Activant Acclaim Entering Customer Payments and Processing Manual Receivables

Transcription

1 Accounts Receivable suite: course 2 of 4 Activant Acclaim Entering Customer Payments and Processing Manual Receivables

2 This class is designed for Acclaim users responsible for processing customer payments

3 Overview This course is designed to familiarize users with Acclaim Receivables processing, including how to process customer payments, debits, returned checks, and external receipts.

4 Objectives Enter payments, credits, and debits Edit and delete a payment Process returned checks Perform write-offs Handle external receipts

5 This course will NOT cover Acclaim Receivables User Options Accounts Receivable statements Payment Plan processing Cash Collections Management Reporting General Ledger Autobatching

6 Sales/Receivable Cycle A shipment with an open balance is invoiced A receivable for the open balance is created A payment is applied to the receivable An entry is made on the cash receipt journal The Cash Receipt journal is posted to the G/L

7 Payment Processing Menu

8 Payment Entry ID User Defined Company Default: Unique Entry ID Determines whether a new Entry ID must be used each time a group of payments is entered Suggested Format User ID & Date of Payment

9 Suggested Format Jennifer A. Smith May 7, 2002 ** Choose a format and be consistent ** JAS 05/07/02

10 User Options Menu

11 Payment Entry ID Screen

12 Payment Entry ID Screen

13 Payment Types

14 Check Payment Poust Tools Check May 05, /236 Pay to: Timely Supply $ Five Hundred and xx/100 Dollars For Bill Poust Payment Type = Check Net Payment = $ Check#: ABA#: /236

15 Check Payment Screen

16 Check Payment Screen

17 Cash Payment The system will only prompt for the net amount of the payment Payment Type = Cash Net Payment = $500.00

18 Cash Payment Screen

19 Credit Card Payment Net amount of the payment Credit card number Expiration date Payment Type = Credit Card Net Payment = $ Card #: Expiration: 12/03 Card Type: AMEX Order Description: Inventory Authorization: B0729M Name & Address: defaults from customer record

20 Credit Card Header Screen

21 Credit Card Payment Entry Screen

22 Credit Card Payment Entry Screen

23 Credit Memo Decreases a customer's account

24 Credit Memo Example Reminder Credit Best Foods- Store #100 $15.00 for freight charged error Payment Type = Credit Memo Net Payment = $15.00 Journal Date: 05/12/02 Cash Account: CASH IN BANK (BRANCH 1) Deposit: No Defaults to No for credit memos

25 Credit Memo Header Screen

26 Credit Memo Screen

27 Credit Memo Screen

28 Generate a Debit/Credit

29 Generating a Credit

30 Generating a Credit

31 Debit Memo Increases the balance of a customer's account

32 Debit Memo Example Payment Type = Debit Memo Net Payment = - $ Journal Date: 05/12/02 Cash Account: CASH IN BANK (BRANCH 1) Deposit: No Reminder Best Foods Store #100 $125 - payment made to their account by mistake. Defaults to No for Debitmemos

33 Debit Memo Header Screen

34 Debit Memo Screen

35 Debit Memo Screen

36 Completed Debit Memo Screen

37 Adjustment Payment Type = Adjustment Net Payment = $0.00 Reminder Best Foods Store #100 Apply credit to oldest invoice Must be ZERO

38 Adjustment Header Screen

39 Adjustment Screen

40 Adjustment Screen

41 Adjustment Screen

42 Adjustment Screen

43 Adjustment Screen

44 Wire Transfer From Amount Best Foods - Store 100 $ McCormick Plumbing $ Payment Type = Wire Transfer Net Payment = $375.00

45 Wire Transfer Header

46 Wire Transfer

47 Extra Options Available to use until the payment is saved Enter=Edit P=Pay C=Cancel M=Mark-Toggle D=Detail H=Header

48 Extra Options - Cancel Options at Bottom of Payment Entry Screen Enter=Edit P=Pay C=Cancel M=Mark-Toggle D=Detail H=Header C = Cancel Will cancel allocation to selected invoice

49 Extra Options Mark-Toggle Options at Bottom of Payment Entry Screen Enter=Edit P=Pay C=Cancel M=Mark-Toggle D=Detail H=Header M = Mark-Toggle Will mark or unmark selected invoice for payment

50 PowrDrill Options Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

51 PowrDrill Options - Pay Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

52 PowrDrill Options - Cancel Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

53 PowrDrill Options Gen Credit Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

54 PowrDrill Options Range Mark Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

55 PowrDrill Options - Unmark Powrdrill Pay - Pay All Cancel - Cancel All Allocations Gen Credit - Generate a Credit/Debit Range Mark - Mark Range of Invoices Unmark - Unmark All Collect - Collection Screen View Cust - View Customer Info History - View Payment History Toggle - View by Invoice#/Date Only Alloc - Show Allocations Only

56 Editing / Deleting a Receivable You have the ability to edit and delete payments: Once a payment has been saved Before it has been committed to history When a payment is deleted, all receivables information is restored to its original state, as if the payment was never made

57 Edit/Delete Menu Option

58 Edit/Delete

59 Edit/Delete

60 Returned Checks Redeposit the check Twice only Cancel the payment BEFORE Cash Receipts Journal is committed to history

61 Returned Checks

62 Returned Checks

63 Returned Checks Check Browse

64 Returned Checks- Check Selection

65 Returned Checks- Check Selection

66 Write-offs Write-off portion(s) of an invoice deemed uncollectible Invoice must still be open Not fully paid

67 Write-offs Header Information

68 Write-offs Receivable List

69 Write-offs Receivable View

70 Write-offs PowrDrill Option

71 Write-off Screen

72 External Receipts Any monies received other than customer payments Examples: tax refund, insurance check Recorded using the Receivables Entry option

73 Receivable Processing Menu

74 External Receipts Set up an External Receipts Customer

75 External Receipts PowrDrill Option

76 External Receipts User Defined Invoice #

77 External Receipts

78 Summary Enter payments, credits, and debits Edit and delete a payment Process returned checks Perform write-offs Handle external receipts

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

80 Acclaim Accounts Receivable suite Reducing Your A/R Days with Acclaim Receivables Create service charge invoices Generate statements and delinquency notices Create payment plans Schedule and maintain collection calls

81 Acclaim 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