Accounts Receivable Instructor Guide

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1 Instructor Guide Rutherford and Associates August 2012 All rights reserved.

2 All rights reserved. The reproduction or use of this document in any form or by any electronic, mechanical, or other means, now known or hereafter invented, including photocopying and recording, and including republication as or in connection with instructional or training seminars, and in any information storage and retrieval system, is forbidden without the written permission of Rutherford and Associates. Page 2

3 Table of Contents Table of Contents... 3 Notes to the Instructor... 5 Accounts Receivable Overview... 7 Lesson Purpose... 7 Lesson Objectives... 7 Lesson Topics... 7 Working with Customer Payment Terms... 9 Setting up Customer Payment Terms... 9 Processing Payments Using the Payment Processing Screen Beginning Payment Processing Entering Payments Applying Payments (Credits) Adding Miscellaneous Charges Writing-Off Open Balances Saving and Canceling Your Work Entering Chain Payments Making Accounts Receivable Adjustments Writing Off an Open Credit Writing Off Open Charges Voiding a Payment Reversing the Apply Lines for a Payment Making Bank Deposits Using the Bank Deposit Screen Creating and Saving New Bank Deposits Exporting Bank Deposits to the Ledger Using Dynamics GP Page 3

4 Reviewing Existing Bank Deposits Working with Hold Codes Using the Hold Codes Panel Applying a Hold Code to a Customer Applying a Hold Code to Multiple Customers Page 4

5 Notes to the Instructor PURPOSE: AUDIENCE: MATERIALS: This lesson introduces the participants to accounts receivable along with the interfaces, functionality and procedures. The audience for this lesson may include, but is not limited to, the following: Accounts Receivable Clerk Accounts Receivable Supervisor Accounts Receivable Manager Accounting Clerk Accounting Manager Office Manager Chief Financial Officer The following material are needed to facilitate this lesson: Instructor Guide for Accounts Receivable Printed Participant Guides for Accounts Receivable Laptop Projector Access to database with customer data Flip Charts Badges and Markets Page 5

6 PREPARATION: DURING CLASS: Complete the following preparatory tasks before you begin the class: Have PowerPoint slides queued Ensure the customer database is accessible and displays the appropriate data for the class Verify that working user names and passwords are available for all participants Ensure that all preparations have been made to prepare for hands-on training for all learners Complete flipcharts for: o The title of the class along with the instructor(s) o Data for guided walk-throughs or handson exercises Complete the following tasks during class: Remember to verify student success by directly observing their work Answer or park all questions Page 6

7 Accounts Receivable Overview Lesson Purpose This lesson details the eostar functionality related to account receivable. Lesson Objectives After completing this lesson, you will be able to: Apply payment terms Process payments Make accounts receivables adjustments Make bank deposits Work with hold codes Navigate new batch entry system This lesson includes the following topics: Lesson Topics Topic 1: Working with Customer Payment Terms Topic 2: Processing Payments Topic 3: Making Accounts Receivable Adjustments Topic 4: Making Bank Deposits Topic 5: Working with Hold Codes Topic 6: Working with Payment Central Page 7

8 Page 8

9 Working with Customer Payment Terms Setting up Customer Payment Terms You can locate the Customer Terms panel by navigating to Records>Customer>Records. This screen allows you to specify the terms of payments, EDI, finance charges, and delivery settings for a customer. Complete the following steps to apply customer payments terms: 1. Go to the Records>Customer>Records Terms panel. 2. To specify the customers Default terms, click the drop down arrow and select a record. The default terms are the terms the customer will receive for items that are not used in any Secondary payment terms. Note: Check the checkbox Require separate invoices based on payment terms to prevent different types of items from appearing on the same invoice. (for example, energy drinks and soda). 3. To add additional payment terms (for separate invoices) use the drop down arrows to select the Terms and the Product set then click the Add button. 4. When finished making changes, click Post. Page 9

10 Figure 1: Customer Terms Panel Page 10

11 Processing Payments Using the Payment Processing Screen The Payment Processing screen allows you to do the following: Add and apply payment to orders Apply accounts receivable write-off reasons to a payment Do chain billing The screen also allows you to do quick keyboard processing. To navigate to this screen, select AR > Payment processing. Page 11

12 Figure 2: Payment Processing Screen Page 12

13 Beginning Payment Processing Before you can perform any of the functions below, you need to define some parameters. Complete the following steps to define parameters: 1. By default the Batch date is today, if you need to specify a different date, use the drop down arrows or enter the date into the field. 2. By default your only shown unpaid orders, to show paid-off orders in check the Include paidoff checkbox. 3. Select a customer by entering an order number, customer number, or customer name into the Order # or customer name field, Click the down arrow to search. Note: Once you select a customer your Payment processing session begins. Click the Cancel and restart link to start over and select another customer. Page 13

14 Entering Payments Complete the following steps to enter payments: 1. In the Enter new payments area, populate the appropriate fields and click Add to introduce the payment to the credits grid. The following summarizes the fields: Payment type - Click the payment type link to select the appropriate payment type (for example, Check, Cash, Credit card, EFT, etc.) Check or voucher # - Mandatory when Check or Voucher is selected as the payment type Amount This is the amount of the payment Payment note - A note regarding the payment (optional) Add as Escrow Payment - Select this if the payment is an escrow deposit (optional) 2. At any time, click the Post Transactions button to save your work. Applying Payments (Credits) Complete the following steps to apply payments: 1. Select any credit listed in the Open Credits grid, and check the Apply check boxes in the Open Charges grid on any charge you apply the credit to. 2. At any time click the Post Transactions button to save your work. Note: When applying credits eostar will automatically apply as much of the credit as it can without over-paying the charge or applying more than the balance of the credit. Page 14

15 You have the ability to override the suggested apply amount by editing the This pmt cell in the Open Charges grid after the charge has been selected to apply. Once a credit has been used up, select another open credit and repeat the process. Adding Miscellaneous Charges Periodically, it becomes necessary to introduce miscellaneous charges to a customer account. To do so, click the Add misc charge button and enter the amount to be charged. You may also enter a note, if needed. Writing-Off Open Balances The most common instances of this is closed accounts, penny-over, and short payments. Complete the following steps to write off a credit or charge balance: 1. Click the Write-off cell next to the credit or charge in question. 2. Select a write-off reason. 3. Enter the amount to write off. This will default to the remaining balance of the credit/charge. 4. If needed, enter a note. 5. At any time, click the Post Transactions button to save your work. Page 15

16 Saving and Canceling Your Work After completing any of the functions above, save your work by clicking Post Transactions. To cancel your actions since your last Post, Click the Cancel and restart link at the top of the screen. Entering Chain Payments The Chain Payment screen allows you to process payments that are covered by one check, but pay bills for several different locations or chains. This feature is helpful for processing payments with a large number of invoices tied to it. This feature is found by navigating to AR -> Chain payment entry Figure 3: Chain Payment Screen Page 16

17 Complete the following steps to process chain payments: 1. Select the bill to customer and date ranges for bills being paid. 2. Enter the payment information. 3. Click the Start Button. The bottom of the screen shows the total amount automatically applied, which is the sum of the Invoice total column. All invoices on this screen are assumed to be paid in full, unless you enter a dollar amount in the Override column. If you wish to make a partial payment, enter the payment amount in the Override column. Enter 0 if nothing should be applied. If there is an invoice not showing in the list, you can add it using the Find Invoice # option in the bottom left of the screen. To write-off the remainder of an unpaid total, enter the amount to apply in the Override column then choose a Write-off Reason 4. Once all invoices have been verified and the Total amount applied field has the correct dollar amount, click the Post button to post the entries. Notes: Click the Cancel button in the lower righthand corner to return to Step 1 without saving. Page 17

18 Making Accounts Receivable Adjustments Writing Off an Open Credit You use the AR Adjustments panel, to make selections about the accounts receivable adjustments. Figure 4: AR Adjustments Panel Page 18

19 Complete the following steps to write-off open credits: 1. Go to AR > Adjustments. 2. Click the radio button to the left of the Write-off open credits field in the Adjustment type box. 3. Click the Start adjustment button. eostar opens the grid of credits at the right. 4. The list of invoices can be filtered using the drop down arrow to the right of the Customer field. Select the desired customer. 5. Select the open charge or charges in the grid, and use the down arrow to the right of the Write-off Reason to select the desired reason. A note can also be added into the Optional Note field to explain the write off further. 6. Click the Write-off selected items button. 7. By default eostar will write-off the balance of the credit, to change this update the value in the Amount to write-off field. 8. Click the Write-off credit now button. Page 19

20 Writing Off Open Charges Complete the following steps to write off open charges: 1. Go to AR > Adjustments. 2. Click the radio button to the left of the Write-off open charges field in the Adjustment type box. 3. Click the Start adjustment button. eostar opens a of Open charges grid at the right. The list of invoices can be filtered using the drop down arrows for customer. 4. Click to the left of the desired charge (blue column) to select it. 5. Use the drop down arrow to the right of the Write-off reason, and select the desired reason. A note can also be added into the Optional Note field to explain the write off further. 6. When finished, click the Write-off Selected Items button. 7. By default eostar will write-off the balance of the charge, to change this update the value in the Amount to write-off field. 8. Click the Write-off charge now button. Page 20

21 Voiding a Payment Voiding a payment automatically reverses the apply lines previously done for the selected payment. Complete the following steps to void a payment: 1. Go to AR > Adjustments. 2. Click the radio button Payment or Credit Reversal/Void in the Adjustment type box. 3. Click Start adjustment. eostar opens a grid at the right. 4. Search for the desired payment, use the drop down arrows under the Search for payments by box to search for either the Customer name, check number, the Employee that entered the payment, or CR Invoice #. 5. Click on the desired payment on the top list, and click the Void selected payment button. Note: To select several apply lines, hold the Shift key and click the first and last apply lines to select a range; or hold the CTRL key and click the individual apply lines to reverse. 6. When you finish, click the Stop adjustments button Page 21

22 Reversing the Apply Lines for a Payment 1. Go to AR > Adjustments. 2. Click the radio button Payment reversal/void field in the Adjustment type box. 3. Click the Start adjustments button. eostar opens a grid at the right. 4. To search for the desired payment, use the drop down arrows under the Search for payment by box to search for either the Customer name, check number, the Employee that entered the payment, or CR Invoice #. 5. Click on the desired payment in the top grid and then click on the desired apply line in the bottom grid. Note: To select several apply lines, hold the Shift key and click the first and last apply lines to select a range; or hold the Ctrl key and click the individual apply lines to reverse. 6. Click the Clear selected apply lines button. 7. Once complete, click the Stop adjustments button. Page 22

23 Making Bank Deposits Using the Bank Deposit Screen The Bank Deposits screen allows the user to create a bank deposit slip. Figure 5: Bank Deposit Screen Bank deposits contain cash and check payments, EFT payments and credits and customer cash refunds. They do not include other items (such as credit card payments, vouchers and miscellaneous customer credits). Also, they are reduced by the amount of driver expenses (entered as small expenses for food, toll, lodging in the reconciliation module) and by the cash discrepancy charged to the driver (again, as entered in the reconciliation module) when you include those reconciliation records in the deposit. eostar assumes that these driver expenditures are taken from cash collections, not from a separate cash fund given to the driver. Page 23

24 Each bank deposit is assigned a unique Bank Deposit ID (by you) and is recorded with full details for later recall. When you enter the AR>Bank Deposits form, you will see a history of your prior seven days of bank deposits (or you can change the Show deposits on or after date to go back even further). Highlight one of the bank deposits to see the full details of that deposit. The history is grouped by date and warehouse, and then sorted by the Deposit IDs. When creating a new bank deposit, you will see all payments, charges and reconciliation records for the prior seven days as well as for today. The date selector will let you change this if you need to include older payments in the bank deposit (for example, from the prior month). Page 24

25 Creating and Saving New Bank Deposits Complete the following steps to create and save new bank deposits: 1. Go to AR > Bank Deposits and click the Create new bank deposit button in the lower left. 2. Use the drop down arrow and select the Earliest date. 3. By default, any payments uploaded from a handheld must be reconciled before they can be included on a bank deposit. Uncheck the Exclude unreconciled handheld payments if you need to record a bank deposit for unreconciled payments. NOTE: This is not recommended since the payment may be adjusted through the reconciliation process. 4. Enter a unique value into the Deposit ID field. 5. Check the check boxes in the Add column for those payments to be included in the deposit, or highlight multiple records and click the Add link near the top of the window. 6. When finished selecting payments, click the Select transactions then click here to create deposit slip link in the upper right. 7. Review the information, and click the Post deposit button. Page 25

26 Exporting Bank Deposits to the Ledger Using Dynamics GP Complete the following steps to export bank deposit to the ledge using Dynamics GP: 1. Go to AR > Bank Deposits and click the Export deposits to Dynamics GP link. 2. The Dynamics GP export screen appears. 3. To view a preview, click the button Show Preview of Export button. 4. To export a deposit, select the deposit record (To export multiple deposits, hold the Shift or CTRL key and click the records) and click the Export to Dynamics GP database button. Reviewing Existing Bank Deposits To review existing bank deposits, select a date at the bottom of the Deposits panel to view deposits for that date. Page 26

27 Working with Hold Codes Using the Hold Codes Panel There are two main types of hold codes: warnings and no-sells. Hold codes may restrict order entries for a customer typically for financial reasons. An example of a possible hold code may be for reasons such as Past Due. With warnings, the customer may continue to place orders, but sellers are notified during the order entry of the warning. With No-sell, the customer will no longer be allowed to make orders. Figure 6: Hold Code Panel Page 27

28 When a "No-Sell" hold code is assigned to a customer, then when the Order Entry Screen is started for that customer, a popup message will appear explaining the situation and the hold code name. Additionally, the handheld devices will display a warning message if the customer has a hold code. The web service now voids pre-sell orders to customers with no-sell hold codes. Marking a hold code Load-to-load means that no delivery or off-truck orders can be delivered unless the driver records off-invoice payments that cover the customer's balance. Applying a Hold Code to a Customer Complete the following steps to apply a hold code to a customer: 1. Find the hold codes on the customer assignment section on the Records > Customer > Records, Terms panel. 2. Under the customer assignments, use the drop down arrow to select the appropriate hold code. 3. When finished making changes, click the Post button Note: To clear the Hold code, simply highlight the text in the field and press your delete or backspace key, then click the Post button. Page 28

29 Applying a Hold Code to Multiple Customers Complete the following steps to apply a hold code to multiple customers: 1. Go to AR > Manage Hold Codes. 2. Select the checkboxes to add filters and type in any amounts on the left. It is possible to do several together or separately. 3. To select specific customers, check the Include checkbox in the grid on the right. 4. Using the drop down arrow, select the Hold code to be applied in the lower left. 5. Click the Apply Hold Codes button. All the checked customers now have the selected hold code applied to their accounts. Note: To clear hold codes, perform the same steps as above then click the Clear hold codes button. Page 29

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