays. To ensure that you are entering a payment for the correct customer, verify this information before you complete the payment header information. If collection calls have been made to the customer, and at least one call remains open that is classified as 'mandatory', the Collection Call screen displays. This allows you to see detailed information regarding any collection calls made to the customer. See the Cash Collections section of this manual for further information. When the reading of the collection call information is terminated by pressing the [Quit] key, or if there are no open/mandatory collection calls for the customer, you are prompted for the appropriate payment header information (varies according to type of payment) Payment Entry Customer: FASTTO FASTENER TOOL SUPPLY CO. Net Pmt: Pmt Type: Check Check#: 151 ABA#: 55-73/312 Jrnl Date: 11/28/94 Deposit: Yes Cash Acct: NATIONAL WESTMINSTER ================================================================================ Enter the actual payment amount in the Net Pmt field. The Pmt Type defaults to CHECK, but can be changed to reflect other methods of payment: CASH, CREDIT CARD, CREDIT MEMO, DEBIT MEMO, ADJUSTMENT, or WIRE TRANSFER. When this field is set to CHECK, you are prompted for a Check# and an ABA#. The ABA# (American Banking Association number) is informational only. When this field is set to CREDIT CARD, you are prompted for a Card#, the Expiration date, the Holder (the name on the credit card), and an Authorized code. When this field is set to DEBIT MEMO, the value entered in the Net Pmt field must be a negative amount. When this field is set to ADJUSTMENT, the value entered in the Net Pmt field must be zero. 30

31 1 Using the Different Payment Types TIP Most Check remittances would be payments by mail. However, your driver may be paid by check, a front counter order may be paid by check, or a customer may come into your accounting office and make a payment by check. Cash payments would be cash from "over the counter" sales, or cash a customer may pay your driver when he delivers a local order. Credit Card would be used to reflect payments made by credit card (e.g., VISA, MasterCard, Discover, etc.). A Credit Memo is used to decrease a customer's account. A credit memo could be used when you charged a wrong price (minor differences only), charged tax to a non-taxable customer, or added freight charges to a customer invoice that should have been prepaid. The Deposit Journal serves as a bank deposit slip. All cash and check, payments should be recorded. A Debit Memo is used to increase a customer's account. A debit memo could be used when you charged a wrong price (minor differences only), entered a payment against the customer account by mistake, or when you want to recreate the original balance. An Adjustment is used to move monies from one invoice to another within the same account. Adjustments are not actually payments. A Wire Transfer is used for an electronic transfer of funds from a customer's account to your account at the bank. The Jrnl Date is the default date that appears on the detail screen for the specified batch. The Deposit field is used to indicate whether the payment should be recorded on the Deposit Journal. The Deposit Journal lists all payments that were entered (or marked for deposit) during a specific time period. This field defaults to YES for Cash or Check payments, NO otherwise. See the Deposit Journal section of this manual for a description of this journal. 31

32 1 After the payment header information has been entered, the payment summary and payment allocation windows display. The screen is similar to the sample that follows, regardless of the type of payment you are entering. Payment header Payment summary Payment allocation Payment Entry Customer: FASTTO FASTENER TOOL SUPPLY CO. Net Pmt: Pmt Type: Check Check#: 151 ABA#: 55-73/312 ================================================================================ Available: Open: Marked: 0.00 Total Appl: 0.00 Disc: 0.00 Write-Off: 0.00 ================================================================================ Invoice Inv Date Balance Applied Discount Cd /08/ /11/ /18/ /22/ /26/ /31/ Enter=Edit P=Pay C=Cancel M=Mark-Toggle D=Detail H=Header The Available, Total Appl, Open, Disc, Marked, and Write-Off fields comprise the payment summary. The payment summary is automatically updated as payments, discounts, and other distributions are entered. The Available amount (taken from the Net Pmt field in the payment header information) can be allocated to one or more of the listed invoices. As each allocation is made, the payment amount is deducted from the amount in the Available field. The total amount owed by the customer is shown in the Open field. The Total Appl field shows the total amount you have already applied against the customer's open invoices. The total amount deducted for prompt payment is shown in the Disc field. The Marked and Write-Off fields reflect the amounts marked for payment or designated as a 'write-off' (amounts deemed uncollectable). The payment allocation window displays a list of all the open invoices for the customer. Payments are allocated to specific invoices here. Note: It is not necessary to allocate payments to open invoices at the time customer payments are entered. Depending upon how the Allow Suspended Payments option is specified, you can suspend and save unbalanced payments. If this option is set to Yes, the system allows you to suspend unbalanced payments. When you try to save a payment that is not completely allocated, the system will prompt you with the message, Payment not balanced." Suspend it? When this option is set to No, the system will not allow you to suspend unbalanced payments. When you try to save an unbalanced payment, the system will prompt you with the message, Payment Not Balanced! In this case, you must balance or cancel the payment. 32

33 1 With the Allow Suspended Payments option enabled, you can quickly record the payments, make the deposit to the bank, and then allocate the payments at a later time. The Unallocated Payments Report lists all customer payments that are not fully allocated to invoices. See the Management Reporting section in this manual for more information about the Unallocated Payments Report. offers several methods of payment allocation. Using the Receivables Date TIP When the Receivables Cutoff Date option is enabled in the Company Defaults, the Receivables Date (set in the Session Defaults) is used as the cutoff date for allocating payments. Payments cannot be allocated to invoices with an invoice date past the cutoff date. Attention Codes are unique to each user, and are not stored anywhere in the system. Allocate payment to a specific invoice. You can scroll through the list of open invoices and press [Enter] to select a particular invoice. When an invoice is selected, you are automatically placed in the Applied column for that invoice. At this time, you can enter the amount you are applying to the invoice and press [Enter]. You are automatically placed in the Discount column. Enter the amount of the discount taken on the invoice and press [Enter]. If available, the discount will be automatically calculated. An Attention Code (Cd) can be assigned to indicate that special attention is required. You will be unable to commit the Cash Receipts Journal to history if any outstanding payment allocations have Attention Codes. To eliminate the need for entering explicit applied and discount amounts, you can use the "P=Pay" option to automatically pay the selected invoice in full. The discount is taken when applicable. If the Available amount is greater than the open invoice amount (Balance), the remaining amount can be applied to another invoice. If the Available amount is less than the open invoice amount, the Available amount will be zero (0) and the open invoice amount will decrease by the Available amount. Because discounts may or may not be known (individual or total), the system allows you to see the available discount for the selected invoice. If you use the option to pay the invoice automatically, the available discount (based on the normal discount terms of the invoice) displays in the Discount column. The discount amount is then prorated by the amount being paid. As payments, discounts, and other distributions are entered, the Balance column changes to reflect the remaining amount (the amount that has not been paid). When an invoice is paid in full, the invoice will still display even though there is no Balance. Allocate payment to selected invoices. You can scroll through the list of open invoices and use the "M=Mark" option to select more than one invoice at a time. Selected invoices are 'marked' by arrows. If you select a particular invoice by mistake, you can use the "M=Mark" option again to deselect the invoice. When you are satisfied with your selections, you can press the [Options] key and select the option to 'Pay All'. Payments are applied to all marked invoices (from the oldest to the most recent). Payments are allocated by either the invoice date or due date (according to the Allocate Payments option in the Company Defaults). Invoices with automatic allocation disallowed (done via the Edit/Delete Receivables screen) are skipped. Discounts are taken when applicable. The process stops once all available cash has been allocated. Allocate payment to all invoices. You can press the [Options] key and select the option to 'Pay All'. Credits are taken and applied. Payments are allocated to all invoices (from the oldest to the most recent). Payments are allocated by either the invoice date or due date (according to the Allocate Payments option in the Company 33

34 1 Defaults). Invoices with automatic allocation disallowed (done via the Edit/Delete Receivables screen) are skipped. Discounts are taken when applicable. The process stops once all available cash has been allocated. You can overallocate to a particular invoice. When prompted for the amount to be allocated, an explicit amount must be entered rather than using the "P=Pay" option. For example, if an invoice has an open amount of and there is to allocate, you can allocate the full to the invoice, then have a 1.00 left to allocate to a credit, or create a debit memo. You can press the [Options] key and use the 'Gen Credit' option to generate a credit/debit. If you choose to generate a debit memo, the description will reflect the overallocated invoice. The debit will be for the remaining available amount Generate Credit/Debit Credit#: Inv Date: 02/08/95 Amount Paid: Description: Debit Memo Comment: 0 Auto Allocate: No You can edit the applied and discount amounts and even change the payment header information at any time. Attention Codes can be assigned to indicate that special attention is required. You will be unable to commit the Cash Receipts Journal to history if any outstanding payment allocations have Attention Codes. You can view the payment allocation details associated with a particular invoice at any time. You can 'writeoff' portion(s) of the invoice that are deemed uncollectable at this time. You can even edit the Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, or Miscellaneous default G/L accounts if necessary. Errors are easily corrected. You can use the "C=Cancel" option to remove the applied and discount amounts for particular invoices or press the [Options] key for additional options and select the option to 'Cancel All Allocations'. 34

35 1 Using Pay, Cancel, Gen Credit, Range Mark, Unmark, Collect, View Cust, History, Toggle, and Only Alloc A number of additional options are available from the Payment Entry screen. To access them, press the [Options] key. The Pay option allows you to automatically pay all the open invoices for the customer. Choose the Cancel option to undo all payment allocations. All applied and discount amounts are removed. You can use the Gen Credit option to generate a credit or debit. The credit or debit will be for the remaining available amount. The Range Mark option allows you to select a ranges of invoices for payment. You can use the Unmark option to exclude one or more invoices from the selection. Selected invoices are 'marked' by arrows. Only the selected invoices are paid. If you need to see detailed information regarding any collection calls made to the customer, use the Collect option. See Cash Collections in the Reference section of this manual for more information. Choose the View Cust option to view customer information. The customer name and address, the credit type and limit, the first sale date, the last order date, and the last payment date are shown. If you want to see information regarding payments you have received from the customer, use the History option. You can Toggle between viewing invoices by invoice number or invoice date. Choose the Only Alloc option to view only those invoices with payment allocations. Choose the option again to view all open invoices. Once you have finished, press the [Go] key to accept the allocated payment. If the payment is balanced (fully allocated), the payment is accepted and you can proceed to allocate another payment. Please note that it is not necessary for payments to be fully allocated before they are accepted. Depending upon how the Allow Suspended Payments option is specified, you can suspend and save unbalanced payments. If this option is set to Yes, the system allows you to suspend unbalanced payments. When you try to save an unbalanced payment, the system will prompt you with the message, Payment not balanced." Suspend it? When this option is set to No, the system will not allow you to suspend unbalanced payments. When you try to save an unbalanced payment, the system will prompt you with the message, Payment Not Balanced! In this case, you must balance or cancel the payment. 35

36 1 If you try to accept a payment that is not balanced, you are prompted to save the payment or cancel the entire payment. Payments that are not in balance (fully allocated) will not appear on the Cash Receipts Journal. The Unallocated Payments Report lists all customer payments that are not fully allocated to invoices. See the Management Reporting section in this manual for more information about the Unallocated Payments Report. For Example: Payment Entry The Fastener Tool Supply Company bought $ worth of merchandise in October. On 11/25/94, you receive a check for $ The payment is not recorded until the following Monday when all the payments you received during the previous week are entered. To enter the payment into the system, choose the "Payment Entry" option from the Payment Processing menu. Enter the Batch ID, Cash Account, Entry Date, and Journal Date. The Payment Entry screen displays. Enter FASTTO in the Customer field and $ in the Net Pmt field. Select CHECK as the Pmt Type. Enter the Check#. The Deposit field defaults to Yes. Note that the Available amount defaults to $ (the payment amount) and can be allocated to one or more of the listed invoices. To make payment allocation easy, press [Options] and select the option to 'Pay All'. Invoices are paid from the oldest to the most recent. No discounts are taken since payment was not received in time to qualify for an early payment discount. The process stops once all available cash has been allocated. The Balance column now reflects $ (the amount that has not been paid). Press the [Go] key to accept the allocated payment. Since the payment is in balance (fully allocated), the payment is accepted and you can proceed to enter another payment. The payment will appear on the Deposit Journal and the Cash Receipts Journal. 36

37 1 STEP 1-C: THE PAYMENT ALLOCATION DETAILS SCREEN The payment allocation details associated with a particular invoice can be viewed using the "D=Detail" option (found on the Payment Entry screen). When this option is selected, the Payment Allocation Details screen displays Payment Allocation Details Customer: FASTTO FASTENER TOOL SUPPLY CO. Invoice: Date: 11/25/94 Auto Allocate: Yes Net Pmt: Discount: 0.00 Attn Code: Begin Bal Prev W-Off Write-Off Sales: State Tax: Other Tax: Out Frt: In Frt: Phone: Misc: =============== =============== =============== Total: You can edit the default G/L accounts if necessary. Move the highlight to Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, or Miscellaneous, then press the [Options] key and select the 'Account' option. When this option is selected, the appropriate Edit Account screen displays Edit Sales Account Account: INCOME-SALES Amount: The Begin Bal column shows the applied amounts and cannot be edited. The applied amounts can be edited on the Payment Entry screen. The Prev W-Off column shows any previous 'write-off' amounts and cannot be edited. The Write-Off column enables you to 'write-off' portion(s) of the invoice that are deemed uncollectable. You can specify a dollar amount for Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, and Miscellaneous. Discount amounts cannot be written off. 37

38 1 Using Account One Additional Option is available from the Payment Allocation Details screen. To access it, press the [Options] key. The Account option is used to the edit the highlighted Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, or Miscellaneous G/L account and amount. The G/L accounts initially default to the accounts set up in the User Defaults (on the Company, Branch, or Group level). Sales Tax Adjustments During Payment Entry If the Update Sales Tax Schedules company Receivables option is set to YES and you write-off a dollar amount for State Tax or Other Tax in the Payment Allocation Details screen, the system divides this amount by the tax percentage and makes an adjustment in the taxable amount on the tax schedule. If you enter a negative amount in the Write-Off field, this amount is added to the Taxable Sales Amount and Tax Charged fields on the sales tax schedule. When you specify a write-off for either state tax or other tax while entering a customer payment, the system automatically adjusts the PTD and YTD Taxable Sales Amounts and Tax Charged fields on the associated sales tax schedules. Note: The system does not differentiate between taxable sales and taxable freight. It is assumed that any write-off for sales tax comes from taxable sales; therefore, the taxable freight field is not adjusted on the sales tax schedule. For this feature to function properly, you must autobatch sales tax via Sales Tax, not AR Revenue. This means that you must create the autobatch for sales tax by printing and clearing the Invoiced Sales Tax Report, not the Invoice Register. When you autobatch by sales tax, you need to specify the sales tax clearing account as the write-off account whenever you make a sales tax adjustment. For example, you invoice a customer for $ ($ sales amount, plus $6.00 sales tax). When you clear the Monthly Invoice Register, you get the following batch: Debit AR 106 Credit Sales -100 Credit Sales Tax Clearing -6 Your customer sends a payment for $ The system makes a sales tax adjustment for $6.00. When you reset the Invoiced Sales Tax Report, you get the following batch. Debit Cash 100 Sales Tax Clearing 6 Credit AR

39 1 The reason you need to specify the sales tax clearing account as the write-off account at payment entry is to offset the original credit made to the sales tax clearing account at invoicing time. The balance at the end of any given month in the sales tax clearing account should be zero after the Monthly Invoice Register and Invoiced Sales Tax autobatches have been created and posted. If you have separate Sales Tax Payable accounts for the GL for each Sales Tax schedule, tax should be written off to the Sales Tax Clearing account. To facilitate this, you can set up the Sales Tax Clearing account in the GL Defaults in Receivables User Options. EXAMPLE A Invoice an order with a sales tax amount of $5. When the invoice autobatches, the INV batch includes: Accounts Receivable + $5 Sales Tax Clearing - $5 B When the Invoiced Sales Tax Report is autobatched, the STAX autobatch shows: Sales Tax Clearing - $5 PA State Tax Payable - $5 C When the write off of $5 is performed in the Detail are of payment entry, the Sales Tax schedule is updated and appropriately decreases the PRD sales tax amount by $5. The STAX Posting shows: Sales Tax Clearing - $5 PA State Tax Payable + $5 D The write off is recorded on the Cash Receipts Journal and when autobatched shows: Accounts Receivable - $5 Sales Tax Clearing + $5 If you perform a write off in the same period that the invoice was generated, postings B and C do not occur because the offset each other on the Invoiced Sales Tax Report. STEP 1-D: EDITING AND DELETING PAYMENTS (OPTIONAL) Payments can be fully edited, or deleted entirely (if you make a mistake) using the "Edit/Delete Payments" option. You can review, edit, and delete payments until the Deposit Journal is committed to history. After the Deposit Journal is committed to history, but before the Cash Receipts Journal is committed to history, only the Journal Date, the Ledger accounts, and the payment allocation information can be edited. Deletion is prohibited. Refer to the sections of this manual pertaining to the Deposit Journal and Cash Receipts Journal for more information on 'committing' information to history. 39

40 1 To edit or delete a payment, enter the Customer at the prompt. A list of payments for that customer displays. Select the payment you wish to edit or delete and press [Enter]. A message displays asking if you want to delete the payment. Choose YES to delete and NO to edit. The Edit Payments screen is identical to the Payment Entry screen. Deleting or canceling a payment restores all receivables information to its original state (as if the payment was never entered). Receivables are restored for complete payments. The amount paid-to-date decreases by the payment amount for partial payments. The A/R balance is increased by the payment amount. Entries are deleted from the Cash Receipts Journal and payment history. RETURNED CHECKS (OPTIONAL) The "Returned Checks" option is used to record checks returned from the bank due to insufficient funds, unsigned checks, etc. Only checks that have been deposited can be returned. When this option is selected, the Returned Checks screen displays Returned Checks Customer: Check #: ABA#: Net Pmt: Times Returned: (Inclusive) Reason Returned: Action: Enter the Customer, and Check #, at the prompts. The Net Pmt field reflects the amount of the check and cannot be edited. The ABA# displays on the screen but cannot be edited. Times Returned indicates the number of times (including this time) the check has been returned. A free-form Reason Returned can be specified to explain why the check was returned. Action can be set to REDEPOSIT CHECK or CANCEL PAYMENT. Checks can be redeposited up to two times. If a check is returned a third time, the payment is automatically canceled. Checks that are redeposited will create new entries on the Deposit Journal. Canceling a payment restores all receivables information to its original state (as if the payment was never entered). Receivables are restored for complete payments. The amount paid-to-date decreases by the payment amount for partial payments. The A/R balance is increased by the payment amount. Entries are deleted from the Cash Receipts Journal and payment history. Checks can be returned or canceled until the Cash Receipts Journal is committed to history. 40

41 1 CUSTOMER CREDIT HOLD Customers with a credit type of BAL can be automatically placed on credit hold or removed from credit hold (based on specified criteria) using the "Credit Hold" option. Note: Only those customers that have a Credit Type of BAL set in the customer record will be affected by this option. When this option is selected, the Customer Credit Hold screen displays Customer Credit Hold Sequence: Start Customer: Based on: End Customer: % of Limit: Start Sales Rep: Min Balance: End Sales Rep: Min Days Overdue: Start Class: Start Comment: End Class: End Comment: Action: Age Credits: If the Sequence parameter is set to CUSTOMER, the processing of customers will be by customer. If this parameter is set to SALE REP, the processing of customers will be by sales rep. The Start and End parameters allow you to limit the processing of customers to a particular range. You are prompted for a Start and End Customer, Sales Rep, Customer Class, and Comment. When customers are processed, the credit status will only be changed for those customers whose receivables fall within the ranges you enter in these parameters. The Action parameter can be set to ON HOLD, OFF HOLD, or ON AND OFF. If this parameter is set to ON HOLD, customers are placed on credit hold. If this parameter is set to OFF HOLD, customers are removed from credit hold. Customers are reinstated to their original credit type (set in the CUSTOMER module). If this parameter is set to ON AND OFF, customers have their current credit status reversed. The Based on parameter can be set to INVOICE DATE or DUE DATE to indicate whether aging is done according to the invoice date or the due date. Min Days Overdue indicates the minimum number of days that receivables must be overdue before being included in the processing. Processing can be limited to overdue balances that exceed the specified Min Balance and % of Limit (percentage of the customer's credit limit). The credit limit is established in the CUSTOMER module. The Age Credits parameter indicates whether credits are aged as other receivables or treated as current. If you enter a 0 for Min Days Overdue, credits are aged automatically. 41

42 1 Once you have entered all the parameters, press the [Go] key to process the customers. The original credit type is saved for each customer, so that it can be restored when the customer is removed from credit hold. After customers have been processed, all customers placed on credit hold or removed from credit hold are listed. The list is similar to the sample that follows. RECV GRP 1 BR1 ACCOUNTS RECEIVABLE CUSTOMER CREDIT HOLD CUST NAME SALES REP NAME JVSSUP JVS SUPPLY HOUSE 109 JOHN RANDOLPH KENDIG KENDIG CORPORATION 195 JIM KELLEY KEYSUP KEYSTONE SUPPLY 187 JEFF MONAHAN LAKE LAKE VIEW DISTRIBUTORS 124 ALAN MC DOUGALL You should review the list and make sure the list meets your approval before you accept the credit changes. If necessary, adjust your parameters and process the customers again. No credit changes are made to any customer accounts until you accept the changes. When you are satisfied with the list, press the [Go] key. You are prompted to commit the credit changes. Select YES to commit the credit changes, NO otherwise. STEP 2: PRINTING THE DEPOSIT JOURNAL When you have finished entering your payments, you should print the Deposit Journal. The journal is printed from the Management Reporting menu. The Deposit Journal provides you with a complete record of all deposit (usually cash or check) payments. You can use this journal to review the payments you entered for specific customers or to locate any transaction entry errors that may have been made. If any changes need to be made, use the "Edit/Delete Payments" option on the Payment Processing menu to make them. 42

43 1 STEP 2-A: SETTING THE JOURNAL PARAMETERS When the option to print the Deposit Journal is selected, the following parameters display. If the Sequence parameter is set to ENTRY, the journal will be sequenced by payment entry date. If this parameter is set to CUSTOMER, the journal will be sequenced by customer. The Start and End parameters allow you to limit the journal to a particular range. You are prompted for a Start and End Customer, Cash Acct, Branch, Jrnl Date, and Entry ID. When printed, the Deposit Journal will only show those payments that fall within the ranges you enter in these parameters. The Report Type parameter can be set to CURRENT, HISTORY, or BOTH. If this parameter is set to CURRENT, only current entries (payments that have not been committed to history) will print on the report. If this parameter is set to HISTORY, only historical entries (payments that have been committed to history) will print on the report. If this parameter is set to BOTH, all entries will print on the report. 43

44 1 Committing the Deposit Journal to History TIP The Commit parameter allows you to move information from the journal into history. If this parameter is set to YES, all of the information on the report is placed in history. If this parameter is set to NO when you print the journal, the information will not be committed to history and will be there the next time you print the journal. Information that has been 'committed' is considered to be historical, rather than current. You can print and view this historical information, but the system does not permit you to edit it. For this reason, you should use great care when committing information to history. Historical information remains on your system until it is purged. STEP 2-B: PRINTING THE JOURNAL Once you have entered all the journal parameters, press the [Go] key to print the journal. You are prompted to select where you want the journal to print. The Deposit Journal prints in three sections. The first section shows the details for each payment. Payments whose entry date is prior to the check date are identified as POST-DATED and are reported separately to serve as a reminder to deposit these payments at the appropriate time. You can use this section to check the pertinent payment information prior to making your bank deposit. If any corrections need to be made, you can use the "Edit/Delete Payments" option on the Payment Processing menu. The second section contains the Branch Summary. The third section contains the Deposit Summary, which serves as a bank deposit slip. Cash and check payments appear separately. STEP 3: PRINTING THE CASH RECEIPTS JOURNAL The Cash Receipts Journal is a complete record of all transactions that increase the amount of cash. The most frequent sources of cash receipts are likely to be cash sales and collections from customers on account. The journal is printed from the Management Reporting menu. You can use this journal to review all the transactions involving the payment of cash or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the "Edit/Delete Payments" option on the Payment Processing menu. Note:Payments can be edited until they have been committed on the Cash Receipts Journal or Deposits Journal. 44

45 1 STEP 3-A: SETTING THE JOURNAL PARAMETERS When the option to print the Cash Receipts Journal is selected, the following parameters display. If the Sequence parameter is set to CUSTOMER, you can sort the journal by customer. If this parameter is set to JOURNAL DATE, you can sort the journal by journal date (entered during payment entry). If this parameter is set to CASH ACCOUNT, you can sort the journal by the cash account. When this option is set to ENTRY, you can sort the journal by entry date. The Start and End parameters allow you to limit the journal to a particular range. You are prompted for a Start and End Customer, Jrnl Date, Cash Acct, Branch, Invoice, and Entry ID. When printed, the Cash Receipts Journal will only show those payment and payment-related transactions that fall within the ranges you enter in these parameters. The journal can be limited to one Payment Type (CASH, CHECK, CREDIT CARD, CREDIT MEMO, DEBIT MEMO, ADJUSTMENT, WIRE TRANSFER), or ALL types can be included. The Report Type parameter can be set to CURRENT, HISTORY, or BOTH. If this parameter is set to CURRENT, only current entries (transactions that have not been committed to history) will print on the report. If this parameter is set to HISTORY, only historical entries (transactions that have been committed to history) will print on the report. If this parameter is set to BOTH, all entries will print on the report. The Display parameters allow you to include (or exclude) the A/R Amt, Cash Amt, and Disc Amt on the journal. 45

46 1 Committing the Cash Receipts Journal to History TIP The Commit parameter allows you to move information from the journal into history. If this parameter is set to YES, all of the information on the report is placed in history. If this parameter is set to NO when you print the journal, the information will not be committed to history and will be there the next time you print the journal. Information that has been 'committed' is considered to be historical, rather than current. You can print and view this historical information, but the system does not permit you to edit it. For this reason, you should use great care when committing information to history. Historical information remains on your system until it is purged. The Cash Receipts Journal cannot be committed to history if any outstanding payment allocations have special Attention Codes or if adjustments are not balanced. STEP 3-B: PRINTING THE JOURNAL Once you have entered all the journal parameters, press the [Go] key to print the journal. You are prompted to select where you want the journal to print. The Cash Receipts Journal lists all the payments that were entered (and fully allocated) during a specific time period. Allocation details are included for each payment. You can use this list to check pertinent payment information. Automatic Posting to G/L TIP When the Cash Receipts Journal is committed to history, an autobatch (called CR) is automatically created for posting those entries within the specified print parameters to the Ledger. ** The Journal Date is used to determine the period into which G/L posting occurs. The G/L accounts journalized on the journal are used when creating the batch. You can review, edit, and post the batch through the Acclaim LEDGER module. **If autobatching is enabled for Cash Receipts and Cash Receipts Autobatch Defaults exist. You can use the Autobatch Defaults in the Acclaim LEDGER module to maintain control over automatic posting to the ledger. You can indicate the areas in the system where autobatching is permitted and set up defaults for creating autobatches. One or more autobatches can be automatically created when various reports are committed to history. STEP 4: PRINTING AN AGED REPORT The Aged Receivables Report performs the aging of your customer accounts. It shows the current balance, aging period balances, and total amount due for each customer listed. This allows you to review each 46

47 1 customer's past due amounts before any service charges are applied. The report is printed from the Management Reporting menu. STEP 4-A: SETTING THE REPORT PARAMETERS When the option to print the Aged Receivables Report is selected, the following parameters display. If the Sequence parameter is set to CUSTOMER, the report will be sequenced by customer. If this parameter is set to SALES REP, the report will be sequenced by sales rep. If this parameter is set to ORDER CUSTOMER, the report will be sequenced by order customer (the customer on the order). If this parameter is set to HIGH BALANCE, HIGH DOLLAR DAYS, or MOST OVERDUE, the report will be sequenced by 'rank' (highest balance, highest dollar days, most number of overdue invoices). The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer, Customer Class, Sales Rep, Comment, and Branch. When printed, the Aged Receivables Report will only show those receivables that fall within the ranges you enter in these parameters. Min Days Overdue and Max Days Overdue indicate the number of days that receivables must be overdue before being included on the report. The report can be limited to overdue balances that fall within the specified Min Overdue Balance and Max Overdue Balance. If a customer has at least one invoice between the Min and Max Overdue, all of that customer s invoices will be included on the report. The Min Days Overdue defaults to the value set in the Company Defaults. The report can be limited to one customer Credit Type (NO LIMIT, HOLD, BALANCE, ORDER, or COD), or ALL Types can be included. 47

48 1 The Aging Options define the number of days in each aging column on the report. If future aging (receivables due in the future) is desired, the value entered in Period 1 is used to determine current receivables. The Current column in the printed report displays anything due in the period between the report date and the date determined by the number of days into the future specified in Period 1. Anything due past that date is totaled in the Futures column. The Past Due columns display anything due in the period between one day prior to the report date and the dates determined by the number of days specified in Period 2 and Period 3. The aging period lengths default to the values set in the Company Defaults. If the Report Format parameter is set to FULL, a fully detailed report will print with one customer or sales rep per page. If this field is set to MULTIPLE, a fully detailed report will print with multiple customers or sales reps per page. If this field is set to BRIEF, a short, non-detailed report will print. If this field is set to SUMMARY, only totals of all outstanding receivables (aged) will print. The Aging Basis can be set to DUE DATE or INVOICE DATE to indicate whether aging is done according to the due date or the invoice date. The Age Credits parameter indicates whether credits are aged as other receivables or treated as current. If this parameter is set to YES, credit balances appear across the aging columns. If this parameter is set to NO, all credits are included in the current column. There are no entries in the aging columns. You can optionally include Disc and Future Aging information on the report. If this parameter is set to YES, a Future (future invoice amounts due) and a Discounts (discount amounts) column are included. The Future Aging option in the Company Defaults serves as the default. The Start and End Invoice Date parameters allow you to limit the report by invoice date. The report only displays receivables that fall within the parameters you set in these fields. Using the Receivables Date TIP When the Receivables Cutoff Date option is enabled in the Company Defaults, the Receivables Date (set in the Session Defaults) is used as the cutoff date for including invoices on aging reports. Invoices with an invoice date past this cutoff date are not printed on aging reports. The Disc and Future Aging parameter should be set to NO if the Receivables Cutoff Date option in the Company Defaults is set to YES. STEP 4-B: PRINTING THE REPORT Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. The Aged Receivables Report shows the aging of your customer accounts. For example, based on a 30-day aging cycle, the report shows the receivables due now, and which are past due 31 to 60 days, 61 to 90 days, and over 90 days. You can print the Aged Receivables Report as often as necessary during an accounting period. You should store a copy of the final Aged Receivables Report you print each period. 48

49 1 The system will include ALL open invoices for any customer that falls within the parameters specified. It is not limited to the invoices that fall within the parameters. STEP 5: GENERATING AND PRINTING SERVICE CHARGE INVOICES Before you print your customer statements, you should apply service charges to customers with past due amounts. Once you are satisfied with the generated service charges, you should accept and print all the generated service charge invoices. The options to generate and print service charge invoices appear on the Statements menu. STEP 5-A: GENERATING SERVICE CHARGE INVOICES Service charges can be generated using the "Generate Service Charge Invoices" option. When this option is selected, the following parameters display Service Charge Invoice Parameters Sequence: Start Customer: Start Branch: End Customer: End Branch: Start Sales Rep: Min Days Overdue: End Sales Rep: Max Days Overdue: Start Zip: Min Overdue Balance: End Zip: Max Overdue Balance: Start Class: End Class: Service Charge %: Min Service Charge: Comment: You control how service charges are calculated and which customers are charged. If the Sequence parameter is set to CUSTOMER, service charges will be displayed by customer. If this parameter is set to ZIP CODE, service charges will be displayed by zip code. The Start and End parameters allow you to limit the generation to a particular range. You are prompted for a Start and End Customer, Sales Rep, Zip Code, Customer Class, and Branch. When service charge invoices are generated, service charges will only be calculated for those customer accounts that fall within the ranges you enter in these parameters. Comment numbers can be assigned as you wish, to indicate certain service charge invoices. This allows you to restrict the printing of service charge invoices and the Service Charge Journal to those service charges with a certain Comment number or range of Comment numbers. Min Days Overdue and Max Days Overdue indicate the number of days that customer accounts must be overdue before service charges are calculated. Service charge calculations can be limited to account balances that fall within the specified Min Balance and Max Balance. 49

50 1 You can specify a Service Charge % and a Min Service Charge. Both parameters default to the values set up in the Company Defaults (if defaults are not set up for the Customer). Once you have entered all the parameters, press the [Go] key to generate the service charges. After service charges have been generated, account and service charge information is listed for all customers who are subject to service charges. The screen is similar to the sample that follows Generated Service Charges Cust Cd Rep Zip Code # ARs Orig Amount Open Amount SC % Service Charge AAGIND , , ADAMS , , FASTTO GILPLU , , HUSSUP , , KELELE TOTAL SC INVOICES: You should review the list and make sure the service charge calculations meet your approval. If necessary, adjust your parameters and generate service charges again. No service charges are applied to any customer accounts until you accept the charges. When you are satisfied with the list, press the [Go] key. You are prompted to save the service charges. Select YES to accept the service charges, NO otherwise. Service charges are never calculated on existing service charges. 50

51 1 Using Save, Print, Delete, and Cancel A number of Additional Options are available from the Generated Service Charges screen. To access them, press the [Options] key. Choose the Save option to accept all the generated service charges and add them to the customer accounts. The Print option allows you to accept and print all the generated service charge invoices. Choose the Delete option to remove a particular service charge. If you want to adjust your parameters and generate service charges again, use the Cancel option. All the generated service charges are canceled. STEP 5-B: PRINTING THE SERVICE CHARGE INVOICES Service charge invoices can be printed/reprinted using the "Print Service Charge Invoices" option. When this option is selected, the following parameters display Print Service Charge Invoice Parameters Sequence: Start Branch: End Branch: Start Customer: End Customer: Start Comment: End Comment: Start Class: End Class: Print: Start Zip: Start Date: End Zip: End Date: If the Sequence parameter is set to CUSTOMER, service charge invoices will be printed by customer. If this parameter is set to ZIP CODE, service charge invoices will be printed by zip code. The Start and End parameters allow you to limit the printing to a particular range. You are prompted for a Start and End Customer, Class, Zip, Branch, and Comment. Service charge invoices will only print for those customer accounts that fall within the ranges you enter in these parameters. The Print parameter can be set to PRINT or REPRINT to indicate whether you are printing or reprinting service charge invoices. Only service charges that have been saved but not printed will PRINT. Only service charge invoices that have been printed will REPRINT. You are prompted for a Start and End Date when reprinting service charge invoices. Service charge invoices can be printed/reprinted regardless of whether the Service Charge Journal is committed to history. See the Management Reporting section of this manual for a description of this journal. 51

52 1 Once you have entered all the parameters, press the [Go] key to print the service charge invoices. You are prompted to select where you want the service charge invoices to print. STEP 6: PRINTING CUSTOMER STATEMENTS Once you have applied service charges to past due accounts, you can print statements. Statements total all open invoices and let your customers know how much they owe you. Statements are printed from the Statements menu Statement Parameters Sequence: Start Branch: End Branch: Statement Type: Print: Period 1: Period 2: Start Customer: Period 3: End Customer: Select Customer?: Start Comment: Start Zip: End Comment: End Zip: Min Days Overdue: Start Sales Rep: Max Days Overdue: End Sales Rep: Min Balance: Start Class: Max Balance: End Class: Age Credits?: $0 Statements?: Aging Basis: Off Schedule?: You control which customer statements are produced and the information that appears on those statements. Fully paid invoices do not appear on statements. Credit statements only print for customers set to receive SOME statements when Min Balance is set to If the Sequence parameter is set to SALES REP, the statements will print by sales rep. If this parameter is set to CUSTOMER, the statements will print by customer. If this parameter is set to ZIP CODE, the statements will print by zip code. 52

53 1 The Statement Type defaults to BALANCE FORWARD AND OPEN ITEM, but can be changed to reflect another type of statement: BALANCE FORWARD, OPEN ITEM, or OPEN ITEM WITH FUTURES. Using the Different Statement Types TIP Balance Forward statements report the balance from the previous period and the invoice activity (new invoices and new payments) for the current period. Open Item statements report all invoices with open amounts. Open Item with Futures statements use the same format as Open Item statements, with three additional columns: FUTURE AMOUNT DUE, CASH DISCOUNT AMOUNT, and CASH DISCOUNT DATE. Fully paid invoices do not appear. The Print parameter can be set to PRINT or REPRINT to indicate whether you are printing or reprinting statements. Statements can be printed/reprinted until payment has been purged from the system. The Start and End parameters allow you to limit the printing to a particular range. You are prompted for a Start and End Customer, Zip Code, Sales Rep, Customer Class, Branch, and Comment. Statements will only print for those customers that fall within the ranges you enter in these parameters. Select Customer allows you to selectively choose one or more customers from a list of all the customers in the specified range. An Available Customers/Selected Customers screen displays prior to printing. You can exclude statements with nothing due by setting $0 Statements to NO. By setting Off Schedule to YES, you can include statements for customers who would not normally receive them at this time (based on the parameters). For example, this would allow you to include statements for customers on the 15th of the month when they would usually receive statements on the 30th. The Customer Defaults indicate how often a customer gets a statement. The aging period lengths default to the values set in the Company Defaults. If future aging is requested, the value entered in Period 1 is used to determine current receivables. The Current column in the printed statements displays anything due in the period between the statement date and the date determined by the number of days into the future specified in Period 1. Anything due past that date is totaled in the Futures column. The Past Due columns display anything due in the period between one day prior to the statement date and the dates determined by the number of days specified in Period 2 and Period 3. Min Days Overdue and Max Days Overdue indicate the number of days that accounts must be overdue before being included on statements. Statements can be restricted to customers with account balances that fall within the specified Min Balance and Max Balance. Age Credits indicates whether credits are aged as other receivables or treated as current. The Aging Basis can be set to DUE DATE or INVOICE DATE to indicate whether aging is done according to the due date or the invoice date. 53

54 1 Using the Receivables Date TIP When the Receivables Cutoff Date option is enabled in the Company Defaults, the Receivables Date (set in the Session Defaults) is used as the cutoff date for including invoices on statements. Invoices with an invoice date past this cutoff date are not printed on statements. This does not apply to Balance Forward statements. Since a balance forward entry is comprised of several invoices, there is no way to breakdown that entry by the invoice date of each invoice. The Print Past Due Message parameter indicates whether a 'Past Due' message prints on the statements. When this parameter is set to YES, a PAST DUE message appears above the aging periods. Once you have entered all the parameters, press the [Go] key to print the statements. If Select Customer was set to YES, you can selectively choose customers from a list of available customers. The screen is similar to the sample that follows Available Customers Selected Customers Code Name Code Name JVSSUP JVS SUPPLY HOUSE KENDIG KENDIG CORPORATION KENDIG KENDIG CORPORATION LAKE LAKE VIEW DISTRIBUTORS KEYSUP KEYSTONE SUPPLY LAKE LAKE VIEW DISTRIBUTORS LARECO LARECO ELECTRONICS You can scroll through the list of customers in the Available Customers window. Move the highlight to the desired customer and press [Enter]. The selected customer automatically moves to the Selected Customers window. Press [Tab] to toggle between the two windows. To 'deselect' a customer, toggle to the Selected Customers window. Move the highlight to the desired customer and press [Enter]. The selected customer automatically moves back to the Available Customers Window. 54

55 1 Using One and All Two Additional Options are available from the Available Customers/Selected Customers screen. To access them, press [F6] to access the PowrDrill menu. The One option allows you to move the highlighted customer from the Available Customers window to the Selected Customers Window. Choose the All option to move all customers in the Available Customers window to the Selected Customers Window. When you are satisfied with the list of selected customers, press the [Go] key. You are prompted to select where you want the statements to print. You are asked whether you want to update amounts/dates whenever statements (all types) are printed 'on schedule'. This allows the next statement date to be updated correctly for all statement types. Select YES to update amounts/dates, NO otherwise. For Balance Forward statements, balance forward amounts are reset. The 'reset' accumulates the invoices in the current period, which appears as the balance forward the next time statements are printed. Refer to the Accounting Reports and Journals manual for examples of the Balance Forward, Open Item, and Open Item with Futures statements. STEP 7: PRINTING DELINQUENCY NOTICES Delinquency notices can be sent to remind customers when their accounts are past due. Delinquency notices are printed from the Statements menu Delinquency Notice Parameters Sequence: Start Branch: End Branch: Start Customer: Start Comment: End Customer: End Comment: Start Sales Rep: Min Days Overdue: End Sales Rep: Max Days Overdue: Start Class: Min Balance: End Class: Max Balance: Include Credits: Delinquency Message: Title: You control which delinquency notices are produced. 55

56 1 If the Sequence parameter is set to SALES REP, the delinquency notices will print by sales rep. If this parameter is set to CUSTOMER, the delinquency notices will print by customer. The Start and End parameters allow you to limit the printing to a particular range. You are prompted for a Start and End Customer, Sales Rep, Customer Class, Branch, and Comment. Delinquency notices will only print for those customers with overdue accounts that fall within the ranges you enter in these parameters. Min Days Overdue and Max Days Overdue indicate the number of days that customer accounts must be overdue before being considered delinquent. Delinquency notices can be restricted to customers with account balances that fall within the specified Min Balance and Max Balance. Include Credits indicates whether credits are used to 'offset' the delinquent amount. The Delinquency Message defaults to the message specified in the Company Defaults (if a message is not specified for the Customer), but can be edited. The Title defaults to "Delinquency notice as of MM/DD/YY." Once you have entered all the delinquency notice parameters, press the [Go] key to print the notices. You are prompted to select where you want the notices to print. Notices should be printed on 8 1/2" paper. There is no pre-printed form for delinquency notices. STEP 8: PURGING HISTORY Q-MODE must be on to PURGE history. Purging information helps you keep your system organized and uncluttered. Once information has been purged from the system, it is no longer included on browses, views, or reports. Removing all unnecessary records of invoices and payments from your system will make it easier for you to find the information you seek. The amount of history that can be stored depends upon the available disk space on your system. When disk space becomes a problem, or when information is no longer needed, Invoice (A/R) and Payment History can be purged (deleted from the system) at any time. Other options provide a way of purging Order History and Cash Collection Calls as well. History is purged from the Purge Options menu. It is important to remember that you cannot purge information that has not been committed to history. An option to commit information to history is available when printing the Deposit Journal, the Cash Receipts Journal, the Manual Receipts Register, the Payment Plan Register, the Sales Commission Journal, and the Service Charge Journal. Refer to the sections of this manual pertaining to these reports for more information on 'committing' information to history. 56

57 1 INVOICE HISTORY When the Invoice History option is selected, the following parameters display Purge A/R History Start Customer: End Customer: Start Invoice: End Invoice: Start Date: End Date: The Start and End parameters allow you to limit the deletion to a particular range. You are prompted for a Start and End Customer, Invoice, and Date. All invoice history that falls within the specified parameter ranges will be deleted. The system checks to ensure that no active invoices are deleted. This means that you cannot delete any invoice that is in use in the system. PAYMENT HISTORY When the Payment History option is selected, the following parameters display Purge Payment History Start Batch: End Batch: Start Customer: End Customer: Start Date: End Date: The Start and End parameters allow you to limit the deletion to a particular range. You are prompted for a Start and End Batch, Customer, and Date. All payment history that falls within the specified parameter ranges will be deleted. The system checks to ensure that no active payments are deleted. This means that you cannot delete any payment that is in use in the system. 57

58 1 ORDER HISTORY When the Order History option is selected, the following parameters display Purge A/R History Start Customer: End Customer: Start Order: End Order: Start Date: End Date: The Start and End parameters allow you to limit the deletion of order history information to a particular range. You are prompted for a Start and End Customer, Order, and Date. All order history that falls within the specified parameter ranges will be deleted. Use caution in deleting order history, since there are no restrictions. Order information does not have to be committed to history before it can be purged. Orders that have open receivables, or backordered items, etc. can have order history removed from the system through this option. Order information returns for an order if an additional receivable is generated for the order. CASH COLLECTION CALLS When the Cash Collection Calls option is selected, the following parameters display. Customer Start, End... limits the purge by customer. 58

59 1 Initial Call Date Start, End Call Back Date Start, End Purge Open Calls... limits the purge by the initial call date.... limits the purge by the date of the call back.... determines whether the system will purge open calls. When this option is set to Yes the system will purge open calls. No the system will not purge open calls. After you determine the parameters and press [Enter], the system displays a verification message asking you if you want to proceed. The verification message appears as follows: If you select No, the system returns to the Purge Cash Collection Calls parameter screen. When you select Yes, the system purges the collection calls from the system and displays a message to indicate how many records were deleted. Cash collection calls can be purged at any time. ENTERING MANUAL (OPTIONAL) Manual Receivables Entry is designed to facilitate a smooth transferal of your existing open receivables when you initially go 'live' on the system. The following procedures should be performed in order to make the transfer flow smoothly and remain as organized as possible. WARNING! Do not invoice on the system until all 'old' receivables are in balance. 1. Establish a cutoff date for receivables (e.g., the Wednesday prior to the live week). 2. Apply all payments up to and including the cutoff date. 3. Obtain a dollar amount for all open receivables. Either an adding machine tape total or an aging as of the cutoff date will be sufficient. 4. Use the "Receivables Entry" option on the Receivables Processing menu to enter all open receivables invoice by invoice. 59

60 1 5. When entering the old receivables information, assign a predefined Comment number to each invoice. Comment numbers provide a means of identifying certain invoices. They allow you to restrict the printing of receivables reports to those invoices associated with the specified Comment number. You manually keep the definition of each Comment number. 6. Any invoices that were processed manually after the receivables cutoff point should be totaled using an adding machine and entered with a different Comment number. For instance, those orders which were manually invoiced on Thursday and Friday after the receivables cutoff date should be entered with a Comment number that reflects the first day of invoicing after the cutoff, second day of invoicing after the cutoff, etc. 7. For example, Comment #30 represents all old receivables. Thursday's invoices would be entered with a Comment #31 which would represent an old receivable that was invoiced manually the first day after the cutoff point. Consequently, Friday's invoices would be entered with a Comment #32 which would represent the second day of manual invoicing after the cutoff point. 8. Make copies of all payments received after the cutoff date, record the invoices that were paid, and who paid them. Then make the deposit to the bank. Make sure that each deposit and corresponding payments are dated. These payments will be entered after the receivables are in balance. 9. After all invoices have been entered, print an Aged Receivables Report. You can restrict the report to the specific Comment numbers used to identify the old receivables (e.g., 30 through 32). By doing this, only those invoices within the range of Comment numbers would be printed. The Receivables total should equal the adding machine tape totals. 10. Once the Aged Receivables Report balances with the adding machine tapes, you may invoice on the system, providing that the inventory counts are entered and the Inventory Value Report has been printed. 11. If a question arises with respect to the old receivables that were entered, and invoicing on the system has begun, you only need to print an Aged Receivables Report, restricting the report to the specific Comment numbers used to identify the old receivables (e.g., 30 through 32). By doing this, only those invoices within the range of Comment numbers would be printed. THE RECEIVABLE ENTRY ID SCREEN Before you enter manual receivables information, you are prompted to identify the batch of receivables being entered. The Receivable Entry ID screen displays: The Entry ID and Description are used to identify the batch of receivables being entered. For example, you could enter your User ID, the date of entry, the receivables cutoff date, or any combination thereof. Later, when you are ready to print certain journals, you will be able to limit processing to those receivables with a certain Entry ID or range of Entry IDs. 60

61 1 Entering Batch IDs TIP When the Unique Batch IDs option is set to YES in the Company Defaults, receivables must be entered with a non-existing Batch ID. If you enter a non-unique Batch ID, the system will prompt you with the message, Batch ID must be unique. When this option is set to NO, receivables can be entered using existing Batch IDs. The Entry Date is the date manual receivables are being entered. Once the batch information has been entered, the Manual Receivables Entry screen displays. THE MANUAL ENTRY SCREEN To make the entry of manual receivables easier, you should organize your 'old' invoices by customer. Make sure you know certain invoice information, namely: invoice number shipment number sales amount federal and state tax amounts in and out freight amounts phone and other miscellaneous amounts salesman and taker commission amounts invoice date due date discount date discount amount comment number description salesman and taker numbers You are prompted to identify the customer Enter Manual Receivable Customer: KELELE KELLY ELECTRIC SUPPLY CO. Branch: 1 PHILADELPHIA AREA Type: Regular A/R Invoice: Inv Date: 12/09/94 Gross: Due Date: 01/09/95 Sales: Disc Date: 12/19/94 State Tax: 8.64 Disc %: 2.00 Other Tax: 0.00 Avail Disc: 3.05 Out Frt: 0.00 Comment: 30 In Frt: 0.00 Affect Credit: Yes Phone: 0.00 Auto Allocate: Yes Misc: 0.00 Post to G/L: Yes Amt Paid: 0.00 Post Deposit: Yes Slm Comm: 0.00 Sales Rep: 117 Taker Comm: 0.00 Taker: 0 Description: After the customer is identified, the customer name displays. To ensure that you are entering old invoices for the correct customer, verify this information before you enter the receivables information. 61

62 1 The first two or three digits of the Invoice number are automatically set by the system and cannot be changed. The first one or two digits indicate the order branch (obtained from the Session Defaults). The 8 identifies the invoice as having been entered manually and prevents the duplication of system-assigned numbers. The Type defaults to REGULAR A/R, but can be changed to reflect other types of receivables: CUSTOMER RETURN, WELDING, or SERVICE CHARGE. Gross reflects the open A/R amount, or the portion of the original invoice amount that has not been paid. Sales, State Tax, Other Tax, Out Frt, In Frt, Phone, and Misc amounts can be entered. Amt Paid should reflect the portion of the invoice (if any) that has been paid. Slm Comm and Taker Comm amounts must be entered as dollar amounts, reflecting the full commission amount for the invoice. If the invoice has no open balance, the full commission will be posted to the (Receivables) Salesman Commission Journal (if enabled). If the invoice is partially paid, and commissions on partial payments are allowed, a partial commission will be posted. The balance of the commission will be posted when payments are subsequently made to the invoice. Enter the customer's purchase order number, or your original invoice number in the Description field (e.g., REF #A100005). The Inv Date is the date that appears on the old invoice. The Due Date is the date when payment is due and is used to age the receivable. The Disc Date is the date on or before which payment is due in order to qualify for a discount. These fields initially default to the Receivables Date set up in the Session Defaults. The system displays the available discount (based on the Disc% and your discount terms) in the Avail Disc field. This is the amount the customer may deduct for prompt payment. You may override the system generated Avail Disc amount. A Comment number can be assigned to each old invoice. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers. Disputed invoices can be kept from altering the customer's normal payment trend by setting the Affect Credit field to NO. For more information, refer to the CUST-CREDIT module. Invoices with Auto Allocate set to NO will be skipped during the automatic allocation of customer payments. Post to G/L indicates whether the receivable should be posted to the Ledger when the Manual Receivables Journal is committed to history. You can edit the default G/L accounts if necessary. These accounts initially default to the accounts set up in the User Defaults (on the Company, Branch, or Group level). Move the highlight to the Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, or Miscellaneous field, then press the [Options] key and select the 'Account' option. When this option is selected, the appropriate Edit Account screen displays. Enter the appropriate G/L account. Post Deposit indicates whether the Amt Paid should be recorded on the Deposit Journal. See the Deposit Journal section of this manual for a description of this journal. Sales Rep is the order salesman. Taker is the order taker. 62

63 1 All manual receivables entries are journalized on the Manual Receivables Journal. Manual entries with amounts paid are journalized on the Deposit Journal (if marked for deposit), on the Cash Receipts Journal, and in payment history. Refer to the sections of this manual pertaining to the Manual Receivables Journal and Cash Receipts Journal for a description of these journals. HANDLING EXTERNAL RECEIPTS You can use Manual Receivables Entry to enter external cash receipts. A tax refund check or an insurance check are two examples of such external cash receipts. You may use the EXTERNAL RECEIPTS module if you choose, but that information will not appear on the Deposit Journal or in receivables history. External cash receipts can be entered in the same manner as 'old' invoices, making sure to: 1. Enter a 'dummy' Invoice number. It must be unique. The associated customer must exist in the CUSTOMER module. 2. Edit the default G/L accounts when entering the Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, or Miscellaneous amounts. Press the [Options] key and select the 'Account' option. When this option is selected, the appropriate Edit Account screen displays. Enter the appropriate G/L account. 3. Enter the full Amt Paid. Verify that the money will be deposited to the correct G/L account (see Step 1). 4. The Description field can be used to identify the 'invoice' as an external receipt. 5. Post to G/L should be set to YES so that the external receipt will be posted to the Ledger when the Manual Receivables Journal is committed to history. 6. Post Deposit should be set to YES so that the amount paid will be recorded on the Deposit Journal. 7. Print the Manual Receivables Journal at the end of each month. Set the Commit parameter to YES so that external receipts will be placed in history and posted to the Ledger. EDITING AND DELETING Manual receivables can be fully edited, or deleted entirely (if you make a mistake) using the "Edit/Delete Receivables" option. Manually entered receivables are fully editable until the time that they are either paid or the Manual Receivables Journal is committed to history. Only manually entered receivables that have been neither paid or committed to history can be deleted. Entries with paid amounts may not be deleted after the Deposit Journal is committed to history. IMPORTANT! Only open receivables will appear in the [Browse] when editing, although manually entered receivables (not committed to history) may be edited by entering the invoice number. Regular receivables can be edited using the "Edit/Delete Receivables" option. You can review and edit receivables information until the invoice is fully paid and the Cash Receipts Journal has been committed to history. 63

64 1 Payment plan invoices can be fully edited, or deleted entirely (if you make a mistake) using the "Edit/Delete Receivables" option. You can review, edit, and delete payment plan invoices until the Payment Plan Register is committed to history. See the Payment Plan Register section of this manual for a description of this register. The Edit/Delete Receivable screen is identical to the Receivable Entry screen. To edit or delete a receivable, enter the Customer and the Invoice number at the prompts. The remaining fields are filled in by the system. When you press [Quit], a message displays asking if you want to delete the receivable. Choose YES to delete, NO to edit. Using Account One Additional Option is available from the Edit/Delete Receivable screen. To access it, press the [Options] key. The Account option is used to the edit the Sales, State Tax, Other Out Freight, In Freight, Phone, and Miscellaneous G/L accounts and amounts. These accounts initially default to the accounts set up in the User Defaults (on the Company, Branch, or Group level). ENTERING PAYMENT PLANS (OPTIONAL) Payment plans can be set up for invoices that are going to be paid in installments over a period of time. Payments are made on a regular interval and for a set number of times. Each time payment occurs, it is (generally) for the same amount and with the same invoice terms. This information can be edited when necessary. Payment plans are generated through the Receivables Processing menu. The "Payment Plan Entry" option is used to generate payment plan invoices. THE PAYMENT PLAN ENTRY BATCH SCREEN Before you enter payment plan information, you are prompted to identify the batch of payment plan invoices being generated. The Payment Plan Entry Batch screen displays Payment Plan Entry Batch Batch ID: 12/05/94 Description: Payment plan for SEA Corp Entry Date: 12/05/ Certain conventions should be established to govern what information is used as the Batch ID and Description. For example, you could enter your User ID, the date of entry, an authorization control number, 64

65 1 or any combination thereof. Later, when you are ready to print certain journals, you will be able to limit processing to those payments with a certain Batch ID or range of Batch IDs. Entering Batch IDs TIP When the Unique Batch IDs option is set to YES in the Company Defaults, receivables must be entered with a non-existing Batch ID. If you enter a non-unique Batch ID, the system will prompt you with the message, Batch ID must be unique. When this option is set to NO, receivables can be entered using existing Batch IDs. The Entry Date is the date the payment plan is being entered. Once the batch information has been entered, the Payment Plan Entry screen displays. THE PAYMENT PLAN ENTRY SCREEN The Payment Plan Entry screen is divided into two windows. The upper window shows the payment plan header information and the lower window shows the terms of the payment plan. Each time you enter payment plans, you must first complete the payment plan header information. You are prompted to enter a customer code and/or invoice number Payment Plan Entry Customer: Invoice#: Invoice Date: If an invoice number is entered, the associated customer displays. If a customer sub-account is entered, the appropriate master customer account displays. Payments entered for any master customer account can be applied to invoices belonging to any of its member sub-accounts. After the customer is identified, the customer name displays. To ensure that you are generating a payment plan for the correct customer, verify this information before you enter the invoice number. 65

66 1 After the payment plan header information has been entered, you are prompted to define the terms of the payment plan. The screen is similar to the sample that follows. Payment plan header Payment plan info Payment Plan Entry Customer: SEACO SEA CORPORATION Invoice#: Invoice Date: 12/05/ Payment Plan Info Gross Amount: 2, Open Amount: 2, Period: Monthly First Pay Date: 02/01/95 Frequency: 1 Total Payments: 12 Discount: Apply to Last Only Disc Period: The Invoice Date is set to the date on the original invoice and cannot be edited. The Gross Amount and Open Amount reflect the total invoiced amount and remaining balance and cannot be edited. The Period can be set to DAILY, WEEKLY, BI-WEEKLY, MONTHLY, QUARTERLY, or ANNUALLY. The Frequency field should be set to a non-zero number. It will be multiplied by the value in the Period field to indicate the length of time between invoices. The Total Payments indicates how many invoices are to be generated. The Period and Frequency fields default to the values specified in the Customer Defaults. For example, by setting the Period to WEEKLY and entering a 3 in the Frequency field, payments would be due every three weeks. To schedule payments every 45 days, you would set the Period to DAILY and enter a 45 in the Frequency field. The Discount field specifies how the discount is to be taken. When this field is set to DISTRIBUTE AMONG ALL, the discount amount from the original invoice will be divided into equal amounts and taken on each payment plan invoice created. When this field is set to APPLY TO LAST ONLY, the full discount amount from the original amount will be taken on the last invoice only. The First Pay Date field indicates when the first invoice is due. The Disc Period field indicates the number of days prior to the Due Date when payment for that invoice should be received in order to qualify for a discount. Once you have entered all the payment plan information, press the [Go] key to generate the payment plan invoices (based upon the payment plan information you entered). The Payment Plan Details screen displays. 66

67 1 THE PAYMENT PLAN DETAILS SCREEN Payment Plan Entry Customer: SEACO SEA CORPORATION Invoice#: Invoice Date: 12/05/ Payment Plan Details Payment Plan Invoice# Due Date Amount Due Disc Date Disc % /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ /01/ /23/ The due date and discount date are calculated for each generated invoice using the specified Disc Period and First Pay Date. Each generated invoice increases the due date and discount date based on the parameters. Comment number 80 is assigned to the generated invoices. Generated payment plan invoices have the format , where the first eight digits indicate the original invoice number, the next four digits hold the shipment number, and the last three digits hold the payment number. This allows you to have 999 payments for up to 9999 shipments. For instance, a payment plan invoice with 2 payments for the first shipment becomes and Payment plan invoices can be fully edited, or the payment plan cancelled entirely (if you make a mistake) at this time. You can scroll through the list of open invoices and press [Enter] to edit a particular invoice. When the Edit/Delete Receivables screen displays, it will look almost identical to the way it looks when you edit a regular receivable. The generation of payment plan invoices is journalized on the Payment Plan Register. See the Management Reporting section for a description of this register. 67

68 1 For Example: Payment Plan Entry The SEA Corporation purchased a furnace for $ in December and is going to pay the full invoice amount in monthly installments over the next year. The first payment is not due until February 1st. The discount is to be taken on the last invoice. To enter the payment plan into the system, choose the "Payment Plan Entry" option from the Receivables Processing menu. Enter the Batch ID and Entry Date. The Payment Plan Entry screen displays. Enter SEACO in the Customer field and in the Invoice# field. Note the Gross Amount and Open Amount fields default to $ the total invoiced amount. To indicate 12 monthly installments, set the Period field to MONTHLY and enter a 12 in the Total Payments field. Since the first payment is not due until February 1st, enter 02/01/95 in the First Pay Date field. Set the Discount field to APPLY TO LAST ONLY so that the discount will be taken on the last invoice only. Payment plan invoices can be edited or removed from the system at this time, but may only be edited later using the Edit/Delete Receivables option. This option does not allow the deletion of payment plan invoices. GENERATING PAYMENT PLAN INVOICES FROM THE CUSTOMER ORDER Payment plan invoices can be generated at the time the customer order is invoiced by setting up specific values in the Net Terms section of either the customer record or the order header record. An advantage to setting these values on the order header is that only specific orders are allowed payment plan processing. To edit the net terms of a specific order to generate payment plan invoices, select the Order Info option on the order header screen. The following screen appears: 68

69 1 The Net Terms fields need specific values: Date... must be set to INV for payment plan invoices to be generated. Day 1... holds the number of months before the first payment is due, and the due day of the month. The first two digits indicate the number of months before the first installment must be paid. The last two digits indicate the day of the month that payment is due, such as 15 for the 15 th of each month, 30 for the 30 th day of each month. If 31 is entered, the system recognizes shorter months and sets due dates correctly for months with fewer days, such as 30 and 28. Using Day 1 s value on the prior screen (130), the first installment of an invoice dated 01/30/99 is due on 02/28/99. If the value was set at 230, the first installment would be due on 03/30/99. Day 2... determines how many payment plan invoices are generated. An 8 or 9 in the first digit indicates a payment plan and states how the customer discount is taken. 8 Discount to be taken on each payment plan invoice that is created. 9 The full discount amount is to be taken on the last invoice only. The last two digits determine the number of payment plan invoices to be created from the customer order invoice. Using Day 2 s value on the prior screen (9012), a payment plan invoice of 12 installments is generated. The full discount amount of the original invoice amount is applied to the last payment plan invoice. If the value was set at 8006, a payment plan invoice of six installments is generated. The customer discount amount is divided into six equal amounts to be applied to each payment plan invoice. 69

70 1 Payment plan invoices are created when the customer order is invoiced. Comment number 80 is automatically assigned to indicate payment plan receivables. The total receivable amount for a payment plan invoice is divided into equal amounts for the specified time period. Rounding of cents applies to the last invoice. CASH COLLECTIONS (OPTIONAL) Your collection policy is measured by its toughness or laxity in following up on slow-paying customers accounts. These are the procedures you follow to collect past due accounts. For example, a delinquency notice may be sent to such accounts when the bill is 10 days past due; a more severe delinquency notice, followed by a telephone call, may be used if payment is not received within 30 days; and the account may be turned over to a collection agency after 90 days. 70

71 1 The "Collection Maintenance" option on the Cash Collection menu makes it easy to record information about your follow-up calls. Calls can be made as often as necessary. Cash collection is data-driven with parameters to suit your collection needs Cash Collection - Selection Parameters Customer Options Receivables Options Start Customer: Start AR Group: 0 End Customer: ZZZZZZ End AR Group: 99 Min Days Overdue: 0 Start Sales Rep: 0 Start Overdue Balance: $0.00 End Sales Rep: 9999 End Overdue Balance: $999,999, Start Class: 0 Call Options End Class: 99 Start Call Back Date: 01/01/01 End Call Back Date: 08/20/97 Last Payment Date: 08/20/97 Include All Customers: No The Start and End Customer parameters allow you to limit the selection of customers. The Start and End Sales Rep parameters allow you to limit the selection of sales reps. The Start and End Class parameters allow you to further limit the selection of customers. A Last Payment Date can be specified. The Start and End AR Group parameters allow you to limit the selection of groups. A browse is available on these fields. If receivables group processing is used and Q-Mode is not enabled, these parameters will default to the current group, and you will not be able to edit these fields. Min Days Overdue indicates the number of days accounts must be overdue before follow-up calls are made. Calls can be restricted to accounts with balances that fall within the specified Start Overdue Balance and End Overdue Balance. Calls can be restricted to those with a call back date that falls within the specified Start Call Back Date and End Call Back Date. Note:If the End Call Back Date parameter is set to 12/31/99, you will be able to view all customers even if they do not have an existing open call. 71

72 1 Once you have entered all the parameters, press the [Go] key. A list of customer accounts that fall within the ranges you entered in the parameters displays Cash Collection - Select a Customer Customer Name Class Open Bal JVSSUP JVS SUPPLY HOUSE 77 1, KELELE KELLY ELECTRIC KENDIG KENDIG CORPORATION KEYSUP KEYSTONE SUPPLY LAKE LAKE VIEW DISTRICUTORS LARECO LARECO ELECTRONICS Select the customer whose account you wish to see and press [Enter]. The Cash Collection screen displays. THE CASH COLLECTION SCREEN Open invoices appear. Call collection information appears. Note: You can also access the Cash Collection screen from Payment Entry. For more information, see page 35. The Cash Collection screen is divided into two windows. The upper window shows open invoice information and the lower window shows collection call information. Press [Tab] to toggle between the two windows. To navigate through the list of invoices and the list of calls in these windows, use the arrow keys and the [Page Up] and [Page Down] keys. The Open Invoice window lists all the open invoices for the customer. An asterisk (*) in the Pmt column indicates that at least one payment has been made. 72

73 1 The Collection Call window lists all the collection calls made to the customer. The system sorts a customer s calls by the most recent to the oldest call-back date. This allows you to easily view the most recent call you made to a customer. An asterisk (*) in the Mn column indicates a mandatory collection call. The Collection Call screen for mandatory collection calls is automatically presented during payment entry. An asterisk (*) in the Open column indicates that an open balance exists. You can enter, review, edit, and delete collection calls at any time. Select the collection call you wish to review/edit and press [Enter]. You can press the [Option] key (from the Open Invoice or Collection Call window) and use the 'New Call' option to enter a new call. When a call is entered/edited, the Collection Call screen displays. You can view the payment details associated with selected invoices. Select the invoice you wish to view and press [Enter]. The View Invoice/Payment Details screen displays. View Invoice/Payment Details Screen The information shown on this screen is for viewing purposes only and cannot be edited. Refer to the Payment Entry section of this manual for an explanation of the fields. 73

74 1 You can 'zoom' in on the payment details associated with selected payments. Select the payment you wish to view and press [Enter]. The View Payment Details screen displays View Payment Details Customer: WORTH WORTH SUPPLY CO. Cash Acct: CASH-PNB CASH RESERVE Gross Pmt: Net Pmt: Type: Check Check #: 124 ABA#: /17 Returned: Invoice# Inv Date Net Payment Discount Paid Write-Off Cd /16/ The information shown on this screen is for viewing purposes only and cannot be edited. Refer to the Payment Entry section of this manual for an explanation of the fields. You can view the payment allocation details associated with selected payments. Select the payment you wish to view and press [Enter]. The Invoice Payment Details screen is similar to the Payment Allocation Details screen (described in the Payment Entry section of this manual). 74

75 1 Using New Call, Delete, Aging, Futures, Customer, Invoice, Receivable, and Payments A number of Additional Options are available from the Open Invoice and Collection Call windows. To access them, press the [Options] key from the appropriate window. Use the New Call option to enter information regarding a new collection call. The Collection Call screen displays. The Delete option is only available from the Collection Call window. It is used to delete information about a particular collection call. The Aging option allows you to view the aging of the balance due for the customer based on the invoice date. In addition to Current, 30-60, 61-90, and Over 90, the total balance due displays. The Futures option allows you to view the aging of the balance due for the customer based on the due date. In addition to Current, 30-60, 61-90, and Over 90, the total future amount due and the total balance due display. Choose the Customer option to view customer information. The Invoice option is only available from the Open Invoice window. It allows you to see detailed information regarding a particular invoice. Choose the Receivable option to view all invoices (both active and historical) for the customer. The Payments option allows you to view all payments made by the customer. Choose the Print/View option to view a particular invoice in Invoice-Recall. See Viewing Information in the Reference Information section of this manual for more information on viewing invoices and payments. 75

76 1 THE COLLECTION CALL SCREEN Collection Call Customer: WORTH WORTH SUPPLY CO. Open Bal: Phone: Last Call: 01/21/95 Initial Call: 12/21/94 Topic: Invoice # # Calls: 2 Contact: Mary Worth Mandatory?: Yes Invoice#: Call Notes: Check for the full amount was sent yesterday. Should receive within the next couple of days. Promise Amt: Call Back Date: 12/28/94 Promise Date: 01/23/95 Call Open: Yes Collection calls can be made as often as necessary. Information about each follow-up call can be recorded here. Calls remain in the system until deleted. You can press the [Options] key (from the Open Invoice or Collection Call window on the Cash Collection screen) and use the 'Delete' option to enter a delete call. Topic defaults to the Customer PO for an invoice (when the call is associated with a particular invoice). It can be overridden and is not necessarily tied to that invoice. Contact defaults to the contact established in the CUSTOMER module and can be edited. Call Notes can take as many lines as necessary. When you reach the end of a line, the text is automatically moved to the beginning of the next line. Press [Tab] to exit from note entry. A Promise Amt and Promise Date can be specified. Mandatory provides the means to ensure that the collection call information is read. The Collection Call screen for Mandatory collection calls is automatically presented during payment entry. The call may be tied to a particular Invoice #. Such calls are automatically closed when payment is made. You can [Browse] to identify a specific invoice to which this call is attached. The Customer Collection List and the Cash Collection Call Report can be limited to a specific Call Back Date or a particular range of dates. Call Open indicates the status of the call. The Cash Collection Call Report can be restricted to calls with a particular status. When you are satisfied with the collection call information, press the [Go] key. You are asked whether you want to increment the number of calls. Select YES to increment the # Calls, NO otherwise. All collection call activity is tracked in the Cash Collection Call Report. 76

77 1 Printing the Cash Collection Call Report The "Report - Collections" option on the Cash Collection menu is used to print the Cash Collection Call Report. The report lists all the collection calls made to the customer. The customer's name, phone number, and total amount past due are included so that you can use the report as a collection list. The Start and End parameters allow you to limit the report to a particular range. The Start and End Sales Rep parameters allow you to limit the report to a particular range of sales reps. You are prompted for a Start and End Customer, Class, and Overdue Balance. When printed, the report will show only those customers with overdue accounts that fall within the ranges you enter in these parameters. The Print Cust Notes parameter determines whether customer notes print. Customer notes are notepads that you attach to the customer to display in the AR Aging Report area. When this parameter is set to Y, customer notes print on the Cash Collection Call Report. When it is set to N, customer notes do not print on the report. The Print Aging parameter determines whether aging information prints. When this field is set to Y, aging information prints on the Cash Collection Call Report. When it is set to N, aging information does not print on the report. The Start and End AR Group parameters allow you to limit the report to a particular range of AR groups. Min Days Overdue indicates the minimum number of days that accounts must be overdue before being included on the report. The report can be limited to overdue balances that fall within the specified Start Balance and End Balance. A Last Payment Date can be specified. The Call Status parameter can be set to OPEN CALLS, CALL BACKS, or ALL CALLS. If this parameter is set to OPEN CALLS, only open calls will print on the report. If this parameter is set to CALL BACKS, only call backs will print on the report. If this parameter is set to ALL CALLS, all calls (whether open or closed) will print on the report. The report can be restricted to calls with a call back date that falls within the specified Start Call Back Date and End Call Back Date. 77

78 1 The Print Call Notes option determines whether call notes print. Call notes are notes that you insert in Collections Maintenance. When this field is set to Y, call notes print on the Cash Collection Call Report. When it is set to N, call notes do not print on the Cash Collection Call Report. Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. REFERENCE INFORMATION MANAGEMENT REPORTING Most of the reports and journals are printed from the Management Reporting menu. You can print an Aged Receivables Report, a Credit Balance Report, a Cash Forecast Report, an Unallocated Payments Report, a Payment Plan Register, a Cash Receipts Journal, a Deposit Journal, a Manual Receivables Journal, a Salesman Commission Journal, a Service Charge Journal, and a Receivables Open Details Report. The Aged Receivables Report, the Cash Receipts Journal, and the Deposit Journal are described in the Step-by-Step section of this manual. Important! Refer to the Accounting Reports and Journals manual for more information about Receivables reports and journals. SETTING THE REPORT/JOURNAL PARAMETERS Report parameters allow you to limit the information that will print. The following parameters are common to many of the reports. The Report Type parameter can be set to CURRENT, HISTORY, or BOTH. If this parameter is set to CURRENT, only current entries (entries that have not been committed to history) will print on the report. If this parameter is set to HISTORY, only historical entries (entries that have been committed to history) will print on the report. If this parameter is set to BOTH, all entries will print on the report. The Report Format parameter can be set to FULL, MULTIPLE, BRIEF, or SUMMARY. If this parameter is set to FULL, a fully detailed report will print with a new page for each entry. If this parameter is set to MULTIPLE, a fully detailed report will print with multiple entries per page. If this parameter is set to BRIEF, a short, non-detailed report will print. If this parameter is set to SUMMARY, only summary information (totals) will print on the report. 78

79 1 Committing Information to History TIP The Commit parameter on the Payment Plan Register, Cash Receipts Journal, Deposit Journal, Manual Receivables Journal, and Sales Commission Journal allows you to move information from the register/journal into history. If this parameter is set to YES, all of the information on the register/journal is placed in history. If this parameter is set to NO, the information will not be committed to history and will be there the next time you print the register/journal. Information that has been 'committed' is considered to be historical, rather than current. You can print and view this historical information, but the system does not permit you to edit it. For this reason, you should use great care when committing information to history. Historical information remains on your system until it is purged. The Credit Balance Report The Credit Balance Report is very similar to the Aged Receivable Report, but shows only invoices for customers with credit balances. When the option to print the Credit Balance Report is selected, the following parameters display Credit Balance Report Sequence: Start Customer: End Customer: Aging Periods Start Class: Period 1: End Class: Period 2: Start Comment: Period 3: End Comment: Start Sales Rep: Credit Type: End Sales Rep: Branch Options Sub-Seq by Group/Branch: Start Branch: Report Format: End Branch: If the Sequence parameter is set to CUSTOMER, the report will be sequenced by customer. If this parameter is set to ORDER CUSTOMER, the report will be sequenced by order customer (the customer on the order). If this parameter is set to SALES REP, the report will be sequenced by sales rep. The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer, Customer Class, Comment, Sales Rep, and Branch. When printed, the Credit Balance Report will only show those customer invoices with credit balances within the ranges you enter in these parameters. The report can be limited to one customer Credit Type (NO LIMIT, HOLD, BALANCE, ORDER, COD), or ALL types can be included. 79

80 1 The Aging Periods parameters allow you to set up three aging periods. If future aging is requested, the value entered in Period 1 is used to determine current receivables. The Current column in the printed report displays anything due in the period between the report date and the date determined by the number of days into the future specified in Period 1. Anything due past that date is totaled in the Futures column. The Past Due columns display anything due in the period between one day prior to the report date and the dates determined by the number of days specified in Period 2 and Period 3. The aging period lengths default to the values set in the Company Defaults. Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. The Cash Forecast Report The Cash Forecast Report forecasts receipts for open receivables by using the Customer Year-To-Date Average Fast/Slow Payments Days. Forecasts show expected dollar receipts over nine equally spaced time periods. When the option to print the Cash Forecast Report is selected, the following parameters display Cash Forecast Report Sequence: Forecast Period: Start Customer: Start Class: End Customer: End Class: Start Sales Rep: Start Comment: End Sales Rep: End Comment: Branch Options Sub-Seq by Group/Branch: Start Branch: Report Format: End Branch: If the Sequence parameter is set to CUSTOMER, the report will be sequenced by customer. If this parameter is set to SALES REP, the report will be sequenced by sales rep. The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer, Sales Rep, Customer Class, Comment, and Branch. When printed, the Cash Forecast Report will only show those open receivables that fall within the ranges you enter in these parameters. You specify the number of days in each Forecast Period. For example, if the number of days is set to 30, the forecast periods would be: Current (under 31 days) 31 to 60 days 61 to to 120 days 80

81 1 121 to 150 days 151 to to 210 days 211 to 240 days Over 240 days The projected receipt time period of an open receivable is determined from the A/R Due Date, the Receivables Date (set in the Session Defaults), and the Customer Year-To-Date Average Fast/Slow Payment Days (from the CUST-CREDIT module). Receipt Period = Expected Date - Receivables Date, where Expected Date = Due Date + YTD F/S Days 81

82 1 For Example: Receipt Period Calculation If: YTD F/S Days = 30 Due Date = 11/20/99 Receivables Date = 11/16/99 Then: Expected Date = 11/20/ = 12/20/99 Receipt Period = 12/20/99-11/16/99 = 14 days Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. THE UNALLOCATED PAYMENTS REPORT The Unallocated Payments Report lists all customer payments that have not been fully allocated. When the option to print the Unallocated Payments Report is selected, the following parameters display. If the Sequence parameter is set to CUSTOMER, the report will be sequenced by customer. If this parameter is set to JOURNAL DATE, the report will be sequenced by journal date (entered during payment entry). The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer, Entry ID, Jrnl Date, and Branch. When printed, the Unallocated Payments Report will only show those customer payments not fully allocated to invoices that fall within the ranges you enter in these parameters. 82

83 1 Important! The system only commits allocated payments on the Cash Receipts Journal to history. The system does not commit the unallocated payments on the Cash Receipts Journal to history. Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. THE UNEARNED DISCOUNTS REPORT The Unearned Discounts Report lists all allocations to invoices with an unearned discount. An unearned discount is a discount that is taken after the discount date or a discount that is more than the available discount. When the option to print the Unearned Discounts Report is selected, the following parameters display Unearned Discounts Report Sequence: Start Customer: Start Pmt Date: End Customer: End Pmt Date: Min Days Overdue: Min Unearned Disc: Max Days Overdue: Max Unearned Disc: Branch Options Sub-Seq by Group/Branch: Start Branch: Report Format: End Branch: If the Sequence parameter is set to CUSTOMER, the report will be sequenced by customer. If this parameter is set to PAYMENT DATE, the report will be sequenced by entry date (entered during payment entry). The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer, Payment Date, and Branch. When printed, the Unearned Discounts Report will only show those allocations to invoices with an unearned discount that fall within the ranges you enter in these parameters. Min Days Overdue and Max Days Overdue indicate the number of days that invoices must be overdue before being included on the report. The report can be limited to unearned discounts that fall within the specified Min Unearned Disc and Max Unearned Disc. Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. THE PAYMENT PLAN REGISTER Payment plans are generated through the Receivables Processing menu. The "Payment Plan Entry" option is used to generate payment plan invoices. See the Enter Payment Plans section of this manual for details. 83

84 1 The Payment Plan Register is a complete record of your payment plan activity. Entries are made whenever payment plan invoices are generated. When the option to print the Payment Plan Register is selected, the following parameters display. If the Sequence parameter is set to CUSTOMER, the register will be sequenced by customer. If this parameter is set to INVOICE NUMBER, the register will be sequenced by source invoice number (original invoice). If this parameter is set to GENERATION DATE, the register will be sequenced by generation date. The Start and End parameters allow you to limit the register to a particular range. You are prompted for a Start and End Customer, Invoice, Date, Entry ID, and Branch. When printed, the Payment Plan Register will only show those payment plan invoices that fall within the ranges you enter in these parameters. Once you have entered all the register parameters, press the [Go] key to print the register. You are prompted to select where you want the register to print. THE MANUAL JOURNAL The Manual Receivables Journal is a complete record of your manual receivables transactions. You can use this journal to review all the manual receivables transactions or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the "Edit/Delete Receivables" option on the Receivables Processing menu. 84

85 1 When the option to print the Manual Receivables Journal is selected, the following parameters display. If the Sequence parameter is set to CUSTOMER, the journal will be sequenced by customer. If this parameter is set to SOURCE INVOICE NUMBER, the journal will be sequenced by source invoice number (old invoice). If this parameter is set to INVOICE DATE, the journal will be sequenced by invoice date. The Start and End parameters allow you to limit the journal to a particular range. You are prompted for a Start and End Customer, Comment, Entry ID, Branch, Invoice, and Invoice Date. When printed, the Manual Receivables Journal will only show those manual receivables that fall within the ranges you enter in these parameters. Once you have entered all the journal parameters, press the [Go] key to print the journal. You are prompted to select where you want the journal to print. THE SALES COMMISSION JOURNAL The Sales Commission Journal feature is enabled in the COMPANY module. When this feature is enabled, the system will calculate salesman commissions at the time of receivables payment, rather than at invoicing. Salesman commission on paid A/R will be journalized on the Sales Commission Journal. The Sales Commission Journal shows commissions due on fully paid invoices and is updated at the time of payment (i.e., through FRONT-COUNTER or POS-ENT, or when applying an open credit to an invoice in ). Commissions on partially paid invoices are shown (if enabled). Negative commission values may appear. Negative commissions can occur in instances of customer returns, or when a sale's price is less than its cost. 85

86 1 When the option to print the Sales Commission Journal is selected, the following parameters display Sales Rep Commission Journal Sequence: Start Customer: End Customer: Start Sales Rep: End Sales Rep: Start Jrnl Date: End Jrnl Date: Branch Options Sub-Seq by Group/Branch: Start Branch: End Branch: Report Type: Commit: Format: If the Sequence parameter is set to CUSTOMER, the journal will be sequenced by customer. If this parameter is set to SALES REP, the journal will be sequenced by sales rep. If this parameter is set to JOURNAL DATE, the journal will be sequenced by journal date (entered during payment entry). The Start and End parameters allow you to limit the journal to a particular range. You are prompted for a Start and End Customer, Sales Rep, Jrnl Date, and Branch. When printed, the Sales Commission Journal will only show those commissions that fall within the ranges you enter in these parameters. The Sales Commission Journal can be printed at any time, but should be printed and committed to history based on the frequency you pay commissions (e.g., monthly, quarterly, etc.) We recommend that you print and commit the journal to history after the Cash Receipts Journal is printed and committed to history. Once you have entered all the journal parameters, press the [Go] key to print the journal. You are prompted to select where you want the journal to print. 86

87 1 THE SERVICE CHARGE JOURNAL The Service Charge Journal lists all the service charges that have been generated. When the option to print the Service Charge Journal is selected, the following parameters display Service Charge Journal Sequence: Start Customer: Start Comment: End Customer: End Comment: Start Zip: Start Inv Date: End Zip: End Inv Date: Min Days Overdue: Min Balance: Max Days Overdue: Max Balance: Branch Options Sub-Seq by Group/Branch: Report Type: Start Branch: Commit: End Branch: If the Sequence parameter is set to CUSTOMER, the journal will be sequenced by customer. If this parameter is set to ZIP CODE, the journal will be sequenced by zip code. The Start and End parameters allow you to limit the journal to a particular range. You are prompted for a Start and End Customer, Zip, Branch, Comment, and Inv Date. When printed, the Service Charge Journal will only show those service charge invoices that fall within the ranges you enter in these parameters. Min Days Overdue and Max Days Overdue indicate the number of days that service charge invoices must be overdue before being included on the journal. The journal can be limited to account balances that fall within the specified Min Balance and Max Balance. Once you have entered all the journal parameters, press the [Go] key to print the journal. You are prompted to select where you want the journal to print. 87

88 1 THE OPEN DETAILS REPORT The Receivables Open Detail Report is similar to the Aged Receivable Report, but shows you the aging of your customer accounts at a particular point in time. This allows you to see your customers' current balance, aging period balances, and total amount due as of a certain date. When the option to print the Receivables Open Detail Report is selected, the following parameters display A/R Open Detail Report Start Customer: End Customer: Start Invoice#: End Invoice#: End Date: Page Format: The Start and End parameters allow you to limit the report to a particular range. You are prompted for a Start and End Customer and Invoice#. When printed, the A/R Open Detail Report will only show those receivables that fall within the ranges you enter in these parameters. The End Date is used as the cutoff date for including receivables on the report. Receivables with an invoice date past this cutoff date will not appear on the report. For example, if you run the report as of 12/31/99, you can see your receivables as they were at the end of that year. THE TAX ADJUSTMENT DETAIL REPORT The Tax Adjustment Detail Report displays all tax write-off amounts recorded at Receivables payment entry that update the sales tax schedules. This report helps you balance your Invoice Register to your Sales Tax Summary Report by showing any tax write-off amounts that affect Receivables branches and groups. 88

89 1 This report works in conjunction with the Update Sales Tax Schedules option found in the Company Defaults section of the Receivables User Options: Set this parameter to YES to affect sales tax schedules with tax write-off amounts. When the Update Sales Tax Schedules field is set to Yes, sales tax schedules are updated by sales tax writeoff amounts. The Tax Adjustment Detail Report now records these occurrences. Receivables Management Reporting Note: The Tax Adjustment Detail Report is found on the Management Reporting menu in Receivables: When the Tax Adjustment Detail Report option is chosen, the following parameter screen appears: 89

90 1 Journal Date Start/End... range of journal dates that are included in the Tax Adjustment Detail Report. Entry ID Start/End Schedule Start/End Branch/Group Options Sub-Seq by Group/Branch... range of entries that are included in the report.... range of sales tax schedules that are included in the report.... breaks down the write-offs by branch. YES All sales tax write-off amounts are shown that match the values set in the parameter screen. Entries are shown by schedule for each branch within the Receivables group set in the Session Defaults. A subtotals page prints at the end of the report, followed by a totals page. The subtotals page displays the totals for each schedule per branch, along with the total amount written off at that branch. The totals page displays the total for each schedule across the branches within the Session Default group. NO All write-offs print by schedule number, and the totals page prints at the end. The report includes all branches and all groups. Branch... range of branches that are included in the report. Start/End The report prints by schedule number and then by customer and invoice number within that schedule number. Important! The Start and End Schedule fields are independent of the Start and End Branch fields. For example, if you set the Start and End Schedule fields to Schedule 6 that is found in Branch 2, and run the rest of the parameters wide-open, the system reports on all Schedule 6 sales tax schedules within the group that it can find, regardless of the branch that is assigned. If you want to only report on Schedule 6 in Branch 2, make certain that your Start and End Branch fields are set to Branch 2. 90

91 1 Sample: Tax Adjustment Detail Report with Sub-Seq by Group/Branch set to Yes Note: The final Totals section only sums the amounts of all schedules of all branches assigned to the one Group displayed in Receivables Session Defaults. 91

92 1 Sample: Tax Adjustment Detail Report with Sub-Seq by Group/Branch set to No 92

93 1 PRINTING THE REPORTS Once you have entered all the report parameters, press the [Go] key to print the report. You are prompted to select where you want the report to print. Automatic Posting to G/L TIP When the Manual Receivables Journal is committed to history, an autobatch (called INV) is automatically created for posting those entries within the specified print parameters to the Ledger.** You can review, edit, and post the batch through the Acclaim LEDGER module. **If autobatching is enabled for A/R Revenue and A/R Revenue Autobatch Defaults exist. When the Service Charge Journal is committed to history, an autobatch (called SVC) is automatically created for posting those entries within the specified print parameters to the Ledger. ** You can review, edit, and post the batch through the Acclaim LEDGER module. **If autobatching is enabled for Service Charges and Service Charge Autobatch Defaults exist. You can use the Autobatch Defaults in the Acclaim LEDGER module to maintain control over automatic posting to the ledger. You can indicate the areas in the system where autobatching is permitted and set up defaults for creating autobatches. One or more autobatches can be automatically created when various reports are committed. VIEWING A/R INFORMATION There are four options available from the A/R View Options menu. These options allow you to see (but not edit) Payments, Invoices, Deposits, and Orders. A fifth option, Sub-account Invoice View, is displayed when the Company Accounting option of Master Accounts is enabled. The View Customer option (which can be accessed through Additional Options throughout the module) is also described in this section of the manual. VIEWING PAYMENTS The Payment View option allows you to view payments (both active and historical). Historical information can be recalled until purged. 93

94 1 To view a payment, enter the Customer at the prompt. A list of payments for that customer displays View Payments Customer: FASTTO FASTENER TOOL SUPPLY CO ========================================================================== Batch ID Jnl Date Net Amount Avail Amount Payment Info /28/94 11/28/ Check # Payment Info reflects the type of payment: Cash, Check, Credit Card, Credit Memo, Debit Memo, Adjustment, or Wire Transfer. Select the payment you wish to view and press [Enter]. The View Payment Details screen displays View Payment Details Customer: FASTTO FASTENER TOOL SUPPLY CO Gross Pmt: Net Pmt: Type: Check Check #: 151 ABA#: 55-73/312 Returned: 0 ============================================================================ Invoice# Inv Date Net Payment Discount Paid Write-Off Cd /08/ The information shown in this screen is for viewing purposes only and cannot be edited. Type reflects the type of payment: Check, Cash, Credit Card, Credit Memo, Debit Memo, Adjustment, or Wire Transfer. The information in the top portion of the screen reflects the type of payment. When the Type is Check, the Check# and the ABA# display. When the Type is Credit Card, the Card#, the Expiration date, the Holder (the name on the credit card), and the Authorized code display. 94

95 1 You can 'zoom' in on the allocation details associated with a particular payment. Select the payment whose allocation details you wish to view and press [Enter]. The Invoice Payment Details screen is similar to the Payment Allocation Details screen (described in the Payment Entry section of this manual). VIEWING INVOICES The Invoice View option allows you to view invoices (both active and historical). Historical information can be recalled until purged. To view an invoice, enter the Customer at the prompt. A list of invoices for that customer displays. 95

96 1 View-Mode indicates whether all invoices (History) or only open invoices (Open) are listed. Invoices are listed in chronological (earliest invoices first) order. Description reflects the Customer PO. Using Customer, Invoice, Collection, Print/View, and Toggle A number of Additional Options are available from the View Invoices screen. To access them, press the [Options] key. Choose the Customer option to view customer information. The customer name and address, the credit type and limit, the first sale date, the last order date, and the last payment date are shown. The Invoice option is used to view the payment details associated with the highlighted invoice information. The View Invoice screen displays. If you need to see detailed information regarding any collection calls made to the customer, use the Collection option. See Cash Collections in the reference section of this manual for more information. The Print/View option allows you to reprint or view the highlighted invoice. You can Toggle between viewing open invoices and all invoices (open and historical). Select the invoice you wish to view and press [Enter]. The View Invoice screen displays. The information shown in this screen is for viewing purposes only and cannot be edited. 96