Activant Acclaim Reducing Your A/R Days with Acclaim Receivables

Transcription

1 Activant Acclaim Reducing Your A/R Days with Acclaim Receivables Accounts Receivable suite: course 3 of 4

2 This class is designed for Acclaim users responsible for processing and collecting customer payments for your company

3 Objectives Create service charge invoices Generate statements and delinquency notices Create payment plans Schedule and maintain collection calls

4 This course will NOT cover Acclaim Receivable User Options Outside those that affect customer service charges and statements General Ledger Autobatching Payment processing Manual receivables processing Management reporting

5 Service Charges Fee assessed to customers that do not pay their accounts in full after a specified period of time Based on a percentage of the outstanding balance Minimum service charge can be applied

6 Customer Statements Notices to customers of outstanding balances with your company You can determine: Which customers receive statements How often they receive statements

7 Delinquency Notices Sent to remind customers when their accounts are past due You can determine: Which customers receive notices What message you want the customer to receive

8 Collections Used to pursue delinquent accounts Schedule calls Track customer contact and arrangements You can determine: Which customers receive collection calls How often they receive collections calls

9 Benefits to you Stay abreast of customers that fall behind with payments Keep customers informed of their outstanding balances Generate additional revenue from delinquent accounts Set up payment plans for customers with larger balances Insure contact with delinquent customers

10 Options Affecting Service Charges and Statements Company Level Customer Level

11 Options Affecting Service Charges and Statements Company Level Customer Level Customer Level Overrides Company Level

12 Company Defaults

13 Service Charges % Determines what percentage of a past due amount is used as a service charge

14 Example Jones Supply past due amount = $1000 Service Charge % = 1.5 Service Charge = $15

15 Minimum Charge The minimum amount that will be charged for a service charge

16 Example Service charge = greater of 1.5 of past due OR the minimum charge Jones Supply past due amount = $1000 Service charge % = 1.5 X $1000 = $15 Minimum charge = $20

17 Statement Company Defaults

18 Statement Type Determines the type of statements to use: Open Item and Balance Forward Future Due A/R with Discount Open Item and Balance Forward with Extended Columns

19 Delinquency Message Message to print on delinquent notices

20 Statement Frequency Determines how often statements are to be sent to customers Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Annually

21 Statement Cycle

22 Examples Example 1: Print statements every 15 days Statement Frequency = Daily Statement Cycle = 15 Example 2: Print statements monthly Statement Frequency = Monthly Statement Cycle = 1

23 Statement Date Determines the day of the month the statement will print

24 Print Company Header Determines if your company name and address print on the header

25 Print Customer Phone Determines if the customer s phone number prints on statements

26 Payments on Open Item Determines if the payments are shown on statements

27 Customer Address 3

28 Print Past Due Message

29 Print Cash Discount Determines whether discount info is given on future due statements Yes: Discount Amount and date display No: No discount information displays

30 Print Cash Discount Options Determine how discount date is calculated

31 Customer Country

32 Customer Options : Affecting Service Charges

33 Customer Statement and Service Charge Defaults

34 Statements Determines if this customer will receive statements Some: customers will only receive statements when an open balance exists and they fall within print statement parameters None: Customer will never receive statements All: Customer will always receive statements, even credit statements

35 Next Statement Date Specifies when the next date statement is scheduled to print

36 Override Service Charge Defaults Determines if service charge percent and minimum service charge amounts specified above are to be used instead of those set in the company defaults

37 Generate Service Charge Invoice Menu

38 Service Charge Invoice Parameters

39 Sequence CUSTOMER: Service charges displayed by customer ZIP CODE: Service charges displayed by zip code

40 Start/End Parameters

41 Comment Number Assigned to the service charge invoices being generated Allows you to restrict the printing of service charge invoices

42 Min/Max Days Overdue Indicate the minimum and maximum number of days that customer accounts must be overdue before service charges are calculated

43 Min/Max Balance Limits service charge calculations to account balances that fall within a specified balance range

44 Service Charge/Min Service Charge Default to the values set up in the Company Defaults if defaults are not set up for the Customer

45 Print Service Charge Invoice Parameters

46 Print Service charges that have been saved but not printed will PRINT Service charge invoices that have been printed will REPRINT

47

48 Statement Menu

49 Statement Parameters

50 Sequence SALES REP: Statements will print by salesman CUSTOMER: Statements will print by customer ZIP CODE: Statements will print by zip code

51 Statement Type

52 Statement Types BALANCE FORWARD Previous period and the invoice activity for the current period OPEN ITEM All invoices with open amounts OPEN ITEM WITH FUTURES Same format as Open Item statements, with 3 additional columns Future Amount Due, Cash Discount Amount, Cash Discount Date OPEN ITEM BY SUBACCOUNT for Customers that fall under a Master Account) Fully paid invoices do not appear

53 Start/End Parameters

54 Min/Max Days Overdue/Balance

55 Select Customer Allows you to selectively choose one or more customers from a list of all the customers in the specified range

56 $0 Statements Allows you to exclude statements with nothing due

57 Off Schedule Allows you to include statements for customers who would not normally receive them at this time (based on the parameters set)

58 Aging Periods Used to determine current receivables

59 Example Statement Date = 06/15 ABC ABC Company s Open Receivables INVOICE # DATE AMT AMT / / / / / / / / Period 1: 1: Period 2: 2: Period 3: 3: 30 30

60 Example Statement Date = 06/15 ABC ABC Company s Open Receivables INVOICE # DATE AMT AMT / / / / / / / / CURRENTLY DUE (6/15 to 7/15) Invoice # Date Amount / / / / /

61 Example Statement Date = 06/15 ABC ABC Company s Open Receivables INVOICE # DATE AMT AMT / / / / / / / / FUTURES DUE (7/16 and Beyond) Invoice # Date Amount /

62 Example Statement Date = 06/15 ABC ABC Company s Open Receivables INVOICE # DATE AMT AMT / / / / / / / / PAST DUE 0-30 days Invoice # Date Amount / days Invoice # Date Amount /

63 Which of ABC Company s open receivables would be considered Currently due? Which are Futures? Which are Past Due? ABC Company s Open Receivables Statement Date = 07/01 INVOICE # DATE AMT / / / / / / / / Period 1: 30 Period 2: 30 Period 3: 30

64 The answer is ABC ABC Company s Open Receivables INVOICE # DATE AMT AMT / / / / / / / / PAST DUE (31-60 days) PAST DUE (0-31 days) CURRENT

65 Age Credits Indicates whether credits are aged as other receivables or treated as current

66 Aging Basis Indicates whether aging is done according to the due date or the invoice date

67 Customer Statement Sample

68 Customer Statement Sample

69 Delinquency Notices

70 Delinquency Notice Parameters

71 Delinquency Notice Parameters Include Credits indicates whether credits are used to 'offset' the delinquent amount

72 Delinquency Notice Parameters Title defaults to "Delinquency notice as of MM/DD/YY"

73 Delinquency Notice Sample CUST: ABCTOO ABC TOOL COMPANY HIGHWAY 57 BEAR DE INV-DATE INVOICE # PO OR DESC AMOUNT 05/12/ /12/ INCORRECT FREIGHT /27/ SERVICE CHARGE PLEASE MAIL YOUR CHECK IN THE AMOUNT OF PLEASE REMIT FULL PAYMENT ASAP, OR CONTACT OUR RECEIVABLES DEPARTMENT TO DISCUSS A PAYMENT PLAN. THANK YOU! Delinquency notice as of 06/02/02

74 Payment Plan Entry Menu

75 Payment Plan Entry

76 Payment Plan Info

77 Payment Plan Info Can NOT be edited

78 Period PERIOD: Daily, Weekly, Bi-weekly, Monthly, Quarterly, or Annually

79 Frequency Multiplied by the value in the Period field to indicate the length of time between invoices (should be set to a non-zero number)

80 Example Period = Weekly Frequency = 3 June July

81 Example Period = Daily Frequency = 45 June 1 August July

82 Total Payments Indicates how many invoices are to be generated

83 Discount Specifies how the discount is to be taken

84 Discount Field Settings DISTRIBUTE AMONG ALL Discount amount from the original invoice divided into equal amounts and taken on each payment plan invoice created APPLY TO LAST ONLY Full discount amount from original amount taken on the last invoice only

85 First Pay Date Indicates when the first invoice is due

86 Discount Period 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

87 Payment Plan Details

88 Payment Plan Confirmation

89 Cash Collections Menu

90 Start/End Parameters

91 Last Payment Date Restricts the customers that are pulled by the last time a payment was received

92 A/R Group

93 Minimum Days Overdue Indicates the number of days accounts must be overdue before follow-up calls are made

94 Start/End Overdue

95 Start/End Call Back Date

96 Include All Customers

97 Select Customer Screen

98 Cash Collection Screen open invoice information collection call information

99 Cash Collection Screen

100 Additional Options

101 View Invoice Screen

102 View Payment Details

103 Invoice Payment Details

104 Cash Collection Call Screen

105 Cash Collection Call Report Parameters

106 Start/End Parameters

107 Print Customer Notes Determines whether customer notes print Yes: Customer notes print on the report No: Customer notes do not print on the report

108 Print Aging Determines whether aging information prints Yes: Aging information prints on the Cash Collection Call Report No: Aging information does not print on the report

109 Call Status OPEN CALLS: Only customers with active open calls will print on the report CALL BACKS: Only customers scheduled for call backs will print on the report ALL CALLS: All calls (whether open or closed) will print on the report

110 Print Call Notes Determines whether call notes inserted in Collections Maintenance print Yes: Call notes print on the Cash Collection Call Report No: Call notes do not print on the report

111 Cash Collection Call Report

112 Summary Create Service Charge Invoices Generate Statements and Delinquency Notices Create Payment Plans Schedule and maintain collection calls

113 For More Information Acclaim Help Files Visit Activant on the web: Submit a web case Browse Documentation Accounts Receivable Manual Search the Solutions database View activant University course offerings Professional Services Sales: pss@activant.com

114 Accounts Receivable suite Monitor your Receivables with Management Reporting Provide an overview of the reports and journals of A/R, including how to maintain them Provide a detailed review and description of each Account Receivables report